Help:PY1-Changing a Standard Deduction
The window titled Add a Standard Deduction is used to add a new Local Tax Deduction #7 through #99 or a new Miscellaneous Deduction #100 through #9999 to the Standard Deductions File. For further information on adding a new Local Tax deduction, please see Edit Local Tax Deduction. For further information on adding a new Miscellaneous Deduction, please seeEdit Miscellaneous Deduction.
The window titled Changing a Standard Deduction is used to edit the Full Description and/or Check Description for any of the following three standard deductions in the IBS System: Deduction Code #1 (Gross Pay), Deduction Code #3 (FICA Withholding Tax), and Deduction Code #4 (Medicare Withholding Tax). This window enables you to change the name of the deduction as it appears on the paychecks and various payroll reports. Please note that these deductions cannot be deleted by the program, since they contain important year-to-date information for the Federal and State Payroll reports.
Deduction Number: The Deduction Number for each of the IBS standard tax deductions is assigned by the system. This field will display the deduction number which is assigned to this deduction. This is an informational field only and you cannot edit this number.
Full Description: This field will display the current Full Description for this deduction. You may edit this description if you so desire.
Check Description: This field will display the abbreviated description for this deduction. This is the description that will appear on the employee's paycheck stub for this deduction. You may edit this description if you so desire.
[ Save ] Press this button to save any changes you made to this deduction.
[ Cancel ] Press this button to close this window and return to the previous window. NOTE: If you make any changes in this window and then press the [Cancel] button to ignore those changes, then another window titled Save Record will open which asks "Do you want to save the changes to this record?". For additional information, please see Save Record.
[ Help ] Press this button (if available) or the F1 key to view the Help text for this window.
IMPORTANT NOTE REGARDING EDITING DEDUCTIONS:
Before you edit any deduction code, ask this question: "What employee or employees do I want to be affected by this change?" If your deduction edit should affect more than one employee, then you should make that deduction edit through the Standard Deductions option found on the File Pull-Down Menu in the Payroll Manager module. However, if your edit should affect only one specific employee, then you would make that edit to that employee's file only by using the Employee Master File option on the File Pull-Down Menu.
Changes made to a deduction code through the Standard Deductions option on the File Pull-Down Menu can be applied to all employees who use that specific deduction code. Likewise, new deductions added through the Standard Deductions option on the File Pull-Down Menu can be added to all current employees. Whereas, changes made to a deduction code through the Employee Master File option on the File Pull-Down Menu will affect only the specific employee (or employees) in which this deduction code change was made.
Example: In the case of Standard Deductions, the Full Description and Check Description, as found in the Standard Deductions File, are the descriptions which will be assigned to these deductions when a new employee is added to your IBS Payroll System. You can edit these descriptions on an individual employee basis by editing the deduction code within that employee's deduction master file. Any description edits which are made in a specific employee's deduction master file will not affect the description which will print for that same deduction on another employee. The only way you can change the Full Description and/or Check Description for a specific deduction code and then have that new description apply to all employees, is by changing the descriptions through the Standard Deductions option on the File Pull-Down Menu in the Payroll Manager module. After making the appropriate description changes, you must then press the [Update All] button in that process to have that deduction description update be applied to all employees who currently have that deduction code in his/her employee master file.
Just remember that edits made using the Standard Deductions option on the File Pull-Down menu can affect all employees. Whereas, edits made to a specific employee's deductions within his/her Employee Master File will affect that employee only.
