This manual is not intended as a stand-alone training document. Users who will
be entering data through the use of Payroll Time Reporting must also attend
training sessions which will provide policy information and experience in use of
the system.
Online Payroll Time Reporting Overview
There are two main functions within Payroll time reporting that departmental
preparers will use in order to record time for employees and process
corrections. The function codes (IDTC and EDAT) can be found on the On-line
Applications Main Menu under the heading of Payroll Time Reporting.
UCMMNU0-M1184 Online Applications 12/18/YY 13:58:54
Main Menu Userid: ABCDE
--- Employee Data Base ---- ----- PAN Subsystem -------
IEDB Central Inquiry PSRV PAN Services Menu
IDDB Departmental Inquiry -- Payroll Time Reporting --
EEDB EDB Entry/Update ETHF THF Entry/Update
IDOC Employee Documents IDTC Dept Time Collect
--- Payroll Audit Record --- EDAT Dept Adj Trans
IPAR Inquiry
IPAY Departmental Inquiry ------ CSER Subsystem ------
---- Abeyance Data Base ---- EFCR Encumbrance Entries
SPCL Special Processes ----- Central Office ----
---- History Data Base ----- EDEM Misc. Deduct. - Mass
IHDB Record Inquiry/Update --- System Administration --
IHIS Personnel History UCSA Entry/Update
IHHR History Documents
-- Employment Verification -
IVER Verification
Next Func: ID: Name: SSN:
===>
F: 1-Help 2-Jump
F: 12-Exit
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Department Time Collection
The function IDTC-Department Time Collection is the main function that
will be used to enter time for employees. IDTC allows the department to produce
a checklist
of all employees who are due to be paid for a certain pay period and also allows
departmental preparers to access a roster in order to enter the hours an
employee worked or used leave. In order for an employee’s record to be listed on
the check list or the roster, the information on the EDB must match the
selection criteria entered on the Time Collection Criteria Screen and the Time
Reporting code on the employee’s record must indicate that the employee is paid
via on-line time reporting. The two time codes that indicate on-line time
reporting are "R" which indicates that the employee is paid on an exception
time basis (generally those employees paid on Sub account 1 or 0) via on-line
time reporting and "Z" which indicates that the employee is paid on a
positive time basis via on-line time reporting.
Most employees on campus will be paid via on-line time reporting. There are
some units at UCLA that submit pay transactions on a tape or through a line
transfer. The time codes on the EDB for these employees may be "P" or "R".
Employee records which have a time code of "P" on the EDB will NOT be displayed
on the roster or checklist. If an employee name is not displayed on the check
list or roster, EDB Inquiry screens should be reviewed to make sure the
employee’s record matches the selection criteria and the time code on the record
is either "R" or "Z". If a correction needs to be made to the information on the
EDB, consult with the EDB preparer and process the correction (or have the EDB
preparer process it). Corrections/changes to the EDB will not be reflected
immediately on the roster -- it will take until the next day for a change to the
EDB to reflect on the roster.
Department Adjustment Transaction Menu
The function EDAT-Department Adjustment Transaction menu will be
accessed in order to process corrections or adjustments to employees’ pay
records. Corrections can be made for additional pay, late pay, reductions in
pay, rate adjustments, leave usage, leave balances, and incorrect FAUs using the
functions listed on the EDAT menu. Transactions can be entered at any time as
long as they are entered by the deadline to process the transaction for a
particular payday. The EDAT menu can also be used to process special check
requests.
Note: You may come across a printed version of this manual in your
office or department. This on-line version has been updated substantially since
the printed manual was last produced and it reflects more current policies and
procedures. Any remaining copies of the printed version of the manual are
obsolete and should be discarded.
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