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Appendix E Preparing Form UPP 103 to Correct Salary Distributions Use a Payroll Expense Transfer Form (UPP 103) when you need to transfer salary charges for 3Q employees, as well as regular employees. Per the instructions for completing that form, you must also attach a copy of the "Monthly Payroll Expense Detail Report" (PEXP092) for each payperiod you wish to transfer on the Form UPP 103. Below is a partial image of PEXP092 for a 3Q employee. As indicated in an earlier section (Introduction to 3Q Processing, above) 3Q employees will have at least TWO distribution lines in the "Total Current Payperiod Activity" section, for each month they are processed by the 3Q accrual system. The first distribution line is the 3Q accrual amount, and the second distribution line is the regular monthly salary amount. Remember three rules when transferring salary that has been processed in the 3Q system: 1) Calculate percentages and prepare transfers using the full 1/9th salary.
2) You may not transfer any amount that appears on the -1099 subaccount.
a) A faculty member has a single appointment, but a portion of the salary is derived from an account owned by a department other than primary (responsible) department. As noted in Example c., above, the 3Q accrual account is unique for each department. Since the employee has a single appointment, however, the payroll system will automatically process all 3Q activity to the accrual account of the appointing department. In the rare cases in which this happens, we simply move dollar to the correct 3Q accrual account. b) If the department does not give a new period of residence in a timely fashion, then 3Q processing will treat the faculty member as if he is OUT of residence. In other words, all salary will be charged to -1099 subaccounts, and will have to be moved to salary subaccounts (manually) to correct the error. Please contact Agnes Tordai if -1099 subaccount dollar balances appear to be incorrect. 3) In the pay period during which the transfer is processed, the PEXP092 for the credit/debit account will show two credits/debits totaling $2,642.33.
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