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Enter the following fields as required:
AGENCY (Key)EMPLOYEE SSN (Key)PAGE NUMBER (Key)- Use a new page number for each adjustment.
503 Transaction/Row
Note: Enter the 503 transaction fields to record the original payment information.
REF NO (Display)- A reference number which is automatically generated.
PYMT DT (Required)- Enter the date the original payment was issued. If adjusting more than one payment record, enter the latest payment issue date.
BEG DT/END DT (Required)- Enter the pay period begin and end date for the special pay to be adjusted. If the adjusted payment covers more than one pay period, enter the begin and end date of one period to be adjusted. Payment adjustments are only allowed for the current fiscal year and the two previous fiscal years.
REAS (Optional)- A user-defined, alphanumeric value identifying the reason for the transaction.
NET (Required)-
Enter the net amount of the adjustment. Enter this field only when either paying or recouping a special pay. This change is reflected on the employee’s next payment.
-
Note: All amount fields on this screen assume two decimal places.
+ (Adjustment Indicator) (Required on this row)- Enter the type of adjustment to be made. If net does not equal zero, enter P or M. If net equals zero, enter + or –. Enter the same set of indicators throughout this screen.
| P |
Pays on the next regular payroll |
| M |
Subtracts from the next regular payroll |
| + |
Adds this amount to the appropriate periods’ net accumulators (does not increase the next payment) |
| – |
Subtracts this amount from the appropriate periods’ accumulators (does not reduce the next payment) |
Note: An indicator of P or M affects payment to the employee and goes through USAS.
The + or – indicators do not generate payment; they only adjust accumulators. They do, however, affect reporting totals for the tax period(s) that are indicated in the Y field. Be aware of this when entering adjustments for periods that have already been reported.
Y (Optional)- Indicates which tax period’s accumulators to adjust.
| Blank field |
Year-, quarter-, and month-to-date accumulators (default) |
| Y |
Year-to-date accumulators only |
| Q |
Year- and quarter-to-date accumulators only |
| P |
Prior quarter accumulators only |
| C |
Year-to-date and prior quarter accumulators only |
Note: Enter the same indicator in each Y field throughout this transaction set.
400 Transaction Row
This row is not necessary for adjusting special pays.
500 Transaction Row
ST/L (Optional)Enter this field only if payments were made in the wrong state or locality (if income taxes apply), and the payment needs to be moved to the correct state or locality.
The first two digits designate the state code; the second two digits designate the local taxing district. These codes are established and maintained on H0BUD and H0ATX. Appendix K – Local, State, and Federal Codes for valid values.
Note: If an employee was paid and taxed in the wrong state and/or locality, two pages of transactions must be created. One page must contain the incorrect state/local code that was reported, using the – indicator, and the other page must contain the correct taxing district(s) using the + indicator.
FIT (Optional)-
The amount of federal income tax to be adjusted with this transaction.
-
Note: If payment is being made outside of regular pay (on a supplemental), withhold FIT from the payment and enter a P indicator in the + field. If the payment is added to the regular pay, entering taxes is not required. The system includes this special pay as taxable income when calculating FIT.
OASDI (Optional)- The amount of OASDI tax to be adjusted with this transaction.
HI (Optional)-
The amount of Medicare tax to be adjusted with this transaction.
-
Note: If the employee is active, entering the tax fields is not required. This manual pay set adjusts OASDI and Medicare wages, and the taxes self adjust on the next regular pay. If the employee is terminated, enter values in the tax fields.
SIT (Optional)- The amount of state income tax to withhold from this payment.
LOCAL (Optional)- The amount of local tax to withhold from payment, if applicable.
GROSS (Required if pays are entered)- Enter the gross amount which must equal the amount of the special pay.
+ (Adjustment Indicator) (Required on this row)-
Enter the same indicator as entered in the 503 row.
-
Note: A value is always required in this field of the 500 row, even if every other field on this transaction row is blank.
Y (Optional)- The same indicator as entered in the 503 row.
6XX Transaction/Row (First 6XX Row)
SP NO (Required)- Enter the special pay number to be paid, recouped, or adjusted. Special pay numbers are defined on H0WCP.
ST/LOC (Optional)- The same state or local code(s) as entered in the 500 row.
DPT/SEC (Optional)- Overrides the last five characters of the organization code assigned to the position on HNPU1.
DATE FROM (Optional)- The beginning date of the pay period that will process this 600 transaction. Enter this date only if it is different from the 503 transaction beginning date on this screen.
DATE TO (Optional)- The ending date of the pay period that will process this 600 transaction. Enter this date only if it is different from the 503 transaction ending date on this screen.
SP PAY HOURS (Optional)- Enter only if the special pay is based on hours.
SP PAY AMOUNT (Required)-
Enter the dollar amount of the special pay.
-
Note: This field holds amounts up to $999.99. Multiple entries are required if the amount exceeds $999.99.
LABOR DISTRIB CODE (Optional)- Defaults to the current primary PCA (or index) and position, but you may override this value.
+ (Adjustment Indicator) (Required)If increasing or reducing a special pay, enter the same indicator as entered in the 503 and 500 rows. If correcting a past payment with the correct special pay code, enter the appropriate + or – indicator.
Example: An employee was paid comp per diem and should have been paid partial per diem. Enter offsetting 6XX indicators of + and – to “back out” the comp and increase the partial. Y (Optional)- The same indicator as entered in the 503 and 500 rows.
6XX Transaction/Row (Second 6XX Row)
Note: Make an entry on this row only if needing to adjust more than one special pay or offset the payment of an incorrect special pay with the correct special pay code.
If adjusting more than one special pay, enter the same fields and indicators as on the first 6XX row. If offsetting an incorrect special pay with the correct one, the amount is the same on both rows, but one row has a + indicator and the other row has a – indicator.
SP NO (Required)- Enter the additional (or correct) special pay number. Special pay numbers are defined on H0WCP.
ST LOC (Optional)- Enter the same state or local code(s) as entered in the 500 row.
DPT/SEC (Optional)- Overrides the last five characters of the organization code assigned to the position on HNPU1.
DATE FROM (Optional)- The beginning date of the pay period that will process this 600 transaction. Enter this date only if it is different from the 503 transaction beginning date on this screen.
DATE TO (Optional)- The ending date of the pay period that will process this 600 transaction. Enter this date only if it is different from the 503 transaction ending date on this screen.
SP PAY HOURS (Optional)- Enter only if the special pay is based on hours.
SP PAY AMOUNT (Required)-
Enter the dollar amount of the special pay.
-
Note: This field holds amounts up to $999.99. Multiple entries are required if the amount exceeds $999.99.
LABOR DISTRIB CODE (Optional)- Defaults to the current primary PCA (or index) and position, but you may override this value.
+ (Adjustment Indicator) (Required)If increasing or reducing a special pay, enter the same indicator as entered in the 503 and 500 rows. If correcting a past payment with the correct special pay code, enter the appropriate + or – indicator.
Example: An employee was paid comp per diem and should have been paid partial per diem. Enter offsetting 6XX indicators of + and – to “back out” the comp and increase the partial.
Y (Optional)-
The same indicator as entered in the 503 and 500 rows.
-
Note: Enter additional pages if adjusting more than two special pays for the same employee is necessary.
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Press Enter to process the transaction.
Note: This transaction only processes if it is balanced. TAXES + NET must equal TOTAL PAYS, which must equal GROSS. If you receive a fatal error, see the values of these fields at the bottom of the screen and correct as necessary.
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