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Correcting Entry Matrix

See the matrix below to determine the appropriate process for related correcting entries.

Important Note: With HCM go live, correcting entry processes have changed and are currently being re-evaluated. The information outlined below is the latest correcting entry guidance as of July 2022.

What are you trying to do?

Correct Payroll Expenses

1. Correct payroll expenses (ie salary and fringe allocations) that have already posted

If you need to correct payroll expenses that have already posted, begin by running the  Active Employee Funding and Pay report to confirm accuracy of assignment costing.

Is the costing correct in the above mentioned report?
  • Yes –  Submit a Payroll Correction to update the costing activity for prior pay periods. For HCM activity, the Correction Action Plan (CAP) requirement is waived until further notice. Journal Entry Justifications are still needed.
  • No – Submit the Employee Costing Change form to update the employee costing. Important note on back dated ECC: There are known allocation issues tied to retro costing in HCM. Retro costing occurs when employee costing changes are backdated in the system. Learn more here.

2. Correct missing fringe payroll postings

If you notice missing fringe amounts, no action is needed from you. The Controller’s Office is taking a holistic approach to reconcile payroll and determine the journal entry postings at a funding source level; the Controller’s Office will post entries needed to correct the missing fringe.     

Change the costing for a previously approved supplemental pay/additional pay/individual compensation (ICP)

Does the costing need to be updated for additional/supplemental payments that have not been paid to the employee?

  • Yes – Submit a Individual Compensation Plan (ICP) Changes Form
  • No – If the costing needs to be updated for prior ICP payouts, submit a Payroll Correction. Important note on back dated ICPs: There are known allocation issues tied to retro costing in HCM. Retro costing occurs when employee costing changes are backdated in the system. Learn more here. Note: CAP requirement is waived for entries that are identified as associated with HCM issues; CAP requirement will be waived for entries received by the end of June 2022.

Request a(n) Department Deposit, Reallocation, Surplus Transfer or change in accounting on an Accounts Receivable Billing Transaction

Submit a Journal Entry Request

Please note: if revisions are needed for a Transact Campus item code, please use the Marketplace All in One Form to request an update in addition to submitting the Journal Entry Request.

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