- DATA VIEW NAME
- UA_UCLA_LEAVE
- OVERVIEW
- UA_UCLA_LEAVE displays information from an extract generated from the UCLA query table, UW.APPTLV_RPT. This view displays leave records that were active at the time that the UCLA leave statements were issued.
- LOAD FREQUENCY
- Data in this view will be refreshed twice each month at the same time that the leave statements are generated for the first and twelfth of every month (usually the day after the Regular and EOM (End-of-Month) Unclassified payroll calculations).
- DATA CUSTODIAN
- Data Custodian: Payroll and Benefits Services
Contact: Catharine Derubeis - AUTHORIZATION
- You must receive approval to access data from the data custodian. For information about how to get authorized for InfoAccess data views, connect to the InfoAccess Home Page
- SPECIAL
CONSIDERATIONS - ALL THE INFORMATION, INCLUDING APPOINTMENT INFORMATION, IS FROM THE TIME THAT THE LEAVE STATEMENTS ARE PRINTED. Therefore, the information does not reflect subsequent changes and updates. Since various situations cause amounts to be recorded in the Adjustment fields, these amounts can be used for analysis and general information only. To obtain the current picture for an individual, the on-line UCLA transactions should be used.
The Adjustment fields contain:
a) manual changes made to a reporting period for which leave statements have already been printed. For example, if you make an adjustment in January for the October reporting period, the amount of the adjustment appears in the January adjustment field
b) automated changes to allocated amounts that occurred within the reporting period, such as, Vacation and Sick Leave I.E. allocation adjustments and balances moved from current year Vacation to Vacation Carryover.Appointment effective and end dates are available for the UCLA reporting periods beginning in April, 1992.
Most often you’ll probably want to specify the REPORTING_PERIOD to obtain the information you want. Otherwise, all the historical information for each appointment selected by your request will be shown.
Only employees in the executive retirement group (ERG) are eligible for leave types: Floating Holiday Carryover, Personal Holiday & Personal Holiday Carryover and Sabbatical Leave.
- QUESTIONS
- Contact: Division of Information Technology Help Desk
Phone: 264-HELP (4357) - LAST UPDATED
- 10/4/95 – Base table for data view changed – rzs
3/10 – Data Custodian Change c4j
6/10 Added CA_Eligible, CA_Prior_Balance, CA_Used_In_Periods, CA_Adjustments, and CA_End_Balance fields c4j
11/11 Data Custodian Change c4j - DATA FORMATS
- The codes following the field names in this document define the field. The different types are:
A – Alphanumeric field. This indicates the field may contain letters and/or numbers. The number following is the field length.
Example: a field defined as A5 could contain ‘E10LN’.PS – Packed-Signed field. This indicates the field may contain only numbers. The number following is the field length. If two digits with a decimal point in between are present the first indicates the number of positions before the decimal point and the second the number of digits after the decimal point.
Example: a field that is defined as PS4.2 would be in the format 9999.99 whereas PS6 would be in the format 999999.
| Column Name | Format | Description |
|---|---|---|
| APPOINTMENT_ID | A8 | This field uniquely identifies an appointment. |
| APPT_EFF_DATE | A8 | The start date of the appointment. Format: CCYYMMDD |
| APPT_END_DATE | A8 | The end date of the appointmen. Format: CCYYMMDD |
| REPORTING_PERIOD | A6 | This field represents the pay period this row represents. This is the period for which earned and used amounts will be detailed. It is in the format CCYYMM. However if the data applies for an entire summer, the date could look like 1991SS. |
| COLLECTION_PERIOD | A6 | This field represents the period the employee is asked to report usage. This is generally the pay period immediately following the reporting period. This is the period for which earned and used amounts will be detailed. It is in the format CCYYMM. However if the data applies for an entire summer, the date could look like 1991SS. |
| LEAVE_DEPARTMENT | A11 | The APPT_MAJOR_DEPT. This department is responsible for entering leave used. The employee is asked to return the usage collection form to this department. |
| LEAVE_UNIT | A1 | First character Leave_Department UDDS-Unit. |
| LEAVE_DIVISION | A2 | Second and Third characters of Leave_Department UDDS – Division. |
| LEAVE_DEPT | A2 | Fourth and Fifth characters of Leave_Department UDDS – Department. |
| LEAVE_SUBDEPT | A2 | Sixth and Seventh characters of Leave_Department UDDS – Subdepartment. |
| LEAVE_STATUS | A1 | The status of the leave record will be either ‘A’ (regular active) or ‘G’ (grandfathered active). The ‘G’ status represents those employees who retained leave balances in UCLA when they no longer qualified for earning leave due to eligibility requirement changes effective July, 1992. |
| PERSON_ID | A8 | A unique number assigned to a person. |
| PERSON_NAME | A30 | The name of the person at the time the leave statement was printed. |
| PAYROLL_ID | A9 | The social security number, or substitute PPPC payroll ID for the person. |
| PAYROLL_FTE | PS1.4 | The total derived payroll percent for the appointment for the pay period. |
| SALARY_BASIS | A1 | Salary basis during the reporting period. If salary basis changed during the period, then the salary basis at the end of the period. |
| APPOINTMENT_TYPE | A2 | Type of appointment (FA, AS or LI) at the end of the pay period. |
| TITLE_CODE | A5 | Title code for the appointment at the end of the pay period. |
| ERG_FLAG | A1 | “Y” if appointment was subject to the rules of the executive retirement group (applies basically to chancellors and vice-chancellors); otherwise “N”. |
| PRIOR_PERIOD | A6 | CCYYMM or blank. That reporting period which immediately preceded the current reporting period. If the appointment was never before reported (e.g., did not exist or was not UCLA-eligible), then blank. |
| VN_ELIGIBLE | A1 | “Y” if the appointment was marked eligible for vacation at the time this row was created; otherwise “N”. |
| VN_PRIOR_BALANCE | PS4.1 | VN_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was REPORTING_PERIOD). |
| VN_YR_EARN_FORECST | PS4.1 | Hours of vacation (earned + anticipated) to be reported to employee as “earned” in the 1st reporting period of the year (i.e., January for e.r.g. appts, July for all other appointments). Not used in other periods. |
| VN_USED_IN_PERIOD | PS4.1 | Hours of current year vacation used during the reporting period. |
| VN_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) that indicates any increase or decrease in balance not explained by earned and used hours in the reporting period. |
| VN_END_BALANCE | PS4.1 | End balance of normal vacation credit hours at the end of the reporting period. |
| VN_ACCUM_YTD | PS4.1 | Hours of vacation truly earned (no hours anticipated) in the current fiscal year thru the current reporting period. Useful if appointment should end. |
| VN_CHARGED_YTD | PS4.1 | Hours of vacation that have been charged against the appointment in the year to date (recalling that vacation is first charged against any vacation carryover available). |
| VC_ELIGIBLE | A1 | “Y” if appointment was marked eligible for 1 year vacation carryover at the time this row was created; “N” if no vacation carryover was allowed; “R” if restricted by some other campus or divisional policy. |
| VC_PRIOR_BALANCE | PS4.1 | VC_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was REPORTING_PERIOD). |
| VC_USED_IN_PERIOD | PS4.1 | Vacation hours used in reporting period and charged against a vacation carryover balance. |
| VC_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in VC_END_BALANCE not explained by earned and used hours in the reporting period. |
| VC_END_BALANCE | PS4.1 | End balance of vacation carryover. |
| SL_ELIGIBLE | A1 | “Y” if appointment was marked eligible for sick leave at the time this row was created; otherwise “N”. |
| SL_PRIOR_BALANCE | PS4.1 | SL_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| SL_EARN_IN_PERIOD | PS4.1 | Sick leave hours earned in the reporting period. |
| SL_USED_IN_PERIOD | PS4.1 | Sick leave hours used during the reporting period. |
| SL_IE_ANTICIPATED | PS4.1 | Sick leave hours that are anticipated to be earned during the remainder of the initial entitlement period. These anticipated hours are available for use. |
| SL_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in SL_END_BALANCE not explained by earned and used hours in the reporting period. |
| SL_END_BALANCE | PS4.1 | End balance of sick leave credit hours at the end of the reporting period. |
| CC_ELIGIBLE | A1 | “Y” if appointment was marked eligible for colleague coverage at the time this row was created; otherwise “N”. |
| CC_USED_IN_PERIOD | PS4.1 | Colleague coverage used in the reporting period. |
| FH_ELIGIBLE | A1 | “Y” if appointment was marked eligible for floating holiday at the time this row was created; otherwise “N”. |
| ALL_HOLIDAYS_FLOAT | A1 | “Y” if, at the time this row was created, the appointment was marked such that **all** legal holidays should be treated as floating holidays; otherwise “N”. |
| FH_PRIOR_BALANCE | PS4.1 | FH_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| FH_EARN_IN_PERIOD | PS4.1 | Floating holiday hours earned in the reporting period. |
| FH_USED_IN_PERIOD | PS4.1 | Floating holiday hours used in the reporting period. |
| FH_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in FH_END_BALANCE not explained by earned and used hours in the reporting period. |
| FH_END_BALANCE | PS4.1 | End balance of floating holiday credit hours at the end of the reporting period (can be negative). |
| FC_PRIOR_BALANCE | PS4.1 | FC_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| FC_USED_IN_PERIOD | PS4.1 | Floating holiday hours used during the reporting period and charged against a floating holiday carryover balance. |
| FC_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in FC_END_BALANCE not explained by earned and used hours in the reporting period. |
| FC_END_BALANCE | PS4.1 | End balance of floating holiday carryover credit hours at the end of the reporting period. |
| PH_ELIGIBLE | A1 | “Y” if appointment was marked eligible for personal holiday at the time this row was created; otherwise “N”. |
| PH_PRIOR_BALANCE | PS4.1 | PH_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| PH_EARN_IN_PERIOD | PS4.1 | Personal holiday credits earned in the reporting period. |
| PH_USED_IN_PERIOD | PS4.1 | Personal holiday hours used in the reporting period. |
| PH_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in PH_END BALANCE not explained by earned and used hours in the reporting period. |
| PH_END_BALANCE | PS4.1 | End balance of personal holiday credits at the end of the reporting period. |
| PC_PRIOR_BALANCE | PS4.1 | PC_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| PC_USED_IN_PERIOD | PS4.1 | Personal holiday used in the reporting period and charged against a personal holiday carryover balance. |
| PC_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in PC_END_BALANCE not explained by earned and used hours in the reporting period. |
| PC_END_BALANCE | PS4.1 | End balance of personal holiday carryover credit hours at the end of the reporting period. |
| SA_ELIGIBLE | A1 | “Y” if appointment was marked eligible for sabbatical/termination leave at the time this row was created; otherwise “N”. |
| SA_PRIOR_BALANCE | PS4.1 | SA_END_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| SA_USED_IN_PERIOD | PS4.1 | Sabbatical/termination leave used during the reporting period. |
| SA_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in SA_END_BALANCE not explained by earned and used hours in the reporting period. |
| SA_END_BALANCE | PS4.1 | End balance of sabbatical/termination leave credit hours at the end of the reporting period. |
| CA_ELIGIBLE | A1 | “Y” if appointment was marked eligible for catastrophic leave at the time this row was created; otherwise “N”. |
| CA_PRIOR_BALANCE | PS4.1 | CA_PRIOR_BALANCE copied from the APPTLV_RPT row (if any) created one month earlier (i.e., when PRIOR_PERIOD was the REPORTING_PERIOD). |
| CA_USED_IN_PERIOD | PS4.1 | Catastrophic leave used during the reporting period. |
| CA_ADJUSTMENTS | PS4.1 | A derived amount (positive or negative) which indicates any increase/decrease in CA_PRIOR_BALANCE not explained by earned and used hours in the reporting period. |
| CA_END_BALANCE | PS4.1 | End balance of catastrophic leave credit hours at the end of the reporting period. |
| LV_STMT_DISTR | A21 | Distribution scheme for the employee leave statement. This is the same as the earnings statement distribution; blank if leave statement not printed. |
| LV_STMT_DATE | A8 | Delivery date (CCYYMMDD) for leave statement. This is the same as pay date. For summer collection period, the date of delivery is determined by when the summer processing jobs are run, usually at the end of August. |
| COLL_PER_END_DATE | A8 | Last date (CCYYMMDD) in the collection period; blank if leave statement has not been printed. |
| BALANCES_SHOWN | A1 | “Y” if the leave statement was printed normally; “N” if the LV STMT was printed but balances were withheld because of delinquent report(s) in prior collection periods; blank if leave statement was never printed. |
| DELINQUENT_REPORT | A1 | Flag indicates whether usage collection form has been returned by employee. Both “Y” and “R” mean not returned. Set to “Y” at the moment the leave statement is printed; set to “R” if TP-user indicates no report; otherwise blank. |
| LV_STMT_MSGS | A1 | “Y” if there are messages to print on the leave statement; “N” if there are not messages; blank if not yet determined. |
| ALRA_COUNTER | Number 3.0 | Person-based counter that holds the number of whole months worked under ALRA provisions stated in UPG 9.03. Accumulating 120 months qualifies the person to bank up to 40 hours per year (maximum of 176 hours) or prorated by FTE, in an annual leave reserve account. |
| I_E_BEGIN_DATE | A8 | Begin date of the initial sick leave entitlement period. This is either the effective date of the eligible unclassified appointment or the first day of the pay period in which an ongoing appointment becomes eligible for an initial entitlement. |
| I_E_END_DATE | A8 | End date of the initial sick leave entitlement period. The I_E_END_DATE specifies the last date for the initial entitlement period, after which the person may begin earning additional sick leave credits, in any eligible, unclassified appointment. |