Gross Pay Retro

The GROSS Pay Retro creates a batch to pay out retroactive pay. Retro may be calculated based on:

a percentage of previous earnings or hours.
a flat amount, with the option to prorate by FTE.
The amount per hour/day calculated from the difference between two salary grid points with the salary grid coming from the employee's function line. The grid difference per hour/day is multiplied by the total hours/days previously worked. Total hours previously worked is as defined by the history accumulation. With this option you would have the old and new rates defined on the salary grid database. This option takes the salary grid from the selected function line and subtracts the new grid point amount from the old grid point amount to get a salary grid retro rate which is then divided by the hours defined on grid point one to get a grid retro rate per hour/day. This hourly retro rate is then multiplied by the number of hours accumulated from the range of history periods defined to determine the full retro amount per employee.

Employees selected must be in cycle for the pay period where the retro will be paid.

The Gross Pay Retro includes an option to report Terminated and On-Leave employees. When field 'Allow Timesheet/Retro for Inactives', under the Users Specific Parameters Profile, is active you can generate Retro and pay Terminated and On Leave employees without reactivating them. When the Allow Retro field is inactive, then these two types are reported only - they are not costed. Refer to documentation under the Users Specific Parameters Profile, field 'Allow Timesheet/Retro for Inactives' for more details on paying inactive employees.

This process includes the option to maintain multiple sets of stored prompts.
Name the prompt sets by defining a title up to 10 characters, with a 30 character description.
On the first prompt click the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.

Note: This module will be run in batch only.

Process Percentage, Fixed or grid rates Retro Amount

Enter 'P' to process retro as a percentage of gross earnings.
Enter 'G' to process retro as an hourly amount times the number hours worked. The hourly rate is calculated from the difference in salary amounts from two grid points, per salary grid. The salary grid is as defined on the employee's master or selected function line. The hours per salary grid are taken from the first grid point in the salary grid database. Grid point one should always contain the correct hours/days as per each salary grid.
Enter 'F' to process retro for a fixed dollar amount.

When 'G' was Selected, the Following Prompt will Display:

Use Master Function Line Salary Grid for Grid Retro

Enter 'Y' to use the salary grid defined on the employee's master (first) function line. The salary grid will determine the salary grid amounts which will make up the grid difference for the per hour retro value.
Enter 'N' to select an alternate function line to pull the salary grid to be used to determine the grid retro value.

When 'G' and Master Function Line Salary Grid is Not to be Used:

Enter Pay Codes for Function Line Grid Selection

Enter one or up to 25 pay codes to be for function line selection. The first function line found, per employee, with a pay code that is in this list will determine the function line and thus salary grid to be used for retro amount determination. This function line will also be used as the source for shift, occupation and costing values for generation of the retro timesheet.

When an employee has no function line that contains one of the selected pay codes, the employee will be bypassed for retro.

If 'F' was selected, the following prompt will appear:

Enter Fixed Retro Amount

Enter a fixed dollar amount to be applied to all selected employees.

pro rate Fixed Retro based on percentage employed

Enter 'N' to pay the full fixed retro amount to all selected employees.
Enter 'Y' to reduce the fixed retro amount by the percentage employed, per employee.

Enter Start Period

Enter the start period. This range is used to accumulate the gross earnings from the history. This range of pay periods will also be used when costing based on GL history is selected.

Enter End Period

Enter the last period to be used for the period range.

If 'P' was selected, the following prompts will appear:

Enter Retro Percentage

Enter the percentage as a fraction to be paid in retro. Enter .05 to pay 5% retro.

If 'G' was selected, the following prompts will appear:

Old Salary Use Grid Point 1 through to 12

Enter the grid point that contains the old or original salary.

New Salary Use Grid Point 1 through to 12

Enter the grid point that contains the new salary.

Salary grids that do not have a value in either of the defined salary grid points will be omitted. Omitted salary grids will be listed in the log for reference.

Include/Exclude History Pay Code List

The history include/exclude list of pay codes determines which hours/earnings from history will be accumulated to be used in the retro calculation.

Enter 'I' to include a specific list of pay codes when calculating gross salary.
Enter 'E' to exclude a specific list of pay codes when calculating gross salary.

Enter History Pay Codes to be Included/Excluded

Enter pay codes (one by one) to include/exclude in accumulation of history hours/earnings.

Retro Calculation Based on Hours or Earnings

Enter 'E' to calculate retro based on accumulated earnings.
Enter 'H' to calculate the retro based on accumulated hours.

Override % of Gross Earnings per Pay Period allows a percentage of gross earnings for selective pay periods to be defined within the range of pay periods declared. Only pay periods with a percentage other than 100% need be defined. This feature allows you to pay retro on a range a pay periods while only including, for example, 50% of the last pay periods earnings.

Any pay period in the range not listed under the Override per Pay Period will be processed using 100%. You may enter up to 22 different pay periods with corresponding percentages. Percentages must not exceed 100%.

Costing by Base FUN/Multiple FUN/Cost Center/History

For function line costing (B and M):

When the employee's function line contains a GL code, that GL will be used. When no GL code exists on a function line, the GL is taken from the cost center for that function line.

Note: when 'G'rid Rate Retro by an alternate function line was selected, the alternate function line is determined to be the default/base function line for costing.

Enter 'B' to distribute the retro pay based on the first or master function line.
Enter 'M' to distribute the retro pay over multiple function lines.
Enter 'C' to distribute the retro pay based on one specific cost center.
Enter 'H' when costing of the retro pay should be costed based on the GL accounts and cost centers taken from the employee's GL history for the range of pay periods defined above. A prompt follows that allows you to specify secondary pay codes to exclude from the GL account history selection. The GL history costing is first selected based on the pay code include/exclude list defined for the retro run. The retro amount will be costed to the accumulated history GL accounts on a ratio to the amount of the accumulated monies paid out under each GL and cost center set. For GL history where no cost center is available, the employee's cost center from the master function line will be used. Compressed GL history will be omitted.

If 'H' selected, the following prompts will appear:

Pay Codes to Exclude for History Costing

Enter any additional pay codes to be excluded from the accumulation of GL history entries for costing based on GL history earnings.

The message 'Already Accounts for' will be followed by the pay code include/exclude list entered above. The History Costing takes this previous pay code list into account.

If 'M' selected, the following prompt will appear:

Pay Codes to Exclude on Function Line Costing

Enter any pay codes to be excluded on function lines from the costing over multiple function lines.

If 'C' selected, the following prompts will appear:

Costing by Cost Center

Enter a valid cost center.

Enter Default G/L for Invalids

Enter a valid G/L account. This G/L account will be used to generate any retro timesheets where the employee's G/L account is blank or invalid. The report will list the employee's G/L as ** INV GL **.

Select by Employee Number, Salary Grid, Occupation Code

If 'E' selected above, the following prompt will appear:

Report All or Selected Employees

If 'S' selected above, the following prompt will appear:

Enter Selection Start Position

Enter the start position of the section of the salary grid to use for selection. See example for more information.

Enter Selection End Position

Enter the end position of the section of the salary grid used for selection. This must be greater or equal to the start position.

Enter Selection Include Value

Enter as many or as few characters of a salary grid on which to base selection. Only employees with salary grid matching the characters entered will be selected. Salary grid selection is based on the employee's master function line.

Example of Salary Grid Selection:

To create a retro pay batch for employees with the characters 'TE' as the 4^th and 5^th characters of their salary grid, the responses to the above prompts are as follows:

Enter Selection Start Position

Enter Selection End Position

Enter Selection Include Value

If 'O' selected above, the following prompt will appear:

Enter Starting Occupation Code

Enter the start occupation code for a range of occupation codes to be used to select employees for this retro run. Occupation code selection is based on the employee's master function line.

Enter Ending Occupation Code

Enter the ending occupation code for a range of occupation codes to be used to selection employees for this retro processing.

Report Terminated Employees

Enter 'N' to omit Terminated and On Leave employees.
Enter 'Y' to include Terminated and On Leave employees. When field 'Allow Timesheet/Retro for Inactives' under the Users Specific Parameters Profile, is active you can generate Retro and pay Terminated and On Leave without reactivating them. When the Allow Retro field is inactive, then this prompt will generate a separate report listing the retro amount for the Terminated and On Leave employee without creating a retro entry.

If 'Y' is selected, the following prompt will appear:

Exclude Terminated Employees Prior to Date

Enter a date. Employees terminated prior to that date are NOT included in the retro calculations.

Leave the Termination date empty to indicate that only those Terminated employees with retro to be reported will be included.

omit Reporting Terminated Employees with zero retro

Enter 'N' to include Terminated employees within the selection criteria even when they have zero retro.
Enter 'Y' to exclude Terminated employees with zero retro.

Exclude Employees by Employee #/Salary Grid/Cycle/None

Enter "N' when no specific employees should be excluded from this retro processing.
Enter 'E' to select specific employees based on employee number to be omitted from this retro processing.
Enter 'S' to define specific salary grids for employee exclusion.
Enter 'C' to define specific pay cycle code for employee exclusion.

If 'E' selected above, the following prompt will appear:

Enter the Number of Employee to be Excluded

Enter employee numbers one at a time for those employees to be omitted from the retro process.

If 'S' selected above, the following prompt will appear:

Enter Salary Grids for Employee Exclusion

Enter up to 55 salary grids for employee exclusions. Employees with one of these salary grids on their master function line will be omitted from the retro process.

If 'C' selected above, the following prompt will appear:

Enter Pay Cycle Codes for Employee Exclusion

Enter up to 38 pay cycle codes for employee exclusions. Employees with one of these pay cycle codes on their master function line will be omitted.

Report Only or Process

Enter 'R' to generate just a report. The retro entries will not be generated.
Enter 'P' to generate the reports and process the retro timesheet entry batch.

Enter Batch Period

Enter the pay period for the batch. This should be the period in which the retro is to be paid. Employees not in cycle for this pay period will be bypassed.

Enter Batch Pay Code

Enter the default pay code under which to pay the retro. Retro should be paid out under a money only pay code.

Batch Pay Code Exceptions allow retro from selective pay codes to be paid out under either the same pay code or another pay code. This feature will split the retro to be paid to multiple pay codes based on the ratio of earnings per pay code.

Enter the pay code from history followed by the pay code to be used for payment of the retro for those earnings. Use the wild card * to indicate all digits in a series. For example, 7* means all 70 series pay codes.

Enter Batch Type

Enter a valid batch type code. The batch type code entered will be used to generate batches of retro transactions. This is validated by the system.

The report will list the following:

Employee number and name
Employee's salary grid or occupation code when selection is applicable
Employee accumulated gross pay when applicable
Employees total retro amount
Employee retro and costing distribution
GL account and cost center when costing by GL history was selected.

The final run will create the payroll batches of transactions. The batch numbers generated will appear in the program log.

Note: On-leave employees are only reported if the terminated employee report is selected. No costing is done on Terminated/On-Leave employees. The amounts of retro pay for these types are reported only.

The report containing the Terminated and On-Leave employees is produced and printed separately. The report number is #####T.LST where ##### is the first 5 characters of the retro pay job number.