Table of Contents

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Note

If there is an employer pickup involved ex-Medicare, check the box. This will update both Medicare Pickup and Medicare on the Employee's W2.

Note
If you want to delete the Employee or Employer Error Adjustment record, click the button .

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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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- 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 desired.
- Choose the Output Output Format (XML-export file for printing or PDF)
- Pay Plan (Choose from drop down)
- File Name is defaulted (PayrollItemRefundYYYY-MM_DD.xml) can can be changed if desired desired.
- Click

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Note

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 located under Unpaid Error Adjustments is used to select all Payroll Item Refund records displayed on the screen for payment. If any record displayed is not going to be processed for a refund, click the the button and delete the Amount click and then click the button.

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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 and remove the Negative annuity warning on the employee's W2:
Increase the MTD, FYTD, QTD & YTD total gross on the Federal, Ohio, OSDI, Medicare & City Tax Record (if they originally honored the annuity),
2. 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 contacted when determining what type of annuities the city honors. Based on 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.Image Removed
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.

Refund of a Prior Year Annuity and processing as prior year wages

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Enter the negative refund as an employee adjustment on the appropriate annuity record.
Process the refund-either through payroll or as a payroll item refund.
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3. To get a detail printout of the Refund, go to Payments/Refund/Refund Payments>select employee and click 'Detail Report':
Run W2 for the employee:
Use Core/Adjustments to
To remove the refund amount from prior year from current year wages: **Warning Payroll Item 513: Negative annuity on file for this employee. Assuming zero.
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To remove the Prior Year Refund from current year, Prior Year Refund from current year, use Core/Adjustments, add negative Total Gross, Applicable Gross, Amount Withheld and Board's Amount of payroll item withheld and/or Medicare Pickup, use Board's Pickup Amount of Payroll Item, to the Payroll Items that were affected by the refund. (Use the adjustments created for the Refund to back out the prior year refund amounts)
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
Submit to ODJFS an Employer's Report of Wages Amended (Form UCO-2QRA) and/or an Employer's Contribution Report.
Submit to IRS a Statement of Corrected Income and Tax Amount (Form W-2c) and a Transmittal of Corrected Income and Tax Amount (Form W-3c).
File a Statement to Correct Information (Form 941X)
Refund will effect current year Earnings Register
W2 will only show current year wages after adjustments
Quarter report will be in balance after adjustments