QRG Create a Payee Deduction - General

Purpose

The purpose of this quick reference guide is to step through the process of creating a General Payee Deduction record. The intended audience for this document is System Administrators / Standard Uis System Administrators / Standard Users.

Steps

Create a new General Payee Deduction record

The General Payee Deduction record holds general information, Pay Code and Rates, Quantity Worked variations, Deduction Limits, Recipient details,, and Deduction Statistics for a Payee Deduction Record. Create a General Payee Deduction by following the steps belowsteps below:

Navigate to the Payee record:
1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search (see Figure 1).
2. Select the Employee record from the suggestions provided.
3. Open the Related tab (see Figure 2).
4. Identify the Payee related list.
5. Select the Payee record.

Figure 1

Screenshot from QRG Create a Payee Deduction - General

Navigate to the Payee record:
1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search (see Figure 1).
2. Select the Employee record from the suggestions provided.
3. Open the Related tab (see Figure 2).
4. Identify the Payee related list.
5. Select the Payee record.

Figure 1

Figure 2

Click Deductions from the tab options (see Figure 3).
Click the New button.

Figure 3

Select General Deductions from the available record types (see Figure 4).
Click the Next button.

Figure 4

Populate the following required fields, regardless of whether you are using Payee Deduction Templates or not (see Figure 5):
1. Payee Deduction Record
2. Payee
3. Employee
4. Payment Entity
Populate the following optional fields as needed (see Figure 5):
1. If the Payee Deduction is specific only to one Assignment, populate the Assignment field. If blank, this Payee Deduction will apply to all Assignments for this Payee.
2. To prevent the Status of the Payee Deduction from being updated by the automatic status update scheduled job, populate the Exclude From Auto Update checkbox.

Figure 5

Click Deductions from the tab options (see Figure 3).
Click the New button.

Figure 3

Select General Deductions from the available record types (see Figure 4).
Click the Next button.

Figure 4

Populate the following required fields, regardless of whether you are using Payee Deduction Templates or not (see Figure 5):
1. Payee Deduction Record
2. Payee
3. Employee
4. Payment Entity
Populate the following optional fields as needed (see Figure 5):
1. If the Payee Deduction is specific only to one Assignment, populate the Assignment field. If blank, this Payee Deduction will apply to all Assignments for this Payee.
2. To prevent the Status of the Payee Deduction from being updated by the automatic status update scheduled job, populate the Exclude From Auto Update checkbox.

Figure 5

An Assignment should only be entered if the Deduction is directly related to a specific role. If an Assignment is not entered, the Deduction will apply to all Pay Transactions processed to the PayeAn Assignment should only be entered if the Deduction is directly related to a specific role. If an Assignment is not entered, the Deduction will apply to all Pay Transactions processed to the Payee.

The Pay Batch Event field will be automatically populated upon saving the record, and should not be manually entered.

Populate the following required fields (see Figure 6):
1. Effective Date
2. Status
If using the Payee Deduction Template, the Payee Deduction Template field becomes a required field (see Figure 6).
If the Payee Deduction Template is NOT being used, the following additional fields become required (see Figure 6):
1. Pay Code
2. Deduction Rate Type
3. Deduction Rate
4. Deduction Order
To define any rules and limits that apply to the Payee Deduction record, populate the following optional fields as needed:
1. Expiry Date
2. Deduction Units

Figure 6

The Status field will be automatically updated upon saving the record, based on the Start Date and End Date.

The Pay Batch Event field will be automatically populated upon saving the record, and should not be manually entered.

Populate the following required fields (see Figure 6):
1. Effective Date
2. Status
If using the Payee Deduction Template, the Payee Deduction Template field becomes a required field (see Figure 6).
If the Payee Deduction Template is NOT being used, the following additional fields become required (see Figure 6):
1. Pay Code
2. Deduction Rate Type
3. Deduction Rate
4. Deduction Order
To define any rules and limits that apply to the Payee Deduction record, populate the following optional fields as needed:
1. Expiry Date
2. Deduction Units

Figure 6

The Status field will be automatically updated upon saving the record, based on the Start Date and End Date.

The Based on Quantity Worked is critical for Payees with Assignments that have Deductions which are reliant on scalable Pay RPay Rates against actual hours processed within a Pay Batch for a particular Pay Calendar Period.

The Deduction Payrun Statistics will update automatically with historical statistics of the Deduction record, and should never be manually populated.

If the Payee Deduction Template is NOT being used, the following additional fields become required (see Figure 7):
1. Based on Quantity Worked
2. Pay To Type (Account)
3. Pay To Account Record
To define any rules and limits that apply to the Payee Deduction record, populate the following optional fields as needed:
1. Quantity Worked Minimum
2. Quantity Worked Maximum
3. Total Deduction Limit
4. Quantity
5. Pay Calendar Period Deduction Limit
6. Protected Amount Applied
7. Is Rollover Underpaid Deductions?
Click the Save button.

Figure 7

A new General Payee Deduction Record is now created (see Figure 8).

Figure 8

The Payment File for this deduction can not be automated in the 2cloudnine Pay Batch, and will need to be created directly within your banking software.

To modify an existing Payee Deduction record, open the required record and select the Edit button available on the top right side of the page. You can also double click within fields that need editing or just click on the pencil icon that appears within fields when hovering with your cursor.
When complete, click on the Save button.

Field Descriptions

Field Name	Description
Assignment	Details if this Payee Deduction Record is specific to an Assignment. If no Assignment is entered, the Deduction will apply to Pay Transactions for all Assignments related to the Payee.
Based on Quantity Worked	Indicates whether the Deduction considers the quantity of units worked per Payee Pay Batch in the calculation of the Deduction Pay Transactions.
Deduction Order	Determines, after the application of being a pre-tax or post-tax deduction (as per the Associated Pay Code), the ascending order in which Payee Deduction records will be assessed during the creation of the Deduction Pay Transaction.
Deduction Rate	Defines the rate that will be used when calculating the deduction amount during the creation of the Deduction Pay Transaction.
Deduction Rate Type	Defines if the value outlined in the Deduction Rate field should be treated as a fixed amount or as a percentage of the Payee’s earnings. Amount is the fixed amount to be deducted from the Payees earnings for the Pay Period. Deductions Units x Deduction Rate is the Deduction Units multiplied by the Deduction Rate. Percentage of Gross is the amount to be deducted as a percentage of the Payee’s Gross earnings for the Pay Period. Percentage of OTE is the amount to be deducted as a percentage of the Payee’s Ordinary Time Earnings (OTE) for the Pay Period. Percentage of Qualifying Earnings is the amount to be deducted as a percentage of the Payee’s Qualifying Earnings (QE) for the Pay Period. Percentage of Taxable Gross is the amount to be deducted as a percentage of the Payee’s Taxable Gross earnings for the Pay Period. Rate per Quantity Worked applies a flat rate per Quantity Worked to be deducted for the Pay Period.
Deduction Units	Defines the number of units which will be deducted per calendar period if the selected Deduction Rate Type is Deduction Units multiplied by the Deduction Rate.
Effective Date	The date the Deduction will become effective. Deductions will not be paid before this date.
Employee	The Employee record this Payee Deduction Record relates to. Must match the Employee of the Payee.
Expiry Date	The date the Deduction expires. Deductions will not be taken after this date. If blank, no expiry date applies.
Is Rollover Underpaid Deductions	Defines if deduction amounts that cannot be withheld should be rolled over to be withheld in future payruns.
Pay Calendar Period Deduction Limit	Defines an upper limit to the Deduction amount that can be withheld on a per Pay Calendar Period basis. When Deductions are calculated, the Deduction amount withheld will be adjusted to ensure this amount is not exceeded. If blank, no limit applies.
Pay Code	Defines the Pay Code that will be used when a Deduction Pay Transaction is created.
Payee Deduction Record	Defines the name for the Payee Deduction.
Payee Deduction Template	Relates the Payee Deduction Record to a Deduction Template. Populating this field enables users to complete less fields and have them default according to the values in the Deduction Template.
Payee	The Payee record this Payee Deduction Record relates to.
Payment Entity	The Payment Entity this Payee Deduction Record relates to.
Pay To Account Record	Where the Pay To Type field is set to Account, this field defines the Account record that payments will be made to. The Payment File for this is not something that can be automated within 2cloudnine Payroll, and will need to be created directly within your banking software.
Pay To Type	Defines how Deductions withheld should be paid forward. For General Deductions, this can be Account or blank.
Protected Amount Applied	The protected net earnings beyond which this Deduction will not be calculated.
Quantity	Defines the number of times the Deduction will be taken. If blank, no limit applies.
Quantity Worked Maximum	The maximum number of hours that may be applied to the Deduction, if the actual hours worked for the period are less than or equal to this value.
Quantity Worked Minimum	The minimum number of hours that may be applied to the Deduction, if the actual hours worked for the period are greater than or equal to this value.
Total Deduction Limit	Defines a maximum limit to the Deduction amount that can be withheld for the Deduction. When Deductions are calculated, the Deduction amount withheld will be adjusted to ensure this amount is not exceeded. If blank, no limit applies.

If the Payee Deduction Template is NOT being used, the following additional fields become required (see Figure 7):
1. Based on Quantity Worked
2. Pay To Type (Account)
3. Pay To Account Record
To define any rules and limits that apply to the Payee Deduction record, populate the following optional fields as needed:
1. Quantity Worked Minimum
2. Quantity Worked Maximum
3. Total Deduction Limit
4. Quantity
5. Pay Calendar Period Deduction Limit
6. Protected Amount Applied
7. Is Rollover Underpaid Deductions?
Click the Save button.

Figure 7

A new General Payee Deduction Record is now created (see Figure 8).

Figure 8

The Payment File for this deduction can not be automated in the 2cloudnine Pay Batch, and will need to be created directly within your banking software.

To modify an existing Payee Deduction record, open the required record and select the Edit button available on the top right side of the page. You can also double click within fields that need editing or just click on the pencil icon that appears within fields when hovering with your cursor.
When complete, click on the Save button.

Field Descriptions

Field Name	Description
Assignment	Details if this Payee Deduction Record is specific to an Assignment. If no Assignment is entered, the Deduction will apply to Pay Transactions for all Assignments related to the Payee.
Based on Quantity Worked	Indicates whether the Deduction considers the quantity of units worked per Payee Pay Batch in the calculation of the Deduction Pay Transactions.
Deduction Order	Determines, after the application of being a pre-tax or post-tax deduction (as per the Associated Pay Code), the ascending order in which Payee Deduction records will be assessed during the creation of the Deduction Pay Transaction.
Deduction Rate	Defines the rate that will be used when calculating the deduction amount during the creation of the Deduction Pay Transaction.
Deduction Rate Type	Defines if the value outlined in the Deduction Rate field should be treated as a fixed amount or as a percentage of the Payee’s earnings. Amount is the fixed amount to be deducted from the Payees earnings for the Pay Period. Deductions Units x Deduction Rate is the Deduction Units multiplied by the Deduction Rate. Percentage of Gross is the amount to be deducted as a percentage of the Payee’s Gross earnings for the Pay Period. Percentage of OTE is the amount to be deducted as a percentage of the Payee’s Ordinary Time Earnings (OTE) for the Pay Period. Percentage of Qualifying Earnings is the amount to be deducted as a percentage of the Payee’s Qualifying Earnings (QE) for the Pay Period. Percentage of Taxable Gross is the amount to be deducted as a percentage of the Payee’s Taxable Gross earnings for the Pay Period. Rate per Quantity Worked applies a flat rate per Quantity Worked to be deducted for the Pay Period.
Deduction Units	Defines the number of units which will be deducted per calendar period if the selected Deduction Rate Type is Deduction Units multiplied by the Deduction Rate.
Effective Date	The date the Deduction will become effective. Deductions will not be paid before this date.
Employee	The Employee record this Payee Deduction Record relates to. Must match the Employee of the Payee.
Expiry Date	The date the Deduction expires. Deductions will not be taken after this date. If blank, no expiry date applies.
Is Rollover Underpaid Deductions	Defines if deduction amounts that cannot be withheld should be rolled over to be withheld in future payruns.
Pay Calendar Period Deduction Limit	Defines an upper limit to the Deduction amount that can be withheld on a per Pay Calendar Period basis. When Deductions are calculated, the Deduction amount withheld will be adjusted to ensure this amount is not exceeded. If blank, no limit applies.
Pay Code	Defines the Pay Code that will be used when a Deduction Pay Transaction is created.
Payee Deduction Record	Defines the name for the Payee Deduction.
Payee Deduction Template	Relates the Payee Deduction Record to a Deduction Template. Populating this field enables users to complete less fields and have them default according to the values in the Deduction Template.
Payee	The Payee record this Payee Deduction Record relates to.
Payment Entity	The Payment Entity this Payee Deduction Record relates to.
Pay To Account Record	Where the Pay To Type field is set to Account, this field defines the Account record that payments will be made to. The Payment File for this is not something that can be automated within 2cloudnine Payroll, and will need to be created directly within your banking software.
Pay To Type	Defines how Deductions withheld should be paid forward. For General Deductions, this can be Account or blank.
Protected Amount Applied	The protected net earnings beyond which this Deduction will not be calculated.
Quantity	Defines the number of times the Deduction will be taken. If blank, no limit applies.
Quantity Worked Maximum	The maximum number of hours that may be applied to the Deduction, if the actual hours worked for the period are less than or equal to this value.
Quantity Worked Minimum	The minimum number of hours that may be applied to the Deduction, if the actual hours worked for the period are greater than or equal to this value.
Total Deduction Limit	Defines a maximum limit to the Deduction amount that can be withheld for the Deduction. When Deductions are calculated, the Deduction amount withheld will be adjusted to ensure this amount is not exceeded. If blank, no limit applies.

Further Information

Document	Document Type	Description
QRG Create a Payee record	Task Instructions	How to create a Payee Record
QRG Create a Payee Deduction - PAYG	Task Instructions	How to create a PAYG Payee Deduction
QRG Create a Payee Deduction - Superannuation	Task Instructions	How to create a Superannuation Payee Deduction
QRG Create a Payee Deduction - Purchased Leave	Task Instructions	How to create a Purchased Leave Payee Deduction
QRG Create a Payee Deduction Template	Task Instructions	How to create a Payee Deduction Template

​Purpose

​Steps

​Create a new General Payee Deduction record

​Field Descriptions

​Field Descriptions

​Further Information

Purpose

Steps

Create a new General Payee Deduction record

Field Descriptions

Field Descriptions

Further Information