Mission of MercyHeart Transplant

  • Adjustments and Corrections

    There are two types of adjustments - dollar adjustments and time-only adjustments.

    Biweekly dollar adjustments may be completed on the Payroll Adjustment Voucher form, and must be signed by the department head or grant investigator. The timekeeper's name and contact phone number must also be included on the form. The original signed adjustment must be forwarded to the Payroll office and a copy should be kept in the department.

    All adjustments from a previous pay period for biweekly employees are due in the Payroll office by noon Friday at the end of the current pay period. Adjustments not received by this deadline will be processed on the next payroll, two weeks later. Biweekly adjustments are processed as follows:

    Hour corrections

    This is for adjustments due to hours not being reported correctly.

    • Using the Biweekly Payroll Adjustment Voucher, fill in the employee's name, employee number and base rate.
    • Enter the department number, position number and expense account. If the employee is paid from more than one department, enter the other department numbers and position numbers and show which department the hours should be charged. Also enter the pay period's beginning and ending dates and attach a copy of the employees original Kronos time detail for that pay period.
    • Fill in the additional hours to be paid to the employee under the correct day and shift on the payroll schedule. Enter the total hours for the adjustment in the last column.
    • Under "Explanation," write out the reason for making the adjustment.
    • Have the payroll adjustment voucher signed by the department head or grant investigator. Include the timekeeper's name and phone number.
    • Send the original copy of the payroll adjustment voucher to the Payroll office by noon on the final Friday of the pay period.  

    Manual checks

    A manual check will be processed only on adjustments for 24 hours or more of missed pay.

    Salaried employees' manual checks will be processed for adjustments for 24 or more missed hours on exempt employees.  All adjustments that require a manual check must be submitted to Payroll by noon on the day following the biweekly pay date. These checks will be processed with the next manual check run on the following Tuesday, or with then next biweekly payroll. 

    Noexempt manual checks will be processed only for adjustments for over 24 hours of missed time.   All biweekly adjustments that require a manual check must be submitted no later than noon Monday following the Friday pay date. These checks will be processed and available for pick-up after 3:00 p.m. the next day (Tuesday). Any adjustments submitted after this deadline will be processed with the next regularly scheduled payroll. Adjustments submitted earlier may be available earlier. Check with the Payroll office for an exact time.

    We will process manual checks through noon Tuesday of each off-payroll week for any adjustment meeting the above criteria that have been submitted by noon on the previous Monday. There are NO exceptions to the policy. Since the manual cycle will close at noon Tuesday, any additional adjustments will be processed with the next payroll.

    Leave corrections

    Leave adjustment forms are used to correct personal and medical leave information only.

    A leave adjustment form is filled out by the department to correct an employee's leave entries when no additional payment is to be made for the hours. An example is if medical leave needs to be changed to personal leave. Leave corrections for exempt and nonexempt employees that do not require additional pay are both made on this form.

    Leave corrections will be accepted and corrected if correction is within the prior 12-month period. Any corrections submitted for dates earlier than thie 12-month period may not be processed.

    Below are instructions to complete an adjustment in personal leave or major medical:

    • Employee number - Enter each person's number.
    • Name - Enter the last name first.
    • Department number - Enter employee's department number.
    • Date - Enter date of hours previously recorded.
    • Code - Enter code under which hours were reported incorrectly.
    • Incorrect number of hours charged - Enter the hours as they appeared on the payroll voucher, using the letter codes for all hours.
    • Code - Enter code under which hours should be reported correctly.
    • Corrected number of hours charged - Enter the hours as they should have been recorded, using the letter codes for all hours.

    The following codes are used for each type of hours:

    • PER - Personal vacation leave or the first 8 hours of an illness.
    • MED - Medical illness after using eight hours of personal or uncomp time. 
    • FMLP - Family medical leave (first 8 hours)
    • FMLM - Family medical leave ( all time after first 8 hours)
    • FMLU - Family medical leave - continued absence with no remaining personal or medical leave balance
    • UNC - Uncompensated absence

    Personal and medical time entered that results in negative leave balances will have their time changed by the Payroll office and will not be paid for any time submitted that would create a negative balance.

    An employee with a negative major medical leave will have the time reduced from his/her personal balance, if available. If there is no personal balance available, the uncompensated time will be deducted from the next pay check.

    Time corrections for salaried employees

    All full time exempt employees are paid a standard 80 hours per pay date. Leave time is submitted through employee self service on the exception leave entry screens, and these leave entries offset the worked hours created by the system.  Corrections to prior pay periods can also be made through the exception leave screen. The salaried employee time corrections form can be completed and forwarded to Payroll for correcting large amounts of leave time.

    The following are examples of the codes that may be used to offset those standard hours:

    • ADM - Administrative
    • ANNL - Annual floating holiday
    • DTH - Death leave
    • EDUL - Educational leave
    • FMLM - Family medical - medical
    • FMLP - Family medical - person
    • FMLU - Family medical - uncompensated
    • JURY - Jury duty
    • MED - Medical leave
    • MILI - Military leave
    • OFCM - Off-campus business
    • PER - Personal leave
    • TRN - Training
    • UNC - Uncompensated time
    • WEAT - Inclement weather with Vice Chancellor's approval