PAY REQUEST FORM
Rate Adjustment
Instructions
This instruction sheet is to help you fill out the Pay Request Form for a Rate Adjustmentscompletely and accurately so we may process your request in a timely manner. This Pay Request Form is to pay an employee the difference of wages owed. This form may be used to pay an employee for a prior period or current pay period as long as the employee has the job in the system for the time being paid with the correct pay rate. (i.e., Student was paid at $8.00/hr and should have been paid at $8.50/hr.)
Pay Request Form
Please use the following directions when filling out the Pay Request Form for a Rate Adjustment:
1)Time Keep Location – Enter the time keep location.
2)Current Pay Period – Fill in the current pay period’s end date in the top left hand corner of the form (not the pay period of the retro hours.)
3)Check Box – Check the appropriate box in the upper right hand corner of the form for the timing of the request.
- Pay Day – We will only adjust pay rates on the employee’s regular check. No off-cycle checks will be cut for Rate Adjustments.
4)Employee ID – Please enter the Employee’s ID from People Soft (not a Social Security number.)
5)Employee Name – Make sure it is the name we have in the system (not a nick name, i.e., Mark Scott when their name is Edwin Marcus Scott.)
6)Earn Code – Make sure the earn code you enter is correct.
7)Empl Rec # - Enter the appropriate employee record number for the job the employee is to be paid. This is very important since an employee can have several jobs/budgets at one time and it is not easy for payroll to decipher which one you are referring to. All jobs have an employee record number. However, it may be a Zero. If you are unsure, contact HR or SEO.
8)Combo Code – The combo code is made up of two parts. The first set is for the department code and the middle is for the project id (i.e., 40102.17610)
9) Position – Position number as per PAF/SPAF.
10) Job Code – Job code number as per PAF/SPAF.
11) Pay Rate – Enter the difference of the wages that should have been paid.
- $.50 ($8.50 should have been paid – $8.00 that was paid = $.50 per hour that still needs to be paid. - This will allow us to compute the correct amount that is still owed to the employee)
12) Hours – Enter the hours from the time sheet that was paid at the incorrect rate. If you are submitting hours for more than one pay period, each pay period must be written on a separate line.
13) Pay Period/Reason – For each line enter the retro pay period dates for the hours submitted (i.e., 6/1/02-6/15/02) and the reason that you are submitting the rate adjustment on the Pay Request Form.
- Rate Adjustment
- For the reason please put the rate they were paid and the rate they should have been paid. (i.e., Employee was paid at $8.00/hr and should have been paid at $8.50/hr.)And the reason why.
- Any additional explanations may be written on the bottom of the form or attached on a separate sheet (please write “see attached” on the front of the form in this case)
14) Timekeeper & Phone number – Please print your name and a phone number where you can be reached.
15) Authorized Signature & Date – Please have the appropriate authority sign and date the bottom of the form in ink.
- Make sure all time sheets are attached to the back of the Pay Request Form.
- Time Sheets
- Please make sure the time sheets have been filled out completely.
- Only turn ina copy of the timesheet, as you already have entered hours from the original.
- The time sheet must have been filled out by the employee and signed by both the employee and their supervisor.
- Please be sure the supervisor has totaled the hours correctly and all the hours on the time sheet are for the pay period submitted.
- IF ANY OF THE ABOVE IS NOT CORRECT – Please return the time sheet to the supervisor for revision. It is their responsibility to make sure they are giving you complete and accurate information.
16) HR/SEO – After you have completed the Pay Request Form, take it to the appropriate dept* (Human Resources for salary & hourly employees/Student Employment Office for students) to be checked & verified and signed & dated.
- *DO NOT allow the employee to take signed documents from one dept to another. This would be a serious Audit/Control issue and will not be accepted by our office.
Thank you in advance for your time and attention to detail in filling out these forms. Hopefully these instructions have explained the process to be followed and will reduce the confusion and time it takes for you to get the forms in and minimize the time it takes to get the employees paid. If you have any questions, please do not hesitate to ask.
CWU Payroll Office
Darcee Hansen Supervisor x2232
Caroline Busch Accountant x2355
Sharleen Woods Technician x2221