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 preparers 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
employees 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.
|
PPP5302/PPP530
/1011YY
RETN: SEE RPTS DISP SCHEDULE/DIST.
PROCESS MONTH: MAY |
UNIVERSITY OF
CALIFORNIA-LOS ANGELES
PAYROLL PROCESSING
DISTRIBUTION OF PAYROLL EXPENSE |
PAGE NO: 011408
RUN DATE 05/26/YY
ET MO: 0811 PG:11408 |
|
ACCOUNT TITLE
PAYROLL |
FUND TITLE
DHHS/NIAAID 3U01AI365265-03 |
4-660500- -33992- |
MAIL TO: PAYROLL
10920
WILSHIRE BLVD, #620
141648 |
3565 |
|
L
IN
NO
E |
-PAR-
C D
T I
L S |
EMPLOYEE
NAME |
EMPLOYEE
I.D. |
TTLE
CODE |
PERIOD
END
DATE |
OBJ
CODE |
DOS |
TIME |
PAY
RATE |
A
D
J |
GROSS
EARNINGS |
P
L
A
N |
RETRMNT
MATCHNG
CONTRIB |
UCLA
FEE
REM |
OASDI
MEDCR |
DENTAL
VISION
HEALTH
ANNU |
UI
&
GSH |
WC
&
ESP |
LIFE
UCNDI
OPFR |
TOTAL
BENEFITS |
01 |
197002 |
SUBACCOUNT 2
TRANSFER,TINA |
948015300 |
7263 |
0531YY |
1120 |
REG |
.6000% |
3781.00 |
|
2268.60 |
U |
.00 |
.00 |
173.55 |
149.70 |
.00 |
17.02 |
7.56 |
347.83 |
|
 |
PAYROLL/PERSONNEL
PAYROLL EXPENDITURE TRANSFER
UPAY 646 (R7/04) R1591 |
|
|
|
|
|
Recording No. Prefix or
Service No. |
|
|
|
Prepared by |
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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