RDA Systems Inc

What This Process Does

• Enables Employers to send Electronic Heath Savings Account (HSA) contributions
• This is ONLY available in OpenRDA Version 4.0

Best Practice

• Use a Template when possible - Although using an Existing Deduction Description to Add a new one is NOT required, it IS recommended for a faster and more accurate setup
• IMPORTANT NOTE:  Pay Types and Gross Definition Deduction Profiles contain a method of including or excluding Direct Deposits in payrolls.  If the Deduction Description has a Deduction Type where the first 10 characters are DIRECT DEP, this deduction is a direct deposit and will compute if Pay Types and/or Gross ID Deduction profiles include direct deposit. 

Add HSA Deduction Description

• HR → Payroll → Setup → Deductions → Deduction Description
• Load a SIMILAR HSA Deduction Description or Click Add (+)

FIELDS	Opt.	Rec.	Req.	Description
Deduction Description ID	—	—	♦	Enter a Unique Name for the Deduction Description  (REVIEW EXISTING Description IDs for Reference/Consistency with Setup)
Short Description	—	—	♦	Enter a Short Description for the Deduction Description  (ONLY the First 9 Characters Display)
Type Tab
FIELD	Opt.	Rec.	Req.	Description
Deduction Type	—	—	♦	Load the Desired Deduction Type (Two sets of Deduction Types are available to use depending on whether the Bank wants the HSA Amount as an Addenda record [similar to Electronic Child Support payments] or Non-Addenda record [similar to Direct Deposit]) DIRECT DEPHSA-E for EmployEE-Paid for Non-Addenda Records DIRECT DEPHSA-R for EmployER-Paid for Non-Addenda Records DIRECT HSA-E for EmployEE-Paid for Addenda Records DIRECT HSA-R for EmployER-Paid for Addenda Records
Mandatory	—	—	♦	Auto-Populates from the Selected Deduction Type
Voluntary Computation Level	—	—	♦	Auto-Populates from the Selected Deduction Type
Lowest Cost Health Coverage	♦	—	—	Select IF Deduction Type is Lowest Cost Health Coverage
Coverage Code	♦	—	—	Choose the Desired Coverage Code in the Dropdown (optional)
Deduction Type Tax Shelter Lanes	—	—	♦	Auto-Populates from the Selected Deduction Type
Vendor Identification	—	—	♦	Load the Desired Vendor Identification  (Required on the Deduction Description, but NOT used since the Amount will NOT be Paid through Vendor Withholding [similar to Direct Deposit])
Address Identification	—	—	♦	Load the Desired Address Identification
Print on Separate Check	♦	—	—	Select to Print on a Separate Check  (Deduction Amount Prints on a Separate Vendor Withholding Check INSTEAD OF combining it with other Deductions for the SAME Vendor)
VW Advice	♦	—	—	Select to Include on the VW Advice Report
Transmittal Routing Number	—	—	♦	Enter the Destination Bank's Routing Number
DOL Code (applies to STATE Deduction Type)	♦	—	—	Enter the DOL Code (if applicable)
Identification Number (Local and State Tax)	♦	—	—	Enter the Identification Number (if applicable)
Identification	—	—	♦	Enter the Desired Identification  (Groups Deductions together for Reporting and Ranging, including the Deductions by ID Report ~ Ex: Enter HEALTH and ALL Deductions with the SAME Identifier will be Included)
Employer ID	—	—	♦	Load the Desired Employer ID
W2 Deduction Type	—	—	♦	Load HSA EMPLOYER (Use for EmployEE AND EmployER Paid Deductions)
Benefit Plan Renewal Date	♦	—	—	Enter the Benefit Plan Renewal Date (if applicable)
Compute Type
FIELDS	Opt.	Rec.	Req.	Description
Compute Type	—	—	♦	Choose Flat Amount IF Amounts VARY for Employees Dollar Amount should remain $0.00 (Enter applicable amount on each Employee's Deduction) IF Amount is the SAME for ALL Employees Enter that Dollar Amount
Use Start and Ending Date	♦	—	—	Select to Use a Start and Ending Date Enter the Desired Dates
Use Gross Amount Limit	♦	—	—	Select to Use a Gross Amount Limit Enter the Desired Limit Dollar Amount
Use Withholding Limit	♦	—	—	Select to Use a Withholding Limit Choose Calendar Year or Fiscal Year in the Dropdown Enter the Desired Limit Dollar Amount
Use Pay Period Limit (enter pay period limit in employee's deduction master)	♦	—	—	Select to Use a Pay Period Limit Enter the Desired Limit Dollar Amount in the Employee's Deduction Master
Allow Standard Deduction OR... Use Personnel Deduction	♦	—	—	Select to Allow a Standard Deduction Enter the Desired Dollar Amount OR... Select to Use the Personnel Deduction
Allow Exemptions OR... Use Personnel Deduction	♦	—	—	Select to Allow Exemptions Enter the Desired Dollar Amount OR... Select to Use the Personnel Deduction
Range on Contract Months	♦	—	—	Select to Range on Contract Months Choose Month From and Month End in the Dropdowns
Reported Months	♦	—	—	Enter the Desired Number
Group Deduction Number	♦	—	—	Enter the Desired Group Deduction Number
Opt. = Optional  Rec. = Recommended  Req. = Required

Flags Tab

• As a general rule, the following Flags should be Selected: Active, Reduce Net, Expensed, and Electronic Transfer 
• Rate Types and Blocking Rates should be based on the particular Deduction being added (Ex: IF the Deduction should compute on ALL PAY, then the Flags should be Selected for Base, Overtime, Supplemental, and Nothing)

Description, Table Name, Computation, Rate Selection, Gross Amount, and Affect Select Tabs

• Review the information on all of these Tabs, to make sure nothing needs to be Changed or Removed

• AFTER ALL INFORMATION IS COMPLETED ~ Click Save

Direct Draft vs Direct Deposit Registers

• DIRECT HSA-E or DIRECT HSA-R will be included on the Direct DRAFT Register 
• DIRECT DEPHSA-E or DIRECT DEPHSA-R will be included on the Direct DEPOSIT Register 

HSA Direct Deposit File (DIRDEPDSKHSA)

• The File used for Transmittals is located in HR → Payroll → Reports → User Define Reports → HSA DIRECT DEPOSIT FILE

NOTE: IF the Report is NOT located in the User Define Reports, please submit a Helpdesk Ticket or call RDA at 800.338.4984 for assistance with setting it up.

Direct Deposit Tab

Troubleshooting

Part of HSA Deposit Returned Due to WRONG Account Number

Two choices:

1. Undo the Payroll back through Compute Payroll for the Employee involved

• Change the HSA Direct Deposit Information
• Re-Run the Payroll  
• Send a NEW Direct Deposit File (with ONLY the information for the revised HSA Direct Deposit) to the Bank 

2. Hold the funds until the NEXT Payroll and Add the Returned Amount to the Employee's Direct Deposit HSA Amount

• Requires Editing the DD Text File for the Employee's HSA Account Amount and Changing the GRAND TOTAL in two places

  at the bottom of the Report

  (Remember to keep the File Context/Spacing in Tact when Changing Values and to Re-Save the File as a .txt File)