Steps to Add an EmployeeNote: If desired, utilize the Adjust Deductions option (instead of following the instructions below) to quickly add a deduction to a group of employees all at once.
From within the Employee File, click the Deductions tab.
To add a deduction to the employee, complete the following:
Click the New Record button.
Enter the ID for the deduction to add in the 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.
Note: Only the active deductions appear by default when searching, but the filters can be changed if needed.
If the employee has a unique identification number with this deduction company, enter that number in the Member Number field. The number can be alphanumeric and up to 20 characters long. The member number can then be included on various reports, which can be sent to the company with the payment, or included on the check stub if the detail information is printed on the payee checks (additional fields must be completed in the Deduction File and/or Payee File in order to print the member number on the reports and/or checks). For Iowa school districts, in the Member Number field for the retirement deduction, enter the 2-digit occupation class code to be included on the Retirement Report (the applicable codes are 11 for Education Related or 28 for Licensed Teachers); the system assumes 11 for Education Related if this field is left blank. For Idaho school districts, for employees setup with a deduction which has a share specified under the Member Invoice Payments column on the Deductions tab within the Idaho Retirement Report option, enter the invoice number to report for the employee in the Member Number field for the applicable retirement deduction. For South Dakota school districts, in the Member Number field for the retirement deduction, enter the appropriate code (see below) for the type (and status, if applicable) of this employee to be included on the Retirement Report.
South Dakota Employee Type Codes
First Two Digits (Type): |
Third Digit (Status): |
03 = Teacher |
1 = New Hire |
08 = Non-Certified |
2 = Transfer |
09 = City |
3 = Rehire |
10 = City Law |
4 = Change in Marital Status |
11 = County |
5 = Terminated |
12 = County Law |
6 = Deceased |
|
7 = Non Contributory |
|
9 = On Leave |
Note: For South Dakota school districts, if only the first two digits are entered for an active employee (Active field is selected) and the employee has only one Hire/Rehire Date and it is within the month for which the report is being generated, 1 (for New Hire) will automatically generate as the third digit on the Retirement Report; or if the active employee has multiple Hire/Rehire Dates entered and the most recent Hire/Rehire Date is within the month for which the report is being generated, 3 (for Rehire) will generate as the third digit. If only the first two digits are entered for an inactive employee (Active field is not selected) and the Employee Status is Retired or Terminated, 5 (for Terminated) will automatically generate as the third digit on the Retirement Report; if the inactive employee has an Employee Status of Deceased, 6 (for Deceased) will generate as the third digit; or if the inactive employee has an Employee Status of Leave of Absence, 9 (for On Leave) will generate as the third digit. If a third digit is manually entered for an employee, be sure to complete the Remove Third Digit from Member Numbers option after generating the Retirement Report in order to clear the status (indicated by the third digit).
If desired, enter any additional information to track for the employee and the deduction in the Comments field. The comment can be up to 1,000 characters long.
If adding a deduction with Individual Bank Account Deduction specified as the Deduction Type, the Individual Bank Account Deduction section will be enabled. Complete the Individual Bank Account Deduction section as follows:
Enter the account number of the individual account (for example, health savings account) for where the total from the deduction for the employee should be deposited in the Account Number field. The number can be up to 17 digits long.
Enter the correct 2-digit standard transaction number for the deposit to the account (or 0 for Not Required for Automated File, if applicable) in the Direct Deposit Transaction Code field, or click the down-arrow button to select the correct one.
Note: Only enter a 0 for Not Required for Automated File to exclude the amount (from the deduction for the employee) on the direct deposit file, and instead have the amount for the deduction stay in the designated payable account; typically, 0 should not be entered in this field.
Enter the ID of the direct deposit bank where the individual account (for example, health savings account) is located in the Direct Deposit Bank 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.
Enter the appropriate code to identify the entry class for the direct deposit payment in the Standard Entry Class Code field, or click the down-arrow button to select the correct one. Typically, PPD for Prearranged Payment and Deposit Entry is used if the direct deposit payment will be made to an account for a person, and CCD for Corporate Credit or Debit is used if the payment will be made to an account for a business. If unsure, verify with the deduction provider (or your bank) to determine what class code should be used.
If required by the deduction provider, enter the additional information regarding the transaction in the Addenda field. The addenda information can be alphanumeric and up to 80 characters long. Use an asterisk (*) as the delimiter between data elements within the addenda information, and use a backslash (\) at the end of the addenda information as the terminator.
Note: The reserved words available within the School Accounting System to be used within the addenda information in Payroll are: *AMOUNT to include the amount, *CHECKDATE to include the date of the check formatted in six digits as yymmdd, and *EOM6 to include the end of month date (as based on the check date) formatted in six digits as yymmdd. For example, enter the addenda as *EOM6*AMOUNT\ to have the end of month date and amount included in the addenda record created with the direct deposit transaction (entry).
Tip: The School Accounting System creates a maximum of one addenda record per direct deposit transaction (entry).
If there is an amount due for the deduction for the employee, the amount due displays in the Amount Due field. The amount due appears if a payroll check had been voided and not reissued or issued for a different amount. If desired, to increase or decrease the amount of the next check to be written for the deduction for the employee, enter the amount by which to increase or decrease the check in this field. The amount can be up to 17 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The amount entered in this field will be added to the amount of the check calculated during the check cycle; therefore, to increase the check, enter the amount to increase as a positive number, or to decrease the check, enter the amount to decrease as a negative number.
Note: The amount entered in the Amount Due field will be zeroed out automatically after the check is written and updated.
Tip: If there is an amount displayed in the Amount Due field, click the Show Details button to the right of the field to view the detail information for the amount shown.
If desired, click the Expensed Payroll tab to view the expensed payroll information for this deduction for the employee. The fields in the Expensed Payroll List are disabled, as the fields are updated automatically to track the deductions that are expensed at the end of the fiscal year; if needed, contact Customer Support for assistance to enter or edit the information in the fields.
If the deduction has a portion withheld from the employee, select the Active field in the Employee section (a checkmark will appear in the box if the field is selected) and then complete the remaining fields as follows:
Enter the rate type (Fixed, Fixed Table, Multiplier Percent, Percent, or Percent Table) for the deduction in the Rate Type field, or click the down-arrow button to select the correct one. If the deduction rate is a fixed dollar amount and entered individually for the employee, enter Fixed. If the deduction rate is a fixed dollar amount and set up in a rate table within the Deduction File, enter Fixed Table. If the deduction rate is a percentage per $1,000 of the employees' annual wages (or inflated wages) less a particular limit (if applicable) using rates entered in a rate table based on the age of the employee, enter Multiplier Percent. If the deduction rate is a percentage of gross wages and entered individually for the employee, enter Percent. If the deduction rate is a percentage of gross wages and set up in a rate table within the Deduction File, enter Percent Table. The default as set in the Rate Type field in the Deduction File will appear, but can be changed.
Note: If the deduction is defined with a Deduction Type of Percent of Net in the Deduction File, the Rate Type field is automatically set to Percent of Net and cannot be changed. If the deduction is defined with a Rate Type of Multiplier Percent in the Deduction File, the Rate Type field here is automatically set to Multiplier Percent and cannot be changed.
If applicable, enter the date to start withholding the deduction in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date to stop withholding the deduction in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Select the Declining field if the deduction for the employee amount will be set up with a declining balance and stop when the balance is zero. A checkmark will appear in the box if the field is selected. This field is selected by default if the Declining field is selected for the deduction in the Deduction File.
If the Declining field is selected, the Balance field is enabled. Enter the total amount to withhold for the deduction in the Balance field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. When a Payroll check cycle is updated, the amount in the Balance field will be reduced accordingly, and once the balance is zero (0), the deduction for the employee amount will stop.
If desired, enter the total amount to be withheld for this fiscal year for the deduction in the Annual Total field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. Typically, this field is only completed if the deduction for the employee amount is set up as declining, so that the total amount withheld for the deduction can be tracked (as the Balance field is reduced with each Payroll check cycle).
Note: The Annual Total field is also utilized to enter an override amount for deductions, if needed, when calculating deduction totals within the following options: building the Benefit Totals Table in Negotiations; the Iowa BEDS Report option; and the Nebraska Staff Reporting option.
Select the Regular Pay Period Only field to withhold the deduction only during a regular payroll. A checkmark will appear in the box if the field is selected. Typically, this field will not be selected.
Note: A regular payroll for an employee is the first check (check sequence) for the employee matching the employee’s default checking account during a payroll calculation of all types including that employee’s pay group except an Extra payroll calculation type.
Select the Process if No Pay field if the deduction should be withheld during a Regular or Pay Off Contracts payroll calculation type for the employee's specified pay group even if the employee will not receive a paycheck. A checkmark will appear in the box if the field is selected.
Tip: For Illinois and Missouri school districts, this field is not applicable (will not work) for health insurance deductions that have the Retirement on Board’s Share field (in the Deduction File) selected.
Complete the Employee Amounts List for the deduction as applicable.
In the blank line (indicated with an asterisk) at the bottom of the Employee Amounts List, enter the period (Every Pay Period, Week 1, Week 2, Week 3, Week 4, or Week 5) for when to withhold the deduction amount from the employee in the Deduction Frequency field, or click the down-arrow button to select the correct one. For example, if the deduction should be withheld each pay period, enter Every Pay Period; or if there are multiple payrolls in one month and the deduction should only be withheld on a specific week, enter the appropriate Week number, such as Week 1 or Week 2.
If Fixed, Percent, or Percent of Net is specified as the Rate Type, the Rate field will appear to the right of the Deduction Frequency field. Enter the amount (fixed dollar amount or percentage) to withhold from the employee for the deduction in the Rate field for the specified frequency. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If Fixed Table, Multiplier Percent, or Percent Table is specified as the Rate Type, the Rate Description and Table Rate fields will appear to the right of the Deduction Frequency field. Enter the description of the desired rate to withhold for the deduction (as defined on the rate table in the Deduction File) in the Rate Description field for the specified frequency, or click the down-arrow button to select the correct one. The amount for the designated rate description displays in the Table Rate field.
Note: If adding a deduction with a Rate Type of Multiplier Percent, be sure to enter or select the rate called "Multiplier Rate" in the Rate Description field; during a payroll calculation, the system will automatically figure the employee's age on the last day of the tax year (as based on the employee's birthday entered in the Birth Date field in the Employee File and the last day of the calendar year of the Check Date for the payroll calculation batch) and then use the appropriate rate from the rate table. To view the detailed calculations for how the system figures the amount for a deduction defined with a Rate Type of Multiplier Percent, click here.
If the rate for the employee amount of the deduction will change for the employee on a certain date, the new rate can be entered at this time by entering the date the new rate is effective in the Rate Change Date field (using the mm/dd/yyyy format or clicking the down-arrow button to select the desired date), and then entering the new amount in the New Rate field or the description of the new rate in the New Rate Description field. Then once a payroll calculation batch is processed using a Check Date on or after the date entered in the Rate Change Date field, the new rate for the deduction will be used.
Note: The Rate Change Date, New Rate Description, and New Table Rate fields do not appear for deductions with a Rate Type of Multiplier Percent.
If applicable, repeat these steps until all the employee amounts for the appropriate frequencies have been added for the deduction.
Note: The Employee section is disabled and not applicable for deductions with a Deduction Type of Add or Payment In Kind.
If the deduction has a portion paid by the employer, select the Active field in the Employer section (a checkmark will appear in the box if the field is selected) and then complete the remaining fields as follows:
Enter the rate type (Fixed, Fixed Table, Multiplier Percent, Percent, or Percent Table) for the deduction in the Rate Type field, or click the down-arrow button to select the correct one. If the deduction rate is a fixed dollar amount and entered individually for the employee, enter Fixed. If the deduction rate is a fixed dollar amount and set up in a rate table within the Deduction File, enter Fixed Table. If the deduction rate is a percentage per $1,000 of the employees' annual wages (or inflated wages) less a particular limit (if applicable) using rates entered in a rate table based on the age of the employee, enter Multiplier Percent. If the deduction rate is a percentage of gross wages and entered individually for the employee, enter Percent. If the deduction rate is a percentage of gross wages and set up in a rate table within the Deduction File, enter Percent Table. The default as set in the Rate Type field in the Deduction File will appear, but can be changed.
Note: If the deduction is defined with a Rate Type of Multiplier Percent in the Deduction File, the Rate Type field here is automatically set to Multiplier Percent and cannot be changed.
If applicable, enter the date to start expensing the deduction in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date to stop expensing the deduction in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Select the Declining field if the deduction for the employer amount will be set up with a declining balance and stop when the balance is zero. A checkmark will appear in the box if the field is selected. This field is selected by default if the Declining field is selected for the deduction in the Deduction File.
If the Declining field is selected, the Balance field is enabled. Enter the total amount to expense for the deduction in the Balance field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. When a Payroll check cycle is updated, the amount in the Balance field will be reduced accordingly, and once the balance is zero (0), the deduction for the employer amount will stop.
If desired, enter the total amount to be expensed for this fiscal year for the deduction in the Annual Total field. The amount can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable. Typically, this field is only completed if the deduction for the employer amount is set up as declining, so that the total amount expensed for the deduction can be tracked (as the Balance field is reduced with each Payroll check cycle).
Note: The Annual Total field is also utilized to enter an override amount for deductions, if needed, when calculating deduction totals within the following options: building the Benefit Totals Table in Negotiations; the Nebraska Staff Reporting option; and the Iowa BEDS Report option.
Select the Regular Pay Period Only field to expense the deduction only during a regular payroll. A checkmark will appear in the box if the field is selected. Typically, this field will not be selected.
Note: A regular payroll for an employee is the first check (check sequence) for the employee matching the employee’s default checking account during a payroll calculation of all types including that employee’s pay group except an Extra payroll calculation type.
Select the Process if No Pay field if the deduction should be expensed and paid during a Regular or Pay Off Contracts payroll calculation type (or expensed during an Expense Payroll) for the employee's specified pay group even if the employee will not receive a paycheck. A checkmark will appear in the box if the field is selected.
Note: If the Process if No Pay field is selected, a pay code must be selected as the Primary Pay Code on the Wages screen of the Employee File for the employee, or an OVERRIDEGL pay code must be set up on the Wages screen with the appropriate expense account number(s) entered and be crossreferenced to the applicable deduction.
Tip: For Illinois and Missouri school districts, this field is not applicable (will not work) for health insurance deductions that have the Retirement on Board’s Share field (in the Deduction File) selected.
Complete the Employer Amounts List for the deduction as applicable.
In the blank line (indicated with an asterisk) at the bottom of the Employer Amounts List, enter the period (Every Pay Period, Week 1, Week 2, Week 3, Week 4, or Week 5) for when to expense the deduction amount for the employee in the Deduction Frequency field, or click the down-arrow button to select the correct one. For example, if the deduction should be expensed each pay period, enter Every Pay Period; or if there are multiple payrolls in one month and the deduction should only be expensed on a specific week, enter the appropriate Week number, such as Week 1 or Week 2.
If Fixed or Percent is specified as the Rate Type, the Rate field will appear to the right of the Deduction Frequency field. Enter the amount (fixed dollar amount or percentage) to expense for the deduction in the Rate field for the specified frequency. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If Fixed Table, Multiplier Percent, or Percent Table is specified as the Rate Type, the Rate Description and Table Rate fields appear to the right of the Deduction Frequency field. Enter the description of the desired rate to expense for the deduction (as defined on the rate table in the Deduction File) in the Rate Description field for the specified frequency, or click the down-arrow button to select the correct one. The amount for the designated rate description displays in the Table Rate field.
Note: If adding a deduction with a Rate Type of Multiplier Percent, be sure to enter or select the rate called "Multiplier Rate" in the Rate Description field; during a payroll calculation, the system will automatically figure the employee's age on the last day of the tax year (as based on the employee's birthday entered in the Birth Date field in the Employee File and the last day of the calendar year of the Check Date for the payroll calculation batch) and then use the appropriate rate from the rate table. To view the detailed calculations for how the system figures the amount for a deduction defined with a Rate Type of Multiplier Percent, click here.
If the rate for the employer amount of the deduction will change for the employee on a certain date, the new rate can be entered at this time by entering the date the new rate is effective in the Rate Change Date field (using the mm/dd/yyyy format or clicking the down-arrow button to select the desired date), and then entering the new amount in the New Rate field or the description of the new rate in the New Rate Description field. Then once a payroll calculation batch is processed using a Check Date on or after the date entered in the Rate Change Date field, the new rate for the deduction will be used.
Note: The Rate Change Date, New Rate Description, and New Table Rate fields do not appear for deductions with a Rate Type of Multiplier Percent.
If applicable, repeat these steps until all the employer amounts for the appropriate frequencies have been added for the deduction.
Note: The Employer section is disabled and not applicable for deductions with a Deduction Type of Percent of Net.
In the Cross References List, select the taxes that will include the deduction in its taxable gross and the pay codes that allow this deduction. If the employee’s share of the deduction is to be included in the taxable gross for a particular tax, the tax must be selected. If the deduction is allowed to be expensed against a particular pay code, the pay code must be selected. The defaults from the Deduction File that are applicable to this employee will be selected, but can be changed. To select a tax or pay code or deduction, click once on the box to the left of the ID. To select all of the IDs for the taxes or pay codes, click the box located by itself (without a label) at the top of the taxes and the top of the pay codes. A checkmark will appear in the box if the tax or pay code is selected.
Tip: In order for the deduction to be withheld or expensed for this employee, at least one pay code must be selected in the Cross References List.
Note: The retirement deductions (those with the State Retirement System Deduction field selected) also appear in the Cross References List when viewing other deductions; if the employee's share of the deduction is to be included in the retirement gross, select the retirement deduction. When viewing the retirement deduction, all the other deductions appear in the Cross References List; if the amounts withheld for a deduction should be included as part of the retirement gross, the deduction must be selected. When viewing a Percent of Net deduction, all the other deductions also appear in the Cross References List; the amount included in the net wages is figured after the unselected cross references (deductions and taxes) are reduced. For Percent of Net deductions, to setup a "true" percent of net, leave all cross references unselected except for the pay codes.
Click the Save button.
Repeat Steps 2-3 until all the applicable deductions have been added for the employee.
Continue adding the remaining information for the employee if needed.