Deductions
Use the Deduction Table page to add, update, delete, search, and print deduction and benefit records for payroll processing. This page allows users to configure employee deductions (amounts withheld from pay) and employer benefits (employer-paid contributions), including calculation methods, tax exemptions, maximum amounts, vendor payments, and general ledger account distributions.
Ohio has two primary public employee retirement systems that school districts must report to:
STRS (State Teachers Retirement System): For certified/licensed teaching staff.
SERS (School Employees Retirement System): For classified/non-certified support staff (reported through eSERS, the electronic reporting portal).
Deduction codes configured for these retirement systems serve the following purposes in payroll processing and state reporting:
Calculate Employee contributions
The deduction codes define how much is withheld from employee paychecks for retirement:
Contribution Type | Description |
|---|---|
Employee Share | The percentage of earnings withheld from the employee's pay. |
Employer Share (Board) | The percentage of earnings the district contributes on behalf of the employee. |
Track Withholdings
The system uses deduction codes to:
Accumulate year-to-date and fiscal-to-date contribution amounts.
Track service credit days for retirement eligibility.
Maintain accurate records for each employee.
Post to General Ledger
Deduction codes specify:
Withholding (Liability) Account: Where employee contributions are posted until remitted.
Benefit (Expense) Account: Where employer contributions are posted as payroll expense.
The Retirement System Deductions page links deduction codes to retirement systems and controls how they are reported.
On the start page, select Human Resources.
Select Reference Tables.
From the Payroll menu, select Deductions.
Enter the Search Criteria to find the required deduction code records, and then select Search.
Refer to Search for records for more information.To add a record, select Add new. Refer to the appropriate topic listed under Set Up Retirement Deduction Codes, enter valid information, and select Accept.
To edit a record, select the record and select Accept. Update the information and select Accept.
To delete, select the record and select Delete. Select Yes.
To generate a report, select Print, and then select:
Summary to print a condensed listing of deduction codes showing only key fields such as Deduction Code, Title, Check Title, Frequency, and Method. Use this option for a quick reference list of all deduction codes without detailed configuration settings.
Detail to print a comprehensive report of each deduction code, including all configuration settings: calculation methods, rates, maximum amounts, tax exemptions, benefit settings, general ledger accounts, and vendor information. Use this option when you need complete documentation of deduction code configurations.
Select Accept and then select a Destination:
Select File to create the report in .rpt format. You can change the default file name. The default file names are:
Summary: deductss.rpt
Detail: deductsd.rpt
Select Screen to download the report in .pdf format. The default file names are:
Summary: deductss_<#####>.pdf
Detail: deductsd_<#####>.pdf
Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file names are:
Summary: deductssrpt<####_#####>.xlsx
Detail: deductsdrpt<####_#####>.xlsx
Select OK.
Download the .rpt file from the View Files page.
Save the .pdf or .xls file.
For more information about the Print option, refer to Print Reports.
Set Up Retirement Deduction Codes
For information on setting up Retirement Deduction Codes, refer to the following: