BPM Name :

Reinstatement

Department :

Organization :

H720

IBM US Payroll

Process Owner (Manager ):

Nicholas Harbol/Endicott/

Process Administrator :

Kristine B.
Taguinod/Philippines/IBM

Reviewer :

Christine Eiskant/Endicott/IB

Mission Statement

The goal of the Ceris Team is to ensure that all employee reinstatements are updated on Payroll
accurately, final checks are received back where applicable, and employees are receiving pay timely.
Description of Process

CERIS FILE FEED

A1. Nightly, the CERIS to Payroll Interface Feed File is received. Accepted transactions from this feed
update NPS and reinstatement/rehire/rehire not on database (RE/RH/RN) transactions are created on NPS.
A RE(Reinstate) transaction is created by CERIS when an employee record is separated and returned to
active status when the separation is reversed - the effective date being the same as the separation date,
therefore no break in service. Autopay is received as "N" (No) with the RE transaction from CERIS

AP1. Obtain and Review the CERFEEDNOHIRES RMDS Report

This report is generated daily and is available as an RMDS Report. - it reports all the RE activity processed
thru CERIS for the current feed to NPS.
1. Sign on to TSO
2. From RMDS screen, Option ===> RM <enter>
SELECT OPTION ===> V
I - LIST REPORT NAMES
N - REFRESH LIST OF REPORT NAMES
V - LIST VERSIONS OF A REPORT
D - DISPLAY REPORT PAGES
P - PRINT REPORT PAGES
X - END RMDS SESSION
Z - END RMDS SESSION AND SAVE USER DATA
REPORT NAME ===> CERFEEDNOHIRES <enter>
(This most current date will be entered when the following proc requests a date)
3. P (for Print) on the most recent report daily:
RMDS then takes you to the print area:
--------------------------------------------------------------------------------

PRINT: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM

REPORT NAME: CERFEEDNOHIRES
REPORT DATE: 11/14/2007
REPORT TIME: 01:34:13

SELECT OPTION ===> S <enter>

N - PRINT ON NETWORK PRINTER
D - PRINT ON 6670
(VIA BATCH JOB)
S - PRINT ON SYSTEM PRINTER (VIA BATCH JOB)
---------------------------------------------------------------------------------SYSTEM PRINT: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM
REPORT NAME: CERFEEDNOHIRES
REPORT DATE: 11/14/2007
REPORT TIME: 01:34:13
REQUIRED PARAMETERS:
JOB NAME ===> AROCHEP
PASSWORD ===>
BIN#
===>
ACCOUNT# ===> NEDCPAYR
BUILDING# ===>
DEPT#
===>
USERS NAME ===>
OPTIONAL PARAMETERS:
SYSOUT CLASS ===> A
DESTINATION ===> HRVM1.USERID or shortname/e-mail address
The report will then be sent to your HRVM1 id
Printing the CERISFEED REPORT
1. Receive the daily report from the reader list or from outlook mail
2. Print report from fulist using anyout command which is typed on the same line as the file itself or
3. if sent to outlook, open file on outlook mail and print.
AP1A - CERIS REJECT FILE transaction rejected by payroll system
Those transactions that fail to update payroll reject and appear on the CERIS File Input Control/Exception
Report - Reject Report. Transactions that fail will be handled by the NPS CERIS Interface by referring to
the CERIS Rejects procedure, however if you receive a copy of a reject on Tesseract from the Reject
Practitioner it is your authorization to update the employee record to agree with information sent by CERIS.
DP1 Manually update payroll records?
When it is required that an RE/RH/RN manual update be processed for a separated employee, you must have
proper authorization from HR CERIS and for a RE/Reinstate and an NPS Management signature must be on
the HR document of request.
If yes, go to AP1B - Update authorized/Payroll updated

If no, no update required

AP1B Update authorized/Payroll updated

1. Print or copy necessary authorization / backup documents and include a copy of the authorized CERIS

document/request.
2. Have manager sign document, if manager does not agree advise CERIS additional information is needed
3. Copies of signed approval are given to NPS Internal Auditors on the day of the update
4. Validation of processing is complete on the Daily Operator Activity Report
Manually update Payroll records (for Rejects & Manual Requests)
1. On Tesseract update appropriate fields as authorized by the reject process or the CERIS Team. Use 10U
to update the employee record with the correct effective date and RE/RH/RN as the status with the
separation reason blank and termination date as 00000000.
Note: If the RE is processed on the day of a scheduled calc the system will generate checks from the
effective date to present ---- this can only be avoided by processing the RE/RH/RN on the day of a
scheduled flowcut (NEVER a Saturday flowcut), the next day you must delete the X batches created for
past pay periods to stop the checks from processing with the next scheduled calc.
No Management Approval
1. Send a note to CERIS requesting additional information for management approval
Copy of signed document to NPS Internal Auditor
1. Give a copy of documentation to designated auditor
Verify updates on Daily Operator Activity Report on HRVM1
1. On HRVM1 receive the daily report from the RL / Reader List
2. Print this report from the fulist using ANYOUT to an active area printer
3. Verify the previous days activity on the Daily Operator Activity Report by comparing it to the actual
updates you completed as shown on the documents.
Go to DP 2
DP2 Is the Effecive date less than or equal to 3 pay periods? {VALIDATE EFFECTIVE DATES ON
CERISFEED REPORT}
The RE/RH transactions automatically create X batches to create salary checks for every pay period back to
the effective date of the transaction. Regular valid data audits should be done on all effective dates greater
than 3 pay periods.
If greater than 3 pay periods go to AP2,

If 3 pay periods or less , then, go to AP3.

AP2. Resolve Effective Dates with CERIS

Communicate prior effective date to HR CERIS Contact
1. Contact the HR CERIS Processor to validate the effective date when it is greater than 3 pay periods.
2. Put all X batches on hold until the effective date is validated to avoid checks generating.
3. The HR CERIS Processor will contact the manager to validate the effective date.
- Based on the contact with the manager, the HR CERIS Processor will update CERIS and refeed the
transaction to Payroll.
4. The HR CERIS Processor will inform NPS of the correct effective date
5. After the effective date is validated, a salary analysis is performed.

AP3- Perform Salary / Payment Analysis

NOTE: If Unavailable for Access message appears when entering the s/n the NPS Employee Only
Processor should be contacted for assistance.
NOTE:
On NPS review 20I history to current 10I segment and access the A9I screen and review last salary check
paid and final checks (check code G,F, J) generated. This review assists in determining whether the
employee has been overpaid. If overpaid then this is documented on the Active Overpayments Database.
1) First determine status:
1) Separation to Reinstate Follow the Salary analysis process
2) Supplemental-no action
3)If there are any other codes other than Separation to Reinstate, verify with SEPLOA that it is a true
reinstate and that the salary is continuous with out a break in service.
Next SALARY ANALYSIS TO CHECK FOR OVERPAYMENT
1) Determine status ( above)
2) Ensure autopay is off
3) Evaluate salary for Regular reinstated employees (salary analysis next)
Salary Analysis :
1. For a regular reinstate or rehire the last salary check should not pay beyond the termination date
And
If a Final Check does not exist and no overpayment has occurred
Go to AP6 - Ensure/ Turn on autopay / pay salary due.
2) If reinstated employee received vacation (ETV 511) and was entitled to salary in the final check,

then, the final check should be returned.

Once the check is returned, process a CC (or CR if appropriate) and process a new check to pay
out, only, the salary due.
Another option would be to recover the vacation from the employees next payments via a batch for
etv# e 511 (vacation etv code). Confirm autopay = Y or update autopay to Y (Yes) (A6).
3). If the employee received a Final Check with Separation Pay (E510, E513 or E514) an overpayment has
occurred with the separation payment and the Final Check must be recovered or repaid. Until the check is
recovered, no payments will be made to the employee and Autopay will remain at "N" (No) or should be
updated to N.
Note: A query (NPSQMF.AUTOPAYN0) is run prior to the semi-monthly calc. to identify active
employees with Autopay = N for investigation.

DP3 Overpaid Salary / Payment(s)?

Based on outcome of AP3 (Perform Salary / Payment Analysis)

If yes, overpaid, then, go to AP 4 {Ensure the autopay is off . Request repayment of

overpayment}. Follow the Active Overpayment process in the Learning Hub database.
If NOT overpaid, then, go to AP6 {Keep auto pay on and pay out salary due to employee.

AP 4

Ensure the autopay is off . HR CERIS Requests repayment of overpayment

Ensure autopay is off until the final checks are returned or repayment established.
1) Turn off autopay same effective date of the reinstatement date and any future effective dates.
2)Place the active salary batches on hold. The batches are X type with an N check code. It is
acceptable to delete the batches, also.
3)CERIS Requests repayment of the overpayment ( Example of request email below)
4)If no response from manager or no repayment received, email SEPLOA for follow-up actions.
Automatic recoveries will begin on mm/dd/yy
5) No payment will be processed until the overpayment has been repaid (AP5).
See appendix for Autopay change steps
Exception:
Payroll Management may be requested to grant an exception in a hardship to allow for recoveries over 6 pay
periods. In this case, autopay would be turned on to allow for active salary payments. Add the serial # to the
Active overpayments database.
Then , the salary checks generated from the X batches(S) and /or the semi-monthly pay would include
recovery monies.
Request repayment of the overpayment ( Example of request email below)
HR CERIS sends an email to the employees manager with instructions to return the final check(s) to
Payroll.
The NPS Processor is carbon copied on this notice to the manager so they can be aware of the checks being
returned to their attention from the manager.
In addition, the email advises the manager that the first salary check generated after the reinstatement is
processed on Payroll will be sent directly to the employees home address unless the manager sends a note to
request that the check be sent overnight to their employee
Example of the email sent from HR CERIS on reinstated employee providing instructions on where to send
the checks:
The employee's salary payment will not be resumed, as per payroll directive, until the final checks are returned.
If you send a Note to Payroll Practitioner 's name and e -mail providing the Airbill number used to return the check AND the Check
Number to verify all the checks they need returned are being mailed back she can resume processing of regular checks so that the
salary checks for the two upcoming pay periods will be slated for cutting (they will be hard copy per note below)
PLEASE SEND THE FINAL CHECK WITH A COPY OF THIS NOTE VIA OVERNIGHT MAIL TO

: If applicable

IBM National Payroll Services

1701 North Street
Bldg 256
256--1
Endicott , NY 13760
Attention :

Check Control Desk

607--429
429--7271
607

Additional Information: Please take action on the following as necessary

It helps to attach a copy of this note to the check as an aid to payroll in identifying the action needed.
The two upcoming salary checks will be a hard copy check sent directly to the employee's home address via 1st Class Mail.
It should arrive within a week or less of the return of final check, Please be sure the employee understands the delivery
procedure payroll has so that he/she does not assume EFTS will happen with the 1st check.

Then EFTS will be restored in one or two pay periods.

Blue Pages was refreshed so that the record will be brought back on that system in 24 - 48 hours.

If any manual action has been taken to cancel system access to Notes ID, VM ID, etc. please use contact information in next
bulletin

Please go into Blue Pages Webmaster and update the record once it is back by adding the Notes ID and VM ID. (the employee
can't do that).

The experts on this procedure, if you need help, are at the 1-888-IBM-HELP hotline.

CORPORATE CHARGE CARDS .

The Travel Accounting Department will initiate the cancellation of the employee's corporate charge card after the completion of the first
section of the web Separation form, based on the separation date indicated. If there are changes to the employee's separation date and
you will need to have the card re-activated, send an electronic note to:
American Express Card: Send a note to V1AXA14@HRVM1.VNET.IBM.COM
Send a note giving the serial number, the date the employee was supposed to separate or retire, to advise the employee will remain with
company and that the credit card should be reinstated.
Also to ensure the employee's Travel Profile remains active or in cases where it has been cancelled, to reinstate it. you need to forward
a note to Amex Travel to ensure the employee's Travel Profile remains active.
The Amex id that the reinstatement request should be sent to is: V1AXA14@HRVM1.VNET.IBM.COM
Send a note providing the serial number, name and date the employee was supposed to separate or retire to advise that the employee
will remain with company and that the credit card should be reinstated.
Please include the serial number, name of employee and date of reinstatement.
Also,
888--854
854--3440 if it needs to be reactivated .
Also , the employee 's IBM Calling Card might have been cancelled . You can call 888

If no response from manager or no repayment received , then no action ( auto pay stays off)
No payment will be processed until the overpayment has been repaid (AP5).
DP4 Receive response or check?
If yes go to DP 5 RECOVERY OF SEPARATION PAYMENT
If no , then, go to AP5 No payment will be processed until the overpayment has been repaid
AP5 Send a note to the manager to follow up on the check.
Verify if manager received the check and instruct on where to send back the check. No Payment will be
processed until the overpayment has been repaid

Alternate Option to reinstate on Payroll:

If the separation weeks check is returned and the salary and vacation check is not returned, then, it can be
proposed to the manager that the vacation and salary monies can be recovered from the future salary and
other payouts to the employee.. In this way, the auto pay can be turned on and the reinstatement can be
processed in Payroll.
Checks to be redeposited will be assigned to the NPS CERIS Practitioner by the Check Control Desk for
processing. The method used to redeposit the check will be determined by the form of repayment.
Three types of repayments/recoveries:
1.
A Personal Check is sent in because the Final Check was cashed, use A9U to process a 'CC' transaction to
deposit the check into the V095 account.
2.
The Original Final Check is being returned, use A9U to reverse Original Final Check.
Process CC or CR -- decision based on timing and ETV codes
The CC vs CR is decision is based on the pay period of the check and the 3rd party Payroll calc date.
See the Timing- section below AND
rd

Handle the overpayment & recovery of Specific 3 party deductions (such as garnishments) as is explained
rd
in the timing section labeled If the 3 party calc HAS RUN.

When salary is due to the employee, a check will be processed per Activity point 6.
TimingA) If the semicalc for the pay period of the returned checks HAS NOT RUN,
Then, CR the checks
and go to activity point 6 ( turn on autopay, create override batch)
B) If the semi-calc for the pay period of the returned checks HAS RUN,
and the third party calc HAS NOT RUN, then, CR the checks and go to activity point 6 (turn on
auto pay create payment from batches or ap NC process)
rd

C) If the 3 party calc HAS RUN for the pay period of the returned checks, then,
Perform three activites all on same day:
Turn on autopay ( from activity 6 & appendix)
Check reversal ( see next section)
Process Payment check ( see next sections)
oCheck reversal for original check containing garnishment etv codes v 001 to v 029:

CC the check

Input v 098 in the CC with the original garnishment dollar amount ( do not input the original
garnishment V code)

Process Payment check

Process an NC type A9 check to create the salary payment

Use the R check code to include ALL Deductions from the Original Final Check

After hitting F10, change the R check code to N

Review the check you are creating and delete any entries which were not in the Original Final Check (such
as V900- CU Deduction, V200 - Charitable Contributions, etc)

Recover the garnishment:
Change the garnishment ETVs (v001 to v 029) to v 098.
Be careful .. 3 points to keep in mind..
Recover as much of the original garnishment monies that were deducted from the original final checks by
adding another v 098 line item to this NC check.
Do not recover more garnishment monies than were in the original final checks.
If this check does not recover all of the original garnishment monies that were deducted from the original
final checks, then, create additional v098 batches to recover the remainder of the garnishment monies in
subsequent checks ( semi-monthly, commission, etc).

-After the check is reviewed and deemed correct, continue with the normal process.

-F10 to calc, f4 to post and then type PB in the PRT/DEL field for a printable check.
o Check reversal for original check NOT containing garnishment etv codes v 001 to v 029):

CR the check

Process Payment check
Use the R check code to include ALL Deductions from the Original Final Check
After hitting F10, change the R check code to N
Review the check you are creating and delete any entries which were not in the Original -Final Check (such
as V900- CU Deduction, V200 - Charitable Contributions, etc)
After the check is reviewed and deemed correct, continue with the normal process.
F10 to calc, f4 to post and then type PB in the PRT/DEL field for a printable check.

Note: Never Post or PB an R check code. R check codes do not print.

In General, the N codes are mailed out as first class mail to the employees home address.
Use professional judgement to deem Special Handling as overnight delivery.
For example, the Pay day is less than 5 days away and the employee has been awaiting payment from a prior
pay period or SEPLOA or Management has indicated urgency or requested overnight delivery.

AP6 Ensure/ Turn on autopay / pay salary due

1.) CHANGING AUTOPAY TO Y :
1.a) The autopay record can be turned on after all following conditions are met:
-The current reinstatement appears on the 10i screen
- The issued separation check(s) are received or the return tracking number is received in an email
Or
Recoveries are set-up ( active batches or personal repayment check received)
The employee's autopay must be changed to "Y" (Yes) to allow semi-monthly salary payments to generate.
1.b) Change autopay to Y and the effective date is the reinstate effective date.
1.c) Update any subsequent effective dates to Y if they are coded as N.
1.d) Steps to update autopay
1.d.1) On NPS, access the A1U Screen
1.d.2) PF2/PF3 to scroll to the screen where the Pay Action = RE or RH
1.d.3) Refresh the Effective Date
1.d.4) Enter a status action of IC
1.d.5) Change Autopay to Y
NOTE: On the A1U, autopay must be changed to Y on the segment and any subsequent
segment where an update was made after the transaction was processed.
Example of A1U Screen:
A1U2 A6U PAYROLL BASE

EMP# #####
NAME JONES,JJ

PAY ENTITY SEMI4

TAX ENTITY

EFF DATE 12292009

00001

PAY ACTION PE PAY ENTITY TRANSFER

PAY STATUS A ACTIVE
STATUS DATE 12192009
STD EARN#
SCHD HRS

005
86.67

SALARY
HRLY RATE

AUTOPAY
HRLY/SAL

Y
S

SHIFT
PAY FREQ

2750.00
0.0000
1
S

JOB FAMILY
01A
WORK STATE NV
W2 R/E FLAG N

JOB CODE
5555
WORK CODE
AA
PED
06302009
DRD
12192009

STP DATE

STP SOURCE

Note: On 11/17/2008, SR 3157 was promoted. Job family and DRD (disability date) will be fed from
CERIS and added to the A1I screen as indicated above.

2)

BATCHES

If auto pay cannot be turned on, then, for now, place system fed X batches ( check code N ) on Hold
If auto pay was turned on, then, continue to review the system fed X batches.
If the semi-monthly calc has run for the reinstatement pay period, then, go to:
Review Retro X batches (After the auto pay has been turned on)
2.a) After Autopay is turned on:Reinstate Override Batches
If the semi-monthly calc has not run for the reinstatement pay period then an OVERRIDE batch maybe
processed to have the system create the salary check in the semi-monthly calc.
Note: This situation pertains to a reinstatement effective date within the current pay period or future pay
period.
If the reinstatement effective date is before the first day of the current pay period, then, do not process an
override batch.
2.a.1) Conditions for an override batch:
a)The semi-calc has not run for the reinstatement pay period.
b)The Reinstatement Pay period is the current or future Pay period
c)The B8I screen shows the LAST REG CHECK DATE is within or after the current pay period (future).
d)The final check from the current or future pay period has been reversed
Example 1: Semi-calc has not run for the Reinstatement pay period that has a future effective date
7/23/yytodays date
7/22/yy
the semi calc date
The Final check paid Salary for 8/16/yy to 8/31/yy .
8/14/YY Reinstatement date
Autopay is turned on because the checks were received.
B8I screen shows LAST REG CHECK DATE 081420yy
** The reinstatement date is a future pay period
** The semi calc has not run for that Pay Period
***Create an override batch so that the future semi calc to create a semi-monthly check.

Example 2: Current Semi-calc has not run and Reinstatement date is a current pay period
The semicalc has not run for the current pay period
The Final check paid Salary for 7/16/yy to 7/17/yy.
7/18/yyReinstatement date
7/21/yytodays date
7/22/yy
the semi calc date
7/21/yy
Autopay is turned on because the checks were received.
B8I screen shows LAST REG CHECK DATE 071720yy
** The reinstatement date is within the current pay period
** The semi calc has not run for the current Pay Period
**Create an override batch so that the semi calc creates a current period semi-monthly salary payment

Example 3: Current Semi-calc has not run and Reinstatement date is a future pay period

The semicalc has not run for the current pay period 8/31//yy
The Final check paid Salary for 9/1/yy to 9/3/yy (future pay period).
9/04/yyReinstatement date
8/21/yytodays date ( same as current semi calc date)
8/21/yy
the current semi calc date
Autopay is turned on because the checks were received.
8/21/yy
B8I screen shows LAST REG CHECK DATE 0903yy
** The reinstatement date is not the current pay period, it is a future pay period
** The semi calc has not run for the current Pay Period or the future pay period
The B8I contains a future date which is 9/3/yy.
**Create an override batch so for the future reinstatement pay period ( period 17)
Current pay period:
As long as autopay is on for the current pay period , the system will create the semi-monthly regular check
for the current pay period. Do not create an override batch for the current pay period.
You can verify the checks created for each pay period on the business day following the nightly and the
future semi-calc
Example 4: When NOT to create an override batch
Semi-calc has run for the pay period associated with the reinstatement effective date
7/23/yytodays date
7/22/yy
the semi calc date
The Final check paid Salary for 7/16/yy to 7/18/yy .
7/19/YY
Reinstatement date
Autopay is turned on because the checks were received.
B8I screen shows LAST REG CHECK DATE 0718yy
** The reinstatement date is the current pay period
** The semi calc has run for that Pay Period
***Do not create an override batch.
Create either a personal G batch or an a9 check as is described in the following instructions
RELEASING HELD BATCHES TO ACTIVE STATUS

2.a.2)How to create an Override batch:

2.b.1)
Open a new G1U personal batch:
Input the correct year and pay period in the header
Input PERIOD as tran type
Hit f8 to go to the batch
Example - Period batch this is the header:
G1U2 G4U

CYCLE FILE BATCH HEADER INQUIRY/MAINT

PAY PERIOD END DATE 08272009

PAY YEAR 09 PERIOD 17

BATCH # 36DABN3
BATCH ACTION CODE OP
BATCH STATUS A

OPEN

TRAN TYPE PERIOD

SPECIAL BATCH RUNS:

BATCH CONTROL AMTS

BALANCE U
COUNT
1

AMOUNT
0.00

LIST U
BASE/HOURS
0.00

CHECK CODE
RATES
0.0000

UNITS
0

F8 and update as shown in blue bold:

EMP# XXXXXX
DEDUCTIONS
ADDL PAY

LAST NAME, NAME

0 2.
0 3.
0 4.
0
5.
0
1. T
6.
0 7.
0 8.
0 9.
0 10.
0
1. T
0 2.
0 3.
0 4.
0
5.
0
DUP O/R B CHK CD R TAX DAYS
0 STATUS R ITEM# 0001

Input the count as one for one entry

No dollar values entered
Hit enter twice
Hit F8
Balance and Close the batch.
So whenever processing a reinstatement - be sure to check the Conditions for an override batch (
example B8I screen) to confirm the employee's next semi will run complete to avoid any semi-monthly
delays.
2.b.) Review ACTIVE and HELD Retro X batches (After the auto pay has been turned on):
Basically, Activate the batches for the periods where salary pay is due and
Delete the batches for periods where salary is not due

2.b.1) Delete the X batch with check code N for the same pay period as the reinstate to avoid a
duplicate check generating when :
2.b.1.a) You created the NC check
2.b.1.b) You created an override batch
2.b.1.c) If the employee has already been paid semi-monthly salary for the same pay period as the
reinstate was received.
Common Example:
oOften the semi-monthly salary had been paid out for the same pay period as the reinstate. In this case,
delete the X batch for the reinstatement pay period.

2.b.2)Allow/activate the X batch with check code N for the same pay period as the reinstate to
run when :
oThe salary was paid in the Final separation check and that check has been returned and reversed.
oYou have not processed payment for this same salary already from another activity point such as
processing an A9 check or creating an override batch
The day after the batch calcs and creates the N check , verify that the salary in the check is correct.
If it is not correct, then recall and reverse the check..
Instructions to activate /delete/ hold batches are found in the Appendix: How to activate /delete/
hold batches.
If a check is not created after the calc, then, create the personal batch or create a manual check.

NOTE: System Generated Batches (X/N) are automatically closed before each semi calc .
2.d.) No system batches were created to pay the employee for the current pay period, then, payment can
be created one of two ways:
2.d.1) Personal Batch:
Create payment via the G5U (refer to Process a Check in a Batch in the Batch Processing Module for
instructions on setting up a personal batch). Batch payments should be set up for any pay periods where the
employee was not paid pending receipt of the amount of the overpayment using:
Check Code = N
ETV = E
Code = 001
Pay Period = Pay Period of salary payment due
Year = Current
Act Code = G
NOTE: System Generated Batches (X/N) are automatically closed before each semi calc.
Failure to take batches off hold will appear as E-Messages, usually in the case of future
changes
to the employee record a DEF deferred trigger message would be generated which
would then delay an
update to the employee record. E-Messages are resolved by referring to the Payroll System Message
Database, located on your Lotus Notes Workspace.
2.d.2) On-line Check Data Payment:
-Create salary payment via the A9U (refer to A9 Check Processing Guide, 'NC' Transaction) for any pay
periods where the employee was not paid salary.
- This process & steps was discussed in an earlier activity point.
-The a9u can include prior pay period salary if it is due.

AP 7 Validate DAR and processing

1)Verify that there is a duplicate payment was not processed.
2)After the next daily, weekly or semi-monthly calc, verify payment processed by checking the A9I of the
employee for the specific payment/check. If a hardcopy check was created a check number will be listed on
the fourth line of the check header with the EXT (external) check number after it prints.
3) To confirm the payment is included in the check use the F5 key to enter the specific check for the
employee record. Use F2/F3 to page through the check and confirm the amount paid is correct.
4)After processing, print source documentation and compare source doc. to tesseract to ensure transaction
processing is accurate. Sign and date the DAR and provide to desk owner for DAR records.
Appendix:
How to activate /delete/ hold batches:
a.Access the H1I screen for the subject serial number
b. Tab over to Detail Status and type "H" to sort for Held Batches
c. Only Held (active) batch activity will be displayed
d. Press Home
e. Enter G5U and the sequence number of the Held record
f. The employee record should now appear

g. Search each Open record for CHK CD "N" since this will result in a salary payment for the pay period
indicated. Any Held (held) activity with this check code should be activated.
h. Tab to the Batch Status and change the H to :
A to Activate
D to Delete
H to Hold
i. repeat the process for held batches. In step b. type H for Batches on Hold

CHANGE AUTOPAY:
1. If overpaid, to prevent any salary payments from generating change auto pay to no with the code N.
To create payments turn on autopay and the code is Y.
o On NPS, access the A1U screen
o F2/F3 to scroll to the screen where the Pay Action = RL
o Effective Date field (EFF DATE): type in the effective date tha tth eautpay change is effective
o Status Action field type IC
o Change autopay: -- which ever pertains to the situation
To turn autopay OFF , change Autopay field to N

To turn autopay ON , change Autopay field to Y

o Enter
o F11 to Override any Exception
o Update Successful message
o Review using A1I to confirm Autopay = N or Y as intended for the correct effective date and use same process to
update any future dates