Purpose: The purpose of this lesson is to learn how to enter a prior period workers compensation adjustment based on information received from the Workers Compensation Adjustment Report (KSIFTEC1). Employees listed on the KSIFTEC1 are receiving a disability payment for time away from work during a prior pay period.

Navigation: This is a Three Step Process. Steps 1 and 2 are covered in the Payroll CBT. This CBT covers Step 3 only.

1. Retrieve the check number of the check that needs to be adjusted.
• Navigation: Home>Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck

2. Request the pay affecting adjustment
• Navigation: Home>Payroll for North America>Payroll Processing USA>Reverse/Adjust Paychecks

3. Enter the adjusted hours or leave in the T&L Adjustment Daily page
• Administer Workforce > Time and Leave > Use > Adjustment

Timing: These adjustments are done after the final pay calculation has been confirmed.

Important Notes: It is likely that sick leave or vacation leave was reported originally, since the wage replacement was not reported during the pay period. The time entered may have accounted for all 80 hours, which may result in an overpayment since the employee received full payment from the State as well as partial payment from the State Self Insurance.

Workers compensation wage replacement earnings codes are WCE for Exempt and Salaried employees. WCH is used for Non-exempt and Hourly employees.

Any hours recorded using WCE will reduce an exempt and salaried non-covered employee’s bi-weekly pay.

If the employee wants to use leave in conjunction with the wage replacement, the hours of leave used must be reported using a “workers compensation code” such as those listed below.

Earnings Codes WSL (Workers Compensation Sick Leave) or WVL (Workers Compensation Vacation Leave) are used for non-exempt and hourly employees. WSE (Workers Compensation Sick Leave) and WVE (Workers Compensation Vacation Leave) are used for exempt and salaried employees. Leave used while on workers compensation is not distributed by day.

If the only code being recorded in the adjustment is WCH or WCE (no leave nor REG recorded on the timesheet), it will not process through payroll nor the leave accrual process. In this situation, it is necessary to send a leave accrual update request to the Department of Administration, Division of Personnel Services SHARP Correction unit.

If REG or leave is recorded in conjunction with WCH, the adjustment will process through payroll and the leave accrual process. In this situation, do not contact the SHARP Correction unit to update the leave accrual; the system will do it automatically.

A pay-affecting paycheck can only be adjusted once by the agency. If further adjustments are needed, 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.

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