Understanding the Adjustment Process

An offset is the negative image of a current earnings for a given Date Under Report. (Date Under Report, or DUR, is the date for which time was reported.) The system creates offsets automatically when a DUR is adjusted. For example, suppose someone reports 8 hours of regular time for a given day, as the manager, you need to adjust this to 6 hours of regular time. If this 6 hours has already been processed by payroll, the adjustment you make creates an earnings row to offset the original amount of 8 hours regular (-8 hours) and creates a new earnings row containing the positive 6 hours of regular.

Offset records are created for every earnings for the day, regardless of whether earnings are modified or not. This implies that if a time reporter reported 8 hours of Regular, and 2 hours of OT, and the manager adjusts the Overtime amount, offsets are created for the Regular (-8) and the OT (-2) hours. Positive entries are also created for all earnings in the amount of the final snapshot of that day.

Making Multiple Adjustments

If you adjust Time for a date under report several times, the process only checks the most recent set of adjustments. For instance, in the previous example, if the user makes another adjustment to the Date Under Report, the process uses the 6 hours of Regular to generate the offset (-6 hours), not the original 8 and the offset -8 earnings rows. Only the latest adjustments are processed.

Determining When to Create Offsets

Adjustment processing occurs after rules and post-rules processes have been executed. Time Administration uses the following criteria to determine whether to create offsets for the data in an existing Payable Time record:

• The original time data for which the system is creating an offset or adjustment must have previously been closed or approved by the user, or processed by an external system such as payroll or project costing.

  You can determine whether an adjustment will create an offsetting entry by checking the payable status (PAYABLE_STATUS). Note that Time and Labor does not create offsets when the payable status is estimated or needs approval.

  Payable Status	Create Offsets?
  AP–Approved	Y
  DN–Denied	Y
  PB–Pushed Back	Y
  CL – Closed	Y
  SP – Sent to Payroll	Y
  RP – Rejected by Payroll	Y
  TP – Taken by Payroll	Y
  PD – Distributed	Y
  DL – Diluted	Y
  ES – Estimated	N
  NA – Needs Approval	N
  NP – No Pay	N
  IG – Ignore	Y
  RV – Reversed Check	Y

• The system must be able to match the new Intermediate Payable Time record (the record that contains the new, adjusted data) with the original Payable Time record. In other words, the EmplID, Empl_Rec#, and Duration (DUR) associated with the new record and old record must match.

If these conditions are met, the system creates two new entries in Payable Time: one to reverse or offset (multiply by negative one) the original entry and the second to insert new data.

Note:

This step creates offsets for absence rows that are from Global Payroll only. Payroll for North America process create offsets for absences and updates payable time with negative absence rows.

Example

The following example illustrates how this process works.

Original Payable Time data (TL_PAYABLE_TIME) that was reported, processed, and paid:

#	DUR	TRC	QTY	Est_Gross	Lbr_Dist_Amt	Diluted_Gross
1	1/2/00	Reg	4	40	40	40
2	1/2/00	Vac	4	40	40	40

New Data in Intermediate Payable Time (TL_IPT1):

#	DUR	TRC	QTY
1	1/2/00	REG	8

Offsets to Payable Time data (TL_PAYABLE_TIME) that were reported, processed, and paid:

#	DUR	TRC	QTY	Est_Gross	Lbr_Dist_Amt	Diluted_Gross
1	1/2/00	Reg	-4	-40	-40	-40
2	1/2/00	Vac	-4	-40	-40	-40