PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION C - CHECK LIST & TIME INPUT ROSTER

C2.0  ENTERING TIME ON THE ROSTER


The roster is accessed and data is entered in the same manner regardless of whether the employee is paid with an hourly rate or a monthly amount. The only difference is in the format of the time entered. Refer to Section A3.0 for more information on the proper format for entering time. The basic steps for entering time on the roster are as follows:

  1. Pull up the roster. (Refer to C1.2  for instructions on generating a roster.)
  2. Enter time on the roster for each employee record displayed on an individual screen.
  3. Press the "Enter" key to format the time entered and display messages. (Refer to Section A4  for more information on messages.)
  4. If there are any errors, correct them and press the enter key. Message U0001 Input Accepted should then be displayed.
  5. Press the "Update" function key (F9) to update the screen. Message U0007 Update process complete should then be displayed.
  6. Press the "Forward" function key (F8) to move to the next screen OR press the "Return" function key (F3) to return to the previous menu OR press the "Exit" Function key (F12) to exit the Personnel/Payroll system.

The method for entering time/accepting estimated time is a little different depending on the type of payment, time code, and the rate code:

On the roster displayed below, all the employees are paid on positive time basis. Regular time is reported as a percentage of the month to four decimal places. (Refer to Section B1.0 for information on how to convert hours worked in a month to a percent.) Overtime and leave usage are reported in hours to two decimal places. Up to four Overtime/Leave Time DOS codes and corresponding hours can be entered on the roster.

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                           


The first employee on the above roster (APPLE, ADAM) works a fixed amount of time each pay period so the fixed/variable code on the EDB record is an "F" and therefore time is displayed on the roster. In order to accept the payment on the roster, a "Y" should be entered in the "OK" column as shown below.

Note:
when the roster screen is accessed, the cursor will automatically be positioned in the OK column next to the first record on the screen.

 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
 Y  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: VAC Time (Hrs): 8.     DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):        


If vacation or overtime hours, etc. need to be entered, the "New Line" key or the "TAB" key is used to move the cursor to the first Overtime/Leave Time field.   The user would enter the appropriate DOS code and the corresponding hours making sure to key in the decimal point in the correct place as shown above.

The next employee on the roster (ATOM,ANDY) is paid using a DOS code of BYA which is a By Agreement amount or flat dollar amount.

Note:
All by agreement DOS codes on the roster should display in the manner shown below. Consult the DOS Code Table for a complete list of DOS codes.

In order to accept the payment on the roster, a "Y" should be entered in the "OK" column as shown below.

 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
 Y  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):      


No Overtime/Leave time is applicable to a "By Agreement" payment so nothing else is entered on Andy Adam’s record.

The third employee on the roster (AZOO,IN A) works a variable amount of time each pay period so the fixed/variable code on the EDB record is a "V" and therefore no time is displayed on the roster. Time must be entered on the roster in order for this employee to be paid. Regular hours are reported as a percentage of the month and should be entered as shown below making sure to key the decimal point in the correct place.

 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
    AZOO,IN A. 000222333 11  8076 M 447658      19900        2 01899.00  A      
 Reg. Time (POSITIVE)  DOS: REG Total Time: .95    H/%: % Prorate:              
 Overtime/Leave Time   DOS: OTP Time (Hrs): 5.     DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs): 


If vacation or overtime hours, etc. need to be entered , the "New Line" key or the "TAB" key is used to move the cursor to the first Overtime/Leave Time field. The user then enters the appropriate DOS code and the corresponding hours making sure to key the decimal point in the correct place as shown above.

Once all the information has been entered on this first page of the roster, the "Enter" key should be pressed by the user. The time entered will be formatted and the message U0001 Input Accepted should be displayed as shown 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  
 Y   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: VAC Time (Hrs): 008.00 DOS: OTS Time (Hrs): 008.00  
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Y   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):         
 Y   AZOO,IN A. 000222333 11  8076 M 447658      19900        2 01899.00  A      
 Reg. Time  (POSITIVE) DOS: REG Total Time: 0.9500 H/%:  % Prorate:            
 Overtime/Leave Time   DOS: OTP Time (Hrs): 005.00 DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Next Func:      ID:           Name:                            SSN:            
                Pay Cycle:    Pay End:                                          
 U0001  Input Accepted
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-Return                                          
 F:               8-Forward   9-UPDATE                           12-Exit


The screen should be reviewed and then the F9 key should be pressed to update the time entered on the roster. The message "U0007 Update process complete" will be displayed as shown on the next screen.

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  
 Y   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: VAC Time (Hrs): 008.00 DOS: OTS Time (Hrs): 008.00  
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Y   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):         
 Y   AZOO,IN A. 000222333 11  8076 M 447658      19900        2 01899.00  A      
 Reg. Time  (POSITIVE) DOS: REG Total Time: 0.9500 H/%:  % Prorate:            
 Overtime/Leave Time   DOS: OTP Time (Hrs): 005.00 DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Next Func:      ID:           Name:                            SSN:            
                Pay Cycle:    Pay End:                                          
 U0007  Update process complete
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-Return                                          
 F:               8-Forward   9-UPDATE                           12-Exit


Additional roster "pages" can be accessed by the user by pressing the F8 key to scroll forward. If no other records on the roster need to be updated, the user can either press the F3 key to return to the IDTC-Time Collection Selection Criteria screen or press the F12 key to exit the Personnel/Payroll system. 

At this point, if the check list is accessed again, it will show that time has been entered for the first three employees paid on account M-447658-19900-2 for the pay period ending 10/31/YY as displayed below.

PPIPIC0-I0967               Dept. Time Reporting          10/23/YY 15:27:15
                                  Check List                UserID:  ABCDE
                                                             Page 01 of 02
 Pay End: 10/31/YY Pay Cycle: MO Last Date to Enter Time: 10/25/YY       
 FULL ACCOUNTING UNIT: M 447658      19900        2                      
 EID       Employee Name              Positive/Exception   Time Entered  
 123789456 APPLE,ADAM                    POSITIVE             YES        
 987654321 ATOM,ANDY                     POSITIVE             YES        
 000222333 AZOO,IN A.                    POSITIVE             YES        
 555666999 BLANKET,BETTY                 POSITIVE             NO         
 666444222 CRAYON,JADE                   POSITIVE             NO         
 888222666 DRAWING,DAVID                 POSITIVE             NO         
 222888777 EXAMPLE,IMAN                  POSITIVE             NO         
 554411332 FREEWAY,FRED                  POSITIVE             NO         
 444111999 GLASSES,GEORGE                POSITIVE             NO         
 777555333 GRASS,GINA                    POSITIVE             NO         
 222777444 HOLIDAY,HOLLY                 POSITIVE             NO         
 Next Func:      ID:           Name:                         SSN:       
                Pay Cycle:    Pay End:                                  
                                                                        
 ===>                                                                   
 F:   1-Help      2-Jump      3-Return                                  
 F:               8-Forward                          11-Prt List 12-Exit


C2.1  Adjustments to Roster Data

Most data displayed on the roster cannot be changed unless there is a corresponding EDB update. For example, the Title Code (TC) cannot be changed on the roster unless it is out of sync with the EDB data. (Refer to C3.2  for more information on keeping the roster in sync with the EDB.) However, time displayed on the roster for all employees and some "by agreement" payments for employees paid on a positive time basis can be adjusted if necessary. The roster shown below is for employees who are all paid on a positive time basis.

PPEDHC0-E0967               Dept. Time Reporting              04/15/YY 10:37:36
                              Time Input Roster                UserID:  ABCDE   
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO          Page 001 of 035  
 FULL ACCOUNTING UNIT: 4 660525      19900        2                             
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
    ACCOUNTANT 770000770 22  4722 4 660525      19900        2 02952.00  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):         
    ACTUARY,AN 817553817 23  4011 4 660525      19900        2 01000.00  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):         
    ALLOWANCE, 183558183 11  4724 4 660525      19900        2 02125.00  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):         
 Next Func:      ID:           Name:                            SSN:            
                Pay Cycle:    Pay End:                                          
                                                                               
 ===>                                                                           
 F:   1-Help      2-Jump      3-Return                                          
 F:               8-Forward   9-UPDATE                           12-Exit


There may be occasions when the time listed on the roster needs to be adjusted.  Note: Any long term or permanent change to the percent of time would require an EDB update to correct the percent of time.

The first employee on the roster (ACCOUNTANT) works a fixed amount of time each pay period so the fixed/variable code on the EDB record is an "F" and therefore time is displayed on the roster. 

In order to override the time on the roster, the user would use the "New Line" or "TAB" key to move the cursor into the total time field and type on top of the information already displayed on the roster. Note: Make sure to blank out any remaining information left in the field as shown below by using the "Erase End of Field" key or the space bar.

OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
    ACCOUNTANT 770000770 22  4722 4 660525      19900        2 02952.00  A      
 Reg. Time (EXCEPTION) DOS: REG Total Time: .8     H/%: % Prorate:              
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         


"By Agreement" payments for employees paid on a positive time basis can also be adjusted on the roster as shown below. Again, any long term or permanent change to the "by agreement" amount would require an EDB update to correct the amount so it will be accurately displayed on future rosters. 

The second employee on the roster (ACTUARY,AN) is paid a "by agreement" payment. In order to override the "by agreement" payment on the roster, use the "New Line" or "TAB" key to move your cursor into the Rt/Amt field and type on top of the information already on the roster. Note: Make sure to blank out any remaining information left in the field as shown below by using the "Erase End of Field" key or the space bar.

 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
    ACTUARY,AN 817553817 23  4011 4 660525      19900        2 1500.     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):         


Again, once all the information has been entered on this page of the roster, the following steps should be taken.

  1. The "Enter" key should be pressed. The time entered will be formatted and the message "U0001 Input Accepted" should be displayed on the screen. 
  2. The data on the screen should be reviewed and then the F9 key should be pressed to update the time entered on the roster. The message "U0007 Update process complete" should then be displayed on the screen. 
  3. Additional roster "pages" can be accessed by the user by pressing the F8 key to scroll forward. Time can be entered on each additional page accessed by following the steps outlined above. 
  4. If no other records on the roster need to be updated, the user can either press the F3 key to return to the IDTC-Time Collection Selection Criteria screen or press the F12 key to exit the Personnel/Payroll system.

The employees listed on the following roster are all paid on an exception time basis so no data entry is required to pay these employees the percent of time listed on the roster. However, the percent of time can be changed as illustrated above in the example for ACCOUNTANT. "By Agreement" amounts paid on an exception time basis cannot be changed on the roster. Any change to a "By Agreement" payment paid on an exception basis must first be updated on the EDB.

PPEDHC0-E0967               Dept. Time Reporting            04/15/YY 14:26:17
                              Time Input Roster              UserID:  ABCDE
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO        Page 001 of 055
 FULL ACCOUNTING UNIT: 4 763730      70500        1
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
    DEMO,DAN   947003947 13  7672 4 763730      70500        1 04053.00  A   
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):     
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):     
    EXCEPT,EVE 300003300 12  4005 4 764500      70500        1 04000.00  A  
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):     
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):     
    ISH,FOOL   636267636 12  4007 4 764310      70500        1 05167.00  A  
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 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


To report leave usage for an employee paid on an exception time basis, use your "New Line" key or your "Tab" key to move your cursor to the first Overtime/Leave Time DOS field and enter the appropriate DOS code and corresponding hours making sure to key in the decimal point in the correct place as shown as shown below for the first employee listed on the roster (DEMO,DAN).

 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
    DEMO,DAN   947003947 13  7672 4 763730      70500        1 04053.00  A      
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:            
 Overtime/Leave Time   DOS: VAC Time (Hrs): 40.    DOS: SKL Time (Hrs): 8.      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         


Overtime or leave usage during this pay period can be reported for any or all employees listed on the roster. Note: When overtime DOS codes are entered on a transaction and the sub on the transaction is NOT 2, 5, or 7, the overtime will automatically be charged to sub 2.  

Once all the information has been entered for all the employees on one page of the roster, the following steps should be taken by the PTR preparer:

  1. The "Enter" key should be pressed. The time entered will be formatted and the message "U0001 Input Accepted" should be displayed on the screen. 
  2. The data on the screen should be reviewed and then the F9 key should be pressed to update the time entered on the roster. The message "U0007 Update process complete" should then be displayed on the screen. 
  3. Additional roster "pages" can be accessed by the user by pressing the F8 key to scroll forward.  Time can be entered on each additional page accessed by following the steps outlined above. 
  4. If no other records on the roster need to be updated, the user can either press the F3 key to return to the IDTC-Time Collection Selection Criteria screen or press the F12 key to exit the Personnel/Payroll system.

For employees paid with an hourly rate of pay (all biweekly employees and a few monthly employees), the steps to record time worked are the same as for any other employee paid on a positive time basis. The REG hours are entered on the roster in the same manner as described above for Overtime/Leave time hours. A roster is shown below for employees paid on a biweekly pay schedule on a positive time basis.

PPEDHC0-E0967               Dept. Time Reporting            04/15/YY 16:01:32
                              Time Input Roster              UserID:  ABCDE
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle: B2         Page 001 of 017
 FULL ACCOUNTING UNIT: 4 427709      63000        2
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
    HOLIDAY,HA 292022292 31  4723 4 427709      63000        2 014.5100  H   
 Reg. Time (POSITIVE)  DOS: REG Total Time: 080.00 H/%: H Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
    KITE,FLYA  435029435 32  4723 4 427709      63000        2 014.5100  H   
 Reg. Time (POSITIVE)  DOS: REG Total Time: 080.00 H/%: H Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
    LOLLIPOP,L 370122370 31  7241 4 427709      63000        2 029.2600  H   
 Reg. Time (POSITIVE)  DOS: REG Total Time:        H/%: 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


The first two employees listed on the roster above have a fixed time code on their EDB record so the estimated time worked for the pay period is listed on the roster. For these two employees to get paid, the time would either have to be accepted or overridden by the preparer. To accept the time, a "Y" needs to be entered in the "OK?" column. 

To override the time, the correct time needs to entered in the Total Time field. Again, any long term or permanent change to the time should be updated on the EDB. The last employee on this page of the roster has a variable time code on her EDB record, so time would need to be entered in order for her to be paid as displayed below. Overtime or leave usage could also be recorded on the roster for any of the employees.

OK? Emp.Name   Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
    LOLLIPOP,L 370122370 31  7241 4 427709      63000        2 029.2600  H      
 Reg. Time (POSITIVE)  DOS: REG Total Time: 60.5   H/%: H Prorate:              
 Overtime/Leave Time   DOS: SKL Time (Hrs): 6.5    DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         


Once all the information has been entered for all the employees on one page of the roster, the following steps should be taken by the PTR preparer:

  1. The "Enter" key should be pressed. The time entered will be formatted and the message "U0001 Input Accepted" should be displayed on the screen. 
  2. The data on the screen should be reviewed and then the F9 key should be pressed to update the time entered on the roster. The message "U0007 Update process complete" should then be displayed on the screen. 
  3. Additional roster "pages" can be accessed by the user by pressing the F8 key to scroll forward.  Time can be entered on each additional page accessed by following the steps outlined above. 
  4. If no other records on the roster need to be updated, the user can either press the F3 key to return to the IDTC-Time Collection Selection Criteria screen or press the F12 key to exit the Personnel/Payroll system.

Once the roster has been updated, changes or corrections to the data can be made up until the "Last day to Enter Time on the Roster" for a particular payday. (Refer to the current PPS Schedule.)

To change the information on the roster, the same method can be used as described above starting with the employee name Accountant. Information on the roster, including the "Y" in the OK? column, can also be deleted if necessary by the use of the asterisk as shown below.

Note:
DOS codes entered on the roster cannot be deleted from the roster once it has been updated. It is OK to delete the corresponding hours without deleting the DOS code.

PPEDHC0-E0967               Dept. Time Reporting              04/15/YY 16:01:32
                              Time Input Roster                UserID:  ABCDE   
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle: B2          Page 001 of 017  
 FULL ACCOUNTING UNIT: 4 427709      63000        2
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
 *  HOLIDAY,HA 292022292 31  4723 4 427709      63000        2 014.5100  H      
 Reg. Time (POSITIVE)  DOS: REG Total Time: 080.00 H/%: H Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Y  KITE,FLYA  435029435 32  4723 4 427709      63000        2 014.5100  H      
 Reg. Time (POSITIVE)  DOS: REG Total Time: 080.00 H/%: H Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Y  LOLLIPOP,L 370122370 31  7241 4 427709      63000        2 029.2600  H      
 Reg. Time (POSITIVE)  DOS: REG Total Time: 060.50 H/%: H Prorate:            
 Overtime/Leave Time   DOS: SKL Time (Hrs): 006.50 DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Next Func:      ID:           Name:                            SSN:            
                Pay Cycle:    Pay End:                                          
 U0007  Update process complete
 ===>                                                                           
 F:   1-Help      2-Jump      3-Return 
 F:               8-Forward   9-UPDATE                           12-Exit 


Once all the information has been entered for all the employees on one page of the roster, the following steps should be taken by the PTR preparer:

  1. The "Enter" key should be pressed. The time adjusted will be formatted and the message "U0001 Input Accepted" should be displayed on the screen. 
  2. The data on the screen should be reviewed and then the F9 key should be pressed to update the time entered on the roster. The message "U0007 Update process complete" should then be displayed on the screen. 
  3. Additional roster "pages" can be accessed by the user by pressing the F8 key to scroll forward.  Time can be entered on each additional page accessed by following the steps outlined above. 
  4. If no other records on the roster need to be updated, the user can either press the F3 key to return to the IDTC-Time Collection Selection Criteria screen or press the F12 key to exit the Personnel/Payroll system.

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