Refund a payroll item during a regular Payroll (Employee being paid during payroll)

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Refund a payroll item during a regular Payroll (Employee being paid during payroll)

1.   Go to Core/Payroll Item/Error Adjustment

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5  Click on the  button.

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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.

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

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9.   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.)  Image Removedand click on Image Added.

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

5. Go to Processing/Payroll Item Refund.

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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:

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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.  

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(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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Enter the refund Amount as a negative figure. A Description can be added if desired.                                                                                   

3.. Click Image Removed

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3.. Click Image Added

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**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.

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

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1.  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:
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2. Increase the MTD, FYTD, QTD & YTD total gross Total Gross on the Federal, Ohio, OSDI, Medicare & City Tax Record (if they originally honored the annuity),
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   2. 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. Then NO adjustment is needed.
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      2. If NO Annuity is honored, then an adjustment is needed:
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3. These adjustments will balance W2
4. Run the W2 report & confirm there are no errors.
5. 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.  
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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 totaltotal, (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 processing as prior year wages

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1. Enter the negative refund as an employee adjustment Employee Error Adjustment on the appropriate annuity record.
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      1. If you want to delete the Employee or Employer Error Adjustment record, click the Image Added button.
2. Process the refund-either through payroll or as a payroll item refund.
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   2. To get a detail printout of the Refund, go to PaymentsPayments/Refund/Refund Payments>select Payments>select employee and click 'Detail Report':
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3. Run W2 for the employee:
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4. Remove To remove the 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.To remove   Then to remove the Prior Year Refund from the 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)
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5. 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
6. Submit to ODJFS an Employer's Report of Wages Amended (Form UCO-2QRA) and/or an Employer's Contribution ReportMedicare 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)
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7. 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. 
8. Submit correction to ODJFS- To file your amendment online, please visit the jfs.ohio.gov. You may enter values manually. To file by paper, use a Request to Amend the Quarterly Tax Return (JFS-20129)to correct wage items. A separate Request to Amend the Quarterly Tax Return (JFS-20129) must be submitted for each quarter being corrected. Each employee record you wish to amend must contain a social security number, employee name, the data to be amended as originally reported, the corrected data and a reason code.
9. 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).
10. File a Statement to Correct Information (Form 941X)
11. Refund will effect current affect current year Earnings Register
12. W2 will only show current year wages after adjustments and no errors.
13. Quarter report will be in balance after adjustments with no errors.

Delete Payroll Item>Error Adjustments or Employer Error Adjustments

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 then Image Added.