Update deductions and contributions for multiple employees

Tip: This feature is available with Powerpay Plus.

Use the Mass Deduction and Contribution Update feature to update deductions and contributions for multiple employees at one time using the same update method (value modifier, percentage modifier, new value or manual update). At the end of this process, you can review the proposed changes, modify individual records, and exclude individual records from being updated.

Prerequisites

The mass deduction and contribution update template is created.

Tasks

Update deductions and contributions for multiple employees

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Open the Mass Deduction and Contribution Update page. From the Payroll menu, select Mass Edit Tools > Mass Deduction and Contribution Update.

3. In the Update On section, select the appropriate option: Employee Deduction or Employer Contribution, and then select the specific deduction or contribution from the drop-down list.

4. Select an update method and enter the amount or percentage change for the selected deduction or contribution type.

   The following update methods are available:

   • Value Modifier (+/-)– Enter the value by which to change the selected deduction or contribution.

     old value  ± value modifier amount = new value.

   • Percentage Modifier – Enter the percentage by which to change the deduction or contribution value, select a rounding method and the number of decimal places to round to.

     old value ± (old value* percentage modifier amount) = new value

   • New Value– Enter the new deduction or contribution value.
   • Manual Update – Enter a new deduction or contribution value for each employee individually as required in the Employee List after clicking Preview.

5. Select filter criteria to specify which employees to update. Choose from the following filter criteria:

   • Pay Type – Select the pay type for the employees to update. Only employees with the selected pay types are included.
   • Value Range – Enter a minimum and maximum value. Only employees with a deduction or contribution value within the selected range are included.
   • Employee Hire Date Range – Select employees within a hire date range. Employees whose hire date is on, or following the start date and on or before the end date are included. If only a start date is selected, all employees with a start date on or after the selected date are displayed in the Employee List. If only an end date is selected, all employees with a hire date on or prior to the selected date are displayed in the Employee List.
   • Distributions (ID X, ID Y, ID Z and ID Dept) – Select the distributions to include. Only the distributions set up for your payroll are included in the list. Only employees with the specified distributions are included.
   • Province of Employment – Select the province of employment for the employees to update. Only employees in the selected province are included.
   • Status – Select the status of the employees to update.
   • Employee Deduction – Select the deduction to include in the filter criteria. Only the employees set up to receive the deduction are included.
   • Employer Contribution - Select the employer contribution to include in the filter criteria. Only the employees set up to receive the contribution are included.

6. Click Preview.

   The Employee List displays all of the employees within the open pay period that meet the Update On and filter criteria. It includes:

   • Select checkboxes 
   • Employee Number
   • Employee Name
   • Old Deduction / Contribution Value

   • New Deduction / Contribution Value

     Tip: By default, the list is sorted by Employee Number. To change the sort order, click a column heading.

     Tip: Click an employee name link to review a read-only version of the profile for the selected employee.

     Powerpay displays the number of employees that meet the filter criteria and the number of employees selected for update below the Employee List.

     The information in the New Deduction or Contribution column differs depending on the Update Method you selected.

     Update Method	New Deduction / Contribution column
     Value Modifier	The new calculated value. old value  ± value modifier amount = new value
     Percentage Modifier	The new calculated value. old value ± (old value* percentage modifier amount) = new value
     New Value	The value entered in the New Value box.
     Manual Update	The old value.

7. Review the values in the New Deduction or Contribution column. Edit any values as required.

   • The values can be edited. If you edit a value, an update icon displays beside the edited value and displays at the top of the list.

   • If the values are incorrect due to inappropriate selection criteria, click Reset. The following message displays:

     Resetting deletes the Employee List and resets the page selections to the defaults. Please save as template or data will be lost.

     Click OK to continue, or Cancel to remain on the current filter criteria and employee list.

   Click OK to reset the selection criteria.

8. Powerpay displays a check mark next to the names of employees that will be updated. If any of the employees that meet the selection criteria and display in the Employee List should NOT be updated, clear the check box beside that employee's name.  

9. Click Apply.

   Powerpay displays a message indicating the number of updates.

   If the number is correct, click OK to continue.

   If the updates are successful, Powerpay displays a Data Saved message that indicates the number of successful employee updates.

   If you cleared the check box beside employee names in step 7, Powerpay displays the list of employees who met the selection criteria but were not updated.

   When the update is being applied, if any of the Old Deduction or Contribution values do NOT match the value in the database, the employee deduction or employer contribution is not updated and the following message displays with a list of the employees not updated:

   The following employee(s) deduction or contribution value did not update because the value(s) changed during the mass organizational update process. Please review.

   Employee Number	Employee Name	Value
   10100	Duke, Daisy	10.500
   10150	Jones, James	10.800

   If any of the employees no longer match the filter criteria when the update is applied, Powerpay displays the following message with a list of the employees not updated:

   The following employee(s) deduction or contribution value did not update because they no longer belong to the same filter criteria. Please review.

   Employee Number	Employee Name	Value
   10100	Duke, Daisy	10.500
   10150	Jones, James	10.800

   If any of the employees already have Union, Pension or WCB deductions / contributions set up when the update is applied, Powerpay displays the following message with a list of the employees not updated:

   The following employee(s) deduction or contribution value did not update because they may have other Union, Pension or WCB deduction / contribution set up. Please review.

   Employee Number	Employee Name	Deductions / Contributions	Permanent Value
   10100	Duke, Daisy	Pension $	10.000
   10150	Jones, James	Union Dues	11.000