HRIS Online Inquiry and Entry Guide –
Chapter 5 – Payroll Online Data Entry
Setting Up and Maintaining Payroll Screens
Log on to HRIS through USAS. From the HRIS Main Menu screen, use the following steps to access the payroll screens:
- Enter PR in the
ENTER OPTIONfield at the bottom of the screen. - Press Enter. The HRIS Payment Update Menu screen appears.
USER123 F48CPRPR HRIS MM/DD/YYYY 01:30:21
ALT CMD: ____ PAYMENT UPDATE MENU
MENU: PR OPTION: VE
OPTION NAME
------ ------------------------------
CA CANCELLATION AND ADJUSTMENT
FT FUND TRANSFER SCREEN
PD PAYMENT DEDUCTION ENTRY SCREEN
PE PAYMENT ENTITL ENTRY SCREEN
PP PAYMENT ENTRY SCREEN
VE VOUCHER ENTRY SCREEN
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN END
Voucher Entry Screen: PRVE
Perform the following steps to add or change a payment voucher record on the Voucher Entry screen (Record ID 81).
- Enter VE in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRVE. - Press Enter. The Voucher Entry screen appears.
USER123 F48CPRVE HRIS MM/DD/YYYY 09:37:25
ALT CMD: ____ VOUCHER ENTRY SCREEN PAGE: 1
ACTION CODE: _ AGENCY NO: ______
AGENCY VOUCHER: _______________ FISCAL YR: ______
VOUCHER TRANS-CODE: ___ PAY END DATE: ______
PAYROLL TYPE: ___ PAYMENT DATE: ______
VOUCHER AMT: _____________
VOUCHER NBR PAYMENTS :______
LOCAL FUND (Y/N): _
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9107 ENTER KEY INFORMATION
- Enter key mandatory fields:
ACTION CODE (
Key Mandatory)
Enter action code:A Add C Change D Delete AGENCY VOUCHER (
Key Mandatory)
Enter the agency voucher number. This number can only be used once during the fiscal year. The field is alphanumeric and left-justified.AGENCY NO (
Key Mandatory)
Enter agency number.FISCAL-YR (
Key Mandatory)
Enter fiscal year in which this transaction is effective. - Press Enter to continue.
- Enter the mandatory and available fields:
VOUCHER TRANS-CODE (Mandatory or Protected)
Enter the code that defines the type of payroll submitted.022 Regular Payroll 023 Supplemental Payroll 031 Voucher Cancellation 050 Deposits of Receipts 092 Warrant Issue, Reimbursement 089 Fund Source Transfer This field is protected for Local Payrolls.
PAY END DATE (
Mandatory)
Enter last day of the payment period for payments included on the voucher.PAYROLL TYPE (
Mandatory)
Enter type of payroll processed:WKL Weekly BIW Biweekly TWM Twice Monthly MON Monthly LUM Lump Sum OTP Overtime SUP Supplemental PAYMENT DATE (
Mandatory)
Enter date warrant was issued or direct deposit was effective.VOUCHER-NBR-PAYMENTS (
Mandatory)
Enter the number of payments in this voucher.VOUCHER AMT (Mandatory/Protected)
Enter total of actual gross paid in dollars and cents for a particular voucher, including employer matching amounts for FICA. This field is protected for vouchers with transaction code 031 (Voucher Cancellation) or 050 (Deposits of Receipts).LOCAL FUND (
Mandatory)
Enter Y (Yes) if payment is made from non-appropriated funds (local) or N (No) if from appropriated funds. - Press Enter to process information.
If successful, HRIS accepts the voucher information and the message Process Successfully Completed appears at the bottom-left of the screen.
If unsuccessful, an HRIS error message appears at the bottom of the screen; correct the information as the error message indicates.
Note: Now you are ready to enter the employee's payment information on the Payment Entry Screen (PRPP).
Payment Entry Screen: PRPP
Perform the following steps to add, change or delete a payment record on the Payment Entry screen (Record ID 83).
- Enter PP in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at theALT CMDfield, then enter PRPP. - Press Enter to continue. The HRIS Payment Entry Screen appears. If you navigated directly from the PRVE screen, the system displays key information from the PRVE screen.
USER123 F48CPRPP HRIS MM/DD/YYYY 02:39:15
ALT CMD: ____ PAYMENT ENTRY SCREEN PAGE: 1
ACTION CODE: C_
AGENCY VOUCHER: XXXXXXXXXXX AGENCY NO: XXX FISCAL YR: XXXX
PAY EFF DT: _____ LINE: ___ PAY NO: _________
SSN: ___ JOB __ TRANS TYPE: ___
NAME:
FUND: ____ EMPL SEQ NO: _______ ACTUAL GROSS: ___________
PAY AMOUNT: _ _____0.00 PCT TIME: ______ PAY CANCEL DT: ______
ORIG VOUCHER: ______ ORIG TRANS TYPE: __ ORIG FISCAL YR: ___
---- TOTALS ----
HOURS TYPE ACTUAL HOURS ENT:
___ ________ PAY:
___ ________ DED:
___ ________ BAL:
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9107 ENTER KEY INFORMATION
- Enter any remaining key mandatory fields:
ACTION CODE (
Key Mandatory)
Enter action code:A Add C Change D Delete The action code displays as C (default). Change to A to add a new record. Change to D to delete a record.
AGENCY VOUCHER (
Key Mandatory)
Enter the agency voucher number. If you navigated from PRVE, the agency voucher number should already be displayed.AGENCY NO (
Key Mandatory)
Enter your agency number.FISCAL YR (
Key Mandatory)
Enter the four-digit fiscal year the transaction is effective.PAY EFF DT (
Key Mandatory)
Enter beginning date of pay period for which a payment is effective. Payment may be for current period or prior period.LINE (
DISTRIB-LINE-NO) (Mandatory)
Enter the line number agency assigned to a warrant.PAY NO (
Key Mandatory)
Enter the agency-assigned payment number.SSN (
Key Mandatory)
Enter employee's Social Security number.JOB (
Key Mandatory)
Enter the job number of the position for which the employee was paid. Before the payment will process in HRIS the job assignment must be setup on the Employee Job screen (HEEJ) and must be active on the pay period effective date. However, casual employees are not set up on the personnel side and are reported with JOB 000 for payroll.TRANS-TYPE (Key Mandatory or Protected)
Enter transaction type from payment detail:CA Cancellation DA Deduction Adjustment DR Deduction Refund LS Lump Sum Payment OP Overtime Payment PA Payment Adjustment RP Regular Payment SP Supplemental Payment TP Task/Temporary Payment SS Salary Spread Payment AS Adjusted Salary Spread CE Correcting Entry - Press Enter to continue.
Employee’s name now displays. If reporting for a casual employee (Job/Appt. number 000), the message Non-Reportable Employee displays.
- Enter the mandatory and available fields.
FUND (
Mandatory or Available)
Enter fund number. The PCA Code may be reported on the Entitlement Record if the PCA is set up in USAS and infers the NACUBO subfund number. Report the Fund number or PCA code, but not both.EMPL SEQ NO (
Available)
Enter employee sequence number assigned to transaction from the payment record.ACTUAL GROSS (Mandatory or Protected)
Enter total gross salary paid to employee in dollars and cents. This amount is the sum of all entitlements reported on PRPE (85 record ID). This field is unavailable for cancellations, deduction adjustments, payment adjustments or deduction refunds.PAY AMT SIGN (
Mandatory or Available)
Enter if payment amount is positive, negative or zero. The system will assume positive payment amount if left blank.Z Enter Z when the pay amount is zero. + Positive amount (default) – Negative amount PAY AMOUNT (Mandatory or Protected)
Enter amount of warrant or direct deposit payment. Protected for Cancellation.PCT TIME (Available or Protected)
Enter the time percentage actually worked in the pay period for the job/ appointment being reported. Percent time is derived by dividing the number of hours worked in a pay period by the number of hours available in a pay period and multiplying that figure by 100. Percent time must be reported when using the following entitlement codes:BSY Base Salary SSP Student Status Payments HLY Hourly (Temp. only) OTP Overtime Pay Percent time may not be reported when using the TSK entitlement code.
PAY CANCEL DT (
Protected)
This field unavailable on this screen. Use the PRCA online screen for cancellations.ORIG VOUCHER (
Protected)
This field unavailable on this screen. Use the PRCA screen.ORIG TRANS TYPE (
Protected)
This field unavailable on this screen. Use the PRCA screen.ORIG FISCAL YR (
Protected)
This field unavailable on this screen. Use the PRCA screen.HOURS TYPE (Mandatory or Protected)
Enter the hours type when reporting payments for overtime, compensatory time and the lump sum payment of vacation and sick leave.AL Lump-Sum Annual Leave CT Compensatory Hours OT Overtime Hours SL Lump-Sum Sick Leave ACTUAL HOURS (Mandatory or Protected)
Enter hours or portions of hours up to two decimal places relating to a specific function. Always enter hours when entering information in theHRS_TYPEfield. - Press Enter to process the information.
If successful, HRIS accepts the payment and the message Process Successfully Completed appears at the bottom-left of the screen.
If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.
TOTALS (
Display)
When successful, the payment amount displays in thePAYindicator of theTOTALSfield. TheBALindicator displays an out-of-balance condition because the entitlements and deductions have not been entered. When all screens of a payment have been entered, theBALindicator should be blank, indicating that the payment is balanced.Note: You are now ready to enter the employee's entitlement information on the Payment Entitlement Entry screen (PRPE).
Payment Entitlement Entry Screen: PRPE
- Enter PE in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRPE. - Press Enter to continue. The Payment Entitlement Entry Screen appears. The system also displays key mandatory information previously entered on the PRPP screen.
USER123 F48CPRPE HRIS MM/DD/YYYY 01:33:15
ALT CMD: ____ PAYMENT ENTITLEMENT ENTRY SCREEN PAGE:
AGENCY VOUCHER: _______________ AGENCY NO: ___ FISCAL YEAR: ____
PAY EFF DT: ________ LINE: _____ PAY NO: _____________
SSN: _________ JOB NO: ___ TRANS TYPE: __ ----TOTALS-----
ENT:
NAME: PAY:
DED:
BAL:
ACT PCA COMP AGENCY ENTITL ENTITL ENTITLEMENT
CD CODE OBJ CD OBJ CD CODE SEQ NO DESCRIPTION +/- AMOUNT
--- ------ ------ ------ ------ ------ --------------- --- --------
_ _____ ____ ____ ___ ___ _ ________
_ _____ ____ ____ ___ ___ _ ________
_ _____ ____ ____ ___ ___ _ ________
_ _____ ____ ____ ___ ___ _ ________
_ _____ ____ ____ ___ ___ _ ________
_ _____ ____ ____ ___ ___ _ ________
_ _____ ____ ____ ___ ___ _ ________
ENTER-- F1--- F2--- F3--- F4--- F5--- F6--- F7--- F8--- F9---F10- -F11- -F12--
PVSC MAIN MENU REFR END
9107 ENTER KEY INFORMATION
- Press Enter again.
The employee name displays in the
NAMEField and the payment amount displays in theTOTALSfield. TheBALindicator displays an out-of-balance amount due to the missing entitlement and deduction records. The amount displayed is the amount of the payment record previously entered on the PRPP screen. - Enter the key mandatory fields:
ACT CD (
Key Mandatory)A Add C Change D Delete PCA CODE (Available or Key Mandatory)
Enter the PCA code that is set up in USAS. If the PCA does not infer the NACUBO subfund number, thePCAfield must be left blank and the fund number (from theFUNDfield on the PRPP screen) must be reported. Report either the PCA code or fund number, but not both.COMP OBJ CD (
Key Mandatory)
Enter the number used in USAS to identify a category of expenditures. Enter the comptroller object or agency object, but not both.AGENCY OBJ CD (
Key Mandatory)
The agency object must be set up in USAS and infer the comptroller object. Enter the agency object or comptroller object, but not both.ENTITL CODE (
Key Mandatory)
Enter the entitlement code that describes the payment.1XM One-time merit award ALP Annual Leave Pay AWD Award Pay BSY Base Salary CAR Car Allowance CLO Clothing Allowance CRT Certification/Advanced Degree Pay CSS Cost of Living Salary Supplement CTP Compensatory Time Pay ENR Enrichment EXP Expense Allowance FFS** FFCRA Paid Sick Care FFL** FFCRA FMLA Paid Leave HAZ Hazardous Duty Pay HLY Hourly (Temporary Hourly only) HOU Housing Allowance (including utilities) LDP Location Differential Pay LOG Longevity Pay MLS Meals MSC Miscellaneous Entitlement OCP On Call Pay OTP Overtime Pay PRB Performance Bonus SCH Scholarship Allowance SDP Specialty Differential Pay SEV Severance Pay SHD Shift Hours Differential Pay SLP Sick Leave Pay SPA Augmentation/Special Augmentation SRB Retention Bonus (Not authorized after 8/31/2005) SSP Student Status Payments (College Work Study/ Student Status only) STI Stipend/Extra Duty Pay SUP Salary Supplementation* TOP Teaching Overload TSK Task (Casual employees only) * For presidents and chancellors only.
** Effective April 1, 2020, through Dec. 31, 2020.ENTITL SEQ NO (
Key Mandatory)
Enter the three-digit sequence number for each entitlement code. This number is used to differentiate among occurrences of the same entitlement code and is mandatory even if there is only one occurrence of the entitlement.+/– (
Available)
Enter if entitlement amount is positive or negative. System assumes positive if left blank.AMOUNT (
Key Mandatory)
Enter the exact amount of the entitlement in dollars and cents. - The system will accept seven entitlement codes per screen. When a page is full, press Enter to process the current screen. Then press F8 to go to a new page to enter additional data.
- Press Enter to process the information.
If successful, HRIS accepts the Payment Entitlement record and the message Process Successfully Completed appears at the bottom-left of the screen.
If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.
TOTALS (
Display)
The payment and entitlement amounts now display in theTOTALSfield. TheBALindicator reflects an out-of-balance amount that should be the amount of deductions left to enter.Note: Now you are ready to enter the employee’s deduction information on the Payment Deduction Entry screen (PRPD).
Payment Deduction Entry Screen: PRPD
- Enter PD in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRPD. - Press Enter. The Payment Deduction Entry Screen appears and the system displays key information from the previous screens.
USER123 F48CPRPD HRIS MM/DD/YYYY 03:34:21
ALT CMD: ____ PAYMENT DEDUCTION ENTRY SCREEN PAGE:
AGY VOUCHER: XXXXXXXXXXXXXXX AGENCY: XXX FISCAL YR:____ ---- TOTALS ----
PAY EFF DT: XXXXXX LINE: XXXXX PAY-NO: XXXXXXXXXXXXX ENT:
SSN: XXXXXXXXX JOB-NO: XXX TRANS-TYPE: XX PAY:
NAME: DED:
BAL:
A DED-CODE SEQ +/- DED-AMT FEE STA-CONTR OTH-CONTR
EMP-MATCH T-I CARRIER-PROD WAGES FUND-CAT LOCAL-FUND-REF
- ---------- --- ------------ -------------- -------- --------------------
_ ___ ___ _ ________ _________ ______ _______ _______
_______ _ ________ __ __________________
_ ___ ___ _ ________ _________ ______ _______ _______
_______ _ ________ __ __________________
_ ___ ___ _ ________ _________ ______ _______ _______
_______ _ ________ __ __________________
_ ___ ___ _ ________ _________ ______ _______ _______
_______ _ ________ ______________ __ __________________
_______ _ ________ __ __________________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9107 ENTER KEY INFORMATION
- Press Enter to continue.
The employee name displays in the
NAMEfield and the payment and entitlement amounts display in theTOTALSfield. TheBALindicator displays an out-of-balance amount, which should reflect the remaining deduction amount to be entered. - Enter the mandatory and available fields.
A (Action Code) (
Key Mandatory)A Add C Change D Delete DED-CODE (
Key Mandatory)
Enter the code to identify the appropriate deduction.401 Texa$aver [401(k)] 403 Tax Sheltered Annuity 457 Deferred Compensation AWH Additional Withholding BAN Bankruptcy BON Bond CAT 457 Catch-up Deduction CCD Charitable Contributions CHI Child Support CON Contribution for Certain Organizations CSP College Savings Plan CUF Credit Union Fees CUP Credit Union Payment DBT Assignment, Transfer or Pledge DEF Deferred salary spread payments (Agency 755 only) EIC Earned Income Credit ENG English Proficiency Course FIC FICA FIT Federal Income Tax Withholding FGO Federal Wage Garnishment Orders INS Insurance LEV Tax Levy LOC Local Withholding LON Loan Repayment [401(k) loans only] MSC Miscellaneous Deductions* ORD Employee Organization Membership Dues ORP Optional Retirement PAR Parking PRD Recoup Overpayment of Compensation PRO Texas Protects SPI Service Purchase Installment SPM Spousal Maintenance STA State Withholding TOB Tobacco User Premium Differential TPF Texas Tuition Promise Fund TRB Teacher Retirement System (TRS) Buybacks TRS TRS Retirement TTF Texas Tomorrow Fund *Any deduction not specifically shown should be reported as MSC (Miscellaneous). Examples: transportation passes, club memberships, recreational sports memberships.
SEQ (
Key Mandatory)
Enter the three-digit sequence number assigned to the deductions. This number is used to differentiate among multiple occurrences of the same deduction code, and is mandatory if there is only one occurrence of the deduction.+/– (
Available)
Enter value to specify whether the deduction actual amount will be positive (+) or negative (–). If left blank, the system assumes positive (+) amount has been entered.DED-AMT (
Key Mandatory)
Enter exact amount actually withheld from employee's salary for a specific deduction in dollars and cents.WAGES (Mandatory, Available or Protected)
Enter wages amount if required by deduction code.FEE (
Available)
Enter fee amount associated with an authorized deduction code.STA-CONTR (
Protected)
Do not enter this field. State-paid contribution has been replaced by BRP.OTH-CONTR (
Protected)
Do not enter this field. Other premium contribution is no longer reported.EMP-MATCH (
Mandatory or Available)
Enter employer's required matching amount for deduction code FIC (FICA) only.T-I (
Protected)
Do not report – this field will default based on the deduction code.CARRIER-PROD (
Mandatory or Available)
Enter carrier number assigned to a benefit or defined contribution plan.FUND-CAT (
Protected)
Do not report.LOCAL-FUND-REF (
Protected)
Do not report. - The PRPD screen accepts five deduction codes per screen. When a page is full, press Enter to process the current screen. Then press F8 to go to a new page to enter additional data.
- Press Enter to process the information. If successful, HRIS accepts the
transaction and the message Process Successfully Completed appears at the
bottom-left of the screen. If unsuccessful, an HRIS error message appears
at the bottom of the screen. Correct the information as the error message
indicates.
TOTALS (
Display)
Once successful, theDEDindicator displays the total deduction amount, along with the payment and entitlement amounts. The payment is in balance when theBALindicator is blank.A number with a negative (–) sign indicates that the payment or deduction is greater than the entitlement. Check your payment (PRPP) and deduction (PRPD) screens to identify missing or inaccurate information.
A number with a positive (+) sign indicates that the entitlement is greater than the payment or deduction.
Check your entitlement (PRPE) screen to identify missing or inaccurate information.
Cancellation/Adjustment Screen: PRCA
This screen is used to submit cancellations/adjustments online. The PRCA screen is for use online only, and is a combination of the 83, 85 and 87 records. As long as the original payment has posted, the PRCA screen will allow you to process the following Pay Trans Types:
| CA | Cancellation – cancel an employee’s entire warrant/direct deposit. PA Payment Adjustment – cancellation of an employee's net pay and specific deductions or net pay only. |
|---|---|
| PA | Payment Adjustment – cancellation of an employee's net pay and specific deductions or net pay only. |
| DA | Deduction Adjustment – adjustment of a deduction that was either overpaid or underpaid. |
| DR | Deduction Refund – refund of an amount that was overpaid to a specific deduction. |
How to Process a Cancellation (CA)
Perform the following steps to process a cancellation (CA) on the Cancellation/Adjustment screen.
- Enter CA in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRCA. - Press Enter. The Cancellation/Adjustment screen appears.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ _____0.00 PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the following key mandatory fields.
AGENCY VOUCHER (
Key Mandatory)
Enter the number of the voucher containing the cancellation. Do not use the original payment voucher number.AGENCY NO (
Key Mandatory)
Enter your agency number.FISCAL YEAR (
Key Mandatory)
Enter the fiscal year this transaction is effective. Do not cross fiscal years.PAY EFF DT (
Key Mandatory)
Enter effective date of original payment being canceled.LINE NO (
Key Mandatory)
Enter line number of payroll containing the cancellation.PAY NO (
Key Mandatory)
Enter pay number of original payment being canceled.SSN (
Key Mandatory)
Enter Social Security number of employee receiving cancellation.JOB/APPT NO (
Key Mandatory)
Enter job/appointment number of the original payment being canceled.PAY TRANS TYPE (
Key Mandatory)
Enter CA. - Press Enter to continue.
- The name of the employee receiving the cancellation displays. If cancellation is for a casual employee, Non-Reportable displays.
- The system will now accept information in the mandatory and available fields for payment information, identified in bold print on the screen below.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ _____0.00 PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the mandatory and available fields to process a payment cancellation.
ACTION (
Mandatory)A Add C Change D Delete FUND (
Available)
Enter fund number of payment being canceled.PAY AMOUNT SIGN (
Display)
Z will display to allow the system to accept a zero amount.PAY AMOUNT (
Display)
0.00 will display.PCT TIME (
Protected)
Do not report for cancellation (CA).ORIG FY (
Mandatory)
Enter fiscal year of original payment being canceled. Do not cross fiscal years.ORIG VOUCHER (
Mandatory)
Enter voucher number of original payment being canceled.ORIG TRANS TYPE (
Mandatory)
Enter pay transaction type of original payment being canceled.PAY CANCEL DT (
Mandatory)
Enter effective date of cancellation.CA CODE (
Available)
Enter cancellation code to identify type of cancellation being processed. This code must be identified on the agency-defined Ref-Cancel-Code Table.COMMENTS (
Available)
Two lines are available for comments. Text will wrap. - Press Enter to process the information.
If successful, HRIS accepts the cancellation and the message Process Successfully Completed appears at the bottom-left of the screen.
If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.
Note: The cancellation transaction is not immediate and occurs during overnight processing when the system matches the cancellation transaction to the original posted transaction and creates the offsets. You will receive an error message on your pending report the next day if the original transaction is not found or if the original transaction is in a pending voucher.
How to Process a Payment Adjustment (PA) – Net Pay Only
Perform the following steps to process a payment adjustment (PA) – net pay only – on the Cancellation/Adjustment screen.
- Enter CA in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRCA. - Press Enter. The Cancellation/Adjustment screen appears.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ _____0.00 PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the following key mandatory fields.
AGENCY VOUCHER (
Key Mandatory)
Enter the number of the voucher containing the cancellation. Do not use the original payment voucher number.AGENCY NO (
Key Mandatory)
Enter your agency number.FISCAL YEAR (
Key Mandatory)
Enter the fiscal year this transaction is effective. Do not cross fiscal years.PAY EFF DT (
Key Mandatory)
Enter effective date of original payment being adjusted.LINE NO (
Key Mandatory)
Enter line number of payroll containing the adjustment.PAY NO (
Key Mandatory)
Enter pay number of original payment being adjusted.SSN (
Key Mandatory)
Enter Social Security number of employee receiving adjustment.JOB/APPT NO (
Key Mandatory)
Enter job/appointment number of the original payment being adjusted.PAY TRANS TYPE (
Key Mandatory)
Enter PA. - Press Enter to continue.
- The name of the employee receiving the payment adjustment displays.
If adjustment is for a casual employee, Non-Reportable displays. Once a
payment, entitlement or deduction is entered, it displays in the
TOTALSfield. - The system will now accept information in the mandatory and available fields representing the payment (83 – PRPP) and entitlements (85 – PRPE) being adjusted.
USER123 F48CPRCA HRIS MM/DD/YYYY 14:23:05
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ _____0.00 PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the mandatory and available fields to process the payment adjustment.
ACTION (
Mandatory)A Add C Change D Delete FUND (
Available)
Enter fund number of original payment being adjusted.PAY AMOUNT SIGN (
Mandatory)
Enter negative sign (–).PAY AMOUNT (
Mandatory)
Enter the pay amount from the original payment. You can find the original payment on the Posted Payment Transaction Inquiry screen (ISPP).PCT TIME (
Protected)
Do not report for payment adjustment.ORIG FY (
Mandatory)
Enter fiscal year of original payment being adjusted. Do not cross fiscal years.ORIG VOUCHER (
Mandatory)
Enter voucher number of original payment being adjusted.ORIG TRANS TYPE (
Mandatory)
Enter pay transaction type of original payment being adjusted.PAY CANCEL DT (
Mandatory)
Enter effective date of adjustment.CA CODE (
Available)
Enter cancellation code to identify type of cancellation being processed. This code must be identified on the agency defined Ref-Cancel-Code Table.COMMENTS (
Available)
Two lines for comments. Text will wrap. - Enter the following entitlement data to continue with the payment
adjustment.
ACT (
Action) (Mandatory)A Add C Change D Delete PCA (Key Mandatory or Available)
Enter PCA from original payment, if reported.COMP OBJ (Key Mandatory or Available)
Enter comptroller object from the original payment, if reported.AGY OBJ (Key Mandatory or Available)
Enter agency object code from the original payment, if reported.ENT (
Key Mandatory)
Enter entitlement code from the original payment.SEQ (
Key Mandatory)
Enter entitlement sequence number from the original payment.ACT AMT (Actual Amount) (
Key Mandatory)
Enter the adjusted entitlement amount, immediately preceded by a negative sign (–). When added together, the adjusted entitlement amount must equal thePAY AMTon the payment record (PRPP). - Press Enter to process the information. If successful, HRIS accepts the
payment and the message Process Successfully Completed appears at the bottom
left of the screen. The entitlement description also displays, including the
entitlement and payment amounts. Verify the payment is balanced. The
payment is balanced when the
BALindicator of theTOTALSfield is blank.If unsuccessful, an HRIS error message appears at the bottom of the screen; correct the information as the error message indicates.
Note: The payment adjustment transaction is not immediate and occurs during overnight processing when the system matches the payment adjustment transaction to the original posted transaction and creates the offsets. You will receive an error message on your pending report the next day if the original transaction is not found or if the original transaction is in a pending voucher.
How to Process a Payment Adjustment (PA) – Net Pay and Specific Deductions
Perform the following steps to process a payment adjustment (PA) – net pay and specific deductions – on the Cancellation/Adjustment screen.
- Enter CA in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at theALT CMDfield, then enter PRCA. - Press Enter. The Cancellation/Adjustment screen appears.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ ______ PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the following key mandatory fields.
AGENCY VOUCHER (
Key Mandatory)
Enter the number of the voucher containing the cancellation. Do not use the original payment voucher number.AGENCY NO (
Key Mandatory)
Enter your agency number.FISCAL YEAR (
Key Mandatory)
Enter fiscal year this transaction is effective. Do not cross fiscal years.PAY EFF DT (
Key Mandatory)
Enter effective date of original payment being adjusted.LINE NO (
Key Mandatory)
Line number of payroll containing the adjustment.PAY NO (
Key Mandatory)
Enter pay number of original payment being adjusted.SSN (
Key Mandatory)
Enter Social Security number of employee receiving adjustment.JOB/APPT NO (
Key Mandatory)
Enter job/appointment number of the original payment being adjusted.PAY TRANS TYPE (
Key Mandatory)
Enter PA. - Press Enter to continue.
- The name of the employee receiving the payment adjustment displays. If for a casual employee, the message Non-Reportable displays.
- The system will now accept information in the mandatory and available fields representing the payment (83 – PRPP) and entitlement (85 – PRPE) transactions, identified in bold print on the screen below.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ ______ PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the mandatory and available fields to process a payment adjustment for
net pay and specific deductions.
ACTION (
Mandatory)A Add C Change D Delete FUND (
Available)
Enter fund number of original payment being adjusted.PAY AMOUNT SIGN (
Mandatory)
Enter negative sign (–).PAY AMOUNT (
Mandatory)
Enter pay amount from the original transaction. You can find the original amount on the Posted Payment Inquiry screen (ISPP).PCT TIME (
Protected)
Do not report for payment adjustment.ORIG FY (
Mandatory)
Enter fiscal year of original payment being adjusted.ORIG VOUCHER (
Mandatory)
Enter voucher number of original payment being adjusted.ORIG TRANS TYPE (
Mandatory)
Enter pay transaction type of original payment being adjusted.PAY CANCEL DT (
Mandatory)
Enter effective date of adjustment.CA CODE (
Available)
Enter cancellation code to identify type of cancellation being processed. This code must be identified on the agency defined Ref-Cancel-Code Table.COMMENTS (
Available)
Two lines for comments. Text will wrap. - Enter the following entitlement data to continue with the payment
adjustment for net pay and specific deductions.
ACT (
ACTION) (Mandatory)A Add C Change D Delete PCA (
Mandatory or Available)
Enter PCA from original payment, if reported.COMP OBJ (Key Mandatory or Available)
Enter comptroller code from the original payment, if reported.AGY OBJ (Key Mandatory or Available)
Enter agency object from the original payment, if reported.ENT (
Key Mandatory)
Enter entitlement code from the original payment.SEQ (
Key Mandatory)
Enter entitlement sequence number from the original payment.ACT AMT (
Actual Amount) (Key Mandatory)
Enter the adjusted entitlement amount with a negative sign (–). - Press Enter to continue.
Once the payment and entitlement records are processed, they display in the appropriateTOTALSindicators. - Press F11 to advance to the deduction screen.
The system will now accept information in the mandatory and available fields representing specific deductions being adjusted, identified in bold print on the screen below.
Key fields from page 1 are also displayed.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:58:21
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
(CONTINUED)
AGENCY VOUCHER: 1B________ AGENCY NO: XXX -----TOTALS-----
FISCAL YEAR: PAY EFF DT: 09011998 ENT:
LINE: 00001 PAY NO: 01___________ PAY:
SSN: 555555555 JOB/APPT NO: 001 PAY TRANS TYPE: PA DED:
NAME: *** NON REPORTABLE EMPLOYEE *** BAL:
A DED SEQ + DEDUCT WAGES FEE EMPLOYER CARRIER VENDOR ID
C CODE NO - AMOUNT AMOUNT AMOUNT MATCHING NUMBER NUMBER
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR PA/E END
9076 ENTER CHANGES
- Enter the following key mandatory, mandatory and available fields:
AC (Action Code) (
Key Mandatory)A Add C Change D Delete DED CODE (
Key Mandatory)
Enter original deduction code being adjusted.SEQ NO (
Key Mandatory)
Enter sequence number of original deduction code being adjusted.+/– (
Mandatory)
Enter negative sign (–).Note: Once sign has been entered, it will affect everything across that record. Do not leave blank.
DEDUCT AMOUNT (
Mandatory)
Enter the amount from the original payment for the deduction(s) being adjusted.WAGES AMOUNT (
Available)
Enter wages amount if required by deduction code.FEE AMOUNT (
Available)
Enter fee amount from original deduction, if reported.EMPLOYER MATCHING (
Available)
Enter employer matching amount if adjusting deduction code FIC from original payment, if reported.CARRIER NUMBER (
Available)
Enter carrier number from original deduction, if reported.VENDOR ID NUMBER (
Available)
Enter vendor ID number from original deduction, if reported. - Press Enter to process the information. If processing is successful, HRIS
accepts the payment adjustment and the message Process Successfully
Completed appears at the bottom-left of the screen.
The deduction, payment and entitlement amounts display in the
TOTALSfield, reflecting whether or not the amounts are balanced. If theBALindicator is blank, it is in balance.If unsuccessful, an HRIS error message appears at the bottom of the screen; correct the information as the error message indicates.
Note: The payment adjustment transaction is not immediate and occurs during overnight processing when the system matches the payment adjustment transaction to the original posted transaction and creates the offsets. You will receive an error message on your pending report the next day if the original transaction is not found or if the original transaction is in a pending voucher.
How to Process a Deduction Adjustment (DA)
Perform the following steps to process a deduction adjustment (DA) on the Cancellation/Adjustment screen.
- Enter CA in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRCA. - Press Enter. The Cancellation/Adjustment screen appears.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ ______ PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the following key mandatory fields.
AGENCY VOUCHER (
Key Mandatory)
Enter the number of the voucher containing the cancellation. Do not use the original payment voucher number.AGENCY NO (
Key Mandatory)
Enter your agency number.FISCAL YEAR (
Key Mandatory)
Enter fiscal year this transaction is effective. Do not cross fiscal years.PAY EFF DT (
Key Mandatory)
Enter effective date of original payment being adjusted.LINE NO (
Key Mandatory)
Enter line number of payroll containing the adjustment.PAY NO (
Key Mandatory)
Enter pay number of original payment being adjusted.SSN (
Key Mandatory)
Enter Social Security number of employee receiving adjustment.JOB/APPT NO (
Key Mandatory)
Enter job/appointment number of the original payment being adjusted.PAY TRANS TYPE (
Key Mandatory)
Enter DA. - Press Enter to continue.
- The name of the employee receiving the deduction adjustment displays. If for
a casual employee, the message Non-Reportable displays. Once the payment
information is entered, it displays in the
TOTALSfield. The amount reflected in theBALindicator is the amount of deduction adjustment. - The system will now accept information in the mandatory and available fields representing the payment information (usually found on the PRPP screen).
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ ______ PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the mandatory and available fields to process the deduction adjustment.
ACTION (
Mandatory)A Add C Change D Delete FUND (
Mandatory or Available)
Fund number of original payment being adjusted.PAY AMOUNT SIGN (
Mandatory)
If adjustment is due to an underpayment, enter negative sign (–). If adjustment is due to an overpayment, enter positive sign (+).PAY AMOUNT (
Mandatory)
Enter the amount of the deduction being adjusted.PCT TIME (
Protected)
Do not report for deduction adjustment.ORIG FY
Enter original fiscal year of original payment being adjusted.ORIG VOUCHER (
Mandatory)
Enter voucher number of original payment being adjusted.ORIG TRANS TYPE (
Mandatory)
Enter pay transaction type of original payment being adjusted.PAY CANCEL DT (
Mandatory)
Enter effective date of adjustment.CA CODE (
Available)
Enter cancellation code to identify type of cancellation being processed. This code must be identified on the agency defined Ref-Cancel-Code Table.COMMENTS (
Available)
Two lines for comments. Text will wrap. - Press Enter to continue.
Note: The bottom portion of the first screen is not used.
- Press F11 to advance to the deduction screen. The system will now accept information in the mandatory and available fields representing specific deductions being adjusted, identified in bold print on the screen below.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:58:21
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
(CONTINUED)
AGENCY VOUCHER: 1B________ AGENCY NO: XXX -----TOTALS-----
FISCAL YEAR: PAY EFF DT: 09011998 ENT:
LINE: 00001 PAY NO: 01___________ PAY:
SSN: 555555555 JOB/APPT NO: 001 PAY TRANS TYPE: PA DED:
NAME: *** NON REPORTABLE EMPLOYEE *** BAL:
A DED SEQ + DEDUCT WAGES FEE EMPLOYER CARRIER VENDOR ID
C CODE NO - AMOUNT AMOUNT AMOUNT MATCHING NUMBER NUMBER
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR PA/E END
9076 ENTER CHANGES
- Enter the key mandatory, mandatory and available fields to identify the
original deductions being adjusted.
Note: Key fields from page 1 display. If you have several adjustments, you can enter page 1 information for each Social Security number before advancing to page 2. Then enter page 2 information for each Social Security number reported on page 1.
- Enter the following key mandatory, mandatory and available fields:
AC (ACTION CODE) (
Key Mandatory)A Add C Change D Delete DED CODE (
Key Mandatory)
Enter original deduction code being adjusted.SEQ NO (
Key Mandatory)
Enter sequence number for original deduction code being adjusted.+/– (
Available)
Enter value to specify whether the adjustment amount will be positive (+) or negative (–). Once sign has been entered, it will affect everything across that record. If left blank, record assumes (+) positive amount has been entered.DEDUCT AMOUNT (
Mandatory)
Enter adjustment amount.WAGES AMOUNT (
Available)
Enter wages amount if required by deduction code.FEE AMOUNT (
Available)
Enter fee amount from original deduction, if reported.EMPLOYER MATCHING (
Available)
Enter employer matching amount if adjusting deduction code FIC from original payment.CARRIER NUMBER (
Available)
Enter carrier number, if reported on original payment.VENDOR ID NUMBER (
Available)
Enter vendor ID number, if reported on original payment. - Press Enter to process the information. If successful, HRIS accepts the
Deduction Adjustment and the message Process Successfully Completed appears
at the bottom-left of the screen. The deduction and payment amounts
display in the
TOTALSfield and theBALindicator is blank if this is a balanced payment.If processing is unsuccessful, an HRIS error message appears at the bottom of the screen; correct the information as the error message indicates.
Note: The deduction adjustment transaction is not immediate and occurs during overnight processing when the system matches the deduction adjustment transaction to the original posted transaction and creates the offsets. You will receive an error message on your pending report the next day if the original transaction is not found or if the original transaction is in a pending voucher.
How to Process a Deduction Refund (DR)
Perform the following steps to process a deduction refund (DA) on the Cancellation/Adjustment screen.
- Enter CA in the
OPTIONfield of the Payment Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter PRCA. - Press Enter. The Cancellation/Adjustment screen appears.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ ______ PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the following key mandatory fields.
AGENCY VOUCHER (
Key Mandatory)
Enter the number of the voucher containing the cancellation. Do not use the original payment voucher number.AGENCY NO (
Key Mandatory)
Enter your agency number.FISCAL-YEAR (
Key Mandatory)
Enter fiscal year this transaction is effective. Do not cross fiscal years.PAY EFF DT (
Key Mandatory)
Enter effective date of original payment being adjusted.LINE NO (
Key Mandatory)
Enter line number of payroll containing adjustment.PAY NO (
Key Mandatory)
Enter pay number of original payment being adjusted.SSN (
Key Mandatory)
Enter Social Security number of employee receiving adjustment.JOB/APPT NO (
Key Mandatory)
Enter job/appointment number of original payment being adjusted.PAY TRANS TYPE (
Key Mandatory)
Enter DR. - Press Enter to continue.
- The name of the employee receiving the deduction refund displays.
- The system will now accept information in the mandatory and available fields for the payment (83 – PRPP) transaction, identified in bold print on the screen below.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:34:39
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
AGENCY VOUCHER: _______________ AGENCY NO: ___ -----TOTALS-----
FISCAL YEAR: ____ PAY EFF DT: ________ ENT:
LINE NO: _____ PAY NO: _____________ PAY:
SSN: _________ JOB/APPT NO: ___ PAY TRANS TYPE: __ DED:
NAME: BAL:
ACTION: _ FUND: ____ PAY AMOUNT: _ ______ PCT TIME: ______ ORIG FY: ____
ORIG VOUCHER: _______________ ORIG TRANS TYPE: __ PAY CANCEL DT: ________
CA CODE: __ COMMENTS: _______________________________________________________
______________________________________________________________________________
ACT PCA COMP OBJ AGY OBJ ENT SEQ DESCRIPTION ACT AMT
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
_ _____ ____ ____ ___ ___ ________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR DED END
9107 ENTER KEY INFORMATION
- Enter the mandatory and available fields to process the deduction refund.
ACTION (
Mandatory)A Add C Change D Delete FUND (
Available)
Enter fund number of payment being refunded.PAY AMOUNT SIGN
Enter a positive sign (+) or leave blank as the system defaults the record as positive.PAY AMOUNT (Protected or Mandatory)
Enter the amount of the deduction being refunded.PCT TIME (
Protected)
Do not report for deduction refund.ORIG VOUCHER (
Mandatory)
Enter voucher number of original payment being refunded.ORIG TRANS TYPE (
Mandatory)
Enter pay transaction type of original payment being refunded.PAY CANCEL DT (
Mandatory)
Enter effective date of refund.CA CODE (
Available)
Enter cancellation code to identify type of cancellation being processed. This code must be identified on the agency defined Ref-Cancel-Code Table.COMMENTS (
Available)
Two lines for comments. Text will wrap. - Press Enter to continue.
Note: The bottom of this screen is not used for a deduction refund.
- Press F11 to advance to the deduction screen.
- The system will now accept information in the mandatory and available fields representing the deduction information (Record ID 87), identified in bold print on the screen below.
USER123 F48CPRCA HRIS MM/DD/YYYY 13:42:28
ALT CMD: ____ CANCELLATION/ADJUSTMENT SCREEN PAGE: 1
(CONTINUED)
AGENCY VOUCHER: 1B_____________ AGENCY NO: XXX -----TOTALS-----
FISCAL-YEAR: ____ PAY EFF DT: 090196 ENT:
LINE NO: 00001 PAY NO: 1____________ PAY:
SSN: 555555555 JOB/APPT NO: 000 PAY TRANS TYPE: PA DED:
NAME: *** NON-REPORTABLE EMPLOYEE *** BAL:
A DED SEQ + DEDUCT WAGES FEE EMPLOYER CARRIER VENDOR ID
C CODE NO - AMOUNT AMOUNT AMOUNT MATCHING NUMBER NUMBER
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
_ ___ ___ _ ________ _________ ________ _________ ________ ______________
ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR PA/E END
9076 ENTER CHANGES
- Enter the following key mandatory, mandatory and available fields:
AC (ACTION CODE) (
Key Mandatory)A Add C Change D Delete DED CODE (
Key Mandatory)
Enter original deduction code being refunded.SEQ NO (
Key Mandatory)
Enter sequence number of original deduction code being adjusted.+/– (
Mandatory)
Enter a negative sign (–). Once sign has been entered, it will affect everything across that record.DEDUCT AMOUNT (
Mandatory)
Enter adjustment amount.WAGES AMOUNT (
Available)
Enter wages amount if required by deduction code.FEE AMOUNT (
Available)
Enter fee amount from original record, if reported.EMPLOYER MATCHING (
Available)
Enter employer matching amount, if refunding deduction code FIC from the original payment, if FIC is being refunded.CARRIER NUMBER (
Available)
Enter carrier number from original payment, if reported.VENDOR ID NUMBER (
Available)
Enter vendor ID number from original payment, if reported. - Press Enter to process the information. If successful, HRIS accepts the
deduction refund and the message Process Successfully Completed appears at
the bottom-left of the screen. The deduction and payment amounts display
in the
TOTALSfield. TheBALindicator will be blank if this is a balanced transaction. If processing is unsuccessful, an HRIS error message appears at the bottom of the screen; correct the information as the error message indicates.Note: The deduction refund transaction is not immediate and occurs during overnight processing when the system matches the deduction refund transaction to the original posted transaction and creates the offsets. You will receive an error message on your pending report the next day if the original transaction is not found or if the original transaction is in a pending voucher.