1. Process retroactive overpayment and recovery for earnings elements
  2. Schedule and process retroactive recoveries

Schedule and process retroactive recoveries

Before scheduling a recovery, verify that RetroPay has generated an overpayment:

  1. Go to My Client Groups > Payroll > Submit a Flow.
  2. Select the legislative data group.
  3. Run the Retroactive Entries report.
  4. Review the earnings element enabled for recoveries.
  5. Confirm that the retro results contain negative earnings entries.
  6. If both positive and negative retro entries exist, verify that sum of the retro entries for the earnings element is less than zero.

Use the Recoveries card to schedule and process recovery of retroactive overpayments:

  1. Go to My Client Groups > Payroll > Calculation Entries.
  2. Search for the employee using the appropriate effective date.
  3. Drill down into the employee record.
  4. Open the Recoveries card.
  5. Enter the employee-agreed Recovery Amount per pay period and Recovery Start Date.
  6. Save the recovery schedule and process payroll.

Recovery statuses

A recovery can have one of the following statuses:
Status Description
Not Scheduled You can edit the recovery as of an effective date on or after the recovery component start date.
Active You can edit the recovery as of an effective date on or after the recovery component start date, end date the recovery, delete date-effective records, delete all records, or remove the end date.
Complete The recovery has been fully processed and can’t be edited.

Recovery amount validations

As you enter and edit repayments, the following validations apply:

  • Recovery Amount can be zero.

  • Recovery Amount can’t be negative.

  • Recovery Amount can’t be greater than Total Recovery Amount.

  • Recovery Amount is required.

  • Recovery Amount can’t be greater than Outstanding Amount.

  • Total Recovery Amount Override must be less than Total Recovery Amount.

Note:

The Comments field and the Employee Agreed checkbox are informational only and don't affect processing.

Recovery processing

During payroll processing:

  • The Outstanding Amount is updated each time a recovery is processed.

  • When the Outstanding Amount reaches zero, the recovery status changes to Complete, the recovery element is end dated, and no further recovery processing occurs.

  • If the Repayment Amount exceeds the Outstanding Amount, only the Outstanding Amount is processed.

  • If there aren't enough earnings to take the full Repayment Amount, no recovery is processed for that payroll run. If an outstanding amount remains, recovery processing is attempted again in the following pay period.