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UPB - Initiating a Prior Underpayment Adjustment (PUA) for Retroactive Illinois COVID-19 Paid Administrative Leave – Bi-weekly Exempt Employee

If an employee was docked for scheduled work or was on unpaid leave due to a qualifying COVID-19 reason, retroactively restore pay to that employee by submitting a PUA.

See COVID-19 Restored/Retroactive Leave or contact your Human Resources office for more information.

To restore missed pay, complete the following steps:

  1. Employee must complete and submit an Employee Certification Form for approval by HR.
  2. Attach the final approval page of the completed and approved form in PDF format to the HR Front End (HRFE) through an Administrative (ADM) transaction. Use the document type Leave of Absence with the label COVID RETRO.
  3. Initiate a PUA using the adjustment reason Agreement/Settlement to get the employee the missed pay. Use the CO7 – COVID Retro Unpaid Salary or RPC – Retro Pay COVID 1/3 Reg Rate earn code. See instructions below.
    NOTE: If the Employee Certification Form approval page is not attached through a HRFE ADM transaction with the document type of Leave of Absence – COVID RETRO, the PUA will be returned.

View the employee’s Payroll Record View (PRV)

  1. Log in to PARIS.
  2. Choose the employee to adjust.
    1. Enter the employee’s UIN in the QUICK SEARCH field.
    2. Select 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

  1. Start the PUA.
    1. Open the gray pay even accordion to select the pay event and review payroll information.
    2. Select the ADJ button to the right.
      • The PAY HISTORY tab displays a new row in yellow for the adjustment.
    3. Choose the Adjustment Reason from the menu under Pay Event Detail:
      • Agreement/Settlement
        NOTE: PARIS automatically completes the Event Type, Calc Method, and Print Method based on the selected adjustment reason. These are not user editable.
  2. Select the appropriate retroactive Illinois COVID-19 paid administrative leave code.
    1. Open the JOBS bar to display each active job for the pay period.
    2. Open the green job bar for the job to adjust. Job Detail opens.
    3. Select the New Earn Code Selection menu to expand the list.
    4. Choose the appropriate earn code from the New Earn Code Selection menu. Select the code according to the Employee Certification Form.
    5. Select the Add New Earn Code button.
  3. Enter the retroactive paid COVID-19 administrative leave.
    1. Enter the number 1 in the Hours Or Units field.
    2. Enter the dollar amount specified in the agreement in the Special Rate field.
    3. Select the Edit button to edit the C-FOAPAL if needed.
      NOTE: See the Editing Labor Distributions in PARIS job aid for help.
    4. Select the Save button (lower left) when all entries have been made.
  4. Make additional changes if required:
    • Select another job from this pay period to adjust.
      NOTE: Make sure the missed hours are accurately reported across all jobs.
    • Select another pay period to adjust.
      NOTE: Retroactive hours must be submitted on the pay period from which the hours were missed. Multiple adjustments can be bundled into one transaction
  5. Review changes.

      Enter Memo

      Enter a description for each adjustment in the transaction.

        1. Select the green MEMOS tab.
        2. Navigate into the Memos box.
        3. Type a description like: Paying retroactive COVID-19 hours according to agreement in BDM.
        4. Select the Add button.
        5. If necessary, edit your phone number listed in the INITIATOR PHONE NUMBER field.


      Route the transaction.

        1. Select the Route button near the bottom left of the screen once all changes have been made.
        2. Successful routing is displayed in the yellow dialogue box at the top of the screen.

      NOTE: To cancel a transaction before routing it, select Delete Entire Transaction from the TRANSACTIONS menu.

      KeywordsPARIS payroll adjustment request interface system   Doc ID122282
      OwnerDon S.GroupUI Training and Development Resources
      Created2022-11-03 13:59:36Updated2022-12-02 11:19:15
      SitesUniversity of Illinois Training and Development Resources
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