Introduction

This article walks you through the options that may be available to add a deduction to an employee's profile. The options available will be reflected based on the client's request to the Service Bureau to customize a deduction routine. If an employee has insufficient net pay to take a deduction, isolved will automatically track the balance.

isolved benefits functionality is another method to automatically create a deduction for items such as medical, dental, vision or insurance plans. When benefits have been configured by the isolved benefits specialist, a deduction will be governed by the benefit rules. These deductions will be listed on the Deduction screen but will be updated on the Employee Benefit Plan screen.

Employee Deduction

Navigate to Employee Management > Employee Pay > Deductions. Select the employee.

A list of all deductions set up at the client level will be available. Select the deduction you want to add or update.

The options based on the client level setup will be available on the right-hand side of your screen. These options can vary based on the client's request when originally set up. If you need to add or change these options, you must reach out to your Customer Service Representative.

Here are some of the options available:

Pay Item: This field is hard-coded with the deduction name you selected by highlighting the deduction name on the left side menu. These are all deductions configured on the client level that allow employee overrides.

Reference: Optional. May be good for a loan number or policy number. If added, it is available in reports.

Default Schedule: The schedule set up at the client level per client's request. This indicates how often and when the deduction will be withheld from the employee's check.

Schedule Override: This option only appears if requested by the client. If the employee selected needs the deduction selected to be withdrawn on a different schedule then the default, select the schedule in the drop-down menu.

Start Date: Optional. The deduction will begin with the next payroll if none selected. If future dated, will begin when the period begins, and end dates period are included in the Start Date.
IMPORTANT: Do not add a future start date and amount if an existing amount appears under a deduction. In doing this, the original deduction is overridden and will no longer be withheld from the employee's check.

Stop Date: Optional. The deduction will end when the period begins, and end dates are included in the Stop Date. You are also able to change the Amount and/or Percent to zero and nothing will be withheld starting with the next payroll.

Balance: The balance is only available if the client requested for isolved to track the balance of a deduction. If available, an amount must be entered for the amount to be withdrawn. If there is no balance, the system will assume the deduction is paid and not withdraw the amount entered. When the balance reaches zero, the deduction will automatically stop.

Amount: The dollar amount of the deduction to be withdrawn from the employee's pay based on the schedule entered.

Percent: This option only appears if the deduction can be entered in either an amount or a percent like 401K or 403B type deductions.

Apply Arrears Balance: This option is only available if client requested. When this is checked at the client level, the following routine will be available:
Note: Any shortage not withdrawn will automatically be withdrawn along with the scheduled deduction with the next payroll.

Balance: This is system generated and calculated each payroll.

Update Arrears Balance: This is used to change the balance. For instance, if an employee gives you cash to reduce their balance. You may enter the new amount here, and it will be updated with the next payroll processing.

Max Per Check: If you want to pay the balance over time, as opposed to doing so in one lump-sum, the Max Per Check can be used. In the sample screen shot, the balance will be repaid at $5 per-check until the balance reaches zero.

Once all options are completed, click Save to add the deduction to the employee's record.

Note:

Please watch for this specific scenario when using the Arrears Balance.

The Client has "Allow Apply Arrears Employee Override" checked on the client level deduction screen.

The employee has "Apply Arrears Balance" checked with a balance (Save).

A specific employee has "Apply Arrears Balance" unchecked but the balance was not removed.

A client has the "Apply Arrears by Default" checked and leaves the "Allow Apply Arrears Employee Override" checked

Result:

Employee will not have the "Apply Arrears Balance" checkbox checked even though "Apply Arrears by Default" is checked. 

Employee Deduction Import

Navigate to Conversion Management > Data Imports. Select the following to import multiple employee deductions at one time:

Import Type: Select "Deductions" from the drop-down menu.

Template: Select "Default."

File Format: Select the format of the file being imported. The acceptable File Formats include:

Spreadsheet – Excel

Comma Delimited File (CSV)

Fixed Format File

Attach File: Click on the ellipsis icon and select the file to import.

Default Company: If importing one company in file, select the Default Company in the drop-down menu.

If there is only one company associated with your account, no drop-down will be available.

If importing multiple companies in the import file, add a column on the import file titled "Legal" and it will override the default chosen here.

Default Pay Group: If importing one Pay Group in file, select the Pay Group in the drop-down menu.

If there is only one Pay Group associated with the Default Company, no drop-down will be available.

If importing multiple Pay Groups in the import file, add a column on the import file titled "PayGroup" and it will override the default chosen here.

Import Key: Select either:

Employee Number

Social Security Number

TimeClock ID – If selecting TimeClock ID, make sure an entry is made per employee under Employee Management > Employee Maintenance > General. The entry appears under Employment Information > Timeclock ID.

Ignore Import Records with Errors: If there is a formatting error in the file, it will ignore all entries with errors and only import items without errors.

Click on Next: This reviews your file for valid information and formatting, mapping.

Review Warnings & Errors: An excel spreadsheet can be viewed with errors or warnings. Correct and repeat process.
Note: You can import the file with warnings. However, unless you select "Ignore Import Records with Errors," you are not able to import the file with Errors.

Click Next: By selecting this, it commits the file and information to the system.

Note:

If you do not have access to this screen, please contact your Customer Service Representative to import the file for you.

Your import file can be created in any acceptable format and contain the following headings:

Note: The column headings do not contain a space in the name.

Other options may be available to add based on your Client level setup.

Here is an example of a Deduction Import:

Once imported, you can review your changes under Employee Management > Employee Pay > Deductions for each employee in the file.

Reports

The "Payroll Summary," "Payroll Register," "Exceptions," and "Deduction Register" reports are available with every payroll within the Preview Payroll or Process Payroll screen.

Any new deductions added since the last payroll will appear on:

• New Employee and Change Audit Preview

If the employee did not have enough net pay or did not get paid at all, the shortage will appear on:

• Exceptions Report

The shortage amount will appear under Employee Management > Employee Pay > Deductions for that specific deduction as an arrear one the payroll is processed.

All list of all deductions withdrawn in a specific payroll will be listed on:

• Deduction Register Preview

Note: Any arrears balance and the applicable routine will be listed.