| Table of Contents |
|---|
Refund a payroll item during a regular Payroll (Employee being paid during payroll)
1. Go to Core/Payroll Item/Error Adjustment 
OR
Employer Error Adjustment 
2. Click on 
, find the employee using 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 
- OR -
2b. Go to the Dashboard 
and type in a few characters of Last name, First name or Number then click on employee from the list of names provided.
...
| Info |
|---|
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 |
Refund a payroll item during a regular Payroll (Employee being paid during payroll)
1. Go to Core/Payroll Item/Error Adjustment
OR
...
Employer Error Adjustment
2. Click on , find the employee using 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 
.
3. Go to the Error Adjustments section and click on 
.
...
on
- OR -
2b. Go to the Dashboard 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 .
3. Go to the Error Adjustments section and click on .
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.)
...
| Note |
|---|
If there is an employer pickup involved ex-Medicare, check the
|
| Note |
|---|
If you want to delete the Employee or Employer Error Adjustment record, click the |
...
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, (money was sent back to district, deposit into Payroll Clearance account), 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. If no check was sent my deduction company and need to short the current payables check, then no Payables Adjustment is needed.
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.
...
- 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 
To see the Adjustments that were made for this refund, go to Core/Adjustments and search for the employee:
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, (money was sent back to district, deposit into Payroll Clearance account), 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. If no check was sent my deduction company and need to short the current payables check, then no Payables Adjustment is needed.
...
- 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
To see the Adjustments that were made for this refund, go to Core/Adjustments and search for the employee:
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, (money was sent back to district, deposit into Payroll Clearance account), 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. If no check was sent my deduction company and need to short the current payables check, then no Payables Adjustment is needed.
Adjusting Employer Paid Amount Without Refund Processing
...
- 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
...