Skip to main content

System Status: 

How to Process a Retroactive Adjustment of Hours Previously Paid

If you are a designated timekeeper, read these step-by-step instructions to process a retroactive adjustment of hours previously paid payroll entry.

Note that Supervisor and Timekeeper processes for campus and School of Medicine staff and academics will be revised for the Ecotime payroll timekeeping system.


Ecotime is going live with UCPath. See systems affected by the Ecotime timekeeping system transition, Supervisor and Timekeeper training, Frequently Asked Questions and the Ecotime rollout schedule at

Note: You must complete the requirements for becoming a timekeeper before following the steps on this page.

1. Log in to the Online Timekeeping system.

  1. If you need to review the login process, see How to Login to Online Timekeeping.

2. Select the pay cycle and your timekeeper code.

  1. Go to the Timekeeper Select screen.
  2. Select either the biweekly or monthly pay cycle. The current, active pay period will default as the selected choice in the window.
    Note: You may view prior pay period data by clicking the down arrow to the right of the window. Changes to a prior pay period must be made as an adjustment in the current pay period.
  3. Select your timekeeper code from the list in the window.

3. Select the employee.

  1. Proceed to the Employee List screen.
  2. Select the employee name from your list of employees.
  3. Proceed to the Detail Entry screen by clicking the [Detail] button.

4. Enter the hours.

  1. Select the correct distribution pay line.
  2. Click the [Copy All] button near the bottom of the screen. The system will make one copy of each of the pay reporting lines and each of the copied lines will have the previous pay period end date. The copied lines text will appear in red.
  3. Select the distribution pay line where you want to report hours.
  4. Go to the Rate field located below in the override area of the screen and enter the difference between the new and old rates.
  5. Move the cursor to the correct field to report the hours affected by the retroactive change.
  6. Move the cursor to the RA field located in the override area of the screen and enter the letter A indicating the retroactive rate adjustment.

5. Enter the retroactive rate adjustment for an additional funding source.

  1. Repeat step 4.3, 4, 5, and 6.

6. Update the entry.

  1. Click the [Update] button to update the entry.
  2. You will receive the message "Update Completed."