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HRIS Reporting Requirements – Higher Education –
Appendix D – Payment Transaction Types

Deduction Adjustment

Pay-Trans-Type: DA

Definition Adjustment of a deduction that was either overpaid or underpaid.
Submitted (+) or (–) Payment – 83 Record
(+) or (–) Deduction – 87 Record
Plus regular 83, 85 and 87 Records for the same employee.
Fields
VOUCHER-NO-AGENCY Voucher number that contains the adjustment.
FISCAL-YEAR The fiscal year of the payroll that contains the deduction adjustment.
DISTRB-LINE-NO Line number of the payroll the payment and the adjustment payment are included in.
JOB-NO Job number of the original payment being adjusted.
PAY-TRANS-TYPE DA
TRANS-TYPE-ORG Pay transaction type of the original payment being adjusted.
PAY-NO Pay number of the original payment being adjusted.
PAY-PERIOD-EFF-DT Effective date of the original payment being adjusted.
ORIG-FY The fiscal year of the original payment being adjusted.
VOUCHER-NO-ORIG Voucher number of the original payment being adjusted.
PAY-AMT Adjustment amount.
PAY-CANCEL-DT Effective date of the adjustment.
Example 1 An employee underpays his insurance by $2.00. The agency must adjust the underpaid deduction on the next payroll that includes this deduction for the employee. The payroll will have a payment record for the regular payment amount and a negative payment record for the underpayment amount of –$2.00. There will be an entitlement record for his regular entitlement amount only. There will be a deduction record for his regular deduction and another deduction record reflecting the $2.00 adjustment to the insurance deduction. The employee’s warrant must have enough funds to cover the negative payment adjustments.
RP Payment 5.00
RP Entitlement 10.00
RP Deduction 5.00
DA Payment – 2.00
DA Deduction 2.00
Total Payment 3.00
Total Entitlement 10.00
Total Deduction 7.00
Example 2 An employee overpays his insurance by $2.00. The agency must adjust the overpaid deduction on the next payroll that includes this deduction. The payroll will have a payment record for this regular payment amount and a positive payment record for the overpayment amount of $2.00. There will be an entitlement record for his regular entitlement amount only. There will be a deduction record for his regular deduction and another deduction record reflecting the – $2.00 adjustment to the insurance deduction. The payroll must contain enough funds per deduction to cover all negative adjustments in that payroll.
RP Payment 5.00
RP Entitlement 10.00
RP Deduction 5.00
DA Payment: 2.00
DA Deduction – 2.00
Total Payment 7.00
Total Entitlement 10.00
Total Deduction 3.00

Note: A lump-sum payment for vacation time accrued cannot be paid to a state employee or former employee who resigns, is dismissed or has otherwise separated from state employment unless the individual’s employment with the state had been continuous for six months.