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Appendix C. Instructions for Preparing Form UPP 103

CLICK HERE TO VIEW FORM SAMPLE (PDF)

NOTE: The online form cannot be used for submission. You must obtain the Payroll Expense Transfer Form at BuySite (Item Number G3UOFC103). You can request access to the Payroll Expense Transfer System (PETS) here:
http://adminet.uchicago.edu/adminforms/pdfs/accts-new-user.pdf

PURPOSE:
The Payroll Expense Transfer Form is used to transfer salary and benefit charges or credits previously processed through either monthly or biweekly payroll schedules. The forms can be used to transfer (1) all payroll charges for an employee for a given pay period listed on the PEXP092, Departmental Payroll Expense Detail Report; (2) current period charges only ; or (3) detail line items printed on the report. Up to three pay periods can be transferred on a single form. Do not use this form for non-salary transfers of charges or credits: use Financial Services Form 61, EXPENDITURE TRANSFER, instead.

FORM PROCESSING:
Transfers being made on either Ledger 5 or Ledger 6 accounts should be forwarded directly to the Sponsored Award Accounting Section of the Financial Services Office. All other forms should be sent directly to Payroll Services. In order to be processed in the next available payroll, the forms must arrive in Financial Services Office according to the schedule published annually (see Appendix D).

ATTACHMENTS:
For the purposes of processing the Form UPP 103, you only need to attach a single photocopy of Payroll Expense Detail Report (PEXP092) for each of the periods you wish to transfer.

The only exception to this rule is when a Request for Late Cost Transfer and/or other documentation is specifically requested by Payroll Services or the Sponsored Award Accounting Section of Financial Services Office.

OTHER INSTRUCTIONS:
The Payroll System will automatically calculate the staff benefit charge for all payroll transfers. Therefore, when entering the dollar amounts on this form, enter only the amount of the salary expense. Do not add in or separately enter the staff benefit charge. Each form must be signed and dated by an authorized signer in the department. In addition, the name and phone number of the individual preparing the form must also be entered on the form.

On the following pages, the three general types of Payroll Expense Transfer Form transactions, and how to process them correctly, are summarized.

OVERVIEW OF THE THREE TRANSFER TYPES ON FORM UPP 013

TRANSFER TYPE 01: ALL CHARGES

Select Transfer Type 01 if you wish to transfer ALL payroll activity, or a set percentage of all activity, listed on the PEXP092 Payroll Expense Detail Report for a particular employee in a specific pay period. The vast majority of expense transfer activity will fall into this category; the other transfer types (02 - Current Charges Only, and 03 - Detail) should only be used if you wish to transfer selected lines listed on the PEXP092.

In most cases, when using Transfer Type 01, the dollars transferred will include only charges and credits detailed under "TOTAL CURRENT PAYPERIOD ACTIVITY" representing regular payroll activity in the current pay period, such as regular and overtime hours. However, if the PEXP092 for this employee shows "SUPPLEMENTARY PAYROLL ACTIVITY" such as check cancellations, hand-typed checks, prior expense transfers, then the dollars transferred will correspond to the amount listed under "EMPLOYEE TOTAL" on the last line of the individual's distribution record.

TRANSFER TYPE 02: CURRENT PERIOD CHARGES ONLY

Select Transfer Type 02 only when BOTH of the following conditions apply:

1) the PEXP092 report for a given employee contains both a "TOTAL CURRENT PAYPERIOD ACTIVITY" line and a "SUPPLEMENTARY PAYROLL ACTIVITY" line, and
2) you ONLY want to transfer salary dollars and benefit charges listed under "TOTAL CURRENT PAYPERIOD ACTIVITY".

When you select this transfer type, the dollars transferred will NOT include any charges and/or credits listed under the heading "SUPPLEMENTARY PAYROLL ACTIVITY."

TRANSFER TYPE 03: DETAIL

Select this option if you wish to transfer specific line items listed on the PEXP092 Payroll Expense Detail Report for a particular employee in a specific pay period. The dollars transferred will only include the amounts listed under the heading, "EARNINGS AMOUNT" on the PEXP092 report for the particular line you have selected. Remember to fill in all of the required information in the special SHADED areas of the Form UPP 103; Transfer Type 03 transactions cannot be completed without this information.

UPP 103 ITEMS TO COMPLETE FOR SPECIFIC TRANSFER TYPES

Name of Item on Form UPP 103 Detailed Description of Required Information
Trans. Type
01
02
03
Employee ID Number The employee's Social Security Number.
X
X
X
Employee Name The employee's full name.
"
"
"
Pay Cycle The pay cycle of the employee's job.
"
"
"
Transfer Type Check one the three boxes.
"
"
"
Pay Period End Date Enter the end date of the pay period from the original charges/credits in the form MM/DD/YY.
"
"
"
From Account Name Enter name of original charge/credit account.
"
"
"
From Account Number Enter the FAS Account Number for the original account, including the subaccount.
"
"
"
Effort Period End Date Enter the date of the Effort Period listed on the detail line item on the PEXP092.
"
A Enter an "A" in this space only if there is an "A" on the PEXP092 report in the column marked

"RET ADJ" (retroactive adjustment indicator).

"
Job Code Enter the job code as listed on the PEXP092 report.
"
Earn Code Enter the Earnings Code for the particular line item listed on the PEXP092 report.
"
Effort Code Record the effort code associated with the original account as listed on the PEXP092 report.
"
Trans Code Enter the Transaction Code for the original line item to be transferred, from the column marked

"TRANS CODE".

"
To Account Name(s) List the name(s) of the accounts to which the original charge/credit will be transferred.
X
X
"
To Account Number(s) List the FAS Account Number(s), including the subaccounts, for the transfer to accounts.
"
"
"
Amount Enter the total dollar amount of salary only that you wish to be transferred for each FAS Account listed.
"
"
"
+/- Enter a "-" sign in this field only when transferring a credit. Blank is equivalent to "+".
"
"
"
PCT Enter the percent of the original charge which is to be transferred.
"
"
"
Total Amount If more than one "To" account is listed, enter the total dollar amount of the transfer by totaling all dollars transferred to each FAS Account Number.
"
"
"
Total PCT If more than one "To" account is listed, enter the total percent of the original charge which is to be transferred by totaling the percentage figure entered for each FAS Account Number listed.
"
"
"