SUBJECT:

Electronic Payroll Expense Transfer (EPET) Process

The Rapid Redesign II EPET team has developed a new payroll cost transfer system to replace the existing process beginning June 1, 2010. The new system is referred to as the Electronic Payroll Expense Transfer (EPET) and has been designed to accelerate the process with improved accuracy, built in edits, internal controls and reduce effort. The process is designed to save time and resources for department staff.

The new system is different from the current payroll expense transfer process in the following ways.

1. The new process utilizes financial systems to capture data that exist electronically and eliminates the requirement for hardcopy support documentation where possible.

2. The new process categorizes transfers as high or low risk and streamlines the approval process.

3. The new process utilizes an email notification system to verify that expense transfers have been properly reviewed and approved by those responsible for the management of the funds (i.e., the principal investigators for contracts and grants, senior managers for state funds). The email notification provides the details of the cost transfer including the reason for moving the expense.

This process will be implemented in three phases. The first phase begins March 2010, through May 31, 2010, with a limited number of departments and will serve as our pilot phase. The second phase begins June 2010. EPET will be open to the entire campus during this phase. Paper PETs will be accepted during this period. However, departments are encouraged to take advantage of the efficiencies the new system provides. The third and final phase begins December 1, 2010, after which, paper PETs will no longer be accepted.

Employees using the Electronic Payroll Expense Transfer system are required to complete the EPET online training available at Enrollment
Central http://enrollmentcentral.ucsd.edu

For more on electronic payroll expense transfer policy, please visit
Blink http://blink.ucsd.edu/go/epet

Steven W. Relyea Vice Chancellor - External & Business Affairs