BUSINESS PROCESS GUIDE PEOPLESOFT HUMAN CAPITAL MANAGEMENT Release 8.9 PAYROLL ACTION REQUEST (PAR) For Departments April 2011
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 Last Revised: 5/27/2011 Page 2 of 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 Last Revised: 5/27/2011 Page 3 of 27
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. Last Revised: 5/27/2011 Page 4 of 27
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 Last Revised: 5/27/2011 Page 5 of 27
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 Last Revised: 5/27/2011 Page 6 of 27
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. Last Revised: 5/27/2011 Page 7 of 27
Correct an Underpayment of a Salaried Employee If the employee is salaried, and has been underpaid, the form below will display. 1 2 3 4 5 6 8 7 9 10 11 12 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) Last Revised: 5/27/2011 Page 8 of 27
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. Last Revised: 5/27/2011 Page 9 of 27
Correct an Underpayment to an Hourly Employee If the employee is hourly, and has been underpaid, this form will display. 1 2 3 4 5 6 7 8 9 10 11 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) Last Revised: 5/27/2011 Page 10 of 27
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) Last Revised: 5/27/2011 Page 11 of 27
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 2 3 4 5 6 7 8 9 10 11 12 13 Steps to complete this form are as follows: 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) Last Revised: 5/27/2011 Page 12 of 27
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) Last Revised: 5/27/2011 Page 13 of 27
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 2 6 3 4 5 7 8 9 10 Steps to complete this form are as follows: 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) Last Revised: 5/27/2011 Page 14 of 27
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) Last Revised: 5/27/2011 Page 15 of 27
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. 1 2 3 4 5 6 7 8 9 10 Steps to complete this form are as follows: 1. Type in Position Number, if the funds will come from a position other than the employee s position. (optional) 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) Last Revised: 5/27/2011 Page 16 of 27
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. 1 2 3 4 5 6 7 8 9 10 Steps to complete this form are as follows: 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 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. (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) Last Revised: 5/27/2011 Page 17 of 27
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. 1 2 6 3 4 5 7 8 10 9 Steps to complete this form are as follows: 1. Type in Position Number, if the funds will come from a position other than the employee s position. (optional) 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) Last Revised: 5/27/2011 Page 18 of 27
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 Last Revised: 5/27/2011 Page 19 of 27
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 Last Revised: 5/27/2011 Page 20 of 27
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. Last Revised: 5/27/2011 Page 21 of 27
Approve or Deny the Request Approve or deny the request as below: 1 1) Type in additional comments, if desired 2 2) Click on either Approve or Deny. The request will be sent to Financial Services Payroll. Last Revised: 5/27/2011 Page 22 of 27
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 Last Revised: 5/27/2011 Page 23 of 27
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 Last Revised: 5/27/2011 Page 24 of 27
Reason for Payment Additional Pay Errors Dept Additional Pay Errors PY Addl Pay Requested by Dept Vacation/Sick Adjustments Comp./FTE Change Final Check VPO/ CTP Job Data/Compensation Err-DM Job Data/ Compensation Err Dept Late HPR DM Late HPR Dept Overpayment Correction Timesheet Adjustments Timesheet not Approved by Dept Timesheet not Comp/Appr Dept Timesheet not Completed by Emp Comment Additional Pay incorrectly set up by Department Additional Pay processed in error by Payroll Additional Pay requested by Department Adjustments to Vacation and/or Sick Leave balances due to time taken and not recorded or termination. Compensation/FTE Correction Involuntary Terminated employee check needed in 3 business days Job Data/Compensation incorrectly entered by Data Management Job Data/Compensation incorrectly submitted by Department New Hire paperwork not entered in time for payroll by Data Management New Hire paperwork not submitted in time for payroll by Department Wage Overpayment Hours adjustment due to incorrect reporting Reported time not approved by Department prior to the deadline Timesheet not completed/approved by Department prior to the deadline Employee didn t complete timesheet prior to the deadline for Departmental approval Last Revised: 5/27/2011 Page 25 of 27
Over Payment Reason Addl Pay Dup Paymnt FTE Corrct Inc ErnCd Job Corctn Late Term Pay Rt Cor Renw Error Time Entry Comment Additional Pay Error Duplicate Payment Processed FTE Correction Incorrect Earnings Code Used in Error Job Data Correction Late Termination Pay Rate Correction Renewed in Error Time Entry In Error Status Open Submitted Approved Denied Awaiting VP Approval In Progress Closed Cancelled Deleted Definition Submitter has created and saved the form Submitter has submitted form to Dept Pay Manager for approval Dept Pay Manager has approved the form and is now awaiting payroll processing Dept Pay Manager has denied the form. Correction form amount total is $25,000 or more and has been routed to a VP for approval Payroll is processing the form Payroll has processed the form and hours/amounts have been paid. Dept has notified payroll to cancel the form. (Email required) Not seen in the Search engine, submitter deleted form due to inaccurate entry. Last Revised: 5/27/2011 Page 26 of 27
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. Last Revised: 5/27/2011 Page 27 of 27