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PTR MANUAL, SECTION E - SPECIAL PROCESSES

E16.5  Separation Check Request PAN Comments

In order to ensure appropriate processing, departmental PTR Preparers should use the following PAN comments when requesting a separation rush check for a separating employee.

Example 1 - Separation Check Request PAN Comments Template

Use this format and language for Separation Check PAN Comments: 

Line 1: Separation check request; Page X of X.

Line 2: Department Code (The department's 4 digit FS code)

Line 3:  Separation date: MM/DD/YY; Date the employee gave notice of separation: MM/DD/YY

Line 4: Distribution of check: paper, direct deposit, etc. (this is the place to put special mailing instructions for a paper check).

Line 5: Separation reason: state if voluntary or involuntary separation.

Line 6: Any other comments for PTR preparer or department review.

An example is shown below.

 UCEOMO-E0863                PostAuth Notification           02/28/YY 09:32:38

                                 Comments Entry              Userid:  ABCDE

                                                                 Page 01 of 01

 Employee: BO PEEP                     Preparer: MOTHER NATURE   

       ID: 901000005                   Phone: (310) 794-8723

      Action: AP-Additional Pay        Email: Mothernature@ucla.edu

                                                                             

 --------------------------------- Comments ---------------------------------

 ABCDE     SEPARATION CHECK REQUEST; PG 1 OF 3 

           DEPARTMENT CODE: 1234

           SEPARATION DATE: 03/14/08. EMPLOYEE GAVE NOTICE ON 02/26/08.

           DISTRIBUTION OF CHECK: PAPER CHECK

           SEPARATION REASON: VOLUNTARY

           EMPLOYEE ACCEPTED ANOTHER JOB, PAYING HRS AS PER PPE  

           03/31/08 TIMESHEET.

                                                                    

                                                                             

 Next Func:

                                                                             

 ===>                                                                        

 F:   1-Help                  3-Return                                       

 F:                           9-UPDATE   10-NotfPrep 11-Detail    


Before updating, the preparer must add Payroll Notification in order for Payroll Services to receive a PAN. 

This can be done by pressing the F10 key.

Example 2 - Correction to Separation Check Request PAN Comments Template

Sometimes the PTR Preparer may need to make a correction to a previously sent separation check request transaction, (i.e. change hours, change separation date, reverse the transaction, etc.). 

Use the following format and language to make a correction to a previously submitted Separation Check PAN Comments: 

Line 1: Correction to separation check request submitted on MM/DD/YY; Page X of X.

Line 2: Department Code: (The department's FS code)

Line 3:  Separation date: MM/DD/YY.

Line 3: Distribution of check: paper, direct deposit, etc. (this is the place to put special mailing instructions for a paper check).

Line 4: Any other comments as needed for PTR preparers or for departmental review.

An example is shown below.

UCEOMO-E0863                PostAuth Notification           02/28/YY 09:32:38

                                 Comments Entry              Userid:  ABCDE

                                                                 Page 01 of 01

 Employee: BO PEEP                     Preparer: MOTHER NATURE   

       ID: 901000005                   Phone: (310) 794-8723

      Action: AP-Additional Pay        Email: Mothernature@ucla.edu

                                                                              

 --------------------------------- Comments ---------------------------------

 ABCDE      CORRECTION TO SEPARATION CHECK REQUEST SUBMITTED ON 02/28/08; 

            PG 1 OF 1

            DEPARTMENT CODE: 1234

            SEPARTION DATE: 03/14/08

            DISTRIBUTION OF CHECK: PAPER CHECK

            EMPLOYEE TOOK AN ADDITIONAL VAC DAY ON 03/12/08.

            RECALCULATION OF FINAL TVP. TVP=132.18 HRS.                                                 

                                                                             

 Next Func:

                                                                             

 ===>                                                                        

 F:   1-Help                  3-Return                                       

 F:                           9-UPDATE   10-NotfPrep 11-Detail    

 

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