Business Requirements Document - SR102914 - EX Ratification Lump Sum Payment - UCOP ...
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Business Requirements Document SR102914 - EX Ratification Lump Sum Payment
Document Information
Document Attributes Information
ID SR101914
Owner Payroll Coordination & Tax Services
Author(s) Jaime Espinoza
Contributor(s) Karren Yun, Nadine Fishel & Ian Smith
Revision History
Version Issue Date Changes
1.0 2/14/20 Initial Draft
1.1 3/9/20 B. Burkart – Per conversation with Jaime, indicated that R0010 is a
UCPath only requirement.
1.2 3/11/20 Deleted R0010. Updated R0014 & Proposed strategy.
1.3 3/23/20 B. Burkart – added DOS codes criteria for hours data to include.
1.4 4/7/20 B. Burkart – copied requirements from SX BRD to synch up.
1.5 4/8/20 B. Burkart – MO instructions added, in case any eligible MO employees
are found.
1.6 4/9/20 B. Burkart – indicated in R0005 that there is a single tab delimited file
containing both MO and BW. Indicated full MO pay periods in R0004.
Clarified dates in R0007, 8, 9.
1.7 4/13/20 B. Burkart – synched up with SX BRD. Updated DOS code exclusion
requirement. Modified Requ. #5 and #7 per Sreelekha’s request.
1.8 4/14/20 B. Burkart – modified DOS code exclusion section.
1.9 4/16/20 B. Burkart – added this assumption per Jaime’s email:
All reportable time should be rounded up to the nearest quarter hour.
1.10 4/17/20 B. Burkart – added examples of rounding from Jaime’s email.
1.11 4/22/20 J.Espinoza-Updated R0002 & R0003 with 2080 hours.
Document Approvals
Role Name Signature Date
Associate Vice President Peggy Arrivas
& Systemwide
ControllerTable of Contents 1 Overview ...............................................................................................................................................................5 2 Product/Solution Scope ........................................................................................................................................8 3 Business Requirements .........................................................................................................................................9
1 Overview
Produce a one-time ratification lump sum payment of up to $3,000.00 to eligible members of the EX
bargaining unit as specified in the collective bargaining agreement ratified on February 7, 2020.
1.1 Background
On February 7, 2020, the EX bargaining unit ratified an agreement with the University of California.
According to the terms of the Collective Bargaining agreement with the EX bargaining unit, all eligible EX
unit Career, non-probationary employees will receive a one-time, discretionary, retirement eligible
ratification lump sum payment of up to $3,000.00
1.2 Objectives
Generate one-time ratification lump sum payments for eligible members of the EX bargaining unit.
1.3 Related Projects & Dependencies
Deadline dates for payout of this lump sum payment (per the ratified agreement) are as follows:
Pay Cycle Pay Period Covering: Pay Date
Bi-Weekly May 31, 2020 through June 13, 2020 June 24, 2020
Monthly June 1, 2020 through June 30, 2020 July 1, 2020
Target dates for payout of this lump sum payment (based on the request of SF and SD) are as follows:
Pay Cycle Pay Period Covering: Pay Date
Bi-Weekly May 3, 2020 through May 16, 2020 May 27, 2020
Monthly N/A N/A – no employees are
expected. If eligible MO
employees are found, they will
be processed in the same cycle
as the BW.
SR102909 CREATE DOS/EARN CODE DLP
SR102913 – SX 2020 Ratification Lump Sum1.4 Stakeholders
Acronym Description Role
* Authorize Has ultimate signing authority for any changes to the document
R Responsible Responsible for creating this document
A Accountable Accountable for accuracy of this document (e.g. project manager)
S Supports Provides supporting services in the production of this document
C Consulted Provides input
I Informed Must be informed of any changes
Name Position * R A S C I
Shaun Ruiz Payroll Coordinator X X X
Jaime Espinoza Business Systems Analyst X X X X
Karren Yun Manager Labor Relations X X X
Ian Smith Manager Labor Relations X X X
Nadine Fishel Assoc. Dir./Chief Negoiator X X X
Sean Halligan Business Systems Analyst X X X
Elizabeth Burkart IT Business Analyst X X X
Rebecca McLeland ITSS Business Analyst X X X
Sreelekha Sen Programmer Analyst – PPS X X
Leigh Wann QA Analyst - PPS X
1.5 Proposed Strategy
The one-time ratification lump sum program should accomplish the following:
• Generate a prorated $3,000.00 non-base building, UCRP eligible lump sum payment for eligible
AFSCME EX employee in accordance with each of the following eligibility criteria:
Eligibility
o Be appointed to a EX bargaining unit covered position as of date of ratification (February
7, 2020) and date of pay out (July 1, 2020 [MO] & June 24, 2020 [BW]) .
o Be a career non-probationary EX employee as of date of pay out (July 1, 2020 [MO] &
June 24, 2020 [BW]).
o Employees on approved leaves (including leave with pay and leave without pay) are
evaluated. While transactions should not be produced for employees on leave without
pay, they should be reported.
o Employees that converted from Limited or Per Diem to Career status in 2019 shall shall
be eligible to receive the prorated $3,000.00. Employee must be career as of 12/31/19.
Payment Calculation
o All hours on Paid status under a EX bargaining unit covered title/job code during the
2019 lookback period will be evaluated against 2080 hours to determine percentage on
pay status to be used in determining the proration of the $3,000.00 lump sum amount.o Overtime and Comp Time hours paid are included.
o Employees with over 2080 hours paid will be capped at 100%.
o Calculated percentage of time will be multiplied $3,000.00 to determine employee’s
prorated ratification lump sum amount.
o For BW paid employees, the ratification lump sum amount must be split evenly between
Work Week 1 (May 31-June 6, 2020) & Work Week 2 (June 7-13, 2020). This bullet about
splitting the amount is a UCPath only requirement.
o The 2019 lookback period is as follows:
Bi-Weekly Paid Employees Pay period December 30, 2018 – January 12, 2019
through pay period December 15, 2019 - December
28, 2019
Monthly Paid Employees January 1 – January 31, 2019 through December 1 -
December 31, 2019
• EARN code DLP will be used for One-Time transaction as payment will be subject to retirement
deduction, discretionary and non-base building.
• Employee’s current EX covered Empl Record will be used for One-Time transaction.
o Separate transactions for same title code but different FAUS, due to the proration
across FAU.
• Produce a report detailing Employee’s Eligibility for Ratification Lump Sum Payment with the
following information:
Employee Name
Employee ID #
Empl Record
Eligible EX Earnings (by pay period)
• Title/Job Code
• Pay Period Begin Date
• Pay period End Date
• DOS/EARN code paid
• Hours paid
Total hours used for the employee’s lump sum calculation (total line)
Total lump sum amount calculated for the employee (total line)
• Employees on an approved LWOP or SWB (SWB is UCPath only term) at the time of payout
should be flagged on Warning and Control report and manually evaluated for payment. A
payment transaction should not be created for this group.
• For eligible employees having a calculated amounts of less than $500.00, the one-time program
should produce a $500.00 one-time pay transaction.
1.6 Glossary
Term Description
UCOP University of California Office of the President
EX Patient Care Technical Unit
ASFCME American Federation of State, County and Municipal EmployeesDLP Discretionary Lump Sum Payment
UCRP University of California Retirement Program
LWOP Leave Without Pay
SWB Short Work Break
FAU Full Accounting Unit
2 Product/Solution Scope
2.1 Included in Scope
All EEs in with EX Career, Non-probationary Covered job/Appointment code(s).
2.2 Excluded from Scope
All EEs without EX Covered job/Appointment code(s).
2.3 Assumptions & Constraints
ID Description
A.2.3.1 Each location will review and sign off on list of eligible employees.
A.2.3.2 Each location will remove any pay transactions deemed Invalid.
A.2.3.3 UCPC will utilize ServiceNow to request 2019 PPS Earnings records.
A.2.3.4 For UCSC, UCI, UCSF & UCSD, 2019 earnings will need to be captured from PPS.
A.2.3.5 For UCB, January & February 2019 earnings will need to be captured from PPS.
A.2.3.6 For UCD & ANR, Jan. through Aug. 2019 earnings will need to be captured from PPS.
A.2.3.7 All reportable time should be rounded up to the nearest quarter hour. Examples:
1.12 is rounded to 1.25.
1.88 is rounded to 2.00
-1.38 is rounded to -1.50
2.4 Outstanding Items
ID Description
2.4.1 Determine UCSF and UCSD Payout date. Resolved: Target payout date for EX lump
sum projects for SD and SF will be 5/27/20.3 Business Requirements
3.1 Functional Requirements
Req Requirement Requirement Description Priority Comments
ID Type [L/M/H]
R0001 Eligibility Select Eligible Employees for processing based H *Include EEs on
on EDB data. an approved
leave of absence
EDB Criteria: and limited and
Employment status code (EDB0144) as of run Per Diem EEs that
date must be A (active), N (Leave without pay) converted to
or P (Leave with pay). career status in
2019.
The employee must have Career (appointment
type 2 or 7) covered position(s) in EX:
a.On February 7, 2020 and (July 1, 2020 (MO)
or June 24, 2020 (BW).)
b. EDB Title Unit Code SX and Representation
Code C.
c. Non-probationary Career status as of July 1,
2020 [MO] & June 24, 2020 [BW]. EDB0706
Probation Period End Date is either initial
values or is on or before these specific dates:
July 1 (MO) or June 24 (BW).
d. Employee must be career (appointment type
2 or 7) as of 12/31/19
Only employees who have the following
retirement codes as of 12/31/19 are eligible:
B,U,1,P,F,S,O,A,W,6,T,D,7,C,8,X
R0002 Calculation All hours on Paid status under a EX bargaining H * Overtime and
unit covered titlecode/Empl Record during the Comp Time hours
2019 lookback period will be evaluated against paid are included.
2080 hours to determine percentage of time
worked.
Hours on Paid Status must meet the DOS Code
Criteria in the following requirement.
R0002 Calculation DOS Code Criteria: H (Technical note:
B Hours associated with in unit regular, overtime pay category = N,
and premium overtime earnings should be Hours Code R, O,
counted. or P
Includes regular, on call, overtime and specialty OR pay category =
pay. Excludes shift differential. A, Hours Code O,
or P)
Do not count hours in the PAR for the following
DOS codes:
FEPITP
ITR
MBP
ODH
PLN
RBR
RPT
RTP
SRB
TPM
TPV
TVH
TVL
VTR
OTH
OTP
OT2
OT3
PTP (local UCSF DOS code that should be
excluded)
DMG
R0003 Calculation Employees with over 2080 hours paid will be H
capped at 100%.
R0003 Calculation The lump sum amount to be paid to the H
B employee is the calculated % * 3000.
$3000 is the maximum payment.
R0004 Calculation Lookback period is as follows: H Add up the hours
BW: Hours data between these two pay between the two
periods, inclusive: specified pay
• December 30, 2018 - January 12, 2019 periods, inclusive.
• December 15, 2019 - December 28,
2019
MO: Hours data between these two pay
periods, inclusive:
• January 1, 2019 - January 31, 2019
• December 1, 2019 - December 31,
2019
R0005 One-time Create Output Files: H Costing report is
Process • Lump Sum Payment Transactions for not needed
BW
• Lump sum Payment transactions for
MO• Tab delimited report (a single file
containing both MO and BW
employees together in the same file)
• Warnings and Controls Report
R0006 One-time Lump Sum Payments: H
Process • EARN code DLP will be used for One-Time
transaction as payment will be subject to
retirement, discretionary and non-base
building.
R0007 One-time Output H
Process • Transactions are placed in a separate file
based on the pay cycle to be paid.
The same PPE date will be used in both BW and
MO FT payment transactions. The pay period
end date on the transactions should be May 16,
2020, for both BW and MO.
R0008 One-time For eligible Monthly paid employees, the one- H The contract
Process time process should create pay transactions to specified July 1
be paid on May 27, 2020. for the MO
payment, but
payment is being
made early, on
May 27, per the
request of the
locations.
R0009 One-time For eligible BiWeekly paid employees, the one- H The contract
Process time process should create pay transactions to specified June 24
be paid on May 27, 2020 for the BW
payment date,
but payment is
being made early,
on May 27, per
the request of the
locations.
R0010 Deleted requirement
R0011 One-time Employees eligible to receive a lump sum H
Process payment should receive a payment on 7/1/20
or 6/24/20 but not both pay dates.
Note that SF and SD have requested to pay
these lump sums to their employees on
5/27/20, which is earlier than the requirement
in the agreement.
R0012 Reporting Tab Delimited File HColumns of the tab delimited file should consist
of:
Employee Name
Employee ID
Empl Record (Appointment #)
Eligible EX Earnings (by pay period)
• Title/Job Code
• Pay Period Begin Date
• Pay period End Date
• DOS/EARN code paid
• Hours paid
Total line: Total hours used for the employee’s
lump sum calculation
Total line: Total amount calculated for the
employee for the lump sum
The column headers should be:
EMPLOYEE NAME
EMP ID
EMPL RECORD
JOB/TITLE CODE
PAY PERIOD BEGIN DATE
PAY PERIOD END DATE
DOS/EARN CODE PAID
HOURS PAID
TOTAL HOURS FOR EMP
TOTAL LUMP SUM AMOUNT FOR EMP
R0013 Reporting Warning & Control Report: H **Lump Sum will
• EEs deemed eligible for a lump sum but need to be
on an approved LWOP or SWB should evaluated and
be flagged and listed on the Warning & paid manually
Control report and the tab-delimited when EE returns
file. These EEs should not be included to pay status.
in the one-time pay transactions
R0014 Reporting For eligible employees having a calculated H
amounts of less than $500.00, the one-time
program should produce a $500.00 one-time
pay transaction.You can also read
