Non-Sponsored Funds Retroactive Salary Distribution Change
This policy is for Retroactive Salary Transfers that affect all funds except 20000 and 25000.
Personnel Categories include Hourly Paid Staff (Bargained For and Temporary)*, and all Other Faculty and Staff
Hourly Paid Staff (Bargained For and Temporary)
Basic rules for hourly employees.
- Payroll will not process a salary transfer based on a DBE change process for an hourly employee. This is due to a large number of hourly employees overriding shortcodes on their timesheets.
- Payroll will accept a request for salary transfer forms for hourly employees if the transfer only involves departmental shortcodes
- If sponsored funds are involved a JE must be processed to move salary for an hourly employee. Refer to the following website: Sponsored Funds Retroactive Salary Distribution Change.
Documentation required to initiate change is a journal entry.
Special Conditions:
- If the request is greater than 120 days after the original journal date of the general ledger transaction then a memo requesting exception including a justification of extenuating circumstances is required.
- If the request modifies Effort Certification report previously submitted then attach an Effort Re-Certification report.
- If the request creates an Effort Reporting requirement that did not previously exist in the prior period then attach an Effort Re-Certification report.
*If a retroactive change for temporary staff is due to a Payroll error (i.e. the wrong shortcode), send a memo to the Payroll Office to process the correction as a salary transfer.
All Other Faculty and Staff
Documentation required to initiate change is a PAR DBE Change Workflow transaction
Special Conditions:
- If the request is greater than 120 days after the original journal date of the general ledger transaction then a memo requesting exception including a justification of extenuating circumstances is required.
- If the request modifies Effort Certification report previously submitted then re-certify online after receipt of automatic email notification.
- If the request creates an Effort Reporting requirement that did not previously exist in the prior period then certify online after receipt of automatic email notification.
All Additional Pay
Documentation required to initiate change is a PAR Additional Pay Change Workflow transaction.
Special Conditions:
- If the request is greater than 120 days after the original journal date of the general ledger transaction then a memo requesting exception including a justification of extenuating circumstances is required.
Additional Resources