Purpose: Allows OGI to create employee and/or employer deduction adjustments to Flexible Spending Account deductions, Medical/Dental deductions or Insurance Remittal deductions. Employer deduction adjustments can process on active or inactive employees. Employee deduction adjustments can process only on active employees.
Note: Agency Authorized Originators and Internal Approvers will have 'Read' only access to the Benefit Deduction Adjustments created by the Office of Group Insurance (OGI).
Deduction Adjustments for Medical and Dental are processed using a unique 3 digit adjustment code connected to the regular payroll deduction code via a cross-walk.
FILLING OUT THE FORM
Fields that are mandatory will have yellow font and must be completed before the document can be submitted or sent to the next reviewer/approver.
Effective Date: (Mandatory) Click the drop-down list and choose from a total of 13 (thirteen) pay period begin dates. This includes the first pay period begin date that has not been processed and twelve pay period begin dates in the future.
Permanent Record Information: (Mandatory) Used to explain the action and is limited to 74 characters.
Deduction Code: (Mandatory) Select a deduction from the drop-down list or by clicking on the blue check mark in row 1. For OGI, only the Flexible Spending Account deductions, Medical/Dental Deduction Adjustment Codes and the Insurance Remittal deductions will display in the drop-down list. Only deductions that are active or inactive but on employee's record, will process without error. Medical/Dental deduction adjustment codes will be validated with the regular payroll medical/dental deduction codes using the crosswalk mentioned above.
Employee Replacement Amount - (Mandatory) if completing the employee portion of a Benefit Deduction Adjustment. In the appropriate box enter the amount(s) to be deducted from or refunded to the employee.
Employer Replacement Amount - (Mandatory) if completing the employer portion of a Benefit Deduction Adjustment. In the appropriate box enter the amount(s) to be deducted from or refunded to the employer.
Employee/Employer Replacement Amount will be used as a one-time replacement of the regular deduction amount to be taken. No special characters are allowed, including negative signs or brackets. All amounts should be entered as numeric values. Adjustments can be made to both the employee and employer portions at the same time.
Prior Pay Period Effective Date: (Mandatory) if completing an Employer Additional Adjustment. This effective date should be the pay period begin date of the payroll when the problem occurred and must be prior to the effective date that was selected at the top of the form. Click the drop-down list and choose from a total of 16 (sixteen) pay period begin dates. This includes the twelve most recent pay period begin dates that have already been processed, the first one that has not been processed and three pay period begin dates in the future.
Employer Additional Adjustment Amount- (Mandatory) if completing the Employer Additional Adjustment. In the appropriate box enter the amount(s) to be deducted from or refunded to the employer. This form is to be used for a prior pay period adjustment, and will be taken in addition to the regular deduction amount to be taken.
Note: If the employee has become inactive or terminated prior to the current pay period begin date, the 'Employer Additional Adjustments' is the only portion of the form that will be displayed.
Remember - The benefit deduction adjustments will not process through payroll in the following situations:
Note: If an adjustment will not process through payroll because of one of the above reasons, a message appears on the B-444395 Payroll Processing Message Report and DSP will delete the Benefit Deduction Adjustment form.