Employee Master - Employee Deductions

Employee Deduction Selection screen

Company/Division Number

Accept the Company/Division used at login, or click the Division Number prompt to make new selections from a list.

Social Security Number

This field will auto-fill from the Social Security Number entered on the previous screen. Accept this entry, enter a different Social Security Number, or click the prompt to select from a list. This entry must currently be set up in the Employee Master file.

- or -

Employee Number

This field will auto-fill from the Employee Number entered on the previous screen. Accept this entry, enter a different Employee Number, or click the prompt to select from a list. This entry must currently be set up in the Employee Master file.

Deduction Number

This is a dual prompt field. The left prompt will display a list of all Employee Deductions (M codes), and the right prompt will display a list of only those Employee Deductions to which the Employee is currently assigned. Deduction numbers must already be set up in the Distribution Master.

Deductions are taken first in Deduction Number number order, and then in Processing Sequence order (if processing sequence is established) as shown in the table below. Therefore, direct deposit deductions must be given a high deduction number or a high processing sequence number. If a direct deposit deduction (usually coded as 100% of net) is taken before any other scheduled deductions, the other deductions will not be taken. All Processing Sequence numbers starting with zero are taken first, so 000 is taken before numbers such as 010, 020, 300.

Start Date/End Date

If date-sensitive pay rates are being used, enter the Start/End Dates for this employees deduction record. These dates are used to calculate the employees deduction amount.

If date sensitive pay rates are not being used, enter all 9s in the Completion Date field. The Start field will default to zeros.

Entering a date range that conflicts with that of an existing Deduction record will generate an error message. The conflicting date ranges must be resolved before continuing.

Rate Calculation Notes

For hourly rates, the week ending date is used to calculate a date for each of the 7 days of the week.

These dates are used in conjunction with the day number entered during payroll entry to calculate deduction amounts. This makes it possible for the system can get a new rate during the week for each record.

If the day number entered is zero (0), the system will use day seven (7) to calculate the pay rates.

The system calculates employee deductions with fixed or percentage amounts, only by the week ending date, that is required at payroll entry time.

	Click to process these entries and display the Employee Deduction Detail screen.
	Click to return to the Main Menu without saving changes.
	Click to display the Copy Deductions by Employee screen and copy Deductions by Individual Employee.
	Click to display the Copy Deductions by Deduction screen and copy individual Deductions.
	Click to return to the Employee Master Selection screen without saving changes.

Employee Deduction Detail screen

Deduction Calculation

A deduction can be calculated using a Fixed Amount, a Percentage, or an Hourly Rate. Use the Calculation Code field to chose the lesser, or greater, amount when entries are made in both the Fixed Amount and Percent fields.

Fixed Amount

For a deduction of a specific amount per pay period, enter the amount in this field.

- or -

Percent

For a deduction based upon a percentage of the employee's gross or net pay, enter the percentage in this field and the appropriate code (described below) in the Percentage Code field.

Code

For a deduction based upon a percent of the employee's pay, click the prompt and select a percentage code to indicate whether the percentage applies to gross or net pay.

- or -

Hourly Rate: Regular/Overtime/Other

For a deduction based upon a rate per hour, enter the hourly rate in as it applies to each type of pay.

Limit Amount

Enter the maximum amount to be deducted for this deduction.

Remaining Amount

The employees net pay cannot be reduced below this amount. This is useful with a deduction, such as a garnishment.

Code

Click the prompt and select one of the following from the list.

Calculation Code

This selection determines if the greater, or lesser, of the Fixed Amount or Percent entries will be used to calculate the deduction.

Frequency Code

A Frequency Code indicates how often a deduction is to be taken. Code 9 deductions, made once per period, must be cleared by running the option on the Monthly Menu at the end of each pay period to allow the deduction to be taken the next period. These codes are not user-defined.

Click the prompt and select a Frequency Code from the list.

Print On Stub

Select this option to print year-to-date deduction amounts on the employees checks.

Amount Year-To-Date

Enter the amount that has been previously deducted, during this year, for this deduction. This amount will be printed on the employees pay stub if the Print on Stub option is selected (see above).

Amount To-Date

Enter the total amount that has been previously deducted, in all years, from the employees pay for this deduction. This amount is used with the Limit Amount field (see above) to determine when the deduction should be stopped.

Direct Deposit

Bank ID Number

Enter the Identification Number of the employees bank, or click the prompt to select from a list. The first digit must be blank and the last digit represents the check digit.

Employee Bank Account #

Enter the employee’s Bank Account Number. No commas, hyphens or dashes may be entered.

Pre-Note

A Pre-Note is used when entering a new direct deposit deduction. It is an electronic notification sent to the bank instructing them to set up a new account the first pay period the deduction is processed.

The system does not take a deduction, or make a direct deposit, until the next pay period. The Pre-Note field is automatically cleared after the initial electronic notification has been sent. The deduction will then be taken for each succeeding payroll period.

Transaction Code

The transaction code is used by the receiving bank to determine the type of account to which the deposit should be applied.

Accounts Payable

Vendor Number

Enter a valid Vendor Number, or click the prompt to select from a list.

Company/Division Number

Accept the Company/Division used at login or, if the Vendor Master record is in a different Company/Division, click the Division Number prompt to make new selections from a list. The Company/Division Numbers are used for Inter-company transactions at the detail level.

The Vendor and Company/Division entries will allow a deduction, or benefit, to automatically build an open Accounts Payable transaction.

The following processing occurs during Payroll Update

1. These transactions will update the Accounts Payable batch file with a batch number of 88888.

2. The Liability Account will be used to post the tax liability during Payroll Update. When the batch entries are updated in Accounts Payable, a debit entry will be posted to this account and a credit entry will be posted to the Accounts Payable control account.

3. All of the transactions will be summarized according to Vendor Number/G/L Account Numbers to create one invoice per Vendor.

The invoices will be created during Payroll Update if the Vendor Number is currently set up and is non-zero. The Vendor Number cannot be added to the Vendor Master during this procedure.

Invoice Description

Enter a description of this invoice to be printed on the check stub during the next check run.

Notes

Enter any additional information regarding this invoice that should be printed on the check stub during the next check run.

Processing Company/Division

The CO/DIV that is affected by the deduction.

Case Identifier

Enter the identifier supplied by the Courts for the purpose of this Child Support deduction. This field must contain an entry in order to include the Child Support deduction detail record in the EFT. If this field is left blank, the Child Support deduction will still be included in the total for this Vendor, however a line detailing this disbursement will not be generated on the EFT. When this is the case, the total for all the individual detail records will not equal the total listed for the vendor. This could result when a Vendor’s EFT total included disbursements for deductions other than just Child Support, however it is more likely that a Case Identifier was not entered.

Medical Coverage

This field indicates whether this Employee provides Medical Coverage in conjunction with this Child Support deduction, and must contain a value whenever a Case Identifier has been entered (see above).

FIPS Code

Enter the Federal Information Process Standard (FIPS) code. The FIPS code refers to the assigned code of the enforcement entity receiving the garnished payments.

	Click to process these entries. If none of the following apply, you will be returned to the Employee Deduction Selection screen. 1. If the Deduction specified was set up in the Distribution Master to create a separate invoice (Invoice by Employee Deduction option set to Y), an additional screen will display which can be used for that purpose. 2. If this is an M Deduction set up in the Distribution Master with the Garnishment option selected, the Garnishment Rules Code screen 1 will display.
	Click to return to the Main Menu without saving changes.
	Click to return to the Employee Deduction Selection screen without saving changes.

Copy Employee Deductions screen

This screen is accessed from the DEDUCTION COPY button on the Employee Deduction Selection screen.

Company/Division Number

Accept the Company/Division used at login, or click the Division Number prompt to make new selections from a list.

Copy From

Deduction Number

Enter a Deduction Number to copy from, or click the prompt to select from a list.

Start Date/End Date

If date-sensitive pay rates are being used, enter the Start/End Dates for this deduction record. These dates are used to calculate the employees deduction amount.

If date-sensitive pay rates are not being used, enter all 9s in the Completion Date field. The Start field will default to zeros.

Entering a date range that conflicts with that of an existing Deduction record will generate an error message. The conflicting date ranges must be resolved before continuing.

Copy To

Start/End Dates

Enter the Start/End dates for the record to which this deduction information is being copied.

Multiplier

Enter the multiplier for this record. The value entered will either increase, or decrease, the deduction being copied.

For example, if the new deduction is to be:

• Increased by 8%, then enter 108

• Decreased by 8%, then enter 920

A new rate can be entered, or the rates can be changed after copying the records.

The original record (Copy From) remains on the system. Remove old records by clicking DELETE on the Employee Deduction Detail screen.

Note: We recommend that you take print screens before you delete records.

	Click to copy the selected records for the specified date range, apply the multiplier (when applicable) and return to the Employee Deduction Selection screen.
	Click to return to the Main Menu without saving changes.
	Click to return to the Employee Deduction Selection screen without saving changes.

Copy Deductions by Employee screen

This screen is accessed from the EMPLOYEE COPY button on the Employee Master Selection screen.

Company/Division Number

Accept the Company/Division used at login, or click the Division Number prompt to make new selections from a list.

Copy From

Employee Number

Enter the employee number from which to copy the deduction, or click the prompt to select from a list.

Deduction Number

Enter the deduction Number to copy, or click the prompt to select from a list.

Start Date/End Date

Enter the required Start/End dates for the employee deduction specified above.

Copy To

Start Date/End Date

Enter the Start and End dates for the record to which this Deduction is being copied.

Multiplier

Enter the multiplier for this record. The value entered will either increase, or decrease, the deduction being copied.

For example, if the new deduction is to be:

• Increased by 8%, then enter 1.080

• Decreased by 8%, then enter .920

A new rate can be entered, or the rates can be changed after coping the records.

The original record (Copy From) remains on the system. To remove old records click DELETE Employee Deduction Detail screen.

Note: We recommend that you take print screens before you delete records.

	Click to copy the selected records for the specified date range, apply the multiplier (when applicable) and return to the Employee Deduction Selection screen.
	Click to return to the Main Menu without saving changes.
	Click to return to the Employee Deduction Selection screen without saving changes.