Run Personnel Payroll Transfer (PPT) for New Hire

This job aid shows Workforce Administrators how to run the Personnel Payroll Transfer (PPT process) for new hires.

The PPT process generates the PPT form for one or more employees.
Campuses use the information on the PPT form to ensure that CHRS Job Data is aligned with the Personnel/Payroll Information Management system (PIMS) of the State Controller’s Office.
Run the PPT process after you Add an Employee (see the Add an Employee job aid).
You can generate PPT forms in batch or for single employees.

Ensure that the employee’s PPT status is Pay Ready on the CSU Job tab of Job Data.

Use this procedure to run the PPT process after you add the employee to Job Data.

Step 1: Navigate to CSU PPT Form.

Menu > Workforce Administration > CSU Workforce Admin Process > CSU PPT Process > CSU Run PPT Form

Step 2: Search for your run control ID.

If you do not have a Run Control ID, click the Add a New Value tab to create one.

Step 3: Confirm your business unit.

Step 4: Check Run for Current User.

Step 5: Select Employee.

You can use the other options if you want to run this process in a batch. However, in this scenario, for a single new hire, you are running for an Employee.

Step 6: Enter the Employee ID.

Step 7: Optional: Click Save.

Your settings are saved so that you can rerun this process without having to re-enter the data.

Step 8: Click Run to open the Process Scheduler Request.

Step 9: On the Process Scheduler Request page,

Step 10: Open Report Manager.

It might take a few seconds for the report to complete. Be patient. You can also check the progress by using Process Manager, if you can access it.

Step 11: Open the Administration tab.

Step 12: Click the Details link.

Step 13: Click the PDF file to open the PPT form.

Step 1: Review the output file.

Sometimes this output file indicates missing information.
If the output file does not provide enough information to fix the issue, continue to the next step.

Step 2: Navigate to CSU PPT Errors.

Menu > Workforce Administration > CSU Workforce Admin Process > CSU PPT Process > CSU PPT Errors

Step 3: Enter search criteria, then click Search.

Step 4: Review the error message.

Errors are typically missing information in Job or Person data. The error message usually indicates what you need to correct.

Step 5: Correct the error, then rerun the PPT process.

When you generate the PPT report on the same day as the employee is entered into Job Data, the hire date field (921) is blank because CSU Hire Date Process has not run.
The CSU Hire Date process runs each night, so if you run the PPT process the next day, this field will be completed.
However, if you need to have the field populated immediately, you can run the CSU Hire Date process manually.

Step 1: Run the CSU Hire Date process.