Introduction

Managing benefits and deductions is an essential part of maintaining accurate payroll records. This article will walk you through how to set up, edit, and manage both employee benefits (such as 401(k), HSA, and Section 125 plans) and deductions (like uniform fees or loan repayments) in your guHRoo payroll profile.

Steps/Procedures

Accessing Benefits and Deductions

1. From your guHRoo Dashboard, go to the left-hand menu and click on Settings.

2. Select Payroll from the settings options.

3. Click on the Benefits and Deductions tab.

Understanding the Difference

• Benefits: Include 401(k), HSA, Section 125 medical/dental/vision insurance. These typically include both employee and company contributions.

• Deductions: Usually relate to one-time or recurring employee-only deductions like uniforms, loan repayments, etc.

Managing Benefits

1. Click on Manage Benefits to view all benefits set up for your company.

2. To edit a benefit, click the Actions dropdown next to the benefit and select Edit.

   • Note: You can only edit the name of a benefit once it has been used (for tax compliance reasons).

3. To edit employees enrolled in a benefit:

   • Click Actions > Edit Employees.

   • View employee deductions vs. company contributions.

   • Add or remove employees as needed.

Adding Employees to a Benefit

1. Click Add Employees.

2. Select employees to enroll.

3. Enter a per-pay-period deduction amount (e.g., $250).

4. Set any company contribution if applicable.

5. Click Submit.

Creating a New Benefit

1. Click Add Benefit.

2. Enter a Benefit Name (e.g., Test 123).

3. Choose the Benefit Type (e.g., Medical Insurance).

4. Confirm whether it is pre-tax or post-tax (e.g., IRS Section 125 plans are pre-tax).

5. Click Save and Continue to enroll employees as shown above.

Managing Deductions

1. Click Manage Deductions to see a list of employees and their current deductions.

2. Use the search bar to find a specific employee.

3. Click their name and then Proceed to Deduction to view active deductions.

Editing or Deleting a Deduction

• Click Actions next to the deduction.

• Choose to Edit (change amount or type) or Delete the deduction.

Adding a New Deduction

1. Click Add Deduction.

2. Choose between a Garnishment (e.g., child support, tax levies) or Custom Deduction.

   • For garnishments, ensure the agency is set up in your system. guHRoo will handle the payments automatically.

3. For custom deductions:

   • Enter a Description.

   • Choose Frequency (recurring or one-time).

   • Set Amount (fixed or % of gross pay).

   • Optionally set a Goal Amount (total amount owed) or an Annual Maximum.

4. Click Submit to save.

Reviewing Benefits & Deductions from the Employee Profile

1. Navigate to My Team and open an employee’s profile.

2. Go to the Benefits or Deductions tab.

3. View current entries, including deduction amounts, contribution types, and benefit names.

4. You can also add benefits or deductions directly from this screen.

Troubleshooting

• Cannot Edit Benefit Type: Once a benefit is in use, only the name can be changed. You must create a new benefit for changes in type.

• Deductions Not Applying: Check that the deduction start date and frequency are correctly set.

• Missing Agency for Garnishment: Ensure the agency is listed and set up in the system; otherwise, the deduction cannot be processed properly.

• Incorrect Contribution Amounts: Double-check per-pay-period settings when enrolling employees.