Steps
to Complete Batch Options for Deduction/Tax AdjustmentsFrom the Payroll screen, select the Data Entry menu and then Deduction/Tax Adjustments.
If a batch already exists, the Deduction/Tax Adjustments Batch Search screen will appear. To continue adding deduction/tax adjustments to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Deduction/Tax Adjustments
The Deduction/Tax Adjustments screen will appear for the selected deduction/tax adjustments batch. The description for the selected batch will appear in the title bar, and if the Recurring Entries field is selected for the batch, (recurring batch) will appear after the batch description.
Click the New Record button to initialize the screen for a new entry.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry. If desired, set the screen preferences for the Deduction/Tax Adjustments screen to define which fields to repeat information automatically from the previous entry without requiring an additional keystroke.
Steps
to Set Screen Preferences
Enter the ID of the employee for which the deduction/tax adjustment is being made in the Employee ID field. If the ID is not known, click the down-arrow button to select the correct one.
Note: If the employee will not receive a check during the next payroll calculation in which this batch of deduction/tax adjustments is included, a pay code must be selected as the primary pay code on the Wages screen of the Employee File for that employee, or an OVERRIDEGL pay code must be set up for the employee with the appropriate expense account number(s) and cross referenced to the applicable deduction.
Enter the ID of the deduction to adjust for the employee in the Deduction ID field, or leave this field blank if a tax will be adjusted. If the ID is not known, click the down-arrow button to select the correct one.
If applicable, enter the ID of the tax to adjust for the employee in the Tax ID field, or leave this field blank if a deduction will be adjusted. If the ID is not known, click the down-arrow button to select the correct one.
Enter the ID of the checking account from which to pay the employee (and include the deduction/tax adjustment) in the Checking Account 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. Leave this field blank to use the default checking account for this employee as entered on the Employment screen in the Employee File.
Note: Only one deduction/tax adjustment entry can be entered into a batch for the specified employee and deduction or tax for the same checking account, check sequence, and/or date sequence.
Enter the number of the check sequence (1 to 99) for which check the adjustment is to be included in the Check Sequence field. For example, if the employee will receive two checks during the Payroll check cycle and the adjustment should affect the first check, enter 1 in this field. Leave this field blank to default to a check sequence of 1.
Note: Only one deduction/tax adjustment entry can be entered into a batch for the specified employee and deduction or tax for the same checking account, check sequence, and/or date sequence.
If the Hide Date Sequence field is not selected within the Set Screen Preferences option, the Date Sequence field appears. If the deduction/tax adjustments batch will be included with the Pay Off Contracts or Reversing GAAP (applicable for Iowa school districts who reverse GAAP expense only) payroll batch processed at the end of the fiscal year, enter the number of the date sequence (1 to 99) for which to include this entry in the Date Sequence field. Leave this field blank to default to a date sequence of 1 if calculating all other payroll types.
Note: Only one deduction/tax adjustment entry can be entered into a batch for the specified employee and deduction or tax for the same checking account, check sequence, and/or date sequence. The Date Sequence field is disabled if the Expense Payroll field is selected on the batch options for the batch.
If desired, enter a description explaining the reason for the deduction/tax adjustment for the employee in the Comments field. The description can be up to 30 characters long.
Complete the Adjustment Amounts section.
If all or part of the deduction or tax is paid by the employee, the Employee Amount and Action fields are enabled. To adjust the employee’s share of the specified deduction or tax, enter the amount for the adjustment in the Employee Amount 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. Then enter the appropriate action (Decrease Amount or Gross, Increase Amount or Gross, No Action, Refund of Override Amount or Gross, or Replace with Override Amount or Gross) for the adjustment to the employee's share in the Employee Action field, or click the down-arrow button to select the correct one. To subtract the adjustment amount from the employee's regular amount calculated for the deduction or tax, enter Decrease Amount or Gross. To add the adjustment amount to the employee's regular amount calculated for the deduction or tax, enter Increase Amount or Gross. To not adjust the employee's share for the deduction or tax, enter No Action. To refund the adjustment amount for the deduction or tax to the employee (and disregard the employee's regular amount calculated for the deduction or tax, if applicable), enter Refund of Override Amount or Gross. To use the adjustment amount for the employee's share of the deduction or tax (and disregard the employee's regular amount calculated for the deduction or tax, if applicable), enter Replace with Override Amount or Gross. The default of No Action will appear, but can be changed.
If all or part of the deduction or tax is paid by the employer, the Employer Amount and Action fields are enabled. To adjust the employer’s share of the specified deduction or tax, enter the amount for the adjustment in the Employer Amount 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. Then enter the appropriate action (Decrease Amount or Gross, Increase Amount or Gross, No Action, Refund of Override Amount or Gross, or Replace with Override Amount or Gross) for the adjustment to the employer's share in the Employer Action field, or click the down-arrow button to select the correct one. To subtract the adjustment amount from the employer's regular amount calculated for the deduction or tax, enter Decrease Amount or Gross. To add the adjustment amount to the employer's regular amount calculated for the deduction or tax, enter Increase Amount or Gross. To not adjust the employer's share for the deduction or tax, enter No Action. To refund the adjustment amount for the deduction or tax to the employer (and disregard the employer's regular amount calculated for the deduction or tax, if applicable), enter Refund of Override Amount or Gross. To use the adjustment amount for the employer's share of the deduction or tax (and disregard the employer's regular amount calculated for the deduction or tax, if applicable), enter Replace with Override Amount or Gross. The default of No Action will appear, but can be changed.
To adjust the gross for the specified deduction or tax, enter the amount for the adjustment in the Gross Amount 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. Then enter the appropriate action (Decrease Amount or Gross, Increase Amount or Gross, No Action, Refund of Override Amount or Gross, or Replace with Override Amount or Gross) for the adjustment to the gross in the Gross Action field, or click the down-arrow button to select the correct one. To subtract the adjustment amount from the regular gross amount calculated for the deduction or tax, enter Decrease Amount or Gross. To add the adjustment amount to the regular gross amount calculated for the deduction or tax, enter Increase Amount or Gross. To not adjust the gross for the deduction or tax, enter No Action. To refund the adjustment amount for the gross for the deduction or tax (and disregard the regular gross amount calculated for the deduction or tax, if applicable), enter Refund of Override Amount or Gross. To use the adjustment amount for the gross for the deduction or tax (and disregard the regular gross amount calculated for the deduction or tax, if applicable), enter Replace with Override Amount or Gross. The default of No Action will appear, but can be changed.
Click the Save button.
Once all the deduction/tax adjustments have been entered, print a listing to verify the information.