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UPB -Initiating a Union Negotiated Vacation Payout
The Illinois Nurses Association (INA) and the SEIU Local 73 Technical (L-73) contracts allow for the annual payout of limited vacation benefits under the specific contract provisions.
Verify the contract specifications prior to initiating any transactions.
- SEIU Local 73 Technical (L-73) – Article 7.5 – Vacation Payouts
- Illinois Nurses Association (INA) – Article VII, Section 3, Paragraph D – Vacation Payouts
An annual allowable negotiated vacation payout requires two different adjustments that must be submitted:
- Initiate a Prior Underpayment Adjustment (PUA) in PARIS to pay out the vacation hours requested according to the contract provisions.
- Submit a Leave Balance Adjustment Request in the Adjustment Notification Application (ANA) to correct the employee’s vacation balance.
NOTE: Do not submit the Leave Balance Adjustment Request until after the PARIS PUA transaction has been paid to the employee (disposition 70).
Initiate a PARIS PUA per contract provisions
View the employee’s Payroll Record View (PRV)
- Log in to PARIS.
- Select the employee to adjust.
- Enter the employee’s UIN in the QUICK SEARCH field.
- Click the Search button. The Payroll Record View (PRV) opens.
NOTE: If you don’t have the employee’s UIN, use the EMPLOYEE SEARCH. See the Performing an Advanced Employee Search job aid for help.
Adjust pay
- Click the ADJ button located on the right side of the gray PAY HISTORY bar to initiate the adjustment.
- Select the adjustment reason.
- Click the Adjustment Reason menu to expand the list.
- Select Benefit Payout from the list.
NOTE: PARIS automatically completes the Event Type, Calc Method, and Print Method based on the selected adjustment reason and are not user editable.
- Add the earn code.
- Click the JOBS bar to display each active job for the pay period.
- Click the green job bar for the job to adjust. Job Detail opens.
- Click the New Earn Code Selection menu to expand the list.
- Select the VAP – Vacation-PO earn code from the list.
- Click the Add New Earn Code button.
- Enter the adjustment earnings.
- Enter the number of vacation hours to be paid out.
NOTE: For Civil Service Non-Exempt employees, the hours must be distribute across the pay period in the same manner as reporting vacation used. - Click the Edit button to edit the C-FOAPAL if needed.
NOTE: See the Editing Labor Distributions in PARIS job aid for help. - Click the Save button when all entries have been made.
- Enter the number of vacation hours to be paid out.
- Make additional changes if required:
- Add additional earnings as required.
- Select another job from this pay period to adjust.
- Select another pay period to adjust.
- Review changes.
- Select the pay event.
- Click the ADJ button to the right.
PAY HISTORY tab displays a new row in yellow for the adjustment.
Enter Memo
- Enter a description for the adjustment.
- Click the green MEMOS tab.
- Click in the Memos box and type Per [INA or L-73 Tech] union contract. Paying [x] vacation hours.
- Click the Add button.
- If necessary, edit your phone number listed in the INITIATOR PHONE NUMBER field.
Route
- Route the transaction.
- Click the Route button near the bottom left of the screen.
- Successful routing is displayed in the yellow dialogue box at the top of the screen.
Submit an ANA Leave Balance Adjustment Request
The request for a Leave Balance Adjustment must be submitted after the PARIS PUA has been paid.
Create a Leave Balance Adjustment request
- Create the adjustment.
- Log in to ANA.
- Enter employee’s UIN in the ID (UIN) field.
- Select Leave Balance Adjustment from the Select Adjustment Type menu.
- Click the Create button.
NOTE: If the employee only holds one job, skip the next step.
- Identify the position to adjust.
- Select the appropriate position by reviewing the Position, Description and Effective Date fields.
- Click the Continue button.
- Indicate the pay event to adjust.
- Enter the calendar year of the pay period in the Pay Event Year field.
- Enter the pay event number for the pay period in the Pay No field.
NOTE: Click the lookup button next to the Pay No field for a list of period numbers and dates. - Click the Continue button.
Adjust Vacation Hours
- Enter vacation hours to adjust.
- Enter total vacation hours in the Total Hours field.
NOTE: To decrease the vacation leave balance, enter a positive value. - Enter VAP in the Earn Code field.
- Enter the total hours for VAP in the Total Hours field.
NOTE: This will be a positive value and must match the value specified in the Total Hours field above. - Enter the total hours for VAP under one date during the pay period.
NOTE: This will be a positive value and must match the Total Hours field above and the Total Hours field to the left. - Click the Continue button.
- Enter total vacation hours in the Total Hours field.
Submit the Transaction
- Enter contact information.
- Enter your name in the Contact Person field.
- Enter your phone number in the Phone field.
- Enter your e-mail address in the E-mail field.
- Enter a description for the leave balance adjustment.
- In the Comments box, type Per [INA or L-73 Tech] union contract. Paying [x] vacation hours. Vacation leave balances need to be adjusted accordingly. See PARIS PUA benefit payout adjustment for pay event [Year BW Pay Number – Sequence].
- Click the Submit button to route the transaction to the Department Approver for review and approval.