Contents for the Update Employee Package Deductions Screen

Use the fields and options to configure the Update Employee Package Deductions Screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use the fields in this group box to select pay cycle information for the mass update procedure.

Pay Cycle

Use these fields to select the code for the pay cycle for which you wish to update deductions. All employees who are assigned to this pay cycle on the Manage Employee Taxes screen are included in the update process. The pay cycle must also exist in the pay period - pay cycle schedule table and have an open payroll period. This field is required.

Field Description
Option

This field always displays One.

Start

Enter, or click to select, the pay cycle for which you want to update deductions.

Employee

Use this group box to select the employees (all or specific ones) whose package deductions are to be updated.

Field Description
Option

From the drop-down list, select on of the following range selections:

  • All
  • One
  • Range
  • From Beginning
  • To End

If you select All, the Start and End fields are disabled; if you select One, the End field is disabled; if you select From Beginning, the Start field is disabled; and if you select To End, the End field is disabled.

Start

If your range selection is One, Range, or To End, enter, or click to select, the employees for which you want to update deductions.

End

If your range selection is Range or From Beginning, enter, or click to select, the employees with which you wish to end deductions.

Non-Contiguous Ranges

Select this check box to choose a noncontiguous range of employees. Use the Employee Non-Contiguous Ranges subtask to select the ranges of employees.

Include

Use these check boxes to update deductions, contributions, and or FSA/HSA deductions.

Field Description
Deductions

Select this check box to have employee deductions updated as part of this procedure. If you do not want employee deductions updated, clear this check box.

Contributions

Select this check box to have company contributions that are associated with employee deductions updated as part of this procedure. If you do not want company contributions updated, clear this check box.

FSA/HSA Deductions

Select this check box to update the Employee Deductions table with the correct deduction code and amount for the employee's medical care FSA, dependent care FSA elections, and HSA elections.

Base FSA on Check Date

Select this check box to specify that you want the FSA/HSA deduction amount to be based on the number of checks remaining in the FSA/HSA plan year instead of using the number of pay period end dates remaining in the FSA/HSA plan year.

For example, you have a new employee that elects Medical FSA as of 07/13/2018, your Medical FSA plan year is from 01/01/2018 to 12/31/2018, and your pay periods are as follows (in monthly pay frequency for simplicity):

Pay Period

Start Date

Pay Period

End Date

Check Date
01/01/2018 01/31/2018 02/07/2018
02/01/2018 02/28/2018 03/07/2018
03/01/2018 03/31/2018 04/07/2018
04/01/2018 04/30/2018 05/07/2018
05/01/2018 05/31/2018 06/07/2018
06/01/2018 06/30/2018 07/07/2018
07/01/2018 07/31/2018 08/07/2018
08/01/2018 08/31/2018 09/07/2018
09/01/2018 09/30/2018 10/07/2018
10/01/2018 10/31/2018 11/07/2018
11/01/2018 11/30/2018 12/07/2018
12/01/2018 12/31/2018 01/07/2019

The application will calculate the deduction amount as follows:

  • If you clear this check box, the Update Employee Package Deductions application will use the remaining number of pay period end dates that fall within the Medical FSA Plan Year to determine the deduction amount.

    Medical FSA Election Amount = 1,000.00

    Number of Remaining Pay Periods in the 2018 Plan Year = 6 (07/31/18, 08/31/18, 09/30/18, 10/31/18, 11/30/18 & 12/31/18)

    Deduction Amount = 1,000.00 / 6 = 166.67

  • Otherwise, if you select this check box, the Update Employee Package Deductions application will use the remaining number of check dates that fall within the Medical FSA Plan Year to determine the deduction amount.

    Medical FSA Election Amount = 1,000.00

    Number of Remaining Check Dates in the 2018 Plan Year = 5 (08/07/18, 09/07/18, 10/07/18, 11/07/18 & 12/07/18)

    Deduction Amount = 1,000.00 / 5 = 200.00

Options

Field Description
Process Changes and Additions Only

Select this check box to process only those benefit elections that have changes and/or additions in deduction amounts for the selected pay cycle. If you do not want these changes and additions updated for the selected pay cycle, leave this check box clear.

Prior End Date Processing

From the drop-down list, Select the number of months preceding the open pay period to be analyzed for deduction and contribution end dateupdates.

This functionality allows you to update deduction and contribution end dates for benefit elections that ended in past pay periods. This setting necessary if you do not run the Update Employee Package Deductions process every pay period and you have benefit elections that ended in a prior, unprocessed pay period.

If you run the Update Employee Package Deductions process every pay period, you can use the default setting of 0 Months. If not, you may set this value to anywhere from 1 to 12 months.

For example, if the employee’s benefit election end date is 07/26/18, the open pay period is 08/01/18 to 08/15/18, and the Prior End Date Processing is 0 Months, the Update Employee Package Deductions process would not assign a Deduction End Date for that benefit election because the benefit election end date fell within a past pay period. However, under the same scenario, if you set the Prior End Date Processing to 1 Month instead of 0 Months, the Update Employee Package Deductions process would assign a Deduction End Date for that benefit election because the benefit election end date fell within the month prior to the open pay period start date (07/15/18 to 08/15/18).

Report Primary Sort

From the drop-down list, select if the records in the report should be sorted by Employee ID or Employee Name.

Pay Period Setup

Field Description
Deduction/Contribution Timing

This field displays the Deduction/Contribution Timing setting assigned to the pay cycle. This screen uses this setting to ensure the deduction start date and deduction end date assigned to the benefit deduction will result in processing the deduction/contribution at the correct time. The deduction/contribution amount will be prorated if applicable.

You can assign this option to pay cycles on the Manage Pay Periods screen.

The following are the possible options in this field:

  • Deduct based on premium as of the open pay period end date: Employees will pay for the benefits they have as of the pay period end date.
  • Deduct based on premium as of the open pay period start date: Employees will pay for the benefits they have as of the pay period start date.
  • Deduct based on premium as of the check date: Employees will pay for the benefits they have as of the check date.
  • Pay per day and prorate. Deduct before the pay period: Employees will pay for the benefits before the pay period in which the employee is covered. This will prorate the premium if there are two different coverages within the same pay period.
  • Pay per day and prorate. Deduct after the pay period: Employees will pay for the benefits after the pay period in which the employee is covered. This will prorate the premium if there are two different coverages within the same pay period.
Update Employee Package Deductions

Click and select Update Employee Deductions/Contributions to update the base tables, Employee Deductions, and Employee Contributions. This option is available only after the report has been printed.

Print/Update Employee Package Deductions

Click and select Print/Update Employee Deductions/Contributions to print the report and then immediately update the Employee Deductions and Employee Contributions tables.

Report/Process Table Sources

Column Heading Screen Table Name
Employee Name Manage Employee Information EMPL
Employee ID Manage Employee Information EMPL
Deduction Code Manage Benefit Plans HB_BEN_PLAN_LN
Deduction Amount Manage Benefit Plans HB_BEN_PLAN_LN
Contribution Amount Manage Benefit Plans HB_BEN_PLAN_LN
Method Configure Benefit Settings HB_SETTINGS
Start Date Manage Benefit Plans HB_BEN_PLAN_HDR
End Date Manage Benefit Plans HB_BEN_PLAN_HDR

Exception Message — Column is displayed only if the Include Contributions check box is selected and deduction is not set up as a contribution.

Subtasks

Subtask Description
Employee Non-Contiguous Ranges Use this subtask to select a noncontiguous range of employees. This is different from using a range because you can include or exclude any employees of your choice.