Sponsored Projects Payroll Corrections

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Payroll Corrections

Payroll corrections are required when payroll charges are posted to the wrong account. As Fiscal Officer (FO), you play a key role in ensuring corrections are completed accurately, approved properly, and submitted on time.
As FO, your primary responsibilities are:
  • Ensuring forms are accurate and complete.
  • Ensuring cost transfers are reasonable, allowable, and allocable to your award.
  • Ensuring corrections are submitted to OSPA in a timely manner.
  • Attaching required supporting documentation.
  • Submitting Assignment Costing to HR.
  • Routing corrections to the Grant Account Assignee for approval.

Steps for completing a payroll correction

Step1: Complete the Account Correction Form

  • One form must be completed per employee (multiple pay periods allowed for the same employee)

    • Payroll will not process a correction with multiple employees on one correction form

    • Do not include fringe when submitting to Payroll.

      • This fringe is automatically calculated when Payroll posts the correction

      • If it is determined by your Grant Assignee that the correction is time-sensitive and needs expedited to Accounting Services, DO include the fringe on the correction form

Required fields:

  • Reason for Correction (include BP numbers, employee name, and AIS number

  • Budget Purpose (BP the expense is moving to)

  • Natural Account (Usually all 0’s)

  • Correct Object Code (4100–4199 for salary, 4200–4299 for wages

  • The object code should match the original transaction

  • Fiscal Year, Amount, Requestor details (name, phone, email)

  • Fiscal Officer Signature

Step 2: Attach Supporting Documentation

  • Copy of Payroll Certification (legible copy, highlight/circle/underline original transaction)
  • Copy of Assignment Costing Form (required for all corrections — Payroll will not process corrections without it).
    • It is the responsibility of the fiscal officer to submit any costing changes to HR

Step 3 Route for Approval