Complete the Payroll Transfer Form

Transcription

1 7 Complete the Topics: Page Complete the Payroll Transfer (PT) Form 7-2 Symbol Key Helpful hints Revised: July

2 Complete the Payroll Transfer (PT) Form The Description field, in the header of the form, defaults to the type of form being created. You can change this description by clicking the blue word description, editing the form description, and clicking on Save to update the description. ❶ ❸ ❷ 1. From the JV Number field, enter the JV Number. The JV Number requires a minimum of 6 characters/numbers, with a maximum of 7 characters/numbers. The first few characters of the JV Number will be a unique department identifier that the department chooses. The remainder of the JV Number will be numbers designated within the originating department. Contact Danny Catalano (dcatalan@accmail.umd.edu) with any changes or additions to the JV Contact list. 2. The Date, Fiscal Year, and User ID (first initial and last name) fields will all default. If necessary, you may edit these fields. 3. Type the original salary subcode in the Original Salary Subcode field. Revised: July

3 ❹ ❺ ❼ ❻ ❽ 4. Type the employee s last name in the Employee Last Name field. You can enter up to 7 characters in this field. 5. Type the employee s social security number in the Employee SSN field. 6. Type the debit line item number in the DR Line Item field. 7. Type the credit line item in the CR Line Item field. If there is not a line item number in the Item No field on the Statement of Payroll charges, enter To start adding transactions, click on Add Row, at the bottom right hand corner of the form. The Add Transaction screen will appear. Revised: July

4 ❾ ❿ 9. The Transaction Code field is automatically populated with code 065, which cannot be changed by the creator. The cursor will appear in the Debit Account Number field. 10. Type the debit account number in the Debit Account Number field. 11. Type the debit subcode in the Debit Subcode field. 12. Type the amount in the Amount field. This field will default to whole dollars if a decimal point is not entered. 13. Type the credit account number in the Credit Account Number field. 14. The Credit Subcode field is automatically populated with the credit subcode. The salary subcodes must match the original salary subcode. 15. Select the appropriate fiscal year from the Fiscal Year drop down menu box. 16. Select the appropriate pay period from the Pay Period drop down menu box. Revised: July

5 17. Click on Add. If the transaction passes all the edit checks, the line will be added below in the previously added transactions with the most recent transaction on top. Any field that requires corrections will have a red circle with a white line through it, next to the field name. Click the red and white error icon for more details. To copy or delete a line item, check the white box to the left of the line number and the appropriate button (Copy Row or Delete Row). To edit a line, check the white box to the left of the line number. Then click Edit Row. Make the necessary changes and click on Save. When all transactions have been entered, click on Exit. 18. When all transactions have been entered, click on Exit. 19. Click the Justification tab. The form will not be sent unless the Justification tab is completed. 20. The Phone field will automatically populate with the phone number assigned to the Login Name. To update your phone number in ARES, click Personal Services. Click Update Personnel Information. Click the first Here to Update Address Information. 21. In the Justification field, type a detailed explanation for the transfer. To add a sticky note to the form, click the Notes button at the top of the form. This note will stay with the PT until it s approved. 22. Click the Check button to edit the form for errors. The Errors tab will detail the location and type of error. Revised: July