PTR MANUAL

UCLA Payroll Services

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

F5.0  PRORATING LEAVE USAGE


Employees who are paid from multiple FAUs must have leave usage distributed across multiple FAUs.  To distribute vacation leave hours used correctly, the distribution of usage should correspond to the percentage of time worked on an FAU.  To report the leave usage properly when an employee is paid from multiple FAUs, the department can use one of the following methods:

  1. Allow the PPS to prorate the leave usage based on the percentage of time worked on each FAU in that one department using a DOS code of VAX as long as the leave usage is reported in the current month or the previous month.
  2. Calculate the prorated leave usage based on the percentage of time worked on each FAU in that one department using the DOS code of VAC.  This process may be used at any time.  Note:  Departments should record leave usage promptly so that surepay advices and paycheck stubs reflect the most accurate leave balance possible.

F5.1 Prorating Leave Usage on the Roster

It is preferable to use the Time Input Roster to prorate leave usage.  The leave will be prorated based on the time PAID to the employee on each FAU within one department.  If an employee is split funded between two or more departments, each department will have to report the leave usage in that department using the DOS code of VAC (if the employee is paid from a single FAU in that department) or using a DOS code of VAX (if the employee is paid from multiple FAUs in that department).

The leave code of VAX is used to prorate leave usage.  The leave is normally entered on the first line of regular pay with time reported as shown below.  The vacation leave will be prorated to the regular lines of pay.  Leave is not prorated to pay lines for which no time is reported either because no work is being reported for that distribution or because the DOS code is one that has no time associated with it. For example, the DOS code of STP, which is a by agreement amount, will not be included in the prorating of leave usage because there is no time associated with it.

If you want a pay line to be included in the prorate calculation, leave the prorate field blank. See F5.3 (below) about excluding a pay line from the prorate calculation.

PPEDHC0-E1595                Dept. Time Reporting              09/20/YY 14:44:23
                              Time Input Roster                UserID:  ABCDE
 Pay End: 09/30/YY Check Date: 10/01/YY Pay Cycle: MO             Page  1 of 10
 HOME DEPARTMENT CODE: XXXX00
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
  Y BLUES,BERT UIDUIDUID 11 5522 4 XXXXXX 6C   62110 AAAAA  2 06560.00  A    
 Reg. Time (POSITIVE)  DOS: REG Total Time: 0.5100 H/%: % Prorate:            
 Overtime/Leave Time   DOS: VAX Time (Hrs): 024.00 DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y BLUES,BERT UIDUIDUID 12 5522 4 XXXXXX 6C   62110 BBBBB  2 06560.00  A   
 Reg. Time (POSITIVE)  DOS: REG Total Time: 0.4700 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y BLUES,BERT UIDUIDUID 21 8076 4 XXXXXX 6C   62110 CCCCC  2 00865.00  A   
 Reg. Time (POSITIVE)  DOS: STP Total Time: *****  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 total percentage of time paid to the employee is 98%.  The system will prorate the leave based on the percentage of time reported on each FAU.  Since the total time paid to the employee is less than 100%, the system will derive a leave proration factor for each FAU so that the total leave usage reported is 24 hours (100% of the leave hours reported). 

No hours are prorated to the STP line of pay. The DOS code of VAX that was entered on the roster is processed by the system and will be recorded as VAC, as seen on the following IDER screen. VAX is used for leave usage proration only -- once the leave has been prorated during the compute process, it is recorded on all permanent records as VAC. If a reversal of the leave must be processed for some reason in the future, the leave would be reversed as VAC.

PPIDER0-I1595                Departmental Inquiry               09/25/YY 19:20:11
                             Earnings Distributions             Userid:  ABCDE
 Pay Cycle: MO  Processed In: 09/30/YY  Check Date: 10/01/YY
       ID: UIDUIDUID   Name: BLUES, BERTHA D                     
   Hm Dept: XXXX00      XXXXXXXXXX                   Disp: 8   Emplmt Status:  A
   Check No:            Type: CUR-ACTIVITY           PAR Control No: 375
  004 L/A/C/F/P/S: TX 4-XXXXXX- 6C -62110-CCCCC -2 Ttle: 8076  Gross:     865.00
  Rate:     865.00  Time H:          Time %:          Period: 09/30/YY-M-A- -
   ERC:  E   Typ: 2    TUC: CX  SHC:    DUC:     Cov: C  Ret: 0    DOS: STP
  005 L/A/C/F/P/S: TX 4-XXXXXX- 6C -62110-AAAAA -2 Ttle: 5522  Gross:        .00
  Rate:    6560.00  Time H:  12.50   Time %:   .0000  Period: 09/30/YY-M- - -B
   ERC:  E   Typ: 2    TUC: CX  SHC:    DUC:     Cov: C  Ret: 0    DOS: VAC
  006 L/A/C/F/P/S: TX 4-XXXXXX- 6C -62110-BBBBB -2 Ttle: 5522  Gross:        .00
  Rate:    6560.00  Time H:  11.50   Time %:   .0000  Period: 09/30/YY-M- - -B
   ERC:  E   Typ: 2    TUC: CX  SHC:    DUC:     Cov: C  Ret: 0    DOS: VAC
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:
 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec   6-NextRec
  F:                          9-MainMenu                         12-Exit


F5.2 Prorating Leave Usage on the EDLR Screen

Usage can also be reported and prorated in arrears on the EDLR screen.  The EDLR screen CANNOT be used when an employee has more than one pay rate or if it is too late for the system to prorate the leave usage. 

The first step in using the EDLR screen to prorate the leave usage is to determine if the DOS code of VAX can still be used to prorate the leave usage based on the current PPS Schedule.  Once the last pay compute for a month has been run, the VAX code may not be used to prorate leave usage for one month (or more) prior to the current month.

The next step in the process (assuming that you are processing the transaction in a timely manner), is to set up the transaction on the EDLR screen and schedule it for the next available payday.  In the example shown below, the next available payday was 9/17/08.  The retrieve feature can be used to retrieve an active distribution for the employee (usually the first active distribution is used but any distribution with associated time could be used).  Choose a distribution line on which the employee received pay.

 PPETLR0-1576               Dept. Time Reporting                09/15/YY 16:25:02
 09/10/YY 09:32:13          Late/Reduce Pay (EDLR)                Userid:  ABCDE
 ID: UIDUIDUID Name: DUCK,DAFFY                                    Emp Status: A 
 Pay End: 09/06/08 Check Date: 09/17/08 Pay Cycle:  B2             Page  1 of  1
 C                                                                            
 r Seq:       Tr:     Per End:       Pay Cy:   Dst: 13 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:   
                                                                              
   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: UIDUIDUID Name:                            SSN:          
 Seq No:        Pay Cycle: B2 Pay End: 090608                                 

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


The system will retrieve the data from distribution 13 for the employee and set up a transaction record on the EDLR screen for processing.  The DOS code of VAX is used because the leave must be prorated among all the FAUs in this department from which the employee was paid for the pay period ending 08/09/08.  The usage is being reported within the next month (according to the PPS schedule) so the system can prorate the leave based on the time already reported on the roster and processed for the pay period ending 8/09/08.

 PPETLR0-1576               Dept. Time Reporting               09/15/YY 16:25:02
 09/10/YY 09:32:13          Late/Reduce Pay (EDLR)                Userid:  ABCDE
 ID: UIDUIDUID Name: DUCK,DAFFY                                   Emp Status: A 
 Pay End: 09/06/08 Check Date: 09/17/08 Pay Cycle:  B2             Page  1 of  1
 C                                                                            
   Seq: 18018 Tr: LX Per End: 080908 Pay Cyc: B Dst : 13 E: E T: 2 D:   Ttl: 7242
   LACFPS: 4 XXXXXX FS 30133          2 Rate: 30.6600  AH: H  Prorate:          
   DOS:     Time:        H%:   DOS: VAX Hr: 36.00   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: UIDUIDUID Name:                            SSN:          
 Seq No:        Pay Cycle: B2 Pay End: 090608                                 

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


The usage reported for the 9/17/08 payday will be prorated based on the hours reported for pay period ending 8/09/08.  The employee is paid from 8 different FAUs in this one department.  To prorate the leave, the system will calculate a proration factor for each FAU based on the hours paid on that FAU.  The proration factor for each FAU will be multiplied by the total vacation hours reported to get the usage prorated for each FAU.

F5.3 Using the Prorate Field to Bypass the Proration Calculation on Certain FAUs

In some instances, you may need to block the proration of leave on certain FAUs.  The system allows the department to block the proration of leave on an FAU by entering an "N" in the Prorate field on the Roster or on the EDLR screen.   For example, an employee is paid on multiple fund sources on the roster and leave should be charged only to certain funds due to contractual obligations but this is a very rare occurrence

Several Roster pages are show below for an employee who is paid from multiple FAUs in the same department.  Two fund sources should not be included in the leave proration calculation so an "N" is entered in the Prorate field on the Time Input Roster.

PPEDHC0-E1595                Dept. Time Reporting            08/20/YY 14:44:23
                              Time Input Roster              UserID:  ABCDE
 Pay End: 08/31/YY Check Date: 09/01/YY Pay Cycle: MO           Page  7 of 24
 HOME DEPARTMENT CODE: XXXX00
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
  Y NILE,INDY  UIDUIDUID 11  1750 4 XXXXXX BC   29613        0 10000.00  A    
 Reg. Time (EXCEPTION) DOS: TRT Total Time: 0.4416 H/%: % Prorate:            
 Overtime/Leave Time   DOS: VAX Time (Hrs): 040.00 DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y NILE,INDY  UIDUIDUID 12  1750 4 XXXXXX  BD  29848        0 10000.00  A   
 Reg. Time (EXCEPTION) DOS: TRT Total Time: 0.0390 H/%: % Prorate: N           
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y NILE,INDY  UIDUIDUID 13  1750 4 XXXXXX  BE  41861        0 10000.00  A   
 Reg. Time (EXCEPTION) DOS: TRT Total Time: O.0593 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


Note that the 40 hours of leave are reported as VAX on a line that is to be prorated.   Leave hours to be prorated should not be entered on the line where the Prorate indicator is set to "N".

 PPEDHC0-E1595                Dept. Time Reporting            08/20/YY 14:44:23
                              Time Input Roster              UserID:  ABCDE
 Pay End: 08/31/YY Check Date: 09/01/YY Pay Cycle: MO           Page  8 of 24
 HOME DEPARTMENT CODE: XXXX00
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
  Y NILE,INDY  UIDUIDUID 14  1750 4 XXXXXX  BF   42279       0 10000.00  A    
 Reg. Time (EXCEPTION) DOS: TRT Total Time: 0.0500 H/%: % Prorate: N          
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y NILE,INDY  UIDUIDUID 15  1750 4 XXXXXX  BG  53175        0 10000.00  A   
 Reg. Time (EXCEPTION) DOS: TRT Total Time: 0.0500 H/%: % Prorate:             
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y NILE,INDY  UIDUIDUID 16  1750 4 XXXXXX  BH  62165        0 10000.00  A   
 Reg. Time (EXCEPTION) DOS: TRT Total Time: O.0164 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

 

 PPEDHC0-E1595                Dept. Time Reporting            08/20/YY 14:44:23
                              Time Input Roster              UserID:  ABCDE
 Pay End: 08/31/YY Check Date: 09/01/YY Pay Cycle: MO           Page  9 of 24
 HOME DEPARTMENT CODE: XXXX00
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP
  Y NILE,INDY  UIDUIDUID 17  1750 4 XXXXXX BI   79536        0 10000.00  A    
 Reg. Time (EXCEPTION) DOS: TRT Total Time: 0.0920 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y NILE,INDY  UIDUIDUID 18  1750 4 XXXXXX  BC  29613        0 10000.00  A   
 Reg. Time (EXCEPTION) DOS: TXT Total Time: 0.1641 H/%: % Prorate:             
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):      
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):      
  Y NILE,INDY  UIDUIDUID 21  1750 4 XXXXXX  BC  29613        0 10000.00  A   
 Reg. Time (EXCEPTION) DOS: TRN Total Time: O.0876 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


Leave will be prorated to all FAUs except for those which have a prorate indicator of "N"  There are nine total lines of pay listed on the roster pages above for Indy Nile.  Three of the lines are for the same FAU so those percents of time are added together in the proration calculation.  To prorate the leave, the system will calculate a proration factor for each FAU based on the percentage of time paid on that FAU.  The proration factor for each FAU will be multiplied by the total vacation hours reported to get the usage prorated for each FAU.

F5.4 Rush Checks and Other Adjustments

Rush checks are processed if the normal pay compute has been missed for various reasons. The automated prorating may not include the time represented by the rush check, depending upon when the rush check transaction is actually processed through the pay compute. Any additional time paid by the rush check may not be included in the prorate calculation if the date for which the rush check transaction is scheduled falls after the prorate calculation is due to be run on the persons primary pay schedule.

If the additional time reported on the rush check should have been included in the prorate calculation, adjustments of the vacation leave usage already calculated by the system, and recorded on the IDER screen as VAC entries, will require correction. This correction process would include processing RX transactions to reverse the VAC entries that are incorrect and the processing of LX transactions, using the VAC code, to enter the appropriate amounts that were calculated using the manual method for prorating vacation leave usage.

Other Adjustments

If pay information is being adjusted for a previous month and the leave usage was prorated on the roster for that month, the system will NOT go back and recalculate the previously prorated vacation leave usage.  To correct the leave usage, it is necessary to adjust the leave usage manually using RX and LX transactions and the DOS code of VAC.  Note:  An example of prorating the leave manually is shown in Section F2.

F5.5 Error Messages

Mistakes are sometimes made when entering information on the PTR Screens.  There are some built in edit messages that may appear due to these entry errors.   Some of the messages that could appear are listed below along with a suggested solution.

Sample edit messages:

**Note:  SKX is not used at UCLA.

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