Refunding Payroll Item
Refund a Payroll Item during Regular Payroll Process- Employee is being paid during payroll
Go to Core/Payroll Item/Error Adjustment OR Employer Error Adjustment
Click on Create, find the employee using 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 -
1b. Go to the employee’s Dashboard.
2b. Click on Payroll Items.
3c. Locate the Payroll Item you will be processing the refund for and click on the edit icon.
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.
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.
If there is an Employer Error Adjustment involved, you will need to scroll to the Employer Error Adjustment section and click on the +Create button.
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.
**If you want to delete the Employee or Employer Error Adjustment record, click the Delete icon.
If there is an employer pickup involved ex-Medicare, check the box. This will update both Medicare Pickup and Medicare (employee amount paid by board) on the Employee's W2.
Initialize your payroll. On the Pay Report you will see the refund amount:
Complete the Payroll processing.
Outstanding Payables
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.
Refunding a Payroll Item Outside of a Payroll Process-Employee no longer being paid
This process is normally used when an employee is no longer employed at the district and is not getting paid on the next payroll, or if the district wishes to refund the payment to the employee immediately.
Go to Core/Payroll Item/Error Adjustment OR Employer Error Adjustment
Click on Create, find the employee using 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 -
1b. Go to the employee’s Dashboard.
2b. Click on Payroll Items.
3c. Locate the Payroll Item you will be processing the refund for and click on the edit icon.
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.
If there is an Employer Error Adjustment involved, you will need to reference the Adjusting Employer Paid Amount Without Refund Processing, also in this checklist.
Click on the Save button.
**If you want to delete the Employee Error Adjustment record, click the Delete icon.
Go to Processing/Payroll Item Refund.
Find the employee using the grid and search by Last Name or Number.
Click on box next to the appropriate record.
Click Refund Selected Payroll Items from the top of the grid
Check processing:
Choose the Payment Option (Check Payment)
Bank Account (Default Bank Account is defaulted or you can choose from the drop down)
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 (XML-export file for printing software or PDF)
Pay Plan (Choose from drop down)
File Name is defaulted (PayrollItemRefundYYYY-MM_DD.xml) can be changed if desired.
Click Process Refunds
Transfer the PayrollItemRefund.xml file to your desktop or a folder of your choosing to upload the file to your printing software to print out the check.
-OR-
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 is defaulted (ACH_BankName.txt) can be changed if desired
Click Process Refunds
Transfer the ACHSXXXXXXXX.txt file to your desktop or a folder of your choosing and upload the file to the bank’s website.
Outstanding Payables
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.
Adjusting Employer Paid Amount Without Refund Processing
To enter in the refunded employer amount without processing through a pay go to Core/Adjustments and click +Create.
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 Save.
**If a refund Adjustment for the board is not processed through a regular 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.
**If there is employer pickup involved, example Medicare, you may also need to add an Adjustment for Type- Board Pickup Amount of Payroll Item. This will update both the Employee paid portion by the board and the Board's Pickup Amount of Payroll Item.