Occasionally an employee is entered into RTI 2000 Payroll
with an incorrect Social Security number. This is easy to fix if there is only
one record for the employee. Sometimes, especially in the case where an
employee is rehired, the mistake is not caught until another employee record
has been added. When this occurs, the solution requires a few more steps. The
instructions below show you how to correct the error in either instance.
SCENARIO #1 – The employee was entered with an incorrect Social Security number and has only one record in the Payroll system.
1. On
the Payroll Processing menu, select Employee
Maintenance.
2. Select
the option Change Employee SSN.
3. Enter
the incorrect SSN or the employee’s last name to pull up the employee’s record.
4. Enter
the new (correct) SSN and select OK.
5. An
update process will take place and the new Social Security number will take
effect.
SCENARIO #2 – The
employee was entered with an incorrect Social Security number, but also has
another record with the correct Social
Security number. To fix this, you must “combine” the information into the
correct Social Security number record, and zero out the incorrect record. Use
the following steps.
Print information on
the employee file with the incorrect Social Security number:
1. On
the Payroll Processing menu, select Employee
Maintenance.
2. Then
select Change Employees.
3. Pull
up the employee by the incorrect Social Security number.
4. Select
the View option. Select Yes to print in full detail.
5. Select
the print icon at the top of the screen. (This will provide you with a
quarter-by-quarter breakdown of the employee’s wages and withholding plus any
additions or deductions with the wrong number.)
6. Select
Cancel All.
Correct the information
in the employee file that has the correct Social Security number:
7. Go
to the Payroll Utilities menu and select Enter/Change
Employee Balances.
8. Enter
the correct Social Security number. The employee’s wage, withholding and
addition/deduction balances will be available.
9. Edit
the wage, withholding and addition/deduction information for each quarter, so
the totals for this employee are correct.
10. When
you are satisfied that all changes have been made, select OK.
11. A log
file will appear on screen. You may print this for your records.
“Zero out” the
incorrect record and prepare for its deletion.
12. Now
enter the “incorrect” Social Security number.
13. Edit
these totals so all fields show 0.00. This must be done so the totals for the
Tax Reporting Group are correct.
14. When
completed, select OK.
15. Return
to the Employee Maintenance option
in Processing and select Change
Employees again.
16. Pull
up the employee by the correct Social Security number.
17. Select
the View option and select Yes to print in full detail.
18. Select
the print option and press [Enter].
19. Verify
the totals on this sheet. They should be the correct yearly totals for the
employee.
20. Next,
pull up the employee with the incorrect number.
21.
Change the number to an obvious bogus number (Ex.
999-88-7777) using the steps in Scenario #1 for changing the SSN. Change the name on the employee so you can easily
determine that this is a phony record.
22.
Finally, terminate
the (phony) employee, so the record will be deleted when a new payroll year is
started.
If you need help with
this procedure, please call RTI Client Services at 1-800-937-1290.