Introduction
This appendix provides the information needed to process HRIS payroll information. It contains the following elements for each payment transaction type:
- A definition of each payment transaction type.
- The records that must be submitted for the transaction.
- Definitions of the special entry fields for the transactions.
- An example of each transaction.
Regular Payment
Pay-Trans-Type: RP
| Definition |
Payment for regular work hours or a one-time payment for work performed in addition to an employee’s regular job. |
| Submitted |
(+) Payment – 83 Record
(+) Entitlement – 85 Record
(+) Deduction – 87 Record |
| Fields |
PAY-TRANS-TYPE |
RP |
PAY-PERIOD-EFF-DT |
Effective date of the payroll in which the payment is included. |
PAY-AMT |
Payment amount. |
|
| Example |
An employee has a 40-hour work week and is entitled to payment.
| RP Payment |
1250.00 |
| RP Entitlement |
1500.00 |
| RP Deduction |
250.00 |
|
Supplemental Payment
Pay-Trans-Type: SP
| Definition |
Payment of an amount that was not included in the regular monthly payroll (Trans-Code: 023) or a one-time payment for work performed in addition to an employee’s regular job. |
| Submitted |
(+) Payment – 83 Record
(+) Entitlement – 85 Record
(+) Deduction – 87 Record |
| Fields |
PAY-TRANS-TYPE |
SP |
PAY-PERIOD-EFF-DT |
Effective date of the payroll in which the payment is included. |
PAY-AMT |
Payment amount. |
|
| Example |
An employee who is entitled to receive longevity pay receives her monthly payroll and discovers the longevity payment amount was not included. A supplemental payroll must be created to pay the entitlement.
| SP Payment |
36.00 |
| SP Entitlement |
40.00 |
| SP Deduction |
4.00 |
|
Overtime Payment
Pay-Trans-Type: OP
| Definition |
Payment for hours worked in addition to regular work hours for an employee who is subject to the Fair Labor Standards Act (FLSA). |
| Submitted |
(+) Payment – 83 Record
(+) Entitlement – 85 Record
(+) Deduction – 87 Record |
| Fields |
PAY-TRANS-TYPE |
OP |
PAY-PERIOD-EFF-DT |
Effective date of the payroll in which the payment is included. |
HRS-TYPE |
OT |
ACTUAL-HRS |
Number of overtime work hours paid. |
PAY-AMT |
The overtime payment amount. |
|
| Example |
An employee has a 40-hour work week and is entitled to eight hours of overtime pay.
| OP Payment |
400.00 |
| OP Entitlement |
500.00 |
| OP Deduction |
100.00 |
|
Lump Sum Payment
Pay-Trans-Type: LS
| Definition |
| a |
Lump sum payment of accumulated annual leave upon employee termination. |
| b |
Lump sum payment for one-half of accumulated sick leave or for 336 hours, whichever is less, upon death of employee. |
|
| Submitted |
a and b
(+) Payment – 83 Record
(+) Entitlement – 85 Record
(+) Deduction – 87 Record |
| Fields |
a
PAY-TRANS-TYPE |
LS |
FISCAL-YEAR |
The fiscal year the lump sum is reported. |
PAY-PERIOD-EFF-DT |
Effective date of the payroll in which the payment is included. |
HRS-TYPE |
AL |
ACTUAL-HRS |
Number of annual leave hours paid. |
PAY-AMT |
Lump sum amount. |
b
PAY-TRANS-TYPE |
LS |
FISCAL-YEAR |
The fiscal year the lump sum is reported. |
PAY-PERIOD-EFF-DT |
Effective date |
HRS-TYPE |
SL |
ACTUAL-HRS |
Number of sick leave hours paid. |
PAY-AMT |
Lump sum amount. |
|
| Example |
| LS Payment |
800.00 |
| LS Entitlement |
1000.00 |
| LS Deduction |
200.00 |
|
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.
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 in which the payment and the adjustment payment are included. |
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.
Deduction Refund
Pay-Trans-Type: DR
| Definition |
Refund of an amount that was overpaid to a specific deduction. This should go on a regular voucher so there is enough money in the deduction being refunded to cover the amount being refunded. |
| Submitted |
(+) Payment – 83 Record
(–) Deduction – 87 Record
Gross = Net (Overpayment Amount) |
| Fields |
VOUCHER-NO-AGENCY |
Voucher number that contains the refund. |
FISCAL-YEAR |
The fiscal year of the payroll that contains the deduction refund. |
DISTRB-LINE-NO |
Line number of the payroll in which the refund is included. |
JOB-NO |
Job number of the original payment to which the refund applies. |
DED-SEQ-NO |
Sequence number of original deduction |
PAY-TRANS-TYPE |
DR |
TRANS-TYPE-ORG |
Pay transaction type of the original payment being adjusted. |
PAY-NO |
Pay number of the original payment to which the refund applies. |
PAY-PERIOD-EFF-DT |
Effective date of the original payment to which the refund applies. |
ORIG-FY |
The fiscal year of the original payment to which the refund applies. |
VOUCHER-NO-ORIG |
Voucher number of the original payment to which the refund applies. |
PAY-AMT |
Refund amount. |
PAY-CANCEL-DT |
Effective date of the refund. |
|
| Example |
An employee overpays his insurance by $7.00. The agency must submit a DR payment record to refund the difference of an overpayment. The payroll that includes the refund must have enough insurance deduction funds to cover the refund amount plus all negative deductions. The payroll will consist of a payment record with the overpayment of $7.00. The deduction record will reflect the refund (–) of the overpaid deduction of $7.00.
| DR Payment |
7.00 |
| DR Deduction |
– 7.00 |
|
Warrant/Direct Deposit Cancellation
Pay-Trans-Type: CA
| Definition |
Cancel an employee’s entire warrant/direct deposit. |
| Submitted |
Payment – 83 Record |
| Fields |
VOUCHER-NO-AGENCY |
Voucher number that contains the cancellation. |
FISCAL-YEAR |
The fiscal year of the payroll that contains the cancellation. |
DISTRB-LINE-NO |
Line number of the payroll that contains the cancellation. |
JOB-NO |
Job number of the original payment being canceled. |
PAY-TRANS-TYPE |
CA |
TRANS-TYPE-ORG |
Pay transaction type of the original payment being canceled. |
PAY-NO |
Pay number of the original payment being canceled. |
PAY-AMT |
Payment amount is protected. Do not enter anything in this field. |
PAY-PERIOD-EFF-DT |
Effective date of the original payment being canceled. |
ORIG-FY |
Fiscal year of the original payment being canceled. |
VOUCHER-NO-ORIG |
Voucher number of the original payment being canceled. |
PAY-CANCEL-DT |
Effective date of the cancellation. |
|
| Example |
| Original Payment |
700.00 |
| Original Entitlement |
1000.00 |
| Original Deductions |
300.00 |
| CA Payment |
0.00 |
| HRIS Payment* |
– 700.00 |
| HRIS Entitlement* |
– 1000.00 |
| HRIS Deduction* |
– 300.00 |
| Total |
0.00 |
|
Note: If a cancellation is the only payment in a voucher, the voucher’s transaction code must be 050 – Deposits of Receipts. This process is only used to submit a payroll voucher to cancel a payment. The process has the effect of processing a ‘negative payroll.’ But, since the VOUCHER AMOUNT field is protected for Pay-Trans-Type 050 and the PAY-AMT field is protected for Trans-Type CA, the voucher and payment records are processed in HRIS as zero amounts by default. HRIS then searches the payroll files for the previously posted payroll transactions, as referenced by the payment cancellation transactions, and generates and processes the adjusting entries as appropriate.
If the original warrant is the sum of two or more payments due to multiple jobs, a CA transaction must be submitted for each job.
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.
Salary Spread Payment
Pay-Trans-Type: SS
| Definition |
Payments made after the expiration of a nine-month contract for employees who elect to have their salary spread over twelve months. |
| Submitted |
(+) Payment – 83 Record
(+) Entitlement – 85 Record
(+) Deduction – 87 Record |
| Fields |
PAY-TRANS-TYPE |
SS |
PAY-PERIOD-EFF-DT |
Effective date of the payroll in which the payment is included. |
PAY-AMT |
Payment amount. |
|
| Example |
A teacher, whose salary was spread over twelve months, will receive June, July and August payments with
Pay-Trans-Type = SS.
| SS Payment |
1250.00 |
| SS Entitlement |
1500.00 |
| SS Deduction |
250.00 |
|
Correcting Entry
Pay-Trans-Type: CE
| Definition |
Correction of a clerical error on the Payment Information and Payment Deduction Information records. The CE record will be valid only if the payment record is posted to the permanent tables. |
| Submitted |
(+) Payment – 83 Record
(+) Deduction – 87 Record |
| Fields |
PAY-TRANS-TYPE |
CE |
PAY-PERIOD-EFF-DT |
Effective date of the original payment being adjusted. |
PAY-NO |
Pay number of the original payment being corrected. |
VOUCHER-NO-ORIG |
Voucher number of the original payment being corrected. |
TRANS-TYPE-ORIG |
Pay transaction type of the original payment being corrected. |
|
| Example |
Due to a clerical error, the fund number reported to HRIS does not match the actual fund number from which the payroll was paid. Only a Payment Information record must be submitted with a PAY-TRANS-TYPE value of CE and all key mandatory and mandatory fields completed, in addition to the correct value in the FUND NUMBER field. |
Note: If a correction exists to the Payment Deduction Information Record, both the Payment Information and Payment Deduction Information records must be submitted with all key mandatory and mandatory fields completed, in addition to the correction.