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Once the refund is processed and the payroll is posted, the amount is placed in Processing>Process Outstanding Payables.
If the amount of the refund should not affect the payable total, (money was sent back to district, deposit into Payroll Clearance account), a Payables Adjustment should be posted. To do so, go to the Payables Adjustments tab to create an offsetting entry. Click Create, enter the Employee, the Payroll Item, the Employee Amount and/or Employer Amount, and a Description. Click Save.
If no check was sent by a deduction company and the amount should short the current payables check, then no Payables Adjustment is needed.
To get a detail print out of the Refund of Payroll Item for this employee, go to Payments/Refund/Refund Payments, select the employee and click on Detail Report.
To see the Adjustments that were made for this refund, go to Core/Adjustments and search for the employee
Refunding a Payroll Item Outside of a Payroll Process-Employee no longer being paid
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Go to the Error Adjustments section and click on +Create .
Add the refund Amount as a negative number, and Description. The Date can left blank if you want this refund to process with the next payroll. If you wish to process this refund at a later time, that date should be within the period beginning and ending date of a payroll being processed, not the Pay Date.
Click on the Save button.
| Note |
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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. |
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If there is an Employer Error Adjustment involved, you will need to
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reference the
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Adjusting Employer Paid Amount Without Refund Processing, also in this checklist.
Click on the Save button.
**If you want to delete the Employee or Employer Error Adjustment record, click the Delete icon.
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Once the refund is processed and the payroll is posted, the amount is placed in Processing>Process Outstanding Payables.
If the amount of the refund should not affect the payable total, (money was sent back to district, deposit into Payroll Clearance account), a Payables Adjustment should be posted. To do so, go to the Payables Adjustments tab to create an offsetting entry. Click Create, enter the Employee, the Payroll Item, the Employee Amount and/or Employer Amount, and a Description. Click Save.
If no check was sent by a deduction company and the amount should short the current payables check, then no Payables Adjustment is needed.
To get a detail print out of the Refund of Payroll Item for this employee, go to Payments/Refund/Refund Payments, select the employee and click on Detail Report.
To see the Adjustments that were made for this refund, go to Core/Adjustments and search for the employee.
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**If a refund Adjustment for the board is not processed through a payregular payroll, you will need to manually update USAS as there is not a file that is created when processing using Adjustments. This amount will not show in Employer Distribution.
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