Job Aid Submit a Direct Retro at UCLA

Transcription

1 October 10, 2018 UCLA UCPATH Job Aid Submit a Direct Retro at UCLA Submit a Direct Retro Use this to submit a direct retro transaction. Direct Retros are used to move salary expense in UCPath from one or more fund sources to another fund source(s). NOTE: UCPath will only allow you to move salary that was processed in UCPath. Salary processed in PPS can only be moved using PPS. Considerations: PPS Expense Transfers For payroll processed in PPS users must enter expense transfers in PPS. This may change come the end of the 2019 Fiscal Year. Steps: Navigation: PeopleSoft Menu > Payroll for North America > Payroll Distribution > UC Customizations > Process Direct Retro Step 1. When you navigate to the Process Direct Retro component, the system displays the Find an Existing Value tab. Begin the steps for entering a direct retro transaction on the Add a New Value tab. Click the Add a New Value tab. 2. Notice that the Run Control ID displays a default value of NEW. You cannot update this value; when you successfully submit the transaction, the system automatically assigns your request a Direct Retro ID number. 3. Click the Add button.

2 Step 1 Step 3 Step 4. Enter the appropriate date range into the Earning End Dates section to locate the pay distributions you want to update. The system defaults the begin and end date of the current fiscal year. You can enter a direct retro that spans multiple Pay Periods by expanding the date range. 5. Enter the employees UCPath ID number in the Empl ID field. Use the Prompt button (Magnifying Glass) to search for a list of employees. 6. Click the prompt on the Empl Record field to locate appropriate job. 7. Click the Search button when you are ready to retrieve the payrolls processed for this employee using the Begin and End Dates you selected. Step 4 Step 5 Step 7 Step 6 Step 8. The system displays a list of available payrolls (within the date parameters you entered). In this example, there is only one Payroll available to select for this employee.

3 Step 9. Click the Selected checkbox for each payroll you are looking to adjust. 10. Click the Save button. 11. After you click Save, if there are no errors, the system displays a unique Direct Retro ID at the top of the page. Upon successfully saving the transaction, no one else can make changes to the employee's pay period data until this transaction is complete and updates are made to the distribution lines. If necessary, you can click the Cancel button to cancel the request without submitting for processing, and the periods become available for updating. 12. Click the Run button to have UCPath retrieve all the Salary related details. Note: This may take a minute or so to retrieve and build the direct retro page. Step 12 Step 9 Step 10 Step 13. The Direct Retro Page will appear.

4 Step 14. UCPath will display the Salary Expense that was charged for each Pay Period you indicated in step 9. If you selected more than one Pay Period in step 9 then UCPath will store each pay period in a different display. Click the Arrows to move back and forth between each Pay Period. There is only one pay check earnings period within the example shown here. When you select multiple pay runs, best practice is to use the View All functionality, which displays all individual pay periods into a single list. 15. The Old Data section displays the fund sources that were charged. 16. The New Data section is where you will identify what the fund sources you want to charge. Enter, change or remove the Fund Sources in this section. The Sub Override field is used to override the default values of 00 for Faculty and Academics and 01 for Staff. You do not need to provide 00 or 01. UCPath will always use 00 for Faculty and Academics. Staff will default as 01. There are some academics that could be 02. Under that situation select 02 so that the system will override Sub 00 with Sub Click the Add or Delete Row buttons to insert or remove fund sources. UCPath requires that you account for all the dollars charged by Ern Cd. For example, if there was $3,000 in REG earnings on one fund source and you wanted to split the fund sources then you will need to account for the $3,000 dollars across both fund sources. 18. Click the Check Balance button to confirm that you have accounted for all of the salary expense for each Ern Cd. You will not be able to submit your request until you have accounted for all of the Salary Expense. NOTE: When the old data total does not match the new data total, the system displays an error message. The earnings must balance in order to save or submit.

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6 Step 19. Click in the Initiator Comment field and enter details related to this update. 20. Click the Expand section Questionnaire button. Step 19 Step 20 Step Provide answers to the questions/requests as appropriate. The system reviews the transaction for certain conditions. If the transaction meets the conditions for being a high-risk transaction, the questionnaire is required data entry. 22. To attach supporting documents, click the Add Attachment button to begin the steps for attaching a justification document. 23. Next, enter the reason for the update. Click the button to the right of the Reason Code field. 24. When are you finished making updates, click the Save button. 25. If there are no errors, you can submit the transaction for review and approval. When you are ready to submit the funding entry for review and approval, click the Submit button.

7 Step 22 Step 23 Step 25 Step 24 Step 26. You have submitted a Direct Retro for Approval End of Procedure!