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overview

The DEDSCN module of USPSCN is used to add payroll deductions to an employee. These may include tax deductions, association dues, health insurance premiums, retirement deductions as well as others.

Before deductions can be added for an employee, the deduction type must be setup using the USPSDAT/DEDNAM program. Please refer to the DEDNAM chapter of this manual for details on setting up deductions.

The screen samples shown in this chapter are shown by Deduction Type.

accessing the program

The program may be executed by typing:

  $ RUN OECN$PAY:USPSCN

at the $ prompt or in the menu system type:

  Menu>USPSCN

main menu

 

______________________________________________________________________
|  USPSCN - USPS File Maintenance                                    |
|  ------------------------------------------------------------------|
|     1. BRWSCN     - Browse employee and check information          |
|     2. BIOSCN     - Biographical data maintenance                  |
|     3. DEMSCN     - Demographical data maintenance                 |
|     4. BENSCN     - Benefit data maintenance                       |
|     5. JOBSCN     - Job/Contract data maintenance                  |
|     6. POSSCN     - Position data maintenance                      |
|     7. PAYSCN     - Pay account data maintenance                   |
|     8. DEDSCN     - Deduction account data maintenance             |
|     9. UPDCAL_CUR - Current payroll data maintenance               |
|    10. UPDCAL_FUT - Future payroll data maintenance                |
|    11. ATDSCN     - Absence/Attendance maintenance                 |
|    12. MUNSCN     - Multiple municipality maintenance              |
|    13. REFSCN     - Refund of deduction maintenance                |
|    14. EXIT       - Exit program                                   |
|                                                                    |
|                                                                    |
|                                                                    |
|     Menu: USPSCN Option>                                           |
|                                                                    |
|    XX Accept        XX  Help          XX  Exit           XX Next   |
|____________________________________________________________________|


Federal Income Tax

 ____________________________________________________________________________
| Find: _________ ___ ______________ ___________    _    Add: 000 Mask: ___  |
|        SSN/ID   Code  Last name     First name Conceal                     |
| ID: 111111115    Code: 001   Name: JOHN         JONES                      |
|                                                                            |
| Deduction type - Federal Tax           Name: FEDERAL TAX                   |
|                                                                            |
|   Calculate option: F           # exemptions:  3   Fringe benefits: _______|
|   Tax percent     : ______      Pension Plan:  _   Life Ins. cost : _______|
|   Addt'l withhold : ______                         Adopt. assist. : _______|
|   Error adjustment: ______      Emplr Hth: ______  Dependent care : _______|
|   Marital stat:  2              Move Exp:  ______  Third Party Pay: _______|
|                                 Tax. Ben:  ______  Vehicle Lease  : _______|
|                                                                            |
|                        Accum    QTD Totals    FYTD Totals     YTD Totals   |
|   Deduct total  :   ________       3399.79        4259.04        3399.79   |
|   Gross pay     :   ________      37138.06                      37138.06   |
|   Taxable gross :   ________      33997.37                      33997.37   |
|   Add withhold  :                                               ________   |
|                                                                            |
|  DEDSCN - Deduction record data maintenance program                        |
|   XX  Top             XX  Find            XX  Lockmode                     |
|   XX  Help            XX  Add             XX  Set defaults                 |
|   XX  Exit            XX  Delete          XX  Switch                       |
|   XX  Next            XX  Modify                                           |
 ____________________________________________________________________________

Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
Federal tax has three possible *Calculate option*s.
F - Calculated by IRS tax tables
P - Percentage of gross
C - Cumulative wage method. See USPS User Guide, Cumulative Wage Withholding Method for Federal Taxes before selecting this option.

When the percentage of gross option is chosen as the calculate option, the Tax percent field must contact the percentage of gross that should be considered federal tax.
Additional federal tax withholding can be entered in the Addt'l withhold field. The amount entered should be a dollar amount, not a percentage.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
What is the employee's Marital status?
1 - Single
2 - Married

The number of exemptions claimed for Federal Tax is entered in the # exemptions field.

Should the Pension plan box on the W-2 be checked?
A - Automatically check the pension plan box per W2PROC calculations
Y - Yes, check the pension plan box
N - No, never check the pension plan box

Emplr Hth Cost of Employer-sponsored Health Coverage. The combined total of employer and employee health care amounts. This amount will override W2PROC calculations.

Reimbursements, including payments made directly to a third party, for an employee's moving expense should be entered in the Moving expense field. The amount in this field is treated as an excludable fringe benefit.

Tax. Ben This field will be populated by the NC3 pay type and will represent the non-cash taxable benefits amount.

To place fringe benefits on an employee's W-2, the Fringe benefits field needs to be filled in.

Whenever an employee receives $50,000 or more in life insurance coverage paid for by the board, the cost of the insurance must be entered in the Life Ins. cost field.

The amount provided to an employee as a benefit for qualified adoption expenses should be entered in the Adopt. assist. field. The amount in this field is treated as an excludable fringe benefit.

The amount of dependent care assistance benefits should be entered in the Dependent care field. The amount in this field is treated as an excludable fringe benefit.

The total non-taxable Third party sick pay amount will appear on the W-2 form in Box 13 with Code J (sick pay not included as income).

If applicable, enter the lease value of a vehicle provided to the employee in the Vehicle lease field. This amount will then be printed on the W2.

The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.

QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.

FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.

YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

The Add withhold YTD Totals field displays the year to date additional withholding amount if applicable. This field is a subset of the YTD deduction amount. The regular deduction total can be calculated by subtracting the YTD additional withholding amount from the YTD deduction total.

Ohio State Income Tax

 ____________________________________________________________________________
| Find: _________ ___ ______________ ___________    _    Add: 000 Mask: ___  |
|        SSN/ID   Code  Last name     First name Conceal                     |
|                                                                            |
| ID: 111111115  Code: 002   Name: JOHN           JONES                      |
|                                                                            |
| Deduction type - Ohio State Tax       Name: STATE OF OHIO                  |
|                                                                            |
|   Calculate option: F            Start: 00/00/0000                         |
|   Tax percent     : _____        Stop : 00/00/0000                         |
|   Addt'l withhold : _____        # of exemptions    :  1                   |
|   Error adjustment: _____        ODJFS wage reporting:  Y                  |
|                                                                            |
|                                                                            |
|                        Accum    QTD Totals   FYTD Totals     YTD Totals    |
|   Deduct total  :    _______          8.35        520.22         224.69    |
|   Gross pay     :    _______      37138.06                     37138.06    |
|   Taxable gross :    _______      33997.37                     33997.37    |
|   ODJFS gross   :                 29806.27                     32033.87    |
|   Add withhold  :                                              ________    |
|                                                                            |
|  DEDSCN - Deduction record data maintenance program                        |
|   XX  Top             XX  Find            XX  Lockmode                     |
|   XX  Help            XX  Add             XX  Set defaults                 |
|   XX  Exit            XX  Delete          XX  Switch                       |
|   XX  Next            XX  Modify                                           |
|____________________________________________________________________________|



Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
Ohio State Tax has two possible *Calculate option*s.
F - Calculated by IRS tax tables
P - Percentage of gross

When the percentage of gross option is chosen as the calculate option, the Tax percent field must contact the percentage of gross that should be considered federal tax.
Additional state tax withholding can be entered in the Addt'l withhold field. The amount entered should be a dollar amount, not a percentage.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The number of exemptions claimed for Ohio State Tax is entered in the # exemptions field.
Should this employee be included in ODJFS wage reporting?
Y - Yes
N - No

The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.
The Add withhold YTD Totals field displays the year to date additional withholding amount if applicable. This field is a subset of the YTD deduction amount. The regular deduction total can be calculated by subtracting the YTD additional withholding amount from the YTD deduction total.

Miscellaneous Notes

Setting Up State Tax Records for Non-Ohio Residents

Ohio Department of Job and Family Services requires reporting for employees even if they do not live in the state of Ohio.

    Using the USPSCN/DEDSCN program, add an Ohio state deduction record for all Non-Ohio residents.
    In the Calculate Option field, enter P - Percent of Gross and 0% in the Tax Percent field.
    In the ODJFS Wage Reporting field, enter Y.
    In the Stop field, enter a date prior to when the deduction will start.
    Set up a new deduction in the DEDNAM program using a Deduction Type of ST - Other State Tax.
    Set up the applicable employees with the new deduction code selected in the prior step using the USPSCN/DEDSCN program. You may need to obtain tax withholding tables from the appropriate state tax department in order to enter the correct tax percentage.

Municipality Tax

 ____________________________________________________________________________
| Find: _________ ___ ______________ ___________    _    Add: 000 Mask: ___  |
|        SSN/ID   Code  Last name     First name Conceal                     |
|                                                                            |
| ID: 111111111   Code: XXX  Name: JOHN         JONES                        |
|                                                                            |
|   Job: _ Type: Municipality Tax     Name: SAMPLE CITY TAX                  |
|                                                                            |
|   Tax percentage  :      .500    Start: 00/00/0000  Employ/Residence: _    |
|   Addt'l withhold :    ______    Stop : 12/20/1994                         |
|   Error adjustment:    ______    User Defined Fields:                      |
|   Percent of gross:    50.000      Amount 1: ______      Amount 2: ______  |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000|
|                                    Text: __________________________________|
|                                                                            |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals     |
|   Deduct total  :      13.72         87.71        210.60         87.71     |
|   Gross pay     :    2088.55      16885.72                    16885.72     |
|   Taxable gross :    2088.55      16885.72                    16885.72     |
|   Add withhold  :                                             ________     |
|                                                                            |
|                                                                            |
|  DEDSCN - Deduction record data maintenance program                        |
|   XX  Top             XX  Find            XX  Lockmode                     |
|   XX  Help            XX  Add             XX  Set defaults                 |
|   XX  Exit            XX  Delete          XX  Switch                       |
|   XX  Next            XX  Modify                                           |
|____________________________________________________________________________|



Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction code in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The taxing percentage of the municipality is entered in the Tax percentage field.
Additional city tax withholding can be entered in the Addt'l withhold field. The amount entered should be a dollar amount, not a percentage.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The amount of gross that is subject to the municipality tax is entered in the Percent of gross field.

If there is a value entered in the Percent of  Gross field on the DEDSCN city record (also shows on MUNSCN) then the Taxable Gross Pay is calculated as TOTAL PAY - (TOTAL OF SECTION 125 ANNUITIES * PERCENTAGE OF GROSS).


The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
If this City tax is reported using an agency such as RITA or CCA, enter the appropriate option in the Employ/Residence field. Is the city tax record required because of the employees place of place of employment(C) or residence (R)?
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.
The Add withhold YTD Totals field displays the year to date additional withholding amount if applicable. This field is a subset of the YTD deduction amount. The regular deduction total can be calculated by subtracting the YTD additional withholding amount from the YTD deduction total.

Other State Tax

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________    _    Add: 000 Mask: ___           |
|        SSN/ID   Code  Last name     First name Conceal                              |
|                                                                                     |
| ID: 111111115     Code: XXX  Name: JOHN         JONES                               |
|                                                                                     |
| Deduction type - Other State Tax      Name: Sample State Tax                        |
|                                                                                     |
|   Tax percentage  :     1.360    Start: 00/00/0000                                  |
|   Addt'l withhold :     _____    Stop : 00/00/0000                                  |
|   Error adjustment:     _____    User Defined Fields:                               |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                                                                                     |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct total  :      17.84         17.84         17.84         17.84              |
|   Gross pay     :    1311.46       1311.46                     1311.46              |
|   Taxable gross :    1311.46       1311.46                     1311.46              |
|   Add withhold  :                                              ________             |
|                                                                                     |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
|   XX  Top             XX  Find            XX  Lockmode                              |
|   XX  Help            XX  Add             XX  Set defaults                          |
|   XX  Exit            XX  Delete          XX  Switch                                |
|   XX  Next            XX  Modify                                                    |
|_____________________________________________________________________________________|


Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The taxing percentage of the state is entered in the Tax percentage field.
Additional state tax withholding can be entered in the Addt'l withhold field. The amount entered should be a dollar amount, not a percentage.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.
The Add withhold YTD Totals field displays the year to date additional withholding amount if applicable. This field is a subset of the YTD deduction amount. The regular deduction total can be calculated by subtracting the YTD additional withholding amount from the YTD deduction total.

SERS Retirement

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: 400    Name: JOHN           JONES                              |
|   Job: _    Type: Retirement          Name: STATE EMPLOYEES RETIREMENT              |
|   Percentage      :    ______   Start  : 00/00/0000    New Employee        : _      |
|   Board's share   :    14.000   Stop   : 00/00/0000    Retiree flag        : N      |
|   Error adjustment:    ______   Rehired: 00/00/0000    Surcharge exempt    : N      |
|   Board error adj.:    ______                          Fringe ben/Xtra comp: N      |
|                                                                                     |
|                                                                                     |
|                                                                                     |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals     |
|   Deduct total  :    _______     _______      _______     ________      _______     |
|   Gross pay     :                4393.39                  42479.23                  |
|   Board share   :    1036.44                  1183.60      5947.07      1183.60     |
|   Retiree deduct:                                         ________                  |
|   Retiree gross :                                         ________                  |
|   Retiree board :                                         ________                  |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|   XX  Help            XX  Add             XX  Set defaults                          |
|   XX  Exit            XX  Delete          XX  Switch                                |
|   XX  Next            XX  Modify                                                    |
|_____________________________________________________________________________________|




Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The portion of the deduction paid by the employee is entered in the Percentage field.
The portion of the deduction paid by the board is entered in the Board's share field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Board error adj. field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Rehired field contains the date that the retired employee was rehired.
Is this a New employee?
Y - Yes, this is a new employee
N - No, this is not a new employee
R - Reported as a new employee 

After running an actual for SERSHIRE the New Employee flag on the 400 will be updated from a "Y" to an "R".  A "Y" means it is a new employee who has not been processed through SERSHIRE.  An "R" means it is a new employee who has been processed and a submission file was created for the employee through SERSHIRE.  An employee should be reported only once to SERS through the submission file.  After SERSREG has been run with the new employee listed, the new employee flag will be reset to "N".

If for some reason the new employee is reported on the website and not processed through SERSHIRE, then the user can manually update the new employee flag to an "R" on the 400 record.  This will allow the district to keep track of employees who are reported, either through the SERSHIRE or through the website.

After the RETIRE program is run to close for the month all employees flagged as "Y", will automatically change to "N".

Is this employee retired from SERS or STRS?
Y - Yes
N - No

It is important that the Retiree flag be correct as those already retired from SERS or STRS are reported differently.

Should this employee be exempt from retirement surcharge?

Y - Yes, this employee is Surcharge exempt

N - No, this employee is not surcharge exempt

Should deduction be picked up as a fringe benefit and/or extra compensation Fringe ben/Xtra comp?
Y - Yes
N - No

Go to the  https://wiki.ssdt-ohio.org/display/usps/Calculating+Regular+and+Pick-up+Retirement chapter in the USPS User Guide for explanation on the use of this flag.

 

The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
MTD Totals are kept for the deduction record until the RETIRE program has been used to close retirement for the month.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

STRS Retirement

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: 450    Name: JOHN           JONES                              |
|   Job: _     Type: Retirement         Name: STATE TEACHERS RETIREMENT               |
|   Percentage      :     _____                          Full or Part time   : P      |
|   Board's share   :      14.0   Start   : 00/00/0000   Retiree flag        : Y      |
|   Error adjustment:     _____   Stop:     00/00/0000   Surcharge exempt    : N      |
|   Board error adj.:     _____   Rehired:  02/02/1995   Fringe ben/Xtra comp: N      |
|                                 New employee:  N                                    |
|                                                                                     |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals     |
|   Deduct total  :      _____       29.51        36.49       240.31       240.31     |
|   Gross pay     :                 317.36                   2584.02                  |
|   Board share   :      _____                    _____      _______       ______     |
|   Retiree deduct:                                           240.31                  |
|   Retiree gross :                                          2584.02                  |
|   Retiree board :                                                                   |
|                                                                                     |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
|   XX  Top             XX  Find            XX  Lockmode                              |
|   XX  Help            XX  Add             XX  Set defaults                          |
|   XX  Exit            XX  Delete          XX  Switch                                |
|   XX  Next            XX  Modify                                                    |
|_____________________________________________________________________________________|



Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction code in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The portion of the deduction paid by the employee is entered in the Percentage field.
The portion of the deduction paid by the board is entered in the Board's share field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Board error adj. field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Rehired field contains the date that the retired employee was rehired.
Is this a New employee?
Y - Yes, this is a new employee
N - No, this is not a new employee
R - Reported as a new employee  

After running an actual for STRSHIRE the New Employee flag on the 450 will be updated from a "Y" to an "R".  A "Y" means it is a new employee who has not been processed through STRSHIRE.  An "R" means it is a new employee who has been processed and a submission file was created for the employee through STRSHIRE.  An employee should be reported only once to STRS through the submission file.  After STRSMONTH has been run with the new employee listed, the new employee flag will be reset to "N".

If for some reason the new employee is reported on the website and not processed through STRSHIRE, then the user can manually update the new employee flag to an "R" on the 450 record.  This will allow the district to keep track of employees who are reported, either through the STRSHIRE or through the website.

After the RETIRE program is run to close for the month all employees flagged as "Y", will automatically change to "N".

Is this employee Full or Part time?- This field is used during the STRS advance to assist in determining service days.
F - Full time
P - Part time

Is this employee retired from SERS or STRS?
Y - Yes
N - No

It is important that the Retiree flag be correct
as those already retired from SERS or STRS are reported differently.Should this employee be exempt from retirement surcharge?
Y - Yes, this employee is Surcharge exempt
N - No, this employee is not surcharge exempt

Should deduction be picked up as a fringe benefit and/or extra compensation Fringe ben/Xtra comp?
Y - Yes
N - No

Go to the  https://wiki.ssdt-ohio.org/display/usps/Calculating+Regular+and+Pick-up+Retirement chapter in the USPS User Guide for explanation on the use of this flag.

 

The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
MTD Totals are kept for the deduction record until the RETIRE program has been used to close retirement for the month.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Miscellaneous Notes

The 450 Deduction and the STRS Advance

Once a job has been advanced through the program STRSAD, two new fields appear on the 450 deduction screen. The fields are STRS adv err adj and under the accumulator column, STRS advance.

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: 450     Name: JOHN           JONES                             |
|   Job: _     Type: Retirement         Name: STATE TEACHERS RETIREMENT               |
|   Percentage      :     _____                          Full or Part time   : P      |
|   Board's share   :     14.0    Start  : 00/00/0000    Retiree flag        : Y      |
|   Error adjustment:     _____   Stop:    00/00/0000    Surcharge exempt    : N      |
|   Board error adj.:     _____   Rehired: 02/02/1995    Fringe ben/Xtra comp: N      |
|   STRS adv err adj:     _____   New Employee:  N                                    |
|                                                                                     |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals     |
|   Deduct total  :      _____       29.51        36.49       240.31       240.31     |
|   Gross pay     :                 317.36                   2584.02                  |
|   Board share   :      _____                    _____      _______       ______     |
|   Retiree deduct:                                           240.31                  |
|   Retiree gross :                                          2584.02                  |
|   Retiree board :                                                                   |
|   STRS advance  :      2.39                                                         |
|                                                                                     |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|

Annuities

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: XXX     Name: JOHN           JONES                             |
|                                                                                     |
| Deduction type - Annuity              Name: Annuity General                         |
|                                                                                     |
|   Fixed or percent: P            Start : 00/00/0000 Max deduct flag: N              |
|   Amount/Percent  :      1.560   Stop  : 00/00/0000 Max deduct amt : _____          |
|   Board's share   : __________   Pay cycle : 4      Acct. #: _____________          |
|   Error adjustment: __________   Modified: __/__/____                               |
|   Board error adj.: __________   User Defined Fields:                               |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                                                                                     |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct total  :      10.23         10.23         10.23         10.23              |
|   Gross pay     :                   655.73                      655.73              |
|   Board Share   :                                                                   |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|

Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The amount of the annuity can be deducted as a Fixed or percent amount.
F - Fixed
P - Percentage

Depending in the option chosen for the Fixed or percent field, either a dollar amount or percentage will be entered in the Amount/Percent field.
The portion of the deduction paid by the board is entered in the Board's share field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Board error adj. field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Annuities can be deducted on specific pay of the months by entering the appropriate code in the Pay cycle field.
1 - First pay of the month
2 - Second pay of the month
3 - First and second pay of the month
4 - Every pay of the month (even third pay)
5 - First and last pay of the month

Example 1: If the deduction is a fixed amount and option 3 or 5 is
selected, the deduction will be split between the first and second (or
last) pay of the month.

Example 2: If the deduction amount is a
percentage and option 3 or 5 is selected, the deduction will be
deducted both the first and second (or last) pay of the month.

Example 3: If the employee is paid monthly, the value of this field
will automatically be set to 1. Any other value entered for a monthly
paid employee will be changed automatically.The Modified field is used to enter the date the deduction was last changed.
The Max deduct flag determines whether there is a maximum amount to be deducted for the annuity.
Y - Yes, there is a maximum in effect
N - No, there is no maximum in effect

This applies to the EMPLOYEE share only. If yes,
the deduction will be taken out until the maximum has been reached. The
maximum amount field is treated as a declining balance. Once the
maximum amount reaches zero, the deduction becomes inactive and will
not be withheld.When there is a maximum deduct in effect an amount must be entered in the Max deduct amt field.
The employee's account number for the annuity can be entered in the Acct. # field.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Annuities

Health Savings Account

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: XXX     Name: JOHN           JONES                             |
|                                                                                     |
| Deduction type - Annuity              Name: HSA Annuity 1                           |
|                                                                                     |
| Fixed or percent: F            Start : 00/00/0000   Max deduct flag: N              |
| Amount/Percent  :     25.000   Stop  : 00/00/0000   Max deduct amt : _____          |
| Board's share   : __________   Pay cycle : 3        ANN Acct: _______               |
| Error adjustment: __________   Modified: __/__/____ ACH Xref Code: _____            |
| Board error adj.: __________   ACH dep type: 22     ACH Routing #: _________        |
|                                User Fields:         ACH Acct: _________________     |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct total  :      12.50         12.50         12.50         12.50              |
|   Gross pay     :     554.39        554.39                      554.39              |
|   Board Share   :                                                                   |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
|   XX  Top             XX  Find            XX  Lockmode                              |
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|   XX  Next            XX  Modify                                                    |
|_____________________________________________________________________________________|

Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The amount of the annuity can be deducted as a Fixed or percent amount.
F - Fixed
P - Percentage

Depending in the option chosen for the Fixed or percent field, either a dollar amount or percentage will be entered in the Amount/Percent field.
The portion of the deduction paid by the board is entered in the Board's share field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Board error adj. field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Annuities can be deducted on specific pay of the months by entering the appropriate code in the Pay cycle field.
1 - First pay of the month
2 - Second pay of the month
3 - First and second pay of the month
4 - Every pay of the month (even third pay)
5 - First and last pay of the month

Example 1: If the deduction is a fixed amount and option 3 or 5 is
selected, the deduction will be split between the first and second (or
last) pay of the month.

Example 2: If the deduction amount is a
percentage and option 3 or 5 is selected, the deduction will be
deducted both the first and second (or last) pay of the month.

Example 3: If the employee is paid monthly, the value of this field
will automatically be set to 1. Any other value entered for a monthly
paid employee will be changed automatically.The Modified field is used to enter the date the deduction was last changed.

The ACH dep type field contains the ACH deposit type:

               22 - Automated deposit (Demand Credit Records)                      

               23 - Prenotification of Demand Credit Authorization                     

               32 - Automated Deposit (Savings Account Credit Records)                 

               33 - Prenotification of Savings Credit Authorization                    

               *** ACH deposit type for HSA's must be 22 or 32 ***  

The Max deduct flag determines whether there is a maximum amount to be deducted for the annuity.
Y - Yes, there is a maximum in effect
N - No, there is no maximum in effect

This applies to the EMPLOYEE share only. If yes,
the deduction will be taken out until the maximum has been reached. The
maximum amount field is treated as a declining balance. Once the
maximum amount reaches zero, the deduction becomes inactive and will
not be withheld.When there is a maximum deduct in effect an amount must be entered in the Max deduct amt field.
The employee's account number for the annuity can be entered in the Ann Acct.# field.
The ACH Xref Code field is a cross reference code that represents a bank institution routing number. This is an optional field. This code may be up to 5 characters. The X-ref codes must first be established using the USPSDAT/ROUTSCN program. Pressing the help key will display a full list of all Xref codes on file. When the X-ref is entered the routing number will be entered automatically.
Each financial institution has its own routing number. This number is entered in the ACH Routing # field. This is an optional field. If the ACH X-ref code is implemented, the ACH Routing number becomes non-modifiable.
The ACH Acct field contains the account number to which the amount deducted on this record should be posted. This is an optional field.
The Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

SERS & STRS Annuities

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111     Code: 590  Name: JOHN         JONES                               |
|                                                                                     |
|   Job: _    Type:  Retirement (Annuity) Name: STATE EMPLOYEES RETIREMENT            |
|                                                                                     |
|   Percentage      :     10.000   Start: 00/00/0000                                  |
|   Error adjustment:    ______    Stop : 00/00/0000                                  |
|                                                                                     |
|                                  User Defined Fields:                               |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                                                                                     |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals     |
|   Deduct total  :      58.50      395.43      2945.38      3626.22      2945.38     |
|   Retiree deduct:                 ______                                _______     |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|


Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction code in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The Percentage field contains the percentage of gross that should be deducted for this deduction.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid. Corrections to the board share must be done manually.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
MTD Totals are kept for the deduction record until the RETIRE program has been used to close retirement for the month.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Miscellaneous Notes

The 591 Deduction and the STRS Advance

Once a job has been advanced through the program STRSAD, two new fields appear on the 591 deduction screen. The fields are Adv error adj. and under the accumulator column, STRS advance.

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: 591   Name: JOHN           JONES                               |
|                                                                                     |
|   Job: _    Type: Retirement (Annuity) Name: STATE TEACHERS RETIREMENT              |
|                                                                                     |
|   Percentage      :     10.000   Start: 00/00/0000                                  |
|   Error adjustment:     _____    Stop : 00/00/0000                                  |
|   Adv. error adj. :     _____    User Defined Fields:                               |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                                                                                     |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals     |
|   Deduct total  :     ______      589.58       800.38       252.02       800.38     |
|   Retiree deduct:                                           252.02                  |
|   STRS advance  :     445.03                                                        |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|

Regular Deductions

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: XXX     Name: JOHN           JONES                             |
|                                                                                     |
| Deduction type - Regular Deduction    Name: BETTER HEALTH INSURANCE                 |
|                                                                                     |
|   Fixed or percent: F            Start: 00/00/0000  Max deduct flag: N              |
|   Amount/percent  :    20.000    Stop : 06/01/1995  Max deduct amt :    500.00      |
|   Board's share   :   280.000    Pay cycle : 4      Acct. #: _________________      |
|   Error adjustment:   _______    User Defined Fields:                               |
|   Board error adj.:   _______      Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct Total  :      20.00        240.00       1040.00        930.00              |
|   Gross pay     :     262.29       5574.16                    29747.01              |
|   Board share   :     280.00       3360.00      14280.00      12740.00              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
|   XX  Top             XX  Find            XX  Lockmode                              |
|   XX  Help            XX  Add             XX  Set defaults                          |
|   XX  Exit            XX  Delete          XX  Switch                                |
|   XX  Next            XX  Modify                                                    |
|_____________________________________________________________________________________|

Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The amount of the annuity can be deducted as a Fixed or percent amount.
F - Fixed
P - Percentage

Depending in the option chosen for the Fixed or percent field, either a dollar amount or percentage will be entered in the Amount/Percent field.
The portion of the deduction paid by the board is entered in the Board's share field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Board error adj. field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Annuities can be deducted on specific pay of the months by entering the appropriate code in the Pay cycle field.
1 - First pay of the month
2 - Second pay of the month
3 - First and second pay of the month
4 - Every pay of the month (even third pay)
5 - First and last pay of the month

Example 1: If the deduction is a fixed amount and option 3 or 5 is
selected, the deduction will be split between the first and second (or
last) pay of the month.

Example 2: If the deduction amount is a
percentage and option 3 or 5 is selected, the deduction will be
deducted both the first and second (or last) pay of the month.

Example 3: If the employee is paid monthly, the value of this field
will automatically be set to 1. Any other value entered for a monthly
paid employee will be changed automatically.The Max deduct flag determines whether there is a maximum amount to be deducted.
Y - Yes, there is a maximum in effect
N - No, there is no maximum in effect

When there is a maximum deduct in effect an amount must be entered in the Max deduct amt field.
The employee's account number for the deduction can be entered in the Acct. # field.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Child Support Deductions

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _      Add: 000      Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: XXX  Name: JOHN         JONES                                  |
|                                                                                     |
| Deduction type - Child Support Deduction    Name: Ohio Child Support                |
|                                                                                     |
|   Fixed or percent: F            Start: 00/00/0000  Max deduct flag: N              |
|   Amount/percent  :  ________    Stop : 06/01/1995  Max deduct amt :   ________     |
|   Errot adjustment:  ________    Pay cycle : 4      Insurance:  _                   |
|   SETS case #:  _________                           Terminate:  _                   |
|   Order #    :  ___________      User Defined Fields:                               |
|   FIPS code  :  _______            Amount 1: _____       Amount 2: _____            |
|   Old case:  ________________      Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct Total  :      20.00        240.00       1040.00        930.00              |
|   Gross pay     :     262.29       5574.16                    29747.01              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|

Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The amount of the deduction can be deducted as a Fixed or percent amount.
F - Fixed
P - Percentage

Depending in the option chosen for the Fixed or percent field, either a dollar amount or percentage will be entered in the Amount/Percent field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Support Enforcement Tracking System can be entered in the SETS case # field. This ten digit number will always begin with a 7 and was assigned to the employee's support case during the conversion from local, independent county systems to SETS.
The court order number can be entered in the Order # field. This number is assigned by the judge or CSEA that enforces the obligation.
The Federal Information Process Standard code can be entered in the FIPS field. This code identifies the county responsible for the employees support case. The code will be 5 characters when indicating state and county codes. It is 7 characters when indicating state, county and local codes. The first 2 characters (1-2) of the code represent the state the support order came from. The next 3 characters (3-5) represent the county. The remaining 2 characters (6-7) may be used for a local code.
The Old case field is used to identify the old, local county system. A limited number of counties have not yet completed their conversion to SETS. For those affected counties, an Old case number should be entered.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Deductions can be withheld on specific pay of the months by entering the appropriate code in the Pay cycle field.
1 - First pay of the month
2 - Second pay of the month
3 - First and second pay of the month
4 - Every pay of the month (even third pay)
5 - First and last pay of the month

Example 1: If the deduction is a fixed amount and option 3 or 5 is
selected, the deduction will be split between the first and second (or
last) pay of the month.

Example 2: If the deduction amount is a
percentage and option 3 or 5 is selected, the deduction will be
deducted both the first and second (or last) pay of the month.

Example 3: If the employee is paid monthly, the value of this field
will automatically be set to 1. Any other value entered for a monthly
paid employee will be changed automatically.The Max deduct flag determines whether there is a maximum amount to be deducted.
Y - Yes, there is a maximum in effect
N - No, there is no maximum in effect

When there is a maximum deduct in effect an amount must be entered in the Max deduct amt field.
The Insurance flag indicates whether the employee has family medical insurance available through the employer.
Y - Yes
N - No

The Terminate field indicates whether the employment relationship with the district has ended.
Y - Yes
N - No

Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

SERS & STRS Board Paid

 _________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _    Add: 000   Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                        |
| ID: 111111111  Code: 690  Name: JOHN         JONES                             |
|                                                                                |
|   Job: _    Type: Retirement (Board)   Name: SCHOOL EMPLOYEES RETIREMENT       |
|                                                                                |
|   Board Percentage:    10.000    Start: 00/00/0000                             |
|   Board error adj.: _________    Stop : 00/00/0000                             |
|                                                                                |
|                                  User Defined Fields:                          |
|                                    Amount 1: _____       Amount 2: _____       |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000    |
|                                    Text: __________________________________    |
|                                                                                |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals|
|   Board share   :     183.60      183.60       183.60       183.60       183.60|
|   Retiree board :                                           ______             |
|                                                                                |
|                                                                                |
|  DEDSCN - Deduction record data maintenance program                            |
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 ________________________________________________________________________________



Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction code in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The Board Percentage field contains the employee percent of the deduction paid by the board.
The Board error adj. field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the board portion of the deduction. A negative amount in this field will give money back to the board the next time the employee is paid. A positive amount in this field will cause the board to pay more in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
MTD Totals are kept for the deduction record until the RETIRE program has been used to close retirement for the month.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Miscellaneous Notes

The 691 Deduction and the STRS Advance

Once a job has been advanced through the program STRSAD, a new field appears on the 691 deduction screen. The field is under the accumulator column, STRS advance.

 _________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _    Add: 000   Mask: ___   |
|        SSN/ID   Code  Last name     First name  Conceal                        |
| ID: 111111111  Code: 691   Name: JOHN         JONES                            |
|                                                                                |
|   Job: _    Type: Retirement (Board)   Name: STATE TEACHERS RETIREMENT         |
|                                                                                |
|   Board Percentage:     10.000   Start: 00/00/0000                             |
|   Board error adj.:     _____    Stop : 00/00/0000                             |
|                                                                                |
|                                  User Defined Fields:                          |
|                                    Amount 1: _____       Amount 2: _____       |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000    |
|                                    Text: __________________________________    |
|                                                                                |
|                        Accum  MTD Totals   QTD Totals  FYTD Totals   YTD Totals|
|   Board share   :                 183.60       183.60       183.60       183.60|
|   Retiree board :                                           ______             |
|   STRS advance  :     ______                                                   |
|                                                                                |
|  DEDSCN - Deduction record data maintenance program                            |
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|________________________________________________________________________________|



Medicare/FICA

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _    Add: 000   Mask: ___        |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: 692   Name: JOHN           JONES                               |
|                                                                                     |
|   Job: _    Type:  Medicare/FICA        Name: MEDICARE/FICA                         |
|                                                                                     |
|   Deduct category : M            Start: 00/00/0000                                  |
|   Percentage      :     1.450    Stop : 00/00/0000                                  |
|   Board's share   :     1.450    User Defined Fields:                               |
|   Error adjustment:     _____      Amount 1: _____       Amount 2: _____            |
|   Board error adj.:     _____      Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct total  :   ________         34.52         34.52        146.71              |
|   Gross pay     :   ________       2380.46                    10116.37              |
|   Board share   :   ________         34.52         34.52        146.71              |
|   Taxable gross :   ________       2380.46                    10116.37              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|

Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction code in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The Deduct category defines the record as either Medicare (M) or FICA (F).
The portion of the deduction paid by the employee is entered in the Percentage field.
The portion of the deduction paid by the board is entered in the Board's share field.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. This field is used for corrections to the employee portion of the deduction. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid. Corrections to the board share must be done manually.
The Board error adj. field is used to make corrections for over or underwithholding to the board share amount in previous payrolls. A negative amount in this field will cause the money to be paid back to the board and will reduce the amount the board pays to the deduction. A positive amount in this field will cause the error adjustment amount to be paid in addition to the regular board share amount the next time the employee is paid. This will increase the amount the board pays to the deduction.
The Board error adj. field is used to make corrections for over or underwithholding to the board share amount in previous payrolls. A negative amount in this field will cause the money to be paid back to the board and will reduce the amount the board pays to the deduction. A positive amount in this field will cause the error adjustment amount to be paid in addition to the regular board share amount the next time the employee is paid. This will increase the amount the board pays to the deduction.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Medicare/FICA Board Share

 _____________________________________________________________________________________
| Find: _________ ___ ______________ ___________     _    Add: 000   Mask: ___        |
|        SSN/ID   Code  Last name     First name  Conceal                             |
| ID: 111111111  Code: 694   Name: JOHN           JONES                               |
|                                                                                     |
|   Job: _    Type:  Medicare/FICA (Board)  Name: MEDICARE/FICA                       |
|                                                                                     |
|   Board Percentage:     1.450    Start: 00/00/0000                                  |
|   Board error adj.:     _____    Stop : 00/00/0000                                  |
|                                                                                     |
|                                  User Defined Fields:                               |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                                                                                     |
|                                                                                     |
|                        Accum   QTD Totals    FYTD Totals    YTD Totals              |
|   Board share   :     ______       424.07         424.07        424.07              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
If a number is entered in the Job field, only that jobs gross will be used when calculating the deduction withholding amount. If the Job field is not assigned to a specific deduction code in USPSCN/DEDSCN, the withholding amount will be based on the total gross paid on all jobs with a blank Job field. The Job field will only be available if the Job level flag is set to 'Y' on the USPSDAT/DEDNAM record. More information on setting up deductions by job can be found in the "Setting Up Deductions by Job" Chapter in the <u>USPS User Guide</u>.
The Board Percentage field contains the employee percent of the deduction paid by the board.
The Board error adj. field is used to make corrections for over or underwithholding to the board share amount in previous payrolls. A negative amount in this field will cause the money to be paid back to the board and will reduce the amount the board pays to the deduction. A positive amount in this field will cause the error adjustment amount to be paid in addition to the regular board share amount the next time the employee is paid. This will increase the amount the board pays to the deduction.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Medicare set up for Deductions by Job with Section 125 Annuity deductions (Annuity Type D and I)

If an employee has Medicare set up for Deductions by Job and they have Section 125 Annuity amounts, the calculation is as follow:

  1. Add up all Section 125 Annuity amounts.
  2. Take the gross of each job (only include NC2 amounts) and divide that by all the jobs total gross to come up with a percentage of gross(.####).
  3. Take Total Section 125 Annuity amount from Step 1 and multiply it by the percentage of gross for that job from step 2.  This gives you the Section 125 Annuity amount for each job.
  4. Add in NC1 and NC3 amounts to jobs total gross amount because that was not in the total gross on PAYRPT.  This is the TOTAL GROSS AMOUNT.
  5. Take each jobs Section 125 Annuity amount from step 3 and subtract that from the job's gross amount.
  6. Divide that number (from step 5) by the Percentage not picked up by the board.  This is the TAXABLE GROSS AMOUNT.
  7. Multiply the taxable gross amount from step 6 by the medicare deduction percentage (for each job) to get the MEDICARE DEDUCT AMOUNT.

An example of Medicare set up for Deduction by Job with Section 125 Annuity deductions:

Job 1 - Board is paying 1.45% of the Medicare (Full Pickup)

Job 2 and Job 3 - Board is paying 1% of the Medicare

NC1 Job 2 = 12.00

Total Section 125 Annuities = 98.66

Job Gross (not including NC1 amount) / Total Gross = Gross % of Job

Job 1  1925.38/2170.36  = .8871

Job 2     213.93/2170.36 = .0986

Job 3       31.05/2170.36 = .0143 

                                          1.00 = 100%

Total Annuities * Gross % of Job = Annuity % of Job

Job 1   98.66 * .8871  = 87.52

Job 2   98.66 * .0986 =    9.73

Job 3   98.66 * .0143 =    1.41 

         Total Annuities     $99.86

(Job Gross - Section 125 Annuity % of Job + NC1 Amounts) / (100% of Rate - 694 Pickup Rate for that Job) * DEDSCN Rate = Deduct Amount

Job 1  (1925.38 - 87.52) / 98.55% * .0145 = 27.04

Job 2  (213.93 - 9.73 + 12.00) / 99% * .0145 = 3.17

Job 3  (31.05 - 1.41) / 99% * .0145 = .43

Savings Bonds

_______________________________________________________________________________________
| Find:                                                 Add: 000  Mask:               |
|        SSN/ID      Code     Last name      First name                               |
| ID: 111111111  Code: XXX   Name: JOHN           JONES                               |
|                                                                                     |
| Deduction type - Savings Bonds        Name: SAVINGS BOND                            |
|                                                                                     |
|   Deduction amount:    75.000    Start: 00/00/0000  Cost of bond :    50.000        |
|   Error adjustment:    ______    Stop : 00/00/0000  Size of bond :    150.00        |
|                                  Pay cycle : 4                                      |
|   Co-owner of bond: 111-11-1111    JANE           Q   DOE                           |
|                     SSN            First          Mi  Last                          |
|                                 User Defined Fields:                                |
|                                   Amount 1: _____       Amount 2: _____             |
|                                   Code 1: __  Code 2: __  Date: 00/00/0000          |
|                                   Text: __________________________________          |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct total  :      _____       1875.00       1875.00       1875.00              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|



Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
Deduction amount is the fixed amount to be withheld for the purchase of a savings bond.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
Savings bond deductions can be deducted on a specific pay(s) of the month by entering the appropriate code in the Pay cycle field.
1 - First pay of the month
2 - Second pay of the month
3 - First and second pay of the month
4 - Every pay of the month (even third pay)
5 - First and last pay of the month

The total cost of the savings bond is entered in the Cost of bond field.
The denomination of the bond to be purchased is entered in the Size of bond field.
Co-owner of bond is the ID and name of the co-owner of the bond.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.

Direct Deposit

_______________________________________________________________________________________
| Find:                                                 Add: 000  Mask:               |
|        SSN/ID      Code     Last name      First name                               |
| ID: 111111111   Code: XXX  Name: JOHN           JONES                               |
|                                                                                     |
| Deduction type - Direct Deposit       Name: 1st Direct Deposit                      |
|                                                                                     |
|   Fixed or percent: F           Start: 00/00/0000   Institutions Xref: ______       |
|   Deposit amount  :   125.000   Stop : 00/00/0000   Institutions # : 111111111      |
|                                 Deposit type: 22    Acct. #: _________________      |
|                                                                                     |
|                                 User Defined Fields:                                |
|                                   Amount 1: _____       Amount 2: _____             |
|                                   Code 1: __  Code 2: __  Date: 00/00/0000          |
|                                   Text: __________________________________          |
|                                                                                     |
|                         Accum   QTD Totals   FYTD Totals    YTD Totals              |
|    Deduct total  :      _____      3443.39       3443.39       3443.39              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
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|_____________________________________________________________________________________|




Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The amount of the direct deposit can be deducted as a Fixed or percent amount.
F - Fixed
P - Percentage

Depending in the option chosen for the Fixed or percent field, either a dollar amount or percentage will be entered in the Deposit amount field.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
There are 4 *Deposit type*s available for direct deposit.
22 - Automated Deposit (Demand Credit Records)
23 - Prenotification of Demand Credit Authorization
32 - Automated Deposit (Savings Account Credit Records)
33 - Prenotification of Savings Credit Authorization

The Institution Xref number is a cross reference
code that represents a bank institution routing number. This code may
be up to five characters. The Xref codes must first be established
using the USPSDAT/ROUTSCN program. Pressing the Help key
with the cursor on the Institution Xref field will display a full list
of all Xref codes on file. When the Institution Xref is entered, the
Institution # will be entered automatically.
Each financial institution has its own identification (routing)
number. This identification number is entered in the
Institutions # field. When the Institution Xref is
implemented, the institution identification number becomes
non-modifiable.
Acct. # field contains the account number to which
the amount deducted on this record should be posted.
Amount 1 and Amount 2 are user
defined fields which contain numbers.
Code 1 and Code 2 are user
defined fields which contain numbers and/or letters.
Date is a user defined field which contains
numbers.
Text is a user defined field which contains
numbers and/or letters.
The Accum (accumulator) field contains the amount
of net pay from the most current payroll that is to be deposited into
the designated account, as defined on this screen. Generally, this
field is cleared by the PAYDIR program. This field can be cleared using
PAYDED if the district needs to process a physical check for direct
deposit amounts, rather than using an ACH transaction created by PAYDIR.
QTD Totals are kept for the deduction record until
the QRTRPT program has been used to close the payroll books for the
quarter.
FYTD Totals are kept for the deduction record
until the QRTRPT program has been used to close the payroll books for
the fiscal year.
YTD Totals are kept for the deduction record until
the QRTRPT program has been used to close the payroll books for the
calendar year.

Ohio School District Income Tax

_______________________________________________________________________________________
| Find:                                                 Add: 000  Mask:               |
|        SSN/ID     Code        Last name    First name                               |
| ID: 111111111  Code: XXX     Name: JOHN         JONES                               |
|                                                                                     |
| Deduction type - O.S.D.I. Tax         Name: SAMPLE CITY SCHOOL DIST. TAX            |
|                                                                                     |
|   Tax percentage  :     1.500    Start: 00/00/0000                                  |
|   Addt'l withhold :     _____    Stop : 00/00/0000                                  |
|   Error adjustment:     _____    # of exemptions:  2                                |
|                                  User Defined Fields:                               |
|                                    Amount 1: _____       Amount 2: _____            |
|                                    Code 1: __  Code 2: __  Date: 00/00/0000         |
|                                    Text: __________________________________         |
|                        Accum    QTD Totals   FYTD Totals    YTD Totals              |
|   Deduct total  :     ______         64.75         64.75        241.95              |
|   Gross pay     :     ______       7227.06                    27015.57              |
|   Taxable gross :     ______       6554.94                    24503.11              |
|   Add withhold  :                                             ________              |
|                                                                                     |
|                                                                                     |
|  DEDSCN - Deduction record data maintenance program                                 |
|   XX  Top             XX  Find            XX  Lockmode                              |
|   XX  Help            XX  Add             XX  Set defaults                          |
|   XX  Exit            XX  Delete          XX  Switch                                |
|   XX  Next            XX  Modify                                                    |
|_____________________________________________________________________________________|




Field Definitions

ID is the employee identification number to which the deduction is assigned. Once the deduction has been added the ID cannot be changed.
Code is the deduction code. Deduction codes are defined in the DEDNAM program. This field cannot be changed.
Name is the first and last name of the employee. This field cannot be changed.
The taxing percentage of the state is entered in the Tax percentage field.
Additional state tax withholding can be entered in the Addt'l withhold field. The amount entered should be a dollar amount, not a percentage.
The Error adjustment field is used to make corrections for over or underwithholding of the deduction in previous payrolls. A negative amount in this field will give money back to the employee the next time the employee is paid. A positive amount in this field will withhold the amount in addition to the regular deduction amount the next time the employee is paid.
The Start date is the pay date of the payroll for which the deduction should start being deducted. More information on start dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The Stop date needs to be prior to the pay date of the payroll for which the deduction should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" Chapter of the USPS User Guide.
The number of exemptions claimed for O.S.D.I Tax is entered in the # of exemptions field. If this field is left blank, the system will default to the value found in the #of exemptions field on the state deduction record. If the value in this field differs from the value found in the # of exemptions field on the state deduction record, an informational message will be displayed.
Amount 1 and Amount 2 are user defined fields which contain numbers.
Code 1 and Code 2 are user defined fields which contain numbers and/or letters.
Date is a user defined field which contains numbers.
Text is a user defined field which contains numbers and/or letters.
The Accum (accumulator) fields contain the amounts that have been processed, but not yet paid and/or reported to the deduction company. The fields are cleared when PAYDED is processed for the deduction.
QTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the quarter.
FYTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the fiscal year.
YTD Totals are kept for the deduction record until the QRTRPT program has been used to close the payroll books for the calendar year.
The Add withhold YTD Totals field displays the year to date additional withholding amount if applicable. This field is a subset of the YTD deduction amount. The regular deduction total can be calculated by subtracting the YTD additional withholding amount from the YTD deduction total.

miscellaneous notes

Creating a Deduction

Before a deduction can be added it must be defined in the program, DEDNAM. Once the deduction has been added in DEDNAM, the deduction can be added for employee's in DEDSCN. More information can be found under DEDNAM in the USPS Reference Manual.

Paying Deductions

Deductions are paid through processing PAYDED. The first step is to run the program after CHKUPD has been executed for the last payroll. PAYDED allows you to choose which deductions to pay and how to pay them. It is suggested PAYDED be processed first using the 'Projection' option. Two reports, DEDRPT.TXT and DEDSUM.TXT will be genereated. The 'Projection option' can be executed as many times as necessary until all deductions and amounts are correct. When the 'Actual' option of PAYDED is processed, a report, PAYDED.TXT is created, a check text file, PAYFORM.TXT, is generated for check printing, and the deduction accumulator fields on the USPSCN/DEDSCN are cleared.

DEDSCN Mask Option

The purpose of this option is to allow you to step through deduction records for all employees with a specific deduction code or range of codes.

Place the cursor on the "MASK" field on the top line and enter the deduction code . Pressing the Top key will bring up the deduction record for the first employee on file. Pressing the
Next key will bring up the deduction record of the next
employee on the file. Each record could be modified as necessary as you
step through the deduction records one by one.

You may also use wildcards in the mask field. The "" and "%" are used to represent characters. The "" represents multiple characters, while the "%" represents a single character.

If you wanted to scroll through the STRS and SERS retirement records (400,450), enter "4%0" in the Mask field. By pressing the
Top or Next key, a search for the first (top)
or next record whose deduction code starts with a 4 and ends with a 0
would take place.

Conceal Mask Employee Feature

The Conceal mask feature in all USPS programs offers the ability to temporarily override the Conceal flag as set in USPSCN/BIOSCN. If the Conceal mask field is set to Y, employees with the Conceal flag set to Y will not be displayed. If the Conceal mask feature is set to N, employees with the Conceal flag set to Y will be displayed.

Setting-Up Deductions Based on a Percentage of Net Pay

The percentage entered on deduction record is calculated on the employee's gross pay. At times it may be necessary to calculate the percentage based on the employee's net pay. There are 2 options to accomplish this.

    Manually calculate the amount that should be deducted. (Multiply the calculated net by the percentage to be deducted.) Enter that amount as a fixed deduction amount on the deduction record. Adjustments may need to be made if the net pay changes from payroll to payroll.
    Manually calculate the percentage of gross that is equal to the percentage of net to be deducted and enter this percentage on the deduction record. Adjustments to this percentage will need to be made if the gross amount changes from payroll to payroll.

Order in Which Deductions are Processed

Deduction Type Deduction Codes

Retirement Annuity

590 & 591

Regular Annuities

 

Regular Retirement

400, 450

Federal Tax

001

Ohio State Tax

002

City and Other State Taxes

 

OSDI Tax

 

Medicare/FICA Board Pick-Up

694 & 695

Medicare/FICA

692 & 693

Board Pick-Up

690 & 691

Child Support

 

Regular Deductions

 

Savings Bonds

 

Direct Deposit

 

Direct Deposit deductions are processed according to whether they are fixed or percentage amounts. The fixed amounts are always processed first, followed by the percentage amounts.

 

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