PTR Header

 
UCLA Home / Campus Services / Finance / Payroll / Manuals / PTR Manual
PTR MANUAL, SECTION A - SYSTEM FEATURES

A3.0  ENTERING DATA
 

To begin entry of payroll data, the user must first determine the appropriate screen for the type of payroll transaction to be processed. Appendix I contains a list of available screens, the associated Function Codes, a description and sample of each screen, and a reference to the section in this manual where use of the screen is described in more detail. The user may select the appropriate function or individual screen using the methods described in Sections A2.4 and A2.7.  Information on accessing the Time Input Roster can be found in Section C1.2.

When an entry screen is displayed, the cursor will be positioned on the first enterable field. Each entry field allows space for the maximum number of characters which may be entered. If the data entered does not fill the field it will be necessary to TAB to the next field. The user may enter data in all the entry fields on a screen, or only in selected fields.

Data May be Entered as Follows:

  1. The user enters data in the first entry field, or if no change is desired to that field, positions the cursor at the first field to be entered by using the "Tab" key or "New Line" key.
  2. The user enters data in the field, keying over any data that is currently displayed.
  3. The user presses "Tab" to move to the next field to be entered.

  4.  

    Note: The cursor will automatically "jump" to the next entry field on the screen when the user enters data or a space in the last position of the entry field.

  5. The user presses "Enter" after all desired changes have been made. This causes preliminary edits to be performed on the entered data. If there are errors on one or more entered values, the fields in error will be highlighted and the cursor will be positioned on the first field in error.
  6. The user corrects any data which has caused an error. If "F6-Next Message" is displayed, the user presses F6 to review additional messages and makes all necessary corrections.
  7. The user presses "F9 Update" to proceed with the update or "F5 Cancel" to cancel the entry.

Helpful Hints

A3.1  Special Commands

Certain types of actions are accomplished through the use of special commands. The special commands are entered either in the Command Column "C" (located on the left side of each screen) or on the Command Line "===>" (located at the bottom of each screen just below the Next Function field).  These special commands can be entered only on specific screens.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 701777486 Name: BRUIN, JOAN                                  Emp Status: A  
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
 
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

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

 Next Func:      ID: 701777486 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                   
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


Listed below are the screens that permit special commands and a discussion of the commands that may be used on each.

EDAP and EDLR Screens

The RETRIEVE command can only be used on the Additional Pay screen (EDAP) or on the Late/Reduce Pay screen (EDLR) to retrieve an employee’s current payroll distribution information from the EDB and display the data on either screen for easier processing. Retrieving distribution data for an employee on one of these two screens can be done in two different ways. One way is to enter the Retrieve code ‘R’ on the Command Line "===>" and the other is to enter the ‘R’ code in the Command Column "C".

Note: Distribution data for an employee can only be retrieved if the distribution to be retrieved is currently on the employee’s EDB record. Historical distributions cannot be retrieved.

To retrieve distribution data using the Command Line for a particular employee on EDAP or EDLR screen:

  1. Tab to the Command Line "===>"
  2. Type in the letter ‘R’, a space and the number of the distribution to be retrieved, ===> R 11 for example.
  3. The distribution data retrieved will be used to set up a transaction on the screen for further processing.

Three distributions can be retrieved at one time, either 3 different distributions or the same distribution. Each retrieved distribution will set up a separate transaction record for processing. The format for retrieving multiple distributions using the Command line is: ===> R nn nn nn where nn is the number of each distribution to be retrieved.

Example:  To retrieve the distribution data from distribution 11 for an employee using the Command Line, on the EDLR screen, the user would tab to the Command Line, enter ‘R 11’ and press the "Enter" key.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 701777486 Name: BRUIN, JOAN                                 Emp Status: A  
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

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

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

 Next Func:      ID: 701777486 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                   
                                                                                 
 ===> R 11                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


To retrieve distribution data using the Command Column for a particular employee on the EDAP or EDLR screen:

  1. Position the cursor in the Command Column just before the "Seq:" field and enter the letter ‘R’.
  2. Next, tab to the distribution field (data entry field titled ‘DST’), enter the number of the distribution the user wished to retrieve from EDB, and press the "Enter" key.
  3. The system will retrieve the data associated with the specified distribution and fill in the appropriate fields to set up the transaction for further processing.

The retrieve (R) command can be used to retrieve up to 3 distributions at one time, either 3 different distributions or the same distribution. To process multiple retrieves using the Command column, the user would enter an ‘R’ in the Command column just before the Seq field for each transaction the user wishes to set up and then tab to the distribution field (DST) and enter the number of the distribution to be retrieved for each transaction.

Example:  To retrieve the distribution data from distribution 11 for an employee using the Command Column, on the EDLR screen, the user would tab to the Command Line, enter ‘R 11’ and press the "Enter" key.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 701777486 Name: BRUIN, JOAN                              Emp Status: A  
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
 R Seq:        Tr:    Per End:        Pay Cy:   Dst: 11 E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

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

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

 Next Func:      ID: 701777486 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0430YY 
   
 ===>                                                                             
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


Whichever method of retrieving is used, the system will retrieve the data from distribution 11 for the employee and set up a transaction record on the EDLR screen for additional processing.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 701777486 Name: BRUIN, JOAN                                 Emp Status: A  
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                              
   Seq: 00056  Tr:    Per End:        Pay Cy: M Dst: 11 E: E T: 2 D:   Ttl: 4723 
   LACFPS: 4 660500      19900        2 Rate: 02315.00 AH: A    Prorate:          
   DOS: REG Time:        H%: % DOS:     Hr:        DOS:     Hr:        WSP:     

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

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

 Next Func:      ID: 701777486 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                   
                                                                                 
 ===>                                                                             
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


After the distribution data has been retrieved, the remainder of the late pay transaction data (i.e., the transaction type and pay period end date) needs to be entered before the final update. Any data retrieved from the EDB that is not relevant to the current transaction should be deleted by entering an asterisk (*) in the first position of the field prior to updating the transaction.

EDAP, EDFT, EDLA, EDLR and EDRA Screens

The special function COPY can be used on most payroll adjustment transaction screens to set up a new transaction record by copying the data from an existing transaction A new transaction cannot be copied until after it has been updated.

Unlike the Retrieve function, Copy can only be performed using the Command Column (C). To set up a new payroll adjustment transaction for an employee by copying an existing transaction for the same pay period:

Example: To create a second Reduce Pay (RX) transaction using the Copy function, for an employee that already has a transaction established, the user would position the cursor in the Command column opposite the transaction the user wished to copy, and then enter a ‘C’ in the Command field and press the "Enter" key.

Note the Seq. of the transaction about to be copied (00048).

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 601888486 Name: BRUIN, JOE                                  Emp Status: A  
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle:  B2             Page  1 of  1
 C                                                                              
 C Seq:  00048 Tr: RX Per End: 0406YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
   LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
   DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

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

 Next Func:      ID: 601888486 Name:                            SSN:            
 Seq No:        Pay Cycle: B2 Pay End: 0406YY                                   
                                                                                 
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


The system creates a new transaction for the employee with the data from the existing transaction copied over to the new transaction. Notice the system has assigned a new transaction sequence number (00052) for the newly created transaction.

 PPETLR0-E0967               Dept. Time Reporting              04/04/96 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 601888486 Name: BRUIN, JOE                                  Emp Status: A  
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle:  B2             Page  1 of  1
 C                                                                              
   Seq:  00052 Tr:    Per End: 0406YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
   LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
   DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
 
 Next Func:      ID: 601888486 Name:                            SSN:            
 Seq No:        Pay Cycle: B2 Pay End: 0406YY                                   
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


To complete the new Reduce Pay transaction, the user would enter the appropriate transaction code (RX) and change whatever data is different about this transaction from the transaction that was copied (in this case the Pay Period End date and the number of hours) and then the user would press "F9" to Update.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 601888486 Name: BRUIN, JOE                                  Emp Status: A  
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle:  B2             Page  1 of  1
 C                                                                              
   Seq:  00052 Tr: RX Per End: 0323YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
   LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
   DOS: REG Time: 002.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     
 
 Next Func:      ID: 601888486 Name:                            SSN:            
 Seq No:        Pay Cycle: B2 Pay End: 0406YY                                   
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


After the update of the new transaction is complete, notice that both the original transaction, as well as the newly created transaction both appear on the same screen.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 601888486 Name: BRUIN, JOE                                  Emp Status: A  
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle:  B2             Page  1 of  1
 C                                                                              
   Seq:  00048 Tr: RX Per End: 0406YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
   LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
   DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
   Seq:  00052 Tr: RX Per End: 0323YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
   LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
   DOS: REG Time: 002.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    

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

 Next Func:      ID: 601888486 Name:                            SSN:            
 Seq No:        Pay Cycle: B2 Pay End: 0406YY                                   
                                                                                 
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


Payroll adjustment transactions for an employee can be copied from one payroll processing cycle to a different payroll cycle. To do this, the user would again enter a ‘C’ in the Command column to the left of the transaction line to be copied, but before the user presses the "Enter" key, the user should tab down to the payroll processing data in the footer portion of the screen and change the Pay Cycle code and Pay End date.

Example: To create a new Reduce Pay Transaction for an employee to be processed in a different pay cycle using the copy function, the user should position the cursor in the Command column and enter a ‘C’ in front of the transaction to be copied. The user should then move the cursor to the Pay Cycle field in the footer part of the screen and change the pay cycle and the Pay End date to correspond to the new payday and then press the "Enter" key.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/YY 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 601888486 Name: BRUIN, JOE                                 Emp Status: A  
 Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle:  B2             Page  1 of  1
 C                                                                              
 C Seq:  00048 Tr: RX Per End: 0406YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
   LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
   DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
   Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

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

 Next Func:      ID: 601888486 Name:                            SSN:            
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                   
                                                                                 
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


The system creates a new transaction record with as new transaction sequence code (0006) for processing in the first biweekly pay cycle (B1) that ends on 04/20/YY.

 PPETLR0-E0967               Dept. Time Reporting              04/04/YY 06:31:29
 01/10/96 01:17:45          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 601888486 Name: BRUIN, JOE                                  Emp Status: A  
 Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle:  B1             Page  1 of  1
 C                                                                              
  Seq:  00006 Tr:    Per End: 0406YY Pay Cy: B Dst: 72 E: E T: 2 D:  Ttl: 4723
  LACFPS: 4 660500      63000        2 Rate: 030.0000 AH: H    Prorate:          
  DOS: REG Time: 004.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:    
  Seq:        Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
  LACFPS:                              Rate:          AH:      Prorate:          
  DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:     

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

 Next Func:      ID: 601888486 Name:                            SSN:            
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                   
 P0601  Field out of range or illegal value                                     
 ===>                                                                           
 F:   1-Help      2-Jump      3-PrevMenu                                        
 F:                           9-UPDATE                           12-Exit


As with the previous example, to complete the transaction the user would enter the transaction code and change whatever data is different from the transaction that was copied and then the user would press "F9" to Update.


to top


Previous Return to Payroll Go to Payroll Home Page Next

Footer