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Enter the following fields as required:
AGENCY (Key)EMPLOYEE SSN (Key)PAGE NUMBER (Key)- Enter a new page number for each new screen of transactions.
503 Transaction/Row
Note: Enter the 503 transaction fields to record the original payment information.
REF NO (Display)- A reference number which is automatically generated.
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)- This user-defined, alphanumeric value identifies the reason for the transaction.
NET (Required)-
Enter the net amount of the adjustment. Enter 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 zero, enter P or M. If net equals zero, enter + or –. Enter 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 affect net pay; 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)- Indicates which tax period's accumulators to adjust.
| Blank field |
Year-, quarter-, and month-to-date accumulators (Default – this value is used in most cases) |
| 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: Enter the same indicator in each Y field throughout this transaction set.
500 Transaction Row
ST/L (Optional)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 and 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 must contain the incorrect state/local code that was reported, using the – indicator, and the other page must contain the correct taxing district(s) using the + indicator.
FIT (Optional)-
The amount of federal income tax to be adjusted with this transaction.
-
Note: If payment is processing outside of regular pay (on a supplemental), withholding FIT from the payment and enter a P indicator in the + field is allowed. If the payment is added to the regular pay, entering taxes is not required. The system includes this special pay as taxable income when calculating FIT.
OASDI (Optional)- The amount of OASDI tax to be adjusted with this transaction.
HI (Optional)-
The amount of Medicare tax to be adjusted with this transaction.
-
Note: If the employee is active, entering the tax fields is not required. 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)- The amount of state income tax to withhold from this payment.
LOCAL (Optional)- The amount of local tax to withhold from payment, if applicable.
GROSS (Required)- Enter the gross amount which must equal the amount of the deduction(s) in the 550 transaction/row.
+ (Adjustment Indicator) (Required on this row)-
Enter the same indicator as entered 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.
If an adjustment was entered for subdeduction numbers 14, 21, 48, 50, 58, 59, 60, or 67, the system automatically links to HNYUA. Enter R in the SUBCOMMAND field and then enter the override dollar amount.
Press Enter to complete the process and link back to HTOUA. Note: Only one manual payset with subdeduction adjustments for an employee is allowed until the payroll has finalized and the transaction has processed.
Y (Optional)- Enter the same indicator as entered 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 indicator as entered in the 503 and 500 rows. If correcting the deduction number on a past payment with the correct deduction number, enter the appropriate + or – indicator. There will be no change to net pay.
Example: An employee’s check was deducted for posttax health insurance and should have been deducted for pretax (TexFlex) health insurance. Enter offsetting 550 indicators of + and – to “back out” the posttax deduction and increase the pretax deduction. Y (Optional)- Enter the same indicator as entered in the 503 and 500 rows.
550 Transaction/Row (Second Line)
Note: Make an entry on this row only if adjusting more than eight deduction numbers or offset the payment of an incorrect deduction number with the correct deduction number.
If adjusting more than eight deductions, enter the same fields and indicators as on the first 550 row. If offsetting an incorrect deduction(s) with the correct one(s), the deduction number(s) and amount(s) are the same on both rows, but one row has a + indicator and the other row has a – indicator.
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.
-
Note: If an adjustment was entered for subdeduction numbers 14, 21, 48, 50, 58, 59, 60, or 67, the system automatically links to HNYUA. Enter R in the SUBCOMMAND field and then enter the override dollar amount. Press Enter to complete the process and link back to HTOUA.
Note: Only one manual payset with subdeduction adjustments for an employee is allowed until the payroll has finalized and the transaction has processed.
Y (Optional)- Enter the same indicator as entered in the 503 and 500 rows.
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Press Enter to process the transaction.
Note: This transaction only processes if it is balanced. DEDUCTIONS + TAXES 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.
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