Deductions

Human Resources > Workforce Administration > Search > Employee > Payroll Data

The grid in this section contains the deduction data that applies to the selected employee. Each deduction corresponds to a row in the grid. For deductions that have been set up through Benefits Administration, the edit and delete icons have been removed from the corresponding rows, and the coverage dates displayed are the payroll start and end dates from Benefits Administration.

Rows are sorted alphabetically by Deduction, beginning with those that have Open end dates. Clicking a row displays the Deduction Detail section below the grid. The fields in this section contain the details of the deduction selected.

On first navigating to this section, you see only the active, or open, deductions as of the date on the timeline and future-dated deductions that do not have records.

Note: If multiple records exist for a deduction, the most recent show.

To populate the grid with all deductions ever assigned to the employee, including those that no longer are active, click the View All button, located on the right side of the Deductions section header.

Once you have clicked View All, the button label changes to View Open. Click this button to repopulate the grid with active deductions only.

A column of check boxes on the far-left of the grid lets you create end events for multiple deductions at once. Select the check box next to each deduction that applies. To select or deselect all deductions in the list, select the check box in the column header.

If you select multiple deductions at once, the end date defaults to the last one used in payroll, but you may change the date. If there is not a last used in payroll end date, the end date defaults to the latest start date.

  • If the selected deductions have different last processed dates, the default effective date is the last processed date.
  • If the selected deductions have different last processed dates and one deduction has a start date later than the other last processed dates and does not have a last processed date, the default effective date is the start date.
  • If all deductions do not have a last processed date but have different start dates, the default effective date is the latest start date.

To add a deduction to the grid in the Deductions section, click the New button, located on the left side of the section header. The New Deduction pop-up opens, asking for the selection of a Deduction.

Click once in the field, and type the first few letters of the deduction you want. A short drop-down opens, showing only the deductions that match, or most closely match, your entry. When you see the deduction you want, click it to have it entered automatically in the field. You also may click the field prompt to select from a comprehensive list of valid deductions that have been set up in Maintenance.

After making your selection, click OK. The pop-up closes, and the Deduction Detail section opens below the grid, the available fields determined by the Deduction selected in the pop-up.

If the deduction selected already exists, the section contains the entries for the most recent deduction record. If the deduction selected does not exist, all fields available for entry are blank.

To edit a deduction, click the corresponding edit icon , located in the far-left cell of the appropriate row. The Deduction Detail section opens below the grid, with the appropriate data enabled for editing.

Note: If an existing deduction has been used in a payroll, or if a payroll containing the deduction has been printed but not posted, the section opens in view-only mode, with a message saying the entries cannot be changed.

Enabled when a row in the grid is selected, the Create Event button creates a new effective-dated period and applicable details for the deduction selected.

Clicking the button opens a pop-up that asks for the Effective Date of the new version of the deduction. This date must be later than or the same as the Effective Date for the deduction selected.

Once the date is selected and the pop-up closed, if the End Date of the original deduction was Open in the Date Range column of the grid, it closes with the Effective Date of the new deduction, and the new deduction shows an Open End Date. The Deduction Detail section displays in edit mode below the grid, and the Effective Date contains the date selected on the pop-up.

Note: If an employee’s deduction detail is edited after the employee’s pay check has been calculated in a payroll, and if the edit date falls within the payroll date range, a warning displays, saying that proceeding invalidated the employee’s calculated payroll and requires it to be recalculated.

Enabled when a row in the grid is selected, the End Event button opens a pop-up that asks for the date the selected deduction is to end. This date cannot overlap the Effective Date of a subsequent deduction record.

Once the deduction has ended, the deduction shows the effective and end dates in the Date Range column of the grid.

To delete a deduction from the grid, click the delete icon , located immediately to the left of the Deduction cell in the appropriate row. A dialog displays to confirm that you want to delete. Only the effective-dated record selected is deleted.

Note: A deduction that has been used in a payroll cannot be deleted.

If multiple records exist for a deduction, the most recent show. To see how data associated with the deduction has changed over time, click the arrows of the navigation control , located on the right side of the section header. This navigation does not affect the deduction records displayed in the grid.

The fields and selections in this section are determined by the Deduction selected in the grid. The Amount, Percentage and Multiplier share one field, and the formatting and label of the field change based on the Deduction selected. The Limit field label changes based on the Limit Type set up on the deduction.

The following table contains descriptions of the fields in the Deduction Detail section:

Field Description
Effective Date

Date the deduction can begin to be processed in payrolls. It must be later than or the same as the Effective Date set up for the deduction in Maintenance.

The default entries, set up in Maintenance as of the date selected, populate the fields automatically.

Once the deduction is saved, this date may not be edited.

Note: Deduction date ranges cannot overlap.

End Date

Date the deduction ends. This entry may be edited.

Note: This date cannot be later than the Effective Date of a subsequent deduction record.
Deduction

Code and description of the deduction. This data comes from Maintenance and is view-only.

Last payroll the employee had the deduction taken. This date is view-only. If a date is displayed here, only the End Date may be edited. All other fields on this form are disabled.
Declined

Lets Michigan Office of Retirement Services (ORS) users assign employees deductions with zero contributions so the employees are reported correctly on the Michigan ORS Report and transmittal file. The Create ORS Member Data process includes deductions that have been declined.

Note: An employee who chooses to contribute $0.00 to a defined contribution plan still needs to have wages subject to retirement and the 0% or $0.00 amount reported to ORS.

Selecting Decline disables and removes entries from the Override fields in the Values section of the deduction detail.

If a deduction has been used in a payroll (Last Used in Payroll date is displayed), the Declined check box is disabled.

A green check mark displays in the Declined column of the Deductions grid for any deduction that has been declined. If a deduction is an amount or flat percent, N/A displays in the Amount column. If it is a multiplier, N/A displays in the Multiplier column.

Payroll processing ignores deductions that are marked as declined as of the pay end date.
Last Used in Payroll Last date the deduction was applied to a payroll. This date is view-only. If a date is displayed here, only the End Date may be edited. All other fields in this section are disabled.

Values

The Default column in this section displays the data as set up for the deduction in Maintenance. You may use the Override column to override the default data.
Sequence

Required. Determines the order in which the deduction is taken from the employee's check during payroll calculations. If a Sequence was selected for the deduction in Maintenance, it defaults here.

The available numbers are 1 through 999. Generally, give the more important deductions the lower numbers, so they are taken first.

Pre-tax deductions are taken before post-tax deductions.

If the amount of an employee's check is inadequate to cover all deductions, the higher numbered deductions may be held until the next pay check.
Frequency Required. Determines what checks include this deduction, or how often the deduction is taken. If the entry does not default from Maintenance, click in the field to select one from the drop-down.
Amount

Based on the deduction selected, identifies the deduction dollar amount, percentage or multiplier.

Amount:Closed displays when the deduction calculation method from Maintenance is Amount per Hour, Annual Rate Steps, Flat Amount or Hourly Rate Steps. If an entry is not defaulted from Maintenance, an override Amount is required.

Percentage:Closed displays when the deduction calculation method from Maintenance is CA Additional EPMC, CalPERS, Flat Percent or Percent of Annual. If an entry is not defaulted from Maintenance, an override Percentage is required.

Multiplier:Closed displays when the deduction calculation method from Maintenance is Pay Rate. If an entry is not defaulted from Maintenance, an override Multiplier is required.

Percentage
Multiplier
Deduction Maximum

Required if the deduction is a Percentage, cap set for the maximum deduction amount to be taken per check, regardless of the percentage being used; for example, if a check amount is $500, the flat percent is 10% and the Deduction Maximum is $45, the system takes only $45.

This field is enabled when the deduction type is Amount per Hour, CA Additional EPMC, CalPERS, Flat Percent, Pay Rate or Percent of Annual.
Net Pay Minimum

Dollar amount below which an employee's net pay no longer may be reduced, regardless of the deductions set up. The label displays the default net pay limit from the Maintenance if one has been specified.

If a Net Pay Minimum is named, the Sequence should be 999.
Limit Type Limits the amount of the deduction by life to date, year to date or a user-defined type. The name of the field changes based on the setup in Maintenance.
Limit

Dollar amount of the year-to-date or life-to-date limit. When this amount is reached, the deduction ends.

The field name changes based on the Limit Type set up for the deduction in Maintenance. The possible names are Life-to-Date Limit, User-Defined Limit and Year-to-Date Limit.
Limit Start Date

Date range during which the deduction Limit may be reached. The dates selected in Maintenance default here.

If the deduction has a life-to-date or year-to-date limit, these fields are disabled.
Limit End Date
ORS TDP Michigan Office of Retirement Services (ORS) tax-deferred payment (TDP) data. (Requires separate licensing.)

TDP deductions refer to the purchasing of hours of service for retirement; for example, an employee who was enlisted in military service for three years may choose to purchase three years of service through payroll deductions.

TDP entries display in an employee's Deduction Detail section of Workforce if the ORS TDP check box has been selected on the corresponding deduction in Maintenance. The ORS report pulls in TDP deduction amounts automatically according to what deductions have been identified as ORS TDP deductions.

All require entries.
FieldDescription
TDP Agreement NumberNumber identifying the TDP. Maximum of 9 characters.
TDP Billing AmountDollar amount.
TDP Billing Due DateInitial filing date.
TDP Invoice NumberMaximum of 8 characters.
TDP Scheduled DeductionDollar amount of the scheduled deduction.
TDP Service Credit AvailableDollar amount of credit available.
TDP Service Credit PurchasedDollar amount of credit purchased.
TDP Signature DateDate employee signs TDP.
Agreement FiledSelected when an agreement report has been filed with the state.

Enabled only if the selected deduction is checked as a Garnishment and has a Calculation Method of Flat Amount, Flat Percent or Pay Rate in Maintenance, the Garnishment button, located on the right side of the section header, opens the Employee Garnishment Entry pop-up. Use this pop-up if you need to apply portions of a garnishment deduction to case numbers, override vendors and amounts or percentages.

The total of the garnished amounts entered on the pop-up must equal the amount entered on the Deduction page in Maintenance. If the amount in Maintenance is changed, a warning message displays in this section, requiring you to balance the amounts.

Column Description
Case Number Required if Override Vendor or Amount/Percent contains an entry, case number tied to the garnished payment amount or percent. This cell may hold 32 characters.
Override Vendor

If different from the vendor selected on the Deduction page in Maintenance, identifies the vendor receiving the garnished payment. This cell is enabled when an associated Case Number is entered.

Selections on the drop-down come from Maintenance > new world ERP Suite > Procurement > Vendor Service.
Amount/Percent Required if Case Number contains an entry, the amount of the garnished payment. The title of the column--Amount or Percent--depends on the Calculation Method selected on the Deduction page in Maintenance.

To save your entries on the Employee Garnishment Entry pop-up, click OK.

If you do not want to save your entries, click Cancel. If you are satisfied with your entries, click Save. The deductions grid updates, and if Create Event was used, the new effective date displays in the Date Range column.

To save your entries and clear the Deduction Detail section for the entry of another deduction, click Save/New.

To assign user rights to the Deductions section, follow these steps:

  1. Navigate to Maintenance > new world ERP Suite > Security > Users. The User List page opens.
  2. Select (highlight) the user to be given rights to the Deductions section.
  3. Click Permissions. The Permissions page for the selected user opens, showing a grid of application components.
  4. Click the Show Search link in the top-right corner of the page. The Component Name, Application and Company Name search fields display.
  5. In the Component Name field, type Workforce Administration Payroll Data.
  6. Select the Human Resources Application.
  7. Click Search. The grid refreshes to show only the Workforce Administration components.
  8. In the Workforce Administration Payroll Data - Deductions row, check the appropriate processes to assign the user.
  9. Click Save. 
  10. For the authorization to take effect, the user must sign off and sign on the system.