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:

• Daily
• Weekly
• Semi-Monthly
• Monthly
• Quarterly (no quarterly PPS files at present)
• Annually
• Per Payroll Compute
• Ad-Hoc

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: IR&C PIP; to AYSO Sybase database	1,2
"IVR" Dependent File		ivr/IVRDEP	112		0000 Tu-Sa	Source: PPIIVR To: IR&C PIP; to AYSO Sybase database	1,2
"IVR" Deduction File		ivr/IVRDED	66		0000 Tu-Sa	Source: PPIIVR To: IR&C PIP; to AYSO Sybase database	1,2
"IVR" Appointment File		ivr/IVRAPP	129		0000 Tu-Sa	Source: PPIIVR To: IR&C PIP; to AYSO Sybase database	1,2
"IVR" Employee Zero SSN file		ivr/IVREZRSN	902		0000 Tu-Sa	Source: PPIIVR To: IR&C 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: IR&C PIP; to Unions	1,2,3
SLIS Employee File	sli/SLIEMP.Emmddyy	1000	Monday	Source: PPP715 To: IR&C SLIS	1
SLIS Appointment File	sli/SLIAPP.Emmddyy	200	Monday	Source: PPP715 To: IR&C SLIS	1
SLIS Distribution File	sli/SLIDST.Emmddyy	200	Monday	Source: PPP715 To: IR&C 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: IR&C PIP; to State EDD	1
New Employee Reporting (NER) File - S2	pay/PPPNER.S2mmmyy	175	2nd	Source: PPP890 To: IR&C PIP; to State EDD	2
SHPS Reporting File - S1	car/SHPS466.S1mmmyy	800	2nd	Source: PPP466 To: IR&C PIP; to SHPS	3
SHPS Reporting File - S2	car/SHPS466.S2mmmyy	800	17th	Source: PPP466 To: IR&C PIP; to SHPS	4
SHPS Reporting File - S3	car/SHPS466.S3DECyy	800	2nd	Source: PPP466 To: IR&C PIP; to SHPS	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 SHPS 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: IR&C UCRS	1,2
UCRS Payroll EDB Maintenance File	mem/MEM740.monyy	436	5th Work Day		Source: PPI740 To: IR&C UCRS
Carrier Interface File	car/DED560.monyy	273	5th Work Day		Source: PPP561 To: IR&C PIP; to Carriers
Carrier Billing File	car/SBS562T.monyy	71	5th Work Day		Source: PPP565 To: IR&C PIP; 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: IR&C Web Development; to Treasurer
FCP Appointment File	fcp/FCPAPP.monyy	80	8th Work Day		Source: PPP712 To: IR&C FCP/LCP System
FCP Activity (History) File	fcp/FCPACT.monyy	80	8th Work Day		Source: PPP710 To: IR&C FCP/LCP System
FCP Distribution File	fcp/FCPDST.monyy	100	8th Work Day		Source: PPP713 To: IR&C FCP/LCP System
FCP Employee File	fcp/FCPEMP.monyy	760	8th Work Day		Source: PPP711 To: IR&C FCP/LCP System
FCP Mail File	fcp/FCPMAI.monyy	140	8th Work Day		Source: PPLFCPM To: IR&C FCP/LCP System
Dependent Data File	fcp/DEPEXF.monyy	91	8th Work Day		Source: PPP711 To: IR&C FCP/LCP System
BCS Control File	bcs/BCSCTL.monyy	224	8th Work Day		Source: PPP855 To: IR&C FCP/LCP System	3
BCS Earnings File	bcs/BCSEAR.monyy	80	8th Work Day		Source: PPP713 To: IR&C FCP/LCP System	3
Union Dues File	cbg/UNION495.monyy	128	8th Work Day		Source: PPP495 To: IR&C PIP; to Unions

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.

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: IR&C AYSO
FCP Year-To-Date Tax Gross	fcp/FCPYTD.Yyyyy	45	8th Work Day of February	Source: PPP714 To: IR&C 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
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: IR&C Web Development; to Treasurer	1
Payroll Sequential PAR	pay/PARSEQ.cp.Emmddyy	369	After Each Compute	Source: PPS To: IR&C; to AYSO	2,3
Payroll CTL Database	pay/CTLDB2	529	After Each Compute	Source: PPS To: IR&C; to AYSO	2,4
SLI PAR Current	sli/SLICUR.cp.Emmddyy	250	After Each Compute	Source: PPP716 To: IR&C SLI	5
SLI PAR Earnings	sli/SLIEARN.cp.Emmddyy	200	After Each Compute	Source: PPP716 To: IR&C SLI	5
SLI PAR Deductions	sli/SLIDEDG.cp.Emmddyy	100	After Each Compute	Source: PPP716 To: IR&C SLI	5
SLI YTD Hours and Grosses	sli/SLIBAL.cp.Emmddyy	300	After Each Compute	Source: PPP716 To: IR&C SLI	5
SLI YTD Deductions	sli/SLIDEDY.cp.Emmddyy	100	After Each Compute	Source: PPP716 To: IR&C SLI	5
Zero SSN File	hrb/ZEROSSN.cp.Emmddyy	250	After Each Compute	Source: PPP430 To: UCOP HR&B Vendor Management	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.

Files Transmitted on an Ad-Hoc Basis

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	IR&C TCS	1
UTCS Range Adjustment (PST) Transactions	tcs/TCSRNGtt.Emmddyy.Dmmddyy	80	Announced	IR&C 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 Maxine.Gerber@ucop.edu
Last Updated October 3, 2008