HRIS Reporting Requirements – Higher Education –
Appendix D – Payment Transaction Types
Deduction Adjustment
Pay-Trans-Type: DA
Definition | Adjustment of a deduction that was either overpaid or underpaid. | ||||||||||||||||||||||||
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Submitted | (+) or (–) Payment – 83 Record (+) or (–) Deduction – 87 Record Plus regular 83, 85 and 87 Records for the same employee. |
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Example 1 | An employee underpays his insurance by $2.00. The agency must adjust the underpaid deduction on the next payroll that includes this deduction for the employee. The payroll will have a payment record for the regular payment amount and a negative payment record for the underpayment amount of –$2.00. There will be an entitlement record for his regular entitlement amount only. There will be a deduction record for his regular deduction and another deduction record reflecting the $2.00 adjustment to the insurance deduction. The employee’s warrant must have enough funds to cover the negative payment adjustments.
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Example 2 | An employee overpays his insurance by $2.00. The agency must adjust the overpaid deduction on the next payroll that includes this deduction. The payroll will have a payment record for this regular payment amount and a positive payment record for the overpayment amount of $2.00. There will be an entitlement record for his regular entitlement amount only. There will be a deduction record for his regular deduction and another deduction record reflecting the – $2.00 adjustment to the insurance deduction. The payroll must contain enough funds per deduction to cover all negative adjustments in that payroll.
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Note: A lump-sum payment for vacation time accrued cannot be paid to a state employee or former employee who resigns, is dismissed or has otherwise separated from state employment unless the individual’s employment with the state had been continuous for six months.