Mapping Deduction and Benefit Codes
Use the Deduction/Benefit tab on the Employee Configuration window to map deductions and benefits codes between Sage HRMS and Payroll.
Mapping Guidelines
Benefits and deductions are set up differently in Sage HRMS from the way they are set up in Sage 300 Payroll.
- In Sage HRMS, employer and employee portions of a benefit premium are set up in one place (Insurance Benefits table).
- In Payroll, the employer and employee portions of a benefit premium may be set up in two parts (as two unique codes): one Benefit code for the employer portion, and one Deduction code for the employee deduction. Alternatively, the benefit can be set up once as a Deduction code leveraging the Employee and Employer tabs in the Earning/Deduction Codes setup window.
- When using the Sage HRMS Process to update deductions, the program transfers the amount based on the employee’s contribution frequency set up in Sage HRMS. Best practice is to select a frequency for the Payroll benefit/deduction code that matches the employee’s contribution frequency in Sage HRMS.
Mapping Deduction and Benefit Codes
The mapping options available from the drop-down menus are dependent on how the deduction and benefit codes are set up in Payroll. The selections are also interdependent on the other mapping selections for each code. For example, if you choose the Calculation Type of Employee Only, the Employer Portion Cal Type field is not relevant and it defaults to System Calculate.
- Open the Setup > Payroll > Database Setup > Employee Configuration.
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Select the Profile ID you previously created, and select the Deduction/Benefit tab.
The system updates the table with the deduction codes you set up in Payroll.
- Specify the following settings for each deduction code set up in Sage 300 Payroll. More...
- Ded/Ben Code Maps to. Select from Benefit Type, Benefit Code, or User Defined. You can then specify the exact type or code in the Sage HRMS field to map to each Payroll deduction code.
- Sage HRMS. Double-click the cells in this column to select from the list of codes or benefit types in Sage HRMS. Your options here are dependent on the mapping setting you selected in the Ded/Ben Code Maps to field.
- Calculation Type. If you select Do Not Calculate, the system will calculate based on the deduction or benefit code setup in Payroll. And depending on how the code is set up in Payroll, you can choose from Do Not Calculate, Employee Only, Employer Only, and Calculate Both.
Employer Portion Cal. Type. Defaults to System Calculate if you map the code to a Benefit Type or Benefit Code from Sage HRMS. If you select Other Calculated Amount Field, you must prorate the amount for one pay period based on the employee's benefit code pay frequency.
- Conversion Factor. After specifying the corresponding Sage HRMS code, the conversion factor defaults to 1.00. You can enter a number here for which the deduction rate should be multiplied (or a decimal to divide it). Typically this is used if you have multiple pay frequencies and for benefits that are set up with a base rate, then the rates can be converted here for each pay frequency.
Dist Code Maps To. Select an organizational level code (such as a Division, Department, Location, or a user-defined code set up in Sage HRMS) for each benefit and deduction code.
Note: You can leave this field blank and instead select a specific distribution code from Sage HRMS with the All Sage HRMS Codes Map to one Dist. Code field.
All Sage HRMS Codes Map To One Dist. Code. Select an organizational level code (such as a Division, Department, Location, or a user-defined code set up in Sage HRMS) for each benefit and deduction code.
- Click Save.
- Repeat the mapping steps for each Profile ID you set up in Employee Configuration.
About Employee and Employer Calculations
If a deduction or benefit is set up in two parts, as two separate codes, in Payroll in order to support the Employer and Employee portions, the system allows you to map the two Payroll codes to a single Sage HRMS benefit code. However, it is critical that you carefully specify the Calculation Types to prevent duplications in payroll.
For example:
- Sam's Coffee Company set up two codes in Payroll for their 401(k) retirement plan:
- 401K-ER is the employer portion of the non-cash benefit.
- 401K-EE is the employee portion of the deduction.
- In Sage HRMS, they set up a single benefit code: 401K Plan
- When they map the codes on the Employee Configuration > Deduction/Benefit tab, the following settings should be used:
| 401K-ER | Benefit Code | 401K Plan | Employee Only | System Calculate |
| 401K-EE | Benefit Code | 401K Plan | Employer Only | System Calculate |
Note: Alternatively, in the above example you could specify Calculation Type = Do Not Calculate for one Payroll code and Calculate Both for the other.