Processing Sick Leave Payout to VEBA

Purpose: Use this document as a reference for processing a sick leave payout to VEBA in ctcLink.

Audience: Payroll Administrator

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance
  • ZZ Payroll Processing
  • ZZ SS Payroll

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

To process the sick leave payout to VEBA, several entries need to be made in ctcLink including:

  1. Adding the VEBA ACCOUNT deduction code to the employee’s General Deductions.
  2. Adding the Cash-Out earnings code to the employee’s Payline once Paysheets have been created.
  3. Adding the General Deduction Code to the employee’s Payline once Paysheets have been created.

Process Sick Leave Payout to VEBA

Part 1 - Add the VEBA Account deduction code to the employee’s record

Navigation: Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions

  1. The Create General Deductions search page displays.
  2. Enter the appropriate employee in the Empl ID field.
  3. Select the Search button.
  4. The Create General Deductions page displays.
  5. Verify that the deduction code is not already added to the employee’s record by selecting View All in the General Deductions section.
  6. If the deduction is not listed, select the Add a Row(+) button to add the deduction code.
  7. A new row is added.
  8. In the General Deduction section, select the Deduction Code lookup icon and select VEBA ACCOUNT.
  9. In the Deduction Details section, enter the appropriate date in the Effective Date field (enter the first day of the pay period to process the cash out).
  10. Select the Save button to complete Part 1.

Video Tutorial

COMING SOON

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Part 1 - Add the VEBA Account deduction code to the employee’s record. This link will open in a new tab/window.

Part 2: Add a pay record to the Payline

You must have at least one of these local college managed security roles:

  • <there are no college-assignable roles>

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Perform this process AFTER Paysheets have been built, and Pre-Calculation has been run.

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

  1. The By Payline search page displays.
  2. Select the Company lookup icon and select the appropriate company. If the company is known, enter the information.
  3. Enter the appropriate date in the Pay Period End Date field.
  4. Enter the employee’s ID in the Empl ID field.
  5. Select the Search button.
  6. The By Payline page displays.
  7. In the Payline tab, select the Add a Row (+) button.
  8. Select the OK to Pay checkbox.
  9. Enter the appropriate dates in the Earnings Begin and Earnings End fields.
  10. In the Other Earnings section select the Code lookup icon and select the appropriate sick leave payout code.
  11. Select the Seq Nbr lookup icon and select the appropriate sequence code (if needed).
  12. Enter the hours to be cashed out in the Hours field.
  13. Select the Save button to complete Part 2.

Part 3: Add a One-Time Deduction to the Payline

  1. From the By Payline page in the previous section, select the One-Time Deductions tab.
  2. The One-Time Deductions tab displays.
  3. If there is a one-time deduction already populated, select the Add a Row (+) button in the Payline Details section.
  4. Select the OK to Pay checkbox.
  5. Select the Plan Type drop-down menu and select General Deduction.
  6. Select the Deduction Code lookup icon and select the appropriate VEBA ACCOUNT deduction code.
  7. Select the Deduction Class lookup icon and select B (Before-Tax).
  8. Enter the dollar amount in the Flat/Addl Amount field to be applied to the VEBA ACCOUNT.
  9. Select the One-Time Code drop-down menu and select Override.
  10. Select the Save button.
  11. Part 3 is now complete.

Video Tutorial

COMING SOON

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Part 2: Add a pay record to the Payline. This link will open in a new tab/window.

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