PTR MANUAL
UCLA Payroll Services
A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
The single transfer screen is used to transfer all or part of a single line of Payroll
Expense from the PPP5302 to a new/correct location, account, cost center, or fund,
project, or sub. Expense transfers do not affect employees' gross pay, so
they do not need to be scheduled on an employee's primary pay cycle. They
should be scheduled for the next available payday on the current PPS Schedule.
PPEDTS0-E0967 Dept. Time Reporting 10/18/YY 08:42:30
Single Exp. Trans. (EDTS) UserID: ABCDE
Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO
ID: 666333999 Name: TRANSFER,SINGLE TEST Emp Status: A
PPP5302 Information: ET Month: 0803 ET Page: 14944 ET Line: 27 Reason: A
Transfer From
Loc/Acct/CC/Fund/PC/Sub: 4 660525 19900 1
Transfer To
Loc/Acct/CC/Fund/PC/Sub: 4 447638 78044 2
Original Gross Earnings: 03860.00 Sign: Benefits: 00880.26 Sign:
Transfer Gross Earnings: 00919.07 Sign: Override Employee ID:
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
The EDTS screen above is completed to transfer $919.07 of the original gross of
$3860.00 from account 4-660525-19900-1 to account 4-447638-78044-2. The system will
automatically compute the amount of benefits to be transferred based on the gross
transferred. The fields on the EDTS screen are completed in a two step process:
- Transfer To (the new or correct FAU)
- Original Gross Earnings (gross earnings column on the PPP5302)
- Sign (only if the gross is negative on the PPP5302)
- Benefits (total benefits on the PPP5302)
- Sign (only if the benefits are negative on the PPP5302)
- Transfer Gross Earnings (the part of the original gross that is being transferred)
- Sign (required if the original gross on the PPP5302 was negative
- Override ID (only if the employee number on the PPP5302 is different from the employee’s current ID number)
Once the fields have been completed, press the enter key. The message "Input Accepted" should then be displayed. After reviewing the screen, the F9 key should be pressed to update the transaction. The post authorization comments entry screen will be displayed. The preparer should enter comments explaining the transaction such as those shown below.
UCECOM0-E0863 PostAuth Notification 10/18/YY 08:42:30
Comments Entry Userid: ABCDE
Page 01 of 01
App: EDB Tran: EDTS Userid: ABCDE Date: 10/18/YY Time: 08:42:30
666333999 TRANSFER,SINGLE TEST
Description of Content: TRF - EDTS
---------------------------------- Comments ---------------------------------
ABCDE Effective Sept 25th, this employee began working in another department
on the same rate and title. We agreed to let the payment go through
for the month of September at 1.0000% time and to process the expense
transfer. This transfer is to processed to transfer 40 hours or
.2381% to the new department.
Next Func:
===>
F: 1-Help 3-Return
F: 9-Update 10-NotfPrep 11-Detail
|
The preparer may then press F10 to display a list of departmental reviewers on the post
authorization notification preparation screen and/or add additional PAN
recipients.
UCENPR0-E0863 PostAuth Notification 10/18/YY 08:42:30
Notification Preparation Userid: ABCDE
Page: 01 of 01
App: EDB Tran: Userid: ABCDE Date: ******** Time: ********
TRF - EDTS 666333999 TRANSFER,SINGLE TEST
Description of Content:
-------------------------------- Notifications ------------------------------
C Address Type ----------- Name -----------
EKPPWLT@MVS.OAC.UCLA.EDU M TANG, WEN LUNG
EKABCDE@MVS.OAC.UCLA.EDU M PALLOCK, BLAKELY
PRLAI@AIS.UCLA.EDU M LAI, MABEL
EKABCDE@MVS.OAC.UCLA.EDU M OTSUKI, RON
Next Func:
===>
F: 1-Help 3-Return 6-Directry
F: 9-Update 10-Comments 11-Detail
|
The preparer should then press F9 again to update the transaction and send out the
PAN. The user will then be returned to the EDTS screen which should display the message
"Update process complete" as shown below.
PPEDTS0-E0967 Dept. Time Reporting 10/18/YY 08:42:30
Single Exp. Trans. (EDTS) UserID: ABCDE
Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO
ID: 666333999 Name: TRANSFER,SINGLE TEST Emp Status: A
PPP5302 Information: ET Month: 0803 ET Page: 14944 ET Line: 27 Reason: A
Transfer From
Loc/Acct/CC/Fund/PC/Sub: 4 660525 19900 1
Transfer To
Loc/Acct/CC/Fund/PC/Sub: 4 447638 78044 2
Original Gross Earnings: 03860.00 Sign: Benefits: 00880.26 Sign:
Transfer Gross Earnings: 00919.07 Sign: Override Employee ID:
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
U0007 Update process complete
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
The cursor will be positioned in the Next Func: field. The preparer should take one of the
following actions:
Note: Additional information on processing Payroll Expenditure (Expense) Transfers is available on our our How To Portal Page.
