Adjusting Year-to-date for an employee

<< Click to Display Table of Contents >>

Adjusting Year-to-date for an employee

Access: Payroll > Data Entry > Pay and adjustments > YTD adjustment

This function allows you to cancel year-to-date (YTD) adjustments or an entire pay (cancelled payment), or add a YTD adjustment (manual payment) to an employee file.

For example, the following situations require a YTD adjustment:

▪The cancellation of a payment (cheque, without payment or direct deposit generated by the payroll application using the “Cancelled payment” option.

▪A payment made in-house by your company which requires a YTD adjustment using the “Manual payment” option.

Important

▪A YTD adjustment using the “Manual payment” option does not generate a payment and using the “Cancelled payment” option does not cancel an employee’s deposit or cheque.

▪To cancel a payment, use the Stop payment function.

▪Since a YTD adjustment does not generate a payment, the employee will not receive a pay stub detailing the applicable deductions, but the YTD values and the entry will be included in the payroll record.

▪If an employee wants a pay stub in order to view the deductions, use the Separate payments function. This function generates a pay stub in addition to adjusting the YTD amount and displaying the entry in the payroll record. However, to avoid performing a payment, do not forget to include a deduction of the same amount as the net value.

 

hmtoggle_plus1Performing a cancelled payment

1Select the employee.

2Under Add year to date adjustment, select the “Cancelled payment” Type.

3Select the pay Period to which the adjustment should apply.

avertissemnt jaune When you try to cancel a cheque that is already cancelled, a message is displayed in the year-to-date adjustment for the current payroll or in previous payments
      (Employee file > History > Payments). Make sure you have selected the correct payroll period.

4Verify the details shown the window and click on OK.

Things to remember

▪If there is more than one record for the same pay period, the Choose a cheque to cancel window will show all the records for that period. Check the desired record.

▪The Earnings, Deductions and Net pay will automatically be filled with negative amounts by the system. These values cannot be modified.

▪If the cheque is cancelled manually, the Net pay must be entered.  

▪If your company uses the weekly edition (frequency of 26 periods), an additional Week column is displayed to indicate whether the cancellation is for week 1 or week 2.

5Click on Save then on a_next to go to the next employee or move the mouse over the Fleche_Enter pay icon and select an action that will be applied automatically until a new selection is made:

▪Save/Next to save the data and display the next employee;

▪Save/List to save the data and return to the Employee list screen;

▪Save/Search to save the data and open the Search for an employee window.  

Tips and tricks

Once the YTD adjustment has been saved, click on ADD to perform another adjustment or on Delete to delete the adjustment.

 

hmtoggle_plus1Performing a manual payment

1Select the employee.

2Under Add year to date adjustment, select the “Manual payment” Type.

3Select the pay Period to which the adjustment should apply.

4Click on Add an earning or Add a deduction.

Tips and tricks

▪Select an earning or a deduction from the drop-down list using the arrow located to the right of the Earning or Deduction or by using the [+] shortcut.

▪If you know the earning or deduction code, enter it directly in the field.

▪If needed, use the Simulate payroll function to know the source deduction amounts.  

5Enter a Quantity, Rate or Amount depending on the type of earning or deduction selected.  

6Indicate the Net pay amount.

7Click on Save then on a_next to go to the next employee or move the mouse over the Fleche_Enter pay icon and select an action that will be applied automatically until a new selection is made:

▪Save/Next to save the data and display the next employee;

▪Save/List to save the data and return to the Employee list screen;

▪Save/Search to save the data and open the Search for an employee window.  

Tips and tricks

Once the YTD adjustment has been saved, click on ADD to perform another adjustment or on Delete to delete the adjustment.

For more information

CCQ payroll data entry - Additional information

Entering CCQ payroll data CCQ

Entering payroll data - Additional information