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

D10.0  PAYROLL EXPENDITURE TRANSFER - UPAY 646

Note:  This page should be printed landscape with .05 left and right margins.

Due to limited mainframe computer disk space, Transfer of Expense (TOE) table data cannot be maintained for more than thirteen months. (Consult the current PPS Schedule for deadlines). Therefore, if there is a need to transfer older expense data, submission of the paper form UPAY 646-4 (R3/96) is required.  Note: The UPAY 646 form is available on the Payroll Services Forms Page.

As with the on-line expense transfer screens, all information needed to complete the older transfer is found in the monthly Distribution of Payroll Expense Report (PPP5302). For each transfer, the original gross and benefit charges are specified with the amount of the gross to be transferred. Each line to be transferred must be individually prepared.

There are three transfer sets on each form. Each set consists of three transactions: E1, E2, and E3. The first two transaction lines (E1 and E2) require that all fields be filled directly from the Distribution of Payroll Expense Report by copying the original distribution data. All data must be copied unless blank. The third transaction line (E3) is for the "Transfer To" information. 

A description of each of the data fields on the UPAY 646 form is provided below:

It is important to complete each field on the UPAY 646 form correctly. Errors on the forms may delay processing -- if a copy of the original PPP5302 is attached to the back of the form, it will help Payroll Services to correct the form without returning it to the department for more information.

D10.1  UPAY 646 - Payroll Expenditure Transfer Form

upay646.gif (107380 bytes)


D10.2  UPAY 646 Example

Tina Transfer was paid 10% on fund 61052, 60% on fund 33992, and 30% on fund 30292 for the month of May. She should have been paid 40% on fund 61052, 30% on fund 33992 and 30% on fund 30292 because she increased the amount of time she was working on fund 61052 at the request of the P.I. Since Payroll Services waited more than one year to process the transfer for Tina Transfer, the UPAY 646 form would have to be used to process the adjustment.

PPP5302/PPP530 /1011YY
RETN: SEE RPTS DISP SCHEDULE/DIST.
PROCESS MONTH: MAY
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PAYROLL PROCESSING
DISTRIBUTION OF PAYROLL EXPENSE
PAGE NO: 011408
RUN DATE 05/26/YY
ET MO: 0811 PG:11408
 
ACCOUNT TITLE
        PAYROLL
FUND TITLE
     DHHS/NIAAID 3U01AI365265-03

4-660500- -33992-
MAIL TO: PAYROLL
         10920 WILSHIRE BLVD, #620
         141648

3565
L
IN
NO
E
-PAR-
 C  D
 T  I
 L  S
EMPLOYEE
NAME
EMPLOYEE
I.D.
TTLE
CODE
PERIOD
END
DATE
OBJ
CODE
 
DOS
 
TIME
PAY
RATE
A
D
J
GROSS
EARNINGS
P
L
A
N
RETRMNT
MATCHNG
CONTRIB
UCLA
FEE
REM
OASDI
MEDCR
DENTAL
VISION
HEALTH
ANNU
UI &
GSH
WC &
ESP
LIFE
UCNDI
OPFR
TOTAL
BENEFITS

01

197002
SUBACCOUNT 2 TRANSFER,TINA
948015300

7263

0531YY

1120

REG

.6000%

3781.00


2268.60

U

.00

.00

173.55

149.70

.00

17.02

7.56

347.83
PAYROLL/PERSONNEL
PAYROLL EXPENDITURE TRANSFER
UPAY 646 (R7/04) R1591
 
Page
1 OF 1
Campus
UCLA
Department Name
Payroll
Recording No. Prefix or Service No.
 
Date Prepared
10/10/YY
Prepared by
Dept. Preparer
Signature
Dept Preparer
Telephone Extension
55555
EMPLOYEE ID PPP 5302 DIST OF PAY EXP. TRANSFER FROM  EMP
REL
APPT
TYP

DUC
TITLE
CODE
PAY PER END  DESC
SERV
  
TIME
H
%
PAY RATE CYC RAI ORIGINAL
GROSS
EARNINGS
S
9488015300 ETMO ETPG ETLN LOC ACCOUNT COSTCENTER FUND PROJECT SUB MM DD YY
1
C
SEQUENCE_NO  10
E1
0811 11408 01 4 660500
33992
2


7263 05 31 YY REG .6000 % 3781.00 M   2268.60
  PLAN RETIREMENT MATCHING CONTRIB S
UCLA FEE REM
IAPOF
S OASDI/
MEDICARE
S DNTL/MED/OPT
OPEB/BEN ADM
S UI/
GSH
S WC/ESP
GSPF2
S LIFE/UCNDI
OPFR
S IAP/
LEAVE
S TOTAL
BENEFITS
S
1
C
SEQUENCE_NO  10
E2
U



173.55
149.70
         

17.02
7.56


347.83
  EMPLOYEE NAME HOURS/% OF TIME
TO TRANSFER
TRANSFER GROSS
EARNINGS
 
S
TRANSFER TO R
C
LOC ACCOUNT COSTCCENTER FUND PROJECT SUB
1
C
SEQUENCE_NO  10
E3
  30% 1134.30
4 660500
61052
2 B
REASON CODES (RC) - Enter Reason Codes (from list below) in RC column above for each transfer completed.  Explain fully in comments area, use a separate sheet if necessary and attach to back of form.
*A. Late receipt of information that services were performed under the account being charged. One-time expenditure adjustment; employee is not expected to perform services again under this account.
B. Late receipt of information that services were performed under the account being charged. Employee is expected to perform services again under this account.
C. Other. Explain Below.
COMMENTS/EXPLANATION:

Employee increased the percent of time on project beginning in May. Fund manager discovered error when reconciling account. EDB has been updated.
DEPARTMENTAL CERTIFICATION AND APPROVAL
               DEPARTMENTAL

Department payroll and time records have been corrected to support and justify the above adjustments including those necessary to support Federal Contracts and Grant reporting requirements.
          FEDERAL CONTRACT GRANT

Approval signature must be Principal Investigator, Department Chairperson or other Academic official.
                *REASON CODE A

Individuals authorized to approve personnel actions must also sign this form.
AUTHORIZED SIGNATURE & DATE

MSO of Payroll, 10/11/
YY
AUTHORIZED SIGNATURE & DATE

Principal Investigator, 10/11/
YY
AUTHORIZED SIGNATURE & DATE
AUTHORIZED SIGNATURE & DATE


AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE
AUTHORIZED SIGNATURE & DATE


AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE


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

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