Summary

The Generate step is used to select:

• Which employees will be included in the batch.
• Which timecards will be included in the batch.
• Which timecard line items will be included in the batch based on the pay code attached to those line items.

Once the Generate step is complete, the timecard line items pulled into the batch will display on the Edit step (PR> Retro Pay> Edit).

Step by Step

1     Create a Retro Pay batch.

• Select the Computer Checks palette in PR> Retro Pay. This will expand the Retro Pay palette and display the steps of the Retro Pay process.
• Modify an existing batch or create a new batch.
  • Select a batch number from the drop-down menu at the top of the Retro Pay batch to open an existing batch.
  • If you would like to create a new batch, select New in the drop-down menu at the top of the Retro Pay palette. This will open the New Batch window.
• The batch month and batch year will affect the paychecks generated in the Retro Pay batch in the same way the batch month and batch year affect the paychecks generated in the Computer Checks batch.
• Highlight the batch in the batch number drop-down menu on the Manual Checks palette and press DELETE to delete a batch. Any uncommitted checks in the batch will be deleted.

2     Generate a Retro Pay.

• The Generate window is used to select the employee, pay codes, and paychecks that will be included in the Retro Pay batch.
• Open the Generate window (PR> Retro Pay> Generate).
• The Settings section is used to select the checks and the employees that will be included in the batch.
• The Timecard Date From and Timecard Date To fields are used to select the timecards that will be included in the batch.
  • The paychecks on the employee record will be pulled into the retro pay batch using the timecard date attached to those line items.
• The Department, Union, Reporting Group and Grade fields are used to filter the employees that display in the Employees section. For example, if you would like to generate retro pay on all of the employees in a specific department, select that department in the Department field. Only employees that belong to that department will display in the Employee section.
  • Employees will only be included in the Retro Pay batch if there is a check in the Selected column. So after you have filtered the employees that display in the Employees section, make sure to check the Selected toggle of the employees you would like to process in the batch.
• The Pay Codes section is used to select the pay codes you would like to process in the batch.
  • Only timecard line items attached to the pay codes selected in this section will be included in the Retro Pay process. For example, if you do not select pay code REG, all of the timecard line items attached to that pay code will not be included in the Retro Pay process.
  • The Code column displays the pay code.
  • The Retro Pay Code column displays the retro pay code attached to the pay code (PR> Maintenance> Pay Code> Retro Payout Code field). This is the pay code that will be used to pay out the line items attached to the pay code in the Code column.
    • For example, if all of the pay codes have been attached to a retro pay code titled RETRO, all of the timecard line items pulled into the batch will be paid out using the pay code titled RETRO. This feature allows you to pay out retro pay using specific pay codes.
• The Employees section is used to select the employees that will be included in the batch. The employees that display in this section can be filtered using the Department, Union, Reporting Group or Grade fields in the Settings section.
  • Check the Selected toggle of each employee you would like to include in the batch.
  • Change the groupings of the employees in the section to locate specific employee records quickly.
  • Select a range of employees - Highlight an employee record, hold down SHIFT, and then highlight another employee record to select a range of employee records. Press SPACE to check or uncheck the Selected toggle of the employee selected in the range.
• Once all of the employees and pay codes have been selected and the timecard date range of the timecards you would like to include in the batch has been entered, you can generate the Retro Pay batch.
• Press ENTER or click the Confirm icon to generate the retro paychecks immediately, or enter a date and time in the field next to the Confirm icon to schedule the paychecks to generate at a later time.
  • You can view the progress of the paychecks on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).

3     View the exceptions.

• No history for this employee for selected pay codes – This exception will display if there are no history records during the selected date range that are attached to the selected pay codes.
• No history for pay code (XXX) – A pay code selected during the generate step is not attached to any timecards selected in the date range (PR> Retro Pay> Generate> Timecard Date From and Timecard Date To fields). If there should be history on this pay code, make sure the date range selected during the Generate step is correct or the timecard date on the timecard line item you would like to include in the batch falls within the date range.
• You will get this message – Employee had some history with a decrease in hourly rate. No retro applied for these history records. – if the pay rate on the revisions that apply to the employee record are less than the pay rate used on the paychecks in the past. For example, if the hourly rate on the employee record is less than the hourly rate on the timecard line items included in the batch.

4     View the paychecks included in the Retro Pay batch.