making   Please click here to view a short video on how to create Adjustments.


The Adjustments option allows you to Create, delete, and/or modify employees Payroll Items.

Search/View Adjustments

The Adjustments Grid allows the user to search for existing payroll items for an employee. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you want to view or edit.  Example - First Name is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with San in the first name will appear. You can then click on the next to the Payroll Item record you are searching for to view the data associated with the payroll item or click on the to edit the record or to delete the record.

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

 

Archived Employees - Adjustments

To Include Archived Employees in the grid, click on .  This will show Employee's that have been archived from ALL core options.  The delete option will delete the adjustment from the grid and NOT archive it.

Create an Adjustment

  1. From the Core Menu select Adjustments

  2. Click on Create

  3. Select Employee and the Payroll Item to adjust by clicking on the  arrow

  4. Select the Type by clicking on the arrow


INFO**When making an Adjustment entry, the amount you are entering will be added/or subtracted from the total Adjustment Type balance**



Adjustment Options

TypeDescription

Health Insurance

Cost of Employer-sponsored Health Coverage.  The Adjustment for Health Insurance does NOT OVERRIDE the amount, it + or - the total amount calculated. Only enter the amount NOT tracked in USPS system using the 001 Federal Tax Payroll Item.  

The total amount will be placed in Box 12 coded as 'DD' on the employee's W2.

Moving Expense - Only for ACTIVE MILITARY

Reimbursements, including payments made directly to a third party, for ACTIVE MILITARY employees only, be entered in the Moving Expense field. 

-Nonqualified moving expenses and expense reimbursements are reported in boxes 1, 3, and 5 of Form W-2. These amounts are subject to federal income tax withholding and social security and Medicare taxes.

The amount will be placed in Box 12 coded as 'P' on the employee's W2.

Taxable Benefits (NC3)

Use the 'Non-cash Taxable Benefit' pay type in Payroll Payments CURRENT or FUTURE and this will represent the non-cash taxable benefits amount (NC3). 

If the 'Non-cash Taxable Benefit' pay type was not used during payroll processing,  the Taxable Benefits (NC3) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL using the Taxable Benefits Type in order for the Taxable Benefits (NC3) amount to show correctly on the W2 form and to insure that the Quarter balances. This amount would only be entered under the 001 Federal Payroll Item. This will update the total and taxable gross totals on the Federal , State, City (If applicable) OSDI and Medicare records during W2 Report. No manual adjustments are needed for the Gross and Taxable Gross amounts. If the Medicare withholding was paid by the employee (1.45%) and employer (1.45%), adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.

If Medicare is fully board paid (Pickup), then an Adjustment should be made to the Board's Pickup Amount of Payroll Item (1.45%) only.  This will update both Medicare Pickup and Medicare on the Employee's W2.

Fringe Benefits

Enter the Fringe Benefit amount using Adjustments to show correctly on the W2 form and to insure that the Quarter balances.  This amount would only be entered under the 001 Federal Payroll Item. The W2 Report will automatically adjust the Federal and State total and taxable gross amounts.  

If the Medicare withholding was paid by the employee, employer or employee and employer. Adjustments must be made to the Applicable and Total Gross by this amount and the Amount Withheld and Board Amount of Payroll Item.

If Medicare is fully board paid (Pickup) then the total Adjustment (1.45%) should be made to the 'Board Pickup Amount of Payroll Item' only. This will update both Medicare pickup and Medicare on the Employee's W2.

If wanting to show in Box 14 on W2, check the 'Include Fringe Benefits in Box 14' option.

Life Insurance (NC1)

If the Life Insurance Premium Pay Type was NOT USED prior to the last pay of the calendar year, the Life Insurance (NC1) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL in order for the Life Insurance amount to show correctly on the W2 form and to insure that the Quarter balances (will show a 'Difference in Adjusted Gross' for the NC1 payments).  This amount would only be entered under the 001 Federal Payroll Item.  The W2 Report will automatically adjust the Federal, State, OSDI, City (If applicable) and Medicare,  total and taxable gross amounts.  No manual adjustments are needed for the Gross and Taxable Gross amounts. 

If the Medicare withholding was paid by the employee, employer or employee and employer. Adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.

If Medicare is fully board paid (Pickup) then the total Adjustment (1.45%) should be made to the 'Board Pickup Amount of Payroll Item'. This will update both Medicare pickup and Medicare on the Employee's W2.

NOTE: The city is only adjusted when the Payroll Item Configuration setup for the city payroll item is checked to Tax Non Cash Earnings. In Classic, the Taxable and Total gross must be manually adjusted.

The amount will be put in Box 12 coded as 'C' on the employee's W2.

Adoption Assistance

If the Adoption Assistance Pay Type was NOT USED prior to the last pay of the calendar year, the Adoption Assistance (NC2) payment amount must be entered under the CORE/ADJUSTMENT JOURNAL in order for the Adoption Assistance amount to show correctly on the W2 form and to insure that the Quarter balances.  The W2 Report will automatically adjust the Medicare and City, if applicable, the total and taxable gross amounts. 

The amount will be put in Box 12 coded as 'T' on the employee's W2.

NOTE: The city is only adjusted when the Payroll Item Configuration setup for the city payroll item is checked to Tax Non Cash Earnings. 

Dependent Care

If not using the Dependent Care Payroll Item type, enter the amount for Dependent Care benefits. This amount will be added to the total and taxable gross fields by any amount above the $10,500.00 threshold for any Payroll Item that taxes Dependent Care (Federal, Ohio, and City (if applicable) totals during W2 Processing.  This amount would only be entered under the 001 Federal Payroll Item.  The total amount of Dependent Care will appear in Box 10 on the W2.

Third Party pay

If Third Party Sick pay is Taxable, users need to add the Third Party Sick pay amount to the Total Gross and Taxable Gross on the Federal (001), Ohio (002), City (if applicable), OSDI (8XX) and Medicare (692) records as needed.  Will cause gross amount on W2 Report to be higher.  If Federal tax was withheld, add an adjustment using the Amount Withheld to record the federal tax withheld.

If the Medicare withholding was paid by the Third party, Adjustments must be made to the Amount Withheld and Board Amount of Payroll Item.

If Medicare is fully board paid (Pickup) then the total Adjustment (1.45%) should be made to the 'Board Pickup Amount of Payroll Item'. This will update both Medicare pickup and Medicare on the Employee's W2.

If it is a Non-taxable Third Party Sick pay,  add amount using Third Party Pay to the Federal Tax (001) record.  The amount will be put in Box 12 coded as 'J' on the employee's W2.

Vehicle Lease

The Vehicle Lease option adds to the total and taxable gross fields on the Federal and Ohio totals during W2 Processing. This amount would only be entered under the 001 Federal Payroll Item. This is then reflected on the W2 Report and the vehicle lease amount will appear in Box 14 on the W2.

No manual adjustments are needed

Total Gross

Updates any Payroll Item Total Gross selected

Applicable Gross (Taxable Gross)

Updates any Payroll Item Applicable Gross selected (Taxable Gross)

Amount Withheld

Updates any Payroll Item Amount Withheld selected

Applicable Annuities

Updates the W2 Report

Board's Amount of payroll item

Adds to the *TD Employer Amounts selected

Earned Income Credit Amount

Currently not being utilized

Additional Withholding Amount

Adds to the *TD Withholding fields for the Payroll Item selected

Portion of FTD Board Amount that was earned as a rehired retiree

Used to update the FYTD Rehired Retiree Employer Amount on the 450 and 691 record

Portion of FTD Board Amount that was withheld as a rehired retiree

Used to update the retiree field FYTD Rehired Retiree Withholding field on the selected 450 or 591 records

Portion of FTD Gross that was earned as a rehired retiree

Used to Update the FYTD Rehired Retiree Gross field on the 450 record

ODJFS Total Gross

Updates the QTD ODFJS Wages on the ODJFS Report

ODJFS Weeks

Updates the # of Weeks on the ODFJS Report.  The Transaction Date has to be within an open posting period or an error will occur.

SERS Retirement Days

In order for the adjustment days to be picked up by the SERS per pay report, the adjustment must fall within the period beginning and end dates for payroll the employee is in, which is being reported. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur.

Make sure that the box is checked. 

SERS Retirement Hours

Updates the SERS Hours Paid on the SERS Per Pay Report. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur.

Make sure that the box is checked. 

STRS Retirement Days

In order for the adjustment days to be picked up by the STRS per pay report, the adjustment must fall within the period beginning and end dates for payroll the employee is in, which is being reported. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur. **This adjustment will also affect STRS Days on the STRS Advance FYTD report**

Needs to be entered as 1.0 if the employee only worked .25, .5 or .75 of a day. 

Make sure that the box is checked. 

STRS Retirement Hours

Reports that use STRS Retirement Hours

  • ABS101
  • Afford Report
  • Posted Pay Report
  • STRS Reports

EMIS Attendance

Updates EMIS Attendance on the EMIS collection.  The Transaction Date has to be within an open posting period or an error will occur.
EMIS Absence Updates EMIS Absence on the EMIS collection.  The Transaction Date has to be within an open posting period or an error will occur.

Board's Pickup Amount of Payroll Item

Adds to the *TD Employer Amount fields

Advanced Sick Leave Used

This item type is used to reset an employee's 'Advanced Units Used' on their CORE/Leaves screen.

Health Reimbursement

This item type is used to report the total amount of permitted benefits under a qualified small employer health reimbursement arrangement in Box 12 code FF on the employees W2. This will allow eligible employers to pay or reimburse medical care expenses of eligible employees after the employees provide proof of coverage. Eligible employers are those small employers with less than 50 Full-Time Equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days).  Another eligibility requirement is that the employer does NOT offer a group health plan to any of their employees. This amount would be entered using the 001 Federal Tax payroll Item.

  • 5.  Enter a Transaction Date, Amount and Description.  The Transaction Date has to be within an open posting period or an error will occur:

  •  

6.  Adjustment Journals will show whether imported or not with a flag

    • The Imported flag is a read-only and will be set to true only for imported adjustments.  All other adjustments will be set to 'not imported' and the flag cannot be modified.
    • The Imported flag (called Imported) for Mass Update for Adjustments ,can be imported, but will always be set to false.  This field cannot be overridden.

  • 7.  Select a 'To Date Options'

    • Month To Date - Selecting this option will INCLUDE the adjustment journal in the month to date calculations
    • Quarter To Date - Selecting this option will INCLUDE the adjustment journal in the quarter to date calculations
    • Year To Date - Selecting this option will INCLUDE the adjustment journal in the year to date calculations
    • Fiscal Year To Date - Selecting this option will INCLUDE the adjustment journal in the fiscal year to date calculations

  • 8.  Click on  to post the Adjustment to the system, click on Cancel to not post the Adjustment and return to the Adjustments grid.

Audit Report option 

After creating and saving an Adjustment record, or to see any changes that were made to an Adjustment record, there is a option to run an Audit Report directly

from the Adjustment record.

User must be in VIEW mode in order to see the Audit Report button. On the Employee record--Click on the  button.


Click on the button.

Enter a Start Date and Stop Date and click on the button.


The report heading on this single object audit report will include the start/stop date on the Title Page and the title on the report will be USPS Audit Report - (Adjustment)   

Create a Single Adjustment Entry

Click on 

  • To create a single adjustment entry, the Close option can be checked 

    If the Create New option is checked click  the  check box to uncheck it and then click on the Close box. 

  • Select the employee and enter in the adjustment information.  Click on  This will then create one adjustment for the employee and return you to the Adjustment grid so other employee Adjustment records can be added.


***OR***

  • If the Create New option is checked     , you can add the Employee and the Adjustment information data. Click on    


  • Click  in the upper right corner of the record or click the   button. This will then create one Adjustment entry and take you back to the Adjustment grid so that other employee Adjustment records can be added.

Creating Multiple Adjustment Entries for an Employee

Click on

  • To create multiple adjustment entries for an employee, the Create New option should be checked   

Note-If the Close option is checked click the check box to uncheck it and then click on the Create New box 

  • Enter the Employee and the Adjustment information. Click on   This will then create one Adjustment record for the employee and return you to the employee's record so that additional records can be added. 

  • If wanting to change employee's, enter in the new employees name and info:

  • To return to the Adjustment grid - Click  in the upper right corner of the record or click on image2019-3-11_17-38-49.png button:

Edit Employees Adjustment

**Note**  'Imported by Classic USPS' data is non-modifiable

Only fields that are allowed to be edited will be displayed.

  1. Search desired Employee on grid
  2. Click on  to edit the Employees Payroll Item
  3. Make desired changes
  4. Click on to save desired changes to the Employees payroll Items, click on Cancel to not post changes and return to the Adjustments grid

Adding Attendance for SERS Days/Hours-

See this link for details on adding SERS days/hours FAQ-Frequently Asked Questions

Delete Employees Adjustment

**Note**   'Imported by Classic USPS' data cannot be deleted.

  1. Search desired Employee on grid to delete

  2. Click on  to delete the Employee Adjustment

  3. Click on  to confirm deletion or Cancel to not delete Adjustment

Mass Change

For more detail information on the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

 

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

 



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