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

D9.0  MASS EXPENDITURE TRANSFER - EDTM


The mass transfer screen is used to transfer from two up to the total number of consecutive lines of Payroll Expense with the SAME location, account, fund, cost center, project, or sub to a new same location, account, fund, cost center, project, or sub. Up to ten pages of expenses on the PPP5302 can be transferred at once as long as the FAU is the same.  Mass Transfers should be scheduled for the next available payday on the current PPS Schedule.

The EDTM function cannot be used for transferring expense for one line of expense from the PPP5302 nor is it to be used for transferring portions of the original charge -- the transfer must be for 100% of the original charge.

PPEDTM0-E0967               Dept. Time Reporting              10/18/YY 08:44:52
                           Mass Exp. Trans. (EDTM)             UserID:  ABCDE
 Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO                        
                                                                             
                                                                             
 PPP5302 Information:                                                        
              Begin: ET Month: 0803 ET Page: 14943 ET Line: 01 Reason: C     
                End: ET Month: 0803 ET Page: 14944 ET Line: 27               
                                                                             
 Transfer From                                                         
     Loc/Acct/CC/Fund/PC/Sub: 4 660500      19900        1                   
                                                                             
 Transfer To                                                            
     Loc/Acct/CC/Fund/PC/Sub: 4 660525      19900        1                  
                                                                            
 Original Gross Earnings: 0169132.85 Sign:                                  
                                                                             
 Next Func:      ID:           Name:                            SSN:         
                Pay Cycle:    Pay End:                                       
 U0001  Input accepted                                                       
                                                                             
 ===>                                                                        
 F:   1-Help      2-Jump                              5-CANCEL               
 F:                           9-UPDATE


The EDTM screen above is completed to transfer $169,132.85 (all the lines on pages 14943-14944) from account 4-660500-19900-1 to account 4-660525-19900-1. The system will automatically transfer the associated benefits based on the gross transferred. Like the EDTS function, the fields on the EDTM screen are completed in a two step process:

  1. Enter the beginning PPP5302 record keys (ETMO, ETPG, and ETLN), the reason code, and the ending PPP5302 record keys. Press the enter key. The system should then display the FAU which corresponds to the PPP5302 record keys on the "Transfer From" line. Note: if the FAU is not what you expected to see, 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 notification 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 08:44:52
                                 Comments Entry                Userid:  ABCDE
                                                                  Page 01 of 01
 App: EDB Tran: EDTM   Userid: ABCDE     Date: 10/18/YY  Time: 08:44:52

 Description of Content:  TRF - EDTM                               
                                                                                
                                                                                
 ---------------------------------- Comments -----------------------------------
 ABCDE     The new account 660525 effective Sept. 1st was not set up in time 
           to process payments on it for the month of September. Transfer
           processed to move expenses for salaries for all employees to the
           correct account.  


                                                                               
                                                                               
 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 08:44:52
                            Notification Preparation           Userid:  ABCDE 
                                                                Page:  01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: ********  Time: ********        
 TRF - EDTM
 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 be returned to the EDTM screen, which should display the message "Update process complete" as shown below.

PPEDTM0-E0967               Dept. Time Reporting              10/18/YY 08:44:52
                           Mass Exp. Trans. (EDTM)             UserID:  ABCDE
 Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO                          
                                                                               
                                                                               
 PPP5302 Information:                                                          
              Begin: ET Month: 0803 ET Page: 14943 ET Line: 01 Reason: C       
                End: ET Month: 0803 ET Page: 14944 ET Line: 27                 
                                                                               
 Transfer From                                                         
     Loc/Acct/CC/Fund/PC/Sub: 4 660500      19900        1                     
                                                                               
 Transfer To                                                           
     Loc/Acct/CC/Fund/PC/Sub: 4 660525      19900        1                     
                                                                               
 Original Gross Earnings: 0169132.85 Sign:                                     
                                                                               
 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:  In addition to the information in this manual, our How To Portal Page provides some additional examples of processing payroll expense transfers.

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