Use this screen to view a log or history of dependent care FSA transactions by employee for each plan year. If you are using Costpoint Payroll to reimburse, all of the fields on this screen will be automatically populated when requests from the Request Dependent Care Reimbursement screen are paid through the Compute Payroll screen in Costpoint Payroll and posted. If you are not using Costpoint Payroll, you can manually enter transactions.
You cannot access this screen unless you have selected the Dependent Care Flexible Spending Accounts checkbox in the Benefit Settings screen in Costpoint Benefits. You can enter payment information at any time, and you can enter an unlimited number of records.
Enter, or use Lookup to select, the employee's ID number. Your entry will be validated against the Employee table in the Basic Employee Info screen. The name of the employee is displayed in the field to the right of the ID. The employee must have an election amount in the entered plan year. This is a required field.
Enter the plan year. Your entry will be validated against the Dependent Care FSA Setup table. The employee must have an election in the Employee Dependent Care FSA Elections screen for this plan year. This is a required field.
This non-editable field displays the annual election amount for this employee for this plan year. This amount comes from the Dependent FSA Setup table.
This employee's pay cycle, as defined in the Basic Employee Info screen, is shown in this non-editable field. This field is hidden if you do not use Costpoint Payroll to pay reimbursements.
Use this group box to view the year-to-date activity for this employee for this plan year. These non-editable fields display only when you are querying back a record.
If you are using Costpoint Payroll for reimbursements, this field displays the sum of deductions (using the Deduction code in the Dependent Care FSA group box from the Benefit Settings screen in Costpoint Benefits) from the Employee Earnings table in Costpoint Payroll for this employee if the check date is within the start and end date of the plan year. Employee contribution information is not stored in the Maintain Dependent Care History table. It is already stored in the Employee Earnings table.
If you are not using Costpoint Payroll to pay reimbursements, this field displays the sum of employee contributions for all rows in the table that contain a Trans Code of "CNTRB" (Contribution). If you do not use Costpoint Payroll to reimburse, this field is updated whenever new "CNTRB" rows are added to an existing record. Such contributions are stored in this table.
This field displays the sum of all rows in the table that contain a transaction code of "REIMB" (Reimbursement). If you do not use Costpoint Payroll to reimburse, this field is updated whenever new "REIMB" rows are added to the table.
The system calculates the value in this field by subtracting the Reimbursements from the Contributions. If you do not use Costpoint Payroll to reimburse, the system updates this field whenever new rows are added.
If your company reimburses through Costpoint Payroll, this field displays the date on which the transaction was entered into the system. Otherwise, select the New Line button on the toolbar, and the current system date will default in. If this date is not correct, enter the correct date in MM/DD/YYYY format. This field is required.
If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays either "REIMB" (Reimbursement transaction) or "CNTRB" (Contribution transaction). If your company does not use Costpoint Payroll to reimburse, enter the transaction code ("REIMB" or "CNTRB") that applies to this transaction. This field is required.
This field is enabled only when the Trans Code is "REIMB." If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays the date on which the dependent care expense was incurred. This date determines the plan year into which this expense falls. If your company does not use Costpoint Payroll to reimburse, enter the incurred date. This date must be within the date range of the entered plan year. Your selection will include dates after the plan year ends. This field is required.
This field is enabled and required only when the Trans Code is "REIMB." If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays the date on which the request for reimbursement was made. If your company does not use Costpoint Payroll to reimburse, enter the request date.
This field is enabled and required only when the Trans Code is "REIMB." If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays the dollar amount of the dependent care request, regardless of the amount actually paid. If your company does not use Costpoint Payroll to reimburse, enter the request amount. The amount must be greater than zero.
This field is enabled and required only when the Trans Code is "REIMB." If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays the dollar amount of the dependent care request that has been approved for payment, regardless of the amount actually paid. If your company does not use Costpoint Payroll to reimburse, enter the approved amount. The amount must be greater than zero.
This field is enabled and required only when the Trans Code is "REIMB." If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays the amount that was actually paid, regardless of the request or approved amount. If your company does not use Costpoint Payroll to reimburse, enter the reimbursement amount. The value in this field must be greater than zero.
The Compute Payroll process in Costpoint Payroll will check the Request Dependent Care Reimbursement screen to determine whether there are any unpaid requests with a pay period end date earlier than or the same as the current payroll run. If there are, it will determine whether there have been a sufficient amount of deductions (including the current payroll run) to cover the approved amount. Once the request has been paid and posted, it will be removed from the Request Dependent Care Reimbursement table to the Maintain Dependent Care History table. If there are not enough funds to cover the approved amount, it will pay the request up to the available amount, and that payment will become a record in the Maintain Dependent Care History table. Any amount over what is available will be deferred until the next payroll run.
This field displays the date of the end of the pay cycle for which this transaction was completed. If your company does not use Costpoint Payroll to reimburse, this field is hidden.
This field is enabled and required only when the Trans Code is "REIMB." If your company uses Costpoint Payroll to reimburse dependent care expenses, this field displays the date of the check that was used to make reimbursement. If your company does not use Costpoint Payroll to reimburse, enter the check date.
Enter up to 256 alphanumeric characters to record any comment you want to attach to this row. This is an optional field.
Changes to this screen update the HB_DEP_FSA_HS table.