PPS MANUAL

UCLA Payroll Services

A guide on the various databases, tables, reports and security features within the Personnel Payroll System (PPS).
PPS MANUAL, SECTION C - TIME REPORTING

C2.0 THE PAY COMPUTE


The Pay Compute is the most important step in producing a paycheck for an employee. Transactions entered into the transaction holding file as well as the automatic pay transactions are not actually processed until the pay compute is run. During this phase of Payroll Processing:

The pay compute is usually run once for each payday at night after the AIS system is brought down for the day. The actual compute process is a batch process even though many of the transactions were entered on-line. The following day Payroll Services receives reports to review which are related to the payday in order to make corrections if necessary.

Two of the reports Payroll Services receives from the pay compute process require departmental assistance in order to resolve problems the system discovered during the pay compute process. The reports are as follows:

  1. Overmax - lists all employees who have been paid more than the standard number of regular hours for the pay period (over 80 hours biweekly or more than 1.0000% monthly).

    Payroll Services reviews the overmax report and contacts the employee’s Home Department to resolve the overmax situation. Since overmax situations may indicate an overpayment to an employee, Payroll Services must take steps to stop the release of a paycheck to an employee until the overmax is corrected. In many cases, this means that employees who have direct deposit will not receive their check via direct deposit on payday.
  2. Flush Report - lists all employees with negative gross pay.

    Payroll Services will review the flush report and contact the department PTR preparer. Employees with negative gross pay will not receive any payment on payday until the flush situation is resolved.

C2.1  Payroll Audit Record (IPAY)

Once the pay compute is run, the final output is the checks and the surepay advices. It is possible that employees will not get paid even though a transaction was processed by the department. The Payroll Audit Record is available prior to the payday in order to review transactions processed through the pay compute. Part of the information contained in the Payroll Audit Record is available to the departments on-line on the IPAY screens.

The IPAY main menu is shown below.

UCFM140-M0967               Departmental Inquiry              01/08/YY 14:01:14
                               PAR Inquiry Menu                Userid:  ABCDE

   IBRS Employee Browse
   IDCA Check Address
   IDCS Simulated Check Stub
   IDGT Summary of Grosses/Totals
   IDER Earnings Distributions
   IDDC Deductions and Contributions
   IDHD Hours/Dollars Adjustments








 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help                  3-PrevMenu
  F:                          9-MainMenu                         12-Exit


Since the IPAY screens are available prior to the payday, it is important that departments use the screens to make sure employees are being paid on payday. It is not usually necessary for departments to review the IPAY screens for all employees, however, Payroll Services strongly recommends that the screen be reviewed PRIOR to payday (preferably the day that the screens are available) for all new employees and anyone for whom the department has processed a large retroactive adjustment. The IPAY screens can also be useful when trying to resolve overmax situations.

Departments should not assume that just because a PTR transaction was updated on the roster or on the EDAT screens and a PAN was sent out (if necessary), an employee is going to receive a paycheck on payday or an expense transfer will appear on the next PPP5302 report the department receives. The PTR transactions are entered into the transaction holding file and are not actually processed by the PPS until the pay compute is run. The only way to verify if a transaction was actually processed through the compute process prior to the payday is to check the IPAY screens.

A brief description of each IPAY screen is included in the chart below.

Function/
Screen Name
Brief Description Screens
IBRS -

Employee  Browse

Displays a summary of the information available in Payroll Audit Record by employee and payday.
PPIBRSO-S0637             Departmental Inquiry           03/12/YY  11:49:13
                             Employee Browse               Userid:    ABCDE

ENTERED:      ID:  1234567S9   Name:                        

    ID         Name                        Cycle     Check  Dt     Type
123456789  PAYCHECK, PENNY                   MO      02/28/YY   CUR-ACTIVITY
123456789  PAYCHECK, PENNY                   MO      01/31/YY   CUR-ACTIVITY
123456789  PAYCHECK, PENNY                   MO      01/02/YY   CUR-ACTIVITY
123456789  PAYCHECK, PENNY                   MO      11/27/YY   CUR-ACTIVITY
123456789  PAYCHECK, PENNY                   MO      11/01/YY   CUR-ACTIVITY
123456789  PAYCHECK, PENNY                   MO      10/01/YY   CUR-ACTIVITY
123456789  PAYCHECK, PENNY                   B1      08/31/YY   OVERPAYMENT
123456789  PAYCHECK, PENNY                   MO      08/30/YY   CUR -ACTIVITY
123456789  PAYCHECK, PENNY                   MO      08/01/YY   CUR -ACTIVITY
123456789  PAYCHECK, PENNY                   B1      08/01/YY   HAND-DRAWN
123456789  PAYCHECK, PENNY                   B1      06/30/95   CANCELLATION
123456789  PAYCHECK, PENNY                   MO      07/01/YY   EXPENSE-TRFR
          
 Next  Func:  IERN   ID:         Name:                              SSN:
 Pay  Cycle:            Check  Date  :

 ===>
 PF:   l-Help        2-Jump     3-PrevMenu
 PF:   7-Backward    8-Forward  9-MainMenu                           12-Exit
IDCA -

Check Address

 

The IDCA screen displays total pay and check disposition information about a specified pay record.
PPIDCA0-I1184               Departmental Inquiry              01/08/YY 14:06:33
                                Check Address                   Userid:  ABCDE 
 Pay Cycle: MO  Processed In: 12/31/YY  Check Date: 01/04/YY                   
         ID: 987654321   Name:  STUBB,SAMUEL                 
    Hm Dept: 3565000     ACCOUNTING                 Disp: 3  Emplmt Status:  A 
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 613       
   Total Gross:    3590.00   Total Deductions:    1171.72   Net Pay:    2418.28

 Check Address:




  Bank Key: B0008 BANK OF AMERICA                       Bank Acct: 12345-12345
   Chk Disp was Direct Deposit-Pay sent directly to bank

  Comments:

 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:
 
 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec
  F:                          9-MainMenu                         12-Exit
IDCS -

Simulated Check Stub

The Simulated Check Stub screen displays information similar to that contained on the check stub or the Surepay Advice Statement. Current and year-to-date data will be displayed for grosses, taxes, leave and deductions.
PPIDCS0-I1184               Departmental Inquiry              01/08/YY 14:12:37
                             Simulated Check Stub              Userid:  ABCDE   
 Pay Cycle: MO  Processed In: 12/31/YY  Check Date: 01/04/YY         PG 01 of 03
   Empl ID  PE Date DSP  Chk No State Fed        Begin  Accrued   Taken     End
 801000000 12/31/YY 8          S001 S005 Vac   366.09    16.98    16.00  367.08
 BLUES,BERTHA D                008 12/31 Sick 1161.69     8.49     0.00 1170.19
                                         Comp    0.00     0.00     0.00    0.00
 C/Y Grs Ern  C/Y Tax Ern   C/Y Taxes   Retirement  Other Deductions  Net Pay
   3,590.00     3,283.43       647.13      478.69          45.90       2,418.28
   3,590.00     3,283.43       647.13   Bank Acct:  00990-00001
 Type Pay       Hrs/Pct      Amt  Type Deduction     Amt  Year to Date      Amt
 REG(03590.00)   1.0000  3,590.00  HEALTHNET        1.40  MEDICARE        51.41
 VAC(03590.00)   0.0000       .00  PARK REG PR     43.00  CA STATE TA     88.40
 *TOTL GROSS*            3,590.00  DCP EQUITY      52.80  OASDI          219.83
                                   TD-BOND %       69.79  FEDERAL TAX    287.49
                                   TD-EQUITY-%     69.79
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:
 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec
  F:              8-Forward   9-MainMenu                         12-Exit
IDGT -

Summary of Grosses/Totals

The Summary of Grosses/Totals screen displays total dollar and hour amounts from a specified pay compute.
PPIDGT0-I1184               Departmental Inquiry              01/08/YY 14:25:48
                          Summary of Grosses/Totals            Userid:  ABCDE
 Pay Cycle: MO  Processed In: 12/31/YY  Check Date: 01/04/YY
          ID: 987654321   Name:  STUBB,SAMUEL                  
     Hm Dept: 3565000     ACCOUNTING                 Disp: 3  Emplmt Status:  A 
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 613

  Fed Tax : S005      State Tax: S001 008 UI Cov: C
  Stu Stat: 1    Ret: U       Sp Retr: 0    DCP: E  FICA: E         Ins Red:

    Qtr/Yr:            1Y   Total Grs:   3,590.00        Total Time:     184.00
   FWT Grs:     3,283.43    OASDI Grs:   3,545.60      Medicare Grs:   3,545.60
   SWT Grs:     3,326.43      Ret Grs:   3,590.00           Sum Grs:  20,881.06
   Adv Pay:                   Ded Sum:   1,377.68           Net Pay:   2,418.28

   Accrued                    Accrued                           Vac
   Vac Hrs:  16.984672       Sick Hrs:   8.492336               Lst:

 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec
  F:                          9-MainMenu                         12-Exit
IDER -

Earnings Distributions

 

The PAR Earnings Distribution screen displays the distribution pay lines from a specified pay cycle and includes gross earnings and the account fund number the pay has been charged against.
PPIDER0-I1184               Departmental Inquiry              01/08/YY 14:32:53
                           Earnings Distributions             Userid:  ABCDE   
 Pay Cycle: B2  Processed  In:  03/11/YY   Check  Date:  03/22/YY       
        ID: 123456789    Name:  PAYCHECK, PENNY              
   Hm Dept: 356500       ACCOUNTING              Disp: 3  Emplmt  Status:   A
  Check No: 535921       Type:  CUR-ACTIVITY             PAR Control No:  352

 001 L/A/F: RA 4-660500-   -19900-PAYROL-2  Title:  7242    Gross:     1448.00
 Rate:     18.10  Time  H:  80.00 Time  %:  .0000   Period:  03/11/YY-B-D- -  
 ERC: E Typ: 3  TUC: 99  SHC:  DUC:      Cov: C  Ret:  0 DOS:  REG  SubL: GN

 002 L/A/F: RA 4-660500-   -19900-PAYROL-1  Title:  7242    Gross:         .00
 Rate:     63.00  Time H: 176.00 Time  %:  1.0000    Period:  11/30/YY-B-D-  -  
 ERC: E Typ: 3  TUC: 99  SHC:  DUC:       Cov: C Ret:  0  DOS: VAC  SubL: GN

 L/A/F:                                 Title:          Gross:       
 Rate:            Time H:        Time  %:           Period:      
 ERC:   Typ:    TUC:     SHC:  DUC:       Cov:   Ret:  0  DOS:      SubL: 
 Next  Func:     ID:             Name:                      SSN:
 Pay  Cycle:          Check  Date:

 ===>
PF:    l-Help     2-Browse      3-PrevMenu         5-PrevRec     6-NextRec
PF:               8-Forward     9-MainMenu                       12-Exit 
IDDC -

Deductions and Contributions

The PAR Deductions and Contributions screen displays an individual’s deductions and contributions in GTN number and type order for a specified check date.
PPIDDC0-I1184               Departmental Inquiry              01/08/YY 14:37:18
                         Deductions and Contributions          Userid:  ABCDE
 Pay Cycle: MO  Processed In: 12/31/YY  Check Date: 01/04/YY         PG 01 OF 02
        ID: 801000000   Name: BLUES,BERTHA D                   
   Hm Dept: 352500      PAYROLL                      Disp: 8   Emplmt Status:  A
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 613

 Qtr/Yr   GTN No   Description             Amount    SSC    BUC   Rep   SHC  DUC
   1Y      062     HEALTHNET                 1.40
    Y      064     HEALTHNET-CO            146.00      C
           066     DELT-DENT-CN             29.13      C
           241     VISION PLAN              11.83      C
    Y      400     PARK REG PRT             43.00
           111     19 RETR REDN             19.00      C
    Y      212     DCP EQUITY               52.80
   1Y      009     MEDICARE                 51.41
   1Y      013     OASDI                   219.83
                      DEDUCTION SUM:      1377.68
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec
  F:              8-Forward   9-MainMenu                         12-Exit
IDHD -

Hours/Dollars Adjustments

The Hours and Dollars Adjustments Screen displays adjustments to various EDB balances that have been processed during a specified pay cycle by central offices such as Payroll Services and Human Resources.
PPIDHD0-I1184               Departmental Inquiry              01/08/YY 14:42:53
                          Hours/Dollars Adjustments            Userid:  ABCDE
 Pay Cycle: MO  Processed In: 12/31/YY  Check Date: 01/04/YY
        ID: 801000000   Name: BLUES,BERTHA D                   
   Hm Dept: 352500      PAYROLL                      Disp: 8   Emplmt Status:  A
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 402

  Type   Element       Description         Amount
   DA      085S     PARKING-BLUE             54.00-
   DA      401S     PARK BLUE PR            108.00-








 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec
  F:                          9-MainMenu                         12-Exit


Most employees will not have access to the IPAY screens but all employees paid on a particular payday should receive a paycheck or direct deposit advice.  Employees who have questions about the paycheck stub or direct deposit advice can review the information on the following pages:

Note:  For information on using the IPAY screens, refer to Section C4.

to top


Previous Next