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Mass Change

To add the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Payroll Items

The Payroll Item module of The Core Menu is used to add, modify or delete Payroll Items for an employee. These may include tax Payroll Items, association dues, health insurance premiums, retirement Payroll Items as well as others.

Before Payroll Items can be added for an employee, the Payroll Item type must be setup first by going to the Core/Payroll Item Configuration program. Please refer to the Payroll Item Configuration chapter of this manual for details on setting up Payroll Items.

Search/View Payroll Item

The Payroll Item 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 are wanting 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:

Create a Payroll Item

Info Message will appear if the Payroll Item is already created for this employee. Will take you to Edit mode:


  1. From the Core Menu select Payroll Items

  2. Click on Create

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

  4. The Position option is used for Payroll Items by Positions.  The user does not have to select a position if the payroll item is for all positions, but can select a Position to apply the Payroll Item if needed.

 

Federal Income Tax

Field Definitions

Type is Federal Tax. This field is non-modifiable.

 Rate Type:

  • Fixed (Amount)-When the Tax Tables option is chosen the Federal withholding will be based on the current Tax Table setup and the Rate field will be left blank.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for Federal.
  • Tax Tables (Calculated by IRS tax tables)-When the Tax Tables option is chosen the Federal withholding will be based on the current Tax Table setup and the Rate field will be left blank.

The Pay Cycle will always be 'Every pay of the month (even third pay).

Additional federal tax withholding can be entered in the Additional With Holding field. The amount entered should be a dollar amount, not a percentage.

What is the employee's Marital Status?

  • Single
  • Married

The Number Of Exemptions claimed for Federal Tax is entered in this 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

The Error Adjustment field is used to make corrections for over or underwithholding of the Payroll Item 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 Payroll Item amount the next time the employee is paid. Select  to add an error adjustment:

  • Amount - enter in the amount of the error adjustment- Required field
  • Description - Enter the description of the error adjustment
  • Date - A date can be selected for when this error adjustment needs to be paid or withheld from employees pay
  •  To delete or cancel, click on 

Standard CF - User define codes 

Ohio State Income Tax

Field Definitions

Type is Ohio State Tax. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for Ohio tax.
  • Tax Tables (Calculated by IRS tax tables)-When the Tax Tables option is chosen the Ohio withholding will be based on the current Tax Table setup and the Rate field will be left blank.

The Pay Cycle will always be 'Every pay of the month (even third pay'.

Additional State Ohio tax withholding can be entered in the Additional With Holding field. The amount entered should be a dollar amount, not a percentage.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

The Number Of Exemptions claimed for State Ohio Tax is entered in this field.

Enter the OSDI District Code for the employee.


Standard CF - User define codes 


The Error Adjustment field is used to make corrections for over or underwithholding of the Payroll Item 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 Payroll Item amount the next time the employee is paid. Select  to add an error adjustment:

  • Amount - enter in the amount of the error adjustment- Required field
  • Description - Enter the description of the error adjustment
  • Date - A date can be selected for when this error adjustment needs to be paid or withheld from employees pay
  •  To delete or cancel, click on 

City Tax Item

For Payroll Item by Job for City Tax, select a Position or leave blank for taxing of all Positions available. If a Position number is entered in the Position field, only that jobs gross will be used when calculating the Payroll Item withholding amount. If the Position field is not assigned to a specific Payroll Item code the withholding amount will be based on the total gross paid on all jobs with a blank Position field. 

Select Employee

Select the Payroll Item (if applicable)

Select the Position for Payroll Item by job or leave blank for taxing of all jobs available

Click on Continue

Field Definitions

Type is City Tax. This field is non-modifiable.

 Rate Type:

  • Fixed (Amount) -When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for the City.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

Additional Municipality tax withholding can be entered in the Additional With Holding field. The amount entered should be a dollar amount, not a percentage.

The amount of gross that is subject to the City tax can be entered in the Percent of Gross field. If 100% may be left blank.

If there is a value entered in the Percent of Gross field on the Payroll Item municipality record, then the Taxable Gross Pay is calculated as TOTAL PAY - TOTAL OF SECTION 125 ANNUITIES * PERCENTAGE OF GROSS * MUNICIPALITY TAX RATE).


The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 

The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

Standard CF - User defined fields

The Error Adjustment field is used to make corrections for over or underwithholding of the Payroll Item 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 Payroll Item amount the next time the employee is paid. Select  to add an error adjustment:

  • Amount - enter in the amount of the error adjustment- Required field
  • Description - Enter the description of the error adjustment
  • Date - A date can be selected for when this error adjustment needs to be paid or withheld from employees pay

To delete or cancel, click on 

Other State Tax

Field Definitions

Type is State Tax. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for the Other State.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

Additional State tax withholding can be entered in the Additional With Holding field. The amount entered should be a dollar amount, not a percentage.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

Standard CF - User defined fields


The Error Adjustment field is used to make corrections for over or underwithholding of the Payroll Item 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 Payroll Item amount the next time the employee is paid. Select  to add an error adjustment:

  • Amount - enter in the amount of the error adjustment- Required field
  • Description - Enter the description of the error adjustment
  • Date - A date can be selected for when this error adjustment needs to be paid or withheld from employees pay

SERS Retirement

For Payroll Item by Job for SERS Retirment, select a Position or leave blank for all Positions available. If a Position number is entered in the Poistion field, only that jobs gross will be used when calculating the Payroll Item withholding amount. If the Position field is not assigned to a specific Payroll Item code the withholding amount will be based on the total gross paid on all jobs with a blank Position field. 

Select Employee

Select the Payroll Item

Select the Position for Payroll Item by job or leave blank for all jobs available

Click on Continue

Field Definitions

Type is SERS. This field is non-modifiable.

 Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field. If applicable the non-annuitized contribution portion of the Payroll Item paid by the employee is entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for SERS.  If applicable the non-annuitized contribution portion of the Payroll Item paid by the employee is entered in the Rate field.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

 Is this a New employee? Check if Yes.

After running an actual for SERSHIRE the New Employee flag on the 400 will be updated, removing the check mark .  A  means it is a new employee who has not been processed through SERSHIRE.  A  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 .

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 and remove the Check mark from the New Employee field 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.

Should this employee be exempt from retirement surcharge? Check if Yes.

 Should this Payroll Item be picked up as a fringe benefit and/or extra compensation?  Check if Yes.

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

 Is this empoyee retired from SERS or STRS?  It is important that the Rehired Retiree flag be correct as those already retired from SERS or STRS are reported differently.  Check if 'Yes'.

The Rehired Date field contains the date that the retired employee was rehired.

Standard CF - User defined fields

Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

The Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the board portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

STRS Retirement 

For Payroll Item by Job for STRS Retirment, select a Position or leave blank for all Positions available. If a Position number is entered in the Poistion field, only that jobs gross will be used when calculating the Payroll Item withholding amount. If the Position field is not assigned to a specific Payroll Item code the withholding amount will be based on the total gross paid on all jobs with a blank Position field. 

Select Employee

Select the Payroll Item

Select the Position for Payroll Item by job or leave blank for all jobs available

Click on Continue

Type is STRS. This field is non-modifiable.

 Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field. If applicable the non-annuitized contribution portion of the Payroll Item paid by the employee is entered in the Rate field. 
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for STRS. If applicable the non-annuitized contribution portion of the Payroll Item paid by the employee is entered in the Rate field. 
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

 Is this a New employee? Check if Yes.

After running an actual for STRSHIRE, the New Employee flag on the 450 will be updated, removing the check mark .  A  means it is a new employee who has not been processed through STRSHIRE.  A  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 .

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 and remove the Check mark from the New Employee field 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.

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

Should this employee be exempt from retirement surcharge? Check if Yes.

 Should this Payroll Item be picked up as a fringe benefit and/or extra compensation?  Check if Yes.

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

 Is this empoyee retired from SERS or STRS?  It is important that the Rehired Retiree flag be correct as those already retired from SERS or STRS are reported differently.  Check if 'Yes'.

The Rehired Date field contains the date that the retired employee was rehired.

The Advance Error Adjustment field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls, if the Employee Rate is used.  This field is only used for Employee Advance Error Adj ONLY.  Use the Employer Error Adjustments for corrections during Advance for the Board porition if missed.

Standard CF - User Defined fields


Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Retire Rehired Reporting 

Annuity Item

Field Definitions

Type is Annuity. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for the Annuity.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

Annuities can be deducted on specific pay of the months by entering the appropriate code in the Pay Cycle field.

  • First pay of the month
  • Second pay of the month
  • Split between first and second pay of the month
  • Every pay of the month (even third pay)
  • Split between first and last pay of the month

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

Example 2: If the Payroll Item amount is a
percentage and option 3 or 5 is selected, the Payroll Item 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 Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

The employee's account number for the annuity can be entered in the Account Number field.

The Last Modified Date field is used to enter the date the Payroll Item was last changed.

Standard CF - User Defined fields

Employee Withholding Max 

The  Deduct Max Start Date determines when the Annuity should start:

  • Annual
  • Fiscal
  • Specific Date

This applies to the EMPLOYEE share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.

The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Employer Withholding Max

The  Deduct Max Start Date determines when the Annuity should start:

  • Annual
  • Fiscal
  • Specific Date

This applies to the EMPLOYER share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.

The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Health Savings Account

Type is Health Savings Account. This field is non-modifiable.

 Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for the Health Savings Account.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

Health Savings Accounts can be deducted on specific pay of the months by entering the appropriate code in the Pay Cycle field.

  • First pay of the month
  • Second pay of the month
  • Split between first and second pay of the month
  • Every pay of the month (even third pay)
  • Split between first and last pay of the month

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

Example 2: If the Payroll Item amount is a
percentage and option 3 or 5 is selected, the Payroll Item 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 Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

The employee's account number for the annuity can be entered in the annuity Account Number field.

The Last Modified Date field is used to enter the date the Payroll Item was last changed.

Standard CF - User Defined Fields

Employee Withholding Max 

  • The  Deduct Max Start Date determines when the Annuity should start:
    • Annual
    • Fiscal
    • Specific Date
  • This applies to the EMPLOYEE share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.
  • The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Employer Withholding Max

  • The  Deduct Max Start Date determines when the Annuity should start:
    • Annual
    • Fiscal
    • Specific Date
  • This applies to the EMPLOYER share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.
  • The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

ACH Configuration

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 CORE/ACH Destination 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 Account Number field contains the account number to which the amount deducted on this record should be posted. This is an optional field.

The ACH dep type field contains the ACH deposit type:

22 - Automated deposit (Demand Credit Records)                      

               32 - Automated Deposit (Savings Account Credit Records)               

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

SERS & STRS Annuities


Field Definitions
Type 
is SERS Annuity/STRS Annuity This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent  (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for the SERS/STRS annuity.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay'.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

Standard Cf - User Define fields

Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

591 Payroll Item and the STRS Advance

Once a job has been advanced through the program STRSAD, a new field will appear on the 591 Payroll Item screen. The field STRS advance:

Regular Payroll Items

Field Definiations

Type is Regular. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for the Regular Payroll Item.
  • Tax Tables (Calculated by IRS tax tables)-Tax Table Option not applicable for this Payroll Item.

Regular Items can be deducted on specific pay of the months by entering the appropriate code in the Pay Cycle field.

  • First pay of the month
  • Second pay of the month
  • Split between first and second pay of the month
  • Every pay of the month (even third pay)
  • Split between first and last pay of the month

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

Example 2: If the Payroll Item amount is a
percentage and option 3 or 5 is selected, the Payroll Item 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 Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

The employee's account number for the Payroll Item can be entered in the Account Number field.

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

Standard CF - User Define fields

Employee Withholding Max

The  Deduct Max Start Date determines when the Annuity should start:

  • The  Deduct Max Start Date determines when the Annuity should start:

    • Annual
    • Fiscal
    • Specific Date

    This applies to the EMPLOYEE share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.

    The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Employer Withholding Max

  • The  Deduct Max Start Date determines when the Annuity should start:
    • Annual
    • Fiscal
    • Specific Date
  • This applies to the EMPLOYER share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.
  • The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Child Support


Field Definitions

Type is Child Support.  This field is non-modifiable.

 Rate Types:

  • Fixed- If choosing fixed a dollar amount will be entered in the Rate field.
  • Percentage-If percentage is chosen a percentage will be entered in the Rate field.
  • Tax Tables (Calculated by IRS tax tables)-Tax Table Option not applicable for this Payroll Item.

Child Support can be deducted on specific pay of the months by entering the appropriate code in the Pay Cycle field.

  • First pay of the month
  • Second pay of the month
  • Split between first and second pay of the month
  • Every pay of the month (even third pay)
  • Split between first and last pay of the month

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

Example 2: If the Payroll Item amount is a
percentage and option 3 or 5 is selected, the Payroll Item 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 Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

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 Insurance Available flag indicates whether the employee has family medical insurance available through the employer  Check if 'Yes'

The Old Case Number 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 court order number can be entered in the Order Number field. This number is assigned by the judge or CSEA that enforces the obligation.

  •  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 Support Enforcement Tracking System can be entered in the SETS Case Number 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.

Is this a Terminated Employment?  Check if 'Yes' if employment relationship with the district has ended.

Standard CF - User Define fields

Employee Withholding Max

The  Deduct Max Start Date determines when the Annuity should start:

  • The  Deduct Max Start Date determines when the Annuity should start:

    • Annual
    • Fiscal
    • Specific Date

    This applies to the EMPLOYEE share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.

    The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

Employer Withholding Max

  • The  Deduct Max Start Date determines when the Annuity should start:
    • Annual
    • Fiscal
    • Specific Date
  • This applies to the EMPLOYER share only.  The Payroll Item 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 Payroll Item becomes inactive and will not be withheld. When there is a maximum deduct in effect, an amount must be entered in the Max Amount field.
  • The Specific Date is used when the 'Deduct Max Start Date' of a 'Specific Date' is selected. Enter in the date of which this annuity should start being used.

The Error Adjustment field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

SERS & STRS Board Paid

Employer SERS Item

For Payroll Item by Job for SERS Retirment, select a Position or leave blank for all Positions available. If a Position number is entered in the Poistion field, only that jobs gross will be used when calculating the Payroll Item withholding amount. If the Position field is not assigned to a specific Payroll Item code the withholding amount will be based on the total gross paid on all jobs with a blank Position field. 

Select Employee

Select the Payroll Item

Select the Position for Payroll Item by job or leave blank for all jobs available

Click on Continue


Field Definitions

Type is Employer SERS Pickup  or STRS Pickup. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-The portion of the Payroll Item paid by the employer is entered in the Rate field. When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-The portion of the Payroll Item paid by the employer is entered in the Rate field. When the Percent option is chosen the Rate field must contain the percentage to be withheld for SERS/STRS Pick Up..
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

Standard CF - User defined fields

Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

The Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the board portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Employer STRS Item

The 691 Payroll Item and the STRS Advance

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

Medicare/FICA and Medicare/FICA Board Share

For Payroll Item by Job for Medicare Retirment, select a Position or leave blank for all Positions available. If a Position number is entered in the Poistion field, only that jobs gross will be used when calculating the Payroll Item withholding amount. If the Position field is not assigned to a specific Payroll Item code the withholding amount will be based on the total gross paid on all jobs with a blank Position field. 

Select Employee

Select the Payroll Item

Select the Position for Payroll Item by job or leave blank for all jobs available

Click on Continue

Medicare Tax Item and Board Share

Field Definitions

Type is Medicare Tax. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-The portion of the Payroll Item paid by the employee is entered in the Rate field. When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field
  • Percent (Tax percentage to be withheld)-The portion of the Payroll Item paid by the employee is entered in the Rate field. When the Percent option is chosen the Rate field must contain the percentage to be withheld for Medicare.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

For full Medicare Pickup on pickup, enter 2.9% in the Employer Rate field and leave the Employee Rate field blank.


Standard CF - User defined fields

The Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

The Employer Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the board portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

Social Security Tax Item

If an employee is paying into social security a Medicare payroll item record with employee and board percentages of 1.45 and a Social Security payroll item record with employee and board percentages of 6.2 need to be setup.

Field Definitions

Type is Social Security Tax. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-The portion of the Payroll Item paid by the employee is entered in the Rate field. When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-The portion of the Payroll Item paid by the employee is entered in the Rate field. When the Percent option is chosen the Rate field must contain the percentage to be withheld for Social Security.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay)'.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

The portion of the Payroll Item paid by the board is entered in the Employer Rate field.

Savings Bonds Item

Type is Savings Bond. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field
  • Percent-(Tax percentage to be withheld)-Not applicable for this payroll item.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item

The Rate field is the fixed amount to be withheld for the purchase of a savings bond. 

Savings Bonds can be deducted on specific pay of the months by entering the appropriate code in the Pay Cycle field.

  • First pay of the month
  • Second pay of the month
  • Split between first and second pay of the month
  • Every pay of the month (even third pay)
  • Split between first and last pay of the month

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

Example 2: If the Payroll Item amount is a
percentage and option 3 or 5 is selected, the Payroll Item 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 Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" .
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" .

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.

Standard CF - User defined fields

The Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

The Co-owner of bond is the ID and name of the co-owner of the bond.


OSDI Tax - Ohio School District Income Tax

Field Definitions

Type is OSDI Tax. This field is non-modifiable.

Rate Type:

  • Fixed (Amount)-When the Fixed option is chosen a fixed dollar amount must be entered in the Rate field.
  • Percent (Tax percentage to be withheld)-When the Percent option is chosen the Rate field must contain the percentage to be withheld for OSDI.
  • Tax Tables (Calculated by IRS tax tables)-Tax table Option not applicable for this Payroll Item.

The Pay Cycle will always be 'Every pay of the month (even third pay'.

Additional state tax withholding can be entered in the Additional With Holding field. The amount entered should be a dollar amount, not a percentage.

The Start Date is the pay date of the payroll for which the Payroll Item should start being deducted. More information on start dates can be found in the "Start and Stop Dates" 
The Stop Date needs to be prior to the pay date of the payroll for which the Payroll Item should stop being deducted. More information on stop dates can be found in the "Start and Stop Dates" 

The number of exemptions claimed for O.S.D.I Tax is entered in the Number 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 Payroll Item record. If the value in this field differs from the value found in the # of exemptions field on the state Payroll Item record, an informational message will be displayed.

Standard CF - User defined fields

The Error Adjustments field is used to make corrections for over or underwithholding of the Payroll Item in previous payrolls. This field is used for corrections to the employee portion of the Payroll Item. 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 Payroll Item amount the next time the employee is paid.

miscellaneous notes

Creating a Payroll Item


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


Order in Which Payroll Items are Processed

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


Creating a Payroll Item Template Record

A Payroll Item template record can be created by clicking on the  key. You will then populate any recurring field that may be needed on the record. You can setup multiple template records for different types of payroll items.  Once these fields have been populated you can then click on the  key. You will then receive a prompt to . You will type in the name of your template and then click .

Utilization of a Payroll Item Template Record   

To create a new Payroll Item record using the Payroll Item Templates click .  Select the employee and the Payroll Item you are creating this record for. You can then click on  which will allow you to select from the template(s) you created. The data that was previously stored when you created this template will populate on the Payroll Item record you are creating. You can then add the remaining Payroll Item data needed and click to complete the creation of this record. If you do not want this record saved you can click the  key.

Edit Payroll Items

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

  1. Search desired Employee on grid
  2. Click on  to edit the Payroll Items
  3. Make desired changes
  4. Click on to save desired changes to the Payroll Items, click on to not posted changes and return to the Payroll Items grid.

Delete Payroll Items

  1. Search desired employee Payroll Item to delete
  2. Click on  to delete the Payroll Item
  3. Click on "delete" to confirm.

 

 

If wanting to delete Payroll items for employees, if the employees have no current data on the Payroll Items record,  these can be deleted without any adverse affect on the Payroll Items_history.  Payroll Items_History records will remain out there and if ERNREG is ran for a specific period when this Payroll_Item was being withheld it will include it on the report.

 


Payroll Items Video 


 
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