How to Use the Late (Reduce) Pay Worksheet

The Late/Reduce Pay Worksheet can be used to assist the Payroll Time Reporting (PTR) preparer to complete the EDLR (Late/Reduce Pay) screen. An example of a completed worksheet is shown in Figure A below the table.

Note: The PTR preparer is not required to complete the worksheet unless asked to do so by the department. The worksheet is provided by Payroll Services to assist the PTR preparer. More information regarding processing EDLR transactions can be found on our How To page or in the PTR Manual, Section D5.

Task

 Steps

 

1. Reverse the pay lines 

 

If no change must be made to the Financial Accounting Unit (FAU), it is important to reverse (RX) pay lines exactly the way they were paid originally. To find out how an employee was originally paid, access the IPAY screens; they show the earnings distributions (IDER) for past pay periods. 

For changes that also involve a change to the FAU, the PTR preparer must process an expense transfer on the appropriate screen or form and then process the RX on the EDLR screen. Otherwise, the worksheet would be the same as the original pay line except for the FAU (Location, Account, Cost Center, Fund, Project, Sub (LACFPS)).

When a retroactive change to the FAU is made in addition to the change in title code and pay rate, the preparer must also process an expense transfer on the appropriate screen or form. The information on the EDLR worksheet and screen will still be the same except for the FAU information (LACFPS). In this case, complete the worksheet using the original pay information on the RX line except for the LACFPS.  See Figure B below. In the example, Thomas Titlecode had a retroactive change in title code and pay rate. All earnings for the original title code and pay rate would have to be reversed (RX) and late paid (LX) on the new title code and pay rate for all the affected pay periods.
2. Locate the new payment information
The PTR preparer can now use the information found on the IDER screen and the new title code and pay rate to complete the EDLR worksheet. 

Make sure that the FAU (LACFPS) is the same in the RX and the LX transactions so that the benefits will be processed by the system properly.
3.  Corrections before month end
If the Payroll month has not yet closed, it is still possible to correct an FAU (LACFPS) on the EDLR screen.

Departments that must correct FAUs prior to the close of a Payroll month should consult Payroll Services to make sure the transactions will all be included in the same Payroll processing month. Any transaction involving a change to the FAU after the close of a processing month must be processed as an expense transfer so that the flat dollar benefits move with the salary.

In most cases, the information in the LACFPS box or field should be the same as shown in the two examples below.

Figure A: Reversal with no FAU Change
A completed Late/Reduce Pay Worksheet for an employee named Thomas Titlecode is shown below.

TR
(LX/
RX)
PER ENDPAY
CY

DST
FROM
EDB)

E
R
C
T
Y
P
TTL(TITLE
CODE)
 LACFPS
(LOC/ACCT/CC/PROJ/SUB)
 RATEA/
H
 DOS TIMEH/
%
 OT
DOS
OT
HR 
 
 OT
DOS
OT
HR 
 
W
S
 
 TOTAL
GROSS
(RATE X TIME)
+
/
-
RX 063096 M 23E 2 47244-660525--19900--11988.00AREG1.0000%     1988.00-
LX063096 M 31E 2 47234-660525--19900--12157.00AREG1.0000%     2157.00+

Figure B: Reversal with FAU Change 
An example of how to complete the EDLR worksheet when the fund and sub change is processed retroactively is shown below.

The LACFPS would show the new fund and sub that Thomas is being paid from because the expense transfer would have moved the original salary and benefits to the new fund and sub.

TR
(LX/
RX)
PER ENDPAY
CY

DST
(FROM
EDB)

E
R
C
T
Y
P
TTL(TITLE
CODE)
 LACFPS
(LOC/ACCT/CC/PROJ/SUB)
 RATEA/
H
 DOS TIMEH/
%
 OT
DOS
OT
HR 
 
 OT
DOS
OT
HR 
 
W
S
 
 TOTAL
GROSS
(RATE X TIME)
+
/
-
RX 063096 M 23E247244-660525--19905--21988.00AREG1.0000%     1988.00-
LX063096 M 31E247234-660525--19905--22157.00AREG1.0000%     2157.00+

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