How to Utilize Insufficiency Codes and Benefit Arrears Munis: Payroll

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1 [MU-PR-12-A] How to Utilize Insufficiency Codes and Benefit Arrears Munis: Payroll CLASS DESCRIPTION When employees go on leave, or do not have sufficient earnings to cover their expected deduction withholdings for a period, those costs need to be ameliorated in the short term and may need to be recollected in the long term. Munis can assist with both of these issues by adjusting for and tracking unpaid employee shares, as well as allowing automatic collection after-the-fact, or even allowing billing of an employee for unpaid benefits costs through General Billing. This session will cover scenarios that would lead to the need for these processes, as well as the setup necessary to allow clients to leverage these different types of functionalities. After completing this class, you will understand how both Insufficiency Codes and the Benefits Arrears processes work, and how these processes can be utilized to track and collect these amounts when necessary. WHEN DEDUCTIONS CANNOT BE WITHHELD When employees do not earn their expected amount of earnings (due to leaves, schedule variations, etc.), a situation can come up where an employee s expected deduction amounts (amounts to be withheld) are more than can be withheld from the employee s current check. This can happen for different reasons, and while the basic complication for these situations are the same (that the employee has insufficient pay to cover deduction costs), the reason for the insufficiency as well as the type of deduction can lead to differences in how these insufficiencies may best be addressed. To demonstrate how different automated methods for dealing with employee insufficiencies may be leveraged, we will examine some scenarios where an insufficiency may occur, and a corresponding option that can be used. In Munis, there are three main functionality options that relate to these scenarios (and one that combines the two): 1. Insufficiency codes in Deduction and Benefit Master 2. The Benefits Arrears process 3. Functionality that combines the two (Insufficiency to Benefit Arrears) We will explore these options in detail here. DEDUCTION PRIORITIES AND INSUFFICIENCY CODES When an employee as insufficient pay to cover all of their expected deduction withholdings, Munis will first attempt to make automated adjustments to deduction amounts based on elections made by the

2 client about whether a deduction amount can be automatically adjusted, and if so how. These types of adjustments are based on the deduction s Insufficiency code setting. When calculating the final amount that can be actually withheld from an employee, the check calculation process first calculates deduction gross and expected employee share amounts for each deduction, working first along priority order (lowest to highest), but then also along exception dependency order (if one deduction is pre-tax for example, the amount for that deduction is calculated first prior to the tax). If after calculating what the amounts for a deduction s employee share should be based on deduction gross and calculation settings the total of the employee shares for all deductions is greater than the amount of the employee s pay (resulting in a negative net pay situation), then deductions next are evaluated along priority lines (from lowest to highest) to see what the maximum amount that can be taken from the employee for each deduction would be while avoiding a negative net pay situation. As the system evaluates this, the insufficiency code within the payroll (based on the Deduction and Benefit Master settings at the time of deduction generation) is checked to see if the amount taken (actually withheld) for the deduction can be adjusted to be different than the expected amount. As of 11.2, there are 6 options for this field, and each option works in a different way. Code Description Scenario A AS MUCH AS POSSIBLE Amount adjusted to be maximum available B AS MUCH AS POSSIBLE - ARREARS Amount adjusted to be maximum available remainder paid by employer and tracked in Benefit Arrears program D DEFER TO NEXT PAYROLL No amount taken from employee s check M MANDATORY (MUST BE RESOLVED) Full amount taken can result in insufficient (negative) net pay requiring manual adjustment S SKIP IF < 100% AVAILABLE No amount taken from employee s check 2

3 Code Description Scenario V SKIP IF < 100% AVAIL - ARREARS No amount taken from employee s check full amount paid by employer and tracked in Benefit Arrears program Option M Mandatory essentially means that no automated adjustment can take place (the taken amount cannot be different than the calculated/expected employee amount). To exemplify this, here is an example where all deductions are coded M Mandatory and the total employee share(s) for all deductions is greater than the amount of pay available to be withheld. An employee in this situation will give a serious error in the Error Report: And the Final Earning and Deductions proof cannot be run in this scenario (when serious errors exist). 3

4 In this scenario - if no automated deduction adjustments can be made (or the automated deductions that can be made are insufficient i.e. if the taken amounts even after adjustment are still more than the amount of pay) then manual adjustments will need to be made to the check to allow payroll processing to continue. We will now examine the ways in which the different Insufficiency options impact these calculations (and how they can be leveraged to allow automated adjustment). Employee-only impact The first type of insufficiency is best used when dealing with an employee s inability to cover withholdings that are essentially optional in other words, deductions for which their contribution is not technically required. These types of withholdings would most commonly include flat amount or percentage based contributions like elected partial direct deposits (e.g. a $ per period deposit to a savings account), or elected contributions like those for charity. Note: the employee s contributions to these deductions would also need to be ones that will not affect taxable gross (they are not pre-tax for example). A deduction that is set to be pre-tax for another deduction via Payroll Exceptions will not accept an update to the Deduction and Benefit Master changing the Insufficiency Code to either A, D or S. For these types of deductions, one automated method for adjusting them that can apply well in cases of insufficient net pay is to have the system with automatically reduce the amount of the deduction or skip the deduction altogether if the whole amount requested cannot be withheld. Code Description Scenario A AS MUCH AS POSSIBLE Unrequired (Employee-only impact) B AS MUCH AS POSSIBLE - ARREARS Required employee has pay D DEFER TO NEXT PAYROLL Unrequired (Employee-only impact) M MANDATORY (MUST BE RESOLVED) Manual adjustments desired S SKIP IF < 100% AVAILABLE Unrequired (Employee-only impact) V SKIP IF < 100% AVAIL - ARREARS Required employee has pay To show this in action, we will deal with an employee with multiple deductions, three of which have the mentioned insufficiency codes. Deduction Priority Insufficiency M - Mandatory M - Mandatory M - Mandatory 4

5 M - Mandatory M - Mandatory M - Mandatory M - Mandatory S - Skip if < 100% Available D - Defer to Next Payroll A - As Much As Possible M - Mandatory Note that the deductions above are listed in priority order (vs. deduction number order), as that is the order in which they are calculated in Munis. We ll start this example with a check where the employee has plenty of pay to cover all of their deduction amounts: In this case, we calculate the expected amount for each line (the Employee Amt on the Withholding tab) while reducing the net pay by that amount as we go, we final that the employee has remaining after all deductions prior to the Net Pay direct deposit, which is what the Taken amount for that deduction is then set to: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken

6 In this scenario, the employee has plenty of money to cover all deductions, so no adjustments are necessary. This is the case all the way down to a scenario where the employee only worked 23 hours (instead of their regular 80): If the employee works just one less hour though: Then the amount of pay ends up being less than the total calculated amount for all the employee s deductions. At this point, funds are allocated to each deduction in priority order until the employee has insufficient pay left with which to fund the remaining withholding(s) the amount of the deduction for that last remaining deduction is then adjusted based on the Insufficiency settings. In this case, the employee has sufficient funds for all deductions through deduction Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken

7 At this point though the employee does not have the full $ required to completely cover the expected amount for deduction Since that deduction has an Insufficiency setting of A - As Much As Possible, the amount taken for that deduction is then reduced to be the largest amount possible at that point in the calculation process which is The difference between the expected amount and the actual taken amount is then tracked in the Not Taken column and the end result is a situation where the employee is left with exactly 0.00 Net Pay Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken

8 This situation (where just the amount of deduction 9000 is adjusted) continues as the employee works less and less hours all the way down to 14: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken 8

9 At one hour of work less though (13 hours worked): The employee now only has the funds to cover the calculated employee share for his deductions through deduction 8050: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken The expected amount for deduction 8800 is $50.00 but the employee only has $49.62 remaining. As the Insufficiency setting on deduction 8800 is D - Defer to Next Payroll, then no amount is taken for this deduction and instead calculation continues, at which point As Much As Possible (49.62) is taken for deduction 9000: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken

10 This trend continues down to the employee only having worked 10 hours: But at only 9.00 hours worked: 10

11 The employee only has enough funds to cover his withholdings through deduction 7000: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken Deduction 8050 (next to be calculated) is expected to be $15.00 but the employee only has $3.52 remaining. Since the Insufficiency for deduction 8050 is set to be S - Skip if < 100% Available then no amount is Taken for this deduction, and calculation continues. As we ve seen though, the next deduction (8800) is set to D - Defer to Next Payroll in cases of Insufficient Net Pay. This means that no amount is taken for this deduction as well and the remaining amount (As Much As Possible of $3.52) is finally taken for deduction 9000: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken

12 Note that when deduction amounts are adjusted in this way, a Warning Error is reported in the Error report: However, as these are just warning errors, the Final Proof and the Employee Update can be completed: 12

13 When deductions Taken amounts are adjusted due to these insufficiencies, then the Deductions Not Taken report will show these adjustments and the resulting amounts. This report can then be used as a reconciliation tool, and/or a tracking tool if adjustments to future payrolls need to be made. NOTE/TIP This using this report and then manually adjusting the next payrolls amount is the only way that the Defer to Next Payroll option would be used in the next payroll. There is no automated mechanism to have this option actually adjust the amounts in the next payroll. Any adjustment to the next payroll to 13

14 withhold an amount that was not taken due to a Defer to Next Payroll insufficiency would have to be withheld with a manual adjustment of that deduction s amount in the next payroll). BENEFITS ARREARS The final two Insufficiency option involve Benefit Arrears so before we explore those options, we will discuss (just in general) how the Benefit Arrears process works. The first scenario where one would utilize the Benefit Arrears functionality is one where an employee is on some sort of unpaid leave, but where their benefits are continuing. In this scenario, the vendor still needs to be paid for the employee s benefit costs and so therefore both the employee and employer share need to be paid to the vendor. The Benefit Arrears process allows this by expensing both the employer and employee share(s) to the employer, and tracking the unfunded employee share as a deficit based on the employee s settings. We will first explore the non-insufficiency-based Benefits Arrears process which best utilized when the employee has no pay (i.e. is on unpaid leave). Employee on Unpaid Leave To use Benefit Arrears in this way, Deductions that should be tracked in Benefit Arrears are associated with Inactive codes (codes that can be specified in the Inactive code on the Dates tab on the Employee Master): Deductions that should be tracked in Benefits Arrears when an employee has a given Inactive code as associated with those Inactive Code(s) in the Benefits Arrears side menu option within Deduction and Benefit Master: 14

15 Within this option, records are added to associate deduction codes with Inactive code(s), as well as with the deduction that should be utilized when recollecting arrears from the employee after they return work. Here we see setup that designates that deductions 2100 and 2200 should be processed within Benefits Arrears in cases where the employee is attached to Inactive code 3, and that outstanding arrears will be paid back under deduction(s) 2150 and 2250 respectively: To show how this will work, above we have an employee who is currently Inactive (and will therefore not have a check generated into the payroll). This employee also has Inactive code 3 specified on the Dates tab. A payroll run that would normally include this employee as part of the Generation process (based on Location ranges, etc.) will not have a check created in this case as the employee is Inactive. This 15

16 employee s benefits can be funded however to ensure that benefits payments will be made to Vendors, and this funding can be tracking within and repaid from the Employee Benefits Arrears program. To run this process, the Benefits Arrears side menu option within Payroll Earning and Deductions is used: When this option is selected, the user is first asked to confirm that they wish to continue (we will cover the employees that are unable to fully cover their benefits par later). If there are no employees who currently should have Benefits Arrears records created (who do not already have a check in the payroll), then a No Records Found message will be displayed: If on the other hand there are employees who have deductions in Employee Deduction that are tied to the Inactive code on their Employee Master record, then a report will be produced to allow for 16

17 proofing of the expected record creation. In this case as this employee has the Inactive code and the associated deductions a report shows that these two deductions will be generated for this employee: After the report is created the user has the option of posting the deductions to the payroll or not: If Yes is selected, the deductions are added. Note in this screenshot that there are two lines for each deduction. This is because as the employee share in this case is being covered by the employer there are separate deductions for the employee and employer share. The details of the four deduction lines show which lines are which: 17

18 Taking health insurance as an example frist, this implies that the charge on the right is actually the employee s share for deduction 2100 (that the employer is covering in this payroll). Similarly below, the employer is covering for dedction When these employer shares are expensed to the General Ledger, it is as if the employee was set up with a status of Benefits Only (in this case, using the Org on the Employee Master of ): 18

19 For the $ $ actual employer shares in this case, the result is that a total of $71.14 is expensed to the account that would be used if the employee was Benefits Only. The employee share(s) of $ $16.03 = $43.72 are instead essentially both expensed from and withheld to the liability account (creating a wash). This leaves an overall negative (debit) in the withholding account ( ) for the deduction which will remain until the employee pays back the arrearage amount. Once the Employee Update step of the payroll is completed, the Benefits Arrears employee share amounts from this payroll (which were essentially covered by the employer so they could be paid to the vendor) are stored in the Employee Benefit Premium Arrears program. Human Resources/Payroll > Payroll > Employee Benefit Premium Arrears After the payroll run above, we can see the employee shares that were covered by the employer being tracked for eventual pay back. The Current Balance on this screen is the entire arrears amount that the employee is still responsible for paying. Clicking on each line gives access to more to detail: Here we can see how this record was created by the payroll. 19

20 Field Name Payroll Run Payroll Warrant Check Invoice Number Invoice Year Check/Invoice Date Deduction Amount Inactive Code Original Payroll Run Original Payroll Warrant Original Check Original Deduction Field Description Run Type of payroll that this record was created from Warrant of payroll that this record was created from Check Number (0-9) of check in payroll that this record was created from Invoice number that this record was created from (if created by Invoice/Bill creation process) Year of Invoice that this record was created from (if created by Invoice/Bill creation process) Date of check or invoice/bill this record was created from Deduction number of this record Amount for this record positive amounts were paid by and are owed to the employer, negative amounts are repayments by employees The inactive code that was on the Employee Master when the record was created If this is a repayment, these fields refer to the payroll that the original payment made by the employer covering the employee s share was made under. The Current Balance at the bottom of this screen shows the current balance for this specific record either for the amount to be repaid for this instance of an employer s payment or for the original instance of an employer s payment that this record was a repayment for. NOTE/TIP Further, if the Benefits Arrears generate process in Payroll Earnings and Deductions is used as outlined above and employee has one of the applicable Inactive codes on their Employee Master record but also does have earnings in the payroll (i.e. they already have a check with some hours), and those earnings are insufficient to cover all of their withholdings, then benefits arrears records will still be created for amounts (even partial amounts) in order to cover a sufficient amount of the employee s deductions for the insufficient net pay situation to be resolved. While this is an option, the need to still leverage an Inactive code as well as limitations of this functionality in dealing with pre-tax deductions makes the combination process of using insufficiency codes in combination with benefit arrears outlined later in this presentation preferable in situations where the employee has some earnings. PAYING BACK BENEFIT ARREARS DUE TO LEAVES WITHIN PAYROLL When paying back Benefit Arrears that have been tracked due to leaves (as shown above), one methodology for repayment is to take the total balance of arrears at the time that the employee returned to work, and create a regular payback deduction to be paid over a certain number of payrolls. 20

21 To show this, we ve added two more payrolls to our example above so that this employee now has a total of $ to be paid back. Once the employee returns to work, the Repay menu option is used to evaluate the total amount of arrears and what the amount per-period should be for payback. After selecting the Repay option, the current balance of arrears for the individual is evaluated and available for proofing: This shows the original deduction that the arrears are owed for, the Repayment Deduction to be used for the repayment, and the total amount owed. The Define option is used to define what amount should be recollected per-payroll and over how many payrolls. Adjusting the Payroll Periods value will automatically recalculate the Repayment Amount fields. Here I have indicated that I would like the amount remaining for deduction 2150 to be recollected over 4 payrolls, while the amount for should be recollected over 2. 21

22 Using the Output-Post option at this point will produce a report of the entered options: After producing the report, the user is given the option for whether they wish to post these deductions to Employee Deductions. If Yes is selected, then deduction(s) is/are created in Employee Deductions with the given criteria. 22

23 NOTE/TIP Deduction Calc Code 02 is best for repayment deductions (as no automatic recalculation of amounts due to Calc Code will take place). The date(s) of the created deductions are based on a start date that is the day after the end date of the last payroll (where the end date was prior to the current date) during which the deduction was processed, and an end date that is number of days per regular payroll period (based on Employee Master Pay Frequency) times the number of periods of recollection. Once these deductions are in place, they will run for the time frame outlined by the date range. Each payroll will be evaluated as well to ensure that the total amount taken does not exceed the total amount owed. Let s see how this plays out as the next few payrolls are run. Here s the first. Note that the amounts for the repay deductions are equal to those on the Employee Deduction records that were created by the Repay process. Compare this to the next payroll that is run. 23

24 Note the amount for 2250 is instead of This is due to functionality within the system to check for the existing balance on a repay deduction, and to adjust the amount to be repaid if it is either more than the amount owed (so an overage is not paid) or less than the amount owed by less than $1.00 (to account for these types of rounding situations where the per-payroll amount over the course of repayment will be slightly less than the total owed). After each payroll is that processed with repayment deductions on it, the repayments are tracked in the Employee Benefit Premium Arrears program. After this second repayment payroll, the history for this employee looks like this: Note that even though we have only actually had two payrolls (and so the repayment deductions have only been taken twice each), that there are many more records. This is because repayments are tracked based on the payroll that they are repaying for so the for deduction 2250 we withheld for repayment in the first payroll was used to create repayment records for two different original payrolls one where the full amount originally paid by the employer is paid back, and a second where only part of the amount is paid back (as that is the remaining amount that was withheld for repayment). After both payrolls where repayment deductions were withheld for deduction 2250 (paying back 2200), there are four total records tracking the repayments. 24

25 In the next two payrolls, deduction 2250 (paying back deduction 2200) no longer generates into the payroll due to the original date limitations. The third payroll has one more deduction for the originally calculated repayment amount (20.76): But the fourth payroll is for this completes the total repayment amount of 83.07: After all four payrolls have been completed, the date limitations (backed up by the logic to check that the repayment amount is not greater than the owed amount) will ensure that repayments are stopped in future payrolls. Here is the result of the arrearage and repayment processes within in the Employee Benefit Premium Arrears program note that the current balance is now 0.00, as the amount(s) have been repaid in full. 25

26 NOTE/TIP Arrearage amounts created with this process can also be billed to the employee through General Billing with the bill creation process, which will be outlined later in this document. Employee cannot cover all required withholdings The final scenario where an employee is not able to fulfill obligations for their share of deductions costs is a combination of the two other scenarios we have seen so far. This type of scenario is one where the employee is not on unpaid leave (they did have some earnings), but those earnings are insufficient to cover required withholdings i.e. withholdings that will need to be covered by the employer in the current payroll and recollected form the employee at a later date. In this case we cannot use the Benefits Arrears process outlined above (as the employee has some pay), nor the insufficiency process outlined at the start of this process what is needed is a combination of the two. The best method to use here is to leverage the new Insufficiency-to-Benefits Arrears process. This process goes into effect when following insufficiency codes are specified on deduction(s): Code Description Scenario A AS MUCH AS POSSIBLE Unrequired (Employee-only impact) B AS MUCH AS POSSIBLE - ARREARS Required employee has pay D DEFER TO NEXT PAYROLL Unrequired (Employee-only impact) M MANDATORY (MUST BE RESOLVED) Manual adjustments desired S SKIP IF < 100% AVAILABLE Unrequired (Employee-only impact) V SKIP IF < 100% AVAIL - ARREARS Required employee has pay 26

27 These insufficiency codes work similarly to their non-arrears counterparts, with the difference that the calculated Not taken amounts are (instead of being just skipped) actually paid for by the employer similarly to how the already described benefits arrears process tracks employee shares when an employee is totally unpaid. Here we will look at a scenario where an employee has insufficient net pay to cover their deductions (and therefore needs some adjustment to their deduction amounts) where two of the deductions are set to adjust based on these insufficiency codes. Here are the two deductions we are using in this example one set to Skip if < 100$, and one set to take As much as possible : NOTE/TIP Note that the priority number on these deductions does not match the deductions number (as it commonly does). This is to ensure that these deductions are accounted for last when calculating net pay. This ensures that all mandatory deductions are accommodated first. Deductions that have insufficiency codes indicating that the amounts may be adjusted should have priority numbers higher than any that do not allow adjustment. This can be done by putting a high priority on the deductions that can be adjusted (as above), or by putting a low priority on this that are Mandatory. Further note that deductions that have the same priority (as these two do) will be calculated in deduction number order. 27

28 Here is an example of an employee who has these deductions, and has insufficient net pay to cover those deductions (and others) in full. First we ll see how much those deductions should be (how much they are if the employee does have sufficient pay): The employee should be paying towards their health care, and towards their dental plan. If we adjust this employee s pay so that the amount is no longer enough to cover these deductions in full, then (just as it was with the other insufficiency codes) the amount(s) are adjusted. But in this case, the uncovered amounts are instead covered by the employer. Here is an instance where the employee does not have sufficient net pay to cover both of these amounts: As we can see here, the two deductions referenced end up with two lines for each deduction: 28

29 The first line in each instance holds the normal deduction amounts (the amounts as-calculated that can be withheld or expensed). The second line shows the amounts that will be covered by the Benefits Arrears process in this instance the full employee amount of for deduction 2200 (as the amount was skipped because 100% of the original amount was not going to be able to be withheld), and 3.79 for deduction 2100 (which is the original amount of minus the left for withholding after other deductions were calculated. Here is the way the check calculation progressed in this case: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken

30 Note that the amounts of FICA, Medicare, and Federal and State Tax are affected by the amount(s) taken for deductions 2100 and 2200 (as they are pre-tax for those calculations). These insufficiency types (insufficiency with Benefits Arrears) are the only ones that can be used with pre-tax deductions. RECOLLECTING ARREARS DUE TO INSUFFICIENCIES When using the Arrears insufficiency codes, how the amount(s) are recollected is dictated by settings on the Deduction and Benefit Master specifically settings within the folder next to the Insufficiency setting: This folder is only accessible while in Update mode. Accessing this folder gives option(s) for which deduction will be used for repayments, and when and how repayments will be made: Field Name Repayment Deduction Code Repayment Option Field Description Repayments will be applied with this deduction. This option dictates how any arrearages due to insufficient net pay will be repaid. Options are: 1) Use Benefits Arrears repayment process 2) Repay only when original deduction is paid 3) Repay only when original deduction is not paid 4) Repay in any payroll where employee is paid The options for repayment dictate how arrearages will be paid back. There are four options as listed above: 30

31 1) Use Benefits Arrears repayment process When this option is selected, no automatic repayment of benefits arrears will be completed. Instead, the repay process will be similar to the process used for Benefit Arrears due to unpaid leave (as outlined earlier). Arrearages will remain in the Employee Benefit Premium Arrears program until the Repay process is run, at which point arrearages will be recollected as a separate deduction line or until the employee is billed for the arrearage. Note when this option is selected, the repayment deduction listed must be different than the original deduction code. 2) Repay only when original deduction is paid 3) Repay only when original deduction is not paid 4) Repay in any payroll where employee is paid The three options above will all attempt to automatically recollect arrearages for deductions within future payrolls. The main difference is when the repayment will take place. It can optionally take place on any check the employee receives, or only on checks where the original deduction us being paid or is not being paid. Here are the settings for deductions 2100: These settings indicate that the system will attempt to recollect any outstanding amounts for deduction 2100 under the original deduction number in any future payrolls where the employee is paid. Here are the settings for deduction 2200: These settings indicate that the system will attempt to recollect any outstanding amounts for deduction 2200 under deduction 2250 and that it will only attempt to recollect in any future payrolls where the employee is paid, but where the original deduction is not included. (This option is best used with deductions that are only taken in some cycles on a per month basis). 31

32 NOTE/TIP As noted earlier, when posting Benefits Arrears amounts to the general ledger, the employer amounts that cover employee shares are essentially tracked as negative liability amounts i.e. the expense account used for those employer expenses are tracked to the same liability account as the withholding. This leaves a shortage in the liability account and this shortage is repaid by the recollection process. For this example, we will examine what happens in the next payroll after the payroll described above. Prior to the payroll being run, here are the balances in Employee Benefit Premium Arrears: The next payroll run for this employee is one that includes deduction Therefore, the repayment for that deduction (that will be paid under deduction 2250) is not included. The repayment for deduction 2100 is included though (as the employee was paid), and is tracked essentially as a positive employee share and a negative employer share (paying back the original employer contribution): 32

33 Below is the detail for the two 2100 deduction lines. One is the regular deduction amount, and the other is the repayment deduction (essentially repaying the original employer contribution): After the Employee Update, we see the results of the repayment in the in the Employee Benefit Premium Arrears program: In the next payroll, deduction 2200 is not included. The arrearage for that deduction is then recollected under deduction

34 Note though that when recollecting deduction amounts in this way, the amount to be repaid will always be evaluated to be As much as possible. If the employee does not have sufficient pay then, the amount for repayment will be automatically adjusted to the maximum amount allowable based on the employee s remaining net pay after deductions. In this example, the employee is only making $50.00 and therefore can only cover 4.09 for repayment: Pay Gross Deduction Priority Employee Amount Amount Taken Remaining Amount Not Taken This is the result on the check for this scenario: After the Employee Update for this payroll, the employee is left with remaining in arrears: 34

35 BILLING FOR AMOUNTS IN BENEFIT ARREARS If an employee leaves employment before all arrearages can be collected, (or even if it would just be more desirable in general to bill the employee), then arrears balances can be billed directly to employees through the General Billing module in Munis. In order to bill an employee for an arrearage, a Charge Code must be set up in the Accounts Receivable Charge Codes program that can be used for the bill. The Charge Code must be the same as the deduction code, and the Category must be 1 General Billing & Misc Cash. The AR code is one of the client defined codes, but should be the same for all Charge Codes that will be used with this functionality. Ideally, Charge Codes will be set up by the AR department, and will be available prior to billing. Here is my setup for my change code in this example: 35

36 To bill an employee for an arrearage, the Generate Bill option in Employee Benefit Premium Arrears program is used: When this option is selected, the user is presented with the option to generate bill(s) for a single employee (the one currently being displayed), or for all employees who have arrearages for specific deduction(s). In this example, we will bill only for this employee (so we will select Single Employee ). At this time the system will check to see if there is an existing Customer number on the General Revenues module that is tied to the employee being billed. This is determined by the Employee # field in the Customers program here is an example of a customer tied to an employee number: If there is not already an existing Customer record tied to this employee number (as there is not in this example), then the user will be prompted to see if they want to create one. 36

37 If Yes is selected here, the user is transferred over to the Customers program in the Accounts Receivable module, where default information from the Employee is populated. The user can then complete entry of this Customer record and save to create the necessary Customer record. Once the Customer is created, the Generate Bill process can be rerun and the process can proceed. Any arrearage balances will then populate in a list. The user can select some or all of the balances to bill: Here we just have one deduction to be billed, which we will select and the Accept button will move us forward in the process. 37

38 On the next screen, information necessary for the bill creation process is specified: Field Name AR Code GL effective date Year/per Invoice date Invoice Description Batch Number Field Description Here is how I am filling out this screen in this example: Client-defined AR code specified on Charge Codes to be used on the invoices/bills GL effective date of the invoice/bill Year and period for bill posting Date of invoice/bill Description to include on invoice/bill This field is display-only, and will display the Batch number of the created invoices once posted Using the Output-Process option at this point will produce a report showing which charges will be included on the invoice(s): And after proofing the report these charges, the client can opt to post these invoices: 38

39 Selecting Yes will create the bills and provide notice when successful: The Batch number is updated on screen after posting with the number of the newly created batch. The newly created invoice can be seen now in Invoice Entry: 39

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