Adjustments

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Last updated: about 8 hours ago by Andrea Boehm
14 min read

Please click here to view a short video on how to create Adjustments.


The Adjustments option allows you to Create, delete, and/or modify employees Payroll Items.

Search/View Adjustments

The Adjustments Grid allows the user to search for existing payroll items for an employee. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you want to view or edit.  Example - First Name is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with San in the first name will appear. You can then click on the next to the Payroll Item record you are searching for to view the data associated with the payroll item or click on the to edit the record or to delete the record.

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

 

Archived Employees - Adjustments

To Include Archived Employees in the grid, click on .  This will show Employee's that have been archived from ALL core options.  The delete option will delete the adjustment from the grid and NOT archive it.

Create an Adjustment

  1. From the Core Menu select Adjustments

  2. To Create an Adjustment for a Payroll Item, click on Create

    1. Select an Employee by clicking on the  arrow

      1. Select the Payroll Item Federal Tax, Code 001, to add/adjust the following:

        1. Select the Type by clicking on the arrow

          1. Additional Withholding Amount
          2. Adoption Assistance
          3. Amount Withheld
          4. Applicable Gross
          5. Dependence Care
          6. Earned Income Credit Amount
          7. Fringe Benefits
          8. Health Insurance
          9. Health Reimbursement
          10. Life Insurance
          11. Moving Expense
          12. Taxable Benefits
          13. Taxable Benefits
          14. Third Party Pay
          15. Total Gross
          16. Vehicle Lease
      2. For remainder Payroll Items, select one of the following:
        1. Additional Withholding Amount
        2. Amount Withheld
        3. Applicable Annuities
        4. Applicable Gross
        5. Total Gross
        6. Board's Amount of Payroll Item
        7. Board's Pickup Amount of Payroll Item
        8. Portion of FTD Amount that was withheld as a rehired retiree
        9. Portion of FTD Board Amount that was earned as a rehired retiree
        10. Portion of FTD Gross that was earned as a rehired retiree

  3. To Create an Adjustment for Days/Hours, click on Create

    1. Select an Employee by clicking on the  arrow

      1. Leave the Payroll Item blank
        1. Select the Type by clicking on the arrow
          1. Advanced Sick Leave Used
          2. EMIS Absence
          3. EMIS Attendance
          4. ODJFS Total Gross
          5. ODJFS Weeks
          6. SERS Retirement Days
          7. SERS Retirement Hours
          8. STRS Retirement Days
          9. STRS Retirement Hours


INFO**When making an Adjustment entry, the amount you are entering will be added/or subtracted from the total Adjustment Type balance**



Adjustment Options

TypeDescription

Health Insurance

Cost of Employer-sponsored Health Coverage.  The Adjustment for Health Insurance does NOT OVERRIDE the amount, it + or - the total amount calculated. Only enter the amount NOT tracked in USPS system using the 001 Federal Tax Payroll Item.  

The total amount will be placed in Box 12 coded as 'DD' on the employee's W2.

Moving Expense - Only for ACTIVE MILITARY

Reimbursements, including payments made directly to a third party, for ACTIVE MILITARY employees only, be entered in the Moving Expense field. 

-Nonqualified moving expenses and expense reimbursements are reported in boxes 1, 3, and 5 of Form W-2. These amounts are subject to federal income tax withholding and social security and Medicare taxes.

The amount will be placed in Box 12 coded as 'P' on the employee's W2.

Taxable Benefits (NC3)

For more detail instructions, click here

Use the 'Non-cash Taxable Benefit' pay type in Payroll Payments CURRENT or FUTURE and this will represent the non-cash taxable benefits amount (NC3). 

If the 'Non-cash Taxable Benefit' pay type was not used during payroll processing, the Taxable Benefits (NC3) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL using the Taxable Benefits Type in order for the Taxable Benefits (NC3) amount to show correctly on the W2 form.  This amount would only be entered under the 001 Federal Payroll Item. This will update the total and taxable gross totals on the Federal, State, City (If applicable) OSDI and Medicare records during W2 Report. No manual adjustments are needed for the Gross and Taxable Gross amounts.

Taxable Benefits (NC3) amount does not get added to the Quarter Report Totals Summary 'Non-Cash Earnings'.

Effects on Quarter Report: None

If the Medicare withholding was paid by the employee (1.45%) and employer (1.45%), adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.  This amount will affect the Quarter report:

  • Deductions Items Summary, 692-Employee Contrubtion *TD Totals for Employee portion only x 1
  • Form 941 Line 5C) QTD Employees' Medicare Contributions x 1 and Employers' Medicare Contributions x 1
  • Form 941 Line 13) Federal Withholding Deposits x 1

If Medicare is fully board paid (Pickup), then an Adjustment should be made to the Board's Pickup Amount of Payroll Item (1.45%) only.  This will update both Medicare Pickup and Medicare on the Employee's W2. This amount will only affect the:

  • Deductions Items Summary 692-Employer Pickup *TD Totals x 1
  • Form 941 Line 2) QTD Taxable Wages x 1
  • Form 941 Line 5C) QTD Employees' Medicare Contributions x 1
  • Form 941 'Includes board paid Medicare/FICA' and 'Picked up by board' amount x 1
  • Form 941 Line 13) Federal Withholding Deposits x 1

Fringe Benefits

For more detail instructions, click here

Enter the Fringe Benefit amount using Adjustments to show correctly on the W2 form and to ensure that the Quarter balances.  This amount would only be entered under the 001 Federal Payroll Item. The W2 Report will automatically adjust the Federal and State total and taxable gross amounts.  

If wanting to show in Box 14 on W2, check the 'Include Fringe Benefits in Box 14' option.

Life Insurance (NC1)

If the Life Insurance Premium Pay Type was not used prior to the last pay of the calendar year, the Life Insurance (NC1) amount must be entered using a Core>Adjustments.  Creating  a Core>Adjustment using the Life Insurance Type will ensure the life insurance amount is correctly reported on the employee's W2 and that the quarter balances.  When creating the adjustment, use the Payroll Item Federal Code, Code: 001.  When the W2 Report is run, the Federal, State, OSDI, City (If applicable) and Medicare Total Gross and Taxable Gross amounts will automatically include the life insurance adjustment.  No other manual adjustments are needed for the Gross and Taxable Gross amounts are necessary.

Items affected on Quarter report:

  • Totals Summary>Non-Cash Earnings
  • Deduction Items Summary>QTD Taxable and YTD Taxable
  • Form 941
    • Line 2) QTD Taxable Wages
    • Line 5C) QTD Medicare Taxable Wages
City Payroll Items:
The city Total Gross and Taxable Gross is only adjusted when the Core>Payroll Item Configuration>Tax Non Cash Earn is checked.  If any Core>Adjustments are entered involving non-cash earnings, the city tax will need to be calculated, the appropriate adjustments entered, and the appropriate payments processed.
OSDI Payroll Items:
When the Life Insurance Adjustment is added, each OSDI Payroll Item> Applicable Gross is increased by the life insurance amount.  If an employee lived in multiple school districts throughout the year, the Applicable Gross for each OSDI Payroll Item will need to be calculated and Core>Adjustments will need to be created to adjust the OSDI's Applicable Gross to reflect the proper amount. The cost for each OSDI Payroll Item and the amount of the adjustment is calculated by the following:
  • Cost Per Month = Total Life Insurance Amount/Number of Months the Employee Had the Life Insurance
  • Cost Per Month X Total Months in School District
  • Go to Core>Adjustments and create an adjustment for each OSDI Payroll Item, the Applicable Gross Type, and for a negative amount calculated prior.

Medicare Payroll Items:

If Medicare is fully board paid (Pickup) then Core>Adjustments should be created using the Medicare Payroll Item and the Board Pickup Amount of Payroll Item Type for the 1.45%.  This will update both Medicare pickup and Medicare on the Employee's W2. The Amount Withheld is also added to the Taxable Gross of Federal, Ohio, City and OSDI to be taxed.  It will not be added to Medicare Taxable Gross. An Adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using 'Board's Amount of Payroll item' and an Adjustment to the Applicable Gross, this will update the employee's W2 Medicare Taxable Gross by the Amount Withheld.

If the Medicare withholding was paid by the employee (1.45%) and employer (1.45%), adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.

Items affected on Quarter report:

  • Deduction Items Summary>692 Medicare>QTD Total, YTD Total, FTD Total
  • Form 941>Line 5C QTD Employees' Medicare Contributions
  • Form 941>Line 5C QTD Employer's Medicare Contributions


Items affected on the ODJFS Report:

  • If the payment is included as part of the payroll process, QTD Gross Wages will include Life Insurance amount(s).
  • QTD ODJFS Wages will not include Life Insurance amounts(s).
  • The ODJFS submission file only contains the QTD ODJFS Wages.


NOTE:  If a Life Insurance Adjustment is posted and this is the only payment the employee is paid during the calendar year, the system will only update the Federal Total Gross and Applicable Gross on the employee's W2.  Adjustments to the employee's State Total Gross and Applicable Gross, City Total Gross and Applicable Gross (if applicable), and Medicare Total Gross and Applicable Gross will need to be created.

The amount will be placed in Box 12 coded as 'C' on the employee's W2.

Adoption Assistance

If the Adoption Assistance Pay Type was NOT USED prior to the last pay of the calendar year, the Adoption Assistance (NC2) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL in order for the Adoption Assistance amount to show correctly on the W2 form and to ensure that the Quarter balances.  The W2 Report will automatically adjust the Medicare and City, if applicable, the total and taxable gross amounts. 

The amount will be put in Box 12 coded as 'T' on the employee's W2.

NOTE: The city is only adjusted when the Payroll Item Configuration setup for the city payroll item is checked to Tax Non Cash Earnings. 

Dependent Care

If not using the Dependent Care Payroll Item type, enter the amount for Dependent Care benefits. This amount will be added to the total and taxable gross fields by any amount above the $10,500.00 threshold for any Payroll Item that taxes Dependent Care (Federal, Ohio, and City (if applicable) totals during W2 Processing.  This amount would only be entered under the 001 Federal Payroll Item.  The total amount of Dependent Care will appear in Box 10 on the W2.

Third Party pay

If Third Party Sick pay is Taxable, users need to add the Third-Party Sick pay amount to the Total Gross and Taxable Gross on the Federal (001), Ohio (002), City (if applicable), OSDI (8XX) and Medicare (692) records as needed.  Will cause gross amount on W2 Report to be higher.  If Federal tax was withheld, add an adjustment using the Amount Withheld to record the federal tax withheld.

If the Medicare withholding was paid by the Third party, Adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.

If Medicare is fully board paid (Pickup) then the total Adjustment (1.45%) should be made to the 'Board Pickup Amount of Payroll Item'. This will update both Medicare pickup and Medicare on the Employee's W2.

If it is a Non-taxable Third Party Sick pay, add amount using Third Party Pay to the Federal Tax (001) record.  The amount will be put in Box 12 coded as 'J' on the employee's W2.

Vehicle Lease

The Vehicle Lease option adds to the total and taxable gross fields on the Federal and Ohio totals during W2 Processing. This amount would only be entered under the 001 Federal Payroll Item. This is then reflected on the W2 Report and the vehicle lease amount will appear in Box 14 on the W2.

No manual adjustments are needed

Total Gross

Updates any Payroll Item Total Gross selected

Applicable Gross (Taxable Gross)

Updates any Payroll Item Applicable Gross selected (Taxable Gross)

Amount Withheld

Updates any Payroll Item Amount Withheld selected

Applicable Annuities

Updates the W2 Report

Board's Amount of payroll item

Adds to the *TD Employer Amounts selected

Earned Income Credit Amount

Currently not being utilized

Additional Withholding Amount

Adds to the *TD Withholding fields for the Payroll Item selected

Portion of FTD Board Amount that was earned as a rehired retiree

Used to update the FYTD Rehired Retiree Employer Amount on the 450 and 691 record

Portion of FTD Board Amount that was withheld as a rehired retiree

Used to update the retiree field FYTD Rehired Retiree Withholding field on the selected 450 or 591 records

Portion of FTD Gross that was earned as a rehired retiree

Used to Update the FYTD Rehired Retiree Gross field on the 450 record

ODJFS Total Gross

Updates the QTD ODFJS Wages on the ODJFS Report. Select 'Quarter To Date' box

ODJFS Weeks

Updates the # of Weeks on the ODFJS Report.  The Transaction Date has to be within an open posting period, or an error will occur. Select 'Quarter To Date' box

SERS Retirement Days

In order for the adjustment days to be picked up by the SERS per pay report, the adjustment must fall within the period beginning and end dates for payroll the employee is in, which is being reported. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur.

Make sure that the box is checked. 

SERS Retirement Hours

Updates the SERS Hours Paid on the SERS Per Pay Report. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur.

Make sure that the box is checked. 

STRS Retirement Days

In order for the adjustment days to be picked up by the STRS per pay report, the adjustment must fall within the period beginning and end dates for payroll the employee is in, which is being reported. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur. **This adjustment will also affect STRS Days on the STRS Advance FYTD report**

Needs to be entered as 1.0 if the employee only worked .25, .5 or .75 of a day. 

Make sure that the box is checked. 

STRS Retirement Hours

Reports that use STRS Retirement Hours

  • ABS101
  • Afford Report
  • Posted Pay Report
  • STRS Reports

EMIS Attendance

Updates EMIS Attendance on the EMIS collection.  The Transaction Date has to be within an open posting period or an error will occur.
EMIS Absence Updates EMIS Absence on the EMIS collection.  The Transaction Date has to be within an open posting period or an error will occur.

Board's Pickup Amount of Payroll Item

Adds to the *TD Employer Amount fields

Advanced Sick Leave Used

This item type is used to reset an employee's 'Advanced Units Used' on their CORE/Leaves screen.

Health Reimbursement

This item type is used to report the total amount of permitted benefits under a qualified small employer health reimbursement arrangement in Box 12 code FF on the employees W2. This will allow eligible employers to pay or reimburse medical care expenses of eligible employees after the employees provide proof of coverage. Eligible employers are those small employers with less than 50 Full-Time Equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days).  Another eligibility requirement is that the employer does NOT offer a group health plan to any of their employees. This amount would be entered using the 001 Federal Tax payroll Item.

  • 5.  Enter a Transaction Date, Amount and Description.  The Transaction Date has to be within an open posting period or an error will occur:

  •  

6.  Adjustment Journals will show whether imported or not with a flag

    • The Imported flag is a read-only and will be set to true only for imported adjustments.  All other adjustments will be set to 'not imported' and the flag cannot be modified.
    • The Imported flag (called Imported) for Mass Update for Adjustments, can be imported, but will always be set to false.  This field cannot be overridden.

  • 7.  Select a 'To Date Options.'

    • Month To Date - Selecting this option will INCLUDE the adjustment journal in the month to date calculations
    • Quarter To Date - Selecting this option will INCLUDE the adjustment journal in the quarter to date calculations
    • Year To Date - Selecting this option will INCLUDE the adjustment journal in the year-to-date calculations
    • Fiscal Year To Date - Selecting this option will INCLUDE the adjustment journal in the fiscal year to date calculations

  • 8.  Click on  to post the Adjustment to the system, click on Cancel to not post the Adjustment and return to the Adjustments grid.

Audit Report option 

After creating and saving an Adjustment record, or to see any changes that were made to an Adjustment record, there is a option to run an Audit Report directly

from the Adjustment record.

User must be in VIEW mode in order to see the Audit Report button. On the Employee record--Click on the  button.


Click on the button.

Enter a Start Date and Stop Date and click on the button.


The report heading on this single object audit report will include the start/stop date on the Title Page and the title on the report will be USPS Audit Report - (Adjustment)   

Create a Single Adjustment Entry

Click on 

  • To create a single adjustment entry, the Close option can be checked 

    If the Create New option is checked click  the  check box to uncheck it and then click on the Close box. 

  • Select the employee and enter in the adjustment information.  Click on  This will then create one adjustment for the employee and return you to the Adjustment grid so other employee Adjustment records can be added.


***OR***

  • If the Create New option is checked     , you can add the Employee and the Adjustment information data. Click on    


  • Click  in the upper right corner of the record or click the   button. This will then create one Adjustment entry and take you back to the Adjustment grid so that other employee Adjustment records can be added.

Creating Multiple Adjustment Entries for an Employee

Click on

  • To create multiple adjustment entries for an employee, the Create New option should be checked   

Note-If the Close option is checked click the check box to uncheck it and then click on the Create New box 

  • Enter the Employee and the Adjustment information. Click on   This will then create one Adjustment record for the employee and return you to the employee's record so that additional records can be added. 

  • If wanting to change employee's, enter in the new employees name and info:

  • To return to the Adjustment grid - Click  in the upper right corner of the record or click on image2019-3-11_17-38-49.png button:

Edit Employees Adjustment

**Note**  'Imported by Classic USPS' data is non-modifiable

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

  1. Search desired Employee on grid
  2. Click on  to edit the Employees Payroll Item
  3. Make desired changes
  4. Click on to save desired changes to the Employees payroll Items, click on Cancel to not post changes and return to the Adjustments grid

Adding Attendance for SERS Days/Hours-

See this link for details on adding SERS days/hours FAQ-Frequently Asked Questions

Delete Employees Adjustment

**Note**   'Imported by Classic USPS' data cannot be deleted.

  1. Search desired Employee on grid to delete

  2. Click on  to delete the Employee Adjustment

  3. Click on  to confirm deletion or Cancel to not delete Adjustment

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