PTR MANUAL

UCLA Payroll Services

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

E8.0  OVERPAYMENTS AND CREDITS


There are times when employees are overpaid and adjustments must be submitted to correct pay. Transactions to completely reverse a payment or reduce the amount of time paid to an employee should be processed on the late/reduce pay screen (EDLR). Transactions to reduce the rate paid or reduce the amount of a by-agreement payment should be processed on the retroactive pay screen (EDRA). Refer to Section D for information on using the EDLR and EDRA screens.

Adjustments can be processed in one of two ways. Regardless of the method used, it is important to note that the entire amount of the adjustment must be scheduled at one time.

E8.1 Method 1

Reversal/reductions can be processed against an employee's current pay cycle if ALL of the following conditions are met:

  1. The credit is for a small amount,
  2. The employee agrees in advance to the reduction,
  3. The overpayment occurred within the current calendar year.

For example, a by-agreement payment of $250.00 was processed by the PTR preparer on August 14th for a monthly employee. The PTR Reviewer in the department noticed on August 16th that the amount was supposed to have been $200.00 and asked the preparer to process a correction. The preparer informed the employee of the mistake and processed the following transaction to deduct $50.00 before the day of the Pay Compute for the monthly payday:

PPETRA0-E1064               Dept. Time Reporting              08/19/YY 11:16:01
 07/09/YY 23:06:25          Retroactive Pay (EDRA)             Userid:  ABCDE   
 ID: 332255667 Name: ADJUSTMENT,PAYMENT                         Emp Status: A
 Pay End: 08/31/YY Check Date: 08/30/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:  50.00    S:- Time:        H%:                                
   Per End: 0831YY 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


Note
:  Refer to the current PPS Schedule for pay compute dates.

E8.2 Method 2

If the overpayment cannot be processed against the employee's current pay cycle then Payroll Services must be instructed to bill the employee by taking the following steps:

  1. The department should process a reversal/reduction on the EDLR or EDRA screen for a future pay cycle for the employee (not for the current or next available payday).
  2. The department should add Payroll Services as a carbon copy recipient on the PAN notification preparation screen.
  3. In the comments the department should request that the employee be billed for the overpayment.

Note:  It is important that the transaction be scheduled for a future pay cycle, at least two biweekly pay cycles or two monthly pay cycles in the future to allow time for Payroll Services to receive the request, bypass the transaction, and process it as an overpayment. Refer to the current PPS Schedule and the Pay Compute article for more information.

In the example below, a biweekly employee was overpaid on July 24th because she was off work for two days to take care of personal business and did not have vacation accruals available to cover the time off. The department entered the correction on July 30th and scheduled the transaction for the last biweekly payday in August.

PPETLR0-E0967               Dept. Time Reporting              07/30/YY 11:17:43
 07/06/YY 23:05:19          Late/Reduce Pay (EDLR)             Userid:  ABCDE 
 ID: 111222777 Name: OVERPAID,PERSON                            Emp Status: A 
 Pay End: 08/10/YY Check Date: 08/21/YY Pay Cycle:  B1            Page  1 of 1
 C                                                                            
   Seq:  00051 Tr: RX Per End: 0713YY Pay Cy: B Dst: 21 E: E T: 4 D:  Ttl: 4672
   LACFPS: 4 444937      79667        2 Rate: 009.2800 AH: H    Prorate:         
   DOS: REG Time: 16.00  H%: H DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:    T   D:  Ttl:     
   LACFPS:                              Rate:          AH: H    Prorate:        
   DOS: REG Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:   
   LACFPS:                              Rate:          AH:      Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 111222777 Name:                            SSN:          
 Seq No:        Pay Cycle: B1 Pay End: 0810YY                                 

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


On the PAN (not shown) the department included comments that said "Employee overpaid by 16 hours for the pay period ending 7/13/YY.  Payroll Services, please bill the employee for the overpayment."  See Overpayment PAN Comments for more details on the appropriate PAN comments language and format.

Payroll Services will "Bypass" the transaction from the scheduled pay cycle and manually process the overpayment to compute the net amount owed. After Payroll Services bypasses the transaction(s), it will still be listed on the Transaction List Screen (IDTL). The preparer can view the detail of the transaction(s) by pressing "enter" next to the sequence number for the transaction. The EDLR or EDRA screen will be displayed showing the detailed information with a "B" under the "C" column indicating the transaction has been bypassed. (Refer to D11.0 on the Transaction List for detailed information on how to access and read the IDTL screen.)

The department will receive a credit for the gross amount of the overpayment. Payroll Services will bill the employee for the net amount owed. If the employee does not respond to the overpayment letters the account will be turned over to an agency for collection. At that time the net amount of the overpayment will be journaled to the department. Any payment collected by the agency less fees will be credited to the department.

Note: In addition to the information in this manual, our How To Portal Page provides additional information on the overpayment process and an example of how to process an overpayment.

E8.2a  Overpayment PAN Comments

In order to ensure appropriate processing, departmental PTR Preparers should use the following PAN comments when requesting an overpayment for an employee.

Example 1 - Overpayment Request PAN Comments Template

Use this format and language for Overpayment request PAN Comments: 

Line 1: Overpayment request: Page X of X.

Line 2: Department Code: (The department's 4 digit FS code)

Line 3:  Check date of overpayment: MM/DD/YY.

Line 4: Overpayment reason: (Please give very detailed information regarding reason for overpayment).

Line 5: Any other comments as needed for PTR preparers or for departmental review.

An example is shown below.

 UCEOMO-E0863                PostAuth Notification           02/28/YY 09:32:38

                                 Comments Entry              Userid:  ABCDE

                                                                 Page 01 of 01

 Employee: BO PEEP                     Preparer: MOTHER NATURE   

       ID: 901000005                   Phone: (310) 794-8723

      Action: RX-Bill the employee        Email: Mothernature@ucla.edu

                                                                             

 --------------------------------- Comments ---------------------------------

 ABCDE      OVERPAYMENT REQUEST;  PG 1 OF 3

            DEPARTMENT CODE: 1234

            CHECK DATE 02/01/11

            OVERPAYMENT REASON: EMPLOYEE TURNED IN LATE TIMESHEET SHOWING             HOURS NOT WORKED.  EMPLOYEE HAS NO LEAVE HOURS AVAILABLE SO THE

            HOURS NOT WORKED SHOULD BE LEAVE WITHOUT PAY.

            PLEASE BILL EMPLOYEE

                  

                                                                     

                                                                             

 Next Func:

                                                                             

 ===>                                                                        

 F:   1-Help                  3-Return                                       

 F:                           9-UPDATE   10-NotfPrep 11-Detail    

 

Before updating, the preparer must add Payroll Notification in order for Payroll Services to receive a PAN. 

This can be done by pressing the F10 key.

Example 2 - Correction to Overpayment Request PAN Comments Template

Sometimes the PTR Preparer may need to make a correction to a previously sent overpayment request transaction, (i.e. change hours, change pay period end date, reverse the transaction, etc.). 

Use the following format and language to make a correction to a previously submitted Overpayment request PAN Comments: 

Line 1: Correction to overpayment request; Page X of X.

Line 2: Department Code: (The department's 4 digit FS code)

Line 3:  Check date of overpayment.

Line 4: Overpayment reason: (Please give very detailed information regarding reason for overpayment).

Line 5: Any other comments as needed for PTR preparers or for departmental review.

An example is shown below.

 UCEOMO-E0863                PostAuth Notification           02/28/YY 09:32:38

                                 Comments Entry              Userid:  ABCDE

                                                                 Page 01 of 01

 Employee: BO PEEP                     Preparer: MOTHER NATURE   

       ID: 901000005                   Phone: (310) 794-8723

      Action: RX-Bill the employee        Email: Mothernature@ucla.edu

                                                                             

 --------------------------------- Comments ---------------------------------

 ABCDE      CORRECTION TO PREVIOUS OVERPAYMENT REQUEST;  PG 1 OF 3

            DEPARTMENT CODE: 1234

            CHECK DATE 01/03/11

            OVERPAYMENT REASON: EMPLOYEE IS ON A LEAVE WITHOUT PAY.  THE

            LEAVE BUNDLE WAS NOT PROCESSED BEFORE THE PAY COMPUTE AND THE

            EMPLOYEE IS A TIME CODE R SO THEY WERE PAID AUTOMATICALLY BY

            THE SYSTEM. WRONG PAY PERIOD END DATE WAS USED ON PREVIOUS

            REQUEST.

            PLEASE BILL EMPLOYEE

                  

                                                                     

                                                                             

 Next Func:

                                                                             

 ===>                                                                         

 F:   1-Help                  3-Return                                       

 F:                           9-UPDATE   10-NotfPrep 11-Detail    

 

E8.3 Flush Report

As part of the pay compute process, the system adds together all the transactions entered through the payroll time reporting process and produces a report of all transactions which could not be processed because credit transactions were larger than payments. This report is called a flush report and lists the names of all the employees with negative gross pay. Payroll Services will review the flush report and contact the department Payroll Time Reporting preparer.

The most common reasons for flush conditions are:

  1. The department Payroll Time Reporting preparer entered a credit transaction and did not send a PAN to Payroll Services requesting that the employee be billed.
  2. The department Payroll Time Reporting preparer entered a credit transaction on the EDLR or EDRA screens and did not schedule the transaction for the same pay cycle as the employee's current pay cycle.

Each situation is unique and will need to be reviewed on an individual basis. Depending upon the situation, the preparer may be required to re-enter transactions for the employee.

E8.4 Returning Checks to Payroll Services

If a check is incorrect and has not been released to the employee, it should be returned to Payroll Services. At the same time, a transaction should be processed by the department to reverse the payment or to reduce the gross amount of the payment. Departments should add Payroll Services as a carbon copy recipient on the PAN notification screen, noting that the check is being returned. They should also complete the Return Check For Reversal/Reduction Form, attach the check, and return the form to Payroll Services.

Once Payroll Services receives both the returned check and the PAN, they will "Bypass" the transaction from the scheduled pay cycle so that it will not be processed against the employee’s current pay, and the employee will not be billed for the transaction. Payroll Services will notify the contact when reissued checks are ready for pick-up.

Please note this does not change the procedures for unclaimed checks. As stated in the UC Business and Finance Bulletin IA-101:

"Unclaimed payroll checks delivered to departments for distribution to employees shall be promptly returned to the campus Accounting Office with an explanation of the department’s inability to distribute the checks"

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