Adjust an Employee's Union Dues Voluntary Deduction

In this example, you created a voluntary deduction element for union dues. However, the payroll process has over-deducted an employee by $20, so you must adjust the balance and refund their money.

This involves multiple steps.

What you need to do	How you do it
Ensure you created the eligibility links for the element	Use the Elements task to verify eligibility links exist for the union dues voluntary deductions element.
Review the balance feed	Use the Balance Definitions task to review the balance feed. This identifies the elements feeding the balance.
Check the employee balance before you adjust it	Use the Person Results task to confirm the tax's Employee Union Dues balance results on the person's SOE.
Adjust the balance	Use the Adjust Individual Balances task to correct the Employee Union Dues balance.
Verify the adjustment	Use the Person Results task to verify you adjusted the Employee Union Dues balance correctly.
Pay the adjusted monies	Use the Calculate Payroll process generate the adjustment payments.

For further info, see the following sections.

Before You Begin

For this example, assume you have defined a Voluntary Deductions element for union dues. In this case, you want the employee to receive a $25 deduction per weekly pay period.

For the base element, you have performed the following configuration.

1. You defined it with the following values.

   Parameter on the element template	What you enter
   Legislative Data Group	Your US LDG
   Primary Classification	Voluntary Deductions
   Secondary Classification	Union Deductions
   Name	Employee Union Dues
   Reporting Name	Employee Union Dues
   Description	Employee Union Dues
   Effective Date	Any date after 1950, but before the effective date of the balance adjustment, such as 01/01/1970
   Input Currency	US Dollar
   Should every person eligible for the element automatically receive it?	No
   What is the earliest entry date for this element?	First Standard Earnings Date
   What is the latest entry date for this element?	Last Standard Process Date
   Input Value Default	25.00

2. You created the element eligibility for this element.

3. For the base element's Results indirect element, you have done the following.

   1. Created the element eligibility link.

   2. Deselected Accept Results from formulas only.

Review the Balance Feed

1. Use the Balance Definitions task to review the balance feed.

   For this example, the Employee Union Dues Results element feeds the primary balance of the Employee Union Dues base element.

Check the Employee Balance

For this example, you ran the weekly payroll five times before becoming aware of the overpayment. This has resulted in a year-to-date value of $125 for the Employee Union Dues balance.

Before performing the adjustment, verify the employee's current balance values.

1. Start the View Person Process Results task.

2. Search for and select the employee.

3. Navigate to their statement of earnings.

4. Search for and select the Employee Union Dues balance.

5. View the Employee Union Dues run results to determine the current value and the amount to be adjusted.

Adjust the Balance

To adjust the Employee Union Dues balance for the employee:

1. Start the Adjust Individual Balances task.

2. Search for and select the employee.

3. Enter the appropriate effective date.

4. Select the Employee Union Dues Results element.

5. In Adjustment Values, enter the adjustments for the appropriate balances.

   In this case, enter -20.00 as the Pay Value.

6. In Costing and Payment Details, enter the following.

   Field name	What you select
   Include adjustment in payment balance	Yes
   Include adjustment in costing process	Yes

7. Click Submit.

8. Click OK.

Verify the Adjustment

To review the balances after the adjustment:

1. Click Person Results under My Client Groups.

2. Search for and select the employee you adjusted.

3. Click Show Filters. Clear the filters so the search displays all results.

4. Enter the date of the adjustment as the process date.

5. Click OK.

6. Click Search. This displays the details of the processes.

7. Click Adjust Multiple Balances. This displays of the adjustments you made.

8. Confirm the balance adjustment.

Pay the Adjusted Monies

To process the payment and verify the adjustment is correctly refunded:

1. Submit the Calculate Payroll process for the next pay period.

2. Use the Person Results task to verify its results.

3. Submit the Calculate Prepayments process.

   For this example, the refunded amount on the payment is:

   Net Pay + Adjusted Pay = Check Amount

   $1217.27 + $20 = $1237.27

   Note: You don't need to run the payroll process if you're paying only the adjusted value. In this case: