Issue/Symptom/Question

Process Retroactive Fringe Benefits

Applies To

Penta for Windows

Payroll

Resolution/Fix/Answer

1. Verify Previous Retroactive Adjustments are Complete

A. Verify that you completed previous retroactive Fringe Benefit adjustments.

This step ensures current retroactive Fringe Benefit adjustments execute correctly.

Payroll > Payroll Check Processing > Retroactive Fringe Adjustments

1. Open the Retroactive Fringe Adjustments window.

• If the Calculate Retroactive Fringe Amount For pop-up window opens, previous retroactive Fringe adjustments are incomplete.

• If the Calculate Retroactive Fringe Amount For pop-up window does not open, click the toolbar’s Enter Query button. If the query returns records, previous retroactive Fringe adjustments are incomplete.

If previous retroactive Fringe Benefit adjustments are complete, go to Step 2 (Establish Retroactive Fringe Benefit Rate Records).

If previous retroactive Fringe Benefit adjustments are incomplete, skip ahead to Step 3 (Calculate Retroactive Fringe Benefit Amounts) to calculate the adjustments.
Return to Step 1.A.2 of this Business Process after calculating.

1. Query all records.

2. Either delete the records or approve and pay them.

3. Refer to Steps 4 – 7 for additional information.

4. Click the toolbar’s Close Window button.

2. Establish Retroactive Fringe Benefit Rate Records

A. Enter new retroactive Fringe Benefit rates.

You can use one of three different windows to perform this step.
Repeat this step for as many records as needed.

If you maintain Fringe Benefits via the Payroll Classes window:

Payroll > Setup > Pay Groups, Payroll Classes, and Workers Compensation > Payroll Classes

1. Query the Payroll Class that requires a new Fringe Benefit rate.

2. On the Fringe Benefits tab, locate the Fringe Benefit # associated with the new Fringe Benefit rate.

3. In the Calculation Information block press Ctrl+I to add a new rate record, then:

• Enter the new Fringe Benefit rate’s Effective Date.

• Enter Y in the Retroactive? field to tell PENTA this rate is eligible for retroactive pay processing.
  Note: If you change the Retroactive? flag from Y to N and have not completed retroactive Fringe Benefit processing for the timecards selected when you set the flag to Y, PENTA informs you that continuing with the flag change will remove pending adjustment records for the fringe rate’s Effective Date. All retroactive Fringe Benefit adjustments are pending until marked Approved.

• Complete the new rate record, entering the Calc Base #, Amount or Percent, and other values as appropriate.

4. Commit the record by placing focus in a different block.
   PENTA selects timecards eligible for retroactive pay for this Payroll Class, Fringe Benefit #, and Effective Date and makes them available for calculating retroactive Fringe Benefit adjustments, which you do in Step 3 (Calculate Retroactive Fringe Benefit Amounts).

If you maintain Fringe Benefits via the Payroll Class Interface:

Payroll Classes Interface

1. Establish retroactive Fringe Benefit rate records.
   See the Interface Guide for information.
   During the interface process, PENTA selects timecards eligible for retroactive pay for this Payroll Class, Fringe Benefit #, and Effective Date and makes them available for calculating retroactive Fringe Benefit adjustments, which you do in Step 3 (Calculate Retroactive Fringe Benefit Amounts).
   Note: If you change the Retroactive Pay flag from Y to N and have not completed retroactive Fringe Benefit processing for the timecards selected when you set the flag to Y, PENTA removes pending adjustment records for the fringe rate’s Effective Date. All retroactive Fringe Benefit adjustments are pending until marked Approved.

If you maintain Job Fringe Override rates:

Project Management > Jobs > Job Standard Charge Schedules > Job Fringe Override

1. Query the Job/Payroll Class/Fringe Benefit that requires a new rate.

2. In the Dates block press Ctrl+I to add a new record, then:

• Enter the new Fringe Benefit override rate’s Effective Date.

• Enter Y in the Retroactive? field to tell PENTA this rate is eligible for retroactive pay processing.
  Note: If you change the Retroactive? flag from Y to N and have not completed retroactive Fringe Benefit processing for the timecards selected when you set the flag to Y, PENTA informs you that continuing with the flag change will remove pending adjustment records for the fringe rate’s Effective Date. All retroactive Fringe Benefit adjustments are pending until marked Approved.

• Complete the new rate record, entering the Calc Base #, Amount or Percent, and other values as appropriate.

3. Commit the record by placing focus in a different block.
   PENTA selects timecards eligible for retroactive pay for this Job, Payroll Class, Fringe Benefit # override rate and Effective Date, and makes them available for calculating retroactive Fringe Benefit adjustments, which you do in Step 3 (Calculate Retroactive Fringe Benefit Amounts).

4. Save your override rates by clicking the toolbar’s Close Window button.

3. Calculate Retroactive Fringe Benefit Amounts

A. Calculate retroactive fringe amounts for the timecards PENTA marked as eligible for retroactive processing.

Timecards for the Payroll Class/Fringe Benefit # eligible for retroactive adjustments are those processed prior to setting up the new fringe rate and have a Work Date equal to or greater than the Effective Date of the Fringe Benefit rate flagged as retroactive.

Payroll > Payroll Check Processing > Retroactive Fringe Adjustments > Calculate Retroactive Fringe Amount For pop-up window
PENTA automatically launches this pop-up window when you open the Retroactive Fringe Adjustments window—if pending retroactive records exist.

1. In the pop-up window, select the Pay Group(s) for which you want to calculate retroactive Fringe Benefit amounts by clicking on the checkbox adjacent to the Pay Group description.
   Selecting a Pay Group automatically selects all employees currently assigned to that Pay Group that have pending retroactive fringe amounts, regardless of which Pay Group the employee was in when performing the work. To select specific employees within a Pay Group, expand the Pay Group and place a checkmark in the box adjacent to the Employee Id.

2. Click the Calculate button.
   PENTA does the following:

• Processes eligible retroactive Fringe Benefit rates for each Payroll Class (union) an employee worked in, but retroactive Fringe Benefit rates do not cross unions (Payroll Classes) or Fringe Benefit #s.

• Bases retroactive Fringe Benefit adjustment records on the original timecards eligible for retroactive Fringe Benefit rates.

• Calculates retroactive Fringe Benefit adjustments for appropriate timecards paid with the Fringe Benefit # at a rate amount different from the now effective Fringe Benefit rate.

• Closes the Calculate Retroactive Fringe Amount For pop-up window and returns you to the Retroactive Fringe Adjustments window.

4. Review and Approve Retroactive Fringe Benefit Amounts

A. Review, accept or override, and approve calculated retroactive fringe amounts.