The Payroll Item Configuration program is used to enter deduction company information, the frequency the company should be paid, information that controls how taxes are withheld and reported on the employee's W2 and district's W2 submission files.  A Payroll Item Configuration must be created first, then the Payroll Item can be created for the employee. If a Payroll Item Configuration is archived, the associated Payroll Items will not be withheld from employees. 

Each Payroll Item Configuration must be attached to a Payee.  The Payee controls the type of payment (an electronic payment or physical check) created along with the payable details (for example, name and address) printed on the payment.  For situations where there are multiple Payroll Item Configurations created for withholding purposes; however, the payment to the deduction company can be combined and one payment submitted, the same Payee on all Payroll Item Configurations involved should be the exact same.  If a Payroll Item Configuration is archived, the associated Payroll Items will not be withheld from employees.   

A Payroll Item Configuration can be to created, viewed, edited, or archived.  

The Payroll Item Configuration information is setup based on its Payroll Item type.  The following list alphabetically the Payroll Item Configuration types available:

• Adoption Assistance

• Annuity

• Child Support

• City Tax

• Dependent Care Deduction

• Employer SERS

• Employer STRS

• Federal Tax

• Health Savings Account

• Medical Savings Accounts

• Medicare Tax

• Ohio State Tax

• OSDI Tax

• Regular

• Savings Bonds

• SERS

• SERS Annuity

• SERS Buyback Annuity

• Social Security Tax

• State Tax (Other)

• STRS

• STRS Annuity

• STRS Buyback Annuity

Once a Payroll Item Configuration Type is selected, assignment of a Payroll Item Code is necessary.  The code number selected is arbitrary except for certain restricted Code numbers that must be used with the Deduction Types shown in the table below:

Although not required, typically the 500 range of numbers are used for Annuities Payroll Items and the 600 range of numbers are used for Regular Payroll Items.

Payroll Items will then be withheld based on Payroll Item Configuration>Type in the order provided below.  For Payroll Items that have the same Type, the system will sort based on Code and then withhold in Code order.  For example, if a garnishment is in place this would be created with the Regular Type.  To guarantee the garnishment is withheld, the Code (usually in the 600 Code range) would need to be near 600. 

If the entire amount to be withheld can not be withheld an Error Adjustment will be created for the entire withholding amount.

• SERS Annuity

• STRS Annuity

• SERS Buy Back Annuity

• STRS Buy Back Annuity

• SERS

• STRS

• Employer SERS

• Employer STRS

• Annuity Type with Annuity Type set to Section125NonWages

• Health Savings Account

• Medicare Tax

• Social Security Tax (which is FICA)

• Annuity (if not already processed)

• Adoption Assistance

• Dependent Care

• Medical Savings

• Federal Tax

• Ohio State Tax

• State Tax (for states other than Ohio)

• City Tax

• OSDI Tax

• Child Support

• Regular

• Savings Bond

Search/View Payroll Item Configuration

The Payroll Item Configuration Grid allows the user to search for existing Payroll Items. You can either enter in the Code 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 are wanting to view or edit.  Example - Payment Cycle is one of my grid options. If I type in %mont% (% is used as a wildcard) in the Payment Cycle field, all occurrences of any Payroll Item that is paid Monthly will appear. You can then click on the

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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:

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Audit Report option after creating/editing a Payroll Item Configuration

After creating/editing and saving a Payroll Item Configuration, have the option to run an Audit Report on the new information entered:

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Archive Payroll Items Configuration

To Archive a Payroll Item Configuration from view.  If a Payroll Item Configuration is archived, all the Payroll Items attached to it are archived. A Payroll Item Configuration can not be recreated, if one is already archived.  It would need to be unarchived and used again or another payroll item configuration created. Payroll items cannot be added for a payroll item configurations that are archived. If a Payroll Item Configuration is archived, none of the payroll items will be pulled into the pay (since payroll items are archived).  Both Payroll Item Configurations and Payroll Items must be unarchived in order to pull into the payroll: 

1.  Search desired Payroll Item Configuration to archive

2.  Click on  

   to archive the Payroll Item Configuration

3.  Click on "Delete" to confirm Archive or" Cancel" to Exit without archiving the Payroll Item Configuration. This option only hides the Payroll Item Configuration from view.  It does NOT delete the Payroll Item Configuration.  If the Payroll Item Configuration has any payroll items attached to it, a warning message will be displayed.  The user can decide to cancel the deletion of the code (archiving) or they can archive.   

   1. Open

      

or

1. Edit the Payroll Item Configuration to archive

2. Click on

      If the Payroll Item Configuration has any payroll items attached to it, a warning message will be displayed.  The user can decide to cancel the deletion of the code (archiving) or they can archive.     
   1. Open

      

3. Click on Save

**NOTE:  Federal Payroll Item Configuration cannot be archived. User will get an error:

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To view Archive Payroll Items Configuration

To view archive Payroll Item Configurations, click on the

To Un-Archive, edit the Payroll Item Configuration and uncheck

Create Payroll Item Configuration

Message will appear if the Payroll Item Configuration already exists:

Open

 

1. From the Core menu select 'Payroll Item Configuration'.

2. Click on

3. Select the Type of Payroll Item Configuration by clicking on the

    key.

   • Adoption Assistance

   • Annuity

   • Child Support

   • City Tax

   • Dependent Care Deduction

   • Employer SERS

   • Employer STRS

   • Federal Tax

   • Health Savings Account

   • Medical Savings Accounts

   • Medicare Tax

   • Ohio State Tax

   • OSDI Tax

   • Regular

   • Savings Bonds

   • SERS

   • SERS Annuity

   • SERS Buyback Annuity

   • Social Security Tax

   • State Tax (Other)

   • STRS

   • STRS Annuity

   • STRS Buyback Annuity

Adoption Assistance

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Field Definitions

• Type Adoption Assistance will be entered in the Type field.

• Enter the Payroll Item Configuration number in the Code field.

• Enter the Payroll Item Configuration name in the Name field.

• The Abbreviation is how the Payroll Item will appear on employees' check stubs.

• What W2 Abbreviation should be given to this Payroll Item to be printed on the employee's W-2's? The first eight characters entered will be printed on the employee's W-2.

• Payroll Items can be paid through Processing/Process Outstanding Payables according to what Payment cycle is entered. Payment cycle choices are as follows:

  • None

  • Every Payroll

  • Monthly

  • Quarterly

  • Annually

  • 1 thru 9 - User Defined Cycles

• The Archived option can be checked to hide old Payroll Items Configurations on the grid. (If marked as Archived, this Payroll Item will not be pulled into Payroll)

• Annuity type This question will be asked for all annuity Payroll Item records that you enter. It is critical that this field is coded correctly since it is used when processing W2's. Failure to enter the appropriate code will cause the annuities to be coded as 403(b). Contact the annuity company to get an official ruling on this question if you are not sure about the annuity type.

  • 401(a),STRS and SERS

  • 401(k)

  • 403(b)

  • 408(k)(6)

  • 457

  • 501(c)(18)(d)

  • Section 125, treated as non wages

  • Section 125, treated as wages

  • Other

•  Options

  • The Suppress SSN/ID field allows you to choose if you want to suppress or print the SSN or Employee ID.  Check if wanting to 'Suppress SSN ID'. (This is not yet available)

  • Employer Health Coverage - Include employee and employer amounts in Box 12, Code DD? Check if 'Yes'.

  • The Voluntary option is used when selecting Suppress Voluntary Deductions when running payroll. If it is marked and a Suppress Voluntary Deductions payroll is run, it will not be withheld.

  • The 'Add Gross To Payables Reports' is automatically checked.  If checked, the Applicable Gross and Total Gross will print on the Payables Detail Report. Uncheck if not wanting Gross's to print on report.

  • Required - Employee Onboarding - field is to indicate which Payroll Item records are for all employees. Check if 'Required'. 

  • Show On Create Wizard - Employee Onboarding - field is to indicate which Payroll Item records MAY be required. Check if 'MAY BE REQUIRED'.

• Payee Information

  • A Payee selection is for the name of the company to which the Payroll Item is to be paid.  This is required.

Annuity

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Field Definitions

• Type Annuity will be entered in the Type field.

• Enter the Payroll Item Configuration code number in the Code field.
  
  

• Enter the Payroll Item Configuration name in the Name field.
  
  

• The Abbreviation is how the Payroll Item will appear on employees' check stubs.
  
  

• What W2 Abbreviation should be given to this Payroll Item to be printed on the employee's W-2's? The first eight characters entered will be printed on the employee's W-2.
  
  

• Payroll Items can be paid through PAYDED according to what Payment Cycle is entered. Payment cycle choices are as follows:

  • Every Payroll

  • Monthly

  • Quarterly

  • Annually

  • 1 thru 9 - User Defined Cycles

• The Archived option can be checked to hide old Payroll Items Configurations on the grid. (If marked as Archived, this Payroll Item will not be pulled into Payroll)

• Annuity type This question will be asked for all annuity Payroll Item records that you enter. It is critical that this field is coded correctly since it is used when processing W2's. Failure to enter the appropriate code will cause the annuities to be coded as 403(b). This deduction type is generally considered a Section 125, treated as non-wages. If a different annuity type is entered, a warning will be issued. Contact the annuity company to get an official ruling on this question if you are not sure about the annuity type.

  • 401(a),STRS and SERS

  • 401(k)

  • 403(b)

  • 408(k)(6)

  • 457

  • 501(c)(18)(d)

  • Section 125, treated as non wages (Health Reimbursement Account - HSA is treated as a Section 125)

  • Section 125, treated as wages

  • Other

• Object Codes

  • Certified Object If the board contributes money towards a deduction, the payroll system has a program called BRDDIS, board distribution, which is a worksheet to provide you with the totals for the purchase order you need to create for the board amounts. Keep
    in mind that board shares are still paid through USAS, checks are not automatically created in USPS for board shares. Therefore, this BRDDIS program needs to know what object code should be charged for the certified employees for this particular deduction. 
    The way this object code is used is by taking the USAS account from which this employee is being paid. It substitutes the board object code you provide here in place of the employee's object code when the BRDDIS worksheet is created. If the employee is paid from an object code between 100 and 139 (inclusive), the certified object code will be used to post the board share. 
    The object codes provided in this program must begin with the number 2xx since board share object codes fall in the 200 series. 
    Typical examples of deductions which will use these object codes are retirement (the board contributes 14%), and medicare (the board matches the 1.45% paid by the employee).

  • Classified Object What object code should be charged for any matching contributions made by the board for this deduction? If the employee is paid from an object code between 140 and 169 (inclusive), the classified object code will be used to create a worksheet for the board share amounts. See the Certified Object for more information.

  • Other Object What object code should be charged for any matching contributions made by the board for this deduction? If the employee is paid from the object code of 17x or 19x, the other object code will be used to create the worksheet for the board share. This normally is used for student workers and board members, but could affect anyone being paid from an object code outside the 110-169 range. See the
    Certified Object for more information.

• Options

  • The Suppress SSN/ID field allows you to choose if you want to suppress or print the SSN or Employee ID.  Check if wanting to 'Suppress SSN ID'.  (This is not yet available)

  • Employer Health Coverage - Include employee and employer amounts in Box 12, Code DD? Check if 'Yes'.

  • The Print Employer Amount field is used to indicate whether the amount contributed by the board should be printed on the employee pay stubs and the Pay Report.

  • The Voluntary option is used when selecting Suppress Voluntary Deductions when running payroll. If it is marked and a Suppress Voluntary Deductions payroll is run, it will not be withheld.

  • The 'Add Gross To Payables Reports' is automatically checked.  If checked, the Applicable Gross and Total Gross will print on the Payables Detail Report. Uncheck if not wanting Gross's to print on report.

  • Required - Employee Onboarding - field is to indicate which Payroll Item records are for all employees. Check if 'Required'. 

  • Show On Create Wizard - Employee Onboarding - field is to indicate which Payroll Item records MAY be required. Check if 'MAY BE REQUIRED'.

• Payee Information

  • A Payee selection is for the name of the company to which the Payroll Item is to be paid.   This is required.

Child Support

Open

Field Definitions

• Type Child Support will be entered in the Type field.

• Enter the Payroll Item Configuration number in the Code field.

• Enter the Payroll Item Configuration name in the Name field.

• The Abbreviation is how the Payroll Item will appear on employees' check stubs.

• What W2 Abbreviation should be given to this Payroll Item to be printed on the employee's W-2's? The first eight characters entered will be printed on the employee's W-2.

• Payroll Items can be paid through Processing/Process Outstanding Payables according to what Payment cycle is entered. Payment cycle choices are as follows:

  • None

  • Every Payroll

  • Monthly

  • Quarterly

  • Annually

  • 1 thru 9 - User Defined Cycles

• The Archived option can be checked to hide old Payroll Items Configurations on the grid. (If marked as Archived, this Payroll Item will not be pulled into Payroll)

Options

• The Suppress SSN/ID field allows you to choose if you want to suppress or print the SSN or Employee ID.  Check if wanting to 'Suppress SSN ID'.  (This is not yet available)

• Employer Health Coverage - Include employee and employer amounts in Box 12, Code DD? Check if 'Yes'.

• The Voluntary option is used when selecting Suppress Voluntary Deductions when running payroll. If it is marked and a Suppress Voluntary Deductions payroll is run, it will not be withheld.

• The 'Add Gross To Payables Reports' is automatically checked.  If checked, the Applicable Gross and Total Gross will print on the Payables Detail Report. Uncheck if not wanting Gross's to print on report.

• Required - Employee Onboarding - field is to indicate which Payroll Item records are for all employees. Check if 'Required'. 

• Show On Create Wizard - Employee Onboarding - field is to indicate which Payroll Item records MAY be required. Check if 'MAY BE REQUIRED'.

Payee Information

• A Payee selection is for the name of the company to which the Payroll Item is to be paid.   This is required.

City Tax

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Field Definitions

• Type City Tax will be entered in the Type field.

• Enter the Payroll Item Configuration number in the Code field.

• Enter the Payroll Item Configuration name in the Name field.

• The Abbreviation is how the Payroll Item will appear on employees' check stubs.

• What W2 Abbreviation should be given to this Payroll Item to be printed on the employee's W-2's? The firs six characters entered will be printed on the employee's W-2. If not filled out, then W2 report will look at the Abbreviation box.

• Payroll Items can be paid through Processing/Process Outstanding Payables according to what Payment cycle is entered. Payment cycle choices are as follows:

  • None

  • Every Payroll

  • Monthly

  • Quarterly

  • Annually

  • 1 thru 9 - User Defined Cycles

• The tax entity code for the municipality should be entered in the Tax Entity Code field. This field is required for city filing of W2 data by tape or diskette.

• The Archived option can be checked to hide old Payroll Items Configurations on the grid.  If marked as Archived, this Payroll Item will not be withheld from the employee.

• The CCA section is used if the W2 information for this municipality is reported using the Central Collection Agency (CCA).   Any district that reports to CCA must also make sure to review CCA's Appendices and report other cities accordingly.  Information for other cities must be entered according to these Appendices, regardless if they are a CCA city or not.  These other cities are also included in the submission file sent to CCA.  Appendix A, B, or C can be found here. 

Below is a chart to help determine what information needs to be entered in the CCA fields: