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

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

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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 .

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

5. Go to Processing/Payroll Item Refund.

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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 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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1. Enter the negative refund as an 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 Modified 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 Payments/Refund/Refund Payments>select employee and click 'Detail Report':
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3. Run W2 for the employee:
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4. 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.  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, (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. 
6. 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.
7. 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).
8. File a Statement to Correct Information (Form 941X)
9. Refund will affect current year Earnings Register
10. W2 will only show current year wages after adjustments and no errors.
11. Quarter report will be in balance after adjustments with no errors.

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