The check list and/or the roster only displays information when the system
finds a match on the Employee Data Base (EDB) with the information entered on the
Time Collection Criteria Selection screen (IDTC).
There are several factors that determine the data that is displayed on the roster and the
presentation of that data.
C3.1 EDB Factors that Affect the Roster
In order for information to display 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. It is very important that the information on the EDB is correct so that payments made to an employee are correct. For example, if the employee’s name is incorrect on the EDB, the name will be incorrect on the paycheck or surepay advice. Even though all the data on the EDB is important, there are several main factors found on the EDB that determine whether data is listed on the roster and/or how it is displayed:
| Code | Definition | Roster Display |
| R | Exception Time Reporting via On-Line | Employee records with a time code of "R" will be displayed on the roster as Exception (underneath the ID number and Name). Time input is NOT required for employees paid on an exception time basis. Any time entered on the roster would be an adjustment to regular pay or to report leave usage. |
| Z | Positive Time Reporting via On-Line | Employee records with a time code of "Z" will be displayed on the roster as Positive (underneath the ID number and Name). Time input is required in order for employees paid on a positive time basis to be paid. If no time is input, no paycheck will be issued on payday. |
If any other code (such as P or E) is on the employee’s record on the EDB in the Time Reporting Code field, the record will not be displayed on the checklist or the roster.
| Code | Definition | Will Record Display on the Roster? |
| A | Active | Yes |
| N | Leave without Pay | The employee record will be displayed on the roster if the employee is on pay status for all or part of the pay period that was entered on the IDTC screen. If the employee is paid on an exception time basis, the record may be displayed as "BLOCKED" because the system may need to calculate the pay due based on the leave begin/return dates if the leave return/begin date is during the pay period. For employees paid on a positive time basis, time will need to be input on the roster, as always, in order for the employee to be paid. |
| P | Leave with Pay | Yes |
| S | Separated | The employee record will be displayed on the roster if the employee is on pay status for all or part of the pay period that was entered on the IDTC screen. If the employee is paid on an exception time basis, the record may be displayed as "BLOCKED" because the system may need to calculate the pay due based upon the separation dates if the separation date is during the pay period. For employees paid on a positive time basis, time will need to be input on the roster, as always, in order for the employee to be paid. |
| I | Inactive | No |
| Code | Definition | Format |
| A | Annual | Pay rate is displayed as a monthly amount with 2 decimal places for example 2500.00. Time will be entered as a percent of the month. |
| B | By Agreement | Pay rate is displayed as a monthly amount with 2 decimal places for example 2500.00. Asterisks (********) will be displayed in the "Total Time" field on the roster. No time should be entered. |
| H | Hourly | Pay rate is displayed as an hourly rate with 4 decimal places for example 12.0000. Time will be entered in hours. |
| Code | Definition | Roster Display |
| F | Fixed | Estimated time is listed on the roster. For employees paid on an exception time basis, the system will automatically issue payment for the percent of time displayed on the roster. For employees paid on a positive time basis, the number of hours/percent of time will have to be accepted or overridden by the preparer. (Detailed information on entering time on the roster can be found starting on the next page.) Caution should be observed in using the fixed "F" indicator for limited status employees. The system will estimate "holiday" pay, which may not be appropriate in certain cases. |
| V | Variable | No time is listed on the roster. |
The data displayed on the checklist and the roster comes from the EDB, so therefore, if
there is something wrong with the roster, there is most likely something wrong with the
EDB data. The EDB data should be corrected and then the roster should reflect the changes
on the following day.
C3.2 Keeping the Roster in Sync with the EDB
It is very important to keep the roster in sync with the EDB. Once the roster has been created by AIS for a specific payday, changes to the appointment and distribution may cause transactions to be blocked by the system. If time has already been entered or accepted on the roster, this may mean employees will not get paid on payday.
When a change is made to the EDB, especially to one of the factors listed in the previous section, the changes are applied to the roster every night. The next day new hires not on the roster the day before will be on the roster. Other changes including new title codes and pay rates will also be reflected. These changes may cause transactions to be "blocked". Generally, when a transaction is blocked there is a message displayed at the bottom of the screen which indicates why the transaction is blocked as shown on the screen below.
PPEDHC0-E0967 Dept. Time Reporting 11/09/YY 16:01:32
Time Input Roster UserID: ABCDE
Pay End: 11/04/YY Check Date: 11/15/YY Pay Cycle: B1 Page 002 of 006
FULL ACCOUNTING UNIT: 4 405040 62175 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
ACCRUAL,A 555111292 31 4723 4 405040 62175 2 014.5100 H
Reg. Time (POSITIVE) DOS: REG Total Time: H/%: H Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
**** BLOCKED **** DOS: Time (Hrs): DOS: Time (Hrs):
BIWEEKLY, 435029435 32 4723 4 405040 62175 2 014.5100 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):
DUAL,DEBI 370122370 31 7241 4 405040 62175 2 029.2600 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:
P0168 EDB distribution deleted or ineligible; transaction blocked
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
On the above roster, no time was entered for any of the employees. If Accrual, A needs
to be paid from the distribution shown on the roster, the EDB preparer will have to
re-establish distribution 31. If this employee no longer works on this FAU or title, then
the "blocked transaction is appropriate.
There are many reasons for a transaction to be "blocked" from being processed in the pay compute. Some of them are OK and some are not. The transactions will only show up as blocked when the roster is accessed again after an EDB update. It is very important that the Payroll Time Reporting preparer know what the EDB preparer is updating if they are not the same person. Departments may want to consider adding the Payroll Time Reporting preparer as an Email recipient for EDB Entry/Update transactions. The main reasons roster transactions are blocked are as follows:
| Reason for "blocked" transaction | Result |
| Distribution listed on roster is deleted from the EDB. | Employee will not get paid. This may be OK if there is now another distribution that the employee is being paid from and the employee should not be paid on the "blocked" distribution |
| Appointment that corresponds to the distribution number on the roster has been deleted from the EDB. | Employee will not get paid. This may be OK if there is now another distribution that the employee is being paid from and the employee should not be paid on the "blocked" distribution |
| The employee has separated during the pay period and is paid on an exception basis. | This is OK. The system will process pay automatically through the separation date and will not pay from the roster. |
| The employee is on a leave of absence with pay that began or ended during the pay period and is paid on an exception basis. | This is OK. The system will process pay automatically based on the leave dates and will not pay from the roster. |
| EDB data has been changed and the time was not re-entered on the roster. | Employee will not get paid. This may be OK if there is now another distribution that the employee is being paid from and the employee should not be paid on the "blocked" distribution |
| Blocked - Self | Indicates that the system will not allow the user to update his/her own record. |
There may be other reasons for blocked transactions on the roster. Any time the Payroll
Time Reporting preparer sees a blocked transaction on the roster, the cause needs to be
identified so that all employees who are expecting checks on payday receive them.
Questions regarding "blocked" transactions should be directed to Payroll
Services.
If an update to an employee’s record has been processed on the EDB which affects the roster, the roster transaction may not generate pay unless the information on the roster is brought into sync with the EDB. There are two ways to do this:
Not all changes to the EDB cause roster transactions to be blocked. For example, changes to the percent of time and/or the appointment/distribution begin and end dates on the EDB do not always cause roster transactions to be blocked. It is very important to review the roster and the IDTL screens on the day of the Pay Compute to make sure that the data is correct. Changes made to the EDB on the day of the Pay Compute can cause problems for employees on payday.
When the percentage of time and/or the appointment/distribution begin and end date is changed on the EDB and the employee is paid on an exception time basis, the change will cause the roster transaction to be blocked for an employee. If there is nothing entered on the roster, this will not cause a problem because the employee’s pay will be generated automatically based on the EDB distribution at the time of the pay compute. However, if overtime or leave usage was previously entered as shown on the roster below, the overtime or leave usage will not be processed by the system unless it is re-entered on the roster the following day OR the percent of time is changed on the roster on the same day the percentage of time is changed on the EDB.
PPEDHC0-E1064 Dept. Time Collect 04/22/YY 09:17:19
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 0021 of 0042
DIST DEPARTMENT CODE: 356500
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y NO-OT,ANNA 601000770 22 4722 4 660530 19900 1 03056.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: OTS Time (Hrs): 008.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
The roster shown above for Anna No-OT displays 8 hours of OTS. After the roster was
updated, the EDB preparer changed the end date on distribution 22 to 4/15/YY. A new
distribution (23) beginning 4/16/YY was entered on Anna’s record. On the following
day (4/23/YY), the roster will display distribution 22 twice and the new distribution 23
as shown on the screen below. The original information will be blocked which means that
the overtime will NOT be processed by the system unless the PTR preparer accesses the
roster and re-enters the overtime on the new distribution(s) on the roster.
PPEDHC0-E1064 Dept. Time Collect 04/23/YY 09:17:19
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 0021 of 0042
DIST DEPARTMENT CODE: 356500
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
NO-OT,ANNA 601601601 22 4722 4 660530 19900 1 03056.00 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 NO-OT,ANNA 601601601 22 4722 4 660530 19900 1 03056.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: OTS Time (Hrs): 008.00 DOS: Time (Hrs):
**** BLOCKED **** DOS: Time (Hrs): DOS: Time (Hrs):
NO-OT,ANNA 601601601 23 4722 4 660525 19900 1 03056.00 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):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
P0168 EDB distribution deleted or ineligible; transaction blocked
===>
F: 1-Help 2-Jump 3-Return 6-Nextmsg
F: 8-Forward 9-UPDATE 12-Exit
|
If the percentage of time and/or the begin and/or end dates are changed within the
current pay period on appointments/distributions on the EDB for an employee paid on a positive
time basis, the roster transaction will NOT be blocked by the system. The change will
reflect only on subsequent rosters for future paydays. If the dates are changed to a date
outside of the current pay period, the date change will cause the roster transaction to be
blocked.
For example, let’s assume that on the roster for the month of April, you have an employee paid on a positive time basis who has an appointment with an indefinite end date as shown below. If the end date on both the appointment and the distribution on the EDB is changed to 3/31, the roster transaction will be blocked the following day because the appointment/distribution is now ineligible for pay processing during the month. However, if the end date is changed to 4/15 (which is within the current pay period), the roster transaction will NOT be blocked and the system will NOT recompute the percentage of time.
PPEDHC0-E1064 Dept. Time Collect 04/22/YY 09:59:38
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 0002 of 0042
DIST DEPARTMENT CODE: 356500
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y POSITIVE,P 402402402 22 4724 4 660525 19900 2 02068.00 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):
|
The roster shown above for Paul Positive displays a "Y" in the OK column
which means that Paul Positive should be paid 100% time for the month of April.
After the roster was updated, the EDB preparer changed the end date on distribution 22 to
4/15/YY. A new appointment (30) and distribution (31) beginning 4/16/YY was entered on
Paul’s record. On the following day (4/23/YY), the roster will display distribution
22 and the new distribution 31 as shown on the screen below.
The information entered on the roster now shows that Paul will be paid 100% on distribution 22 and 50% on distribution 31 (distribution 31 is exception time so no time entry is required in order for Paul to be paid from it) which is a total of 150% unless the PTR preparer accesses the roster and changes the percentages of time displayed on the roster.
PPEDHC0-E1064 Dept. Time Collect 04/23/YY 15:59:38
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 0002 of 0042
DIST DEPARTMENT CODE: 356500
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y POSITIVE,P 402402402 22 4724 4 660525 19900 2 02068.00 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):
POSITIVE,P 402402402 31 4724 4 660525 19900 1 02068.00 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):
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return 6-Nextmsg
F: 7-Backward 8-Forward 9-UPDATE 12-Exit
|
When employees are paid on both an exception time basis and a positive time basis, the
differences can cause confusion which may lead to employees who are over or underpaid on
payday. Employees paid on an exception time basis are supposed to be paid according to the
information on the EDB at the time of the Pay Compute EXCEPT when adjustments are
reported. Departments can report adjustments including overtime and leave usage on the
roster which can later be blocked if departments change the EDB data for distributions
displayed on the roster.
Employees paid on a positive time basis are supposed to be paid positively based on the information on the roster. The information on the roster should match the information on the EDB at the time of the pay compute. However, because the roster allows the PTR preparer to change the time on the roster, EDB changes to the percentage of time for employee paid on a positive time basis (including those that are a result of a change to the begin or end date within the current pay period) do NOT cause roster transactions to be blocked. EDB changes to the percent of time for employees paid on a positive time basis will be reflected only on subsequent rosters.
Once time has been entered for employees on the roster, transactions need to be created to go into the transaction holding file for processing during the pay compute. Holding file transactions are created at night after the system is brought down on the Last Day to Enter Time on the Roster.
Once the roster information has been released to the transaction holding file as TX and TE transactions, changes to the EDB can still cause the transactions to fatal in the Pay Compute process which means that employees may or may not be paid on payday depending upon what happens during the Pay Compute process.
TX and TE transactions will not be processed by the system when changes are made on the corresponding EDB appointment/distribution to the title code, FAU, pay rate, or a date change which is outside the current pay period, etc. However, the TE and TX transactions will be processed by the system in the Pay Compute process if a change is made to the percentage of time on the EDB distribution including those that are a result of a change to the begin or end date within the current pay period.
THEREFORE, WE STRONGLY RECOMMEND THAT NO CHANGES ARE MADE TO THE EDB ON THE DAY OF THE PAY COMPUTE FOR ANY EMPLOYEE THAT HAS TE OR TX TRANSACTIONS IN THE TRANSACTION HOLDING FILE. Refer to Section D11 for more information on accessing the transaction holding file list.
If a record for a new hire paid on a positive time basis is added to the EDB on the Last Day to Enter Time on the Roster or on the day of the Pay Compute, a transaction will need to be processed on the EDAP screen in order to pay the employee. For employees paid on an exception time basis, the employee’s EDB record must be on the EDB at the time of the Pay Compute for the current monthly payday in order for the system to process pay automatically for the current month.
When an employee record is added to the EDB AFTER the Pay Compute for a specific payday, a transaction will need to be processed on the EDAP screen for the next available payday in order to pay the employee for the current month. If the employee cannot wait until the next available payday, a rush check should be requested. (Refer to Department Adjustment Transactions Section D2.1, the current PPS Schedule, and the Special Processing Section E9 for more information.)
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