In a previous email to you regarding the Gross Pay Retro our Payroll Developer, Susan, was in the process of writing a program to handle the retro for those clients that use the PRM to OPS timesheet interface where three entries (lower rate, higher rate, retro differential) are generated using three separate pay codes in PRM and interfaced for payment in payroll. Essentially, this process would find all entries—using the date—where there is a match between the lower and retro entries and then marrying the two together. On behalf of Susan we are pleased to present to you the HARMONIZATION GRID RATE RETRO PROCESS that can be added to your Custom User Reports Profile (4,1,10) and executed in your Custom User Reports Menu (4,1,11) for the purpose of processing retro for salary grid harmonization. Please click here for complete documentation.

OVERVIEW OF THE HARMONIZATION GRID RATE RETRO PROCESS

This process will create a batch to pay out retroactive pay for the selected days times the amount per hour/day of retro. The hourly/daily rate is calculated from the difference in salary amounts from two grid points, per salary grid. The salary grid is as defined on the employee's master or selected function line. The grid different per hour/day is multiplied by the total hours/days determined to be applicable from the timesheet entries for specific pay codes. You define the pay codes that represent regular TOC earnings (non-scale time) and the pay codes that define the TOC top-up generated per day when the TOC goes to scale rate. When the system detects that on a date the TOC has both regular and top-up timesheets, the time for that date is accumulated as eligible for retro. The intent is that on any date where the employee received regular and top-up earnings, the day should be counted as a on scale day and thus eligible for grid rate retro.

With this option you would have the old and new rates defined on the salary grid database. This option takes the salary grid from the selected function line and subtracts the new grid point amount from the old grid point amount to get a salary grid retro rate which is then divided by the hours defined on grid point one to get a grid retro rate per hour/day. This hourly retro rate is then multiplied by the number of hours accumulated from the range of timesheet periods and dates defined to determine the full retro amount per employee.

Employees selected MUST be in cycle for the pay period where the retro will be paid.

The Harmonization Grid Rate Retro includes an option to report Terminated and On-Leave employees. When field 63=ALLOW TIMESHEET/RETRO FOR INACTIVES, under the Users Specific Parameters Profile, is active you can generate Retro and pay Terminated and On Leave employees with out reactivating them.

FLEXIBILITY OF THE HARMONIZATION GRID RATE RETRO PROCESS

• You can specify which function line to use for the retro calculation by specifying its corresponding pay code.
• In addition to specifying the pay period range you can further define the timesheet date range.
• In addition to specifying which salary grids to include you also specify which pay codes pertain to non-scale timesheets and which pay codes pertain to top-up pay codes so that the harmonization process can accumulate the timesheets that represent the TOC top-up to scale entries.
• Costing can be as simple as using the master function line (i.e. first function line). You can distribute the costing using the following options: over multiple function lines, by selecting one cost centre, or from the employee’s GL history. If you select to cost by an employee’s GL history you can also exclude specified pay codes to be used for costing the retro.
• You can select employees for retro by employee number, salary grid, or occupation code.
• You can pay retro to terminated employees so long at field #63 in the User Specific Parameters (4,1,5) is set to Yes. In the event that field #63 is set to no you can choose to Report terminated employees through the harmonization process—they will not receive payment but nonetheless, you have a report available for your review to ensure you are not missing any terminated employees. Furthermore, you can limit the retro to terminated employees by specifying a date and the process will not pay any retro prior to the specified date.
• You can exclude employees from receiving retro payment through the following mediums: Employee #, Salary Grid, Cycle Code.

HOW DO I SETUP AND RUN THE HARMONIZATION GRID RATE RETRO PROCESS?

1. Go to 4,1,10 CUSTOM USER REPORTS PROFILE. Identify an empty field and key in the following: HARMONIZATION TOCS RETRO/SRB$OPSEXE:PRRTØV
2. Run the process in 4,1,11 CUSTOM USER REPORTS menu.

Please contact Dylan Richardson directly for more information on using the Gross Pay Retro process in administrating your salary grid harmonization process.