UCLA Department of MedicineOffice of Research Administration
UCLA Department of MedicineOffice of Research Administration
•EDB must be updated to reflect the funding changes PRIOR toprocessing PETs.
•Employee name
•Effective date of change
•New FAU distribution
REMINDER: Send requests as soon as you know of funding change toprevent more PETs
•Double PETs have been an issue!
UCLA Department of MedicineOffice of Research Administration
•PETs from an uncapped fund TO a capped fund (i.e. from anunrestricted fund to an NIH grant), where the Pay Rate is overthe current NIH Salary Cap rate.
•The PETs/EDB system will NOT allow you to process a UPAY to a cappedfund if the Pay Rate is over the NIH Cap.
•You must have an Rx/Lx processed first to change the rate on theuncapped fund to the capped rate.
•Rx/Lx’s are usually processed by someone in the Academic PayrollOffice. For DOM that would be Ernie and/or Isabel.
•Once the Rx/Lx has hit the PPP5302 ledger, you can PET the correctedline to the capped fund.
UCLA Department of MedicineOffice of Research Administration
•Before posting the PET, double check the TO and FROM FAUare 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 MedicineOffice of Research Administration
•Create a simple system for tracking PETs that need to beprocessed.
•For Faculty, use the tool in FPM to double check for requiredPETs.
•If the payroll details are confusing, run the QDB report onemonth at a time.
•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 MedicineOffice of Research Administration
•All PETs must address the following questions in the justificationsection:
•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 transactiondate or 90 days after fund end date?
•For PETs involving Contract & Grant funds:
•PI must approve transaction
•PETs > 120 days:
•Require EFM approval
•Use the “Process Web Expense Transfer for Review” date
UCLA Department of MedicineOffice of Research Administration
PETs to contract and grant funds areALWAYS a red flag to auditors!
UCLA Department of MedicineOffice of Research Administration
•Online PPS Schedule
•Online PET System
•Department of Medicine SPAR Form
•DOM Fund Manager Manual –PET/UPAY Chapter
•http://ora.med.ucla.edu/workfiles/postawardmanual/PETs-UPAYs.pdf
UCLA Department of MedicineOffice of Research Administration
UCLA Department of MedicineOffice of Research Administration
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