Payroll Interface File Exchange via FTP

File Transfer Protocol (FTP) has become the standard method for exchanging files between the Office of the President (UCOP) and other UC locations (either campuses' or laboratories' payroll systems). Files flow in both directions. The majority of files are sent on a periodic basis:

The file transfers make certain assumptions, which include the following:

Files follow a standard directory structure and naming convention. A typical example is:

/ftphome/ftpusr*/get/IVRNH.D010107, where * is the one-or-two-character location code (1-10, A, H).

 

The directory structure has the following components:

1.      /ftphome/ftpusr* where '*' is replaced by the one-or-two-character location code for the campuses and laboratories.

2.      The "direction" indicator. This will be "put" for files delivered by the campus TO UCOP and "get" for files made available by UCOP FOR the campus.

3.      The file identifier. This will be an identifier which is unique to each specific file to be delivered or picked up.

4.      The cycle tag. For files transmitted on a cyclic basis, this will be the identifier of the cycle for which this file is being transmitted. The tag will vary, depending upon the type of cycle involved:

Daily

Dmmddyy, where 'mm' is the two-digit month number (01-12), 'dd' is the two-digit day of the month (01-31, must be legal), and 'yy' is the last two digits of the calendar year

Weekly, format 1

Wwwyy, where 'ww' is the (ISO 8601) week of the year (01-53), and 'yy' is the last two digits of the calendar year

Weekly, format 2

Wwmonyy, where 'w' is the week number of the month specified by 'mon' (three-letter month name) and 'yy' is the last two digits of the calendar year

Semimonthly

Snmonyy, where 'n' is '1' or '2' for the first or second cycle in the month specified by 'mon' (three-letter month name) and 'yy' is the last two digits of the calendar year

Monthly

monyy, where 'mon' is the three-letter month name and 'yy' is the last two digits of the calendar year

Quarterly

Qqyy, where 'q' is the quarter identifier and 'yy' is the last two digits of the calendar year

Annual

Yyy, where 'yy' is the last two digits of the calendar year OR Yyyyy, where 'yyyy' is the full four-digit calendar year

  • Delivery times are specified in Pacific Standard Time (PST) or Pacific Daylight Time (PDT) as appropriate for the time of year. In the absence of a specific delivery time, the files are considered due not later than midnight, the time which marks the beginning of the next calendar day following the due date of the file.
  • Due dates are specified in terms of "Work Days" whenever possible. Work Days are always based on the Official UCOP holiday schedule. Locations on differing holiday schedules must comply with the official schedule or make arrangements with UCOP in advance for special processing.

Daily Files

Daily Files To UCOP

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

"IVR" Employee File

ivr/IVREMP

 

903

0000
Tu-Sa

Source: PPIIVR

To: ITS PIP; to

AYSO Sybase database

1,2

"IVR" Dependent File

ivr/IVRDEP

 

112

0000
Tu-Sa

Source: PPIIVR

To: ITS PIP; to

AYSO Sybase database

1,2

"IVR" Deduction File

ivr/IVRDED

 

66

0000
Tu-Sa

Source: PPIIVR

To: ITS PIP; to

AYSO Sybase database

1,2

"IVR" Appointment File

ivr/IVRAPP

 

129

0000
Tu-Sa

Source: PPIIVR

To: ITS PIP; to

AYSO Sybase database

1,2

"IVR" Employee Zero SSN file

ivr/IVREZRSN

902

0000

Tu-Sa

Source: PPIIVR

To: ITS PIP; to Fidelity

1,2

Daily Files From UCOP

Description

Name

ftphome/ftpusr*/get/

LRECL

Available

Source

Notes

Daily PPS Transactions

ivr/IVRNH.Dmmddyy

 

102

1700
M-F

AYSO Sybase database

3,4

Notes:

  1. Midnight (0000) defines the beginning of a new day. The files being delivered here are normally considered as produced Monday through Friday, but their actual due time falls on Tuesday through Saturday
  2. Campuses may choose to produce and transmit these files on holidays or not. The UCOP process which deal with these files will continue to run, regardless of holidays.
  3. These files are produced every Monday through Friday. On official University holidays, no actual transactions are generated, although a file containing the appropriate empty batch header for each batch of transactions. This allows campuses to either allow scheduled production processes to run on holidays or not, as the campus prefers.
  4. Each day these files are produced, two copies are made available, with and without the "day" tag. This allows a standard daily process at a remote location to run without needing to specify the exact day, but also allows retrieval of an earlier file by specific date.

Weekly Files

Weekly Files To UCOP

Description

Name
ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

Union Roster File

cbg/UNITS770.Wwmonyy/

 

945

Monday

Source: PPP770

To: ITS PIN; to Unions

1,2,3

SLIS Employee File

sli/SLIEMP.Emmddyy

1000

Monday

Source: PPP715

To: ITS SLIS

1

SLIS Appointment File

sli/SLIAPP.Emmddyy

200

Monday

Source: PPP715

To: ITS SLIS

1

SLIS Distribution File

sli/SLIDST.Emmddyy

200

Monday

Source: PPP715

To: ITS SLIS

1

Notes:

  1. These files are produced every Monday and delivered to UCOP not later than 0800 on the following Tuesday. If Monday is a legal holiday, campuses should produce the file at the close of business on the preceding Friday and deliver the file any time prior to 0800 on the following Tuesday.
  2. The file should be named as if it was being produced on the scheduled Monday.
  3. The program producing these files actually produces two different files:
    1. A monthly "all" file, containing a record for each eligible employee. This file is produced on the first due date for each calendar month
    2. A weekly update file, containing only records for employees who have been Added, Changed, or Deleted since the last file. These files are produced on all due dates for the calendar month other than the first one.

The file naming convention does not change based on the inclusion or non-inclusion of monthly data

Semi-Monthly Files

Semi-Monthly Files To UCOP

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

New Employee Reporting (NER) File - S1

pay/PPPNER.S1mmmyy

 

175

17th

Source: PPP890

To: ITS PIN; to State EDD

1

New Employee Reporting (NER) File - S2

pay/PPPNER.S2mmmyy

 

175

2nd

Source: PPP890

To: ITS PIN; to State EDD

2

FSA Reporting File - S1

car/FSAS467.S1mmmyy

800

2nd

Source: PPP467

To: Conexis

3

FSA Reporting File - S2

car/FSAS467.S2mmmyy

800

17th

Source: PPP467

To: Conexis

4

FSA Reporting File - S3

car/FSAS467.S3DECyy

800

2nd

Source: PPP467

To: Conexis

5

Notes:

  1. The 'S1' file reports employees newly-hired from the 1st of the month through the 15th of the current month. If the 17th falls on a Saturday, Sunday, or holiday, the due date is the next Work Day.
  2. The 'S2' file reports employees newly-hired from the 16th of the month through the end of the previous month. If the 2nd falls on a Saturday, Sunday, or holiday, the due date is the next Work Day.
  3. The 'S1' file reports HCRA and DCRA activity from the 18th of the previous month through the 2nd of the current month, except for January. In January, the S3DECyy file for the previous year will have reported all final activity for the old year. The S1JANyy file for the new calendar year will report only 1/1 through 1/2, and will include all new year enrollments to Conexis along with deductions for the MO pay cycle ending 12/31 and possibly the first BW cycle paid in the new year. The S1JANyy file must not report any enrollments, deductions, or adjustments for the previous calendar year. If the 2nd falls on a Saturday, Sunday, or holiday, the due date is the last previous Work Day.
  4. The 'S2' file reports HCRA and DCRA activity from the 3rd of the month through the 17th of the month. If the 17th falls on a Saturday, Sunday, or holiday, the due date is the last previous Work Day.
  5. The 'S3' file is produced only during December, and is the final file for the calendar (tax) year. It reports activity from 12/18 through 12/31, and must not include any enrollments or deductions for the new calendar year.

Monthly Files

Unless otherwise noted for a specific file, the month and year used for the cycle tag should be the month just ended.

Monthly Files To UCOP

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

UCRS Payroll Activity File

mem/MEM730.monyy[i]

12764

5th Work Day

Source: PPI730

To: ITS UCRS

1,2

UCRS Payroll EDB Maintenance File

mem/MEM740.monyy

436

5th Work Day

Source: PPI740

To: ITS UCRS

 

Carrier Interface File

car/DED560.monyy

273

5th Work Day

Source: PPP561

To: ITS PIN; to Carriers

 

Carrier Billing File

car/SBS562T.monyy

71

5th Work Day

Source: PPP565

To: ITS PIN; to UCOP HR&B

 

California Casualty Reporting File

car/CALCAS.monyy

80

5th Work Day

Source: PPP491

To: California Casualty

 

Month-End type �56� GL transactions

eia/STIP.ADmonyy

87

5th Work Day

Source: PPI735

To: ITS Web Development; to Treasurer

 

FCP Appointment File

fcp/FCPAPP.monyy

80

8th Work Day

Source: PPP712

To: ITS FCP/LCP System

 

FCP Activity (History) File

fcp/FCPACT.monyy

80

8th Work Day

Source: PPP710

To: ITS FCP/LCP System

 

FCP Distribution File

fcp/FCPDST.monyy

100

8th Work Day

Source: PPP713

To: ITS FCP/LCP System

 

FCP Employee File

fcp/FCPEMP.monyy

760

8th Work Day

Source: PPP711

To: ITS FCP/LCP System

 

FCP Mail File

fcp/FCPMAI.monyy

140

8th Work Day

Source: PPLFCPM

To: ITS FCP/LCP System

 

Dependent Data File

fcp/DEPEXF.monyy

91

8th Work Day

Source: PPP711

To: ITS FCP/LCP System

 

BCS Control File

bcs/BCSCTL.monyy

224

8th Work Day

Source: PPP855

To: ITS FCP/LCP System

3

BCS Earnings File

bcs/BCSEAR.monyy

80

8th Work Day

Source: PPP713

To: ITS FCP/LCP System

3

Union Dues File

cbg/UNION495.monyy

128

8th Work Day

Source: PPP495

To: ITS PIN; to Unions

 

Postdoc Uncollected Premium File

pay/GPA.monyy

200

6th Work Day

Source: PPP492

To: Garnett Powers and Associates

 

Notes:

  1. This file contains Variable Length Records i.e. is "VB"
  2. The 'i' is an indicator used only for split tape processing for the December and January cycles: use an alpha "O" for the old year file and an "N" for the new year file. The 'i' should be omitted for non-split months.
  3. The BCS application is no longer in use, but the FCP/LCP system still uses the files labelled BCS.

Quarterly Files

Quarterly Files To UCOP

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

UI file toEDD

pay/UIFILE.mmmyy

512

10th of month following quarter, ie.

1/10, 4/10, 7/10, 10/10

Source: PPP600 CALUI output

To: ITS

 

Annual Files

Annual Files To UCOP

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

Online W2

esi/OW2

2672

January 31

Source: PPTAXW2O

To: ITS AYSO

 

FCP Year-To-Date Tax Gross

fcp/FCPYTD.Yyyyy

45

8th Work Day

of February

Source: PPP714

To: ITS FCP/LCP System

 

Files Transmitted on a "Per Compute" Basis

Per Compute Files To UCOP

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

FITSCo Electronic Reconciliation File

hrb/FITSCACH.cp.Emmddyy

80

After Each
Compute

Source: PPP420

To: UCOP HR&B

6

HSA Activity File from UCLA

ftpusr4/put/hsa/HSAACTV.cp.Emmddyy

120

After Each
Compute

Source: PPP494

To: UCOP VSFTP

7

HSA Activity File from LBNL

ftpusrlb/put/hsa/HSAACTV.cp.Emmddyy

120

After Each
Compute

Source: hsa_file_out.pl To: UCOP VSFTP

7

Pay Advice File

pay/PAYADV.cp.Emmddyy

111

After Each
Compute

Source: PPP420

To: UCOP AYSO

5

Payroll STIP File

eia/STIP.ttmonyy

87

After Each
Compute

Source: PPI730

To: ITS Web Development; to Treasurer

1

Payroll Sequential PAR

pay/PARSEQ.cp.Emmddyy

369

After Each
Compute

Source: PPS

To: ITS; to AYSO

2,3

Payroll CTL Database

pay/CTLDB2

 

529

After Each
Compute

Source: PPS

To: ITS; to AYSO

2,4

SLI PAR Current

sli/SLICUR.cp.Emmddyy

 

250

After Each
Compute

Source: PPP716

To: ITS SLI

5

SLI PAR Earnings

sli/SLIEARN.cp.Emmddyy

 

200

After Each
Compute

Source: PPP716

To: ITS SLI

5

SLI PAR Deductions

sli/SLIDEDG.cp.Emmddyy

 

100

After Each
Compute

Source: PPP716

To: ITS SLI

5

SLI YTD Hours and Grosses

sli/SLIBAL.cp.Emmddyy

 

300

After Each
Compute

Source: PPP716

To: ITS SLI

5

SLI YTD Deductions

sli/SLIDEDY.cp.Emmddyy

 

100

After Each
Compute

Source: PPP716

To: ITS SLI

5

Notes:

  1. This file is produced by each campus After Each compute run. 'tt' indicates the compute type (B1, B2, B3, SM, MO, MA, Xn, n=1..9, or Yn, n=1..9). 'mmm' and 'yy' are the three-letter month name and the last two digits of the calendar year, respectively, in which the pay period being processed ended.
  2. This file is a Variable Length (VB) dataset.
  3. This file is the sequential PAR file produced by the PPS Compute process. 'cp' indicates the compute type (B1, B2, B3, SM, MO, MA, XX, YX). 'mmddyy' is the Pay Period End Date for the compute cycle. Note that it is not necessary that special and final computes be distinguished numerically as is the case for the STIP file because the PAR file is named with the complete Pay Period End Date, which must be unique for a given cycle type.
  4. This file is actually a PDS produced by unloading the production CTL database that was used during the compute. Technically, the file only needs to be sent after a compute if tables have been updated since the last one was sent, although most campuses find it easier to simply transmit the CTL dataset along with the PAR.
  5. This file is produced by each campus After Each compute run.'cp' indicates the compute type (B1, B2, B3, SM, MO, MA, XX, YX). 'mmddyy' is the Pay Period End Date for the compute cycle.
  6. This file is produced by each campus After Each compute run.'cp' indicates the compute type (B1, B2, B3, SM, MO, MA, XX, YX). 'mmddyy' is the Check Date for the compute cycle.

7.      This file is produced only by UCLA campus and LBNL.Compute type (B1, B2, B3, SM, MO, MA, XX, YX) is indicated by 'cp'.
'mmddyy' is the Check Date for the compute cycle.

 

Per Compute Files To Vendors

Description

Name

ftphome/ftpusr*/put/

LRECL

Due

Source/Recipient

Notes

Scholarshare Interface file

 

sch/SCH_UCllccmmddyy

27

After Each
Compute if the ScholarShare deduction file is not empty

Source: PPP493 To:BFDS(transfer agent for TIAA-CREF)

 

1

Consolidated HSA Activity file by Check Date file(s)

 

ftpother/ftpusrhq/get/ivr/

Cont_PPS_UC.mmddyy
MSSMSS.txt�����������������������������������

120

After Each
Compute if the HSA Activity file(s) is not empty

Source: PINHSA01 To:HEQ(vendor for Health Savings Accounts)

 

2

Notes:

1.      SCH_UC constant. ll is the 2-digit location code.cc is the pay cycle (MO, BW, etc.).mmddyy = check date Files Transmitted on an Ad-Hoc Basis

2.      Health Savings Account filename .mmddyy = check date, MSSMSS = last digit of minute, seconds, milliseconds
�� ie12:34:27:141��� becomes�� 427141

Ad-Hoc Files From UCOP

Description

Name

ftphome/ftpusr*/get/

LRECL

Available

Source

Notes

UTCS Title Code Table (TCT) Updates

tcs/TCSTCT.Dmmddyy

 

80

Announced

ITS TCS

1

UTCS Range Adjustment (PST) Transactions

tcs/TCSRNGtt.Emmddyy.Dmmddyy

 

80

Announced

ITS TCS

2

Notes:

  1. UTCS-generated updates to the PPS Title Code Table are produced on an irregular basis and are named with the effective date of the transactions. There may be zero or more deliveries of these transactions to a given campus in a month. The availability of these files is always announced.
  2. Range Adjustment transactions to update the PPS Pay Scale Table are produced whenever a range adjustment is scheduled. The availability of these files is always announced. The name of these files does not follow the normal pattern: 'tt' represents the range type (SA=Staff, AC=Academic, DF=Differential), 'Emmddyy' represents the effective date of the range adjustment, while 'Dmmddyy' represents the creation date of the transaction file.

Send questions, corrections, comments, or suggestions to Debra.Turnage@ucop.edu
Last Updated February 19, 2015