The functions on the EDAT-Department Adjustment Transaction Menu are used to make adjustments to an employees pay. "Regular" payments to employees (i.e., those that are paid on every payday) should not be processed through the department adjustment transaction menu. Any ongoing payment to an employee should be updated on the EDB and processed through the roster.
There are times, however, when payments to employees need to be corrected or transactions need to be processed that require special handling. These "special payments" are processed though the functions on the EDAT menu which is accessed though the Personnel/Payroll system main menu. The Department Adjustment Transaction 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
The functions listed on the upper left side of the EDAT menu are used to enter pay transactions except for EDLA. EDLA is used to zero out leave balances when the balance on the EDB is less than one hour. The functions listed on the upper right side of the menu are used to enter transfer of payroll expense transactions. The IDTL function is not an entry/update screen -- it displays a list of the types of the transactions that have been entered through the EDAT functions.
With the exception of the EDTM - Mass Transfer screen, each function is employee specific. Each screen is used to enter transactions for one employee, unlike the time roster where a screen may contain the records of several employees. To access any one of the functions, the user enters:
- the Function code,
- the employee ID number or name or social security number,
- the pay cycle, and
- the pay end date
The pay cycle and pay end date fields at the bottom of the EDAT screen are used to actually schedule the transaction for a particular payday. Transactions on the EDAT menu can be scheduled up to three months in advance and can be entered at any time as long as the transaction has been updated by the day of the Pay Compute for a particular payday. (Refer to the current PPS Schedule.) Payroll Time Reporting preparers are responsible for scheduling each adjustment transaction for an appropriate payday based on the schedule and the employees primary pay cycle.
No more than 99 lines of pay per employee can be scheduled for any one payday. Roster transactions as well as EDAT transactions count in this total. We strongly recommend that no more than 80 transactions are entered on-line per payday for any one employee.
All of the Entry functions on the left side of the EDAT menu allow for the use of a copy command once the transaction has been updated. Transactions can be copied from one line to another or from one payday to another if necessary. For more information on the use of the copy command, consult Section A3.1.
Two of the functions (EDAP and EDLR) allow for data to be retrieved from the EDB in order to facilitate the completion of the transaction. Again, Section A3.1 can be used to find more information on the retrieve feature. Each function on the EDAT menu serves a little different purpose but some of the basic steps for accessing and updating the screens are similar. The screen shown below is an Additional Pay screen (EDAP).
PPETAP0-E0967 Dept. Time Reporting 11/21/YY 15:46:52 11/17/YY 22:22:06 Additional Pay (EDAP) Userid: ABCDE ID: 777888999 Name: ADDITIONAL,ANNA Emp Status: A Pay End: 11/30/YY Check Date: 12/01/YY Pay Cycle: MO Page 1 of 1 C Seq: 00127 Per End: 1130YY Pay Cyc: B Dst: 11 E: E T: 3 D: Ttl: 5116 LACFPS: 4 760420 70000 2 Rate: 009.2400 AH: H Prorate: DOS: TVP Time: 125.00 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: Per End: Pay Cyc: Dst: E: T: D: Ttl: LACFPS: Rate: AH: Prorate: DOS Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Per End: Pay Cyc: Dst: E: T: D: Ttl: LACFPS: Rate: AH: Prorate: DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 777888999 Name: SSN: Seq No: Pay Cycle: MO Pay End: 1130YY U0007 Update process complete
===> F: 1-Help 2-Jump 3-PrevMenu F: 9-UPDATE 12-Exit
The basic steps for accessing and completing the transactions listed on the EDAT menu are as follows:
Once the transaction has been updated, it is released to the transaction holding file and it cannot be changed by the Payroll Time Reporting preparer. If a correction needs to be made, the entire transaction can be reversed (RX) on the EDLR screen and then re-entered as an LX on the EDLR screen or the same screen on which it was originally entered.
Processing Pay Corrections and Adjustments
Some adjustments to an employee’s pay may be processed using one of several different screens. For example, a performance or incentive award could be processed on the EDFT screen, the EDAP screen, or the EDLR screen. However, in order to avoid processing errors, we strongly recommend that the EDFT screen be used to process "by agreement" payments such as performance awards that cannot be processed on the roster. The EDFT function was designed specifically for processing "by agreement" or one-time payments such as performance awards.
There are other adjustments that can only be processed on a specific screen. For example, credits or reductions to employees pay must be processed on the EDLR screen.
The following types of pay corrections and adjustments can be processed using the functions on the EDAT menu:
Other Pay Adjustment Transactions:
The following flowchart can be used to help you determine which Pay correction transaction to use.
In order to process any pay correction transaction, you must have access to the information from the original pay transaction. This information may be found on the IPAY screens, on the Distribution of Payroll Expense Report (PPP5302), and/or in the PP QDB. More information on the IPAY screens can be found in the PPS Manual, Sections C2.1 and C4. Section D1.1 of the same manual contains detailed information on the Distribution of Payroll Expense Report. Information about the PP QDB is available from the AIS QDB website at http://www.qdb.ucla.edu. When processing pay correction transactions, it may be necessary to access more than one source for information about how the original transaction was processed through the pay compute.
There is a limit on the number of transactions that can be processed for an individual employee for one pay compute. Please refer to Reasons Why an Employee Might not Receive a Check on Payday for more information.
Any retroactive change to any FAU (Full Accounting Unit) information MUST be processed on either the EDTS or EDTM screens or on the UPAY 646-4 paper form. Please do NOT try to correct the location, account, fund, project, cost center, and/or sub on any prior pay transaction without processing an expense transfer because the benefit charges will not be correct. The only transaction that fixes both the salary and the corresponding benefit charges when accounts change is an expense transfer.
If a title code change needs to be processed and the account the employee is paid from also changed, two transactions must be processed -- first, an expense transfer (EDTS, EDTM, or UPAY 646-4) transaction is processed to fix the account and then an RX/LX (EDLR) transaction is processed to correct the title code. Transactions not processed correctly may result in incorrect charges (usually benefits), and Payroll Services will not be able to correct problems with benefits. Questions about the best way to process a transaction should be directed to Payroll Services.
Note: In addition to the information in this manual, our How To Portal Page provides some additional examples of processing corrections on the EDAT screens.