UPB - Initiate a Prior Underpayment Adjustment (PUA) Job Change for Bi-Weekly Hourly Employees

A job change (usually for a rate increase) that is too late for payroll calculation is reflected by a backdated Personnel Date in Banner (shown as PCD in PARIS).

Job Change adjustments must be compliant with SURS, FLSA overtime reporting, and W-2 reporting requirements. See FLSA Overtime Tax Implications - Business & Finance for more information.

Always report adjustment earnings distributed on the actual dates and weeks in which the work was performed. Do not combine earnings onto a single day or pay period.

NOTE: In some cases, you will need to adjust a different pay period than the one worked. For the job changes to take effect on the adjustment, you will need to adjust a pay period during which the job change is effective. Contact UPB.

Key Elements

• Application used: PARIS
• Security: Department Adjustment Initiator role

1. View the employee's Payroll Record View (PRV)
2. Adjust the pay
1. Adjustment Reason: Job Change
2. Earn Code: ADD/ADO
3. Enter rate difference in the Special Rate field
4. Enter the hours worked on each date requiring the new rate.
3. Enter a memo
4. Route the transaction

Expanded Instructions

View the Employee's Payroll Record View (PRV)

1. Log in to PARIS.
2. Choose the employee to adjust.
1. Enter employee’s UIN in the QUICK SEARCH field.
2. Select the Search button and 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.
3. Review the pay event you need to adjust.
1. Select the Pay Event Year of the pay period to adjust if adjusting a previous year.
2. Open the gray pay event accordion to review the pay event.
3. Open the EVENT DETAILS accordion to view summary payroll information.
4. Open the JOBS accordion to view all active jobs for the pay period.
5. Select the green job bars to view payroll detail.
   NOTE: Review jobs in subsequent pay events to check for backdated Personnel Dates. The Personnel Date (PCD) is indicated on the job bar beginning with the pay period the job change became effective.

Adjust the Pay

1. Start the Prior Underpayment Adjustment (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 in the Pay Event Detail section. 
      • Job Change
        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 adjustment earnings code.
   1. Open the JOBS accordion to display each active job for the pay period.
   2. Select the green job bar for the job to adjust. The Job Detail opens.
   3. Open the New Earn Code Selection menu to expand the earn code list.
   4. Choose the appropriate adjustment earn code. See PARIS Prior Underpayment Adjustment (PUA) Quick Guide.
      • ADD/ADO for rate increases
      • Other earn codes as required to reflect the job change
   5. Select the Add New Earn Code button.
3. Enter the adjustment pay
   1. Enter the dollars to be adjusted.
      1. Enter the rate difference in the Special Rate field.
      2. Enter the number of hours worked on each date for the new rate. Hours should match the original pay.
         NOTE: An earn code can only be used once in an adjustment. To report overtime earned at the new rate, create a new adjustment using time and a half of the rate difference. 
   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:
   • Add additional earnings as required.
   • Select another job from this pay period to adjust.
   • Select another pay period to adjust.
5. Review the changes.

Enter a Memo

1. Select the green MEMOS tab (near the top).
2. Navigate into the Memos box. 
3. Type a detailed description for each adjustment of the transaction.
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. Verify routing success. Successful routing is displayed in the yellow dialog box at the top of the screen.
   NOTE: To cancel a transaction before routing it, select Delete Entire Transaction from the TRANSACTIONS menu.