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Enter the following fields as required:
AGENCY (Key)EMPLOYEE SSN (Key)PAGE NUMBER (Key)- Use a new page number for each adjustment.
503 Transaction/Row
REF NO (Display)- A reference number which is automatically generated.
CHK 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 D (Required)- Enter the pay period begin and end date for the payment(s) being adjusted. If the payment covers more than one pay period, enter the begin and end date as a range.
REAS (Optional)- A user-defined value identifying the reason for the refund/adjustment.
NET (Optional)-
Enter this field only when issuing a refund of taxes.
-
Note: All amount fields on this screen assume two decimal places.
+ (Adjustment Indicator) (Required on this row)-
Enter the type of payment, reduction, or 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: An indicator of P or M affects payment to the employee and goes through USAS. 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 (First 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. 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 withholding to refund/adjust.
OASDI (Optional)- The amount of OASDI tax to refund/adjust.
HI (Optional)- The amount of Medicare tax to refund/adjust.
SIT (Optional)- The amount of state income tax to refund/adjust.
LOCAL (Optional)- The amount of local tax to refund/adjust.
GROSS (Required)- Enter the gross amount which must equal the amount of the adjustment.
+ (Adjustment Indicator) (Required)- Enter the same indicator as entered in the 503 row.
Y (Optional)- The same indicator as entered in the 503 row.
500 Transaction (Second 500 Transaction/Row)
Note: Make an entry on this row only if adjusting more than one tax record or offset the payment of an incorrect tax record with the correct tax record.
If adjusting more than one tax record, enter the same fields and indicators as on the first 500 row. If offsetting an incorrect tax record with the correct one, the amount is the same on both rows, but one row has a + indicator and the other row has a – indicator.
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 withholding to refund/adjust.
OASDI (Optional)- The amount of OASDI tax to refund/adjust.
HI (Optional)- The amount of Medicare tax to refund/adjust.
SIT (Optional)- The amount of state income tax to refund/adjust.
LOCAL (Optional)- The amount of local tax to refund/adjust.
GROSS (Optional)- Enter the gross amount which must equal the amount of the adjustment.
+ (Adjustment Indicator) (Required)- If adjusting more than one tax record, enter the same indicator as entered in the first 500 row. If offsetting an incorrect tax record, enter the opposite indicator as entered in the first 500 row.
Y (Optional)- Enter the same indicator as entered in the 503 row.
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| 4 |
Press Enter to process the transaction.
Note: This transaction only processes if it is balanced. 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.
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