This document provides instructions for making retroactive changes and using quota corrections. It also provides important dates for calendar year end and leave year end processing for 2024.
Retroactive Changes
Pay period 24/2024 is the final payroll with 2024 earnings. The cut-off to make changes on the time entry screen for pay periods 13/2024 – 24/2024 is 12/13/2024. Final payroll for pay period 24 is processed 12/17/2024. Upon its completion, the SAP payroll system’s “Earliest Retro Date” is set to 12/07/2024, and normal retroactive processing cannot be done after that date.
Correcting Time Entry
After final payroll is processed on 12/17/2024 and the “Earliest Retro Date” is changed to 12/07/2024, any
corrections to pay period 24 or earlier must be done as follows: Enter a retro wage type and dollar amount on the current time entry screen. Use quota corrections with an effective date of 12/07/2024 or later to fix leave balance problems that resulted from errors in pay period 24 or earlier.
Time entry is normally corrected by going to the pay period where there is an error and correcting the error on that time entry screen. However, corrections cannot be done this way after processing is completed on 12/17/2024. Please note that the system will allow these changes but doing so will cause problems. Therefore, please DO NOT MAKE ANY CHANGES ON TIME ENTRY SCREENS FOR PAY PERIOD 24/2024 OR EARLIER on or after 12/17/2024.
Personnel Actions
After 12/17/2024, any action that is sent from the personnel system with an effective date prior to 12/07/2024 will be changed in the payroll system to 12/07/2024. This applies to new hires, rehires, transfers, terminations, hourly rate changes, etc.
The payroll system will not retroactively pay hourly rate increases for time prior to 12/07/2024. If adjustments are necessary, manually calculate the amount owed and enter it on the current time entry screen with a retro wage type.
Any time that should be paid prior to 12/07/2024 on new hires and rehires may be entered on the current time entry screen as a wage type and dollar amount. Leave balances may be fixed with quota corrections using an effective date on or after 12/07/2024.
Dates for Quota Corrections
The cut-off to enter quota corrections with an effective date between 12/9/2023 – 12/07/2024 is 12/17/2024.
The SAP payroll system uses the last day of the pay period to generate regular leave accruals. Please do not use the last day of the pay period as the effective date for quota corrections. (This restriction does not apply to Military Leave adjustments – See Military Leave.)
Please do not use an effective date in pay period 26/2024 for Sick Leave Bank transactions. (See Effective Dates for Sick Leave Bank Transactions below.)
Dates Reserved for Leave Year End Processing
The following dates in pay period 26/2024 are reserved for leave year end processing: 12/21/2024, 12/22/2024 and 01/03/2025. Please do not enter quota corrections with an effective date reserved for leave year end. If a reserved date is used, it will be changed to a date between 12/23/2024 and 01/02/2025.
Automatic Donation of Unused Annual Leave Over 320 hours to the Department General Sick Bank
The last day for employees to use or donate annual leave (including the accrual for pay period 26/2024) that exceeds the 320 hours limit is 01/03/2025.
The following departments have opted to automatically deposit employee’s unused annual leave balances that exceed the 320 hour limit into their General Sick Leave Bank: 020, 030, 060, 061, 063, 065, 080, 120, 170, 180, 190, 250, 400, 410, 430, 450, 480, 540, 550, 560, 570, 590, 600, 650, 660, 670, 680, 690, 700, 710, 810 and 962.
It is not necessary to manually enter a leave bank transaction or quota correction to move annual leave that will be lost by employees in the departments listed above unless: a) an employee wants to donate to a specific employee’s sick leave bank; or b) an employee does not want the hours they will lose placed in the department’s general sick leave bank.
Effective Dates for Sick Leave Bank Transactions
Please do not use an effective date in pay period 26 for leave bank transactions entered prior to leave year end processing on 01/14/2025. An effective date in pay period 25 should be used (12/07/2024 –12/20/2024). If an effective date in pay period 26 is used, it can interfere with the leave year end process to delete annual leave over 320 hours.
- Sick Leave Bank transactions created using an effective date on or after 12/21/2024 will be deleted and re-entered using an effective date in pay period 25/2024 (12/07/2024 – 12/20/2024).
- The SAP payroll system uses the last day of the pay period to generate regular leave accruals. Please do not use the last day of the pay period as the effective date for sick leave bank transactions.
If you are unsure of which date to use, contact the State Payroll Help Desk at 801-957-7770.
Military Leave
Military leave hours can only be posted during the calendar year in which they were added. Enter a quota
correction with an effective date in 2024 to remove military leave hours that were added for 2024 and not used by 12/31/2024. Enter a separate quota correction with an effective date in 2025 to add military leave hours for the new 2025 calendar year.
Removing military leave hours that were not used in the 2024 calendar year
- Use an effective date of 12/31/2024 for the quota correction to remove unused military leave hours that were added in calendar year 2024 for employees that are active in SAP on 12/31/2024.
Adding military leave hours for use in the new 2025 calendar year:
- Use an effective date of 01/01/2025 for the quota correction to add military leave hours for the new 2025 calendar year, for employees who are active in SAP on 01/01/2025.
- If the employee is not active on 01/01/2025, use the pay period end date for the pay period prior to the pay period the employee will be posting military leave hours. It is acceptable to use the last day of the previous pay period to add military leave hours. Using the last day of the previous pay period ensures the hours will be available.
Example: If an employee is hired effective 01/10/2025, in pay period 01 (01/04/2025 – 01/17/2025) and
needs to post military leave hours in pay period 02 (01/18/2025 – 1/31/2025), you will need to use an
effective date of 01/17/2025 for the quota correction.
If you are unsure of which date to use, contact the State Payroll Help Desk at 801-957-7770.
Adding military leave hours for use in the new 2025 calendar year:
Use an effective date of 01/01/2025 for the quota correction to add military leave hours for the new 2025
calendar year, for employees who are active in SAP on 01/01/2025.