Deduction Submittal by Office

Summary

The Deduction Submittal by Office Report provides office-level deduction submittal details for selected payroll checks or date ranges. It shows deduction line items alongside employee check details, employer information, and agency information so teams can prepare and validate deduction submittals.

This report is essential for:

Payroll Teams: preparing and validating deduction submittal packets by office.
Finance Teams: reconciling deduction line amounts with check and bill context.
Operations Staff: confirming the correct employer and agency details are attached to each payment group.

This report helps reduce manual lookup work by combining payment, deduction, employer, and agency information in one output.

Report Overview

Attribute	Details
Purpose	Produces office-based deduction submittal data grouped by payment, including employee, employer, and agency sections.
Classification	Payroll / Submittal Report
Who Should Use This Report	Payroll Teams, Finance Teams, Back-Office Operations
Business Problem Solved	Eliminates manual assembly of deduction submittal details across multiple payroll records and entities.
Run Frequency	On-demand (per payroll cycle, correction cycle, or audit request)
Related Reports	Deduction by Agency, Deduction Summary, Payment Deduction

Business Value

Category	Description
Office-Level Control	Supports office-specific deduction submittal preparation and review.
Complete Submittal Context	Combines line items with employer and agency address details required for submission workflows.
Reconciliation Support	Includes check numbers, references, and amounts to speed reconciliation and exception handling.
Flexible Filtering	Supports run by payment batch or by date range and date type selection.
Operational Accuracy	Reduces risk of missing required deduction submittal fields when assembling packets.

Known Issues or Limitations

Issues	Description
Billing-only scope	Only billed payroll records are included in this report output.
Date filter behavior	Date filtering changes based on selected Date Type (Check Date vs Accounting Period Date).
Deduction type dependency	Results depend on selected deduction type values; restrictive selection can omit expected rows.
Payment linkage dependency	If deduction linkage records are incomplete, some expected rows may not appear.
Office scope by user access	“All” company/office filters resolve within the current user’s access scope.

Troubleshooting Guide

Issues	Problem Reason	Solution
No results returned	Filters, date range, or payment batch do not match billed payment records.	Confirm Payment Batch, Date Type, and date range; retry with broader filters.
Expected office data missing	Office is outside selected filter scope or user access scope.	Verify office selection and user office access, then rerun.
Deduction rows appear incomplete	Deduction type filter excludes some transaction types.	Select all deduction types (or broader selection) and rerun.
Employer or agency details missing	Underlying organization address/profile data is incomplete.	Update organization address/profile details and rerun the report.
Check detail mismatch	Related payment linkage for adjustment/benefit row differs from expectation.	Validate associated payment and adjustment/benefit records for the item.

FAQ

Questions	Answers
What is the main output structure?	The report is grouped by payment, with nested payment line data, employer details, and agency details.
Can this be run for a single payroll batch?	Yes. Enter a specific Payment Batch ID to return billed payments for that batch.
What happens if no company or office is selected?	Blank values are treated as “All” and resolved from the user’s accessible companies/offices.
Can I filter by deduction type?	Yes. You can select one or multiple deduction types, or run with all types.
Why are only billed payroll records included?	The report is designed for deduction submittal workflows tied to billed payroll data.

Reference Video/Screenshot

Report Details

Category	Value
Parent Category	Back Office
Category	Payroll
Report Type	Paginated report
Report runs from Application	RMS
Report Category	Shareable
Report Level	Payment Adjustment

Report Parameters

Report Parameter	Description	Parameter Options	Default	Required
Payment Batch ID	Runs report for a specific payroll batch when greater than zero.	Numeric ID	0	No
Date Type	Chooses date basis for filtering when Payment Batch ID is not provided.	Select list (Accounting Period Date, Check Date)	Accounting Period Date	Yes
Start Date	Beginning date for filtering eligible billed payments.	Date picker	—	Conditionally required (when batch not provided)
End Date	Ending date for filtering eligible billed payments.	Date picker	—	Conditionally required (when batch not provided)
Company	Limits to selected company values in user access scope.	Multi-select / All	All	No
Office	Limits to selected offices under company/user scope.	Multi-select / All	All	No
Deduction Type	Limits output to selected deduction transaction type(s).	Multi-select / All	All	No

Report Grouping

Report Columns

Report Column	Description	Definitions/Logic
Employer	Employer organization name for the payment context.	Derived from employer organization tied to the bill office.
Employer FEIN	Employer tax ID used in submittal context.	Taken from employer organization.
Employer Address Fields	Employer address components (address lines, city, state, ZIP).	Pulled from employer organization current address records.
Agency	Agency organization name for the payment context.	Derived from agency organization tied to the bill.
Agency Address Fields	Agency address components (address lines, city, state, ZIP).	Pulled from agency organization current address records.
Office	Office name associated with the related payment record.	Taken from office linked to the payment identified for the line.
Deduction Name	Deduction transaction code/name.	Derived from transaction code mapped to each deduction line item.
Check Date	Date of the enclosed check/payment.	Pulled from payment batch check date and formatted for output.
Check Number	Check number associated with the deduction line.	Derived from linked payment records for the adjustment/benefit line.
Employee	Employee display name tied to the deduction line.	Taken from the employee/person linked to the adjustment or benefit item.
SSN	Employee SSN value shown with the deduction line.	Returned from employee profile data tied to the line item.
Reference	Deduction reference value for the line.	Derived from the linked adjustment/benefit reference data.
Amount	Deduction amount for the line item.	Taken from the transaction item pay value for the deduction row.
Enclosed Check Number	Check number included for submittal context.	Taken from the payment record associated with the deduction line.

Additional Notes

If Payment Batch ID is greater than zero, the report uses that batch directly and does not depend on date filtering logic.

If Payment Batch ID is zero, Date Type controls whether Accounting Period Date or Check Date is used to select billed payments.

Documentation Index