Add/Edit Deductions

 

From the list of deductions currently associated with the employee, you may edit/delete those deductions.  You may also add a deduction to the Employee if the deduction already exists in Vault’s Division Deduction Master.

 

Add New Deduction

 Click  to associate the employee with a deduction not in the list of assigned deductions.  (This button is disabled for users without “Add” permission.)

Select the Deduction to add from the Deduction drop-down.  If the Deduction is included at the division and/or department level in Vault, the Deduction will be available for assignment to the employee.

Select/enter Deduction data as follows, then click :

Field

Description

Vault Reference

Active

Selected by default when adding a new Deduction.

Employee Deduction Master

 

Start Date

Determines when to begin taking this deduction, based on the check date.

Effective Date

The date the Deduction is associated with the employee. The Effective Date defaults to the latest regular Check Date + 1 day.  If the check date is 7/02/2008, the Effective Date defaults to 7/03/2008. Users may only edit or create deduction goals with a date later than the most current check date (based on a regular payroll cycle).

Expiration Date

The last date the Deduction is in effect for any employee.

Third Party Payee

The payee to whom this deduction is remitted. Although a default payee may be set up on the company and division levels, each employee deduction may have a different third party payee.  For example, the CHILD1 deduction code for child support may exist for 20 employees but each employee may be required to pay a separate agency.

GL Expense

The related G/L account from the master G/L table in Vault.

GL Liability

The related G/L account from the master G/L table in Vault

G/L Expense (ER)

The Employer Match Expense from the master G/L table in Vault.

G/L Liability (ER)

The Employer Match Liability from the master G/L table in Vault.

 

Note

The GL fields are disabled when adding a deduction.  To specify expense and liability codes, you must first save the new deduction, then edit the new deduction.

Reference #

The Text field used to store a description number for this employee’s deduction.  Some examples are Docket numbers, Case numbers, etc.  This reference field is printed on the third party check stub along with the employee’s number, name, social security number, check number and deduction amount.

Base Type/Rate

The type of calculation (flat amount or percentage) as defined in Vault’s company Deduction Master.  Enter the amount/percentage for this employee deduction next to this field.

Medical Support

This flag indicates whether  or not  

Support Others

This flag indicates whether or not  the employee is supporting a second family.

FIPS Code

This is a 5-digit code assigned to each county in the U.S. in accordance with Federal Information Processing Standards. The first two digits are for the State and the last three identify the County, or county equivalent. So, each State has its own 2-digit number, and each County within the state has its own 3-digit number, which are combined into a 5-digit number to uniquely identify every US county. For example, Georgia's state number is 13, and Bryan county, GA is 029, so Bryan county's FIPS code is 13029.

Priority

 

This defined in the Company Deduction Master. This applies when there is more than one deduction assigned to an employee.  Numbers run zero to nine, zero being the highest.

Goal

Specifies the limit for this deduction.  Enter 0 for deductions with no limit.

Taken

Displays in the Amount field all deductions taken during the goal period.

Period of Goal

The period may be Lifetime or Annual, depending on the setting of the Is Goal Annual flag in the Goals/Liimits/ER Match tab of Vault Company Deduction Master.

Frequency

Determines if the deduction frequency will be based on the check date or period ending field as specified in the Company Deduction Master for this deduction. It is populated automatically based on the deduction selected.   You may elect to have a deduction generated only on the first check date of the month.  You may select 1, 2, 3, 4, 5 or last week. The Last Week option will always occur on the final pay period of the month regardless of payroll cycle.

  

Edit Employee Deduction

Click in the desired row of the list of deductions to make changes. (The “not” symbol appears over the edit icon for users without “edit” permission.)  Data entry is as described for a new deduction, except that the GL Expense and GL Liability fields are enabled for associating GL accounts with the deduction, and the Priority, Frequency and Goal fields are disabled.

 

Delete Employee Deduction

Click in the desired row of the list of earnings to delete an deduction.  (The “not” symbol appears over the trash can icon for users without “delete” permission.)

The system requests confirmation of the deletion.

Note

(If there is any activity for a deduction in the employee’s payroll history, the deduction cannot be deleted.

 

Display Employee Deduction

Click in the desired row of the list of deductions to display a deduction’s parameters and enable the Goal area of the page.

 

The Amount field reflects all deductions taken during the goal period. If a goal was set and deductions were made, the balance remaining is reflected in the “equals” field.