One-Time Deductions

This article reviews the process of importing One-Time Deductions to a Payroll Batch within Workforce. 

One-Time Deductions Overview

One-Time Deductions are primarily used for Variable Deductions, or to rectify Deduction errors. One-Time Deductions are imported to One-Time Payments using the Payment Import Template.

Variable Method Deductions

Deduction types set as 'Variable' require that the variable amount of the Deduction is imported as a One-Time Deduction each time it should be applied. 

Variable Deductions are used for all Deductions that are inconsistent in frequency or amount; for example, an Employee contribution for their 'Employee Meal'. The amount of the Deduction will vary depending on the meal chosen, and the frequency will vary depending on the Employee's use of the benefit. 

By default, Variable Deductions are always $0.00 and are not included in the calculation of Payroll Batches. Variable Deductions are only included in Payroll Batch calculations when the amount of the Variable Deduction is specified as a One-Time Deduction. Variable Deductions are always calculated as post-tax deductions. 

Learn more about Variable Deductions on Employee Records here. 

Deduction Corrections

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 Payroll Batch.

Entering a negative amount for a One-Time Deduction will create a Deduction Correction. Deduction Corrections cannot reduce the Year-To-Date (YTD) amount of the associated Deduction below zero. 

If a Deduction Correction is larger than the calculated Deduction amount for the Payroll Batch, the Employee's net earnings will be increased.

Fixed Amount and Percentage Method Deductions

While One-Time Deductions can be used for most Deduction Types, they are not recommended for Deduction Types with a calculation method of 'Fixed Amount' or 'Percentage'. When One-Time Deductions are created for Fixed Amount or Percentage method Deductions, additional Deduction entries are added to the Employee's Employee Record. These additional entries contain all of the configurations of a regular Deduction; however, they have an 'Effective Date' and 'Expiration Date' of the same day. 

One-Time Deductions Import

One-Time Deductions are imported to One-Time Payments using the Payment Import Template. Earnings and Deductions can be imported on the same template, but must be entered on separate lines. Learn more about downloading and uploading the Payment Import Template here.

Follow these steps to import One-Time Deductions:

1. Create a One-Time Payment.
2. Download and open the Payment Import Template. Learn more about the Payment Import Template here.
3. Open the Deduction Types tab. If the Deduction Types tab is not present on the downloaded template, please contact R365 Support and request that one-time deductions be enabled.
4. Copy the text of the desired Deduction Type. Headers for each Deduction column must be entered exactly as they are listed on the Deduction Types tab.
5. Open the Payment Upload tab.
6.Update the header cell for the desired Deduction. Columns M-Z can be used for Deductions. Deduction column names must be formatted as: Deduction: NAME_OF_DEDUCTION
7. Enter '0' in column K.  When importing deductions, the earning type (column H) is left blank, and $0 is reported as the associated earning amount (column K).
8. Enter Deduction amounts. Negative amounts will create Deduction Corrections. Deduction Corrections larger than the YTD total for the associated Deduction will not be imported.
9. Upload the payment template.