PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION C - CHECK LIST & TIME INPUT ROSTER

C1.0  TIME COLLECTION SELECTION CRITERIA SCREEN (IDTC)


The Time Collection Selection Criteria Screen IDTC is used to produce a check list or a roster.

PPIDTC0-I1554                Dept. Time Collect            03/23/YY 09:52:02 
                       Time Coll. Selection Criteria       UserID:  ABCDE 
                                                                           
Report Selection (select one): 
 Check List: S      Roster:   
Selection Criteria: 
 Dist Department Code: 352500       
 Full Accounting Unit:                              
Compute Process (select one): 
C  Last Day to Enter Time    Pay Date         Pay End        Pay Cycle 
S  03/23/YY                  04/01/YY         03/31/YY       MO 
   03/17/YY                  03/24/YY         03/13/YY       B1 
   03/03/YY                  03/10/YY         02/28/YY       B2 



Next Func:      ID:           Name:                            SSN:           
               Pay Cycle:    Pay End:        

===>                                                                           
F:   1-Help      2-Jump      3-PrevMenu                                     
F:                                                              12-Exit     


C1.1  Generating a Checklist

The steps for producing a check list or a roster are almost the same. On the screen shown above, selection criteria was entered in order to produce a check list. The steps to produce a check list are as follows:

  1. Access the IDTC-Selection Criteria Screen by entering the function code IDTC in the "Next Func:"field on the Online Applications main menu.
  2. Enter an "S" in the "Check List" field to select the check list.
  3. Press the tab key once.
  4. Enter either the six digit Distribution Department Code (four digit Financial System department number plus two zeroes) OR press the tab key and enter the Full Accounting Unit (FAU). 

    To access the check list or the roster by FAU, the PTR preparer must enter a one character Location, six digit Account, five digit Fund, and a one digit sub (either 0, 1, 2, 5, or 7) valid in the University Accounting system as shown below. The two character cost center and the project code can also be entered to further narrow down the selection. 
     

     Selection Criteria:                                      
      Dist Department Code:
      Full Accounting Unit: M 447658 ____ 19900 ______ 2
                            L   A     C     F     P    S
                            O   C     O     U     R    U
                            C   C     S     N     O    B
                            A   O     T     D     J
                            T   U     C           E
                            I   N     E           C
                            O   T     N           T
                            N         T
                                      E
                                      R


    Note: Using the project code is not recommended because it is a variable length field (it can be up to six characters) so the system has difficulty matching on the project code.

  5. Select a "Compute Process" for the Check List that you wish to access by entering an "S" in the C column on the same line as the dates shown for the appropriate check list. 
  6. Press the "Enter" key.

    Note:
      Each compute process will remain on the IDTC screen until the next check list for that pay cycle is available.  The checklist can be accessed even after the "Last Day to Enter Time".  This may be helpful if you need to verify if time was entered for an employee after the "Last Day to Enter Time" on the roster.

A check list will be displayed that matches the criteria entered on the selection screen.  A sample of a check list for an FAU is shown below.

PPIPIC0-I1554              Dept. Time Reporting          03/23/YY 09:52:02
                                 Check List                UserID:  ABCDE
                                                            Page 01 of 02
 Pay End: 03/31/YY Pay Cycle: MO Last Date to Enter Time: 03/23/YY 
 FULL ACCOUNTING UNIT: M 447658      19900        2
 EID       Employee Name              Positive/Exception   Time Entered
 123789456 APPLE,ADAM                    POSITIVE             NO     
 987654321 ATOM,ANDY                     POSITIVE             NO    
 000222333 AZOO,IN A.                    POSITIVE             NO    
 555666999 BLANKET,BETTY                 POSITIVE             NO   
 666444222 CRAYON,JADE                   POSITIVE             NO   
 888222666 DRAWING,DAVID                 POSITIVE             NO    
 222888777 EXAMPLE,IMAN                  POSITIVE             NO    
 554411332 FREEWAY,FRED                  POSITIVE             NO     
 444111999 GLASSES,GEORGE                POSITIVE             NO     
 777555333 GRASS,GINA                    POSITIVE             NO     
 222777444 HOLIDAY,HOLLY                 POSITIVE             NO     
 Next Func:      ID:           Name:                       SSN:      
                Pay Cycle:    Pay End:                                
 ===>                                                                 
 F:   1-Help      2-Jump      3-Return                                
 F:               8-Forward                        11-Prt List 12-Exit


The Check List is a list of employees in alphabetical order who are eligible to be paid for the pay period end date and pay cycle selected AND have information on the EDB that matches the department, FAU, or cost center entered on the selection screen. The check list screen lists the employee number, the employee name, positive/exception code, and yes/no to indicate whether time has been entered for an employee. Each time a check list is generated using the same selection criteria, the information on the check list may be different.  If the data on the EDB changed and/or time was entered on the roster for an employee, the check list may reflect those changes the next time the checklist is produced by the PTR preparer.

The number of pages of check list screens is displayed on the third line in the upper right hand corner of the screen. The list can be reviewed on-line or printed. To review the list on-line, the preparer can use the F8 key to scroll forward through the list. The check list can be printed if a printer has been set up and selected. For information on selecting a printer, refer to Section A7.2. To print the list once a printer has been selected, the user would press F11.

C1.2  Generating a Roster

The steps to produce a roster are as follows:

  1. Access the IDTC-Selection Criteria Screen by entering the function code IDTC in the "Next Func:" field on the Online Applications main menu.
  2. Press the tab key once.
  3. Enter an "S" in the "Roster" field to select the roster.
  4. Enter either the six digit Distribution Department Code (four digit Financial System department number plus two zeroes) OR press the tab key and enter the Full Accounting Unit (FAU). 

    To access the roster by FAU, the PTR preparer must enter a one character Location, six digit Account, five digit Fund, and a one digit sub (either 0, 1, 2, 5, or 7) valid in the University Accounting system. The two character cost center and the project code can also be entered to further narrow down the selection. 

    Note:
    Using the project code is not recommended because it is a variable length field (it can be up to six characters) so the system has difficulty matching on the project code.
  5. Select a "Compute Process" for the Roster that you wish to access by entering an "S" in the C column on the same line as the dates shown for the appropriate check list. 
  6. Press the "Enter" key.

    Note:  Each compute process will remain on the IDTC screen until the next roster for that pay cycle is available.  If you accidentally select a roster for which the Last Day to Enter Time has passed, you will receive and edit message that says, "Entry cutoff has been reached.  No entry permitted."

A roster will be displayed that matches the criteria entered on the selection screen.

PPEDHC0-I1554               Dept. Time Reporting            03/23/YY 14:44:23
                              Time Input Roster              UserID:  ABCDE
 Pay End: 03/31/YY Check Date: 04/01/YY Pay Cycle: MO           Page 01 of 10
 FULL ACCOUNTING UNIT: M 447658      19900        2
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
    APPLE,ADAM 123789456 11  5522 M 447658      19900        2 02157.00  A    
 Reg. Time (POSITIVE)  DOS: REG Total Time: 1.0000 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
    ATOM,ANDY  987654321 12  5522 M 447658      19900        2 02017.00  A   
 Reg. Time (POSITIVE)  DOS: BYA Total Time: *****  H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
    AZOO,IN A. 000222333 11  8076 M 447658      19900        2 01899.00  A   
 Reg. Time (POSITIVE)  DOS: REG Total Time: O.5000 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
 Next Func:      ID:           Name:                            SSN:         
                Pay Cycle:    Pay End:                                       
 ===>                                                                        
 F:   1-Help      2-Jump      3-Return                                       
 F:               8-Forward   9-UPDATE                           12-Exit


The Roster is an entry/update screen which lists employees in alphabetical order who are eligible to be paid for the pay period end date and pay cycle selected AND have information on the EDB that matches the department, FAU, or cost center entered on the selection screen. The information on the roster includes information from the EDB distribution for an employee. Each screen can display information from up to three EDB distributions which can be for different employees or for the same employee. The total number of roster screens will be displayed on the screen on the third line in the upper right hand corner of the screen underneath the User ID.

To access additional roster "pages", the preparer can either scroll forward by pressing F8 (in order to review the list of employees on the roster) or find a specific record on the roster by entering all or part of the last name of an employee whose record is on the roster.

For example, if you need to find an employee record on the roster whose last name starts with "J":

  1. Press the F2 key to move the cursor to the Next Func: field,
  2. Tab to the Name: field and enter a "J"
  3. Press enter.

The roster page displayed contains the first page of selected employee records whose last name starts with "J".

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