PTR MANUAL, SECTION A - SYSTEM FEATURES

A1.0 SCREENS

This section describes the types of screens in the online Payroll Time Reporting (PTR) system. It contains information on screen layout and details the purpose and use of each screen.  There are different types of screens in the Online Time Reporting system:

• Menu Screens
• List Screens
• Entry Screens

Menu Screens

Menu screens contain a list of available Function Codes. Each Function Code represents either a single screen or calls up another menu. EDAT is an example of a menu screen.

 UCFM140-M0967                  Dept. Adj Trans                12/06/YY 15:05:05
                        Dept. Adjust. Transaction Menu         Userid:  ABCDE   
                                                                                

   EDAP Additional Pay (EDAP)             EDTL Accrued LV Exp. Trans. (EDTL)    
   EDFT One Time Payment (EDFT)           EDTS Single Exp. Trans. (EDTS)        
   EDLA Leave Hours Adjust. (EDLA)        EDTM Mass Exp. Trans. (EDTM)          
   EDLR Late/Reduce Pay (EDLR)                                                  
   EDRA Retroactive Pay (EDRA)                                                  
                                                                                

                                                                                
   IDTL THF - Transaction List                                                  
                                                                                

 Next Func:      ID:           Name:                            SSN:            
 Seq No:        Pay Cycle:    Pay End:                                          
                                                                                

 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                                                              12-Exit

List Screens

There are two list type screens in the Personnel/Payroll system. Employee Browse provides a list of employees who have records on the EDB (Employee Data Base). The Time Reporting Check List provides a list of employees who are eligible to be paid for a specified pay cycle and pay period from a specified pay source. 

  PPWHO0-0951                     EDB Inquiry                  12/19/YY 15:39:55
                               Employee Browse                 Userid:  ABCDE     
 ENTERED: ID:           Name: BRUIN                                        
   ID        Name                      Emp Stat:    Dept                        
   601888486 BRUIN,JOE                     A        ACCOUNTING                  
   701999960 BRUIN,JOSEPHINA               A        FRENCH                      
   901000444 BRUNO,ENRICO                  A        FILM/TV ARC                 
   800111111 BYRON,THACKERAY               A        LAW                         
                                                                                
                                                                                

 Next Func: EDLR ID:           Name:                            SSN:            
                                                                                

 ===>                                                                           
  F:  1-Help      2-Jump      3-PrevMenu                                        
  F:  7-Backward  8-Forward   9-MainMenu                              12-Exit  

Entry Screens

Entry screens contain multiple entry fields, each representing a single data element. Entry screens are used to add, change, or delete information for an existing employee record. These screens display data for a particular type of payroll transaction. EDHC is an example of an entry screen that allows reporting of time for employees on monthly or biweekly pay cycles.

PPEDHC0-E1138                 Dept. Time Collect              12/18/YY 14:44:23
                              Time Input Roster                UserID:  ABCDE   
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle: MO             Page 01 of 10
 FULL ACCOUNTING UNIT: 44476582L  19900      2     
 OK? Emp.Name  Emp.ID    Dst   TC Loc/Acct/CC/Fund/PC/Sub      Rt/Amt  A/H WSP  
    APPLE,ADAM 123789456 11  5522 M 447658      19900        2 02157.00  A      
 Reg. Time (POSITIVE)  DOS: REG Total Time: 1.0000 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
    ATOM,ANDY  987654321 12  5522 M 447658      19900        2 02017.00  A      
 Reg. Time (POSITIVE)  DOS: BYA Total Time: *****  H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
    AZOO,IN A. 000222333 11  8076 M 447658      19900        2 01899.00  A      
 Reg. Time (POSITIVE)  DOS: REG Total Time: O.5000 H/%: % Prorate:            
 Overtime/Leave Time   DOS:     Time (Hrs):        DOS:     Time (Hrs):         
                       DOS:     Time (Hrs):        DOS:     Time (Hrs):         
 Next Func:      ID:           Name:                            SSN:            
                Pay Cycle:    Pay End:                                          

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

A1.1 Screen Layout

All the screens in Payroll Time Reporting have the same basic layout. In general, they contain three sections:

Header Section: The top section of each screen contains two types of information:

• The fixed information displayed in the header section identifies the screen.
  
• The variable information displayed in the header section identifies the employee record and pay related data that is being accessed. On certain screens the employee identification data will not appear in the header since the screen is not specific to an individual employee, e.g., the Time Input Roster screen and menu screens like the one below.

Body Section: This section of the screen displays the content of the particular screen. Depending on the type of screen, the body will display menus, lists, or fields for entry of data.

Footer Section: The layout of this section is the same on every screen. Its primary use is to enable the user to navigate from one screen to another.

 UCFM140-M0967                  Dept. Adj Trans                12/06/YY 15:05:05
                        Dept. Adjust. Transaction Menu         Userid:  ABCDE 
                                                                               

   EDAP Additional Pay (EDAP)             EDTL Accrued LV Exp. Trans. (EDTL) 
   EDFT One Time Payment (EDFT)           EDTS Single Exp. Trans. (EDTS)     
   EDLA Leave Hours Adjust. (EDLA)        EDTM Mass Exp. Trans. (EDTM)       
   EDLR Late/Reduce Pay (EDLR)                                               
   EDRA Retroactive Pay (EDRA)                                               
                                                                              

                                                                             
   IDTL THF - Transaction List                                               
                                                                             

 Next Func:      ID:           Name:                            SSN:         
 Seq No:        Pay Cycle:    Pay End:                                       
                                                                             

 ===>                                                                        
 F:   1-Help      2-Jump      3-PrevMenu                                     
 F:                                                              12-Exit

DETAILED SCREEN LAYOUT

Lines one and two make up the fixed header information and identify the screen. Lines 3 and 4 contain the variable header information which uniquely identifies either the employee record that is being accessed and/or payroll processing data such as pay period end date and pay cycle. Depending on whether the screen being displayed contains data specific to a single employee or contains data on several employees, some or all of the variable header information will be present.

 PPETAP0-E1138                  Dept. Adj Trans                12/19/YY 16:42:24
 12/16/YY 09:32:13          Additional Pay (EDAP)              Userid:  ABCDE   
 ID: 555777999 Name: NEWHIRE,NED                               Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO             Page  1 of  1

Detailed Fixed Header Information:

1. Screen Identifier - This thirteen-character code which appears in the upper left corner of the screen uniquely identifies each Online Payroll Time Reporting screen. The screen identifier is formatted as PPXXXX0-E0000 and is composed of the following:
    

   • PP	Indicates the Personnel/Payroll System
   • XXXX	Function Code (See Appendix I)
   • 0	The zero is a placeholder reserved for future use
   • -	Always a dash
   • E	The subsystem (E= Entry/Update, I = Inquiry)
   • 0000	The last release which modified the screen (see note).

   
   Note: The last release that modified the system is of no functional use to departments. It is a method of recording system modifications.

2. System Title - appears in the top middle of each screen.
3. Current System Date and Time - appears in the upper right corner of each screen.
4. Record Update Date and Time - (This field appears only on entry screens on line 2, left side.) This reflects the last time the employee record was updated, but does not necessarily mean that the data elements appearing on the selected entry screen were updated at that time.
5. Screen Title - is found in the middle of line 2.
6. User ID - the logon identification of the user who accessed the system, found on line 2, right side of each screen.

 PPETAP0-E1138                  Dept. Adj Trans                12/19/YY 16:42:24
 12/16/YY 09:32:13          Additional Pay (EDAP)              Userid:  ABCDE   
 ID: 555777999 Name: NEWHIRE,NED                                  Emp Status: A
 Pay End: 12/31/YY Check Date: 01/02/YY Pay Cycle:  MO             Page  1 of  1

Detailed Variable Header Information:

1. ID - Employee Identification Number (line 3, left side)

2. Name - Employee Name found (line 3, middle)

3. Emp Status - Employee Status (line 3, right) - A one character code indicating the current employment status of the employee. The codes are: A - Active, N - Leave without pay, P - Leave with pay, S - Separated, I - Inactive.

4. Pay End - Pay Period End Date  (4th line, left) - The end date of the pay period in which the payroll transactions will be processed.

5. Check Date - The payday of pay period in which the transactions will be processed (4th line, middle left).

6. Pay Cycle - A 2 character code indicating the pay cycle of the specified pay period end date (4th line, middle right). The valid codes are: B1 - first biweekly pay cycle, B2 - second biweekly pay cycle, MO - monthly pay cycle.
7. Pg "n" of "n" - When the data available fills more than one screen, the number of pages will be displayed and the page number being viewed will display, such as "Page 1 of 3" or "Page 2 of 6." (4th line, right)

Footer Section

The footer section appears on lines 18-24 on every screen.

 Next Func:      ID: 555777999 Name:                     SSN:      
 Seq No:        Pay Cycle: MO Pay End: 1231YY                      
 U0001  Input accepted            

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

Detailed Footer Information:

1. Next Func - Next Function - The user may enter a Function Code in this field.
2. Employee Record Keys - The user may enter a value in any one of these fields to select an employee record (only use one of the employee identifier fields):
1. ID - Employee Identification Number
2. Name - Employee Name - This is the employee's name as recorded on the database in the format of LAST NAME,FIRST NAME(space)MIDDLE INITIAL.
   
   
Note: If you are accessing the Time Input Roster screen (EDHC), you can use the name field to search the roster for a particular employee by typing one or more characters of the employee’s name in the format as described above and pressing "Enter". This will result in the screen display of a roster page containing the first employee name that equals or exceeds the entered name. For example, if "J" is entered in the Name and "Enter" is pressed, the roster page displayed will contain the first page of the selected employees whose last names begin with "J". If "Jones" were entered, the resulting screen display would list the first page of selected employees whose last name starts with "Jones". The function that permits use of the Name field for searching is available only on the EDHC screen.
3. SSN - Employee’s Social Security Number
3. Seq. No. - Sequence Number - A 5 digit system generated number that uniquely identifies a payroll transaction on the Transaction Holding File (THF). On some entry screens this field will not appear.
4. Pay Cycle - Field used to enter the type of pay cycle (B1, B2, MO) the payroll transactions are to be processed in.
5. Pay End - Pay Period End Date - Field used to enter the end date of the particular pay period the payroll transactions are to be processed. The Pay End and the Pay Cycle must conform.
6. System Message Line - System messages will appear on this line.
7. Command Line ===> - The Command Line may be used to enter Function Key numbers if a keyboard does not have function keys. This area may also be used to enter a Function Code or a special command. (See Section A3.1 for discussion of Special Commands.)
8. F Key - Function Keys - Only the Function Keys that are active for a particular screen appear in the footer section of each screen. These keys are described in A2.2.

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