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Users have a few different options when refunding a payroll item. It can be done during a regular payroll, refund the payroll item without processing a payroll, or posting an adjustment to the employer paid amount. 



Expand
titleRefund a payroll item during a regular Payroll

Refund a payroll item during a regular Payroll

  •  1. Go to Core/ Payroll Item > Payroll Item
    • Find the employee using the grid and type in a few characters of the Last Name, First Name  or Number
    • Locate the Payroll Item you will be processing the refund for and click on 

    - OR -

  •  Go to the Dashboard search and type in a few characters of Last name, First name or Number then click on employee from the list of names provided
    • Click on the Payroll Items tab
    • Locate the Payroll Item you will be processing the refund for and click on                                                                                       
  •  2. Go to the Error Adjustments section and click on
Info

You can also go directly to the Error Adjustments Screen by going to Core/ Payroll Item > Error Adjustments. 

From the Error Adjustments Grid, select , select the employee's name and payroll item, and click .


  •  

    3. Add the refund Amount as a negative number, a Description and a Date 

    Tip
    If you wish to process this refund at a later time, the date should be within the period beginning and ending date of a payroll being processed not the Pay Date.  If you wish to process now leave date blank.


    • Click on the  button.
Note

In order for a refund to take place the Payroll Item Pay Cycle must be the Pay Cycle that is being processed on the Payroll. Example- Payroll Item Pay Cycle is set as Split Between First and Second Pay of the Month. The payroll being processed is the Third Pay of the month. This refund will not be processed during this pay because the Pay Cycle does not match and therefore the refund would not be processed until the next payroll processed for first or second pay of the month. 


  •  4. If there is an Employer error adjustment involved you will need to go to Core/ Payroll Item > Employer Error Adjustment.
    •   On the Employer Error Adjustment Grid, click , select the employee's name and payroll item, and click .
    •  

      Add the refund Amount as a negative number, a Description and a Date        

      Tip
      If you wish to process this refund at a later time, the date should be within the period beginning and ending date of a payroll being processed not the Pay Date.  If you wish to process now leave date blank.


      • Click on the  button.

                                                                                   

Note

If there is employer pickup involved (Medicare, Retirement, etc.) check the       box.


Info

If you want to delete the entire Employee or Employer Error Adjustment record click on.


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

  •   6. Complete the Payroll processing.


Expand
titleRefunding a Payroll Item in USPS-R Without Processing a Payroll

Refunding a Payroll Item in USPS-R Without Processing a Payroll

Tip
This process is normally used when an employee is no longer employed at the district, is not getting paid on the next payroll or if the district wishes to refund the payment to the employee immediately.
  •   1. Go to Core/ Payroll Item > Payroll Item
    • Find the employee using the grid and type in a few characters of the Last Name, First Name  or Number
    • Locate the Payroll Item you will be processing the refund for and click on 

    - OR -

  •  Go to the Dashboard search and type in a few characters of Last name, First name or Number then click on employee from the list of names provided
    • Click on the Payroll Items tab
    • Locate the Payroll Item you will be processing the refund for and click on                                                                                       
  •  2. Go to the Error Adjustments section and click on
Info

You can also go directly to the Error Adjustments Screen by going to Core/ Payroll Item > Error Adjustments. 

Image Added

From the Error Adjustments Grid, select Image Added, select the employee's name and payroll item, and click Image Added.

  •  

    3. Add the refund Amount as a negative number, a Description and a Date

    Tip

    If you wish to process this refund at a later time, the date should be within the period beginning and ending date of a payroll being processed not the Pay Date. If you wish to process now leave date blank.


    • Click on the  button.
  •  4. If there is an Employer error adjustment involved you will need to scroll to go to Core/ Payroll Item > Employer Error Adjustment. 
    •  On the Employer Error Adjustment
    section and click on Image Removed
    • Grid, click Image Added, select the employee's name and payroll item, and click Image Added.
    •  

      Add the refund Amount as a negative number, a Description and a Date

      Tip

      If you wish to process this refund at a later time, the date should be within the period beginning and ending date of a payroll being processed not the Pay Date. If you wish to process now leave date blank.


      • Click on the  button.
Note

If there is employer pickup involved (Medicare, Retirement, etc.) check the       box.


Info

If you want to delete the entire Employee or Employer Error Adjustment record click on.

  •   5. Go to Processing/Payroll Item Refund
    • Find the employee using the grid and search by Last Name or Number.
    • Click on next to the appropriate record. 
    • Click   
    • For Check processing: 
      • Choose the Payment Option (Check Payment)
      • Bank Account 
      • Starting Check Number will automatically default to the next available Payroll Check Number
      • Transaction Date is already defaulted to the current date. This can be changed if desired
      • Choose the Output  Format
      • Pay Plan 

      • File Name 

        Note
        Defaulted as PayrollItemRefundYYYY-MM_DD but may be changed if desired 


      • Click 
      • Upload/print output file
    •  For ACH Processing:
      • Choose the Payment Option (ACH Electronic Payment)
      • Transaction Date is already defaulted to the current date. This can be changed if desired
      • Choose the ACH Source (Payroll ACH Transfer) from the drop down
      • Pay Plan (Choose from drop down)

      • File Name

        Note

        Defaulted as ACH_BankName.txt but may be changed if desired


      • Click      
      • Upload the output txt file to the bank 


Warning

Any unprocessed error adjustments for a refund in classic will be imported and will be displayed under the Processing/Payroll Item Refund screen. The check box  located under Unpaid Error Adjustments is used to select all Payroll Item Refund records displayed on the screen for payment. If any record displayed is not going to be processed for a refund click   and delete the Amount and then click the  button.



Expand
titleAdjusting Employer Paid Amount Without Refund Processing

Adjusting Employer Paid Amount Without Refund Processing

To enter in the refunded employer amount without processing through a pay:

  •  Go to Core/Adjustments 
    •  Click  
    •  Find the Employee, the Payroll Item from the drop down, the Type-Board Amount of payroll item from the drop down.
    •  Enter a TransactionDate or choose date from the calendar.
    •  Enter the refund Amount as a negative figure. A Description can be added if desired.
    •  Click 

Info

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


Warning

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