Payroll Adjustment Processing
Payroll adjustments are required when an employee will not receive the correct amount of pay, or no pay at all. The department must submit an approved adjustment request to make corrections according to the payroll adjustment schedules.
Adjustment Schedules
During Payroll Calculation
Bi-weekly timesheet errors identified after the timesheet has been approved during the Current Pay Adjustment Window can be corrected with a Current Pay Adjustment (CPA) in the Payroll Adjustment Request Interface System (PARIS). See the Payroll Schedule for the CPA cutoff date.
Monthly pay may also be adjusted with a CPA if the job change is in progress in the Human Resources Front End (HRFE).
After Payroll Calculation
The department should check HRFE to verify that the job has been created. Then take the following actions:
- If the job has been created, and is correct, submit an approved Prior Underpayment Adjustment (PUA) in PARIS by 5 p.m. Friday for the payment to occur on the following Friday.
- If the job has not been created, or is not correct, contact your university’s Human Resources office to determine the status of the job.
- For bi-weekly employees, if the job has been created before the pay period end date and is correct, but no time was entered or approved, submit an approved PUA in PARIS by 5 p.m. Friday for the payment to occur on the following Friday.
Adjustments that comply with University of Illinois System policy and are submitted by 5 p.m. Friday will be paid the following Friday. However, when a large volume of adjustments is received by the University Payroll & Benefits office, some adjustments may be processed for payment on the following week. Alterations of the adjustment schedule due to holidays will be communicated through the Payroll & Benefits Newsletter and the Business & Finance News Center.
Submit an Overpayment or Pay Stop request in the Adjustment Notification Application (ANA). Pay Stops must be submitted three days before payday. See below.
Reducing and Minimizing Adjustments
Payroll adjustments should be avoided by maintaining good payroll practices. You can reduce the number of adjustments needed and minimize the impact on the employee and the unit by:
- Making sure job records are correct before payroll calculation.
- Maintaining unit security for those performing payroll functions.
- Reviewing timesheets for accuracy before approving.
- Meeting all deadlines posted in the Payroll Schedule.
- Using all methods available to correct timesheets before payroll calculation.
See Payroll Correction and Adjustments job aids for more information.
Applications
Two applications are available for making payroll adjustment requests: the Payroll Adjustment Request Interface System (PARIS) and the Adjustment Notification Application (ANA).
PARIS is the payroll adjustment entry system that interfaces with Banner, the payroll system of record. See PARIS Resources or the PARIS Resource Page for job aids and training materials. Training is required for access to the Prior Underpayment Adjustment module.
Two kinds of adjustments are available in PARIS.
ANA is a secured web-based application used to initiate requests for other payroll adjustments not processed in PARIS, such as:
- Overpayment: Requesting adjustments to correct payroll overpayments and to initiate overpayment collection. See Overpayments job aids and the Overpayments page for more information.
- Pay Stop: Notifying University Payroll & Benefits to stop payment to an employee after payment has been calculated but not yet distributed.
- Leave Balance Adjustment: Notifying Human Resources to update leave benefits for exempt and non-exempt Civil Service employees.
View the Adjustment Notification Application (ANA) job aids on how to use ANA or browse the Payroll & Benefits Frequently Asked Questions page.
Payroll overpayment or PUA transactions do not adjust the employee’s leave balance. Submit a leave balance adjustment transaction in ANA for each transaction which changes leave usage.
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