Transfer Example – UPAY 646 (Paper Form) - Payroll Services - UCLA

Transfer Example – UPAY 646 (Paper Form)
To begin, pull up the information on the transaction with the incorrect FAU. One source of information that can be used to see how the transaction was
actually processed is the PPP5302 - Distribution of Payroll Expense Report.
PPP5302/PPP530 /070196
RETN: SEE RPTS DISP SCHEDULE/DIST.
PROCESS MONTH: APRIL
ACCOUNT TITLE
PAYROLL
L
IN
NO
E
01
02
03
-PAR--
C D
T I
L S
346006
325005
304002
EMPLOYEE NAME
SUBACCOUNT 1
ASSISTANT,ALEXANDER
LAYOFF,LARRY
TRANSFER,TAMARA
FUND TITLE
GENERAL FUNDS 4-660525- -19900-
EMPLOYEE
I.D.
553817402
554305902
075901995
TTLE
CODE
7618
4723
7617
PERIOD
END
DATE
043007
043007
043007
OBJ
CODE
1110
1110
1110
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PAYROLL PROCESSING
DISTRIBUTION OF PAYROLL EXPENSE
DOS TIME PAY
RATE
REG
REG
REG
1.0000%
1.0000%
1.0000%
3240.00
2614.00
3775.00
A
D
J
GROSS
EARNINGS
3240.00
2614.00
3775.00
MAIL TO: PAYROLL
10920 WILSHIRE
141648
P
L
A
N
U
U
U
RETRMNT
MATCHNG
CONTRIB
FSS/SMSP
.00
.00
.00
UCLA
FEE
REM
IAPOF
.00
.00
.00
OASDI
MEDCR
247.86
199.97
288.79
DENTAL
VISION
HLT/OPEB
ANNU
519.69
193.77
288.79
UI/
GSH
5.83
3.83
5.31
WC/
ESP
GSPF2
29.81
24.05
34.73
LIFE
UCNDI
OPFR
12.03
12.03
12.03
PAGE NO: 002117
RUN DATE 04/05/07
ET MO: 0710 PG: 02117
IAP/
LEAVE
319.14
221.93
291.81
3565
TOTAL
BENEFTS
1134.36
656.46
1008.36
CURRENT MONTH
9629.00
2799.18
PRIOR PERIOD ADJ
.00
.00
***DEPARTMENTAL
CHARGES
MADE
TO LED
GER
9629.00
2799.18
Almost of the fields needed to complete the single transfer transaction (highlighted above) can be found on the PPP5302 which is why it is a good
source of information. For this example, the first two employee records displayed above were paid in error on sub 1. The correct sub is 2.
Processing the Expense Transfer
In order to determine whether the expense transfer can be processed on-line or not, the current PPS schedule should be consulted. For this example,
today is 6/23/08. The last day to process an expense transfer for the ETMO of 0710 is 06/05/08 so the transfer CANNOT be processed online.
January to June 2008
Payday
Pay
Cycle
Pay Period
Roster
Available
& Monthly
Maintenance
(MM)
Last Day to...
Submit
UPAY646
Form to
Payroll
Update
EDB &
Affect
Roster
Enter
Time
on the
Roster
PAY COMPUTE*
IPAY
Screens
Available
05/14/08 BW B1 04/20/08 - 05/03/08 04/29/08 MM 05/02/08 05/06/08 05/07/08 05/08/08 05/09/08
05/28/08 BW B2 05/04/08 - 05/17/08 05/12/08 05/15/08 05/19/08 05/20/08 05/21/08 05/22/08
05/30/08 MO MO 05/01/08 - 05/31/08 05/12/08 05/16/08 05/20/08 05/21/08 05/22/08 05/23/08
06/11/08 BW** B1** 05/18/08 - 05/31/08 05/27/08 05/30/08 06/03/08 06/04/08 06/05/08 (ETMO:0710) 06/06/08 R
Month
Transactions
Should Appear
on PPP5302
May 08(ETMO:0811)
Page 1 of 2

Since the deadline for processing the expense transfer online has passed, the UPAY 646 form must be completed. Note: The example below is shown
on the form in use when the transfer was processed. For the most current version of the UPAY 646 Payroll Expenditure Transfer form, please consult
the Payroll Services Forms page.
1 EMPLOYEE ID 9 PPP5302 DIST OF PAY EXP.
TRANSFER FROM
EMP APPT TITLE PAY PERIOD END DESC
H
ORIGINAL GROSS
ET MO
ET PG
ETLN LOC ACCOUNT COST CENTER FUND
PROJECT SUB REL TYPE DUC CODE MM DD YY SERV TIME % PAY RATE CYC RAI EARNINGS
S
87 90 12 16 17 18 19 20 25 26 29 30 34 35 40 41 84 85 86 50 53 54 55 56 57 58 59 60 62 63 67 68 69 75 91 92 76 82 83
553817402
1 2 SEQUENCE NO 6 10
C
E1
1 2 SEQUENCE NO 6 10
C
E2
1 2 SEQUENCE NO 6 10
C
E3
RETIREMENT
UCLA FEE REM
OASDI
DNTL/MED/OPT
UI /
WC / ESP
LIFE / UCDI /
IAP /
TOTAL
MATCHING CONTRIB S
IAPOF
S
MEDICARE S OPEB/BEN ADM S
GSH
S
GSPF2
S
OPFR
S
LEAVE
S
BENEFITS
S
20 FSS 25 26 27 32 33 34 39 40 41 46 47 48 52 53 54 58 59 60 64 65 66 71 72 73 78 79
TRANSFER GROSS
TRANSFER TO
R
EARNINGS
S LOC ACCOUNT COST CENTER FUND
PROJECT SUB C
19 25 26 27 28 33 34 37 38 42 43 48 49 57
1 EMPLOYEE ID 9 PPP5302 DIST OF PAY EXP.
TRANSFER FROM
EMP APPT TITLE PAY PERIOD END DESC
H
ORIGINAL GROSS
ET MO ET PG ETLN LOC ACCOUNT COST CENTER FUND PROJECT SUB REL TYPE DUC CODE MM DD YY SERV TIME % PAY RATE
CYC RAI EARNINGS
S
87 90 12 16 17 18 19 20 25 26 29 30 34 35 40 41 84 85 86 50 53 54 55 56 57 58 59 60 62 63 67 68 69 75 91 92 76 82 83
554305902
1 2 SEQUENCE NO 6 10
C
E1
1 2 SEQUENCE NO 6 10
C
E2
1 2 SEQUENCE NO 6 10
C
E3
PAYROLL/PERSONNEL
PAYROLL EXPENDITURE TRANSFER
UPAY 646 (R6/05) R1653
0710 02117 01
PLAN
19
U
EMPLOYEE NAME
Assistant, Alexander
HOURS/% OF TIME
TO TRANSER
1.0000
RETIREMENT
UCLA FEE REM
OASDI
DNTL/MED/OPT
UI /
WC / ESP
LIFE / UCDI /
IAP /
TOTAL
MATCHING CONTRIB S
IAPOF
S
MEDICARE S OPEB/BEN ADM S
GSH
S
GSPF2
S
OPFR
S
LEAVE
S
BENEFITS
S
20 FSS 25 26 27 32 33 34 39 40 41 46 47 48 52 53 54 58 59 60 64 65 66 71 72 73 78 79
REASON CODES (RC) - Enter Reason Code (from list below) in RC column (57) above for each transfer
completed. Explain fully in comments area, use a separate sheet if necessary and attach to back of this form.
3240.00
TRANSFER GROSS
TRANSFER TO
R
EARNINGS S LOC ACCOUNT COST CENTER FUND PROJECT SUB C
19 25 26 27 28 33 34 37 38 42 43 48 49 57
DEPARTMENTAL CERTIFICATION AND APPROVAL
DEPARTMENTAL
FEDERAL CONTRACT AND GRANT
*REASON CODE A
DEPARTMENT PAYROLL AND TIME RECORDS HAVE BEEN CORRECTED TO SUPPORT
*A. Late receipt of information that services were performed under the account being charged. One-time
APPROVAL SIGNATURE MUST BE PRINCIPAL INVESTIGATOR,
INDIVIDUALS AUTHORIZED TO APPROVE PERSONNEL ACTIONS
AND JUSTIFY THE ABOVE ADJUSTMENTS INCLUDING THOSE NECESSARY TO
expenditure adjustment, employee is not expected to perform services again under this account.
SUPPORT FEDERAL CONTRACT AND GRANT REPORTING REQUIRE
DEPARTMENT CHAIRPERSON OR OTHER ACADEMIC OFFICIAL.
MUST ALSO SIGN THIS FORM
B. Late receipt of information that services were performed under the account being charged. Employee is AUTHORIZED SIGNATURE DATE AUTHORIZED SIGNATURE DATE AUTHORIZED SIGNATURE
DATE
expected to perform services again under this account.
C. Other. Explain below.
MSO of Payroll 6/27/08
COMMENTS/EXPLANATION:
AUTHORIZED SIGNATURE DATE AUTHORIZED SIGNATURE DATE AUTHORIZED SIGNATURE
DATE
Employees were hired as casuals. They were paid on
sub 1 in error for the month of April. The EDB has
been corrected.
Page
1
of 1
Campus
Signature
Corp. Financial Services
CFS Preparer
Recording No. Prefix or Service No.
Telephone Extension
4 660525 19900 1 7618 04 30 07 REG 1.0000 % 3240.00 M 3240.00
247.86
519.69
5.83
29.81
4 660525 19900
12.03
319.14
1134.36
0710 02117 02 4 660525 19900 1 4723 04 30 07 REG 1.0000 % 2614.00 M 2614.00
PLAN
19
U 199.97 193.77 3.83 24.05 12.03 221.93 656.46
EMPLOYEE NAME
HOURS/% OF TIME
TO TRANSER
Date Prepared
6/23/08
UCLA
Prepared by
CFS Preparer
Department Name
55555
AUTHORIZED SIGNATURE DATE AUTHORIZED SIGNATURE DATE AUTHORIZED SIGNATURE
DATE
2 C
Layoff, Larry 1.0000 2614.00 4 660525 19900 2 C
RETN: ACCOUNTING 5 YEARS SUBJECT TO CONTRACT AND GRANTS REQUIREMENTS. OTHER COPIES 0-5 YEARS.
Note: Comments are important on expense transfers especially on Contract and Grant funds and should be entered in the Comments/Explanation Box.
Once the UPAY 646-4 has the appropriate signatures, it should be forwarded to Payroll Services at 10920 Wilshire Blvd, Suite 620 for processing.
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