PTR MANUAL

UCLA Payroll Services

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

PTR MANUAL, SECTION E - SPECIAL PROCESSES

E9.0  RUSH CHECKS

The rush check process provides special checks to employees who have not been paid on their regularly scheduled payday.

Payroll Services will process rush checks for transactions entered on any of the following screens:

EDAP Additional Pay
EDFT One Time Payment
EDLR Late/Reduce Pay

To request a rush check, enter the transaction(s) on the appropriate screen. In the comments section of the PAN request a rush check for the transaction. Refer to Rush Check PAN Comments for more details on the appropriate PAN comments language and format. Payroll Services has a special rush check web page used to provide notification to departments of the availability of direct deposits and paper checks.  Instructions for registering for the rush check web page are provided in the PTR classes. 

UCENPR0-E1415               PostAuth Notification             12/07/YY 13:58:00
                            Notification Preparation           Userid:  ABCDE
                                                                 Page 01  of 01
 Employee: NEWHIRE,NED                  Preparer: PATRICIA PREPARER
       ID: 555777999                    Phone:    (   )    -
   Action: FT-One Time Payment          Email:    PPREPARER@UCLA.EDU
 --------------------------------  Reviewers  ----------------------------------
 C UserID                        Type   Primary
 --------------Email---------------         ----------------Name----------------
   PPPPP                           M
   PPPPPP@AIS.UCLA.EDU                            P PPPPP
   TTTTT                           M
   TTTTT@FINANCE.UCLA.EDU                         T TTTTT
   KKKKK                           M
   KKKK@AIS.UCLA.EDU                              K KKKKK
   PPPAY                           U
   PAYROLL@FINANCE.UCLA.EDU                       PAYROLL NOTIFICATION
 Next Func:
 ===>
  F:  1-Help                  3-Return                            6-Directry
  F:              8-Forward   9-Update   10-Comments 11-Detail

Please note that once a payment is in the compute process a rush check cannot be processed. If you are requesting a rush check, it is important that the transaction be scheduled for a future pay cycle, at least two biweekly pay cycles or two monthly pay cycles in the future to allow time for Payroll Services to receive the request, bypass the transaction, and process it as a rush check. Refer to the current PPS Schedule and the Pay Compute article for more information.

Payroll Services will "bypass" the transaction from the scheduled payday. The transaction will be listed on the Transaction List Screen (IDTL). The preparer can view the detail of the transaction by pressing "enter" next to the sequence number for the transaction. The screen will be displayed showing the detailed information with a "B" under the "C" column indicating the transaction has been bypassed. Please note that a duplicate payment has not occurred as long as a "B" appears next to the transaction on the EDAP, EDFT, or EDLR screen.

While Payroll Services will generally honor all requests for special checks, if a transaction has more than 6 lines Payroll Services will process a 60% advance on it, submit the transaction for the pay cycle scheduled by the department, and deduct the 60% advance from the payment.

E9.1 Rush Check Guidelines

Some guidelines to follow when processing rush check requests are provided below:

Schedule

• Rush check requests received by 12:00 pm, will be processed the same day. Paper checks will be available for pickup the following business day after 10:30 am. Direct deposit payments will be posted to the employee's bank account 2 business days after the requested date. Rush check requests received after 12:00 pm will be processed the following day.
• If a transaction is reversed, after 12:00 pm, to correct a rush check that was already requested; please notify us by calling your departmental representative before 2:00 pm. Otherwise, the correction may not be processed the same day, causing delays in payment or overpayments to the employee. See Rush Check Request PAN Comments below for information on the appropriate PAN comments to correct or reverse a previously requested rush check.
• Preparers can enter an EDAT transaction on the day of the pay compute for a specific payday. The transaction will pay through the regular pay compute process and should not be requested as a rush check. The rush check process provides payments to employees who have not been paid on their regular scheduled payday.

Processing Rush Check Transactions

• Rush check requests must be for a minimum of 32 hours.
• The rush check request must be limited to six lines. If the request has more than six lines, the extra lines should be scheduled for the regular pay compute process.
• DOS codes that do not generate pay i.e., VAC, SKL, etc. should not be processed on the same transaction line as DOS codes that generate pay i.e., REG, OTP, SDF, etc. The rush check process involves blocking the transaction so it is not paid through the regular pay compute process. If all of the DOS codes are on the same line, the non-pay DOS codes will also be blocked. Non-pay DOS codes can be processed using another transaction line on the same screen.
• Schedule the transaction for a future pay cycle, at least two biweekly pay cycles or two monthly pay cycles in the future to allow time for Payroll Services to receive the request, block the transaction, and process it as a rush check.
• See Rush Check Request PAN Comments below for information on the appropriate PAN notification comments.
• If you are requesting more than 5 rush checks in one day, please contact your department representative to let them know the number of requests you will be submitting so they can verify if all requests can be processed on the same day.

Taxes

• I.R.S. regulations dictate how taxes are withheld from an employee's paycheck.  For more information, please refer to the Introduction to Special Processes section of this manual.

Pick up Procedures

• Employees with a check disposition (Disp) code of 1, 2, or 3 (on the IGNL screen) will receive the payment as a paper check. Employees with a check disposition (Disp) code of 8 (on the IGNL screen) will receive the payment via direct deposit to their bank account. If an employee has chosen direct deposit, a paper check cannot be issued without written authorization from the employee.  The employee will need to send an e-mail to payroll@finance.ucla.edu to request a paper check instead of direct deposit.
• If you are requesting a large volume of rush checks for a specific day, and you are expecting paper checks, please fax a list of the employee names and ID #'s the day before you come to pick up the checks so we can have them ready for you. Fax to (310) 794-8751, attention: Front Window.
  
• Notifications to departments of the availability of direct deposit and paper checks are provided via the Rush Check Web Site.  For instructions on how to register for access to the site, call the Rush Check Desk at (310) 794-8701. 
• Checks are available at the Payroll Services Front Window after 10:30 am on the check release date that is listed on the report.
• Checks may be picked up by the employee with a valid ID, or by a department representative with valid ID and a note from the department authorizing them to pick up the rush checks. To facilitate this process we have designed a Rush Check Authorization Form available through the Rush Check Webpage. 

If you have any questions on how to process the PTR transactions please call the Payroll Services hotline at (310) 794-8752.

E9.1a  Rush Check Request PAN Comments

In order to ensure appropriate processing, departmental PTR Preparers should use the following PAN comments when requesting a rush check for an employee.

Example 1 - Rush Check Request PAN Comments Template

Use this format and language for Rush Check request PAN Comments: 

Line 1: Rush Check Request; Page X of X.

Line 2: Department Code (the department's 4 digit FS code)

Line 3: Distribution of check: paper, direct deposit, etc.

Line 4: Reason for rush check request

Line 5: Any other comments as needed for PTR preparers or for departmental review.

An example is shown below.

Before updating, the preparer must add Payroll Notification in order for Payroll Services to receive a PAN. 

This can be done by pressing the F10 key.

• Add Payroll Services as a carbon copy recipient on the PAN preparation screen by entering PPPAY. 

• Once the enter key is pressed a "U" will appear in the Type field, the Payroll Email Address will appear in the email field and "Payroll Notification" will appear in the Name field.

• After Payroll Services has been added as a recipient of this PAN, complete the transaction by pressing F9 to process the final update. 

• Once the update process is complete, the screen will be displayed with the transaction(s).  "Update Process Complete" will be displayed on the screen.

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