Entering Employee Deduction, Benefit, and Accrual Instructions
Access the Employee DBA Instructions form.
- Employee Identification
Enter the employee number, tax ID, or alternate number, depending on the employee number mode that is set up in the Payroll Constants for company 00000.
- Effective On
Enter a future date when all changes will take effect or the date when the changes went into effect. If you do not enter a date in this field, the system uses the current date as the effective date.
- Active, Terminated, and All
Enter a value for the employee Active/Terminated/All Flag. This flag is used for JD Edwards EnterpriseOne to select and sort employees depending on their status.
- PDBA Code
Enter a code that defines the type of pay, deduction, benefit, or accrual.
Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999.
- Amt/Rt Level 1 (amount/rate level 1)
Enter a value that specifies a percentage, a monetary amount, or an hourly rate, depending on where it is used. Values are:
1: For a deduction, benefit, or accrual, the meaning of this value depends on the method of calculation. The method determines whether the deduction is a flat monetary amount, a percentage, or a multiplication rate. Table method DBAs, depending on which table method they use, can either use this amount in the calculation or ignore it. If there are exceptions to the table calculation, you can override the table code in the detail area, set up a flat monetary DBA amount, or override the amount with a one-time override for a timecard.
2: For a pay type, amounts entered in this field override the hourly rate.
- Amt/Rt Level 2 (amount/rate level 2)
Enter the second amount or rate associated with a deduction, benefit, or accrual. Because many DBA types require multiple tiers, two levels of Amount (Rate) exist. The system uses the first level, Amount (Rate) 1, until the annual limit is reached. Then, the second level, Amount (Rate) 2, begins the next time the employee is paid. Amount (Rate) 2 continues until the second annual limit is reached.
This field works in conjunction with the annual limit fields. The rate you enter in this field supersedes any other table rate for an employee, except for one-time overrides during time entry.
- Pay Start Date
Enter the date an instruction starts, for example, the date the system should start a deduction.
The start date must be less than or equal to the timecard date. To start a DBA at the beginning of a pay cycle, make the start date equal to the first day of the pay cycle. For example, if the pay cycle runs from October 1 to October 15, start the DBA on October 1.
If both the start and stop dates are within the pay period from and through dates, even if the stop date is not less than the timecard date, the system does not calculate the DBA.
For a flat amount DBA, the system calculates the full DBA for any timecard that falls within the DBA start and stop dates.
For DBAs that calculate from a basis amount, such as a percentage rate DBA, the system includes only those timecards that fall within the DBA start and stop dates in the basis of calculation.
- Pay Stop Date
Enter the date an instruction stops, for example, the date the system should stop a deduction.
The stop date must be less than the timecard date. To stop a DBA before the next pay cycle, make the stop date one day prior to the first day of the next pay cycle. For example, if the pay cycle runs from October 1 through October 15, set the DBA stop date as September 30.
If both the start and stop dates are within the pay period from and through dates, even if the stop date is not less than the timecard date, the system does not calculate the DBA.
For a flat amount DBA, the system calculates the full DBA for any timecard that falls within the DBA start and stop dates.
For DBAs that calculate from a basis amount, such as a percentage rate DBA, the system includes only those timecards that fall within the DBA start and stop dates in the basis of calculation.
- Voucher Flag
Enter a code used to determine whether the system should generate a voucher for the DBA, tax, or wage attachment during the final update phase of the payroll processing cycle. Values are:
N: No
Y: Yes
- Payee No (payee number)
Enter the address book number for the supplier who receives the final payment.
In benefits administration, this is the address book number of the company that issues the plan and receives premium payments for it.
For wage attachments, payee is the address book number of the agency, company, individual, or court that is to receive the payment of the check.
- DBA Type
Enter a code that specifies the type of payroll entry. Values are:
P: Time Cards (earnings).
D: Deductions withheld.
B: Benefit (both cash and noncash).
A: Time accrual, such as sick and vacation time.
Note: These values are hard-coded.- Calc Method (calculation method)
Enter a code from UDC 07/DM that specifies the method that the system uses to perform certain calculations. For example, the system uses a method of calculation to calculate deductions, benefits, and accruals (DBAs) and workers' compensation insurance.
- Assignment Number
Enter a number that identifies a task that is used for resource scheduling. The task number is generated by the system.
- Override Flag
Enter Yes or No, indicating whether the system treats the Amount/Rate field as a zero amount override. You use this field primarily when an employee is part of a group plan yet does not receive a particular benefit in that plan.
- Group Code
Enter a code that is common to all deduction or benefits that share the same limitations, such as pay period currency amount, percentage, monthly, and annual. The system takes these limits from the first deduction encountered in the group and withholds for all deductions until the limit is reached for the aggregate.
- Table Code
Enter the table that the system should use if the calculation requires table values.
- Amount Due
Enter the balance or amount due on an open invoice or voucher.
- Prior DBA
Enter a code that identifies another DBA whose limit must be met first before this DBA calculates. For example; deduction 1400 has an annual limit of 2,000.00 USD.
After this limit is met, deduction 1500 begins calculation and withholding.
The DBA number of the predecessor must be lower than the successor's number.
- Ded Per 1 (deduction percentage 1)
Enter a code designating the pay period in which the system calculates the DBA/auto deposit. Values are:
Y: Take the DBA/auto deposit during the current period.
N: Do not take the DBA/auto deposit during the current period.
*: Take the DBA/auto deposit only during the first pay period of each month that the employee works based on the ending date of this month's pay period.
Blank: Continue to look for a code at the lower level. The system searches for DBA/auto deposit rules first at the employee level, then at the group level, and finally at the DBA master level. If the field is blank at all levels, the system does not calculate the DBA/auto deposit in that period.
M: Applies only to benefits based on gross hours or dollars. An M in the fifth field tells the system to calculate the benefit only during the special timecard post. An M implies a Yes for a weekly withholding frequency.
Note: Some organizations may have the need to process a sixth, or special, payroll during a month.- Nbr Per (number of periods)
Enter the number of periods for which a deduction or benefit should be taken. The system automatically decreases this number by one for each period taken.
You must enter a value in this field if you automate the Number of Periods field.
- DBA Limit $ Pay Period
Enter the maximum amount that can be withheld or accrued in a pay period for a deduction or a benefit. This amount is expressed in dollars. This amount refers to the gross pay/amount field.
- DBA Limit Monthly
Enter the maximum amount that can be withheld or accrued in a month for a deduction or a benefit. This amount is expressed in dollars. This amount refers to the gross pay/amount field.
- DBA Limit $ Quarterly
Enter the maximum amount that can be withheld or accrued in a quarter for a deduction or benefit. This amount is expressed in dollars. This amount refers to the gross pay/amount field.
- DBA Limit $ A/L1 (limit $ annual/level 1)
Enter the maximum amount that can be withheld or accrued in a year for a deduction or a benefit. This amount is expressed in dollars. This amount refers to the gross pay/amount field.
For the JD Edwards EnterpriseOne Payroll system, this field can represent either an initial annual limitation or a final limitation in a year.
The amount in the Limit $ A/L1 field represents the first level of the yearly limitation. The value in the Limit $ A/L2 field represents the final limitation.
If an annual limit is specified on a DBA calculation table, the annual limit from the table takes precedence over annual limits defined at the master DBA or employee levels.
- DBA Limit $ A/L2 (limit $ annual/level 2)
Enter the maximum amount that can be withheld or accrued in a year for a deduction or a benefit. This amount is expressed in dollars. This amount refers to the gross pay/amount field.
Note: This field represents the second level annual limitation. It is used when there is an initial limitation and a corresponding rate, which is followed up by a new rate and a final limitation. This field is dependent on the Limit $ A/L1 field. There must be a value in the Limit $ A/L1 field if you specify a value in the Limit $ A/L2 field.- ITD Limit
Enter the maximum amount of dollars or hours that an accrual can have at any one time. For example, your company might have a vacation policy that allows an employee to roll over 40 hours each year, but the accrued balance cannot exceed a total of 300 hours at any one time. The system calculates the payroll cycle and year-end rollover up to the limit, taking into account the amounts that you have used.
Note: If the system rolls over the accrual at the end of a standard year, it applies the limit against payroll month history. If the system rolls the accrual over at the end of a fiscal or anniversary year, it applies the limit against fiscal and anniversary history.- DBA Limit % Period
Enter the maximum percentage of pay that the calculated deduction or benefit amount may not exceed. This percentage works in conjunction with the dollar limits of the deduction or benefit, so whichever limit is reached first stops the calculation. For accrual transactions, this field represents an hour's limit.
- Cleared Items
Enter a value that specifies whether cleared deductions appear on the form. To display cleared items, select the Cleared Items option.
The system categorizes deductions as cleared when:
The through date of the deduction is older than the system date.
The Declining Balance flag for the deduction is turned on and the amount due is 0.
The Use Number of Periods flag is turned on and the number of periods is 0.
- Rate Control
Enter a value that defines the date that is effective for the PDBA. The system uses this field to control the rate that it uses to calculate a DBA when multiple rates are valid within the pay cycle. During payroll and interim processes, this value determines whether the system uses the ending rate, beginning rate, or prorates all rates it finds within a pay cycle period. Values are:
1: Use the rate that is valid at the end of the pay period.
2: Use the rate that is valid at the beginning of the pay period.
3: Prorate the DBA calculation using all rates.
Note: When you set this value to 3, (prorate the DBA calculation) two results are possible, based on the type of DBA. DBAs that include flat calculations (dollars or accrued hours) use the number of days in the pay period in which the instruction is valid, divided by the total number of days in the pay period, to determine a proration factor. The system then multiplies the flat amount by the proration factor to produce the final DBA calculation. The system performs this calculation for each valid DBA instruction during a pay cycle period. All other calculations use this definition of proration: The DBA uses only items as a basis of calculation which include an effective date that falls within the effective date of the instruction or within the effective dates of the calculation range.- Group Limit Pay Period
Displays the maximum amount that can be withheld or accrued in a pay period for DBAs grouped together by Group Limit Code (DGRP).
This amount is expressed in dollars for deductions and benefits. For accruals, this amount is expressed in hours.
- Group Limit Monthly
Displays the maximum amount that can be withheld or accrued in a month for DBAs grouped together by Group Limit Code (DGRP).
This amount is expressed in dollars for deductions and benefits. For accruals, this amount is expressed in hours.
- Group Limit Quarterly
Displays the maximum amount that can be withheld or accrued in a calendar quarter for DBAs grouped together by Group Limit Code (DGRP).
This amount is expressed in dollars for deductions and benefits. For accruals, this amount is expressed in hours.
- Group Limit Annual
Displays the maximum amount that can be withheld or accrued in a year for DBAs grouped together by Group Limit Code (DGRP).
This amount is expressed in dollars for deductions and benefits. For accruals, this amount is expressed in hours.
- Group Limit Maximum Percent
Displays the maximum percentage of pay that the calculated DBAs grouped together by Group Limit Code (DGRP) may not exceed. This percentage works in conjunction with the dollar limits of the deduction or benefit, so whichever limit is reached first stops the calculation.
For accrual transactions, this field represents an hour's limit.