UCLA CREDIT DEBIT

DATA VIEW NAME

UCLA_CREDIT_DEBIT

OVERVIEW

This view contains information about paid leave credits and debits for an appointment and includes leave earned through service, converted leave, transferred out leave, etc. This view will contain data for 2 past fiscal years and the current fiscal year.
Note: See Special Considerations.

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: Employee Compensation 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

This data view may not be useful unless it is linked to other tables since there are no selection criteria on the table, i.e. UDDS or appointment type.

This table should be linked to other tables in order to select appropriate data. Anyone using this table should verify the data when linking multiple tables. The user should be comfortable with linking tables.

QUESTIONS

Contact: Division of Information Technology Help Desk
Phone: 264-HELP (4357)

LAST UPDATED

5/99 New data view
3/10 Data Custodian Change c4j
7/10 Added Castastrophic Leave Type 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:

Char – Character data
Number – Numeric data will be zero filled in no data available
Date – Date data 19980203, 10-jun-98 etc this field will be null if blank

Column Name	Format	Description
APPOINTMENT_ID	CHAR 8	A unique number assigned to each and every appointment. The appointment must exist before any leave accounting can begin.
PERSON_ID	CHAR 8	ID number currently assigned to person.
PERSON_NAME	A30	The name currently used by a person. The name must begin with a letter. The format will be last name, followed by a comma and a space, then first name or initial, middle initial or name, followed by a space plus Jr or Sr or III if appropriate. The only special character required is the comma to end the last name. A hyphen is allowed.
PAY_PERIOD	CHAR 6	The pay period in which the credit becomes effective. Format ‘CCYYMM’. If the month is blank, the period covers an entire fiscal year
CREDIT_DEBIT_IND	CHAR 2	This indicates whether the record as a debit or credit type record. Valid Values: CR-CREDIT DB-DEBIT
LEAVE_TYPE	CHAR 2	A unique code that identifies a type of accruable paid leave credit/debit. Accruable paid leave credits/debits are used to account for an absence from work with pay. Valid Values: SL = Sick leave. Credits that can be used for an absence due to personal illness, injury, disability, or pregnancy as well as for attendance on a member of the immediate family whose condition or death requires the employee’s direct care. VN = Vacation.Credits that can be used for an absence for any reason. VC = Vacation carryover. A balance of vacation credits earned but not used in the previous year. FH = Floating legal holiday. Legal holiday that falls on a Saturday, on a Sunday before a Monday holiday, or a holiday when an employee must work. This results in a legal holiday that can be used any time during the fiscal year. FC = Floating legal holiday carryover. A balance of legal holiday credits earned but not used in the previous year. Applies ONLY to employees in the Executive Retirement Group. PH = Personal holiday. Credits that can be used for an absence for any reason. Applies ONLY to employees in the Executive Retirement Group. PC = Personal holiday carryover. A balance of personal holiday credits earned but not used in the previous year. Applies ONLY to employees in the Executive Retirement Group. SA = Termination/Sabbatical leave. Vacation converted into leave that can be accumulated until termination or used as paid sabbatical leave. Applies ONLY to employees in the Executive Retirement Group. CC = Colleague Coverage AR = Annual Leave Reserve Account CA = Catastrophic Leave
REASON	CHAR 1	Contains the reason describing the credit or debit reason. Valid values for Credit: Blank for ordinary earnings. C = carried over (positive amount) N = negative amount resulting from over-use in the prior year X = transfer from an external (non-UCLA) source T = transfer in from another UCLA appointment (there will be a corresponding debit entry for an appointment held the same person) A = additional credit for good faith “excess” use I = initial entitlement credit that has been irrevocably earned. B = beginning balance of credit loaded at the time of UCLA system startup. P = Granted for personal holiday S = Moved from vacation accountValid values for Debit Blank = Ordinary Usage T = transfers out to another appointment held by the same person L = lost due to carryover limits S = converted to sabbatical/termination leave H – converted to health insurance upon layoff, retirement or death.(applies to sick leave only) P = paid, lump sum cash payment X = Transferred to Non-UCLA Appt Z = Lapsed A = Moved to Alra Account Y= Moved to cash payment
NUMBER_OF_HOURS	NUMBER 4.1	The number of hours of a given leave type credited/debited to the appointment.
LOADDATE	DATE	Last date data refreshed