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How to Process ERIT

Learn how to process an Employee-initiated Reduction in Time (ERIT) entry in PPS.

The university has established a voluntary time reduction program to achieve temporary salary savings, the Employee-initiated Reduction in Time (ERIT) program.

If you are a PPS preparer, follow the steps below to process a ERIT entry.

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1. Receive the appropriate ERIT documentation for the employee.

  • Implementation of the ERIT Program is at the discretion of the department head. If the department head implements ERIT in the department or unit, in all cases, participation in ERIT requires approval of the supervisor and department head, and if appropriate, approval of the respective vice chancellor.
  • Employees request participation in ERIT by completing the ERIT Contract and then submitting it to their department for approval.
  • After your department has approved the request, send a copy of the contract to:
    • Human Resources – Employee Relations, Policy Development and Work/Life
    • Retirement Administration at the Office of the President
    • The employee

The home department is the office of record for the form.

2. Review the ERIT procedure.

  • ERIT data is entered in the LVE Bundle.
  • The following new DOS (Description of Service) codes have been established to reflect the reduction in percentage on the distribution(s):
    • ERT - Reduction in Time, Regular
    • ERS - Reduction in Time, Shift Differential
    • ERB - Reduction in Time, Stipend
  • DOS codes must be used in conjunction with the distribution line containing the same DOS code definition/value.
  • PPS will treat the ERIT DOS codes as a negative adjustment in the compute process to reduce the employee pay by this amount.
  • Sick leave accrual, and vacation accrual will not be reduced by the ERIT percentage.

3. Start the process in PPS using the Leave Bundle (LVE).

  • In PPS, select the bundle menu (BUND).
  • Select the Leave Bundle (LVE).

4. Continue the PPS process in the ELVE (Leave of Absence Data) screen.

  • Enter the ERIT reduction percentage.
  • Enter the ERIT begin date.
  • Enter the ERIT end date.
  • Press F11 to go to the next screen in the bundle.

5. Continue the PPS process in the EAPC (Appts./Distributions-Condense) screen.

  • Create a new distribution line by copying a current distribution line or adding a new distribution.
  • Enter or override the following information on the new distribution line:
    • Leave the [FTE] field blank.
    • Enter the reduction percentage in the [Dis %] field.
    • Enter the ERIT begin date in the [PayBeg] field.
    • Enter the ERIT end date in the [PayEnd] field.
    • Enter the appropriate Reduction in Time DOS code in the [DOS] field.
  • Contact the appropriate sub desk below for any questions:

    Sub Payroll contact Phone E-mail
    SOM Loida Alberter x43244 lalberter@ucsd.edu
    0 - 3 George Gomez x43245
    0 - 3  Gloria Poon x42784 gpppn@ucsd.edu
    0- 3 Shanelle Colston x26672 scolston@ucsd.edu


Do not change the existing distribution line. Instead, add a new distribution line using the appropriate DOS code. This new distribution line should mirror the existing distributions except the percentage time will be the percentage reduction and the DOS code will be the ERIT DOS code. Note that in this process: For sub 0 and sub 1 employees, it is the ERIT distribution percentage and/or rate entry and not the ELVE START data that ultimately determines the employee’s reduced time and earnings. For sub 2 employees, it is the number of hours reported on the timekeeping reduction distribution that ultimately determines the employee's reduced time and earnings.

If an employee has several different fund sources and the ERIT reduction is to be applied across more than one source, then a separate ERIT distribution line must be established for each fund source. Each ERIT distribution line will reflect the amount of the ERIT reduction to be applied to that specific fund source.

6. Update the transaction.

  • Press the F5 key.
  • Enter comments.
  • Press the F5 key to complete the action and send PAN(s).

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Note: this page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/erit