Articles

Position Tracking Record Flags

This document discusses the short term flags in the position tracking record. These flags can affect a person's pay as well as retirement pay rate.

NOTE: The short term flags should not be used in a tracking record that uses a pay period % salary schedule.

blank (default)

If you leave this field blank, pay will be processed normally. If this is for an ending segment for a tracking record, the segment will be paid off entirely.

If this is for a change line, the ending segment will be paid off and the difference will be paid in the first month of the new segment.

C (Cancel)

If you enter a value of C, this will CANCEL a tracking record. The entire tracking record will be "backed out" on the next payroll processed. It should be used to cancel a tracking record that was never correct, for example, if the tracking record had incorrect hours, calendar, salary schedule, etc. or was attached to the wrong position.

If the tracking record uses different salary schedule rates, the software will cancel the entire tracking record using the current rate. For example, a tracking record has a salary schedule with rates effective from the beginning of the year to mid-year, and new rates effective from mid-year to the end of the fiscal year. Even if the tracking record has a change line effective the date of the new rates, the software will cancel the begin line of the tracking record by applying the new pay rate. It will not use the original rates. In this case, please review the snapshot and adjust pay accordingly.

When a tracking record is cancelled, there should be a subsequent tracking record to offset the cancel. The software does NOT compute negative Federal (FIT) and State (SIT) taxes. In the case where there is no subsequent tracking record, we do not recommend using the cancel option of the tracking record. However, if used, taxes must be MANUALLY adjusted when subject gross is negative.

Please note:

  • When you enter a C, the days will be zeroed out. The supp/diff days will remain for historical purposes only.
  • Once a tracking record has been cancelled and final computed on a pay cycle, it cannot be changed back!
  • Cancelling a tracking record does not affect retro pay.

Y (Short Term)

If you enter a Y, this creates equal payments for short term assignments. It will also clear the DIFF DAYS field and lock it for a tracking record where EDIT TRACKING DAYS equals Y.

Escape calculates positional pay from the tracking record for the current period by dividing the balance owed by the number of remaining months as defined by the dates in the tracking record. Retirement Pay Rate for the positional pay is "normal" pay for the position.

You would use this flag when you know the tracking record you are creating is a limited term assignment and you know what dates it is beginning and ending. You would also use this for a late start and early termination.