Configure historical corrections

A historical correction Edits that occur after timecards are approved and signed-off. is an adjustment to an employee’s totals record that reflects a difference in hours, pay, or both. Historical corrections are caused by a historical edit (some change made to an employee’s time record, in a signed-off time period, that impacts their totals). Historical corrections are needed for historical edits because the pay periods the edits occurred in have already gone through payroll processing. You can use the historical corrections to determine whether and how to process the difference in hours or pay for employees in the next payroll process.

Historical corrections 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. Totalization 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.

A wage paycode can be used to record historical corrections. There are three options:

  • Assign a system-wide wage paycode A type of money paycode that converts historical correction hours into a wage amount that goes to payroll. in System Settings. All hourly historical corrections are charged to the same money paycode called a wage paycode. The totals from this paycode can then be used by a payroll interface to extract the consolidated wage impact of the corrections.
  • Assign a wage paycode in a pay rule. Wage paycodes assigned in a pay rule override system-wide automatic wage paycodes.
  • Assign access rights in a manager's Function Access Profile to be able to override the wage paycode after corrections are generated.

To configure historical corrections, navigate to Administration > Application Setup from the Main Menu and complete the following steps.

For information on how to handle historical corrections saved by users without permission to edit signed-off time, see Historical corrections saved without privileges.

From the Setup workspace, select System Configuration > System Settings. You can set system settings for the following:

  1. Select the Timekeeping tab.
  2. Set the site.timekeeping.historicalCorrectionsIncludeInTotals setting to true. (This is the default setting.)
  3. The setting specifies whether corrections are always included in timecard totals or never included in totals.
    • True specifies that corrections are always included in totals.
    • False specifies that corrections are never included in totals.
  4. Click Save when finished.

You can also create a wage paycode for all wage adjustments made with historical corrections. All historical corrections will be charged to this money paycode unless you override it in the pay rule definition.

  1. Select the Global Values tab.
  2. Select a money paycode in the global.corrections.defaultwagepaycode drop-down. This paycode is now defined as the wage paycode for historical corrections.
  3. To create a wage paycode specifically for historical corrections, see Paycodes
  4. Click Save.
  1. From the Setup workspace, select Access Profiles > Function Access Profiles and select the function access profile of the manager who will make historical corrections.
    2. Note: To identify the manager's function access profile, go to Maintenance > People Information from the Main Menu. In People Information, select the manager, and then go to Access Profiles > Function Access Profile.
  2. Select Manager - Department Manager > Edits to signed off time. This serves all areas in the application. It is the parent of the ACPs in the list that follows. All are disallowed by default. You can select Allowed for Edits to signed-off time, then set one or more of the child ACPs to Disallowed.
    • Edit Signed Off Time — If set to Allowed, managers can edit timecards in a signed-off period. If set to Disallowed, the timecards are uneditable.
    • Allow Override of Include In Totals — Set to Allowed. This causes a message to appear when the manager saves a correction. The manager selects Yes or No to include or not include correction hours in the timecard totals for the selected Apply date.
    • Allow Enable Edits for Employees — If Allowed, users can enable edits following payroll processing.
    • Allow override of correction wage pay code — If Allowed, users can override the wage pay code defined by the system setting, global.corrections.defaultwagepaycode, and the pay rule.
  3. Click Save when finished.
  1. From the Setup workspace, select Access Profiles > Function Access Profiles and select the function access profile of the employee who will use historical corrections.
    2. Note: To identify the employee's function access profile, go to Maintenance > People Information from the Main Menu. In People Information, select the employee, and then go to Access Profiles > Function Access Profile.
  2. Select Employee and expand Edits to Signed Off Time. Set it to Allowed to enable employees to edit their timecard in signed-off time periods. Because this is a parent setting, the Edit signed off time setting is also set to Allowed.
  3. From Employee, set the following to Allowed:
    • Edit Signed Off Time — If set to Allowed, employees can edit their timecards in a signed-off period. If set to Disallowed, the timecards are uneditable.
    • Allow Override of Include In Totals — Set to Allowed. This causes a message to appear when the manager saves a correction. The manager selects Yes or No to include or not include correction hours in the timecard totals for the selected Apply date.
    • Allow override of correction wage pay code — If set to Allowed, employees can override the wage pay code defined by the system setting, global.corrections.defaultwagepaycode, and the pay rule.
  4. Click Save when finished.

You can define a wage paycode in a pay rule. This wage paycode will override the wage paycode in the system settings.

  1. From the Setup workspace, select Pay Policies > Pay Rules.
  2. Select the pay rule used by managers who will need access to historical corrections.
    3. Note: To identify the pay rule used by the manager, go to Maintenance > People Information from the Main Menu. In People Information, select the manager, and then go to Timekeeper > Pay Rule.
  3. From the Pay Rule tab, do the following.
  1. Locate Corrections Apply Date and select one of the following:
  2. Today — The default. Corrections are applied to the current date in the current pay period.
    3. Note: Employees might have to wait until payroll processing occurs before they receive the corrected payment.
  3. Current Pay Period — The change is applied on the First Day or Last Day of the current pay period.
  4. Previous Pay Period — If a previous pay period has not been signed-off, select this option and select the First Day or Last Day. If you select this option and the previous pay period has been signed-off, the change is applied to the first day of the next available unsigned-off pay period.
  1. Opposite Edits After Sign-off, select one of the following:
    2. Note: Timecard editing is disabled during payroll export and payroll processing to prevent users from making edits in a signed-off timecard. This prevents incorrect amounts in employee pay. These settings enable timecard editing following payroll processing. It is strongly recommended that you select the default value for Edits After Sign-off to avoid issues with edits not being paid correctly.
  2. Enable edits manually or by payroll interface — Enables you to perform a group edit Changes made to more than one employee record at a time, for example, add or delete a paycode or punch to a group of timecards. as soon as payroll processing is complete, or enable editing of the timecards using an API, which you can configure to run when payroll processing is complete. This is the default option.
  3. At the end of the pay period, enable edits after (Hours) — Timecards automatically become editable after the specified number of hours. Use this option if you are sure that payroll processing completes within a certain number of hours. A timer begins at the end of the pay period and extends for the configured amount of time. The timecard is then editable, regardless of whether sign-off has occurred.

You can define a default wage paycode by:

  • Global system setting — induces automated corrections using the default wage pay code for all historical corrections.
  • Pay rule — allows you to specify a different paycode per pay rule. This option overrides the default wage pay code defined by global system setting.

To configure wage paycodes in the pay rule, select a wage paycode from the Historical Correction Default Wage Pay Code drop-down list.

Note: It is strongly recommended that sign-off not be removed for any reason.

You can make this update to the accrual policy Defines how and when balances for accrual codes are credited and debited. to disable accrual overdraft check for timecard edits in signed-off pay periods. Because this applies to past pay periods, you can use this option to not require validation in order to save changes, as the overdraft has already taken place and cannot be reversed.

  1. From the Setup workspace, go to Accruals > Accrual Policies.
  2. Select an accrual policy to modify.
  3. In the Overdrafts section, go to Past or Present Overdrafts and enter an hours value in the Disallow Overdraft Amount field.
  4. (Optional) Select the Treat disallowed amounts as warnings in signed off periods check box.

    5. This option causes a warning to display in the timecard when you exceed the number of hours specified and click Save. This warning can be dismissed and you can continue with the save.

    If users click Yes in the warning window, they will be able to continue with the save without restrictions.

  5. Click Save.

Timecards in a signed-off period are uneditable during payroll processing. Depending on how you configured the Edits After Sign-off option, the system automatically makes the timecards editable, or, you can manually enable editing in the timecards. Use Group Edits or an API to enable editing in timecards.

To use Group Edits:

  1. In a Dataview A configurable tool for analyzing data and taking actions on a group of employees or an organization., such as Pay Period Close, select one or more employees.
  2. Click Enable Edits.
  3. Click Yes in the confirmation box.

Note: The Enable Edits option appears only if the Allow enable edits for employees ACP is set to "Allowed" in the manager’s function access profile.