Employee Master Scheduled Deductions Maintenance

Use Employee Scheduled Deductions Maintenance to assign payroll deductions to one or more employees.

Tips:

• This program is very similar to the Employee Scheduled Deductions Area in Employee Maintenance, which automatically fills in the Employee Number for you.  However, with this program (called from the menu) you can select any Employee Number without exiting the window.  This program is more convenient if you need to maintain the deductions for several employees at once.

• 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:

To see directions for...

• Opening Employee Master Scheduled Deductions Maintenance, click More.

   

  1.  Click Payroll from the Menu Bar.

  2.  Click Employee File Maintenance.

  3.  Click Employee Master Scheduled Deductions.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [p] [e] [s].

   

  Employee Master Scheduled Deductions Maintenance Window Example:

  

   

• Adding Scheduled deductions for an employee, click More.

  Employee Master Scheduled Deductions Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Employee Number	Enter the Employee Number assigned to this employee.  (up to 7 digits) Required Tip:  If you omit leading zeros, the system automatically fills them in.
  Employee Name	Displays the Employee First Name and MI and the Employee Last Name for your reference.
  Employee's Deduction Code	To add a new Deduction Code to the drop-down list for this employee, click Search to see a list of valid deduction codes.  From the Search List, you can double-click a code to add to employee. Keyboard shortcut:  [CTRL + f] Or, to edit click the Deduction Code in the drop-down list.  (3.0, predefined) Tip:  You can assign as many Deduction Codes as needed to an employee.
  	To update the new or changed information, click Save, or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save changed records.
  	You can use Search to view all of the existing employees.  From the Search list you can select an employee to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing employee, enter the Employee Number and click Retrieve, or press [ENTER]. Keyboard shortcut:  [ALT + t]
  Deduction Amount	Enter the Deduction Amount for this Deduction Code.  (5.2 numeric) Tips: 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) Tips: 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 earlier in this topic. 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 earlier in this topic.
  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. Tip:  Refer to the Savings Bond example earlier in this topic.
  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 Tip:  For more information, refer to the examples earlier in this topic.
  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) Tip:  To see a list of valid Send Codes and Prenote Codes, click the field hyperlink.
  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 earlier in this topic.
  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.

   

• Editing scheduled deductions for an employee, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Employee Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Employee Number, you can click Search  to see a list of employees.

  2.  Click to select the deduction code to edit.

  3.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  4.  Enter the data changes.

  5.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Removing scheduled deductions for an employee, click More.

   

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

  1.  To display the record to be changed, enter the Employee Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Employee Number, you can click Search  to see a list of employees.

  2.  Click the Deduction Code in the drop-down list.

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

  4.  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.

  

   

• 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.

  

   

• 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.

  

   

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