Adjustments
Please click here to view a short video on how to create Adjustments.
- 1 Search/View Adjustments
- 2 Highlight Viewer
- 3 Archived Employees - Adjustments
- 4 Create an Adjustment
- 4.1.1 Health Insurance
- 4.1.2 Moving Expense - Only for Active Military
- 4.1.3 Taxable Benefits (NC3)
- 4.1.4 Fringe Benefits
- 4.1.5 Life Insurance (NC1)
- 4.1.6 Adoption Assistance
- 4.1.7 Dependent Care
- 4.1.8 Third Party pay
- 4.1.9 Vehicle Lease
- 4.1.10 Total Gross
- 4.1.11 Applicable Gross (Taxable Gross)
- 4.1.12 Amount Withheld
- 4.1.13 Applicable Annuities
- 4.1.14 Board's Amount of payroll item
- 4.1.15 Earned Income Credit Amount
- 4.1.16 Additional Withholding Amount
- 4.1.17 Portion of FTD Board Amount that was earned as a rehired retiree
- 4.1.18 Portion of FTD Board Amount that was withheld as a rehired retiree
- 4.1.19 Portion of FTD Gross that was earned as a rehired retiree
- 4.1.20 ODJFS Total Gross
- 4.1.21 ODJFS Weeks
- 4.1.22 SERS Retirement Days
- 4.1.23 SERS Retirement Hours
- 4.1.24 STRS Retirement Days
- 4.1.25 EMIS Attendance
- 4.1.26 Board's Pickup Amount of Payroll Item
- 4.1.27 Advanced Sick Leave Used
- 4.1.28 Health Reimbursement
- 4.2 Audit Report option
- 4.3 Create a Single Adjustment Entry
- 4.4 Creating Multiple Adjustment Entries for an Employee
- 5 Edit Employees Adjustment
- 6 Adding Attendance for SERS Days/Hours-
- 7 Delete Employees Adjustment
- 8 Mass Change
- 9 Report Creation
The Adjustments option allows you to Create, delete, and/or modify employees Payroll Items.
Search/View Adjustments
The Adjustments Grid allows the user to search for existing payroll items for an employee. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you want to view or edit. Example - First Name is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with San in the first name will appear. You can then click on the next to the Payroll Item record you are searching for to view the data associated with the payroll item or click on the to edit the record or to delete the record.
Highlight Viewer
To use the 'Highlight Viewer', select the row in the grid to view. The 'Highlight Viewer' on the right hand side will appear:
Archived Employees - Adjustments
To Include Archived Employees in the grid, click on . This will show Employee's that have been archived from ALL core options. The delete option will delete the adjustment from the grid and NOT archive it.
Create an Adjustment
From the Core Menu select Adjustments.
Select Create.
Select an Employee by clicking down arrow.
If wanting to adjust a Payroll Item, select the appropriate Payroll Item by clicking on the down arrow. If wanting to adjust days or hours, leave the Payroll Item field blank.
Select the appropriate Type by clicking the down arrow. Based on the Payroll Item selected, the Type(s) listed will vary.
Additional Withholding Amount
Adoption Assistance
Amount Withheld
Applicable Gross
Dependence Care
Earned Income Credit Amount
Fringe Benefits
Health Insurance
Health Reimbursement
Life Insurance
Moving Expense
Taxable Benefits
Taxable Benefits
Third Party Pay
Total Gross
Vehicle Lease
Additional Withholding Amount
Amount Withheld
Applicable Annuities
Applicable Gross
Total Gross
Board's Amount of Payroll Item
Board's Pickup Amount of Payroll Item
Portion of FTD Amount that was withheld as a rehired retiree
Portion of FTD Board Amount that was earned as a rehired retiree
Portion of FTD Gross that was earned as a rehired retiree
Advanced Sick Leave Used
EMIS Absence
EMIS Attendance
ODJFS Total Gross
ODJFS Weeks
SERS Retirement Days
SERS Retirement Hours
STRS Retirement Days
STRS Retirement Hours
The following provides more details on each type of adjustment:
Type | Description |
---|---|
Health Insurance | Cost of Employer-sponsored Health Coverage. The Adjustment for Health Insurance does not override the amount. The adjustment will be added or subtracted to the total amount calculated by the system. Only enter the amount not tracked in USPS system using the 001 Federal Tax Payroll Item. The total amount will be placed in Box 12 coded as 'DD' on the employee's W2. |
Moving Expense - Only for Active Military | Reimbursements, including payments made directly to a third party for active military employees, be entered in the Moving Expense field. -Nonqualified moving expenses and expense reimbursements are reported in boxes 1, 3, and 5 of Form W-2. These amounts are subject to federal income tax withholding and social security and Medicare taxes. The amount will be placed in Box 12 coded as 'P' on the employee's W2. |
Taxable Benefits (NC3)For more detail instructions, click here. | Use the Non-cash Taxable Benefit pay type in either Payroll Payments - Current or Payroll Payments - Future. This will represent the Non-Cash Taxable Benefits amount (NC3). If the Non-cash Taxable Benefit pay type was not used during payroll processing, the Taxable Benefits (NC3) payment amount must be entered using a Core>Adjustments>Federal Tax, Code: 001 and the Taxable Benefits Type. This will update the Total Gross and Taxable Gross totals on the Federal Tax, State Tax, City (If applicable), OSDI (if applicable), and Medicare records on the W2 reports. No manual adjustments are needed for these Gross and Taxable Gross amounts. Effects on Quarter Report: None
This amount will only affect the:
|
Fringe BenefitsFor more detail instructions, click here. | Enter the fringe benefit amount using a Core>Adjustments>Federal Tax, Code: 001 and the Fringe Benefits Type. The W2 reports will automatically adjust the Federal Tax and State Tax Total Gross and Taxable Gross amounts. If wanting the fringe benefit amount to appear on the employee’s W2 in Box 14, When processing W2 options, check the Include Fringe Benefits in Box 14 option. Effects on Quarter Report: None |
Life Insurance (NC1)For more detail instructions, click here. | If Life Insurance Pay Type was entered in Current or Future during the last payroll of the year, this will update the employee's Federal, State, City (if applicable) Medicare and OSDI Total Gross.
If the Life Insurance Premium Pay Type was not used prior to the last pay of the calendar year, the Life Insurance (NC1) amount must be entered using a Core>Adjustments. Creating a Core>Adjustment using the Life Insurance Type will ensure the life insurance amount is correctly reported on the employee's W2 and that the quarter balances. When creating the adjustment, use the Payroll Item Federal Code, Code: 001. When the W2 Report is run, the Federal, State, OSDI, City (If applicable) and Medicare Total Gross and Taxable Gross amounts will automatically include the life insurance adjustment. No other manual adjustments are needed for the Gross and Taxable Gross amounts are necessary. Effects on Quarter report:
City Payroll Items: The city Total Gross and Taxable Gross is only adjusted when the Core>Payroll Item Configuration>Tax Non Cash Earn is checked. If any Core>Adjustments are entered involving non-cash earnings, the city tax will need to be calculated, the appropriate adjustments entered, and the appropriate payments processed. OSDI Payroll Items: When the Life Insurance Adjustment is added, each OSDI Payroll Item> Applicable Gross is increased by the life insurance amount. If an employee lived in multiple school districts throughout the year, the Applicable Gross for each OSDI Payroll Item will need to be calculated and Core>Adjustments will need to be created to adjust the OSDI's Applicable Gross to reflect the proper amount. The cost for each OSDI Payroll Item and the amount of the adjustment is calculated by the following:
Medicare Payroll Items: If Medicare is fully board paid (Pickup) then Core>Adjustments should be created using the Medicare Payroll Item and the Board Pickup Amount of Payroll Item Type: Example:
This will update both Medicare pickup and Medicare on the Employee's W2. The Amount Withheld is also added to the Taxable Gross of Federal, Ohio, City and OSDI to be taxed. It will not be added to Medicare Taxable Gross. An Adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using 'Board's Amount of Payroll item' for $1.47 and an Adjustment to the Applicable Gross for $1.47, this will update the employee's W2 Medicare Taxable Gross by the Amount Withheld. If the Medicare withholding was paid by the employee (1.45%) and employer (1.45%), adjustments must be made to the Amount Withheld and Board Amount of Payroll Item. Effects on Quarter report:
Effects on the ODJFS Report:
NOTE: If a Life Insurance Adjustment is posted and this is the only payment the employee is paid during the calendar year, the system will only update the Federal Total Gross and Applicable Gross on the employee's W2. Adjustments to the employee's State Total Gross and Applicable Gross, City Total Gross and Applicable Gross (if applicable), and Medicare Total Gross and Applicable Gross will need to be created. The amount will be placed in Box 12 coded as 'C' on the employee's W2. |
Adoption AssistanceFor more detail instructions, click here. | If the Adoption Assistance Pay Type was NOT USED prior to the last pay of the calendar year, the Adoption Assistance (NC2) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL in order for the Adoption Assistance amount to show correctly on the W2 form and to ensure that the Quarter balances. The W2 Report will automatically adjust the Medicare and City, if applicable, the total and taxable gross amounts. The amount will be put in Box 12 coded as 'T' on the employee's W2. NOTE: The city is only adjusted when the Payroll Item Configuration setup for the city payroll item is checked to Tax Non Cash Earnings. |
Dependent Care | If not using the Dependent Care Payroll Item type, enter the amount for Dependent Care benefits. This amount will be added to the total and taxable gross fields by any amount above the $5,000.00 threshold ($2,500 if married filing separately) for any Payroll Item that taxes Dependent Care (Federal, Ohio, and City (if applicable) totals during W2 Processing. This amount would only be entered under the 001 Federal Payroll Item. The total amount of Dependent Care will appear in Box 10 on the W2. |
Third Party payFor more detail instructions, click here. | If Third Party Sick pay is Taxable, users need to add the Third-Party Sick pay amount to the Total Gross and Taxable Gross on the Federal (001), Ohio (002), City (if applicable), OSDI (8XX) and Medicare (692) records as needed. Will cause gross amount on W2 Report to be higher. If Federal tax was withheld, add an adjustment using the Amount Withheld to record the federal tax withheld. If the Medicare withholding was paid by the Third party, Adjustments must be made to the Amount Withheld and Board Amount of Payroll Item. If Medicare is fully board paid (Pickup) then the total Adjustment (1.45%) should be made to the 'Board Pickup Amount of Payroll Item'. This will update both Medicare pickup and Medicare on the Employee's W2. If it is a Non-taxable Third Party Sick pay, add amount using Third Party Pay to the Federal Tax (001) record. The amount will be put in Box 12 coded as 'J' on the employee's W2. |
Vehicle Lease | The Vehicle Lease option adds to the total and taxable gross fields on the Federal and Ohio totals during W2 Processing. This amount would only be entered under the 001 Federal Payroll Item. This is then reflected on the W2 Report and the vehicle lease amount will appear in Box 14 on the W2. No manual adjustments are needed |
Total Gross | Updates any Payroll Item Total Gross selected |
Applicable Gross (Taxable Gross) | Updates any Payroll Item Applicable Gross selected (Taxable Gross) |
Amount Withheld | Updates any Payroll Item Amount Withheld selected |
Applicable Annuities | Updates the W2 Report |
Board's Amount of payroll item | Adds to the *TD Employer Amounts selected |
Earned Income Credit Amount | Currently not being utilized |
Additional Withholding Amount | Adds to the *TD Withholding fields for the Payroll Item selected |
Portion of FTD Board Amount that was earned as a rehired retiree | Used to update the FYTD Rehired Retiree Employer Amount on the 450 and 691 record |