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About Assign Earnings/Deductions

Using Assign Earnings/Deductions

Before you start

  • Make a backup of your data. You will then have a backup to restore your data if necessary.
  • You may also want to print or save the Employee Information report from Payroll Employee Reports, so that you can compare it with any Employee Information reports you print after the process completes.

To Assign an Earning/Deduction to Employees

  1. From the left navigation, select Payroll > Tasks > Assign Earnings/Deductions.
  2. In the Earning/Deduction field, enter the earning or deduction that you want to assign to employees.
  3. In the Assign To field, choose a method by which you will select employees for the update.
  4. Depending on your choice in the Assign To field, enter the additional information required. For example, if you select Assign to Class, enter the class and the class range in the appropriate fields.
  5. Enter the range of employees you want to update:
    • If you select to update by Set Criteria, click the Set Criteria button and use the criteria fields and buttons to narrow down employees by specific details. For example, you may want to update the earning/deduction for employees within a specific range of hire dates.
    • If you select to update by Selection List, click the Finder in the Selection List field to include the employees that are part of the Selection List of choice.
    • Otherwise, in the Employee (From/To) field, type the employee numbers or select the employees from the Finder.
  6. If you want to activate this earning or deduction for payroll calculation, select the Calculate check box. This will set the earning/deduction’s Calculate? field on the employee’s Pay tab to Yes
  7. Complete the information for the earning or deduction on this window, including the General tab and the Min/Max tab.

    8. The fields that become available to you depend on the code you entered in the Earning/Deduction field. The fields reflect the ones that you would normally enter on the Pay tab of the Employee Payroll window and the values shown in the fields reflect the values you entered in the Earning/Deduction Codes setup window. You can confirm the information in the fields or edit it for a range of employees. For a description of these fields, see the field list for the Pay tab. Note the following:

    • If you enter information in the Accrual Carry-over Date field it will be assigned to all employees that you have chosen for this update. If you leave the field blank Accrual Carry-overs will not be assigned to employees. After the update, you can change the accrual carry-over date on the Pay tab of the Employee Payroll window.
    • If you use Optional Fields for your earnings/deductions, the program will assign the default values to the optional fields. You cannot use the Assign Earnings/Deductions to Employee Payroll window to change the optional field values.
    • If you select the option to Include in Regular Rate FLSA Calculation, the option will be turned on for the earning only for the employees who have been assigned one of the Regular Rate FLSA overtime calculation methods.
  8. If you selected to use cost (Undefined variable: Language.center/centre) overrides on the G/L Integration setup window, you can click the Cost Center Override button in Assign Earnings/Deductions to specify cost (Undefined variable: Language.center/centre) overrides. In the Cost Center Overrides window select the segment code for each segment listed. The segment codes you enter will then display in the Override columns of the Pay tab of the Employee Payroll window.
  9. Select whether to Use Employee Defaults for Blank or Zero Values.
  10. When you're ready, click Assign.

After Assigning

After the program completes it informs you of the number of employees who were successfully assigned.

To verify that the assignments were made to your specifications print the Assign Employee Earn/Ded Audit report from the Reports > Payroll > Employee Reports .

The system updates the Last Maintained Date of each employee modified so printing the report for a range of last maintained dates is an effective way of verifying changes.