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payroll:maintenance:hourspaytransmittals:absded
Absence Deduction - HRS3300
Payroll > Maintenance > Hours/Pay Transmittals > Abs Ded
This tab is used to create and maintain the absence deduction transmittal records. An absence deduction is the amount to be deducted from an employee's gross pay that reflects leave taken in excess of leave balance. The Absence Deduction tab creates transmittals for which a budget code is not specified, but uses the distribution code from the Staff Pay Distribution records by default. The Days Earned field can be used to correct the number of days an employee should accrue for the specified pay date, and overrides the number of days on the accrual calendar for the same pay date.
Example: If the accrual calendar has 21 days earned for a specified pay date, and the employee worked only 15 days, 15 days is entered in the Days Earned field to override the 21 days in the accrual calendar. You can choose to print the Absence Deduction Transmittal List, but only those employees with transmittals for the selected pay date are displayed on the list. The transmittal records cannot be changed after a payroll is run.
Note: The Salary Adjust column was removed from the page as TRS no longer requires the employee's workers' compensation adjustment to be reported. However, the adjust salary code column still exists in the database tables. For payroll calculations, any new rows are set to N Reg abs deduction, which means that the amount is subject to TRS and is reported as a regular absence deduction on the Maintenance > School YTD Data page. In addition, TRS, W/H, FICA, and Medicare gross amounts are decreased, and the number of regular days worked and accrual days totals are updated. If you are using this tab to perform a refund (i.e., the amount is negative), then the gross amounts are increased.
Create an absence deduction:
❏ Under Retrieval Options, enter any of the following:
| Field | Description |
|---|---|
| Pay Date | Click  to select an unprocessed pay date. This field must be populated to retrieve any eligible employees. |
| Department | Type the correct department code, or leave blank to select all. |
| Campus | Click to select a campus code. |
| Job Code | Click to select a job code. |
❏ Click Retrieve. The selected employee information is displayed in the grid area and the free form area at the bottom of the tab.
The Emp Nbr and First/Middle/Last Name fields display the employee's information from the Maintenance > Staff Demo > Demographic tab.
| Job Code | Displays the code for the employee's job assignment. This information is from the Maintenance > Staff Job/Pay Data > Job Info tab. |
|---|---|
| Absence Ded | Type the amount to be deducted for absences in excess of leave earned or to be added to the gross pay amount. The field also can be used to refund an absence deduction by entering a negative amount. The amount is added to the employee's gross pay. Example: If the absence deduction amount is positive, the amount is reduced from the employee's pay check. If the absence deduction amount is negative, the amount is added to the employee's pay check. |
| Serv Rec Days Ded | Type the number of days to deduct from the employee's service record. Use caution when editing this field because once it is updated and processed, you cannot change the number of days. When service records are created, amounts in this field are calculated and reduce the number of days employed accordingly. Since the absence deduction is not associated with any particular leave, the program assumes that it is to affect the leave types selected as state leave on the Tables > District HR Options page. |
| Days Earned | Type the number of days that the employee has earned during the payroll period. The amount overrides the days earned from the accrual calendar for the employee. |
| Actual Hrs |
Type the number of actual hours worked for the variable hour employee. The actual hours worked value can be a negative or positive number.
Notes: |
| Reason | Type a description of the transaction. The reason can be a maximum of 30 characters. |
| Campus | Displays the number of the primary campus where the employee is assigned. The information is from the Maintenance > Staff Job/Pay Data > Job Info tab. |
| Dept | Displays the department code where the employee is assigned. The information is from the Maintenance > Staff Job/Pay Data > Job Info tab. |
| Pay Type | Displays the type of pay for the selected employee. The code is assigned on the Maintenance > Staff Job/Pay Data > Job Info tab. |
| User ID | Displays the name of the individual who made the last change to the employee records. |
❏ Click +Add to retrieve another employee. A new row is added with the cursor in the Emp Nbr field.
| Emp Nbr |
Type the employee number. Or, click Directory to perform a search in the Employees directory. |
|---|
❏ Click Duplicate Selected to duplicate absence deduction transactions for all employees highlighted for future pay dates. The link displays after you click +Add or after existing transactions are retrieved. The Pay Dates pop-up window is displayed with a list of available pay dates from the pay date table.
- Click OK to duplicate the absence deduction transactions for those pay dates.
- Otherwise, click Cancel.
❏ Click Save to save the changes.
❏ Click Duplicate All to duplicate absence deduction transactions for all employees listed for future pay dates. This link displays after clicking on +Add in the grid or after retrieving existing transactions. The Pay Dates pop-up window is displayed with a list of available pay dates from the pay date table.
- Click OK to duplicate the absence deduction transactions for those pay dates.
- Otherwise, click Cancel.
❏ Click Save to save the changes.
❏ Click Unselect All to unselect all highlighted employees. The link displays after you click +Add or after existing transactions are retrieved.
Other functions and features:
| Retrieve |
The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost. |
|---|---|
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Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.
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| Click to print the report. Review the report. |
payroll/maintenance/hourspaytransmittals/absded.txt · Last modified: 2020/09/15 15:27 by emoreno