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Instructions For Submitting Retroactive Changes

Submitting Retroactive Changes to Central Payroll

To add time, or move hours from one fund to another:

The Unit Time Administrators (UTA) can correct an employee’s time up to SIX pay periods in the past. If you need to make changes farther back than that, you will need Central Payroll's assistance.

1) Before submitting to Central Payroll

  • The Unit Time Administrator’s (UTA) authorization and signature is required to process retros.
  • Verify that the accounts you are adding/moving time TO AND FROM are both on the employee’s list of permissible accounts for the relevant date ranges.
  • If you are moving/adding hours to an RC (grant) account, please send the form to the Contracts and Grants department at awards@cga.msu.edu instead of submitting to Central Payroll. CGA will sign the form and send it to Payroll. There is no need for you to send the form to Payroll.

2) Submitting retros to Central Payroll

  • Central Payroll requires the Cost or Labor Distribution Reports.
  • Please use the newly revised “Retroactive Corrections Form.”
    • Note the person ID# and personnel assignment # (Perner) are often different. Submitting both ensures accuracy.
    • Enter what actually happened—what needs to be changed—in the yellow highlighted row. If you add time, leave this row as zeroes.
    • Enter the change needed in the white rows. If moving/adding time to more than one account, use as many of the white correction rows as needed. The gray row will do the math for you.
    • Copy as many pay periods down as needed, on just the first worksheet, updating dates.
    • In box 6, enter the total salary (paid) amount from the labor distribution report.
    • In box 7, enter the total fringe amount from the labor distribution report.
    • In box 8, enter the total fringe amount from the labor distribution report if no FICA/Medicare.
  • For non-RCA impacted accounts, submit the form directly to Central Payroll at CTLR.Payroll@ctlr.msu.edu.
  • Response times vary based on Central Payroll workload. In an urgent situation requiring pay ASAP, consider an off-cycle reimbursement request, found on the MSU payroll site.