...
- Click on the
modify button
On the Payroll Item screen you will click the 
under the Error Adjustment field
- You will enter the refund amount in the Amount field as a negative figure (ex. -80.00)
- Description of this refund can be entered in the Description field
- A particular Date for this refund to be paid can be entered in or chosen(Between Beginning and Ending Date) of payroll. If left blank the refund can be processed immediately.
- Click
Process a Payroll Item Refund
To process a refund go to Processing/Payroll Item Refund
Click on 'View' 
to view the Payroll Item to be refunded or 'Edit' 
to update the refund record.
Select the employee to be refunded by enter a
in the check box:
Then click on
OR
...
- Bank Account: Can use the
to select Bank Account for processing - Starting Check Number: Leave blank to automatically increment highest current number
- Transaction Date: Current date is default (If adding a date it must be within the current open posting period)
- Choose your Output Format
- XML (Export) The 'XML' option of 'Output Format' is used when printing with outside printing software which will use the Bank Account information entered under Core<Bank Accounts.
- PDF (Print)
- Select a Pay Plan:
- Biweekly
- Semi-monthly
- Monthly
- File Name: A File Name will be automatically entered 'PayrollItemRefund201X-XX-XX.xml' or this can be modified by the user.
- **NOTE**Depending on your third party printing software, they may not accept this .XML with the wording of 'Refund'. After completion of creating the file, you can reprint this .XML file by going to Payments/Refunds/Refund Checks and select the employee to create the refund .XML file:
- This .XML file can then be used to create the refund check to the employee using the third party software.
- Click
to process the output file for printing.
Example of an .XML Check Payment:
Example of a PDF Check Payment:
...
(To see tax detail, please go to Payments/Refund Payments and click on employee in the grid)
Payments/Refund Payments
This refund amount will then show in Processing/Processing Outstanding Payables/Payables by Item Detail to adjust the Payroll Item payable:
| Note |
|---|
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. |
Core/Adjustments
Under Core, an Adjustment journal entry will be created for this refund:
Create ACH Electronic Payment for Refund of Payroll Item
...
- Payment Option: Use the
to select ACH source for processing. - Transaction Date: Current date is default (If adding a date, it must be within the current posting period)
- ACH Source: Choose the ACH Source from the drop down (default source record is HSAACH Source)
- Select Pay Plan:
- Biweekly
- Semi-monthly
- Monthly
- File Name: A File Name will be automatically entered 'PayrollItemRefund201X/XX/XX.XML' or this can be modified by the users.
- Click on
to process the output file for printing.
Example of an ACH Payment:
Process Refund during regular payroll
Processing a refund a refund of a deduction during a regular payroll:
On the Payroll Item screen, you will click the under the Error Adjustment field
...
Payables by Item Detail example for Employer Amount:
| Note |
|---|
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. |