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OPTRS Manual for Payroll Adjustments

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Introduction
Current Time Reporting
Employee Reduction In Time (ERIT)
Additional Pay (EDAP)
Additional Pay (EDFT)
Pay Adjustments (EDLR)
Interlocation
Adjustments - Copy Function
Adjustments - Correct Mistakes Before the Compute
Adjustments - TOPE/DOPE
Adjustments (EDTS)
Adjustments (EDTM)
Phased Retirement Program
  • Overview

    The Online Payroll Time Reporting System (OPTRS) is a subsystem of the Payroll Personnel System (PPS) that allows online entry of Payroll transactions.

    • Current Time is entered by timekeepers via the online Roster (IDTC)
      • PANs (Post-Authorization Notifications) are not a function of Current Time Reporting
    • Adjustment transactions are entered by timekeepers via various functions, which are accessed through the EDAT screen (Department Adjustment Transactions Menu):
      • EDLR (Late Time Payment/Pay Reduction
      • EDAP (Additional Pay)
      • EDFT (One-Time Pay)
      • EDTS (Single Payroll Expense Transfer)
      • EDTM (Mass Payroll Expense Transfer)
        • All adjustment transactions are recorded to the IDTL (THF - Transaction List)
        • Adjustment transactions input through OPTRS result in PANs information mandatory reviewers of actions taken

    The operation of OPTRS is similar to that of the On-line Entry Update (OEU) in the PPS system.

    • Access to OPTRS is provided through the Online Applications Main Menu
    • System functionality and user interface is based on a series of menus, lists, data entries and message screens
    • As with PPS, HELP screens are also available to provide on screen information and specific data element ranges and values.
    • By using function keys and entering selection criteria:
      • System users navigate to a specific screen
      • Input or change selected data
      • Update the transaction to a specific check release date subsequent to the edit process

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  • About the OPTRS Manual

    The OPTRS manual is designed to provide assistance in learning how to appropriately access various screens and time transactions.

    It is expected that prior to becoming a certified OPTRS user, each individual has successfully completed or shown appropriate competency in the following:

    • PPS Basics
    • Basic understanding of the DOPE report
      • How to read and interpret the fields
    • Basic understanding of how UCSC pays people
      • Knowledge of monthly (MO) vs. hourly (BW) pay cycles and adjustments
    • Thorough understanding of Time and Attendance Records and IDTC (Rosters)

    Recommended prerequisites to OPTRS training include:

    • PPS Full OEU Training
    • Observing a one month Time and Attendance cycle that includes both MO and BW payroll

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  • OPTRS Users

    Users of OPTRS are employees of the University who have been granted authorized access to the information contained in the system.

    • All system access must be authorized by appropriate local campus security administration.
    • Users of the system may have one of several roles:
      • timekeeper
      • reviewer
      • back-up timekeeper/reviewer
      • manager
      • inquiry user
      • central office user
    • Refer to: PPS Manual 1.3, System Access for further information

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  • Current Time Reporting

    Current time is defined as hours worker or leave used during a monthly pay period for which the payroll has yet to be computed. Current time is reported via the on-line Roster (IDTC).

    Exception time is defined as the the reporting of exceptions to a regular preprogrammed payment based upon appointment and distribution data in the EDB employee record. Such exceptions may include the reporting of leave taken or overtime worked.

    Positive time is defined as the reporting of regular hours for pay. Payment is contingent upon the reporting of hours.

    For current time reporting, OPTRS displays prelisted eligible employees on IDTC. OPTRS calculates current time for fixed employees based on appointment and distribution data in the corresponding EDB record. If changes are made to the employee's time reporting status in OPTRS, the EDB must be updated to reflect the change or the employee may not be paid on time. Depending on the time actually reported (per employee timesheets, reports, etc), prelisted positive time must be either changed or confirmed via a data entry on the IDTC.

    IDTC Training

    IDTC Time Selection Criteria

    Time Collection Selection Criteria Screen

    The Time Collection Selection Criteria Screen IDTC is used to produce a check list or a roster.

    CRITERIA DESCRIPTION
    Checklist Code indicating whether the Time Report check list is to be produced.
    • S: Select checklist
    • Blank: Do not select checklist
    Roster Code indicating whether the Time Report Roster is to be produced.
    • S: Select roster
    • Blank: Do not select roster
    Home Department Code indicating the department or other administrative unit that has coordinating responsibility for an individual's employment and/or pay disposition. This is the broadest selection criteria.
    Cost Center Code indicating a subordinate unit of a departmental account. This is the most accurate selection criteria, as all Roster employee distributions have Cost Center established expressly for the purpose of Roster sort.
    Full Accounting Unit Code indicating the campus unit or department with which a payment expenditure account is associated. This is the narrowest selection criteria.
    Compute Process Code indicating whether the associated Compute Process should be selected.
    • S: Select associated compute process
    • Blank: Do not select associated compute process

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  • Adjustment Transaction Reporting (EDAT)

    OPTRS provides functionality for reporting adjustments to previously reported pay. All adjustments are accessed on the Department Adjustment Transaction Menu (EDAT).

    Overview and Training of EDAT: Department Adjustment Transaction Menu

    Department Adjustment Transaction Menu: EDRA

    EDTA Transaction Menu

    You’ll notice there is another function listed which was not mentioned in the earlier list: EDRA. This function is used only with specific instruction from the Payroll Office. It is never used independently (ie: without Payroll’s SPECIFIC INSTRUCTION TO DO SO!)

    Department Adjustment Transaction Menu: Pay functions vs. expense transfer functions

    The functions listed on the upper left side of the EDAT menu are used to enter pay transactions

    The functions listed on the upper right side of the menu are used to enter transfer of payroll expense transactions.

    Department Adjustment Transaction Menu

    The IDTL function is not an entry/update screen -- it displays a list of the types of the transactions that have been entered through the EDAT functions.

    With the exception of the EDTM - Mass Transfer screen, each function is employee specific. Each screen is used to enter transactions for one employee, unlike the time roster where a screen may contain the records of several employees.

    To access any one of the functions, the user enters:

    • Function code
    • Employee ID number or name or social security number
    • Pay cycle
    • Pay end date

    Department Adjustment Transaction Menu: Copy/Retrieve

    All of the Entry functions on the left side of the EDAT menu allow for the use of a copy command once the transaction has been updated. Transactions can be copied from one line to another or from one payday to another if necessary. For more information on the use of the copy command, consult Copy Section (https://financial.ucsc.edu/Pages/Payroll_OPTRS_CopyFunction.aspx)

    Two of the functions (EDAP and EDLR) allow for data to be retrieved from the EDB in order to facilitate the completion of the transaction.

    A pay adjustment may be reported for the following reasons:

    • Additional pay: EDAP
    • One-Time payments: EDFT
    • Late time adjustments: EDLR
    • Transfer of expense: EDTS/EDTM

      PPP5302 Information

      • ET Month

        Identifies the month for which the Distribution of Payroll Expense (PPP5302) that contains the applicable payroll transaction was produced.

        Format is YYMM (fiscal). July is the first month of the fiscal year, so to identify December of fiscal year 07/08, the ET month would be coded 0706.

      • ET Page

        Identifies the page of the Distribution of Payroll Expense (PPP5302) on which the payroll transaction resides.

        The correct ET PG is ALWAYS five digits long (eg 00001, 00345, 01236, etc)

      • ET Line

        Identifies the line of the Distribution of Payroll Expense (PPP5302) on which the payroll transaction resides.

        The ET LN is two digit, numeric NO ALPHA (eg. 01, 02, 03,...17, 18, 19,...etc.) and precedes the employee name in the leftmost column of the report

      • Reason

        Identifies the reason why a payroll expense is being transferred. The Reason code is a one digit ALPHA code: A, B or C

        A: One-time expenditure adjustment: Employee is not expected to perform services again under this account/fund

        B: Employee is expected to perform services again under this account/fund

        C: Other – explain in PAN

      Transfer From (Credit) Loc/Acct/CC/Fund/PC/Sub

      FAU from which transfer is being made. This data is extracted from the online DOPE once the ET data is completed (ie: auto fills, not completed by enterer).

      NOTE: FAU = Full Accounting Unit. FOAPAL is the financial system (BANNER) account structure. FAU is the Payroll account structure.

      Transfer To (Debit) Loc/Acct/CC/Fund/PC/Sub

      FAU to which transfer is being moved. This data is manually completed by the enterer.

      NOTE: FAU = Full Accounting Unit. FOAPAL is the financial system (BANNER) account structure. FAU is the Payroll account structure.

      Edit Messages: Range/Value

      EDTS and EDTM edit range/value

      This is an example of entering a bad code in the ET month.

      After you enter data on the entry function and press either Enter, F5 Update, F9 Jump, F10 Prev Func, or F11 Next Func, range/value edits are performed on the entered data. A message is issued if one of more fields contain an invalid value, and the cursor is positioned on the first field in error. You must supply a valid value before the update can proceed.

    • Viewing updated transaction list: IDTL

    There is a specific data entry screen for each type of adjustment transaction. Whenever you process an expense transfer or a one-time payment, the data input must be based on pre-approved supporting documentation.

    Payments on adjustments are usually over and beyond the employee’s normal salary; sometimes the transaction reduces normal pay. For these reasons, Post Authorization Notifications (PAN) notices are generated following the processing of adjustment transactions.


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  • Fields Overview

    Employee Name/Employee I.D.:

    • Employee name is located in the footer (NAME: Last, First)
    • Employee I.D. number is a system assigned nine digit number beginning with “7” and is located in the footer under ID: 7XXXXXXXX

    Per End:  Pay Period end dates

    • Must be in a six digit format (MMDDYY)
    • Must be valid for pay cycle type
      • End date must always be the last day of the pay period:
        • 01/31/XX
        • 03/30/XX
        • 04/28/XX or 02/29/XX

    Pay Cy:  Pay Cycle Type

    • Must be M (for MO) or B (for BW)

    Dst:  Distribution number

    • From Inquiry Appointment/distribution (IAPP) associated with payment being made.

    Ttl:  Title Code

    • The job title for which adjustment is being made. Must be four numeric digits

    Full Accounting Unit (LACFPS):  Location/Account/Cost Center/Fund/Project Code/Sub

    • Location for Santa Cruz is ''7"
      • No other location code is acceptable
    • Account number is 6 digits
      • Should be in a range from 400000 - 789999 (Note:  Not every number within that range is an acceptable account number)
      • Numbers outside this range are not associated with normal payroll transactions used by departments.
    • Cost Center is four digits - used as selection criteria to pull Rosters
    • Fund number is 5 digits
      • Normally in the range of 04100 - 88999
    • Project Code is six digits.  Code for a project against which salary or wage expenses are charged.
    • The sub code is one digit. The only acceptable subs used for Payroll are: 0, 1, and 2

    Rate:  Rate/Amount

    • Monthly rates are input as employee's full time pay rate, as listed on the distribution line of the IAPP function in the employee database, carried out to two decimal places:
      • Example: 2300.00
    • Hourly rates are input as employee's hourly rate, as listed on the distribution line of the IAPP function in the employee database, carried out to four decimal places:
      • Example: 6.3500
    • By-agreement amounts are input as exact amounts, carried out to two decimal places:
      • Example: 556.00

    A/H

    • The A/H codes identify the type of rate in the rate amount field
      • A is used when the rate/amount is a salaried or by-agreement rate (2 decimal places)
      • H is used when the rate/amount is an hourly rate (4 decimal places).

    DOS:  Description of Service (Regular Time)

    • The first description of service (DOS) code field is considered regular time (not overtime or leave time) and identifies the type of service for which a pay adjustment is being made
    • This code is alpha or alpha numeric, 3 digits long
      • Example: REG
    • This field is always completed for regular time, but is not completed for by-agreement payments or when overtime or terminal vacation is all that is being adjusted or paid

    Total Regular Time on Pay Status

    • This field is completed to report time in percent (for monthly rated), or hours (for hourly) for pay adjustment
    • For salaried or monthly rated employees, time is reported as a percent and carried out to four decimal places, e.g., 100% is 1.0000, 50% is .5000
    • For hourly employees, time is reported as hours worked and carried out to two decimal places, e.g., 20 hours is 20.00
    • As the heading suggests, this field is used to report REGULAR time.
    • Note:  It is NOT appropriate to report overtime, by-agreement, or any other non-rated payment here

    H%:

    • The H% code further defines the type of pay
      • H is used for hours on pay status (2 decimal places)
      • % is used for time reported as a percentage (4 decimal places)
      • For by-agreement rates, this field is left blank

    Description of Service (Overtime/Leave Time)

    • The description of service (DOS) code under overtime/leave time heading identifies the type of overtime or leave time being paid or adjusted
    • Important Note:  Regular time (REG) is never reported here

    Time in Hours

    • Any time reported under the overtime/leave time section is reported in hours and carried out to two decimal places
      • Example: 8 hours of overtime straight would be  reported 8.00 with an OTS DOS code
    • Leave hours should be rounded up to the hundredth hour.
      • Example: an accrual balance of 89.322332, to be paid with final wages, will be entered with the TRM DOS code as 89.33 to be paid out.
      • Example: an accrual balance of 89.322332 that needs to be adjusted for one day of vacation usage, will be entered with the VAC DOS code and adjusted as 8.00 hours.

    Work Study Program

    • This field identifies a student employee being paid under a work study program
    • This code is always alpha, and is either:
      • F - Federal work study (commonly used) or
      • P - President's work study fund (infrequent)
    • The appropriate work study fund will be charged or credited for the work study portion when the adjustment is processed with the work study code

    Note:  Field names, e.g., EDAT that begin with the letter E indicate that the field is data enterable.  Field names, e.g., IAPP that begin with the letter I indicate an inquiry field


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  • The OPTRS Manual

    Users of OPTRS are employees of the University who have been granted authorized access to the information contained in the system.

    • All system access must be authorized by appropriate local campus security administration.
    • Users of the system may have one of several roles.
      • Roles include:
        • timekeeper
        • reviewer
        • back-up timekeeper/reviewer
        • manager
        • inquiry user
        • central office user
    • Refer to: PPS Manual 1.3, System Access for further information

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  • Current Flat Rated DOS Codes

    Current by-agreement DOS codes used for Payroll transactions:

    • Current: (UPAY644E) TE, TX
    • Adjustments: (OPTRS) LX, RX, AP, FT

    Refer to: Current Flat Rated DOS Codes for Payroll Transactions


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  • Rosters: Departmental Time Collection

    The Departmental Time Collection (IDTC) screen, commonly referred to as Rosters, is used to report both Exception time code, R, and Positive time code, Z, current time.

    IDTC is used to report time for MO (Monthly) and BW (biweekly) cycles, as well as overtime and leave usage. All employees are scheduled to be paid on either the MO or BW. MO pay designation is used primarily for compensation of exempt employees. BW pay designation is used primarily for non-exempt, or hourly, employees, paid every two weeks.

    Cutoff dates for each pay cycle are established for each month of the year. These cutoff dates create a time reporting window. Refer to the current year Payroll Deadline Schedule to determine when the window is open for a particular pay cycle. At the close of the time reporting window, all successfully updated transactions are extracted from a holding file and systematically processed into the payroll compute process.


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  • Rosters: Requirements and Restrictions

    1. When time data is entered for an employee, the corresponding employee record in the EDB must support the data entered, and vice versa. Data in an employee’s EDB record determines whether an individual is listed for time input. If an employee does not appear on the roster and should have, review the appointment data on the EDB.
    2. The following requirements are necessary to be included in a roster pull:
      • Appointment/Distribution established in the EDB at least one day prior to the extract of rosters
      • Active funding source(s) for distributions(s) during the pay period for which the extract is being prepared (ie: the distribution begin date must be within or before the pay period begin date for the roster and the distribution end date must be within or after the pay period end date for the roster)
      • Pay schedule in PPS must match pay schedule of roster being pulled
      • Valid employment status:
        • A – Active
        • P – Leave with pay

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  • Rosters: Requirements and Restrictions - Other Status Codes

    S - Separated: The employee is listed in the roster if the separation date is within or after the pay period end date for the roster. If the employee separation date is during the pay period, regular time entry will be BLOCKED to prevent the pre-listed distribution percent from controlling the payment (see BLOCKED transactions section). The EDB distribution end date determines the actual percentage for pay for separated, exception time reported employees (time code R). Employees whose separation date is prior to the current pay period are not listed in the roster.

    N - Leave Without Pay: The employee is listed in the roster, if on pay status, for all or part of the pay period for the selected roster. If the employee leave date is during the pay period, regular time entry will be BLOCKED to prevent the pre-listed distribution percent from controlling the payment (see BLOCKED transactions section). Leave without pay effective dates determine the actual percentage for pay for exception time reported employees (time code R).

    I – Inactive: Employees with inactive status are not listed on the roster. Inactive employees do not have the minimum pay data. An inactive status may require a review of appointment/distribution data in PPS to determine if an expired appointment should have been extended. Depending on the timing, it may be possible to update the appointment in PPS before the final roster pull deadline, and populate the distribution of the late extension to the roster.

    Dual Employment: Distributions that are set up for dual employment (over 100%) with an overtime Description Of Service (DOS) code will not appear on the roster. See Adding Transactions (Non-Roster) below for information on how to process this type of pay.


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  • Rosters: Requirements and Restrictions - Blocked Transactions

    Blocked Transactions: It is very important that any changes made on the rosters are reflected on the EDB and vice versa. If the EDB is not updated with the latest appointment/distribution information before the roster window closes, the entered transaction is not supported. This results in an edit error known as a BLOCKED transaction. In some cases, failure to reconcile an employee’s record in the EDB and the roster may result in non-payment of wages due the employee.

    The term BLOCKED also relates to an intentional action taken by the Central Payroll Office to prevent an adjustment transaction from being processed into a scheduled compute cycle.

    When a transaction is blocked, the system displays a consistency edit message at the bottom of the screen and a highlighted ***BLOCKED*** message next to the distribution in question.

    Blocks occur when the appointment/distribution data in the EDB does not support the data reported on the roster.  Appointment and/or distribution data in the EDB modified before closure of the time entry window but after time has been reported on roster will cause a block. This includes deleting distributions (ie: the transaction that was associated with the deleted distribution is blocked). This also includes actions that aren’t a direct update to appointment/distribution data, but impact the terms and conditions of employment, such as changing leave dates.

    Blocked transactions are not released into the compute, thus the employee is not paid for any time reported on a blocked transaction.

    Examples of Blocked Transactions

    Blocked Transactions

    To review, there ar eonly two kinds of Blocked Transactions. Only one type of block pertains to the Roster

    1. Roster Blocks (displayed as BLOCKED on Roster)
           EXAMPL, GU 700000000 22  3330 7 443999 ABCD 19900 ABC123 2 5000.00  A     
       Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:             
       Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):        
       **** BLOCKED ****     DOS:     Time (Hrs):        DOS:     Time (Hrs):
      • There was a change made to the Appointment/ Distribution data that does not support the time on the roster
      • Appointment and or Distribution data was changed during a closed period for entry and before the compute
      • Employee status code does not support pay for current pay period (ie: separated, leave no pay, etc.)
    2. Adjustment Blocks (displayed as “B” in Line Command Code)
      C                                                                              
      B Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
        LACFPS:                              Rate:          AH:                      
        DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:
      • An intentional action taken by Central Payroll to prevent an adjustment transaction from being processed into a scheduled compute cycle.

    How does a block occur?

    This is an example of an original IAPT screen:

    PPIAPT0-I1716                  SC EDB Inquiry                 
    06/23/11 10:04:51      Appointment/Distribution Cmpct         Userid:  SCPAYALT
    ID: 700000000 Name: EXAMPLE, GUY                                          
    Hm Dept: 000676 PHYSICAL & BIO  Emplmt Status: A Pri Pay: MO                   
    Gen No : 0010                   Total Appt/Dis: 01/03 Remaining Appt/Dis: 00/00
    LOA Beg:          LOA Return:          LOA Type:       SLCG Grade:             
    Appt: 20 TC: 3259 ADJUNCT PROFESSOR - FISCAL YR  Grade:         Pgm/Typ: A/5   
          Begin Dt: 07/01/04 Ann/Hr Rt :  152000.00   %: 1.00  F/V: F     Rt   : A 
          End Dt  : 06/30/13 Bas/Pd Ovr: 11/12   FLSA: EXEMPT     Lv : E  Sched: MO
          Dur     : B Budget Dept Cd   : 001761    TUC/AREP/ASHC: 99/C/   Time : R 
                                                                                   
    Dis No.   L/A/C/F/P/S                                                          
    FTE   Dis %   Pay Beg   Pay End   Rate/Amt    DOS  Step/OA PRQ  D  W           
    21        7 444444 ABCD 19900 ABC123 2 
    0.00  1.0000  10/01/10  06/30/11  5000.00     REG     8/                       
    22        7 443999 ABCD 19900 ABC123 2
    0.00  1.0000  07/01/10  08/31/11  5000.00     REG     8/                       
    23        7 7 443999 ABCD 19900 ABC123 2                                         
    0.00  1.0000  09/01/11  09/30/11  5000.00     REG     8/                       
    Next Func:      ID:           Name:                            SSN:   
    

    Time code "R" means this is an exception time reporting, paid via on-line (Roster). Notice that there is an error in the pay begin date on distribution 22. The pay begin and end dates should have been consecutive with the other distributions, but there was an error made in the year, resulting in the employee reflecting 100% from distribution 21 and 100% from distribution 22 on the June 2011 rosters.

    Example 3

    This is how the employee originally presented on the June Roster on the “Roster Available” day (the first day the unit can pull down the initial Roster for the associated compute):

    PPEDHC0-E1862                SC Dept Time Rpting              
                                  Time Input Roster                UserID:  SCPAYALT
     Pay End: 06/30/11 Check Date: 07/01/11 Pay Cycle: MO          Page    1 of   10
     COST CENTER         : ABCD                                                     
     OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
     Y  EXAMPL, GU 700000000 21  3330 7 444444 ABCD 19900 ABC123 2 5000.00  A      
     Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
     Overtime/Leave Time   DOS: VAC Time (Hrs): 008.00 DOS:     Time (Hrs):         
                           DOS:     Time (Hrs):        DOS:     Time (Hrs):         
        EXAMPL, GU 700000000 22  3330 7 443999 ABCD 19900 ABC123 2 5000.00   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):         
        GUY,    AN 711111111 21  3330 7 443444 ABCD 63038        2 02806.00  A      
     Reg. Time (EXCEPTION) DOS: REG Total Time: 0.6000 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:                                          
    

    Notice that if no action is taken, the employee will be paid 200% for June

    Example 4

    The unit has the opportunity to correct the Employee Data Base (EDB) after the initial Roster has been made available ("Roster Available" column on the Payroll Deadline Schedule), but before the period has closed for corrections (“Last Day to Update EDB to affect final Roster” column on the Payroll Deadline Schedule)

    The correction is made to the Pay Begin date of distribution 22 on or before the Last Day to Update EDB to affect final Roster deadline.

    Action taken on EAPP: change 07/01/10 to 07/01/11

    Here is the correction reflected in the appointment screen:

    PPIAPT0-I1716                  SC EDB Inquiry                 
    06/23/11 10:04:51      Appointment/Distribution Cmpct         Userid:  SCPAYALT
    ID: 700000000 Name: EXAMPLE, GUY                                          
    Hm Dept: 000676 PHYSICAL & BIO  Emplmt Status: A Pri Pay: MO                   
    Gen No : 0010                   Total Appt/Dis: 01/03 Remaining Appt/Dis: 00/00
    LOA Beg:          LOA Return:          LOA Type:       SLCG Grade:             
    Appt: 20 TC: 3259 ADJUNCT PROFESSOR - FISCAL YR  Grade:         Pgm/Typ: A/5   
          Begin Dt: 07/01/04 Ann/Hr Rt :  152000.00   %: 1.00  F/V: F     Rt   : A 
          End Dt  : 06/30/13 Bas/Pd Ovr: 11/12   FLSA: EXEMPT     Lv : E  Sched: MO
          Dur     : B Budget Dept Cd   : 001761    TUC/AREP/ASHC: 99/C/   Time : R 
                                                                                   
    Dis No.   L/A/C/F/P/S                                                          
    FTE   Dis %   Pay Beg   Pay End   Rate/Amt    DOS  Step/OA PRQ  D  W           
    21        7 444444 ABCD 19900 ABC123 2 
    0.00  1.0000  10/01/10  06/30/11  5000.00     REG     8/                       
    22        7 443999 ABCD 19900 ABC123 2
    0.00  1.0000  07/01/11  08/31/11  5000.00     REG     8/                       
    23        7 7 443999 ABCD 19900 ABC123 2                                         
    0.00  1.0000  09/01/11  09/30/11  5000.00     REG     8/                       
    Next Func:      ID:           Name:                            SSN:   
    

    Example 5

    Remember, a block will occur in the Rosters for the following reasons:

    • There was a change made to the Appointment/ Distribution data that does not support the time on the roster
    • Appointment and or Distribution data was changed during a closed period for entry and before the compute
    • Employee status code does not support pay for current pay period (ie: separated, leave no pay, etc.)

    The first two bullets apply to this situation, so this action will result in a BLOCK to the Roster, ensuring that the employee will not be overpaid, as only distribution 21 will now pass to the compute:

    PPEDHC0-E1862                SC Dept Time Rpting              
                                  Time Input Roster                UserID:  SCPAYALT
     Pay End: 06/30/11 Check Date: 07/01/11 Pay Cycle: MO          Page    1 of   10
     COST CENTER         : ABCD                                                     
     OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
     Y  EXAMPL, GU 700000000 21  3330 7 444444 ABCD 19900 ABC123 2 5000.00  A      
     Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
     Overtime/Leave Time   DOS: VAC Time (Hrs): 008.00 DOS:     Time (Hrs):         
                           DOS:     Time (Hrs):        DOS:     Time (Hrs):         
        EXAMPL, GU 700000000 22  3330 7 443999 ABCD 19900 ABC123 2 5000.00   A      
     Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
     Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
     **** BLOCKED ****     DOS:     Time (Hrs):        DOS:     Time (Hrs):         
        GUY,    AN 711111111 21  3330 7 443444 ABCD 63038        2 02806.00  A      
     Reg. Time (EXCEPTION) DOS: REG Total Time: 0.6000 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:                                          
    

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  • Rosters: Requirements and Restrictions - Adjusting Transactions

    Adds or adjustments which are in agreement with current terms and conditions of employment are to be accomplished via Roster and EDB updates, and NOT via EDAP:

    1. Changes in status to the following data elements:
      • Title, Rate, FAU, DOS, time on pay status
      • Changes made to the Roster must be supported with updates to the record in the EDB, and vice versa. If the time period has passed to make this adjustment (refer to the Payroll Deadline Schedule), contact the Payroll Office for assistance if it is imperative that the change be reflected on the current cycle. If the compute has already happened, or it is not imperative that the change be reflected on the current cycle, update PPS appointment/distribution, etc. with appropriate data elements once the period is open for OEU, and adjust employee’s transaction retroactively on next available compute via EDLR in the OPTRS.
    2. Any change in status that impact terms and conditions of employment (non-student to student, limited to career, etc) may also be accomplished via Roster and EDB updates. Special care must be taken to ensure that correct terms and conditions are in place in PPS for the compute. Critical data which has not been updated in PPS will prohibit employee from displaying correctly on the Roster. In order for information to display appropriately on the roster for an employee, an employee record must be established on the EDB through EDB Entry/Update and be properly coded at the appointment and distribution levels prior to “Last Day to Pull Down and Input Time On Roster” column on the Payroll Deadline Schedule. It is very important that the information on the EDB is correct so that payments made to an employee are correct. If that deadline has passed:
      • PPS must be updated with appropriate data elements once the period opens, and the employee paid retroactively (via OPTRS EDLR) once the change is updated.

    Changes in status that result in change of pay cycle (MO to BW or vice versa) are not permitted on the current pay cycle. Contact the Payroll Office for assistance.


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  • Roster or EDAP?

    There are some instances when current time must be affected, but Roster entries are not possible due to system constraints or timing. Described below are the identified scenarios that cannot be accomplished via Roster, so must be processed via EDAP:

    • Reporting leave and/or overtime for an employee requiring more than 4 fields in the overtime/leave time section in one pay period
      • The Roster has 4 enterable fields to report leave or overtime usage. If an employee has more than 4 types of hours adjustment to report in one pay period, timekeeper must use the EDAP function to report additional leave/overtime that does not fit on the Roster line.
    • Reporting leave for an employee who is not listed on the roster (ie. a separated employee)
      • If the employee is not listed on the Roster at all due to separation or other late adjustment the EDAP function is used to report leave adjustments.
    • On the EDAP function: do not report any data under the first DOS section (those fields are for reporting regular (REG) type of pay only). Skip to the second set of DOS and Hr fields, which is for “overtime/leave time” to input leave usage or overtime.

    EDAP screen

    • Leave of Absence Without Pay
      1. An employee has multiple appointments. One of the appointments is leave of absence with no pay for the entire current pay period. The system interprets leave without pay at the employee level, thus this will cause the employee to not populate on the Roster for ALL appointments. Timekeeper must use the EDAP function to report time for all paying appointments during the leave no pay period.
      2. An employee has multiple appointments. One of their appointments is on leave of absence with no pay for part of the current pay period. The system interprets leave without pay at the employee level, thus, this will cause the distributions to BLOCK on the Roster for ALL appointments. Timekeeper must use the EDAP function to report time for all paying appointments during the leave no pay period.
    • CruzPay students
      • Most undergraduate student titles are paid directly from the CruzPay application and not via the Rosters; however, there will be times when the timekeepers will need to stop a student timesheet from automatically exporting through CruzPay but reported hours still need to be paid to the employee. When this occurs, timekeeper must use the EDAP function to report time via OPTRS.

    Only the above scenarios identified in this section are appropriate usage of EDAP for current time reporting (that is not traditional “additional pay” as described in section: Additional Pay (Non-Roster)). Any scenarios impacting current time reporting that do not fit the scenarios detailed in this section are not appropriately paid as an EDAP transaction. Contact the Payroll Office for guidance.


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  • Rosters: Step-by-step Instructions - Checklist

    Press F11 to print a Check List to compare with the source documents gathered. Verify the Employee Identification Number and the name of the employee.

    Positive/Exception: Time reporting method by which the employee is to be paid from each appointment and distribution. (If an employee is paid from both an exception and a positive appointment on the same pay cycle, the individual is listed twice on the Check List.)

    (Non-Roster) AP: One-time work outside current appointment classification or one-time work for another unit: This type of pay is not considered a “timesheet add”. This is handled via the EDAP function, with appropriate approvals. Please see OPTRS manual Authorization on additional pay forms and Additional payment (EDAP) or One-time payment (EDFT), as appropriate.

    1. Obtain source documents; a source document is a time sheet listing hours worked and leave usage.  Each source document must be signed by the employee indicating that the document represents a true accounting of hours and leave usage for the pay period. The Supervisor also signs to certify concurrence with the report.
    2. Consult payroll calendar for pay cycle and timesheet deadline.
    3. From the Main Menu, type IDTC in the Next Function field. Press ENTER. This will take you to the Time Collection Selection Criteria screen.

      Main menu screenshot
      UCMMNU0-M1325               SC Online Applicatns              
                                        Main Menu                    Userid:  SCPAYALT
                                                                                      
        - Employee Data Base ----                ------ PAN Subsystem -------         
         IEDB  Central Inquiry                    PSRV  PAN Services Menu             
         IDDB  Departmental Inquiry              -- Payroll Time Reporting --         
         EEDB  EDB Entry/Update                   ETHF  THF Entry/Update              
         IDOC  Employee Documents                 IDTC  Dept Time Collect             
        --- Payroll Audit Record ---              EDAT  Dept Adj Trans                
         IPAR   Inquiry                          ---- Abeyance Data Base ----         
         IDPR  Departmental Inquiry               SPCL  Special Processes             
        ---- History Data Base -----             ------ CSER Subsystem ------         
         IHDB  Record Inquiry/Update              EFCR  Encumbrance Entries           
         IHIS  Personnel History                 --- ID Number Subsystem ----         
         IHHR  History Documents                  IDMN  ID Numbers Main Menu          
         IHTX  Tax Withholding                   --- System Administration --         
                                                  UCSA  Entry/Update                  
        -- Employment Verification                                                    
         IVER  Verification                                                           
       Next Func: IDTC ID:           Name:                            SSN:            
                                                                                      
       ===>                                                                           
        F:  1-Help                              4-Print                               
        F:                                                             12-Exit        
      
    4. From PPS IDTC
      • Pay End - type the pay period end date in format MMDDYY.
      • Pay Cycle - type MO, B1 or B2 to match pay period end date entered above.
    5. Tab to Check List. Type S (select). Tab to Selection Criteria field. Type in one of three possible selections:
      • Home Department Number (6 digits - required field) or
      • Full Accounting Unit (FAU = L/A/C/F/P/S)
      • Cost Center
      IDTC Screenshot
      PPIDTC0-I1862                SC Dept Time Rpting              
                              Time Coll. Selection Criteria          UserID:  SCPAYALT
                                                                                      
       Report Selection (select one):                                                 
        Check List: S      Roster:                                                    
       Selection Criteria:                                                            
        Home Department Code:                        Cost Center: abcd                
        Full Accounting Unit:                                                         
       Compute Process (select one):                                                  
       C  Last Day to Enter Time    Pay Date         Pay End        Pay Cycle         
       S  06/22/11                  07/01/11         06/30/11       MO                
          05/31/11                  06/08/11         05/31/11       MA                
                                                                                      
                                                                                      
                                                                                      
                                                                                      
                                                                                      
       Next Func:      ID:           Name:                            SSN:            
                      Pay Cycle:    Pay End:                                          
                                                                                      
                                                                                      
       ===>                                                                           
       F:   1-Help                  3-PrevMenu  4-Print                               
       F:                           9-Jump                             12-Exit      
      

      This example shows selection of Checklist by Cost Center.

      Only the current Roster that has been made available per the Payroll Deadline Schedule is selectable. This example is in the MO cycle.

      Notice that there is an MA schedule displayed as well, but note that it is for a closed compute. Once the current month’s cycles becomes active, the prior month cycles will purge off the list. The closed compute’s checklist can still be selected and viewed if desired.

    The method of selecting populations may be determined by each unit’s internal procedures. Please consult with applicable unit’s business process guidelines for further information.

    Press ENTER once criteria is set.

    Checklist screenshot
    PPIPIC0-I1595                SC Dept Time Rpting              
                                      Check List                   UserID:  SCPAYALT
                                                                   Page    1 of    2
     Pay End: 06/30/11 Pay Cycle: MO Last Date to Enter Time: 06/22/11              
     COST CENTER: ABCD                                                  
     EID       Employee Name              Positive/Exception   Time Entered         
     712345678 ADAMS, JANE             EXCEPTION            YES               
     734567890 ALBERT, MARK L                EXCEPTION            YES               
     745678901 CAT, KITTY                    EXCEPTION            NO                
     756789012 CHOW, CAT                     EXCEPTION            NO                
     767890123 DAVIS, JOHN                   EXCEPTION            NO                
     778901234 DUNKLE, SALLY                 EXCEPTION            YES               
     789012345 FRANK, IMJUSTBEIN             EXCEPTION            YES               
     790123456 FRANKEL, BILL                 EXCEPTION            NO                
     701234567 GARDENER, MARY                EXCEPTION            YES               
     712121212 HOWARD, JOHNSON               EXCEPTION            YES               
     721212121 JOHNSON, HOWARD               EXCEPTION            YES               
     Next Func:      ID:           Name:                            SSN:            
                    Pay Cycle:    Pay End:                                          
                                                                                    
                                                                                    
     ===>                                                                           
     F:   1-Help                  3-Return    4-Print                               
     F:               8-Forward   9-Jump                 11-Prt List 12-Exit        
    

    Press F11 to print Checklist (this will print the entire checklist, not just the displayed page).


    Back to Top
  • Rosters: Step-by-step Instructions - Population Selection

    1. Press F11 to print the Check List to compare with the source documents previously gathered. Verify the Employee Identification Number and the name of the employee. Verify the time reporting method:
      • Positive or Exception: Time reporting method by which the employee is to be paid from each appointment and distribution. If an employee is paid from both an exception and a positive appointment on the same pay cycle, the individual is listed twice on the Check List.
    2. Reconcile or justify any missing or extra employees on the list. Some reasons an employee may not appear are:
      • Employee was changed to a different FAU in the EDB. (Retrieve Check List by Chart/Account)
      • Employee who is shared with another department has the other department as "home" department. (Retrieve Check List by Chart/Account.)
      • Time reporting code not set at R or Z.
      • Employee on Leave without pay
    3. Press F3 (previous menu function key) to return to IDTC screen.
    4. Tab to Check List field and hit space bar once to delete the "S" selection.
    5. Roster Field: Type S to select. Press ENTER.
    Population Selection Example
    PPIDTC0-I1862                SC Dept Time Rpting              
                            Time Coll. Selection Criteria          UserID:  SCPAYALT
                                                                                    
     Report Selection (select one):                                                 
      Check List:       Roster: S                                                   
     Selection Criteria:                                                            
      Home Department Code:                        Cost Center: ABCD                
      Full Accounting Unit:                                                         
     Compute Process (select one):                                                  
     C  Last Day to Enter Time    Pay Date         Pay End        Pay Cycle         
     S  06/22/11                  07/01/11         06/30/11       MO                
        05/31/11                  06/08/11         05/31/11       MA                
                                                                                    
                                                                                    
                                                                                    
                                                                                    
                                                                                    
     Next Func:      ID:           Name:                            SSN:            
                    Pay Cycle:    Pay End:                                          
                                                                                    
                                                                                    
     ===>                                                                           
     F:   1-Help                  3-PrevMenu  4-Print                               
     F:                           9-Jump                             12-Exit      
    

    Note: The Roster or IDTC is used for reporting hours (regular and/or exceptions) to be reported for employees associated with a current monthly or monthly arrears pay cycle. Depending on the number of employees, the Roster may be several screen pages long. If there is more than one page, the current page is listed in the upper right corner as Page x of x.


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  • Rosters: Step-by-step Instructions - Positive Time Reporting

    1. POSITIVE TIME REPORTING: Confirm, add to, or change information displayed to ensure the employee is paid.
    2. Input data in the following fields, as applicable:
      • OK? is the pay confirmation indicator. The system derives the indicator 'Y' whenever time is added or changed. If no changes are made, type 'Y' to confirm the pre-listed information is correct in order to ensure payment (for Positive Pay employees only). For hourly and salaried employees with Fixed Appointments, this will be required because the system estimates the time to be paid and you may not be entering/changing that information.
      • DOS is the description of service code indicating the type of service for which the payment is rendered. REG time (positive) indicates that regular or positive time is being reported. Some other descriptions that may appear here are STP, BYA, PRQ, REG etc…
      • TOTAL TIME is system derived if the appointment in EDB is "fixed". The system estimates the number of hours for which payment will be rendered based on the rate and time information entered in the employee's EDB record. If Total Time estimate is incorrect, replace it with the new value. If Total Time estimate is correct, enter a 'Y' in the OK? column. This will insure payment if no other changes/adds are made to Positive pay. If Total Time is blank, the employee has a variable appointment in the EDB. You must enter the number of hours.
      • Note: enter hourly time with 2 decimals or input the hours followed by the decimal and tab to the next field and the system will automatically 00 fill after the decimal. For instance; input 20 hours as 20. The system will enter 020.00. For 10 ½ hours enter 10.5 and the system will zero fill to read 010.50 hours. For monthly percentage paid employees, if you want to pay 20% time, enter .2 and the system will zero fill to read 0.2000 (The A/H indicator must match the %/H indicator. A with % and H with H).
      • OVERTIME/LEAVE DOS are codes indicating that the payment is rendered for paid leave time or overtime.
      • Verify the data on the screen against the source document for each employee on the page. Make sure you have modified all data as necessary.
    3. Press ENTER to perform Range/Value edits. Range/Value edits and Consistency edits are displayed on the command line at the bottom of the page.
      • Resolve any Range/Value edits as necessary.
      • If F6-Nxt Msg appears in the screen footer, press F6 to see additional messages. You must resolve any "REJECT" edit conditions before you can update the transaction holding file. You may continue the update through a "Warning" message.
        • CAUTION: Do not disregard the Warning messages.
      Monthly (MO) example
      PPEDHC0-E1862                SC Dept Time Rpting              
                                    Time Input Roster                UserID:  SCPAYALT
       Pay End: 06/30/11 Check Date: 07/01/11 Pay Cycle: MO          Page    1 of    8
       COST CENTER: ABCD                                                   
       OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
       _  ANEXAMP, EE 72222222 11  4354 7 680000 ABCD 20000        2 03166.67  A      
       Reg. Time (POSITIVE)  DOS: REG Total Time: 1.0000 H/%: % Prorate:              
       Overtime/Leave Time   DOS: SKL Time (Hrs):        DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
       _  ANOTHER, EX 73333333 27  4353 7 680000 ABCD 20000        2 03623.36  A      
       Reg. Time (POSITIVE)  DOS: REG Total Time: 0.9000 H/%: % Prorate:              
       Overtime/Leave Time   DOS: SKL Time (Hrs):        DOS: VAC Time (Hrs):   
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
       _  EMPLOYEE,TH 78989898 41  4354 7 680000 ABCD 20000        2 03166.67  A      
       Reg. Time (POSITIVE)  DOS: REG Total Time: 1.0000 H/%: % Prorate:              
       Overtime/Leave Time   DOS: SKL Time (Hrs):        DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
       Next Func:      ID:           Name:                            SSN:            
                      Pay Cycle:    Pay End:                                          
      
                                                                                      
       ===>                                                                           
       F:   1-Help                  3-Return    4-Print     5-Update                  
       F:               8-Forward   9-Jump                             12-Exit     
      

      (NOTE: Monthly paid employees must be FIXED, so time pre-populates to the roster)

      Enter "Y" to select for payment, and add or change any additional hours:

      PPEDHC0-E1862                SC Dept Time Rpting              
                                    Time Input Roster                UserID:  SCPAYALT
       Pay End: 06/30/11 Check Date: 07/01/11 Pay Cycle: MO          Page    1 of    8
       COST CENTER: ABCD                                                   
       OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
       Y  ANEXAMP, EE 72222222 11  4354 7 680000 ABCD 20000        2 03166.67  A      
       Reg. Time (POSITIVE)  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):         
       Y  ANOTHER, EX 73333333 27  4353 7 680000 ABCD 20000        2 03623.36  A      
       Reg. Time (POSITIVE)  DOS: REG Total Time: 0.9000 H/%: % Prorate:              
       Overtime/Leave Time   DOS: SKL Time (Hrs): 007.00 DOS: VAC Time (Hrs): 001.00  
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
       Y  EMPLOYEE,TH 78989898 41  4354 7 680000 ABCD 20000        2 03166.67  A      
       Reg. Time (POSITIVE)  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):         
       Next Func:      ID:           Name:                            SSN:            
                      Pay Cycle:    Pay End:                                          
      
                                                                                      
       ===>                                                                           
       F:   1-Help                  3-Return    4-Print     5-Update                  
       F:               8-Forward   9-Jump                             12-Exit        
      

      In this example, vacation and sick leave usage has been added.

      Hourly (BW) example
      Hourly (BW) example:
      
      PPEDHC0-E1862                SC Dept Time Rpting              
                                    Time Input Roster                UserID:  SCPAYALT
       Pay End: 06/30/11 Check Date: 07/08/11 Pay Cycle: B1          Page    1 of  35
       COST CENTER: ABCD                                                   
       OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
          ABYA, GUY  744444440 21  4329 7 480300 ABCD 19900 EFGHIJ 2 00125.00  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):         
          ANHOUR, EE 734343434 53  2270 7 480200 ABCD 20000 KLMNOP 2 012.9700  H      
       Reg. Time (POSITIVE)  DOS: REG Total Time: ______ H/%: H Prorate:              
       Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
          BIRD,EARLY 755566677 62  2270 7 450226 ABCD 20360 QRSTUV 2 012.9700  H      
       Reg. Time (POSITIVE)  DOS: REG Total Time: ______ H/%: 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                  3-Return    4-Print     5-Update                  
       F:               8-Forward   9-Jump                             12-Exit   
      

      (NOTE: Hourly paid employees must be VARIABLE, so time does NOT pre-populate to the roster and must be explicitly entered)

      Enter "Y" to select for payment, and add any hours (even though BYA displays rate, you must select to generate pay for positive time reporting) :

      PPEDHC0-E1862                SC Dept Time Rpting              
                                    Time Input Roster                UserID:  SCPAYALT
       Pay End: 06/30/11 Check Date: 07/08/11 Pay Cycle: B1          Page    1 of  35
       COST CENTER: ABCD                                                   
       OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
       Y  ABYA, GUY  744444440 21  4329 7 480300 ABCD 19900 EFGHIJ 2 00125.00  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 ANHOUR, EE 734343434 53  2270 7 480200 ABCD 20000 KLMNOP 2 012.9700  H      
       Reg. Time (POSITIVE)  DOS: REG Total Time: 10.00  H/%: H Prorate:              
       Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
          BIRD,EARLY 755566677 62  2270 7 450226 ABCD 20360 QRSTUV 2 012.9700  H      
       Reg. Time (POSITIVE)  DOS: REG Total Time:        H/%: 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                  3-Return    4-Print     5-Update                  
       F:               8-Forward   9-Jump                             12-Exit        
      

      In this example, the timekeeper has selected for payment: Guy Abya and Ee Anhour. Early Bird has not been selected for payment and has had no hours entered, so will not receive payment.

    4. Press F5 Update to complete the page update. You must update a page before you can continue to the next page.
    5. Once the page has updated, make sure all Positive employees on the page now display a 'Y' in the OK? field to indicate payment or change.
    6. To proceed to the next Roster page, press F8.
        • To jump to a certain employee, tab down to the Name field and type in the employee's last name (or first letter of their last name). Press ENTER. The system will jump to the page with the requested employee's name or the employee with the closest name (by alpha).

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  • Rosters: Step-by-step Instructions - Exception Time Reporting

    1. EXCEPTION TIME REPORTING: Add to or change information displayed as needed. Note: depending on the rate and time information entered in the employee's EDB record pay distribution, OPTRS will estimate time to be paid (for fixed appointments) and indicate this on the Time Input Roster. When reporting exception time, it is not necessary to confirm the information displayed. If no action is taken to change or delete information, the employee is paid for current time indicated (the roster will not display data for employees with time reporting codes of 'E' or 'N').
    2.  Input data in the following fields, as applicable:
      • OK? is the pay confirmation indicator. The system derives the indicator 'Y' whenever time is added or changed.
      • DOS is the description of service code indicating the type of service for which the payment is rendered. REG time indicates that regular or positive time is being reported. Some other descriptions that may appear here are STP, BYA, PRQ, DST, DSN, OSC, NDF, SDF etc…
        • For description of service codes that do not require time, you may change the dollar amount if necessary.
      • TOTAL TIME is system derived if the appointment in EDB is "fixed". An estimated number of hours for which payment will be rendered populates this field based on the rate and time information entered in the employee's EDB record. If Total Time estimate is incorrect, replace it with the new value. If no changes are made on the screen, no confirmation entry is required. Employee will be paid based upon information on the EDB distribution. For monthly percentage paid employees, if you want to pay 20% time, enter .2 and the system will zero fill to read 0.2000 (The A/H indicator must match the %/H indicator. A with % is the appropriate coding for MO and H with H should not be coded on an MO appointment as that indicates hourly rate – which must be BW/variable).
      • OVERTIME/LEAVE DOS are codes indicating that the payment is rendered for paid leave time or overtime.
      • Verify the data on the screen against the source document for each employee on the page. Make sure you have changed or deleted all data as necessary.
    3. Press ENTER to perform Range/Value edits. Range/Value edits and Consistency edits are displayed on the command line at the bottom of the page.
      • Resolve any Range/Value edits as necessary.
      • If F6-Nxt Msg appears in the screen footer, press F6 to see additional messages. You must resolve any "REJECT" edit conditions before you can update the transaction holding file. You may continue the update through a "Warning" message.
        • CAUTION: Do not disregard the Warning messages.
      Monthly (MO) example
      PPEDHC0-E1862                SC Dept Time Rpting              
                                    Time Input Roster                UserID:  SCPAYALT
       Pay End: 06/30/11 Check Date: 07/01/11 Pay Cycle: MO          Page    1 of    8
       COST CENTER: ABCD                                                   
       OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
          AMONTH, E  700000011 17  4354 7 680000 ABCD 20000        1 03583.34  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):         
          PARTIME, G 700003333 43  4723 7 680222 ABCD 20000        1 03316.00  A      
       Reg. Time (EXCEPTION) DOS: REG Total Time: 0.5000 H/%: % Prorate:              
       Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
          SLUG, SAMU 799900000 36  4723 7 680222 ABCD 20360        1 03316.00  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                  3-Return    4-Print     5-Update                  
       F:               8-Forward   9-Jump                             12-Exit        
      

      (NOTE: Monthly paid employees must be FIXED, so time pre-populates to the roster and will pay as displayed unless changes are made)

      Enter "Y" to select for changes or to add any additional hours:

      PPEDHC0-E1862                SC Dept Time Rpting              
                                    Time Input Roster                UserID:  SCPAYALT
       Pay End: 06/30/11 Check Date: 07/01/11 Pay Cycle: MO          Page    1 of    8
       COST CENTER: ABCD                                                   
       OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
       Y  AMONTH, E  700000011 17  4354 7 680000 ABCD 20000        1 03583.34  A      
       Reg. Time (EXCEPTION) DOS: REG Total Time: .8200  H/%: % Prorate:              
       Overtime/Leave Time   DOS: SKL Time (Hrs):   8.50 DOS: VAC Time (Hrs): 59.00  
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
          PARTIME, G 700003333 43  4723 7 680222 ABCD 20000        1 03316.00  A      
       Reg. Time (EXCEPTION) DOS: REG Total Time: 0.5000 H/%: % Prorate:              
       Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
       Y SLUG, SAMU 799900000 36  4723 7 680222 ABCD 20360        1 03316.00  A      
       Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:              
       Overtime/Leave Time   DOS: OTS Time (Hrs): 2.00   DOS:     Time (Hrs):         
                             DOS:     Time (Hrs):        DOS:     Time (Hrs):         
       Next Func:      ID:           Name:                            SSN:            
                      Pay Cycle:    Pay End:                                          
                                                                                      
       ===>                                                                           
       F:   1-Help                  3-Return    4-Print     5-Update                  
       F:               8-Forward   9-Jump                             12-Exit        
      

      In this example, the timekeeper has entered a “Y” for E. Amonth and Samu Slug because there are changes or additions to their prelisted time. G. Partime is not selected because there are no changes and the timekeeper wants pay to be issued exactly as prelisted.

      Hourly examples are not applicable – not paid on the MO (see exceptions in Application of Codes in the PPS Manual Chapter: Appointment Coding: http://www2.ucsc.edu/pps/toolbox/manual/2-1aptcd.pdf)

    4. Press F5 Update to complete the page update. You must update a page before you can continue to the next page.

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  • Rosters: Step-by-step Instructions - Completion and Review

    1. Once the page has updated, make sure all employees with changes now display a 'Y' in the OK? field to indicate changes made to Exception paid employees.
    2. To proceed to the next Roster page, press F8-Forward.
      • To jump to a certain employee, tab down to the Name field and type in the employee's last name (or first letter of their last name). Press ENTER. The system will jump to the page with the requested employee's name or the employee with the closest name (by alpha).
    3. Press F3 (Previous menu function key) to return to the IDTC screen.

    Reviewing the Checklist:

    1. Tab to Check List field and type in S to select. Space through the S to deselect the Roster. Press ENTER.
    2. Verify the Check List. Make sure all Positive paid employees that you want to be paid have a 'Y' indicator in the Time Entered field. Exception paid employees will have a 'Y' only if time was entered or changed. A 'Y' is not required for payment of Exception paid employees.

    Note: No PAN is generated for current time reporting.


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  • Before you start

    Prior to performing the payroll adjustments for an employee participating in ERIT, you must obtain the appropriate approvals and forms required, and perform any necessary OEU outlined in PPS User Manual section 4.15, ERIT.


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  • Employee Reduction In Time (ERIT) Adjustments

    The procedures described in this section are for processing payroll adjustments applicable to staff or academic employees who elected voluntary reduction in time through the ERIT Program. The ERIT Program is effective July 1, 2011 through June 30, 2012. For UCSC ERIT Program Guidelines, Forms, Questions and Answers, please refer to the HR Service Teams Toolkit and PPS User Manual Section 4.15, ERIT.


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  • Examples of ERIT adjustments

    ERIT adjustments are completed via OPTRS using the EDLR function.

    Adjustment Examples

    Scenarios:
    In each of these examples, the employee has inadvertently varied from the stated % time reduction approved on their approved ERIT Contract, and has worked contrary to the agreed upon ERIT reduction. Adjustments to ERIT percentages should be rare, as the employee has contracted for a set percentage reduction, and should not be varying from that agreement.

    Example 1:
    John Reduction is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) and had contracted to reduce his time through the ERIT Program by 10%. John Reduction was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TE 2918.00 REG 1.0000 $2918.00
    TE 2918.00 ERT 0.1000 ($291.80)

    The effect of the above transactions on John Reduction's gross pay was: $2,626.20. In reviewing John Reduction's time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 2%, i.e., employee has worked (or is on pay status) 92%, rather than the contracted 90%.

    Adjustment
    Access EDLR function in OPTRS. In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the ERT that was reported on the Roster, via the RX transaction, and REPORT the adjusted ERT by “reducing” it 2% via a LX transaction:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 ERT 0.0800 ($233.44)
    RX 2918.00 ERT 0.1000 $291.80

    The effect of the two transactions on John Reduction's gross pay will be: $ 58.36
    Note: The REG time is not adjusted. It remains at 1.0000 (100%). Only the ERT is adjusted.

    Example 2:
    Jane Porter is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) with a shift differential. Jane contracted to reduce her time through the ERIT Program by 20%. Jane Porter was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 2918.00 REG 1.0000 $2918.00
    TX 2918.00 ERT 0.2000 ($583.60)
    TX 55.68 SDF 1.0000 $55.68
    TX 55.68 ERS 0.2000 ($11.14)

    The effect of the above transactions resulted in Jane Porter’s gross pay being: $2,378.94.
    In reviewing Jane Porter’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 5%, i.e. employee has worked (or was on pay status) 85%, rather than the contracted 80%.

    Adjustment
    Access the EDLR function in OPTRS. To correct pay for the employee, unit personnel enter the following transactions in EDLR to REVERSE the ERT and ERS which were reported on the OPTRS Roster, via RX transactions, and REPORT the adjusted ERT and ERS by “reducing” it 5% via LX transactions:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 ERT 0.1500 ($437.70)
    RX 2918.00 ERT 0.2000 $583.60
    LX 55.68 ERS 0.1500 ($8.35)
    RX 55.68 ERS 0.2000 $11.14

    The effect of the above transactions on Jane Porter’s gross pay will be: $ 148.69
    Note: Neither the REG or SDF time is adjusted. Both remain at 1.0000 (100%) . Only the ERT and ERS are adjusted.

    Example 3:
    Patrick Stewart is less than a full time, hourly rated staff employee (distribution % = .8700, pay cycle = MA) and had contracted to reduce his time through the ERIT Program by 10%. Patrick Stewart was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 16.7700 REG 160.00 $2683.20
    TX 16.7700 ERT 16.00 ($268.32)

    The above transactions decreased Patrick Stewart’s gross pay to: $2,414.88
    In reviewing Patrick Stewart’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 10 hours, i.e., employee has worked (or was on pay status) 10 hours more than the contracted 10% reduction.

    Adjustment
    Access EDLR function in OPTRS: In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the ERT that was reported on the OPTRS Roster, via the RX transaction, and REPORT the adjusted ERT by “reducing” it 10 hours via the LX transaction:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 16.7700 ERT 6.00 ($10.62)
    RX 16.7700 ERT 16.00 $268.32

    The effect of the above transactions on Patrick Stewart’s gross pay will be: $167.70
    Note: The REG time is not adjusted. It remains at 160.00 hours. Only the ERT is adjusted.

    Example 4:
    Sally Stipend is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) with a shift differential, who had contracted to reduce her time through the ERIT Program by 20%. Sally Stipend was pre-listed on the UPAY644E (Time Reporting Worksheet) as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 2918.00 REG 1.0000 $2819.00
    TX 2918.00 ERT 0.2000 ($583.60)
    TX 200.00 SAS n/a $200.00
    TX 200.00 ERB n/a ($40.00)

    The effect of the above transactions on Sally Stipend’s gross pay was: $2,494.40
    In reviewing Sally Stipend’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 5%, i.e. employee worked (or was on pay status) 85%, rather than the contracted 80%.

    Adjustment
    Access EDLR function in OPTRS. In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE theERT and ERB that was reported on the OPTRS Roster, via the RX transactions, and REPORT the adjusted ERT and ERB by “reducing” it 5% via the LX transactions:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 ERT 0.1500 ($437.70)
    RX 2918.00 ERT 0.1500 $583.60
    LX 30.00 ERB .15% of original SAS ($30.00)
    RS 40.00 ERB .20% of original SAS $40.00

    The effect of the above transactions on Jane Porter’s gross pay will be: $155.90
    Note: The REG and SAS time are not adjusted. They remain at 1.0000 (100%) . Only the ERT and ERB are adjusted.

    Example 5:
    A Negative adjustment. Jane Porter is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) with a shift differential. Jane contracted to reduce her time through the ERIT Program by 20%. Jane Porter was pre-listed on the UPAY644E (Time Reporting Worksheet) as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 2918.00 REG 1.0000 $2918.00
    TX 2918.00 ERT 0.2000 ($583.60)
    TX 55.68 SDF 1.0000 $55.68
    TX 55.68 ERS 0.2000 ($11.14)

    The effect of the above transactions on Jane’s gross pay was: $2,378.94
    In reviewing Jane’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status 5% less, i.e. employee has worked (or was on pay status) 75%, rather than the contracted 80%.

    Adjustment
    Access EDLR function in OPTRS: In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the ERT and ERS that was reported on the OPTRS Roster, via the RX transactions, and REPORT the adjusted ERT and ERS were adjusted to reflect the additional 5% via the LX transactions:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 ERT 0.2500 ($729.50)
    RX 2918.00 ERT 0.2000 $583.60
    LX 55.68 ERS 0.2500 ($13.92)
    RX 55.68 ERS 0.2000 $11.14

    The effect of the above transactions on Jane Porter’s gross pay will be: $ ( 148.69) – reduction to gross pay
    Note: The REG and SDF time is not adjusted. It remains at 1.0000 (100%) . Only the ERT and ERS are adjusted.


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  • Authorization on Additional Pay Forms
    Staff Employee Payments Any additional payment requires the approval of:
    • The department generating the payment
    • All campus units where the employee has an active appointment and
    • Staff Human Resources 
    Exception: Award payments:
    • Payments made under the Staff Award Program only require approval from the department generating the payment.
    Academic Employee Payments Any additional payment requires the approval of:
    • The department generating the payment,
    • All campus units where the employee has an active appointment and
    • Academic Human Resources
    Graduate Student Employee Payments Any additional payment requires the approval of:
    • The department generating the payment,
    • All campus units where the employee has as active appointment and
    • The Graduate Division
    Undergraduate Student Employee Payments Any additional payment requires the approval of the Department generating the payment and
    • The Career Center
    • This policy is only applicable for employees and payments with casual restricted title codes
    Examples If employee title code and payment title code represent different populations, then all applicable Human Resources departments must approve the payment.
    • A graduate student is paid an additional payment using an undergraduate title code. Both Graduate Division and Career Center approve the payment.
    • A staff employee is paid an additional payment using an academic title code.  Both Staff Human Resources and Academic Human Resources approve the payment.

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  • Additional Pay (EDAP)

    The EDAP screen is used to schedule pay NOT associated with the employee’s ongoing appointment payments. The EDAP is used to make rated payments (in the form of time worked at specified rates). The determination of whether a payment should be 'flat dollar' or 'rated' is made in conjunction with the appropriate Human Resources Office (Staff, Academic, Graduate Division, Career Center). For instance, a payment of 5.00 hours at a rate of $10.0000/hr is NOT the same as a $50.00 by agreement (BYA) payment.

    Examples of types of payments that are generated using EDAP:

    • One-time work for another unit
    • UNEX payments
    • One-time work outside current appointment classification.
    • The EDAP accommodates both rated and flat amount dollar payments.

    Appropriate approvals must be obtained prior to entering a payment on EDAP. See: Authorization on Additional Pay Forms


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  • Step 1 (EDAP)

    • Obtain pre-approval for additional pay and retain for audit purposes (See: Authorization on Additional Pay Forms)
    • Consult Payroll calendar for pay cycle and OPTRS deadline.
    • On the PPS Main Menu
      • Next Func(tion):
        Input "EDAT" (department adjustment transaction)
      • Press Enter key
        • You will be transferred to the (Dept. Adjust. Transaction) menu
    EDAP: step 3

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  • Step 2 (EDAP)
    • From the PPS EDAT (Dept. Adjust. Transaction) menu
      • Next Func(tion):
        Input "EDAT"
      • Input employee ID or name (last name, first name)
        • Do not input both
      • Pay Cycle: Input "MO", "B1" or "B2"
        • This is the pay cycle in which the transaction will be processed
      • Pay End: Input date in format MMDDYY
        • This is the pay period end date that corresponds to the pay cycle input previously
        • Note:  This is always the last day of the pay cycle (e.g., 0331YY)
      • Press Enter key to go to the Additional Pay (EDAP) screen
    EDAP: step 4

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  • Step 3 (EDAP)

    • Verify ID, Name, Pay End, Check Date and Pay Cycle
    EDAP: step 5

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  • Step 4 (EDAP)
    • To facilitate data entry, first attempt to load transaction data in the screen fields by retrieving employee distribution data from EDB.
      • If you do not know the distribution number:
        • Pay Cyc(le): Input "?"
        • Press F9 key
          • This will take you to the Next Func(tion): field (you will receive the message: P0601 Field out of range or illegal value)
        • Next Func(tion): Input "IAPP"
          • This allows you to view the employee's appointment/distribution information. 
          • Note the distribution number in which the payment applies
        • Press F12 key to exit back to the EDLR screen
        • Pay Cyc(le): Input "?"
    EDAP: step 6

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  • Step 5 (EDAP)

    If you know the distribution number:
    • Press F9 key
      • This will take you to the Next
        Func
        (tion): field
    • Tab to the command line (===>) in the footer
    • Input "R" and the distribution number to which the payment applies (e.g. R 11)
      • There should be a space between the "R" and the distribution number 
    • Press Enter key
      • This will load the distribution data from EDB into the appropriate fields on the EDLR screen

    OR

    • Input "R" beneath the C on the left side of the screen, next to the
      Seq(uence): number
    • Dst: Input the distribution number to which the payment applies
    • Press Enter key
      • This will load the distribution data from EDB into the appropriate fields on the EDLR screen
    EDAP: step 7a
    EDAP: step 7b

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  • Step 6 (EDAP)
    Input data in required fields after retrieving EDB data:
    • Per End: Input date in the DDMMYY format. 
      • This is the pay period in which the pay was earned and is independent of the pay period end date and pay cycle. The scheduling of this transaction determines the check date.
    • Change the rate from the retrieved pay rate (associated with the distribution established on the EDB) to the appropriate pay rate for this one-time payment
    • DOS: (Description of Service) indicating the type of service for this payment, will be filled by the retrieved distribution on the EDB (e.g., REG)
      • Adjust as appropriate for this payment
    • Time: Input the amount of time
      • For BW (biweekly) employees, the time is expressed as hours, carried out to two decimal places (i.e. twenty-five and a half hours is input as 25.50 OR 2550)
    EDAP: step 8

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  • Step 7 (EDAP)
    For Monthly rates of pay:
    • Change Rate: from the retrieved pay rate (associated with the distribution established on the EDB) to the appropriate rate of pay for this one-time payment
    • For MO (monthly) employees, the time is expressed as a percentage, carried out to four decimal places (e.g., thirty-six and a half percent is expressed .3650 OR 3650
    EDAP: step 9

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  • Step 8 (EDAP)
    For flat rated or By-Agreement distributions, no time is associated with the payment.  If you have retrieved from a distribution that was already flat rated, the time field will be blank.
    • Time field is left blank or spaced through
    • Adjust DOS code to appropriate flat rated DOS code for this one-time payment
    • The amount of the payment is carried out to two decimal places and is input in the Rate: field
    EDAP: step 10

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  • Step 9 (EDAP)
    To pay overtime or leave time, use the DOS: field that follows the H%: field. If you are paying overtime in addition to regular time:
    • Tab to %DOS: field after the H%:  where you have input the
      REG(ular): time
    • Input time expressed as hours carried out to two decimal places (e.g., two hours is expressed as 2.00 OR 200)
    EDAP: step 11

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  • Step 10 (EDAP)
    If you are paying ONLY overtime or leave time:
    • Space through the first DOS:  field to blank it out
    • Leave the Time: field following the now blank REG DOS: also blank (it should have been blank when pulled from the EDB via Retrieval command)
    • After you have blanked out the regular DOS: and Time: fields, tab to the DOS: field after the H%: 
    • Input overtime or leave time DOS code (i.e. OTS, OTP, HOP, etc.)
    • Input time expressed as hours carried out to two decimal places (i.e. two hours is expressed 2.00 OR 200)
    EDAP: step 12

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  • Step 11 (EDAP)
    • Retrieval will not be an option on most EDAP payments as the nature of the payment is one time and not associated with the employee's appointments.  Most EDAP transactions will be input as follows:
      • Follow procedures in boxes 4 and 5 above, then Tab to the Per End: field
      • Per End: Input date in the DDMMYY format
        • Note: This is the pay period in which the pay was earned and is independent of the pay period end date and pay cycle. The scheduling of this transaction determines the check date.
      • Pay Cycle: Input "M" for monthly or "B"" for biweekly.
      • There should not be a distribution associated with this payment
        • Tab through Dst: field
      • Tab through the E:, T: and D: fields. 
        • These fields are not used by the UCSC campus
      • Tlt: Input title code
      • LACFPS: Input FAU (Full Accounting Unit - (Location/Account/Fund/Cost Center/Project Code/Sub))   
        • Tab through the Cost Center data field; it is not used on this campus
      • Input Rate: (carried out to two decimal places for Monthly Rated and Flat Rated/By-Agreement distributions or to four decimal places for Hourly Rated distributions)
      • AH: Input the correct code:
        • A for Monthly Rate
        • A for By-Agreement
        • H for Hourly
      • DOS: (Description of Service) Input appropriate alpha code
      • Time: Input appropriate rate indicator:
        • H is for hourly rates
        • % for monthly rates of pay
        • Blank for Flat Rated/By-Agreement
    • Complete overtime/leave time if appropriate (See boxes 11 and 12)
    EDAP: step 13a EDAP: step 13b

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  • Step 12 (EDAP)
    Press Enter key to perform edits:
    Messages are displayed on the command line at the bottom of the page
    • This is an example of an edit message when overtime was being paid without blanking out the DOS "REG" code
    • The message 36040 is displayed because the system expects time to be input when the REG: is present
    • You cannot update until this is corrected
    • To correct, space through the REG: field to blank it out and press Enter key again
    EDAP: step 14

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  • Step 13 (EDAP)

    • Once all edits have been corrected, press F5 key to update
      • This will take you to the PAN function.
      • Input appropriate comments
    • Once the transaction has been updated, it cannot be altered
    • Press F10 to add additional reviewers to receive the PAN
    • Press F11 to view notice that will be sent to the reviewers
    • Press F5 to complete the update, send PAN and return to the EDAP screen to view transaction

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  • Authorization on Additional Pay Forms

    Staff Employee Payments Any additional payment requires the approval of:
    • The department generating the payment
    • All campus units where the employee has an active appointment and
    • Staff Human Resources
    Exception: Award payments:
    • Payments made under the Staff Award Program only require approval from the department generating the payment.
    Academic Employee Payments Any additional payment requires the approval of:
    • The department generating the payment,
    • All campus units where the employee has an active appointment and
    • Academic Human Resources
    Graduate Student Employee Payments Any additional payment requires the approval of:
    • The department generating the payment,
    • All campus units where the employee has as active appointment and
    • The Graduate Division
    Undergraduate Student Employee Payments Any additional payment requires the approval of the Department generating the payment and :
    • The Career Center
    • This policy is only applicable for employees and payments with casual restricted title codes
    Examples If employee title code and payment title code represent different populations, then all applicable Human Resources departments must approve the payment.
    • A graduate student is paid an additional payment using an undergraduate title code.  Both Graduate Division and Career Center approve the payment.
    • A staff employee is paid an additional payment using an academic title code.  Both Staff Human Resources and Academic Human Resources approve the payment.

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  • One-Time Payment (EDFT)

    This screen is used to schedule pay not associated with the employee’s ongoing appointment payments.

    The EDFT is used to make flat rated payments ONLY.

    • The determination of whether a payment should be flat dollar or rated is made in conjunction with the appropriate Human Resources Office (Staff, Academic, Graduate Division, or Career Center).

    Note:  A payment of 5.00 hours at a rate of $10.0000/hr is NOT the same as a $50.00 BYA payment. If you wish to make a rated payment that is not associated with the employee’s ongoing appointment, you must use the EDAP function.

    Examples of types of payments that are generated using EDFT are:

    • One-time work for another unit
    • UNEX payments
    • Awards

    The EDFT accommodates ONLY flat dollar payments.  Appropriate approvals must be obtained prior to entering payment on EDFT. See: Authorizations on Additional Pay Forms


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  • Step 1 (EDFT)
    • Obtain pre-approval for additional pay and retain for audit purposes (See Authorization on Additional Pay Forms)
    • Consult Payroll calendar for pay cycle and OPTRS deadline From the PPS Main Menu
    • Next Func(tion):
      Input "EDAT" (Department Adjustment Transaction)
    • Press Enter key
      • You will be transferred to the (Dept. Adjust. Transaction) menu 
    EDFT: step 3

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  • Step 2 (EDFT)
    From PPS EDAT (Dept. Adjust. Transaction) menu:
    • Next Func(tion)
      Input "EDAT"
    • Input either Employee ID: or Name: (last name, first name)
    • Pay Cycle: Input "MO" for monthly or "B1" or "B2" for biweekly. Note:  This is the pay cycle in which the transaction will be processed
    • Pay End: Input date in DDMMYY (day, month, year) format
      • This is the pay period end date that corresponds to the pay cycle input above
      • Note: This is always the last day of the pay cycle (e.g.  0331XX)
    • Press Enter key
      • You will be transferred to the One-Time Payment (EDFT) screen
    EDFT: step 4

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  • Step 3 (EDFT)
    Verify ID:, Name:, Pay End:, Check Date: and Pay Cycle: inputs EDFT: step 5

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  • Step 4 (EDFT)
    • Tab to location code and input "7"
    • Input six digit account
    • Tab through the next field (C not used at this time)
    • Input five digit fund number
    • Input alpha/numeric project code if applicable
    • Input one digit sub code (0, 1 or 2)
    • Tab through the next three (vertical) fields (ERC, TYP and DUC) not used at this time
    • Input four digit Ttl(title): code for this payment
    • Input flat-rated DOS code for this payment
    • Input Amount 
      • The amount of the payment is carried out to two decimal places and is input in the Rate field
    • PerEnd Input the pay period end date in which the payment was earned (not when it will be paid)
    • Press Enter key
    EDFT: step 6

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  • Step 5 (EDFT)
    Pressing Enter key performs the edits:
    • Messages are displayed on the command line at the bottom of the page
      • This is an example of an edit message issued when the activity (project) code is not set up in Banner
    • Note: A range/value edit will be issued if the activity code does not exist in the tables AND/OR when the activity code input is not coupled with the account/fund listed in the tables, regardless of whether it is correct or incorrect for this particular payment
    • It is up to you (the end user) to determine if this requires correction
      • To correct, you may either space through the bad activity code (ABC123) and retype the correct activity code OR type over the bad data with the correct data
    • Press Enter key again
    EDFT: step 7

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  • Step 6 (EDFT)

    Once all edits have been corrected, press F5 to update

    • This will take you to the PAN function
    • Input appropriate comments

    Once the transaction has been updated it cannot be altered

    Press F10 key to add additional reviewers to receive the PAN

    Press F11 key to view notice that will be sent to the reviewer(s)

    Press F5 key to complete the update, send PAN and return to the EDFT screen to view the transaction


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  • Late Time Payment/Pay Reduction (EDLR)

    This screen is the only Adjustment Transaction screen on which more than one type of transaction can be processed simultaneously for an employee. You can process both a late time payment and a pay reduction for the same employee via this screen.

    Late Time Payments (LX transactions):

    • To schedule payment/s for time not previously reported for a prior or current pay period. When paying late time, a corresponding distribution is usually present in the EDB employee record. When the distribution number is present (in inquiry) you must identify this distribution number when preparing the adjustment transaction.

    Pay Reduction (RX transactions):

    • To reduce the amount of a regular time payment, overtime, or a reported amount in a prior or current pay period. Pay reductions are usually processed to recover overpaid time from a current or prior pay. Processing a pay reduction does NOT require that a corresponding distribution is present in the employee record. Recovery of overpaid time may be for a period which has since passed its ending date.

      Note:  If the distribution is still in the employee record, entering it provides for easier preparation of the transaction and a better audit trail for future reference.

      Note:  Successful scheduling and update of an RX transaction does not guarantee it will be processed in the targeted payroll compute cycle. There must be equal or greater gross pay in the same compute cycle against which the reduction can be processed.


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  • Step 1 (EDLR)

    • Obtain pre-approval for additional pay and retain for audit purposes (See Authorization on Additional Pay Forms)
    • Consult Payroll calendar for pay cycle and OPTRS deadline From the PPS Main Menu
    • Next Func(tion)Input "EDAT"
    • Press Enter key
      • This will take you to the 'Dept. Adjust. Transaction' menu
    EDLR: step 3

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  • Step 2 (EDLR)
    From PPS EDAT (Dept. Adjust. Transaction) menu:
    •  Next Func(tion):
      Input "EDAT"
    • Input employee ID or name (last name, first name)
      • Do not enter both
    • Pay Cycle: Input "MO", "B1" or "B2":
      • This is the pay cycle in which the transaction will be processed
    • Pay End: Input date in format DDMMYY
      • This is the pay period end date that corresponds to the pay cycle entered previously
      • Note:  This is always the last day of the pay cycle (e.g., 0331YY)
    • Press Enter key
      • Additional Pay (EDLR) screen will display.
    EDLR: step 4

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  • Step 3 (EDLR)
    Verify ID, Name, Pay End, Check Date and Pay Cycle data EDLR: step 5

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  • Step 4 (EDLR)
    To facilitate data entry, first attempt to load transaction data in the screen fields by retrieving employee distribution data from EDB. If you do not know the distribution number:
    • Pay Cy(cle): Input "?"
    • Press F9 key
      • This will take you to the Next Func(tion): field (you will receive the message: P0601 Field out of range or illegal value)
    • Next Func(tion): Input "IAPP"
      • This allows you to view the employee's appointment/distribution information
      • Note the distribution number in which the payment applies
    • Press F12 key to exit back to the EDLR screen
    • Pay Cy(cle): space out the "?"
    EDLR: step 6

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  • Step 5 (EDLR)
    If you know the distribution number:
    • Press the F9 key 
      • This will take you to the Next Func(tion): field
    • Tab to the command line (===>) in the footer
    • Input "R" and the distribution number to which the payment applies (e.g., "R 11")  There should be a space between the R and the distribution number
    • Press Enter key
      • This will load the distribution data from EDB into the appropriate fields on the EDLR screen
    EDLR: step 7a

    OR

    • Beneath the C on the left side of the screen, next to the Seq field, input "R"
    • Tab to DST and input the distribution number to which the payment applies
    • Press Enter key
      • This will load the distribution data from EDB into the appropriate fields on the EDLR screen
    EDLR: step 7b

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  • Step 6 (EDLR)
    After retrieving EDB data, enter data in required fields:
    • Tr(ansaction): Input transaction type "LX" (late pay) or "RX" (reduced pay)
    • Per End: Input date in the DDMMYY format. 
      • Note: This is the pay period in which the pay was earned and is independent of the pay period end date and pay cycle. The scheduling of this transaction determines the check date.
    • The DOS (Description of Service) indicating the type of service for this payment will be filled from the retrieved distribution on the EDB (e.g., REG) Overtime/Leave time is explained below
    • In the time field, input the amount of time. 
    • For BW employees, the time is expressed as hours, carried out to two decimal places (e.g., twenty-five and a half hours is expressed as 25.50 OR 2550)
    EDLR: step 8

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  • Step 7 (EDLR)
    Work Study is indicated in the WSP: field.  The code is either pulled from the EDB when the distribution is retrieved or can be added by tabbing to the field and entering the appropriate code EDLR: step 9

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  • Step 8 (EDLR)
    For MO employees, the time is expressed as a percentage, carried out to four decimal places (e.g., thirty-six and a half percent is expressed as .3650 OR 3650) EDLR: step 10

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  • Step 9 (EDLR)
    • For By-Agreement distributions, no time is associated with payment
    • Time: left blank
    EDLR: step 11

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  • Step 10 (EDLR)
    DOS: and Time: fields following the H%: are used if you are paying overtime or leave time in addition to regular time.
    • After you have input the regular time, tab to DOS: after the H%: 
    • Input time expressed as hours carried out two decimal places (e.g., two hours is expressed as 2.00 OR 200)
    EDLR: step 12

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  • Step 11 (EDLR)
    If you are paying ONLY overtime or leave time:
    • DOS: space through the  code field to blank it out
    • Leave Time: field following the now blank DOS: field also blank (it should have been blank when pulled from the EDB via Retrieval command)
    • Blank out the regular DOS: and Time: fields. Tab to the DOS: field after the H%:
    • Input overtime or leave time DOS code (i.e., OTS, OTP, HOP, etc.)
    • Input time expressed as hours carried out two decimal places (e.g., two hours is expressed as 2.00 OR 200)
    EDLR: step 13

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  • Step 12 (EDLR)
    If you cannot retrieve data from the EDB (PPS), input as follows:
    • Follow procedures in boxes 4 and 5 above, then Tab to the Tr(ansaction): field
    • Input "LX" or "RX"
    • Per End: Input date in the format DDMMYY
      • Note: This is the pay period in which the pay was earned and is independent of the pay period end date and pay cycle. The scheduling of this transaction determines the check date.
    • Pay Cy(cle): Input "M" (for MO) or "B" (for BW)
    • If the distribution no longer exists in EDB (PPS) inquiry (i.e., it has been purged from inquiry and now exists only in History), tab through the Dst: (distribution) field
    • If the distribution number still exists in PPS inquiry, input the two digit distribution number in the Dst: field
    • Tab through the E:, D: and T: fields.  These fields are not used by our campus
    • Ttl: Input title code
    • LACFPS: Input "FAU" (Full Accounting Unit) in  format (Location/Account/Fund/Cost Center/Project Code/Sub)  Tab through the Cost Center data field; it is not used on this campus
    • Rate: Input rate (carried out two decimal places for Monthly Rated and Flat Rated/By-Agreement distributions or four decimal places for Hourly Rated distributions)
    • A/H: Complete with the correct code:
      • A for Monthly Rate
      • A for By-Agreement
      • H for Hourly
    • DOS: (Description of Service) Complete with appropriate alpha code
    • Time: Input
      • H is for hourly rates
      • % for monthly rates of pay
      • Blank for Flat Rated/By-Agreement
    • Complete overtime/leave time if appropriate (See: box 12 and 13)
    • WSP: (Work Study Program)Complete if appropriate

    EDLR: step 14a

    EDLR: step 14b


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  • Step 13 (EDLR)
    Press Enter key to perform edits:
    Messages are displayed on the command line at the bottom of the page
    • This is an example of an edit message when overtime was being paid without blanking out the DOS "REG" code
    • The message 36040 is displayed because the system expects time to be input when the REG: is present
    • You cannot update until this is corrected
    • To correct, space through the REG: field to blank it out and press Enter key again
    EDLR: step 15

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  • Step 14 (EDLR)

    Once all edits have been corrected, press F5 key to update

    • This will take you to the PAN function
    • Input appropriate comments

    Once the transaction has been updated, it cannot be altered

    Press F10 key to add additional reviewers to receive the PAN

    Press F11 key to view notice that will be sent to the reviewers

    Press F5 key to complete the update, send PAN and return to the EDAP screen to view transaction


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  • Permanent Transfer Overview

    When an employee transfers without a break in service, for one (1) year or more, from one UC campus to another, the action is termed an Interlocation Transfer.

    • OUTGOING interlocation transfers are employees transferring from the Santa Cruz campus to another location.
    • INCOMING interlocation transfers are employees transferring to the Santa Cruz campus from another location.

    Currently, most UC campuses are not set up to do an electronic transfer of EDB records.  Hence, special procedures must be followed to ensure that, in terms of taxes, benefits and entitlements, the process of transferring to a new position at another campus appears seamless for the employee.  To insure a seamless transfer, it is important to alert both the Payroll Office and the Benefits Office as soon as you become aware of an incoming or outgoing transfer so that efforts with the other campus can be coordinated.


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  • Outgoing Permanent Transfer

    An Outgoing Permanent Transfer is an employee, currently employed by UCSC, who terminates his/her employment and accepts a position at a different UC location (campus, lab or medical center), without a break in service (i.e., the employee separates from UCSC on 6/30/10 and begins service at UCB on 7/1/10).

    • Please alert the Payroll Office as soon as you are made aware that an employee is transferring from UCSC to another UC location.
    • Follow the instructions as outlined in the PPS Manual: Section 4.6 Interlocation Transfers.
      • Note: No final check will be prepared for the transfer employee and any leave hours will be transferred to the location to which the employee is transferring.
    • Complete the Interlocation Outgoing Memo and route it to the Payroll Office immediately upon completion of the OEU separation action.
      • Note: You must send the Interlocation Outgoing Memo to the Payroll Office by the last day of the OEU open period - see column 8 of the Payroll Deadline Schedule.

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  • Incoming Permanent Transfers

    An Incoming Permanent Transfer is an employee, currently employed by another UC location (campus, lab or medical center), who terminates his/her employment and accepts a position at UCSC without a break in service (ie, the employee separates from UCSC on 4/30/10 and begins service at UCB on 5/1/10).

    • Please alert the Payroll Office as soon as you are aware that the employee you are hiring at UCSC is transferring from another UC location.  The location at which the employee is currently employed needs to provide you with verification of separation showing no break in service.
    • Follow the instructions as outlined in the PPS Manual: Section 4.6 Interlocation Transfers.
      • Note: no final check will be prepared for the transfer employee and any leave hours will be transferred to UCSC.
    • Complete the Interlocation Incoming Memo and route it to the Payroll Office immediately upon completion of the OEU hire action.
      • Note: you must send the Interlocation Incoming Memo to the Payroll Office by the last day of the OEU open period - see column 8 of the Payroll Deadline Schedule.

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  • Temporary Appointment/Multilocation Appointment - Definitions

    Interlocation payroll expense is transferred between campuses by use of financial and budgetary transactions. Interlocation payments occur between the campus locations, labs, and Office of the President. The initial payment of interlocation actions requires various combinations of forms, depending on the length and nature of the payment. Approvals from both home and host locations are required in all instances before payment can be made. Interlocation payroll expense and the associated benefits are charged to interlocation suspense accounts and transferred on a monthly basis to the financial control account of the appropriate location.


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  • Temporary Appointment vs Multilocation Appointment

    A temporary interlocation transfer occurs when an employee at one location (home location) accepts a position at another location (host location) for a period of one year or less, with the intent to return to work at the home location at the end of this period.
    Note: For temporary interlocation transfers, the home location maintains the employee in their data base and there is no hire action completed at Santa Cruz.

    Multilocation appointments occur when an employee is employed by two or more locations simultaneously. The location at which the employee holds his/her primary employment is the home location. The location which employs the employee on an additional basis is the host location. Multilocation appointments may be of short or long duration.


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  • Home vs Host

    There are two classes of interlocation payments: Home and Host

    • Home is initiated on another UC location (ie: Santa Cruz employee performed services for another location)
    • Host is initiated at Santa Cruz (ie: Santa Cruz is paying another UC employee for services performed at our campus)

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  • Temporary Appointment/Multilocation Appointment When Santa Cruz is Home

    • Payment request originates at the other location (or Host location)
    • Santa Cruz Payroll Office receives the Temporary Interlocation of Multilocation Appointment (UPAY 560-T) and routes to appropriate HR Office
    • HR Office approves and routes back to Payroll
    • Completed and approved forms received in the Payroll Office by the 15th of the month will be paid on the next month's payroll for current or retro pay periods. Future pay will be scheduled per the pay period end date.

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  • Temporary Appointment/Multilocation Appointment When Santa Cruz is Host

    If the payment would normally be set up as an appointment on PPS, use the Multilocation/Temporary Appointment - UPAY 560-T (PDF) form.

    • Contact Home location and complete employee data for Home location
    • Complete "Host" location information along with Santa Cruz information
    • Complete "Reason" for appointment
    • Sign for Host location fund authorization
    • Route to Payroll

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  • Interlocation One-Time Payments

    A one-time intercampus payment is required when an employee at one campus (home campus) is eligible to receive a payment originating from another campus (host campus) for an event or service of a short duration. A one-time payment is paid from the Home campus.


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  • Interlocation One-Time Payment when Santa Cruz is Home

    Payment request originates at other campus

    • Santa Cruz Payroll Office receives the INTERLOCATION ONE-TIME PAYMENT FORM (UPAY 644C-T) and routes to appropriate HR Office(s) and/or Division
    • HR Office(s) and/or Division approves and routes to the Payroll Office for payment
    • Completed and approved forms received in the Payroll Office by the 15th of the month will be paid on the next MO payroll for current or retro pay periods. Future pay will be scheduled per the pay period end date.

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  • Interlocation One-Time Payment when Santa Cruz is Host

    Santa Cruz Division or Team appointing the employee use Interlocation One-time Payment Form (UPAY 644C-T): (PDF

    • Criteria: If the payment would normally be paid on our campus as an AP or FT payment, use the Interlocation One-time Payment Form (UPAY 644C-T): (PDF)
    • Contact Home location and complete Employee Data for Home location
    • Complete Host location with Santa Cruz information
    • Complete Reason for appointment
    • Sign for Host Campus Fund Source Authorization
    • Route to Payroll Office - MS: Payroll

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  • Updating PPS

    These payments are not set up on PPS (with the exception of some Home payments, which are managed by the Payroll Office)

    • OEU updates are NOT completed by HR Teams and Divisions
    • Payments do NOT show up on your DOPE

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  • Resources

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  • Copy Function (Definition and Details)

    Once a transaction is completely updated, it may be copied. The copied transaction may then be altered as needed.

    The copy function is useful for retro transactions – update LX transaction, then copy that transaction and alter the new transaction to be your RX transaction.  This saves keying time and keying errors (if updated properly).

    Use caution – make sure all fields that should be changed ARE changed on the copied transaction, or the result will be bad pay. Copy can only be used to copy transactions in the same function, on the same cycle for the same employee.

     Limitations of Copy:

    • Cannot copy to another pay cycle
    • Cannot copy to another employee
    • Cannot copy to another function
    • Cannot copy more than one transaction at a time
    • Cannot copy an entered, but not completely updated transaction

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  • Step 1 (Copy)

    Identify the transaction to be copied.
    Note: In this example we are copying sequence 0002

    Step 1: Copy Function

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  • Step 2 (Copy)

    Input C beneath the static C on the left side of the screen, next to Seq(uence Number):

    This is the "Copy/Retrieve" field

    Step 2: Copy Function

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  • Step 3 (Copy)

    • Press "Enter" key
    • Notice the transaction does not appear to have changed position on the screen but the Seq(uence Number): is now 0003.
    • The transaction code (TR:) is blank and both Seq(uence): and the TR: appear to result in a fatal message which reads: P0601 Field out of range or illegal value
    • EDLR is a two transaction function and the system does not presume to know the data the user wants to update, so the system blanks out the transaction field (TR:) and issues the above message.
    • What you now see on the screen is the Copied Transaction. 
    • The copied transaction will always appear by itself on the first line of the page.
    • The original transaction (in this example, sequence 0002), will appear to be gone but will reappear on the screen once the transaction is completed.

    Step 3: Copy Function

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  • Step 4 (Copy)

    • Change data for the new transaction.
    • In this example the employee is being paid a retroactive increase.  We first updated the LX transaction (sequence 0002), then copied it (sequence 0003).
      • TR: Input "RX" in the  field.
      • Change rate from the copied rate ($4,116.67) to the rate we want to RX on this new transaction ($4,000.00).

    Note:  *This is an RX transaction: we are backing out what the employee was already paid for time worked.

    Step 4: Copy Function

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  • Step 5 (Copy)

    • Press Enter key
    • Notice that the P0601 Field out of range or illegal value message is now gone.

    Note:  Any other messages that result from this transaction will appear on the command line at the bottom of the page in place of the previous message.

    Step 5: Copy Function

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  • Step 6 (Copy)

    Notice Seq(uence): 00002 has reappeared.
    Note: Once a transaction has been updated it cannot be altered. See Correcting Mistakes Before the Compute for more details.

    Step 6: Copy Function

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  • Correcting Mistakes Before the Compute

    Once a transaction has been updated (F-5, UPDATE COMPLETE) it cannot be altered by the campus unit. Hence, the campus unit needs to be diligent in reviewing the data for correctness prior to committing the final F-5 update.

    If an error is discovered after the final F-5 has been committed and OPTRS is not "closed" for the affected pay-cycle, send email to payerr@ucsc.edu:

    • Subject: Change OR Delete and EEID
      • Example: Change 794899953
    • Body/Text:
      • EEID and Name
      • Pay cycle
      • Sequence Number
      • CURRENT and NEW field data for update
        • Example: please change rate 24.5000 to 25.0000

    When requesting a Change, the preferred method is to cut and paste the entire sequence into the body of your email.

    The Payroll Office cannot change:

    • TR type
    • Pay-cycle

    Requests to change these fields should be “Delete” requests and will require HR to reenter the transaction with the correct information once the delete is confirmed.

    Requests to change or delete data the day of the compute will be evaulated on a case-by-case basis.

    The Payroll Office will respond within 48 hours of receiving the request OR prior to the affected compute, whichever comes first.

     

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  • Distribution of Payroll Expenses (DOPE)

    The Distribution of Payroll Expense Report (DOPE) provides a detail of charges for the monthly General Ledger. The DOPE is produced after the last compute of the month, during month-end processing. HR Control Units access the DOPE each month after month-end via the Data Warehouse, to reconcile their departmental payroll, i.e. compare input (payroll transactions they entered via OPTRS and UPAY644E, Time Reporting Worksheets) to the resulting Distribution of Payroll Expense – PPP5302). Departments are responsible for performing a monthly reconciliation of total salaries paid, as shown on the Distribution of Payroll Expense Report, to total salaries approved pursuant to departmental payroll/personnel records" (See: BFB IA-101, Internal Control Standards).
    Note: Since the Distribution of Payroll Expense is now an on-line report, Internal Control Standards require that a RECONCILIATION LOG must be maintained, containing:

    • Month
    • Year
    • FAU (Full Accounting Unit)
    • Printed name and signature of staff member assigned to reconciliation
    • Date reconciled

    When designating a staff member for DOPE reconciliation, note that "An employee authorized to approve payroll documents may not also have responsibility for reviewing the Distribution of Payroll Expense reports (PPP5302) or for distributing paychecks or earnings statements." (See: BFB IA-101, Internal Control Standards for additional information)
    For every employee paid, this report indicates:

    • The gross salary (not net: i.e., it does not report employee deductions)
    • All of the employee salary and benefit charges in detail for the month being reported
    • Transactions originating from adjustment transactions prepared by the Accounting/Payroll Office
    • Expense transfer transactions generated from Payroll Expenditure Transfers (EDTS and EDTM transactions, aka "TOPE"). In addition, this report provides totals for each of the employee benefit columns for each Full Accounting Unit (FAU).

    The report displays the account, cost center, fund, project code, and the title of the account and fund. Titles are obtained from the Account/Fund Profile in FIS. Within each Account/Fund, payroll costs are broken down by sub account:

    • Sub 0 - Academic Salaries
    • Sub 1 - Staff Salaries
    • Sub 2 - General Assistance Payment

    DOPE column headings:
    Standard heading information is printed in the first three lines of the report. The ET data (month, page and line) are used when processing expenditure transfers from the DOPE. Reading from left to right:

    • Employee Name:  Listed alphabetically by Last Name, First Name within sub account. The employee name appears only on the initial line. There may be more than one detail line which applies to the employee within a sub account.
    • Employee ID:  Unique 9 digit number assigned to each Santa Cruz employee, beginning with a “7”
    • Title Code:  The four-digit numerical identifier of the individual's title from the payroll transaction.
    • Period End Date:  Identifies the pay period (the month) of the transaction in MMDDYY format. The pay period "end date" is always the last day of the pay period.
    • DOS:  The Description of Service code; identifies the type of pay (regular, overtime, etc.).
    • Time:  Time is expressed as either hours or a percentage.
      • Monthly rated employees are paid as a percentage. The percentage paid is carried out to 4 decimal places and is followed by a percent (%) indicator.
      • Hourly rated employees are paid in hours. The hours paid are carried out to 2 decimal places and are followed by an H indicator.
    • Pay Rate:  The individual’s rate of pay (hourly or monthly) from the transaction.
    • ADJ:  The adjustment column. If the transaction is a payment, this column is blank. The following codes may appear in the ADJ column when the transaction is an adjustment:
      • C - cancellation
      • T - transfer
      • O - overpayment
      • H - handdraw
    • Gross Earnings:  The gross amount of the transaction; or, the salary expense for the payment of an adjustment. Normally, rate multiplied by time equals gross earnings. For a by-agreement type payment, it will be a flat amount.
    • Plan:  The retirement plan code of the employee:
      • U = participating in the retirement system
      • N = not participating
      • H = Safe Harbor plan

    • Up to this point, the DOPE report is reporting salary costs. Starting from the right of plan code, the report is reporting employer benefit costs.

      • Retirement contributions Matching Contrib NFSS/SMSP: The amount of the employer contribution: UCRP = UC Retirement Plan, currently 14%  FSS = faculty summer salary, currently 3%  SMSP = senior management severance pay. 
      • GSTR/IAPOF/UCRPSU: GSTR is not presently being used by Santa Cruz. IAPOF is "Incentive Award Program Offset". UCRP Supplemental is currently .66%
      • OSDI/MEDCR: Employer matching contributions to OASDI and Medicare (i.e. social security). OASDI = 6.2%; Medicare = 1.45%
      • Dent/Hlth/Vis/Opeb: The employer contributions to dental, health, and/or vision insurance, and other post-employment benefits.
      • UI / GSH: UI = assessment for unemployment insurance; GSH = assessment for grad student health insurance (not presently used by Santa Cruz).
      • WC/ESP/GSPF2:  WC = assessment for Workers Compensation; ESP = assessment for Employee Support Program; GSPF2 = Grad student assessment program (not presently used by Santa Cruz).
      • Life/UCDI/GSFR:  Life = employer-paid life insurance premium paid by UC; UCDI = employer-paid disability insurance paid by UC; GSFR = Grad student assessment program (not presently used by Santa Cruz).
      • IAP/Leave:  IAP = Incentive Award Program assessment; Leave = Vacation Leave accrual assessment.
      • Total Benefits:  The total of employer-paid benefits for the transaction; from the Retirement matching contribution column through the IAP/Leave column.

    Totals:
    For each sub-budget within an account:

    • The TOTAL is the total amount charged to the departmental FOAPAL in the ledger
    • In Payroll system (PPS) it is the FAU (Full Accounting Unit)
    • In the ledger (FIS) it is the FOAPAL
    • Payroll Costs to the FOAPAL equivalent of subs 0, 1 and 2
    • Benefit Costs to the FOAPAL equivalent of sub 6
    • Object Code: Identifies the payment as academic or staff:
      • Object Code 1000 = academic series
      • Object Code 1100 = non-academic series
    • Current Month:  Wages and benefits for the current month being reported. Prior Period Adjustments: Wages, benefits and adjustments to wages and benefits for any pay period prior to those within the month being reported.

    Eligibility Requirements:

    • Retirement:  Appointed 50% time or more for one year or more, have an indefinite or tenured appointment, or have a budgetary ending date.
    • Summer Salary retirement contribution: Appointed to an academic title with an authorized summer salary appointment.
    • SMSP:  Be appointed to a senior management title with an appointment that is eligible for senior management severance pay contributions.
    • IAP Offset:  Be appointed to a staff (non-academic) title (IAP is a staff human resources incentive award program).
    • OASDI / Medicare:  Participating in the Coordinated Retirement Plan (coordinated with social security); or, have an appointment that qualifies for the Safe Harbor plan (DCP and Medicare, but not OASDI).
    • Dental:  Employee must have a Benefits Eligibility Level Indicator (BELI code) of 1.
    • Health:
      • Career Medical: Must have a BELI code of 1
      • Core Medical: Must have a BELI code of 1, 2, 3 or 4.
    • Vision:  Must have a BELI code of 1.
    • OPEB:  Be a participant in a university retirement plan (U).
    • UI:  Be appointed to a non-student appointment.
    • Workers Comp:  All university employment payments are eligible for the workers comp assessment except for: perquisites by deduction, off-campus work-study employment, out-of-state employment, and certain types of lump-sum payments.
    • Employee Support Program:  Same criteria as workers compensation.
    • UC-Paid Life Insurance:  Appointed 50% or more for a year or more and participating in a university retirement plan. UC-Paid Disability Insurance: Appointed 50% or more for a year or more and participating in a university retirement plan.
    • IAP Assessment:  Appointed to a staff (non-academic) appointment. (The IAP program is a Staff Human Resources program).

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  • Pre-work: What You Need to Do Before You Transfer Funds

    Using Infoview, review the Distribution of Payroll Expense (DOPE) Report each month and reconcile per BFB IA-101, Internal Control Standards.

    • Determine if a transfer is needed based on divisional/unit knowledge of fund source and account balances.
    • Since the Distribution of Payroll Expense is an on-line report, Internal Control Standards require that a RECONCILIAITION LOG must be maintained, containing:
      • Month
      • Year
      • FAU (Full Accounting Unit)
      • Printed name and signature of staff member who performed reconciliation
      • Date reconciled
    • Determine amount to be transferred and where it should be transferred to.

    Ensure that you have authorization to make the transfer, and if not, obtain appropriate authorization.


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  • DOPE: Locate the Appropriate Form

    Using InfoView, locate the single transfer or mass transfer All Employees-Transfer of Payroll Expense Mass Transfers-Monthly, All Employees-Transfer of Payroll Expense Single Transfer by Empl ID-Monthly or All Employees-Transfer of Payroll Expense Single Transfer by Org-Fund-Monthly report form from the Certified Reports section. If you are already using the DOPE report, the single and mass transfer forms are included in this report on separate tabs. If you are not already in the DOPE, click on Corporate Categories, then PPS, then Salary or Payment to access the Transfer of Payroll Expense Reports.

    The InfoView form is required because it automatically incorporates the appropriate information from the Distribution of Payroll Expense (DOPE) Report. Forms can be saved to Excel for electronic key entry of transfer information.

    Fill Out the Form:

    1. Using the Distribution of Payroll Expense (DOPE) Report, fill out the transfer request form:
      • Single transfer form: All Employees-Transfer of Payroll Expense Single Transfer by Empl ID-Monthly or All Employees-Transfer of Payroll Expense Single Transfer by Org-Fund-Monthly Use this form to transfer a single transaction line on the DOPE.
      • Mass transfer form: All Employees-Transfer of Payroll Expense Mass Transfers-Monthly Use this form to transfer consecutive line transactions on the DOPE. The Mass Transfer form in Business Objects/InfoView will automatically group consecutive lines for you.
    2. Complete the Department, Dept. Contact, and Telephone Extension.
    3. For all transfers, a Reason Code (RC) must be provided to explain why the transfer is necessary. If the transfer is over 120 days old, please explain what action is being taken to prevent transfers from happening in the future. Note:  Infoview does not currently populate the COST CENTER field. This field must be handwritten in after the report is generated.

    Have the Form Approved:

    It is the responsibility of the division/unit preparer to ensure they have appropriate approval to request the transfer. By completing and submitting the TOPE request form, the preparer is verifying that appropriate authorization has been obtained.


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  • Determine if a corresponding PPS entry is needed

    If the transfer is for one month or more, the Payroll Personnel System (PPS) will need to be updated by your division’s/unit’s payroll representative. Send request for employee record to be updated to your payroll representative. Include begin/end dates and percent time information. (Reason code B-always)

    Transfers for less than one month do not need to have a matching PPS action completed. (Reason code A-typically)


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  • PAN Review

    The Post Authorization Notification (PAN) review is a means for informing a designated individual (i.e., a reviewer) that an update to an employee record has occurred. The PAN reviewer’s responsibility is to ensure the PPS action was input accurately and completely.

    Depending on the separation of control within each division/unit, who receives the PAN for transfers of payroll expense, will vary. If PAN routing for expense transfers needs to be reviewed or updated, please contact the Payroll Personnel System (PPS) Office.


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  • Records Disposition

    An individual division/unit is the "office of record" for documentation related to transfers of payroll expense.

    UCSC retains or destroys administrative records in accordance with the University Records Disposition Schedules Manual, which incorporates federal record retention requirements. TOPE documentation is retained for 5 years from the date of last transaction, subject to contract and grant requirements.


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  • TOPE: Conditions

    If you manage funds at UCSC, you need to know when you can process a Transfer of Payroll Expense. Authorized expense transfers may take place only under certain conditions.

    For all funds, one or more of the following conditions are necessary to justify a cost transfer:

    • To correct bookkeeping or clerical errors in original charges
    • To distribute expenses associated with closely related work supported by more than one funding source
    • To record a change in a decision made originally as to the use of goods or services

    One or more of the following conditions are necessary to justify a cost transfer for sponsored projects:

    • To redistribute high volume/low value costs (common cost allocation)
    • To clear an overdraft (see “Special Circumstances” section in the Cost and Budget Transfer Desk Manual for Extramural Funds)

    Resources: BFB IA-101, Internal Control Standards


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  • TOPE: Authorization

    Transfers of Payroll Expense (TOPE) must be authorized by the appropriate administrative official(s). Responsibility for authorizing expense transfers rests on the following administrative officials:

    Fund Type Approver(s) Needed
    All Extramural Funds Fund Manager/Research Accountant (or equivalent) and Principle Investigator (PI)
    Start-up funds, gifts and non-sponsored fund sources (19900, etc) Fund Manager/Research Accountant (or equivalent)

    Note:  A fund manager's responsibilities include reviewing and approving Financial Information System (FIS) transactions to make sure they are prepared accurately, completely, and in compliance with UC policies, federal guidelines, and contract-specific guidelines.

    Documentation:  Individual divisions/units serve as the "office of record" for documenting transfers of payroll expense. The originating division/unit must maintain all documentation, justifications, and approvals.

    Separation of control:  University policy and OMB Circular A-21 require that no one person has complete control over all aspects of a financial transaction.


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  • TOPE: Ways to Avoid

    Want to become a more efficient financial administrator? Learn how to avoid Transfers of Payroll Expense (TOPE) and make your job easier with the following tips.

    What to do How to do it
    Plan ahead for contract and grant funds Extramural Funds
    Strengthen financial management control procedures
    • Enhance division/unit review procedures to make sure that payroll transactions are properly authorized, completed and documented
    • Reconcile and review the Distribution of Payroll Expense (DOPE) report ledgers promptly to ensure that charges are accurate, complete and applicable.
    • Monitor budgets and compare them to actual DOPEs and ledger charges and pending and projected expenses. 
    Attend additional trainings Policy, procedures and best practices: Financial System Tools:
    Know the guidelines Keep current with UC, UCSC and government financial guidelines:
    All funds: Business & Finance Bulletin A-47
    Extramural Funds/Sponsored Projects:

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  • Process a TOPE

    DOPE Reviewer:
    This is a divisional/unit person who reviews the DOPE, completes the OPTRS Transfer Request Form and forwards to the designated enterer.

    DOPE Reviewer and TOPE Enterer:
    This is a divisional/unit person who reviews the DOPE and enters their own TOPE into OPTRS.

    TOPE Enterer:
    This is either a divisional/unit person or Staff HR* person who enters the TOPE into OPTRS. The enterer must use the standardized TOPE form(s) in order to process a TOPE request.

    PAN Reviewer:
    This is either a divisional/unit person or Staff HR person who reviews the OPTRS entry.

    • See: OPTRS Chapters
      • Single Payroll Expense Transfer (EDTS) and
      • Mass Payroll Expense Transfer (EDTM) for instruction on entering transfer transactions in OPTRS.

    Staff HR Process*:
    For participating divisions/units, TOPE forms can be faxed or emailed to your HR Service Team Representative on or before the 15th of the month. Staff HR will process all TOPE forms submitted by the 15th. All TOPE requests submitted after the 15th will be processed as time and other deadlines allow.

    * Submitting TOPE requests to SHR - This is a re-designed service for processing transfers for divisions/units with special needs or limited administrative capacity. To find out if your division/unit currently receives this service, please contact your Staff HR Associate Partner.


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  • Single payroll expense transfer (EDTS)

    • Transfer single lines from one Payroll Account/Fund/Sub (FAU) to another Payroll Account/Fund/Sub (FAU). Note:  Do not include lines that do not have dollars associated with them in your transfer. The system does not recognize these lines and your transfer will not process.
    • Transfer 100% of charge or credit on line, or a portion of charge or credit.
    • Payroll recommends that you consider using the EDTM first when completing a transfer. Any grouping of two or more lines on a mass transfer that you can do will save you time. Any lines that do not fit the parameters of the EDTM and/or are not consecutive should be input on this EDTS, single transfer.

    Limitations:  The EDTS cannot be used for the following:

    • Transferring to two or more accounts on a single line (you must complete separate updates for each “split”)
    • Transferring outside the 24 month history window
    • Transferring Vacation Leave Accrual

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  • Step 1 (EDTS)

    Obtain pre-approval for additional pay and retain for audit purposes (See Authorization on Additional Pay Forms)
    Consult Payroll calendar for pay cycle and OPTRS deadlineOn the PPS Main Menu:
    • Next Func(tion)Input "EDAT"
    • Press the Enter key
      • This will take you to the (Dept. Adjust. Transaction) menu
    EDTS: step 3

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  • Step 2 (EDTS)
    From PPS EDAT (Dept. Adjust Transaction) menu
    • Next Func(tion): Input "EDTS"
    • Input employee id or name (last name, first name)
      • Do not enter both
    • Pay Cycle: Input "MO", "B1" or "B2". This is the pay cycle in which the transaction will be processed.
    • Pay End: Input date in format DDMMYY
      • This is the pay period end date that corresponds to the pay cycle entered previously
    • Note: this is always the last day of the pay cycle - (e.g., 0331YY)
    • Press Enter key
      • This will take you to the Single Expenditure Transfer (EDTS) screen
    EDTS: step 4

    Note: Pay period end dates are always the last day of the pay period.  Follow the Payroll Deadline Schedule for updating EDTS and EDTM.  Column 3 indicates when the OPTRS update periods are closed. Payroll Deadline Schedule


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  • Step 3 (EDTS)

    EDTS - Single Expenditure Transfer screen is displayed EDTS: step 5

    Note: Verify ID, Name, Pay End Date, Check Date and Pay Cycle before continuing.


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  • Step 4 (EDTS)
    • ET MO(nth): Copy the Expense Transfer month (ET MO:) from the PPP5302 report - e.g. "0308" - from the upper right-hand corner.
    • ET Page: Copy the number from the PPP5302 page
      • Make sure you are copying the ET Page: which follows the PG: and not the number following the Page No:
      • The correct ET PG: is always five digits long (e.g., 00001, 00345, 01236, etc.)
    • ET Line: Copy the  number that you wish to transfer
      • The ET Line: is two numeric digits - NO alpha.
    • Insert Reason: code ("A", "B" or "C").  If reason code "C", explain in the PAN comments
    EDTS: step 6
    EDTS/EDTM Overview

    PPP5302 Information

    • ET Month

      Identifies the month for which the Distribution of Payroll Expense (PPP5302) that contains the applicable payroll transaction was produced.

      Format is YYMM (fiscal). July is the first month of the fiscal year, so to identify December of fiscal year 07/08, the ET month would be coded 0706.

    • ET Page

      Identifies the page of the Distribution of Payroll Expense (PPP5302) on which the payroll transaction resides.

      The correct ET PG is ALWAYS five digits long (eg 00001, 00345, 01236, etc)

    • ET Line

      Identifies the line of the Distribution of Payroll Expense (PPP5302) on which the payroll transaction resides.

      The ET LN is two digit, numeric NO ALPHA (eg. 01, 02, 03,...17, 18, 19,...etc.) and precedes the employee name in the leftmost column of the report

    • Reason

      Identifies the reason why a payroll expense is being transferred. The Reason code is a one digit ALPHA code: A, B or C

      A: One-time expenditure adjustment: Employee is not expected to perform services again under this account/fund

      B: Employee is expected to perform services again under this account/fund

      C: Other – explain in PAN

    Transfer From (Credit) Loc/Acct/CC/Fund/PC/Sub

    FAU from which transfer is being made. This data is extracted from the online DOPE once the ET data is completed (ie: auto fills, not completed by enterer).

    Note: FAU = Full Accounting Unit. FOAPAL is the financial system (BANNER) account structure. FAU is the Payroll account structure.

    Transfer To (Debit) Loc/Acct/CC/Fund/PC/Sub

    FAU to which transfer is being moved. This data is manually completed by the enterer.

    Note: FAU = Full Accounting Unit. FOAPAL is the financial system (BANNER) account structure. FAU is the Payroll account structure.

    Edit Messages: Range/Value

    EDTS and EDTM edit range/value

    This is an example of entering a bad code in the ET month.

    After you enter data on the entry function and press either Enter, F5 Update, F9 Jump, F10 Prev Func, or F11 Next Func, range/value edits are performed on the entered data. A message is issued if one of more fields contain an invalid value, and the cursor is positioned on the first field in error. You must supply a valid value before the update can proceed.


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  • Step 5 (EDTS)
    • Press Enter key
    • Transfer from (Credit): line will be filled with extracted data
      • Note: If you have made any errors in your ET data, the system will issue an edit message: "P0171 No match on PPP5302 data entered"
    • Go back and review your PPP5302 and make sure your ET data is correct and that you are within the 24 month history
    EDTS: step 7

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  • Step 6 (EDTS)
    • Transfer To (Debit):
      • Location (always 7)
      • Account
      • CC (tab through)
      • Fund
      • PC (if applicable)
      • Sub
    • Original Gross Earnings: Copy total gross exactly as it appears on the PPP5302, leaving out commas and decimal points (this example has a total gross of $1,085.00).  Copy the entire original gross earnings from the PPP5302, regardless of the amount you wish to transfer
    • Sign: If the PPP5302 report has a minus sign to the right of the gross earnings, the entry is a credit.  Copy exactly what is on the PPP5302.  If there is no sign on the PPP502, the entry is a debit and the sign field on the EDTS is left blank (as in example)
    • Original Benefits: Copy the figure in the Total Benefits column on the PPP5302
    • Sign: Copy the minus (-) sign if it appears following "Total Benefits" on the PPP5302 (blank on this example)
    • Transfer Gross Earnings: Specify the amount of the original gross earnings to be transferred. The amount can be equal to or less than, but cannot exceed the original gross (this example transfers 100% of the gross)

    Note: The Cost Center field does not pass on to the General Ledger; no transfers should be initiated based on Cost Center.

    EDTS: step 8

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  • Step 7 (EDTS)

    • Press Enter key
    • Review error messages and make corrections as necessary
    • Press F6 key to see additional messages until "End of message List" or "Input Accepted" appears
      • Note: Make sure it is correct before you update
    • Press F5 key to update
      • This will take you to the PAN function
    • Input appropriate comments
    • Press F10 key to add additional reviewers to receive the PAN
    • Press F11 key to view notice that will be sent to the reviewers
    • Press F5 key to complete the update, send PAN and return to the EDTS screen to view transaction
      • Note: Once the transaction has been updated, it cannot be altered.  Any errors that are discovered at this point must be corrected after the PPP5302 is generated reflecting this transfer and as ADDITIONAL transfer must be entered using the new ET data.  The transaction cannot be deleted or blocked after the final update (F5), by the Payroll Office.

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  • Mass payroll expense transfer (EDTM)

    • Transfer consecutive blocks of lines within the same Payroll Account/Fund/Sub (FAU), etc. Note:  Do not include lines that do not have dollars associated with them in your transfer. The system does not recognize these lines and your transfer will not process.
    • Transfer 100% of charge or credit on lines included in transfer to another account
    • Fastest and cleanest way to transfer two or more consecutive lines. Notice that benefits are not coded, but they will follow gross automatically.
    • Payroll recommends that you consider using the EDTM first when completing a transfer. Any grouping of two or more lines on a mass transfer that you can do will save you time. Any lines that do not fit the parameters of the EDTM and/or are not consecutive should be entered on the EDTS, single transfer.

    Limitations:  The EDTM cannot be used for the following:

    • Transferring partial charges
    • Transferring partial credits
    • Transferring to two or more accounts
    • Transferring outside the 24 month history window
    • Transferring Vacation Leave Accrual

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  • Step 1 (EDTM)

    Obtain pre-approval for additional pay and retain for audit purposes (See Authorization on Additional Pay Forms)
    Consult Payroll calendar for pay cycle and OPTRS deadline

    On the PPS Main Menu

    • Next Func(tion): Input "EDAT"
    • Press Enter key
      • This will take you to the (Dept. Adjust. Transaction) menu
    EDTM: step 3

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  • Step 2 (EDTM)
    From PPS EDAT (Dept. Adjust Transaction) menu:
    • Next Funct(ion):
      Input "EDTM"
    • No employee ID is entered for the Mass Expenditure Transfer
      • Leave Name, ID and SSN blank
    • Pay Cycle: Input "MO", "B1" or "B2":
      • This is the pay cycle in which the transaction will be processed
    • Pay End: Input date in DDMMYY format
      • This is the pay period end date that corresponds to the pay cycle entered previously
      • Note: This is always the last day of the pay cycle (e.g., 0331YY)
      • Press Enter key
        • This will display the Mass Expenditure Transfer screen
    EDTM: step 4

    Note: Pay period end dates are always day of the month.  Follow the Payroll Deadline Schedule for updating EDTS and EDTM.  Column 3 indicates when the OPTRS update periods are closed. Payroll Deadline Schedule


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  • Step 3 (EDTM)
    EDTM - Mass Expenditure Transfer screen displayed

    Note: Verify Pay End Date, Check Date and Pay Cycle before continuing.
    EDTM: step 5

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  • Step 4 (EDTM)
    • Tab to ET Month:
    • Copy the Expense Transfer month (ET MO) from the PPP5302 report - e.g. "0308" - from the upper right-hand corner
    • Copy the ET page number from the PPP5302 page from which the mass transfer is to begin
      • Make sure you are copying the ET page which follows the PG and not the number following the Page No
      • The correct ET PG is always five digits long (e.g., 00001, 00345, 01236, etc.)
    • Copy the first ET line number in the block of entries to be transferred
      • ET Line: is two numeric digits - NO alpha
    • Insert Reason Code (A, B or C)
      • If reason code C, explain in the PAN comments
    EDTM: step 6
    Refer to the EDTS and EDTM Overview Presentation for more detail.

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  • Step 5 (EDTM)
    • Copy the Expense Transfer month (ET MO) from the PPP5302 report - e.g., "0308" - from the upper right-hand corner
    • Copy the ET page number from the PPP5302 page from which the mass transfer is to end
      • Make sure you are copying the ET page which follows the PG and not the number following the Page No.
      • The correct ET PG: is always five digits long (e.g., 00001, 00345, 01236, etc.)
    • Copy the last ET line number in the block of entries to be transferred
      • The ET Line: is two digits numeric - NO alpha
    • Press Enter key to retrieve data from the PPP5302 file
    EDTM: step 7

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  • Step 6 (EDTM)
    • Transfer from (Credit) line will be filled with extracted data
      • Note: If you have made any errors in your ET data, the system will issue an edit message: "P0171 No match on PPP5302 data entered"
    • Go back and review your PPP5302 and make sure your ET data is correct and that you are within the 24 month history
    EDTM: step 8

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  • Step 7 (EDTM)
    Transfer to (Debit): Input data:
    • Location (always 7)
    • Account
    • CC (tab through)
    • Fund
    • PC (if applicable)
    • Sub

    Note: The Cost Center field does not passed on to the General Ledger; no transfers should be initiated based on Cost Center. Refer to the Cost Center Presentation for more detail.

    EDTM: step 9

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  • Step 8 (EDTM)
    • Original Gross Earnings: This amount is a net of all grosses included in your transfer but not a hash total (i.e. subtract any credits included in your transfer from the total)
    • Input total gross exactly as it appears on the PPP5302, leaving out commas and decimal points (this example has a total of $3,689.50)
    • Sign:
      • If all the lines included in the transfer are credits, add them together and code the credit sign (-) in this field
      • If the transfer includes debits and credits, and the net result is a credit, code the credit sign (-)
      • If the net result is a debit, leave this field blank
      • Note: Verify data on screen against source documents
    • Press Enter key for edits to occur
    EDTM: step 10

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  • Step 9 (EDTM)

    • Review error messages and make corrections as necessary
    • Press F6 key to see additional messages until "End of message List" or "Input Accepted" appears
      • Note:  Make sure it is correct before you update
    • Press F5 key to update
      • This will take you to the PAN function
      • Input appropriate comments
    • Once the transaction has been updated, it cannot be altered
      • Any errors that are discovered at this point must be corrected after the PPP5302 is generated reflecting this transfer and an ADDITIONAL transfer must be entered using the new ET data
    • Press F10 key to add additional reviewers to receive the PAN
    • Press F11 key to view notice that will be sent to the reviewers
    • Press F5 key to complete the update, send PAN and return to the EDTM screen to view transaction

    Note: the transaction cannot be deleted or blocked after the final update (F5), by the Payroll Office.


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  • Before you start

    The procedures described in this section are for processing payroll adjustments for employees that elected for phased retirement through the Phased Retirement Program.

    • The Phased Retirement Program is effective January 1, 2012 through December 31, 2014.
    • For UCSC Phased Retirement Program Guidelines, FAQs and Forms, please refer to the PPS User Manual section: 6.22 Phased Retirement Program (PRP).

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  • Phased Retirement Adjustments

    Phased Retirement adjustments are completed via OPTRS using the EDLR function.

    Adjustment Examples

    Scenarios:
    In each of these examples, the employee has inadvertently varied from the stated % time reduction approved on their approved Phased Retirement Contract, and has worked contrary to the agreed upon Phased Retirement reduction. Adjustments to Phased Retirement percentages should be rare, as the employee has contracted for a set percentage reduction, and should not be varying from that agreement.

    Example 1:
    John Retiree is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) and had contracted to reduce his time through the Phased Retirement Program by 10%. John Retiree was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TE 2918.00 REG 1.0000 $2918.00
    TE 2918.00 RPT 0.1000 ($291.80)

    The effect of the above transactions on John Retiree's gross pay was: $2,626.20. In reviewing John Retiree's time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 2%, i.e., employee has worked (or is on pay status) 92%, rather than the contracted 90%.

    Adjustment
    Access EDLR function in OPTRS. In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the Phased Retirement that was reported on the Roster, via the RX transaction, and REPORT the adjusted RPT by “reducing” it 2% via a LX transaction:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 RPT 0.0800 ($233.44)
    RX 2918.00 RPT 0.1000 $291.80

    The effect of the two transactions on John Retiree's gross pay will be: $ 58.36
    Note: The REG time is not adjusted. It remains at 1.0000 (100%). Only the RPT is adjusted.

    Example 2:
    Jane Porter is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) with a shift differential. Jane contracted to reduce her time through the Phased Retirement Program by 20%. Jane Porter was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 2918.00 REG 1.0000 $2918.00
    TX 2918.00 RPT 0.2000 ($583.60)
    TX 55.68 SDF 1.0000 $55.68
    TX 55.68 RPS 0.2000 ($11.14)

    The effect of the above transactions resulted in Jane Porter’s gross pay being: $2,378.94.
    In reviewing Jane Porter’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 5%, i.e. employee has worked (or was on pay status) 85%, rather than the contracted 80%.

    Adjustment
    Access the EDLR function in OPTRS. To correct pay for the employee, unit personnel enter the following transactions in EDLR to REVERSE the RPT and RPS which were reported on the OPTRS Roster, via RX transactions, and REPORT the adjusted RPT and RPS by “reducing” it 5% via LX transactions:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 RPT 0.1500 ($437.70)
    RX 2918.00 RPT 0.2000 $583.60
    LX 55.68 RPS 0.1500 ($8.35)
    RX 55.68 RPS 0.2000 $11.14

    The effect of the above transactions on Jane Porter’s gross pay will be: $ 148.69
    Note: Neither the REG or SDF time is adjusted. Both remain at 1.0000 (100%) . Only the RPT and RPS are adjusted.

    Example 3:
    Patrick Stewart is less than a full time, hourly rated staff employee (distribution % = .8700, pay cycle = MA) and had contracted to reduce his time through the Phased Retirement Program by 10%. Patrick Stewart was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 16.7700 REG 160.00 $2683.20
    TX 16.7700 RPT 16.00 ($268.32)

    The above transactions decreased Patrick Stewart’s gross pay to: $2,414.88
    In reviewing Patrick Stewart’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 10 hours, i.e., employee has worked (or was on pay status) 10 hours more than the contracted 10% reduction.

    Adjustment
    Access EDLR function in OPTRS: In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the RPT that was reported on the OPTRS Roster, via the RX transaction, and REPORT the adjusted RPT by “reducing” it 10 hours via the LX transaction:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 16.7700 RPT 6.00 ($10.62)
    RX 16.7700 RPT 16.00 $268.32

    The effect of the above transactions on Patrick Stewart’s gross pay will be: $167.70
    Note: The REG time is not adjusted. It remains at 160.00 hours. Only the RPT is adjusted.

    Example 4:
    Sally Stipend is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) with a shift differential, who had contracted to reduce her time through the Phased Retirement Program by 20%. Sally Stipend was pre-listed on the Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 2918.00 REG 1.0000 $2819.00
    TX 2918.00 RPT 0.2000 ($583.60)
    TX 200.00 SAS n/a $200.00
    TX 200.00 RPB n/a ($40.00)

    The effect of the above transactions on Sally Stipend’s gross pay was: $2,494.40
    In reviewing Sally Stipend’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status an additional 5%, i.e. employee worked (or was on pay status) 85%, rather than the contracted 80%.

    Adjustment
    Access EDLR function in OPTRS. In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the RPT and RPB that was reported on the OPTRS Roster, via the RX transactions, and REPORT the adjusted RPT and RPB by “reducing” it 5% via the LX transactions:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 RPT 0.1500 ($437.70)
    RX 2918.00 RPT 0.1500 $583.60
    LX 30.00 RPB .15% of original SAS ($30.00)
    RX 40.00 RPB .20% of original SAS $40.00

    The effect of the above transactions on Jane Porter’s gross pay will be: $155.90
    Note: The REG and SAS time are not adjusted. They remain at 1.0000 (100%) . Only the RPT and RPB are adjusted.

    Example 5:
    A Negative adjustment. Jane Porter is a full time, monthly rated staff employee (distribution % = 1.0000, pay cycle = MO) with a shift differential. Jane contracted to reduce her time through the Phased Retirement Program by 20%. Jane Porter was pre-listed on the OPTRS Roster as follows:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    TX 2918.00 REG 1.0000 $2918.00
    TX 2918.00 RPT 0.2000 ($583.60)
    TX 55.68 SDF 1.0000 $55.68
    TX 55.68 RPS 0.2000 ($11.14)

    The effect of the above transactions on Jane’s gross pay was: $2,378.94
    In reviewing Jane’s time and attendance records, the unit discovers that the employee has inadvertently worked, or is on pay status 5% less, i.e. employee has worked (or was on pay status) 75%, rather than the contracted 80%.

    Adjustment
    Access EDLR function in OPTRS: In order to correct pay for the employee, the unit enters the following transactions in EDLR to REVERSE the RPT and RPS that was reported on the OPTRS Roster, via the RX transactions, and REPORT the adjusted RPT and RPS were adjusted to reflect the additional 5% via the LX transactions:

    Transaction Rate Amount Desc. Serv Total REG time on pay status Paid
    LX 2918.00 RPT 0.2500 ($729.50)
    RX 2918.00 RPT 0.2000 $583.60
    LX 55.68 RPS 0.2500 ($13.92)
    RX 55.68 RPS 0.2000 $11.14

    The effect of the above transactions on Jane Porter’s gross pay will be: $ ( 148.69) – reduction to gross pay
    Note: The REG and SDF time is not adjusted. It remains at 1.0000 (100%) . Only the RPT and RPS are adjusted.


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