Retro (Prior to 11/1/18) Transaction Guidance

Subsequent to the legacy payroll on 10/31/2018, any transactions effective dated prior to 11/1/2018 will be considered retro. Overall guidance and processes are outlined in the Request for Retro Transaction Matrix.

 

General Retro Activity Guidance

Retro transactions involving Change Job, Request Compensation Change or Return from Leave in Workday will require Operational Support’s involvement as a first step, before the CSU can proceed with the transaction.

Please submit an email request to askUS@austin.utexas.edu with:

1) EID of the worker for which you need to initiate the transactions

2) effective date of the transactions

3) type of transaction

Docusign Guidance

For assistance getting started with DocuSign, refer to the Operational Support (OPS) DocuSign Guidance.

Retro Cost Transfers (costing allocation changes) Guidance

Retro cost transfers (costing allocation changes) must be submitted using the Retro Cost Transfer worksheet. If preferred, you can use the DocuSign form to obtain signature approval. Because only current year and prior year cost transfers are typically allowed, Financial Accounting and Reporting (FAR) or Sponsored Projects Award Administration (SPAA) must approve of any cost transfers prior to 11/1/2018.

To use DocuSign for Signature Approvals on a Retro Cost Transfer:

  1. Complete the first two funding tabs of the Retro Cost Transfer worksheet.
  2. Start the signature process using the Retro (prior to 11/1/2018) Cost Transfer Request Form in DocuSign.
  3. Attach the worksheet to the DocuSign form and route for signature approval.

Depending on the complexity of the requested transfers cost transfers can take two weeks to process if not longer.   Priority will be given to other types of retro activity that have a payroll impact. 

Worksheet Best Practices

  • The worksheet contains multiple tabs. To prevent delays in processing, read the “Instructions” tab thoroughly before completing the worksheet.

  • If the cost transfer involves a NON-26 account (to or from), the form must be sent to Financial Accounting and Reporting (FAR) prior to sending to Operational Support (see “Instructions” tab).

  • If the cost transfer involves a grant (26) account (to or from), the form must be sent to Sponsored Projects Award Administration (SPAA) prior to sending to Operational Support (see “Instructions” tab).

  • Do not include post 11/1/18 costing on the worksheet. The worksheet should only contain transfers that need to occur prior to 11/1/18.  Cost Transfers after 11/1/18 must be processed by the CSU using the costing allocation functionality. The Operational Support Team will not process post 11/1/18.

Retro Time Entry/Adjustments Guidance

Retro time entry/adjustments must be submitted using the appropriate Time Entry/Adjustment Form 

Retro cost transfers (costing allocation changes) must be submitted using the appropriate Retro Cost Transfer Form. 

Request Description Request Method
Use one of these forms for time entry and time off requests that should be entered prior to 11/1/2018 Retro (prior to 11/1/2018) Time Entry Request Form (Box Document)

NEWRetro (prior to 11/1/2018) Time Entry Request Form (DocuSign)

Retro time entry/adjustments must be received 3 business days prior to the next payroll deadline. Priority will be given to time entry adjustments that have a payroll impact.

Worksheet Best Practices

  • The worksheet contains multiple tabs. To prevent delays in processing, read the “Instructions” tab thoroughly before completing the worksheet.

  • If the cost transfer involves a NON-26 account (to or from), the form must be sent to Financial Accounting and Reporting (FAR) prior to sending to Operational Support (see “Instructions” tab).