Finance Codes that might show up on an E&D

Transcription

1 Commonly Used Adjustment/Reason Code Combinations To adjust hours for a partial pay period with no leave credit. The employee earns no leave if not hired in the first three days of the pay period To adjust hours already paid, or to pay additional hours. This action updates leave To pay hours where neither week has ever been paid before. The history shows (or 48.00) hours in code 60 or Grievance to pay additional hours Grievance to pay hours for pay period where NO hours were previously paid EEO settlement to pay hours for pay period where NO hours were previously paid MSPB settlement to pay hours for pay period where NO hours were previously paid To pay a new employee who has no history. Must create history by adding the information to the record and completing the indicative line. This action will take Health Benefits Deductions To pay one week of a pay period where there is no history when the other week has already been paid. Must create history by adding the information to the record and completing the indicative line To correct the Designation/Finance number for a partial pay period. ASC use only To correct the Designation/Finance number for a full pay period. ASC use only Difference Rate/Salary Rate Adjustment The field does not have access to code 37. Hours cannot be adjusted, and this combination does not affect leave Mechanical Health Benefits Adjustment generated when no deduction is taken because of non-pay status or insufficient earnings. When five pay periods accumulate, the 40-08s convert to a mechanical invoice Adjustment/Reason Code Increase/Decrease current pay Charge/Refund erroneous deductions. (Cannot adjust gross pay Lump Sum grievance settlement (less than $1,500) paid on current pay 50/90-75 Current/Prior Year Accounts Receivable for annual leave 50/90-76 Current/Prior Year Accounts Receivable for sick leave 50/90-80 Current/Prior Year Accounts Receivable without hours support 50/90-82 Current/Prior Year Accounts Receivable with hours support Finance_Codes Page 1 of 7

2 City Time and Attendance Codes 24: AWOL (8) 30: Full Day LWOP (General) 31: Partial Day LWOP (General) 32: Teletime 33: Guarantee Teletime 34: Beeper time 35: Extra straight time Included in work hours on T&A and Hours History, but not on Pay Data file. 36: Guarantee TeleOvertime 38: Extra 50% Premium (Adjustment only) 39: Extra Straight time (Adjustment only) (6) 43: Penalty Overtime Included in work hours on T&A and Hours History, but not on Pay Data file. 44: Military LWOP 45: Donated Leave - Family (Future use) 46: Donated Leave - Personal 47: Rural free Saturday time 48: Holiday schedule premium 49: OWCP WOP hours 50: Trips (Rural Carriers) 51: Rural actual hours 52: Work hours 53: Overtime hours Included in work hours on T&A and Hours History, but not on Pay Data file. 54: Night differential (9) 55: Annual leave 56: Sick leave Finance_Codes Page 2 of 7

3 City Time and Attendance Codes 57: Holiday work Included in work hours on T&A and Hours History, but not on Pay Data file. 58: Holiday leave 59: Partial day LWOP 60: Full day LWOP 61: Court leave 62: Guarantee time 63: Transitional employee crossfoot (7) 65: Meeting time Included in Work Hours 66: Convention leave 67: Military leave 68: Guarantee overtime Included in Guarantee Time on T&A and Hours History but not on Pay Data file. 69: Blood Donor leave 70: Steward duty time Included in Work Hours 71: Continuation of Pay leave 72: Sunday premium (10) 73: Out-of-Schedule premium Included in Work Hours 74: Christmas work Included in Work Hours on T&A and Hours History but not on Pay Data file with the exception of PTFs and Casuals. These hours are included in Work Hours on Pay Data file also. 75: Loaned To hours (no longer used) 76: Non-scheduled cross-foot 77: Civil Defense leave 78: Act-of-God leave 79: Veterans Funeral leave Finance_Codes Page 3 of 7

4 City Time and Attendance Codes 80: Relocation leave 81: Civil Disorder leave 82: Travel within schedule Included in Work Hours 83: Travel outside schedule Included in Work Hours (Reporting only, not a Pay Hours type) 84: Union Official leave 85: Voting leave 86: Other paid leave 88: Non-Bargaining reschedule premium Included in Work Hours 89: Postmaster Organization leave ADJUSTMENT CODES (The end result of an adjustment is based on the adjustment code assigned. This code signals the system to take specific action relative to updating leave balances, charging taxes, and withholding voluntary deductions) HOURS 34: a. Hours adjustment for partial pay period when no leave credit is due. c. Voluntary deductions are not withheld. d. Involuntary deductions are not withheld. e. Deductions to recover Flexible Spending in arrears is limited to 10% of the adjustment gross pay. This affects tax withholding. 34: a. Hours adjustment for partial pay period. c. Voluntary deductions are not withheld. d. Involuntary deductions are not withheld. e. Deductions to recover Flexible Spending in arrears is limited to 10% of the adjustment gross pay. This affects tax withholding. f. Leave must be reviewed manually. Finance_Codes Page 4 of 7

5 ADJUSTMENT CODES (The end result of an adjustment is based on the adjustment code assigned. This code signals the system to take specific action relative to updating leave balances, charging taxes, and withholding voluntary deductions) HOURS 35: a. Hours adjustment for full pay period. c. Takes voluntary deductions: charity, bonds, union dues, FEGLI, military buy-back, flexible spending, TSP loans. 1. Health Benefits deductions ARE NOT withheld unless Reason Code 93 is used s accumulated on LWOP pay periods will be taken on first available money. 2. Flexible Spending deductions ARE NOT made if the relevant pay period covered a prior plan year. d. Takes involuntary deductions: garnishments, child support, tax levies, other agency debts, and USPS indebtedness. e. Deduction for Flexible Spending is withheld on FULL pay period adjustment when the pay period being adjusted is part of the current processing year. 37: a. Difference Rate adjustment. c. Voluntary deductions are not withheld. However, option B life insurance is adjusted if the change to the basic annual salary results in an increase or decrease of coverage. 70: Emergency Pay. MONETARY 40: Increase/Decrease in Current Pay. 50: Adjust Current YTD Gross. 90: Adjust Prior Year YTD Gross. REASON CODES(indicate the nature of the adjustment being processed. Used with adjustment and PATC codes to direct the system to take a specific action relative to the processing of an adjustment.) 04: a. Salary Rate Adjustment. Used when the intent of the adjustment is to change an employee s salary, COLA, or TCOLA due to a late Form 50 action. b. A Form 2240 is submitted to process a change to the rate at which the employee was paid. c. Reason Code 04 is used ONLY with Adjustment Code : a. Hours correction for prior pay period. b. Adjust active employee when original payment requires a change. c. Can be used with Adjustment Codes 34, 35, and 36 based on the intent of the adjustment. d. Adjustment is calculated using the salary rate on history unless that also has been adjusted. Finance_Codes Page 5 of 7

6 REASON CODES(indicate the nature of the adjustment being processed. Used with adjustment and PATC codes to direct the system to take a specific action relative to the processing of an adjustment.) 08: Mechanical Health Benefits adjustment generated when no deduction is taken because of nonpay statusor insufficient earnings. Used ONLY with Adjustment Code : Charge/refund deductions. Used ONLY with Adjustment Code 40. (Cannot adjust gross pay). 36: a. Grievance Settlement. b. To process payment of hours or change in pay rate as a result of a grievance settlement. c. Enables the payment of extra hours over the regular crossfoot via Hours Codes 38 and 39. Hours Code 38 pays at 50% and Hours Code 39 pays at 100% for hours not worked. FLSA is not payable when hours are not worked. Hours Code 38 is used to pay 50% premium in regards to holiday scheduling and hours worked when more than twelve hours in a day or sixty hours in a week. 37: a. EEO settlement. b. To process the payment of hours or change in pay as a result of an EEO settlement. c. Enables the payment of extra hours similar to Reason Code 36. d. If over eighty hours are to be adjusted, the situation is treated as Back Pay per ELM : MSPB Decision 39: All other settlements (not 36, 37, or 38). 55: Annual Leave Exchange Option (non-bargaining employees). 56: PCES Bonus Payment 64: SET Payment 65: Merit lump sum payment 66: Contract lump sum payment 72: Hours Adjustment for terminated employee. 75: Accounts Receivable for Annual Leave. 76: Accounts Receivable for Sick Leave. 80: Accounts Receivable without hours support. 81: Cancel Check with hours support. 82: Accounts Receivable with hours support. Finance_Codes Page 6 of 7

7 REASON CODES(indicate the nature of the adjustment being processed. Used with adjustment and PATC codes to direct the system to take a specific action relative to the processing of an adjustment.) 88: Cancel Check without hours support 93: New Time Data No history (not a current pay period) 95: Designation/Finance Number changes (ASC only) PATC CODES (Payroll Adjustment Type Code) R: Accounts Receivable T: TCP (manually produced check) C: Cancelled Check O: Adjustment included in current pay U: Update (Payroll Control use only) Finance_Codes Page 7 of 7 January 1, 2002 (6:06am)