Embedded Files
Use this Create or Modify a Paycheck Deduction job aid to create or modify a miscellaneous deduction. A miscellaneous deduction is any voluntary deduction that is not managed by the Central Payroll Unit (CPU). Since involuntary deductions like child/spousal support, tax levies, and garnishments are handled centrally, this job aid focuses only on creating or modifying other miscellaneous deductions.
Some deductions are automatically populated while others are editable at the state entity level.
Examples of imported deductions include: benefit information entered into BenefitSolver and 457 from PERA. Examples of auto-populated deductions are PERA and FAMLI which are automatically assigned by subtitle.
Examples of editable deductions include: parking, COWINs dues, Colorado Cares Campaign contributions, 401k deductions, and local taxes.
By following these procedures, you’ll ensure accurate paycheck processing, maintain compliance with payroll policies and documentation practices, and ensure miscellaneous deductions are correctly applied.
Prerequisites:
Before you begin, make sure:
The employee(s) you are adjusting already exist in the system.
You have the employee ID for the individual(s) you intend to adjust.
You have all the necessary information and authorization to make the adjustment.
Steps to Create a Paycheck Deduction:
Access the DEDM Activity Folder & Search for the Employee
On the Home Page, click the Deduction Management (DEDM) QuickLink.
—OR—
Use Global Search to navigate to the DEDM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter DEDM, and select DEDM from the list.
The Deduction Management query page opens.
2. Use the filter fields to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it. The record opens in the Deduction Management activity folder on the Employee tab.
Create a Miscellaneous Deduction
4. Navigate to the Miscellaneous Deductions tab.
Note: If the tab isn’t visible, click the 3-dot menu or right arrow to view all tabs.
5. Click the tab-level three-dot menu and select Create Miscellaneous Deduction. The Miscellaneous Deductions (MISC) transaction page opens.
6. Click the Insert (+) icon within the table & complete the fields in the new row.
Deduction Type: Enter the code or use the picklist to select a code.
Deduction Plan: Enter the code or use the picklist to select a code.
Override Amount: Enter the dollar amount, if needed.
Note: The Override Amount is based on the parameters set in the deduction type and plan.Override Rate: Enter the rate as a decimal (e.g., enter .15 for 15%), if needed.
Note: The Override Rate is based on the parameters set in the deduction type and plan.Goal Amount: Enter the dollar amount the employee has designated.
Note: The Goal Amount field is typically left blank for miscellaneous voluntary deductions like union dues or donations. It should only be used for involuntary deductions, such as garnishments where there is a specific target amount that must be reached.From: Enter the date in MM/DD/YYYY format or use the calendar picker to select the date.
Note: If the deduction is a flat dollar amount, a mid period change will deduct the entire deduction. If the deduction is a percentage it will prorate the deduction since the employee is only being paid for part of the pay period.
To: When the deduction ends on a specific date, enter the date in MM/DD/YYYY format or use the calendar picker to select the date. For a recurring deduction, leave this field blank.
7. Click the expand/collapse (🞂) icon at the beginning of the row and enter additional information (including attachments), as needed, based on the entity’s requirements.
Save, Validate, Submit, & Close the Transaction
10. Click the Save button at the top of the page.
11. Click the Validate button at the top of the page.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
12. Once validation is successful, click the Submit button at the top of the page.
Confirm that the transaction was submitted successfully.
13. Click the Close button at the top of the page.
Steps to Modify a Paycheck Deduction:
Follow steps 1-4 above to access the DEDM Activity folder, search for the employee, & navigate to the Miscellaneous Deductions Tab.
2. In the grid at the bottom of the page, click the line-item three-dot menu for the deduction you want to change, click Related Actions, and select Modify Miscellaneous Deduction. The Miscellaneous Deductions (MISC) page opens.
3. Modify the line-item fields, as needed.
Note: When you change a current deduction, a new "time slice" is automatically created. This new slice will end the previous deduction information on the day before the new “From” date.
4. Click the expand/collapse (🞂) icon at the beginning of the row and enter additional information (including attachments), as needed, based on your entity’s requirements.
Save, Validate, Submit, & Close the Transaction
4. Click the Save button at the top of the page.
5. Click the Validate button at the top of the page.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
6. Once validation is successful, click the Submit button at the top of the page.
Confirm that the transaction was submitted successfully.
7. Click the Close button at the top of the page.
Page updated
Report abuse