Entering an Adjustment Through the Transaction Grid

The Add Adjustments screen is used to make a correction to an employee's pay information. Adjustments are paid in the current or future pay periods, even if the date of the adjustment was in a past pay period.

When the Transaction Grid view is displayed in the Employee TCS screen, users can either enter the transaction directly through the grid or they can access the Add Adjustment screen.

To add an adjustment through the Transaction Grid, complete the following steps:

1. Select the Employee button in the tool bar.

   • If the user is opening his/her own record, click on the My Time Card button in the left pane.

   • If the user is submitting a request for another employee, open the Employee Search screen. Search for and open the employee record.

2. Click on the Add Adjustment button in the Employee Actions section in the left pane.

   In the Transaction Grid, a new line is displayed in the grid with the Adjustment icon displayed to the left of the field.

   

3. Enter the values that pertain to the adjustment. Click on the TAB key on the keyboard to move to the next field.

   • Required fields are indicated with an asterisk, which displays at the bottom of the grid.

   • The definition for the highlighted field is also provided at the bottom of the grid .

4. Enter the Date the adjustment applies to.

5. If applicable, enter the Time of the adjustment. The format can either be 24-hour or 12-hour. If you are using 12-hour format, follow the time with 'a' or 'p' for AM and PM. For example, enter 0800a for 8:00 AM or 1000p for 10:00 PM.

6. Select the applicable Pay Code from the field look up values in the left pane.

7. Depending on the pay code selected, either the Hours (Units) of the adjustment or the Amount (Dollars) are required.

   If the labor distribution fields are left blank, the system assumes the adjustment should be posted to the employee's Primary Home Labor Distribution.

   At this point the record has enough information. All additional fields are optional.

8. In the Shift field, select the shift where this adjustment should occur.

9. In the Rate field, enter an alternate dollar per hour amount.

10. If Quick Codes are set up, enter it in this field to update multiple fields.

11. If the employee is working a different labor distribution, enter the Organization Unit, Position, and/or Job Class.

12. Enter the related Grant and/or Project code, if applicable.

    Indicator Settings

    Note:

    Two indicator settings determine whether this adjustment will pass to the payroll interface. (The following information assumes that you have authorization access to the Indicator tab in the adjustment entry area.)

• Adjustment Indicator - TA Interface Standard 1, "Manual adjustment reported in the Payroll Interface"

• Pay Code Indicator - TA Interface Standard 1, "Pay Code reported in the Payroll Interface"

  The adjustment will not pass to the payroll interface if either one or both indicators are set to No.

  The adjustment will pass to the payroll interface only when both indicators are set to Yes.

13. To verify or change the adjustment indicator, complete the following steps.

    1. In the adjustment entry area, click the Indicators tab and then expand TA Interface.

    2. In the TA Interface Standard 1 field, verify the setting and, as needed, change it to Y or N.

14. Click the Save button.

    If the adjustment will pass to the payroll interface, the adjustment icon appears in green.

    If the adjustment will not pass to the payroll interface, the adjustment icon appears in red.

    If the adjustment is a new request , it will not pass to the payroll interface until it is approved and the two indicators are set to Y, as noted above.

    If the adjustment request is edited, the edit request record does not pass to the payroll interface. However, the original transaction that the edit is associated with will pass when it is approved and the two indicators are set to Y, as noted above.