YTD Deductions and Benefits (Year-to-Date) - (Payroll Tab)

All deduction/benefits, earnings, accumulators, and statutory items accrue year to date (YTD) values over the year and represent the total of all monies or hours that were paid to or accrued by those items for the current year. Although most payroll situations will typically use these values as the "final" amounts for year-end purposes, you may encounter a situation where you need to adjust the amounts manually. This screen allows you to view and modify year-to-date deduction/benefit values for your employees.

The most common example is when you are starting a new company and need to enter any current payroll amounts for your employees. If any pay cheques have been issued for the year, the year-to-date amounts will need to be recorded prior to starting the payroll in the eNETEmployer program.

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Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time).

The following section of this help page describes the various columns and cells shown in the main table on this screen. If you see a description on this help page for a column that does not appear on your screen, you can add the additional column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

Hidden Rows - The columns on the right side of the table contain sub-rows that may be hidden from view initially (to provide more screen space). If required, these additional rows can be revealed by selecting the Expand Row icon (the right-facing triangle at the left side of each employee's top row). Expanding the rows provides access to the individual settings for each sub-row.

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Benefit Adjustment

Use this cell to enter the amount by which the benefit needs to be increased (if required). The amount entered here will be added to the value shown in the Amount cell to arrive at the adjusted benefit total. For example if an employee's calculated benefit value (shown in the Benefit Amount cell) needs to be increased by $50, you would enter 50.00 in this field. Conversely, if an employee's calculated benefit value needs to be reduced by $50, you would enter -50.00 in this field (since the program supports negative values) - however the suggested method for negative YTD adjustments would be to use the Benefit Adjusted Amount cell instead (see below).

Benefit Adjusted Amount

Use this cell to enter the total revised amount to which the benefit needs to be changed. The amount entered here will override the calculated amount shown in the Amount cell. For example if an employee's actual benefit amount needs to be adjusted to read $50.00 but the calculated benefit value (shown in the Benefit Amount cell) reads $55.00, you would enter 50.00 in this field.

Benefit Amount

This uneditable cell shows any year to date amounts that have been accrued by this benefit. If the amount needs to be adjusted and you know of the "revised" total amount, enter this amount into the Benefit Adjustment Amount cell. However, if you only know the specific amount by which the benefit is in error, then enter this amount in the Benefit Adjustment cell.

Code

This uneditable cell shows the name of any deduction that has accrued a year-to-date balance. Deduction details can be edited using the Deductions screen.

Deduction Adjustment

Use this cell to enter the amount by which the deduction needs to be increased (if required). The amount entered here will be added to the value shown in the Deduction Amount cell to arrive at the adjusted deduction total. For example if an employee's calculated deduction value (shown in the Deduction Amount cell) needs to be increased by $50, you would enter 50.00 in this field. Conversely, if an employee's calculated deduction value needs to be reduced by $50, you would enter -50.00 in this field (since the program supports negative values) - however the suggested method for negative YTD adjustments would be to use the Deduction Adjusted Amount cell instead (see below).

Deduction Adjusted Amount

Use this cell to enter the total revised amount to which the deduction needs to be changed. The amount entered here will override the calculated amount shown in the Deduction Amount cell. For example if an employee's actual deduction amount needs to be adjusted to read $50.00 but the calculated deduction value (shown in the Deduction Amount cell) reads $55.00, you would enter 50.00 in this field.

Deduction Amount

This uneditable cell shows any year to date amounts that have been accrued by this deduction. If the amount needs to be adjusted and you know of the "revised" total amount, enter this amount into the Deduction Adjustment Amount cell. However, if you only know the specific amount by which the deduction is in error, then enter this amount in the Deduction Adjustment cell.

Employee No.

This cell displays the unique number that identifies the employee in this payroll. Alphanumeric characters (letters and numbers) may be used. e.g. 001, or MGM001.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

Given Name

Use this cell to enter the employee's first name (also referred to "given name" or "personal name"). For example, John Smith's given name is "John". The cell supports special characters - e.g. María-Jose or Günther.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

Status

This uneditable cell displays the status of the employee in the payroll. The available status options are:

Active - Indicates that the employee is actively engaged in work with the company and is considered active in the payroll.
On Leave - Indicates that the employee is away from work for an indefinite period of time.
Terminated - Indicates that the employee is no longer working at the company and is now excluded from the payroll. Note: Employees are set to this status automatically after a pay has been closed and in which they have been marked as the Last Pay status (see below). It should also be mentioned that the word "terminated" is used as a general "status" term and simply means that a person is "no longer in the payroll" - and is applicable in a number of cases (retiring from the company, quitting the job, permanent job loss, etc.).
Last Pay - Indicates that the next pay run will be the employee's last pay. Note: As mentioned above, if you mark an employee with this status and then close the pay, the employee will be automatically set to the Terminated status and excluded from subsequent pay runs (see above).
Special - Indicates that the employee is to be included in any subsequent Extra, Additional, or Reversal (Special) pay runs. This status is best used in cases where a pay run is to be applied to a single or limited number of employees only. If a Reversal (All) payroll is run, this status will be ignored since all employees will be paid regardless. Note: If you set an employee's status for a single subsequent special pay run, remember to set the status back to Active after the run so that the employee will not continue to be included in subsequent special runs.
Deleted - Indicates that the employee is not working for the company and has been removed from the payroll. This status can be needed in a number of cases such as:
- The employee was created in error or as a duplicate.
- The employee was never paid nor does he/she have any YTD values.
- The employee was created for testing purposes only.
Custom Status - This cell may also display a custom status if you have defined one in the Employer tab's Payroll Define Status screen.

Surname

Use this cell to enter the employee's surname (also referred to "family name or "last name"). For example, John Smith's surname would be entered as Smith. You can also enter surname prefixes for employee names that require one. For example, John Van Houton's surname would be entered as Van Houten. The cell also supports special characters - e.g. O'Leary or Elkjærd.

Note: The content for this cell cannot be edited directly. If you wish to modify the cell's text or value, you must open the appropriate screen that is used to manage its content.

See Also