Cross Payroll Deduction Limiting Profile & Report

The Cross Payroll Deduction LIMITING Profile allows you to define specific categories of deductions that are to be cross limited over multiple payrolls.  Limiting refers to the applying the deduction or employee annual amount. When each defined payroll is processed, the deduction amounts from other payrolls per employee are accumulated and considered when the deduction annual amount is applied.  This is a global profile where one profile will control All the payrolls.  You can access this same profile from any payroll.

Note: Type 2 for all Groups and Type 4 under Group 2 and 4 are omitted from this profile as the limit on those formula represent a pay period limit, not an annual limit.

Valid categories for cross limiting include:

Cross limiting on EI applies to both the deduction amount and eligible earnings.  When the WCB has maximum eligible earnings defined as the first parameter on the Extras line then the WCB will be cross limited for both eligible earnings and deduction amount.  The BC and Ontario Pension limiting refers to the accumulation of pensionable earnings for determination of when the employee's combined pension deductions have reached or exceed the CPP Earnings Maximum, thus bumping the pension calculation to the higher pension rate.

When a deduction is setup under the Cross Payroll Deduction Limiting then the limit on the employee's master per payroll is the limit value used at the time the deduction is cross limited.  On the initial setup of this feature you may need to verify all employees' deductions are currently defined with the current limits.  The Cross Payroll Deduction Limiting Report offers a feature to report only those entries where the limit (and PEL on BC or Ontario Pension) has been overwritten on the employee master level. You can use the Cross Payroll Deduction Limiting Report to verify the limit values matches for like deduction groups

Please note that cross deduction limiting takes place when Payroll Process is run per payroll.  The accumulated deduction amount pulled in from other payrolls is as of the last Payroll Update.  This means that when two or more payrolls are run at the same time, the payrolls cannot be aware of what limiting is taking place on another payroll.  Some consideration should be taken for the final payroll run of the calendar year to run the payrolls consecutively in order to maximum the cross payroll deduction limiting.  This would require each payroll to be run through to completion of Payroll Update before the next payroll is run.

When a combined total deduction amount already exceeds the limit (should only apply at initial setup) the deduction will automatically refund the overage.   A payroll can only refund overages up to the amount taken on that payroll.

All changes made to the Cross Payroll Deduction Limiting Profile will be tracked through the Deduction Code Database Audit for the current payroll.

An employee's cross payroll deduction totals can be seen through the Cross Payroll Deduction Limiting Report or individually through the deduction YTD screen under Employee Additions, Changes or Inquiry.

To Insert a Category of PENS, Union, LIFE, VOLUNT or NONVOL you must select the category from the drop down menu as PENS##. The system will automatically generate the next available category number. If you are adding a PENS category and there is already a PENS01, the new category will automatically be defined as PENS02

The Cross Payroll Deduction LIMITING Report allows reporting on all or selected cross limiting categories.  This report will detail the employee's deduction values including year to date balances, per payroll, per category.

This report includes an option to generate an export file, ######.EXP, where ###### is the job number. The export file is generated where the logical SRB$OPSWRK is defined. The export file is a tab delimited file with one record per deduction per employee. The export file containing the following fields:

The export file includes the following fields:

• Employee number

• Employee name

• Category

• Payroll ID code

• Employee status code per payroll

• Deduction code

• Deduction description

• Deduction table, if applicable

• Deduction frequency

• Deduction Start period

• Deduction End period

• Deduction Amount

• Deduction Limit

• Deduction Share %

• Employer share to date

• Eligible earnings to date

• Deduction taken to date

• Taxable benefit amount to date

Report All or Selective Categories

• Enter without defining any categories to report on all categories.

• Enter one or more categories to be reported.  Use look-up for a list of valid categories.

Report Only Entries with Overwritten Limits  

• Enter 'N' to report all entries.

• Enter 'Y' to report only the employee entries where the Limit or Amount (PEL for BC or Ontario Pension) has been manual overwritten from the current deduction limit as define under the deduction code database, per payroll.  When using Cross Payroll Deduction Limiting all limits should represent the full annual limit.

Omit Reporting Entries with All Zero  

• Enter 'Y' to omit reporting entries when the employee's YTD deduction amounts are all zero.  

• Enter 'N' to include all occurrences of an employee's deductions.

Report Only Employees with Multiple Payrolls

• Enter 'Y' to only report on those employees with deductions on multiple payrolls.

• Enter 'N' to include all occurrences of employees for the selected categories.

Sort by Employee Number or Employee Name  

• Enter 'N' to sort the employee report by employee name.

• Enter 'E' to sort the employee report by employee number.

Include Generation of Export File  

• Enter 'N' to omit the generation of the export file.

• Enter 'Y' to include the generation of the export file.

The report lists the following:

• Employee number and employee name

• Category

• Payroll ID

• Employee status code

• Deduction code and description

• Deduction table, if applicable

• Deduction frequency

• Deduction Start/End periods

• Deduction Amount

• Deduction Limit

• Deduction Share %

• Employer share to date

• Eligible earnings to date

• Deduction taken to date

• Taxable benefit to date

• Subtotal per employee category when multiple entries exist

• Totals for report

• Summary of totals per category and payroll ID.  Summary totals include all entries per category.