| 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 |
|