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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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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, (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.
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Enter the refund Amount as a negative figure. A Description can be added if desired.
3.. Click 
**If a refund Adjustment for the board is not processed through a pay, you will need to manually update USAS as there is not a file that is created when processing using Adjustments. This amount will not show in Employer Distribution.
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**If there is employer pickup involved ex-Medicare, you may also need to add an Adjustment for Type- Board Pickup Amount of Payroll Item. This will update both the Employee paid portion by the board and the Board's Pickup Amount of Payroll Item.
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Refund of a Prior Year Annuity and processing as current year wages
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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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