USPS-R Refunding a Payroll Item

The following steps provide options to either:

• Refund a payroll item during a regular payroll
• Refund a payroll item without processing a payroll

Refund a payroll item during a regular Payroll

1.   Go to Core/ Payroll Item.

1a. Find the employee using the grid and type in a few characters of the Last Name, First Name  or Number.  OR

2.   Go to the Dashboard  and type in a few characters of Last name, First name or Number then click on employee from the list of names provided.

2a. Click on the Payroll Items tab.                                                                      

3.   Locate the Payroll Item you will be processing the refund for and click on .                                              

4.   Go to the Error Adjustments section and click on .                                                                                               

5.   Add the refund Amount as a negative number, a Description and a Date (only if you wish to process this refund at a later time. Date should be within the period beginning and and ending date of a payroll being processed not  Pay Date.  If you wish to process now leave date blank.)

6.   Click on Save.

7.   If there is an Employer error adjustment involved you will need to scroll to the Employer Error Adjustment section and click on

8.   Add the refund Amount as a negative number, a Description and a Date (only if you wish to process this refund at a later time. If you wish to process now leave Date field blank.      

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

10.   Complete the Payroll processing.

To refund a Payroll Item in USPS-R without Processing a payroll.

This process if normally used when an employee is no longer employed at the district or if the district wishes to refund the payment to the employee immediately.

Follow Steps 1-6 above.

Go to Processing/Payroll Item Refund.

1. Find the employee using the grid and search by Last Name or Number. 
2. Click on next to the appropriate record.
3. Click   
4. For Check processing:                                                                                                                                                                                                                  

• • Choose the Payment Option (Check Payment)                                                                                      
  • Bank Account (Default Bank Account is defaulted or you can choose from the drop down)        
  • Starting Check Number will automatically default to the next available Payroll Check Number                           
  • Transaction Date is already defaulted to the current date. This can be changed if desired                                                                                                                                                                
  • Choose the Output Format (XML or PDF)                                                                                                                                                        
  • Pay Plan (Choose from drop down)                                                                                                                                             
  • File Name is defaulted (PayrollItemRefundYYYY-MM_DD.xml) can  be changed if desired                                                                                                                                                                                        
  • Click 

5. Transfer the PayrollItemRefund.xml file to your desktop or a folder of your choosing to upload the file to your printing software to print out the check.

6. For ACH Processing:                                                                                                                                                                                             

• • Choose the Payment Option (ACH Electronic Payment)                                                                                                                                        
  • Transaction Date is already defaulted to the current date. This can be changed if desired           
  • Choose the ACH Source (Payroll ACH Transfer) from the drop down                                                                                                                                    
  • Pay Plan (Choose from drop down)                                                                                                                        
  • File Name is defaulted (ACH_BankName.txt) can be changed if desired                                                                      
  • Click      

7. Transfer the ACHSXXXXXXXX.txt file to your desktop or a folder of your choosing and upload the file to the bank’s website.                                                                                                                                                                                 

8. To refund the employer amount without processing through a pay go to Core/Adjustments and click                                                                                                                                                                                       

9. Find the Employee, the Payroll Item from the drop down, the Type-Board Amount of payroll item from the drop down. Enter a Transaction Date or choose date from the calendar. Enter the refund Amount as a negative figure. A Description can be added if desired.                                                                               

10. Click 

**Note-If there is employer pickup involved ex-Medicare, Retirement you may also need to add an Adjustment for Type- Board Pickup Amount of Payroll Item.

**Note-If a refund Adjustment for the board is not processed through a pay, you will need to manually updated USAS as there is not a file that is created when processing using Adjustments.