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 D - REPORTING

D1.6 Online Memo Liens (EFCR)


The Personnel/Payroll System automatically generates memo liens based on a combination of EDB and Expense Distribution data as described in Section D1.5. In addition, users are able to manually enter salary and benefit costs for personnel actions not yet recorded on the EDB for inclusion in the CSER process. Access to the EFCR function is granted by the department DSA. The following are instructions for using EFCR to enter memo lien amounts manually.

A CSER Subsystem menu is available on the PPP Online Applications menu.

 UCMMNU0-M1325              Online Applications                05/21/YY 19:58:01
                                Main Menu                      Userid:  ABCDE
                                                                               
  ---- Employee Data Base ----             ------ PAN Subsystem -------         
   IEDB  Central Inquiry                    PSRV  PAN Services Menu             
   IDDB  Departmental Inquiry              -- Payroll Time Reporting --         
   EEDB  EDB Entry/Update                   ETHF  THF Entry/Update              
   IDOC  Employee Documents                 IDTC  Dept Time Collect             
  --- Payroll Audit Record ---              EDAT  Dept Adj Trans                
   IPAR  Inquiry                           ---- Abeyance Data Base ----         
   IPAY  Departmental Inquiry               SPCL  Special Processes             
  ---- History Data Base -----             ------ CSER Subsystem ------         
   IHDB  Record Inquiry/Update              EFCR Encumbrance Entries            
   IHIS  Personnel History                 --- ID Number Subsystem ----         
   IHHR  History Documents                  EDEM  ID Numbers Main Menu          
                                           --- System Administration --         
                                            UCSA  Entry/Update                  
  -- Employment Verification -                                                  
   IVER  Verification                                                           
 Next Func: EFCR ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump
  F:                                                             12-Exit


The user would enter EFCR in the "Next Func:" field of the PPP Online Applications menu and press Enter. The following EFCR screen will be displayed. A prompt at the bottom of the screen instructs the user to enter an FAU.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:19:39
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date       Disp












 Next Func:          Next FAU:
 U0217  Enter FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                                                             12-Exit


The user would enter the FAU at the prompt, which will be flashing at "Next FAU:," and then press enter.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:20:26
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp












 Next Func:          Next FAU: 4 000000  BB  31120        2
 U0217  Enter FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                                                             12-Exit


The FAU will appear at the top of the screen and the cursor will be positioned at the encumbrance amount, a required field. A message "No data found for entered FAU" will appear at the bottom of the screen because required data has not yet been entered in the body of the screen.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:23:04
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:  4 000000  BB  31120        2

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp
              _











 Next Func:          Next FAU:
 U0218  No data found for entered FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-UPDATE                           12-Exit


The format for the encumbrance amount is as described on the Help screen, which the user can display by pressing F1 while the cursor is in the Encumbrance Amount field on the Encumbrance Data screen.

   +--------------------------------------------------------------------+ :51:36
   |  FCR0011           CSER Encumbrance Amount                         | EH0
   |                                                        More:       |
   |  Description: This field is used to indicate an encumbrance        |
   |  amount to be reflected in the CSER process. The Encumbrance       |
   |  Amount includes the committed salaries and wages and              |
   |  benefits based upon the Employee Data Base commitments            |  Disp
   |  and the Distrbution of Payroll Expense for future months          |
   |  within the fiscal year In addition, manually entered              |
   |  encumbrances include salaries and wages and benefits costs        |
   |  for personnel actions not yet recorded on the Employee            |
   |  Data Base.                                                        |
   |                                                                    |
   |  Format: nnnnnnnn.nn                                               |
   |                                                                    |
   |  Code Translation: N/A                                             |
   |   Command ===>                                                     |
   |   F1=Help  F2=EX help  F3=eXit  F7=BKwd  F8=FWd  F12=Cancel        |
   |                                                                    |
   +--------------------------------------------------------------------+
 U0218  No data found for entered FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-UPDATE                           12-Exit
 


The user would then press F3 or F12 to close the Help screen.  

The user would enter the total salary and benefit amount of the memo lien, including a decimal point. The system will fill in the rest of the field spaces with zeroes and will supply the entry date when the user presses Enter or completes the transaction.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:23:04
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:  4 000000  BB  31120        2

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp
              8448.88











 Next Func:          Next FAU:
 U0218  No data found for entered FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-UPDATE                           12-Exit


The user would press the Tab key to move the cursor to the Description field. This field will accept up to 18 alpha or numeric characters. This description will appear as detail in the ledger and, for this reason, it should be identifiable but should not include either sensitive or confidential information.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:23:04
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:  4 000000  BB  31120        2

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp
              8448.88       NEW EMPLOYEE











 Next Func:          Next FAU:
 U0218  No data found for entered FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-UPDATE                           12-Exit


The reference field is for internal departmental use only. It is a 6-character field which can only be seen on the EFCR screen. In the FS system, a non-recurring random number will be generated for each online memo lien and this will appear in the General Ledger.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:23:04
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:  4 000000  BB  31120        2

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp
              8448.88       NEW EMPLOYEE          EG1234











 Next Func:          Next FAU:
 U0218  No data found for entered FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-UPDATE                           12-Exit


The reversal date is a required field. The format of the date is as shown on the help screen.

   +--------------------------------------------------------------------+ :47:32
   |   FCR0014           CSER Reversal Date                             | EH0
   |                                                        More:       |
   |  Description: This field is used to indicate the date that         |
   |  the Encumbrance Amount is to be reversed.                         |
   |                                                                    |
   |  Format: MMDDYY                                                    |  Disp
   |                                                                    |  
   |  Code Translation: N/A                                             |
   |                                                                    |
   |                                                                    |
   |                                                                    |
   |                                                                    |
   |                                                                    |
   |                                                                    |
   |                                                                    |
   |   Command ===>                                                     |
   |   F1=Help  F2=EX help  F3=eXit  F7=BKwd  F8=FWd  F12=Cancel        |
   |                                                                    |
   +--------------------------------------------------------------------+
 P0205  Reversal Date entry must be entered
 ===>
  F:  1-Help      2-Jump                              
 


As described on the help screen, the date entered is the date on which the encumbrance amount is to be reversed. The date selected must be a future date, but it may not extend beyond 5/31 of the fiscal year for 19900, 19914, 19916, and 20000 funds or any other funds governed by the University fiscal year restrictions. The on-line screen will accept a reversal date for contract and grant funds through the end of the grant. However, the user should enter a date that will conform to the same reversal date restrictions as the system-generated CSER memo liens, up to three fiscal years or the end of the grant, whichever is earlier.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:23:04
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:  4 000000  BB  31120        2

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp
              8448.88       NEW EMPLOYEE          EG1234       0201
<%
Dim d_today,d_added
d_today=Date
Response.Write Right(Year(d_today),2)
%>












 Next Func:          Next FAU:
 U0218  No data found for entered FAU
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-UPDATE                           12-Exit


The disposition field (Disp) is system generated. This field may have one of three values:

0 - 

The information has been entered but it has not been loaded into the FS batch file. The FS batch file will be loaded with EFCR (online memo lien transactions) every workday night. While the disposition code is 0, changing the reversal date to the current date and updating the system can reverse the entire transaction. Both transactions, the entry and the reversal, will appear on the CSER and the General Ledger. While the disposition code is 0, the memo lien amount may also be changed. If the memo lien amount is changed while the disposition code is 0, only that changed memo lien amount will appear on the CSER and the General Ledger.

1 -

The information has been loaded into the FS batch file. Once the information has been loaded, the only change that may be made on an online memo lien is the reversal date of the memo lien. To reverse the online memo lien, to shorten or to extend the period of the memo lien, the user may enter a new reversal date. As with the original entry, the entry of the new date will be loaded into the FS batch file that night.

2 - 

The memo lien reversal date has passed and the memo lien has been reversed. The reversal will appear in the CSER and in the next General Ledger.

After entering the Reversal Date, the user would press Enter. Once the enter key is pressed, the Entry Date will be generated, the Encumbrance Amount will be formatted, and the disposition code of 0 will be generated.

 PPEFCR0-E1124                 CSER Entry/Update               12/11/YY 14:25:04
                               Encumbrance Data                Userid:  ABCDE
                                                               Pg 01 of 01
 FAU:  4 000000  BB  31120        2

              Encumbrance                                      Reversal
 Entry Date   Amount        Description           Reference    Date        Disp
 12/11/20XX   00008448.88   NEW EMPLOYEE          EG1234       0201
<%
Response.Write Right(Year(d_today),2)
%>
      0



 





 Next Func:          Next FAU:
 U0001  Input accepted
 ===>
  F:  1-Help      2-Jump                              5-Cancel
  F:                          9-UPDATE


The user would then press F9 to Update the transaction.   If the user looks at the same FAU on the EFCR screen the day after an encumbrance was entered, the Disposition Code will have changed from 0 to 1. If the user looks at the same FAU on the EFCR screen after the Reversal Date has passed the Disposition Code will have changed from 1 to 2.

The following shows a sample of part of the FS0100 (Detail General Ledger, Expenditures: Current Month Transactions) on which the on-line memo lien with a description of "New Employee" appears.

FSO100                                         DETAIL GENERAL LEDGER                          RUN:   01/15/YY         PAGE 50,000
                                                  AS OF 12/31/YY                                     05:04:11
L-ACCOUNT/CC  4-000000/BB  FAC RES & SUP                                OVERHEAD      52.00%         AWARD NO.  1R01 CA11111-01A1
FUND            31120      AAAAA CA11111             FUND PI            B000
DEPARTMENT      1234       CAMPUS                    FUND ASSOCIATE                                FUND DATES   05/01/XX-02/28/YY
EXPENDITURES:  CURRENT MONTH TRANSACTIONS
SUB
OBJECT
TE TRANS
 NO.
DOCUMENT
  DATE
 TRANSACTION DESCRIPTION
 VENDOR NAME-INVOICE NO.
REFERENCE APPROPRIATION
( )=DEBIT
EXPENDITURE
( )=CREDIT
 ENCUMBRANCE
( )=DECREASE
  MEMO-LIEN
( )=DECREASE
000000
000000
001030
001060
00 **

020000
020000
020000
021130
021130
02 **
 
M9
M9
53
53


M9
M9
M9
53
53
10D11
10D11
10D06
10D06


10D11
10D11
10D11
10D06
10D06
 11/30/YY
 12/31/YY
 12/31/YY
 12/31/YY


 11/30/YY
 12/31/YY
 12/11/YY
 12/31/YY
 12/31/YY
 REVERSE DEC LIEN
 ESTABLISH JAN LIEN
 DEC PAYROLL
 DEC PAYROLL
 CURRENT MONTH

 REVERSE DEC LIEN
 ESTABLISH JAN LIEN
 NEW EMPLOYEE
 DEC PAYROLL
 DEC PAYROLL
 CURRENT MONTH
 PAYRLIEN05
 PAYRLIEN06


 00

 PAYRLIEN05
 PAYRLIEN06
 PAYR000001


 02
 

996.25
1,876.67
2,872.92




6,123.71
8,448.88
14,572.59
  (8,618.76)
5,745.84


5745.84

(164,206.97)
207,089.05
8,448.88


215,537.93
 

 

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