E16.3 Monthly Paid Employee Examples
Example 1 - Exception Time Employee
Bo Peep, a monthly paid, Exception time employee, gives notice on 02/25/08 that she will be terminating on 03/14/08 and taking 03/10/08 and 03/11/08 as vacation days. The PTR preparer must calculate what Bo Peep will be owed as final pay for the month of March, including the final TVP payment.
The PTR preparer must determine the percentage of March for which Bo must be paid as a full time employee. She is terminating on 3/14/08, and looking at the calendar for March we see that she will need to be paid for 10 days in March, or a total of 80 hours (10 days x 8 hrs = 80). Using the Monthly Working Hours Calendar we see that there are 168 working hours in March. The percent of regular pay owed to Bo Peep is .4762 (80 hours/176 hours = .476190).
| Year | Month | Dates of Holidays | Working Days in Month | Working Hours in Month | 1/2 of Working Hours | Midpoint of Working Days in Month |
| 2008 | January | 1, 21 | 23 | 184 | 92 | Noon 1/16 |
| February | 18 | 21 | 168 | 84 | Noon 2/15 | |
| March | 28 | 21 | 168 | 84 | Noon 3/17 | |
| April | 22 | 176 | 88 | 8 a.m. 4/16 | ||
| May | 26 | 22 | 176 | 88 | 8 a.m. 5/16 | |
| June | 21 | 168 | 84 | Noon 6/16 |
To determine how much TVP is owed to Bo, the PTR preparer must take her
current vacation balance, add to it any new accruals she earns for March and
subtract any vacation she has used which has not yet been reported. The
employee's current Vacation Accruals balance is 94.300851 hours as shown on the
IHRS screen. The employee's vacation accrual code is B.
PPIHRS0-I0930 EDB Inquiry 03/12/YY 13:44:56
01/30/YY 23:42:36 Hours on Pay Status Userid: ABCDE
ID: 901000005 Name: PEEP,BO LAD: 01/16/YY
Hm Dept: 113000 HISTORY Emplmt Status: A Pri Pay: MO
Hours on Pay Status: Curr Mnth: .00
Jan: 184.00 Jul: 168.00
* Feb: 168.00 Aug: 184.00 YTD Tot Hrs : 352.00
Mar: 184.00 Sep: 168.00 YTD Reg Hrs : 327.50
Apr: 160.00 Oct: 176.00 YTD OT Hrs : 23.00
May: 184.00 Nov: 176.00 YTD NonWk Hrs: 24.50
Jun: 176.00 Dec: 168.00 Avg Hr/Wk : 40.00
Prior Service Mths : 0
Lv Accr Hrs: Balance Maximum Empl Service Credit:
Vacation 94.300851 336.05 From Date :
Sick Leave 111.133357
Compensatory .50
Paid Time Off .000000
Next Func: ID: Name: SSN:
===>
F: 1-Help 2-Browse 3-PrevMenu
F: 9-MainMenu 12-Exit
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Vacation Accruals For The Final Month
To determine the total number of vacation hours Bo will accrue for March, the preparer must know how many hours on pay status she will have at the time of termination. Previously, it was determined that she would have 80 hours (10 days x 8 hours/day) on pay status. To calculate her accruals for March you multiply her hours on pay status by her vacation accrual factor. Since her leave code is B, her vacation accrual factor is .069231 hours.
Total hours
of vacation to be accrued in March is 5.53848 hours:
(80
hours on pay status x .069231 vacation accrual factor = 5.538480 hours)
Vacation Usage
When determining unreported vacation usage for a terminating monthly employee, how far back to look will depend upon whether or not the department reports leave usage in arrears. Bo's department reports leave usage for all monthly paid employees one month in arrears. Therefore, the preparer must check to see whether she used any vacation time in February and if she has used, or will be using, any vacation time in March prior to her termination. Checking her time sheet for February, it shows she used 8 hours of vacation. She also plans to use 16 hours of vacation in March (March 10 and 11). Her total unreported vacation usage is 24 hours.
Calculation of the Total Vacation Hours to be Paid to the Employee
Bo's final total vacation hours balance to be paid at the time of termination
is 75.84 hours:
94.300851
(current EDB balance) + 5.538480 (new accrual) - 24 (unreported usage) =
75.839331
Processing PTR Adjustment Transactions To Produce A Final Paycheck For A Terminating Employee
The PTR preparer must process several EDAP (and/or EDLR) transactions to generate Bo's final regular pay for March, as well as her TVP pay and to record all unreported leave usage. The transactions should be scheduled in the next payday in respect with the employee's primary pay schedule unless they are processed on the day of the pay compute. (Rush Checks requested under circumstances other than termination of employees still require scheduling for a future payday.)
For Bo, the adjustment transactions have been scheduled for the 4/01/08 payday. The first set of three adjustments is processed on the EDAP screen. The preparer can retrieve the distribution data into multiple transaction areas as necessary.
PPETAP0-E1138 Dept. Adj Trans 03/10/YY 14:06:59
01/30/YY 23:42:36 Additional Pay (EDAP) Userid: ABCDE
ID: 901000005 Name: PEEP,BO Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
r Seq: Per End: Pay Cyc: Dst: 22 E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
r Seq: Per End: Pay Cyc: Dst: 22 E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
r Seq: Per End: Pay Cyc: Dst: 22 E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 901000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 9-UPDATE 12-Exit
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The
retrieve feature has created 3 transactions.
The
first transaction will be used to pay Bo her final regular pay (.4762) for
March.
PPETAP0-E1138 Dept. Adj Trans 03/10/YY 14:17:53
01/30/YY 23:42:36 Additional Pay (EDAP) Userid: ABCDE
ID: 901000005 Name: PEEP,BO Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00003 Per End: 033108 Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: REG Time: 0.4762 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00004 Per End: Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00005 Per End: Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 44 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 901000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
U0001 Input accepted
===> 5-CANCEL
F: 1-Help 2-Jump
F: 9-UPDATE
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The
second transaction will be used to pay Bo her TVP of 75.84 hours.
Since
Bo's pay rate is a monthly salary rate and there is no published hourly rate on
the title and pay plan, the preparer must remember to change the
rate on the transaction to an hourly pay rate, by dividing the monthly salary by
174, when paying TVP. Bo's hourly pay rate is $25.7387 (Monthly
salary $4478.54/174 = $25.7387).
PPETAP0-E1138 Dept. Adj Trans 03/10/YY 14:17:53
01/30/YY 23:42:36 Additional Pay (EDAP) Userid: ABCDE
ID: 901000005 Name: PEEP,BO Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00003 Per End: 033108 Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: REG Time: 0.4762 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00004 Per End: 033108 Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 025.7387 AH: H Prorate:
DOS: TVP Time: 075.84 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: 00005 Per End: Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 901000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
The
third transaction will be used to report the 16 hours of vacation Bo plans to
use in March. The vacation must be reported on a separate transaction line
because the employee's Final Payment is being paid via the rush check process.
PPETAP0-E1138 Dept. Adj Trans 03/10/YY 14:17:53
01/30/YY 23:42:36 Additional Pay (EDAP) Userid: ABCDE
ID: 901000005 Name: PEEP,BO Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00003 Per End: 033108 Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: REG Time: 0.4762 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00004 Per End: 033108 Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 025.7387 AH: H Prorate:
DOS: TVP Time: 075.84 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: 00005 Per End: 033108 Pay Cyc: M Dst: 22 E: C T: 2 D: Ttl: 7243
LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate:
DOS: Time: H%: % DOS: VAC Hr: 16.00 DOS: Hr: WSP:
Next Func: ID: 901000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
U0001 Input accepted
===> 5-CANCEL
F: 1-Help 2-Jump
F: 9-UPDATE
|
The
preparer must then update these 3 transactions by pressing F9. The
Comments Entry screen will be displayed. In
addition to any comments necessary for the reviewer, the preparer must add the
following comments to the PAN for Payroll Services:
Employee gave notice of resignation on (enter date of notice) and will separate from the University on (enter date of separation). Please prepare rush check.
An example is shown below.
UCEOMO-E0863 PostAuth Notification 03/10/YY 14:28:25
Comments Entry Userid: ABCDE
Page 01 of 01
App: EDB Tran: Userid: ABCDE Date: 03/10/YY Time: 14:17:53
PAY - EDAP PEEP,BO 901000005 PEEP,BO
Description of Content:
--------------------------------- Comments ---------------------------------
ABCDE EMPLOYEE GAVE NOTICE OF RESIGNATION ON 02/25/08 AND WILL SEPARATE
FROM THE UNIVERSITY ON 03/14/08. PLEASE PREPARE RUSH CHECK.
Next Func:
===>
F: 1-Help 3-Return
F: 9-UPDATE 10-NotfPrep 11-Detail
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Before
updating, the preparer must add Payroll Notification to receive an PAN by
pressing the F10 key. Add Payroll
Services as a carbon copy recipient on the PAN preparation screen
by entering PPPAY as shown below. Once the enter key is pressed a
"U" will appear in the Type field, the Payroll Email Address will
appear in the email field and "Payroll Notification" will appear in the Name field.
UCENPR0-E1415 PostAuth Notification 03/10/YY 13:58:00
Notification Preparation Userid: ABCDE
Page 01 of 01
Employee: PEEP,BO Preparer: PATRICIA PREPARER
ID: 901000005 Phone: (310) 794 - 8705
Action: AP-Additional Pay Email: PPREPARER@UCLA.EDU
-------------------------------- Reviewers ---------------------------------
C UserID Type Primary
--------------Email--------------- ----------------Name---------------
PPPPP M
PPPPPP@AIS.UCLA.EDU P PPPPP
TTTTT M
TTTTT@FINANCE.UCLA.EDU T TTTT
KKKKK M
KKKK@AIS.UCLA.EDU K KKKKK
PPPAY U
PAYROLL@FINANCE.UCLA.EDU PAYROLL NOTIFICATION
Next Func:
===>
F: 1-Help 3-Return 6-Directry
F: 8-Forward 9-Update 10-Comments 11-Detail
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After
Payroll Services has been added as a recipient of this PAN, complete the
transaction by pressing F9 to process the final update. Once the update
process is complete, the EDAP screen will be displayed with the 3 transactions. "Update Process Complete" will be displayed on the screen.
Once Payroll Services has received the PAN, a Rush check will be produced for the total amount owed the terminating employee as final pay. The Rush check will have all the appropriate deductions taken from the gross earnings. The pay transactions that were scheduled will be bypassed by Payroll Services so they do not actually get processed in the pay compute for which they were scheduled. The vacation leave usage will still be processed through the normal pay compute.
Two more transactions must be processed for Bo Peep. Since one of them must be processed on the EDLR screen, the function code EDLR is entered in the Next Function field. It is not necessary to re-enter the employee ID or the pay cycle and end date. The retrieve feature is used to create the necessary transaction lines. These transactions are processed in a similar manner to those processed above on the EDAP screen EXCEPT Payroll is NOT added as an additional PAN recipient.
The fourth transaction is needed to report Bo's leave usage for February. This transaction will be used to report Bo's leave usage that occurred in February which would normally have been reported on the March Time Roster in arrears. It is important to remember to report this usage as well.
PPETLR0-E1064 Dept. Adj Trans 03/10/YY 15:03:15 03/10/YY 14:41:59 Late/Reduce Pay (EDLR) Userid: ABCDE ID: 901000005 Name: PEEP,BO Emp Status: A Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1 C Seq: 00006 Tr: LX Per End: 022808 Pay Cy: M Dst: 22 E: C T: 2 D: Ttl: 7243 LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate: DOS: Time: H%: % DOS: VAC Hr: 8.00 DOS: Hr: WSP: Seq: 00007 Tr: Per End: Pay Cy: M Dst: 22 E: C T: 2 D: Ttl: 7243 LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 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: Next Func: ID: 901000005 Name: SSN: Seq No: Pay Cycle: MO Pay End: 033108 P0601 Field out of range or illegal value ===> F: 1-Help 2-Jump 5-CANCEL F: 9-UPDATE |
One
additional adjustment must be processed for this employee. An RX
transaction must be processed for Bo to offset (reverse) the automatic pay the
payroll system will generate because she is an Exception time employee. Since the separation has been processed in EDB
before the pay compute, the final automatic pay will only be for the period of
time up to the termination date or the same percentage of time that was paid on
the rush check.
PPETLR0-E1064 Dept. Adj Trans 03/10/YY 15:03:15 03/10/YY 14:41:59 Late/Reduce Pay (EDLR) Userid: ABCDE ID: 901000005 Name: PEEP,BO Emp Status: A Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1 C Seq: 00006 Tr: LX Per End: 022808 Pay Cy: M Dst: 22 E: C T: 2 D: Ttl: 7243 LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate: DOS: Time: H%: % DOS: VAC Hr: 8.00 DOS: Hr: WSP: Seq: 00007 Tr: RX Per End: 033108 Pay Cy: M Dst: 22 E: C T: 2 D: Ttl: 7243 LACFPS: 4 403908 2A 19900 1 Rate: 04478.54 AH: A Prorate: DOS: REG Time: .4762 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: 901000005 Name: SSN: Seq No: Pay Cycle: MO Pay End: 033108 P0601 Field out of range or illegal value ===> F: 1-Help 2-Jump 5-CANCEL F: 9-UPDATE |
This
transaction must be updated with appropriate comments as to why it is being
done. It is important to remember that an RX transaction must be processed
to offset the AU or TE exception pay for a terminating Exception time employee.
Example 2 - Positive Time Employee
Employee Minnie Mouse gives notice on 02/15/08 that she will be terminating on 02/22/08 and taking 02/19/08 as a vacation day. Minnie is a monthly paid Positive time employee. The PTR preparer must calculate what the employee will be owed as final pay for the month of February, including the final TVP payment.
As in the previous example, it is necessary to determine what percentage of pay is owed to Minnie for February. Minnie is terminating on 2/22/08 and, as her appointment is at 100%, she will be on pay status for 128 hours for the month of February (16 days x 8 hours = 128). According to the Monthly Working Hours Calendar there are 168 working hours in February. The percent of pay owed to Minnie Mouse is .7619 (128 hours/168 hours = .7619). The pay owed to Minnie must be split between the 2 FAU's on which she is normally paid. Minnie's Leave accrual code on EDB is A.
As in Example 1, it is necessary to determine how much TVP pay is owed to Minnie. Her current vacation hours balance in EDB on the IHRS screen is 35.763141 hours. Since the total shown represents her vacation accrual before the February pay compute has run, the total represents her balance as of the end of January.
Vacation Accruals For The Final Month
To determine Minnie's new vacation accruals for February, it is necessary to take her hours on pay status in February (128 hours) and multiply them by her vacation accrual factor. Her leave code is A; her vacation accrual factor is .057692 hours.
Minnie's new vacation accrual for February is 7.384576 hours:
(128 hours on pay status x .057692 vacation accrual factor = 7.384576 hours)
Vacation Usage
Minnie's department reports leave usage for monthly employees on the current roster, not in arrears. Therefore, to determine how much TVP is owed to Minnie, it is necessary only to consider what vacation usage she has for February, assuming what was reported for her in January is correct. She is only planning to take 1 vacation day this month prior to her termination.
Total Vacation Hours to Be Paid to the Employee
Minnie's final total vacation hours balance, to be paid to her at the time of
termination is, 35.15 hours:
35.763141
(current EDB balance) + 7.384576 (new accrual) - 8 (unreported usage) =
35.147717
Processing PTR Adjustment Transactions To Produce A Final Payment For Minnie Mouse
As in the previous example, the preparer must process several EDAP (and/or EDLR) transactions for Minnie. As long as the transactions are processed before 2/22/08 (the pay compute for the 2/29/08 payday), they can be scheduled for the 02/29/08 pay period end date.
| January to June 2008 | ||||
| Payday | Pay Cycle | Pay Period | PAY COMPUTE* | IPAY Screens |
| 02/20/08 BW | B1 | 01/27/08 - 02/09/08 | 02/13/08 | 02/14/08 |
| 02/29/08 MO | MO | 02/01/08 - 02/29/08 | 02/22/08 | 02/25/08 |
| 03/05/08 BW | B2 | 02/10/08 - 02/23/08 | 02/28/08 (ETMO:0707) | 02/29/08 R |
| *Also the last
day to: update EDB to affect a paycheck; enter an EDAT transaction;
process special handling requests; review IDTL and PANs prior to pay
compute. See Pay Compute Article for explanations. **Benefit Holiday - no flat dollar deductions will be taken. |
||||
Once
again, the preparer can use the retrieve feature to set up the first 3
transactions that must be processed. It is necessary to
retrieve information from two different distribution numbers, because Minnie is
split funded. The retrieve feature
created 3 transactions.
The
PTR preparer must use the first 2 transactions to pay Minnie her final
regular pay for February (.7619), which must be split between the 2 FAU's that
pay her.
PPETAP0-E1138 Dept. Adj Trans 02/20/YY 10:44:55
02/17/YY 23:37:04 Additional Pay (EDAP) Userid: ABCDE
ID: 400000005 Name: MOUSE,MINNIE Emp Status: A
Pay End: 02/29/08 Check Date: 02/29/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00002 Per End: 022908 Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: .3809 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00003 Per End: 022908 Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: .3810 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00004 Per End: Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 400000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 022908
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 9-UPDATE 12-Exit
|
It is
now necessary to process transactions to pay Minnie her TVP. The TVP must
be prorated and reported under the 2 FAU's that pay her. The preparer may
use the 3rd transaction on this screen to set up one of the 2 transactions
needed. Half of the total of 35.15 hours TVP owed Minnie will be reported
on this transaction. Minnie's title can be found on the Staff Title and
Pay Plan so the hourly rate is determined by looking up the hourly rate on the
Title and Pay Plan (http://www.chr.ucla.edu/chr/tpp/tab_title_pay.html).
PPETAP0-E1138 Dept. Adj Trans 02/20/YY 10:44:55
02/17/YY 23:37:04 Additional Pay (EDAP) Userid: ABCDE
ID: 400000005 Name: MOUSE,MINNIE Emp Status: A
Pay End: 02/29/08 Check Date: 02/29/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00002 Per End: 022908 Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: .3809 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00003 Per End: 022908 Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: .3810 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00004 Per End: 022908 Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 18.0200 AH: H Prorate:
DOS: TVP Time: 17.58 H%: H DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 400000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 022908
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 9-UPDATE 12-Exit
|
Once
the first TVP transaction has been entered, it is necessary to update the 3
transactions as was done in the previous example, including the addition of the
special instructions for Payroll Services in the PAN comments and adding
Payroll Notification as a recipient of the PAN.
PPETAP0-E1138 Dept. Adj Trans 02/20/YY 10:44:55
02/17/YY 23:37:04 Additional Pay (EDAP) Userid: ABCDE
ID: 400000005 Name: MOUSE,MINNIE Emp Status: A
Pay End: 02/29/08 Check Date: 02/29/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00002 Per End: 022908 Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: .4250 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00003 Per End: 022908 Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: .4250 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00004 Per End: 022908 Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 018.0200 AH: H Prorate:
DOS: TVP Time: 017.58 H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 400000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 022908
U0007 Update process complete
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 8-Forward 9-UPDATE 12-Exit
|
Three
more transactions are needed to pay Minnie the other half of her TVP and to
record her vacation day taken. The preparer would access page 2 of the adjustment screen by
pressing F8. Once
again, the retrieve feature would be used to create these final transactions. The
retrieve feature has created the additional transactions.
The
first transaction is used to pay Minnie the rest of her TVP.
PPETAP0-E1138 Dept. Adj Trans 02/20/YY 11:06:17
02/17/YY 23:37:04 Additional Pay (EDAP) Userid: ABCDE
ID: 400000005 Name: MOUSE,MINNIE Emp Status: A
Pay End: 02/29/08 Check Date: 02/29/08 Pay Cycle: MO Page 2 of 2
C
Seq: 00005 Per End: 022908 Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 18.0200 AH: H Prorate:
DOS: TVP Time: 17.57 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: 00006 Per End: Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 03259.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00007 Per End: Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 03259.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 400000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 022908
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 7-Backward 9-UPDATE 12-Exit
|
The
last 2 transactions are used to record the vacation day Minnie is taking
this month. As with the TVP payment, the vacation taken must be prorated
to the 2 funding sources that pay Minnie.
PPETAP0-E1138 Dept. Adj Trans 02/20/YY 11:06:17
02/17/YY 23:37:04 Additional Pay (EDAP) Userid: ABCDE
ID: 400000005 Name: MOUSE,MINNIE Emp Status: A
Pay End: 02/29/08 Check Date: 02/29/08 Pay Cycle: MO Page 2 of 2
C
Seq: 00005 Per End: 022908 Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 018.0200 AH: H Prorate:
DOS: TVP Time: 017.80 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: 00006 Per End: 022908 Pay Cyc: M Dst: 41 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 58029 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: VAC Hr: 4.00 DOS: Hr: WSP:
Seq: 00007 Per End: 022908 Pay Cyc: M Dst: 42 E: E T: 2 D: Ttl: 4722
LACFPS: 4 442130 JO 51974 2 Rate: 03136.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: VAC Hr: 4.00 DOS: Hr: WSP:
Next Func: ID: 400000005 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 022908
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 7-Backward 9-UPDATE 12-Exit
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Then, these transactions are updated, as was done with the first three
transactions, remembering to add the special instructions for Payroll Services
in the PAN comments and add Payroll as a recipient of the PAN.
Note: Remember that Minnie is a Positive time employee, so there will be no automatic pay processed for her. If no time has been reported on February's Time Input Roster for Minnie, the pay compute will not generate any pay for her. If time has been reported on the Roster for Minnie and the pay compute has already been run, the preparer must process an RX transaction to offset the pay Minnie would receive as a result of the time entered on the Roster.
Example 3 - Employee Terminating With Less Than 72 Hours Notice
Employee Donald Duck gives notice on 6/26/08 that he is terminating on the next day, 6/27/08. Donald is a monthly exception time paid employee. He is giving less than 72 hours notice of termination. The PTR preparer must calculate what the employee will be owed as final pay for the month of June, including the final TVP payment.
As in the previous examples, it is necessary to determine what percentage of pay will be owed to Donald for June. Donald is terminating on 6/27/08 and, as a 100% employee; he will be on pay status 160 hours for the month of June (20 days x 8 hours = 160). According to the Monthly Working Hours Calendar there are 168 working hours in June. The percent of pay owed to Donald Duck is .9524 (160 hours/168 hours = .952381).
As in the previous examples, it is necessary to determine how much TVP pay is owed to Donald. His current vacation hours balance in EDB on the IHRS screen id 145.060374 hours. Donald's Leave accrual code on EDB is A.
It is important to recognize that the pay compute for his final month on pay status has already been run by the time the employee, Donald, gives notice. This will affect both how the preparer must calculate his final TVP payment and the RX that must be processed to reverse his automatic pay for June.
Vacation Accruals For The Final Month
Since Donald gave notice of termination after the pay compute for the month had already run, the hour balance on the IHRS screen includes his accruals for that month. His accruals were based on his 100% automatic pay. However, Donald is not working the entire month. Therefore, the balance on the IHRS screen is incorrect because it overstates his balance.
Vacation Usage
Donald's department reports leave usage for their monthly employees one month in arrears. Donald's January usage was reported on the February roster and was processed by the pay compute. It is necessary to determine any vacation usage for Donald for his final month, to subtract the usage from his current balance and to report it as an adjustment. Donald has taken no vacation time in February.
Total Vacation Hours to Be Paid to the Employee
Donald's final total vacation hours balance, to be paid at time of
termination, is 144.60 hours:
145.060374 (current EDB balance) - .461536 (new accrual correction) =
144.602204
Processing PTR Adjustment Transactions To Produce A Final Payment For Donald Duck
As in the previous example, it is necessary to process several EDAP (or EDLR) transactions for Donald. Since the pay compute for the month has been run, it is necessary to schedule these transactions for the next future monthly payday. Once again, the PTR preparer can use the retrieve feature to set up the first 3 transactions to be processed.
PPETLR0-E1064 Dept. Adj Trans 06/24/YY 14:48:56
01/28/YY 00:08:26 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802222220 Name: DUCK,DONALD Emp Status: A
Pay End: 07/31/08 Check Date: 08/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00280 Tr: Per End: Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00281 Tr: Per End: Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00282 Tr: Per End: Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: Name: DUCK,DONALD SSN:
Seq No: Pay Cycle: MO Pay End: 073108
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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The
first transaction will be used to generate Donald's final regular pay.
PPETLR0-E1064 Dept. Adj Trans 02/22/YY 14:48:56
01/28/YY 00:08:26 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802222220 Name: DUCK,DONALD Emp Status: A
Pay End: 07/31/08 Check Date: 08/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00280 Tr: LX Per End: 063008 Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: .9524 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00281 Tr: Per End: Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00282 Tr: Per End: Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: Name: DUCK,DONALD SSN:
Seq No: Pay Cycle: MO Pay End: 073108
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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The
second transaction will be used to generate Donald's final TVP
payment. Again, it is necessary to convert the monthly salary rate to an
hourly pay equivalent by consulting the Title and Pay Plan.
PPETLR0-E1064 Dept. Adj Trans 02/22/YY 14:48:56
01/28/YY 00:08:26 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802222220 Name: DUCK,DONALD Emp Status: A
Pay End: 07/31/08 Check Date: 08/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00280 Tr: LX Per End: 063008 Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: .9524 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00281 Tr: LX Per End: 063008 Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 14.2100 AH: H Prorate:
DOS: TVP Time: 144.60 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00282 Tr: Per End: Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: Name: DUCK,DONALD SSN:
Seq No: Pay Cycle: MO Pay End: 073108
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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The
third transaction will be used to reverse the 100% automatic pay generated
for the employee as a result of the pay compute. Donald's automatic pay
was 100% because at the time of the pay compute he had not yet given notice of
his resignation.
PPETLR0-E1064 Dept. Adj Trans 02/22/YY 14:48:56
01/28/YY 00:08:26 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802222220 Name: DUCK,DONALD Emp Status: A
Pay End: 07/31/08 Check Date: 08/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00280 Tr: LX Per End: 063008 Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: .9524 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00281 Tr: LX Per End: 063008 Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 14.2100 AH: H Prorate:
DOS: TVP Time: 144.60 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00282 Tr: RX Per End: 063008 Pay Cy: M Dst: 22 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02472.00 AH: A Prorate:
DOS: REG Time: 1.0000 H%: % DOS: Hr: DOS: Hr: WSP:
Next Func: ID: Name: DUCK,DONALD SSN:
Seq No: Pay Cycle: MO Pay End: 073108
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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If
there was any as yet unreported sick or vacation leave for Donald, it would be
necessary to process additional transactions. It would be necessary to
update the previous transactions, enter all the appropriate comments and to:
Since this employee did not provide 72 hours of prior notice of termination, and because the notice to terminate was given after the pay compute for the employee's final pay period, certain other steps must be taken:
Example 4 - Employee Whose Appointment Has Ended
Employee Tess Trueheart was hired into a position for a 5 month period of time which ends on 03/31/08. She is not giving notice of termination but her position (appointment) is ending. Tess is paid monthly on an exception time basis. The PTR preparer must calculate what the employee will be owed as final pay for the month including her final TVP payment, if any:
Processing PTR Adjustment Transactions To Produce A Final Payment For Tess Trueheart
It is necessary for the PTR preparer to process EDAP (or EDLR) transactions to generate Tess's final regular pay, to record all unreported sick leave usage and to reverse her automatic pay for March. The preparer should schedule the adjustments for the 4/1/08 payday. The PTR preparer can use the retrieve feature to set up the transactions to be processed.
PPETLR0-E1064 Dept. Adj Trans 02/20/YY 16:04:01
01/27/YY 23:39:50 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802111111 Name: TRUEHEART,TESS Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00282 Tr: Per End: Pay Cy: M Dst: 11 E: E T: 3 D: Ttl: 6761
LACFPS: 4 600001 ES 19900 2 Rate: 02124.00 AH: A Prorate:
DOS: REG Time: H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00283 Tr: Per End: Pay Cy: M Dst: 11 E: E T: 3 D: Ttl: 6761
LACFPS: 4 600001 ES 19900 2 Rate: 02124.00 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:
Next Func: ID: 802111111 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
P0601 Field out of range or illegal value
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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The
first transaction will produce Tess's final 100% pay to be given
to her in the form of a Rush check.
PPETLR0-E1064 Dept. Adj Trans 02/20/YY 16:04:01
01/27/YY 23:39:50 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802111111 Name: TRUEHEART,TESS Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00282 Tr: LX Per End: 033108 Pay Cy: M Dst: 11 E: E T: 3 D: Ttl: 6761
LACFPS: 4 600001 ES 19900 2 Rate: 02124.00 AH: A Prorate:
DOS: REG Time: 1.0 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00283 Tr: Per End: Pay Cy: M Dst: 11 E: E T: 3 D: Ttl: 6761
LACFPS: 4 600001 ES 19900 2 Rate: 02124.00 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:
Next Func: ID: 802111111 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
P0601 Field out of range or illegal value
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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The
second transaction will offset (reverse) the 100% automatic pay for Tess that
the pay compute will generate for her.
PPETLR0-E1064 Dept. Adj Trans 02/20/YY 16:04:01
01/27/YY 23:39:50 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 802111111 Name: TRUEHEART,TESS Emp Status: A
Pay End: 03/31/08 Check Date: 04/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00282 Tr: LX Per End: 033108 Pay Cy: M Dst: 11 E: E T: 3 D: Ttl: 6761
LACFPS: 4 600001 ES 19900 2 Rate: 02124.00 AH: A Prorate:
DOS: REG Time: 1.0 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00283 Tr: RX Per End: 033108 Pay Cy: M Dst: 11 E: E T: 3 D: Ttl: 6761
LACFPS: 4 600001 ES 19900 2 Rate: 02124.00 AH: A Prorate:
DOS: REG Time: 1.0 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: 802111111 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 033108
P0601 Field out of range or illegal value
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
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If Tess has any unreported sick leave usage, a third transaction would be necessary
to process it. The transactions are updated, adding the appropriate
comments as in previous examples and adding Payroll Notification as a PAN
recipient for purposes of generating a Rush check.
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