Deductions Viewer


Create and maintain the Deductions records for Miscellaneous, 401(k) Section 125 and Pre-Tax payroll deductions.


Vacation, 401(k), Section 125, etc.


Use Control Records' GL Entities for PR Deductions, Earnings, Taxes, etc,.Instead of Employees'.


Deductions records are required for Deduction Group records, and are referenced on the DED tab of the Payroll Adjustment Journal, and the Employee Record Deduction tab.

Canadian Users

For the deduction records for Union Dues or Charitable, you will need to populate field ‘Deduction User 1’ with Dues or Charitable, respectively to support T4 printing.

Canadian T4's now also use the W2 Category fields in the Deductions & Earnings records to populate the Other Information boxes on the T4. The W2 category must be filled in as OI:(Code # for T4). The Employee User 7 field is used to print the registration number in box 50 on the T4.

Important Fields:

Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status (required, optional, default, display-only, hidden, etc.) of the fields described in this Topic.

Deduction Id: (15 character, only . and - special characters)
A unique Id for this payroll deduction. This field is required.

Description: (40 character)
A brief description. This field is optional but recommended.

Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.

Check Label: (10 character)
The label you wish to appear on payroll checks for deductions of this type.

Select Miscellaneous (by double-clicking on its radio button) if this record pertains to taxable deductions such as union dues. Select 401(k) only if this is a 401(k) deduction, or Section 125 if this is a Section 125 deduction. If you select Other Pre-Tax, this deduction will be taken before tax is computed.

RRSP (Registered Retirement Savings Plan) is for Canadian firms only.

Specifies the default amount of the deduction as a fixed dollar amount, dollar amount per hour, or percentage. Unless this amount is exactly the same for all employees entitled to this deduction, this field should remain blank. Instead, the Amount field in the Deduction tab of the Employee record (for non-union deductions) or the Deductions Group record would be used to default the deduction amount.

Amount Type:
If the Amount to be deducted is a flat amount regardless of pay rate or salary, select Fixed by double-clicking on its radio button. If the Amount to be deducted is a dollar amount to be assessed each hour the employee works, select Hourly. If this deduction is calculated as a percent of wages, select Percent.

Important Note: the Deduction Amount Type of ‘Standard’ is reserved for future use, and should NOT be selected.

Limit: (numeric format 000000.00)
The dollar limit (if any) for deductions of this type.

IMPORTANT NOTE: If the Employee's Deduction limit is 0, compute payroll uses the Deduction Limit and Deduction Limit Type from the BASE Deduction record.  This being the case, then when setting the Deduction Limit Types (n/a, annual, pay period, etc) in the BASE Deduction, the BASE Deduction should contain the UNIVERSAL RULE that apply to ALL employees,  if the deduction limit type varies by employee, then set the Deduction Limit Type to "N/A" in the BASE Deduction.

Limit Type:
If deductions of this type have no dollar limit, select N/A by double-clicking on its radio button. If deductions are capped by law or company policy, select the appropriate time period for the Limit (Pay Period, Monthly, Annual, or Quarterly).

GL Account Id:
Enter the account to be credited with this deduction.

GL Entity Id
Optional. The Entity (department or profit center) assigned to this Deduction. However, if a GL Entity Id has been entered in the Employee record, the debit will be applied to the GL Entity in the Employee record. If the GL Entity Id field is blank in the Employee record, the system will credit the GL Entity in the Deduction. If the GL Entity is blank in both the Employee and Deduction records, a GL Entity will not be credited during Compute Payroll.

This behavior may be overridden via Use Control Records' GL Entities for PR Deductions, Earnings, Taxes, etc,.Instead of Employees'.

W-2 Category:
The purpose of this field is to enable the user to write to various W2 boxes by entering a 2-character box number (in the case of box 12, followed by a code) in the appropriate W-Category box. Note that only those boxes that can be controlled by an Earnings or Deduction entry to PR History (via normal processing Compute or PR Adjustment entries) are supported.

Note: please consult the IRS website / your firm’s CPA before proceeding. The system does NOT validate that a particular earning or deduction is configured correctly for particular box/code as far is IRS rules are concerned. The W2 functionality is implemented by querying PR History for entries when the Earning or Deduction record’s W-2 Category is completed, and then summing the entries for each particular category. The user MUST ensure and test that the W-2 Category field is configured in such a way as to give the desired result.

Value Use

 10 Dependent Care benefits

Previously, this functionality was only supported by entering DC in the User 1 field. The old functionality is still supported in his image, but will be overridden by the use of the new W-2 Category field.

 12:code  Non-taxable elective salary deferrals to various retirement plans.

  For the 2009 taxes, these would be codes E-J, S, and Y (taxable???).

401(k) Note: it is not necessary to specify your 401(k) deduction in this manner as it is handled as a special deduction type.

 12:code After tax contributions to Roth retirement plans

  For the 2009 taxes, these would be codes AA and BB.

 14:label The preferred functionality for Box 14 is implemented by entering SDI in the

Tax Table User 1 field or the Tax Authority 1 field). This overrides its implementation in an Earnings or Deduction record.

Deductions  User1-5:
These optional fields may be used for information your company wishes to retain and for payroll setup. .

Tip: Dependent Care Benefits:
Dependent Care Benefits (Box 10) has been implemented for W-2 reporting. You must set User 1 field in the appropriate Deduction Record to DC.

Disposable Income:

These fields allow you to refine disposable pay garnishment calculations for US and Canadian Payroll users where the garnishment is a percentage of disposable pay. These are now based on the settings of the new Disposable Income fields in the Deductions record.  

Statutory? (set only for mandatory non-garnishments)
This field would only be checked if this non-garnishment deduction is a mandatory (not voluntary) deduction. For example, Health Insurance or involuntary retirement or pension contributions would be Statutory in the US. In Canada, Canadian Pension Plan and Union Dues would be considered Statutory.

Non-Statutory? (set only for voluntary non-garnishments)
All voluntary, non-garnishment deductions. For example most 401K contributions (US), loan repayments, and uniform type deductions.  

Allow Statutory? (set only for garnishments based on current regulations)
This field would be checked if this is a garnishment type deduction (e.g., child support) AND that Statutory Deduction should be applied to the disposable pay for this garnishment.

Allow Non-Statutory? (set only for garnishments based on current regulations)
This field would be checked if this is a garnishment type deduction (e.g., child support) AND that Non Statutory Deductions should be applied to the disposable pay for this garnishment.


Deductions CAN be marked as either Statutory or Non-Statutory (but not both)
Deductions CAN be marked as Allow Statutory, Allow Non-Statutory or both
Deductions can NOT be marked as both (Statutory or Non-Statutory) & (Allow Statutory or Allow Non-Statutory). In other words, if you mark one of the top two you are not allowed to mark one or both of the bottom two, or vice versa.

If this field is checked, the record is considered Obsolete, and it may not be directly specified during data-entry (either by entering the Id or selecting it from a list). Obsoleted records can be edited and the Obsolete option can be un-done when necessary. When you check the Obsolete field, the following message box will be displayed:

“You have elected to obsolete this record. Would you like to see existing references to this record?”

If you click Yes, the system will display a viewer that provides click-through access to all tables referencing this record: see References List for details.


Also See...
  Deductions Group