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.

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

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

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.

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
  
  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.

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

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.

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

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

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

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 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
  
  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.

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

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
    
    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
    
    Defaulted as ACH_BankName.txt but may be changed if desired
  - Click
  - Upload the output txt file to the bank

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.

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 Transaction Date or choose date from the calendar.
- Enter the refund Amount as a negative figure. A Description can be added if desired.
- Click

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.

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.