PETsPETsPayroll Expense TransfersPayroll Expense Transfers

Prior to Processing the PETPrior to Processing the PET

► EDB must be updated to reflect the EDB must be updated to reflect the funding changes funding changes PRIORPRIOR to processing PETs. to processing PETs.

► Send an email or a Send an email or a SPAR to your personnel to your personnel coordinator and/or MSO indicating:coordinator and/or MSO indicating: Employee nameEmployee name Effective date of changeEffective date of change New FAU distributionNew FAU distributionREMINDER:REMINDER: Send requests as soon as you know Send requests as soon as you know

of funding change to prevent more PETsof funding change to prevent more PETs► Check the PETS Check the PETS online PET system to system to

determine if PET have already been determine if PET have already been processed.processed. Double PETs have been an issue!Double PETs have been an issue!

Prior to Processing the PETPrior to Processing the PET

► PETs from an uncapped fund TO a capped PETs from an uncapped fund TO a capped fund (i.e. from an unrestricted fund to an NIH fund (i.e. from an unrestricted fund to an NIH grant), where the Pay Rate is over the current grant), where the Pay Rate is over the current NIH Salary Cap rate.NIH Salary Cap rate. The PETs/EDB system will NOT allow you to process The PETs/EDB system will NOT allow you to process

a UPAY to a capped fund if the Pay Rate is over the a UPAY to a capped fund if the Pay Rate is over the NIH Cap.NIH Cap.

You must have an Rx/Lx processed first to change You must have an Rx/Lx processed first to change the rate on the uncapped fund to the capped rate. the rate on the uncapped fund to the capped rate. ►Rx/Lx’s are usually processed by someone in the Rx/Lx’s are usually processed by someone in the

Academic Payroll Office. For DOM that would be Ernie Academic Payroll Office. For DOM that would be Ernie and/or Isabel.and/or Isabel.

Once the Rx/Lx has hit the PPP5302 ledger, you Once the Rx/Lx has hit the PPP5302 ledger, you can PET the corrected line to the capped fund.can PET the corrected line to the capped fund.

Prior to Processing the PETPrior to Processing the PET

►Before posting the PET, double check Before posting the PET, double check the TO and FROM FAU are correct.the TO and FROM FAU are correct. Common Error:Common Error: the TO and FROM FAU are the TO and FROM FAU are

exactly the same.exactly the same.

►Process PETs in a timely mannerProcess PETs in a timely manner i.e. < 120 daysi.e. < 120 days

PETs Hints & TipsPETs Hints & Tips► Create a simple system for tracking PETs that need Create a simple system for tracking PETs that need

to be processed.to be processed.► For Faculty, use the tool in FPM to double check for For Faculty, use the tool in FPM to double check for

required PETs.required PETs.► If the payroll details are confusing, run the QDB If the payroll details are confusing, run the QDB

report one month at a time.report one month at a time.► Get a Get a Request Authorization to Spend (RAS)Request Authorization to Spend (RAS) fund fund

established to prevent having to process PETs.established to prevent having to process PETs.► Think about how the PET may affect certified Think about how the PET may affect certified ERS ERS

reports!reports! Will the PET reopen and change the Original Payroll % Will the PET reopen and change the Original Payroll %

column in ERS, and/or cause the report to be in column in ERS, and/or cause the report to be in Certified/Adjustment Required status?Certified/Adjustment Required status?

How will you justify changing the ERS report How will you justify changing the ERS report AFTER AFTER certification?certification?

Considerations for PETs SystemConsiderations for PETs System► ALL PETs must address the following questions in ALL PETs must address the following questions in

the justification section:the justification section:1)1) Why is the transfer being made?Why is the transfer being made?2)2) Why was the original in error?Why was the original in error?3)3) Who approved the transfer?Who approved the transfer?4)4) How does the expense benefit new fund charged?How does the expense benefit new fund charged?AND for PETs greater than 120 days, the additional 2 AND for PETs greater than 120 days, the additional 2

questions must be addressed:questions must be addressed:5)5) Explain delay in transfer > 120 days after original Explain delay in transfer > 120 days after original

transaction datetransaction date6)6) What steps have been taken to prevent reoccurrence?What steps have been taken to prevent reoccurrence?

► For PETs involving Contract & Grant funds:For PETs involving Contract & Grant funds: PI must approve the transactionPI must approve the transaction PETs > 120 days:PETs > 120 days:

► Require EFM approvalRequire EFM approval► Require more time for processing so refer to the Payroll Require more time for processing so refer to the Payroll

CalendarCalendar Use the “Use the “Process Web Expense Transfer for ReviewProcess Web Expense Transfer for Review” date” date

Reminder: PETs are Reminder: PETs are ALWAYS a red flag to ALWAYS a red flag to

auditorsauditors