Payroll Office News for June 2017

Sent to the PPS-Update mailing list on June 5, 2017

Deadlines for Requesting June Final Pay:
Identify Employees Separating on or Before June 30, 2017

Because June is a particularly busy month for renewing employee appointments and processing separation actions in the Payroll/Personnel System (PPS), the Payroll Office requests that every department make an effort now to identify employees who have approaching separation dates or appointments that will not be renewed beyond June.

The official monthly pay date for June earnings is June 30. Monthly paid employees separating before June 30 will require special handling to produce their final pay.

  • For a Separation Date Before June 19, 2017

You must request the final payment through the Rush Check Request Process by 2 p.m. three days before final pay is required. This will allow sufficient time to process a correct payment for your separating employee.

  • For a Separation Date After June 19, 2017

Due to the anticipated high volume of separations during the last week of June, departments must request the final payment through the Rush Check Process by Friday, June 16th, to ensure proper processing of these final pay.

Please follow the established final pay procedures, including processing a SEPS bundle, reporting any final hours due, and requesting final pay to be prepared. Also, please follow the established final pay and separation procedures for student employees whose appointments are ending in June. Every separation is unique; so if in doubt, please contact Nabila Khalil at 824-6821 for assistance with your particular situation.

Biweekly Student Employees Separating in June

To avoid any issues with getting your student employees their final paycheck, all departments should determine now which biweekly student employee appointments will be ending on or before June 30. Note that, unlike past years, you SHOULD separate student employees even if they are returning in the summer or fall. Request final pay using the Rush Check Request Process no later than 2 p.m. three days before final pay is required.

Fix Blocked Transactions Before the Payroll Compute

Changes to your appointments and distributions on the Employee Database (EDB) can cause IDTC roster transactions to be blocked by PPS. To ensure your employees get paid on time, the Payroll Office advises payroll processors to review their IDTC rosters for unexpectedly blocked transactions on the last day of a pay cycle before all valid (non-blocked) payroll transactions are computed in PPS.

The last day of each pay cycle is listed in the PPS Deadlines in the “Last Day to Update EDB or make EDAT Adjustments” column. On these days, we recommend logging into PPS to check the IDTC (Department Time Collection) screen for transactions labeled as blocked. If hours have been blocked or are not present, PPS will allow you to process a late payment that day until 5 p.m. Have questions about blocked transactions? Contact the Payroll Office at payroll@uci.edu.

Accessing Payroll Reports on EDL

All current and historical PPS reports are stored on the Electronic Document Library (EDL) and can be downloaded as PDF files. You can view and search the PDF reports in Adobe Acrobat and print individual pages or full reports locally as needed. For users who haven’t used EDL in the past, OIT has several resources online:

Payroll Deadlines for Fiscal Year-End Close

The Accounting Department recently released this year’s fiscal close instructions and deadlines. All of the information is available on the Fiscal Closing website. Included in the instructions are a number of significant payroll deadlines. Below are the fiscal closing deadlines related to payroll:

June 21

Time Reporting Deadline for Bi-Weekly Payroll Ending 06/17/17 (B1)

Last day to enter leave usage for period 6/4 – 6/17 on the biweekly IDTC roster.

June 21

EDB Deadline for Monthly Payroll Ending 06/30/17 (MO)

All new hires, reclassifications, promotions, rate changes, and funding changes for automatically paid monthly employees must be entered into the EDB by this date to be reflected on the 07/01/17 check date.

June 22

First Deadline For Payroll Expense Transfers, Late/Reduce Pay, and Additional Pay Adjustment Transactions

In order to be reflected in June payroll ledger, these transactions should be prepared and scheduled for processing no later than June 22, using Pay Cycle "B1" and Pay Period End Date "061717" in the EDAT submenu within PPS.

June 23

Time Reporting Deadline for Monthly Payroll ending 06/30/17 (MO)

Last day to enter May 2017 leave time usage for monthly employees using the Leave Roster section of the Time Collection (IDTC) screen.

June 26

Second Deadline for Payroll Expense Transfers,  Late/Reduce Pay, and Additional Pay adjustment transactions

In order to be reflected in June payroll ledger, these transactions should be prepared and scheduled for processing no later than June 26, using Pay Cycle "MO" and Pay Period End Date "063017" in the EDAT submenu within PPS.

July 3

Third Deadline for Payroll Expense Transfers and Last Chance for Late/Reduce Pay, Additional Pay adjustment transactions, and June 2017 Z payments for the School of Medicine

In order to be reflected in June payroll ledger, these transactions should be prepared and scheduled for processing no later than July 3, using Pay Cycle “XX” and Pay Period End Date "060117" in the EDAT submenu within the Payroll/Personnel System (PPS). This is the absolute last Pay Cycle to be used for Late/Reduce Pay and Additional Pay Adjustment to be included in 2016-17 business. Any payroll that is not paid out by the July 3 XX cycle deadline will not be accrued into the 2016-17 fiscal year.

July 5

Payroll Expense Distribution Ledgers (PPP5302) in EDL

June 2017 Activity. Online viewing and download will be available on July 5 from EDL. (Includes accrual for the June B2 payroll cycle.)

July 6

Final Deadline for Payroll Expense Transfers

In order to be reflected in June/July payroll ledger, these transactions should be prepared and scheduled for processing no later than July 6, using Pay Cycle “XX” and Pay Period End Date "070317" in the EDAT submenu in PPS.

Reminder: Only Payroll Expense Transfers encoded with a Pay Period End Date of 06/30/17 or earlier will be processed into the June/July payroll ledger. DO NOT process any other transactions on this cycle (LX, RX, AP, FT). THEY WILL BE DELETED.

This is the absolute last Pay Cycle to be used for expense transfers to be included in prior year business. Ledgers will be updated with these payroll transactions on July 7.

July 7

Payroll Expense Distribution Ledgers (PPP5302) in EDL

Online viewing and download will be available on July 7 from EDL.

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