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

D8.0  SINGLE EXPENDITURE TRANSFER - EDTS


The single transfer screen is used to transfer all or part of a single line of Payroll Expense from the PPP5302 to a new/correct location, account, cost center, or fund, project, or sub.  Expense transfers do not affect employees' gross pay, so they do not need to be scheduled on an employee's primary pay cycle.  They should be scheduled for the next available payday on the current PPS Schedule.

PPEDTS0-E0967               Dept. Time Reporting              10/18/YY 08:42:30
                          Single Exp. Trans. (EDTS)            UserID:  ABCDE
 Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO                           
 ID: 666333999 Name: TRANSFER,SINGLE TEST                      Emp Status: A
                                                                                
 PPP5302 Information: ET Month: 0803 ET Page: 14944 ET Line: 27 Reason: A    
                                                                             
 Transfer From
     Loc/Acct/CC/Fund/PC/Sub: 4 660525      19900        1                    
                                                                              
 Transfer To
     Loc/Acct/CC/Fund/PC/Sub: 4 447638      78044        2                    
                                                                              
 Original Gross Earnings: 03860.00 Sign:   Benefits: 00880.26 Sign:           
                                                                              
 Transfer Gross Earnings: 00919.07 Sign:    Override Employee ID:             
                                                                              
 Next Func:      ID:           Name:                            SSN:          
                Pay Cycle:    Pay End:                                        
 U0001  Input accepted                                                        
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The EDTS screen above is completed to transfer $919.07 of the original gross of $3860.00 from account 4-660525-19900-1 to account 4-447638-78044-2. The system will automatically compute the amount of benefits to be transferred based on the gross transferred. The fields on the EDTS screen are completed in a two step process:

  1. Enter the PPP5302 record key (ETMO, ETPG, and ETLN) and the reason code. Press the enter key. The system should then display the FAU which corresponds to the PPP5302 record key. Note: if the FAU is not correct, press the cancel key and re-enter the PPP5302 record key information.

  2. Complete the rest of the fields on the screen:

Once the fields have been completed, press the enter key. The message "Input Accepted" should then be displayed. After reviewing the screen, the F9 key should be pressed to update the transaction.   The post authorization comments entry screen will be displayed.  The preparer should enter comments explaining the transaction such as those shown below.

UCECOM0-E0863               PostAuth Notification             10/18/YY 08:42:30
                                 Comments Entry                Userid:  ABCDE
                                                                  Page 01 of 01
 App: EDB Tran: EDTS   Userid: ABCDE     Date: 10/18/YY  Time: 08:42:30 
                                         666333999 TRANSFER,SINGLE TEST
 Description of Content:  TRF - EDTS                               
                                                                               
                                                                               
 ---------------------------------- Comments --------------------------------- 
 ABCDE   Effective Sept 25th, this employee began working in another department 
         on the same rate and title.  We agreed to let the payment go through 
         for the month of September at 1.0000% time and to process the expense
         transfer.  This transfer is to processed to transfer 40 hours or      
         .2381% to the new department.     
                                                                               
                                                                               
 Next Func:                                                                    
                                                                               
 ===>                                                                          
  F:  1-Help                  3-Return                                         
  F:                          9-Update   10-NotfPrep 11-Detail


The preparer may then press F10 to display a list of departmental reviewers on the post authorization notification preparation screen and/or add additional PAN recipients.

UCENPR0-E0863               PostAuth Notification             10/18/YY 08:42:30
                            Notification Preparation           Userid:  ABCDE 
                                                                Page:  01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: ********  Time: ********          
 TRF - EDTS                              666333999 TRANSFER,SINGLE TEST
 Description of Content:                                                      
                                                                              
                                                                              
 -------------------------------- Notifications ------------------------------
 C                  Address                  Type ----------- Name -----------
   EKPPWLT@MVS.OAC.UCLA.EDU                    M  TANG, WEN LUNG              
   EKABCDE@MVS.OAC.UCLA.EDU                    M  PALLOCK, BLAKELY            
   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 EDTS screen which should display the message "Update process complete" as shown below.

PPEDTS0-E0967               Dept. Time Reporting              10/18/YY 08:42:30
                          Single Exp. Trans. (EDTS)            UserID:  ABCDE
 Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO                        
 ID: 666333999 Name: TRANSFER,SINGLE TEST                      Emp Status: A
                                                                          
 PPP5302 Information: ET Month: 0803 ET Page: 14944 ET Line: 27 Reason: A 
                                                                         
 Transfer From                                                         
     Loc/Acct/CC/Fund/PC/Sub: 4 660525      19900        1               
                                                                         
 Transfer To                                                            
     Loc/Acct/CC/Fund/PC/Sub: 4 447638      78044        2              
                                                                        
 Original Gross Earnings: 03860.00 Sign:   Benefits: 00880.26 Sign:     
                                                                            
 Transfer Gross Earnings: 00919.07 Sign:    Override Employee ID:          
                                                                             
 Next Func:      ID:           Name:                            SSN:          
                Pay Cycle:    Pay End:                                          
 U0007  Update process complete                                               
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


The cursor will be positioned in the Next Func: field. The preparer should take one of the following actions:

Note: Additional information on processing Payroll Expenditure (Expense) Transfers is available on our our How To Portal Page.

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