Benefit Deduction Adjustments

Purpose: To adjust an employee's active or inactive benefitted (Employer - State Sponsored) deductions.  An agency can make adjustments for employees that are active, inactive or terminated.  The Office of Group Insurance (OGI) can also create Benefit Deduction Adjustments.
 
OGI will make all Flexible Spending Account Adjustments (Employee Voluntary Deduction Adjustment) and Medical/Dental Deduction Adjustments (Benefit Deduction Adjustment).  Agency Authorized Originators and Internal Approvers will have 'Read' only access to the Benefit Deduction Adjustments created by the Office of Group Insurance (OGI).
 
Note:  Labor Distribution for the Employer Replacement Amount on the Benefit Deduction Adjustment will go to the same distributions that were processed on the employee's time for that payroll.  If an override to the Index, PCA and/or Project/Grant number is entered on the employee's time for that payroll, the adjustment will be applied to that override(s).  If no override is entered for the employee's time, the employer replacement amount will default to the existing distribution on the position.  Labor Distribution for the Employer Additional Adjustment Amount will always default to the existing distribution on the position.


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.
 
Employee/Employer Replacement Amount will be used as a one-time replacement of the regular deduction amount to be taken.
 
Employer Additional Adjustment Amount 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 'Benefit Deduction Adjustments' is the only portion of the form that will be displayed.
 
 
 
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.
The date that appears in this field will be the pay period begin date for the first pay period that has not yet processed.  You can also click on the drop-down list and choose from twelve (12) future pay period begin dates. The effective date chosen should be the pay period begin date of the payroll the adjustment is to be processed.
 
Agency Comments:  (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. 
 
When you click on the blue check mark, a screen similar to the one shown above will be displayed.  All employee/employer benefited deductions are displayed in the drop-down list, but only deductions that are active or inactive on the employee's record should be selected.  Agencies will see deductions other than Health and Dental and OGI will only see Health and Dental deductions.
 
Note: The authorized originator will receive an error message why trying to submit a deduction action using a code that does not exist on the employees' record.
 
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.
 
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.
 
Remember - The benefit deduction adjustments will not process through payroll in the following situations:
 
·         Adjustment is processing on a payroll where the employee is only being paid with a manual.
·         Adjustment is processing on a payroll where the employee is only receiving a special payment.
·         Adjustment to Health and/or Dental Insurance is processing on a payroll where the employee is terminating from that agency.
·         Adjustment is processing on a payroll the employee is not receiving any pay.
 
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.
 

 
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.
 
Routing
  • This document does not require an authorized signature.
  • You may route this document internally for approval if necessary. Click on the 'Send' drop-down list to select the appropriate internal approver and then click the 'Send' button. 
  • To send this document directly to the Division of Statewide Payroll (DSP), click the 'Submit' button. The document will be in an 'Awaiting-Release' status.