HR> Bulk Deductions

Process Bulk Deductions

 

Summary

 

The Bulk Deductions process is used to efficiently apply multiple benefits and deductions to multiple employee records through a single batch process.

 

Related Links

 

Click here for information on HR Employee Maintenance.

Click here for information on PR Employee Maintenance.

Click here for information on Deduction/Benefit Code Maintenance.

 

Step by Step

 

1     Open or create a Bulk Deductions batch. 

 

  • Select the Bulk Deductions palette in HR> Bulk Deductions. This will expand the Bulk Deductions palette and display the steps of the batch process.
  • Modify an existing batch or create a new Bulk Deductions batch.
    • Select a batch number from the drop-down menu at the top of the Bulk Deductions palette to select an existing batch.
    • Select New from the Bulk Deductions batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch window.
  • Click the Generate icon to save the batch.

 

2     Specify the Bulk Deductions batch settings. 

 

  • Open the Settings/Bulk Deductions window (HR> Bulk Deductions> Settings).
  • Select an Effective Date from the drop-down menu. The date will default to today's date.
  • Click the Save icon when complete.

 

3     Import Bulk Deductions. 

 

  • This is an optional step.
  • Click the Display Report Layout icon to review the default import file layout.
    • If the file that is imported does not match the file layout, an import error message will appear.
  • Click the File Name field label to browse to the file you would like to import.
  • Click the Confirm icon to import the file.

 

4     Add Employees to the batch. 

 

  • Open the Edit Deductions window (HR> Bulk Deductions> Edit Deductions).
  • The Edit Deductions window will display all of the employees included in the bulk deductions batch.
  • Click the Delete icon to remove an employee from the list.
  • Click the Create icon to add additional employees to the list. This will open a second Edit Deductions window.

 

5     Edit the bulk deductions. 

 

  • Complete the Deduction section of the window.
    • The Employee Number field, Code field and Cycle selection are all required to save the deduction/benefit.
    • The Master Status field will not be active.
      • The Master Status field will automatically populate with the bulk deduction master status. The field will display New if a new bulk deduction is being created, Unchanged if a previously created bulk deduction is being applied, or Modified if a previously created bulk deduction is being applied with a different deduction status.
    • Enter an Employee Number or click on the field label to select one from a list. Employee numbers are created when new employees are added to the Payroll Module (PR> Maintenance> Employee> Create icon ). Click here for information on PR Employee Maintenance.
    • Enter a deduction or benefit Code or click on the field label to select one from a list. Deduction and benefit codes are created and maintained on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit). Click here for information on Deduction/Benefit Code Maintenance.
    • Select a Deduction Status from the drop-down menu.
      • Select Active if the deduction should be active on the employee record.
      • Select Suspended if you would like to disable the deduction. Deductions with a suspended status will not affect payroll checks. Suspended status deductions with a zero dollar balance will not display on paychecks unless the Show Inactive Deductions and Benefits toggle is checked on the Setup window (PR> Utilities> Setup> Checks tab).
      • Select One-Time Activate if the deduction should be used once. Deductions with a One-Time status will be included in a Computer Checks batch (PR> Computer Checks), but once the check is committed the deduction will change to a suspended status.
      • Select One-Time Suspend if the deduction should be suspended the next time the employee is committed in a Computer Checks batch.
        • When a deduction is set up as One-Time Suspend, it cannot be attached to paychecks generated in the Manual Checks process (PR> Manual Checks). The deduction can be attached to a manual check once the deduction has changed to an active status.
    • The Reference field is an optional field and can be up to 20 alphanumeric characters.
      • The deduction reference number displays on the Deduction Register Report (PR> Reports> Deduction Register).
    • The Direct Deposit field is used to enter the bank account number of the employee if the deduction is used as a direct deposit deduction.
      • The bank routing information is set up on the deduction using the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit> Open a deduction> Select Bank in the Payee field> Enter a bank in the Bank Code field).
      • This field is only active when a deduction code is selected in the Code field.
    • The Account Type field only applies to direct deposit deductions. The selection in this field will not affect deductions that are not direct deposit deductions.
    • The Cycle toggles are used to select which deduction cycles the deduction will be included in.
      • Deduction cycles allow you to add multiple deductions to the employee record, but apply only certain deductions to a Computer Checks batch when payroll is generated. Click here for information on deduction cycles.
      • You can add the deduction to as many deduction cycles as you would like. For example, you can check all of the Cycle toggles if the deduction should apply to all pay schedules.
      • Default time card line items are attached to employee records using time card cycles, which are not the same as deduction cycles. Time card cycles are set up separately on the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Open a pay schedule> Time Card Cycle column). Click here for information on time card cycles.
    • The Debit Account field will only be active if an active employee is selected in the Employee Number field and a benefit code is selected in the Code field.
  • The Revisions section is used to create and maintain grade revisions. Revisions allow you to modify the step amounts attached to a grade and set the expiration point for a new grade. Revisions also allow you to track and view changes to the step amounts attached to a grade.
    • The Revision Status field will not be active. This field will display Unchanged if you do not edit the values in the Revisions section and New if you do edit the values in the Revisions section.
    • The Step field is used to enter the step amount of the revision.
    • The Amount field is used to set an amount on the employee record. If you do not select a step amount in the Step field, you must enter a value in this field.
    • Enter a Stop Date to determine when the deduction or benefit will stop.
      • Leave this field blank it you would like to create an ongoing benefit or deduction.
    • Specify an Annual Max and a Lifetime Max if you would like to apply a cap to the benefit.
      • The Annual Maximum field is the calendar year annual maximum of the deduction/benefit.
      • The Lifetime Maximum field spans the length of employment of the employee.

 

6     Print the Bulk Deductions proof list. 

 

  • Open the Employee Deduction Proof List window (HR> Bulk Deductions> Proof List).
  • Select the print options.
    • The Sort By drop-down menu allows you to sort the report by either Employee Number or Employee Name.
    • The Page Break By drop-down menu allows you to specify whether the report will run continuously or start a new page for each employee.
  • The proof list columns will display Employee Deduction Master, Deduction Status, Reference Number, Account Number, Account Type, Cycle, Debit Account, Employee Deduction Revision, Step, Amount, Stop Date, Annual Max and Lifetime Max. The Employee Number, Employee Name, Department and Union Unit will also be displayed.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

7     Generate the work flows. This is an optional step.

 

  • The Generate Work Flows step applies if only certain employees are allowed to commit a Bulk Deductions batch. For example, if you are a department clerk, but only the department head is allowed to actually commit a Bulk Deductions batch, then run the Generate Work Flows step to notify the department head that a batch is ready to be committed. If you do not use work flows, skip to the Commit step and commit the batch.
  • Select Generate Work Flows on the palette. This will open an information window asking you to confirm your selection. Press ENTER or click the OK button to generate the work flows. This will create a job on the Jobs Viewer window. Once the job is complete, the work flow will be created.
  • Work flows are created and maintained on the Work Flow Maintenance window (SS> Work Flow> Work Flow Templates). Click here for information on Work Flows.

 

8     Review the work flows. This step is only required when using work flows.

 

  • The Review Work Flows step is used to view the bulk deductions before committing the batch and is used in conjunction with the Generate Work Flows step. For example, a department clerk runs the Generate Work Flows step to notify the department head that the bulk deductions are ready to be approved. The department head receives an email that the batch is ready to be committed, so they review the bulk deductions proof list and then commit the batch.
  • Open the Review Work Flows window to review the bulk deductions in the batch (GL> Bulk Deductions> Review Work Flows).
  • The Review Work Flows window displays the work flow generated by the Generate Work Flows step (GL> Bulk Deductions> Generate Work Flows).
  • The Status column displays the status of the work flow. If the work flow is waiting to be approved, the Status will be New.
  • The Author column displays the department clerk that created the work flow (this is the employee that ran the Generate Work Flows step). If the Bulk Deductions batch is rejected, this is the employee that will receive the notification email that the batch has been rejected.
  • The type of work flow generated during the Generate Work Flows step determines what needs to be done to the bulk deductions before the batch can be committed.
    • If the work flow is set up as an action step on your role (SS> Work Flow> Work Flow Templates), you will have to approve or reject the bulk deductions in the batch before you can commit the batch.
    • If the work flow is set up as an information step on your role (SS> Work Flow> Work Flow Templates), the commit step will be enabled and the batch will be ready to commit. When the work flow is set up as an information step, skip the Review Work Flows step and commit the Bulk Deductions batch.
  • If you have to approve or reject the Bulk Deductions batch, highlight the work flow in the Review Work Flows window and press ENTER. This will open the Proof List for approval.

 

9     Commit the Bulk Deductions batch.