Purpose

The purpose of this bulletin is to provide agencies with new tools for reviewing and explaining an employee’s retroactive payments.

Affected Employees

All employees who receive a retroactive payment are affected.

Background

Employees who have a retroactive transaction, such as a retroactive salary increase, may receive retroactive pay in their paychecks. The employee’s paystub provides the total amount of each retroactive earnings code paid. Two new Locked Queries have been developed to assist agency review of retroactive pay in greater detail and explain how retroactive payments are calculated.

Effective Dates

The new locked queries are available immediately.

OSC Actions

OSC has created two new locked queries to help review the total amount of retroactive pay:

1. LQ_ROP_RETROPAY_EARNS_CALC - Identifies retroactive pay calculated for an employee at the time query is run and prompts for the employee’s Emplid. The query displays the following fields:

• Name
• Emplid
• Employee Record
• Department ID
• Retropay Sequence Number
• Earnings Code
• Retropay Effective Date (first date PayServ detects a change in the employee’s record)
• Earnings Begin Date
• Earnings End Date
• Prior Retro Paid
• Original Earnings Amount
• New Earnings Amount
• Amount Difference (the calculated retroactive pay)
• Retroactive Pay Earnings Code
• Check Date (tentative check date the retroactive pay will be paid)

Agencies should note the results on this query are calculated amounts only and the results may change as the employee’s record is audited by OSC staff. This query should only be used as an audit aid, the results are not confirmed information. Once the paycheck is confirmed, agencies can run locked query LQ_ROP_RETROPAY_EARNS_CONF to review the confirmed retroactive pay.

2. LQ_ROP_RETROPAY_EARNS_CONF - Identifies retroactive pay in an employee’s confirmed paycheck and prompts for Emplid and Retropay Sequence Number paid in the employee’s applicable check. The query displays the following fields:

• Name
• Emplid
• Employee Record
• Department ID
• Retropay Sequence Number
• Earnings Code
• Retropay Effective Date (first date PayServ detects a change in the employee’s record)
• Earnings Begin Date
• Earnings End Date
• Prior Retro Paid
• Earnings Amount (original earnings amount)
• New Earnings Amount
• Amount Difference (calculated retro pay)
• Retroactive Pay Earnings Code
• Check Date (check date the retroactive pay was paid)
• Oth_Pay
  • This is the total amount of retroactive pay the employee was paid for the corresponding Retroactive Pay Earnings Code in the indicated check date. This amount will repeat for each instance of the Retroactive Pay Earnings Code that appears in the query results.

Agency Actions

Agencies can run the locked query LQ_ROP_RETROPAY_EARNS_CALC before an employee’s retroactive pay has been confirmed to preview an employee’s retroactive pay. Results on this query are tentative results and are not finalized until the paycheck has been confirmed.

Agencies can run locked query LQ_ROP_RETROPAY_EARNS_CONF after an employee’s paycheck has been confirmed to view the retroactive pay received in greater detail. The query will prompt for the employee’s Emplid and the Retropay Sequence Number paid in the requested check.

Locating Retropay Sequence Number

• 1. Navigate to Review Paycheck screen in PayServ.- Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck
• 2. Search for employee and select the check where the retroactive money was paid.
• 3. Locate retroactive pay on the check.
• 4. Directly above the headers on retroactive pay row, there are two tabs labeled “Other Earnings Details 1” and “Other Earnings Details 2”.
• 5. Select Other Earnings Details 2 tab.
• 6. Locate and note the Retro Pay Seq number. Use this number in the Retropay Sequence Number prompt on locked query LQ_ROP_RETROPAY_EARNS_CONF.
  • If no number appears under the Retro Pay Seq number column on this tab, the retroactive money may have been calculated using another method, and the agency should contact the Payroll Earnings mailbox for guidance.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.