Pre-Pay Balance Adjustments

Purpose: Use this document as a reference for how enter balance adjustments for Employee Prepays.

Audience: Benefits Administrators, Payroll Administrators

IMPORTANT:

When an employee provides a personal check to cover the cost for the upcoming deductions, Assign the PrePay Pay Cycle to the Employee.
Follow Part 3  of the Prepay Deduction Setup QRG

Part 1: Adjusting the Deduction

For scenarios when the Prepay Deduction was not taken in one pay cycle –

  1.  the process failed and there were some errors
  2. the processing did not happen in sequence - and it needs to be adjusted

 

  • The Deduction field is open for editing and adjusting the amount.
  • It is necessary that the payroll and benefits admins coordinate the timing for making this adjustment.
  • It being an open field for entry – it is expected the admin enters a valid amount and before the payroll confirms.
  • On the latest Pay End Date row – enter the desired amount (double/triple of the original deduction) and select Save.

Navigation:  Main Menu > Payroll for North America > CTC Custom > Employee Prepay

  1. Enter the Employee ID
  2. Select the PrePay Balance tab.

 

PrePay Balance tab

Part 2: Adjusting the Balance

For scenarios when the Prepay balance needs to be adjusted

  1. When the prepay processing failed and balance is not updated to 0
  2. When the prepay processing failed and balance is not reduced as expected
  3. The balance is updated to 0 , but the vendor payments did not happen
  4. The employee is terminated and the prepay balance needs to be zeroed out Or a Refund is processed.

Enter the appropriate  positive or negative amount in the Balance Adjust field and Save!

Navigation:  Main Menu > Payroll for North America > CTC Custom > Employee Prepay

  1. Enter the Employee ID
  2. Select the PrePay Balance tab.
PrePay Balance tab, Employee PrePay page
PrePay Balance tab, Employee PrePay page
PrePay Balance tab, Employee PrePay page

Part 3: Processing Refunds

  • When an employee has over paid the prepay amount initially
  • When there is a processing error that requires processing prepay refund to make balance adjustments

Navigation: Main Menu > Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline

  1. Enter or select the Company.
  2. Enter Pay Period End Date.
  3. Enter the Empl ID.
  4. Select the Search button.

 

Find an Existing Value tab on By Payline page

Navigate to One-Time Deductions

On the payline where the OK to Pay checkbox is checked, Enter a One Time Deduction Refund for the Prepay deduction at the Payline.

One Time Deduction Data Override section

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