Kansas Department of Administration

Timesheet Corrections - Pay Affecting vs Non-Pay Affecting

Posted on October 21, 2021 at 12:51 PM by Kansas Department of Administration

An adjustment is considered non-pay affecting if the hours on the adjustment do not change from the original hours reported on the Timesheet AND the Time Reporting Code (TRC) that you are changing the hours to does not affect leave accrual. Funding changes are considered non-pay affecting as long as the total hours on the timesheet are not changed. Please refer to the attached Excel spreadsheet for a list of all the TRC’s that will process without errors using a non-pay affecting adjustment, AS LONG AS THE CHANGE DOES NOT CHANGE THE TOTAL AMOUNT OF HOURS THAT WERE ORIGINALLY REPORTED.

  • Refer to the Agency Entered Adjustments Instructions for the detailed steps for processing and requesting adjustments. 
  1. Follow the steps below to make the correction to the timesheet
  2. Submit Reported Time and Approve Reported Time if the employee's workgroup is one that requires Reported Time (timesheet) approval.
  3. Time Administration Runs. Daily run times are 11 AM and 3:30 PM Monday - Friday.
  4. Approve Payable Time and check for exceptions. Payable Time and exceptions are visible within 7 to 30 minutes after Time Administration starts.
  5. COMPLETE THIS STEP ONLY IF THIS IS A PAY-AFFECTING ADJUSTMENT: If the adjustment is a pay-affecting adjustment, request the adjustment using the ADJ-ALL run control process.
Non-pay affecting funding adjustments should not be requested to run during a third payroll on-cycle run of a month. If these requests are entered to run in a third payroll on-cycle, the funding for the benefit deductions will not be updated accurately. Please only enter these types of adjustments for the 1st or 2nd on-cycle runs of a month.

Scenarios:
  1. Non‐pay Affecting: If time is already present on the timesheet: 8 hours of SCK and it needs to be changed to 8 hours of VAC
    1. Delete the SCK row. (DO NOT ENTER A NEGATIVE 8 HOURS OF SCK)  Add a new row of VAC. Submit Reported Time and Approve Reported Time if the employee's workgroup is one that requires Reported Time (timesheet) approval. This will trigger the 'Earliest Change Date' and 'Time Admin Run Needed' fields so that this change goes through Time Admin.
      • To verify that the changes will go through Time Admin, use this navigation: Time and Labor>View Time>Time Reporter Status. The Earliest Change Date should be a date that is equal to or before the date of the item updated on the timesheet. There should also be a checkmark in the Time Administration Run Needed column. Remember Time Admin runs at 11AM and 3:30PM daily Monday-Friday and nightly Sunday-Friday.
    2. Once Time Admin has ran, be sure to check for exceptions and review and approve the payable time.
  2. Non-pay Affecting: If time needs to be adjusted between two rows that already exist: Monday has 4 hours of REG and 4 hours of VAC and it should be 6 hours of REG and 2 hours of VAC. (Make note that Monday had 8 total hours reported originally and the changes does not affect the total hours reported.)
    1. Change the time on the existing rows to correctly reflect the time that should have been reported.
    2. Add a row of BON and a 1 on the first day of the pay period and submit. Then delete the row.
    3. Submit Reported Time and Approve Reported Time if the employee's workgroup is one that requires Reported Time (timesheet) approval. This will trigger the settings so that it will be picked up by time admin.
    4. Once Time Admin has ran, be sure to check for exceptions and review and approve the payable time.
  3. Pay Affecting: If a pay affecting adjustment needs to be entered: Add an additional 8 hours of time for a TRC that already exits on the timesheet that was submitted.
    1. Complete the steps in scenario #2 on the day of the off-cycle, preferably before 11AM.
    2. Request the ADJ-ALL, reversal/adjustment only after you have verified and approved Payable Time. If the Payable Time is incorrect or not approved, don't request the adjustment.

It is CRITICAL that you review your PAY011 Payroll Error Messages Report every day of pay calc week as well as the days that the off-cycle runs. Pay special attention to the 100008 errors. These errors will only display on the report once per pay period being processed. The errors on the PAY011 do not carry over to the next pre-calc day’s PAY011 report. Therefore, it is very important that you are viewing this report daily.

100008 Errors: The error will read that an “Adjustment must be requested. TRC or funding changes do not net to zero. Pay affecting transactions must be processed as an adjustment. 16-FEB-2013”

  • The above example is telling you that for the employee listed, there was a change made to the timesheet for Pay Period End Date (PPED) 2/16/2013 that was not processed because the change was a pay affecting adjustment and the run control (ADJ-ALL) was not requested.
  • In order to clear this error, all you need to do is to enter the ADJ-ALL run control. If you have already used your one adjustment for that pay period, you will need to submit a DA-180. See instructions for Centrally Entered Adjustments.
  • If an adjustment processed but did not pick up new hours because they need approval - DO NOT approve the hours after the fact. The Office of Systems Management, Payroll Services Team will clear the hours.

Codes that can be NPA

 

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