ERS v11.0 is live at UCLA on May 21, 2018 Supports UCPath and PPS Earnings Presented by Faye Isaacson May 23, 2018 Agenda Overview Starting May 21, 2018 these changes are visible in ERS version 11.0 Payroll Detail Hybrid report headings
Correction to Late Pay bugs Enhancement for processing unrecognized earnings Starting ~October 1, 2018 these changes will be visible when UCPath goes live and the new interface I129 loads earnings into ERS Q&A Overview ERS version 11.0 works with earnings from either UCPath or PPS Fundamentally the same system
No changes to calculations Percentage of effort is the same Effort Reports are the same, Certification is the same The major difference Earnings from UCPath are different from PPS earnings Differences are visible in the Payroll Detail Report Extras - Version 11.0 includes 3 bug fixes and 1 enhancement for late pay transactions Timing
5/21/18 ERS version 11.0 is up and running at UCLA Immediate Changes in ERS visible May 21, 2018 Payroll Detail Hybrid report headings Examples of Payroll Detail Report Correction to Late Pay bugs Enhancement for processing unrecognized earnings Payroll Detail Report with new hybrid (PPS and UCPath) Headings
ERS 10.12 Previous version Headers / Columns Pay Period Pay Cycle Code FAU DOS Code Trans Code Title Code Pay Rate Rate Type Paid % Derived % Weighted % Pay Category Time Code Pay Cycle End Date ERS 11.0 New version Headers / Columns Pay Period Pay Cycle Code FAU
Earn / DOS Restate / Trans Job / Title Comp / Pay Rate Basis / Type Pay Amount Paid % Derived Effort % Weighted Effort % OTC Ind Pay Cat Time Code Pay Cycle End Date Payroll Detail Report with new hybrid (PPS and UCPath) Headings ERS 11.0 New ERS 10.12 and previous
New Payroll Detail Report with Hybrid (PPS and UCPath) Rollover Headings Correction to Late Pay Bugs Correction #1 for processing unrecognized earnings: (Ticket EBE-90) Unrecognized earnings were cleared and the status changed to Open even though all the lines were certified Added to ERS 11.0 as new requirement In the case of an unrecognized earning and a previously certified effort report: If the unrecognized earning becomes recognized (because the matching FAU has been added to the FS table) and is applied by ERS below the line as an excluded earning (not effort bearing), there should be no change to the certification i.e., the report should stay certified. (Previously existing requirements) If the earning becomes recognized and the newly recognized earning is applied above the line, the report should remain certified as long as the earning applied keeps the report within a 1% tolerance. The report should reissue as long as there is more than a 1% change when the earning is applied.
Correction to Late Pay Bugs (Cont.) Correction #2 Set status to Exception when percentage is negative (Ticket EBE-95) Negative Percent due to an overpayment credit on a federal project ERS had incorrectly assigned a status of Not Required to an effort report. Correction to Late Pay Bugs (Cont.) Correction #3 Eliminated erroneous re-issued status on certified report with multiple certifications after late pay (Ticket EBE-110) Late pay changed report status to Re-issued but all lines are still certified (line-certification) Issue: After late pay, ERS correctly kept the project lines certified, but incorrectly re-issued the report. After the coding correction was applied, ERS now recognizes all lines are certified and retains the effort report status (same status as prior to late pay processing) Note: The programming correction for EBE-110 is believed to also have satisfied UCLAs requested enhancement, EBE-92. (Ticket EBE-92) Leave the report status at
Certified/AdjustReqd after a late pay job, when the percentages do not change Enhancement for processing Unrecognized Earnings Optional feature in the ERS 11.0 Configuration File ERS receives earnings records from the PPS payroll system. ERS labels an earning unrecognized if the FAU in the earning record does not exist in the ERSFundingSource table. This can happen 2 ways: 1) The Funding Source table (FS interface) is loaded to ERS at a different time than earnings are loaded 2) The PPS payroll system does not edit for FAUs and an erroneous FAU may be caused by a fat finger entry Currently, when effort reports are built (at the beginning of the ERS report certification period) all earnings are categorized into one of the following categories; sponsored projects (effort requiring certification), other sponsored projects, non-sponsored activities, and unrecognized earnings. When an unrecognized earning is encountered, it must be cleaned up (ie earning removed or funding source created) and the effort report rebuilt. This new optional feature gives the campuses the option to stop unrecognized earnings becoming part of an effort report. When the PAR interface receives earnings records from PPS, it will check for an unrecognized earnings. If an unrecognized earning is received, it will tag earning record as unrecognized and send an email notification to the campus ERS administrator (as defined in the ERS config file). The unrecognized earning will sit in the ERSEarnings table until a ERSFundingSource record (with matching FAU) is found. Additionally, a lag days column will be added to the ERS Config file. This will prevent the unrecognized earning being reported to the campus for X days, giving a new FAU time to reach the ERSFoundingSource table. When the FAU reaches the ERSFundingSource table, the unrecognized earning will be released. The earning will then
be either picked-up in the next ERS build cycle or processed by the ERS LatePay job. Enhancement for processing Unrecognized Earnings There are options to send notification emails either immediately or after aging them a number of lag days. This new optional enhancement should be tested before turning it on. Changes when UCPath goes live ~Oct 1, 2018 and new interface I-129 loads earnings into ERS DATA IS DIFFERENT FROM UCPATH PPS DOS Codes vs UCPath Earnings Codes PPS Transaction Codes do not exist in UCPath - UCPath Salary Cost Transfers
How vacation, sick, jury duty, military pay, etc. is paid in UCPath (Major Change) Employee Reduction in Time (ERT) and Phased Retirement (RPT) will not come over to ERS and will not be associated with an FAU UCPATH edits FAUs FAUs with issues will contain a literal Salary Cap Biweekly earnings when pay period spans 2 months
PPS earnings are limited to $99,999.99. UCPath earnings have no size constraints How to search by Home Department PPS DOS Codes vs. UCPath Earnings Codes DOS Code to Earn Code is not always a 1-to-1 conversion Retro Earn Codes begin with 9. From UCPath Master Earn Code List last updated 5/14/18 DOS Code Retro Earn Code Earn Code Earn Code Description
Stipend-Post Doc SPD PPS DOS Codes vs. UCPath Earnings Codes Off-Quarter DOS Codes, Earn Codes, and Retro Earn Codes must be maintained up-to-date in the ERS DOS Code Table From UCPath Master Earn Code List last updated 5/14/18 Primary Earn Code DOS Codes Retro Earn Code ACA, APA AMN, AFN ACR, AAC, ARC ACA
9DC 9AF Long Description (30 Char) Additional Comp-Admin Additional Comp-Gen-No RTMT Additional Comp-Research Additional Comp-Summer SessionDCP Additional Comp-Teaching Additional Comp-General Additional Comp-FY Research UCLAs current Off-Quarter codes in the ERS DOS Code Table Code AAC ACA ACM ACR ACS
ACT APA ARC SSC 9AC 9CC 9TC Period_Type O O O O O O O O O O O O
It appears the following Earn Codes and Retro Earn Codes need to be added to UCLAs DOS Code table For ACM: Add ADC, 9DC For SSC: Add 9CS Is this Off QTR? PPS Transaction Codes will not exist in UCPath PPS Transaction Code AP AU C2 E1 E3 FT H2 LX O2 RA RX
R2 ST TE TX Additional pay Automatic pay Cancellation Expense transfer 1 Expense transfer 3 One-time payment Hand-Drawn Late time or leave Overpayment Retroactive pay Reduction in pay or leave Rush Check
Payment in lieu of notice Exception time Positive time Equivalent in UCPath? Restatement Flag Identifies Salary Cost Transfers Retro Earn Code No No Only as Restatement Flag Only as Restatement Flag No No No No No No No
No No No N= Normal N N R (Reversal from Prior FAU) Y (Restatement to Correct FAU) N N N N N N N N N N Most Transaction Codes are not needed as the information is inherent in the UCPath Earnings Code
Roughly equivalent E1 / E3 and Salary Cost Transfers Replaced by Restatement Flag in UCPath R (Reversal) is equivalent to E1 Y (Restatement) is equivalent to E3 Roughly equivalent - Transaction Code AP (Additional Pay) Additional pay amount will be represented by Retro Earn Codes like 9RG UCPath Salary Cost Transfer Example of UCPath Salary Cost Transfers Restatement Flag R reverses the 1/31/18 and 2/28/18 earnings Restatement Flag Y restates the earnings to a different FAU Restatement Flag N indicates transaction is not a SCT How Vacation, Sick, Jury Duty, Military Pay, etc., Is paid in UCPath This is the Payroll Register Report from the PeopleSoft (UCPath) Payroll system Regular pay is reduced and vacation, sick, etc., earnings are paid LNF is a new Earn code Leave-No Pay-FMLA Salaried How Vacation, Sick, Jury Duty, Military Pay, etc.,
Is paid in UCPath UCPath Sick and Vacation earnings in ERS 11.0 will go Above the Line PPS Sick and Vacation earnings in ERS 11.0 continue to go Below the Line (Major Change) ERT and RPT Earn Codes will not come over to ERS and do not have a FAU Employee Reduction of Time (ERT) Phased Retirement (RPT) These Earn Codes do not add to gross in UCPath These earnings are netted with REG in UCPath so ERS will not receive ERT or RPT Earn Codes The ERT and RPT Earn Codes are not associated with a FAU ERT and RPT are visible in the UCPath Payroll Register Report and can be queried from DDODS (Major Change) ERT and RPT Earn Codes will not come over to ERS and do not have a FAU ERIT (ERT) does not add to gross (Major Change) ERT and RPT Earn Codes
will not come over to ERS and do not have a FAU ERIT (ERT) does not add to gross (Major Change) ERT and RPT Earn Codes will not come over to ERS and do not have a FAU Phased Retirement (RPT) does not add to gross UCPath edits FAUs FAUs with issues will contain a Literal If UCPath encounters errors when attempting to charge/use FAUs, it identifies the issue by placing a literal in the Project Code Chart field. Note: Other campuses may place the literal in a different chart field. Org/Depts. will leverage the General Liability Redirect Accounts to monitor incorrect funding charges: Org/Depts. will be provided 3 Default/Suspense account defaults, identified by Project Code. FUNDNG ENDDTE COMBO Org/Depts. will utilize Payroll reports to identify charges to their Suspense Account. Org/Depts. will manage all charges to their Suspense Accounts, i.e., make funding changes and/or Salary Cost Transfers when necessary. Note: UCPath will be using the same General Liability Redirect account that each department has today. The Project field will be leveraged to identify the issue. The 3 types of issues identified by the Project field are:
Department Level Funding: FAU charged when no funding exists at the JED, paysheet (T&A) or position. GLR Account/CC, Fund and PROJECT CODE = FUNDNG Suspense Level: FAU charged when no funding exists at the Department Level or Funds Expired. GLR Account/CC, Fund and PROJECT CODE = ENDDTE Edit Error: FAU charged when a combination code (FAU) is determined to be invalid at time of compute/confirm. GLR Account/CC, Fund and PROJECT CODE = COMBO Salary Cap with I-129 Data NOTE: At this time, UCPaths handling of vacation earnings when an employees earnings exceed the salary cap is still being worked out. The change is expected to be tested and in place for the Oct 1, 2018 go live 3 5 1 4 6
2 1 and 2 Over-the-cap Indicator is populated only if earnings have exceed the salary cap 3 Salary Cap is stated as a monthly amount 4 Amount over the cap 5 Derived Effort Percent is the total of all effort #5 and #6 6 DEP is 0% Other Data Differences between PPS and UCPath Title Code is now Job Code. (The UCPath field is larger. It contains the same number value but with 2 leading zeroes) Pay Rate is now Compensation. Pay Cycle Code is now M instead of MO and 1,2,or 3 instead of B1, B2, B3
Rate Type is now Basis / Paidover ERS determines excluded earnings from Time Code and Pay Category Both Time Code and Pay Category values in the earnings record have to be true (both have to be yes) for the earning to be effort bearing. If either value is not true, the earning is considered not effort bearing and is reported below the line in the Payroll Detail report in the Excluded Earnings section. Biweekly Earnings when Pay Period spans 2 months Examples of biweekly earnings transactions that span 2 months: Pay period 1/28/18 - 2/10/18 Pay period 2/25/18 3/10/18 1 transaction contains earnings from 1st month, 1 transaction contains earnings from 2 nd month PPS Earnings are limited to $99,999.99 UCPath has no size constraints
If an employees earnings in PPS exceeded this amount PPS would create multiple earnings records ERS was developed to work with PPS so it also had this earnings constraint ERS 11.0 has been modified to remove the size constraint in order to process UCPath earnings records of $100,000 or more. How to Search by Home Department in ERS version 11.0 In PPS, some locations have used a 4 character HR Home Department field. In UCPath, the field is 6 characters so 4 character Home Departments will have 2 zeroes added to the end of the value. For example, 1234 will become 123400. The advantage of adding a suffix of 00 is the current department number(s) will be very recognizable to ERS users.
How to Search by Home Department in ERS version 11.0 In the example below there are 2 Home Departments with the same name: Medicine- Cardiology. 1553 (PPS value) and 155300 (UCPath value with 00 suffix) Both values represent the same Home Department. Employees with the 6 character code have had transactions processed by UCPath. Employees with the 4 character code only have transactions processed by PPS. To ensure all of the employees in the department are displayed, select both codes in the filter results or enter multiple department codes in the top section. Q&A 32
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