UPB - Initiating a Prior Underpayment Adjustment (PUA) for a Late Job Posting for Bi-Weekly Hourly Employees

Late Job Posting is the adjustment reason to pay the employee for missed pay period(s) due to a job being applied too late for payroll calculation.

A Late Job Posting adjustment is required when a job is posted too late to be effective in a payroll calculation and results in the employee not being paid on that job.

NOTE: If the employee received pay on the pay event, submit an Additional Time Worked or Job Change adjustment.

Late Job Posting 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.

Common Late Job Posting adjustments:

A new job is posted too late to be effective in a payroll calculation, resulting in the employee not being paid on that job.
A new job is posted intended to be effective in the past one or more pay periods, resulting in pay not being received on those pay periods for that job.
- The job was made effective for one or more previous pay periods before any pay was calculated.
- An existing job was backdated one or more pay periods, supported by a Personnel Date (PCD) after the current pay period was calculated.

Special Considerations:

If the pay periods to be adjusted do not have any pay, statutory deductions may not be active. University Payroll & Benefits (UPB) will return the PUA and provide special instructions.
If a pay period is not available in PARIS to do a PUA for the job to be adjusted and no pay has calculated, set up a new job with the same position number, but next sequence for making payment.

Some situations make it impossible to make payment on the correct pay period. Instructions will be provided with the return of the PUA. You may contact UPB for special instructions: University Payroll & Benefits Service Portal.

Transaction Overview

Security: Department Adjustment Initiator role.

View the employee's Payroll Record View (PRV) in PARIS.
Adjust the pay.
- Adjustment Reason: Late Job
- 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:
  - If statutory deductions are not active, University Payroll & Benefits (UPB) will provide special instructions.
  - If a pay period is not available in PARIS for a PUA, set up a new job (same position number, but next sequence) for making payment.
  - For other situations, contact UPB for special instructions through the University Payroll & Benefits Service Portal.
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.
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.
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 became effective.

Adjust the Pay

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:
  - Late Job
    NOTE: PARIS automatically completes the Event Type, Calc Method, and Print Method based on the selected adjustment reason. These are not user editable.
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. Select 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 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.
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.
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.