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    Adding and Editing Earnings and Deductions
    • 06 Sep 2024
    • 7 Minutes to read
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    Adding and Editing Earnings and Deductions

    • Updated on 06 Sep 2024
    • 7 Minutes to read
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    • Dark
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    • PDF
    Article summary

    Overview

    The earnings and deductions within a single payment can be edited on the Payment Details page. For earnings and deductions to be editable, the payment must already have at least one earning, and the associated pay run must be in the 'Ready to Calculate' or 'Calculated' status.

    If the payment associated with an employee has no earnings, earnings can be added by pushing hourly earnings from Smart Ops or by importing payments.

    If a payment contains only earnings populated through one-time payments that are set to be paid 'As Soon As Possible', additional earnings cannot be added on the payment details page. Additional earnings can be added by editing the one-time payment instead.

    Earning Groups

    Each time an earning is added to a payment, it is listed as a single entry. Earning entries are grouped and totaled when they share all of the following:

    • Type

    • Location

    • Job

    • Rate

    The top level of the earning group is not editable, and represents the line item that will appear on paystubs. Editing any earnings in the earning group will update the total for the group. 

    Time-Based and Cost-Based Earnings

    Time-based earning types are associated with a specific job, and are calculated based on pay rate and hours. When editing time-based earning types, only the hours will be editable. When adding time-based earning types, the job, rate, and hours must be entered.

    Cost-based earning types are calculated as a flat amount. When editing cost-based earning types, only the amount will be editable. When adding cost-based earning types, only the amount must be entered. 

    Earning Corrections and Negative Earnings

    This content is for informational purposes only.
    R365 is not a legal service and does not provide legal advice. These services are not intended to replace external legal counsel.

    Earning corrections can be used to correct earning errors from previous payments. Entering a negative amount for an earning will create an earning correction, and the employee's net earnings will be decreased. Earning corrections must match the earning type and job of the earning error, and cannot reduce the year-to-date (YTD) amount of the earning associated with the selected job below zero.

    Contact R365 Support to make adjustments to earnings paid in prior quarters. See the Payroll Corrections Guide for more information.

    Deduction Corrections and Employee Repayment

    This content is for informational purposes only.
    R365 is not a legal service and does not provide legal advice. These services are not intended to replace external legal counsel.

    Deduction corrections are used to correct a deduction error and repay the employee. Deduction corrections ensure that the employee's tax withholdings are accurate for the repayment. Deduction corrections are applied pre-tax or post-tax, depending on the deduction type, and will be reflected in tax calculations for the payment.

    Entering a negative amount for a deduction will create a deduction correction, and the employee's net earnings will be increased. Deduction corrections cannot reduce the year-to-date (YTD) amount of the associated deduction below zero.

    Deduction corrections can also be created through one-time deduction imports. 

    Removing Earnings or Deductions

    Once added, earnings and most deductions cannot be deleted. Editable earnings and deductions that have incorrect types, locations, jobs, etc. are removed from the payment by setting the hours or amount to '0.00'. 

    Variable type deductions can be deleted by clicking the trashcan icon for their entry line. 

    Saving Changes

    Edits made to earnings and deductions are not automatically saved. The 'Save Changes' button will save any changes made and recalculate the payment. When the '< Pay Run Details' button at the top of the page is clicked, the user will be prompted to save or discard changes. Navigating away from the Payment Details page in any other manner will discard all changes. 

    When edits are saved, the payment will be recalculated for deductions, taxes, and MTD/YTD totals. 

    Security

    Users with the following permission will be able to add and edit earnings and deductions:

    • Payroll → Workforce Payroll → Payments → Edit Payments

    Learn more about managing permissions and custom user roles here. The Permission Access Report can be used to determine which user roles or users already have these permissions assigned. Learn more about user setup and security here.

    For users without this permission, the 'Add Earnings', 'Add Deductions', and 'Save Changes' buttons are hidden, and earning-specific information is not editable.

    Adding Earnings

    Addable Earning Types

    The following earning types can be added to payments:

    Time-Based Earning Types:

    • Double Time Hourly

    • Holiday

    • Additional Holiday

    • Overtime Hourly

    • Paid Time Off

    • Regular Hourly

    • Regular Salary

    • Sick Pay

    • Vacation

    • Training Hours

    Cost-Based Earning Types:

    • Payroll Advance

    • Bereavement

    • Bonus

    • Clopening Penalty

    • Commission

    • Emergency Paid Sick Leave (FFCRA)

    • Emergency Paid FMLA Leave (FFCRA)

    • ISO Disqualifying Disposition

    • ISO Qualifying Disposition

    • Loan

    • NSO Transaction

    • Per Diem

    • Previously Paid Tips

    • Contractor Pay

    • Reimbursement (Non-Taxed)

    • Retro Pay

    • RSU Transaction

    • Separation Pay

    • Service Charge

    • Split Penalty

    • Spread of Hours

    • Tips

    • Tip Credit

    • Fringe Benefit

    • Reporting Time Pay

    Adding Additional Earnings

    While on the Payment Details page, follow these steps to add additional earnings:

    1) Click the '+ Add Earnings' button above the Gross Earnings list.

    The 'Add Earning' wizard will open.

    2) Select the earning type.

    3) Enter the earning details based on the earning type.

    Time-Based Earning Types:

    Job - Job associated with the earning.

    Only jobs assigned to the employee on their Employee Record will be available to select from.

    Rate - Pay rate for the earning.

    The rate will auto-populate with the employee’s pay rate for the selected job as it appears in the Jobs section of their employee record.

    Hours - Hours of the earning.

    • Entering negative hours will create an earning correction and reduce the employee’s year-to-date net earnings. YTD earnings for the selected job and earning type cannot be reduced below zero.

      Please contact R365 Support to make corrections to earnings paid in prior quarters.

      This content is for informational purposes only.
      R365 is not a legal service and does not provide legal advice. These services are not intended to replace external legal counsel.

    Cost-Based Earning Types:

    Amount - Dollar amount of the earning.

    • Entering a negative amount will create a earnings adjustment and reduce the employee’s year-to-date net earnings. YTD earnings for the selected job and earning type cannot be reduced below zero.

      Please contact R365 Support to make adjustments to earnings paid in prior quarters.

    4) Click 'Add' to add the earning or 'Add Another' to add the earning and refresh the 'Add Earning' wizard.

    5) Click Save Changes at the top of the page.

    If a payment contains only earnings populated through one-time payments that are set to be paid 'As Soon As Possible', additional earnings cannot be added on the Payment Details page. Additional earnings must be added by editing the one-time payment instead.

    Editing Earnings

    Editing Restrictions

    The following earnings cannot be edited:

    • Salary earnings that were auto-populated for the pay period.

      Manually-added salary earnings can be edited.

    • PTO earnings that were auto-populated for the pay period.

      Manually-added PTO earnings can be edited.

    • All earnings populated through one-time payments set to be paid 'As Soon As Possible'.

    Editing Existing Earnings

    To edit existing earnings:

    1) Expand the earning group containing the desired earning.

    2) Edit the 'Hours' or the 'Amount' of the earning, depending on the earning type.

    Changing the hours or amount to 0.00 will remove the earning from the payment.

    3) Click 'Save Changes' at the top of the page.

    Manually Adding Deductions

    Only variable type deductions can be manually added to a payment.

    Variable Type Deductions:

    • Other Post Tax Deduction

    • Instant Deposit Fee

    • Dues

    • Employee Meal

    • Union Dues

    • Employee Uniform

    • Miscellaneous

    • Fringe Benefit Offset

    • Net Adjustment

    Follow these steps to manually add a deduction:

    1) Click the '+ Add Deduction' button above the Pre-Tax Deductions list.

    The 'Add Deduction' wizard will open.

    2) Select a variable type deduction.
    3) Enter the amount.
    4) Click 'Add' to add the deduction or 'Add Another' to add the deduction and refresh the 'Add Deduction' wizard.

    5) Click 'Save Changes' at the top of the page.

    Editing Deductions

    Follow these steps to edit existing deductions:

    1. Locate the desired deduction in the Pre-Tax or Post-Tax Deductions section

    1. Adjust the amount.

    Adjusting the amount to $0.00 will remove the deduction from the payment.

    Entering a negative amount will create a deduction correction, and the employee's net pay will be increased. Negative deductions cannot reduce the employee's YTD total for the deduction below $0.00.

    1. Click 'Save Changes' at the top of the page.

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