Best Practices

  • Benefits Coordinator is the recommended process to add new deductions or edit existing deductions for employees
  • This screen allows the user to view and edit employees' demographic information as well as their deductions


Benefits Coordinator - Add New Deduction

  1. HR → Payroll → Other → Benefits/Deductions → Benefits Coordinator
  2. Browse for the desired employee.
  3. Personnel demographic and benefit information is available to view or edit under the Filing, Benefits, Personal, Spouse Info, Address, Status, Longevity and Comments tabs.
  4. The employee's current deductions display in the window below.
  5. Click the + (Add) button at the bottom of the screen.
  6. The Active boolean will automatically be selected, and all other booleans across will populate once the Deduction Description ID is selected and the new deduction saved.


FIELDSOpt.Rec.Req.Description
Personnel Identification——♦Defaults to the ID selected on the Benefits Coordinator screen
Deduction Description ID——♦Browse for deduction to be added and select
Identification———Will default from the Deduction Description if populated
Direct Deposit Routing Number———Will default from the Deduction Description if Direct Deposit Deduction is selected
Vendor ID———Will default from the Deduction Description
Adjustment/Additional Amount——♦Enter the amount of the employee deduction or if amount/percentage is set up on the Deduction Description then field is left blank; If amount/percentage is set up on the Deduction Description, and an amount is entered in this field, it will deduct in addition to what is set up on the Description; A positive or negative amount can be entered in this field
Percentage——♦When Compute Type on Deduction ID is elected Percentage of Gross, it allows for each employee to have a different %
Limit——♦Available if the Deduction Description is set up to Use Limits, otherwise field will be grayed out; if deduction is set to Use Limits, a limit must be entered
Pay Period Limit——♦Field is required if the Deduction Description has Pay Period Limit selected. Enter the pay period limit of the deduction; otherwise the field will be grayed out
Effective Date——♦When Effective Date is set on the Deduction Description, allows entry of deductions at any time, but will not compute until the effective date entered
Application Date♦——Informational but can be used on reporting/tracking for certain states ex. VRS OLIP
Annual Pledge——♦When Compute Type on Deduction Description is Calendar Pledge or Fiscal Pledge enter total amount pledged (per pay period amount is entered in the Adjustment/Additional Amount field); Deduction will stop when pledge amount is met for current calendar or fiscal year and will resume at start of next calendar or fiscal year
Case/Account Number——♦Field is used for multiple purposes, mainly for court order case numbers; Is also used for retirement reporting in some states such as New York
Information♦——This optional field to use for additional information
Benefit Coverage Amount♦——Informational
Renewal Date———Populates based on Benefit Renewal Date entered on the Deduction Description
Age of Renewal Date———Calculates automatically
Pre-History Calendar Gross———Populated at conversion if payroll detail is not available or not converted
Pre-History Calendar Amount———Populated at conversion if payroll detail is not available or not converted
Life-time Gross———The total gross for the lifetime of the deduction
Life-time Amount———The total amount for the lifetime of the deduction
ACH Active——♦Used for deductions included on ACH file, usually direct deposit - Required for direct deposit to be included on ACH file; If unselected, the direct deposit will not be active and a live check will produce
Checking Account——♦Select for direct deposit deductions indicating if it's a checking account; Leave unselected for savings account
Bank Account Number——♦If direct deposit deduction, enter employee's bank account number
Dynamic Adjustment♦——Select when the amount entered in the Adjustment/Additional Amount field should only compute based on the Start and End Date entered
Start Date♦——Enter date based on the Dynamic Adjustment
End Date♦——Enter date based on the Dynamic Adjustment
Correcting Amount——♦This field can be used to correct an amount or percentage set on the deduction description or employee deduction; The correcting amount will calculate in addition to the amount or percentage; The Correcting Amounts Report located on the Payroll task menu can be run to view all correcting amounts on the employee deduction masters; The correcting amounts field can be removed in mass using the Zero Deduction Correcting Amounts process located on the Payroll Task Menu
Deduction Description Amount———If an amount has been set on the Deduction Description, it will be populated in this field
Percentage———If percentage has been set on the Deduction Description, it will be populated in this field
Opt. = Optional  Rec. = Recommended  Req. = Required



Benefits Coordinator - Change Deduction

  1. Payroll → Other → Benefits/Deductions → Benefits Coordinator
  2. Browse for the desired employee.
  3. Personnel Demographic information is available to view or edit.
  4. The employee's current deductions display in the window below.
  5. Highlight the deduction that needs to be changed, and click Select.
  6. Change the appropriate field, and click Save.


Benefits Coordinator - Demographic Change or Edit

  1. Payroll → Other → Benefits/Deductions → Benefits Coordinator
  2. Browse for the desired employee.
  3. Select the appropriate tab (Filing, Benefits, Personal, Address, Status, Longevity and/or Comments) on which changes or edits are needed, and enter the change(s).
  4. Click Save at the bottom of the screen below the list of Deductions, and then you can either select another employee or cancel out of the Benefits Coordinator.