Employee Master Maintenance - Employee Master Scheduled Deductions Area

Use the Employee Master Scheduled Deductions Area in Employee Master Maintenance to assign payroll deductions to an employee.  The table in the Prompts section below describes the fields in this area.

Tips:

• To delete an employee at the main Employee Master Maintenance window, 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 Master Scheduled Deductions Maintenance, which is a similar program called from the Employee File Maintenance Menu.  There you can enter the next Employee Number without exiting the window.

Directions:

For information about...

• Opening:  To display the Employee Master Scheduled Deductions Area:

1. Open Employee Master Maintenance.

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

• 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:

  

   

• Field Prompts:  To see the prompts for maintaining the fields in the Scheduled Deductions Area, click More.

   

  Scheduled Deductions Area Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Employee's Deduction Code	Click the Deduction Code in the drop-down list.  (3.0, predefined) Notes: You can assign as many Deduction Codes as needed to the employee. To add a new Deduction Code to the drop-down list for this employee, click Search for a valid code. Keyboard shortcut: [CTRL + f]
  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 Master Maintenance window, click Done. Keyboard shortcut:  [ALT + d]

   

• Removing Deduction Codes:  To see how to remove a Deduction Code from the list assigned to the 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 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.