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OPTRS FREQUENTLY ASKED QUESTIONS
Printable Version Introduction and Overview of the System
- What is relationship between EDB and OPTRS within OLPPS?
- What is the difference between Positive Time and Exception Time?
- What are the five steps for processing OPTRS actions?
- How do approvers pre-authorize the preparer to input an OPTRS action?
- What type of Pre-Approval is needed for One-Time Pay?
- What type of Pre-Approval is needed for all other OPTRS activity including time collection roster?
Pay Cycles, Pay Schedules, and Rate Code
Department Time Collection (Time Input Roster-IDTC)
- What is the Roster?
- Why does the Roster need to be kept in sync with EDB?
- What is the process to retrieve the Roster?
- What is the difference between entering Positive Time basis vs. an Exception Time basis?
- What is the reason for “blocked” transactions?
Department Adjustment Transactions(EDAT)
Monitoring/Reviewing Prior to Check Date
- What is a PAN?
- What is THF (IDTL) by Individual?
- What is THF (IDTL) by Department?
- What processes are not changing with OPTRS?
Introduction and Overview of the SystemFunctionality
What is relationship between EDB and OPTRS within OLPPS?
OLPPS was designed and developed to allow multiple users simultaneous access to employee data. EDB contains information of payroll, personnel, and benefits. OPTRS is used to enter current time and adjustment transactions.
What is the difference between Positive Time and Exception Time?
Employees on Exception Time receive payments based on EDB appointment and distribution data. On an exception basis, time may be reported through OPTRS, e.g. overtime, absence notice. Exception Time employees are paid under Sub Account 0 or 1. Employees on Positive Time receive pay based on time reported via OPTRS. Positive Time employees are paid under Sub Account 2. Exception time can be on the roster also if they receive overtime on a regular basis.
What are the five steps for processing OPTRS actions?
- Pre-approve and collect data
- Enter and update data
- Review transactions
- Verify and reconcile
- Store supporting documents
General Concepts of Roll Out
What are OPTRS’ two main functions?
Department Time Collection (IDTC) which are used to record current time or by agreement amounts for employees on the on-line roster and Department Adjustment Transactions (EDAT) which is used to record adjustments to pay using one of four functions, Additional Pay (EDAP), Late or Reduce Pay (EDLR), Retroactive Pay (EDRA), and One-Time Payment (EDFT).
Roles in the Department
What are the three access permissions in OLPPS?
- OPTRS Entry/Update- Access to all IDTC and EDAT functions.
- EDB Inquiry-Access to all EDB inquiry functions
- EDB Entry/Update-Access to all EDB functions
The person in a department responsible for reviewing the correctness, appropriateness, and accuracy of OPTRS adjustment transactions. A Reviewer must review PAN emails within 24 hours and prior to the pay calculation process. A Reviewer must notify the OPTRS preparer to take corrective action if the transaction is not appropriate.
Concept of Pre-Approval
How do approvers pre-authorize the preparer to input an OPTRS action?
By signing the appropriate form (i.e. Timesheet) and/or sending email authorizing the transaction.
What type of Pre-Approval is needed for One-Time Pay?
Two levels of approval are needed: MSO and Control Point
http://acctg.ucsf.edu/OLPPS/payroll_reporting/trainingandreference/One_Time_Pay_Reference.pdf
What type of Pre-Approval is needed for all other OPTRS activity including time collection roster?
MSO’s or somebody delegated to pre-approve by the MSO or the supervisor’s pre-approval.
Procedure Changes
For employees listed on the roster, overtime is entered on the on-line roster with the regular pay line. Overtime can also be entered using the EDAP function of OPTRS.
Office of record/storage
The Department is the Office of Record and stores supporting documentation for all pay transactions such as timesheets and pre-authorization approvals. File all source documents and the Distribution of Payroll Expense(DPE) report in a secure location for reference and to satisfy audit requirements.
Pay Cycles, Pay Schedules, and Rate Code
Payroll Calendar
What is the On-Line Processing Schedule?
It provides information about when the roster opens and closes and the last day to schedule adjustment transactions (EDAT) for any given pay cycle. There are also EDB deadlines.
OPTRS Pay Cycle
What are the four monthly PPS pay cycles that generate pay?
- XX-Supplemental for retroactive and late pay transactions
- B1-Biweekly
- MO-Monthly
- B2-Biweekly
Rate Code
What are the different Rate Codes?
A-Annual
- H-Hourly
- By Agreement-
Time Code
What is the difference between H and %?
The H/% Code determines how the time is entered in OPTRS. H/% Code works in combination with Rate Code. If a rate code is A, rate/amount is entered as xxxx.xx, if a rate code is H, rate/amount is entered as xx.xxxx
Department Time Collection (Time Input Roster-IDTC)
Roster Checklist (IPIC)
It displays employees eligible for a current time reporting period.
What is the process to retrieve the Checklist?
Log onto the PPS System
- At the Next Func field on the Main Menu, type IDTC and press <Enter> to display the Department Time Collection Selection Criteria Screen
- To access the checklist by Home Department, type S in the Check List field to select it.
- In Selection Criteria, type Home Department Code
- Select the appropriate Pay Cycle and type an S in the “C”(Command) column to select it.
- Press <Enter> to display the current Check List.
Time Input Roster (EDHC)
It is used to enter positive time or by agreement amounts. Employees appear on the Roster if they have an active earnings distribution on the EDB where the distribution Begin Date is within or before the pay period begin date and the distribution End Date is within or after the pay period or end date. Employees are also on the Roster if they have an appointment Time Reporting Code of Z (positive time) or R (exception time).
Why does the Roster need to be kept in sync with EDB?
If changes are made to appointment/distribution data on EDB after the roster is open, time entered into the roster may be blocked. No changes should be made to the EDB on the last day that time can be entered in the roster for employees that are paid from the roster. This will ensure all employees on the roster are paid correctly.
What is the process to retrieve the Roster?
- At the IDTC screen, tab to the Check List field and blank out the S.
- Tab to the Roster field and type S.
- Press <Enter> to display the Time Input Roster screen for the same selection criteria
What is the difference between entering Positive Time basis vs. an Exception Time basis?
If a Positive Time employee recorded time for this pay period, there must be a Y in the OK? Column for the employee to be paid. If an Exception Time Employee’s regular distribution was not changed, do not type a Y in the OK? Column. The employee will be paid for the time indicated.
What is the reason for “blocked” transactions?
Changes to the EDB can cause a roster transaction to be blocked when the nightly updates are applied and the roster is refreshed.
Department Adjustment Transactions(EDAT)
The functions on the EDAT Menu are used to make adjustments to an employee’s pay.
Overview of EDAT
What are the functions of the EDAT menu?
- Additional Pay (EDAP)-To record additional time for the current or a previous pay period (e.g. overtime for exception employee, late time sheet)
- Late or Reduce Pay(EDLR)-To record late payments(LX) or a reduction in pay(RX) or a prior period(e.g. retro reclass with a change in Title Code, overpayment)
- Absence Notice for Salary Deduction(EDLR)-To reduce pay for an employee for leave without pay for a period of less than 30 days(RX)
- Retroactive Pay(EDRA)-To record a retroactive difference in pay rate as a result of an increase/decrease in pay(e.g. range adjustment or merit increase that was not automatically processed by the system, and there was no change in Title Code.
- One-Time Payment (EDFT)-To record one-time payment for a specific dollar amount for service provided over and above the regular appointment (e.g. incentive award, honoraria)
Functions Codes under EDAT
How are Function Codes retrieved under EDAT?
Log onto PPS System.
- At the Next Func field on the Main Menu, type EDAT and press <Enter> to display the Department Adjustment Transaction Menu.
- Function Codes will be displayed.
- To access any of the functions, enter the Function Code, Employee ID or Social Security Number, pay cycle, and Pay End Date.
What are the similarities of the Function Codes?
All require Pay Period End Date, Title Code, and Full Accounting Unit.
Monitoring/Reviewing Prior to Check Date
PAN is a Post Authorization Notification that is sent to the department PAN Reviewer whenever an adjustment transaction (EDAT) is updated.
What is THF (IDTL) by Individual?
Displays all entered pay transactions to be processed for a designated payday for an employee.
What is THF (IDTL) by Department?
Displays all entered pay transactions to be processed for designated payday for all employees in a Home Department.
What processes are not changing with OPTRS?
Final checks, Pay Advances and Lump Sum Settlements
This page last updated on: Friday April 28 2006