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Glenn Hegar  ·  Texas Comptroller of Public Accounts

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Payment Adjustment

Pay-Trans-Type: PA

Definition
a Cancellation of an employee’s net pay and specific deductions.
b Cancellation of an employee’s net pay only.
Submitted
a (–) Payment – 83 Record
(–) Entitlement – 85 Record
(–) Deduction – 87 Record
b (–) Payment – 83 Record
(–) Entitlement – 85 Record
Fields a and b
VOUCHER-NO-AGENCY Voucher number of the payroll in which the adjustment is included.
FISCAL-YEAR The fiscal year of the payroll that contains the adjustment.
DISTRB-LN-NO Line number of the payroll in which the adjustment is included.
JOB-NO Job number of the original payment being adjusted.
PAY-TRANS-TYPE PA
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 a An employee’s check must be canceled due to an overpayment of $50.00, but one of the deductions on the check has already been sent to the vendor; therefore, the entire check cannot be canceled. The employee’s check was for $700 (entitlement = $1000; deduction = $300). The agency will have to submit the payroll with an adjusted gross (the entire check minus the amount sent to the vendor). The payment record will reflect –$700; the entitlement record, –$900; and the deduction record, –$200. The agency will then submit a supplemental payroll to pay the employee the correct amount minus the $100 already paid to the vendor.
Original Payment 700.00
Original Entitlement 1000.00
Original Deductions 300.00
PA Payment – 700.00
PA Entitlement – 900.00
PA Deduction – 200.00
Balance (already paid to vendor) 100.00
Total 0.00
SP Payment 650.00
SP Entitlement 850.00
SP Deduction 200.00
Example b An employee’s net pay amount must be canceled to replace a lost or destroyed warrant. The deductions are not affected by this process. The employee’s warrant was for $700 (entitlement = $1000; deduction = $300). The agency will have to submit the payroll with an adjusted gross (entitlement minus deduction). The payment record will reflect $–700, and the entitlement record, $–700. The agency will then submit a supplemental payroll to replace the employee’s net pay amount. The payment record on the supplemental payroll will reflect $700 and the entitlement record, $700.
Original Payment 700.00
Original Entitlement 1000.00
Original Deductions 300.00
PA Payment – 700.00
PA Entitlement – 700.00
SP Payment 700.00
SP Entitlement 700.00

Note: If the original warrant is the sum of two or more payments due to multiple jobs, a PA transaction must be submitted for each job.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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