PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION F - LEAVE ACCRUAL

F3.0  LEAVE ACCRUAL REPORTS

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


Two reports are produced at the time of the pay compute which specifically relate to leave accrual:

  1. Time Benefits Roster - lists all the leave activity that occurred during the pay compute by employee.
  2. Leave Accrual Exceptions Report - lists messages which indicate problems that the system encountered when processing pay transactions for employees that should have resulted in accrual adjustments or when leave was used in excess of the balance.

Samples of these reports can be found below along with an example of how to interpret the information on the Leave Accrual Exceptions report.

F3.1 Time Benefits Roster


PPP6401
RETN: SEE RPTS DISP SCHEDULE/DIST
             
DEPARTMENT  356500 - PAYROLL

UNIVERSITY OF CALIFORNIA - LOS ANGELES
PERSONNEL PROCESSING
TIME BENEFITS ROSTER

PAGE NO. 00001
RUN DATE: 11/25/YY
MONTH OF: NOVEMBER

EMPLOYEE NAME EMPLOYEE
IDENT NO.
LEAVE
TYPE
BEGINNING
BALANCE
TAKEN EARNED ADJUSTMENT LOST ENDING
BALANCE
MAXIMUM
ACCRUAL
STATUS MSG
ACCOUNT, ART 012345500 VAC 80.000000 0.000000 6.092328 0.000000 0.000000 86.092328 288.00  
SKL 144.000000 0.000000 4.061552 0.000000 0.000000 148.061552 UNLIM
PATENT, OTHA 589654123 VAC 180.000000 40.000000 12.184656 0.000000 0.000000 152.184656 288.00  
SKL 275.000000 8.000000 8.123104 0.000000 0.000000 275.123104 UNLIM
CTO 15.000000 0.000000 6.000000 0.000000 0.000000 21.000000  
  1. Header - The header of the report contains the report number, report name, the run date, page number, and the month in which the report was run. The "Run Date" is when the system printed the Time Benefits Roster. The "Month Of" field is not very specific and may not be applicable to the information shown on the Roster, therefore a "header sheet" is always enclosed with each Roster to clearly identify its origin. It is important to keep these header sheets filed with the Roster.
  2. Employee Name and Employee Ident No. - Lists the name and employee number for each employee in the department with leave activity.  The report is sorted alphabetically by employee name.
  3. Leave Type - The codes for the leave type on the Time Benefits Roster:

    These codes are the same as the DOS codes would be used to report usage.

  4. Beginning Balance - This is the same amount that appears as the ENDING BALANCE on the last Time Benefits Roster generated.
  5. Taken - Usage transactions with DOS codes of VAC, SKL, and CTO. Terminal Vacation Payments (TVP) and Comp Time Payments (CMP) will also be reflected here.
  6. Earned - This is where the automated accrual is indicated. It also reflects transactions processed using the DOS codes of VLA, SLA, and CTA.
  7. Adjustment - Amounts appearing in this column are entries made using the EDLA screen or corrections processed by Payroll Services for Trip Bonuses.
  8. Lost - When the system makes an automated accrual that exceeds in any way the employee's maximum accrual, the System indicates the amount it "took back" in this column. It compares the new balance to the Maximum Accrual column and states the difference here.
  9. Ending Balance - The ending balance is calculated as follows: (Beginning) - (Taken) + (Earned) + (Adjustment) - (Lost) = Ending Balance
  10. Maximum Accrual - The System derives the amount of the Maximum Accrual from the Leave Accrual Code on the EDB. If this Maximum Accrual amount is incorrect, send a copy of the Time Benefits Roster to the Leave Accrual desk in Payroll Services indicating the error so that Payroll Services can correct the maximum accrual amount.
  11. Status Msg - Messages concerning employees approaching vacation hours maximum, time benefits review, etc. may appear here in an abbreviated form.

F3.2 Leave Accrual Exceptions Report


PPP3908/PPLVHRS/0710YY
RETN: SEE RPTS DISP SCHEDULE/DIST.
PAY PERIOD END DATE 08/12/YY B1
UNIVERSITY OF CALIFORNIA - LOS ANGELES
PAYROLL PROCESSING
LEAVE ACCRUAL EXCEPTIONS
PAGE NO. 00001
RUN DATE: 08/17/YY
PPI: 0823YYB1 CHECK DATE 08/23/YY

EMP. ID
PRSNL
PRGM

TUC

AREP

SHC

DUC

PLN

DATE
MSG NO
DESCRIPTION
800942384
ACCRUAL,ANN
S CX C


08/12/YY 39-215 UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LV
WARNING HOURS = 11.25
942939900
STUDENT,SAM
S CX C


07/29/YY 39-215 UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LV
WARNING HOURS = 11.50
  1. Header Information - The header information includes the name and number of the report, the page number and the run date. It also includes the pay period end date, pay cycle, pay schedule, and check date.
  2. Emp. ID - This column lists the employee’s identification number and the employee’s name.
  3. Prsnl Prgm- A one letter code which represents the employee’s personnel program will appear here if the employee has an appointment on the EDB. The codes are:
  4. TUC - Title Unit Code. The collective bargaining unit associated with the title code.
    • A4=Academic Senate,
    • CX=Clerical & Allied Service,
    • EX=Patient Care Technical,
    • FX=Non-Senate Research Professionals,
    • GS=Printing Trades,
    • HX=Residual Patient Care Professionals,
    • IX=Non-Academic Senate Instructional,
    • K4=Skilled Crafts,
    • LX=Professional Librarians,
    • NX=Registered Nurses,
    • PA=Police Officers,
    • RX=Research Support Professionals,
    • SX=Service,
    • TX=Systemwide Technical,
    • Z4=Readers & Tutors,
    • 99=Indeterminate,no unit.
  5. AREP - Appointment Representation Code.

    This code may be derived by the system when an employee is paid using an adjustment transaction which does not contain all the required codes. It does not necessarily match the AREP code on the employee’s actual appointment on the EDB. Since this code is part of the Leave Accrual Key, the system cannot accrue leave ACCURATELY if the code is derived incorrectly.

  6. SHC & DUC - These codes are not in use at this time.
  7. Pln - The employee’s leave accrual code will be displayed here for certain messages.
  8. Date - The pay period end date associated with the pay transaction that caused the message to be displayed.
  9. Msg No & Description - The message number, message severity level, and a brief description of the error will be displayed. All messages displayed on this report should be reviewed by the department and corrected. Messages related to leave hours "taken or paid in excess of accrued balance" will be displayed until the problem is corrected. Other messages will be displayed once, at the time the transaction is processed. An example of how to resolve the messages displayed on the above leave accrual exceptions report begins on the next page. Following the example is list of all the messages that can be found on the Leave Accrual Exceptions Report.

How to Determine if Leave Adjustments are Necessary

On the Leave Accrual Exceptions report displayed above, there are two entries which both display the message "UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LEAVE." This means the employee has a Leave code on the EDB and a pay transaction was processed (probably an LX transaction) for which the system cannot accrue leave. The system usually cannot accrue leave because the information on the pay transaction does not match the appointment/distribution information on the EDB.

For example, this error message often occurs when a payment is processed on the EDLR screen and the preparer has not entered a distribution number. During the pay compute, the system cannot associate the pay transaction from the EDLR screen with any appointments/distribution, so it assigns a default AREP code of "C" to the transaction and then cannot find a match with the employee’s leave accrual code on the EDB to make the appropriate accrual

In order to decide whether or not an accrual adjustment is necessary, the departmental leave processor needs to determine if in fact the employee is eligible to accrue leave for the current accrual period (one calendar month for employees paid monthly or four weeks for employees paid biweekly).

In the first entry on the Leave Accrual Exceptions report shown above, a transaction was processed to pay Ann Accrual 11.25 hours. The leave accrual period for her was 7/30/YY to 8/26/YY and her leave code on the EDB is "F". The complete accrual cycle needs to be reviewed to determine whether the accruals need to be adjusted.

The first step is to look at the IDER screens for the two biweekly paydays in the accrual cycle to determine how many hours Ann was actually paid for during the accrual cycle.

PPIDER0-I0943                Departmental Inquiry            09/08/YY 10:54:56
                            Earnings Distributions             Userid:  ABCDE   
 Pay Cycle: B1  Processed In: 08/12/YY  Check Date: 08/23/YY                    
        ID: 800942384   Name: ACCRUAL,ANN                      
   Hm Dept: 373000      CULT&REC AF            Disp: 1   Emplmt Status:  A
  Check No: 123456      Type: CUR-ACTIVITY           PAR Control No: 005        
                                                                                
  01 L/A/C/F/P/S: LX 4-763620-    -70500-      -2 Ttle: 4920  Gross:      74.59 
  Rate:     6.6300  Time H:  11.25   Time %:   .0000  Period: 08/12/YY-B- - -   
   ERC:  E   Typ:      TUC: CX  SHC:    DUC:     Cov: C  Ret: 0    DOS: REG     
                                                                                
  02 L/A/C/F/P/S: TX 4-680510-    -66158-      -2 Ttle: 4920  Gross:     413.48 
  Rate:     7.4500  Time H:  55.50   Time %:   .0000  Period: 08/12/YY-B-F- -   
   ERC:  E   Typ: 4    TUC: CX  SHC:    DUC:     Cov: U  Ret: 0    DOS: REG     

  03 L/A/C/F/P/S:                                 Ttle:       Gross:            
  Rate:             Time H:          Time  :          Period:                   
   ERC:      Typ:      TUC:     SHC:    DUC:     Cov:    Ret:      DOS:

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Note:  The IDER screen above shows the transaction for pay period ending 8/12/YY for 11.25 hours for which the system did not accrue leave.  There is no leave accrual code on the transaction.  Most often, this happens when the pay transaction is processed without a distribution number or the distribution has been purged from the current EDB.  The second transaction does display the correct accrual code of F (highlighted above).

PPIDER0-I0943                Departmental Inquiry              09/08/YY 10:49:57
                            Earnings Distributions             Userid:  ABCDE   
 Pay Cycle: B2  Processed In: 08/26/YY  Check Date: 09/06/YY                    
        ID: 800942384   Name: ACCRUAL,ANN                        
   Hm Dept: 373000      CULT&REC AF                  Disp: 1   Emplmt Status:  A
  Check No: 456789      Type: CUR-ACTIVITY           PAR Control No: 006        
                                                                                
  01 L/A/C/F/P/S: TX 4-680510-    -66158-      -2 Ttle: 4920  Gross:     379.95 
  Rate:     7.4500  Time H:  51.00   Time %:   .0000  Period: 08/26/YY-B-F- -   
   ERC:  E   Typ: 4    TUC: CX  SHC:    DUC:     Cov: U  Ret: 0    DOS: REG     
                                                                                
  02 L/A/C/F/P/S: TX 4-763620-    -70500-      -2 Ttle: 4920  Gross:     155.81 
  Rate:     6.6300  Time H:  23.50   Time %:   .0000  Period: 08/26/YY-B-F- -   
   ERC:  E   Typ: 4    TUC: CX  SHC:    DUC:     Cov: U  Ret: 0    DOS: REG     

  03 L/A/C/F/P/S:                                 Ttle:       Gross:            
  Rate:             Time H:          Time  :          Period:                   
   ERC:      Typ:      TUC:     SHC:    DUC:     Cov:    Ret:      DOS:         

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 F:   1-Help      2-Browse    3-PrevMenu              5-PrevRec                 
 F:                           9-UPDATE                            12-Exit


Ann was paid for 141.25 (11.25+55.50+51.00+23.50) hours during this accrual cycle according to the information shown on the IERN screens. Ann has a leave code of "F" and was paid for at least 50% of the hours in the accrual cycle so she is eligible to accrue sick leave for the all the hours for which she was paid.

The system was able to accrue the sick leave automatically for all the transactions processed except for the LX transaction. This can be verified by reviewing the ILAH screen to see the hours earned towards the accrual and the number of hours actually accrued. An accrual adjustment needs to be processed to add .5192325 hours (11.25 x .046154) to the Sick Leave Balance for Ann.

PPILAH0-I0911                    EDB Inquiry                  09/07/YY 09:13:03
 09/02/YY 08:45:37          Leave Accrual History              Userid:  ABCDE   
 ID: 800942384 Name: ANN,ACCRUAL                                 LAD:  08/09/YY
 Hm Dept: 373000 CULT&REC AF     Emplmt Status: A Pri Pay: BW        PG 01 OF 02
                       Lost             L    Hours                              
                       Vac      Accrl   v    Toward    H   Accrued   Hours      
 End Date   Cyc  By    Hours    Key     c    Accrl     %   Vac       Sick       
 08-26-YY    B            .00   SCXU    F     130.00   H       .00      6.00    
                                                 .00           .00       .00    
                                                 .00           .00       .00    
                                                 .00           .00       .00    
 07-29-YY    B            .00   SCXU    F      70.00   H       .00       .00    
                                                 .00           .00       .00    
                                                 .00           .00       .00    
                                                 .00           .00       .00    
 07-01-YY    B            .00   SCXU    F      25.00   H       .00       .00    
                                                 .00           .00       .00    
                                                 .00           .00       .00    
                                                 .00           .00       .00    
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Sam Student is the other employee listed on the Leave Accrual Exceptions report. After reviewing his records, it is determined that no adjustment is necessary for him. He was not paid for any other hours during the leave accrual period from 7/2/YY to 7/29/YY except for the 11.50 hours listed on the Leave Accrual Exceptions report. The IHRS in EDB Inquiry can also be useful when reviewing messages that appear on the Leave Accrual Exceptions report.

When reviewing the IHRS screen, keep in mind that the hours on pay status reflect a month so it may not always be helpful when reviewing records for employee paid biweekly. In this case Sam worked only 11.50 hours in July which is less than 50% of the total working hours in the month, he is therefore not eligible to accrue any sick leave. Depending upon his leave accrual code and the personnel policy and/or bargaining agreement applicable to him, he may or may not be eligible to accrue vacation leave for the 11.50 hours worked.

PPIHRS0-I0911                    EDB Inquiry                  09/08/YY 14:35:44
 09/02/YY 08:45:36           Hours on Pay Status               Userid:  ABCDE   
 ID: 942939900 Name: STUDENT,SAM                               LAD:  08/14/YY
 Hm Dept: 129500 SOC SCI RSR     Emplmt Status: A Pri Pay: BW                   
                                                                                
 Hours on Pay Status:  Curr Mnth:        .00                                    
   Jan:      41.00     Jul:      11.50                                          
   Feb:      22.00     Aug:      74.50           YTD Tot Hrs  :    257.00       
   Mar:      21.00   * Sep:        .00           YTD Reg Hrs  :    257.00       
   Apr:      18.00     Oct:       7.50           YTD OT Hrs   :       .00       
   May:      18.00     Nov:       6.00           YTD NonWk Hrs:       .00       
   Jun:      24.00     Dec:      36.00           Avg Hr/Wk    :      6.65       
                                                                                
 Lv Accr Hrs:       Balance      Maximum                                        
 Vacation             .000000         .00                                       
 Sick Leave           .000000                                                   
 Compensatory         .00                                                       
 Paid Time Off        .000000                                                   
                                                                                
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The table below lists some of the error messages that may appear on the Leave Accrual Exceptions report, an explanation, and some suggestions for resolving the problem.

Error Message Explanation Resolution
39-110 COMP TIME TAKEN OR PAID IN EXCESS OF ACCRUED BAL A transaction was processed for more compensatory time than was on the books. The negative balance should be displayed on the report underneath the message. If the balance is not displayed, this means that the balance is less than 0 and is due to rounding. These messages will remain on the Exceptions report until this situation is corrected. In order to find the transaction that caused the error message to be displayed, review the IDER screens in IPAY. There are three possible solutions depending upon the actual cause of the error: (1) If there is a small balance that is remaining on the EDB which is not subject to payment or is negative in error, the comp time balance has to be zeroed out by Payroll Services. Send a note asking Payroll to adjust it for you. (2) If the employee really did not have enough hours and was paid out comp time in error, process an RX transaction to reverse the comp time payment and Payroll Services will bill the employee; OR (3) If the usage was reported as comp time (CTO) in error, process an ‘RX’ transaction to reverse the CTO and an ‘LX’ transaction to record the absence as vacation (VAC) or sick leave (SKL) OR process an ‘RX’ transaction to reduce the pay.
39-111 VAC HOURS TAKEN OR PAID IN EXCESS OF ACCRUED BAL A transaction was processed for more vacation leave time than was on the books. The negative balance should be displayed on the report underneath the message. If the balance is not displayed, this means that the balance is less than 0 and is due to rounding. These messages will remain on the Exceptions report until this situation is corrected. In order to find the transaction that caused the error message to be displayed, review the IDER screens in IPAY. There are three possible solutions depending upon the actual cause of the error: (1) If there is a small balance that is remaining on the EDB which is not subject to payment or is negative in error, the vacation leave balance should be zeroed out using the EDLA screen; (2) If the employee really did not have enough leave and was paid TVP in error, process an RX transaction to reverse the TVP payment and Payroll Services will bill the employee; OR (3) If the usage was reported as vacation leave (VAC) in error, process an ‘RX’ transaction to reverse the VAC and an ‘LX’ transaction to record the absence as comp time (CTO) or sick leave (SKL) OR process an ‘RX’ transaction to reduce the pay.
39-112 SICK LEAVE HOURS TAKEN IN EXCESS OF ACCRUED BALANCE A usage transaction was processed for more sick leave time than was on the books. The negative balance should be displayed on the report underneath the message. If the balance is not displayed, this means that the balance is less than 0 and is due to rounding. These messages will remain on the Exceptions report until this situation is corrected. In order to find the transaction that caused the error message to be displayed, review the IDER screens in IPAY. There are two possible solutions depending upon the actual cause of the error: (1) If there is a small balance that is remaining on the EDB which is negative in error, the sick leave balance should be zeroed out using the EDLA screen; OR (2) If the usage was reported as sick leave (SKL) in error, process an ‘RX’ transaction to reverse the SKL and an ‘LX’ transaction to record the absence as comp time (CTO) or vacation (VAC) OR process an ‘RX’ transaction to reduce the pay.
39-205 PAY IS PRIOR TO LEAVE HISTORY, HRS NOT COUNTED TOWARDS LV ACCRUAL Leave History is maintained on the EDB for thirteen accrual periods. Any pay transaction that is processed with a pay period end date which is prior to the leave accrual history on the EDB (maximum of thirteen accrual periods) for the employee will not generate any leave accruals. Review the transaction using the IDER screen in IPAY. If the pay transaction is an adjustment that should not have affected leave accrual, you do not need to do anything. If the transaction was processed with an incorrect pay period end date, process an RX transaction to reverse the incorrect pay period end date and an LX transaction with the correct pay period end date. If the pay transaction is correct but it should have affected the Leave balance, process the appropriate adjustment transaction.
39-210 TRIP BONUS HOURS TRANSACTION IN EXCESS OF HOURS BALANCE A usage transaction was processed for more TRIP bonus leave time than was on the books. The negative balance should be displayed on the report underneath the message. If the balance is not displayed, this means that the balance is less than 0 and is due to rounding. These messages will remain on the Exceptions report until this situation is corrected. In order to find the transaction that caused the error message to be displayed, review the IDER screens in IPAY. There are two possible solutions depending upon the actual cause of the error: (1) If there is a small balance that is remaining on the EDB which is negative in error, the TRIP bonus leave balance should be zeroed out using the EDLA screen; OR (2) If the usage was reported as TRIP bonus leave (PTO) in error, process an ‘RX’ transaction to reverse the PTO and an ‘LX’ transaction to record the absence as comp time (CTO), sick leave (SKL), or vacation (VAC) OR process an ‘RX’ transaction to reduce the pay.
39-211 TRIP BONUS HOURS PAID ARE LESS THAN TRIP BALANCE A pay transaction with a DOS code of PTT was processed for less TRIP bonus leave time than was on the books. The balance should be displayed on the report underneath the message. If the balance is not displayed, this means that the balance is less than 0 and is due to rounding. These messages will remain on the Exceptions report until this situation is corrected. In order to find the transaction that caused the error message to be displayed, review the IDER screens in IPAY. There are two possible solutions depending upon the actual cause of the error: (1) If there is a small balance that is remaining on the EDB in error, the TRIP bonus leave balance should be zeroed out using the EDLA screen; OR (2) If the employee is actually due more pay for TRIP bonus time, process an ‘LX’ transaction to pay the additional time to the employee.
39-212 TRIP BONUS HOURS PAID ARE GREATER THAN TRIP BALANCE A pay transaction with a DOS code of PTT was processed for more TRIP bonus leave time than was on the books. The negative balance should be displayed on the report underneath the message. If the balance is not displayed, this means that the balance is less than 0 and is due to rounding. These messages will remain on the Exceptions report until this situation is corrected. In order to find the transaction that caused the error message to be displayed, review the IDER screens in IPAY. There are two possible solutions depending upon the actual cause of the error: (1) If there is a small balance that is remaining on the EDB which is negative in error, the TRIP bonus leave balance should be zeroed out using the EDLA screen; OR (2) If the employee was paid PTT in error, process an ‘RX’ transaction to reverse the PTT payment and Payroll Services will bill the employee.
39-215 UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LEAVE The employee has a leave plan code on the EDB and a transaction was processed for which the system could not determine the correct leave accruals. Review the IDER screens in IPAY to determine if the employee should have accrued leave as described on the preceding pages. Process adjustments if necessary.
39-220 NO DATE MATCH FOR MONTHLY WORK DAY HISTORY, DEFAULT TO 22 WRK DYS If an employee who has a monthly primary pay cycle is paid biweekly, the system will default the number of working days in the month to 22. This could result in incorrect accruals. Review the ILAH screen to determine the number of hours toward accrual and the hours accrued. Determine how many hours the employee was actually paid for in that month and process any necessary adjustments. If the employee has a monthly primary cycle but actually should be paid biweekly, switch the appointments to biweekly and continue to process pay for this employee biweekly. If the employee is supposed to be paid monthly, ensure that all future payments made to the employee are processed on a monthly pay day.
39-222 NEG LATE PAY CAUSED PRIOR REPRTD PAY TO FALL BELOW LV THRESHOLD An RX transaction was processed that caused the total number of hours paid in the accrual cycle to fall below the leave threshold (the employee must be paid for at least 50% of the hours in the accrual cycle in order to accrue leave for that cycle). The system will automatically reduce the employee’s accruals so no adjustment is necessary.
39-223 POS LATE PAY CAUSED PRIOR REPRTD PAY TO RISE ABOVE LV THRESHOLD A pay transaction was processed that caused the total number of hours paid to rise above the leave threshold. The system will automatically increase the employee’s accruals so no adjustment is necessary.

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