There are times when you need to run a payroll outside of a normal payroll cycle run and need to update some Earning/Deduction fields or values on each employee for this payroll. For example, you may want to run a Bonus, Commissions check or a onetime yearly pay and want to exclude 401k, Medical or other payroll deductions. There are other instances you may need to update Earnings, Deductions information for your employees for example: disabled/enabled certain deductions values, update distribution code, change Employee Annual Maximum Amount/Pct. etc.… and you do not have the time to update the information for one employee at a time. This can be time consuming depending on the number of employees require this change.
This is where the Update Earnings/Deductions feature in Sage HRMS Payroll comes in handy.
What is Update Earnings/Deductions?
This is available in Sage HRMS Payroll Tasks windows, it enables you to modify, in one step, certain information about the earnings/deductions that have already been assigned to all (or a selected range of) current employee records. This saves you from having to modify the earnings/deductions information on each employee record, one record at a time.
When can I use Update Earnings/Deductions?
Use the Update Earnings/Deductions window when you want to change the following:
- An Earning, Deduction Rate/Amt/Pct, Start Date for multiple employees.
- Run an off-cycle payroll run where earnings and deductions run on the same Pay Frequency.
- Set off or disable the “Yes”/”No” calculate on employee Earnings /Deduction value that determine which earnings or deduction calculates in the given payroll based on the pay frequency for earnings/deductions that are controlled at the employee level.
How does Update Earnings/Deductions work?
The Update Earnings/Deductions window modifies the earnings or deductions that have already been assigned to current employees only. Using the Update Earnings/Deduction functionality will not update the employee earnings and deduction payroll history.
Note: The modifications you make using Update Earnings/Deductions do not affect the actual earning or deduction record itself. Changes made by the Update Earnings/Deduction does not automatically change back to the original settings for the earnings and deductions on the affected employees after it has been updated. If you want to undo the changes after, you must use the Update Earnings/Deductions to reverse the changes or manually make the changes on the employee Payroll, Pay tab. If you want to change an earning or deduction code settings for future assignments to employees, use the Earning/Deduction Codes setup window (under Setup > Payroll > Earnings/Deductions/Taxes) to change the master record.
How to Update an Employee's Earning/Deduction
Prior making global update to your system we recommend backing up your system databases.
1- In Sage HRMS go to Payroll > Tasks > Update Earnings/Deductions.
2- In the Earning/Deduction field, choose the earning/deduction for which you want to make changes. The window then displays the fields that can be globally modified for the earning/deduction selected.
3- Update by field option allow to Update Earnings using Selection list, by Employee Number or Class, or enter the fields to specify which employees you want to update.
4- In the table portion of the window, choose a field you want to modify, and enter the information for the chosen field:
a. In the Type of Change column, select Replace, Increase, Decrease, Pct Inc, Pct Dec, this indicates you will replace the existing value on the chosen field with a new value.
b. To restrict the change to employees who currently hold a specific value in the field:
- In the Match Cur Value? column, double-click in the field (or press the spacebar) to choose Yes.
- If you are changing the Workers' Compensation Code of your chosen earning/deduction, enter the WCC Group To Match field (enter the WCC group by which to restrict the change).
- In the Current Value To Match field, enter the value by which to restrict the change.
c. If you are changing the Workers' Compensation Code of your chosen earning/deduction, enter the new WCC Group that will replace the existing WCC group.
d. Enter the New Value or Change by which to replace, increase, or decrease the
value of the chosen field. For example, to change the workers' compensation code ADMIN of the WCC Group "BC" to code ADMIN of the WCC Group "AB", you would enter:
Type of Change: Replace
Match Cur Value: Yes
WCC Group to Match: BC
Current Value to Match: ADMIN
New WCC Group: AB
New Value or Change: ADMIN
If you want to modify another field listed in the Field column, repeat step 4.
6. When you have completed the window, click the Update button to make the changes you specified on the window. You will get a prompt indicating the total employee(s) have been updated.
7. Sage HRMS Payroll will generate an Update Employee Earn/Ded Audit Report detailing the employee(s) affected and the new value for each employee.
For more information regarding Update Earnings/Deductions, see the Sage HRMS Online help.