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If there is an employer pickup involved ex-Medicare, check the
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If you want to delete the 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 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),
- 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 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.
- 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.
- 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:
- 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.
- To remove the 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 and no errors.
- Quarter report will be in balance after adjustments with no errors.
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