The management of personnel expenses (payroll) is handled per employee. The process starts with adding an employee. Once an employee is added to the database and their appointment is defined with related distribution(s), projections can be made. The projections will serve as a placeholder for future (committed) expenses, and can be seen on the budget side of GUS.

  • Add employee
  • new appointment
  • new distribution(s)

Add Employee

Adding an employee requires very little information: first name, last name, email, UC ID number. The additional information might not be required, but is very important to making reports meaningful. There may be times in which you wish to hold funds for a PI (e.g. beginning a search) and the employee is TBD - in these instances, you can create a placeholder employee and update upon hire.


Once an employee has been defined, open up the window for that employee and select the Appointments/Distributions tab to manage the payroll information for that employee.




  • What is the business rule that dictates what an appointment number should be?
    • They come from PPS and they are increments of 10.
  • Does it matter?
    • Yes it does, PPS imposes this restriction (10-90, maybe 80) 110-190 is for ‘what-if’ appointments (which are GUS specific and allow for projecting based upon PI plans that are not yet solidified).
  • What are Grades (the field on the new appointment screen)
    • A field to match PPS
  • Where do the leave codes come from?
    • Determined by PPS (related to the years of service credit...)


There are 3 types of distributions: [regular, what-if, info only]