What This Process Does

  • Adds a deduction in mass to a group of employees that have an existing deduction in common.
  • The new deduction will be added to each employee included in the process, and will not affect their existing deduction.
  • The new deduction must already have been created (a Deduction Description Master must already exist).


Best Practices

  • This process is recommended when a new deduction is created (for example, an employer-paid insurance deduction), and it must be assigned to a group of employees that already have another deduction in common (for example, the associated employee-paid insurance).
  • For W2 purposes, a new Deduction Description ID must be created when a deduction changes from non-sheltering to sheltering (or vice versa), as a different Deduction Type would be applicable; the Mass Add Deductions Using Deductions process could then be used to create mirroring employee Deduction Masters; following use of this process, the old Deduction Description ID could then be inactivated in mass via the Activate/Inactivate Deductions process.
  • Allows for further ranging than the Add Deductions Using Deductions process (also under Other → Benefits/Deductions).


Mass Add Deductions Using Deductions

  1. Payroll → Other → Benefits/Deductions → Mass Add Deductions Using Deductions
  2. Select the to-be-assigned deduction in the New Deduction Description Identification field.
  3. Flag Copy Adjustment Amount if you want the Adjustment/Additional Amount(s) from the existing deduction to be copied over to the new Deduction Description ID.
  4. Enter the existing deduction in the Range on Deduction Description ID field.
  5. Range further if desired.
  6. Click the Run Report button (cog).
  7. If a No Records error is received, it is due to an inaccurate ranging.
  8. This is a process by exceptions report; however, no printout is provided.
  9. If the deduction and associated employees displayed on the browse list are correct, then select the Save button to continue and immediately update the database; if incorrect select Cancel and Abort.
  10. NOTE: If most employees on the browse list should have the new deduction, but some should not, select each employee who should not have the new deduction and flag Skip this record.


FIELDSOpt.Rec.Req.Description
New Deduction Description Identification——♦Select the deduction that you want to assign in mass to the selected employees
Copy Adjustment Amount♦——Flag if you want the Adjustment/Additional Amount(s) from the existing deduction to be copied over to the new Deduction Description ID
Range on Deduction Type♦——Not typical (a Range on Deduction Description ID, rather than Type, is usually used - - see below); use this range criteria, if you want to assign a new Deduction Description ID to employees that have existing deduction(s) with a specified Deduction Type
Range on Deduction Description ID——♦Required; use this range criteria as a way to assign a new Deduction Description ID to employees that already have a specified Deduction Description ID
Range on Personnel ID♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to a specified Personnel ID
Range on Name (L/L/F/M)♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to a specified employee Name
Range on Hire Date♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to employees with a specified Hire Date in Personnel Demographics
Range on Adjusted DOE♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to employees with a specified Adjusted DOE in Personnel Demographics
Range on Personnel Class♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to employees with a specified Personnel Class in Personnel Demographics
Range on Personnel Status♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to employees with a specified Personnel Status in Personnel Demographics
Range on Pay Location♦——Use this range criteria, in conjunction with the required Range on Deduction Description ID, if you want to limit the Mass Add Deductions Using Deductions process to employees with a specified Pay Location in Personnel Demographics
Select when Current Employee True—♦—Recommended; select if you want to include those employees flagged as Current Employees on the Status tab in Personnel Demographics
Select when Current Employee False♦——Not typical; select if you want to include those employees not flagged as Current Employees on the Status tab in Personnel Demographics
Select when Employee Payable True—♦—Recommended; select if you want to include those employees flagged as Employee Payable on the Status tab in Personnel Demographics
Select when Employee Payable False♦——Not typical; select if you want to include those employees not flagged as Employee Payable on the Status tab in Personnel Demographics
Select when Deduction Active True—♦—Recommended; select if you want to include those employees whose existing deduction (i.e., the ID entered in the Range on Deduction Description ID field) is flagged as an Active Deduction for this Employee in their Deduction Master
Select when Deduction Active False♦——Not typical; select if you want to include those employees whose existing deduction (i.e., the ID entered in the Range on Deduction Description ID field) is not flagged as an Active Deduction for this Employee in their Deduction Master
Opt. = Optional  Rec. = Recommended  Req. = Required