OPTRS RULES TO REMEMBER
Payroll/Personnel System (PPS) and Human Capital Management System (HCM)
- OPTRS transactions do not alter the employee's HCM record. HCM updates are needed in order to ensure the accuracy of PPS data going forward.
- Changes made to HCM data during the reporting window impact the roster.
- For each pay cycle in a given month, the time roster may be updated from the "Rosters Available" date on the Payroll Calendar until 5:00 pm on the "Final Deadline Date" on the Payroll Calendar.
- Once the reporting window for a given cycle has closed, the roster is available for viewing only until the next month's "Rosters Available" date for the same cycle. For example, the September MO roster is available for viewing until the date when the October MO roster becomes available.
- The Checklist and Time Reporting Roster include only positive time employees with a time reporting code = "Z".
- The Leave Roster includes all employees with a valid leave accrual code in EDB.
- The home department preparer can extract a roster using "home department" as the selection criteria. All active distributions for each employee are listed. The home department preparer should report time and/or exceptions only on distributions associated with the home department, not on other departments.
Scheduling OPTRS Transactions
- As appropriate, OPTRS transactions can be scheduled for any pay cycle, regardless of the pay schedule associated with the employee's appointment.
- Pay for current month activity must not occur prior to the payday specified in the employee's conditions of employment.
- The "pay period end date" (Per End) entered on the transaction screen (for example, EDLR) is based on when the activity occurred. It is independent of the "pay end date" used for scheduling a transaction.
- Expense Transfers must be scheduled for the current, open cycle.
- Leave usage and adjustments are reported on the SM cycle that ends on the 15th of the month, and are reported "in arrears," for the previous month.
When processing an Additional Pay, Late Pay, or Reduced Pay transaction for an existing distribution, the distribution number field must be filled in. The distribution number identifies the underlying appointment, and ensures accurate processing, for example, appropriate leave accrual.
Transaction Type for EDLR (Late/Reduce Pay) Screen
The EDLR screen handles two different transaction types, LX and RX. When used with a pay DOS, LX indicates "late pay" and RX indicates "reduced pay." When used with leave reporting codes, the LX and RX adjust leave balances. For example, an RX transaction used with the DOS code VAC increases the vacation balance.