USPS Process Guide –
Chapter 9: Deductions –
HTOUA – Adjusting Deductions

AGENCY (Key)

EMPLOYEE SSN (Key)

PAGE NUMBER (Key)

Enter a new page number for each new screen of transactions.

503 Transaction/Row

Note: Use the 503 transaction fields to record the original payment information.

REF NUMBER (Display)

The system defines a reference number for this transaction.

PMT DT (Required)

Enter the date the original payment was issued. If adjusting more than one payment record, enter the latest payment issue date.

BEG DT/END DT (Required)

Enter the pay period begin and end date for the deduction(s) being adjusted. If the payment being adjusted covers more than one pay period, enter the begin and end date as a range.

REAS (Optional)

A user-defined, alphanumeric value to identify the reason for the transaction.

NET (Required)

Enter the net amount of the adjustment. Use this field only if the adjustment indicator is P or M.

Note: All amount fields on this screen assume two decimal places.

+ (ADJUSTMENT INDICATOR) (Required on this row)

Enter the type of adjustment to be made. If net does not equal 0, enter P or M. If net equals 0, enter + or –. Use the same set of indicators throughout the transaction set.

P	Pays on the next regular payroll
M	Subtracts from the next regular payroll
+	Adds this amount to the appropriate periods’ net accumulators (does not generate a payment)
–	Subtracts this amount from the appropriate periods’ accumulators (does not reduce a payment)

Note: The + and – indicators do not generate payment; they only adjust accumulators. They do, however, affect reporting totals for the tax period(s) that are indicated in the Y field. Be aware of this when entering adjustments for periods that have already been reported.

Y (Optional)

Indicate which tax period's accumulators to adjust.

Blank field	Year-, quarter-, and month-to-date accumulators (default)
Y	Year-to-date accumulators only
Q	Year- and quarter-to-date accumulators only
P	Prior quarter accumulators only
C	Year-to-date and prior quarter accumulators only

Note: Use the same indicator in each Y field throughout this transaction set.

500 Transaction/Row

Enter this field only if payments were made in the wrong state or locality (if income taxes apply), and the payment needs to be moved to the correct state or locality.

The first two digits designate the state code; the second two digits designate the local taxing district. These codes are established and maintained on H0BUD and H0ATX. See Appendix K – Local, State, and Federal Codes for valid values.

Note: If an employee was paid and taxed in the wrong state and/or locality, two pages of transactions must be created. One page contains the incorrect state/local code that was reported, using the – indicator, and the other page contains the correct taxing district(s) using the + indicator.

FIT (Optional)

Amount of federal income tax to be adjusted with this transaction.

OASDI (Optional)

Amount of OASDI tax to be adjusted with this transaction.

HI (Optional)

Amount of Medicare tax to be adjusted with this transaction.

Note: If the employee is active, entering the tax fields is not necessary. This manual pay set adjusts OASDI and Medicare wages, and the taxes self-adjust on the next regular pay. If the employee is terminated, entering values in the tax fields is recommended.

SIT (Optional)

Amount of state income tax to withhold from this payment.

DI (Optional)

Amount of disability insurance to be adjusted.

LOCAL (Optional)

Amount of local tax to withhold from payment, if applicable.

GROSS (Optional)

This amount usually equals zero.

+ (ADJUSTMENT INDICATOR) (Required on this row)

Enter the same indicator used in the 503 row.

Note: A value is always required in this field of the 500 row, even if every other field on this transaction row is blank.

Y (Optional)

The same indicator used in the 503 row.

550 Transaction/Row (First Line)

NO (Required)

Enter the payroll deduction number to be adjusted. Deduction numbers are defined on H0VCD.

AMT (Required)

Enter the deduction amount to be adjusted.

Note: This field holds amounts up to $999.99. Multiple entries are required if the amount exceeds $999.99.

+ (ADJUSTMENT INDICATOR) (Required)

If increasing or reducing a deduction, enter the same indicator as entered in the 503 and 500 rows. If refunding a deduction, enter the opposite of the indicator as entered in the 503 and 500 rows. If you are correcting a deduction from a previous payment with the correct deduction number, enter the appropriate + or – indicator.

Example: An employee’s check was deducted for post tax health insurance and should have been deducted for pretax (TexFlex) health insurance. Enter offsetting 550 indicators of – and + to “back out” the post tax deduction and increase the pretax deduction.

Y (Optional)

The same indicator used in the 503 and 500 rows.

550 Transaction/Row (Second Line)

NO (Required)

Enter the payroll deduction number to be adjusted. Deduction numbers are defined on H0VCD.

AMT (Required)

Enter the deduction amount to be adjusted.

Note: This field holds amounts up to $999.99. Multiple entries are required if the amount exceeds $999.99.

+ (ADJUSTMENT INDICATOR) (Required)

If increasing or reducing a deduction, enter the same indicator as entered in the 503 and 500 rows. If correcting a past payment with the correct special pay code, enter the opposite indicator as entered in the first 550 transaction/row.

Y (Optional)

The same indicator used in the 503 and 500 rows.

Press Enter to process the transaction.

Note: This transaction only processes if it is balanced. DEDUCTIONS + TAXES + NET must equal TOTAL PAYS, which must equal GROSS. If you receive a fatal error, see the values of these fields at the bottom of the screen and correct as necessary.