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

D6.0  RETROACTIVE PAY - EDRA


The retroactive pay screen is specially designed for processing pay rate adjustments or adjustments to "by agreement" payments. The EDRA function will NOT correct anything other than a pay rate. DO NOT use it when there is a change to another field on the original transaction such as a title code or DOS code. If there is a change in FAU (Full Accounting Unit), in addition to a change in pay rate, the expense transfer should be processed first and then the EDRA transaction should be processed using the new or correct account.

The EDRA screen can be used to:

* Note: Refer to the Special Processes Section E8.0 for more information when reducing the pay rate or "by agreement" amount.

PPETRA0-E0967               Dept. Time Reporting              12/06/YY 17:03:22
 11/17/YY 23:03:06          Retroactive Pay (EDRA)             Userid:  ABCDE
 ID: 123456789 Name: RETRO,RHONDA                              Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of 1
 C                                                                            
   Seq:  00004  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723
   DOS: REG Rate: 00100.00 S:   Time: 1.0000 H%: %                           
   Per End: 1031YY Pay Cyc: M RAI: A WSP:                                     
                                                                              
   Seq:         LACFPS:                              E:   T:   D:   Ttl:      
   DOS:     Rate:          S:   Time:        H%:                              
   Per End:        Pay Cyc:   RAI:   WSP:                                     
                                                                              
   Seq:         LACFPS:                              E:   T:   D:   Ttl:      
   DOS:     Rate:          S:   Time:        H%:                              
   Per End:        Pay Cyc:   RAI:   WSP:                                     
                                                                              
 Next Func:      ID: 123456789 Name:                            SSN:          
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                 
 U0001  Input accepted                                                        
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The EDRA screen above is completed to pay a rate increase of $100.00 to an employee who is paid monthly. The screen is completed by entering information in each field on the screen except for the DUC (Distribution Unit Code) which is highlighted on the screen above. The DUC field (D:) is not used at UCLA.

Almost all of the fields completed on the EDRA screen should match the original transaction processed with the incorrect or old rate except for the following fields:

Note: If the rate has decreased, this would be an overpayment so refer to the Special Processes Section E8.0.

Once the fields have been completed, the enter key should be pressed and if there are no errors, the message "Input Accepted" will be displayed and the percent of time will be formatted by the system as shown on the screen above. 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.  The preparer should then add comments applicable to the transaction such as those shown below.

UCECOM0-E0863               PostAuth Notification             12/06/YY 17:03:22
                                Comments Entry                Userid:  ABCDE
                                                                  Page 01 of 01
App: EDB Tran:       Userid: ABCDE     Date: 12/06/YY  Time: 17:03:27
PAY - EDRA                              123456789 RETRO,RHONDA
Description of Content:                                                        
                                                                               
                                                                               
---------------------------------- Comments -----------------------------------
ABCDE      To pay Rhonda Retro merit increase from Oct.  Merit entered on the
           merit roster but was not processed due to an error.  Rhonda is
           also due pay for the month of Nov. and Dec.
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
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 to display the list of departmental reviewers and/or add additional recipients of the PAN.

UCENPR0-E0863               PostAuth Notification             12/06/YY 17:03:22
                            Notification Preparation           Userid:  ABCDE 
                                                                Page:  01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: ********  Time: ********        
 PAY - EDRA                              123456789 RETRO,RHONDA
 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 be returned to the EDRA screen that should display the message "Update process complete" as shown below.

PPETRA0-E0967               Dept. Time Reporting              12/06/YY 17:03:22
 11/17/YY 23:03:06          Retroactive Pay (EDRA)             Userid:  ABCDE
 ID: 123456789 Name: RETRO,RHONDA                              Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of 1
 C                                                                             
   Seq:  00004  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723
   DOS: REG Rate: 00100.00 S :   Time: 1.0000 H%: %                           
   Per End: 1031YY Pay Cyc: M RAI: A WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
 Next Func:      ID: 123456789 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                 
 U0007  Update process complete
                                                                               
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


To issue payment to Rhonda Retro for the month of November, the copy command can be used. A "C" is entered in the Command column as shown on the next screen.

PPETRA0-E0967               Dept. Time Reporting              12/06/YY 17:03:22
 11/17/YY 23:03:06          Retroactive Pay (EDRA)             Userid:  ABCDE
 ID: 123456789 Name: RETRO,RHONDA                              Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of 1
 C                                                                             
 C Seq:  00004  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723
   DOS: REG Rate: 00100.00 S :   Time: 1.0000 H%: %                           
   Per End: 1031YY Pay Cyc: M RAI: A WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
 Next Func:      ID: 123456789 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                 
 U0007  Update process complete
                                                                               
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


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

PPETRA0-E0967               Dept. Time Reporting              12/06/YY 17:03:22
 11/17/YY 23:03:06          Retroactive Pay (EDRA)             Userid:  ABCDE
 ID: 123456789 Name: RETRO,RHONDA                              Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of 1
 C                                                                             
   Seq:  00005  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723
   DOS: REG Rate: 00100.00 S :   Time: 1.0000 H%: %                           
   Per End: 1130YY Pay Cyc: M RAI: A WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
 Next Func:      ID: 123456789 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                 
 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 notification 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 be returned to the EDRA screen that should display both sequence number 0004 and 0005 and the message "Update process complete" as shown below.

PPETRA0-E0967               Dept. Time Reporting              12/06/YY 17:03:22
 11/17/YY 23:03:06          Retroactive Pay (EDRA)             Userid:  ABCDE   
 ID: 123456789 Name: RETRO,RHONDA                              Emp Status: A  
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of  1
 C                                                                              
   Seq:  00004  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723   
   DOS: REG Rate: 00100.00 S :   Time: 1.0000 H%: %                              
   Per End: 1031YY Pay Cyc: M RAI: A WSP:                                       
                                                                                
   Seq:  00005  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723   
   DOS: REG Rate: 00100.00 S :   Time: 1.0000 H%: %                              
   Per End: 1130YY Pay Cyc: M RAI: A WSP:
                                                                                
   Seq:         LACFPS:                              E:   T:   D:   Ttl:        
   DOS:     Rate:          S:   Time:        H%:                                
   Per End:        Pay Cyc:   RAI:   WSP:                                       
                                                                                
 Next Func:      ID: 123456789 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                   
 U0007  Update process complete
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump                              5-CANCEL                  
 F:                           9-UPDATE


To process the payment for the month of December, the copy command could be used again. The "C" could be entered next to either sequence number. The enter key should then be pressed and the EDRA screen will be displayed with sequence number 00006. The preparer would change the pay period end date as necessary.

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 F9 again to update the transaction and send out the PAN. The user will be returned to the EDRA screen which should have all three lines that were entered and the message "Update process complete".

Note: The transactions for all three months could all have been entered to begin with so that only one PAN was issued but then the copy command could not have been used.

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

Hourly Rate Adjustments

For an employee who is paid hourly, including monthly employees whose overtime rate needs to be corrected, the steps to complete the transaction would be the same. The differences would be in the format of the pay rate, the time entered, the H/% indicator, the period ending, and the pay cycle. 

The following fields are formatted differently when processing an hourly rate adjustment:

In addition:

Note: If the rate has decreased, this would be an overpayment so refer to the Special Processing Section E8.0 on overpayments and credits.

PPETRA0-E0967               Dept. Time Reporting              04/03/YY 17:03:22
 03/18/YY 23:03:06          Retroactive Pay (EDRA)             Userid:  ABCDE
 ID: 555222444 Name: BYTHEHOUR,BETTY                           Emp Status: A
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle:  B1            Page  1 of 1
 C                                                                            
   Seq:  00004  LACFPS: 4 660525      19900        2 E: E T: 2  D:   Ttl: 4723
   DOS: REG Rate:  1.2500  S:  Time: 80.00 H%: H                             
   Per End: 0323YY Pay Cyc: B RAI: A WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
   Seq:         LACFPS:                              E:   T:   D:   Ttl:       
   DOS:     Rate:          S:   Time:        H%:                               
   Per End:        Pay Cyc:   RAI:   WSP:                                      
                                                                               
 Next Func:      ID: 123456789 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 1231YY                                  

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


Once the fields have been completed, the enter key should be pressed and if there are no errors, the message "Input Accepted" will be displayed and the rate and the hours 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 should 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 EDRA screen that should display the message "Update process complete".

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

By Agreement Rate Adjustments

To correct the amount of a "by agreement" payment already issued to an employee, the steps to complete the transaction would be the same. The following fields are different when processing a by agreement rate adjustment:

In addition:

Note: If the amount decreased, this would be an overpayment so refer to the Special Processing Section E8.0 on overpayments and credits.

PPETRA0-E1064               Dept. Time Reporting              05/21/YY 11:16:01
 04/09/YY 23:06:25          Retroactive Pay (EDRA)             Userid:  ABCDE   
 ID: 332255667 Name: ADJUSTMENT,PAYMENT                        Emp Status: A  
 Pay End: 05/31/YY Check Date: 05/31/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
   Seq:         LACFPS: 4 660525      19900        0 E: E T: 5 D:   Ttl: 1111   
   DOS: BYA Rate:  66.67    S:   Time:        H%:                                
   Per End: 0131YY Pay Cyc: M RAI: A WSP:                                       
                                                                                
   Seq:         LACFPS:                              E:   T:   D:   Ttl:        
   DOS:     Rate:          S:   Time:        H%:                                
   Per End:        Pay Cyc:   RAI:   WSP:                                       
                                                                                
   Seq:         LACFPS:                              E:   T:   D:   Ttl:        
   DOS:     Rate:          S:   Time:        H%:                                
   Per End:        Pay Cyc:   RAI:   WSP:                                       
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 Seq No:        Pay Cycle:    Pay End:                                          
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


Once the fields have been completed, the enter key should be pressed and if there are no errors, the message "Input Accepted" will be displayed and the rate and the hours 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 should 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 EDRA screen which should display the message "Update process complete".

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

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.

to top


Previous Next