Late Time Payment/Pay Reduction (EDLR)

This screen is the only Adjustment Transaction screen on which more than one type of transaction can be processed simultaneously for one employee. You can process both a late time payment and a pay reduction for the same employee via this screen.

Late Time Payments (LX transactions): To schedule payment(s) for time not previously reported for a prior or current pay period. Payment of late time requires that a corresponding distribution is present in the EDB employee record and that you identify this distribution number when preparing the adjustment transaction.

Pay Reduction (RX transactions): To reduce the amount of regular time payment, overtime, or a reported amount in a prior or current pay period. Pay reductions are usually to recover overpaid time from current or prior pay. Processing a pay reduction does NOT require that a corresponding distribution is present in the employee record. Recovery of overpaid time may be for a period which has since passed its ending date. Note that if the distribution is still in the employee record, entering it provides for easier preparation of the transaction and a better audit trail for future reference.

NOTE: Successful scheduling and update of an RX transaction does not guarantee it will be processed in the targeted payroll compute cycle. There must be equal or greater gross pay in the same compute cycle against which the reduction can be processed.

Step-by-Step Instructions
1	Obtain written pre-approval of the late time pay or pay reduction and keep it for audit.
2	Consult payroll calendar for pay cycle and timesheet deadline.
3	From the PPS Main Menu, type EDAT in the Next Function field. ENTER. This will take you to the Dept. Adjust. Transaction Menu.
4	From PPS EDAT (Dept. Adjust. Transaction) menu: Type EDLR in Next Function field. Enter Employee ID or Name (last name comma first name with no spaces). Do not use both.
5	Tab to Pay Cycle and type MO, B1, or B2. This is the pay cycle in which the transaction will be processed. Type Pay End in format MMDDYY. This is the pay period end date that corresponds to the pay cycle entered above. ENTER. This will take you to the Late/Reduce Pay (EDLR) screen.
6	Verify ID, Name, Pay End, Check Date, and Pay Cycle. To facilitate data entry, first attempt to load transaction data in the screen fields by retrieving employee distribution data from the EDB.
7	If you do not know the distribution number: Tab to any field after Seq:, (generally Tr: or Per End) Type "." Press F9 Jump key. This will take you to the Next Function field Enter IAPT in the Next Function field. This allows you to view the employee's appointment/distribution information. Note the distribution number to which the payment applies. Press F12 to exit back to the EDLR screen. Tab to the field with "." and space it out.
8	If you do know the distribution number: Press F9 Jump key. This will take you to the Next Function field. Tab to the command line (===>) in the footer. Type R and the distribution number to which the payment applies, i.e. R 10 (space between the R and the distribution number). ENTER. This will load the distribution data from EDB into the appropriate fields on the EDLR screen. OR Enter R beneath the C on the left side of the screen and next to the Seq. Number. Tab to DST and enter the distribution number to which the payment applies. ENTER. This will load the distribution data from EDB into the appropriate fields on the EDLR screen.
9	If you cannot retrieve data from EDB, enter data as follows: Tab to Tr field (this is a required data entry field). Enter transaction type RX or LX. RX (Reduced Time) which is a negative payment. LX (Late Payment) which is a positive payment. Enter Per End date in the format MMDDYY. This is the pay period in which the pay was earned and is independent of the pay period ending date and pay cycle entered when scheduling the transaction and on which the payment will be made. Enter Pay Cy in the format M or B. In Dst field, enter distribution number on which you are making payment. In E field, enter Employee Relations Code indicating the employee designation/status for the purpose of collective bargaining. This is not a required field. In T field, enter code indicating the type of appointment. For valid codes, press F1-Help. This is not a required field. In D field, no entry is required. This field is not currently in use. In Ttl field, enter Title Code indicating the position or classification title for the appointment as entered in the employee's EDB record. In C/A/SA/O/SO/P field: Enter Chart (1 digit). This is a required field. Enter Account (6 digits). This is a required field. Enter Sub Account if desired (5 digits). Otherwise, tab to next field. Enter Object (4 digits). This is a required field. Enter Sub Object if desired (3 digits). Enter Project if desired (10 digits). Otherwise, tab to next field. In Rate field, enter rate for applicable distribution. Enter an hourly rate, a monthly rate, or a by-agreement rate. The system will fill hourly rates with four decimal places and monthly and by-agreement rates with two decimal places. (For example: enter $6.10 as 6.1 enter $1,200 as 1200.) In AH field, enter code indicating whether pay is salaried (%), hourly (H), or by-agreement (A). Note: This field must be consistent with the amount entered in the Rate field. In WSP field, enter code indicating employee's Work Study Program award status, if applicable.
10	Enter data in required fields after retrieving EDB data. Tab to the Tr field. Enter transaction type RX or LX. RX (Reduced time) which is a negative payment. LX (Late payment) which is a positive payment. Enter Per End date in the format MMDDYY. This is the pay period in which the pay was earned and is independent of the pay period ending date and pay cycle entered when scheduling the transaction and on which the payment will be made. Enter DOS ( Description of Service) indicating the type of service for which payment is rendered. This field is the first of three possible DOS fields on a single payment line. If data was retrieved from EDB, this field will reflect EDB information, usually REG. Complete this field, if necessary, for payment types other than overtime or leave time. (e.g. REG, HON, BYA) If no time is to be entered, space through the field to clear it. In Time field, enter amount of time on pay status expressed in hours or percent of month. Enter hours to two decimal places for an hourly rate (e.g. 22 hours is entered as 22.). Enter percent up to four decimal places for a salaried pay rate (e.g. 25% is entered as .25). This is a required field only when regular time DOS field is a rated payment type. No entry is required for an amount type payment - that is, when DOS is non-rated (e.g. by agreement). In H% field, if Time field is blank, leave this field blank or space through it to clear the field. If Time field is completed, enter or verify either H or %. This indicates whether the total regular time on pay Status is expressed as an hourly rate (H) or as a percentage of a salaried (monthly/biweekly) pay rate (%). In next DOS field(s), enter overtime or leave reporting payment types CTO, CTA, VAC, VLA, SKL, SLA, TOC, OTH, OTS, OTP, TRM. Enter time in Hr: field. Enter time with up to two decimals. System will zero fill after the decimal if you do not enter two.
11	Compare data on screen to source document. Make changes as necessary.
12	Press ENTER to perform edits. Messages are displayed on the command line at the bottom of the page. If F6-Nxt Msg appears in the screen footer, press F6 to see additional messages until "End of message list" appears. There are two common error messages. These refer to the Employee Relations Code and the Appointment Type. These are the only messages that can be routinely disregarded. Make corrections to clear error messages. Press F5 to update. Once this transaction is updated, it cannot be altered.
13	Enter comments including description of transaction and your name and phone number on PAN screen.
14	Press F10 to add additional reviewers to receive PAN. Press F11 to view notice that will be sent to reviewer. Press F5 to send PAN and return to EDLR screen to view transaction.