BUSINESS PROCESS GUIDE PEOPLESOFT HUMAN CAPITAL MANAGEMENT … · Business Process Guide – HCM...

BUSINESS PROCESS GUIDE

PEOPLESOFT

HUMAN CAPITAL MANAGEMENT

Release 8.9

PAYROLL ACTION REQUEST (PAR)

For Departments

April 2011

Business Process Guide – HCM – Release 8.9 Department Payroll Action Request

Last Revised: 5/27/2011 Page 2 of 27

TABLE OF CONTENTS

PAYROLL ACTION REQUEST OVERVIEW ....................................................................................................................... 3 Initiate a Payroll Action Request .................................................................................................................................. 4

Login to PeopleSoft .................................................................................................................................................... 4 Navigate to the Payroll Action Request ................................................................................................................ 5 Create a New Payroll Creation Form ..................................................................................................................... 6 Correct an Underpayment of a Salaried Employee ........................................................................................... 8 Correct an Underpayment of a Salaried Employee ........................................................................................... 8 Correct an Underpayment to an Hourly Employee ..........................................................................................10 Correct an Overpayment to a Salaried or Hourly Employee ..........................................................................12

Adjust Hours for Hourly Employee: Past Pay Period ................................................................................................14 Adjust Hours for Salaried Employee: Past Pay Period ............................................................................................16 Pay a Flat Amount for an Hourly Employee .............................................................................................................17 Pay a Flat Amount to a Salaried Employee .............................................................................................................18 Approve a Submitted Request ...................................................................................................................................19

Navigate to the Form ..............................................................................................................................................19 Search for Submitted Payroll Action Requests....................................................................................................20 Approve or Deny the Request ...............................................................................................................................22

Appendix A: Earning Codes, Reasons for Payments, Over Payment Reasons, Earnings Codes ..................23 Example Mail Messages: ..............................................................................................................................................27



PAYROLL ACTION REQUEST OVERVIEW This guide is for department staff that will submit and approve corrections to employee’s pay online. Now you can submit a payroll action request (either from over or under payments) to Financial Services via an online payroll action requests form in PeopleSoft. Some common reasons for requesting a payroll action request include:

Pay Errors (from the department, Data Management or payroll)

Additional Pay Request by department

Vacation/Sick Time Adjustments / Comp/ FTE change

Final check – VPO/CTP – requires additional paperwork

Job Data / Compensation error

Late HPR

Overpayment

Time Sheet Adjustment

Time Sheet not approved or completed

Note: Provide all supporting documents to Payroll Representative via email when submitting a payroll action request. If you have the Department Pay Manager role, you can save, submit, delete and approve payroll action requests. If you have the Department Time Administrator role, you can save and submit payroll action requests for approval by a Department Pay Manager. Instructions for seeing what roles you already have are at this URL: http://help.asu.edu/View_Your_Current_PeopleSoft_Roles Instructions for requesting a new role are at this URL: http://help.asu.edu/PeopleSoft_Access_FAQ

http://help.asu.edu/View_Your_Current_PeopleSoft_Roles

http://help.asu.edu/PeopleSoft_Access_FAQ



Initiate a Payroll Action Request

Login to PeopleSoft

Open a web browser The online payroll action request is in PeopleSoft. The URL is https://hrsa.oasis.asu.edu. OR You can click on links in My ASU to access the system as well. Open a web browser

1) Go to www.asu.edu. 2) Click on “MyASU”. 3) Login with your ASURITE ID and Password.

Once you are in MyASU, click on “HRSA”

Note: You will be required to login a second time.

https://hrsa.oasis.asu.edu/

http://www.asu.edu/



Navigate to the Payroll Action Request

Whether the employee is salaried or hourly, or if they were over or underpaid, navigate to the payroll action request via these menus: Navigate: ASU Customizations > ASU HCM Custom > ASU Payroll > Payroll Action Request



Create a New Payroll Creation Form

Start a new request by clicking on the “Add New Value” tab.

1. Type in the EmplID (the 10 digit ID starting with 120 or 100). If unknown, click on the magnifying glass to search by employee name.

2. Type in the Empl Rcd Nbr – if unknown, click on the magnifying glass to view all accessible records and make a selection.

3. Click on Add Note: The employee Rcd Nbr will come into play if an employee has more than one job at ASU at the same time. Otherwise, it will default to “0”



At this point, you will see one of four screens, based on whether the employee is Hourly or Salaried:

Correcting an Underpayment (Salaried or Hourly)

Correcting an Overpayment (Salaried or Hourly)

Adjusting Hours for Hourly/Salaried employee: Past Pay Period

Pay Flat Amount for Hourly/Salaried employee . The next pages will show you each of these screens and how to fill them in.



Correct an Underpayment of a Salaried Employee

If the employee is salaried, and has been underpaid, the form below will display.

Steps to complete this form are as follows: 1. Click onto the radial button if the request needs to be processed through a manual

check or if it can be processed on the next payroll on-cycle. (required) 2. Enter the Position Number - should only be used if wages to be paid are tied to

another position. You can enter it or search for it via the magnifying glass, if desired. (optional)

3. Enter the Date when the underpayment occurred. (required) 4. Enter the number of Hours that were not paid. If this is a salaried employee, this

field will only be used for unique situations. (required) 5. Select the correct Earnings Code from the list by using the magnifying glass. 6. Enter Amount associated with overpayment. (required) 7. If you have more than one day that is affected, click on the plus (+) sign to add

another row. Note that all rows will have the same “reason for payment”. (optional)

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8. Select a “Reason for Payment” from the list. (required) 9. Type in any Comments that are relevant for the approver and/or your payroll

representative. (optional) 10. Type in the ASURITE ID of the person to approve the request in your department

(required) 11. Save the request and return to it later. (optional) 12. Submit to send the request to the approver once all information is completed.

(required)

Note that you can request multiple items for the same employee in the same screen. Use the plus (+) sign to add additional rows, one for each unique item.



Correct an Underpayment to an Hourly Employee

If the employee is hourly, and has been underpaid, this form will display.

Steps to complete this form are as follows:

1. Enter a Position Number. If the funds will come from a position other than the one associated with the employee. (optional)

2. Select an Earnings Code. Earnings codes for students and staff are listed in the appendix. (required)

3. Enter the Hourly Rate. NOTE: Putting a value in here WILL NOT override the hourly rate currently listed for the employee. (optional)

4. Enter the Date when the underpayment occurred. (required)

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5. Enter the Start and End work times for the day that was under paid. (required) The “Out Time and In Time” are available to report a significant break between the start and end times. For example, a student works from 8:00 AM to 11:00 AM and then from 2:00 PM to 4:00 PM. This area can also be used to report the lunch break. These would be the hours that were not reported. For example, if a person worked 8-5, but only reported 8-12, then you would put 1300 in the “in time” and 1800 in the end work time. Time entry should be done in military format or adding an “A” or “P” after the time entry. For example, 1:00PM can be entered as 1300 or 0100P.

6. Click on the plus (+) sign to add another row, if you have more than one day that is affected. (optional)

7. Select a “Reason for Payment” from the list. (required) 8. Type in any Comments that are relevant for the approver and/or your payroll

representative. (optional) 9. Type in the ASURITE ID of the person to approve the request in your department

(required) 10. Save the request and return to it later. (optional) 11. Submit to send the request to the approver once all information is completed.

(required)



Correct an Overpayment to a Salaried or Hourly Employee

If the employee is salaried or hourly, and has been overpaid, you can make this form display by clicking on the “Over Payment” checkbox.


1. Click on the Over Payment check box to change the view. The screen view will change.

2. Type in the Earnings Code that was overpaid. (required) 3. Type in the Gross Amount of the overpayment for that earnings code. (required) 4. Type in the Fiscal Year in which the over payment occurred. (required) 5. Enter the Pay Period Ending Date of when the overpayment first occurred.

(required) 6. Enter the Pay Period Ending Date of when the overpayment last occurred.

(required)

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7. Select an over payment Reason. (required) 8. If you have more than one earnings code that is affected, click on the plus (+) sign to

add another row. Note that all rows will have the same “reason for payment” (optional)

9. Click the drop down arrow for “Reason for Payment” and select “Overpayment Correction” (required)

10. Type any Comments that are relevant for the approver and/or payroll representative. (optional)

11. Type in the ASURITE ID of the person to approve the request in your department 12. Save the request and return to it later. (optional) 13. Submit to send the request to the approver once all information is completed.

(required)



Adjust Hours for Hourly Employee: Past Pay Period You can also adjust the hours that an employee recorded for a past pay period. For example, if an employee was paid 40 regular and should have been 32 regular and 8 vacation.


1. Type in Position Number, if the funds will come from a position other than the employee’s position. (optional)

2. Select the Earnings Code using the magnifying glass. (required) 3. Enter the Date that the over payment happened. (required) 4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice

versa. (one is required) 5. Click the + sign to insert an additional row, if applicable (optional) 6. Select a Reason for Payment (required)

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7. Type any Comments that are relevant for the approver and/or payroll representative. (optional)

8. Select the ASURITE ID of the approver. (required) 9. Save the request and return to it later. (optional) 10. Submit to send the request to the approver once all information is completed. (required)



Adjust Hours for Salaried Employee: Past Pay Period If you need to correct a salaried employee’s hours, you can use the same form. An example would be a salaried employee who did not enter 8 hours vacation.



2. Enter the date that the adjustment is correcting. (required) 3. Select the Earnings Code using the magnifying glass. (required) 4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice

versa. (one is required) 5. Click the + sign to insert an additional row, if applicable (optional) 6. Select a Reason for Payment (required) 7. Type any Comments that are relevant for the approver and/or payroll representative.

(optional) 8. Select the ASURITE ID of the approver. (required) 9. Save the request and return to it later. (optional) 10. Submit to send the request to the approver once all information is completed. (required)

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Pay a Flat Amount for an Hourly Employee You can use this form to pay a flat amount to an hourly employee. In this example, we are paying a $500 commission.



2. Select the Earnings Code using the magnifying glass. (required) 3. Enter the date that the adjustment is correcting. (required) 4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice

versa. (one is required) 5. Click the + sign to insert an additional row, if applicable (optional) 6. Select a Reason for Payment (required) 7. Type any Comments fthat are relevant for the approver and/or payroll representative.


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Pay a Flat Amount to a Salaried Employee You can use this form to pay a flat amount to a salary employee. In this example, we are paying a $1000 in auxiliary pay.



2. Enter the date that the adjustment is correcting. (required) 3. Select the Earnings Code using the magnifying glass. (required) 4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice

versa. (one is required) 5. Click the + sign to insert an additional row, if applicable (optional) 6. Select a Reason for Payment (required) 7. Type any Comments that are relevant for the approver and/or payroll representative.


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Approve a Submitted Request The online payroll action request is in PeopleSoft. The URL is https://hrsa.oasis.asu.edu. You can also conveniently click on links in My ASU to access the system as well.

Navigate to the Form

Open a web browser and go to the My ASU page. 1) Go to www.asu.edu. 2) Click on “MyASU”. 3) Login with your ASURITE ID and Password.

Once you are in MyASU, click on “HRSA”

Navigate through these menus: ASU Customizations > ASU HCM Custom > ASU Payroll > Payroll Action Request

https://hrsa.oasis.asu.edu/

http://www.asu.edu/



Search for Submitted Payroll Action Requests

Search for existing forms waiting for approval.

A search can be performed by:

Transaction Number

Employee Id

Name

Overpayment – click over payment check box

Status

Date



This screen capture shows a typical search results. You can sort the list by clicking on the column headings. In this case, the list is sorted by Status Please see the appendix for definitions of the different statuses, descriptions, earning codes and over payment reasons.



Approve or Deny the Request Approve or deny the request as below:

1) Type in additional comments, if desired

2) Click on either Approve or Deny. The request will be sent to Financial Services Payroll.

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Appendix A: Earning Codes, Reasons for Payments, Over Payment Reasons, Earnings Codes

Earnings Code

Description – Salaried Staff

Earnings Code

Description – Salaried Staff

A12 Regular – 12 Month Faculty PTL Parental Leave

ACD Regular – 9 Month Faculty REG Regular

ADS Administrative Supplement RTO Retroactive Pay

AWP Award/Prize SA1 One Semester Sabbatical

BER Bereavement Leave SAB Two Semester Sabbatical 60%

BNN Bonus Nondiscretionary SAD Sick Hours Adjustment

BNS Bonus – Discretionary SCK Sick Leave

CAR Car Allowance SUM Summer Session

CMS Commission Earnings SUP Supplemental Pay

ENS Endowed Supplement TEC Technical Subsidy

FND Foundation/Advantage ULS Unpaid Leave – Salaried

GRD Graduate Earnings UNS Unpaid - Salaried

HNR Honorarium UVS Unpaid Vacation – Salaried

HSG Housing Allowance USS Unpaid Sick – Salaried

ICS Intra University Consulting VAC Vacation

ISP Instruction Supplement VAD Vacation Hours Adjustment

JRY Jury Duty Pay WTR Winter Session

MIL Military Leave Pay



Earnings Code – Student Workers Earnings Codes – Hourly Classified Staff

OT2 – Overtime at 2.0 BEP – Bereavement Leave Hourly

OTP – Overtime at 1.5 CAB – Call Back

OTS – Overtime at Straight Time CEP – Come Time Earned 1.5

STH – Student Hourly Regular Wages CTA – Comp Time Hours Adjustment

STI – Stipend CTE – Comp Time Earned

CTH – Comp Time Taken Hourly

CTT – Compensatory Time Taken

CTX – Comp Time Officers

HOP – Holiday Hourly

HRY – Hourly

JRP – Jury Duty Pay Hourly

MIP – Military Leave Pay Hourly

ONC – OnCall Pay

ONP – OnCall Hourly

OT2 – Overtime at 2.0

OTP – Overtime at 1.5

OTS – Overtime at Straight Time

PTP – Parental Leave Hourly

RTH – Retroactive Pay Hourly

SAD – Sick Hours Adjustment

SCP – Sick Leave Hourly

STB – Standby Pay

ULH – Unpaid Leave Hourly

UNH – Unpaid Hourly

USH – Unpaid Sick Hourly

UVH – Unpaid Vacation Hourly

VAD – Vacation Hours Adjustment

VAH – Vacation Hourly



Reason for Payment Comment

Additional Pay Errors – Dept Additional Pay incorrectly set up by Department

Additional Pay Errors – PY Additional Pay processed in error by Payroll

Addl Pay Requested by Dept Additional Pay requested by Department

Vacation/Sick Adjustments Adjustments to Vacation and/or Sick Leave balances due to time taken and not recorded or termination.

Comp./FTE Change Compensation/FTE Correction

Final Check – VPO/ CTP Involuntary Terminated employee – check needed in 3 business days

Job Data/Compensation Err-DM Job Data/Compensation incorrectly entered by Data Management

Job Data/ Compensation Err – Dept Job Data/Compensation incorrectly submitted by Department

Late HPR – DM New Hire paperwork not entered in time for payroll by Data Management

Late HPR – Dept New Hire paperwork not submitted in time for payroll by Department

Overpayment Correction Wage Overpayment

Timesheet Adjustments Hours adjustment due to incorrect reporting

Timesheet not Approved by Dept Reported time not approved by Department prior to the deadline

Timesheet not Comp/Appr – Dept Timesheet not completed/approved by Department prior to the deadline

Timesheet not Completed by Emp Employee didn’t complete timesheet prior to the deadline for Departmental approval



Over Payment Reason Comment

Addl Pay Additional Pay Error

Dup Paymnt Duplicate Payment Processed

FTE Corrct FTE Correction

Inc ErnCd Incorrect Earnings Code Used in Error

Job Corctn Job Data Correction

Late Term Late Termination

Pay Rt Cor Pay Rate Correction

Renw Error Renewed in Error

Time Entry Time Entry In Error

Status Definition

Open Submitter has created and saved the form

Submitted Submitter has submitted form to Dept Pay Manager for approval

Approved Dept Pay Manager has approved the form and is now awaiting payroll processing

Denied Dept Pay Manager has denied the form.

Awaiting VP Approval Correction form amount total is $25,000 or more and has been routed to a VP for approval

In Progress Payroll is processing the form

Closed Payroll has processed the form and hours/amounts have been paid.

Cancelled Dept has notified payroll to cancel the form. (Email required)

Deleted Not seen in the Search engine, submitter deleted form due to inaccurate entry.



Example Mail Messages:

To the Approver when submitted:

A Payroll Action Request has been submitted which requires your

approval.

To the submitter after approval:

A Payroll Action Request has been approved from a department that you

are the responsible for.

To the submitter after denial

Payroll Action Request #2444 has been denied by the approver.

To the submitter after closure

Payroll Action Request #2011 has been closed by payroll.

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