LCPtracker’s ‘Other Deductions Detail’ feature helps increase your ability to track specific details for what a Contractor is entering in the other deductions field. Your LCPtracker Account Manager will go through and help determine what functionalities in LCPtracker are best suited for you.

The ‘Other Deductions’ setting, once enabled, will be database-wide and is a setting your Account Manager will need to assist in turning on and implementing; as this applies to your whole database, there is no way to make this project specific. (We highly recommend you develop a role out plan if you are an existing user.)

You have three choices available to you when utilizing the ‘Other Deductions’ feature:

1. Contractor enters notes only
2. Contractor choses from a pre-determined list of deductions
3. Contractor choses from a pre-determined list of deductions and enters notes

This is the original method LCPtracker has used to collect notes from the Contractor when an amount is entered in the Other field within the paycheck section. This option can be enforced by turning on Validation 30 as a Yes/Notice/Enforce.

NOTE: keep this validation turned on even if you want to set up the other deduction details feature.

Once this setting is enabled, the Agency or database administrator will need to take the following steps for setting up this option for the Other Deductions Detail feature. This option is available in the Set Up tab.

This feature includes validation (30a) that will need to be set to Yes/Notice/Enforce in your database. When enforcing this validation, the system will confirm the total sum of all values entered in other deductions.

Setting Up Other Deduction Categories

Step one: Click on Setup>Other Deductions>Other Deduction Categories. The default category is USDOL (United States Department of Labor) which can be used, or you can create a State specific category if needed. 

Note: If you want to set up an additional other deduction category, please work with your LCPtracker Customer Success Manager.

Setting up Other Deduction Types

Step two: Click on Setup > Other Deductions > Other Deduction Types. This can either be done manually or by using an upload spreadsheet.

Note: Once a type has been added in the system and used on a payroll, you will NOT have the ability to delete the type anymore. You can disable it but not delete it.

Upload Other Deductions

Before a Contractor can utilize the new functionality for the other deduction details, you must first enter the Other Deduction Types into your database. This step can be done manually or via an upload spreadsheet located under the Upload Other Deduction button.

             Enter data via Upload                                                      Enter data manually

The spreadsheet available for upload will default to an internal sample USDOL list. You can override, add, or delete the data in this spreadsheet as needed.

To start, click on Upload Other Deductions, download the template shown in the hyperlink below, and enter the relevant data.

Save the entered data to your desktop, and then click on Choose File, find the Excel file created and then click on Upload. 

Once your entry has been uploaded, a pop-up box will appear showing how many records have been uploaded.

Click back to the Other Deduction Types button and the list that you entered will now show in the system.

Note: The information that the contractor sees is what is entered in the ‘Name’ field. You will need to ensure any additional information you want visible will need to be listed here.

Other Deductions Detail Feature Entry Methods

The contractor will have three different ways to enter the ‘Other Deductions’ information for an employee. These include:

1. Entering the information during the Add/Edit Employee setup page as a default time saver
   • The information entered here will ONLY flow to the payroll entry when doing a manual payroll entry
2. Using the LCPtracker excel upload spreadsheet listing out the other deductions
   • More information is available below on the required setup for the payroll upload functionality

3. Adding the other deduction amounts directly into the CPR entry screen

1. Add/Edit Employee Information Screen

2. LCPtracker Upload Spreadsheet

When using the LCPtracker upload functionality, you will want to make sure that your Excel upload file is the latest version. Columns CR, CS, and CT have been created for the other deductions detail functionality. 

If you do not see the following information on your upload document, you can manually add these columns to your document ensuring that the header name matches each name exactly.

If you have multiple entries for the OD_Type or OD_Amount columns, each entry must be separated with a pipe delimited “|” and no spaces.

If you are ONLY using the default DOL category in your database, you may leave the category blank. If you add an additional Category entry, you must follow the same upload requirement for the category field using pipe delimited (“|”) with no spaces for each other deduction you are uploading, as shown below: 

3. Entering the Other Deductions Information into the CPR entry page

When the contractor enters their payroll, they will select the specific other deductions category(s) which will make up the total amount of the ‘other deduction’ entered on the payroll entry.

Validation 30a will validate that the amount entered in the Other field matches the Total Amount Deducted itemized in the Other Deduction Details. 

Other Deduction Match

This feature includes validation (30b) that will also need to be set at Yes/Notice/Enforce in your database. When enforcing this validation, the system will validate that the Other Deduction Match has been completed when using the LCPtracker spreadsheet template to upload your certified payrolls. 

The notice generated will show up as followed: 

This is what the entry on the upload certified payroll template looks like: 

Once the payroll has been entered into the system, you will be prompted to complete the Other Deductions Match. You will have two ways to complete the match.

        1. Navigate to the Edit Uncertified Payroll Records from the tab 1. Payroll Records and click on Other Deductions Match. 

        2. Click on Set up>Contractor Other Deductions Match. 

Match the listed deduction category and type what was entered on the upload certified payroll template.

Your completed match will now show on the Other Deductions Match page for future use.

Example of Other Deduction Type matches:

If an Agency/Admin wants to require both the detailed other deduction and a note, your LCPtracker Account Manager can turn on this functionality.

Other Deductions Reporting

The Other Deduction report available in LCPtracker is used for both the current functionality and the detailed other deduction functionality. If you are converting your database over to the new functionality, it is recommended to run the Other Deductions Report PRIOR to the switch and save it to your desktop. This will ensure that your previous information entered will not be replaced.

Reports>Special Reports>Other Deductions Report

If this is a feature you would like to turn on in your database, you will need to reach out to your LCPtracker Account Manager to assist you with set up.

If you are using DPI for your payroll upload, please contact support@lcptracker.com to make them aware of your intent to use this feature.

As mentioned above, for any large accounts that want to initiate this on a project that is currently active, we highly suggest a roll out plan be developed prior to turning this on including communicating with all contractors and subcontractors of the changes that will be required going forward.

Should you need additional assistance please contact our LCPtracker support team: