UNIVERSITY OF CALIFORNIA, RIVERSIDE
PAYROLL/PERSONNEL SYSTEM (PPS)
POST AUDIT NOTIFICATION (PAN)
(Originally distributed in November 2002)

II.      SET UP PROCEDURES

III.    OVERVIEW

• All Mandatory Reviewers will now be required to logon to the web based PPS Inquiry to complete a PAN review.
• PAN system will send an e-mail message to the user once a day (morning) or on every transaction depending on the routing preference made by the user.
• The e-mail routing preference will be made by the reviewer on the PAN system.
• The user will have the ability to link from a Web PAN review screen to the Web EDB Inquiry system.
• Web PAN application has an inbox with the ability to sort the incoming notifications and to delete notifications from the inbox.
• Web pages are provided for entering search criteria which will cause the inbox screen to be filtered.
• PAN application also provides for an audit review of mandatory review activity, with the ability to monitor whether or not mandatory reviewers are opening the notifications, and how long they take to do so.

IV.    VOCABULARY

• PAN- Post Audit Notification
• Preparer – responsible for entering data and updating PPS.
• Mandatory Reviewer – Responsible for reviewing transactions for correctness, appropriateness and check for the possibility of entries that could result in fraudulent payments and loss of University funds.
• Non-Mandatory (Backup) Reviewer – Alternate that can fulfill the role of a Mandatory Reviewer.

V.      ROLES AND RESPONSIBILITIES

• Preparers cannot be Mandatory Reviewers for the same transactions they generate.
• Mandatory Reviewers have to review transactions within two business days.
• Mandatory Reviewers have to make arrangements with Non-Mandatory Reviewers for absences.

VI.    PAN ROUTING PREFERENCE

Routing option can be selected by every reviewer through the function menu 'Routing  Option Selection.  There are two choices.

A. E-mail option (Immediate e-mail)

Here's a sample e-mail sent for every transaction update:

1. Mandatory Reviewer e-mail sample message:

You are a mandatory reviewer for this Post Authorization Notification.

You may review this notification by logging in to the Payroll/Personnel

system website at: http://prod.ucop.edu/pp5 and accessing your PAN inbox

2. Non-Mandatory Reviewer e-mail sample message:

The detail information for a particular update will be communicated on the e-mail message.  No change from the current practice.

B. No e-mail (No immediate e-mail)

 

For Mandatory and Non-Mandatory Reviewers, here's a sample e-mail sent once a day or whenever the batch job (UCOMLR) is set up to run for all transactions updated from the previous batch update.

32 notifications were generated for your review since November 20,2002 20:29:00

0 of them were marked Urgent.

You are the mandatory reviewer for 24 of them.

You are the primary reviewer for 0 of them.

Please review the notifications using Web PAN at: http://prod.ucop.edu/pp5,

and accessing your PAN inbox

VII.    REVIEW PROCEDURES