PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION D - DEPARTMENT ADJUSTMENT TRANSACTIONS

D1.0  OVERVIEW OF DEPT ADJUSTMENT TRANSACTIONS (EDAT)


The functions on the EDAT-Department Adjustment Transaction Menu are used to make adjustments to an employee’s pay. "Regular" payments to employees (i.e., those that are paid on every payday) should not be processed through the department adjustment transaction menu. Any ongoing payment to an employee should be updated on the EDB and processed through the roster.

There are times, however, when payments to employees need to be corrected or transactions need to be processed that require special handling. These "special payments" are processed though the functions on the EDAT menu which is accessed though the Personnel/Payroll system main menu. The Department Adjustment Transaction Menu is displayed below.

UCFM140-M0967               Dept. Time Reporting              12/06/YY 15:05:05
                        Dept. Adjust. Transaction Menu         Userid:  ABCDE 
                                                                              
   EDAP Additional Pay (EDAP)             EDTL Accrued LV Exp. Trans. (EDTL) 
   EDFT One Time Payment (EDFT)           EDTS Single Exp. Trans. (EDTS)     
   EDLA Leave Hours Adjust. (EDLA)        EDTM Mass Exp. Trans. (EDTM)       
   EDLR Late/Reduce Pay (EDLR)                                               
   EDRA Retroactive Pay (EDRA)                                               
                                                                             
                                                                             
   IDTL THF - Transaction List                                               
                                                                             
                                                                             
 Next Func:      ID:           Name:                            SSN:         
 Seq No:        Pay Cycle:    Pay End:                                       
                                                                             
 ===>                                                                        
 F:   1-Help      2-Jump      3-PrevMenu                                     
 F:                                                              12-Exit


The functions listed on the upper left side of the EDAT menu are used to enter pay transactions except for EDLA. EDLA is used to zero out leave balances when the balance on the EDB is less than one hour. The functions listed on the upper right side of the menu are used to enter transfer of payroll expense transactions. The IDTL function is not an entry/update screen -- it displays a list of the types of the transactions that have been entered through the EDAT functions.

With the exception of the EDTM - Mass Transfer screen, each function is employee specific. Each screen is used to enter transactions for one employee, unlike the time roster where a screen may contain the records of several employees. To access any one of the functions, the user enters:

The pay cycle and pay end date fields at the bottom of the EDAT screen are used to actually schedule the transaction for a particular payday. Transactions on the EDAT menu can be scheduled up to three months in advance and can be entered at any time as long as the transaction has been updated by the day of the Pay Compute for a particular payday. (Refer to the current PPS Schedule.) Payroll Time Reporting preparers are responsible for scheduling each adjustment transaction for an appropriate payday based on the schedule and the employee’s primary pay cycle.

No more than 99 lines of pay per employee can be scheduled for any one payday. Roster transactions as well as EDAT transactions count in this total. We strongly recommend that no more than 80 transactions are entered on-line per payday for any one employee.

All of the Entry functions on the left side of the EDAT menu allow for the use of a copy command once the transaction has been updated. Transactions can be copied from one line to another or from one payday to another if necessary. For more information on the use of the copy command, consult Section A3.1.

Two of the functions (EDAP and EDLR) allow for data to be retrieved from the EDB in order to facilitate the completion of the transaction. Again, Section A3.1 can be used to find more information on the retrieve feature. Each function on the EDAT menu serves a little different purpose but some of the basic steps for accessing and updating the screens are similar. The screen shown below is an Additional Pay screen (EDAP).

PPETAP0-E0967               Dept. Time Reporting              11/21/YY 15:46:52
 11/17/YY 22:22:06          Additional Pay (EDAP)              Userid:  ABCDE   
 ID: 777888999 Name: ADDITIONAL,ANNA                            Emp Status: A  
 Pay End: 11/30/YY Check Date: 12/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
   Seq:  00127  Per End: 1130YY Pay Cyc: B Dst: 11 E: E T: 3 D:   Ttl: 5116     
   LACFPS: 4 760420      70000        2 Rate: 009.2400 AH: H    Prorate:
   DOS: TVP Time: 125.00 H%: H  DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
   Seq:         Per End:        Pay Cyc:   Dst:    E:   T:   D:   Ttl:          
   LACFPS:                              Rate:          AH:      Prorate:
   DOS      Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
   Seq:         Per End:        Pay Cyc:   Dst:    E:   T:   D:   Ttl:          
   LACFPS:                              Rate:          AH:      Prorate:
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
 Next Func:      ID: 777888999 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 1130YY                                   
 U0007  Update process complete                                                 
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


The basic steps for accessing and completing the transactions listed on the EDAT menu are as follows:

  1. From the EDAT menu, access the appropriate function by entering the function code, one of the employee record keys, the pay cycle, and the pay end date from the current PPS Schedule.
  2. Press Enter. The appropriate screen should be displayed for the employee requested.
  3. Complete all fields on the screen. For detailed information on how to complete the fields on each screen, refer to on-line help, the PTR Field/Screen Cross Reference Table, and the following sections on the individual functions.
  4. Press the enter key to format the entered data and to display any edits.
  5. Correct any errors, check the screen, and press "F9" to update the transaction.
  6. Add your comments on the Post Authorization Notification Comments Entry Screen. Comments are required on most transactions to explain the reason for processing it.
  7. If necessary, press F10 to access the Post Authorization Notification Preparation Screen and add additional recipients to the PAN by following the instructions in the Guide to System Features Section 6.1.
  8. Press F9 again to actually update the system and send the PAN.
  9. Take one of the following actions:

Once the transaction has been updated, it is released to the transaction holding file and it cannot be changed by the Payroll Time Reporting preparer. If a correction needs to be made, the entire transaction can be reversed (RX) on the EDLR screen and then re-entered as an LX on the EDLR screen or the same screen on which it was originally entered.

Processing Pay Corrections and Adjustments

Some adjustments to an employee’s pay may be processed using one of several different screens. For example, a performance or incentive award could be processed on the EDFT screen, the EDAP screen, or the EDLR screen. However, in order to avoid processing errors, we strongly recommend that the EDFT screen be used to process "by agreement" payments such as  performance awards that cannot be processed on the roster. The EDFT function was designed specifically for processing "by agreement" or one-time payments such as performance awards.

There are other adjustments that can only be processed on a specific screen. For example, credits or reductions to employees pay must be processed on the EDLR screen.

The following types of pay corrections and adjustments can be processed using the functions on the EDAT menu:

Other Pay Adjustment Transactions:

The following flowchart can be used to help you determine which Pay correction transaction to use. 

Pay Corrections Decision Tree

In order to process any pay correction transaction, you must have access to the information from the original pay transaction.   This information may be found on the IPAY screens, on the Distribution of Payroll Expense Report (PPP5302), and/or in the PP QDB.  More information on the IPAY screens can be found in the PPS Manual, Sections C2.1 and C4.  Section D1.1 of the same manual contains detailed information on the Distribution of Payroll Expense Report.  Information about the PP QDB is available from the AIS QDB website at http://www.qdb.ucla.edu.  When processing pay correction transactions, it may be necessary to access more than one source for information about how the original transaction was processed through the pay compute. 

There is a limit on the number of transactions that can be processed for an individual employee for one pay compute.  Please refer to Reasons Why an Employee Might not Receive a Check on Payday for more information.

Any retroactive change to any FAU (Full Accounting Unit) information MUST be processed on either the EDTS or EDTM screens or on the UPAY 646-4 paper form. Please do NOT try to correct the location, account, fund, project, cost center, and/or sub on any prior pay transaction without processing an expense transfer because the benefit charges will not be correct. The only transaction that fixes both the salary and the corresponding benefit charges when accounts change is an expense transfer.

If a title code change needs to be processed and the account the employee is paid from also changed, two transactions must be processed -- first, an expense transfer (EDTS, EDTM, or UPAY 646-4) transaction is processed to fix the account and then an RX/LX (EDLR) transaction is processed to correct the title code. Transactions not processed correctly may result in incorrect charges (usually benefits), and Payroll Services will not be able to correct problems with benefits. Questions about the best way to process a transaction should be directed to Payroll Services.

Note:  In addition to the information in this manual, our How To Portal Page provides some additional examples of processing corrections on the EDAT screens.

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