PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION E - SPECIAL PROCESSES

E4.0  STAFF ACHIEVEMENT AND RECOGNITION AWARDS AND RELATED PAYMENTS


The guidelines for the Universitywide Staff Achievement and Recocgnition Plan (STAR PLAN) are announced each year by Campus Human Resources or UCOP HR/Benefits. The Universitywide Staff Achievement Award Program is funded by an assessment made to all payroll fund sources through the Personnel/Payroll System. The system charges departmental sub 6 accounts through the Distribution of Payroll Expense process a percentage of the salaries paid to eligible non-academic employees and credits a single liability account. The assessment appears on the PPP5302 (Distribution of Payroll Expense) reports in the IAP/Leave Accrual column and in the Benefits totals identified by object code.

To grant an award for Policy covered (nonrepresented) employees, the payroll preparer processes the payment using the EDFT screen and the DOS code of XSL.  Exclusively represented employees are not eligible for recognition awards under the STAR Plan unless the STAR Plan eligibility is specifically bargained and notice has been provided. Before processing an award to represented employees, and to ensure eligibility, Campus Human Resources should be contacted.

When processing Universitywide Staff Achievement and Recognition Awards, enter the fiscal year for which the award and funds apply, e.g., " fiscal year" in the comments of the PAN.

Guidelines for Staff Local Employee Award programs are established by departments following review by Campus and Healthcare Human Resources. Departments provide the funding for these awards out of their own accounts as the awards are paid. To grant an award, the payroll preparer processes the payment using the EDFT screen and the DOS Code of LEA.

Awards paid to academic employees are paid on the EDFT screen using the DOS code of LAA.

In addition to processing the local award payments in the Payroll Time Reporting System, award data may need to be entered into the employee’s record by the department EDB preparer using the EAWD screen in the EDB Entry/Update System. (Refer to the EDB Manual, Section D11.0  for detailed instructions on Staff awards.) EDB preparers do not need to enter Staff Achievement Awards processed with the XSL DOS code on the EAWD screen because the system automatically records XSL payments in the EDB.

However, there are two circumstances in which XSL awards are not recorded in EDB automatically:

  1. Any adjustments made to an initial XSL payment, such as a reversal or change in amount, will not be recorded in the EDB automatically and will have to be entered on the EAWD screen by the EDB preparer; and
  2. If the department requests the award be paid by rush check and the EDFT transaction is bypassed by Payroll Services in order to issue a rush check, the IAP will not be recorded in the EDB automatically and will have to be entered on the EAWD screen by the EDB preparer.

The following is an example of an EDFT screen for a Universitywide Staff Achievement and Recognition Award.

PPETFT0-E0967               Dept. Time Reporting                07/12/YY 15:50:52
 06/17/YY 22:22:06         One Time Payment (EDFT)               Userid:  ABCDE
 ID: 555666444 Name: PAYMENT,AWARD                                Emp Status: A
 Pay End: 07/31/YY Check Date: 08/01/YY Pay Cycle:  MO            Page  1 of 1
                                        E T D                          W     
                                        R Y U                   PerEnd S     
 C Seq     LACFPS                       C P C Ttl  DOS Amount   MMDDYY P     
           4 660500      19900        2 E 2   7248 XSL 02000.00 0630YY       
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
 Next Func:      ID: 555666444 Name:                            SSN:         
 Seq No:        Pay Cycle: MO Pay End: 0731YY                                

                                                                             
 ===>                                                                        
 F:   1-Help      2-Jump                              5-CANCEL               
 F:                           9-UPDATE


In the comments section of the PAN, enter information that is helpful to the departmental reviewer and Central Offices, such as who within the department authorized the award, and the fiscal year for which the award and funds apply, e.g., "Staff Achievement award approved by Assistant Vice Chancellor Baird-James for the fiscal year."

E4.1  Paying a Staff Achievement Award on the EDAP Screen

Advanced PTR users could also use the EDAP screen to pay a Staff Achievement award if they wish to retrieve an REG line from the EDB and then change the codes to those appropriate for a Staff Achievement award.  For example, retrieve distribution number 11 from the EDB for Anna Analyst.

PPETAP0-E1138                  Dept. Adj Trans                06/17/YY 16:52:37
 04/28/YY 02:51:57          Additional Pay (EDAP)              Userid:  ABCDE
 ID: 777111999 Name: ANALYST,ANNA                              Emp Status: A
 Pay End: 06/30/YY Check Date: 07/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
 R Seq:         Per End:        Pay Cyc:   Dst : 11  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:     
                                                                                
   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: 777111999 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0630YY                                   
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


The information from the EDB will populate the fields as shown below.

PPETAP0-E1138                  Dept. Adj Trans                06/17/YY 16:52:37
 04/28/YY 02:51:57          Additional Pay (EDAP)              Userid:  ABCDE
 ID: 777111999 Name: ANALYST,ANNA                              Emp Status: A
 Pay End: 06/30/YY Check Date: 07/01/YY Pay Cycle:  MO             Page  1 of  1
 C
   Seq:  00102  Per End:        Pay Cyc: M Dst: 11 E: E T: 2 D:   Ttl: 7244
   LACFPS: 4 660525      19900        1 Rate: 02712.00 AH: A    Prorate:
   DOS: REG 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:

   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: 777111999 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0630YY
 P0601  Field out of range or illegal value

 ===>
 F:   1-Help      2-Jump                              5-CANCEL
 F:                           9-UPDATE


The following information will need to be changed or entered in order to pay a STAR award to the employee:

  1. The Per End: (Period ending) date will need to be entered.
  2. The rate will need to be changed to the amount of the STAR award (in this case 1000.00).
  3. The AH code should be A.
  4. The DOS code will need to be changed to correspond to the type of award or other BYA payment (in this example, the correct code is XSL).
  5. The time should be left blank because an award XSL is a by agreement payment.
  6. The H% field should be blank.  In this example, the % was deleted by tabbing to the field and pressing the space bar.
PPETAP0-E1138                  Dept. Adj Trans                06/17/YY 16:52:37
 04/28/YY 02:51:57          Additional Pay (EDAP)              Userid:  ABCDE
 ID: 777111999 Name: ANALYST,ANNA                              Emp Status: A
 Pay End: 06/30/YY Check Date: 07/01/YY Pay Cycle:  MO             Page  1 of  1
 C
   Seq:  00102  Per End:  0630YY  Pay Cyc: M Dst: 11 E: E T: 2 D:   Ttl: 7244
   LACFPS: 4 660525      19900        1 Rate: 01000.00 AH: A      Prorate:
   DOS:  XSL  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:

   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: 777111999 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0630YY
 U0001  Input accepted

 ===>
 F:   1-Help      2-Jump                              5-CANCEL
 F:                           9-UPDATE


Before pressing update (F9), the preparer should review all the fields on the screen to make sure they are correct.  In order to pay a by agreement payment correctly on the EDAP screen, the following fields should be reviewed very carefully:

  1. The Rate field:  For a by agreement payment the rate field should contain a rate with 2 decimal places to the right of the decimal point, such as the rate show above of 01000.00.
  2. The AH field:  This field must contain an A.
  3. The Time field: The time field must be blank or 0.
  4. The H% field :  This field must be blank.

Note:  The fields listed above must be completed as indicated or the payment will not be processed correctly.

Once the preparer has finished reviewing the transaction, the F9 key should be pressed to update the transaction.  Comments can be entered on the Comments Entry Screen.

UCECOM0-E0863               PostAuth Notification             06/17/YY 16:55:07
                                 Comments Entry                Userid:  ABCDE
                                                                   Page 01 of 01
 App: EDB Tran:       Userid: ABCDE     Date: 06/17/YY  Time: 16:54:03
 PAY - EDAP ANALYST,ANNA                777111999 ANALYST,ANNA
 Description of Content:


 ---------------------------------- Comments ---------------------------------
 ABCDE      STAR award for  
<%
Response.Write Year(d_added) & "-"
Response.Write Year(d_today)
%> fiscal year. Approved by     
            Charles Chair.







 Next Func:

 ===>
  F:  1-Help                  3-Return
  F:                          9-Update   10-NotfPrep 11-Detail


Once the update process is complete, the EDAP screen will be displayed with the message "Update Process Complete" as shown below.

PPETAP0-E1138                  Dept. Adj Trans                06/17/YY 16:52:37
 04/28/YY 02:51:57          Additional Pay (EDAP)              Userid:  ABCDE
 ID: 777111999 Name: ANALYST,ANNA                              Emp Status: A
 Pay End: 06/30/YY Check Date: 07/01/YY Pay Cycle:  MO             Page  1 of  1
 C
   Seq:  00102  Per End:  0630YY  Pay Cyc: M Dst: 11 E: E T: 2 D:   Ttl: 7244
   LACFPS: 4 660525      19900        1 Rate: 01000.00 AH: A      Prorate:
   DOS: XSL 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:

   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: 777111999 Name:                            SSN:
 Seq No:        Pay Cycle: MO Pay End: 0630YY
 U0007  Update process complete

 ===>
 F:   1-Help      2-Jump      3-PrevMenu
 F:                           9-UPDATE                           12-Exit

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