Reviewing, Adjusting, and Deleting Employee Balances

This chapter provides an overview of employee balance adjustments and discusses how to:

Review and adjust arrears balances.
Review and adjust year-to-date (YTD) check balances.
Review and adjust deduction balances.
Review and adjust earnings balances.
Review and adjust garnishment balances.
Review and adjust special accumulator balances.
(USA) Review and adjust U.S. tax balances.
(E&G) Review and adjust 1042 tax balances.
(CAN) Review and adjust Canadian tax balances.
Review and adjust other balances.
Generate the Balance Adjustment Report.
Delete employee balances.

See Also

Converting Employee Balances

Understanding Employee Balance Adjustments

This section lists common elements and discusses:

Balance adjustments.
Balance Adjustment component.
Adjustment processing.
New balance records.
Related balances.
How to view employee balances.

Common Elements Used in this Chapter

Adjustment Reason	Text that you enter here becomes part of the adjustment record and your audit trail.
Balance ID	Identify the type of balance being adjusted, such as calendar year, fiscal year, and so forth.
Period	Identify the period within the balance ID that is to be adjusted. For example, if the calendar year and the fiscal year span different time periods, September would be period nine for the calendar year and could be period one for the fiscal year.
Quarter	The system displays the quarter that corresponds to the balance ID and period that you entered.
Suspend Adjustment	Select to return to the first page in the component to reenter one or more of the keys.

Balance Adjustments

Sometimes it is necessary to adjust employee balances, for example if an employee were taxed in the wrong state or province. To correct the error, you use the Balance Adjustment component to adjust the employee’s balance records.

The balance records in the system are cumulative totals of the various deductions, earnings, and taxes for individual employees’ paychecks. If an employee works for more than one company, the system maintains separate balance records for each. The system creates a new balance record for each month, updates all balances when you run the Pay Confirmation COBOL SQL process (PSPCNFRM), and maintains monthly, quarterly, and YTD totals.

Balance Adjustment Component

Use the Balance Adjustment component to adjust employee balances. Pages are provided for both U.S. and Canadian payroll adjustments.

For each type of balance to be adjusted, there are two pages:

Adjust Balance 1 page.

On this page you identify the balance that you want to adjust.

Note. After you enter data on page 1, click Save. The system brings up page 2 for entering the adjustment. If you click the page 2 tab before saving page 1, all you will get is the data entered on the first page and blank space where the adjustment fields should be.
Adjust Balance 2 page.

On this page you enter the adjustment.

When you save the data, the system updates the appropriate employee balance record. You can then make another adjustment to another balance for the employee. You can make multiple adjustments to an employee’s balances quickly, without having to retype a lot of information.

Note. (CAN) When there is a separate Canadian version of a page, the fields on that page have the same functionality as those on the U.S. version. However, in addition to company and balance ID, you can view information according to wage loss plan and province.

Adjustment Processing

Suppose it’s November, and you need to adjust an employee’s deduction balance for the previous March. When you make the adjustment, the system updates the March balance and then rolls the adjusted amount forward, updating all monthly, quarterly, and YTD balance records through November.

If you want to adjust a balance for a particular quarter, you can make the adjustment to any monthly balance in that quarter, and the system rolls the adjusted amount forward to the balance record for that quarter.

For each adjustment, the system creates an audit record that identifies the balance that was updated, the before and after values, and the amount of the adjustment, providing a complete snapshot of the adjustment, including the date and time it was made. You can view the audit trail for this adjustment online, using the balance inquiry pages located under Payroll for North America, Periodic Payroll Events, Balance Reviews.

For multiple adjustments to a balance record, the system stores the adjustments by sequence number. For example, if you adjust a January deduction balance in July and then adjust the April balance of the same deduction in September, the sequence information provided by the system enables you to retrace your steps to get a precise accounting of how the system arrived at the current balance.

Warning! You cannot cross years when adjusting employee balances. To adjust a balance from a previous year, do a check reversal and then make the adjustment in the current year. Also, when you make an adjustment to a previous year’s balance, be sure to consider the year-end requirements, for example, whether you need to issue a revised year-end slip.

New Balance Records

You can create new balance records using the balance adjustment pages. For example, an employee has moved from Ohio to Indiana, and wages that were earned in the last pay period should have been in the Indiana tax balance. Using the Adjust Tax Balance pages, you can make an adjustment to reduce the Ohio wages and create a new Indiana tax balance, even though the employee doesn’t have a state tax record for Indiana.

Note. Garnishment and Canadian Record of Employment (ROE) balance records cannot be created through the balance adjustment pages. For garnishments, you must first establish a Garnishment Specification Data record for the employee. For Canadian ROE, the balance adjustment process allows only for the reallocation of ROE earnings and hours information from one existing Employment Insurance period to another.

Related Balances

Some employee balance records are related to others. For example, an employee’s garnishment balance is a subset of the employee’s overall deduction balance. However, the system treats each category of balance records independently. When you make an adjustment to an employee’s garnishment balances, the system does not automatically make a corresponding adjustment to the employee’s deduction balances.

Similarly, if you adjust earnings, deduction, or tax balances, which are components of the employee’s check YTD balance, the system does not automatically adjust the corresponding check YTD balance.

To keep the related balances synchronized, you must do so manually. For example, if you update the taxes on the Adjust Tax Balance page, make a corresponding manual adjustment on the Adjust Check YTD Balance page (and vice versa).

See Also

Reviewing and Adjusting Other Balances

Confirming Pay

Administering Garnishments

How to View Employee Balances

Use the balance inquiry pages to view employee balances for deductions, garnishments, earnings, taxes, arrears, special accumulators, and YTD paycheck totals. You can also use these pages to view the adjustments that are made to employee balances.

Note. The system automatically updates information on the balance adjustment inquiry pages each time you confirm a payroll or make an online adjustment.

Although you can click the page tabs to move from a balance inquiry page to its associated balance adjustment page, there is no correlation between the scroll areas on those two pages. The scroll area on the balance inquiry page moves among monthly balances. The scroll bar on the balance adjustment page moves independently among adjustments.

For example, if you’re viewing a particular monthly deduction balance on the Deduction Balances page, the Deduction Balance Adjustments tab takes you to the employee’s deduction balance adjustments, but not necessarily the adjustments of that particular monthly deduction balance.

Reviewing and Adjusting Arrears Balances

This section provides an overview of arrears balances and discusses how to:

Identify arrears balances.
Change arrears balances.

Understanding Arrears Balances

Typically, the system creates an arrears balance when an employee’s net pay in a pay period is insufficient to cover a deduction (provided, that is, that you defined a deduction code in the Deduction table to allow arrears). You can also create a deduction arrears balance as a payback balance for recapture in the next pay period, such as for a draw.

Pages Used to Review and Adjust Arrears Balances

Page Name	Object Name	Navigation	Usage
Arrears Balances	BALANCES_ARREARS	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Arrears, Arrears Balances Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Arrears, Arrears Balances Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Arrears, Arrears Balances	Review an employee’s arrears balances.
Arrears Balance Adjustments	BALANCES_ARR	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Arrears, Arrears Balance Adjustments Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Arrears, Arrears Balance Adjustments Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Arrears, Arrears Balance Adjustments	Review the arrears balance from before and after the adjustment.
Adjust Arrears Balance1	ADJ_ARR_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Arrears, Adjust Arrears Balance1 Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Arrears, Adjust Arrears Balance1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Arrears, Adjust Arrears Balance1	Identify the deduction arrears for which you’re adjusting balances.
Adjust Arrears Balance2	ADJ_ARR_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Arrears, Adjust Arrears Balance2 Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Arrears, Adjust Arrears Balance2 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Arrears, Adjust Arrears Balance2	Change the employee’s arrears balances.

Identifying Arrears Balances

Access the Adjust Arrears Balance1 page.

Identify the arrears balance that you want to adjust and enter an adjustment reason.

Note. Save this page to move to the next page. Selecting the Adjust Arrears Balance2 tab also takes you to the next page, but the fields are display only.

Changing Arrears Balances

Access the Adjust Arrears Balance2 page.

Arrears

Enter the adjustment amount in this field. The system adds the amount that you enter to the balance.

Reviewing and Adjusting YTD Check Balances

This section discusses how to change YTD check balances.

The system stores paycheck balances YTD. They include certain earnings, taxes, deductions, and net pay information.

Pages Used to Review and Adjust YTD Check Balances

Page Name	Object Name	Navigation	Usage
Check Balances Year-to-Date	BALANCES_CHK1	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Check Year-to-Date, Check Balances Year-to-Date Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Check Year-to-Date, Check Balances Year-to-Date	Review an employee’s YTD paycheck balances.
Cheque Balances Year-to-Date	BALANCES_CN_CHK1	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Cheque Year-to-Date, Cheque Balances Year-to-Date	Review an employee’s paycheque balances.
Check Balance Adjustments	BALANCES_CHK2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Check Year-to-Date, Check Balance Adjustments Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Check Year-to-Date, Check Balance Adjustments	Review online YTD adjustments to an employee’s check balances.
Cheque Balance Adjustments	BALANCES_CN_CHK2	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Cheque Year-to-Date, Cheque Balance Adjustments	Review online YTD adjustments to an employee’s cheque balances.
Adjust Check YTD Balance 1	ADJ_CHK_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Check Year-to-Date, Adjust Check YTD Balance 1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Check Year-to-Date, Adjust Check YTD Balance 1	Identify the company, balance ID, year, and period for which you’re adjusting an employee’s YTD check balances.
Adjust Cheque YTD Balance 1	ADJ_CN_CHK_BAL1	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Cheque Year-to-Date, Adjust Cheque YTD Balance 1	Identify the YTD cheque balances that you want to adjust.
Adjust Check YTD Balance 2	ADJ_CHK_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Check Year-to-Date, Adjust Check YTD Balance 2 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Check Year-to-Date, Adjust Check YTD Balance 2	Change the employee’s YTD check balances.
Adjust Cheque YTD Balance 2	ADJ_CN_CHK_BAL2	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Cheque Year-to-Date, Adjust Cheque YTD Balance 2	Change the YTD cheque balances.

Changing YTD Check Balances

Access the Adjust Check YTD Balance 2 page.

Adjustment to YTD (adjustment to year-to-date)

If you enter a value here, the system calculates the new current YTD.

Current YTD (current year-to-date)

If you enter a new current YTD balance, the system calculates the adjustment to YTD.

Note. To access this page you must first enter identifying criteria on the Adjust Check YTD Balance 1 page and save it.

Reviewing and Adjusting Deduction Balances

This section discusses how to change deduction balances.

Pages Used to Review and Adjust Deduction Balances

Page Name	Object Name	Navigation	Usage
Deduction Balances	BALANCES_DED1	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Deductions, Deduction Balances Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Deductions, Deduction Balances	Review an employee’s deduction balances.
Deduction Balances	BALANCES_CN_DED1	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Deductions, Deduction Balances	Review an employee’s deduction balances.
Deduction Balance Adjustments	BALANCES_DED2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Deductions, Deduction Balance Adjustments Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Deductions, Deduction Balance Adjustments	Review online adjustments to an employee’s deduction balances.
Deduction Balance Adjustments	BALANCES_CN_DED2	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Deductions, Deduction Balance Adjustments	Review online adjustments to an employee’s deduction balances.
Adjust Deduction Balance 1	ADJ_DED_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Deductions, Adjust Deduction Balance 1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Deductions, Adjust Deduction Balance 1	Identify the deduction for which you’re adjusting balances.
Adjust Deduction Balance 1	ADJ_CN_DED_BAL1	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Deductions, Adjust Deduction Balance 1	Identify which deduction balances you want to adjust.
Adjust Deduction Balance 2	ADJ_DED_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Deductions, Adjust Deduction Balance 2 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Deductions, Adjust Deduction Balance 2	Change deduction balances.
Adjust Deduction Balance 2	ADJ_CN_DED_BAL2	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Deductions, Adjust Deduction Balance 2	Change deduction balances.

Changing Deduction Balances

Access the Adjust Deduction Balance 2 page.

Deductions

If you enter a new current month-to-date (MTD) balance, the system calculates the adjustment to MTD; if you enter an adjustment to MTD, the system calculates the new current MTD.

Note. To access this page you must first enter identifying criteria on the Adjust Deduction Balance 1 page and save it.

Reviewing and Adjusting Earnings Balances

This section discusses how to change earnings balances.

Pages Used to Review and Adjust Earnings Balances

Page Name	Object Name	Navigation	Usage
Earnings Balances	BALANCES_ERN1	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Earnings, Earnings Balances Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Earnings, Earnings Balances	Review an employee’s earnings balances and the associated hours balances for hourly and exception hourly employees. For salaried employees, it displays hour balances for earnings that accumulate hours, such as vacation.
Earnings Balances	BALANCES_CN_ERN1	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Earnings, Earnings Balances	Review an employee’s earnings balances and the associated hours.
Earnings Balance Adjustments	BALANCES_ERN2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Earnings, Earnings Balance Adjustments Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Earnings, Earnings Balance Adjustments	Review online adjustments to earnings balances.
Earnings Balance Adjustments	BALANCES_CN_ERN2	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Earnings, Earnings Balance Adjustments	Review online adjustments to earnings balances.
Adjust Earnings Balance 1	ADJ_ERN_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Earnings, Adjust Earnings Balance 1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Earnings, Adjust Earnings Balance 1	Identify the earnings balances you’re adjusting.
Adjust Earnings Balance 1	ADJ_CN_ERN_BAL1	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Earnings, Adjust Earnings Balance 1	Identify the earnings for which you’re adjusting balances.
Adjust Earnings Balance 2	ADJ_ERN_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Earnings, Adjust Earnings Balance 2 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Earnings, Adjust Earnings Balance 2	Change earnings balances.
Adjust Earnings Balance 2	ADJ_CN_ERN_BAL2	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Earnings, Adjust Earnings Balance 2	Change earnings balances.
Employee Earnings Record Rpt	PRCSRUNCNTRL	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Employee Earnings Record Rpt, Employee Earnings Record Rpt Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Employee Earnings Record Rpt, Employee Earnings Record Rpt	Prints the PAY014 report, which is an earnings summary record for each employee selected as of the date specified.
Employee Earnings Record Rpt	PRCSRUNCNTL	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Employee Earnings Record Rpt, Employee Earnings Record Rpt	Prints the PAY014CN report, which is an earnings summary record for each employee selected as of the date specified.
Employee Earnings Snapshot Rpt	RUNCTL_PAY013	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Employee Earnings Snapshot Rpt, Employee Earnings Snapshot Rpt Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Employee Earnings Snapshot Rpt, Employee Earnings Snapshot Rpt	Prints the PAY013 report, which reports detailed earnings information for employees as of the date that you specify.
Employee Earnings Snapshot Rpt	RUNCTL_PAY013CN	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Employee Earnings Snapshot Rpt, Employee Earnings Snapshot Rpt	Prints the PAY013CN report, which reports detailed earnings information for employees.

Changing Earnings Balances

Access the Adjust Earnings Balances 2 page.

Hours and Gross Earnings

If you enter a new current MTD balance, the system calculates the adjustment to MTD; if you enter an adjustment to MTD, the system calculates the new current MTD.

Note. To access this page you must first enter identifying criteria on the Adjust Earnings Balance 1 page and save it.

Reviewing and Adjusting Garnishment Balances

This section discusses how to:

Review garnishment balances.
Change garnishment balances.

Pages Used to Review and Adjust Garnishment Balances

Page Name	Object Name	Navigation	Usage
Garnishment Balances	BALANCES_GRN1	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Garnishments, Garnishment Balances Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Garnishments, Garnishment Balances Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Garnishments, Garnishment Balances	Review the garnishments that you have taken if you are garnishing an employee’s wages.
Garnishment Balance Adjustment	BALANCES_GRN2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Garnishments, Garnishment Balance Adjustment Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Garnishments, Garnishment Balance Adjustment Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Garnishments, Garnishment Balance Adjustment	Review online adjustments to garnishment balances.
Adjust Garnishment Balance 1	ADJ_GRN_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Garnishments, Adjust Garnishment Balance 1 Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Garnishments, Adjust Garnishment Balance 1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Garnishments, Adjust Garnishment Balance 1	Specify which garnishment balances you’re adjusting.
Adjust Garnishment Balance 2	ADJ_GRN_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Garnishments, Adjust Garnishment Balance 2 Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Garnishments, Adjust Garnishment Balance 2 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Garnishments, Adjust Garnishment Balance 2	Change garnishment balances.

Reviewing Garnishment Balances

Access the Garnishment Balances page.

Garnishment

Calculations for limit processing use this field. Enter this value in the Limit Balance field on the Garnishment Spec Data 3 page if you have adjusted the garnishment balances calculated by the system.

Changing Garnishment Balances

Access the Adjust Garnishment Balance 2 page.

Deductions, Garnishments, Company Fee, and Payee Fee

If you enter a new current MTD balance, the system calculates the adjustment to MTD; if you enter an adjustment to MTD, the system calculates the new current MTD.

Note. To access this page you must first enter identifying criteria on the Adjust Garnishment Balance 1 page and save it.

Reviewing and Adjusting Special Accumulator Balances

This section discusses how to change special accumulator balances.

Pages Used to Review and Adjust Special Accumulator Balances

Page Name	Object Name	Navigation	Usage
Special Accumulator Balances	BALANCES_SPC1	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Special Accumulator, Special Accumulator Balances Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Special Accumulators, Special Accumulator Balances	Review an employee’s hours and earnings balances for special accumulators, such as 401(k) and Thrift Savings Plan (TSP).
Spcl Accum Balance Adjustment (special accumulator balance adjustment)	BALANCES_SPC2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Special Accumulator, Spcl Accum Balance Adjustment Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Special Accumulators, Spcl Accum Balance Adjustment	Review online adjustments to special accumulators.
Special Accumulator Balances	BALANCES_CN_SPC1	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Special Accumulators, Special Accumulator Balances	Review an employee’s hours and earnings balances for special accumulators, such as 401(k) and TSP.
Spcl Accum Balance Adjustment (special accumulator balance adjustment)	BALANCES_CN_SPC2	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Special Accumulators, Spcl Accum Balance Adjustment	Review online adjustments to special accumulators.
Adjust Special Accum Balance1 (adjust special accumulator balance1)	ADJ_SPC_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Special Accumulators, Adjust Special Accum Balance1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Special Accumulators, Adjust Special Accum Balance1	Identify the special accumulator for which you’re adjusting balances.
Adjust Special Accum Balance2 (adjust special accumulator balance2)	ADJ_SPC_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Special Accumulators, Adjust Special Accum Balance2 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Special Accumulators, Adjust Special Accum Balance2	Change special accumulator balances.
Adjust Special Accum Balance1 (adjust special accumulator balance1)	ADJ_CN_SPC_BAL1	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Special Accumulator, Adjust Special Accum Balance1	Identify the special accumulator for which you’re adjusting balances.
Adjust Special Accum Balance2 (adjust special accumulator balance2)	ADJ_CN_SPC_BAL2	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Special Accumulator, Adjust Special Accum Balance2	Change special accumulator balances.

Changing Special Accumulator Balances

Access the Adjust Special Accum Balance2 page.

Hours and Gross Earnings

If you enter a new current MTD balance, the system calculates the adjustment to MTD; if you enter an adjustment to MTD, the system calculates the new current MTD.

Note. To access this page you must first enter identifying criteria on the Adjust Special Accum Balance1 page and save it.

(USA) Reviewing and Adjusting U.S. Tax Balances

This section discusses how to:

Identify tax balances.
Change tax balances.

Pages Used to Review and Adjust U.S. Tax Balances

Page Name	Object Name	Navigation	Usage
Tax Balances	BALANCES_TAX1	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Taxes, Tax Balances Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Taxes, Tax Balances	Review an employee’s federal, state, and local tax balances.
Tax Balance Adjustments	BALANCES_TAX2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Taxes, Tax Balance Adjustments Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Taxes, Tax Balance Adjustments	Review online adjustments to an employee’s tax balances.
Adjust Tax Balance 1	ADJ_TAX_BAL1	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Taxes, Adjust Tax Balance 1 Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Taxes, Adjust Tax Balance 1	Identify the tax for which you’re adjusting balances.
Adjust Tax Balance 2	ADJ_TAX_BAL2	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, Taxes, Adjust Tax Balance 2 Payroll for North America, Periodic Payroll Events USF, Balance Reviews, Taxes, Adjust Tax Balance 2	Change tax balances.

Identifying Tax Balances

Access the Adjust Tax Balance 1 page.

Identify the tax balances that you want to adjust and enter an adjustment reason.

State

Enter $U if you’re adjusting federal tax balances.

Enter $E if you’re adjusting advanced Earned Income Credit balances.

Changing Tax Balances

Access the Adjust Tax Balance 2 page.

Taxes, Taxable Gross, No Limit Gross, and Tips Earnings

If you enter a new current MTD balance, the system calculates the adjustment to MTD; if you enter an adjustment to MTD, the system calculates the new current MTD.

(E&G) Reviewing and Adjusting 1042 Tax Balances

This section discusses how to change 1042 tax balances.

Pages Used to Adjust 1042 Tax Balances

Page Name	Object Name	Navigation	Usage
1042 Tax Balances	BALANCES_TAX3	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, 1042 Taxes, 1042 Tax Balances	Review an employee’s 1042 tax balances.
1042 Tax Balance Adjustments	BALANCES_TAX4	Payroll for North America, Periodic Payroll Events USA, Balance Reviews, 1042 Taxes, 1042 Tax Balance Adjustments	Review online adjustments to an employee’s 1042 tax balances.
Adjust 1042 Tax Balance 1	ADJ_TAX_BAL3	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, 1042 Taxes, Adjust 1042 Tax Balance 1	Identify the country, income code, tax rate, state, and reason for adjustment to an employee's 1042 tax balances.
Adjust 1042 Tax Balances 2	ADJ_TAX_BAL4	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, 1042 Taxes, Adjust 1042 Tax Balance 2	Change 1042 tax balances.

Changing 1042 Tax Balances

Access the Adjust 1042 Tax Balances 2 page.

Tax, Taxable Gross, WH Allowance, (withholding allowance) and Exemption Code

You can make the adjustment either by entering a new current MTD balance or by entering the adjustment amount in adjustment to MTD. If you enter a new current MTD balance, the system calculates the adjustment to MTD; if you enter an adjustment to MTD, the system calculates the new current MTD.

Note. To access this page you must first enter identifying criteria on the Adjust 1042 Tax Balance 1 page and save it.

(CAN) Reviewing and Adjusting Canadian Tax Balances

This section discusses how to change Canadian tax balances.

Pages Used to Review and Adjust Canadian Tax Balances

Page Name	Object Name	Navigation	Usage
Canadian Tax Balances	BALANCES_CN_TAX1	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Taxes, Canadian Tax Balances	Review an employee’s tax balances.
Canadian Tax Balance Adjust (Canadian tax balance adjustment)	BALANCES_CN_TAX2	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, Taxes, Canadian Tax Balance Adjust	Review online adjustments to an employee’s Canadian tax balances.
Adjust Tax Balance 1	ADJ_CN_TAX_BAL1	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Taxes, Adjust Tax Balance 1	Identify the taxes for which you’re adjusting balances.
Adjust Tax Balance 2	ADJ_CN_TAX_BAL2	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Taxes, Adjust Tax Balance 2	Change tax balances.

Changing Canadian Tax Balances

Access the Adjust Tax Balance 2 page.

Tax/PA, Taxable Gross, and No Limit Gross

If you enter a new current MTD, the system calculates the adjustment to MTD. If you enter an adjustment to MTD, the system calculates the new current MTD.

Note. To access this page you must first enter identifying criteria on the Adjust Tax Balance 1 page and save it.

Reviewing and Adjusting Other Balances

This section discusses how to:

(E&G) Review and adjust contract prepay balances.
(CAN) Review and adjust ROE balances.
(USF) Review and adjust leave accrual balances.

Generating a Balance Adjustment Report

This section discusses how to generate a Balance Adjustment Report.

Pages Used to Generate the Balance Adjustment Report

Page Name	Object Name	Navigation	Usage
Balance Adjustment Report	RUNCTL_PAY025	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Balance Adjustment Report, Balance Adjustment Report Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Balance Adjustment Rpt, Balance Adjustment Report	Generate the PAY025 report, which details the information recorded with each balance adjustment processed through the balance adjustment pages.
Balance Adjustment Report	RUNCTL_PAY025CN	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Balance Adjustment Report, Balance Adjustment Report	Generate the PAY025CN report, which details the information recorded with each balance adjustment processed through the balance adjustment pages.

Generating a Balance Adjustment Report

Access the Balance Adjustment Report page.

Click Run to run the report using PeopleSoft Process Scheduler.

Select Date Type

Selecting Use Balance Date reports balance records for periods in the specified date range to which you’ve applied adjustments. Selecting Use Adjustment Date reports all balance records that you adjusted on dates in the specified date range.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Deleting Employee Balances

This section provides an overview of the Delete Balances COBOL SQL process (PSPDLBAL in the U.S. and PSPDLBLC in Canada) and discusses how to run the Delete Balances process.

Understanding the Delete Balances COBOL SQL Process (PSPDLBAL, PSPDLBLC)

The Delete Balances process is an effective way to purge obsolete historical data from the system and free disk space. This process deletes obsolete employee payroll balances for the year and period that you specify. Specifically, it deletes balances for earnings, deductions, taxes, and paychecks YTD.

When you run the Delete Balances process depends on when your company no longer has legal or corporate requirements that require it to maintain the information. For example, you might run the process annually after you print W-2s, produce quarterly reports, and so on.

Warning! Running the Delete Balances process deletes balances for earnings, deductions, taxes, and paychecks YTD for the year and period that you specify. Once deleted, this information is not recoverable. Use this process with care.

Page Used to Delete Balances

Page Name	Object Name	Navigation	Usage
Balance Deletion	RUNCTL_PAY_DEL_BAL	Payroll for North America, Periodic Payroll Events USA, Balance Adjustments, Delete Balances, Balance Deletion Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, Delete Balances, Balance Deletion Payroll for North America, Periodic Payroll Events USF, Balance Adjustments, Delete Balances, Balance Deletion	Specify process parameters for the Delete Balances process. You can delete balances for a specific company and a specific balance year and period.

Running the Delete Balances COBOL SQL Process (PSPDLBAL, PSPDLBLC)

Access the Delete Balances page.

Click Run to run this request. PeopleSoft Process Scheduler runs the Delete Balances process at user-defined intervals.

Balance ID

Maintain these values in the Balance ID table, and identify the various year types for which you maintain balances (for example, calendar year, or fiscal year). For each balance ID in the Balance ID table, you must also define the following:

The balance years, or the years included in that balance year type.
The applicable periods for each balance year in which you maintain balances.

Balance Year and Period

For the balance year, the system deletes employee balance records up to but not including:

The period that you specify in the Period field.
The period in which the last activity was posted to the balance.

In February 2005, an organization deletes balances for the previous calendar year, specifying December 2004 as the period on the Balance Deletion page. The system:

Deletes the balance records for the months of January through November 2004.
Retains the balance records for December 2004.

If an employee had a deduction that met its goal balance in September, the September balance record would be retained, because it is the latest updated balance record for that deduction.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Adjustment to YTD (adjustment to year-to-date)	If you enter a value here, the system calculates the new current YTD.
Current YTD (current year-to-date)	If you enter a new current YTD balance, the system calculates the adjustment to YTD.