Employee Master Maintenance - Employee Master Scheduled Deductions Area

Use the Employee Scheduled Deductions Area in Employee Maintenance to assign payroll deductions to an employee.  

Tips:

• To delete an employee, the Deduction Amount Totals for the employee must be zero.

• If you need to change scheduled deductions for many employees at once, you may find it more convenient to use Employee Scheduled Deductions Maintenance, which is a similar program on the Employee File Maintenance Menu.  There you can enter the next employee number without exiting the window.

• You must create an employee deduction even if the deduction/fringe is paid entirely by the employer.  In this case you will create an employee scheduled deduction with a deduction amount of .00.  Nothing will be withheld from the employee's check, but this allows the employer paid fringe to be calculated.

Directions:

For information about...

• To Open the Employee Scheduled Deductions Area:

1.  Open Employee Maintenance.

2.  Click Scheduled Deds Master in the Menu.
Keyboard shortcut:  [ALT + c]

• Adding/Editing Employee Scheduled Deductions, click More.

   

  Scheduled Deductions Area Prompts
  Employee's Deduction Code	To add a new Deduction Code to the drop-down list for this employee, click Search . Keyboard shortcut:  [CTRL + f] Or, to edit a deduction click the Deduction Code in the drop-down list.  (3.0, predefined) Note:  You can assign as many Deduction Codes as needed to the employee.
  Deduction Amount	Enter the Deduction Amount for this Deduction Code.  (5.2 numeric) Notes: Depending on the Deduction Method, the Deduction Amount can be treated as a dollar amount, a percent, or a multiplier. The amount defaults to the value of the Deduction Standard Amount.
  Roll/Max Amount	Enter either a maximum or revolving dollar amount, as explained below.  (7.2 numeric) Tip:  The Roll/Max Amount works in conjunction with the Roll/Max Flag.  To enter an amount for a... Year-to-date (YTD) dollar maximum, then set the Roll/Max flag to 1 - Maximum.  The Roll/Max Amount determines the maximum amount deducted for the employee within the current year.  Refer to the 401K example in the Examples section. Revolving dollar amount, then set the Roll/Max flag to 2- Revolving Deduction.  The Roll/Max Amount determines the trigger-point for making payment to a vendor and resetting the cycle.  Refer to the Savings Bond example in the Examples section.
  Roll Balance	Displays the current Rollover Balance if the Roll/Max Flag is 2 - Revolving Deduction.  (7.2 numeric) Caution:  Normally this value is updated by the system and does not need to be edited. Note:  Refer to the Savings Bond example in the Examples section.
  Deduction Method	To identify how a Deduction Amount is processed, click one of the Deduction Method Codes in the drop-down list.  (1.0 predefined)
  Roll/Max Flag	To identify how the Roll/Max Amount is processed for a deduction balance click one of the following codes in the drop-down list:  (1.0 numeric - predefined) 0 - No Maximum, or Roll 1 - Maximum 2 - Revolving Deduction Note:  For more information, refer to the Examples section.
  DD Tran Code	To identify how the Deduction Amount is processed, click one of the Direct Deposit Transaction Codes in the drop-down list.  (2.0 predefined) Tips: To see a list of valid Send Codes and Prenote Codes, click the field hyperlink. For more information about direct deposit, see the Advanced Feature - Setting Up Direct Deposit topic.
  Account Number	If applicable, enter the Employee Bank Account Number for direct deposit of the Deduction Amount.  (up to 17 characters) Example:  The employee may not choose to deposit the net pay into his or her checking account; however, he or she can still deposit a regular deduction to a Savings Account.  See the Savings Account example in the Examples section above.
  Prenote Date	Enter the Prenote Date if you specified a direct deposit Account Number for the deduction.  (MM/DD/CCYY)
  Scheduled Periods	The Scheduled Period selections default to the standard periods assigned to the Deduction Code.  You can override the periods in which a deduction is processed by selecting or de-selecting the box next to each period.
  	To update the new or changed information, click Save, or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save the new or changed Scheduled Deductions information.
  	To return to the main Employee Maintenance window, click Done. Keyboard shortcut:  [ALT + d]

   

• Removing Employee Scheduled Deductions, click More.

   

  Caution:  Removing a Deduction Code from an employee also deletes any associated Deduction Amount Totals.

  1.  To display the record to be deleted, click the Deduction Code in the drop-down list.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.
  
  

   

• Savings Account Example:  To see an example of a savings account deduction with direct deposit, click More.

   

  In the example below, the employee contributes the Deduction Amount of $50.00 each pay period.  The amount is directly deposited into the employee's savings account specified by the Account Number.

  Example:

  

   

• 401K Example:  To see an example of a 401K retirement account deduction with a maximum limit, click More.

   

  In the example below, each pay period the employee contributes the Deduction Amount of 1% of the gross pay for 401K.  If the employee's total deductions reach the maximum amount (Roll/Max Amount) of $1500.00 within the current year, the deductions cease.  Next year, the deductions start up again.

  Example:

  

   

• Savings Bond Example:  To see an example of a savings bond deduction using a revolving (or rolling) amount, click More.

   

  In the example below, the employee contributes the Deduction Amount of $5.00 per pay period toward the purchase of U.S. Savings Bonds.  The system automatically updates the Rollover Balance with the total amount deducted so far in this roll cycle ($25.00 in this case).  When the Rollover Balance reaches the revolving amount (Roll/Max Amount) of $35.00, the Revolving Deduction Rollover process automatically resets the Rollover Balance to zero and the Revolving Deduction Report triggers the employer to purchase a Savings Bond for the employee.  The employee continues to contribute $5.00 each pay period, and when the Rollover Balance again reaches $35.00, another Savings Bond is purchased.  This cycle repeats indefinitely.

  Example:

  

   

• Employee Pay Direct Deposited with Scheduled Deductions:  click here.