PTR Special Process Section E5, Multicampus & One-time Intercampus Payments

E5.0 MULTICAMPUS AND ONE-TIME INTERCAMPUS PAYMENTS

Multicampus Payments

Multicampus appointments occur when an employee is employed by two or more campuses simultaneously. The campus at which the employee holds his or her primary employment is the home campus. The campus that employs the employee on an additional basis is the host campus. Multicampus appointments may be of either short or long duration.

General Procedures

Payroll and personnel files are retained on the home campus, which continues to issue paychecks to the employee. The home department is responsible for providing the home campus payroll office with the necessary pay transactions for hours worked on both campuses each pay period. The amount earned during the period of the multicampus appointments is paid by the home campus and the expense applicable to the host campus is transferred to that campus. The home campus account initially charged for amounts applicable to the host campus is subsequently cleared to a financial control account.

Procedure if UCLA/UCOP is the Host Campus

If an employee is employed at another campus, for example at Berkeley, and a UCLA or UCOP department intends to appoint the employee for additional work, the following procedure should be followed by the UCLA or UCOP department.

Notify the home campus department, staff personnel office or academic affairs office, as appropriate, of the intention to process a multicampus appointment.

Complete a UPAY 560-T, Temporary Intercampus Transfer or Multicampus Appointment Form (see Accounting Manual, Section VII. E, Page 196-38, Attachment III for a sample form). Include all information that is relevant to the proposed appointment on the host campus. Obtain the appropriate local approvals for the appointment. When the appropriate approvals have been obtained, route the completed UPAY 560-T to the home campus department.

Provide the home campus department with time documents from which pay transactions can be entered by the home campus department. Once the employee has received payment from the home campus, the charges will be journaled to the host department by UCLA Payroll Services. The charges will be reflected in the General Ledger but not in the PPP5302 Distribution of Payroll Expense.

Procedure if UCLA/UCOP is the Home Campus

If an employee is employed at UCLA or UCOP and another campus, for example Berkeley, intends to appoint the employee for additional work, the following procedure should be followed by the UCLA or UCOP department.

Upon receipt of the UPAY 560-T from the host campus, obtain appropriate local approvals for the appointment, and then route the form to UCLA Payroll Services.

Establish an appointment and distribution on the EDB using the account and fund from the list below that is associated with the employee’s host campus. (Note: UCLA departments should use Location Code 4 and one of the account-fund numbers listed below. UCOP departments should use Location Code M and one of the account-fund numbers listed below.)

Host Campus Account     Fund

Berkeley        889510–19900

San Francisco 889520–19900

Davis        889530–19900

Hastings 889518-19900

LBL 889515-19900

LLNL 889516-19900

LANL 889517-19900

Riverside        889550–19900

San Diego 889560–19900

Santa Cruz 889570–19900

Santa Barbara 889580–19900

Irvine        889590–19900

Based on time information from the host campus department, submit the appropriate payroll transactions in Payroll Time Reporting on the 8895x0 account associated with the host campus according to the list above. Any pay due the employee for prior pay periods should be processed on the EDAP screen. Include "Intercampus payment" in the comments section of the PAN for all intercampus payments, and add Payroll Services as a recipient of the PAN. UCLA Payroll Services will transfer the expenditure to the host campus using a financial journal entry.

Procedure if UCLA and UCOP are the Home and Host Campuses

If UCLA and UCOP departments are the Home and Host departments, the action is NOT a multicampus action. Both appointments should be entered into the UCLA EDB by their respective departments and both departments are responsible for submitting pay transactions in the Payroll Time Reporting system.

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 short duration. A one-time intercampus payment should be paid from the home campus. The procedures are identical to the procedures for temporary intercampus transfers except that the host department should prepare a UPAY 644C-T, Intercampus One-Time Payment Form (Appendix IV), instead of a UPAY 560-T.

If UCLA/UCOP is the home campus, the one-time payment should be processed on the EDFT screen using the account and fund associated with the host campus from the list above.

The following is an example of a one-time intercampus payment processed on the EDFT screen for a UCLA employee who gave a one-time lecture at UC Berkeley.

PPETFT0-E0967               Dept. Time Reporting              07/15/YY 15:50:52
 05/17/YY 22:22:06         One Time Payment (EDFT)             Userid:  ABCDE   
 ID: 447788996 Name: PAYMENT,INTERCAMPUS UCB                      Emp Status: A  
 Pay End: 07/31/YY Check Date: 08/01/YY Pay Cycle:  MO            Page  1 of  1
                                        E T D                          W        
                                        R Y U                   PerEnd S        
 C Seq     LACFPS                       C P C Ttl  DOS Amount   MMDDYY P        
           4 889510      19900        0 E 5   1111 BYA 00500.00 0630YY          
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID: 447788996 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0731YY                                   
 U0001  Input accepted                                                          
                                                                                
 ===>                                                                           
 F:   1-Help      2-Jump                              5-CANCEL                  
 F:                           9-UPDATE

Host Campus	Account Fund
Berkeley	889510–19900
San Francisco	889520–19900
Davis	889530–19900
Hastings	889518-19900
LBL	889515-19900
LLNL	889516-19900
LANL	889517-19900
Riverside	889550–19900
San Diego	889560–19900
Santa Cruz	889570–19900
Santa Barbara	889580–19900
Irvine	889590–19900

PTR MANUAL, SECTION E - SPECIAL PROCESSES

E5.0 MULTICAMPUS AND ONE-TIME INTERCAMPUS PAYMENTS