PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION E - SPECIAL PROCESSES

E6.0  INVALID ACCOUNTS

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

Sometimes pay transactions, expense transfers, or overpayments are processed and are included on the Payroll Expense Distribution but are not included on the general ledgers. They are not included because the transactions contain information that cause the entry to be "invalid". The following would cause invalid entries:

When a transaction becomes invalid, the information will still appear on the PPP5302 Distribution of Payroll Expense. The amounts of the expense will not be included in the totals of the department's General Ledger. Instead, the information can be found on an Invalid Account Report.

Two reports are available to the department on Document Direct/RDS:

The department is responsible for reviewing the reports and making the corrections.

E6.1  PRS469 - Invalid Account Funds in the Payroll Monthly File

PRS469 /PRS469                                    UNIVERSITY OF CALIFORNIA-LOS ANGELES               PAGE NO.         000004
RETN: SEE RPTS DISP SCHEDULE/DIST.                         PAYROLL PROCESSING                          RUN DATE     01/03/YY
                                     REPORT LISTING INVALID ACCOUNT FUNDS IN THE PAYROLL MONTHLY FILE
                                                     FOR PAY PERIOD :  DECEMBER 20YY
DEPARTMENT :  3565   PAYROLL
                                   TR.    EMPL.                                 TITLE            WORK  PAY CYCLE
LOC  ACCOUNT/CC/FUND/PROJECT/SUB  CODE   NUMBER     ***** EMPLOYEE NAME *****   CODE        DOS  STUDY   CODE    GRS. AMOUNT
 4    402101-  -61102-      -2     E1   123456789   AUDIT,ANNA                  7243        REG                     506.52-
                                                                           *** TOTAL FOR  4-402101-  -61102 ==>     506.52-
 4    402130-  -66024-      -2     H2   345678901   TELL,WILLIAM                4724        REG          B           28.58
                                                                           *** TOTAL FOR  4-402130-  -66024 ==>      28.58
 4    402158-  -23498-      -1     TX   456789123   VOCATION,IVAN               4672        REG    F     B          109.55
                                                                           *** TOTAL FOR  4-402158-  -23498 ==>     109.55


The PRS 469 lists current month invalid transactions. New invalid transactions will be listed along with corrections. This report contains the invalid account/cost center/fund/project/sub plus the type of transaction (Tr. Code), the employee number, employee name, title code, DOS code, work study code, pay cycle code, and the gross amount. The following transaction codes may appear on the PRS 469:

TR. Code Explanation
AP Invalid FAU on a transaction processed on the EDAP screen.
E1 Invalid FAU on the "TRANSFER FROM" line of an Expense Transfer. (Can include correction transactions from previous periods.)
E3 Invalid FAU on the "TRANSFER TO" line of an Expense Transfer.
FT Invalid FAU on a transaction processed on the EDFT screen.
LX Invalid FAU on an LX transaction processed on the EDLR screen.
RA Invalid FAU on a transaction processed on the EDRA screen.
RX Invalid FAU on an RX transaction processed on the EDLR screen.
AU Invalid FAU on an "automatic payment" for an employee paid on an exception time basis. EDB correction also required.
TE Invalid FAU on an adjustment transaction processed on the roster for an employee paid on an exception time basis. EDB correction also required.
TX Invalid FAU on a roster transaction processed for an employee paid on a positive time basis. EDB correction also required.
H Invalid FAU processed on a Handdrawn. Consult Payroll prior to processing any corrections.
O Invalid FAU processed on an overpayment. Consult Payroll prior to processing any corrections.
R Invalid FAU processed on a Rush Check. Consult Payroll prior to processing any corrections.

 

E6.2  FSO323 - Invalid Transactions by Account

UNIVERSITY OF CALIFORNIA, LOS ANGELES
FSO323A    LOCATION 4                                 INVALID TRANSACTIONS BY ACCOUNT                     RUN: 01/08/YY               PAGE 1
                                                               AS OF 12/31/YY                                  04:26:19
PART A: PAYROLL SUSPENSE TRANSACTIONS                                         DEPARTMENT: 3565  PAYROLL

LIN
MON

TE

POINT
ENTRY

TRANS
NUMBER

SEQ

ACCOUNT/CC

FUND

PROJECT

FIN
CLASS

SOURCE

DOC
DATE

    DESCRIPTION/REFERENCE     

P
F

PROCESS
DATE

AMOUNT

DEBIT

CREDIT

MMM




MMM

53




53

1218




1221

06D10




06D10

33




46

402130




402158

66024




23498



021130




011140



1231YY




1231YY

DEC PAYROLL
ACCT/CC/FND NOT ON AF TABL
FUND NOT ON FN TABLE

*** TOTAL ***

DEC PAYROLL
SUB/OBJ NOT ON SUBOBJ TABL
*** TOTAL ***


0107YY




0107YY

28.58


28.58

109.55

109.55

 


The FSO323 report shows an accumulation history of invalid transactions. Account/cc/fund information along with the PPP5302 date and error message are shown for each transaction listed on the FSO323. When corrections are processed, the correction transaction will display on the PRS469 but may not display on the FSO323 if the correction processed is for the exact amount of the original invalid transaction.

For example, on the PRS469 report shown above, there are three transactions displayed. Two of them also display on the FSO323 shown above because they are new invalid transactions for the current month. Because the expense transfer transaction (TR code of E1) for Anna Audit displayed on the PRS469 is a correction transaction which clears out invalid account 4-402101-61102-2, the correction does not appear on the FSO323.

The following information can be found on the FSO323 report:

Heading Full Name Definition
LIN MON Linear Month A three digit number identifying the month that the transaction was processed in the Financial system.
TE Type Entry Code indicating the type of transaction. 53=Financial Journal, Payroll Distribution.
Point Entry Point of Entry Code that identifies the physical input source that initiated the transaction.
Trans Number Transaction Number Identifies the source document or the automated system that provided the transaction. The first two numbers (06) identify the fiscal month and the last three characters (D10) indicates that the transaction came from the Payroll system.
SEQ Sequence Number Uniquely identifies each transaction line item and the order in which the transaction was passed to the financial system.
FIN CLASS Financial Class The first two characters are the sub account and the last four characters are the object code.
DOC DATE Document Date For payroll transactions, this is the last day of the month in which the transaction was actually processed.
DESCRIPTION Description Indicates the month the transaction was processed and the associated error messages:
ACCOUNT/CC FUND NOT ON AF TABL - Non-existent account or the Account/CC/Fund is not linked or it is a new account not yet set up
FUND NOT ON FN TABLE - Non-existent fund or the fund is not linked or it is a new fund not yet set up
ACCT/FUND CLOSED - Old account which is no longer used.
ACCT-FUND REQUIRES COST CENTER - Account/fund has a cost center associated with it.
SUB/OBJECT NOT ON SUBOBJ TABLE - Invalid Title Code or Invalid Sub (Example: Sub 0 or 1 on work study)
PROCESS DATE Process Date The date the transaction was passed from the PPS to the Financial System.

 

E6.3  Correcting Invalid Transactions

When correcting invalid transactions for salary expense, it is helpful to compare the FSO 323 to the PRS469 report and the corresponding PPP5302.  The errors can be grouped into three types and the correction(s) required vary with each type.

  1. Errors from an EDAT Transaction - If the mistake is on an Expense Transfer (E1 or E3), or other Department Adjustment Transactions (AP, FT, LX, RA, or RX), process an on-line payroll expenditure transfer using either the Single Transfer (EDTS) or the Mass Expense Transfer (EDTM) function to transfer the salary expense to the correct account/cc/fund/sub.

    At the PAN screens, include in the comments that the expense transfer is to correct an invalid transaction and then add Payroll Services as a carbon copy recipient of the PAN.
  2. Errors from Automatic Payments and/or Roster Transactions - If the mistake is directly from an automatically paid transaction (AU) or from a roster transaction (TX or TE), it is necessary for the EDB preparer to correct the account/cc/fund/sub on-line on the EAPP screen and for the PTR preparer to process an on-line payroll expenditure transfer to transfer the salary expense to the correct account/cc/fund.

    At the PAN screens, include in the comments that the transaction was processed to correct an invalid account and then add Payroll Services as a carbon copy recipient of the PAN.
  3. Errors from Handdrawns, Overpayments or Rush Checks - If the mistake is from a Handdrawn (H), Overpayment (O), or Rush Check (R) transaction, consult Payroll Services prior to processing a correction. Handdrawn, Overpayment, and Rush Check transactions require Payroll Services intervention. If you believe the department’s original transaction was entered correctly, and the mistake was made by Payroll Services, we will correct it.

    However, if the mistake occurred on the original transaction processed by the department, the department will be responsible for processing the on-line payroll expenditure transfer to transfer the salary expense to the correct account/cc/fund/sub; including in the comments that the transaction was processed to correct an invalid account; and adding Payroll Services as a carbon copy recipient of the PAN.

When invalid account adjustments are processed, benefit amounts may not clear even though the salary expense has zeroed. This happens when the entry that is being cleared is old, the date to process a Single Transfer or Mass Expense Transfer on-line has expired, and it was necessary to submit the paper form UPAY 646-4. If this type of charge appears on your FSO, contact Payroll Services and we will clear these remaining balances to where the corresponding salary expense was charged.

Benefit adjustments are processed by Payroll Services on financial journals. Invalid account adjustments will appear on your general ledger with journal numbers 900 through 910. The object code generally used to clear all benefits expense by Payroll Services is 8291. 8292 or 8293 may also be used if Payroll Services can determine that one of those codes would be more appropriate than 8291.

If you have any questions on invalid accounts or need any assistance when processing corrections, please contact Payroll Services.

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