RDA Systems Inc

Best Practices

• We recommend that for new hires, you (1) select the applicable Deduction Class on the Benefits tab of the Add Personnel Demographics Screen, and then after saving the demographic record, you (2) utilize the Add Standard Deductions button, so that you can most efficiently add the appropriate group of deductions to the employee
• If you do not add the employees' deductions via the above method, as part of the Add Personnel process, the Add Standard Deductions process can be accessed by going to HR → Payroll → Other → Benefits/Deductions → Add Standard Deductions
• A Note on Deduction Classes - Deduction Classes are set up and maintained under Position Tracking → Setup → Deductions → Deduction Classes; ensure that all necessary Deduction Classes have been created for each class of employee; at a minimum, all customers have a Deduction Class for Mandatory Taxes

Add Standard Deductions

1. HR → Personnel → Add Personnel → Save → Add Standard Deductions or HR → Payroll → Other → Benefits/Deductions → Add Standard Deductions; if you access the Add process via the latter method, you will need to manually select the applicable Deduction Class, and we recommend that you range on either Personnel ID or Hire Date to select the desired employee(s)
2. All deductions within the selected Deduction Class will automatically appear
3. If the employee has indicated on their W-4 or state form that they want an additional amount of federal/state withholding, go to the FEDERAL/STATE deduction as applicable, click Select, enter the amount in the Adjustment Amount field, and click Save
4. If the employee has marked “EXEMPT” on their W-4 or state form, go to the FEDERAL/STATE deduction as applicable, click Select, flag Exempt, and click Save; this will result in wages being taxable for FEDERAL/STATE as normal, but tax withholding to be blocked; if you are not sure that this is the correct scenario for the employee, consult with RDA or your tax accountant
5. If the employee is not subject to FICA, MEDICARE, FEDERAL or STATE taxes (or should not have another deduction in the selected Deduction Class), go to that deduction as appropriate, click Select, turn on Skip this Record, and click Save; this will cause the deduction not to be added to the employee; for a tax deduction, this would result in the FICA/MEDICARE/FEDERAL/STATE wage box(es) on their W-2 to show zero; if you are skipping FICA and/or MEDICARE, make sure to also skip FICA-M/MEDICARE-M as appropriate; if you are not sure that this is the correct scenario for an employee, consult with RDA or your tax accountant

• Click the Save button; the Employee Standard Deductions Listing will appear; review and print if desired, and then Cancel