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PTR MANUAL, SECTION E - SPECIAL PROCESSES

E16.4  Bi-weekly Paid Employee Examples

Example 1 - Positive Time Employee

Employee Andy Capp gives notice on 02/15/08 that he will be terminating on 02/22/08.  Andy is taking 2 days of vacation this pay period, 2/19/08 and 2/20/08, and is not planning to take any more time off before termination.  Andy is a Positive time bi-weekly paid employee.  The PTR preparer must calculate what the employee will be owed as final pay for the last pay period, including final TVP payment.

Calendar for February and March

Andy's final pay period will be the one ending on 2/23/08.  It is important to note that this is also the end of a quadriweekly accrual period.  In addition, prior to his termination, Andy will have already received pay for the prior pay period ending on 2/09/08.  As a 100% employee, for his final pay period ending on 2/23/08, Andy must be paid for 80 hours of regular pay and 80 hours of shift differential pay.

In order to determine the amount of TVP owed to Andy, it is necessary to verify his current EDB balance on the IHRS screen; to calculate how much additional vacation he should accrue for the quadriweekly cycle ending on 2/23/08; and how much unreported vacation usage to subtract.  His current IHRS balance is 82.621029 hours.  Andy's leave code is A.

PPIHRS0-I0930                    EDB Inquiry                  02/15/YY 11:27:43
 02/13/YY 23:41:53           Hours on Pay Status              Userid:  ABCDE
 ID: 102888888 Name: CAPP,ANDY                                  LAD:  01/17/YY
 Hm Dept: 335000 PARKING SER     Emplmt Status: A Pri Pay: BW                 
                                                                              
 Hours on Pay Status:  Curr Mnth:        .00                                  
   Jan:     156.25     Jul:     157.75                                        
   Feb:     160.00     Aug:     156.75           YTD Tot Hrs  :    395.75     
 * Mar:     158.50     Sep:     235.50           YTD Reg Hrs  :    387.75     
   Apr:     228.00     Oct:     152.00           YTD OT Hrs   :     36.00     
   May:     154.50     Nov:     149.75           YTD NonWk Hrs:      8.00     
   Jun:     150.75     Dec:    	150.75           Avg Hr/Wk    :     39.53     
                                                 Prior Service Mths :    0    
 Lv Accr Hrs:       Balance      Maximum         Empl Service Credit:         
 Vacation           82.621029      280.04             From Date     :
 Sick Leave         41.144268                                                 
 Compensatory         .00                                                     
 Paid Time Off        .000000                                                 
                                                                              
 Next Func:      ID:           Name:                            SSN:          
                                                                              
 ===>                                                                         
  F:  1-Help      2-Browse    3-PrevMenu                                      
  F:                          9-MainMenu                         12-Exit


Vacation Accruals For The Final
Accrual Cycle

To determine Andy's final vacation accruals for the quadriweekly cycle ending on 2/23/08, it is necessary to determine the number of regular hours for which Andy will be paid for the pay period ending on 2/09/08 and to add to that the total number of hours of regular pay Andy will receive for the pay period ending on 2/23/08.  Andy has a total of 80 regular hours on pay status for both pay periods so his total for the quadriweekly period is 160 hours.  His leave code is A, so his vacation accrual factor is .057692 hours.

Andy's final vacation accrual is 9.23072 hours.
  (160 hours on pay status x .057692 vacation accrual factor = 9.23072 hours)

Vacation Usage

Andy is taking 16 hours of vacation time during his final pay period.

Total Vacation Hours to Be Paid to the Employee

The final total vacation hours balance to be paid to Andy is 75.86 hours.

82.621029 (current EDB balance) + 9.23072 (new accrual) - 16 (unreported usage) 75.851749

Processing PTR Adjustment Transactions To Produce A Final Payment For Andy Capp

It is necessary to process either EDAP or EDLR transactions for Andy in order to produce a Rush check for his final pay.  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.)

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.


The adjustments are scheduled for his next regular payday, 03/05/08.  The preparer can use the retrieve feature to set up the transactions.  Notice that it is necessary to retrieve from 2 different distributions.

 PPETLR0-E1064                  Dept. Adj Trans               02/15/YY 09:32:38
 02/13/YY 23:41:53          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 102888888 Name: CAPP,ANDY                                   Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
 r Seq:        Tr:    Per End:        Pay Cy:   Dst: 21 E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:

 r Seq:        Tr:    Per End:        Pay Cy:   Dst: 22 E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:

 r Seq:        Tr:    Per End:        Pay Cy:   Dst: 22 E:   T:   D:  Ttl:     
   LACFPS:                              Rate:          AH:      Prorate:        
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 102888888 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 
 ===>                                                                          
 F:   1-Help      2-Jump      3-PrevMenu
 F:                           9-UPDATE                           12-Exit


The retrieve feature has created the 3 transactions.  The first transaction will be used to pay Andy the 80 hours of Shift Differential.

 PPETLR0-E1064                  Dept. Adj Trans               02/15/YY 09:32:38
 02/13/YY 23:41:53          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 102888888 Name: CAPP,ANDY                                   Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
   Seq:  00002 Tr: LX Per End: 022308 Pay Cy: B Dst: 21 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 000.3200 AH: H    Prorate:        
   DOS: SDF Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00003 Tr:    Per End:        Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: REG Time:        H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00004 Tr:    Per End:        Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: REG Time:        H%: H DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 102888888 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 F:                           9-UPDATE                           


The second transaction will be used to pay Andy his 80 hours of regular pay.

 PPETLR0-E1064                  Dept. Adj Trans               02/15/YY 09:32:38
 02/13/YY 23:41:53          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 102888888 Name: CAPP,ANDY                                   Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
   Seq:  00002 Tr: LX Per End: 022308 Pay Cy: B Dst: 21 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 000.3200 AH: H    Prorate:        
   DOS: SDF Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00003 Tr: LX Per End: 022308 Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: REG Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00004 Tr:    Per End:        Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: REG Time:        H%: H DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 102888888 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 F:                           9-UPDATE                           


The third transaction will be used to pay Andy his TVP payment of 75.86 hours.

 PPETLR0-E1064                  Dept. Adj Trans               02/15/YY 09:32:38
 02/13/YY 23:41:53          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 102888888 Name: CAPP,ANDY                                   Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
   Seq:  00002 Tr: LX Per End: 022308 Pay Cy: B Dst: 21 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 000.3200 AH: H    Prorate:        
   DOS: SDF Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00003 Tr: LX Per End: 022308 Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: REG Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00004 Tr: LX Per End: 022308 Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: TVP Time: 75.86  H%: H DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 102888888 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 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           02/15/YY 09:32:38
                                 Comments Entry              Userid:  ABCDE 
                                                                 Page 01 of 01
 App: EDB Tran:       Userid: ABCDE    Date: 02/15/YY  Time: 09:32:38
 PAY - EDAP CAPP,ANDY                  102888888 CAPP,ANDY
 Description of Content:
                                                                              
 --------------------------------- Comments --------------------------------- 
 ABCDE      EMPLOYEE GAVE NOTICE OF RESIGNATION ON 02/15/08 AND WILL SEPARATE  
            FROM THE UNIVERSITY ON 02/22/08. PLEASE PREPARE RUSH CHECK.
                                                                              
                                                                              
                                                                              



                                                                              
                                                                              
 Next Func:
                                                                              
 ===>                                                                         
 F:   1-Help                  3-Return                                        
 F:                           9-UPDATE   10-NotfPrep 11-Detail     


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           02/15/YY 09:32:38
                            Notification Preparation         Userid:  ABCDE
                                                                Page 01  of 01
 Employee: CAPP,ANDY                    Preparer: PATRICIA PREPARER
       ID: 102888888                    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 PPPPPP
   TTTTTT                          M
   TTTTT@FINANCE.UCLA.EDU                         T TTTTT
   KKKKK                           M
   KKKK@AIS.UCLA.EDU                              K KKKKKK
   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


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.

One additional transaction is needed to report Andy's vacation usage for the final pay period.  The preparer must press F8 to bring up a second page and use Retrieve again to set up this final transaction.

The preparer must complete the transaction to show Andy's usage of 16 hours of vacation.

 PPETLR0-E1064                  Dept. Adj Trans               02/15/YY 09:42:38
 02/13/YY 23:41:53          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 102888888 Name: CAPP,ANDY                                   Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  2 of 2
 C                                                                             
   Seq:  00005 Tr: LX Per End: 022308 Pay Cy: B Dst: 22 E: E T: 2 D:  Ttl: 5333
   LACFPS: 4 762602      70200        2 Rate: 014.0700 AH: H    Prorate:        
   DOS: *   Time:        H%: * DOS: VAC Hr: 16.0   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: 102888888 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 P0601  Field out of range or illegal value
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 F:                           9-UPDATE                           


The preparer must update this final transaction in the same manner as the previous transactions.  The PTR preparer needs to make sure that no time is entered on the roster since the employee will have received his pay on his last day of work.

Example 2 - Positive Time Employee Whose Termination Date Requires Review Of Several Pay Cycle Schedules

Employee Fred Flintstone gives notice on 02/21/08 that he will be terminating his employment on 02/29/08.  Fred is not planning to take any time off during the final pay period.  Fred is a Positive time bi-weekly paid employee.  The PTR preparer must calculate what the employee will be owed as final pay for the last pay period, including his TVP payment.

The biggest difference between this example and the previous one is the relation between the date of termination and the employee's next regular payday.  Fred's final pay period will be the one ending on 3/08/08.  However, Fred will be terminating before the 3/5/08 payday on which he would have received pay for the pay period ending 2/23/08. 

As a 100% employee, for his final pay period ending on 3/08/08, Fred is owed 40 hours of regular pay and he is also due 80 hours of regular pay for the pay period ending on 2/23/08.  His termination paycheck must include pay for both pay periods and any TVP owed to him.

As in the previous example, the vacation hours balance on the IHRS screen for Fred does not reflect the new vacation accrual for the quadriweekly period ending on 2/23/08 or any usage taken because the pay compute has not yet been run.  His current IHRS vacation balance is 105.285187 hours.  Fred's leave code is B.

To determine the TVP pay owed to Fred, the preparer must:

Vacation Accruals For The Final Accrual Cycle

To determine Fred's final vacation accruals for the quadriweekly cycle ending on 2/23/08, it is necessary to:

Fred has a total of 80 regular hours on pay status for each of the pay periods, so his total for the quadriweekly period ending on 2/23/08 is 160 hours.  His leave code is B, so his vacation accrual factor is .069231 hours.  This manual calculation is necessary because Fred's termination date is such that the preparer cannot wait for the pay compute to take place since it will occur on the day before Fred's termination date.

Fred's vacation accrual for quadriweekly cycle ending 2/23/08 is 11.076960 hours.
  (160 hours on pay status x .069231 vacation accrual factor = 11.076960 hours)

Now it is necessary to calculate how much vacation accrual Fred should earn for his final week of work ending on 2/29/08.  He will have 40 hours on pay status for this final pay period.

Fred's vacation accrual for the final pay period is 2.76924 hours.
  (40 hours on pay status x .069231 vacation accrual factor = 2.76924 hours)

Fred's total new vacation accrual, to be added to his IHRS balance, is 13.846200.
  (11.076960 hours + 2.76924 hours = 13.846200 hours)

Vacation Usage

Fred is not planning on using any vacation time during his final week of work but it is necessary to determine if he used any vacation time during the pay period ending on 2/23/08.  It turns out that Fred used 8 hours of vacation time during the pay period ending 2/23/08.

Total Vacation Hours to Be Paid to the Employee

The final total vacation hours balance to be paid to Fred is 111.14 hours.
  105.285187 (current EDB balance) + 13.846200 (new accrual) - 8 (unreported usage) = 111.131387

Processing PTR Adjustment Transactions To Produce A Final Payment For Fred Flintstone

As in the previous example, it is necessary to process several EDAP or EDLR transactions in order to produce Fred's final pay Rush check.  The transactions must be scheduled for the 3/05/08 payday.

As before, the preparer can use the retrieve feature to create the transactions.  The retrieve feature has created the 3 transactions.  The first transaction may be used to pay Fred his 40 hours for his final week of pay.

 PPETLR0-E1064                  Dept. Adj Trans               02/21/YY 13:51:39
 02/13/YY 23:45:55          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 501333333 Name: FLINTSTONE,FRED                            Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
   Seq:  00006 Tr: LX Per End: 030808 Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time: 040.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00007 Tr:    Per End:        Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time:        H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00008 Tr:    Per End:        Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time:        H%: H DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 501333333 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 P0601  Field out of range or illegal value
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 F:                           9-UPDATE                           


The second transaction may be used to pay Fred the 80 hours he is owed for the pay period ending 2/23/08 that would have been paid to him on the 3/5/08 payday, had he not been terminating on 2/29/08.

 PPETLR0-E1064                  Dept. Adj Trans               02/21/YY 13:51:39
 02/13/YY 23:45:55          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 501333333 Name: FLINTSTONE,FRED                             Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
   Seq:  00006 Tr: LX Per End: 030808 Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time: 040.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00007 Tr: LX Per End: 022308 Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00008 Tr:    Per End:        Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time:        H%: H DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 501333333 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 P0601  Field out of range or illegal value
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 F:                           9-UPDATE                           


The third transaction may be used to pay Fred his TVP pay.

 PPETLR0-E1064                  Dept. Adj Trans               02/21/YY 13:51:39
 02/13/YY 23:45:55          Late/Reduce Pay (EDLR)             Userid:  ABCDE
 ID: 501333333 Name: FLINTSTONE,FRED                             Emp Status: A
 Pay End: 02/23/08 Check Date: 03/05/08 Pay Cycle:  B2            Page  1 of 1
 C                                                                             
   Seq:  00006 Tr: LX Per End: 030808 Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time: 040.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00007 Tr: LX Per End: 022308 Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: REG Time: 080.00 H%: H DOS:     Hr:        DOS:     Hr:        WSP:

   Seq:  00008 Tr: LX Per End: 030808 Pay Cy: B Dst: 12 E: E T: 2 D:  Ttl: 4823
   LACFPS: 4 721254      66021        2 Rate: 014.9800 AH: H    Prorate:        
   DOS: TVP Time: 111.14 H%: H DOS:     Hr:        DOS:     Hr:        WSP:
                                                                               
 Next Func:      ID: 501333333 Name:                            SSN:
 Seq No:        Pay Cycle: B2 Pay End: 022308
 P0601  Field out of range or illegal value
 ===>                                                                          
 F:   1-Help      2-Jump                               5-CANCEL
 F:                           9-UPDATE                           


The preparer must update these 3 transactions, adding appropriate comments and adding Payroll Notification as a recipient of the PAN and requesting a Rush check.

The 3 transactions just described are sufficient to generate Fred's Final Payment, which will be given to him on his final day of work.  It is important, however, to consider whether other actions must also be taken. 

Another transaction on page 2 of this screen may be necessary either to report the 8 hours of vacation used in the pay period ending on 2/23/08 or to offset (reverse) the pay Fred would normally have received on 3/5/08 if time had been entered on the roster and been processed by the pay compute. 

Depending on the timing involved, if time had already been reported on the Time Input Roster for Fred for the pay period ending 2/23/08 and the pay compute has not yet been run, then, to avoid having to do an RX to reverse the roster pay, the preparer can go to the roster and delete everything entered for Fred on the roster using the asterisk.  When the deletions are done, there should no longer be a 'Y' in front of his name on the roster.  Also, remember that the vacation time Fred used in the 2/23/08 pay period must be recorded because of Financial Leave Accrual.

Example 3 - Positive Time Employee Whose Termination Date Requires Review Of Several Pay Cycle Schedules

Employee Charlie Brown gives notice on 02/29/08 that he will be terminating his employment on 03/04/08.  Charlie is planning to use 8 hours of vacation prior to his termination.  Charlie is a Positive time bi-weekly paid employee.

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.


This example is very similar to the previous bi-weekly example.  The major difference is the date on which the termination notice is given, relative to the pay compute.  Looking at the payroll schedule, the pay compute for the pay period ending on 02/23/08 was run on 02/28/08, the day before the employee gave his termination notice.  He is terminating on 03/04/08, the day before the corresponding payday.  As in the previous example, the PTR preparer must calculate the employee's final regular pay, which will include pay for the 02/23/08 pay period and pay for the final 7 working days of his final pay period.  Also, the preparer must determine Charlie's final TVP pay, if any.

Since Charlie gave notice after the pay compute for the 03/05/08 payday, but is terminating before the actual payday, it will be necessary for the PTR preparer to process an RX transaction to offset the pay the employee is scheduled to receive on 03/05/08.  Also, the preparer must notify Payroll that the employee's 03/05/08 pay must be held (recalled, in the case of direct deposit).  Otherwise, the other actions to be taken by the PTR preparer will be similar to those shown in the previous example.

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