PPS Schedule - Pay Compute

PPS Schedule - Pay Compute

February 25, 2014

Summary: When reviewing the PPS Schedule, the Pay Compute column is the most important date on the calendar. Here are some issues to consider when processing payroll by the pay compute date.

Since the pay compute date is the last day to process a transaction for a specific payday, here are some issues to consider:

  1. Last day to enter a new hire on the EDB. 
    The pay compute date is the very last date to enter a new or rehired employee on the EDB in order for a paycheck to be issued through the regular compute process.
    • If the new or rehired employee's time code is Z (positive time) on the EAPP screen, it is also necessary to process an EDAT transaction (EDAP or EDLR) in order for the employee to be paid.
    • If the new or rehired employee time code is an R (exception time) on the EAPP screen, no additional transactions will be necessary.
    • If the new or rehired employee is added on the EDB after the pay compute date, an EDAT transaction must be processed and forwarded to Payroll Services as a rush check request following the instructions in the PTR Manual, Section E9.
  2. Enter an EDAT transaction for a specific payday.
    All EDAT transactions entered on or before the pay compute date with the required information will be processed in that pay compute. Any transactions entered after this date will be rejected by the system.

    For example, if an EDAP transaction is entered on 03/06/13 for the B1 pay cycle with a 03/02/13 pay end date, it will be processed in the pay compute for 03/07/13. However, if that same transaction is entered on 03/08/13 for the same pay cycle and pay end date, it will not be processed. An error message will appear requesting another pay schedule date, in this case the B2 pay cycle and 03/16/13 pay end date.
  3. Process a special handling request for a specific future payday.
    Requests for special handling such as rush checks, overpayments, etc. should be scheduled for a FUTURE payday for an employee (at least two pay cycles ahead), NOT for the current or next available payday.

    For example, if today is August 07, 2013, the current or next payday would be 08/14/13 for an employee paid biweekly and 08/30/13 for an employee paid monthly.
    • For the employee paid bi-weekly, the special handling request should be scheduled for the future biweekly payday of 09/25/13 (cycle=B1, end date=091413).
    • For the employee paid monthly, the special handling request should be scheduled for the future monthly payday of 10/01/13 (cycle=MO, end date=093013). Refer to the PTR Manual, Special Processing, Section E8 & E9 for specific instructions on how to process special handling requests.
  4. Enter a Single transfer or Mass transfer online.
    Single and Mass transfers can be entered online for at least eighteen months after the charge originally appeared on the PPP5302. The pay compute date column identifies the last day to enter an expense transfer online for a charge that appeared on the PPP5302 by indicating the ETMO in parentheses next to the date.

    For example, on 04/04/13 you will still be able to process an expense transfer online for any charge appearing on the PPP5302 for the ETMO of 1203 (eighteen months prior or September 2011). If the expense transfer is not entered online by 04/04/13, the transaction must be processed in the Web Expense Transfer system. For more information on how to process expense transfers, see PTR Manual, Sections D7 through D10.
  5. Review transactions on the IDTL screen prior to the pay compute.
    If the IDTL screen is accessed on the pay compute date, transactions entered on the roster for employees paid on a positive time basis will be listed on the screen with a transaction code of TX. For most employees paid on an exception time basis, no transactions will be listed on the IDTL screen, because the pay transactions are automatically generated by the system from the information on the EDB at the time of the compute.

    However, if overtime or leave usage was entered or the pre-listed percent of time was changed for an employee paid on an exception time basis, pay and leave transactions will be listed on the IDTL screen with a transaction code of TE. You should also review the IDTL screen to ensure that you do not go over the allotted amount of transactions for an employee. For more information regarding the transaction list, see PTR Manual, Section D11.

Review PAN notices prior to the pay compute.
Payroll Services strongly recommends that all EDAT transactions are carefully reviewed for each payday by the pay compute date on the schedule so that problems can be corrected prior to the payday. More information regarding PAN notices can be found in the PTR Manual, Section A6.