Mid-Period Proration of Auto Pay for Work Assignment Changes

By default, salaried (auto pay) employees are set up to be paid based on primary work assignment, base rate, or employment status (date of hire, term, pay type, pay group, salary or pay rate, period and hours). The primary work assignment in auto pay is the one effective at the period end date.

When you configure mid-period proration based on work assignments for salaried (auto pay) employees, the primary work assignment effective on each business day is used to calculate the employee earnings, and to produce retroactive pay records in the Sync Pay Changes wizard.

This mid-period proration auto pay functionality is activated by selecting the Enable mid-proration on work assignment changes checkbox in the Auto Pay Rule, which you can configure as part of a payroll policy rule set, which you then assign to a pay group.

Important: Pay group changes are supported only when the same pay frequency and offset apply to both pay groups.

When you make a mid-period salary change to a salaried (auto pay) employee, use the Sync Pay Changes wizard to calculate retroactive salary changes for one or more employees and automatically produce pay entries for the owed differences in salary amounts. Using the Sync Pay Changes wizard, synchronizing auto pay salary changes is based on two criteria:

• Employment Status (date of hire, term, pay type, pay group, salary or pay rate, period and hours)
• Primary Work Assignment

To access the wizard, go to Payroll > Pay Run Management, load the pay period in which the change falls, and click the Quick Entry sub-tab. Click Sync Pay Changes to open the Sync Pay Changes wizard. In the wizard, select Payroll Autopay Retro Pay Changes. 

For example, if you had changed the base salary for a salaried (auto pay) employee from 16,640 to 31,200, the Sync Pay Changes wizard would display something like the following:

See Run the Sync Pay Changes Wizard.

Important: When a new work assignment contains a different legal entity, quick entry records are produced, which causes a check to be created for each legal entity if the Pay through Primary Legal Entity Only checkbox isn’t selected for the pay group (in Pay Setup > Pay Group for the selected pay group, in the Payroll Properties tab).

Configure Mid-Period Proration on Work Assignment Changes for a Payroll Policy

To set up mid-period proration for a payroll policy:

1. Go to Payroll Setup > Payroll Policies and expand an existing payroll policy or create a payroll policy.
2. In the expanded policy, click the add icon () and select Ruleset.
3. Enter a name and, optionally, a description for the ruleset.
4. Click the add icon () and select Rule.
5. Enter a name and, optionally, a description for the rule.
6. Enter a start date for the rule in the Effective From field. The application only applies active rules during their effective date range.
7. Verify that the Active checkbox is selected.
8. In the Type drop-down list, select Auto Pay Rule.
9. At a minimum, select the Enable mid-proration on work assignment changes checkbox and the Enable mid-period proration for Retro Calculation checkbox. The Enable mid-period proration for Retro Calculation option ensures the Sync Pay Changes wizard uses the work assignment mid-proration feature to calculate retroactive salary changes.
10. Click Save, and then click Refresh.