Use the Year-to-Date Earnings Adjustment screen to enter or correct an employee’s year-to-date (YTD) earnings, taxes, and deductions. This screen is used in situations where YTD totals must be established or corrected to ensure accurate payroll and year-end reporting.
Common scenarios include:
- Implementing the HR payroll module mid-year and importing YTD totals from another payroll system.
- Migrating from a different payroll solution and aligning YTD figures so W-2/T4 reporting is accurate.
- Correcting YTD amounts that are incomplete or incorrect due to prior-period errors.
Recording items such as taxable benefits or other tax-only/benefit-only amounts that must be reflected in YTD figures without issuing a paycheck.
All YTD entries are validated for balance. Any entry that does not balance must be corrected or canceled before it can be saved.
Do not use this screen for regular payroll processing. Use Prepare Pay to enter and process standard pay records.
Before You Begin
- Gather the correct YTD totals for each employee (earnings, taxes, and deductions) from your previous payroll system or your payroll reports.
- Confirm the correct Checking Account Code (G/L account code for the earnings check register).
- Verify you are working in the correct earnings year.
- Coordinate with your accounting team about how any corrections will be reflected in the General Ledger (for example, through journal entries or refund checks).
Important:
- Entries made on the Year-to-Date Earnings Adjustment screen do not carry over to the Prepare Pay screen. Future payrolls still use Prepare Pay as usual.
- YTD adjustments in HR do not automatically create General Ledger entries or refund checks. Any required GL corrections must be handled separately through your normal accounting process.
Open the YTD Earnings Adjustment Screen
- Open the Human Resources module.
- Go to the worker’s record (File > Worker Information).
- Select the worker you need to adjust.
- Click the Year-to-Date Earnings icon,
, to display the worker’s YTD information.
- From the Year-to-Date earnings view, click the Year-to-Date Earnings Adjustment icon,
Enter YTD Earnings, Taxes, and Deductions
- Set the Adjustment Date:
- The date defaults to the current date
- You many enter a retroactive date within the current earnings year.
- You cannot enter a date that his beyond the current earnings year.
- Enter the Checking Account Code:
- Enter the G/L account code that corresponds to the check register for earnings.
- Enter YTD amounts for earnings, taxes, and deductions:
- Use positive values to increase YTD earnings, taxes, or deductions.
- Use negative values to decrease YTD earnings, taxes, or deductions.
- Deductions can be entered in the same manner as earnings.
- Review the YTD figures on the screen and verify they match your source data (prior system, reports, or corrected totals).
- If the figures are not balanced, correct the amounts or cancel the edits to keep the original YTD figures.
When all entries for the employee are correct, continue to prepare and post the adjustments.
Prepare and Post YTD Adjustments
- On the Year-to-Date Earnings Adjustment screen, click Adjust.
- When prompted, select Yes to move the entries to the Prepared Adjustments screen.
- The new screen will open:
- Prepared = Shows the number of records that have been adjusted and are ready to post.
- Un-adjust = Click to remove from the prepared list if an entry is incorrect.
- Post = Click to finalize and post all marked as Prepared.
Note: Before clicking Post, review the employee's Gross Earnings, Taxes, and Net Earnings displayed for the adjustment to ensure the results match what you expect.
After posting, the YTD earnings, taxes, and deductions are updated for the affected employees.
- No paycheck is issued. YTD adjustments are used to establish or correct YTD values. They do not create a paycheck for the employee.
- Impact on taxes: Amounts entered as earnings change gross earnings and may change calculated taxes depending on the earnings code and taxability. If you need to change only tax amounts, consult Support or your accountant before proceeding.
- Year-end reporting: Accurate YTD totals are critical for W-2/T4 and other year-end forms. Use this screen to align RFMS HR YTD totals to your actual payroll records when you implement HR mid-year or correct prior errors.
Contact RFMS Support or your accounting professional before proceeding if:
- You need to change specific tax amounts only (for example, FICA or state/provincial tax) without changing earnings.)
- You are correcting prior-year earnings or taxes.
- You are unsure whether an adjustment will affect gross earnings, taxes, or net pay.
- You are not sure which Checking Account Code or related GL entries should be used.
Q: Why don’t my YTD adjustments show on the Prepare Pay screen?
A: YTD adjustments update stored year-to-date totals only. They do not carry over to the Prepare Pay screen. Prepare Pay is still used for entering and processing regular paychecks.
Q: Can I reverse or change a YTD adjustment after I prepare it?
A: Yes. On the Prepared Adjustments screen, you can use Un-adjust to remove a record from the prepared list, correct the entries in the YTD Earnings Adjustment screen, and then prepare and post again.
Q: What happens if my totals don’t balance?
A: The system does not allow you to complete the adjustment until the figures balance. Adjust the amounts so the totals balance, or cancel the edits to keep the original YTD figures.
Q: Does this process update my General Ledger automatically?
A: No. YTD adjustments affect HR YTD totals only. Any required GL corrections must be handled separately in your accounting system.
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