From the Payroll screen, select the Maintenance menu and then Employees.
Note: The Employee File can also be accessed from Human Resources or Negotiations, if applicable.
At the Employees screen, select the Options menu and then Adjust Deductions.
The Adjust Deductions screen will appear.
Enter the function to complete (Copy Existing, Create New, or Update Existing) in the Adjust Option field, or click the down-arrow button to select the correct one. To add the specified deduction to only those employees with a particular deduction already set up in their files (for example, add Deduction B to all employees who are set up with Deduction A), enter Copy Existing. To add the specified deduction to a group of employees (who currently do not have the deduction), enter Create New. To change the information for a deduction for a group of employees (who currently have the deduction), enter Update Existing.
Note: If Copy Existing is specified as the Adjust Option, the new deduction will be added to the selected employees using the same information as defined for the existing deduction (for example, same Rate Type, Start Date, and Rate or Rate Description); if applicable, be sure the deduction being added has the same rate descriptions defined as the existing deduction or else the deduction will not be able to added to the selected employees.
If Copy Existing or Update Existing was selected as the Adjust Option, the Existing Deduction ID field is enabled. If Update Existing was selected as the Adjust Option, enter the ID of the deduction to update for the desired employees in the Existing Deduction ID field; or if Copy Existing was selected as the Adjust Option, enter the ID for which deduction the employees must have already set up in their files in order to get the new deduction added. If the ID is not known, click the down-arrow button to select the correct one.
If Copy Existing or Create New was selected as the Adjust Option, the New Deduction ID field is enabled. Enter the ID for which deduction to add to the desired employees in the New Deduction ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Select the Inactivate Old field to change the existing deduction to be inactive (remove the checkmark from the Active field on the Deductions screen in the Employee File) for each of the employees who will get the new deduction. A checkmark will appear in the box if the field is selected.
Click the Display button to select the employees for which to add or update the deduction.
The Select Fields to Edit List, the Deduction Information Fields section, and the Employee Selection List appear on the screen.
Tip: If needed, move the splitter bars on the screen in order to view all the fields and lists in the various sections on the Adjust Deductions screen.
If Update Existing was selected as the Adjust Option, the Select Fields to Edit List is enabled. Select the fields to update for the deduction in the Select Fields to Edit List by clicking the box for the Selected column to the left of the desired fields. A checkmark will appear in the box if the field is selected.
Note: Select the Rate Type and Employee Amounts field or the Rate Type and Employer Amounts field to update the Rate Type and Amounts for the deduction (for the employee or employer share) for all employees with the deduction; or select the Employee Amount for selected Rate Type field or the Employer Amount for selected Rate Type field to update only the Amounts for a particular Rate Type (for the employee or employer share) for just those employees with the specified Rate Type.
If Create New was selected as the Adjust Option, complete the fields in the Deduction Information Fields section as desired. If Update Existing was selected as the Adjust Option and fields were selected in the Select Fields to Edit List, the applicable fields are enabled in the Deduction Information Fields section; enter the desired information for the applicable fields.
If Create New was selected as the Adjust Option, all the active employees who currently do not have the deduction appear in the Employee Selection List; if Copy Existing or Update Existing was selected as the Adjust Option, all the active employees who currently have the deduction appear instead. In the Employee Selection List, specify which of the employees to update by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If Update Existing was selected as the Adjust Option and the Employee Amount for selected Rate Type field or the Employer Amount for selected Rate Type field was selected to be updated, only those employees with the specified Rate Type (for the employee or employer share) can be selected.
Click the Execute button to add or change the deduction for the selected employees as specified.
When prompted, click Yes to continue.
After the process is completed, the system will display a message in the status bar.