Process Deduction Change Requests

AptaFund provides the ability for an employee to fill out a W-4 form online and submit it for approval.

• Users with payroll manager, payroll admin, or fund admin permissions can then view and approve or reject the changes.

• Use the Deduction Change Requests window to process W-4 changes requested by employees. The window displays all pending requests.

• Employees are notified by email when their change requests have been approved or rejected.

• If the request is rejected, the employee will be able to see the reason for rejection in the email and in the Comment column in the My Deductions window.

Approve or disapprove change requests

1. Select Deduction Change Requests from the Human Resources menu, and that window opens with the system default of showing only Submitted requests.

• Change or delete the pinned filter to display requests with Approved and Rejected status.

• Clicking on the Employee Name link opens the employee record in Manage Employees.

2. Check the box for a request, and click Review Change(s) button, click the Print Request(s) button, or click the Request Date link. The employee's W-4 opens.

3. Review the W-4, and click either Approve or Reject or Print.

   • If you reject the request, the Rejection Reason popup opens. Enter a Comment, and click OK. The employee will be able to see the Rejected status and your comment in the My Deductions window.

   • If you approve the request, the employee's New deduction set will be updated with the changes and automatically approved, becoming the Current set.

   • If you Print, the request needs to be approved first before printing is allowed.

4. If checked one or multiple requests on the grid and click the Print button, it will process the printing of each W-4 separately and only if it has an approved status else a message will display stating only approved requests can be printed.

Return to Deduction Assignment Overview