1. Payroll Expense Transfers (PETs)
UCLA Department of Medicine Office of Research Administration

2. Steps to Processing PETs
UCLA Department of Medicine Office of Research Administration

3. Prior to Processing the PET
EDB must be updated to reflect the funding changes PRIOR to processing PETs.
Send an 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!
UCLA Department of Medicine Office of Research Administration

4. 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.
UCLA Department of Medicine Office of Research Administration

5. 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
UCLA Department of Medicine Office of Research Administration

6. UCLA Department of Medicine Office of Research Administration
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?
UCLA Department of Medicine Office of Research Administration

7. Considerations for PETs System
All PETs must address the following questions in the justification section:
1) Why is the transfer being made?
2) Why was the original in error?
3) Who approved the transfer?
4) How does the cost transfer benefit the new fund charged?
5) What are the steps being taken to prevent reoccurrence?
6) Explain delay in transfer – more than 120 days after original transaction date or 90 days after fund end date?
For PETs involving Contract & Grant funds:
PI must approve 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
UCLA Department of Medicine Office of Research Administration

8. PETs to contract and grant funds are ALWAYS a red flag to auditors!
REMINDER:
PETs to contract and grant funds are ALWAYS a red flag to auditors!
UCLA Department of Medicine Office of Research Administration

9. Links from Today’s Class
Online PPS Schedule
Online PET System
Department of Medicine SPAR Form
DOM Fund Manager Manual – PET/UPAY Chapter
Links from Today’s Class
UCLA Department of Medicine Office of Research Administration

10. Survey Link http://goo.gl/forms/C3gdjsL5y1
We appreciate if you would take a few moments to complete a short 5 question survey to help us improve your training experience. Thank you!
UCLA Department of Medicine Office of Research Administration