Employee Deductions Page

Use this page to add, change, or delete deductions, benefits, and combinations. You can enter up to a maximum of 200 records for each employee. You can include a deduction and its related benefit in the same record where appropriate.

From this page, you can also perform the following functions:

Set up direct deposit deductions for payroll checks.
Update deduction/benefit accruals.
Display a page for creating deductions for a U.S. Savings Bond purchase.
Display a page to add and maintain Child Support garnishment addendums.

Menu Path

From the Human Resources menu, select Entry & Processing. From the Employee menu, select Employee Deductions.

Updating Deduction Records

The Human Resources system allows you to maintain up to 200 individual records per employee. Besides standard deductions/benefits, this includes:

Direct deposits for payroll checks
Deductions for U.S. Savings Bond purchases
Child support garnishments

Page Sections and Tabs

The Employee Deductions page includes Search Criteria for searching for records and a List section for displaying them. The Employee Deduction Information section displays at the bottom of the page with a general section for defining a deduction and the following tabs:

Tab

Description

Employer

Defines an employer-paid benefit.

Bank

Stores information for a deduction for direct deposit of paychecks. Access to this tab depends on your security resources.

Accruals

Displays accrued deduction and benefit totals for the most recent payroll (Current) and the following to-date periods:

Month
Quarter
Year
Fiscal
Inception

Action Bar Items

The Action Bar on the Employee Deductions page displays the following items:

Item	Description
View Bond	Displays the Bond Information page for a deduction used to purchase a Savings Bond. For details, refer to Employee Deductions Page.
Addendum	Displays the Deduction Addendum page for a deduction that is being used for Child Support Garnishments. For details, refer to Child Support Garnishments.

Add Deductions or Benefits for Multiple Employees

On the Employee Deductions page, select Add New.
Select Continuous.
In the Employee Deduction Information section, complete the fields in the general section.
Complete the Employer, Bank, and Accruals tab fields, as needed.
Click Accept to save the record.
Repeat Steps 3-5 for each additional record.
After adding the last record, click Back to return to the Search Criteria section.

Update Deduction or Benefit Records for Multiple Employees

On the Employee Deductions page, enter criteria identifying the records to update and click Search.
If needed, select Advanced to perform an advanced search.

If you enter the Employee Number of an individual employee, all of the employee's deduction/benefit records will display.
If you enter a Deduction code, a record will display for each employee with this specific deduction/benefit.
To sort the records found in your search, click a column header in the List section. The records will organize alphabetically by the header selected.
Select the first record to update, and then click Accept.
Remember that you will be working down the list from your selected record.
Select Continuous. Skip this step if you are only updating one record.
Update the desired fields.
Click Accept.
If Continuous is selected, the next record from the List section displays.
Repeat Steps 5-6 for the next record.
If the selected record does not need to be changed, click Accept to save it and display the next record from the list.
After you save the last record, click Back to return to the Search Criteria section.

Delete Multiple Deduction or Benefit Records

On the Employee Deductions page, enter criteria identifying the records to update and click Search.
If needed, select Advanced to perform an advanced search.

If you enter the Employee Number of an individual employee, all of the employee's deduction/benefit records will display.
If you enter a Deduction code, a record will display for each employee with this specific deduction/benefit.
To sort the records found in your search, click a column header in the List section. The records will organize alphabetically by the header selected.
Select the record you want to delete, click Delete, and click Yes.
When you finish, click Back to return to the Search Criteria section.

Field Descriptions

Employee Deduction Information Section

Field	Description
Employee Number	The employee's ID number.
Deduction	Code identifying the deduction/benefit, as defined in the Deduction table. This field cannot be changed when updating a record.
Status	Determines whether a deduction should be processed in pay runs. Select: A - Active I - Inactive
Deduction Account	The vendor-assigned number identifying the employee's account. For example, the employee's life insurance policy or health plan number. This is not the same as a group policy number, though you can use a group number if no other number is assigned. These account numbers appear in the Payroll Information, Monthly Deduction Summary, and Personnel Information reports. The entry in this field is for information purposes only unless you use the Employee Benefits System. In this case, you can enter the deduction record's benefit amount. The system then uses the Deduction Account field to update the Coverage field on the Employee Benefit Information page.
Check Indicator	List menu to determine whether the deduction should be taken from the employee's first and second paychecks when multiple checks are issued in the same pay run. Select: X - 1st Check Only (the deduction applies to the first paycheck) S - 1st and 2nd Check (the deduction applies to both paychecks)
Start Date	The date when the deduction takes effect. The system processes the deduction when any date within a pay period falls on or after this date. If you leave the field blank, the deduction begins with the next pay run. For example, if you want a deduction to be taken for a pay period from 10/12/2022 through 10/25/2022, the start date must be 10/25/2022 or earlier.
Stop Date	The date to stop processing the deduction. The system processes the deduction if its stop date falls within or after a pay period's ending date. If the deduction is to be processed every time the employee is paid, leave the field blank. Deductions also depend on other settings, such as the Deduction Frequency and Maximum Method fields in the deduction table record and the Maximum Deduction field in the Employee Deductions page. For example, if you want a deduction taken for a pay period from 10/12/2022 to 10/25/2022, the stop date must be 10/25/2022 or later.
Deduction Amount Or Rate	The amount or percentage of the deduction or benefit depending on the deduction method stored in the deduction table. Refer to Deduction Method and Deduction Amount/Rate for more information.
Maximum Deduction	The maximum cumulative amount that can be deducted in the period identified in the Maximum Method field of the deduction table record: Year to Date, Inception to Date, or Fiscal Year to Date. When this ceiling is reached, the deduction stops. If the record also includes an employer-paid benefit, the benefit can continue, depending on the settings in the deduction section's Stop Date field and deduction table record Maximum Benefit field.
Arrears	The balance owed by the employee when a pay run's after-tax earnings cannot cover the deduction amount. The system adds the arrears amount to the current deduction in the next pay run. Use of this field depends on the Maintain Arrears option in the related deduction table record: If Maintain Arrears is selected, a balance due is automatically updated in the Arrears field. During the next pay run, the system deducts the arrears amount in one lump sum as long as the earnings cover taxes and higher priority deductions. If it is not selected, balances are not recorded. If you want an amount due deducted in a pay run, enter it in the Arrears field before processing the run. Example 1: The deduction amount is $40 in a table record with Maintain Arrears selected. After taxes and other deductions in a pay run, an employee has only $30 remaining. The system deducts the $30 and updates the Arrears field with the $10 due. In the next pay run, a total of $50 ($40 + $10) will be deducted, provided there are sufficient funds. Example 2: An employee takes two weeks without pay. If Maintain Arrears is not selected and the biweekly deduction is $125, enter this amount in the Arrears field. The next pay run will take $250 ($125 + $125). You can also address this situation by entering 2.00 in the Number of Times field.
Number of Times	The number of times a deduction can be taken in the same pay run. Enter the desired value if a deduction must be taken twice or more. This entry only applies to one pay run. After the system processes the deductions, the field resets to the 1.00 default.
Additional Gross	The amount to add to the employee's gross to calculate the deduction. This field only applies if the deduction table's Method field is set to M - % Plus Additional Amount. The equation for determining the deduction gross is: Deduction Gross = Original Deduction Gross + Additional Gross
Continuous	Select Continuous to assign a series of deductions to an employee without clicking Add New each time.

Deduction Method and Deduction Amount/Rate

The following table lists the deduction method and the corresponding deduction amount/rate.

Deduction Method

Enter...

R - Employee %

The decimal value of deduction percentage (.05 = 5%).

S - Employee Amount

The dollar amount of the deduction.

Other Methods

Zero to use the deduction table rate or amount.

or

The amount or percentage to override the table value.

Employer Tab

The following fields enable you to set up an employer-paid benefit:

Field	Description
Benefit Effective Date	The date that the benefit takes effect. This date only applies to the Employee Benefits System. If you are using Employee Benefits, information from the Deductions page is copied to the employee's benefit record in Employee Benefits as of the effective date.
Benefit Amount Or Rate	The flat amount or a percentage of the employee's pay. Use this field if the benefit amount/rate varies from employee to employee. If it is the same for most employees, you can use the table record to set the amount/rate and appropriate benefit method. This eliminates the need to set these values for each employee with this benefit. Your entry depends on the Benefit Method identified in the Deduction table. Refer to Benefit Method and Benefit Amount/Rate for more information.
Maximum Benefit	The maximum cumulative amount the employer can pay in the period identified in the Maximum Method field of the deduction table record is year-to-date, inception-to-date, or fiscal-to-date. When this ceiling is reached, the benefit stops. For benefits that do not have a ceiling, enter zero.
Additional Gross	The amount to add to the employee's gross to calculate the benefit. This field only applies if the Deduction table's Benefit Method is set to M - % Plus Additional Amount. The equation for determining the benefit gross is: Benefit Gross = Original Benefit Gross + Additional Gross
Encumbrances Remaining	The number of times for encumbering the benefit during the remainder of the fiscal year. The system tracks the encumbrances and reduces this field by 1 with each pay run where the benefit is assessed. The benefit will not be encumbered in subsequent pay runs when the field reaches zero. This field only applies to benefits with amount methods (A - Table Amount or S - Employee Amount). In addition, you must select the Encumber Benefits option in the benefit's deduction table record.

Benefit Method and Benefit Amount/Rate

The following table lists the benefit method and the corresponding benefit amount/rate.

Benefit Method	Enter...
P - Table %	The percentage to override the table percentage.
A - Table Amount	The dollar amount to override the table amount.
S - Record Amount	The dollar amount
R - Record %	The percentage

Enter a percentage as a decimal (5% = .05).

Bank Tab

The following fields are used to set up an employee's direct deposits. Access to the Bank tab depends on your security resources. For information on direct deposits, refer to Deduction Table.

20.11 and later, dependent on the Employee Access Center (EAC) version. Direct deposit records may have attachments with bank information, such as a voided check image.

Field

Description

Bank

The code identifying the bank for depositing the employee's pay, as defined in the Bank table.

Transaction Code

The special code used in issuing prenotes to test direct deposits.

22 - Checking Deposit: Activates direct deposit to checking account.
23 - 2nd Checking Prenote: Enables bank to issue final checking prenote.
24 - Checking Prenote: Enables bank to issue first checking prenote.
32 - Savings Deposit: Activates direct deposit to the savings account.
33 - 2nd Savings Prenote: Enables bank to issue final savings prenote.
34 - Savings Prenote: Enables bank to issue first savings prenote.

If a bank requires one or two prenotes to validate deposit information, select the prenote option for savings or checking that matches the bank account type. If the bank does not require prenotes, you can immediately set up the direct deposit by assigning code 22 for checking or 32 savings.

For example, for a direct checking deposit where the bank requires two prenotes, select 24. The Create Bank Prenote option changes the code to the next lower level, 23. When you run the prenote tape option again for the bank, the code changes to 22. This activates the direct deposit for your next pay run.

Bank Account

The employee's checking or savings account number for direct deposits. If you set up direct deposits to multiple accounts, create a separate employee deduction record for each deposit.

If direct deposit deduction records do not add up to the total net pay, a manual check will be issued for the difference.

Accruals Tab

The following fields store cumulative amounts for the periods indicated.

You can clear accrual balances using the following options:

Clear Monthly Totals
Clear Quarterly Totals
Fiscal Process
Calendar

You can only clear Inception-To-Date in the Accruals tab.

Field	Description
Deduction	The deduction amounts for the current, month-to-date, quarter-to-date, year-to-date, fiscal-to-date, and inception-to-date periods. The system clears the Current field at the beginning of every pay run and enters the current deduction amount during payroll processing. The other deduction accrual fields hold the cumulative totals for the periods indicated, including the amount from the most recent pay run. The system uses the inception-to-date accrual to determine when to purchase savings bonds. Do not clear this field if the deduction is for a bond.
Benefit	The Benefit amounts for the current, month-to-date, quarter-to-date, year-to-date, fiscal-to-date, and inception-to-date periods.
Ded(uction) Salary	The gross salaries subject to the deduction or benefit for the current, month-to-date, quarter-to-date, year-to-date, and fiscal-to-date periods. Each period has its Deduction Salary field.