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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 Click on the 
button.
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In order for a refund to take place the Payroll Item Pay Cycle must be the Pay Cycle that is being processed on the Payroll. Example- Payroll Item Pay Cycle is set as Split Between First and Second Pay of the Month. The payroll being processed is the Third Pay of the month. This refund will not be processed during this pay because the Pay Cycle does not match and therefore the refund would not be processed until the next payroll processed for first or second pay of the month. |
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If there is employer pickup involved ex-Medicare, Retirement, etc. check the
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If you want to delete the entire Employee or Employer Error Adjustment record click the |
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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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- Remove negative from annuity accumulators (MTD,QTD,FYTD,YTD). This will remove the negative amount from the accumulators on the payroll item.
- Increase the QTD & YTD total gross on the Federal, Ohio, OSDI, & City Tax Record (if they originally honored the annuity),
- Here are the rules: Identify how the city honors annuities by checking the appropriate box in the various Honor Annuities fields. The city tax agency should be contracted when determining what type of annuities the city honors. Based on the this configuration, it honors Non Wages 125, which is Payroll Item 526.
- These adjustments will balance W2
- Run the W2 report & confirm there are no errors.
- Run Quarter Report, Totals Summary > QTD Total and YTD Total will be off by the Refund from Prior Year adjustments of $175.90 and show a message of *** CALCULATED ADJUSTED GROSS DIFFERENT THAN TOTAL ADJUSTED GROSS FROM FEDERAL RECORDS *** And Total Annuities increased by $175.90
Outstanding Payables
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.
Adjusting Employer Paid Amount Without Refund Processing
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