Professional Documents
Culture Documents
Department :
Organization :
H720
IBM US Payroll
Nicholas Harbol/Endicott/
Process Administrator :
Kristine B.
Taguinod/Philippines/IBM
Reviewer :
Christine Eiskant/Endicott/IB
Mission Statement
The process of returning an employee to active status who has been on a Leave of Absence.
Description of Process
Return from Leave of Absence is a type of transaction being fed to the payroll system to return employees record to active who has
been on Leave of Absence. This procedure is part of the Day 1 task
The Return from Leave transaction is in the CERFEEDNOHIRES RMDS report which is being obtained from the TSOW1 tool and
being sent to HRVM tool for printing.
The CERIS to Payroll Interface Feed file is received nightly.
Successful Payroll updates result in the creation of an RL (Return from leave) transaction on NPS Payroll.
The 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 Reject Practitioner by referring to the CERIS Rejects procedure.
AP1: NPS received Return from Leave feed
The Cerisfeed report (CERFEEDNOHIRES on TSOW1: RMDS) is created daily which reports all the RL activity processed thru
CERIS with the current feed after the CERIS File has run complete
b. In general, Reversed LOA's are treated like a REINSTATEMENT. Go to the Reinstatement procedure.
2)RETURN FROM LEAVE AND SEPARATION FEED ON SAME DAY:
Special processing to prevent an erroneous or overpayment of salary . VERY IMPORTANT TO FOLLOW PROCESS
A separation may feed on the same day the return from leave is fed .
Normally, the last day paid is the business day before the LOA start date .
a) The same serial number appears on the CERFEEDNOHIRE report as a Return from Leave
And
Appears on the Batch report as a Separation
b) The Return from Leave STATUS DATE date is one business day before the TERM date .
c) Turn off autopay for the same effective date of the Return from Leave STATUS DATE date .
d) Delete the X type salary batch that is coded as N.
That will prevent 1 day of incorrect duplicate salary generating the next day and when the semi calc . runs.
Example:
a)In the example below, the sn appeared on the CERFEEDNOHIRE report as a Return from Leave
and appeared on the Batch report as a Separation.
b) 7/29/20yy The STATUS DATE date of the Return from leave record
7/30/20yy The Term date ( the CERIS separation date is 7/29/yy)
c) Turn off autopay for the Effective Date of the Return from Leave record -->
o
go to a1u
o
locate the current RL record
o
refresh the effective date ( same as Return from Leave STATUS DATE )
o
type N over the Y refresh the screen.
d) Delete the X salary batch coded as N for pay period 14
20I1
EMP # XXXXXX
HR RECORD
LAST NAME,INIT,INIT XXXXXXX, XX
FLG A
SEQ 0004
STATUS
RL RETURN-LEAVE
LOA START 03072012
COMMENTS
LOA END
03072012
HR STATUS A
CNTRY SERIAL
EMP CAT FR F/T REGULAR
CNTRY NUMBER
COMP IC INFORMATION CHANGE
FLG A
BASE RATE
3416.70
STD EARN# 001
ADJ BASE
3416.70
FREQ M
1.EARN AMT
3416.70
EARNINGS# 690
2.EARN AMT
0.00
EARNINGS#
3.EARN AMT
157.69
EARNINGS# 691
4.EARN AMT
EARNINGS#
5.EARN AMT
EARNINGS#
6.EARN AMT
EARNINGS#
POS ACTION IC INFO CHANGE
FLG A
POSITION #
4252
CORPORATION
PAY ENTITY
SEMI5
DIVISION
EX/NON/FIX
E
DEPARTMENT
IA TYPE
RTRIG
WPI
SEQ 0003
FREQ M
SEQ
0A IBM
F1
2ROA
S
0006
EFF DATE
00000000
REV OPTION
STATUS DATE 03072012
DATE OF HIRE 08272011
SERVICE REF 06282010
TERM DATE 00000000
COMP DATE
SCHD HOURS
COMM IND
TYPE A
TYPE
TYPE D
CURR
CURR
CURR
POS DATE
JURIS CODE
LOCATION
SCH TAX CD
VISA IND
08272011
86.67
N
12162011
MNA
PLR
Communicate to HR
The salary analysis is performed using the number of days in the pay period to determine that the employee has been paid correctly .
Regular employees are paid Semi-Monthly. The first pay period of the month is the first thru the fifteenth. The second pay period of
the month is the sixteenth thru the last day of the month. The number of days in the pay period is determined by counting the number
of work days (Monday thru Friday) for the semi period. The number of days in the pay period will vary from ten days to twelve days .
Count the number of days the employee was paid in the pay period with the Leave of Absence submission :
Monthly Rate / 2 = Semi pay
Semi Pay / Number of work days in the Pay Period = Daily Rate for the specific Pay Period
Daily Rate * Actual Days Worked = Partial Salary Amount
B. CHECKING FOR OVERPAYMENT CAUSED BY SEPARATION/VACATION/FINAL CHECK:
1. On NPS, go to the B4I screen and input each etv to determine if the etvs E 511 (for Vacation), 510, 513, and /or 514 (for
Separation) were paid out in the timeframe of the separation.
2. Go to the A9I screen and look for a final checks that paid out the subject etv #s
NORMALLY, check codes : F, G, J, D
3) F5 to Open the final check. F2 or F3 to scroll forward or backward to check etvs 511, 510, 513, 514 and 001 (for Salary)
4)Vacation payments e 511Normally, vacation payments are allowed if the actual leave was taken and no action should be taken to recover vacation pay .
However, The Return from Leave that is the Reversal of the LOA must be processed like a REINSTATEMENT .
5) Separation payout as weeks and / or lump sum normally under etv #s 510, 513, and/or 514:
2) When CERIS/SEPS handles recovery, it is handle as an Active Overpayment. See Active Overpayment Procedure in the
appendix.
The CERIS/SEPS team will handle the active overpayment recovery for RL when
a)The serial number does not appear on CEDAR
or
b)The serial number appears on CEDAR and the overpayment calc is not completed by the Overpayment team.
It is a good indication that the calc is not complete when the CEDAR field labeled Overpay/Loan Amts is $0.00
Excerpt from CEDAR:
Serial Type SeqNo
Name
XXXXXX
PR
0001
LAST NAME, NAMA
Overpay/Loan Amts
Recovered Amounts
___
Payments Received
Balance Status
CLOSED
Total Due IBM
0.00
If there is uncertainty as to who will handle recovery of the overpayment , send a note to the Overpayment team at
overpmts@us.ibm.com to ask if they will be initiating the overpayment recovery process and request their reply for the same day :
Get the reply the same day as the feed so that you can complete your recovery setup on the same day as the feed .
If the reply is not received on the same day of the feed , then, you will have to place the batches on hold and turn auto pay off until the
reply is received. See the appendix for the Process batches and change autopay procedures .
Check Code = N
ETV = E
Code = 001
Pay Period = Pay Period of salary payment due
Year = Current
Act Code = G
be manually processed by the EDM Analyst Practitioner with proper authorization and the process continues with validation of the
effective date.
Note: Manual requests to update payroll with a Return from Leave should be processed on the Payroll flowcut calc.
The HR CERIS Practitioners notification, when there is a return from leave date change, must be included with documentation for
imaging purposes in support of the update to the 10U and any Autopay updates.
To manually change the LOA End Date when the employee is now active :
o
o
o
o
o
Verify Autopay has been set to Y for the effective date provided by Ceris .
If autopay update is required, the steps are found in the appendix in Change Autopay:
Important:
The next business day review the active batches that normally are created from an RL and /or autopay update.
Delete any batches that would create erroneous pay.
Allow those batches to run that would create the correct pay due .
See the appendix Process batches.
o Based on the analysis, if the effective date was changed to a date less than the original return from leave date , the employee
has been underpaid:
Example: Original LOA End Date: 1-18-99
Revised LOA End Date: 1-13-99
Results: Employee was not paid any earnings for the 1-15-99 pay period and should have been paid for 3 days out of the 11 days in
the pay period. Based on the current salary, calculate 3 days due and set up a personal batch for the salary due to be
included in the next pay period (DP4).
After the next semi monthly calc which would include the recovery or additional salary payment , verify this is complete by
viewing the check generated using A9I and that an external check number has populated the A 9 Check Header. Confirm that the
recovery or additional payment amount is included in the check by F 5 to review the check.
A9I1