Deductions may be entered manually at any time. However, most deductions are repetitive and repeated manual entry just increases the chances of entry errors. The Payroll provides a structure for defining deductions to minimize the need to make manual entries. A deduction definition is identified by a Deduction Code and an Employee Id. A general deduction has a Deduction Code and a blank Employee Id. The general deduction does not initiate an employee deduction without additional data. The simplest automatic deduction is an employee deduction taken every pay period. In this case all the data to do the calculations are on the employee-Deduction entry. When a deduction is added to an employee the data fields are defaulted from the general deduction definition. In order for the employee-deduction entry to apply independent of anything else the Status must be set to F, for forced. Then there are Department Deductions. These are associated with the department through the Deduction Sets. When a deduction appears in a Deduction Set with a simple Action code it is calculated every pay period in which that deduction set is active for every employee. The definition of the calculation is provided by the Employee-Deduction entry. If there is no specific Employee-Deduction entry the definition is taken from the general deduction definition. The Employee-Deduction entry can be used to deactivate the deduction by using Calculation Type A and zero in all the amount fields.
The most complex automatic calculation is the Conditional Deduction. A Conditional Deduction is taken only when:
The calculation may be defined directly on the Employee-Deduction entry by providing all the values. It may be defined indirectly by having a blank Calculation Type on the Employee Deduction entry. In this case the generator gets the calculation definition from the general deduction definition. The Employee-Deduction entry can be used to deactivate the deduction by using Calculation Type A and zero in all the amount fields.