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

D5.0  LATE/REDUCE PAY - EDLR


The late/reduce pay screen is used primarily for processing a retroactive adjustment to an employee’s pay which requires either a reversal/reduction (RX) transaction by itself OR a reversal (RX) transaction and a corresponding late pay (LX) transaction. The EDLR transaction is NOT used to correct an FAU (Full Accounting Unit). Corrections or changes to any part of the FAU must be processed on an expense transfer transaction (EDTS, EDTM, or UPAY 646-4). DO NOT process an RX/LX transaction to adjust the location, account, cost center, project, or fund because the associated benefit charges will not be correct.

The EDLR screen can be used to*:

* Note: If any changes on the above list also involve a change to the FAU, the FAU change would have to be processed on an expense transfer (EDTS, EDTM, or UPAY 646-4) and then the rest of the transaction would be processed using the new FAU on the EDLR screen. Corrections to the pay rate only are processed on the EDRA screen.

 PPETLR0-E0967               Dept. Time Reporting              12/06/YY 16:58:50
 11/17/YY 23:03:06          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 444555666 Name: LATEPAY,LARRY                              Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of  1
 C                                                                              
   Seq:  00003 Tr: RX Per End: 1130YY Pay Cy: M Dst: 13 E: C T: 2 D:  Ttl: 7241
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A    Prorate:          
   DOS: REG Time: 0.2000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:    
                                                                               
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:    
                                                                               
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:    
                                                                               
 Next Func:      ID: 444555666 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                  
 U0001  Input accepted                                                         
                                                                               
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


There is one set of fields used for "Regular DOS codes" (highlighted on the screen above) and two sets of fields used for "Overtime or Leave DOS" codes (highlighted on the screen above). In order to determine which set of fields to use to enter a specific DOS code, refer to the PTR Type column of the Alphabetical listing of DOS codes.

Note: Some DOS codes are considered overtime codes according to UCLA policy but they are entered in the "Regular DOS codes" fields such as DES (Dual Employment Straight) and DEP (Dual Employment Premium).

The EDLR screen is similar to the EDAP screen except that the EDLR screen requires the preparer to enter a Transaction code (Tr:). All of the transactions listed in the EDAP screen Section D2.0 could actually be processed on the EDLR screen -- the preparer would just have to remember to enter the transaction code LX. The two transaction codes used on the EDLR screen in the Tr: field are:

Transaction Code Definition
LX Late Pay or Leave
RX Reduction or Reversal of Pay or Leave


The EDLR screen can be completed by using the "Retrieve" command or by entering all the information on the screen. The only field not completed is the DUC (Distribution Unit Code) which is highlighted on the screen above. The DUC field (D:) is not used at UCLA.

D5.1 Processing a Retroactive Title Code Change

The most common adjustment transaction processed on the EDLR screen is a retroactive title code and pay rate change due to a retroactive reclassification or promotion. Of course, the first step would be to update the EDB record ending the current appointment and starting a new one following the instructions in the EDB Manual (Sections C6 & D4). The next step would be to retrieve the distributions from the EDB in order to process the corrections to the pay records on the EDLR screen. The information on both distributions is easily retrieved by entering the retrieve command on the command line as shown below and then pressing the enter key.

 PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                      Emp Status: A 
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of  1
 C                                                                            
   Seq:       Tr:     Per End:       Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:       Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:       Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 321654987 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                 

 ===> R 11 21                                                                 
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The information from the EDB distribution will populate the fields as shown on the screen below. An edit message will be displayed that a "Field is out of range or illegal value" and the sequence number and transaction (Tr:) field will be highlighted. The sequence number is assigned by the system and uniquely identifies the transaction. The message relates to the transaction (Tr:) field and reminds the user to enter the transaction code since the transaction cannot be processed without it.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                      Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of  1
 C
   Seq:00102 Tr: __ Per End:        Pay Cy: M Dst: 11 E: C T: 2 D:   Ttl: 7243
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A  Prorate:          
   DOS: REG Time:        H%: % DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:00103 Tr: __ Per End:        Pay Cy: M Dst: 21 E: C T: 2 D:   Ttl: 7242
   LACFPS: 4 660525      19900        1 Rate: 03500.00 AH: A  Prorate:          
   DOS: REG Time:        H%: % DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:    Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 321654987 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                 
 P0601  Field out of range or illegal value                                   
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The transaction codes, period end dates and the percents of time will need to be entered as shown below.  Note:  The preparer should consult the current PPS Schedule for pay period end dates.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                     Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of 1
 C
   Seq: 00102 Tr: RX Per End: 0228YY Pay Cy: M Dst: 11 E: C T: 2 D:   Ttl: 7243
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A   Prorate:          
   DOS: REG Time: 1.     H%: % DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                                
   Seq: 00103 Tr: LX Per End: 0228YY Pay Cy: M Dst: 21 E: C T: 2 D:   Ttl: 7242
   LACFPS: 4 660525      19900        1 Rate: 03500.00 AH: A   Prorate:          
   DOS: REG Time: 1.     H%: % DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 321654987 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                 
 P0601  Field out of range or illegal value                                   
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE                                       


The enter key should be pressed and if there are no errors, the message "Input Accepted" will be displayed as shown below. The percent of time is formatted by the system.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                     Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of 1
 C
   Seq: 00102 Tr: RX Per End: 0228YY Pay Cy: M Dst: 11 E: C T: 2 D:   Ttl: 7243
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:  
                                                                                
   Seq: 00103 Tr: LX Per End: 0228YY Pay Cy: M Dst: 21 E: C T: 2 D:   Ttl: 7242
   LACFPS: 4 660525      19900        1 Rate: 03500.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:    T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:  
                                                                             
 Next Func:      ID: 321654987 Name:                            SSN:         
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                
 U0001  Input accepted
                                                                             
 ===>                                                                        
 F:   1-Help      2-Jump                              5-CANCEL               
 F:                           9-UPDATE


After reviewing the screen, the preparer should then press the F9 key to update the transaction.  The post authorization notification comments entry screen should be displayed so the preparer can add comments explaining the transaction as shown below.

UCECOM0-E0863               PostAuth Notification             04/25/YY 11:17:43
                                 Comments Entry                Userid:  ABCDE
                                                                  Page 01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: 04/25/YY  Time: 11:17:36        
 PAY - EDLR                              321654987 RECLASSIFICATION,RITA
 Description of Content:                                                      
                                                                              
                                                                              
 ---------------------------------- Comments ---------------------------------
 ABCDE      Rita Reclassification was reclassed effective Feb 1st.  Retro due
            for February and March.  This transaction is for the month of Feb.

                                                                              
                                                                              
                                                                              

                                                                              
                                                                              
                                                                              
                                                                              
 Next Func:                                                                   
                                                                              
 ===>                                                                         
  F:  1-Help                  3-Return                                        
  F:                          9-Update   10-NotfPrep 11-Detail


The preparer may then press F10 to display the post authorization notification preparation screen listing the departmental reviewers.  Additional PAN recipients may be added on this screen.

UCENPR0-E0863               PostAuth Notification             04/25/YY 11:17:43
                            Notification Preparation           Userid:  ABCDE
                                                                Page:  01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: ********  Time: ********       
 PAY - EDLR                              321654987 RECLASSIFICATION,RITA
 Description of Content:                                                      
                                                                              
                                                                              
 -------------------------------- Notifications ------------------------------
 C                  Address                  Type ----------- Name -----------
   EKPPWLT@MVS.OAC.UCLA.EDU                    M  TANG, WEN LUNG              
   PRLAI@AIS.UCLA.EDU                          M  LAI, MABEL                  
   EKABCDE@MVS.OAC.UCLA.EDU                    M  OTSUKI, RON                 
                                                                              
                                                                              
                                                                              
                                                                              
                                                                              
                                                                              
 Next Func:                                                                   
                                                                              
 ===>                                                                         
  F:  1-Help                  3-Return                            6-Directry 
  F:                          9-Update   10-Comments 11-Detail


The preparer should then press F9 again to update the transaction and send out the PAN. The user will then be returned to the EDLR screen which should display the message "Update process complete" as shown on the next screen.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                     Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of 1
 C
   Seq: 00102 Tr: RX Per End: 0228YY Pay Cy: M Dst: 11 E: C T: 2 D:   Ttl: 7243
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq: 00103 Tr: LX Per End: 0228YY Pay Cy: M Dst: 21 E: C T: 2 D:   Ttl: 7242
   LACFPS: 4 660525      19900        1 Rate: 03500.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:    T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 321654987 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                 
 U0007  Update process complete
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


To correct Rita’s pay for the month of March, the copy command can be used. The "C" is entered in the Command column next to each existing sequence number as shown on the next screen.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                     Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of 1
 C
 C Seq: 00102 Tr: RX Per End: 0228YY Pay Cy: M Dst: 11 E: C T: 2 D:   Ttl: 7243
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 C Seq: 00103 Tr: LX Per End: 0228YY Pay Cy: M Dst: 21 E: C T: 2 D:   Ttl: 7242
   LACFPS: 4 660525      19900        1 Rate: 03500.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:       Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 321654987 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                 
 U0007  Update process complete
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


Once the enter key is pressed, the EDLR screen will be displayed. Note that the sequence numbers have changed. The preparer will then need to change the pay period end dates.  Note:  The preparer should consult the current PPS Schedule for pay period end dates.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 321654987 Name: RECLASSIFICATION,RITA                     Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of 1
 C
   Seq: 00104 Tr: RX Per End: 0331YY Pay Cy: M Dst: 11 E: C T: 2 D:   Ttl: 7243
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq: 00105 Tr: LX Per End: 0331YY Pay Cy: M Dst: 21 E: C T: 2 D:   Ttl: 7242
   LACFPS: 4 660525      19900        1 Rate: 03500.00 AH: A   Prorate:          
   DOS: REG Time: 1.0000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:       Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 321654987 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 043096                                 
 U0007  Update process complete
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


After reviewing the screen, the preparer should then press the F9 key to update the transaction. The post authorization  comments entry screen will be displayed. The preparer should add comments and then press F9 again to update the transaction and send out the PAN.

The user will then be returned to the EDLR screen which will display sequence numbers 102, 103, and 104. The preparer can scroll forward by pressing the F8 key to view sequence number 105. If the reclassification was retroactive more than two months, the preparer could again copy sequence numbers 102 and 103, press enter, change the end dates and update again. The copy process could be repeated until all the months are adjusted.

Once the transaction is complete, the preparer should take one of the following actions:

This RX/LX transaction for Rita Reclassification could have been processed by completing each individual field on the screen instead of using the retrieve command. The Dst: field could then be left blank if one of the corresponding EDB distributions was no longer on the current EDB. Note: transactions which are processed without a corresponding EDB distribution on the current EDB for employees who normally accrue vacation and sick leave may require a leave accrual adjustment. Refer to Leave Accrual Section F4.6 for information on processing Leave Accrual Adjustments.

D5.2 Correcting Overmax

Sometimes departments enter more than 100% time (monthly) or more than 80 hours (biweekly) as regular pay for an employee for a particular pay day. As part of the pay compute process, the system adds together all the regular hours entered through payroll time reporting and produces a report commonly referred to as the overmax report. The overmax report lists the names of all the employee who were paid more than 100% regular time (monthly) or more than 80 regular hours (biweekly).

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.

The most common reasons for overmax conditions are:

To correct an overmax the EDLR screen would be used. The correction should be scheduled for a payday in the future NOT the current payday AND match the employee’s primary pay cycle.

Overmax - Pay Period End Date Correction

In order to correct a problem with the pay period end date using the EDLR screen, the retrieve function could be used to retrieve the data from the EDB as shown below.

PPETLR0-E0967               Dept. Time Reporting              04/29/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 111222777 Name: OVERMAX,PAYPERIOD                         Emp Status: A
 Pay End: 05/04/YY Check Date: 05/15/YY Pay Cycle:  B2            Page  1 of 1
 C                                                                            
   Seq:       Tr:     Per End:       Pay Cy:   Dst:    E:   T:   D:   Ttl:   
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:       Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:       Pay Cy:   Dst:    E:   T:   D:   Ttl:   
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 111222777 Name:                            SSN:          
 Seq No:        Pay Cycle: B2 Pay End: 050496                                 

 ===> R 11 11                                                                 
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The information from the EDB distribution will populate the fields on the EDLR screen. The preparer will then need to enter the necessary information to correct the overmax. In this example, the overmax occurred on the a biweekly payday because a transaction was processed for 8 additional hours with the wrong pay period end date. (The pay period end date on the original transaction was 04/20/YY and it should have been 04/06/YY.)

To correct the overmax, the preparer would RX the transaction with the incorrect pay period and then LX the transaction with the correct pay period end date.  Note:  The preparer should consult the current PPS Schedule for pay period end dates.

PPETLR0-E0967               Dept. Time Reporting              04/29/YY 11:17:43
 04/09/YY 23:05:19          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 111222777 Name: OVERMAX,PAYPERIOD                         Emp Status: A
 Pay End: 05/04/YY Check Date: 05/15/YY Pay Cycle:  B2            Page  1 of 1
 C                                                                              
   Seq:  00034 Tr: RX Per End: 0420YY Pay Cy: B Dst: 21 E: E T: 4 D:  Ttl: 4672
   LACFPS: 4 444937      79667        2 Rate: 009.2800 AH: H    Prorate:          
   DOS: REG Time:  8.00  H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
                                                                               
   Seq:  00035 Tr: LX Per End: 0406YY Pay Cy: B Dst: 21 E: E T: 4 D:  Ttl: 4672
   LACFPS: 4 444937      79667        2 Rate: 009.2800 AH: H    Prorate:          
   DOS: REG Time:  8.00  H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
                                                                               
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:    
                                                                               
 Next Func:      ID: 111222777 Name:                            SSN:           
 Seq No:        Pay Cycle: B2 Pay End: 0504YY                                  
 P0601  Field out of range or illegal value                                    
                                                                               
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


The enter key should be pressed and if there are no errors, the message "Input Accepted" will be displayed. The percent of time will be formatted by the system. After reviewing the screen, the preparer should press the F9 key to update the transaction. The post authorization notification comments entry screen will be displayed. The preparer should add comments and then press F10 to add Payroll Services as an additional Email recipient on the post authorization notification preparation screen.

UCECOM0-E0863               PostAuth Notification             04/29/YY 11:17:43
                                 Comments Entry                Userid:  ABCDE
                                                                  Page 01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: 04/29/YY  Time: 11:17:43       
 PAY - EDLR                              111222777 OVERMAX,PAYPERIOD
 Description of Content:                                                     
                                                                             
                                                                             
 ---------------------------------- Comments ---------------------------------
 ABCDE     To correct overmax.  The pay period entered on EDAP transaction
           processed for the May 1st bi-weekly payday for Payperiod Overmax
           was entered originally as April 20th. It should have been April 4th.


Next Func:                                                                    
                                                                              
 ===>                                                                         
  F:  1-Help                  3-Return                                        
  F:                          9-Update   10-NotfPrep 11-Detail


The preparer should press F9 again to update the transaction and send out the PAN. The user will be returned to the EDLR screen that should display the message "Update process complete". Payroll Services will notify the Payroll Time Reporting preparer via Email when the check can be picked up.

Overmax - DOS Code Correction

To correct an error with the DOS code, for example if REG was entered instead of OTP, the steps to correct the error would be almost the same as those above for Payperiod Overmax. The first step would be to retrieve the data from the EDB distribution as shown previously. Once the enter key was pressed, the data from the EDB distribution would be displayed on the EDLR screen. The preparer would then need to correct the erroneous information from the original transaction.

PPETLR0-E0967               Dept. Time Reporting              04/30/YY 17:59:46
 04/09/YY 23:05:19          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 753951852 Name: DOSCODE,INCORRECT                         Emp Status: A
 Pay End: 05/04/YY Check Date: 05/15/YY Pay Cycle:  B2            Page  1 of 1
 C                                                                              
   Seq:  00034 Tr: RX Per End: 0420YY Pay Cy: B Dst: 21 E: E T: 4 D:  Ttl: 4672
   LACFPS: 4 444937      79667        2 Rate: 009.2800 AH: H    Prorate:         
   DOS: REG Time:  8.00  H%: H DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:  00035 Tr: LX Per End: 0420YY Pay Cy: B Dst: 21 E: E T: 4 D:  Ttl: 4672
   LACFPS: 4 444937      79667        2 Rate: 009.2800 AH: H    Prorate:         
   DOS: *   Time:        H%: * DOS: OTP Hr: 8.00   DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:   
   LACFPS:                              Rate:          AH:      Prorate:         
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 753951852 Name:                            SSN:          
 Seq No:        Pay Cycle: B2 Pay End: 0504YY                                 
 P0601  Field out of range or illegal value                                   
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The enter key should be pressed and if there are no errors, the message "Input Accepted" will be displayed. The percent of time will be formatted by the system. After reviewing the screen, the preparer should then press the F9 key to update the transaction. The post authorization notification comments entry screen will be displayed.

The preparer should add comments and then press F10 to display the post authorization notification preparation screen to add Payroll Services as an additional Email recipient.

The preparer should press F9 again to update the transaction and send out the PAN. The user will be returned to the EDLR screen which should display the message "Update process complete". Payroll Services will notify the Payroll Time Reporting preparer via Email when the check can be picked up.

Overmax - Overpayment Correction

If the overmax occurred because the employee was actually overpaid, the Payroll Time Reporting preparer will have to reverse the amount that the employee was overpaid by processing an "RX" transaction as shown on the first page of this section, following the instructions outlined above for processing overmax corrections. Payroll Services will actually have to rewrite the check in order to issue the correct amount to the employee on payday. It is important that the Time Reporting preparer correct overmax problems promptly after receiving notice from Payroll Services so that employees receive complete and correct payments on payday.

D5.3 Error Corrections

The EDLR screen can also be used for correcting coding errors on any of the pay transactions including those made on the roster.  Errors made on the roster can be corrected on the roster up until the last day to enter time on the roster.  After the last day to enter time on the roster, corrections may be processed on the EDLR screen.

For the other pay transactions, once the transaction is updated, it cannot be changed.  However, the transaction can be corrected on the EDLR screen by processing an RX transaction to reverse the incorrect transaction and an LX transaction to replace the original transaction.  Two examples are provided below.  Both of these examples show corrections to work study codes.

EXAMPLE #1

When a pay transaction is processed without a work study code, the automatic split between the department funds and the work study fund will not occur. If a transaction on the roster was updated in error without the work study code, the PTR preparer could make the necessary corrections on the roster until the last day to update the roster. However, when an EDAT transaction is updated in error without the work study code, an RX/LX transaction must be processed to reverse the transaction (RX) without the work study program (WSP) code and add a late pay transaction (LX) with the work study program (WSP) code.

For example, on the EDAP screen shown below, the transaction for Susie Student was updated without the workstudy code of "F".

 PPETAP0-E1064               Dept. Time Reporting              08/30/YY 17:34:33
 08/30/YY 11:11:11          Additional Pay (EDAP)              Userid:  ABCDE   
 ID: 400519154 Name: STUDENT,SUSIE                                Emp Status: A  
 Pay End: 11/02/YY Check Date: 11/13/YY Pay Cycle:  B1             Page  1 of  1
 C                                                                              
   Seq:  00002  Per End: 1019YY Pay Cyc: B Dst: 11 E: E T: 4 D:   Ttl: 4919     
   LACFPS: 4 660525      19900        2 Rate: 007.1800 AH: H    Prorate:          
   DOS: REG Time: 006.00 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:           Name:                            SSN:            
 Seq No:        Pay Cycle:    Pay End:                                          
 U0007  Update process complete                                                 
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:               8-Forward                                      12-Exit


To correct this, the PTR preparer will need to process an RX/LX transaction and make sure to include the work study program (WSP) code of "F" on the LX transaction as shown below.

When the transaction is updated, PAN comments should indicate that the EDLR transaction is being processed to correct the work study program (WSP) code field because the original transaction was processed without the work study program code of "F" in the WSP field.

PPETLR0-E1064               Dept. Time Reporting              08/30/YY 17:15:36
 08/30/YY 11:11:11          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 400519154 Name: STUDENT,SUSIE                                Emp Status: A  
 Pay End: 11/02/YY Check Date: 11/13/YY Pay Cycle:  B1             Page  1 of  1

 C                                                                              
   Seq:  00031 Tr: RX Per End: 1019YY Pay Cy: B Dst: 11 E: E T: 4 D:   Ttl: 4919
   LACFPS: 4 660525      19900        2 Rate: 007.1800 AH: H    Prorate:          
   DOS: REG Time: 006.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
   Seq:  00032 Tr: LX Per End: 1019YY Pay Cy: B Dst: 12 E: E T: 4 D:   Ttl: 4919
   LACFPS: 4 660525      19900        2 Rate: 007.1800 AH: H    Prorate:          
   DOS: REG Time: 006.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP: F   
                                                                                
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 Seq No:        Pay Cycle:    Pay End:                                          
 U0007  Update process complete                                                 
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


EXAMPLE #2

Work study regulations do not permit more than 20 hours per week (or 40 hours in a bi-weekly pay period) to be subject to the work study split. The work study office regularly reviews the earnings records for all work study students. If a department has reported more than 40 hours with a work study program (WSP) code in a biweekly pay period, the work study office will instruct the department to reverse the hours over 40 that were reported with a WSP code.

For example, the PTR preparer recorded 44 hours for Susie Student for pay period ending 11/2/YY with a WSP code of "F". Assuming that Susie actually worked 44 hours, the department would need to reverse (RX) 4 hours of the original 44 hours recorded with the WSP code of "F" and late pay (LX) these 4 hours without the WSP code of "F" as shown below on the EDLR screen.

Again the PAN comments need to indicate that the transaction is being processed to correct the WSP code field.

PPETLR0-E1064               Dept. Time Reporting              08/30/YY 17:15:36
 08/30/YY 11:11:11          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 400519154 Name: STUDENT,SUSIE                               Emp Status: A  
 Pay End: 11/16/YY Check Date: 11/27/YY Pay Cycle:  B2             Page  1 of  1

 C                                                                              
   Seq:  00031 Tr: RX Per End: 1102YY Pay Cy: B Dst: 12 E: E T: 4 D:   Ttl: 4919
   LACFPS: 4 660525      19900        2 Rate: 007.1800 AH: H    Prorate:          
   DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP: F   
                                                                                
   Seq:  00032 Tr: LX Per End: 1102YY Pay Cy: B Dst: 11 E: E T: 4 D:   Ttl: 4919
   LACFPS: 4 660525      19900        2 Rate: 007.1800 AH: H    Prorate:          
   DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 Seq No:        Pay Cycle:    Pay End:                                          
 U0007  Update process complete                                                 
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


Note: If Susie did not actually work 44 hours during the pay period, she may have been overpaid. In that case, only an RX transaction would be processed on the EDLR screen. Refer to the Special Processing Section E8 on Overpayments and Credits, for more information on processing overpayments.

More information on processing transactions for Work Study Students is available in the EDB Manual, Section B7 and in the PPS Manual, Section D1.3.  If a work study student is paid on the wrong FAU, the department should process an expense transfer or expense transfers (two expense transfers may be required, one for the department fund and the other for the work study fund).  Instructions for processing expense transfers begin in Section D7, Overview of Payroll Expenditure Transfers.

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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