BUSINESS PROCESS GUIDE
PEOPLESOFT
HUMAN CAPITAL MANAGEMENT
Release 8.9
PAYROLL ACTION REQUEST (PAR)
For Departments
April 2011
Business Process Guide – HCM – Release 8.9
Department Payroll Action Request
TABLE OF CONTENTS
PAYROLL ACTION REQUEST OVERVIEW .......................................................................................................................3
Initiate a Payroll Action Request ..................................................................................................................................4
Login to PeopleSoft ....................................................................................................................................................4
Navigate to the Payroll Action Request ................................................................................................................5
Create a New Payroll Creation Form .....................................................................................................................6
Correct an Underpayment of a Salaried Employee ...........................................................................................8
Correct an Underpayment of a Salaried Employee ...........................................................................................8
Correct an Underpayment to an Hourly Employee ..........................................................................................10
Correct an Overpayment to a Salaried or Hourly Employee ..........................................................................12
Adjust Hours for Hourly Employee: Past Pay Period ................................................................................................14
Adjust Hours for Salaried Employee: Past Pay Period ............................................................................................16
Pay a Flat Amount for an Hourly Employee .............................................................................................................17
Pay a Flat Amount to a Salaried Employee .............................................................................................................18
Approve a Submitted Request ...................................................................................................................................19
Navigate to the Form ..............................................................................................................................................19
Search for Submitted Payroll Action Requests....................................................................................................20
Approve or Deny the Request ...............................................................................................................................22
Appendix A: Earning Codes, Reasons for Payments, Over Payment Reasons, Earnings Codes ..................23
Example Mail Messages:..............................................................................................................................................27
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Department Payroll Action Request
PAYROLL ACTION REQUEST OVERVIEW
This guide is for department staff that will submit and approve corrections to employee’s pay
online.
Now you can submit a payroll action request (either from over or under payments) to Financial
Services via an online payroll action requests form in PeopleSoft.
Some common reasons for requesting a payroll action request include:
 Pay Errors (from the department, Data Management or payroll)
 Additional Pay Request by department
 Vacation/Sick Time Adjustments / Comp/ FTE change
 Final check – VPO/CTP – requires additional paperwork
 Job Data / Compensation error
 Late HPR
 Overpayment
 Time Sheet Adjustment
 Time Sheet not approved or completed
Note: Provide all supporting documents to Payroll Representative via email when submitting a
payroll action request.
If you have the Department Pay Manager role, you can save, submit, delete and approve
payroll action requests.
If you have the Department Time Administrator role, you can save and submit payroll action
requests for approval by a Department Pay Manager.
Instructions for seeing what roles you already have are at this URL:
http://help.asu.edu/View_Your_Current_PeopleSoft_Roles
Instructions for requesting a new role are at this URL:
http://help.asu.edu/PeopleSoft_Access_FAQ
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Department Payroll Action Request
Initiate a Payroll Action Request
Login to PeopleSoft
Open a web browser
The online payroll action request is in PeopleSoft.
The URL is https://hrsa.oasis.asu.edu.
OR
You can click on links in My ASU to access the system as well.
Open a web browser
1) Go to www.asu.edu.
2) Click on “MyASU”.
3) Login with your ASURITE ID and Password.
Once you are in MyASU, click on “HRSA”
Note: You will be required to login a second time.
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Department Payroll Action Request
Navigate to the Payroll Action Request
Whether the employee is salaried or hourly, or if they were over or underpaid, navigate to the
payroll action request via these menus:
Navigate: ASU Customizations > ASU HCM Custom > ASU Payroll > Payroll Action
Request
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Department Payroll Action Request
Create a New Payroll Creation Form
Start a new request by clicking on the “Add New Value” tab.
1. Type in the EmplID (the 10 digit ID starting with 120 or 100). If unknown, click on the
magnifying glass to search by employee name.
2. Type in the Empl Rcd Nbr – if unknown, click on the magnifying glass to view all
accessible records and make a selection.
3. Click on Add
Note: The employee Rcd Nbr will come into play if an employee has more than one job at ASU
at the same time. Otherwise, it will default to “0”
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Department Payroll Action Request
At this point, you will see one of four screens, based on whether the employee is Hourly or
Salaried:
 Correcting an Underpayment (Salaried or Hourly)
 Correcting an Overpayment (Salaried or Hourly)
 Adjusting Hours for Hourly/Salaried employee: Past Pay Period
 Pay Flat Amount for Hourly/Salaried employee
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The next pages will show you each of these screens and how to fill them in.
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Department Payroll Action Request
Correct an Underpayment of a Salaried Employee
If the employee is salaried, and has been underpaid, the form below will display.
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Steps to complete this form are as follows:
1. Click onto the radial button if the request needs to be processed through a manual
check or if it can be processed on the next payroll on-cycle. (required)
2. Enter the Position Number - should only be used if wages to be paid are tied to
another position. You can enter it or search for it via the magnifying glass, if desired.
(optional)
3. Enter the Date when the underpayment occurred. (required)
4. Enter the number of Hours that were not paid. If this is a salaried employee, this
field will only be used for unique situations. (required)
5. Select the correct Earnings Code from the list by using the magnifying glass.
6. Enter Amount associated with overpayment. (required)
7. If you have more than one day that is affected, click on the plus (+) sign to add
another row. Note that all rows will have the same “reason for payment”. (optional)
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Department Payroll Action Request
8. Select a “Reason for Payment” from the list. (required)
9. Type in any Comments that are relevant for the approver and/or your payroll
representative. (optional)
10. Type in the ASURITE ID of the person to approve the request in your department
(required)
11. Save the request and return to it later. (optional)
12. Submit to send the request to the approver once all information is completed.
(required)
Note that you can request multiple items for the same employee in the same screen. Use
the plus (+) sign to add additional rows, one for each unique item.
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Department Payroll Action Request
Correct an Underpayment to an Hourly Employee
If the employee is hourly, and has been underpaid, this form will display.
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Steps to complete this form are as follows:
1. Enter a Position Number. If the funds will come from a position other than the one
associated with the employee. (optional)
2. Select an Earnings Code. Earnings codes for students and staff are listed in the
appendix. (required)
3. Enter the Hourly Rate. NOTE: Putting a value in here WILL NOT override the
hourly rate currently listed for the employee. (optional)
4. Enter the Date when the underpayment occurred. (required)
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Department Payroll Action Request
5. Enter the Start and End work times for the day that was under paid. (required)
The “Out Time and In Time” are available to report a significant break between the
start and end times. For example, a student works from 8:00 AM to 11:00 AM and
then from 2:00 PM to 4:00 PM. This area can also be used to report the lunch break.
These would be the hours that were not reported. For example, if a person worked
8-5, but only reported 8-12, then you would put 1300 in the “in time” and 1800 in the
end work time. Time entry should be done in military format or adding an “A” or “P”
after the time entry. For example, 1:00PM can be entered as 1300 or 0100P.
6. Click on the plus (+) sign to add another row, if you have more than one day that is
affected. (optional)
7. Select a “Reason for Payment” from the list. (required)
8. Type in any Comments that are relevant for the approver and/or your payroll
representative. (optional)
9. Type in the ASURITE ID of the person to approve the request in your department
(required)
10. Save the request and return to it later. (optional)
11. Submit to send the request to the approver once all information is completed.
(required)
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Department Payroll Action Request
Correct an Overpayment to a Salaried or Hourly Employee
If the employee is salaried or hourly, and has been overpaid, you can make this form display
by clicking on the “Over Payment” checkbox.
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Steps to complete this form are as follows:
1. Click on the Over Payment check box to change the view. The screen view will
change.
2. Type in the Earnings Code that was overpaid. (required)
3. Type in the Gross Amount of the overpayment for that earnings code. (required)
4. Type in the Fiscal Year in which the over payment occurred. (required)
5. Enter the Pay Period Ending Date of when the overpayment first occurred.
(required)
6. Enter the Pay Period Ending Date of when the overpayment last occurred.
(required)
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Department Payroll Action Request
7. Select an over payment Reason. (required)
8. If you have more than one earnings code that is affected, click on the plus (+) sign to
add another row. Note that all rows will have the same “reason for payment”
(optional)
9. Click the drop down arrow for “Reason for Payment” and select “Overpayment
Correction” (required)
10. Type any Comments that are relevant for the approver and/or payroll
representative. (optional)
11. Type in the ASURITE ID of the person to approve the request in your department
12. Save the request and return to it later. (optional)
13. Submit to send the request to the approver once all information is completed.
(required)
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Department Payroll Action Request
Adjust Hours for Hourly Employee: Past Pay Period
You can also adjust the hours that an employee recorded for a past pay period. For example,
if an employee was paid 40 regular and should have been 32 regular and 8 vacation.
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Steps to complete this form are as follows:
1. Type in Position Number, if the funds will come from a position other than the
employee’s position. (optional)
2. Select the Earnings Code using the magnifying glass. (required)
3. Enter the Date that the over payment happened. (required)
4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice
versa. (one is required)
5. Click the + sign to insert an additional row, if applicable (optional)
6. Select a Reason for Payment (required)
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7. Type any Comments that are relevant for the approver and/or payroll representative.
(optional)
8. Select the ASURITE ID of the approver. (required)
9. Save the request and return to it later. (optional)
10. Submit to send the request to the approver once all information is completed. (required)
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Department Payroll Action Request
Adjust Hours for Salaried Employee: Past Pay Period
If you need to correct a salaried employee’s hours, you can use the same form. An example
would be a salaried employee who did not enter 8 hours vacation.
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Steps to complete this form are as follows:
1. Type in Position Number, if the funds will come from a position other than the
employee’s position. (optional)
2. Enter the date that the adjustment is correcting. (required)
3. Select the Earnings Code using the magnifying glass. (required)
4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice
versa. (one is required)
5. Click the + sign to insert an additional row, if applicable (optional)
6. Select a Reason for Payment (required)
7. Type any Comments that are relevant for the approver and/or payroll representative.
(optional)
8. Select the ASURITE ID of the approver. (required)
9. Save the request and return to it later. (optional)
10. Submit to send the request to the approver once all information is completed. (required)
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Department Payroll Action Request
Pay a Flat Amount for an Hourly Employee
You can use this form to pay a flat amount to an hourly employee. In this example, we are
paying a $500 commission.
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Steps to complete this form are as follows:
1. Type in Position Number, if the funds will come from a position other than the
employee’s position. (optional)
2. Select the Earnings Code using the magnifying glass. (required)
3. Enter the date that the adjustment is correcting. (required)
4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice
versa. (one is required)
5. Click the + sign to insert an additional row, if applicable (optional)
6. Select a Reason for Payment (required)
7. Type any Comments fthat are relevant for the approver and/or payroll representative.
(optional)
8. Select the ASURITE ID of the approver. (required)
9. Save the request and return to it later. (optional)
10. Submit to send the request to the approver once all information is completed. (required)
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Department Payroll Action Request
Pay a Flat Amount to a Salaried Employee
You can use this form to pay a flat amount to a salary employee. In this example, we are
paying a $1000 in auxiliary pay.
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Steps to complete this form are as follows:
1. Type in Position Number, if the funds will come from a position other than the
employee’s position. (optional)
2. Enter the date that the adjustment is correcting. (required)
3. Select the Earnings Code using the magnifying glass. (required)
4. Enter Hours or Amounts. If hours are entered, the amount box will gray out and vice
versa. (one is required)
5. Click the + sign to insert an additional row, if applicable (optional)
6. Select a Reason for Payment (required)
7. Type any Comments that are relevant for the approver and/or payroll representative.
(optional)
8. Select the ASURITE ID of the approver. (required)
9. Save the request and return to it later. (optional)
10. Submit to send the request to the approver once all information is completed. (required)
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Department Payroll Action Request
Approve a Submitted Request
The online payroll action request is in PeopleSoft. The URL is https://hrsa.oasis.asu.edu. You
can also conveniently click on links in My ASU to access the system as well.
Navigate to the Form
Open a web browser and go to the My ASU page.
1) Go to www.asu.edu.
2) Click on “MyASU”.
3) Login with your ASURITE ID and Password.
Once you are in MyASU, click on “HRSA”
Navigate through these menus:
ASU Customizations > ASU HCM Custom > ASU Payroll > Payroll Action Request
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Department Payroll Action Request
Search for Submitted Payroll Action Requests
Search for existing forms waiting for approval.
A search can be performed by:
 Transaction Number
 Employee Id
 Name
 Overpayment – click over payment check box
 Status
 Date
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Department Payroll Action Request
This screen capture shows a typical search results. You can sort the list by clicking on the
column headings. In this case, the list is sorted by Status
Please see the appendix for definitions of the different statuses, descriptions, earning codes
and over payment reasons.
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Department Payroll Action Request
Approve or Deny the Request
Approve or deny the request as below:
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1) Type in additional comments, if desired
2) Click on either Approve or Deny. The request will be sent to Financial Services Payroll.
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Department Payroll Action Request
Appendix A: Earning Codes, Reasons for Payments, Over
Payment Reasons, Earnings Codes
Earnings Description – Salaried
Code
Staff
A12
Regular – 12 Month Faculty
Earnings
Code
PTL
Description – Salaried Staff
Parental Leave
ACD
ADS
Regular – 9 Month Faculty
Administrative Supplement
REG
RTO
Regular
Retroactive Pay
AWP
BER
Award/Prize
Bereavement Leave
SA1
SAB
One Semester Sabbatical
Two Semester Sabbatical 60%
BNN
Bonus Nondiscretionary
SAD
Sick Hours Adjustment
BNS
CAR
Bonus – Discretionary
Car Allowance
SCK
SUM
Sick Leave
Summer Session
CMS
ENS
FND
Commission Earnings
Endowed Supplement
Foundation/Advantage
SUP
TEC
ULS
Supplemental Pay
Technical Subsidy
Unpaid Leave – Salaried
GRD
HNR
Graduate Earnings
Honorarium
UNS
UVS
Unpaid - Salaried
Unpaid Vacation – Salaried
HSG
ICS
Housing Allowance
Intra University Consulting
USS
VAC
Unpaid Sick – Salaried
Vacation
ISP
JRY
MIL
Instruction Supplement
Jury Duty Pay
Military Leave Pay
VAD
WTR
Vacation Hours Adjustment
Winter Session
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Department Payroll Action Request
Earnings Code – Student Workers
Earnings Codes – Hourly Classified Staff
OT2 – Overtime at 2.0
OTP – Overtime at 1.5
BEP – Bereavement Leave Hourly
CAB – Call Back
OTS – Overtime at Straight Time
STH – Student Hourly Regular Wages
STI – Stipend
CEP – Come Time Earned 1.5
CTA – Comp Time Hours Adjustment
CTE – Comp Time Earned
CTH – Comp Time Taken Hourly
CTT – Compensatory Time Taken
CTX – Comp Time Officers
HOP – Holiday Hourly
HRY – Hourly
JRP – Jury Duty Pay Hourly
MIP – Military Leave Pay Hourly
ONC – OnCall Pay
ONP – OnCall Hourly
OT2 – Overtime at 2.0
OTP – Overtime at 1.5
OTS – Overtime at Straight Time
PTP – Parental Leave Hourly
RTH – Retroactive Pay Hourly
SAD – Sick Hours Adjustment
SCP – Sick Leave Hourly
STB – Standby Pay
ULH – Unpaid Leave Hourly
UNH – Unpaid Hourly
USH – Unpaid Sick Hourly
UVH – Unpaid Vacation Hourly
VAD – Vacation Hours Adjustment
VAH – Vacation Hourly
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Department Payroll Action Request
Reason for Payment
Comment
Additional Pay Errors – Dept
Additional Pay Errors – PY
Additional Pay incorrectly set up by Department
Additional Pay processed in error by Payroll
Addl Pay Requested by Dept
Vacation/Sick Adjustments
Additional Pay requested by Department
Adjustments to Vacation and/or Sick Leave
balances due to time taken and not recorded or
termination.
Compensation/FTE Correction
Involuntary Terminated employee – check needed
in 3 business days
Job Data/Compensation incorrectly entered by
Data Management
Comp./FTE Change
Final Check – VPO/ CTP
Job Data/Compensation Err-DM
Job Data/ Compensation Err – Dept
Late HPR – DM
Late HPR – Dept
Overpayment Correction
Timesheet Adjustments
Timesheet not Approved by Dept
Timesheet not Comp/Appr – Dept
Timesheet not Completed by Emp
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Job Data/Compensation incorrectly submitted by
Department
New Hire paperwork not entered in time for payroll
by Data Management
New Hire paperwork not submitted in time for
payroll by Department
Wage Overpayment
Hours adjustment due to incorrect reporting
Reported time not approved by Department prior
to the deadline
Timesheet not completed/approved by
Department prior to the deadline
Employee didn’t complete timesheet prior to the
deadline for Departmental approval
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Department Payroll Action Request
Over Payment Reason
Comment
Addl Pay
Dup Paymnt
Additional Pay Error
Duplicate Payment Processed
FTE Corrct
Inc ErnCd
Job Corctn
FTE Correction
Incorrect Earnings Code Used in Error
Job Data Correction
Late Term
Pay Rt Cor
Late Termination
Pay Rate Correction
Renw Error
Time Entry
Renewed in Error
Time Entry In Error
Status
Open
Submitted
Definition
Submitter has created and saved the form
Submitter has submitted form to Dept Pay Manager for
approval
Dept Pay Manager has approved the form and is now
awaiting payroll processing
Dept Pay Manager has denied the form.
Correction form amount total is $25,000 or more and has
been routed to a VP for approval
Payroll is processing the form
Payroll has processed the form and hours/amounts have been
paid.
Dept has notified payroll to cancel the form. (Email required)
Not seen in the Search engine, submitter deleted form due to
inaccurate entry.
Approved
Denied
Awaiting VP Approval
In Progress
Closed
Cancelled
Deleted
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Department Payroll Action Request
Example Mail Messages:
To the Approver when submitted:
A Payroll Action Request has been submitted which requires your
approval.
To the submitter after approval:
A Payroll Action Request has been approved from a department that you
are the responsible for.
To the submitter after denial
Payroll Action Request #2444 has been denied by the approver.
To the submitter after closure
Payroll Action Request #2011 has been closed by payroll.
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