PY - Payline Adjustment Requests

GENERAL DESCRIPTION:

This procedure provides an overview of paylines, what they are used for and how to make payline adjustments. There are slight differences in payline adjustments for active versus inactive employees and it will be important to note the differences as outlined below.

PROCESS CONSIDERATIONS:
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PROCEDURE STEPS:

Navigation: Payroll for North America> Payroll Processing USA> Update Paysheets > By Payline

A payline contains an employee's earnings details in hours and/or dollars that make up the gross pay in an employee's paycheck. Paylines are created during the initial payroll calculation process and are no longer available after the payroll confirms. An employee can have multiple paylines depending upon the different types of pay an employee receives and when the payment was earned. For example, an employee can have one payline for normal salary (job pay) and a second payline for a bonus payment (additional pay). In the example below, both of these paylines will add together to make up the gross pay in an employee's paycheck.

Payroll Payline

Various forms of pay are loaded to the paylines:

  • Job data pay
  • Time & labor
  • Additional pay
  • Retro pay
  • One time deductions
  • One-time tax adjustments
  • One-time garnishments
  • Other miscellaneous payline adjustments
A payline adjustment is a direct change to an employee's pay in Payroll rather than making the adjustment in another module and having it flow through to payroll. An adjustment can also be made to deductions, garnishments, or tax amounts for the employee and will be explained in more detail below. Paylines can be edited during preliminary payroll calculations up until the final payroll calculation runs. Any payline adjustments that are made during a payroll calculation job will cause the process to fail. It is important to be cognizant of the timing of payroll calculations so as to not interfere when making payline adjustments.

Scenarios of when a payline adjustment may be needed

Payline adjustments are used for a variety of scenarios. A few examples are:

  • Time that was entered incorrectly or is paying out incorrectly
  • Time entered in to the system after a termination
  • To pay out absence balances after a termination
  • Miscellaneous adjustments before a payroll calculation
  • To not have deductions taken out for a specific pay amount
  • To refund/add/override deductions or taxes

warning sign  Warning! If a payline adjustment is made in addition to a change in TL, AM and HR it could cause duplicate payments to be made to the employee. Please be sure to not make any employee data change through any of the other modules after the payline adjustment has been requested. Please do NOT submit an off-cycle request form and a payline adjustment request for the same adjustment.

What a payroll coordinator needs to do when a payline adjustment is needed

See the instructions below for different scenarios in which a payline adjustment will need to be made:

Help with Additional Pay:

Payline requests for payments made on additional pay/lump sum earnings codes will no longer be accepted.  All additional pay/lump sum payments must be entered on the Workflow Addl Pay Create page and go through the workflow approval process.  However, in certain scenarios, you may need Service Center intervention to remove unwanted additional pay directly from the payline.
  • If the additional pay was entered incorrectly, but has not been fully approved, get an approver to deny the request so you can correct and resubmit it on the Workflow Addl Pay Create page.
  • If the fully approved additional pay was entered incorrectly and it is BEFORE the first payroll calculation, the adjustment can be made directly to the Workflow Addl Pay Create page.
  • If the fully approved additional pay was entered incorrectly or is no longer needed and it is AFTER the first payroll calculation (so the amount is on the employee's calculated paycheck), the Service Center will need to help remove the amount from the payline.  Once that is complete, make the correct entry on the Workflow Addl Pay Create page and get it fully approved.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that it is a payline adjustment in the subject, e.g. "07A - PAYLINE ADJUSTMENT"
    • List out the situation.
    • Provide the earnings code, amount and dates for when the payline adjustment is needed
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

Time that was entered incorrectly or is paying out incorrectly:

  • Incorrect timesheet entries can be corrected directly on the timesheet (in time and Labor) and will be paid out as long as the corrections are approved before the final payroll calculation runs.
  • If the adjustment is for a prior period, the timesheet (in time and Labor) can be adjusted directly for that period and the changes will automatically take to payroll after approved.
  • If the time is showing as correct in the timesheet but incorrect in payable time (MSS > Time Management > View Time > Payable Time Summary) a payline adjustment may be needed.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that it is a payline adjustment in the subject, e.g. "07A - PAYLINE ADJUSTMENT"
    • List out the situation.
    • Provide the earnings code, hours, and dates for when the payline adjustment is needed
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

Time is entered in to the system after a job termination:

  • Any time that is entered/approved AFTER the employee's job is terminated will need a payline opened so these payments can load to payroll.
  • Please be sure to confirm that the employee is terminated and the approvals were made after the termination.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be opened in the subject, e.g. "07A - OPEN PAYLINE"
    • List out the situation.
    • Provide the earnings code, hours, and dates for when the payline adjustment is needed
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

To pay out absence balances after a termination - University Staff (Classified):

  • Any absence payouts entered AFTER the employee's job is terminated will need a payline opened so these payments can load to payroll.
  • Please be sure to confirm that the employee's job was terminated when the entries were made and that the absences were entered correctly.  Please make sure to enter all applicable leave payout takes prior to requesting the payline.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be opened in the subject, e.g. "07A - OPEN PAYLINE"
    • List out the situation.
    • Provide the earnings code, hours, amount, and dates for when the payline adjustment is needed on the leave payout template spreadsheet in Additional Resources below.
    • These amounts will automatically be picked up when the payline is opened.
  • Be sure to NOT make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

To pay out absence balances after a termination - Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (Unclassified):

  • Any absence payouts entered AFTER the employee's job is terminated will need a payline opened so these payments can take to payroll.
  • Please be sure to confirm that the employee's job was terminated when the entries were made and that the absences were entered correctly.  Please make sure to enter all applicable leave payout takes prior to requesting the payline.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be opened in the subject, e.g. "07M - OPEN PAYLINE"
    • List out the situation.
    • Provide the earnings code, hours, amount, and dates for when the payline adjustment is needed on the leave payout template spreadsheet in Additional Resources below.
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

Paying "back pay" for employees on short work break:

  • To pay back pay for an employee who is on short work break, the process will be similar to instructions above for opening paylines.
  • If the employee is on short work break, paylines will not automatically be created for the person. Therefore a payline will need to be opened with an amount entered directly on the payline to have it pay out correctly.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be adjusted in the subject, e.g. "07A - PAYLINE ADJUSTMENT"
    • List out the situation.
    • Provide the earnings code, hours, amount, and dates for when the payline adjustment is needed on the Earnings Payline Request template in Additional Resources below.
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

Miscellaneous adjustments before a payroll calculation:

  • If a last minute adjustment is needed and there is no longer time to have the payment flow through from another module, a payline adjustment may be made.
  • If the deductions for a certain payline needs to be changed/refunded or overridden, an adjustment can be made through the payline page to do this as well.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be adjusted in the subject, e.g. "07A - PAYLINE ADJUSTMENT"
    • List out the situation.
    • Provide the earnings code, hours, amount, and dates for when the payline adjustment is needed
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

To not have deductions taken out for a specific pay amount:

  • If for some reason you do not want deductions to come out for a specific payline, you can request a one-time deduction change to not have the deductions take.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be adjusted in the subject, e.g. "07A - ONE TIME DEDUCTION"
    • List out the situation.
    • Provide the payment where you want the deduction taken off, as well as the type of deductions you want removed.
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

To refund/add/override deductions:

  • If you need a one time deduction change in the form of an override, addition, arrears payback or refund you can request a one-time deduction to change the deductions for a specific payline.
  • Email the UW Service Center with the following information:
    • Include the pay-cycle and that a payline needs to be adjusted in the subject, e.g. "07A - ONE TIME DEDUCTION"
    • List out the situation.
    • Provide the payment where you want the deduction taken off, as well as the type of deductions you want removed.
  • Be sure NOT to make any more adjustments after the email request is sent.
  • A service center representative will receive the ticket, make the payline adjustment and notify you once complete.

ADDITIONAL RESOURCES:

Related KBs:

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Related Forms:





Keywords:payline adjustments payroll incorrect additional pay time paying out absence balances termination calculation garnishments arrears refunds   Doc ID:19084
Owner:Paul W.Group:Human Resource System (HRS)
Created:2011-07-10 19:00 CDTUpdated:2018-10-08 08:33 CDT
Sites:Human Resource System (HRS)
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