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PETs Payroll Expense Transfers

PETs Payroll Expense Transfers. Prior to Processing the PET. EDB must be updated to reflect the funding changes PRIOR to processing PETs. Send an email or a SPAR to your personnel coordinator and/or MSO indicating: Employee name Effective date of change New FAU distribution

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PETs Payroll Expense Transfers

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  1. PETsPayroll Expense Transfers

  2. Prior to Processing the PET • EDB must be updated to reflect the funding changes PRIOR to processing PETs. • Send an email or a SPAR to your personnel coordinator and/or MSO indicating: • Employee name • Effective date of change • New FAU distribution REMINDER: Send requests as soon as you know of funding change to prevent more PETs • Check the PETS online PET system to determine if PET have already been processed. • Double PETs have been an issue!

  3. Prior to Processing the PET • PETs from an uncapped fund TO a capped fund (i.e. from an unrestricted fund to an NIH grant), where the Pay Rate is over the current NIH Salary Cap rate. • The PETs/EDB system will NOT allow you to process a UPAY to a capped fund if the Pay Rate is over the NIH Cap. • You must have an Rx/Lx processed first to change the rate on the uncapped fund to the capped rate. • Rx/Lx’s are usually processed by someone in the Academic Payroll Office. For DOM that would be Ernie and/or Isabel. • Once the Rx/Lx has hit the PPP5302 ledger, you can PET the corrected line to the capped fund.

  4. Prior to Processing the PET • Before posting the PET, double check the TO and FROM FAU are correct. • Common Error: the TO and FROM FAU are exactly the same. • Process PETs in a timely manner • i.e. < 120 days

  5. PETs Hints & Tips • Create a simple system for tracking PETs that need to be processed. • For Faculty, use the tool in FPM to double check for required PETs. • If the payroll details are confusing, run the QDB report one month at a time. • Get a Request Authorization to Spend (RAS) fund established to prevent having to process PETs. • Think about how the PET may affect certified ERS reports! • Will the PET reopen and change the Original Payroll % column in ERS, and/or cause the report to be in Certified/Adjustment Required status? • How will you justify changing the ERS report AFTER certification?

  6. Considerations for PETs System • ALL PETs must address the following questions in the justification section: • Why is the transfer being made? • Why was the original in error? • Who approved the transfer? • How does the expense benefit new fund charged? AND for PETs greater than 120 days, the additional 2 questions must be addressed: • Explain delay in transfer > 120 days after original transaction date • What steps have been taken to prevent reoccurrence? • For PETs involving Contract & Grant funds: • PI must approve the transaction • PETs > 120 days: • Require EFM approval • Require more time for processing so refer to the Payroll Calendar • Use the “Process Web Expense Transfer for Review” date

  7. Reminder: PETs are ALWAYS a red flag to auditors

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