Appendix D: Troubleshooting & Helpful Hints

Transcription

1 Appendix D: Troubleshooting & Helpful Hints PPS Online Update Desk Reference Page D-1

2 Appendix D Contents Do s & Don ts f Online PPS Entries ECON Screen Err Message Troubleshooting Guide ECON Screen Err Message Severity Levels PPS Online Update Desk Reference Page D-2

3 Do s & Don ts f Online PPS Entries Listed below are some helpful hints to remember when processing online PPS entries. Where appropriate, the possible consequences of each err are also noted. Do refer to the PPS User s Guide f step by step instructions on entering an action pri to calling a central office f assistance. While the PPS User s Guide does not have instructions f every scenario, it does include instructions f the most common personnel actions. Do not enter actions without pre-approval/authization. When such a violation of pre-approval requirements occurs, the user is reprimanded and instructed to immediately delete the action from PPS. This causes extra wk f the user and PAN reviewers and may, in a wst case scenario, make the University liable f an action that was not approved. Do not write over active distributions to impose a future action (i.e. entering a merit in May that is effective 7/1 by changing the current/active distribution to begin 7/1 with the new pay rate). This may result in loss of pay if the mistake is not crected. In addition, the online histy entry will be increct. Do not add unnecessary appointments to accomplish an action (i.e. adding a new appointment and distribution f a merit/reappointment instead of extending the end date on the current appointment and adding a new distribution). This causes the preparer unnecessary wk and may result in the appointment being improperly reflected in the online histy. Do end appropriate appointments and distributions when a change in status occurs. F example, if the iginal distribution is not ended when a new distribution is added f a merit, the employee could get overpaid. Do use standard PAN comments. Proper comments allow f me efficient PAN review. If the comments are not clear, a reviewer may have to spend me time reviewing a PAN to determine the action even call the user f an explanation. In addition, the PAN comments will appear in online histy. PPS Online Update Desk Reference Page D-3

4 Do use appropriate action codes. Action codes are critical to the integrity of the online histy as well as being a useful tool f PAN review. Many offices, including Office of the President, use action codes to query f particular data sets (i.e. all 7/1/96 meritscode 04). Do follow established retroactivity procedures and use proper retroactivity comments. Not following established retroactivity procedures could lead to errs in the online histy, overpayments, and central office recd keeping. F example, if a stale-dated retroactive distribution was re-entered into the system f a fund change only, the employee could get paid again f that period. Following the retroactivity guidelines in the PPS manual and using the standard comments will ensure the action is properly dealt with and understood by central offices. Do immediately PAN comments to mandaty reviewers if you failed to enter them during the update. You should NEVER complete an update without adding comments, but if you do, immediately the mandaty reviewers so they can make sense of the PAN. PPS Online Update Desk Reference Page D-4

5 ECON Screen Err Message Troubleshooting Guide This chart lists the most common ECON err messages encountered in PPS. If the crective action suggested does not resolve the problem, please call the appropriate central office f assistance. Err # Err Message Problem Crective Action ATTEMPTING TO CHANGE OR DELETE APPT OR DISTR NOT ON FILE LEVE OF ABSENCE BEGINS AFTER RETURN DATE Same appointment number is used f old and new appointment on the same date Increct leave begin date return date entered Add new appointment number. Add new and delete old one in this der. Crect leave dates on ELVE SALARIED APPOINTMENT MUST HAVE FIXED/VARIABLE CODE SALARIED APPOINTMENT MUST HAVE RATE CODE SALARIED APPOINTMENT MUST HAVE PAY SCHEDULE CODE SALARIED APPOINTMENT MUST HAVE A TIME CODE SALARIED APPOINTMENT MUST HAVE A LEAVE ACCRUAL CODE A DESC OF SERVICE IS REQUIRED The F/V (fixed/variable) field is blank on the appointment line The Rt (rate code) field is blank on the appointment line The Sch (schedule) field is blank on the appointment line The Time field is blank on the appointment line The Lv (leave accrual) field is blank on the appointment line The DOS (description of service) code is blank on the distribution line Enter either an F (fixed) V (variable) in the F/V field on the EAPC Enter either an A (annual), B (by-agreement), H (hourly) in the Rt field on the EAPC Enter either MO (monthly) BW (bi-weekly) in the Sch field on the EAPC Enter either an A (generate timesheet) N (no timesheet) in the Time field on the EAPC Enter the appropriate leave accrual code (see data element reference) in the Lv field on the EAPC Enter the appropriate DOS code (see data element reference) in the DOS field on the EAPC PPS Online Update Desk Reference Page D-5

6 Err # Err Message Problem Crective Action ACADEMIC BASIS CODE EXCEEDS ACADEMIC PAID OVER CODE DUR OF EMPL IS T, I, OR E; APPT END DATE MUST BE INDEF DUR OF EMPL VALUE REQUIRES DEFINITE APPT END DATE NON-ACADEMIC TITLE S DURATION OF EMPLOY. CANNOT BE T OR N UNABLE TO DERIVE FLSA NO TCT DATA FOR TITLE AND REP CODE The Bas and Pd Ovr fields are invalid Dur (duration) code is inappropriate f length of appointment Appointment end date should be indefinite Appointment end date is indefinite, but Dur (duration) code field is blank Indefinite staff appointments cannot have a duration of T (tenure) N (non-tenure) in the Dur (duration) field Wrong employee relations code used f Exempt Non-exempt title codes Enter the appropriate basis/paid over codes (see data element reference) in the Bas and Pd Ovr fields on the EAPC Delete Dur (duration) code on the EAPC Crect appointment end date on the EAPC Enter a T (tenure) I (indefinite) in the Dur code field on the EAPC Enter an I (indefinite) in the Dur field on the EAPC Enter the crect employee relations code in the EPET. Might need to delete old appointment EMPLOYEE S AGE IS OVER SEVENTY YEARS DIST % REQUIRED FOR THIS DISTRIBUTION DISTRIBUTION END DATE IS BEFORE DISTRIBUTION BEGIN DATE Hire Date field is blank Employee is over 70 years old Employee is under 16 years old Dis % (distribution %) field is blank on the distribution Distribution PayEnd date is pri to the PayBeg date Complete Hire Date field on EPER Call Payroll Call Payroll Enter the appropriate distribution percent in the Dis % field on the EAPC Crect either the PayEnd date PayBeg date, whichever is increct, on the appropriate distribution PPS Online Update Desk Reference Page D-6

7 Err # Err Message Problem Crective Action DISTRIBUTION END DATE FOLLOWS APPOINTMENT END DATE Distribution ends later than cresponding appointment end date Extend cresponding appointment, if appropriate, on the EAPC Crect distribution end date on the EAPC CITIZENSHIP CODE IS REQUIRED STUDENT STATUS CODE IS REQUIRED FICA ELIGIBILITY CODE IS REQUIRED PRI STAT QUAL CODE REQUIRED WHEN PRI STAT QUAL DATE IS PRESENT DISTRIBUTION BEGIN DATE IS PRIOR TO APPOINTMENT BEGIN DATE INVALID COMBINATION OF PERSNL PROG CODE AND APPOINTMENT TYPE COD COV COMP LIMIT CODE WILL BE SET TO N FOR RETR CODE H OR N Citizenship field is incomplete Student Status field is incomplete FICA Eligibility Code field is incomplete BELI Primary Status Qualifying Date field was completed without a cresponding Primary Status Qualifying Code Distribution begins pri to begin date of cresponding appointment Typ (appointment type code) value isn t consistent with the Title (title code) value Implied maintenance message indicating the system will derive the values Complete Citizenship field on EPD1 Complete Student Status field on EPD1 Complete FICA Eligibility Code field on the ERET Delete Primary Status Qualifying Date on the EPER if it was entered in err Enter cresponding Primary Status Qualifying Code on EPER (reference BELI fm f codes). Crect begin date of appropriate distribution appointment on the EAPC Crect the Typ (appointment type code) value Crect the Title (title code) field on the EAPC Proceed with update. PPS Online Update Desk Reference Page D-7

8 Err # Err Message Problem Crective Action OATH SIGNATURE DATE REQUIRED FOR CITIZEN Oath Signature Date field is incomplete Complete Oath Signature Date field on EPD UCI NOT ALLOWED WITH THIS LOA TYPE Benefits date were not changed Contact Payroll Department INVALID ATTEMPT TO UPDATE BOTH E- VERIFY DATE AND STATUS FIELDS GRADE SHOULD BE BLANK FOR STAFF OR ACAD PERSONNEL PROGRAM CODE SUB 3 ONLY ALLOWED WITH DOS FEL/FES/FEN SUB 1 ONLY ALLOWED FOR STAFF TITLES SUB 0 ONLY ALLOWED FOR ACADEMIC TITLES E-Verify fields left blank. Systems requires dates if fields are edited Grade value is inconsistent with entered Pgm (personnel program code) value. Inappropriate Sub entered. Sub 3 is only valid with DOS codes FEL, FES FEN Inappropriate Sub entered. Sub 1 is only valid f staff titles Inappropriate Sub entered. Sub 0 is only allowed f academic titles On Bundle enter a date, finish bundle. Come back to EPD2 and use asterisk to delete date Delete the value from the Grade field on the EAPC. Crect Sub field on the EAPC Crect DOS code field on the EAPC Crect Sub field on the EAPC Crect Sub field on the EAPC PPS Online Update Desk Reference Page D-8

9 ECON Screen Err Message Severity Levels Each message displayed on the ECON has an associated "severity level." Severity levels range from 0 to 9 with 9 being the most serious. The table below shows the message severity levels that are used in the PPS Online Update process. No. Name Abbreviation Description 9 See Systems SEE SYST This severity indicates a serious technical problem that will require systems assistance. It will not often be issued in PPS Online. 8 See Operations SEE OPER This severity indicates a serious problem that will require assistance from operations. It will not often be issued in PPS Online. 7 Employee Activity Reject 6 Functional Action Reject EMPL REJ N/A This severity indicates that the employee recd will not be updated with the entered changes. The identified err must be crected the update must be canceled. Not used in PPS Online Update process 5 Transaction Reject N/A Not used in PPS Online Update process. Used in the batch process f set transaction processing. 4 Data Override DATA OVR Entered data will be replaced with a derived value, a missing required field will be derived by the system. 3 Warning WARNING There is a possible err inconsistency in the entered data. The change will be accepted as entered. 2 Implied Maintenance IMPLD MT The system will derive re-derive one me data element values based on other changes made. 1 Infmational INFORMTL The system has detected a condition that is not an err but which may be helpful f the user to recognize. 0 No Display N/A This severity indicates that the message will not be issued on the online and will not be written to the err rept. Typically, this severity would be assigned as a local option when a campus decides that a message as issued in base does not need to be reviewed. PPS Online Update Desk Reference Page D-9

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