What This Process Does

  • When adjustments are saved, the changes made will reflect in the employee's deduction calendar for the appropriate year and month that was entered on the adjustment.
  • Adjustments are not reflected in the Job Pay Master.
  • If Adjust Gross in Pay Master is marked as false (unchecked), adjustments will only be reflected on reports that look at the Deduction Calendar and will not reflect in reports such as Deduction Registers, Payroll Registers, Vendor Withholding Summaries, etc.

Best Practices

  • It's recommended to make any deduction amount or wage adjustment in a Payroll or Board Paid Only Payroll. However, there are times that this is not possible. This process will allow for deduction amount, gross amount and sheltered amount changes to be made to a deduction and immediately update the deduction calendar file.
  • This is not a process used regularly. If in doubt as to whether this is the correct process to use based on your situation, please contact RDA support.

Change Payroll Deduction/Earnings Amounts

  • Payroll → Maintenance → Adjustments → Change Payroll Deduction/Earnings Amounts
  • Adjustments will need to be made according to the original error – For Example, if a deduction was originally pretax and should have been taxed, adjustments to the sheltered tax deductions, (Federal, FICA, Medicare, State – as applicable) would need an increase to gross for the amount of the deduction and the sheltered amount would need to be decreased (using a negative) by the amount of the deduction.
  • The Amount field would need to be used to correct an actual deduction amount (would never be used for Federal and State) – For Example, if a deduction amount should have occurred in the previous year, but will be collected from the employee in the current year, the amount of the deduction can be moved from current year to previous year to correct the W2.
FIELDSOpt.Rec.Req.Description
Personnel Identification——♦Browse for the Personnel ID that will need the adjustment
Job Number——♦Browse for the job number that will need the adjustment – This is the job that was originally affected, or, should have been affected
Deduction Description ID——♦Browse for the deduction that will need the adjustment
Calendar Year——♦Enter the calendar year in which the adjustment should reflect – This is crucial for W2 purposes
Calendar Month——♦Enter the calendar month in which the adjustment should reflect – important for 941 reports
Fiscal Year——♦Enter the fiscal year in which the adjustment should reflect
Fiscal Month——♦Enter the fiscal month in which the adjustment should reflect
Adjustment-Gross——♦Enter the gross amount that needs to be adjusted for the deduction selected – This would be taxable gross when a tax deduction has been selected. This can be a positive or negative number depending on the adjustment needed
Adjustment-Amount——♦Enter the deduction amount that needs to be adjusted for the deduction selected IMPORTANT: Amounts entered in this process will only update calendar and fiscal totals but will not update any Financial Management records or Deduction Accounts. It's recommended to withhold amounts in a payroll
Adjustment-Sheltered——♦Enter the sheltered amount that needs to be adjusted for the deduction selected
Opt. = Optional  Rec. = Recommended  Req. = Required


  • When the Personnel ID, Job and Deduction are selected, the current and YTD totals will appear at the bottom of the screen.
  • Once the adjustment is saved, the totals at the bottom will change according to the adjustment entered – NOTE: These totals should be verified because this process will not provide an audit report and changes will update the database immediately.
  • Record of adjustments should be kept for future reference (use of the Screen Capture feature is recommended for a snapshot of the adjustment(s) made).
  • If an adjustment is entered in error, use this same process to reverse and correct the error.