Prior Pay Period Corrections
(In COLTS II)

This procedure is used ONLY to make corrections in COLTS II to hours that have been passed to the Payroll Office. Pay periods that have been passed to Payroll are marked with a [P]. The pay period marked with an [O] is the current or open pay period, in which you can make time card changes using the In/Out Panel until the 8:00 a.m. deadline on approval days (every other Thursday). Once a pay period is marked [P], corrections can only be made using the Corrections Panel. The following describes how to make prior pay period corrections in COLTS II.

To Start: Access the Corrections Panel

On the navigation tree to the left side of the COLTS II screen, select the pay period in which you need to make a correction. It must have a [P] in front of the dates. Click on the Corrections Panel. The Corrections Panel will not appear if you have selected the current pay period (the one marked with an [O]). The Corrections Panel has three sections: Top, Middle and Bottom.

Step One: Select the Day to Correct
Corrections Panel: Top Section

The Top Section has the two week calendar that displays the dates within the selected pay period. Click on the day on which you need to make a correction. The day will be highlighted in blue.

Step Two: Select the Earning Code
Corrections Panel: Middle Section

An Earnings Codes Table is on the left side of the Middle Section. The Correction Section is on the right. Clicking on any column heading (Type, Description, Original, Adjust, Hours) in the Earning Codes Table will sort the table by that column.

Click on the Earning Code that you need to correct. The Original column will display the original hours for the Earning Code on the day you selected.

Step Three: Enter the Correction
Corrections Panel: Middle Section

Enter the hours as they should have been reported in the Correction Section on the right side of you screen in the white box. The Adjust column in the Earnings Codes Table will show the results of what you entered. If you are moving hours from one Code to another - for example, from Work-Regular to Leave-Sick Pay Hourly, you will need to enter the correct number of hours in both categories (i.e., zero in the Work-Regular Code and 7.8 in the Leave-Sick Pay Hourly Code).

Repeat Steps One, Two and Three for each day that needs a correction.

Step Four: Approve After All Corrections Are Entered
Corrections Panel: Bottom Section

The Bottom Section on the left side of your screen has the Employee, Supervisor and Payroll Rep approval buttons. The Correction Panel must be approved separately than the current pay period. After you have made all of the changes in this pay period, click on the Approve button. This must be done even if the total hours do not change. Notify your Supervisor that you have a prior pay period correction that they need to approve.

Please contact the Human Resources Office if you have any questions.

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Last Modified: August 26, 2003