Late/Reduce Pay Time Reporting Function (EDLR) for Absence Notice

 

A Late Pay/Reduce Pay (EDLR) transaction is used to reduce time (RX) for exception time employees for leave without pay of a period of less than 30 days. You cannot recover more salary than the employee is currently due.

For periods exceeding 30 days, a leave of absence should be processed in OLPPS.

Step 1: Prepare

Off-System

  1. Gather employee time records.
  2. Secure the necessary approvals.

On-System

  1. Log onto the Payroll/Personnel System (PPS). Note: When processing a Late/Reduce Pay transaction for an existing distribution line, you will need to enter the distribution number on the detail screen to retrieve the distribution FAU. If you do not know the distribution number, use the IAPP inquiry function to find it.
  2. At the Next Func field, type EDAT and press <Enter> to select the Department Adjustment Transaction Menu.
  3. Type EDLR in the Next Func field on the Department Adjustment Transaction menu to select Late/Reduce Pay.
  4. The cursor will automatically be placed at the ID field. Type the employee identification number in the ID field (or type the employee’s “last name,first name” in the Name field or the employee’s social security number in the SSN field).
  5. Schedule the transaction. Refer to the On-line Processing Schedule on the Payroll website to obtain the information.
    • Tab to the Pay Cycle field and type the pay cycle that you want the transaction to process.
    • Tab to the Pay End field and type the corresponding pay period end date (MMDDYY) for the payday that you want the transaction to process.
  6. Press <Enter>.

Step 2: Enter Data

To Retrieve Data from the Employee Data Base

  1. Type R in the Command field.
  2. Type the distribution number in the Dist field and press <Enter>. Ignore the Field out of range or illegal value error message, and type in the Transaction Code and the Period End date.
  3. After retrieving the distribution information from the EDB, add, change, or delete data, as necessary, using the table below. If you are entering overtime or time-on-call only, you will need to delete the REG (regular pay) DOS code if you do not enter any regular time.

To Copy Data from the Transaction Holding File

  1. To copy another transaction that has already been updated, type C in the Command field to the left of the transaction line to be copied, and then press <Enter>. Ignore the Field out of range or illegal value error message, and type in the Transaction Code.The new transaction will appear on the top line of a new page (screen) with data from the copied transaction brought forward. A new sequence number will be assigned to this transaction.
  2. Change, add, or delete data that is different from the copied transaction (e.g., Pay Period End Date), using the table below. Note: After the update, both the transaction that was copied and the new transaction will be displayed on the same screen.

To Enter Data

  1. Tab to the first unprotected field on the transaction screen.
  2. Enter data in the fields on the screen as applicable, using the table below.
 

Field

Description

Required (R)/ Optional (O)

Comments

1

ID

Employee ID

R

9-digit Employee Identification Number

2

Pay Cycle

Processing Pay Cycle

R

Code indicating the pay cycle in which the transaction will be processed

Value: MO (monthly)

3

Pay End

Processing Pay Period End Date

R

Corresponding pay period end date for the pay cycle

Format: MMDDYY

4

C

Command

O

Use this field to enter the optional copy or retrieve commands. Type R to retrieve data from the EDB or C to copy a transaction from the Transaction Holding File (THF).

5

Seq

Sequence

 

System-derived number that uniquely identifies a transaction on the Transaction Holding File (THF)

6

Tr

Transaction Type Code

R

Value: RX (reduction of pay)

7

Per End

Transaction Pay Period End Date

R

The end date for the pay period in which the pay was earned

Format: MMDDYY

8

Pay Cyc

Transaction Pay Cycle Type

R

Code indicating the primary pay cycle for the employee

Values: M (monthly), B (biweekly)

9

Dst

Distribution Number

O

(Enter if the dist. exists on the EDB)

Number identifying the payroll distribution associated with the employee’s appointment

10

E

Employee Relations Code

O

Code indicating the designation of an individual for purposes of collective bargaining (e.g., A-Manager, not confidential, B-Manager, confidential)

Press <F1-Help> for a list of valid codes.

11

T

Appointment Type Code

O

Code indicating the type of appointment (e.g., 1-Contract, 2-Regular/Career)

Press <F1-Help> for a list of valid codes.

12

D

Distribution Unit Code

n/a

Not in use at UCSF

13

Ttl

Title Code

R

4-digit code indicating the position classification associated with a payment transaction

14

LDCFPS

Full Accounting Unit

R

Full Accounting Unit is made up of the following:

Location – always “2”

DPA – 6-digit Departmental Account

Cost Center – not used at UCSF

Fund – 5-digit Fund number

Program – optional 5-digit Program code

Sub – 1-digit Subaccount

15

Rate

Rate/Amount

R

Enter hourly rate with 4 decimal places; Hourly format: nnn.nnnn (for example, enter 8.7500 for $8.75)

Enter monthly or biweekly rate or by-agreement amount with 2 decimal places; Monthly, Biweekly, or By-agreement format: nnnnn.nn (for example, 2400.00 for $2,400 or 100.00 for $100).

16

AH

Appointment Rate Code

R

Value: A (salaried)

17

DOS (#1)

Regular Time

Description of Service

R

Value: REG (Regular)

18

Time

Regular Time associated with the transaction

R

Percentage of time associated with the payment transaction

Total hours absent/Total hours in month

Enter monthly percentage with 4 decimal places (for example, 1.0000 for 100% or .2500 for 25%).

19

H%

Hours/Percent of Time Code

R

Value: % (percentage of a monthly or biweekly pay rate).

20

DOS (#2)

Overtime or Time-On-Call Description of Service

n/a

Not applicable for absence notice

21

Hr (#2)

Overtime or Time-On-Call Hours

n/a

Not applicable for absence notice

22

DOS (#3)

Overtime or Time-On-Call Description of Service

n/a

Not applicable for absence notice

23

Hr (#3)

Overtime or Time-On-Call Hours

n/a

Not applicable for absence notice

24

WSP

Work Study Program Type

n/a

Not applicable for absence notice

Step 3: Review Data

  1. Verify the data on the screen against the source document for each employee. Make sure you have completed all necessary entries, changes, or deletions accurately and consistently.
  2. Press <Enter> to format the entered data and perform Range/Value edits.
    • Edit messages are displayed in the system message area at the bottom of the screen.
    • If <F6-Nxt Msg> appears in the screen footer, press <F6> to see additional edit messages.
  3. Resolve any edit messages as necessary. If there are no errors, the message Input accepted is displayed.

Step 4: Update the Transaction Holding File (THF)

  1. Press <F5> to update.
  2. When the Post Authorization Notification (PAN) Preparation screen displays, type an explanation for the transaction in the Comments section on the Comments Entry page. After entering comments, you may choose to take one of the following actions prior to the Update step:
    • Press <F10> to go to the Notification Preparation page and add PAN recipients. Tab to the Address field and type the recipient’s fully qualified email address (e.g., [email protected]).
    • Press <F11> to go to the Activity Review page and review the PAN email that will be sent.
  3. Press <F5> to complete the update and send the notification.
  4. If the update is successful, the EDLR screen is displayed with the message Update process complete.
    • To process another Additional Pay transaction for the same employee, press <Enter> and, then, follow the steps under Step 2: Enter Data.
    • To process a transaction for a different employee, follow steps 3-6 under Step 1: Preparation - On-System.
    • To begin a different adjustment transaction, press <F3> to return to the Department Adjustment Transaction (EDAT) screen, or enter the appropriate function code in the Next Func field.
    • To exit OLPPS, press <F12>.

Note: Once a transaction has been updated, it is released to the Transaction Holding File (THF) and cannot be changed by the Preparer. If a correction needs to be made to a transaction, contact the Payroll Office for assistance. Payroll can “block” the transaction to prevent it from being processed. Then, if appropriate, the Preparer can re-enter the transaction.

Step 5: Verify transactions using the IDTL or IDDL Transaction List Inquiries

IDTL THF Transaction List by Employee Inquiry

To Review Transactions for All Pay Cycles

  1. At the Next Func field, type in IDTL to select the Transaction List by Employee function.
  2. The cursor will automatically be placed at the ID field. Type the employee identification number in the ID field (or type the employee’s “last name,first name” in the Name field or the employee’s social security number in the SSN field).
  3. Press <Enter>. The screen will display a list of transactions already residing in the Transaction Holding File (THF) starting with the oldest pay cycle. Note: Transactions are retained on the Transaction Holding File for three months.
  4. Press <F8> to scroll forward to the current pay cycle.
  5. To view detail for a pay transaction, tab or use the arrow keys to place your cursor in the command field of the transaction you want to view and press <Enter>. Press <F10> to return to the IDTL screen.

To Review Transactions for a Specific Pay Cycle

  1. At the Next Func field, type in IDTL to select the Transaction List by Employee function.
  2. The cursor will automatically be placed at the ID field. Type the employee identification number in the ID field (or type the employee’s “last name,first name” in the Name field or the employee’s social security number in the SSN field).
  3. Type in the appropriate Pay Cycle (MO, B1, B2, or XX) and the corresponding Pay End date from the On-line Processing Schedule.
  4. Press <Enter>. The screen will display a list of transactions for the employee residing in the Transaction Holding File (THF) for that pay cycle and pay period end date.
  5. To view detail for a pay transaction, tab or use the arrow keys to place your cursor in the command field of the transaction you want to view and press <Enter>. Press <F10> to return to the IDTL screen.

IDDL THF Transaction List by Department Inquiry

  1. At the Next Func field, type in IDDL to select the Transaction List by Department function.
  2. Type in the appropriate Pay Cycle (MO, B1, B2, or XX) and the corresponding Pay End date from the On-line Processing Schedule. Type a department number in the Hm Dept field.
  3. Press <Enter>. The screen will display a list of transactions residing in the Transaction Holding File (THF) for the pay cycle, pay period end date, and department.
  4. To view detail for a pay transaction, tab or use the arrow keys to place your cursor in the command field of the transaction you want to view and press <Enter>. Press <F10> to return to the IDDL screen.