Adding Payroll Deductions

The Payroll Group Details window lets you add, maintain, and inquire on payroll deductions for all the members associated with a payroll. To access the Payroll Group Details window, on the Portico Explorer Bar, click Payroll in the Operations menu. On the Payroll top menu bar, click Maintenance, then click Payroll Group Details.

How do I? and Field Help

Click the Select a Payroll down arrow to select the payroll number, then click the green arrow. The Payroll Group Details window will appear with the specified member number at the top of the list. Click the left and right arrows to scroll through the credit union’s payrolls. On the Payroll Details grid, click the left and right arrows to scroll through the members on the specified payroll.

The Payroll Group Details window can display the members in any one of the following sequences: member name, social security number, share draft ID, secondary ID, or member number. Therefore, you can display or print the payroll listing in the same sequence as the list provided by the payroll sponsor. Click the Display By down arrow to change the default sequence (Keyword: DO). The valid options are:

• C - Member Number. System Default.
• N - TIN (Taxpayer ID Number)
• M - Member Name
• S - Secondary ID
• D - Share draft ID

In the Starting With field, you can enter the value to begin displaying the member records (Length: 20 alphanumeric).

You also can scan the payroll information for a specific deduction amount or share type or both. For example, if your control amount is out of balance by $100, type 100.00 in the Deduction Amount field in the Scan For group box, and the system will automatically display all members with a $100 payroll deduction amount.

• Click the Scan For Share down arrow to select the share type to be used for scanning the members' records. The system will display all members on this payroll with the specified payroll share type.
• In the Scan For Deduction Amount field, enter the payroll deduction amount that you want the system to display (Length: 8 numeric including decimal). The system will scan all members on the payroll and display just those with a payroll deduction for the amount specified in this field.

Click Reset to clear the fields in the Selection Criteria group box.

Complete the following steps to add a member record to the Payroll Details grid.

1. Enter the member number in the Member Number field (Length: 12 numeric). If necessary, click the member lookup button to display the Member Search dialog box and locate the member.
2. In the Deduction Amount field, enter the total payroll amount from the sponsor for the member (Length: 8 numeric including decimal / Keyword: PA). If the member is not on the current payroll, this is the amount that was last posted. If the member is on the current payroll, but receives a zero dollar amount, the system will change this field to 0.00. If a negative amount is received for the member and the Post Negative Amounts check box is selected on the payroll's Payroll Posting Summary window, a minus sign will appear after the payroll amount.
3. Click the Share down arrow to select the share type in which Portico should deposit the payroll deduction amount, if it differs from the default share type on the Payroll Posting Summary window (Keyword: PS). If you establish a payroll deduction for a share type that the member does not have, a message appears that indicates the share type does not exist and asks if you want to add the share type for the member.
4. Click Add to add a member record to the Payroll Details grid.

You also can enter the member number, deduction amount and share type directly in the Payroll Details grid. Click the Add button in the grid to add additional blank lines. To change a member’s information, change the information as needed and click Save. Click the left and right arrows to scroll through the members on the specified payroll.

Column Heading	Description
Delete	To delete a member deduction, select the Delete check box next to the member number and click Save.
Member Number TIN Member Name Secondary ID Share Draft ID	Depending on the Display By option selected, this column can display the member number, taxpayer ID number, member name, secondary ID or share draft ID associated with the deduction. For taxpayer ID number (TIN), this can be the Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN). Portico partially masks taxpayer ID numbers.
unlabeled
Deduction Amount	The member's total payroll amount received from the payroll sponsor company. If the member is not on the current payroll, this is the amount that was last posted. The member's payroll record will appear on the Payroll Group Details window with the Stop Ded check box selected. If the member is on the current payroll, but receives a zero dollar amount, the system will change this field to 0.00. If a negative amount is received for the member and the Post Negative Amounts check box is selected on the Payroll Posting Summary window, a minus sign will appear after the payroll amount. If both a positive and a negative amount are received, the net amount will appear in the Amount field. This field is a display-only field if the Payroll Group field is N-Net payroll or D-Deduction payroll on the Payroll Posting Summary window. Length: 8 numeric including decimal Keyword: PA
Stop Ded	To place a temporary hold on payroll activity for the member, select the Stop Ded check box to stop all the member's deductions from the payroll. The system will not process the member's payroll deduction until you clear this check box. The member's deduction amount will not be included in the payroll's control amount. The amount will appear in the Stops and Deletes field until this check box is cleared. The system will then decrease the Stops and Deletes field and increase the Additions to Payroll field. If the credit union receives money for the member, the member will appear as an exception on the 262/ 263 Reports with the error code 34 - MEMBER 445 STOPPED, PRD SUSPENDED.
Share	The member share type that will receive the payroll funds. After distributions are made, Portico will deposit any remaining amount to this share type. If the member has a distribution with a priority code of 099, Portico will deposit the remaining amount to a cross account member. You can override the ACH transaction code for an ACH payroll by selecting a different share type in this field. For example, if ACH transaction code 22 posts a payroll to share type 75, you can select a different share type to post the payroll to a money market account. Keyword: PS
Distribution Totals	The total amount of payroll distributions. Length: 12 numeric including decimal
Repeat	If the member's payroll deduction amount exceeds the established distributions, you can indicate the number of times Portico should post the member's payroll distributions. The valid values are 0 to 9. A value of 0 indicates that Portico will not make the scheduled distributions, but will deposit the total deduction amount into the member's payroll share account. If the value is 1 to 9, Portico will post the payroll distributions the designated number of times. System default is 1. If the Repeat Distributions field is Use member level (D) on the Payroll Posting Summary window, the system posts the distributions based on a specified number of pay periods. For exception payrolls, the number of pay periods is specified in the Repeat Ded field on the Member Payroll Maintenance dialog box. For positive payrolls, the number of pay periods is included in the payroll information received in the transmission. The system divides the number of pay periods to arrive at the amount of each distribution. After the distributions are made, the system will change the Repeat Ded field on the Member Payroll Maintenance dialog box back to one on an exception payroll. If the Repeat Distributions field is Reset distributions to 1 (E), the system will follow the same process as with D, but resets the Amount field in the Payroll Deduction group box, Amount field in the Distributions grid, and Repeat Ded field back to their original value on the Member Payroll Maintenance dialog box on an exception payroll. Length: 1 numeric | Keyword: DN
Stop Dist	Select the Stop Dist check box to stop all the member's distributions from the payroll. The stop will take effect at the next payroll posting. Do not delete the member's distributions. The system will post the member's payroll deduction amount to the share type specified in the Share Type field. The payroll's control amount will not change, and the member will appear on the 262/263 Reports with the error code 30 - MEMBER 445 DISTRIBUTION STOPPED, NO DISTRIBUTION MADE.
NFCAN	The computer-assigned number (CAN) used to track non-financial transactions.
Detail	Click the magnifying glass button in the Details column to transfer to the Member Payroll Maintenance dialog box.

Click the printer icon to print the list of payroll deductions in the Payroll Details grid.

Click Save to save the payroll deduction.

Changes to the deduction amount are reflected in the Additions to Payroll, Stops and Deletes, and Control Amount fields in the Summary Totals group box

Field	Description
Date Last Posted	The last system date on which the specified payroll was posted. If the payroll has never posted, 000000 will appear. The back-office cycle will update this field.
Control Amount	The total amount of active member deductions for this payroll. The system will compare this amount to the actual posted amount and evaluate it using the percentage of tolerance allowed. Length: 12 numeric including decimal Keyword: CT
Stop and Deletes	The total amount of all payroll deductions that have been stopped or deleted from this payroll since it was last posted. Length: 12 numeric
Additions to Payroll	The total amount of all payroll deductions that have been added to this payroll since it was last posted. Length: 12 numeric

General Ledger Effects: none | Related Reports: Audit Trail Report 990 (if maintained)

The teller does not have to be open to inquire on payroll information, but must be open to add or maintain member payroll information. The audit trail of maintenance to the Payroll Group Details window will reflect the Member Payroll Maintenance dialog box (Portico Host: 445 Transaction). The Reversals - Same-Day Reversals by CAN tab will show this maintenance as the Payroll Group Details window (Portico Host: 480 Transaction).

Corrections: To reverse the transaction on the same day, use the Reversals - Same-Day Reversals by CAN tab to automatically reverse the changes to the Payroll Group Details window and reverse the zero-balance share type open, if a new share type was added for the member.

Portico Host: 480