UPB - Initiating a Prior Underpayment Adjustment (PUA) Additional Time Worked for Bi-Weekly Hourly Employee

Additional Time is the adjustment reason to pay missed or under-reported hours.

A bi-weekly hourly (non-exempt) employee was paid on a pay period, but not all hours worked were recorded for that pay event. The Department Initiator must submit a PUA to pay that additional time to the employee.

NOTE: If the employee was not paid on the pay event, submit a No Time Reported or Late Job Posting adjustment.

If the employee holds multiple jobs, the combined hours for any day or week could result in system generated overtime (OVF) if overtime hours are not properly reported.

Additional Time Worked 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.

Transaction Overview

Security: Department Adjustment Initiator role.

View the employee's Payroll Record View (PRV) in PARIS.
Adjust the pay.
- Adjustment Reason: Additional Time Worked
- Earn Code: Same as time entry.
  If you are unable to locate and select the necessary earn code, see the Setting User Preferences for Earn Codes job aid.
  - Use the appropriate time entry earn codes:
    - Regular pay (REG/RGO)
    - Overtime (OVR)
    - Premium pay
  - Temporary upgrades (on a Temporary Upgrade or Administrative Increment job)
    - TUP – Temporary Upgrade: See Reporting Time for Temporary Upgrade Positions.
    - ADA – Administrative Increment: See Reporting Time for Administrative Increment Positions.
    - Upgrade Overtime (OTU and OTD)
- Time Distribution: Enter the number of hours worked under the appropriate date.
- Special considerations:
  - Do not submit a PUA to report leave hours if regular hours have already been paid. Submit a Leave Balance Adjustment in ANA: Submitting a Leave Balance Adjustment Request for a Bi-Weekly Employee.
  - If paying a rate difference, use the Job Change adjustment reason.
Enter a memo.
Route the transaction.

Step-by-Step Instructions

View the Employee's Payroll Record View (PRV)

Log in to PARIS.
Choose the employee to adjust.

Enter employee’s UIN in the QUICK SEARCH field.
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.

Review the pay event you need to adjust.

Select the Pay Event Year of the pay period to adjust if adjusting a previous year.
Open the gray pay event accordion to review the pay event.
Open the EVENT DETAILS accordion to view summary payroll information.
Open the JOBS accordion to view all active jobs for the pay period.
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 pay

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.
  - Additional Time Worked
Select the appropriate 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 earn code.
  
  If you are unable to locate and select the necessary earn code, see the Setting User Preferences for Earn Codes job aid.
  - Use the appropriate time entry earn codes:
    - Regular pay (REG/RGO)
    - Overtime (OVR)
    - Premium pay
  - Temporary upgrades (on a Temporary Upgrade or Administrative Increment job)
    - TUP – Temporary Upgrade: See Reporting Time for Temporary Upgrade Positions.
    - ADA – Administrative Increment: See Reporting Time for Administrative Increment Positions.
    - Upgrade Overtime (OTU and OTD)
5. Select the Add New Earn Code button.
Enter the adjustment pay.
1. Enter the additional hours worked 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.
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. Multiple adjustments can be bundled into one transaction.
Review the changes.

Enter a Memo

Select the green MEMOS tab (near the top).
Navigate into the Memos box.
Type a detailed description for each adjustment of the transaction.
Select the Add button.
If necessary, edit your phone number listed in the INITIATOR PHONE NUMBER field.

Route the Transaction

Select the Route button near the bottom left of the screen once all changes have been made.
Verify routing success. 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.