Field Definitions: PR Employee DednsLiabs Form
The following is a list of field descriptions for the PR Employee DednsLiabs form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Employee
Enter the employee number.
Deduction/Liability Code
Enter a valid deduction or liability code.
Employee-Based
Check this box to indicate whether this deduction/liability is to be calculated after all Federal, State, Local, Insurance, and Craft/Class based deductions and liabilities have been processed.
Do not check this box for federal and state tax routines (unless specifically instructed to in the Tax & Worker’s Comp Routines table in the Overview section). Checking it for tax routines will give an error (#8162) when processing payroll (PR Payroll Process).
Frequency
Enter the valid frequency code to establish how often this employee-based deduction or liability is calculated.
The Frequency code controls the processing of the employee-based deductions/liabilities. For example, if the frequency code is Monthly, the deduction/liability is only processed once a month when the code is set as “Active” in PR Pay Period Control.
Processing Seq#
The Processing Seq# field on the PR Employee Dedns / Liabs form, Info tab.
This field is only enabled when the Employee-Based checkbox is selected.
Enter the processing sequence number for this deduction or liability.
This field controls the order in which an employee-based deduction or liability is calculated (ascending). Deductions and liabilities set up without a processing sequence number are processed first, in order by deduction/liability code.
401(k) / Roth Deductions
If an employee has both 401(k) and Roth deductions, it is recommended that you assign different processing sequences to each. This ensures proper limit application, since both the 401(k) and Roth deductions are subject to the same limit for the same employee.
You will also need to make sure you assign the appropriate processing sequence for the 401(k) and Roth catch-up deductions. Since the catch-up deductions kick in once the standard limit is met (depending on the age range), they should be set up with the same processing sequence as the 401(k) or Roth deduction.
For example:
| Deduction | Processing Seq# |
|---|---|
| 401(k) | 1 |
| Roth | 2 |
| 401(k) Catch-up Contribution | 1 |
| Roth Catch-up Contribution | 2 |
Filing Status (US)
The Filing Status drop-down on the PR Employee Dedns/Liabs form, Info tab, Routine Info section.
Enter the filing status for this employee.
- M = Married Filing Jointly
- S = Single or Married Filing Separately
- H = Head of Household
For Federal W-4s submitted prior to January 1, 2020 and state W-4s:
- S = Single
-
M = Married, Filing Separately
-
H = Head of Household
-
F = Married Filing Jointly, one spouse working
-
B = Married Filing Jointly, both spouses working (state only)
-
W = Qualified Widow(er)
-
O = No exemptions (Alabama only)
It is not always necessary to define a state deduction if the filing status is the same as the employee’s federal filing status. In general, if a state deduction has not been defined for an employee, the system automatically uses the federal filing status. If a state deduction has been defined and the filing status and exemption are left blank, a filing status of 'S' with exemptions of zero is assumed.
For employees residing in Ohio and paying Ohio School District tax, the Ohio state tax deduction must be defined. The school district tax computation relies on the regular exemptions specified for Ohio state tax.
Many state routines allow only 'M' or 'S' as a valid filing status. Other exceptions to filing status include Connecticut, Georgia, and Puerto Rico. See United States Tax and Worker's Comp Routines for more information.
Australian Users: See Filing Status for information on this field.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Filing Status (AUS)
Select M from the drop-down if the employee submitted Form NAT 0929 and answered Yes to question 9 (Do you have a spouse). Otherwise, leave this field blank.
Scale
(Australia) The Scale field on the PR Employees form, Filing Status tab.
- Scale Numbers for PAYG Withholding
- Enter the scale number for PAYG Withholding. Available numbers are as follows:
1 = No tax-free threshold; enter this if question 8 on the employee's NAT 3093 is No
2 = Tax-free threshold with leave loading
3 = Foreign resident; enter this if the employee is a non-resident
- 4 = No tax file number (TFN) was provided by the employee
5 = Full Medicare exemption; enter this if the employee filed a NAT 0929 and claimed a full exemption
6 = Half Medicare exemption; enter this if the employee filed a NAT 0929 and claimed a half exemption
- Scale Numbers to Calculate STSL Component
- If you need to calculate a Study and Training Support Loan component for an employee, use the following scale numbers:
91 = No tax-free threshold; enter this if question 8 on the employee's NAT 3093 is No
92 = Tax-free threshold with leave loading
93 = Foreign resident; enter this if the employee is a non-resident
95 = Full Medicare exemption; enter this if the employee filed a NAT 0929 and claimed a full exemption
96 = Half Medicare exemption; enter this if the employee filed a NAT 0929 and claimed a half exemption
Note: The STSL Component schedule applies to employees who have any of the following debts:- Higher Education Loan Program (HELP)
- VET Student Loan (VSL)
- Financial Supplement (FS)
- Student Start-up Loan (SSL) / ABSTUDY SSL
- Trade Support Loan (TSL)
Children
Enter the number of children for the employee. Enter a number here when the answer to question 12 on the employee's NAT 0929 is Yes. Otherwise, leave blank.
Apply tax offset
Select this checkbox if the answer to question 7 on the employee's NAT 3093 is Yes. When you select this checkbox, the system enables the Tax Offset field, where you can enter the estimated tax offset amount from the NAT 3093.
Tax offset
The system enables this box when you check the Apply tax offset box.
If the answer to question 7 on the employee's Nat 3093 is Yes, enter the estimated total tax offset amount in this field.
Regular Exempt's
The Regular Exempt's field on the PR Employee Dedns/Liabs form, Info tab, Routine Info section.
Enter the number of regular exemptions claimed on the W-4. This field is not used for every state. For more information on how this field is used, see United States Tax and Worker's Comp Routines and locate your state.
Australian users: See Scale for the field definition for this field.
2020 Federal W-4s
If you are entering information from a Federal 2020 W-4, leave this field blank. Instead, use the Dependent Amount field to enter the annual dollar amount to claim as a dependent deduction. For more information, see Dependent Amount.
Pre-2020 Federal W-4s
For Federal W-4 information entered prior to January 1, 2020, this field is still applicable. However, if the employee submits a Federal 2020 W-4, it is suggested that you clear the value in this field.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Add'l Exempt's
The Add'l Exempt's field on the PR Employee Dedns/Liabs form, Info tab, Routine Info section.
Enter the number of additional exemptions claimed on the W-4.
Australian users: See Children for the field definition for this field.
Candian users: Enter the number of additional exemptions claimed on the T4.
Federal 2020 W-4s
If you are entering information from a Federal 2020 W-4, leave this field blank. Instead, use the Dependent Amount field to enter the annual dollar amount to claim as a dependent deduction. For more information, see Dependent Amount.
Pre-2020 Federal W-4s
For Federal W-4 information entered prior to January 1, 2020, this field is still applicable. However, if the employee submits a Federal 2020 W-4, it is suggested that you clear the value in this field.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Apply Tax Credits
This field displays for Canadian users only.
Check this box to enable the Authorized Tax Credits field, where you can record additional tax credits for the employee.
Override Misc Amount #1
This checkbox is currently used for Mississippi and Michigan State Tax only.
Select this checkbox to override the routine’s Misc Amount #1 (usually the exemption amount). You will need to enter a new miscellaneous amount in the Misc Amount #1 field.
Australian users: See Apply tax offset for the field definition for this field.
Canadian users: See Apply tax credits for the field definition for this field.
Federal 2020 W-4s
If you are entering information from a Federal 2020 W-4, leave this field blank.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Misc Amount #1
This field is enabled only if you selected the Override Misc Amount #1 checkbox.
Enter the amount to use when calculating for this employee.
Australian users: See the field definition for Tax offset.
Canadian users: See the field definition for Authorized Tax Credits.
Federal 2020 W-4s
If you are entering information from a Federal 2020 W-4, leave this field blank.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Authorized Tax Credits
The field is for Canadian users only.
Available if the Apply tax credits checkbox is checked.
Enter the Annual Amount from line 15 of the employee's TP-1016-V form (Application for a Reduction in Source Deductions of Income Tax for an Individual or a Self-Employed Person).
Misc Factor
This field is for U.S. users only.
If you selected the Override Misc Amount #1 checkbox and entered an amount in the Misc Amount #1 field, enter a factor here. Factors are currently only used by a few tax routines (e.g., Arizona state tax).
Federal 2020 W-4s
If you are entering information from a Federal 2020 W-4, leave this field blank.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Total Claim Amount
This field displays for Canadian users only.
Enter the total claim amount from the employee’s TD1 form. The value you enter here updates the Total Claim Amount field on the Filing Status tab on PR Employees.
Multiple Jobs Checked
The Multiple Jobs Checked checkbox on the PR Employee Dedns/Liabs form, Info tab, Routine Info section.
This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).
Select this checkbox if the employee filled out Step 2 of Federal Form W-4 (2020); that is, the employee has more than one job or is married filing jointly and their spouse also works).
Leave this checkbox unselected if the employee did not fill out Step 2 of Federal Form W-4 (2020).
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Dependent Amount
The Dependent Amount field on the PR Employee Dedns/Liabs form, Info tab, Routine Info section.
This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).
Enter the total annual dollar amount to be claimed as a dependent deduction. This is the total amount entered by the employee in Step 3 of Federal Form W-4 (2020); that is, the amount entered on Line 3.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Other Income
The Other Income field on the PR Employee Dedns/Liabs form, Info tab, Routine Info section
This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).
Enter the total other income as entered by the employee in Step 4a of Federal Form W-4 (2020). This amount represents the total annual income the employee expects during the year that will not have withholding (such as interest, dividends, retirement income, etc).
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Other Deductions
The Other Deductions field on the PR Employee Dedns/Liabs form, Info tab, Routine Info section.
This field is for U.S. users only, and applies to 2020 W-4s (effective January 1, 2020).
Enter the total other deductions entered by the employee in Step 4b of of Federal Form W-4 (2020). This amount represents the total annual deductions other than the standard deduction.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Total Claim Amount
The field is for Canadian users only.
Enter the total claim amount from the employee’s TD1 form. The value you enter here updates the Total Claim Amount field on the Filing Status tab on PR Employees.
Calculations
Indicate what kind of calculation override applies (if any) to the deduction/liability.
Use Calculated Amount — No override, use the amount as calculated.
Override Method - Use Rate Of Gross — Override the standard method and calculate as a rate of gross. Useful for those employees who want their Federal Tax calculated as a rate of earnings instead of based on the Federal Tax routine. Selecting this option enables the Rate/Amount field below.
Override Standard Rate/Amount — Use the standard calculation method, but override the rate or amount. Use this option to establish an employee rate or amount that is subject to limits. Selecting this option enables the Rate/Amount field below.
Override With A Fixed Amount — Override the calculated amount with a fixed amount (no limit). Use this option when you want a specific result each time the deduction or liability is calculated, regardless of limits. If greater than 0.00, add-on amounts will be added to this value. Selecting this option enables the Rate/Amount field below.
A typical use of this option is for garnishments. Garnishments should be set up in PR Deductions/Liabilities with a Method of N-Rate of Net. If the garnishment is flat amount with a minimum net pay, the method can be overridden here. This option may also be used on federal and state withholding routines to override the tax with 0.00 for exempt employees.
Another typical use of this option is setting up 401(k) deductions, when the deduction is set up as Rate of gross and an employee wants his or her deduction set at a flat amount. You can use the Override With a Fixed Amount option as long as the 401(k) deduction uses Pre-Tax Groups to control limits.
Rate/Amount
Enter the employee’s rate, if overriding the method or standard rate, or enter the Employee’s amount, if overriding with a fixed amount.
Override Standard Limit
Select this checkbox to override the standard limit for this deduction/liability (as defined in PR Deductions/Liabilities).
Do not select this checkbox if using the standard limit defined for this deduction/liability in PR Deductions/Liabilities.
Rate/Amount
Used only when the Override Standard Limit checkbox is checked.
Specify the override limit amount or rate for this employee and deduction/liability.
Minimum Net Pay
Indicate if a minimum net pay value should be used to limit the amount of a deduction (disabled for liabilities). This field is typically used for garnishments. Select from the following options:
No Minimum
Based on Percent of Net Pay
Based on Amount of Net Pay
The amount of the deductions will be reduced as needed to leave the minimum net pay indicated. If a garnishment group has been assigned to the deduction in PR Deductions/Liabilities, then only those earnings and deductions are included as “net pay”. If no garnishment group has been assigned, all earnings and deductions are included (deductions with a lower processing sequence than the garnishment).
Percent/Amount
Enter the percent (for example, enter 25% as 25.00) or amount (positive), which is dependent upon selection in the Minimum Net Pay field.
Add-on
Add-ons allow you to calculate an additional amount to the normal calculation of a deduction or liability. A typical example is an additional amount or percentage of earnings to be withheld for federal or state income taxes.
Specify the add-on type for this deduction, to indicate how the add-on amount is to be calculated.
None — No additional amount is to be calculated.
- Amount — Add-on is a flat amount. Selecting this option enables the Rate/Amount field.Important: If you are entering extra withholding information from Federal Form W-4, you must select this type.
Rate — Add-on is calculated as a rate of the subject amount. Selecting this option enables the Rate/Amount field.
Canadian users: See Add-on Rate / Amount for additional help.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Rate / Amount
The Rate/Amount field on the PR Employee Dedns/Liabs form, Info tab, Add-On section.
Used only when an Add-on type is specified (previous field).
Specify the additional amount or rate to withhold from the employee's pay for each pay period. Add-on amounts can be any dollar value; however, if entering a rate, you will typically enter a value between 0.00 and 1.00 (e.g. .25000, .50000, etc. with 1.00000 representing 100%).
Federal 2020 W-4s
If you are entering information from from Federal Form W-4 (2020), enter the dollar amount specified in Step 4c. This is the additional amount per pay period to withhold.
- you must assign a valid resource number to the employee in the PR Employees form;
- you must assign a valid employee number to the resource in the HR Resources form; and
- you must select the Active PR Employee and Exists in PR checkboxes for the resource in the HR Resources form.
Add-on Rate / Amount
The field is for Canadian users only.
Enter the annual Add-on Amount from line 11 of the employee's TP-1015.3-V form (Source Deductions Return). Quebec users must enter the amount value only.
Auto AP Overrides: Vendor
Enabled only for employee-based deductions or liabilities for which the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities is checked.
Specify the vendor to create AP transactions for paying this employee-based deduction/liability. Vendor specified here override the vendor specified for the DL code in PR Deductions/Liabilities.
This may be used for garnishments. The same deduction code can be used for multiple garnishments, but allows the AP transactions to be separate vendors.
Auto AP Overrides: Trans Description
Enabled only for employee-based deductions or liabilities for which the “Automatic Update to Accounts Payable” option in PR Deductions/Liabilities is checked.
Enter a description, up to 30 characters. If this is a garnishment-type deduction, you might use this field to enter the case number. This description is used as the AP transaction header description and overrides the standard description for the deduction/liability code if a separate transaction is created for each employee.
EFT Child Support Info: Case ID#
Required.
Enabled only for employee-based deductions or liabilities for which the "Automatic Update to Accounts Payable” option in PR Deductions/Liabilities is checked, and if the override vendor (specified above) is set up for EFT payments and Child Support addenda information (in AP Vendors, Add’l Info tab).
Enter the employee’s assigned case identification number, up to 20 characters.
EFT Child Support Info: Fips Code
Optional.
Enabled only for employee-based deductions or liabilities for which the "Automatic Update to Accounts Payable” option in PR Deductions/Liabilities is checked, and if the override vendor (specified above) is set up for EFT payments and Child Support addenda information (in AP Vendors, Add’l Info tab).
Enter the FIPS (Federal Information Process Standard) code for the child support entity receiving the transaction.
EFT Child Support Info: Health Insurance Available
Required.
Enabled only for employee-based deductions or liabilities for which the "Automatic Update to Accounts Payable” option in PR Deductions/Liabilities is checked, and if the override vendor (specified above) is set up for EFT payments and Child Support addenda information (in AP Vendors, Add’l Info tab).
Check this box if the non-custodial parent has family medical insurance available through his/her employer.
Do not check this box if the non-custodial parent does not have family medical insurance available through his/her employer.
Override GL Account
Enabled only if the Employee-Based box (above) is checked for the deduction/liability code.
Enter a valid GL Account (with a blank subledger type) if you want to override the standard (credit) GL Account for this deduction/liability.
EIC Status
No longer used. Vista does not take any action on this field.
Enabled only if the Employee-Based checkbox (above) is selected for the deduction/liability code.
-
S-Single or Head of Household
-
M-Married w/o spouse filing certificate
-
B-Married, both spouses filing certificates
Leave blank if the employee is not eligible for EIC benefits.
Subject to Garnishment Allocations
Check this box if this deduction is subject to garnishment allocations (i.e. allocated based on the garnishment allocation setup defined in PR Employees, Add'l Info tab).
Additionally, if you check this option for a deduction, you must have Withholding Limit Percentage specified (PR Employees, Add'l Info tab); otherwise, no allocations occur.
Garnishment Allocations Group
Enabled only if 'Subject to Garnishment Allocations' is checked.
Specify the garnishment allocation group (0-255) for this deduction. Initially defaults to '1'.
Garnishment allocation groups can be used to separate current support orders from arrears payments and to specify the order in which to process the groups. Typically, only one group for current support and one for arrears needs to be set up; however, you can designate more groups as necessary.
Membership #
Enter the employee's superannuation fund number for this deduction/liability code. The system enables this field only for deduction/liability codes where the ATO Category field (PR Deductions/Liabilities Addl Info tab) has been set to Superannuation or Superannuation-Extra.
