How Benefit Information is Transferred to Sage 100 Payroll

When you use the Sage 100 Payroll Link Transfer, the program determines which benefit plans have been activated for employees in Sage HRMS. Deductions are then assigned to the employees in Sage 100 Payroll using the deduction codes mapped to the plan and the amount or percentage rate in Sage HRMS.

Amounts and Fields Transferred

When transferring updates from Sage HRMS to Sage 100 Payroll, the system uses the following information in Sage HRMS:

  • Contribution Amount
  • Employee Contribution Frequency
  • Employee Pay Frequency
  • And, Employee Contribution Amount

These fields are used to convert the Benefit in HR to an Employee Deduction Amount in Sage 100.

Note: If contributions for an HR savings plan are based on percentage of gross wages, you must set up the corresponding deduction code in Sage 100 Payroll with a calculation method of Percentage of Gross.

During subsequent transfer of data from Sage HRMS to Sage 100 Payroll, if any of an employee’s benefit plans have expired, the Sage 100 Payroll deductions linked to the inactive benefit plans will be changed to "not automatic." As a result, the deductions will not be automatically withheld from the employee's payroll. Deductions in Sage 100 Payroll that are not linked to HR benefit plans will remain unchanged.

When Deactivating Benefits

When you need to deactivate an insurance benefit in Sage HRMS, use the Expire Benefit feature on the employee's Insurance Benefits page to completely cancel the benefit for the employee and the employee's dependents.

  1. Click Expire Benefit to open the Expire Benefit dialog box.
  2. In the Coverage Expiration Date field, enter the date you wish to expire the benefit and click OK.
  3. To expire a savings benefit, enter an Expiration Date on the employee's Savings Benefits page.
  4. When data is transferred, if the expiration date is earlier than the transfer date, the associated deductions in Sage 100 will become "not automatic."

    5. Important! Do not deactivate a benefit by deleting it; if you do so, the transfer process will not deactivate the associated deductions in Sage 100.

Locating Benefits and Deductions

Sage HRMS

From the Navigation pane in Sage HRMS, select Employees > View/Edit Employee (select an employee) > Benefits tab > Insurance Benefits (or Savings Benefits).

Sage 100

To locate an employee’s deductions in Sage 100, select Payroll > Main and Employee Maintenance, then click the Deductions button.