Frozen Payroll Process

The purpose of the frozen payroll process is to artificially add or delete employees from the Staffing List Report.

Permanently budgeted FTE information is uploaded from the Payroll Personnel System (PPS) to create employee data for the Staffing List Detail Report. It has been our practice to freeze the Employee Database (EDB) for staffing reconciliation purposes at year-end. The scheduled date to freeze the EDB this year is July 7, 2008 midnight. Because of this exercise, there may be instances where employees inadvertently show up or drop off the staffing list due to the miscoding of PPS information. Since the EDB has been frozen,further changes cannot be made directly through PPS. At this point, the options to balance a staffing list are:

• Process a transfer of funds to increase or dcrease the subaccount 0 or 1 allocation, sufficient to cover the employee's cost; or
• Process a frozen payroll entry to artifically add or remove the employee from the staffing list. (The actual PPS changes still need to be done as frozen payroll entries are only reported durint the fiscal closing staffing cycle.)

Procedures to Submit Frozen Payroll Templates

STEP 1:
Complete the key entry Excel spreadsheet. Accuracy is vital to the success of the Frozen Payroll program;therefore, key entry information must be completely accurate.


STEP 2:
Fields for Key Entry are described below.

Action	Action Code: A=Add; D=Delete
Employee No	Employee ID Number
Distribution No	Staffing Distribution Line: Add = Assign next sequential distribution number Delete = Two digit distribution number as appears on Staffing List Report
Title Code	Title Code
Employee Last Name	Last Name
Employee Initials	First and Middle Initials
Birthdate	MM-DD-YYYY
Sex	M = Male F = Female
Sub Campus	Sub-Campus: 1 = General Campus 2 = Health Sciences 3 = Marine Sciences
DOS Code	Distribution of Service Code
Rate Code	Rate: A = Annual B = By Agreement
Monthly Rate	Monthly Budgeted Rate
FTE	Budgeted FTE
ERC*	Employee Relations Code
EUC*	Employee Unit Code
ERPC*	Employee Representation Code
TUC*	Title Unit Code
AREPC*	Appointment Representation Code
Fund	Fund Number
Organization	Organization Number
Account	Account Number: 600000 = Faculty 610000 = Staff
Program	Program Number

*For Frozen Payroll additions, the ERC-AREPC codes can be found on the IGEN and IGPP screens in PPS.

STEP 3:
Submit the completed spreadsheet via e-mail to Mercedes Munoz no later than Friday July 11, 2008.