PTR MANUAL

UCLA Payroll Services

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

E9.0  RUSH CHECKS


The rush check process provides special checks to employees who have not been paid on their regularly scheduled payday.

Payroll Services will process rush checks for transactions entered on any of the following screens:

EDAP Additional Pay
EDFT One Time Payment
EDLR Late/Reduce Pay

To request a rush check, enter the transaction(s) on the appropriate screen. In the comments section of the PAN request a rush check for the transaction. Refer to Rush Check PAN Comments for more details on the appropriate PAN comments language and format. Payroll Services has a special rush check web page used to provide notification to departments of the availability of direct deposits and paper checks.  Instructions for registering for the rush check web page are provided in the PTR classes. 

UCENPR0-E1415               PostAuth Notification             12/07/YY 13:58:00
                            Notification Preparation           Userid:  ABCDE
                                                                 Page 01  of 01
 Employee: NEWHIRE,NED                  Preparer: PATRICIA PREPARER
       ID: 555777999                    Phone:    (   )    -
   Action: FT-One Time Payment          Email:    PPREPARER@UCLA.EDU
 --------------------------------  Reviewers  ----------------------------------
 C UserID                        Type   Primary
 --------------Email---------------         ----------------Name----------------
   PPPPP                           M
   PPPPPP@AIS.UCLA.EDU                            P PPPPP
   TTTTT                           M
   TTTTT@FINANCE.UCLA.EDU                         T TTTTT
   KKKKK                           M
   KKKK@AIS.UCLA.EDU                              K KKKKK
   PPPAY                           U
   PAYROLL@FINANCE.UCLA.EDU                       PAYROLL NOTIFICATION
 Next Func:
 ===>
  F:  1-Help                  3-Return                            6-Directry
  F:              8-Forward   9-Update   10-Comments 11-Detail


Please note that once a payment is in the compute process a rush check cannot be processed. If you are requesting a rush check, 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 a rush check. Refer to the current PPS Schedule and the Pay Compute article for more information.

Payroll Services will "bypass" the transaction from the scheduled payday. The transaction will be listed on the Transaction List Screen (IDTL). The preparer can view the detail of the transaction by pressing "enter" next to the sequence number for the transaction. The screen will be displayed showing the detailed information with a "B" under the "C" column indicating the transaction has been bypassed. Please note that a duplicate payment has not occurred as long as a "B" appears next to the transaction on the EDAP, EDFT, or EDLR screen.

While Payroll Services will generally honor all requests for special checks, if a transaction has more than 6 lines Payroll Services will process a 60% advance on it, submit the transaction for the pay cycle scheduled by the department, and deduct the 60% advance from the payment.

E9.1 Rush Check Guidelines

Some guidelines to follow when processing rush check requests are provided below:

Schedule

Processing Rush Check Transactions

Taxes

Pick up Procedures

If you have any questions on how to process the PTR transactions please call the Payroll Services hotline at (310) 794-8752.

E9.1a  Rush Check Request PAN Comments

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

Example 1 - Rush Check Request PAN Comments Template

Use this format and language for Rush Check request PAN Comments: 

Line 1: Rush Check Request; Page X of X.

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

Line 3: Distribution of check: paper, direct deposit, etc.

Line 4: Reason for rush check request

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: AP-Additional Pay        Email: Mothernature@ucla.edu

                                                                             

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

 ABCDE     RUSH CHECK REQUEST; PG 1 OF 3

           DEPARTMENT CODE: 1234 

           DISTRIBUTION OF CHECK: DIRECT DEPOSIT

           REASON FOR RUSH CHECK REQUEST: EMPLOYEE WAS UNDERPAID FOR

           PAY PERIOD ENDING 01/08/11.

           EMPLOYEE’S TIME SHEET REFLECTED 80 HOURS BUT ONLY 8 HOURS

           WERE ENTERED ON THE ROSTER.  THIS TRANSACTION IS TO PAY THE

           ADDITIONAL HOURS.  

                                                                    

                                                                              

 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 Rush Check Request PAN Comments Template

Sometimes the PTR Preparer may need to make a correction to a previously sent rush check request transaction, (i.e. change hours, change DOS code, 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 rush check request submitted on MM/DD/YY; Page X of X.

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

Line 3:  Distribution of check: paper, direct deposit, etc. 

Line 4: Reason for correction.

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: AP-Additional Pay        Email: Mothernature@ucla.edu

                                                                              

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

 ABCDE      CORRECTION TO PREVIOUS RUSH CHECK REQUEST SUBMITTED ON 01/22/11; 

            PG 1 OF 1

            DEPARTMENT CODE: 1234

            DISTRIBUTION OF CHECK: PAPER CHECK

            TO CORRECT THE DOS CODE USED ON PREVIOUS REQUEST.

            THE EMPLOYEE WORKED 8 HOURS OF OVERTIME DURING PAY PERIOD

            01/08/11.                                                    

                                                                              

 Next Func:

                                                                             

 ===>                                                                        

 F:   1-Help                  3-Return                                       

 F:                           9-UPDATE   10-NotfPrep 11-Detail    

 

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