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This process is normally used when an employee is no longer employed at the district, is not getting paid on the next payroll or if the district wishes to refund the payment to the employee immediately.

1.   Go to Core/ Payroll Item.

2.   Find the employee using the grid and type in a few characters of the Last Name, First Name  or Number.  

2a. Locate the Payroll Item you will be processing the refund for and click on Image Added.     - OR -

2b. Go to the Dashboard Image Added and type in a few characters of Last name, First name or Number then click on employee from the list of names provided.

2c. Click on the Payroll Items tab.                                                                      

2d. Locate the Payroll Item you will be processing the refund for and click on Image Added.                                              

3.   Go to the Error Adjustments section and click onImage Added .                                                                                               

4.   Add the refund Amount as a negative number, a Description and a Date (If you wish to process this refund at a later time, the date should be within the period beginning and ending date of a payroll being processed not the Pay Date.  If you wish to process now leave date blank.)

 Image Added

5. Go to Processing/Payroll Item Refund.

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• • Choose the Payment Option (Check Payment)                                                                                      
  • Bank Account (Default Bank Account is defaulted or you can choose from the drop down)        
  • Starting Check Number will automatically default to the next available Payroll Check Number                           
  • Transaction Date is already defaulted to the current date. This can be changed if desired                                                                                                                                                                
  • Choose the Output  Format (XML-export file for printing or PDF)                                                                                                                                                        
  • Pay Plan (Choose from drop down)                                                                                                                                             
  • File Name is defaulted (PayrollItemRefundYYYY-MM_DD.xml) can  be changed if desired                                                                                                                                                                                        
  • Click 

26. Transfer the PayrollItemRefund.xml file to your desktop or a folder of your choosing to upload the file to your printing software to print out the check.

37. For ACH Processing:                                                                                                                                                                                             

• • Choose the Payment Option (ACH Electronic Payment)                                                                                                                                        
  • Transaction Date is already defaulted to the current date. This can be changed if desired           
  • Choose the ACH Source (Payroll ACH Transfer) from the drop down                                                                                                                                    
  • Pay Plan (Choose from drop down)                                                                                                                        
  • File Name is defaulted (ACH_BankName.txt) can be changed if desired                                                                      
  • Click      

48.Transfer the ACHSXXXXXXXX.txt file to your desktop or a folder of your choosing and upload the file to the bank’s website.     

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