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     Open or create a new Retro Pay batch.

• Open the Retro Pay window (PR> Retro Pay). The Batches window will display all the open Retro Pay batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted Retro Pay data in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Retro Pay process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields 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.
• Click CREATE to create the new Retro Pay batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Retro Pay process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Retro Pay process.

3     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 top 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 top 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.
  • Change the filters at the top of the screen and click the Refresh button to update the results.
• 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.
• Click the Save button to generate the retro paychecks.

4     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.

5     View the paychecks included in the Retro Pay batch.