PPP5302
Table of Content How to Access the Online Financial System Report (OFSR)..1 How to Understand the Distribution of Payroll Expense Report 4
Payroll Ledger Access Via the Online Financial System Report (OFSR) to the Payroll Ledger [PPP5302] PPP5302 Report can be accessed through the Online Financial System Report (OFSR). This system is administered through UCLA; therefore, the login and password will be requested and granted by UCLA. UC Merced administrator can access the Online Financial System Report (OFSR) on the Payroll Website, under Web Applications, Administration Officers. 1. Go to the Online Financial System Report (OFSR). 2. Log into OFSR with UCLA login ID/Password. 1
Payroll Ledger Access Via the Online Financial System Report (OFSR) to the Payroll Ledger [PPP5302] 3. To start, select Payroll Reports. 4. In the Main Menu, select Payroll Expense Distribution Report [PPP5302]. 5. At the Enter the Full Accounting Unit (FAU) ; then, select your search criteria. Location Code: 0 UC Merced Account: 6 digits (numeric) Cost Center: 2 digits (alpha numeric) Fund: 5 digits (numeric) Time Period: You can select range of months, specific month or entire fiscal year 2
Payroll Ledger Access Via the Online Financial System Report (OFSR) to the Payroll Ledger [PPP5302] 6. The report can be downloaded in two formats: Web Report and Excel Web Report Format To get the report in PDF Format, at choose an output type, click Get Report. The PPP5302 in Web Report format looks like this: From here, the Web Report can be generated to an Excel Format. Scroll to the bottom of the Web Report and click on Generate an Excel File. To go directly to an Excel Format To get the report in Excel Format, at choose an output type, select Excel Spreadsheet ; then, click Get Excel The PPP5302 in Excel format looks like this: Note: Excel format allows the user to flexibility of sorting/hiding unnecessary information. 3
Distribution of Payroll Expense Reports [PPP5302] Payroll Accounting Payroll Services The PPP5302 is produced once a month as part of the month end reporting process. It lists all Payroll Expenditures (salaries and benefit charges) that are processed during the month as well as an estimated biweekly accrual and Payroll Expenditure transfers. The report is sorted by Account/CC/Fund/Project and totaled by Sub account. Within each Sub account, expenses are listed alphabetically by employee. The transactions displayed in detail on the PPP5302 are totaled by object code (Staff Career Salary Expense, Staff Career Benefit Expense, Staff Limited (Casual) Salary Expense, Staff Limited (Casual) Benefit Expense, Academic Salary Expense, and Academic Benefit Expense, etc.) and run into the General Ledger. These Totals of Expense are reflected as "D10" entries in the General Ledger. The PPP5302 should be reconciled promptly each month by comparing employees time sheets to the actual charges. Errors should be corrected within 120 days if possible and no later than six months after the charge was originally posted on the payroll expense distribution report in order to avoid both having to use a paper form and questions in an audit. The person who has the responsibility for reconciling the PPP5302 must understand how to read it and how to reconcile the charges and benefits. That person must also be familiar with the names and salaries of all the employees who work in the department. Reconciliation of the PPP5302 is a very important process within the department. The person who reconciles the PPP5302 cannot also have any of the following responsibilities: Updating EDB transactions. Entering on line time reporting transactions. Distributing paychecks. The Columns on the PPP 5302 (1 12) 1. LINE NO A consecutive count of detail lines on each page. This number must be referenced when preparing a Payroll Expenditure Transfer form. 2. PAR CTL DIS The first three digits of this five digit number is the PAR Control number. It is set to zero on an employee's initial employment. From that time on, every time a PAR record is issued for the employee, this control number is incremented by 1 and copied to the PAR record. The last three digits are called the distribution number (DIS) which is the line number with the account information on it from the PAR. 3. EMPLOYEE NAME The employee's last name followed by first name. The name appears on only the initial line if more than one detail line applies to the employee. 4. EMPLOYEE I.D. The nine digit employee identification number. 4
Distribution of Payroll Expense Reports [PPP5302] Payroll Accounting Payroll Services 5. TTLE CODE Identifies the title under which this expense was charged. 6. PERIOD END DATE The six digit pay period end date in MMDDYY format. 7. OBJ CODE The four digit object code identifying the type of expenditure made; for example, academic salary. It is derived based on Title Code, Personnel Program and Appointment Type. 8. DOS Description of Service is a three character code which identifies the type of service the employee provided for payment. 9. TIME The pay period time in hours or in percent for which the payment was made. Hours are printed with two decimal places, followed by the indicator "H". Percent is printed with four decimal places, with the indicator "%". Time is not present on the report for by agreement type payments because no time is associated with by agreement type payments. 10. PAY RATE The monthly (two decimal places) or hourly rate (four decimal places) on the pay transaction or expense transfer is shown here. 11. ADJ The Adjustment Code is an indicator used to identify the line item as one of the following types of adjustments: E = Expense Transfer H = Hand Drawn Check O = Overpayment the account was credited due to the processing of an overpayment. This does not necessarily mean that the overpayment has been repaid. To check if an overpayment has been repaid, contact Payroll Services. R = Rush Check 12. GROSS EARNINGS The amount of salary charged to the department for the employee's services during the pay period. A negative sign following the amount denotes a credit item. 5
Distribution of Payroll Expense Reports [PPP5302] Payroll Accounting Payroll Services The Columns on the PPP 5302 (13 23) 13. PLAN The Retirement Plan Code identifies the employee's retirement plan: H = Safe Harbor/DCP Casual Plan N = Not Eligible P = Public Employees Retirement System (PERS) U = University of California Retirement Plan (UCRP) 14. RETRMNT MATCHNG CONTRIB The amount of employer contribution to the employee's retirement plan. 15. UCLA FEE REM/IAPOF The amount of UCM Fee Remission for an eligible graduate student and/or the matching credit amount from the liability account to fund the benefits from an IAP award made to an employee. UCLA Fee Remission charges are set up on a quarterly basis by the Graduate Division based on the amount of the award to the student. 16. OASDI/MEDCR The amount of employer contribution to the Social Security Administration for eligible employees. The amount is determined by the FICA eligibility code on the EDB and the employee's eligible gross wages paid to date. 17. DENTAL/VISION/HEALTH/ANNU The combined amount of employer contributions for employee health insurance coverage and the annuitant. The annuitant is assessed against the salary of employees in either UCRP or PERS. It is used to fund the cost of health insurance for currently retired employees. 18. UI & GSH Premium for Unemployment Insurance for eligible employees and/or premium for Graduate Student Health insurance for eligible graduate students. 19. WC & ESP The charges listed in this column are for Workers Compensation and for Employee Support Programs. 20. LIFE & UCNDI & OPFR The combined amount of premiums for (1) Term Life Insurance for employees who are UCRP members, and (2) Non industrial Disability Insurance for employees who are members of either UCRP or PERS, or (3) Office of the President mandated fee remission for eligible graduate students. 21. IAP/LEAVE This column contains the combined charges for Vacation Leave Benefits and the Incentive Award Program (IAP) assessments. 22. TOTAL BENEFITS The sum of all benefit expenses on the line for the employee's payment item. 6