Adding One-Time Deductions

If an employee needs a deduction to be applied only once, you can add a one-time deduction.

  1. Access One Time Deduction (PR39.1).
  2. Select the employee for whom you want to add the deduction in the Employee field on the deduction line (not at the top of the form). Use the following guidelines to enter field values:
    Deduction

    Select the deduction code for the one-time deduction.

    If the deduction does not exist for the employee on Employee Deduction (PR14.1), the system creates the deduction for the employee but leaves the Deduction Cycle fields blank.

    Amount

    Type the one-time deduction amount. To create a negative one-time deduction, type a negative sign following the amount.

    Date

    Type the date you want the deduction taken. The date you enter should correspond with a time record date.

    Note: The date on PR39 should ONLY correspond to a time record date if paying in arrears. For clients who pay current, the check date may possibly be before the time record date, and PR39 is not taken.

    PR39 deductions are processed on the date entered in the Payment Date field of Earnings and Deductions Calculation (PR140). That means if the one-time deduction date is before or on the same day as the PR140 date, the deduction is processed.

    If you leave the Date field blank, the system date defaults. Use Time Record Selection (PR38.1)or Batch Time Record Update (PR137)to select one-time deductions along with time records for payroll processing.

    Status

    Select Future or Current status when you enter one-time deductions. The application changes Future status one-time deductions to Current status along with time records, based on parameters you define in Time Record Selection (PR38.1)or Batch Time Record Update (PR137).

    Earnings and Deductions Calculation (PR140) processes only Current status, one-time deductions. After you run PR140, the status changes to Processed for all one-time deductions that were processed.

    Check Group

    Type a check group.

    Defining a check group for the one-time deduction determines that the deduction is taken only from pay codes where the check group is an exact match, or from any pay code if the check group on the one-time deduction is blank.

    If the check group on the one-time deduction is any value other than blank and does not match the check group value on any pay code, the one-time deduction will not be taken.

    Note: If the one-time deduction is an arrears deduction created by the system, the message "ARREARS" displays.
    Priority

    Type a value of 1-9, 1 being the highest, to determine the priority in which the application processes the deduction within categories in the following order:

    • Withholding type deductions

    • Exclude from disposable income deductions

    • Garnishment deductions

    • Other deductions

    With the exception of garnishments, the Payroll application processes one-time deductions in priority number order in the category in which they fall after standard deductions for all categories are processed.

    With the exception of garnishments, if multiple deductions within a category have the same priority, the application processes them in alphanumeric order.

    The sub-priorities field on United States Employee Garnishment (PR26.1)and United States Garnishment Rules (PR25.2) determines the order in which multiple garnishments with the same priority are taken for an employee. You define garnishment deductions by selecting Yes in the Garnishment field of Deduction (PR05.1) The priority you define for an employee deduction record overrides the priority defined for the deduction.

    Payment Description

    Type a payment description for the one- time deduction. This description prints on Earnings and Deductions Calculation (PR140) only if a regular deduction with the same code is not taken. Payment Print (PR160)prints the description from Deduction (PR05.1) on the payment stub.

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