Modules»Payroll»Task 22 - Deductions Additions…
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Last modified on 9/27/2015 8:17 PM by User.

Task 22 - Deductions Additions Master File

Enter deduction or addition codes to place on an employees record.    CAUTION: Once data is entered into a deduction code, do not delete the deduction code! Please contact us for the procedure to follow if there is a legitimate reason to delete a deduction code.

 

  • Payroll (Module 1)
    • Deduction/Addition Master File (Task 22)
      • Enter New Deduction Record (Sub-task 1). Field numbers are in bold, along with the number of characters allowed per field.

 

1. Deduction code: _____(6) Alpha-numeric.

  • Every deduction must be assigned a code.
  • In order to track the deduction history, a code must be setup and assigned to an employee's record.
  • Any sequence may be used to assign codes, example:  "VACAT" for vacation, "UNFORM" for uniform, etc.

  

2. Description: ___________(15)  Alpha-numeric

  • This description will print on deduction reports.
  • maximum of 10 characters print on paycheck stubs.

 

3. Add/Deduct: _ (1)  A (for an addition) or D (for deduction)

  • Any deduction code can be added or deducted from pay.
  • Use the add/deduct flag to tell the computer how to use this code. Enter A for an addition to pay or D for a deduction from pay.

 

4/5. FICA/MED tax: _ (1) B (for before) or A (for after)

  • Add to or deduct from gross pay before (B) or after (A) FICA taxes are calculated.
    • For additions to pay:
      • Enter B to include added pay in FICA gross upon which the tax calculation is based.
      • Enter A if added pay will not be included in FICA gross upon which the tax calculation is based.
    • For deductions from pay:
      • Enter A to calculate the deduction from FICA gross after the tax calculation is done.
      • Enter B if you want the deduction to reduce the FICA gross before tax calculation is done.

 

6. Federal tax: _ (1) B (for before) or A (for after)

·         Add/Deduct to gross pay before (B) or after (A) Federal taxes are calculated.

o        For additions to pay:

§         Enter B to include added pay in Federal gross upon which the tax calculation is based.

§         Enter A if you do not want to include added pay in Federal gross upon which the tax calculation is based.

o        For deductions from pay:

§         Enter A to calculate the deduction from Federal gross after the tax calculation is done.

§         Enter B if you want the deduction to reduce the Federal gross before tax calculation is done.

 

7. State tax: _ (1) B (for before) or A (for after)

·         Add/Deduct to gross pay before (B) or after (A) State taxes are calculated.

o        For additions to pay:

§         Enter B to include added pay in State gross upon which the tax calculation is based.

§         Enter A if you do not want to include added pay in State gross upon which the tax calculation is based.

o        For deductions from pay:

§         Enter A to calculate the deduction from State gross after the tax calculation is done.

§         Enter B if you want the deduction to reduce the State gross before tax calculation is done.

 

8. City tax: _(1) B (for before) or A (for after)

·         Add/Deduct to gross pay before (B) or after (A) City taxes are calculated.

o        For additions to pay:

§         Enter B to include added pay in City gross upon which the tax calculation is based.

§         Enter A if you do not want to include added pay in City gross upon which the tax calculation is based.

o        For deductions from pay:

§         Enter A to calculate the deduction from City gross after the tax calculation is done.

§         Enter B if you want the deduction to reduce the City gross before tax calculation is done.

 

9. Amt type $ ?: _ (1) Y (for yes) or N (for no)  Is amount of addition/deduction shown in Dollars?

·         Amount may only be shown in one of the following ways: dollars, percent, or hourly type (also see fields 10 and 11).  In fields 9 - 11, only one can be a Y, the other two must be N.

·         If there is a need to have more than one type, then enter separate records for the deduction/addition.

 

10. Amt type % ?: _ (1) Y/N/T/F/S/C   Is amount of addition/deduction shown in percent?  Only one amount type may be used - in fields 9 - 11.

  • Y (for yes) % of pay based on "INCL PAY" option
  • N (for no) Not a percent, either dollar ($) or hour (hr)
  • T - % of Net Pay, after ALL other calculations
  • F - % of Federal Withholding Tax
  • S - % of State Withholding Tax
  • C - % of City Withholding Tax

 

11. Amt type hr?: _(1)Y/N/C Is amount of addition/deduction an hourly calculation?  Only one amount type may be used - in fields 9 

  • Y (for yes)
  • N (for no)
  • C - calculated hours, then a special rate is entered

 

12. Employee amount:________(8) If the same amount of addition/deduction will be used for all employees, then enter the amount in the same format ($, %, hr.) as chosen above.

  • The amount will not be adjustable during attendance entry and editing.
  • If the amount of addition/ deduction may vary for employees, then do not enter anything for fix amount.

 

13. Per day $ cap:______(8)  Deduction/addition dollar amount that cannot be exceeded in one pay period, for a single employee. If no limit is needed, do not enter an amount.

 

14. Per day % cap: _______(8) Deduction/addition percent amount that cannot be exceeded in one pay period, for a single employee. If no limit is needed, do not enter an amount.

 

15. YTD $ cap: Deduction/addition year-to-date dollar amount that cannot be exceeded for a single employee.  If no limit is needed, do not enter an amount.  (This code must also be entered into the EmployeeRecurring Deduction file to accumulate the totals.)

 

16. YTD hrs cap: Deduction/addition year-to-date hours that cannot be exceeded for a single employee. If no limit is needed, do not enter an amount.  (See also 14: YTD % cap.)

 

17. Employer amt: Amount the employer will pay, or match amount. Enter amount in the same format chosen above ( $, %, or hr).

 

18.  YTD $ cap.  Deduction/addition year-to-date amount that cannot be exceeded on the Employer  portion.

 

19.  YTD hrs cap:  Deduction/addition year-to-date hours that cannot be exceeded on the Employer portion.

 

20. Incl reg pay: Include regular pay in calculation of percentage of deduction/addition? (Y/N).

 

21. Incl ovt pay: Include overtime pay in calculation of  percentage of deduction/addition? (Y/N).

 

22. Incl spc pay: Include special pay in calculation of percentage of deduction/addition? (Y/N).

 

23. Incl oth pay: Include other pay in calculation of  percentage of deduction/addition? (Y/N).

 

24. Ask Rate ?: Enter Y if you will need to change the regular pay rate for a particular deduction/addition.

 

25. Box # on W2: Enter a box number where certain deductions must be indicated on the W2s.

 

26. W2 Printcode: 

 

27. W2 Stat Box: Enter 2 letter code from the table for deduction status to ‘X’ in box 13 on the W2s.  .

 

28. G/L number: 5 digits numeric.

  • Enter general ledger number to use when interfacing to G/L. Use TAB to search by description.
  • The last 2 digits will be generated during the automatic interface to G/L. They will be the company number. (01 if only 1 company exists)
  • The middle 2 digits will be changed when using a deduction code that is an addition to pay. They will be the department number.