Need Help?

Adjustments on Past Payroll Transactions

Adjustments on Past Payroll Transactions are journal entries, prepared for the purpose of changing the fund and/or activity codes to past payroll transactions. 

Adjustments on Past Payroll Transactions are processed in the Minerva > Finance (Fund) Administration Menu > Process Adjustments on Past Payroll Transactions menu option (previously known as the Retro-FOAPAL HR Minerva Menu).

When to Use the Adjust Past Payroll Transactions Menu (PA Minerva Menu)

  • In order to use the PA Minerva Menu, payroll actuals must have posted to funds (Banner FIS).
  • Back-dated payroll adjustments (maximum 3 years) can then be submitted to correct funds/activity codes.
  • Payroll adjustments will only be reflected in Banner FIS and will not feed back to Workday.

When to Update Workday?

  • Since payroll adjustments submitted via the PA Minerva Menu do not feed back to Workday, payroll adjustments should also be processed in Workday to ensure both Workday and Banner FIS are aligned.

The following scenarios can assist in determining when to update WD.  Please note: Financial Reporting relies on information originating from Banner FIS.                 

Scenario

Process Payrol Adjustments in Minerva?

Process Costing Allocation Change in WD?

Employee is terminated and there are no future pay events.

 

Wrong costing allocation is in WD and in the GL.

Yes

No

Employee is still active and there are future pay events.

 

Wrong costing allocation in WD and in the GL.

 

Yes

Yes

Fund needs to be optimized or depleted. Costing allocation in WD for future pay events is accurate.

Yes

No

Fund needs to be optimized or depleted. Costing allocation in WD for future pay events is incorrect.

Yes

Yes

  • It is especially important to make the change in Workday if the new funds/activity codes are applicable going forward.
  • Please note that any fund and/or activity code changes made in Workday will only take effect for the next pay period.
  • To limit the number of payroll adjustments, please refer to the following: Important Information About Missing and Expired Costing Allocation in Workday.

Who can submit Payroll  Adjustments and How to Obtain Access?

  • All FIS Users with Payroll Details can access the PA Minerva Menu and submit payroll adjustments.
  • To become a FIS User with Payroll Details, please refer to the Minerva and Banner access web page. 

The process of preparing an adjustment on past payroll transactions from beginning to end

To process past payroll adjustments prior three (3) years from today’s 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: 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. 
  • 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: 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: Account Codes on payroll transactions cannot be changed and 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 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 completed, a 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 or contact the Finance Service Desk 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 posts to NHIDIST in Banner which 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: 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 “Journal Voucher” as the document type.

  • If the document is disapproved, the originator of the document and all prior approvers 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.

The Approval Process

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 10am and 2pm 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 types).
  • Once approved, the PAxxxxxx document posts to NHIDIST.
  • If a payroll adjustment 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.

 

Frequently Asked Questions

Questions Answers
Do I have to update Workday when I do a Past Payroll Adjustment in Minerva?

Since payroll adjustments submitted via the new PA Minerva Menu do not feed back to Workday, you need to process a retroactive payroll adjustment in Workday as well to ensure both Workday and Banner FIS are aligned.  In Workday, please use the regular Assign Costing Allocation business process to reflect the change.

     For support in Workday, please contact the HR Service Centre at hrhr [at] mcgill.ca
Who can submit Payroll Adjustments and how to obtain access?
  • All FIS Users with Payroll Details can access the PA Minerva Menu and submit payroll adjustments.
  • To become a FIS User with Payroll Details, please refer to the Minerva and Banner access web page .
My PA got disapproved by the FFM. Can I correct it?

Unfortunately, you will need to create a new one.

Can I change the account code when I am processing the PA? Account Codes on payroll transactions cannot be changed and the Past Payroll Adjustment will follow the same FOAPAL distribution percentage as the original transaction.
Who can disapprove the PA? If you are the Requestor and you wish to disapprove a document, contact the FFM/Delegate or the Fund Administrator/Budget Administrator (1A/1B fund types) of the fund(s) being charged and they will disapprove the transaction for you
Where can I see the status of my PA?

Use the Payroll Adjustment Approval History menu in Minerva.

I entered the Pay Start Date of May 1st, 2020 and Pay End Date of Dec 24th, 2020. However, the dates in the Payroll Adjustment menu show as follows: 

Pay Date Start: April 19th, 2020 - Pay Date End: Dec 26th, 2020

Do you know why it is showing different dates?

The PA’s Start and Pay End date display as per the payroll calendars. The Pay Calendars (Salaried (B0) & Hourly (B2)) for the past three years are available on the Human Resources website.

Can I submit multiple PAs for the same employee?

You can create multiple PAs for the same employee if they are created for different pay periods.

     If you want to create a new PA for the same pay period, the same employee, you will need to wait for the first PA to get approved and posted. Then, you can create another PA for that pay period.
I am getting the following error message: "You do not have the required Fund/Organization security to create the requested payroll adjustment" What does that mean? You do not have access to the fund/org charged. You need to have access to at least one of the funds charged in the original transaction in order to view and process the payroll adjustment.
My fund is frozen/terminated in FTMFUND.  Can I still process a Payroll Adjustment and charge a frozen/terminated fund?

A frozen/terminated fund will display when you query a pay event in the Process Adjustments on Past Payroll Transactions menu. However, you will not able to charge a frozen/terminated fund. You will need to contact your Fund Administrator to activate the fund for you.

What does it mean when I get the message "There are pending payroll adjustments documents for the date range entered"?

There is a payroll adjustment already submitted and it is awaiting the FFM or Fund Administrator’s approval. Use the Payroll Adjustment Approval History menu to view who is the next approver.

How can I find out if a PA has been disapproved?

All Requestors and all prior approvers would receive an email notification if a PA has been disapproved. You can also use the Payroll Adjustments Approval History menu to verify the status of the Payroll Adjustment and read the comments if the PA has been disapproved.

Can I create a delegation record after a PA has been submitted and would the delegate be able to approve it?

Yes, you can create a new delegation record. Once confirmed, the PA will be re-routed to the delegate’s approval queue.

What if the FFM is unable to confirm pending PA delegation records and gets an error message.

ALWAYS use the left hand side of the Minerva login screen to access the Finance (Fund) Administration menu, and log in with your McGill ID and PIN.

Back to top