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Refund a Payroll Item During a Regular Payroll (Employee Being Paid During Payroll)
In order for a refund to be processed, the Payroll Item>Pay Cycle must match the Pay Cycle entered when the payroll is initialized. For example - Payroll Item>Pay Cycle is set to 'Split between first and second pay of the month.' The Pay Cycle selected when the payroll is initialized is the 'Third Pay of the month.' This refund will not be processed during this payroll because the 'pay cycles' do not match. This refund would be processed during the third payroll of the month.
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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 |
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 , find the employee using a few characters of the last name, first name, or numberLast Name, First Name or Number.
2a. Locate the Payroll Item you will be processing the refund for and click on 
- OR -
2b. Go to theDashboard Dashboard 
and and type in a few characters of last Last name, first First name or number and then select the 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. Enter Add the refund amount ( Amount as a negative number), a description, Description and a date Date (optional). If you wish to process this refund at a later time, the date should be within the Start Date and Stop Date of the payroll you wish the refund to be included in - 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. |
5 Click on the button.
6. If there is an employer error adjustment Employer Error Adjustment involved, you will need to go scroll to the Employer Error Adjustment section and click on 
.
7. Enter Add the refund amount ( Amount as a negative number), a description, Description and a date Date (optional). If you wish to process this refund at a later time, the date should be within the Start Date and Stop Date of the payroll you wish the refund to be included in - period beginning and ending date of a payroll being processed not the Pay Date. If If you wish to process now , leave date Date field blank.)
8. Click on the button.
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If there is an employer pickup involved , such as ex-Medicare, check the
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If you want to delete the Employee or Employer Error Adjustment record, click the |
8. Initialize the Initialize your payroll. View On the Pay Report to verify you will see the refund amount.:
9. Complete the payroll Payroll processing.
Outstanding Payables
10. Once the refund is postedprocessed, 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 remove the amount of the refund from the payable totaldo so, go to the Payables Adjustments tab to create an offsetting entry. Click Create. Then , 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.
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Refunding a Payroll Item
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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.
1. Go to Core>Payroll Item>Error Adjustment
OR
>Employer Error Adjustment Core/ Payroll Item.
2. Click on . Find the employee using Find the employee using the grid and type in a few characters of the last name, first name, or numberLast Name, First Name or Number.
2a. Locate the Payroll Item you will be processing the refund for and click on on . - OR -
2b. Go to theDashboard and Dashboard 
and type in a few characters of last Last name, first First name or number and then select the 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. Enter Add the refund amount ( Amount as a negative number), a description, Description and a date Date (optional). If you wish to process this refund at a later time, the date should be within the Start Date and Stop Date of the payroll you wish the refund to be included in - period beginning and ending date of a payroll being processed not the Pay Date. If you wish to process now , leave date blank.)
5. Go to Processing/Payroll Item Refund.
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- 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.
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Processing/Payroll Item Refund
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- 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
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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.
Refund of a Prior Year Annuity and
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processing as prior year wages
- Deposit the refund check into the payroll account.
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