Employee Information Deductions Page

View Bond

Displays the Bond Information page for a deduction used to purchase a Savings Bond.

Addendum

Displays the Deduction Addendum page for a deduction used for Child Support Garnishments.

Start Date

Enter the date the deduction takes effect. Do not enter a Stop Date.

Deduction Amount/Rate

Enter the per pay period deduction amount to apply toward the purchase.

Maximum Deduction

Enter the purchase cost of half the bond's redeemable value upon maturity. When payments reach this limit, the system stops deducting.

Last Name

The last name of the bond recipient. You may include a suffix, such as JR or SR.

First Name

The first name of the bond recipient. You may include the middle name or the initial after the name.

Address 1-2-3

The bond recipient's address: line 1 for the street number and name, line 2 for additional address information, and line 3 for the city and state abbreviation.

Zip Code

The five or nine-digit postal code.

Social Security

The recipient's Social Security number.

Bond Cost

The purchase cost.

The system uses this value to determine when the employee has accumulated the purchase cost. The list includes standard purchase amounts from $25.00 to $10,000.00.

Co-owner/ Beneficiary Type

Identifies whether the bond has a co-owner or beneficiary. The list includes the following selections:

• Beneficiary

• Co-owner

Co-owner or Beneficiary

The name of the co-owner or beneficiary, if applicable.

Employer

Defines an employer-paid benefit.

Bank

Stores information for a paycheck direct deposit deduction.

Accruals

Displays accrued deduction and benefit totals for the following:

• Current: The most recent payroll only

• Month to date

• Quarter to date

• Year to date

• Fiscal to date

• Since the inception of the deduction or benefit

Deduction

The code identifying the deduction or benefit, as defined in the Deduction table.

Status

List menu to determine 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.

The limit is 10 characters.

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 taken for the pay period from 10/12/2022 through 10/25/2022, the start date must be on or before 10/25/2022.

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/Rate

The amount or percentage of the deduction or benefit depending on the deduction method stored in the deduction table.

The limit is 12 digits, with six digits before and six after the decimal point.

Refer to the Deduction Method and Deduction Amount/Rate section 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.

The limit is 10 digits, with eight digits before and two after the decimal point.

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.

The limit is 10 digits, with eight digits before and two after the decimal point.

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, provided 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 $30 and updates the Arrears field to reflect 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 of unpaid leave. 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 needs to be taken two or more times. This entry only applies to one pay run. After the system processes the deductions, the field is reset to its default value of 1.00.

The limit is four digits, with two digits before and two after the decimal point.

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.

The limit is 10 digits, with eight digits before and two after the decimal point.

Continuous

Select Continuous to assign a series of deductions to an employee without clicking Add New each time.

R - Employee %

The decimal value of the 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.

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 or rate varies by 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.

The limit is 12 digits, with six digits before and six after the decimal point.

Refer to the Benefit Method and Benefit Amount/Rate section 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.

The limit is 10 digits, with eight digits before and two after the decimal point.

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.

The limit is 10 digits, with eight digits before and two after the decimal point.

Encumbrances Remaining

The number of times the benefit is encumbered during the remainder of the fiscal year. The system tracks encumbrances and reduces this field by 1 with each pay run in which 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.

The limit is two digits.

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

Bank

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

Transaction Code

The special code used to issue prenotes for testing 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 the bank account type that matches. If the bank does not require prenotes, you can set up direct deposit immediately by assigning code 22 for checking or 32 for savings.

For example, for a direct checking deposit that 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.

The limit is 17 alphanumeric characters.

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 show cumulative totals for the indicated periods, including amounts from the most recent pay run.

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 deductions or benefits for the current, month-to-date, quarter-to-date, year-to-date, and fiscal-to-date periods. Each period has its Deduction Salary field.