Entering an Adjustment Through the Transaction Grid

The Add Adjustments screen is used to make a correction to an employee's pay information. Adjustments are paid in the current or future pay periods, even if the date of the adjustment was in a past pay period.

When the Transaction Grid view is displayed in the Employee TCS screen, users can either enter the transaction directly through the grid OR they can access the Add Adjustment screen.

Note: To access the Add Adjustment screen, click on any section button in the left pane. This closes the Transaction Grid. Then click on the Add Adjustment section button to open the screen. For more information, see Adding an Adjustment Through the Add Adjustment Screen.

To add an adjustment through the Transaction Grid, complete the following steps:

1. Select the Employee button in the tool bar.
   • If the user is opening his/her own record, click on the My Timecard button in the left pane.
   • If the user is submitting a request for another employee, open the Employee Search screen. Search for and open the employee record.
2. Click on the Add Adjustment button in the Employee Actions section in the left pane.

   In the Transaction Grid, a new line is displayed in the grid with the Adjustment icon displayed to the left of the field.

   

3. Enter the values that pertain to the adjustment. Click on the <tab> key on the keyboard to move to the next field.
   • Required fields are indicated with an asterisk, which displays at the bottom of the grid.
   • The definition for the highlighted field is also provided at the bottom of the grid .
4. Enter the Date the adjustment applies to.

   The calendar date this adjustment applies to.

5. If applicable, enter the Time of the adjustment.

   The time of the adjustment, expressed in 24-hour format.

6. Select the applicable Pay Code from the field look up values in the left pane.

   The pay code assignment of this adjustment.

   When entering this value through the Transaction Grid, a Smart Drop Down menu is available. More About Smart Drop Down Menus

   Smart Drop Down Menus are available on the Transaction screen (transaction grid view or transaction list view) in the employee record for selected fields. The Smart Drop Down menus allow users to select from a smaller list based on the values that were previously entered by the user, rather than needing to scroll through the entire listing of value options.

   The Transactions List view option displays details of employee clocking, calendar and/or adjustment transactions for the pay period selected from the Employee Navigator section in the left pane. Depending on the authorization roles assigned, employees may be able to add, edit and/or delete calendar, clocking and adjustment information from this screen.

   This information can also be displayed in a Transaction Grid view.

   For more information on the functionality available from this screen, see Transaction Grid.

   

   The following symbols may be displayed on the Transactions screen:

   	Adjustment -passing to payroll interface	Indicates an adjustment entry to the employee timecard which will be passing to the payroll interface.
   	Adjustment - not passing to payroll interface	Indicates an adjustment entry to the employee timecard which is not passing to the payroll interface.
   	Adjustment - undetermined	Indicates an adjustment entry to the employee timecard which has not been determined whether it is passing to the payroll interface.
   	Calendar	Indicates a calendar entry, showing non-productive time.
   	Clocking	Indicates a clocking in the exception area of the Time Card Screen. This icon also is displayed when a clocking has been manually entered and has not yet been calculated and determined to be either an IN or OUT punch.
   	In Punch	This icon indicates a clocking entry that has been determined by the system to be an In punch.
   	Out Punch	These icons indicate a clocking entry that has been determined by the system to be an OUT punch.
   	Critical Exception	Indicates a serious issue with an employee timecard. The timecard cannot be approved until this exception has been resolved. An example of a critical exception is "An Odd Clocking was detected".
   	Warning Exception	Indicates a moderate issue in an employee timecard. The timecard can still be approved, however, the employee may not be paid as they expect. An example of a warning exception is "Hours reported in excess of Approved Hours in the pay period."
   	Informational Exception	Indicates a relatively minor issue in an employee timecard. The timecard can still be approved if this exception is not resolved. An example of an informational exception would be if an employee clocked in at an unauthorized badge reader.
   	Pending Exception	Indicates exceptions that will be displayed in the future if the employee's time card data does not change. Pending exceptions are determined by the (Calcs) process and stored with the record but not displayed until the day after the day associated with the record.
   	Note	Indicates there is a note attached to this transaction. This icon is also displayed if there is a Reason attached to a request. Hover the cursor over the icon to display the predefined note code and also the user who assigned it.
   b	Badge Reader	Indicates the transaction results from swiping a badge at the badge reader. Hover the cursor over the icon to display the badge reader number.
   C	Core Schedule	Indicates an entry on the schedule screen that was automatically generated during a Core scheduling pass.
   e	Education Tracking Reader	Indicates the transaction was entered through an Education Tracking reader (for an education transaction class).
   d	DeductIT	Indicates this was added via a DeductIT transaction.
   H	Home Health Care	Indicates this is a Home Health Care transaction.
   i	Data Import	Indicates this transaction is from imported data.
   L	Legacy	Indicates this is a transaction from a legacy system.
   N	Needs-Based Schedule	Indicates an entry on the schedule screen that was automatically generated during a Needs-based scheduling pass.
   P	Education Tracking Download	Indicates this transaction is from a download to the Education Tracking application.
   r	Cash Register	Indicates this transaction originated from a cash register (for DeductIT).
   S	Manually Added Schedule	Indicates the transaction was manually added or updated on the schedule.
   T	Trade	Indicates this is transaction resulting from a schedule trade.
   W	Request to Work	Indicates this transaction was entered as a result of a request to work.
   ~	TimeCall	Indicates the transaction was called in using the TimeCall feature.
   @	Quick Badge	Indicates the transaction was entered through the portal through the Quick Badge feature.
   #	Staffer	Indicates this data was added via the Staffer interface.
   $	Schedule Incentive	Indicates this is a transaction resulting from a schedule incentive.
   ^	Auto-Generated	Indicates the transaction was automatically generated by the system, for example, creating a matching out punch when a new special code is entered
   (	Reassign	Indicates a clocking or calendar within the selected pay period that was reassigned to a new Labor Distribution by the system. Note: The reassign process is called directly by the Employee Download or Replication processes when a new Home Labor Distribution is created, or when a new Labor Distribution is created in the Employee Record via the Web Portal. Transactions associated with the old home labor distribution on or after the new home labor distribution are updated to the new home labor distribution information.
   [	Manual	Indicates the transaction was manually entered.
   MR	Manual Retro Adjustment	Indicates the transaction was manually added in Retro mode.
   ]	Conversion, Upgrade	Indicates the input results from data from the conversion process.

   Actions

   The following actions are available in the left pane to authorized users for handling employee transactions.

   To update the status of a transaction, check the box on the record and click on the selected action button listed below.

   Approve Selected

   The Approve button is used to allow the employee to take the request.

   To approve one or more records, complete the following steps:

   1. Click on the selection box to the left of each record to be approved.

      A check mark is displayed.

   2. Click the Approve button.

      The status of the request is updated to Approved.

   Note: Depending on the record type, check boxes may not be available when a single record is open.

   Cancel Selected

   The Cancel or Cancel Selected status is used to withdraw one or more previously submitted requests.

   To cancel request records, complete the following steps:

   1. Click on the selection box to the left of each record to be canceled.

      A check mark is displayed.

   2. Click on the Cancel or Cancel Selected button in the left pane.

      The status of the request is updated to Canceled and the following icon is displayed .

   Note: Depending on the record type, check boxes may not be available when a single record is open.

   Delete Selected

   The Delete button is used to remove one or more records from a screen.

   To delete a record, complete the following steps:

   1. Click on the selection box to the left of each record to be deleted.

      A check mark is displayed

   2. Click the Delete button.
   3. If a single record is open, select the Delete button (there are no boxes to select the record).
   4. A message is displayed verifying the record should be deleted. Click on Yes to continue.

   Deny Selected

   The Deny button is used to inform employees that their request is not allowed.

   To deny one or more records, complete the following steps:

   1. Click on the selection box to the left of each record to be denied.

      A check mark is displayed

   2. Click the Deny button in the left pane.

      The status is updated to Denied, and the following icon is displayed .

   Note: Depending on the record type, check boxes may not be available when a single record is open.

   Pending Review Selected

   The Pending Review status is used to let employees know that their request has been seen, but has not yet been handled.

   To set the status of a record to Pending Review, complete the following steps:

   1. Click on the selection box to the left of each record to be set to this status.

      A check mark is displayed.

   2. Click on the Pending Review Selected button.
   3. If a single record is open, click on the Pending Review button (there are no boxes to select the record).
   4. A message is displayed verifying the record should be set to this status. Click on Yes to continue.

   Pool Approve Selected

   The Pool Approve Selected button sets the status of all selected pool transactions to Approved.

   To approve a pool record, complete the following steps:

   1. Click on the selection box to the left of each record to be approved.

      A check mark is displayed.

   2. Click on the Pool Approve Selected button.
   3. A message is displayed verifying the record should be approved. Click on Yes to continue.

   Pool Unapprove Selected

   The Pool Unapprove Selected button changes the status of all selected pool transactions from Approved back to an unapproved state.

   To remove approval for one or more pool records, complete the following steps:

   1. Click on the selection box to the left of each record to be approved.

      A check mark is displayed.

   2. Click on the Pool Unapprove Selected button.
   3. A message is displayed verifying the record should be approved. Click on Yes to continue.

   Set Requested Selected

   The Set Requested Selected button is used to change a request that was previously set to Pending Review back to the status of Requested.

   To assign one or more requests to this status, complete the following steps:

   1. Click on the selection box to the left of each record to be set.

      A check mark is displayed.

   2. Click on the Set Requested Selected button.
   3. A message is displayed verifying the record should be reset. Click on Yes to continue.

      The status is updated.

   The Transaction Grid gives the user the option to view the same information on the Transaction List, but in a grid format. To enable this option, in the Preferences section>My Preferences card>Time Card Screen, select the Transaction Grid button in the left pane.

   Authorized users are able to add, edit, view and/or delete records from this screen. Depending on the authorization roles of the user, these transactions may need to be approved by a supervisor before they are in effect.

   For more information on transactions that can be entered through this screen, click on the following links:

   • Entering a Calendar (Time Off) Through the Transaction Grid
   • Entering a Clocking Through the Transaction Grid
   • Entering an Adjustment Through the Transaction Grid
   • Editing an Unapproved Transaction in the Grid

   

   If a critical event message is generated due to an unfulfilled license or education requirement, employees may be unable to enter, modify or delete a clocking through this screen. The reason for the "lockout" can be viewed on the Home page>My Unread Messages card or in the Actions section>Employee card>Messages screen. Contact the employee's supervisor or an administrator to resolve the issue.

   The following tabs are available when viewing an existing Calendar on the Transaction Grid

   General	This tab displays basic information about this transaction, including the date, time, organization unit and labor distribution.
   Attendance+	This tab is used to add predefined codes explaining the reason for the calendar entry, including whether the transaction was excused or unexcused.
   Notes	This tab to is used to add a notation to the calendar transaction.
   Exceptions Tab	This tab is enabled if an exception message is generated relating to the transaction. Note: Critical exceptions must be handled before the time card can be approved.
   Requested Differences	This tab is enabled on the Transaction Grid if an employee requests an edit to the transaction. The tab displays the difference between the original and the request. Once the request is handled, this tab is no longer enabled.
   Requested History	This tab is enabled on the Transaction Grid if an employee requests an edit to the transaction. The tab displays the submitting and approval history of the request.

   Actions

   The following actions are available in the left pane to authorized users for handling employee transactions.

   To update the status of a transaction, check the box to the left of the record and click on the selected action button listed below.

   Approve Selected

   The Approve button is used to allow the employee to take the request.

   To approve one or more records, complete the following steps:

   1. Click on the selection box to the left of each record to be approved.

      A check mark is displayed.

   2. Click the Approve button.

      The status of the request is updated to Approved.

   Note: Depending on the record type, check boxes may not be available when a single record is open.

   Cancel Selected

   The Cancel or Cancel Selected status is used to withdraw one or more previously submitted requests.

   To cancel request records, complete the following steps:

   1. Click on the selection box to the left of each record to be canceled.

      A check mark is displayed.

   2. Click on the Cancel or Cancel Selected button in the left pane.

      The status of the request is updated to Canceled and the following icon is displayed .

   Note: Depending on the record type, check boxes may not be available when a single record is open.

   Delete Selected

   The Delete button is used to remove one or more records from a screen.

   To delete a record, complete the following steps:

   1. Click on the selection box to the left of each record to be deleted.

      A check mark is displayed

   2. Click the Delete button.
   3. If a single record is open, select the Delete button (there are no boxes to select the record).
   4. A message is displayed verifying the record should be deleted. Click on Yes to continue.

   Deny Selected

   The Deny button is used to inform employees that their request is not allowed.

   To deny one or more records, complete the following steps:

   1. Click on the selection box to the left of each record to be denied.

      A check mark is displayed

   2. Click the Deny button in the left pane.

      The status is updated to Denied, and the following icon is displayed .

   Note: Depending on the record type, check boxes may not be available when a single record is open.

   Pending Review Selected

   The Pending Review status is used to let employees know that their request has been seen, but has not yet been handled.

   To set the status of a record to Pending Review, complete the following steps:

   1. Click on the selection box to the left of each record to be set to this status.

      A check mark is displayed.

   2. Click on the Pending Review Selected button.
   3. If a single record is open, click on the Pending Review button (there are no boxes to select the record).
   4. A message is displayed verifying the record should be set to this status. Click on Yes to continue.

   Pool Approve Selected

   The Pool Approve Selected button sets the status of all selected pool transactions to Approved.

   To approve a pool record, complete the following steps:

   1. Click on the selection box to the left of each record to be approved.

      A check mark is displayed.

   2. Click on the Pool Approve Selected button.
   3. A message is displayed verifying the record should be approved. Click on Yes to continue.

   Pool Unapprove Selected

   The Pool Unapprove Selected button changes the status of all selected pool transactions from Approved back to an unapproved state.

   To remove approval for one or more pool records, complete the following steps:

   1. Click on the selection box to the left of each record to be approved.

      A check mark is displayed.

   2. Click on the Pool Unapprove Selected button.
   3. A message is displayed verifying the record should be approved. Click on Yes to continue.

   Set Requested Selected

   The Set Requested Selected button is used to change a request that was previously set to Pending Review back to the status of Requested.

   To assign one or more requests to this status, complete the following steps:

   1. Click on the selection box to the left of each record to be set.

      A check mark is displayed.

   2. Click on the Set Requested Selected button.
   3. A message is displayed verifying the record should be reset. Click on Yes to continue.

      The status is updated.

   The values that display in the Smart Drop Down Menu list have been previously selected by the user for this same field within two pay periods from today’s date. For example, in the employee Time Card Screen (TCS), if the employee clicks on the job class drop down menu, only those job classes that have been entered by the employee within the previous two pay periods are listed.

   If there are more than one page of values, click on the <Prev and Next> options to scroll to the previous and next pages of the listing.

   Searching for a Value

   If a value is not listed, a search can be conducted to find the value. That value is then added to the smart drop down menu for the next two pay periods from the current date.

   1. Click on the Search option at the lower right corner of the screen.
   2. A search screen displays. Enter search criteria and click on the Search button.
   3. The options are displayed. Click on the value to be entered in the field.

      This value is now added to the listing for the next time this field is accessed by the user.

7. Depending on the pay code selected, either the Hours(Units) of the adjustment or the Amount (Dollars) are required.

   The dollar amount of this adjustment, if applicable. This field is only enabled if the code entered in the Pay Code field requires a dollar value, rather than an hours/units value.

   Indicates the length (in whole and decimal hours) of this adjustment. For example, ninety minutes would be entered as 1.5 hours.

   If the labor distribution fields are left blank, the system assumes the adjustment should be posted to the employee's Primary Home Labor Distribution.

   The home labor distribution of an employee indicates the main organization unit where the employee is assigned. The Home labor distribution assignment is used to determine the access Roles and processing Assignments for the employee and also to determine whether employees are included in reports and other processing (such as calculations and scheduling).

   The primary home labor distribution assignment specifies the main job class/position of the employee within the home labor distribution. An employee can only have one effective Primary Home labor distribution assignment effective, but may have multiple Alternate Home labor distribution assignments (same organization unit as the Primary Home but with a different job class/position) and Alternate labor distribution assignments (different organization unit than the Home labor distribution).

   Note: All labor distribution assignments for an employee are set up on the Labor Distribution screen in the employee record. For more information, see the Employee section>Labor Distribution screen>Primary Home Labor Distribution.

   At this point the record has enough information. All additional fields are optional.

8. In the Shift field, select the shift where this adjustment should occur.

   The work shift this adjustment is assigned to (i.e. Day, Evening, Night, etc.).

9. In the Rate field, enter an alternate dollar per hour amount.

   The rate of pay (in dollars per hour) for this adjustment transaction.

10. If Quick Codes are set up, enter it in this field to update multiple fields.

    A code used to define multiple fields of information with a single code (e.g. labor distribution, alternate pay rate, grant code, etc.).

    Quick codes are previously set up in the Employee record on the Quick Code screen

11. If the employee is working a different labor distribution, enter the Organization Unit, Position, and/or Job Class.

    The employee work assignment (for example, Registered Nurse, Dietary Specialist, Maintenance Worker, etc.)

    The labor distribution code that indicates the organization and job class assignment for the employee.

    Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

12. Enter the related Grant and/or Project code, if applicable.

    The identification code of an applicable project.

    The identification code of the grant related to this transaction, if applicable.

    Indicator Settings

    Note: Two indicator settings determine whether this adjustment will pass to the payroll interface. (The following information assumes that you have authorization access to the Indicator tab in the adjustment entry area.)

• Adjustment Indicator - PM Interface Standard 1, "Manual adjustment reported in the Payroll Interface"
• Pay Code Indicator - PM Interface Standard 1, "Pay Code reported in the Payroll Interface"

  The adjustment will not pass to the payroll interface if either one or both indicators are set to No.

  The adjustment will pass to the payroll interface only when both indicators are set to Yes.

1. To verify or change the adjustment indicator, complete the following steps.
   1. In the adjustment entry area, click the Indicators tab and then expand PM Interface.
   2. In the PM Interface Standard 1 field, verify the setting and, as needed, change it to Y or N.
2. Click the save button.

   If the adjustment will pass to the payroll interface, the adjustment icon appears in green.

   If the adjustment will not pass to the payroll interface, the adjustment icon appears in red.

   If the adjustment is a new request , it will not pass to the payroll interface until it is approved and the two indicators are set to Y, as noted above.

   If the adjustment request is edited, the edit request record does not pass to the payroll interface. However, the original transaction that the edit is associated with will pass when it is approved and the two indicators are set to Y, as noted above.