Payroll/Personnel Transactions

The SSO Payroll Unit processes several types of Payroll/Personnel transactions:
 


Funding or Home Department Code Changes

SSO provides services for departments who wish to update an employee funding source (FAU) or home department code in the Payroll System (PPS).

To submit a request for processing:

From the AggieService Community Portal, select and complete the Funding Changes/Payments request. If the changes are for more than one employee or the employee has more than two funding splits, please attach a spreadsheet.

If the request is for a set up of a NEW or previously unused home department code:

  • Please be sure to re-associate all applicable funding in Kuali with the new home department code prior to submitting your request.
  • Keep in mind there are additional steps to set up a new home department code
  • Please allow 2-4 weeks for processing

Employee One Time Payments

The SSO Payroll Unit will process "Pre-Approved" One Time Payments for employees in client units.  Examples of One-Time Payments are:

Approval documentation must be attached to the request in order for SSO Payroll to process the payment. All employee payments will be processed on the employee's regular pay cycle (Biweekly or Monthly). 

To submit a request for processing:

From the AggieService Community Portal, please select and complete the Funding Changes/Payments request. In order for SSO to process payments by the requested date, it is recommended that the requests be submitted at least 15 days prior to the requested pay date.

If the payment is for an employee who does not work in the requestor's department, please provide a payroll contact for the employee's home department, as the SSO must first obtain alternate department access before processing the payment.

Additional Information:

Student Employment Actions
 

Work Study

Work Study is awarded by Financial Aid to students on a fiscal year basis, based on financial eligibility and availability of funds. More information regarding work study is provided by the Financial Aid office on the What You Need To Know About Work Study page. It includes information regarding hiring an undergraduate with work study as well as hiring a Graduate Student Researcher (GSR) with work study.

Prior to submitting a request, the supervisor must complete an online Work Study Eligibility Letter Request from Financial Aid. Once the Eligibility Letter is received in the department, the supervisor should update and sign the letter.

To submit a request for processing:

From the AggieService Community Portal, select the Ask a Question and then Pay topic. The Eligibility Letter should be attached to the request. Only approved departmental designees can submit Work Study requests.

Once SSO Payroll receives the request, information on the letter will be validated, completed and forwarded to the Work Study Office. PPS and student timesheets will be updated as appropriate. Turnaround time is approximately 5-7 business days.

Student Longevity Increase

Student longevity increases may be granted once per 12-month period, up to $.25 per hour. To be eligible, the student must have complete three "consecutive" quarters of part-time work or one quarter of full-time work, with satisfactory performance, in the same department. Any work during the quarter qualifies as a full quarter for this purpose. Summer Sessions I/II are considered one quarter.  A break in service of one quarter or for the summer does not interrupt longevity.

For a complete summary of information, please visit Student Employee Pay Plan PPSM 3 Exhibit B

To submit a longevity increase for processing:

From the AggieService Community Portal, choose the Payroll topic, the Funding Changes/Payments request, click Next, choose Student and then the Longevity/Special Recognition Increase type.

To ensure your request is processed in a timely manner:

  • Please submit your request in advance of the effective date of the increase
  • Departmental approval must be obtained prior to submitting the request.
  • Increases are typically effective at the beginning of a bi-weekly pay period
  • If submitting a request for multiple students, please submit one request and attach a spreadsheet.

Student Special Recognition Increase

A student may be granted a Special Recognition Increase of up to $.50 per hour in one 12 month period. If granted, the amount of the increase will be based solely upon quality of performance. Please visit Student Employee Pay Plan PPSM 3 Exhibit B for complete information.

To submit a student recognition increase for processing:
  • From the AggieService Community Portal, choose the Payroll topic, the Funding Changes/Payments request, click Next, choose Student and then the Longevity/Special Recognition Increase type
  • Complete applicable fields
  • If requesting an increase for more than one student, please attach a spreadsheet to your request.

Student Appointment Extensions

Existing non-academic student appointments can be extended with departmental approval.

To submit an extension for an existing appointment:
  • From the AggieService Community Portal, select the Payroll topic, the Appointment Changes/Separation request, choose Student, and then Appointment Extension.
  • Complete applicable fields
  • If requesting an increase for more than one student, please attach a spreadsheet to your request.

If the student employee is inactive in PPS, please contact the SSO Service Desk at sschelp@ucdavis.edu or 530-754-4772.

Please note that academic student employees, e.g., Graduate Student Researchers, Tutors, Readers, etc, must be submitted using the Recruitment option under the Human Resources topic, the Recruitment/Position Management request, choose Student, and then the Recruitment request.

Please visit UCD Procedure 3, Exhibit A for complete information.