KI0096 – 7/1/08 Job Data Rows with pay increases and the 2nd July 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 1: Any 7/1/08 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 7/1/08 pay rate change will generate three paylines during the first July biweekly payroll, with dates of 6/28-6/30, 7/01-7/04, and 7/5-7/11. Hours on the 6/28-6/30 payline will be blank. Week 1 and 2 hours will update the 7/1-7/4 and 7/5-7/11 paylines respectively via Pay Update. Assuming the pay rate change on 7/1 was an increase, this will overpay the employee for hours worked on 6/28-6/30 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 6/28-6/30 to the payline dated with the correct rate.
Scenario 2: The new minimum wage effective July 24, 2007 with pay rate changes effective 7/24 will produce the same results as a pay rate change effective 7/1/07. If the increase is made effective on the actual date 7/24, 3 paylines will be produced - 7/12-7/18, 7/19-7/23 and 7/24 - 7/25. Hours on the 7/19-7/23 payline will be blank. Pay Edit will place all of the hours in week two into the 7/25 payline. Unless all hours are to be paid at the new rate, the school will have to manually go in and move the hours worked 7/19-7/23 to the other payline dated with the correct rate.
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).