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Deduction and Benefit Items (Payroll Tab)

This screen allows you to assign non-statutory Deductions (and their related Benefit items when applicable) to the various employees in the payroll. Deductions that appear on this screen will have been originally created and defined in the Deductions screen (accessible via Current Payroll - Deductions command). Refer to the Deductions help page for more information on how these items are created.

Tutorial on employee deductions and benefits in eNETEmployer
Online Tutorial

Most employees will require one or more deductions to be assigned (along with a number of earnings and accumulators). If an employee was setup using a template, a number of these items will have been already added along with their default settings.

Note: The columns to the right of (and including) the Code column may have sub rows that are hidden initially. These sub rows can be revealed by selecting the Expand Row icon (the right-facing triangle expand icons for payroll rows). Expanding these rows provides access to individual deduction/benefit settings for each employee.

Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of every button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button's text appears in a Grey color, either the command is not applicable to the current page, or its function has already been applied (e.g. some items can only be added once, therefore the New button will be unavailable on certain screens after it is used).

Sample command buttons



The following section of this help page describes the various cells and columns shown in the main table on the current program screen. If you see a help description on this page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the main table). Refer to the Customize View help page for more help on this feature.

Hidden Rows - The columns on the right side of the table contain sub-rows that are hidden from view initially (for screen space constraints). These additional rows can be revealed by selecting the Expand Row icon (the right-facing triangle expand icons for payroll rows). Expanding the rows provides access to the individual settings for each sub-row.

Rows and sub-rows are color-coded as follows:

  • Green indicates the top (Primary) row of a group of expanded sub-rows. Green rows are always visible even when the row is collapsed. Green rows cannot be deleted if there is another item of the same type (e.g. you cannot delete an Earning or Deduction row shown in Green if another earning or deduction exists in the list - in such a case, the other earning or deduction must be removed first).
  • Blue indicates rows that have been expanded under the Primary row.
  • Black Italic indicates that another item of its type exists for the current row (this is an allowable state as you may wish to have a second item that is processed for the current pay run only). For example, if you already have an earning defined for the row but choose to add another earning of the same type for the current pay run only, the subsequent earning would appear in non-bold italic formatting to indicate that the same type of earning already exists).

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Distribution

Use this cell to specify the default distribution code (sometimes referred to as the "home department") to which this employee's work time will be charged (expensed). Please refer to the Distributions help page for more details on this feature.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.

Surname

Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also supports special characters - e.g. O'Leary or Elkjærd.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.

Given Name

Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.

Employee No.

Use this cell to enter the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.

Add Ded&Ben

Add Ded&Ben - This button allows you to apply a deduction to the current employee. Selecting the button displays a list of deductions that have been defined in the Deductions screen (accessible via the Current Payroll - Deductions menu command). When you choose an option from this list, a new row appears to the right of the button and contains the deduction's settings.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage the cell's content. For example, to edit the person's Surname, you would need to do so via the Setup Employee screen.

Benefit Amount

Use this cell to specify the amount for the benefit portion of this deduction/benefit item (if the benefit is set up to be calculated as a Fixed Amount as defined in the Benefits screen). This cell can be edited only the the Benefit Override checkbox is active for the row.

Benefit Calculate Test

This cell displays the calculated dollar amount based on the current expression and helps to ensure that the benefit's settings are setup correctly. If the amount shown here does not appear to be correct, you can verify its accuracy by checking the settings for other items that are associated with the benefit (e.g. the settings for the corresponding deduction, the assigned function if the benefit is being calculated using the By Function method, etc.).

Benefit Expression

Use this cell to define the expression that will be used to calculate the benefit's value. It is uneditable and applicable only for benefits that are set to be calculated using the By Function method as defined in the Benefits screen).

Benefit Method

This cell shows the method that will be used to calculate the deduction, based on the settings currently defined in Benefits screen. It is uneditable and will only display a value for benefits whose associated deduction is set to be calculated to use the By Function calculation method (as defined in the Functions screen).

Benefit Override

Available only for benefits that are setup to be calculated by By Function or By Fixed Amount, this checkbox allows you to manually override the settings for the benefit. For example, if you have a benefit that is calculated by a fixed amount but one employee needs a special amount (either temporarily or permanently), you can activate the Override checkbox and then enter the special value into the Benefit Amount cell.

Code

This uneditable cell displays the benefit's Code (also referred to as the Name of the benefit) as defined in the Benefits screen.

Deduction Amount

Use this cell to specify the amount for the deduction portion of this deduction/benefit item (if the deduction is set up to be calculated as a Fixed Amount as defined in the Benefits screen). This cell can be edited only the the Benefit Override checkbox is active for the row.

Deduction Calculate Test

This cell displays the calculated dollar amount based on the current expression and helps to ensure that the deduction's settings are setup correctly. If the amount shown here does not appear to be correct, you can verify its accuracy by checking the settings for other items that are associated with the deduction (e.g. the settings for the corresponding benefit, the assigned function if the deduction is being calculated using the By Function method, etc.).

Deduction Expression

Use this cell to define the expression that will be used to calculate the deduction's value. It is uneditable and applicable only for deductions that are set to be calculated using the By Function method as defined in the Deductions screen).

Deduction Method

This cell displays the method that will be used to calculate the deduction's value (as defined in the Deductions screen). It is uneditable and displayed for reference only.

Deduction Override

Available only for deductions that are setup to be calculated by By Function or By Fixed Amount, this checkbox allows you to manually override the settings for the deduction. For example, if you have a deduction that is calculated by a fixed amount but one employee needs a special amount (either temporarily or permanently), you can activate the Override checkbox and then enter the special value into the Deduction Amount cell.

Overriding

Selecting this checkbox allows you to apply the current deduction for a subsequent pay run (or runs) while simultaneously disabling all other deduction items of the same Code. For example, if you have an RRSP deduction of $100 per period and wish to increase it by $50 for the next pay run only, you would add a second RRSP deduction type and enter $150 as its amount and then check the Overriding checkbox. The Temporary checkbox is activated automatically when you create a second RRSP deduction, therefore this deduction will now clear itself after the next pay run.

Using the above example, if you wanted to change the deduction amount for a series of pay runs, you would simply leave the Overriding checkbox active for as many pay runs as needed and remove the check from the Temporary column. This would leave the second deduction in force for all subsequent pay runs until you remove it.

This checkbox cannot be activated for more than one deduction of the same type (i.e. you cannot create RRSP deductions and have two overridden).

Note: If you working with overrides and need to unclose your pay, it is suggested that you use the Restore command to return to a previous state (as opposed to using the Un-Close command). Restoring a pay is the suggested approach when working with any "temporary" item.

Temporary

Use this cell to specify if the current item should be used on a temporary basis for the current pay period only. If you place a check in the box, the item will be processed for the current pay period only, then cleared so that it is not applicable for a subsequent pay run. This checkbox is available only if you have two or more items of the same type entered. For example, you may have a recurring Birthday Fund deduction that draws funds each period, then you later add a second deduction for a one-time holiday event (e.g. Annual Holiday Party). In this case, the second (holiday) deduction would be marked as temporary to prevent it from drawing funds more than once.