SETUP AND USER MANUAL
RETRO PAY (ENHANCED)
A. F. Ferguson & CO.
CHARTERED ACCOUNTANTS
a member firm of
TABLE OF CONTENTS
1. OVERVIEW OF RETROPAY PROCESSING.........................................................................2
1.1 PURPOSE OF RETROPAY PROCESS................................................................................2
1.2 WHY ENHANCED.......................................................................................................4
2. SETUP.....................................................................................................................5
2.1 ENABLE DYNAMIC TRIGGERS.......................................................................................5
2.2 DEFINE EVENT GROUP...............................................................................................8
2.3 VERIFY THE INCIDENT REGISTER DETAIL...................................................................9
2.4 CREATE RETRO ELEMENT AND ITS LINK.......................................................................11
2.5 CONFIGURATION ON ORIGINAL ELEMENT.....................................................................13
3. USER PROCESS OF RETROPAY (ENHANCED).................................................................15
3.1 MAKE THE RETROSPECTIVE CHANGE...........................................................................15
3.2 RUN THE 'RETRO-NOTIFICATIONS REPORT (ENHANCED)'................................................16
3.3 VIEW RETROPAY STATUS..........................................................................................17
3.4 RUN “RETROPAY (ENHANCED)” REQUEST...................................................................18
3.5 RUN PAYROLL.........................................................................................................18
4. NOTE.................................................................................................................... 22
SETUP AND USER MANUAL
RETROPAY (ENHANCED)
1. OVERVIEW OF RETROPAY PROCESSING
1.1 Purpose of RetroPay Process
Retro pay allows users to recalculate past payroll runs comparing the previous results with the
new results. If any changes are detected they are applied to the current period
Run the RetroPay process to ensure that your payroll run for the current period reflects any
backdated payments or deductions. Backdated adjustments can occur when:
• An employee receives a pay award that is backdated to a previous pay period.
• The payroll department makes a retrospective correction for an error that occurred in a
previous pay period
For example, at the start of the current pay period, this employee has a pay award backdated
to pay period 1. The employee has not yet received any payments for this award. In the
current pay period the employee is entitled to payments that represent the backdated
amounts for:
• Each of the preceding payroll periods (pay periods 1 to 4)
• The current pay period
You run your RetroPay process to ensure that the employee receives correct payment when
you next run the payroll.
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SETUP AND USER MANUAL
RETROPAY (ENHANCED)
When backdated payments occur, the accuracy of your subsequent payroll processing
depends on distinguishing between:
• The period in which the payment was earned
• The period in which the payment was made
The RetroPay Process Does Not Overwrite Your Historical Payment Records.
You never overwrite historical payroll data when you run RetroPay. Although you recalculate
all periods that have retroactive changes whenever you run a RetroPay, you never modify the
stored results for these periods. Instead, you create one or more RetroPay entries to receive
the process results.
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SETUP AND USER MANUAL
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Think of the RetroPay process as a calculator holding results in memory so that it can process
a final set of results. The RetroPay process uses your historical results to calculate the changes
for the current period. The results for your current period change, but your historical records
remain unchanged.
1.2 Why Enhanced
Retro pay program is an automated process. It identifies the assignments that are eligible for
retro calculation and pick only those assignments. This helps users from manually identifying
the assignments for retro calculation.
Retro elements will be defined based on components and time period. Users can have
different retro element for different scenarios
With Enhanced RetroPay, the concept of a retro assignment has now been introduced,
providing an individual start date for each assignment. Unnecessary recalculation of periods
prior to a change has now been eliminated.
Using Retro Status page, user can block, add new assignments for retro processing. This
makes the process more enhanced and user controllable
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SETUP AND USER MANUAL
RETROPAY (ENHANCED)
2. SETUP
2.1 Enable Dynamic Triggers
Navigation: Global HRMS Manager > Other Definition > Dynamic Triggers
These Triggers come with the Installation, but we have to make sure Dynamic Triggers have
been created for Two Tables, PAY_ELEMENT_ENTRIES_F with all three Triggering Actions i.e.
Insert, Update, Delete, and PAY_ELEMENT_ENTRY_VALUES_F with Only Update Triggering
Action.
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SETUP AND USER MANUAL
RETROPAY (ENHANCED)
Make Sure Both Fields “Generated” and “Enabled” are checked.
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As I mentioned earlier, these Dynamic Triggers come with Installation, Due to some reason if
you are having Problem in RetroPay Process you can regenerate the Triggers by Un-checking,
Saving, Checking and Saving these Two Fields i.e. Generated and Enabled.
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2.2 Define Event Group
Navigation: Global HRMS Manager > Other Definition > Event Groups
Add following lines into your Event Group
Update Type Table Column Name
Datetrack Update PAY_ELEMENT_ENTRIES_F EFFECTIVE_END_DATE
Datetrack Update PAY_ELEMENT_ENTRIES_F EFFECTIVE_START_DATE
Datetrack Delete PAY_ELEMENT_ENTRIES_F
Datetrack End Date PAY_ELEMENT_ENTRIES_F
Datetrack Insert PAY_ELEMENT_ENTRIES_F
PAY_ELEMENT_ENTRY_VALUES_
Datetrack Correction F SCREEN_ENTRY_VALUE
PAY_ELEMENT_ENTRY_VALUES_
Datetrack Update F SCREEN_ENTRY_VALUE
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SETUP AND USER MANUAL
RETROPAY (ENHANCED)
2.3 Verify the INCIDENT REGISTER Detail
Navigation: Global HRMS Manager > Other Definition > Functional Areas
Just query the record by Pressing Ctrl+F11, click on “INCIDENT REGISTER”. Under the “Trigger”
tab, Verify that all those Incidents relevant to Pay_Element_Entries_F and
Pay_Element_Entry_Values_F are added here. These come with Installation, You don’t have
to create it.
Under the Detail Section, add your country in Legislation Tab.
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2.4 Create Retro Element and Its Link
Create a Non – Recurring Earning Element which will be used to capture the amount
calculated due to Backdated change. For Example I have created an Element “Basic Salary
Arrears” which will calculate the Arrears for my Normal Element “Basic Salary”.
Navigation: Global HRMS Manager > Total Compensation > Basic > Element Description
The Key Point here is to make sure that Input Values of Original Element and Retro Element
should be exactly same. In short both Elements should be mirror image.
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SETUP AND USER MANUAL
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2.5 Configuration on Original Element
Navigation: Global HRMS Manager > Total Compensation > Basic > Element Description
Query the Element and Go to “Recalculation” Tab and Select your Event Group that you
created in Step 2.2 and then save it.
Go to “Retro Component” and tell retroactively amount should be gone to which Element.
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Enhanced RetroPay Setup is Complete.
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3. USER PROCESS OF RETROPAY (ENHANCED)
Followings are the steps that User will follow
1. Make the retrospective change(s) to an assignment as required
2. Run the 'Retro-Notifications Report (Enhanced)'
3. Navigate to the View RetroPay Status window and make sure that the retro assignments
and corresponding entries are created properly
4. Run the 'RetroPay (Enhanced)' process and verify the element entries are created
5. Run the Payroll
For better understanding of RetroPay Process, We will consider following example.
There is a Permanent employee named Albert Sincere in your organization, Taking PKR 70,000
Monthly Salary. In the Month of September 2015, Company decides to Increase his Salary to
PKR 85,000 per month which is retroactively applicable from the date of 01-Jul-2015. It means
in the month of September Sincere will receive PKR 115,000 as a Gross Salary. Amount of
85000 is for the Month of Sep-15 and 15000 for each month Jul-15 and Aug-15.
Formula of Basic Salary is Negotiated Gross Salary X 100/175.
3.1 Make the Retrospective Change
Payroll and Payments have been made till the month of Aug-15. Then I retrospectively
changed the Salary of Sincere from 70000 to 85000 with effective date 01-Jul-2015.
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3.2 Run the 'Retro-Notifications Report (Enhanced)'
The Retro-Notification report identifies the assignments for retro calculation and will place it
into the pay_retro_assignments and pay_retro_entries tables. Based on the event group
(given by the user) and the last report run date for each assignment, the report will pick all
the events present in pay_process_events table, validate those events, identify the eligible
assignments for retro processing and add those assignments in pay_retro_assignments table.
The process will also identify the element entry changes and add those in pay_retro_entries
table. Element should have one default retro component. Elements that don't have a retro
component will not be included in pay_retro_entries table.
After Completion, Click on “View Output”
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This report will show either an Employee has Retrospective change or not.
3.3 View RetroPay Status
Navigation: Global HRMS Manager > View > RetroPay Status
After Giving Employee detail you will see the Status of RetroPay. As you can see in below
Screen shot, employee is in “Awaiting Process”
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3.4 Run “RetroPay (Enhanced)” Request
3.5 Run Payroll
After completion of RetroPay (Enhanced) request, Run the Payroll of Current Period. As per
our Example we will run Payroll for the Month of Sep-15
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We can see in the “Run Result” that there are three lines for Negotiated Gross Salary.
Run Result Vales are as follow
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SETUP AND USER MANUAL
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We can see in Run Result that there are two lines for “Basic Salary Arrears”. This is the E
ement which calculated the Retrospective Amount of “Basic Salary” for the month of Jul-15 and Au
-15. On
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4. NOTE
If you have any question regarding this document or having any issue in setup and
performance of RetroPay (Enhanced) you can contact me here at [email protected].
Thank you.
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