KI0105 – 1/1/09 Job Data Rows with pay increases and the 2nd January 2009 Biweekly with pay increases.
Please distribute the following as needed. Action is required.
Subject
Employees with pay increases effective on other dates than the first day of a pay period may result in additional paylines.
Purpose
To alert payroll users of possible overpayment due to additional paylines.
Functional Impact
After the Pay Update process is run users should validate all employees with pay rate changes prior to payroll confirmation to avoid potential overpayment. An overpayment can be produced when three paylines are generated by a pay rate change on a date other than the 1st day of any pay period begin date.
Background Information
Scenario: Any 1/1/09 job data rows inserted as a part of the budget process will generate repeated warnings on the Pay Edit report, e.g. “**Warning** Active Job #0 Job Action this pd.” This message can be ignored for all employees, except for those with pay rate changes on that row. A 1/1/09 pay rate change will generate three paylines during the first January 2009 biweekly payroll, with dates of 12/27-12/31, 01/01-01/02, and 01/03-01/09. Hours on the 12/27-12/31 payline will be blank. Week 1 and 2 hours will update the 01/01-01/02 and 01/03-01/09 paylines respectively via Pay Update. Assuming the pay rate change on 01/01 was an increase, this will overpay the employee for hours worked on 12/27-12/31 that should have been under the old pay rate. Unless all hours are to be paid at the new rate, the school will have to manually go in and move the hours worked 12/27-12/31 to the payline dated with the correct rate.
Note: Institutions that track Holiday hours are reminded to use the appropriate earn code for Holiday pay, else earnings will be posted as Regular earnings.
OIIT Resources and Support
Contact the OIIT Helpdesk at http://www.usg.edu/customer_services/ (self-service ticket submission) or e-mail .(JavaScript must be enabled to view this email address) for support. For urgent or production down situations, call the OIIT Helpdesk (706-583-2001; or toll free within Georgia 1-888-875-3697).