Issue/Symptom/Question

Configure Retroactive Adjustments

Applies To

Penta for Windows

Payroll

Resolution/Fix/Answer

Process

1.Grant Access to Retroactive Adjustments Windows

A. Grant security access to the Retroactive Adjustments windows for each appropriate Security Group.

System Management > Security > Security Groups

Query the Security Group for which you want to grant access to the Retroactive Pay Rate Adjustments window and/or Retroactive Fringe Adjustments window.

On the Menu Security tab, navigate Payroll > Payroll Check Processing.

For each Retroactive Adjustment window the Security Group should have access to, double click on the name.
PENTA removes the “X” over the icon next to the window name.

Close the window to commit your changes.

2.Set Up Retroactive Adjustment Expense Account for Closed Distributions

A. Enter a system-level retroactive adjustment expense account.

If needed, you can override the system-level account for individual Organizational Units.

System Management > System Rules > System Configuration

Query your company.

In the Payroll tab’s Retroactive Adj Exp Account field, enter the general ledger account you want as the system level account for retroactive pay and fringe amounts for distributions that are closed to transactions.

Commit your entry by clicking the toolbar’s Close Window button.

B. Override the retroactive adjustment expense account for individual Organizational Units as needed.

If you do not need to override the system level retroactive adjustment expense account for a particular Organization Unit, proceed to Step 3.

Finance & Accounting > Setup > Organization Units> Organizational Units

Query the Organizational Unit whose retroactive adjustment expense account you want to establish.

In the Account tab’s Retroactive Adj Exp Account field, enter the general ledger account.

Commit your entry by clicking the toolbar’s Close Window button.

3.Review System Options Affecting Retroactive Pay Rates

This step only applies to retroactive Pay Rates. If you are only configuring PENTA for retroactive fringe benefits, proceed to Step 4.

A. Review System Option settings.

Certain System Options affect Pay Rate processing and therefore affect retroactive Pay Rate adjustment calculations.

System Management > Technical Support > System Options

Review your company’s settings for the following System Options so you understand the impact of each System Option on the retroactive Pay Rate:

System Option 64 (“Multiplier to Special Pay Rate”)
If this System Option is Y, premium hour multipliers apply to special Pay Rates. If retroactive processing determines that timecards with special Pay Rate multipliers require adjustments, PENTA bases premium hour pay on the new Pay Rate.

System Option 185 (“Spec Pay Rt vs. Prevailing Wage”)
If this System Option is Y, the special Pay Rate always has precedence; therefore, retroactive processing excludes timecards with special Pay Rates when this System Option is Y.

System Option 230 (“Always Use Current Emp Rate”)
If this System Option is Y, you always pay employees the current Pay Rate for their assigned Payroll Class/Pay Rate regardless of the Payroll Class/Pay Rate entered on the timecard; therefore, a retroactive rate change in one Payroll Class can affect timecards with a different Payroll Class.
Example: An employee assigned Payroll Class #200/Pay Rate # 2 may have timecards for Payroll Class #100/Pay Rate #1. If this System Option is Y and you retroactively adjust Payroll Class #200/Pay Rate #2, PENTA includes timecards for Pay Class #100/Pay Rate #1 when selecting timecards for retroactive processing.

System Option 321 (“Percents Use SUBJECT_TO_OT_CD”)
This System Option determines whether the Payroll Classes window’s Is Amount Subject To Overtime Premiums flags apply to Shift Premium Percent of Gross and Hazardous Duty Percent of Gross, or only apply to Shift Premium Amount Per Hour and Hazardous Duty Amount Per Hour.

4.Define Check Stub Printing Parameters

A. Enter default check stub printing parameters.

If needed, you can override the default parameters for individual Pay Groups.

System Management > System Rules > System Configuration

Query your company.

In the Payroll tab, click the Check Stub Info button.
PENTA opens the Check Stub Information pop-up window.

Click the Retroactive Pay button.
PENTA opens the Check Stub Information – Retroactive Pay pop-up window.

Select the method PENTA should use for printing retroactive fringe amounts on check stubs and enter appropriate values:

Include with Non-Retroactive Fringes: Enter Y or N.
Default is N. Y instructs PENTA to include retroactive fringe amounts with non-retroactive fringe amounts—not identifying them separately as retroactive amounts.

Separate Retroactive Fringe Amounts: Enter Y or N.
Default is Y. Y instructs PENTA to itemize retroactive fringe amounts on the check stub, identifying them separately from non-retroactive amounts for the same fringes. Example: Health & Welfare – Retro.

Retroactive Fringe Description: Accept the default (Retroactive Fringes) or enter the description PENTA should print on the check stub to identify retroactive fringes when:

The Include with Non-Retroactive Fringes and Separate Retroactive Fringe Amounts flags are set to N.

The Separate Retroactive Fringe Amounts flag is set to Y and PENTA must perform check stub data consolidation because data exceeds available space.

When PENTA uses this method to identify retroactive fringes, it prints a single amount—the total of all retroactive fringes paid on the check—identified by the Retroactive Fringe Description.

Select the method PENTA should use for printing retroactive pay on check stubs and enter appropriate values:

Include in Other Pay: Enter Y or N.
Default is N. Y instructs PENTA to report retroactive wage amounts as Other Pay, added to actual Other Pay amounts if any.

Retroactive Wages Description: Accept the default (Retroactive Wages) or override the description PENTA should print on the check stub to identify retroactive wages when:

Include in Other Pay = N.

Include in Other Pay = Y and PENTA must perform check stub data consolidation because data exceeds available space.

Save your defaults by closing all pop-up windows and the System Configuration window.

B. Override the default check stub printing parameters for individual Pay Groups as needed.

If you do not need to override the default check stub printing parameters for individual Pay Groups, your set up is complete.

Payroll > Setup > Pay Groups, Payroll Classes, and Workers Compensation > Pay Groups > Check Stub Information button

Query the Pay Group whose check stub printing parameters you want to override.

In the Pay Group Information tab, click the Check Stub Information button.
PENTA opens the Check Stub Information pop-up window.

Click the Retroactive Pay button.
PENTA opens the Check Stub Information – Retroactive Pay pop-up window.

Use the available fields to override defaulting settings that do not apply to the Pay Group.

Save your overrides by closing all pop-up windows and the Pay Groups window.