Apply Deduction Codes to Employees

Use this procedure to automatically increase or decrease a deduction rate. You can validate a deduction code record and automatically write it to the Employee master file for a specified range of employees. This saves time if you want to apply a deduction code or change the standard limit amount or rate for a group of employees.

To apply deduction codes to employees

Select Payroll Setup menu > Deduction Code Maintenance.
In the Deduction Code field, select the deduction for which you are making the global change. For more information, see Deduction Code Maintenance - Fields.
Make changes to the deduction set up as needed, and then click Apply.
In the Apply Deduction to a Range of Employees window, select an option in the Adjust Employees with Existing Deduction field. For more information, see Apply Deduction to a Range of Employees - Fields.
In the Adjust Standard Rate, Limit or Both field, select whether to update the standard amount, rate, or standard limit.
If you want to update only selected employees with a specific original deduction amount, rate, or limit; select the Adjust Employees with a Specific Rate or Limit check box.

If you select this check box, complete step 7; otherwise, proceed to step 8.
In the Original Deduction Amount/Rate and Original Deduction Limit fields, enter the original deduction amount or rate and limit. Only those employees with an exact match to these fields will be updated.
In the Selections grid, enter your selection criteria.
Click Proceed.

The record is validated and written to the Employee master file for the selected employees. Clicking Cancel in the Deduction Code Maintenance window does not cancel the changes made.

Example 1 - Applying a Deduction Code

If you change the union dues deduction amount to $12.00, you could apply this new rate to all employees currently incurring this deduction. Under these circumstances, in the Apply Deduction to a Range of Employees window:

Select Already Applied in the Adjust Employees with Existing Deduction field in the Apply Deduction to a Range of Employees window.
Clear the Adjust Employees with a Specific Rate or Limit check box.

Example 2 - Applying a Deduction Code

If the union dues deduction rates vary between employees, you could apply the new rate to only those employees incurring the original $10.00 deduction rate. Under these circumstances, in the Apply Deduction to a Range of Employees window:

Select Already Applied in the Adjust Employees with Existing Deduction field.
Select the Adjust Employees with a Specific Rate or Limit check box.
Type 10.00 in the Original Deduction Amount/Rate field.