Purpose: The purpose of this lesson is to learn how to enter a non-pay affecting leave adjustment.

Navigation: Time and Leave > Adjust Employee Timesheet

Timing: Non-pay affecting adjustments can be made anytime after the final pay calculation of the timesheet being adjusted.

Important Notes: It is important that you adjust time and leave accurately so an employee’s leave is correct.

The Adjustment Daily page is used to correct time and leave information after an earnings adjustment has been requested. For the Time and Leave CBT, we use this page for non pay affecting adjustments. In order to enter a pay affecting adjustment, the request must be made within the Payroll module first. For a non pay affecting adjustment, access the Adjustment Daily page without requesting an adjustment.

Agencies can only request one pay affecting adjustment per pay check. If an agency needs to make more than one pay affecting adjustment, the agency must contact Accounts and Reports. Multiple non pay affecting adjustments can be made to a paycheck.

Pay affecting leave adjustments involving discretionary holidays may require the assistance of DPS.

Make a copy of the top row of the Leave Accrual page for each leave type being adjusted prior to and following a non pay affecting leave adjustment for complete documentation.

If an agency needs to make more than one pay affecting adjustment, the agency must contact Accounts and Reports.

Agencies are responsible for coordinating time and leave updates between the time keepers and payroll entry personnel to ensure accurate time and leave records.

NOTE: An ‘L’ will be displayed under the ‘Adj’ column on the Time Sheet when a row has been added as a non pay affecting leave adjustment. This is visible after you save the page.

NOTE: The following warning message will display when saving a non pay affecting adjustment: ‘Warning – This classifies as a non paying adjustment and no paycheck will be generated. [21000,6].’ This warning is to inform you that you are conducting a non pay affecting leave adjustment. When you click OK, the message will disappear and the page will be saved.

Place your cursor over each field to view the field definition. After viewing the field definitions, click on the NEXT button to continue.

Click the link below to view the movie. It will allow you to view a demonstration of entering a prior period non-pay affecting adjustment for an employee who accidentally requested vacation leave instead of sick leave.

The timekeeper entered this information into the Time Entry Daily page for the pay period ending 09/23/2006. The pay period ended, and a week later the employee reviewed her leave balances. After looking at her leave detail, the employee noticed that she should have entered 8 hours sick leave on her leave slip instead of 8 hours vacation leave. Because the pay period has already passed, you need to enter a prior period leave correction.

NOTE: Make a copy of the Leave Accrual page prior to and following a non pay affecting leave adjustment for complete documentation. Refer to Leave Accrual page section for information. We will not demonstrate the leave accrual page in this movie.

View Prior Period, Non-Pay Affecting Leave Adjustments movie (57 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.