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Refund a payroll item during a regular Payroll

1.   Go to Core/ Payroll Item.

2.   Find the employee using the grid and type in a few characters of the Last Name, First Name  or Number.  

2a. Locate the Payroll Item you will be processing the refund for and click on .     - OR -

2b. Go to the Dashboard  and type in a few characters of Last name, First name or Number then click on employee from the list of names provided.

2c. Click on the Payroll Items tab.                                                                      

2d. Locate the Payroll Item you will be processing the refund for and click on .                                              

3.   Go to the Error Adjustments section and click on .                                                                                               

4.   Add the refund Amount as a negative number, a Description and a Date (If you wish to process this refund at a later time, the date should be within the period beginning and ending date of a payroll being processed not the Pay Date.  If you wish to process now leave date blank.)

                                                                                                                                                                              

5  Click on the  button.

6. If there is an Employer error adjustment involved you will need to scroll to the Employer Error Adjustment section and click on

                                                                                                                          

7.   Add the refund Amount as a negative number, a Description and a Date (If you wish to process this refund at a later time, date should be within the period beginning and ending date of a payroll being processed not the Pay Date. If you wish to process now leave Date field blank.)     

If there is employer pickup involved ex-Medicare, Retirement, etc. check the       box.


If you want to delete the entire Employee or Employer Error Adjustment record click the   button .


8.   Initialize your payroll.  On the Pay Report you will see the refund amount:

9.   Complete the Payroll processing.


Refunding a Payroll Item in USPS-R Without Processing a Payroll.

This process is normally used when an employee is no longer employed at the district, is not getting paid on the next payroll or if the district wishes to refund the payment to the employee immediately.

1. Follow Steps 1-7 above.

2. Go to Processing/Payroll Item Refund.

a.Find the employee using the grid and search by Last Name or Number.

b. Click on next to the appropriate record. 

c. Click   

d, For Check processing:                                                                                                                                                                                                                  

    • Choose the Payment Option (Check Payment)                                                                                      
    • Bank Account (Default Bank Account is defaulted or you can choose from the drop down)        
    • Starting Check Number will automatically default to the next available Payroll Check Number                           
    • Transaction Date is already defaulted to the current date. This can be changed if desired                                                                                                                                                                
    • Choose the Output  Format (XML-export file for printing or PDF)                                                                                                                                                        
    • Pay Plan (Choose from drop down)                                                                                                                                             
    • File Name is defaulted (PayrollItemRefundYYYY-MM_DD.xml) can  be changed if desired                                                                                                                                                                                        
    • Click 

3. Transfer the PayrollItemRefund.xml file to your desktop or a folder of your choosing to upload the file to your printing software to print out the check.

4. For ACH Processing:                                                                                                                                                                                             

    • Choose the Payment Option (ACH Electronic Payment)                                                                                                                                        
    • Transaction Date is already defaulted to the current date. This can be changed if desired           
    • Choose the ACH Source (Payroll ACH Transfer) from the drop down                                                                                                                                    
    • Pay Plan (Choose from drop down)                                                                                                                        
    • File Name is defaulted (ACH_BankName.txt) can be changed if desired                                                                      
    • Click      

5.Transfer the ACHSXXXXXXXX.txt file to your desktop or a folder of your choosing and upload the file to the bank’s website.     


Any unprocessed error adjustments for a refund in classic will be imported and will be displayed under the Processing/Payroll Item Refund screen. The check box  located under Unpaid Error Adjustments is used to select all Payroll Item Refund records displayed on the screen for payment. If any record displayed is not going to be processed for a refund click the   button    and delete the Amount  click and then click the  button.

                                                                                                                                                                      

Adjusting Employer Paid Amount Without Refund Processing

  1. To enter in the refunded employer amount without processing through a pay go to Core/Adjustments and click                                                                                                                                                                                       

2. Find the Employee, the Payroll Item from the drop down, the Type-Board Amount of payroll item from the drop down. Enter a Transaction Date or choose date from the calendar.

Enter the refund Amount as a negative figure. A Description can be added if desired.                                                                               

3.. Click 


**If there is employer pickup involved ex-Medicare, Retirement you may also need to add an Adjustment for Type- Board Pickup Amount of Payroll Item.

**If a refund Adjustment for the board is not processed through a pay, you will need to manually updated USAS as there is not a file that is created when processing using Adjustments.



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