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Employee Voluntary Deductions - IPOPS Personnel Actions

Purpose: This action is used to establish or update Employee Voluntary Deductions.

Note: Currently only a select group of non-state sponsored deduction codes are available. More deduction codes may be added in the future.

Filling out the form

Mandatory fields (yellow font) must be completed before the document can be submitted.

Effective Date

On the Employee Voluntary Deductions action, choose the pay period begin date of the pay date you want the changes to be effective on.

Note: The date that appears in this field will be the pay period begin date for the first pay period that has not been processed (by pay group). To see more dates, click the drop-down list and choose from a total of 13 pay period begin dates ranging from the first pay period that has not been processed through the next 12 future pay period begin dates.

Employee Voluntary Deductions Section

Establishing a New Deduction

To establish a new deduction, go to the first row on the form that has a blank Deduction-Option field.

Deduction-Option

Choose the deduction you want to add by clicking on the blue check mark icon to open a second window which displays all the deductions available for your agency.

In the Deductions Codes & Descriptions window, deductions are listed in numerical order by deduction number. Click the drop-down list provided to select the appropriate deduction.

Note: Some voluntary deductions have additional options (percentages) to choose from. For these deductions:
Choose the deduction with the appropriate percentage.
The percentage information will show in the option field on the form (otherwise it is blank).
You will not be allowed to enter a Deduction Amt/Rate for this deduction.

After you select the appropriate deduction click on the 'Return Info' button. This will enter the deduction you selected onto the document in the deduction-option field in your new row.

You can choose the blank field on the deduction list to blank out the line if needed.

For more information on deductions, see the Deductions page.

Status

When a new deduction is established, the program will automatically put a 'Y' in the status field.

Deduction Amt/Rate

This field is the amount that is to be withheld from the employee's pay.

If the deduction has an additional option (percentage), the deduction amount cannot be entered.

Applicability Code (App Code)

This field indicates which pay period(s) in a month the deduction is taken. Click on App Code to see which pay periods the app code relates to.

For a complete list, see the Applicability Code List (App Code) page.

Note: Some deductions have a specific app code.
If an incorrect app code is selected, you will receive an error when the action is submitted.
When you return to the document, only the correct app code will be in the drop-down list.
Choose the correct app code and submit the form again.

Limit Amount

This field will set a dollar amount limit on the total an employee wants withheld for that deduction.

The inception to date amount withheld determines if the limit amount has been reached.
If the difference between the limit amount and the inception to date amount is less than the deduction amount, payroll will only withhold the difference.
The deduction will automatically turn off when the inception to date amount equals the limit amount.
This field must be left blank if a deduction-option is entered or deduction code 110 is used.
Deduction codes 592 and 593 require a limit amount.

Inception to Date Amount

The deduction dollars that have been withheld since the employee's deduction was established.

Account No.

The account number or policy number for an employee's deduction.

Select Update, which will open a second window. Enter the account number in the Update field and select Return info.

This field is used for informational purposes, except when using the 110 deduction.
No special characters should be used in this field.
Account numbers are not displayed on the IPOPS form (but can be seen by selecting Update).

Note: Deduction code 110 requires the Account No. Use the invoice number provided by PERSI.

Revising a Deduction

Deduction-Option

If you want to change an amount of a deduction, just enter a new deduction amount.

App Code

If you want to change the app code, select a new app code from the drop-down list.

Note: If the deduction only allows one app code, you will not be able to change it.

Limit Amount

If you want to increase a limit amount, add the new amount to the Inception To Date Amount shown on the form and enter that number into the Limit Amount column.

To remove the limit amount, enter '.00' (a period followed by two zeros).

Account No.

To revise an account number, select Update and enter the new account number in the Update field.

To delete an account number, enter an asterisk (*) in the Update field.