BN - Creating a Payline Adjustment
When an employee does not have a correct deduction taken from his or her check, or none taken at all, a Benefit Administrator can use the Payline Adjustment page to add either a deduction or refund to an employee's paycheck. Prior to submitting a payline adjustment, the root cause of the problem must be addressed and fixed. If you are unable to fix the problem, then the most appropriate step is to submit a WiscIT instead of a payline adjustment.
- Click Payroll for North America.
- Click Payroll Processing USA.
- Click Create and Load Paysheets.
- Click UW Payline.
- Click UW Payline Adjustment Page.
You are brought to the UW Payline Adjustment Page screen. From this point, a search for an existing Payline Adjustment that has been created can be done by using the Find an Existing Value tab; or a new Payline Adjustment can be created using the Add a New Value tab.
- Click the Add a New Value tab.
Enter the relevant information for this new Payline Adjustment.
Pay Run ID: The Pay Run ID value indicates which paycheck this adjustment will appear on. Payline adjustments can be added for a current or future pay period.
Empl ID: The employee's Empl ID is needed. For a payline adjustment to be created using this page, the employee must be currently active.
Empl Rcd Nbr: This value needs to be updated to the employee's Benefit Primary Job Empl Record. The value defaults to 0, however the value may not be accurate. Click on the look up icon to bring up the list of Empl Records for that employee. The Primary Job Indicator column will have a Y value for the Empl Record that it is set to. Be sure to choose the Empl Record that is set as the Benefit Primary Job.
- Click the Add button.
- Depending on the security access that is granted, one or two tabs will be visible when this page is accessed. For the purpose of benefits Payline Adjustments, click the Benefit Deductions tab.
At this time, the actual payline adjustment can be set up for the employee.The following information is necessary for the payline adjustment:
Adjust Begin Dt - This value should be set to the beginning of the pay period that the employee needed the correction for. For example, if a monthly employee needs the payline adjustment the Adjust Begin Dt would be the first of the month.
Adjust End Dt - This value should be set to the end of the pay period that the employee missed deductions for. For example, if a biweekly employee missed deductions up through the 2012BW11A pay period (which represents the 2012 November A pay period), the Adjust End Dt would be set to Nov. 3, 2012. This value is important as it is a key piece of analyzing whether this is a duplicate entry is made in relation to retro benefits being taken automatically.
One Time Code - This value represents what type of Payline Adjustment is being created. Addition is used when an extra deduction is necessary for this employee; Refund is used when an employee needs money added back to their pay check.Override will likely not be used at the campus level, or in very infrequent instances.
Plan Type - This value represents the category of benefit plans that needs to be affected by this payline adjustment. For example, Plan Type 10 represents State Group Health.
Benefit Plan - What specific benefit plan (for example, Dean Health Plan for State Group Health) that needs to be affected by this payline adjustment.
DedCD - This value should default in once the Benefit Plan is selected.
DedClass - This is the tax classification associated with this specific employee's premium, including both the employee's and employer's share. It may be Before Tax, After Tax, Nontaxable, or Taxable. As a reference, the second tab of the Current Benefit Summary includes the Class of the employee's current benefits.
Amount - Enter the appropriate dollar value that should be applied to the employee's paycheck. This value should reflect the correct amount for the Deduction Class - for example, the State Group Health family premium would be $201 for Before-Tax deductions.
Root Cause - The Root Cause value is designed to provide information as to why this additional deduction or refund is necessary. The Comments Root Cause should be used sparingly. When they are used, add comments on the Requestor Details tab.
PSHUP Status - This value will initially be Pending, and will stay as such until the system tries to add the adjustment to the employee's paycheck.
- Pending - the initial status, prior to Load to PSHUP
- Loaded to Payline - the final status if all processing and load has went well
- Dup Ded – Manual Review - there is a duplicate entry pending on either Retro, Arrears, or a delivered payline
- Prepay Exists – Manual Review - a refund is being requested and there is also a prepay balance for the same plan
- Ded – Insufficient Net Pay - the entry cannot be taken due to insufficient earnings; it will not go into Arrears
- High Amount – Manual Review - if the deduction / refund is > $500 (Before Tax or After Tax) or > $1500 (Nontaxable)
- Manually Entered - A Payline Coordinator (Service Center) entered this payline adjustment directly on delivered payline
- Once the values are added for this row, another row can be added by clicking the plus sign at the end of the row to add more Payline Adjustments to this employee's paycheck for the assigned pay period.
For benefit plans that have an employer-share component, another row may be needed to correctly assign that amount to the employee's paycheck as well.
- Once all Payline Adjustment rows have been added, click the Save button.
A Payline Adjustment that has been created and saved is not loaded to an employee's paycheck until it goes through a validation process to ensure accuracy of the deduction or refund.