To process past payroll adjustments prior three (3) years from today鈥檚 date, please contact your Fund Administrator in Financial Services or your Budget Administrator (1A/1B fund types).

• Run a payroll report (i.e. Payroll Details by McGill ID or Payroll Details by McGill ID by Pay Numbers web report on the Financial Services website)
• Identify the Employee (McGill ID, First and Last Name) and the Position number
• Verify the original FOAPAL combination and the number of salary account codes (excluding benefits account codes) charged in the original transaction.

  Note:听If there is more than one salary account code (excluding benefits account codes), the Past Payroll Adjustment will follow the same FOAPAL distribution percentage as the original transaction.

• Make a note of the gross amount (including benefits) posted to the fund.听
• Determine the Pay Period(s) Start and End Dates you want to adjust. The Pay Calendars (Salaried (B0) & Hourly (B2)) for the past three years are available on the Human Resources website.
• Determine the new Fund-Activity code combination that should have been charged for the past payroll transaction(s).

  Note:听Only active funds (non-terminated, non-frozen) can be selected. Please contact the Fund Administrator if a terminated fund or frozen fund needs to be activated temporarily.

• Determine the correct amount/percentage you want to transfer to the new Fund- Activity code combination - the amount/percentage to transfer must equal the original total gross pay (including benefits).

  Note:听Account Codes on payroll transactions cannot be changed and听the Past Payroll Adjustment will follow the same FOAPAL distribution percentage as the original transaction. .

• Process the payroll adjustment document in Minerva using the Process听Adjustments on Past Payroll Transactions menu (for step-by-step instructions, refer to the How to Use Minerva page).
• Once the payroll adjustment is successfully听completed, a听Minerva reference number starting with PAxxxxxx will be generated. This reference number will allow you to track the status of your payroll adjustment along the approval process.

  Note: To verify the status of a Past Payroll Adjustment, go to the Payroll Adjustment Approval History Menu in Minerva听or contact the 听and they will run a report for you.

• All Fund Financial Managers (FFMs)/Principal Investigators (PIs) and Fund Administrator(s)/Budget Administrator(s) (1A/1B fund types) of the fund(s) being charged must approve the past payroll adjustment transaction.
• Once approved, the PAxxxxxx posts the reversal and the correction to the respective funds/activity codes.
• It听posts to NHIDIST in Banner which听generates the PAxxxxxx Banner document number.
• NHIDIST feeds to Banner FIS every Wednesday and the first business day of the month. It posts payroll transactions (including past payroll adjustments) to the ledger.
• The transaction will then appear when querying the fund/grant.

  Note:听You may query the posted payroll adjustment in Minerva by querying your fund using Budget Query for Fund Holders or the View Documents menu option (How To Use Minerva) and select 鈥淛ournal Voucher鈥� as the document type.

• If the document is disapproved, the originator of the document and all prior approvers听receive a system notification email with the Minerva reference number and a brief explanation as to why it was disapproved. A new past payroll adjustment has to be created using the Process Adjustments on Past Payroll Transactions menu.

  Note: If you are the Requestor and you wish to disapprove a document, contact the FFM/PI or the Fund Administrator/Budget Administrator (1A/1B fund types) of the fund(s) being charged and they will disapprove the transaction for you.

Once the payroll adjustment transaction is submitted, it is the responsibility of the Approver to approve the transaction in Minerva using the Approve Adjustments on Past Payroll Transactions menu.

The following approval workflow has been implemented for adjustments on past payroll transactions:

• All Fund Financial Managers (FFMs)/ Principal Investigators (PIs) and Fund Administrator(s)/Budget Administrator(s) (1A/1B fund types) of the fund(s) being charged must electronically approve the past payroll adjustment transaction.
• Fund Financial Manager(s)/Principal Investigator(s) FFM/PI of the new fund/grant charged will receive email notifications informing them that there are pending transactions awaiting approval.
• Clicking on the link in the email will bring them to the Approve Adjusting Payroll Entries menu in Minerva (view the How To Use Minerva page).
• This notification occurs at 10:30am daily.
• Email notifications are sent in the order of the approval queue - once the 1st approver approves the transaction, the "next" approver receives the notification email.
• The payroll adjustment must be approved first by the FFM(s)/PI(s) and then the Fund Administrator(s) in Financial Services and/or Budget Administrator(s) in Analysis, Planning and Budget (depending on fund听types).
• Once approved, the PAxxxxxx document posts to NHIDIST.
• If a听payroll adjustment听is disapproved, the document is removed from all approval queues and the system sends an email to the originator of the document and all prior Approvers. The system notification email contains the Minerva reference number and a brief explanation as to why it was disapproved.
• Disapproved transactions will need to be re-created using the Process Adjustments on Past Payroll Transactions menu.