Make historical corrections

Historical corrections Edits that occur after timecards are approved and signed-off. enable you to make changes in signed-off pay periods for the following functions:

The system processes historical corrections in the same way it processes changes in an unsigned-off time period. Totalisation occurs and corrections are generated based on a comparison of the earliest change date and the sign-off date, taking into account all rules and policies applied to the edited time period. Changes are applied to the non-signed-off period for payroll processing. Corrections appear in the timecard, the Historical Corrections add-on, and the Leave Editor. The effect of the changes also appears in related areas, such as the Accruals and Totals add-ons in the unsigned-off timecard.

For example, you edit vacation time in a previous, signed-off period, entering 8 hours of vacation on a particular day. In the current timecard, the Accruals add-on reflects the reduction in the vacation accrual balance. The correction appears in the Audits add-on.

For example, you edit vacation time in a previous, signed-off period, entering 8 hours of vacation on a particular day. As you enter the pay code edit, the Historical Corrections and Totals add-ons update to reflect the change so you can understand the impact of the edits. At this time, you can also indicate whether the corrections should be included in totals. Then, after you save the edit, the Accruals add-on in the current timecard reflects the reduction in the holiday accrual balance.

Note:

The ability to make historical corrections is powerful, but you should be aware of the following recommendations:

  • The timing of your payroll submission is not configured in the system. It is unique to your environment. Even though there is usually an amount of time between pay period sign-off and when payroll is generated, managers should avoid removing sign-off after a pay period is signed off, even if they think it is before payroll is run. Instead of removing sign-off and making last-minute edits, managers should contact their payroll department and let the payroll administrator make the adjustment.
  • Never remove sign-off in a pay period that includes historical edit. When you edit an employee's time in a signed-off pay period (historical correction), wage adjustments are made in the current pay period. If you remove sign-off to make a correction in a pay period that includes historical corrections, the historical correction becomes an active amount of time and the employee will be paid twice.

Automatic wage paycode corrections, which are controlled by administrators in System Settings or pay rule configurations, use a special type of money paycode called a wage paycode to record historical corrections. Depending on how your system is configured, you may have:

  • System-wide wage paycode — When your system is configured for system-wide wage paycode corrections, all historical corrections are charged to the same wage paycode. Wage paycodes convert historical correction hours into a wage amount that goes to payroll. The totals from this paycode are used by a payroll interface to extract the consolidated wage impact of the corrections.
    • Note: A money paycode can be also used to make historical edits that generate no correction records. Instead, the amount of money just goes in that paycode and gets paid in the next payroll cycle.
  • When your system is not configured for system-wide automatic wage paycode corrections, historical corrections are recorded with the same paycode used by the correction. The hours and related wage amounts are available for payroll based on extracting from the various hours type pay codes.
  • Wage paycode assigned in pay rules — Wage paycodes assigned in a pay rule override system-wide wage paycodes.
  • Individual access rights — Depending on your access rights, you may be able to override the system-wide wage paycode when recalculating totals to apply corrections that make pay adjustments for historical rule or rate changes.

If you have permission, you can change the wage paycode A type of money paycode that converts historical correction hours into a wage amount that goes to payroll. used for historical corrections to a money paycode.

  1. Open the timecard and select Previous Pay Period or enter a range of dates that includes a signed-off pay period with historical corrections.
  2. Select the Historical Corrections add-on.
  3. Select the check box next to one or more historical corrections and click tap Edit
  4. In the Edit Corrections panel, money and wage paycodes are listed in the Money Paycode drop-down box. Select one of the paycodes and click tapApply.

Note: If you select a check box that does not use a wage pay code, the Edit Corrections panel opens, but you cannot change the pay code.

You can make historical corrections to an individual timecard or as a group edit Changes made to more than one employee record at a time, for example, add or delete a pay code or punch to a group of timecards..

  1. Open the individual timecard by doing one of the following:
    • Select Time > Employee Summary from the Main Menu, and then select the applicable employee and click tap Open selected .
    • Select Time > Timecards from the Main Menu, and then navigate to the timecard that you want to edit.
  2. Select Previous Pay Period or enter a range of dates that includes a signed-off pay period. Note that the timecard has a grey background, denoting that it has been signed off.
  3. Make the necessary corrections by entering a pay code or punch and the associated time in the timecard, with or without a transfer. You can also add a comment or edit the punch. You can do this in table view or list view.

  4. Select the applicable day and enter a punch or pay code. To denote that a historical correction was made, the date cell displays a Historical Correction icon and the time cell (Amount, In, or Out) displays Edited after Sign Off icon ¯

    1. Select the applicable day and click tap More
    2. In the day detail panel, click tap Add Punch or Add Paycode
    3. Enter the applicable information in the Add Punch or Add Paycode panel, and click tap Apply when finished.

    The day detail panel adds a Historically Corrected note at the top of the panel as well as Edited after sign off note below the historical correction.

  6. The following information appears in the Historical Corrections add-on with the status of Pending. You should verify the results of the edit before you save it.
    • Saved/Pending — The status of the corrections: saved or pending.
    • Historical Date — The date of the original timecard before the correction.
    • Pay Code — If the correction was made to a paycode, the paycode is listed here.
    • Amount — If the correction was made to a paycode, the amount of the paycode.
    • Wage Pay Code — The wage paycode used for the correction (if configured)
    • Wages — Wages associated with the correction
    • Transfer — If the edit involves a transfer, the transfer information is here
    • Edit Date — The date that the correction was made
    • Effective Date — The date that the correction takes effect.
    • Include in Totals — Whether or not the correction is included in the totals regardless of whether the correction is saved or pending.
    • Comments — If a comment was selected, it is listed here.
    • Notes — If a note was added, it is listed here.
    • Show Paid Corrections — When selected, shows paid corrections as well as non-paid corrections. This filter is for display purposes only and does not impact totals. The check box only appears when enabled in the Display Preference settings for timecards and when there are paid corrections.
  7. To cancel the edit, delete it in the timecard.
  8. If satisfied with the edit, click tap Save . The edit is displayed in the Historical Corrections add-on with a status of Saved.

Note: Timecard data cannot be edited while corrections are being processed. A warning message appears to indicate processing is in process.

If you have the necessary access, you can control whether or not the pay impact of an historical correction is included in the next pay period.

  1. Select one or more historical edits and click tap the Edit icon .
  2. In the Edit Corrections panel, select or clear the Include in Totals check box.
  3. Select the check box if you want to include the pay impact of the historical corrections in the next payroll processing. The totals of both saved and pending edits appear in the Include In Totals column. The effective date depends on the employee's pay rule configuration. Generally, it is the current date.
  4. Clear the check box to handle payment another way, such as a check paid to the employee directly.
  5. Click Tap Save.

Note: If the timeframe you have loaded contains the effective date of the historical correction but not its historical date, the Historical Corrections add-on displays the historical correction but includes an Include in Totals Outside Timecard Dates message in the upper-left corner of the add-on. An asterisk also displays in the Historical Date column.

If you switch to the current pay period, the historical correction information is recorded in the following add-ons:

  • Totals add-on – The pay code used for the historical entry.
  • Audits add-on – The type (Historical Correction – Add or Historical Correction – Edit) of audit as well as the pay code or wage pay code used.

You can make historical edits to multiple timecards at the same time from a Dataview A configurable tool for analysing data and taking actions on a group of employees or an organisation.. For example, from the Employee Summary page.

  1. Select a signed-off timeframe and search criteria.
  2. Select the one or more tick boxes next to Employee Full Name. Depending on your access rights, you may need to click Enable Edits .
  3. Make the necessary corrections by entering a paycode or punch and the associated time in the timecards, with or without a transfer. You can also add a comment or edit the punch.
  4. If necessary, click tap Calculate Employee Totals. The Calculate Employee Totals panel opens. You can:
    1. Enter the start date for the retotalisation.
    2. Select a wage pay code from the list if you want to override the default wage pay code for the selected employees.
    3. If applicable, select the Include in Totals tick box.
    4. Click Save.
  5. Verify that the edit is successful. From the Main Menu, go to Dataviews & Reports > Group Edit Results and review the group edit results.
  6. Verify that the edit was made. From the Main Menu, return to Time > Employee Summary (or Time > Timecards), select the current pay period, select the same employees and click Open Selected . The edit is displayed in the Historical Corrections add-on with a status of Saved.
Note:

If you have permission to edit signed-off timecards when the timecard is not in an editable state, the Enable Edits option appears in your action bar. You can click Enable Edits and make a group edit for the selected employees.

Note that selecting Enable Edits does not control the ability to make historical corrections. Only function access profiles, system settings, and pay rules determine if and how you can make historical corrections.

To help explain the Enable Edits functionality, consider the following:

After a pay period is signed off, your employees' time is submitted to payroll. Before the pay period is signed off, you may be able to remove signoff, make a correction, and then sign off the timecard again. After the pay period is signed off, you cannot make changes. Timecard editing is disabled automatically and must be re-enabled after the payroll process is completed. Depending on how your system is managed and configured, editing can be re-enabled by any of the following methods:

  • As the last step in the payroll process (using an API in the payroll interface). This is the recommended method.
  • A certain number of hours after the end of the pay period.
  • Manually from Enable Edits on the Timecard Summary page.

Depending on how your system is configured, the accrual policy Defines how and when balances for accrual codes are credited and debited. may disable the accrual overdraft check for timecard edits in signed-off pay periods. Because historical edits apply to past pay periods, you can use this option to stop validation in order to save changes.

This option causes a warning to display in the timecard when you exceed the number of hours specified and click Save. You can dismiss the warning and continue without restrictions.

You make a correction for 8 AM – 10 AM (2-hour correction) and select the Include in Totals tick box.

You then realise that you made an error: the correction should be 7am-10am (3-hour correction) and should not be included in totals. You modify the 2-hour correction and make it a 3-hour correction.

The system processes the second correction as 2 hours not paid and 1 hour paid, rather than 3 hours paid. In this instance, remove the two edits, save the timecard, and then re-do the edit for a 3-hour correction.

An employee’s timecard was signed off (and paid) with 2 absent days. After talking with the employee, the manager later corrects the timecard by adding a missing punch (9am to 5pm) for one of the days and a pay code edit of 8 hours Sick for the other.

The timecard now contains 8 hours and $80 of regular and 8 hours and $80 of Sick, which were not present when signed off.

  • If automatic wage pay code corrections is not configured, the hours and related wage amounts are available for payroll based on extracting from hours-type pay codes
  • If automatic wage pay code corrections is configured, then a designated money pay code total is populated with amounts of $80 on each of the formerly absent days. This money pay code total can then be used by a payroll interface to extract the consolidated wage impact ($160) of the corrections.