BN - Creating a Payline Adjustment

GENERAL DESCRIPTION:

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.

PROCESS CONSIDERATIONS:
  • For a Payline Adjustment to be created using this page, the employee must be active during the payroll period for which the adjustment is made.
  • Paylines can be entered for the current Pay Period (prior to load to payroll process running) or a future Pay Period.
  • Retro, Arrears, Deduction Prepay (if applicable), and Benefits Billing should all be reviewed prior to creating a Payline Adjustment for an employee to ensure that a payment or refund has not already been accounted for or set to take on the appropriate pay period.



PROCEDURE STEPS:
  1. Click Payroll for North America > Payroll Processing USA > Create and Load Paysheets > UW Payline > UW Payline Adjustment Page.

  2. You can find an existing record by entering information on the Search criteria page such as the employee's Empl_ID, Name, or the PayRun ID.  PeopleSoft will only display the first 300 results of any search so you may want to narrow your search as much as possible.  You can use the magnifying glass icon 9.2 Magnifying Glass Icon to look up values on a table.  If you need to create a new Payline click on the Add a New Value tab. 

  3. 9.2 Add a New Value

  4. Enter the relevant information for this new Payline Adjustment:
  5. Pay Run ID:  The value indicates which paycheck this adjustment will appear on. Payline Adjustments can be added for the current pay period (if prior to the payline load for the current payroll week) or any future pay period.  However; for a Payline Adjustment to be created using this page, the employee must be active during the payroll period for which the adjustment is made.
    Empl ID: This indicates for which employee the Payline Adjustment is needed.
    Empl Rcd Nbr: This value needs to be updated to the employee's Benefit Primary Job 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.

  6. Click the Add button.

  7. 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.

    9.2 Benefit Deduction Tab

  8. 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 payroll), the Adjust End Dt would be set to Nov. 3, 2012. This is a key piece for analyzing whether this is a duplicate entry to any retro benefits being taken automatically or a Payline Adjustment that has already been entered.

    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 or State Group Life Basic) that needs to be affected by this Payline Adjustment.

    DedCD - This value should default in automatically once the Benefit Plan is selected.

    DedClass - This is the tax classification associated with this specific employee's premium, including both the employee and employer share.  The employee share will be Before Tax or After Tax and the employer share will be either 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 exact dollar amount that should be applied to the employee's paycheck for this Plan Type and this Benefit Plan and this DedClass.

    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 and include the WiscIT ticket number if one has been assigned.

    PSHUP Status - The initial value is Pending until the system tries to add the adjustment to the employee's paycheck.  Here is a list of all statuses that apply to Payline Adjustments:

    • 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

  9. Once all 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.

  10. 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.

  11. Once all Payline Adjustment rows have been added, click the Save button.

    9.2 Payline Adjustment

https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  Warning!  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.



ADDITIONAL RESOURCES:


Related KBs:
Related Links:
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Keywords:benefits payroll paycheck payline refund deduction one-time adjustment adjustment training hire rehire   Doc ID:26522
Owner:Joanna B.Group:Human Resource System (HRS)
Created:2012-09-20 14:40 CDTUpdated:2017-02-22 09:19 CDT
Sites:Human Resource System (HRS)
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