Mapping deduction and benefit codes

Use the Deduction/Benefit tab on the Employee Configuration page to map deductions and benefits codes between Sage HRMS and Payroll.

Mapping guidelines

Benefits and deductions are set up differently in Sage HRMS and 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)—with 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.

To map 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.

1. Select Setup > Payroll > Database Setup > Employee Configuration.

2. Select the Profile ID previously created, and select the Deduction/Benefit tab.

   The system updates the table with the deduction codes set up in Payroll.

3. Specify the settings for each deduction code set up in Sage 300 Payroll. More...

   • Ded/Ben Code Maps to. Select Benefit Type, Benefit Code, or User Defined.

   • Sage HRMS. Double-click the cells in this column and select from the list of codes or benefit types in Sage HRMS. (The choice depends on the mapping setting selected for Ded/Ben Code Maps to.)
   • Calculation Type. Depending on how the code is set up in Payroll, you can choose from Do Not Calculate, Employee Only, Employer Only, and Calculate Both. If you select Do Not Calculate, the system will calculate based on the deduction or benefit code setup in Payroll.

   • 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. The conversion factor defaults to 1.00, but you can enter a number by which the deduction rate should be multiplied (which can be a decimal to decrease it). Typically a conversion factor is used when you have multiple pay frequencies and the benefits that are set up with a base rate; the rates can be converted 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 benefit and deduction code.

     Note: You can leave this setting blank and instead select a specific distribution code from Sage HRMS with All Sage HRMS Codes Map to one Dist. Code.

   • 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.
4. Click Save.
5. Repeat steps 2-4 for each Profile ID set up in Employee Configuration.

About employee and employer calculations

If a deduction or benefit is set up in two parts (two separate codes) in Payroll for the Employer and Employee portions, you can 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.