University of California, San Diego

February 12, 1998
SUBJECT: Systemwide Base Payroll Expense Transfer (PET) Program
The Payroll office recognizes that many departments have expressed an overwhelming interest in distributing an On-Line Payroll Expense Transfer module. The Payroll division, in conjunction with Extramural Funds, will be working on distributing such a system later this year. However, in the meantime, Payroll has just been informed by the Office of the President that the current Systemwide Base Payroll System (PPS) will no longer support our local Payroll Expense Transfer (PET) program. As such,
Payroll will need to transition over to the new Base Payroll Expense Transfer (PET) program. This new PET program is an improvement to our existing PET program and offers many enhancements and built in edits that our current PET program does not offer. When processing your PET forms, Payroll will now have the benefit of the following edits and system enhancements:
* The ability to transfer payroll expenses in blocks/groups at a time in addition to line by line.
* The ability to verify actual payroll expense. This feature monitors past payroll expense transfers and activity to ensure that departments are not "over" transferring.
* The automated calculation of benefits to be transferred using benefit rates in effect at the time of the original payment.
* The ability to perform range and value edits to reduce key entry errors.
* The ability to transfer payroll expense based on actual gross dollars instead of percentages.
The transition to this new program will require staff who process PETs to use a new Payroll Expense Transfer form. This new form will contain
minor differences in the fields and their values and will be made available on 3/1/98 at our web Site: http://www-bfs.ucsd.edu/pay/pet.htm along with instructions on how to fill out the form. While departments will have the ability to enter the information directly on the Web-based form, they will still be required to print the form for routing, signature authorization(s) and key entry. In addition, should users require more instruction or information about the form, the Payroll office will be conducting training workshops in completing the form. The dates and times of these training workshops will be announced later this month. (Those departments processing Academic School of Medicine PETs will receive separate guidelines from the School of Medicine Dean's office.)
In order to ensure a smooth transition, our timetable and plans are as follows:
February 1998: Continue processing Payroll Expense Transfers using the old form.
March 1998: DE-activate our local PET program and install systemwide base PET program.
Continue accepting Payroll Expense Transfers on the old form and begin accepting Payroll Expense Transfers on the new form.
It is important to note that PETs submitted in March using the old form will be translated to the new form by key payroll staff.
April 1998: Payroll Expense Transfers must be submitted and processed on the new form.
Payroll Expense Transfers submitted on the old form will be returned to the department.
As stated earlier, we recognize the campus' interest and desire for a distributed On-Line Payroll Expense Transfer module and we will begin the preliminary steps of development later this year. This may include the solicitation of many of you for your suggestions and participation. In the meantime, we appreciate your cooperation and continued support. Please route this information to the appropriate personnel. Should you have any questions or comments, please do not hesitate to contact the Payroll office at 534 - 3247.
Pearl Trinidad
Acting Payroll Manager