Process Retro Pay

Modified on Thu, 4 May, 2023 at 4:41 PM

Retro Pay

Retro Pay permits companies to account for changes made to base compensation or rate table changes that fall within a closed pay period.

Employees are automatically flagged for Retro Pay during the Time Prep process when their compensation changes have an effective date that overlaps with a closed pay period. The Retro Pay step is available when processing payroll for any open pay period. Timesheet entries processed for Retro Pay should be defined within a payroll export file using an applicable earning code from a payroll provider. Global Notifications are available for use with Retro Pay.

Note: Depending on current company configuration. The Retro Pay feature may require additional functionality to be enabled.

Process Retro Pay

Timesheet entries subject to Retro Pay are processed in the Time Prep process steps for any open pay period or the closed pay period the compensation changes were made in.

Navigation: Menu > Team > Payroll > Process & Export

From the Process & Export page, select the Pay Period Functions icon for any open pay period.
The Time Prep page appears.
Complete the applicable time prep steps in the Requests, Timesheet Status, and Pay Calculations sections.
At the Historical Records widget, select View Retro Pay Records.
The Retro Pay page appears.
Select the check box for the applicable pay periods to process with the current pay period.
Note To include individual employees subject to retro pay in an unlocked pay period, select the Add Retro Pay Employees button
Select Process Retro Pay.
The Process Retro Pay window appears.
Select Process Records.
1. Select Reapply Pay Calculations to run the retro pay records against the applicable Pay Calculation Profile before processing records.
Select Run.
Select the Back icon to return to the Time Prep checklist.
In the Process Records section, select Process Records.
The Run Time Prep window appears.
Select Run.
1. In the Process Records section, select Mark as Complete.

Add Historical Records Payroll Export Code

Configure additional payroll export codes to identify Historical Timesheet Correction and Retro Pay records exported to payroll providers.

Navigation: Menu > Admin > Time & Labor Setup > Export > Payroll Export Codes

From the Code Lists page, select the View/Edit List icon (pencil icon) for the applicable payroll export code list.
Select Add to configure a new payroll code.
The Add New Item window appears.
At the Description field, enter a description.
At the Line # field, enter the numerical line placement the payroll code should fall within the list.
Note: Payroll export codes are processed in chronological order based on line placement. Payroll export codes with the most criterion should be processed first to ensure correct data distribution. Historical Records should be placed first in the payroll code list to ensure they are processed before regular non-historical records.
In the Export Code section, enter at least one payroll export code.
Note: Payroll Export Codes should match the earning codes provided by the applicable payroll provider.
In the Pay Record section, at the Name field, select an applicable counter record.
Select the Historical Record check box.
Complete the applicable fields with historical record data to be included.
Select Add.
Select Save.