Manually Enter Arrears and Payback Records

While most arrears records are generated automatically during payroll processing according the setup you have applied, there are some occasions for manually entering a record. Use the PR Arrears/Payback History form.

Note: For any record that you enter manually in the PR Arrears/Payback History form, the system will not update the PR Employee Accumulations form and the records will not be included in year-end totals.
Note: You can also manually enter arrears and payback records from the Arrears/Payback History tab on the PR Employee Dedns/Liabs form. When using this form, skip steps 1 and 2 below.

Possible reasons you might need to enter arrears or payback records:

  • to add historical arrears records.

  • to enter a negative arrears amount to forgive an employee's outstanding balance.

  • to correct an arrears record for an employee who is not currently accruing arrears.

  • to enter a positive payback record when you receive a check from an employee for direct payment towards an arrears amount.

To manually enter arrears and/or payback records:

  1. In the Employee field, enter the employee's number. Press F4 to select from a list.
  2. Enter the deduction code for the employee in the Ded Code field. Press F4 to select from a list.
    You can enter only deduction codes that have been set as subject to arrears (the Subject to Arrears check box is selected in the PR Deductions/Liabilities form, Arrears/Payback tab).
  3. In the Seq field, enter N, New, or + to create a new record.
  4. In the Date field, enter the record date.
  5. If this is an arrears record, enter the amount in the Arrears Amount field.

    If this is a payback record, enter the amount in the Payback Amount field.

  6. In the Memo field, enter any applicable notes.
  7. Save the record.
    For an arrears record, the system updates the Arrears History Total and Life to Date Balance display fields in the form header.

    For a payback record, the system updates the Payback History Total and Life to Date Balance display fields.

    For either type, the system updates the Life to Date Balance display field in the PR Employee Dedns/Liabs (Arrears/Payback tab).

    Note: You can follow these steps to edit records entered manually. All edits made to this form are audited by the system.
    Note: You can delete records entered manually, but you cannot delete records that were generated during payroll processing. Manual records are identified by not having information in the PR Group, PR End Date, and Pay Seq fields.