Employee Recurring Deduction

Payroll (Module 1)
- Employee Recurring Deduction (Task 20)
  - Enter New Deduction Record (Sub-task 1)

Below are the fields (in bold print) followed the number of characters allowed per field in parenthesis:

1. Employee # :____(4) Numeric only. The number must already exist in the Employee Master File (see Task 17).

2. Deduct Code:______(6) Up to six characters, alpha-numeric. The deduction code must already exist in the Deduction/Addition Master File (see Task 22).

3. Amt type $ ?:_(1) Y/N. In fields 3 - 5, only one can have a Y.

Enter Y if the amount will be a dollar amount. N is entered for percent and hourly amounts .
The amount type must be the same as in the Deduction Master File (see Task 22 - field 9).

4. Amt type % ?:_(1) Y/N. In fields 3 - 5, only one can have a Y.

Enter a Y if the amount will be a percent amount. N is entered for dollar and hourly amounts.
The amount type must be the same as in the Deduction Master File (see Task 22 - field 10).

5. Amt type hr?:_(1) Y/N. In fields 3 - 5, only one can have a Y.

Enter a Y if the amount will be an hourly amount. N is entered for dollar and percent amounts.
The amount type must be the same as in the Deduction Master File (see Task 22 - field 11).

6. Fixed amt?: _(1) Y/N

Enter Y if the amount can not be overridden and changed during Attendance Entry (Task 1)
Enter N if the amount can be changed during Attendance Entry (Task 1)

7. Deduct Amt :______(8) Numeric.

Enter as amount type (of fields 3-5 that has a Y) chosen above ($,%,hr), with enough digits for two‑decimal‑place accuracy; i.e.:
- if $100.00 enter: 10000
- if 10 hrs enter: 1000
- if 10% enter: 1000
The amount entered will be displayed as negative, if the deduction code is set up in the Deduction Master File as a deduction from pay.
The amount entered will be displayed as positive, if the deduction code is set up in the Deduction Master File as an addition to pay.

8. Employer Amt_______(8): Numeric.

· Enter as amount type chosen above -fields 3-5 ($,%,hr), with enough digits for two‑decimal‑place accuracy. i.e.:

if $20.00 enter: 2000

if 2 1/2 hrs enter: 250
if 2% enter: 200

9. Misc bal: ______(8) Numeric.

Enter balance of amount owed by employee.
This amount will decrease with each payroll deduction.
The "Deduct Type"-field 10, must be set to "2" to cause a deduction to subtract from this balance.
The deduction will stop when the balance is zero.

10. Deduct typ:_ (1) Enter 1 or 2.

Enter 1 for standard deductions.
Enter 2 for temporary deductions that decrease "Misc Balance" above.

11. Deduct Freq: _(1) Enter 1 through 9

Using the chart that appears on the right of the screen, select when the deduction should be taken from the pay period used.

Note: Prior to producing a payroll and entering information into Attendance Entry & Editing - Task 1, Sub-task 1 another program must be run. This program is Sub-task 5 (Set Pay Ending Date/Deduction Frequency) in Task 1. The Frequency codes entered here must match the Frequency Codes entered for a pay period before the system will take the Deduction.

12. YTD $ limit:_______(8) Numeric. Maximum amount that is allowed

13. YTD $ amt: ______(8) Numeric.

The amount in this field will be updated automatically each time this deduction/addition is taken.
It will be compared to field 12 - YTD $ Cap, for determining the dollar limit cutoff. Once the cap amount is met, the deduction will no longer be deducted.

14. YTD hrs. limit:______(8) Numeric. Maximum hours allowed.

15. YTD hrs amt:______(8) Numeric.

The hours in this field will be updated automatically each time this deduction/addition is taken.
It will be compared to field 14 - YTD hrs. Cap, to determine the hour limit cutoff. Once the cap hour is met, the deduction will no longer be deducted.

16. Ask rate?: _ (01) Y or N. Should the hourly rate be asked for this deduction/addition during Attendance Entry & Editing (Task 1)?

17. Company Hlim:________(8) Numeric. YTD Employer hours limit.

18. Company $lim:________(8) Numeric. YTD Employer dollar limit.