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

If an employee missed or was docked scheduled work hours, or took 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 CO6 – COVID Retro Unpaid Hours 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 event 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:
    4. 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 retroactive Illinois COVID-19 paid administrative hours earn 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 CO6 – COVID Retro Unpaid Hours earn code from the New Earn Code Selection menu.
      NOTE: If unable to select the earn code, see the Setting User Preferences for Earn Codes job aid.
    5. Select the Add New Earn Code button.
  3. Enter the hours to be restored, as specified in the Employee Certification Form.
    1. Enter the number of hours under the appropriate date.
    2. Select the Edit button to edit the C-FOAPAL if needed.
      NOTE: See the Editing Labor Distributions in PARIS job aid for help.
    3. 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.

    Keywords:PARIS payroll adjustment request interface system   Doc ID:122280
    Owner:Don S.Group:University of Illinois Training and Development Resources
    Created:2022-11-03 11:08 CDTUpdated:2022-12-02 11:19 CDT
    Sites:University of Illinois Training and Development Resources
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