This chapter contains these topics:
You might need to correct an individual's pay for any of the following reasons:
An employee's rate of pay might change permanently or temporarily.
You might have incorrect rate information that impacted previous payments to an employee.
An employee's rate is scheduled to change on a future date.
This section contains the following:
Updating Current Pay Information
Correcting an Overpayment
Correcting an Underpayment
Updating Future Pay Information
You update current pay information for an employee when there is an error in the timecard information or master table information that affects an employee's pay. You update current pay information to make the current rate accurate.
To update an employee's current pay information complete one of the following tasks:
Change the current rate in the Employee Master table
Change the current rate for multiple jobs
Override the rate in time entry
Correct the rate in time entry
You can use various methods to update an employee's current pay information:
From Canadian Payroll Master (G77), choose Employee Information
From Employee Information (G7711), choose Employee Entry
You change the rate in the Employee Master table (F060116) to permanently change or correct an employee's pay rate. When the system retrieves an employee's pay rate from the Employee Master table for timecard information, the rate change is used the next time you enter timecards or process pre-payroll and create autopay records.
To permanently change the rate of pay complete one of the following tasks:
Change the current rate of pay for an employee
Change the current rate of pay for an employee with a contract calendar
To change the current rate of pay for an employee
To locate the employee, complete the following field:
Address Number
Change the value in any of the following fields:
Salary
Hourly Rate
Billing Rate
To change the rate of pay for an employee with a contract calendar
On Employee Entry
To locate the employee, complete the following field:
Address Number
Choose the Contract/Calendar function or change the value in one or both of the following optional fields:
Pay Grade
Pay Step
On Contract Calendar, complete the following fields and press Enter:
Change Reason
Periods to Pay
Contract Calendar
Contract Salary
Calendar Start Date
Calendar Stop Date
Omit Record Option (RT)
Review the information in the following field:
Daily Rate of Pay
Pay Period Gross
Choose the Update function.
From Canadian Payroll Master (G77), choose Employee Information
From Employee Information (G7711), choose Employee Multiple Job Entry
If an employee holds multiple jobs, you can permanently change or correct the rate of pay for an employee's primary and secondary jobs. The system uses the new rate change the next time you enter timecards or process pre-payroll and create autopay records. The system updates the change for primary job in the Employee Master (F060116) and the change for secondary jobs in the Employee Multiple Job tables (F060118).
To change the current rate for multiple jobs
On Employee Multiple Job Entry
To locate the employee, complete the following field:
Address Number
Change one of the following fields:
Salary
Salary Frequency
Hourly Rate
From Canadian Payroll Master (G77), choose Time Entry
From Time Entry (G7712), choose an option under the Time Entry heading
You can update an employee's rate in time entry when you want to temporarily override the employee's regular hourly rate. The regular hourly rate is derived from the Employee Master table, the Union Rates table, the Occupational Pay Rates table, or the Pay Grade Step table. For example, when an employee works for the current pay period as a supervisor and receives a different rate of pay, you can override the rate in time entry.
To override the rate in time entry
On any time entry form
Complete the following field
Override Rate
| Field | Explanation |
|---|---|
| Rate - Hourly | This is the employee's hourly rate. If applicable, the system adds Pay Type Multiplier and Shift Differential values to the hourly rate.
If you change the value of the data display decimals for this field, you must also change the Hourly Rate (PHRT) and Base Rate (BHRT) fields in Time Entry to have exactly the same data display decimals. Form-specific information Enter an amount in this field to override all rates that would have been derived elsewhere. The system uses this rate to calculate the employee's pay based on the hours you enter. Depending on where the system finds the rates, one of the following occurs:
|
From Canadian Payroll Master (G77), choose Time Entry
From Time Entry (G7712), choose an option under the Time Entry heading
When you enter inaccurate hourly rate information, you can correct an employee's rate in current time entry records. After you correct the rate, the system accesses the new rate from the appropriate table to replace the rate in the Override Rate field and to re-calculate the employee's earnings.
Change the rate in the Employee Master table, the Employee Multiple Job table, the Union Rates table, or the Occupational Rates table
To correct the rate in time entry
On any time entry form
Locate the employee's time entry records that need to be corrected.
Remove the rate in the following field:
Override Rate
See Also:
From Canadian Payroll Master (G77), choose History Inquiries
From History Inquiries (G7714), choose Paycheque Review & Void
When an employee has been overpaid for any pay period earlier than the current one, you can correct the overpayment. To correct the overpayment, you should:
Retrieve the payment from the employee, or have the bank reverse the direct deposit for those employees who are paid through automatic deposit.
Void the earlier payment
Issue another payment
From Canadian Payroll Master (G77), choose Interims and Special Post
From Interim Cheques and Special Post (G7721), choose Interim Cheque Entry
When an employee has not received sufficient pay for a previous pay period, you can correct the underpayment. You do not need to void the earlier payment when an employee has been underpaid.
To correct an underpayment, you should:
Enter the additional amount in time entry, if necessary
Issue an interim payment or process the additional pay with the next pay cycle.
From Canadian Payroll Master (G77), choose Employee Information
From Employee Information (G7711), choose Additional EE Data & Reports
From Additional Employee Data & Reports (G77111), choose Pay Rate Information
You can enter future rates and effective dates to change an employee's pay information. Future updates generally occur when an increase is approved for a future date, such as the employee's anniversary.
You can change the following types of pay rates:
Annual salary
Hourly rate
Billing rate