Employee Voluntary Deductions - Self-Service

Purpose: The Employee Voluntary Deductions Self-Service action allows you to establish or update voluntary deductions.

Note: Currently only a select group of non-state sponsored deduction codes are available. More deduction codes may be added in the future. 

 

  

FILLING OUT THE FORM

Effective for Pay Date (Mandatory)

The pay date the deduction will take effect.

Note: The date that appears in this field will be the pay period begin date for the first pay period that has not been processed. To see more dates, click the drop-down list and choose from a total of 13 pay period begin dates.

Adding a Deduction

Deduction- Option (Mandatory)

  • Choose the deduction you want to add by clicking on the blue check mark icon. This will open a second window in which you can click on a drop-down arrow to see which non-state sponsored deduction codes are available. 
  • Select the deduction you wish to add and click the 'RETURN INFO' button.
    • Note: 
      • If you select a deduction with a percentage, you will not be able to enter a Deduction Amt/Rate for that deduction. The percentage information will show in the option field on the form (otherwise it is blank).
      • If you choose the wrong deduction and option, you can click on the check mark icon again and select a different deduction and option or you can use the blank field in the drop-down list to blank out the deduction and option.

For more information on deductions, see the Deductions page. 

 

Status

When a new deduction is established, the program will automatically put a 'Y' in the status field.

 

Deduction Amt/Rate

This field is the amount that is to be withheld from your pay.

  • If the deduction has an additional option (percentage), the deduction amount cannot be entered. 

 

App Code (Applicability Code)

This field indicates which pay period(s) in a month the deduction is taken. Click on Applicability Code List (App Code) to see which pay periods the app code relates to.

Note: Some deductions require a specific app code.

  • If an incorrect app code is selected, you will receive an error when the action is submitted
  • When you return to the document, only the correct app code will be in the drop-down list
  • Select the correct app code and submit the form again 

Revising a Deduction

Deduction- Option

If you want to change the percentage on a deduction with an additional option, click on the blue check mark icon and choose the appropriate option in the drop-down list.

 

Deduction Amt/Rate

If you want to change the amount of a deduction, simply type in the new deduction amount desired.

 

App Code (Applicability Code)

If you want to change the App Code, select a new App Code from the drop-down list.

Note: If the deduction only allows one app code, you will not be able to change it.

 

Deleting a Deduction

Status

Change the status from 'Y' to 'N' on the row of the deduction being deleted.

 

Completing a Form

Once the Employee Voluntary Deductions form has been completed, select one of the following buttons at the top of the page:

  • Submit - Routes the Employee Voluntary Deductions form to a Self-Service Approver in your agency or to DSP (Division of Statewide Payroll) for processing - the following messages will be received:
    • "Document has been successfully submitted. To review saved or submitted documents, go to Views Self-Service. For additional information please click on the Help button."
    • "Document has been sent to Self-Service Approver. To review saved or submitted documents, go to Self-Service Views. For additional information please click on the Help button."
  • Save - Save the form in a draft status. The following message will be received: "Document has been saved as a draft. To open and complete document, go to Self-Service Views. For additional information please click on the Help button."
  • Delete - Deletes the form - The following message will be received: "Are you sure you want to DELETE this draft?"
  • Comments - Allows unlimited comments to be added to the form.
  • Help - Opens the DSP (Division of Statewide Payroll) User Manual. The manual will open to the Employee Voluntary Deductions Self-Service section.
  • Cancel - The following message will be received: "You have chosen to exit without saving your changes. If you wish to do this, press OK. By choosing OK, you will be taken back to the Self-Service Views. If you choose Cancel, the Employee Voluntary Deducations action remains open."
  • Print - Opens the form in a printable version.