PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.

PTR MANUAL, SECTION D - DEPARTMENT ADJUSTMENT TRANSACTIONS

D10.0  PAYROLL EXPENDITURE TRANSFER - UPAY 646

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

Due to limited mainframe computer disk space, Transfer of Expense (TOE) table data cannot be maintained for more than thirteen months. (Consult the current PPS Schedule for deadlines). Therefore, if there is a need to transfer older expense data, submission of the paper form UPAY 646-4 (R3/96) is required.  Note: The UPAY 646 form is available on the Payroll Services Forms Page.

As with the on-line expense transfer screens, all information needed to complete the older transfer is found in the monthly Distribution of Payroll Expense Report (PPP5302). For each transfer, the original gross and benefit charges are specified with the amount of the gross to be transferred. Each line to be transferred must be individually prepared.

There are three transfer sets on each form. Each set consists of three transactions: E1, E2, and E3. The first two transaction lines (E1 and E2) require that all fields be filled directly from the Distribution of Payroll Expense Report by copying the original distribution data. All data must be copied unless blank. The third transaction line (E3) is for the "Transfer To" information. 

A description of each of the data fields on the UPAY 646 form is provided below:

• Page - the page number and total number of pages.
• Campus - UCLA, UCOP, or Merced.
• Department Name - the department in which the preparer works.
• Date Prepared - the date the form was completed.
• Prepared By and Telephone Extension - The preparer’s name and telephone number are entered in case there is a question about the transaction.
Signature - the person completing the form should sign it.
• Employee ID (Identification Number) - The employee identification number is one of the key identifiers for the transaction. The nine-digit number is required. Note: If the employee number begins with 04, please DO NOT use it. Instead, enter the employee’s current ID number from the EDB.
• Sequence Number - These fields are for Payroll Services use and are left blank by the department.
• PPP5302 DIST OF PAY EXP - record key information from the PPP5302.
  • ETMO = 4 characters. Note: The ETMO (Expense Transfer Month) is not on any PPP5302 prior to July 1992 (ETMO 9301) -- it is made up of the last two digits of the fiscal year plus the fiscal month and entered in this field.
  • ETPG = 5 characters. Note: The ETPG (Expense Transfer Page) is not on the PPP5302 prior to December, 1992 (ETMO 9606). In this case, use the page number, drop the leading zero and enter this five digit number in the ETPG column.
  • ETLN = 2 digits which identify the line from the PPP5302.
• Transfer From-Location/Account/CC/Fund/Project/Sub - The full accounting unit of the funding source to which the expense was originally charged. Enter the number from the Distribution of Payroll Expense Report.
• ERC/TYP/DUC - leave these fields blank.
• Title Code - The title under which this expense was charged. The four-digit title code from the Distribution of Payroll Expense Report must be entered.
• Pay Period Ending - This field is required and must contain the six-digit pay period end date from the Distribution of Payroll Expense Report.
• Description of Service - The three-position code which indicates the type of service for which the original expense was charged. This field must be completed by copying the DOS code from the Distribution of Payroll Expense Report.
• Time - The time in hours or percent for which the payment was made. Enter the time shown on the Distribution of Payroll Expense Report. Hours are recorded to two decimal places; percent is recorded with four decimal places. Time is not present on the report for by-agreement type payments, and this field is left blank in that case.
• H/% - The H/% indicator defines the type of time as being in hours or in percent. Enter the ‘H’ or ‘%’ appearing on the Distribution of Payroll Expense Report when time is present.
• Pay Rate - The pay rate or amount for which payment was made. Enter the either two-decimal place monthly pay rate/amount or the four-decimal place hourly pay rate appearing on the Distribution of Payroll Expense Report.
• Cyc - Pay Cycle - Enter the one-character pay cycle (B for biweekly or M for monthly) for the payday in which the transaction was originally processed.
• RAI (Rate Adjustment Indicator) - Enter an A if the original transaction was a rate adjustment.  Otherwise, leave the column blank.
• Original Gross Earnings and Sign - This field must contain the gross earnings and, IF there is one, the negative sign recorded on the distribution of Payroll Expense Report for the original gross earnings.
• Benefits - These fields are copied directly from the Distribution of Payroll Expense Report. Any benefit amount appearing on the report with a minus sign (-) must have that sign entered for the corresponding amount. All lines on the PPP5302 should display a Retirement Plan Code. Each line will vary in terms of benefits and may include the following:
  • Retirement Matching Contribution & sign,
  • UCLA Fee Remission amount & sign,
  • OASDI/Medicare amount & sign,
  • Dental/Health/Annuitant amount & sign,
  • Unemployment Insurance/Graduate Student Health amount & sign,
  • Workers’ Compensation/Employee Support amount & sign,
  • Life /UCNDI/OPFR amount sign, Leave Benefits amount & sign, and
  • Total Benefits amount & sign.
• Employee Name - the name as it appears on the PPP5302.
• Hours/% of Time to Transfer - The actual hours or percent of time that is being transferred. When the time on the original expense (E1) line is in hours, enter hours to two decimal places. When the E1 line time is in percent, enter the four decimal place percent of time.
• Transfer Gross Earnings - The portion of the original gross to be transferred. This two decimal place amount must be completed.
• Transfer To-Location/Account/CC/Fund/Project/Sub - the new or correct FAU.
• Reason Code - The reason code is required by the system. The valid reasons codes can be found in the lower left hand corner of the form.
• Approval - Proper departmental, Federal contract and grant, and other authorization are completed at the bottom of the form. An Academic official (P.I., Chairman, or Dean) must approve all Payroll Expenditure transfer forms for extramural funds.

It is important to complete each field on the UPAY 646 form correctly. Errors on the forms may delay processing -- if a copy of the original PPP5302 is attached to the back of the form, it will help Payroll Services to correct the form without returning it to the department for more information.

D10.1  UPAY 646 - Payroll Expenditure Transfer Form

D10.2  UPAY 646 Example

Tina Transfer was paid 10% on fund 61052, 60% on fund 33992, and 30% on fund 30292 for the month of May. She should have been paid 40% on fund 61052, 30% on fund 33992 and 30% on fund 30292 because she increased the amount of time she was working on fund 61052 at the request of the P.I. Since Payroll Services waited more than one year to process the transfer for Tina Transfer, the UPAY 646 form would have to be used to process the adjustment.

PAYROLL/PERSONNEL PAYROLL EXPENDITURE TRANSFER UPAY 646 (R7/04) R1591   Page 1 OF 1 Campus UCLA Department Name Payroll Recording No. Prefix or Service No.   Date Prepared 10/10/YY Prepared by Dept. Preparer Signature Dept Preparer Telephone Extension 55555 EMPLOYEE ID PPP 5302 DIST OF PAY EXP. TRANSFER FROM  EMP REL APPT TYP DUC TITLE CODE PAY PER END  DESC SERV    TIME H % PAY RATE CYC RAI ORIGINAL GROSS EARNINGS S 9488015300 ETMO ETPG ETLN LOC ACCOUNT COSTCENTER FUND PROJECT SUB MM DD YY 1 C SEQUENCE_NO  10 E1 0811 11408 01 4 660500 33992 2 7263 05 31 YY REG .6000 % 3781.00 M   2268.60   PLAN RETIREMENT MATCHING CONTRIB S UCLA FEE REM IAPOF S OASDI/ MEDICARE S DNTL/MED/OPT OPEB/BEN ADM S UI/ GSH S WC/ESP GSPF2 S LIFE/UCNDI OPFR S IAP/ LEAVE S TOTAL BENEFITS S 1 C SEQUENCE_NO  10 E2 U 173.55 149.70           17.02 7.56 347.83   EMPLOYEE NAME HOURS/% OF TIME TO TRANSFER TRANSFER GROSS EARNINGS   S TRANSFER TO R C LOC ACCOUNT COSTCCENTER FUND PROJECT SUB 1 C SEQUENCE_NO  10 E3   30% 1134.30 4 660500 61052 2 B

REASON CODES (RC) - Enter Reason Codes (from list below) in RC column above for each transfer completed.  Explain fully in comments area, use a separate sheet if necessary and attach to back of form. *A. Late receipt of information that services were performed under the account being charged. One-time expenditure adjustment; employee is not expected to perform services again under this account. B. Late receipt of information that services were performed under the account being charged. Employee is expected to perform services again under this account. C. Other. Explain Below. COMMENTS/EXPLANATION: Employee increased the percent of time on project beginning in May. Fund manager discovered error when reconciling account. EDB has been updated. DEPARTMENTAL CERTIFICATION AND APPROVAL                DEPARTMENTAL Department payroll and time records have been corrected to support and justify the above adjustments including those necessary to support Federal Contracts and Grant reporting requirements.           FEDERAL CONTRACT GRANT Approval signature must be Principal Investigator, Department Chairperson or other Academic official.                 *REASON CODE A Individuals authorized to approve personnel actions must also sign this form. AUTHORIZED SIGNATURE & DATE MSO of Payroll, 10/11/YY AUTHORIZED SIGNATURE & DATE Principal Investigator, 10/11/YY AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE AUTHORIZED SIGNATURE & DATE

Note: Additional information on processing Payroll Expenditure (Expense) Transfers is available on our our How To Portal Page.

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