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2005 Budget Load Interaction with HRMS | Processing Retroactive FLSA 3rd Overtime Period Payments | Processing Retroactive FLSA Overtime Payments

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31 May 2005

2005 Budget Load Interaction with HRMS

The 2005-06 fiscal year budget rates are scheduled to be loaded into the HRMS system on June 24, 2005.

1. Biweekly paid staff -- new rates will appear on the hourly payroll voucher for the pay period dates of 6/19/2005 – 7/2/2005.
2. Monthly paid (12-month) -- new rates will appear on the monthly payroll voucher for the pay period dates of 7/1/2005 – 7/31/2005.
3. Monthly paid (10-month) -- new rates will appear on the monthly payroll voucher for the pay period dates of 8/1/2005 – 8/31/2005.

Key points to keep in mind:

• The HRMS system currently has checks in place to make sure an 'in progress' E-Doc is still valid based on the data in the PeopleSoft database. E-Docs in route on June 24th will be disapproved automatically by the system if the transaction impacts an employees’ job row loaded by the budget process. The ‘disapprove’ will occur the next time the document is opened from an Action List. A message will be sent to all E-Doc initiators highlighting this process. Departmental E-Doc initiators/approvers will need to be aware of Acknowledgements generated via the automated disapproval process. New E-Doc’s will need to be initiated to replace those disapproved.

• Departmental E-Doc initiators may be contacted by UHRS to initiate E-Docs to correct what was loaded by the budget process if specific situations occurs, such as

  • The budget loads funding only by percent. If the previous funding was by amount, a Maintain Funding E-Doc will need to be initiated.

  • The budget load creates a drop in standard hours below 40. If this was not the intent of the budget, a Change in Standard Hours document will be required to maintain benefit eligibility for the employee.

• Despite the budget load, employee activity continues – transfers, promotions, terminations, etc. Prior to July 1st, E-Docs may be initiated and saved with effective dates that are prior to the budget load job effective date. E-Doc initiators and approvers will see a warning message which will serve as a reminder to add/view notes: “This employee has a future job row”. Any additional notes of clarification should be added in the Notes sections.

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30 March 2005

Processing Retroactive FLSA 3rd Overtime Period Payments

When processing FLSA Additional Pay E-Docs for the third overtime period (February 27, 2005 through April 1, 2005), please select the employee’s most recent staff job record. The Effective Date and Earnings End Date submitted for the third overtime period must be effective in April in order for payment to be made with the monthly paycheck received on April 29th. E-Docs must be received in UHRS' Action List by April 15th in order to be assured of timely processing to meet the payroll deadline of April 19th.

The Begin and End Date within the Additional Pay E-Doc should be reflective of the third overtime period (February 27, 2005 through April 1, 2005).

When calculating the hourly "regular" rate, round to the nearest cent. (e.g. $20.75 divided by 2 = $10.375 rounded to $10.38). Additional Pay earn codes to be included during the retroactive FLSA overtime period include Incentive Pay (INP), Award (AWD), Temporary Pay (TPE), and Supplemental Pay in the same ORG (SUP).

E-Doc Comments section - insert the number of overtime hours and the half-time hourly rate used for the calculation of the Total Amount to be paid.

For those PAO or PAU employees that transfer between February and April, first process the appropriate E-Doc. After the E-Doc has been approved in HRMS, process any overtime owed using the instructions previously provided in the document titled, Processing Retroactive FLSA Overtime Payments, Instruction Sheet, January 2005.

If you have questions, please contact Anita Dollens at

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28 February 2005

Processing Retroactive FLSA Overtime Payments

For those positions that have been determined to be either PA Overtime-eligible (PAO) or PA Salaried Overtime-eligible (PAU) effective April 1, 2005, HRMS position updates along with the corresponding current employee job record will begin on March 1st.

When processing FLSA Additional Pay E-Docs for the second overtime period (January 30, 2005 through February 26, 2005), please select the employee’s most recent job record PRIOR to April 1, 2005 (if there is an April 1 job record). The Effective Date and Earnings End Date submitted for the second overtime period must be effective in March in order for payment to be made with the monthly paycheck received on March 31st. As a reminder, E-Docs must be received in UHRS’ Action List by March 18th in order to be assured of timely processing to meet the payroll deadline of March 22nd.

The Begin and End Date within the Additional Pay E-Doc should be reflective of the second overtime period (January 30, 2005 through February 26, 2005).

When calculating the hourly “regular” rate, round to the nearest cent. (e.g. $20.75 divided by 2 = $10.375 rounded to $10.38). Additional Pay earn codes to be included during the retroactive FLSA overtime period include Incentive Pay (INP), Award (AWD), Temporary Pay (TPE), and Supplemental Pay in the same ORG (SUP).

E-Doc Comments section - insert the number of overtime hours and the half-time hourly rate used for the calculation of the Total Amount to be paid.

For those PAO or PAU employees that transfer between February and April, first process the appropriate change E-Doc. After the E-Doc has been approved in HRMS, process any overtime owed using the instructions previously provided in the document titled, Processing Retroactive FLSA Overtime Payments, Instruction Sheet, January 2005.

If you have questions, please contact Anita Dollens at .

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