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Table of Contents

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Table of Contents


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  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  button    and delete the Amount click and then click the  button.

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Note

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.

Image Removed Image Added                                                                                                                                                                              

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7. Add the refund Amount as a negative number, a Description and a Date (If you wish to process this refund at a later time, 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 field blank.) 

8.  Click on the  button.

Image RemovedImage Added                                                                                                                             

    

Note

If there is an employer pickup involved ex-Medicare, check the box. This will update both Medicare Pickup and Medicare (employee amount paid by board) on the Employee's W2.


Note

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


89.   Initialize your payroll.  On the Pay Report you will see the refund amount:

910.   Complete the Payroll 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. 

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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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.) and click on Image Added.

Image Added

 Image RemovedImage Added

5. Go to Processing/Payroll Item Refund.

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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. 

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payables check, then no Payables Adjustment is needed. 

Note

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


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. payables check, then no Payables Adjustment is needed. 

Note

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


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

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  1. Enter the negative refund as an Employee Error Adjustment on the appropriate annuity record.
  2. Process the refund-either through payroll or as a payroll item refund.
    2. To get a detail printout of the Refund, go to Payments/Refund/Refund Payments>select employee and click 'Detail Report':
  3. Run W2 for the employee:
  4. 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.
  5. 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)
  6. 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. 
  7. Submit to ODJFS an Employer's Report of Wages Amended (Form UCO-2QRA) and/or an Employer's Contribution Report.
  8. 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).
  9. File a Statement to Correct Information (Form 941X)
  10. Refund will affect current year Earnings Register
  11. W2 will only show current year wages after adjustments and no errors.
  12. Quarter report will be in balance after adjustments with no errors3c).
  13. File a Statement to Correct Information (Form 941X)
  14. Refund will affect current year Earnings Register
  15. W2 will only show current year wages after adjustments and no errors.
  16. Quarter report will be in balance after adjustments with no errors.


Note

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


Delete Payroll Item>Error Adjustments or Employer Error Adjustments

Any unprocessed error adjustments for a refund in classic will be imported and will be displayed under the Processing/Payroll Item Refund screen.  If any record displayed is not going to be processed for a refund, go directly to the employee's Payroll Item>Error Adjustment or Employer Error Adjustment and click delete Image Added and thenImage Added.