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 next to the Payroll Item Configuration record you are searching for to view the data relating to this Payroll Item Configuration record 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:

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:

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. 

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. 
3. Click on Save

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

To view Archive Payroll Items Configuration

To view archive Payroll Item Configurations, click on the on the top of the grid. This will show the Payroll Item Configuration in the grid.

To Un-Archive, edit the Payroll Item Configuration and uncheck . This will show the Payroll Item Configuration in the grid.

Create Payroll Item Configuration

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

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

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

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

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. 

• • CCA: Enter the three digit city code found in CCA's Appendices.
  • CCA Description:  Enter the appropriate CCA city name found in the Ohio Municipal Income Tax Rate Database Table.
  • Report to CCA:  Mark the checkbox if the city is found in Appendix A.  Do not mark the checkbox if the city not found in Appendix A, Appendix B, or Appendix C.
    

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

• The State Control Number value should represent the three digit county code or the five digit city code.  A list of valid city codes can be found by going here and clicking the Municipal Income Tax Rate Database Table option.  For Indiana Counties, enter the 3 digit County Control Number.  This information is then included in the submission file on the RS record in positions 308 and 331 - 337 (right justified).  If the State Control Number value is 3 digits, the value in Position 308 of the submission file will have a Deduction Type of D and if the State Control Number value is blank or not 3 digits, the value in Position 308 will be the value from the city Payroll Item>Deduction Type - either R or E.  If an employee has a CCA City Payroll Item and an Other State State Payroll Item, it is advised to reach out directly to the city or county to obtain their State Control Number.

Errors will occur if the information is entered incorrectly. For example: If Test123 is entered, the following error is displayed:

Also included in the RS record is the state id number.  The value listed in positions 3 - 4 is based on the Payroll Item Configuration>Payee>State.  Below is a list of the valid state codes:

• • • IN = 18
    • KY = 21
    • MI = 26
    • OH = 39
    • PA = 42
    • WV = 54

If positions 3 - 4 have the value of 39 (OH), then 39 will also be listed in positions 248-267 and 331 - 337.  If positions 3 - 4 has a value other than 39 (OH), then positions the value in positions 3 - 4 will also be listed in positions 274 - 275, and 2 positions 248-267 and 331 - 337 will be spaces.  

• City Tax Annuity Options identifies how the city honors annuities.  The system will match the Payroll Item Configuration>Annuity Type value to how the checkbox is set to determine whether or not taxes should be whether the Payroll Item is withheld pre or post tax.  By marking the checkbox, the system will not tax any Payroll Items with the Payroll Item Configuration>Annuity Type that matches this type.  When the checkbox is not marked, the system will tax any Payroll Items with the Payroll Item Configuration>Annuity Type that matches that type.  Any questions regarding what type of annuities a city honors should be directed to the appropriate city tax agency. 

• Employer Paid Amounts To Be Taxed is used to identify what board paid Payroll Items cities tax.  Those Payroll Items that should be taxed can be moved from the Available Employer Paid Payroll Items (the left side) to the Tax Employer Paid Amounts for these Payroll Items (right side).    
  • Does this municipality Tax Employer Amounts?
    • If the Tax Employer Amounts checkbox is not marked, any Payroll Items selected will be ignored. 
    • If the Tax Employer Amounts checkbox is marked, the Payroll Items listed under the Tax Employer Paid Amounts for these Payroll Items are treated as taxable wages for city and taxes are withheld each payroll. 
      • If the Tax Employer Amounts checkbox is marked and the Options>Medicare Pickup checkbox is marked, the Options>Medicare Pickup value will be ignored.   

• Options allows a variety of default selections to be selected.  Choose from the following: 
  • The Suppress SSN/ID  (This is not yet available.)
  • The Employer Health Coverage checkbox allows the employee and employer amounts to print on the employee's W2 in Box 12 as Code DD?
  • Job Level (This is not yet available.)
  • The Medicare Pickup checkbox controls when the employee pays the taxes on the benefit.
    • If the Medicare Pickup checkbox is marked, the City Taxable Gross amount will be increased by Medicare pick-up amount when the employee's W2 is created.  The tax is not withheld on a per pay basis.  The employee pays taxes on this amount when they file their tax return. 
    • If the Employer Paid Amounts To Be Taxed>Medicare is selected and the Tax Employer Amounts checkbox is marked (as shown in the example above), and the Medicare Pickup checkbox is marked, this Medicare Pickup checkbox is ignored.  
  • Mark the Tax Non Cash Earnings checkbox according.

  • The Voluntary checkbox is used in conjunction with Initial New Payroll>Suppress Voluntary Deductions checkbox.  If the checkbox is marked and the Suppress Voluntary Deductions options is selected, the Payroll Item will not be withheld.  

  • The Add Gross To Payables Reports checkbox allows the Applicable Gross and Total Gross to be printed on the Payables Detail Report.  By default, this checkbox is marked.  The checkbox can be unmarked if desired.

  • The Required - Employee Onboarding checkbox is used by the Employee Onboarding program to indicate what Payroll Item records are for required for all employees.  Marking the checkbox will require the Payroll Item be added for employees. 

  • The Show On Create Wizard - Employee Onboarding checkbox is used by the Employee Onboarding program to indicate what Payroll Item records maybe required for all employees.  Marking the checkbox will list the Payroll Item and the user can determine whether is applies to the employee.
• Payee Information is used to determine who the payment is to be paid to.  This is required. 
  • Choose the appropriate Payee from the dropdown.  

• The RITA section is used if the W2 information for this municipality is reported using the Regional Income Agency (RITA).  For more information on reporting information to RITA, click here.
  • RITA: Enter the appropriate three digit code for the city.
  • Description: Enter the appropriate city description

When the RITA submission file is created, any employee that has a RITA city tax payroll item and an out of state payroll item being withheld, two RS records will be created - one for the RITA city tax and one for the out of state tax. 

Also included in the RS record is the state id number.  The value listed in positions 3 - 4 is based on the Payroll Item Configuration>Payee>State.  Below is a list of the valid state codes:

• • • • • • IN = 18
          • KY = 21
          • MI = 26
          • OH = 39
          • PA = 42
          • WV = 54

If the city listed in the RS record, positions 3-4 is not an Ohio city, position 5 - 9 will show all zeroes. 

Dependent Care

Field Definitions

• Type Dependent Care 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). 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
  • Section 125, treated as wages
  • Other

Ach Information

• Ach Source - The ACH Source is used with the Health Savings Account (HSA) annuity type.  This field is optional.  If you wish to create an ACH tape file for HSA accounts, then a valid ACH Source must be selected from the list below.  If the ACH Source you need to select is not listed, it will need to be added under CORE/ACH SOURCE.

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 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.

SERS and STRS - Board Pickup of SERS and STRS Retirement

The 690 deduction record is reserved for SERS and the 691 for STRS.

Field Definitions

• Type EmployerSERS or EmployerSTRS will be entered in the Type field.
• Enter the Payroll Item Configuration number in the Code field. (690 for SERS and 691 for STRS)
• 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)

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'.

Job Level (Not being used at this time)

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 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.

Federal Tax

Field Definitions

Type Federal 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 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
• Federal Payroll Item Configuration cannot be archived. User will get an error:

• 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'.
    • Job Level (Not being used at this time)
    • 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 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.

Flexible Spending Account (FSA)

Field Definitions

• Type Annuity 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). 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

  • 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'.
      • Job Level (Not being used at this time)
      • 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 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.

Health Savings Account

Field Definitions

• Type Health Savings Account 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 - should be marked as 'Other'. This will cause the HSA (board and employee contribution amounts) to appear on the W2 in Box 12 with a code of W.

Ach Information

• Ach Source - The ACH Source is used with the Health Savings Account (HSA) annuity type.  This field is optional.  If you wish to create an ACH tape file for HSA accounts, then a valid ACH Source must be selected from the list below.  If the ACH Source you need to select is not listed, it will need to be added under CORE/ACH SOURCE.

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 - Leave unchecked for HSA contributions. 
  • 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 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.

Medical Savings 

Field Definitions

• Type Medical Savings 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)

  • 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 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.

Medicare Tax and Board Pickup of Medicare

Field Definitions

• Type Medicare 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 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)

  • 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'.
      • Job Level (Not being used at this time)
      • 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 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.

Ohio State Tax

Field Definitions

• Type Ohio State 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 and on the W2 Report (up to eight characters)
    • The first 2 characters will be used on Line 15 - State abbreviation of the employee's W2 as the state initials, if no W2 Abbreviation is entered
    • If a W2 Abbreviation is entered, the employees W2 will use the first 2 characters to print on Line 15 as the State initials.
  • What W2 Abbreviation should be given to this Payroll Item to be printed on the employee's W-2's? The first two characters entered will be printed on the employee's W-2.  Only 8 characters will print on the W2 report. 
  • 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.

OSDI Tax

Field Definitions

• Type OSDI 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 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)
  • Enter the Osdi Code for the School District.  This number will be placed on the W2 City record submission file in position 331-334 of the RS records. If an employee has more that 1 OSDI record, then they are sorted by the pay item code and the OSDI code is taken from the first OSDI record.  The employees who have no number in position 331 of the RS record do not have an OSDI payroll item, or no OSDI code on the configuration.

  • 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.

Regular

Regular payroll items are withheld post tax - like purchasing service credit (depending on the retirement system) and union dues.  Before setting up SERS/STRS buy back of retirement credit, it is essential that you contact the applicable retirement system for details of the plan. Click here be directed to State Teachers Ohio's website for more information about purchasing STRS service credit.  Click here be directed to School Employees Retirement System of Ohio's website for more information about purchasing SERS service credit.  If the plan is to be withheld post tax, the Regular Payroll Item Configuration Type can be used.  Click here for more information specific to creating a regular payroll item for purchasing service credit.   

Field Definitions

• Type Regular 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)
  • In the Designated Roth field the following options are available:
    • Contributions to 401K 
    • Contributions to 403B 
    • Contributions to 457B (Total number of employees and amount will show on the RU record of W2MAST file)
    • None
      *Any deduction defined as a Designated Roth will be included on the employee's W2.

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 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.

Savings Bond

Field Definitions

• Type Savings Bond 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.

SERS and STRS Retirement - Regular

The 400 deduction code is reserved for SERS and 450 for STRS.

Field Definitions

•  The type SERS or STRS will be entered in the Type field. 
  • Enter the Payroll Item Configuration number in the Code field. (400 for SERS, 450 for STRS)
  • 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)

  • 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'.
      • Job Level (Not being used at this time)
      • 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 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.

 Annuitized SERS or STRS Retirement

The 590 Deduction Code is reserved for SERS and the 591 for STRS.

Field Definitions

•  The type SERS Annuity or STRS Annuity will be entered in the Type field. 
  • Enter the Payroll Item Configuration number in the Code field. (590 for SERS, 591 for STRS)
  • 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). 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
    • 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'.
      • Job Level (Not being used at this time)
      • 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 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.

Annuitized SERS or STRS Buy Back

Tax deferred payroll deductions of SERS or STRS buy back credit are available. Before setting up SERS/STRS buy back of retirement credit, it is essential that you contact the applicable retirement system for details of the plan. Click here be directed to State Teachers Ohio's website for more information about purchasing STRS service credit.  Click here be directed to School Employees Retirement System of Ohio's website for more information about purchasing SERS service credit.  If the plan is to be withheld pre tax, the SERS Buyback Annuity or STRS Buyback Annuity Payroll Item Configuration Type can be used.  Click here for more information specific to creating an annuitized payroll item for purchasing service credit.     

The following procedures pertain only to setting up the buyback deductions in the software.

PAYROLL ITEM CONFIGURATION

Set up a new Annuity Deduction Type using the CORE/PAYROLL ITEM CONFIGURATION program. You will need to select either:

• Annuitized SERS Buy Back
  • Annuitized STRS Buy Back

Enter the applicable retirement system information in the Pay To fields.

Select a Payee.

The Annuity Type field should contain the same type as the SERS/STRS annuitized deductions, 401A.

Payroll Item

Once the deduction is established in Payroll Item Configuration, it can be added for employees in CORE/PAYROLL ITEM. It is important to note that the buyback deductions must be set up as fixed amounts. The amounts deducted and remitted to the retirement systems for the buyback must be the same each month, regardless of how the payroll periods occur in the month. Therefore, it is recommended that the fixed deduction amount either be split between two pays (for a bi-weekly paid employee) or withheld during a single payroll for the month. 

Miscellaneous Notes

During the INITIALIZATION program, the buyback deductions will be processed immediately after the 590/591 records are processed.

The Post Payroll program will update the buyback records in the same manner as other annuitized deduction records. The gross amounts appearing on CORE/PAYROLL ITEM for the buyback record will be the employee's total gross, not the SERS/STRS gross. The buyback amounts will not be included with any other retirement amounts for reporting purposes. (This amount will NOT show on the SERS/STRS Per pay reports)

The buyback deduction record will be included as a retirement code when selecting by a group of deduction records in Processing/Process Outstanding Payables program.

Field Definitions

• Type SERS Buyback Annuity or STRS Buyback Annuity 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). 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
    • 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.

Social Security Tax

Wage Base limit updated for 2026 is $184,500.00

Field Definitions

• The type Social Security 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 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)

  • 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'.
      • Job Level (Not being used at this time) 
      • 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 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.

State Tax - Other

Field Definitions

• The type State 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 and on the W2 Report (up to eight characters)
    • The first 2 characters will be used on Line 15 - State abbreviation of the employee's W2 as the state initials, if no W2 Abbreviation is entered
    • If a W2 Abbreviation is entered, the employees W2 will use the first 2 characters to print on Line 15 as the State initials.
  • What W2 Abbreviation should be given to this Payroll Item to be printed on the employee's W-2's? The first two characters entered will be printed on the employee's W-2.  Only 8 characters will print on the W2 report. 
  • 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)
  • The employer state identification code is entered in the State ID field. This must be 8 digits and NO spaces in the number.

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'.
    • Tax Adoption Assistance - Check if Other State should tax the employee's Adoption Assistance amount. The amount will be added to the Other State Applicable Gross.
    • Tax Life Insurance Premium - Check if Other State should tax the Life Insurance Premium amount.  The amount will be added to the Other State Applicable Gross.
    • Tax Non-Cash Taxable Benefit (checked automatically) - Uncheck if NOT wanting Other State to tax Non-Cash Taxable Benefit amount. The amount will be added to the Other State Applicable Gross.

    • 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.
  • State Annuity Options
    • Identify how the other state honors annuities by checking the various State Honor Annuities fields. The other state tax agency should be contacted when determining what type of annuities, the state honors.
      
      
    • 

Edit Payroll Item Configuration

Only fields that are allowed to be edited will be displayed.

1. 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 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.
   

   

   1. Find the Payroll Item you are wanting to edit and click on  to edit the Payroll Item.
   2. Make desired change.
   3. Click onto save desired changes to the Payroll Item, click on to not post changes and return to the Payroll Item Configuration grid.

Mass Change

For more detail information on the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report