Payroll Item Refund - Employee

Payroll Item Refund is used to process a refund of a Payroll Item for an employee. For example, a Payroll Item Refund would be necessary if an employee had an insurance deduction withheld for $80.00 and it should not have been deducted. The Payroll Item Refund allows you to reimburse the total amount or a portion to the employee and reduce the amount sent to the deduction company.

To refund an employee who is no longer being paid or a refund needs to be processed before the next regular payroll is ran the following process will need to be performed:

Go to Core/Payroll Items 

• 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

To refund all employees, click on the checkbox under Unpaid Error Adjustments. All records will be selected:

   Then click on

To create the file for check printing:

• Choose your Payment Option   
  • Check Payment  (Check Payment is defaulted)
  • ACH Electronic Payment    

• 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 posting period)
• Choose your Output Format 
  
  • XML (Export)  
  •  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.
  
  
• Click to process the output file for printing.

Example of an .XML Check Payment:

Example of a PDF Check Payment:

Create ACH Electronic Payment for Refund of Payroll Item

Select Employee and click on 

 To create the file for an ACH Electronic Payment:

• 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 of a deduction during a regular payroll: 

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).
• A 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. If left blank the refund can be processsed immediately.
• Click 
• The refund amount will be listed under Processing/Payroll Item Refund screen.
• Process through your regular payroll as usual. 
• The refund amount will be listed on the Pay Report under the Payroll Items for the employee in red.
• After the payroll has processed, the Processing/Payroll Item Refund screen will be blank.