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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.)
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6. If there is an Employer error adjustment involved you will need to scroll to the Employer Error Adjustment section and click on 
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Once the refund is processed, the amount is placed in Processing>Process Outstanding Payables. If the amount of the refund should not affect the payable total, a Payables Adjustment should be posted. To do so, go to the Payables Adjustments tab to create an offsetting entry. Click Create, enter the Employee, the Payroll Item, the Employee Amount and/or Employer Amount, and a Description. Click Save. |
Refunding a Payroll Item in USPS-R Without Processing a Payroll-(Employee no longer being paid)
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.
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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.)
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
6. 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.
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- 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
8.Transfer the ACHSXXXXXXXX.txt file to your desktop or a folder of your choosing and upload the file to the bank’s website.
To get a detail print out of the Refund of Payroll Item for this employee, go to Payments/Refund/Refund Payments, select the employee and click on 
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Any unprocessed error adjustments for a refund in classic will be imported and will be displayed under the Processing/Payroll Item Refund screen. The check box |
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