Payroll Standard Operating Procedure 10.0: Monthly Payroll Vouchers - Attendance Adjustments for NO PAY Hours

Subject: Monthly Payroll Vouchers - Attendance Adjustments for NO PAY Hours

Source: Financial Management Services

Original Date of Issue: April 2012

Date of Last Revision: August 2017

Rationale: Monthly staff employees (S10/S12) use the ePTO system to record time off hours at the end of each month. The ePTO system does not interface with the HRMS system or payroll vouchers to reduce pay. Therefore, when an employee records a NO PAY earn code in the ePTO system, the departmental Payroll Processor must make the adjustment on the payroll voucher.

Procedure

Valid NO PAY earn codes in ePTO, mapped to the Payroll Voucher

ABE Absent Voucher Code = ABE Enter Positive Hours
AFL Absent FMLA Voucher Code = ABE Enter Positive Hours
AMC Absent FMLA - Military Caregiver Voucher Code = ABE Enter Positive Hours
AWB Absent w/attendance accruals Voucher Code = ABE Enter Positive Hours
INA Absent Injury Voucher Code = ABE Enter Positive Hours
SNS Suspension Voucher Code = SNE Enter Positive Hours
IJM Injury - Offset by Worker's Comp* Voucher Code = IJM Enter Negative Dollar Amount

* The IND/IJM code should only be used at the direction of the UHRS Worker’s Comp area. They will provide specific instructions concerning the amount to deduct on the payroll voucher.

Attendance Adjustments/Absent Hours

If you know an employee has NO PAY hours in the current month before the monthly payroll is processed, enter the appropriate earn code and hours on the monthly payroll voucher to avoid an overpayment. To do so, enter the appropriate earn code and the number of hours for any adjustment needed for attendance reasons (situations in which an employee has no hours to cover the absence). The system will calculate the employee’s default hourly rate (base salary divided by 2080), multiply the rate by the number of hours, and SUBTRACT this amount from the monthly pay amount. A large amount of NO PAY hours could result in a negative calculation for the month. If so, calculate only the number of hours you can process.

If an employee used NO PAY earn codes in a prior month, initiate an adjustment voucher to process the correction. To do so, enter the appropriate NO PAY earn code and hours. This is a positive adjustment since you want to SUBTRACT pay. A large amount of NO PAY hours could result in a negative calculation in the payroll. If so, calculate only the number of hours you can process and deduct the remaining hours using an adjustment voucher in the following month. After the November 30 payment is confirmed, you must handle these situations as overpayments.

You may process adjustment vouchers to correct attendance for monthly employees up to and including the November 30 payroll closing. The December payroll is paid in January, which is a new tax year. According to IRS regulations, IU cannot reduce wages paid in a previous tax year. Any December adjustments and any unprocessed adjustments from previous year wages must be processed as an overpayment following University Payroll’s Overpayment Processing Procedures.


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Responsible Organization: Financial Management Services