STATE OF CONNECTICUT
NANCY WYMAN COMPTROLLER	OFFICE OF THE STATE COMPTROLLER 55 ELM STREET HARTFORD, CONNECTICUT 06106-1775	MARK OJAKIAN DEPUTY COMPTROLLER

In order to complete the processing of the 10/03/2003 Managerial Pay Increases and meet auditing requirements, Agency Human Resources and Payroll personnel will need to enter the required transactions for employees into Core-CT. The following steps outline how this is to be done in two situations: Employees who will receive the increase on 10/31/03 via MSA and employees who will be processed retroactively in Core-CT. 

Employees who will Receive the Increase on 10/31/03

Follow these directions if you have processed the 10/03/2003 Increases in MSA but not in your legacy Human Resources System (i.e. APS). During the conversion process, the MSA salary was converted as the most current salary into Core-CT. 

The Human Resource Specialist navigates to Administer Workforce > Administer Workforce (GBL) > Use > Job Data

• At the Search Page, enter the employee number or name and press search
• At the Work Location tab, add a new effective dated row by clicking the "+" button
• Enter the Effective Date which is "October 3, 2003"
• Enter the Action of "Pay Rate Change"
• Enter the Reason of "IMC/Individual Managerial COLA"
• Click the tab for Salary Plan and verify the employee's salary plan and grade is correct.
• Click the tab for Compensation and verify the employee's compensation rate is correct (both at the center and bottom of the page)
• Click the link to Employment Data and at the bottom of this page enter the Date of Last Increase - "October 3, 2003". (Data entry is for this transaction only. In the future, the system will default in the last increase date.)
• Click "Save".

Next, navigate to Administer Workforce > Administer Workforce (GBL) > Use > General Comments

• At the Search Page, enter the employee number or name and press search (system may bring you to the last employee reviewed without bringing you to the search page)
• Complete the following fields:
  • Comment By (the name of the individual entering the transaction)
  • Comment Date (October 3, 2003)
  • Comment (this will include the standard information on how the increase was calculated and following statement "salary amount increased during conversion of 10/27/2003")
• Click "Save".

Retroactive Process

Some agencies may not have processed the salary increases in MSA for the pay period of October 3, 2003 to October 16, 2003. In this case, agencies must enter the salary adjustments directly into Core-CT retroactively on or after October 27, 2003 in order to compensate employees properly. All entries must be completed in time for the November 28, 2003 paycheck. Depending on when agencies process the managerial increase, they will be calculating the retroactive payments for either 1 or 2 pay periods. Note: Retroactive calculations must be done manually. Detailed instructions are as follows:

The Human Resources Specialist navigates to Administer Workforce > Administer Workforce (GBL) > Use > Job Data

• At the Search Page, enter the employee number or name and press search
• At the Work Location tab, add a new effective dated row by clicking the "+" button
• Enter the Effective Date which is "October 3, 2003"
• Enter the Action of "Pay Rate Change" and the Reason of "IMC/Individual Managerial COLA".
• Click the tab for Salary Plan and verify the employee's salary plan and grade is correct
• Click the tab for Compensation and enter the new bi-weekly compensation rate and verify the frequency is set to "BCT" (both fields are located at the bottom of the page, frequency must be set to BCT at this location even though employee may be hourly)
• Click the "Calculate Compensation" push button and verify the correct compensation rate appears in the center of the page. (In the center of the page, if employee is full time the frequency should be "BCT" and if employee is hourly the frequency should be "HCT") *see directions below if rate is not correct
• Click "Save"

Then, navigate to Administer Workforce > Administer Workforce (GBL) > Use > General Comments

• At the Search Page, enter the employee number or name and press search (system may bring you to the last employee reviewed without bringing you to the search page)
• Complete the following fields:
  • Comment By (the name of the individual entering the transaction)
  • Comment Date (October 3, 2003)
  • Comment (this will include the standard information on how the increase was calculated)
• Click "Save"

If you are using the Time and Labor Module, record entry this way to complete the retroactive process:

The Time and Labor Specialist navigates to Self Service > Manager > Tasks > Weekly Elapsed Time

• At the Search Page, enter the employee number and the beginning of the pay period. Then press search
• Click the "Add a New Line" push button and enter the Time Reporting Code, which is "RTR" (Retro Payment) and the Amount of the retroactive payment. (This amount is only for the pay difference for the pay period(s) affected.)
• Click "Save"

If you are NOT using the Time and Labor Module, record entry into Additional Pay on-line (or via interface for Limited Scope agencies) to complete the retroactive process:

(Limited Scope Agencies should provide transactions using the same Earnings information required in the on-line Additional Pay entry.)

The Payroll Specialist navigates to Compensate Employees > Maintain Payroll Data > Use > Additional Pay

• At the Search Page, enter the employee number or name and press search
• Add a new row by clicking the "+" button
• Enter the Earnings Code "RTR" (Retro Payment)
• Enter the Effective Date which is "10/17/2003"
• Enter the End Date which is"10/30/2003"
• Enter Additional Sequence which is "1"
• Enter Earnings Amount, which is the retroactive payment amount. This amount is only for the pay difference for the affected pay period(s).
• Click the "OK to Pay" check box
• Click "Save"

Note: If employee is hourly and the incorrect hourly compensation rate defaults in at the point you click the "Calculate Compensation" pushbutton, then review your employee's set up on the Job Information tab. Verify the employee is set up as "part time" and the correct standard hours for this employee are listed. Next, multiply the standard hours (weekly) by 2 (per pay period) and multiply this amount by the employee's new hourly rate. The result is the new bi-weekly compensation rate, which must be entered on the Compensation tab, comp rate field (bottom of the page). Next, click the "Calculate Compensation" push button and verify the correct compensation rate appears (center of the page).

Example: On the Job Information tab,

The employee's full/part time indicator is set up as "part time"

The standard hours are listed as "20" hours per week

The employee's new hourly rate is $25.00 (Hourly rate does not appear on this page, you must determine the rate outside of the system.)

 

Multiply the standard hours (20) by 2, which will give you the standard hours worked per pay period (40). Multiply 40 hours per pay period by the new hourly rate ($25.00), which will give you the new bi-weekly compensation rate ($1,000.00). Enter the new bi-weekly compensation rate on the Compensation tab.

Questions related to payment transactions should be directed to the Central Payroll Auditing staff.

Questions related to Job Data should be directed to Toni Alphonse, DAS Auditing Unit, at (860) 713-5168.

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