PY - Managing the Individual Retroactive Payroll Process (Payroll Coordinators)
This user procedure will describe how retroactive payments to employees are handled in HRS.
Category: Retroactive Payments (non-pay plan)
Audience: Payroll Coordinators
Overarching Process: PY-1.08: Pay Period Processing
Navigation: Payroll for North America > Retroactive Pay > Pay > Update Retro Pay Calc Results
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)
Jump to Troubleshooting Retro Issues (below)
This user procedure describes the process for reviewing PeopleSoft calculated retroactive payments to employees and how to adjust incorrectly calculated payments. As retroactive changes are made to Job Data, the retroactive payment adjustment will be made on the following on-cycle payroll. Both positive and negative retroactive adjustments may need to be made. With each preliminary payroll calculation evening batch run, the job to calculate retro pay will also be run. Payroll coordinators will have the opportunity to review the results of the retro pay calc each day following the retro calculation batch job the previous night. However, the job to load retro pay to paychecks will only occur on Tuesday nights of a payroll calc week (assuming a typical payroll calculation cycle schedule). Note: This means that retro pay will not appear on the Payroll Edit Report or Review Paycheck until Wednesday of a payroll week. Changes to Job Data will need to be communicated from HR staff to Payroll Coordinators to know when to anticipate results for review.
- Changes to Job Data effective-dated prior to the current pay period
- Retroactive payment adjustment
Retro pay will only process a payment for effective dated changes after payment(s) have been made for pay periods in question. Payment will not be generated for qualifying prior pay periods in which no payment was originally made to an employee. In the case where no prior payment was made, the adjustment will need to be manually calculated. The adjustment details will need to either be communicated to the Service Center staff for direct entry on the payline or be entered on the UW Payline Adjustment Page. Additionally, off-cycle payments are not considered by the payroll retro calculation program. Retro pay adjustments for off-cycle payments will need to be done manually.Every night, the retroactive pay calculation job runs. This job picks up Job Data changes that were made that day and triggered retro pay (viewable in the “Delete Retro Pay Requests” page) and calculates the amount of pay owed to/needed back from the employee (viewable in the “Update Retro Pay Calc Results” or “Retro Pay Calc Summary” pages).
Exceptions (including first-year considerations)
Retroactive payment for pay periods prior to HRS go-live will not be captured by this automated process. Manual calculation of the retro payment will be necessary. The one-time retro payment should be sent as a payline request to the Service Center (or added directly to the UW Payline Adjustment page) with the appropriate earnings code based on employment type.
- HRP – University Staff (Classified) Permanent/University Staff Project/University Staff Temporary (LTE), Academic Hourly – enter number of hours
- SRP – Student Hourly/Student Asst Hourly – enter number of hours
- URP – Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (Unclassified) – enter amount
- UP5 – Stipend – enter amount
1. Modifications to the following fields in Job Data (Workforce Administration>Job Information>Job Data) create retro pay requests when the effective date of the change is earlier than, or equal to, the pay period end date of the last paycheck paid to the employee:
NOTE: not all types of changes that trigger retro actually result in a retro pay difference that needs to be paid to the employee. Additionally, retro pay will not calculate for any time period in which the employee wasn’t originally paid (i.e. backdated hire dates).
2. Changes to the employee’s POSITION (Organizational Development>Position Management>Add/Update Position Info) that automatically flow to the Job Data page WILL NOT trigger retro payments even if they should (for example, FTE increase/decrease). If a change to an employee’s position does not flow to Job Data automatically and you must add the Job Data row manually, this will trigger retro pay if applicable.
3. As soon as a retroactive Job Data change is saved, you can immediately review whether or not retro pay has been triggered by this change by navigating to Payroll for North America>Retroactive Pay>Pay>Delete Retro Pay Requests.
This page will only show you if retro pay has been triggered, but will not show the amount of the retro pay. If you navigate to this page immediately after the Job Data change has been saved, and if retro has been triggered, the record will show in "not processed" status. When the retro calc process runs overnight, it will pick up records in the "not processed" status and calculate the amount of retro pay owed to/due back from the employee.
4. The day after the retroactive Job Data change is made, you can view the calculated amount of retro pay by navigating to Payroll for North America>Retroactive Payroll>Pay>Update Retro Pay Calc Results.
Enter the employee’s empl ID on this page. If the employee has had only one retro pay request, HRS will pull up the calculated amount for that request. If the employee has had multiple retro pay requests, a list of those requests will appear.
If multiple requests appear, click on the link of the request you want to view. The date of the request is the same as the effective date of the retroactive change made in Job Data.
5. Important fields to review on the Update Retro Pay Calc Results page include:
Earns Code and Earns Hours fields. Verify retro is calculating on the correct earnings code(s) and the correct number of hours.
Earns Begin Date and Earns End Date fields show the week for which the retro pay is being calculated
Old Earns Amount is the amount paid to the employee prior to the retroactive Job Data change.
New Earns Amount field shows the amount that should have been paid to the employee due to the retroactive Job Data change.
Retro Pay Amount is the difference between the Old Earns Amount and the New Earns amount and is the amount that will load to the employee’s paycheck.
Status field shows whether the retro pay has loaded to a paycheck or not. If the retro pay is in "calculated" status, the retro pay will load to the employee’s next paycheck. If the retro pay is in "Loaded PS" status, the pay has already loaded to one of the employee’s paychecks.
6. If the amount in the Retro Pay Amount field is correct and in "Calculated" status, no further action is required; the pay will load to the employee’s next paycheck.
7. If the amount in the Retro Pay Amount field is not correct, you may do one of the following to correct the problem:
Uncheck the OK to Pay box on the retro pay (only works if the status is NOT Loaded PS), and request a payline for the correct amount from the Service Center (end users with access to the custom UW Payline Adjustment Page can enter the payline themselves). NOTE: the payline request deadline is 4:30pm on the Tuesday of any given payroll processing week.
Override the incorrectly calculated amount with the correct amount. Manually calculate what the New Earnings Amount should be and enter it into the Amount Override field. When you save the page, the Retro Pay Amount field will update with the new amount to pay the employee. DO NOT enter the actual amount you want to pay the employee in the Amount Override field – this field is not what will load to the employee’s paycheck. The amount that will load to the employee’s paycheck is always reflected in the Retro Pay Amount field.
8. Retro amounts in "Calculated" status will load to the employee’s paycheck on Tuesday night of the payroll week. After the amounts load to the employee’s paycheck, the status should flip to "Loaded PS." You will not see any calculated retro pay on an employee’s paycheck in Review Paycheck or on the payroll edit report until after the Tuesday night load. Check your employee’s pay on Wednesday of the payroll week to ensure the retro pay has correctly loaded to their check.
If a Job Data change is made after Tuesday of a payroll week, the retro pay will load to the employee’s next paycheck and not the current one.
If you notice that an incorrect retro pay amount has loaded to an employee’s paycheck, you will need to contact the Service Center for manual intervention. Unchecking OK to Pay on retro after Tuesday/when retro is in Loaded PS status will not remove it from the employee’s paycheck or prevent it from paying.
9. You can also view calculated retro pay amounts on the "Retro Pay Calc Summary" page (Payroll for North America>Retroactive Payroll>Change Status/Review Info>Retro Pay Calc Summary). Many of the same fields that are on the "Update Retro Pay Calc Results" page appear on this page as well. However, the "Retro Pay Calc Summary" page only lists the total lump sum amount of retro pay that is scheduled to be paid/has been paid to the employee, whereas the "Update Retro Pay Calc Results" page breaks down the calculated retro pay amounts by pay period and earnings code.
1. Why didn’t retro pay load to the employee’s current paycheck?
a. Was the retroactive Job Data change made after Tuesday of the payroll processing week? If so, the job that loads the retro pay to the paychecks for the current payroll has already run. The retro pay should still be in "calculated" status on the Update Retro Pay Calc Results page, and should load to the employee’s next paycheck.
b. There may have been an error on the retro pay calculation. You can check retro calc errors by navigating to the Update Retro Pay Calc Results page and copy/pasting the Retro Pay Seq# from that page. Then navigate to Payroll for North America>Retroactive Payroll>Change Status/Review Info>Retro Pay Messages. Enter the sequence number you copied. If an error message appears, this error could have caused the retro pay to calculate an erroneous amount and/or not even load to the employee’s paycheck. In a case such as this, the retro will most likely not load to any paycheck. Uncheck the OK to Pay box on the retro pay and request a payline from the Service Center to pay it to the employee (or if you have access to the custom UW Payline Adjustment Page, you can enter it there).
2. Why did retro pay calculate a $0.00 amount?
There may have been an error on the retro pay calculation. You can check retro calc errors by navigating to the Update Retro Pay Calc Results page and copy/pasting the Retro Pay Seq# from that page. Then navigate to Payroll for North America>Retroactive Payroll>Change Status/Review Info>Retro Pay Messages. Enter the sequence number you copied. If an error message appears, this error may have caused the retro pay to calculate the $0.00 amount. This error may also cause the page not to load to the employee’s paycheck, so overriding the retro pay to the correct amount might not work. You may need to request a payline be manually entered by the Service Center (or if you have access to the custom UW Payline Adjustment page, you can enter the retro pay there).
3. I unchecked OK to Pay on an employee’s retro pay, but it’s still showing up on his/her paycheck.
If the retro pay you unchecked is showing on the employee’s paycheck, you probably unchecked the OK to Pay after the Tuesday night retro load to payroll. Whenever you are reviewing an employee’s retro pay, don’t forget to check the status of the retro pay. Once the status is changed to "Loaded PS" this means the retro pay has already loaded to the employee’s paycheck. Unchecking OK to Pay on a "loaded PS" retro pay will not remove it from the employee’s check. Removing it will require manual intervention by the Service Center. If the retro pay status is "Calculated" unchecking OK to Pay should prevent the retro pay from loading to the employee’s paycheck.
Related Job Aids
The following Job aids detail the procedures for making the various Job and Additional Pay records that affect/trigger a retro pay transaction
- HRS HR - Maintain Workforce - Change to jobs (transfers, promotions, concurrent jobs)
- HRS HR - Maintain Workforce - Pay Rate Changes
- HR - Maintain Workforce - Transfers
- HR - Ripple
- PY - Payline Adjustment Requests