In order to pay employees, record leave usage, process expense transfers, or other pay transactions, the transactions are entered into a transaction holding file. The data does NOT affect the employee data base or result in an immediate check for an employee. All the transactions are held in the transaction holding file until the pay compute is run for the payday. There are two ways for departments to enter data into the transaction holding file:
Transactions can also be entered into the transaction holding file by other offices.
C1.1 Time Input Roster
The time input roster is the main function used for recording time and/or leave usage by the departmental preparer. The Time Input Roster is a list of employees due to be paid for a certain payday. The information listed on the Time Input Roster comes from the Employee Data Base (EDB), primarily from the appointment and distribution. One "page" of the time input roster appears below:
PPEDHC0-E0967 Dept. Time Reporting 10/23/YY 14:44:23 Time Input Roster UserID: ABCDE Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO Page 01 of 10 FULL ACCOUNTING UNIT: M 447658 19900 2 OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP APPLE,ADAM 123789456 11 5522 M 447658 19900 2 02157.00 A Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate: Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs): DOS: Time (Hrs): DOS: Time (Hrs): ATOM,ANDY 987654321 12 5522 M 447658 19900 2 02017.00 A Reg. Time (POSITIVE) DOS: BYA Total Time: ***** H/%: % Prorate: Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs): DOS: Time (Hrs): DOS: Time (Hrs): AZOO,IN A. 000222333 11 8076 M 447658 19900 2 01899.00 A Reg. Time (POSITIVE) DOS: REG Total Time: H/%: % Prorate: Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs): DOS: Time (Hrs): DOS: Time (Hrs): Next Func: ID: Name: SSN: Pay Cycle: Pay End: ===> F: 1-Help 2-Jump 3-Return F: 8-Forward 9-UPDATE 12-Exit
In order to enter time on the roster, the preparer must know a few things:
C1.2 Pay Schedules
There are two pay schedules at UCLA - monthly and bi-weekly. Each employee has one primary pay cycle and should always be paid according to that pay schedule to comply with University policy and IRS regulations. The department must ensure that employees are paid in accordance with the primary pay cycle recorded on the EDB.
The following employees are paid monthly:
The following employees are paid bi-weekly:
An employee must have the same pay schedule for all appointments, even if the appointments are in several departments.
For example, if Department B hires an employee who also has a continuing appointment in Department A, the appointment in Department B must have the same pay schedule as the continuing appointment in Department A. There is one exception: if the appointment in Department B is paid on Sub 1 or Sub 0, all appointments in Department A must be changed to monthly and paid monthly, even if the employees pay schedule in Department A had been bi-weekly.
C1.3 Exception vs. Positive Time Reporting
At UCLA, according to University policy, some employees are paid on an exception time basis and other employees are paid on a positive time basis. Those paid on an exception time basis are paid automatically by the system based on EDB data EXCEPT when the department processes an adjustment to their percentage of time. Employees paid on a positive time basis must have POSITIVE time recorded on the Time Input Roster or a special adjustment screen in order for them to get paid.
University policy explains who should get paid on an exception time basis and who should get paid on a positive time basis in relation to the sub account from where the employee is paid.
C1.4 Time Record Requirements
It is the responsibility of the department to keep records of time worked and leave used by the departments employees. There are many diverse requirements that must be taken into account in order for a department to fulfill its responsibility properly. It may even seem at times that the various requirements are in conflict with one another. For example:
Some of these requirements may seem to be conflicting, but if you understand the reasons for them in each case you will see that the requirements can co-exist.
Personnel requirements exist in order to meet FLSA and personnel regulations; EFM requirements exist in order to meet agency regulations; and Payroll Services requirements exist in order to get employees paid. It is possible to have exempt employees keep time records for purposes of meeting agency requirements for allocating salaries and still not conflict with FLSA requirements as long as these time records are not used as the basis for pay.
The University Accounting Manual, Chapter P-196-13 details the minimum requirements for recording time worked and leave used. Following are selected excerpts from that document. Note: Since UCLA no longer uses the PAF form or time reporting forms, all references to PAF's and time listings in the policy below have been modified to conform to the on-line environment. These modifications (if any) are highlighted in bold type.
The nature and extent of attendance, time reporting, and leave accrual records are determined by the status of the employee and the conditions of employment.
This chapter sets forth the minimum attendance, time reporting, and leave accrual records required by the University and establishes the responsibility for the maintenance of such records. In addition to the University requirements, there are also Federal requirements for the substantiation of salaries and wages charged to Federal contracts and grants, and Federal requirements for overtime and overtime-related record keeping under the Fair Labor Standards Act (FLSA).
The procedures for transferring vacation accruals from one fund source to another are also contained in this chapter.
The general principles presented herein are pertinent to all departments and activities of the University.
DEPARTMENTAL ATTENDANCE RECORDS TO SUBSTANTIATE PAYROLL PAYMENTS
The purpose of this section is to prescribe the departmental time-keeping records that must be maintained in order to support the payments made through the University payroll system.
A. ACADEMIC PERSONNEL
For academic personnel who are paid from Federal contract and grant funds, a Personnel Activity Report (PAR) must be signed certifying the percent of their total work effort applicable to each Federal agreement. Failure to sign may result in the charges being disallowed. Each campus has its own procedures for obtaining the required PAR certification. For academic personnel who are eligible to accrue sick leave and vacation credit, records separately identifying sick leave and vacation accruals, utilization, and balances must be maintained.
B. STAFF PERSONNEL
For all staff personnel, attendance records that include the following information must be maintained in strict accordance with applicable FLSA exempt and non-exempt personnel policy provisions:
- time worked or absences
- sick leave accrual, utilization, and hour balances
- vacation credit accrual, utilization, and hour balances
- all overtime
- compensatory time off accrual, utilization, and hour balances and hours paid in lieu of compensatory time off
Campuses have flexibility regarding the exact content and procedures for maintenance of the above records within the limits prescribed by the applicable personnel policies. For staff personnel paid from Federal contract and grant funds, a PAR form also must be prepared in accordance with individual campus procedures. Failure to sign a PAR may result in the charges being disallowed.
These departmental records must be kept current and readily available for audit.
Exception (Negative) Time Reporting:
The normal method of keeping time records is on the exception (negative) basis and requires that only exceptions to the employee's work schedule be entered on the Time Record. Employees record exception hours in the proper columns.
- For employees who are exempt from the Fair Labor Standards Act (FLSA) provisions regarding premium overtime and compensatory time off, holiday, vacation, sick leave and other leaves are recorded in one-day increments only (or in increments not less than that portion of a day during which an employee on less than full-time pay status is normally scheduled to work).
- For employees subject to FLSA, all leave time must be reported to the nearest quarter hour. Other exceptions such as compensatory time off and overtime are recorded to the nearest quarter hour.
- The Time Record should be approved by the employee's immediate supervisor.
Positive Time Reporting:
The Time Record (should) provide a column in which to record regular hours worked in addition to the exceptions noted above. For FLSA non-exempt employees, time worked is reported to the nearest quarter hour. The Time Record should be approved by the employee's immediate supervisor.
If your salary is paid from a Federal grant or contract you must complete a Personnel Activity Report (PAR) certifying the percent of your total effort applicable to each Federal agreement. In such cases it is not also necessary to report on the Time Record the hours of work applicable to each Federal fund source.
Departments may design their own time record forms as long as the forms collect the minimum data required by University Accounting policy. Typically, departmental time records include:
Time records for employees paid from extramural funds must record vacation, sick leave, compensatory time off, holidays and jury duty by fund source. For these employees, it is not necessary to track holidays, jury duty or sick leave balances by fund source; instead, this time off may simply be charged proportionately to the fund sources from which the employee is paid. Vacation leave balances, however, must be tracked by fund source. Compensatory time balances must also be tracked by fund source for extramurally funded employees.
Because records are so important in resolving any disputes, Extramural Fund Management recommends that departments not rely on the minimum reporting requirements outlined in the University Accounting Manual for employees paid in whole or in part from federal funds. For these employees, it is recommended that positive time records, both hours worked and absences, be maintained by fund source for all non-exempt employees and that either hours worked or percent of time worked, as well as absences, be maintained by fund source for exempt employees. Maintaining these records for exempt employees does not conflict with FLSA requirements as long as the hours worked records are not used for purposes of determining pay. In cases where exempt employees work less than a full day, pay should be based on applicable personnel policies.
Time records must be retained in the department for five years. It is essential that the time reported in the Payroll Time Reporting System through the Time Input Roster and the adjustment screens match the internal departmental time records authorized by the employees supervisor.
Information regarding the separation process and the processing of payments for separating employees is available in the following manuals and sections:
C1.6 Schedule for Updating PPS On-line
It is important for departmental EDB and PTR preparers to understand the PPS Schedule and make sure that all transactions are entered by the deadlines so that employee in the department are paid. A payday calendar is also available that departments can give to employees and/or post in the department. The Pay Day Calendar for employees is on the Payroll Services Employee web page. The calendar includes dates by which the employee can update information on UC For Yourself to affect a specific paycheck and all University paydays.
C1.7 Department Adjustment Transactions
Department adjustment transactions are used to process adjustments or corrections to pay/leave transactions which have already been processed for employees, or to pay employees whose records were updated on the EDB too late to use the roster or have pay automatically generated by the system.
In order to process an adjustment transaction, the preparer must access the EDAT menu, select the appropriate transaction, and schedule the transaction for a future payday. The EDAT function code menu is displayed below:
UCFM140-M0967 Dept. Time Reporting 12/06/YY 15:05:05 Dept. Adjust. Transaction Menu Userid: ABCDE
EDAP Additional Pay (EDAP) EDTL Accrued LV Exp. Trans. (EDTL) EDFT One Time Payment (EDFT) EDTS Single Exp. Trans. (EDTS) EDLA Leave Hours Adjust. (EDLA) EDTM Mass Exp. Trans. (EDTM) EDLR Late/Reduce Pay (EDLR) EDRA Retroactive Pay (EDRA)
IDTL THF - Transaction List
Next Func: ID: Name: SSN: Seq No: Pay Cycle: Pay End:
===> F: 1-Help 2-Jump 3-PrevMenu F: 12-Exit
A brief description of each screen can be found in the PTR Manual, Section A8. Each screen is described in detail in subsequent sections of the PTR Manual and should be used as appropriate by the PTR preparer in the department.
C1.8 Other Payroll Transactions
There are other payroll transactions which may affect the employees gross pay, net pay or W-2 form which are not processed by the department such as: