PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION F - LEAVE ACCRUAL

F2.0  REPORTING LEAVE USAGE


For all employees, leave usage can be reported in two ways: either using the Time Input Roster (IDTC) function or the Late/Reduce Pay (EDLR) function.

The advantage of reporting leave usage on the Time Input Roster is the system can apply the leave usage first and then process the accrual so that employees at or near their vacation maximum do not lose accruals in error and paycheck stubs and surepay advices reflect the balances that coincide with the pay period end date.

In order to record leave usage and accrual adjustments, it is important to use the proper DOS (Description of Service) codes. There are eight codes used to record leave usage and accrual adjustments and there are four codes that are used to pay employees which also reduce leave balances. A chart which lists the leave accrual DOS codes along with a brief description of each code is shown below. Following this chart are examples of processing leave usage and an accrual adjustment.

F2.1 Leave Accrual DOS Codes

DOS Code Description Explanation
CTA Compensatory Time Accrued Used to adjust compensatory time balances on Time Input Roster or Late/Reduce Pay (EDLR) screen.
CTO Compensatory Time Off Used to report compensatory time used by an employee on Time Input Roster or Late/Reduce Pay screen.
PTO Trip Bonus Leave Taken Used to report Trip bonus time used by an employee on Time Input Roster or Late/Reduce Pay screen.
SKL Sick Leave Taken Used to report sick time used by an employee on Time Input Roster or Late/Reduce Pay screen.
SLA Sick Leave Accrued Used to adjust sick leave balances on Time Input Roster or Late/Reduce Pay screen.
VAC Vacation Leave Taken Used to report vacation time used by an employee on Time Input Roster or Late/Reduce Pay screen when the employee is paid from a single FAU in the same department or when the department is manually prorating the leave in that department.  Also used to reverse vacation leave (VAC or VAX) previously reported in error.
VAX Vacation Usage to be Prorated Used to prorate vacation time used by an employee on Time Input Roster or Late/Reduce Pay screen when the employee is paid on multiple FAUs in the same department.  Cannot be used to reverse leave usage previously reported in error.
VLA Vacation Leave Accrued Used to adjust vacation leave balances on Time Input Roster or Late/Reduce Pay screen.
VLC Vacation Leave Catastrophic Used to report vacation time, received from or donated by other employees to assist an employee in a case of extraordinary need, used by an employee on Time Input Roster or Late/Reduce Pay screen.  This code may only be used with prior approval.
CMP Compensatory Time Paid Used to pay off a compensatory time balance on Time Input Roster or the Additional Pay (EDAP) screen. Compensatory time balances are paid off in the following situations: (1) when the maximum allowable accrued hours are reached, (2) within the time periods proscribed by personnel policies and bargaining unit agreements, (3) when an employee transfers to a new funding source or department, and (4) upon separation from employment.
PTT Terminal Trip Bonus Pay Used to pay off the TRIP bonus leave balance on the Additional Pay screen when an employee separates. This DOS code also reduces the TRIP Bonus Leave balance on the EDB.
TVM Term Vacation - Med Ctr Used to pay off the vacation balance on the Additional Pay screen when an employee separates from the Medical Center only. This DOS code also reduces the Vacation Leave balance on the EDB.
TVP Terminal Vacation Pay Used to pay off the vacation balance on the Additional Pay screenwhen an employee separates. This DOS code also reduces the Vacation Leave balance on the EDB.
Note: The first nine DOS codes on this chart DO NOT PAY EMPLOYEES -- these codes are used to adjust leave balances and report leave usage. The last four DOS codes generate pay to the employee AND also reduce the leave balance.


F2.2 Processing Leave Usage and Adjustments

Time Input Roster

One method of processing leave usage and/or adjustments for an employee is using the Time Input Roster function. Select the appropriate Time Input Roster for your department. Enter on the screen all the information related to the leave usage or adjustment to be processed for the employee (Refer to Section C2.0 for general directions on completing the Time Input Roster).

In the example below, in addition to reporting time on REG pay status for the Positive time paid employees on the Time Input Roster, 16 hours of vacation leave usage are being reported for employee ‘Adam Apple’ and 8 hours of sick leave usage are being reported for employee ‘In Azoo’.

PPEDHC0-E0967               Dept. Time Reporting              10/23/YY 14:44:23
                              Time Input Roster                UserID:  ABCDE
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO              Page 01 of 10
 FULL ACCOUNTING UNIT: 4 660500      19900        2                             
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
 Y   APPLE,ADAM 123789456 11  5522 4 660500      19900        2 02157.00  A    
 Reg. Time  (POSITIVE) DOS: REG Total Time: 1.0000 H/%:  % Prorate:               
 Overtime/Leave Time   DOS: VAC Time (Hrs): 016.00 DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Y   ATOM,ANDY  987654321 12  5522 4 660500      19900        2 02017.00  A    
 Reg. Time  (POSITIVE) DOS: BYA Total Time: *****  H/%:  % Prorate:               
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Y   AZOO,IN  . 000222333 11  8076 4 660500      19900        2 01899.00  A    
 Reg. Time  (POSITIVE) DOS: REG Total Time: 0.9500 H/%:  % Prorate:               
 Overtime/Leave Time   DOS: SKL Time (Hrs): 008.00 DOS:     Time (Hrs):       
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):       
 Next Func:      ID:           Name:                            SSN:          
                Pay Cycle:    Pay End:                                         
 U0001  Input Accepted
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump      3-Return                                        
 F:               8-Forward   9-UPDATE                           12-Exit


In the example below, for the Exception paid employees on this Time Input Roster, the roster is used to report 16 hours of vacation leave usage for employee Dan Demo and 8 hours of sick leave usage for employee Eve Except.

PPEDHC0-E0967               Dept. Time Reporting               04/15/YY 14:26:17 
                              Time Input Roster                UserID:  ABCDE
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO          Page 001 of 055
 FULL ACCOUNTING UNIT: 4 660500      19900        1
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP 
    DEMO,DAN   947003947 13  7672 4 660500      19900        1 04053.00  A    
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
 Overtime/Leave Time   DOS: VAC Time (Hrs): 016.00 DOS:     Time (Hrs):       
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):       
    EXCEPT,EVE 300003300 12  4005 4 660500      19900        1 04000.00  A    
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
 Overtime/Leave Time   DOS: SKL Time (Hrs): 008.00 DOS:     Time (Hrs):       
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):       
    ISH,FOOL   636267636 12  4007 4 660500      19900        1 05167.00  A    
 Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):       
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):       
 Next Func:      ID:           Name:                            SSN:          
                Pay Cycle:    Pay End:                                        

 ===>                                                                         
 F:   1-Help      2-Jump      3-Return                                        
 F:               8-Forward   9-UPDATE                           12-Exit


The advantage of reporting leave usage on the Time Input Roster is that the usage will be subtracted from the employee’s balance prior to the new accrual being added to the employee’s balance. For employees that are at or near their vacation leave accrual maximum, reporting the usage on the roster will prevent the system from erroneously recording lost vacation leave accrual and insure that the employee’s vacation leave balance is correct. (Refer to Section F4.3, Employees at Vacation Max.)

Late/Reduce Pay Screen (EDLR)

Another method of processing leave usage and/or adjustments for an employee is using the Late/Reduce Pay function. Some of the most common uses of the EDLR screen to record leave usage and/or adjustments rather than the Time Input Roster are:

From the Department Adjustment transaction menu, select the Late/Reduce Pay function to access the EDLR screen. Enter on the screen all the information related to the leave usage or adjustment to be processed on the employee. (Refer to Section D5.0 for general directions on properly completing the EDLR screen.)

The Transaction code ‘LX’ is used to process leave usage and ‘RX’ is used to process leave reduction or reversal. In addition to entering the appropriate transaction code on the EDLR screen, you need to enter the appropriate DOS code and hours in the fields (highlighted below) on the EDLR screen reserved for leave usage and/or adjustments.

PPETLR0-E0967               Dept. Time Reporting             12/06/YY 16:58:50
 11/17/YY 23:03:06          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 701000001 Name: BLUES,BERTHA D                             Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO            Page  1 of 1
 C                                                                              
   Seq:  00003 Tr: RX Per End: 1130YY Pay Cy: M Dst: 13 E: C T: 2 D:  Ttl: 7241
   LACFPS: 4 660525      19900        1 Rate: 03000.00 AH: A    Prorate:        
   DOS: REG Time: 0.2000 H%: % DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 444555666 Name:                            SSN:
 Seq No:        Pay Cycle: MO Pay End: 1231YY
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL
 F:                           9-UPDATE


In the example below, vacation leave usage of 40 hours and sick leave usage of 16 hours is reported for an employee on the EDLR screen. The usage is manually split  between the two fund sources from which the employee is paid using the DOS code of VAC.  Note:   The department also has the option of allowing the system to split the vacation leave usage using the DOS code of VAX as long as the usage is reported in a timely manner.  More information about prorating leave can be found in Section F5.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 701000001 Name: BLUES,BERTHA D                            Emp Status: A  
 Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle:  B1            Page  1 of  1
 C
   Seq: 00102 Tr: LX Per End: 0331YY Pay Cy: M Dst: 12 E: E T: 2 D:   Ttl: 4723
   LACFPS: 4 660500      19900        1 Rate: 02157.00 AH: A   Prorate:          
   DOS:     Time:        H%:   DOS: VAC Hr: 30.00  DOS: SKL Hr: 12.00   WSP:

   Seq: 00103 Tr: LX Per End: 0331YY Pay Cy: M Dst: 22 E: E T: 2 D:   Ttl: 4723
   LACFPS: 4 660500      33333        2 Rate: 02157.00 AH: A   Prorate:        
   DOS:     Time:        H%:   DOS: VAC Hr: 10.00  DOS: SKL Hr:  4.00   WSP:
                                                                                
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:         WSP:     
                                                                                
 Next Func:      ID: 701000001 Name:                            SSN:            
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                   
 U0001  Input accepted
 ===>                                                                           
 F:   1-Help      2-Jump                              5-CANCEL                  
 F:                           9-UPDATE


If more than two leave usage transactions need to be reported or if leave usage from more than one pay period needs to be reported, use subsequent sequence lines on the screen, as shown in the example above.

The primary problem with processing leave usage and/or adjustments using the EDLR screen is this: if a transaction is processed after the pay compute for the related leave accrual cycle, the leave usage may not be subtracted from the employee’s balance prior to the new accrual being added to the balance. For employee’s at or near their vacation leave accrual maximum, this may mean that the system will record as "lost" some vacation leave hours that actually were not lost. In such a case, a vacation leave adjustment would need to be processed to restore the employee’s current vacation balance to the correct amount.

In the example below, a vacation leave adjustment of 5.67 hours is being processed for an employee.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 601000777 Name: ANTE,PENNY                                Emp Status: A
 Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle:  B1            Page  1 of  1
 C
   Seq: 00104 Tr: LX Per End: 0323YY Pay Cy: B Dst: 11 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      19900        2 Rate: 025.1400 AH: H   Prorate:        
   DOS:     Time:        H%:   DOS: VLA Hr:  5.67  DOS:     Hr:        WSP:   
                                                                              
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:
                                                                              
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 701000001 Name:                            SSN:          
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                 
 U0001  Input accepted
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE

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