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PTR MANUAL, SECTION E - SPECIAL PROCESSES

E12.0  SUMMER SESSIONS


Summer session payments are entered on-line by the department that hires the summer session employee. Faculty members and TA’s are paid according to when sessions are taught. Because this requires special processing, their time should be entered using the One Time Payment screen (EDFT) from the EDAT-Department Adjustment Transaction Menu.   The stipend for each session should be divided equally among the pay dates for that session.

Summer session pay transactions can be entered any time after the Summer Sessions appointment has been entered in EDB, as long as the transaction has been updated by the Pay Compute for a particular payday.  For information about adding Summer Sessions appointments to the EDB, refer to the EDB Manual, Section B8.

The 2008 Summer Session schedule is shown below as an example:

Session Pay Cycle Pay End Date Period End Date Pay Day
A (6/23/08 - 8/01/08) B1 062808 071208 7/09/08
  B2 071208 080208 7/23/08
8-Week (6/23/08 - 8/15/08) B1 062808 071208 7/09/08
B1 072608 081608 8/06/08
9-Week (6/23/08 - 8/22/08) B1 062808 071208 7/09/08
  B2 071208 072608 7/23/08
B2 080908 082308 8/20/08
10-Week (6/23/08 - 8/29/08) B1 062808 071208 7/09/08
B2 071208 072608 7/23/08
B2 080908 083008 8/20/08
C (8/04/08 - 9/12/08) B2 080908 082308 8/20/08
B1 082308 091308 9/03/08

Note: Department PTR preparers need to access the current Summer Sessions Schedule at http://www.summer.ucla.edu/Calendar/current.htm  or sent out in the "Summer Sessions Guide" each year and the current PPS Schedule to make sure that Summer Session Payments are processed on time for Summer Session faculty members.

The basic steps for accessing and completing the transactions from the EDAT menu are as follows:

  1. The user should enter the function code EDFT, one of the employee record keys, the pay cycle, and the pay end date from the current Summer Sessions Schedule (sample shown above). The pay cycle and pay end date fields are used to schedule the transaction for a specific future payday.


    2. UCFM140-M0967               Dept. Time Reporting             06/02/YY  09:45:40
                       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: edft ID: 100234567 Name:                            SSN:
Seq No:        Pay Cycle: b1 Pay End: 062808

===>
F:   1-Help      2-Jump      3-PrevMenu
F:                                                              12-Exit
  2. The user would then press the enter key. The EDFT screen should be displayed for the employee requested.
  3. The user should enter the account number under "LACFPS", employee relations code E under "ERC," appointment type 5 under "TYP" (leave "DUC" blank), the title code under "Ttl", the description of service code under "DOS", the pay amount for this pay date under "Amount", and the period end date under "PerEnd". For sessions A, 8wk, C the rate should be 1/2 of the total stipend amount on the Summer Sessions EDB distribution. For the 9wk and 10 wk session the rate should be 1/3 of the total stipend amount. The user would then press the enter key to format the entered data and to display any edits. 


    4. PPETFT0-E1064               Dept. Time Reporting              06/02/YY 09:46:40
06/01/YY 09:45:30         One Time Payment (EDFT)             Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H                            Emp Status: A
Pay End: 06/21/08 Check Date: 07/09/08 Pay Cycle:  B1             Page  1 of  1
                                       E T D                          W
                                       R Y U                   PerEnd S
C Seq     LACFPS                       C P C Ttl  DOS Amount   MMDDYY P
  00008   4 4099xx      20290        7 E 5   1550 SMN 01000.00 071208







Next Func:      ID: 100234567 Name:                            SSN:
Seq No:        Pay Cycle: B2 Pay End: 062808

===>
F:   1-Help      2-Jump                              5-CANCEL
F:                           9-UPDATE
  4. The user would press F9 to update. At the post authorization notification comments entry screen, the user would add comments such as "Session A pay date." and then press F9 again to update the system and send the PAN

  5. The user is returned to the EDFT screen and may now add another transaction for the same employee. To copy the information from the first transaction to the second, the user would enter a "C" in the C (Command) column (to the left of the "Seq:" field); update the "Pay Cycle:" and "Pay End:" fields at the bottom of the screen with the information for the new transaction and then press the enter key.

    PPETFT0-E1064               Dept. Time Reporting              06/02/YY 09:46:40
06/01/YY 09:45:30         One Time Payment (EDFT)             Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H                            Emp Status: A
Pay End: 06/28/08 Check Date: 07/09/08 Pay Cycle:  B1             Page  1 of  1
                                       E T D                          W
                                       R Y U                   PerEnd S
 C Seq     LACFPS                      C P C Ttl  DOS Amount   MMDDYY P
 C 00008  4 4099xx      20290        7 E 5   1550 SMN 01000.00 071208







Next Func:      ID: 100234567 Name:                            SSN:
Seq No:        Pay Cycle: b2 Pay End: 071208
U0007  Update process complete

===>
F:   1-Help      2-Jump                              5-CANCEL
F:                           9-UPDATE
  6. After entering the pay period end date and updating the rate (if necessary),  the user would press the enter key for the "Input accepted" message and then press F9 to update.


    7. PPETFT0-E1064               Dept. Time Reporting              06/02/YY 09:46:40
06/01/YY 09:45:30         One Time Payment (EDFT)             Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H                          Emp Status: A
Pay End: 07/12/08 Check Date: 07/23/08 Pay Cycle: B2             Page  1 of  1
                                       E T D                          W
                                       R Y U                   PerEnd S
C Seq     LACFPS                       C P C Ttl  DOS Amount   MMDDYY P
  00009   4 4099xx      20290        7 E 5   1550 SMN 01000.00 080208







Next Func:      ID: 100234567 Name:                            SSN:
Seq No:        Pay Cycle: B2 Pay End: 071208
U0001  Input accepted

===>
F:   1-Help      2-Jump                              5-CANCEL
F:                           9-UPDATE
  7. To check on payments already scheduled, the user would press F3 to return to the menu and type IDTL after "Next Func:", the employee ID number after "ID:" (or the employee’s name after "Name:"), the "Pay Cycle", and the pay period end date for the pay date desired after "Pay End:", and then press the enter key.

    The transactions for the pay period end date entered (or the transaction for the latest pay period if you entered no pay period end date) are listed. To see detailed information for a transaction, the user would tab the cursor to the left of the sequence number and press the enter key. (Refer to Section D11 for more information and screen samples of the IDTL screen.)

  8. If an error is discovered, the EDLR Late/Reduce Pay screen can be used to reverse the transaction and add a corrected transaction as shown below. (Refer to Section D5 for more information on RX/LX transactions using the EDLR screen.)

    PPETLR0-E1064                  Dept. Adj Trans                06/03/YY 09:36:38
06/01/YY 04:48:03          Late/Reduce Pay (EDLR)             Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H                          Emp Status: A
Pay End: 07/26/08 Check Date: 08/06/08 Pay Cycle:  B1             Page  1 of  1
 C
   Seq:  00910 Tr: RX Per End: 080208 Pay Cy: M Dst: 22 E: E T: 5 D:   Ttl: 1550
   LACFPS: 4 4099xx      20290        7 Rate: 01000.00 AH: A    Prorate:        
   DOS: SMN Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00911 Tr: LX Per End: 080208 Pay Cy: M Dst: 23 E: E T: 5 D:   Ttl: 1550
   LACFPS: 4 4099xx      20290        7 Rate: 01500.00 AH: A    Prorate:        
   DOS: SMN 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: 100234567 Name:                            SSN:
Seq No:        Pay Cycle: B1 Pay End: 072608
U0007  Update process complete

===>
F:   1-Help      2-Jump      3-PrevMenu
F:                           9-UPDATE                           12-Exit

Additional information on processing summer sessions payments can be found on the Summer Sessions website at http://www.summer.ucla.edu/planning/personnel.htm. Questions on processing summer session payments should be directed to the Summer Sessions Office.

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