Payroll hours reverting/defaulting to standard hours
Posted July 7, 2000.
Payroll hours reverting to standard hours:
As most of you are aware and have probably experienced, there is the potential for the hours entered through the time entry process on the employee's paysheet to be replaced by the employee's standard hours. If not caught, this could result in an overpayment. We are in the process of developing a report that will help identify this condition. For now, we'd like to share what we've learned and help you prevent this condition.
Why this happens:
The Job Pay flag on the paysheet works in conjunction with the Automatic Paysheet Update flag on the Pay Group Table. The Automatic Paysheet Update option directs the system, early in the Pay Calculation process, to compare paysheet records to job records. If the system finds discrepancies between the two records, it automatically updates the paysheet from the job record information before calculating pay, providing you have the Paysheet Job Pay option turned on. In other words, if a change is made to a pay-related record after paysheets have been created, the pay calculation process will detect the difference and update the paysheet with the information from the job record (i.e. replace the entered hours with standard hours). Note: Job Pay defaults to "on" when you create a paysheet.
The following employee changes were tested and in most cases, when Pay Calculation was run, the hours reverted to standard hours. If after running Pay Calc, Pay Update is re-run, the hours will reflect the hours entered through time entry.
| Change | Hrs entered -Time Entry | Hrs after Pay Calc |
| Increased Rate of Pay | 35 | 40 |
| Changed FICA status to Medicare only | 38 | 40 |
| Changed Standard Hours | 37 | 40 |
| Inserted a row on health insurance and changed coverage | 25.50 | 25.50 * |
| Change made to Additional Pay | 38 | 40 |
| Inserted a row in Federal Tax Data changing status from M-1 to M-0 | 33 | 40 |
| Added a Credit Union Deduction | 39 | 40 |
* No change to hours on the paysheet after Pay Calculation.
In the above example, after re-running Pay Update, the hours on the Paysheet reflected the hours entered during the Time Entry Process.
If the following steps are taken, no matter what corrections are made, the hours from time entry will load on to the paysheets, overwriting any standard hours.
- Time Entry
- Pay Edit (correct time entry errors and rerun as many times as necessary)
- Create Paysheets
- Pay Update
- Pay Calculation
- All corrections and data changes made (if any time entry changes are made, rerun Pay Edit)
- Pay Calculation
- Pay Update
- Pay Calculation
Identify employees that (1) have had changes in their pay data and need to be recalculated and/or (2) have been recalculated as follows:
To select all employees who've had a change in their pay data and need to be recalculated go to Compensate Employees -> Manage Payroll Process U.S. -> Use -> Payline -> Payline. At the Job Pay Data Change field, click on the down arrow and select Calculation Required. Click on OK and a list of employees who need to be recalculated will display. To select all employees whose pay has been recalculated due to a change in one of their pay-related records select 'Yes' at the Job Pay Data Change field. (Note: the corresponding field name in the Payline table is Job_Change and the possible values are R, Y, and N.)