PETs
Payroll Expense Transfers
Prior to Processing the PET
► EDB
must be updated to reflect the funding
changes PRIOR to processing PETs.
► Send an email 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!
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.
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
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?
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 expense benefit new fund charged?
AND for PETs greater than 120 days, the additional 2 questions must
be addressed:
5) Explain delay in transfer > 120 days after original transaction
date
6) What steps have been taken to prevent reoccurrence?
For PETs involving Contract & Grant funds:
►


PI must approve the 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
Reminder: PETs are
ALWAYS a red flag to
auditors