Payroll Documentation

Transcription

1 Payroll Documentation Contents Payroll Introduction... 3 Direct Deposit Authorization Form... 9 Employee Lookups New Custom Report/Routine Custom Reports and Routines: PRCUSS What to Know Procedures or W-2 Payee? AccuWage and AccuW2C Catamount HC Calculation Creating a PR Warrant Fixing a wrong Social Security Number after W-2s have been filed Direct Deposits Life Insurance Fringe Benefit W-2/Accuwage/BSO Processing ACH Direct Deposits Setting up a Fringe Benefit Social Security Number (SSN) Verification VMERS DC Set Up W-2 Printing/Proof Sheet W-2 Proofing Tips What is BSO? Year End Payroll Information Main Menu Post Payroll Post Payroll Calculate Payroll Edit Postings Print Checks After the Fact Payroll Employee Maintenance Check Reconciliation Void Payroll Checks Tax File Maintenance A. Transfer to GL B. Transfer to AP C. Period Close Page 1 of 314

2 Payroll Documentation D. Close Calendar Year E. Tax Deposits F. Standard Deduction Table G. Paytype/Deduction Code Change I. Installation K. Code and List Maintenance L. Leave Time Accrual Maintenance M. Process Direct Deposits Reports Detail Posting Register Payroll Register Check Register Check Warrant Report Cashed Checks Report Outstanding Checks Check Mismatch Report Labor Accounting Employee Listing A. Employee Wage Summary B. Employee Tax Summary C. Employee Deduction Report D. Posting Register E. A/P Posting Register F. Mailing Labels G. Accrued Time Report H. Life Insurance Report I. Tax File Report J. Tax Deposit Report K. Federal form L. State Withholding Report M. State Unemployment Report N. Preprinted Tax Forms O. Process W2s P. Paytypes Report Q. Tax Summary Report R. Payroll GL Distribution S. AP Vendor Distribution T. Worksite Report Custom Reports Page 2 of 314

3 Payroll Documentation Payroll Introduction Main Menu This is the Payroll Module s Main Menu. The Payroll Module is used to The following is a brief summary of what each Menu Item is used for. 1. Post Payroll: This is where you will record employees to be paid in a given pay period. 2. Calculate payroll: This is where the system determines tax withholdings and rate based deduction/benefits. 3. Edit Postings: This is where you go to alter values generated in 1. Post Payroll, or 2. Calculate Payroll. 4. Print Checks: This is where you go to print regular and/or electronic Payroll checks. Page 3 of 314

4 Payroll Documentation 5. After the fact payroll: This is where you go to record a Payroll check that was manually created. 6. Employee Maintenance: This is where you add and maintain each Employee. This includes everything needed for each individual employee. 7. Check Reconciliation: This is where you can go to Reconcile cashed Payroll checks. 8. Void Payroll Checks: This is where you go to void checks that have been issued. 9. Tax File Maintenance: This is where you go to define the federal, state and local tax tables. A. Transfer to GL: This lets you transfer the Payroll information to General Ledger when linked. B. Transfer to AP: This lets you transfer the Payroll information to Accounts Payable when linked. C. Period Close: This is where you go to close the Period. This includes quarter, and fiscal (when not calendar based) closes as well. D. Close Calendar Year: When closing December, you go here to close that Period and the Year. E. Tax Deposits: This is where you can record your tax deposits when not linked to Accounts Payable. F. Standard Deduction Table: This allows the user to establish uniform settings for deductions to reduce errors in employee deduction set up. G. Paytype/Deduction Code Change: This is where you go to change a Pay-type or Deduction Codes that do not follow your standard use of coding. H. Restore Points: Click here to create a Restore Point to backup to in case of any misshappening. This is also where you go to return the data to a previous Restore Point. Note that any changes made after the Restore Point you are returning to will no longer be there. I. Installation Options: This is where you edit preferences. This is where you maintain the Misc field Descriptions, Annualizing amounts, which General Ledger Accounts this entity is linked to, Bank information, Department information, Fringe benefit Prorate, Direct Deposit information, and Leave/Accrual information. K. Code List and Maintenance: This is where you can define work sites to be linked to an employee in 6. Employee Maintenance. Page 4 of 314

5 Payroll Documentation L. Leave Time Accrual Maintenance: This is where a user can record accrual time of a single type across all employees manually. M. Process Direct Deposits: This is where you create ACH files and reports for electronic banking. O. Backup: This is where you can backup your data, similar to a restore point, except that here it can be backed up to the server or any other local destination. P. Password Maintenance: This is where a Supervisor can go to edit passwords and define what menu items are available to someone who enters that password. R. Reports Menu: This is where you go to print/preview/save various reports on the Payroll. U. Live Update: This will turn green when there is an update available for this module. Make sure all other modules are closed before you continue. X. Index Data Files: software maintains index files. When a question of the indexes needing re-construction needs addressing then this option is used. Page 5 of 314

6 Payroll Documentation Payroll Reports Menu This is the Payroll Module Reports Menu. The following is a brief summary of what each Report does, and what they are used for. 1. Detail posting register: This report can be run to show how employee pay, deductions, fringes and taxes (including general ledger account links) were done during any pay cycles retained in the system. 2. Payroll register: This report will summarize gross pay to net check values by check or employee for a range of check dates. 3. Check register: This report will reflect net check amounts by check date range. 4. Check warrant report: This report will generate a warrant with signature lines for board members as required by many organizations. 5. Cashed checks report: This report will list checks that have been reconciled in the system. Page 6 of 314

7 Payroll Documentation 6. Outstanding Checks: This report will list checks that have not been reconciled in the system. 7. Check Mismatch Report: This report will list checks that were reconciled for an amount other that what they were printed for. 8. Labor Accounting: This report will sub-total by labor codes attached to employee pay types for a given date range. The use of this report requires creating labor code standards. 9. Employee listing: This report shows employee information. Various options can reduce the report by employee status and volume of detail provided. A. Employee wage summary: This report provides Gross, Taxable, State, FICA and Medicare wages in summary and in detail by employee. B. Employee tax summary: This report provides Federal, State, FICA and Medicare taxes with held amounts in summary and in detail by employee. C. Employee deduction report: This report provides deduction totals by date range, deduction number and deduction description. D. G/L posting register: This report will show amounts posted to accounts in the general ledger by date or batch number, E. A/P posting register: This report will show automated invoices created by payroll and sent to the accounts payable. F. Mailing labels: This menu item can be used to generate labels from employee information for a variety of options. G. Accrued time report: This report will show all defined benefit time for each employee and the computed value of that time. H. Life insurance report: This report will show all employees that have a value on the W4 screen of Employee Maintenance for Life Insurance. I. Tax file report: This report shows the current year quarter accrued and deposited taxes by type. J. Tax deposit report: This report shows the current quarters tax deposits by date and type. K. Federal form 941: This prints a guideline to completing the Quarterly Federal 941 report. L. State withholding report: This report shows each employee, their state wages and taxes based on a check date range. Page 7 of 314

8 Payroll Documentation M. State unemployment report: This report shows each employee, their state wages, unemployment wages and employer unemployment taxes if SUTA has been set up under Tax File Maintenance. N. Preprinted tax forms: Several forms are selectable for printing in this option. Most are for a specific state and form number. O. Process W-2s: This option is used annually to review, print and submit W-2 information. P. Paytypes Report: This flexible report gathers information from postings to report accounts, amounts, pay periods and employees. Q. Tax Summary Report: This report can be used as a tool to determine your federal and state tax deposit amounts based on check dates. R. Payroll GL Distribution: This report allows selection of up to ten general ledger accounts and a date range to see what employee pay types are posting to them. S. AP Vendor Distribution: This report will show employee postings sub-totaling by vendor code on a pay period ending range. T. Worksite Report: This report will list employee wages for a given quarter and the number of employees included on the 12 th day of the month payroll cycle. Z. Custom Reports and Routines: A custom report generator can be found in this option. Most commonly this is used to access report that have been written to collect and report data for a specific need by programming staff. A list of these reports can be found on the WEB site. Page 8 of 314

9 Payroll Documentation AUTHORIZATION FOR DIRECT DEPOSIT ACTIVIITY Bank Name Bank Address Routing # Bank Account # Amt of Deposit Checking or Savings Please attach a voided check for the account(s) you would like to have direct deposited to so that we can verify the information. Employee Name Signature Date Page 9 of 314

10 Payroll Documentation Employee Lookups The field shown below may be used to help you quickly find the Employee # you are seeking, and is available throughout the Payroll application: 1. Employee #: If you already know the Employee # that you want, then you simply enter the number into this field and continue with what you are doing. 2. Find: Click on this button if you do not already know the Employee # you are seeking. The Employee lookup window will appear. See below for a view of the Lookup window and directions for its use. Employee Lookup 1. You can click directly on the Employee you are seeking and click OK to select it, OR you can use your arrow keys to move the highlighter to the Employee you are seeking, and click OK (or hit Enter) to select it. Page 10 of 314

11 Payroll Documentation 2. Show: Active: Check this option to have Active Employees appear in the list. Active Employees appear in green. 3. Show: Inactive: Check this option to have Inactive Employees appear in the list. Inactive Employees appear in blue. 4. Show: Terminated: Check this option to have Terminated Employees appear in the list. Terminated Employees appear in red. 5. Employee Number Order: Click this option to have the list appear in order by Employee number. 6. Employee Name Order: Click this option to have the list appear in alphabetical order by Employee name. 7. Find: Begin typing information into the field related to the Order you selected (see 5 and 6 above) and the window will scroll to the nearest match. 8. OK: Once you have selected the Employee you are seeking, click OK. 9. Cancel: Click Cancel to return to the previous screen. Page 11 of 314

12 Payroll Documentation How to set up a New Custom Report/Routine Initial Setup of the Custom Procedure: By following the steps below, you will be able to set up a custom routine. You will need to contact (call support at ) to know what to type into the Command field. Usually you will already have this information when you go to create a new Report/Routine. Go to the R. Reports Menu off the Main Menu. Go to Z. Custom Reports and Routines off the Reports Menu. Click New. In the Select field, type the name of the routine. In the Description field, type a description of the routine. In the Command field, type the command for the custom report/routine. The command field must be exactly as you were told to enter it. See example blow Page 12 of 314

13 Payroll Documentation Payroll Custom Reports and Routines: PRCUSS92 ACH Direct Deposit Routine for VMERS Defined Contribution Plan s custom program for processing direct deposit transactions destined for the State of Vermont Municipal Employees Retirement System Defined Contribution Plan (VMERS-DC) is named PRCUS92. Be aware that the terms ACH file and electronic funds transfer are nearly synonymous. For consistency, this procedure sheet will use the terms ACH file or ACH output file throughout. PRCUS92 creates both a file and a printed report. The report contains the same information as the file. The file is an ACH file designed to be sent to an automated clearing house typically via software your bank has provided for this purpose. There is no limit to the number of times you can run PRCUS92, the ACH output file only becomes effective when your bank sends it out into the national banking system. In order to correctly process deductions for the VMERS-DC plan, it is required that you have a standard deduction established within the Payroll module. When running PRCUS92, at one point you will be asked to input the standard deduction code you have used for the VMERS-DC deduction. For a document on setting up a VMERS-DC deduction and fringe benefit in the software, go to and look under the Support(FAQ) Payroll section. A fringe benefit must be set up in order to properly handle the employer s contribution to the VMERS-DC retirement plan. It is required that you assign an exclusive fringe benefit code to this VMERS-DC fringe benefit. The choices are F1 through F9 and FA through FD. For a document on setting up a VMERS-DC deduction and fringe benefit in the software, go to and look under the Support(FAQ) Payroll section. A Special Case: If your school or municipality covers the full amount of any employee s VMERS-DC contribution, then you will not be able to use PRCUS92 at the present time. The State Treasurer s Office has manual reporting procedures in place that you will need to utilize. Refer to their bulletins and publications for the proper forms and methods. In the near future, we will be expanding PRCUS92 to cover this situation. Initial Setup of the Custom Procedure: Page 13 of 314

14 Payroll Documentation For a document on how to setup the Custom Report/Routine, go to and look under the Support(FAQ) General section. For PRCUS92, the Command field must be exactly as follows: PRCUS92 Running of the PRCUS92 Custom Procedure: Go to R. Reports Menu off the Payroll module s Main Menu. Go to Z. Custom Reports and Routines off the Reports Menu. Select PRCUS92 from the list. Choose Run. If you have posted but unprinted checks, you will be asked if you want to continue. The following, VMERS-DC file information, screen will appear. Enter S to save and continue, enter E to Edit the information, or enter a Q to quit. Click Continue. If this is your first time running PRCUS92 you will need to edit the information. This information should be provided by your bank. Page 14 of 314

15 Payroll Documentation If you need to edit the information: Enter E and choose Continue. Now you may move through the fields using the mouse and/or arrow keys. Enter in the appropriate information. When finished, hit the ESC (Escape) key. After you choose to Save and Continue, you will be asked if the employees pay for their own contribution. Enter Y if they do, enter a N if they do not. Choose Continue. Now enter a Y to process pre-notification, or N to not. Choose Continue. Enter the due date for this transfer. Choose Continue. Enter the fringe number for the Employee s contribution. Enter 0 if no fringe is used. Choose Continue. Now enter the beginning and ending check dates, using the arrow keys and/or mouse to move between the fields. Hit the Enter key while in the last field to continue. You will be given the choice to create an ACH export file. Choose Y or N. If you choose Y and want to save the file to a disc or thumb drive, insert the disc/thumb drive at this time. Locate the location to save the file. You have now successfully completed the PRCUS92 VMERS-DC custom report. Page 15 of 314

16 Payroll Documentation What to Know This document discusses the aspects of your Payroll process that you should know. What do I need to know? For the 941 Deposits and Reporting (FWT, FICA & MEDI, Employer FICA & MEDI): Are deposits done Weekly, Biweekly, Monthly, Quarterly, or Annually? Who is responsible for doing deposits? What is the method of payment? Is it ACH, Online, Phone, or by Check? What is the process for completing the 941 payment? Who justifies the difference, if any, between Federal wages and FICA/Medicare wages? Who completes the 941 quarterly reports? Who reconciles the quarterly 941s to the W-2s? The information for 941 Deposits can be found in the Payroll module s Q. Tax Summary Report, off the R. Reports Menu. A document covering this Report Menu Item can be found at The information for Balancing W2s can be found in the Payroll module s K. Federal Form 941, off the R. Reports Menu. A document covering this Report Menu Item can be found at The information for Balancing W2s can be found in the Payroll module s O. Process W2s, off the R. Reports Menu. A document covering this Report Menu Item can be found at For the State Withholding Tax (SWT) Deposits and Reporting: Are deposits done Weekly, Biweekly, Monthly, Quarterly, or Annually? Who is responsible for doing deposits? What is the method of payment? Is it ACH, Online, Phone, or by Check? What is the process for completing the SWT payment? The information for SWT Deposits can be found in the Payroll module s Q. Tax Summary Report, off the R. Reports Menu. A document covering this Report Menu Item can be found at Who justifies the difference, if any, between State wages and FICA/Medicare wages? Who completes the SWT quarterly reports? There is a WH-432 form that must be submitted quarterly for Vermont State Taxes. Catamount Health Care reporting is part of the WH-432 form filing. Who reconciles the quarterly SWT to the W-2s? The information for Balancing W2s can be found in the Payroll module s O. Process W2s, off the R. Reports Menu. A document covering this Report Menu Item can be found at Page 16 of 314

17 Payroll Documentation There is a WH-434 form that must be submitted annually for Vermont State Taxes. For the Vermont Municipal Employees Retirement System (VMERS) Deposits and Reporting: Which group(s) need to be reported for your organization? (The groups are: A, B, C, and/or DC.) Are deposits done Weekly, Biweekly, Monthly, Quarterly, or Annually? Who is responsible for doing deposits? What is the method of payment? Is it ACH, Online, Phone, or by Check? What is the process for completing the VMERS payment? Who completes the VMERS quarterly reports? The same person should reconcile the quarterly reports as well. How are the quarterly reports filed? Are they submitted Online, on a Disc, or mailed? has developed several custom reports and routines to aid in the VMERS reporting. For documentation on these custom reports, go to and look under the Support (FAQ) s Payroll section. For the Vermont State Teachers Retirement System (VSTRS) Deposits and Reporting: Are deposits done Weekly, Biweekly, Monthly, Quarterly, or Annually? Who is responsible for doing deposits? What is the method of payment? Is it ACH, Online, Phone, or by Check? What is the process for completing the VSTRS payment? Who completes the VSTRS quarterly reports? The same person should reconcile the quarterly reports as well. How are the quarterly reports filed? Are they submitted Online, on a Disc, or mailed? Various other Deductions Other Deductions include (but aren t limited to): Health, vision, dental, and premium copay deductions. What is the frequency that you are supposed to withhold deductions on (Weekly, Biweekly, Monthly, Quarterly, or Annually) and for what amount? What vendor (3 rd party) are each of these deductions paid to, and what is the frequency that each vendor requires for the payments? Who is responsible for making the payments? Who is responsible for reconciling the statements? Sometimes there may not be statements. Direct Deposit Deductions (ACH): Direct Deposits MUST be done every pay cycle. To do Direct Deposit, the bank needs to allow you to process ACH files online. The bank will provide the username and password for these transfers. will provide instructions on creating the file, and the bank will provide instruction on how to use that file in their system. Page 17 of 314

18 Payroll Documentation Employees that use Direct Deposits need to provide you with their ABA (the Bank Routing number), account number, and account type. The account type must be either a checking or a savings account. A formal authorization form should be signed by the Employee for each account to have money deposited into. This form is to provide proof that the Employer is authorized to deposit the money into the Employee s account. For a sample of this form go to and look under the Support (FAQ) s Payroll section. Who is responsible for Direct Deposits? What is the process your organization follows to do Direct Deposits? Vermont Department of Labor New Hire Reporting (VT DOL): The following form should be completed and submitted to the DOL accordingly. Important: Employers must submit this within twenty (20) days of an Employee s first day of work %20Quarterly%20Wage%20and%20Contri.pdf The link to the VT DOL homepage is: Who is responsible for completing/submitting this form? Page 18 of 314

19 Payroll Documentation Procedures 1099 or W-2 Payee? The ABC test This only focuses on a few factors: A. Whether the hiring firm controls the worker on the contract. B. Whether the worker is operating an independent with similar other clients. C. Where the work is performed. IRS Common Law Factors Factors which tend to indicate W-2 Employee Status are when the workers: 1. Must comply with employer s instructions about the work. 2. Receive training from or at the direction of the employer. 3. Provide services that are integrated into the business. 4. Provide services that must be rendered personally. 5. Hire, supervise and pay assistants for the employer. 6. Have a continuing work relationship with the employer. 7. Must follow set hours of work. 8. Work full-time for an employer. 9. Do their work on the employer s premises. 10. Must do their work in a sequence set by the employer. 11. Must submit regular reports to the employer. 12. Receive payments of regular amounts at set intervals. 13. Receive payments for business and/or traveling expenses. 14. Rely on the employer to furnish tools and materials. 15. Lack a major investment in facilities used to perform the service. 16. Cannot make a profit or suffer a loss from their services. 17. Work for one employer at a time. 18. Do not offer their services to the general public. 19. Can be fired by the employer. 20. May quit work at any time without incurring liability. Page 19 of 314

20 Payroll Documentation How to: Download AccuWage and AccuW2C What is AccuWage/AccuW2C? AccuWage/AccuW2C is free software from Social Security. AccuWage is for use with Electronic Filing W-2 - EFW2 (formerly MMREF-1.) AccuW2C is for use with Electronic Filing W-2c - EFW2C (formerly MMREF-2.) The software allows you to check W-2 (Wage and Tax Statement) and W-2c (Corrected Wage and Tax Statement) reports for correctness before you send them to Social Security. How does AccuWage/AccuW2C work? 1. First, you need to download and install AccuWage/AccuW2C software on your PC. 2. Then, specify the directory where your W2REPORT or W2CREPORT file is located. 3. AccuWage/AccuW2C reads the file and informs you of any errors it detects. Page 20 of 314

21 Payroll Documentation To download and install AccuWage and AccuW2C Go to the following link to download AccuWage and AccuW2C: Click Download AccuWage Tax Year or Download AccuW2C Tax Year and the following window will appear. You should also go to the Help Guide for AccuWage 2009 and Help Guide for AccuW2C 2009 and print each guide out, as they will help you when you are ready to test your file. Page 21 of 314

22 Payroll Documentation Click Run to download the software. If you are running Internet Explorer 8, a security notice may appear. Choose Run. Then, if you are running Windows Vista, an Administrator Permission window may appear. Choose Allow. Once the software finishes downloading, choose all of the default options until you reach the following window: Page 22 of 314

23 Payroll Documentation Click Finish> to finish downloading the software. Note the following icon, which will appear on your desktop: When you are ready to test your W-2 file, click on the above icon. For further information on testing your W-2 file using AccuWage or AccuW2C, refer to the Help Guide that is mentioned above. Again, the link is: Page 23 of 314

24 Payroll Documentation Catamount HC Contributions Calculation Install screen will provide a Yes No answer for whether or not your employer provides (pays for some if not all) of an employees health care coverage. will provide two input areas on the employee maintenance screen. FTE - Full Time Equivalent - A decimal value - A value of 1 for the purposes of this report will make this employee 1 FTE. A value of.75 will make the employee a 3/4 contribution employee. If the value is left blank, the calculated value of FTE will be 1 for salaried employees or for hourly employees the hours will be added up and divided by 520 with a maximum of 1 for each employee. In other words one employee who works 80 hours a week cannot be considered 2 FTE. Uninsured - If an employer does not pay for all or part of insurance costs all employees are considered uninsured. If the employer does provide and the employee does not partake and has no other means of insurance then that employee is also uninsured. If you are not sure if an employee is considered uninsured please follow the link below: Below is a link to FAQ on Vermont Department of Employment and Training AQ/tabid/1165/Default.aspx Based on the above will calculate your HC contribution as follows. For each employee worked in a quarter, will analyze their hours worked to determine the FTE, take 1 for salaried employees, or use your FTE number up to a value of 1. will add all of these FTEs up and subtract the amounts allowed by law. If the net result is greater than 0, will multiply that times the state define rate to determine the employers contribution. will report the HC contribution in PRCUS35 and through the Reports Menu, M. State Unemployment Report. There are NO CHANGES at this time to the Magnetic Media portion of unemployment reporting. All data will be reported back to the state on form C-101 which accompanies the magnetic media disk. All changes as specified above will start in Payroll version 7.4u Page 24 of 314

25 Creating a PR Warrant Payroll Documentation Before you begin, make sure to organize all of your paperwork for each Employee (hours and account numbers). Add any new Employees through 6. Employee Maintenance off the Main Menu. 1. Open the Payroll Accounting Module. 2. Backup your data, creating a restore point from H. Restore Points off the Main Menu. You should also backup your data to through O. Backup off the Main Menu. 3. Enter Payroll for each Employee using 1. Post Payroll off the Main Menu. 4. Go to R. Reports Menu off the Main Menu. 5. Choose 1. Detail Posting Register off the Reports Menu. a. Status: Before Calculation b. Range: All c. Order: Employee number d. Print: Click Print to print this report. 7. Proof this report to be sure that all Employees to be paid this week are on the list, and that all hours and Paytypes are correct. To modify or void a posting, use 3. Edit Postings off the Main Menu. 8. Choose 2. Calculate Payroll off the Main Menu. a. Choose All unless you are doing a Single Posting b. Check the box next to Recalculate any unpaid postings? c. Click OK to Calculate Payroll. d. Any additional Custom Calculation is run from Z. Custom Reports and Routines from the R. Reports Menu. 10. Go to R. Reports Menu off the Main Menu. 11. Choose 1. Detail Posting Register off the Reports Menu. a. Status: After Calculation b. Range: All c. Order: Employee number d. Print: Click Print to print this report. 13. Proof this report to be sure that all Employees to be paid this week are on the list, and that all hours and Paytypes are correct. Page 25 of 314

26 Payroll Documentation To modify or void a posting, use 3. Edit Postings off the Main Menu. Recalculate ONLY if you change the pay that withholdings were based upon. 14. The Detail Postings Register from Before Calculations may be discarded. The Detail Postings Register from After Calculations should be filed. 15. Create another Restore Point from H. Restore Points off the Main Menu. 16. Put the blank checks into the printer. 17. Select 4. Print Checks from the Main Menu. 18. When finished printing checks, take the checks out and put the normal paper back into the printer. 19. Go to R. Reports Menu off the Main Menu. 20. Print the 4. Check Warrant report. 21. Go to A. Transfer to GL off the Payroll Main Menu. Transfer based on the date of the checks. When prompted, save the report. 22. Go to B. Transfer to AP off the Main Menu. Transfer based on the date of the checks. Change any Due Dates as desired for Accounts Payable payment. When prompted, save the report. 23. Create a final Restore Point using H. Restore Points off the Main Menu. If you have any questions, please call support at Page 26 of 314

27 Payroll Documentation Fixing a wrong Social Security Number after W-2s have been filed This procedure outlines what to do when a wrong Social Security Number has been reported on an Employee W-2 and the W-2 has already been filed with the SSA. 1. Issue the Employee a new paper W-2 with the correct Social Security Number. 2. Log into the BSO. 3. Go through the W-2c process online, ssa.gov, bso section. This only needs to be done once (i.e.: for single employee). 4. Make the corrections for the employee by filling out the online form supplied. Boxes A through I need to be filled out even though you may not be correcting all of them. 5. Click Done 6. Choose W-3c 7. Submit 8. Print out the confirmation. No new files need to be provided to the SSA, neither as a replacement nor correction. Page 27 of 314

28 How to: Direct Deposits Payroll Documentation This procedure describes the process of setting up a Direct Deposit Deduction in the Payroll system. Before starting this process, make sure you have gathered the following information for each Employee requesting a Direct Deposit Deduction: 1. Employee's bank account number (checking and/or savings). 2. Bank routing numbers for your own bank and any other banks that will be involved in the transfer process. At a minimum this will include your own bank's number and the bank numbers for each Employee being set up. Often these are all the same bank. These numbers are different from the more usual bank account numbers. 3. Whether this a checking account deposit or a savings account deposit? 4. Determine a deduction sequence number to use for direct deposit. This should be a standard number 1 through 9 or an alpha letter A through Z except T. Remember, you must choose a number not previously used for another deduction type. You will be rewarded for consistency, so use the same code for every Employee. Since it is possible for an individual Employee to require two Direct Deposit Deductions, one for savings and one for checking, you may need to dedicate two deduction sequence numbers to this feature of the Payroll module, for checking and savings accounts, respectively. Best practice is to use Z for all 100% of net pay direct deposits. Use W, X and Y for the flat amount direct deposits. Be consistent when setting up deductions. All deductions of similar type should have the same standard deduction sequence number. For example: Health Insurance might always be deduction #1, Dental Insurance might always be #2 and Direct Deposits might always be deduction #Z for checking and #Y for savings. It is also important that you check the Pay Types screen for each direct deposit Employee to make sure that the data entry area "Include in Base of Deductions?" shows all deduction sequence number(s) in each of the Employee's standard pay types. To set up a Direct Deposit Deduction: 1. From the Payroll Main Menu choose 6. Employee Maintenance. 2. Find the Employee you wish to set up a Direct Deposit for. 3. Go to the Deductions tab. 4. Choose Add to add a new deduction. Page 28 of 314

29 Payroll Documentation 5. Enter the deduction sequence number or letter you have chosen for this Direct Deposit Deduction. Valid choices are 1-9 and A-Z except T. Once again we advise you to be consistent and use the same number for every Employee. 6. Click OK. 7. The deduction screen for this particular deduction will now be displayed. 8. Refer to the Payroll Menu Item document 6. Employee Maintenance (the Deductions tab) for descriptions of what to enter into the fields. 9. When finished, click Save to save the new Direct Deposit Deduction for this Employee. The Payroll module will protest if you attempt to save either of the following configurations: An electronic check WITHOUT a 100% net deduction. OR A 100% net deduction WITHOUT an electronic check. We strongly suggest that you do not choose either of these without choosing the other as well. They work together to create correctly configured paychecks and electronic fund transfers. Page 29 of 314

30 Life Insurance Fringe Benefit Life Insurance Over $50,000 Payroll Documentation The cost of Life Insurance over $50,000 is considered a fringe benefit to the employee and therefore must be reported on the W2 as a taxable fringe. This dollar amount has to be reported in boxes 1, 3 and 5 on the W2. If the Life Insurance was not set up as a fringe this year, you will have to make the following adjustments: Go into the Payroll Module Select 6. Employee Maintenance from the Main Menu. Select an employee Go to the Paytype tab. To set up a Fringe: Click on Add Click Fringe Benefit Choose the Number/Letter that will refer to this Fringe Benefit. Click OK Continue by filling in all information In the LTD field enter the dollar amount that it cost you, the employer, for premiums for coverage over $50, Click Save to save this Fringe Benefit. Click on the W4 tab In the W4 tab, in the field Life Insurance Coverage Provided by Employer, put in the face value of the life insurance policy - i.e. 60,000 Click Save to save. Click on the History tab. In the History tab, adjust the employee's FICA and MEDI fields and the employer FICA and MEDI fields. Click Save to save. You will have to manually adjust your 941 for the employee and the employer FICA wages and MEDI wages You will also have to do journal entries in the General Ledger for these FICA and MEDI adjustments Page 30 of 314

31 Payroll Documentation Process to Prepare W-2/Accuwage/BSO In Nemrc payroll module: - go to reports - O Process W-2s - If you can confirm all questions Nemrc is asking in this box, choose yes; if not, complete what is required and come back after all is corrected - At the top of the screen, click on the 4 th radio button which is called W-2 File for Submission to the SSA - Make sure all of the data on this screen is correct remove all / marks, extra punctuation, etc. the accuwage program does not like extraneous markings - At the top right of the page, make sure your pin matches the pin you received from BSO - Immediately above the pin is a tab that says Employer/Entity Specific Information click on that tab Page 31 of 314

32 Payroll Documentation - Make sure all of the information is correct no extra punctuations please - Make sure to click the button that says Include this employer in the file - If you have life insurance fringe benefit of $50,000 or more, you need to fill in the box number where empty; if you do not have this fringe, leave the box blank - Hit the next button - If you have more than one entity you are reporting (eg school and town), the screen will come up again with the include this employer in the file box unclicked. Make sure to click this box again - You will keep clicking next until all of your entities are included once you have included all entities, at the top right hand corner of your screen (near the red x button) will be a message that says No More Employers/Entities - At that point, click the button that says create file - It will then say, if you want the file to be transmitted to the ssa on diskette, place a blank formatted diskette into drive a here you will answer yes and just go forward you will not be saving to a diskette this is the only way to bypass this question ssa no longer takes diskettes - The next screen shows you where you want to save your payroll informational file Page 32 of 314

33 Payroll Documentation - Beside the save in line, you will find an arrow pointing down - Click on the down arrow and look through the listing until you find desktop it is usually towards the top of the list - Click on desktop - Towards the middle is a line that says file name, and it should say w2ssa#### (#### = year) if that is not there, you need to find that title in your list of files you can use the scroll-across bar to find it, as the files are usually listed alphabetical - Note: the file will be called w2ssa####(next year s date) even though you are transferring information from this current year, calling it w2ssa#### (next year date) is still fine - You can leave the save as type file name whatever is currently showing in that box Page 33 of 314

34 Payroll Documentation - Hit save - You should now get a message saying your file has been successfully created, transmitting according to SSA specifications - Hit okay, and also hit okay where it says you should keep your information for four years - exit all the way out of Nemrc payroll To Download and Run Accuwage - at your internet homepage, type the following address: and hit enter - this will bring you to the Accuwage Information and Software page - on the left side of the screen are quick links - click on download accuwage #### (year) tax year - it then asks you if you want to run, save, cancel choose save Page 34 of 314

35 Payroll Documentation - save in save it in your desktop use the pull down arrow to find desktop if it is not currently there (remember, it may be towards the top of the list) - down towards the bottom in file name, you should see accu## (year) if not, find it on your list of files and choose it - now click save you will see it saving - when it is done, you should come back to the accuwage internet screen - exit out of this window - on your desktop, you should now see an icon of a computer with the word accu##(year) under it double click this icon - you will then choose run - hit the next button - at the destination location screen, hit the next button - the next screen is the backup replaced files, and you should choose next - start installation screen next - It will then install, and then tells you it is done correctly hit finish - If you go to your desktop, you will now see a new icon that looks like a wrench with the name AccuWage #### (year) under it Page 35 of 314

36 Payroll Documentation - Find the icon that says accu## (year) (with the little computer), right click on it, and delete it you no longer need it - Double click on the accuwage #### (year) icon - You should now be to a gray screen with the social security emblem on it, and a row of buttons on the right - The top button is start testing and you should click on that button - This brings you to look in, where you should have your desktop showing if not, use the pulldown arrow to the right and find your desktop - You may have to scroll over and find the w2ssa#### (year) file, but when you find it, click on it and make sure it is loaded in file name; then click open - If all goes well, you will then see a message back at the accuwage page stating testing complete, there were no errors found, would you like to connect to Business Services Online Web site to submit the wage report - You can say yes, which will bring you directly to the BSO website - NOTE: if there are errors in your payroll file you are submitting, you will see a message that says errors found on the right side you will be able to view or print error reports print report and see where the errors are (as an example, the extension Jr. needs to be put in the extension box on employee maintenance) - you will have to go all the way back to Nemrc payroll, employee maintenance, and make the corrections to the files that have errors. Page 36 of 314

37 Payroll Documentation - Once this is done, you will need to start the complete process again in Nemrc payroll. - NOTE: before you start whole process again, go to your desktop and right click on pad of paper icon titled w2ssa#### (year) and delete it you will need to make new file and you don t want to get confused with too many files Business Services Online - in the middle of the screen there is a log in button you should have gone to the bso website previously and registered in order to get a user name and password if you haven t, you must do this in order to continue - once you log in, you will need to accept their terms to use the website - enter your user id and password and then hit login - this will bring you to their main menu - click on report wages to social security - you need to accept their wage reporting attestation - then you need to click on upload formatted wage file - then you need to click on submit/resubmit a formatted wage file - at the bso help screen, choose the continue button at the bottom of the screen - again, choose the continue button at the next screen Page 37 of 314

38 Payroll Documentation - you will then come to the submit your file screen at the browse button, you need to find your desktop, and bring up your w2ssa#### (year) file, clicking on open - then you will hit the submit button - your file will then be sent directly to Social Security, and it will tell you that it has been sent successfully! At this point, it prompts you to print the information on the screen which you SHOULD do - exit out you are all done Page 38 of 314

39 Payroll Documentation Processing ACH Direct Deposits ACH Direct Deposit Routine 's original custom program for processing direct deposit transactions was named PRCUS66. Minor modifications have since been made to this report and a new version named PRCUS66B has been created. Before running PRCUS66B for the first time using a live Payroll, it must be tested according to the following simple procedure. It is a good idea to run your regular Payroll several days early. Banks often require at least three days lead time for this test. If you have been using previous versions of this procedure, PRCUS66 or PRCUS66A, then you will not need to do any tests, and can switch to PRCUS66B without a problem. Be aware that the terms "ACH file" and "electronic funds transfer" are nearly synonymous. For consistency, this procedure sheet will use the terms "ACH file" or "ACH output file" throughout. Summary of Procedures: 1. First, make certain that the employees who will be using direct deposit have their direct deposit deduction correctly set up in the Payroll module. This is done through 6. Employee Maintenance off the Main Menu, in the Deductions tab. 2. Next, go to the R. Reports Menu, and choose Z. Custom Reports and Routines. Run the PRCUS66B routine after coordinating a time with your bank to test the ACH output file for data validity. A few days lead time will allow for some degree of troubleshooting. For instance, routing numbers may be incorrect. You may need to void some checks and run them again, if errors have occurred in the setup. There is no limit to the number of times you can run PRCUS66B, the ACH output file only becomes effective when your bank sends it out into the national banking system. Initial Setup By following the steps below, you will be able to set up this routine and then process this custom electronic funds transfer procedure. 1. Go to R. Reports Menu from the Payroll Main Menu. 2. Go to Z. Custom Reports and Routines. 3. Click the New button. 4. Type PRCUS66B under Select. 5. Type ACH DIRECT DEPOSIT under Description. Page 39 of 314

40 Payroll Documentation 6. The command has to be typed in exactly as follows: PRCUS66B 7. Click OK and you will return to the selection screen. 8. Select PRCU66B from the list and click Run. 9. The ACH file information screen will now appear. A few questions have been added to the ACH file information screen in the new version of the routine. ACH File Information Screen Questions 10. Most of the information asked for on this initial screen is best provided by your bank, if you do not already know the answers. Three of these questions we can address here. 11. Description of transaction: This is for your own reference only and can be answered in a way that suits you best. 12. Your checking account number: Use the checking account number from which you write Payroll checks. 13. Use batch control records?: This will default to Y es. Accept the default answer of Y es unless you have specific information to the contrary from your bank. Some banks and ACH software require that batch control records not be included. 14. Continue answering questions to create an ACH output file using your last Payroll. Send this file to your bank, but make sure they know the file is being provided as a test. Your bank will advise you on their preferred method of file transfer. Please let us know the results as soon as you hear from your bank. If your bank approves the file, then you can also use the test file as your actual ACH file. If there is a problem of any kind, you may need to void some checks, and run PRCUS66B once again. A Few Words about "Prenotes" 15. Prenotes, or prenotifications, are a means by which some systems check the setup of new or first-time employees to make certain that any financial information sent out in an ACH file contains usable routing information. The financial transactions must be routed to the desired bank accounts. Prenote files have initial transaction amounts of zero by default, and are used merely as a validity test. Many banks have moved away from using prenotes, preferring to use actual data files to check validity. Check with your bank to see whether they will require you to use a prenote ACH file. 16. Process Prenotification?: Answer according to your bank s instructions. Page 40 of 314

41 Payroll Documentation 17. Prenotification for All or Selected employees?: If you answered Y es to the Process Prenotification question, this question will appear. Answer according to your bank s instructions. If you choose A ll, then every employee with his or her direct deposit deduction marked Y es on his or her deduction screen will be included in the prenote ACH file. This option is usually for first-time ACH users or special circumstances. If you choose S elected employees, then you will be able to pick out one employee at a time to be included in the prenote ACH file. This option is ordinarily for new employees or those who decide to switch to electronic funds transfer for all or part of their Payroll. If you have any questions, please call support at Page 41 of 314

42 Setting up a Fringe Benefit Payroll Documentation Fringe - A fringe is a non-cash benefit that is provided to an employee and paid for, in whole or in part, by the employer. This fringe benefit may be either taxable or non-taxable. Examples: Health insurance paid by the employer on a monthly basis for an employee (in whole or in part). Fringes are setup in 6. Employee Maintenance, off the Main Menu. Go to the Paytypes tab. Fringes are controlled by the Paytype codes 1 through 9 and A through D. Try to be consistent in your assignment of the code. Develop a fringe code within your office (i.e. 1 should always be retirement, 2 health insurance, etc.). It is common for fringes to work in conjunction with deductions. Retirement deductions based on a percentage of gross pay that have an employer contribution can use a fringe to calculate and expense the value. This is also true for health insurance premiums. The Life Insurance premium value that exceeds the $50,000 value should be set up consistent for all employees in order to report on the W-2. Other benefits paid by the employer can also be expensed during the first payroll of a month in order to show an employee this value on the check stub. Be sure to understand the proper tax reporting and withholding on any fringes that you add to your payroll system. does have routines that can be added to distribute a fringe benefit to follow where the salary expense accounts occur. Page 42 of 314

43 Payroll Documentation Social Security Number (SSN) Verification There are two Internet verification options you can use to verify that your employee names and Social Security numbers match Social Security's records. You can: OR Verify up to 10 names and SSNs (per screen) online and receive immediate results. This option is ideal to verify new hires. Upload overnight files of up to 250,000 names and SSNs and usually receive results the next government business day. This option is ideal if you want to verify an entire payroll database or if you hire a large number of workers at a time. While the service is available to all employers and third-party submitters, it can only be used to verify current or former employees and only for wage reporting (Form W-2) purposes. Why Should I Verify Names and SSNs? Correct names and SSNs on W-2 wage reports are the keys to the successful processing of your annual wage report submission. It's faster & easier to use than submitting your requests by paper listings or even using Social Security's telephone verification option. Results in more accurate wage reports. Saves you processing costs and reduces the number of W-2Cs. Allows Social Security to properly credit your employees' earnings record, which will be important information in determining their Social Security benefits in the future. Step by Step 1. Register to use SSNVS - Registration is required. Third-party preparers need only register once in their own firm's name. Complete the registration form and select your own password. Social Security will verify your identity against their records and display a User ID. Make note of the User Id. More Registration Info at 2. Request Access and Activation Code - Return to login in with your User ID and password and select "Request Access and Activation Code." 3. Activation Code is Mailed to Your Employer - Your employer should give you the activation code which allows you access to SSNVS. 4. Login to Use the Service - Go to select Login, input your User ID, Password and your activation code and you will be able to use the service. Page 43 of 314

44 Payroll Documentation More Information SSNVS Pamphlet : SSNVS Handbook : Systems Requirements : Information for Third-Party Users : Sample Letter to Give Employees : Additional Verification Options : High Group List and Other Ways to Determine If an SSN is Valid : Restrictions on Using SSNVS : Page 44 of 314

45 Payroll Documentation VMERS DC Set Up s custom program for reporting payroll deductions and fringe benefits transactions destined for the State of Vermont Municipal Employees Retirement System Defined Contribution Plan is named PRCUS92A. PRCUS92A creates both a file and a printed report. The report contains the same information as the file. The file is simply a text file formatted in a way mandated by the State of Vermont, and can be sent to them in order to satisfy their reporting requirements. There is no limit to the number of times you can run PRCUS92A. If you decide that you ve made a mistake you can upload again anytime before the due date. The new file will overwrite the old one. Refer to the procedure and information sheets distributed by the State Treasurer s Office-Technology Division for remittance and reporting information. Setup of a VMERS-DC deduction: In order to correctly process deductions for the VMERS-DC plan, it is required that you have a standard deduction established within the Payroll module. The standard deduction must have the deduction type code as G(ross), and the Subject to what Withholding and Accumulate for what Wages fields set up as IM, meaning exempt from State and Federal taxes, but taxable for FICA and MEDI taxes. The Method id R(ate) and the percentage is as indicated by the State of Vermont. The field indicated by Direct Deposit should be answered N(o). If your Payroll Module is linked to General Ledger, then the liability account for this deduction can be the same as for similar deductions, or it can be an account dedicated to the VMERS-DC contributions. Page 45 of 314

46 Payroll Documentation Click on F. Standard Deduction Table Click on Add Page 46 of 314

47 Payroll Documentation Fill in the information and click on OK to save it. If you do not transfer the information to Accounts Payable, unclick the transfer to AP box. If you do transfer, click on the box and input the vendor. In employee maintenance, pull up each employee who has the deduction, chose a deduction number, then click on the drop down menu and chose the VRDC standard deduction code. You will also need to set up a fringe for the employer s share of the retirement: Page 47 of 314

48 Payroll Documentation Add a paytype, chose Fringe Benefit and chose a number or letter. Make sure you are consistent with all employees. The fringe benefit is tax exempt from all taxes, so make sure all boxes are unchecked. Make sure it is set up as Auto Post, so the fringe is calculated each pay period. Input the rate as indicated by the State of Vermont. After you process your payroll, you will use prcus92a to create the report and file. You can save the file to a floppy disc or to your hard drive so you can upload it to the State of Vermont. Enter the VMERS DC website and follow the instructions to upload the file. Page 48 of 314

49 W-2 Printing/Proof Sheet Payroll Documentation 1. Make sure you have CLOSED the calendar year before beginning your W-2 work. Before you close the calendar year, make sure you run an Employee Listing report (9 on the Reports Menu.) for All Employees and in Detail. 2. Make sure you have installed ALL updates to the Payroll software. If you are unable to do Live Updates over the internet, please contact our support line: Choose R. Reports Menu from the Main Menu. Select O. Process W-2 s from the Reports Menu. This screen has several ways to output your W-2 s and also allows the printing of a W-2 Proof Sheet. Page 49 of 314

50 Payroll Documentation W-2 Proofing Tips Reconciling Forms W-2, W-3, and the 941 W-2 information of a single employee should be able to reconcile the difference between taxable (federal and state) wages and FICA/Medicare wages. These differences are commonly reported in box 12 and/or 14. Usually when reported the pension box will be checked off on the W-2. Reported FICA and Medicare taxes withheld should be accurate within a dollar of rounding. W-3 is simply a total of all W-2 s being reported. The same evaluation of the totals should be done as was for the individuals. 941 Quarterly Reports should also be added together for taxable and FICA/Medicare wages reported to total the same as the W-3. This can be accomplished by reporting in the 4 th quarter the difference between the W-3 and the first three quarters reported. It is not uncommon for rounding differences to occur between the employer FICA and MEDI and the employee FICA and MEDI. These rounding differences are usually due to rounding from calculations. These differences do not need to be corrected. Rounding errors on the 941 however should never be ignored if the rounding sum is more than a dollar. Please contact the support team if you see rounding errors more than a $1.00 on your 941. Note: If you are having a problem proving your 941: Add the totals of your 941 s for the first three quarters of the year. Then using your W-2 proof sheet, add together the totals for gross wages, FICA wages and federal withholding. Subtract the first three quarters total from the totals of your proof sheet. The difference will be your fourth quarter 941 amount. Problems Created while printing checks During the Payroll check printing, the following message may appear: This error occurred when a posting for employee HOBCAL was edited after calculation and another Paytype was added to the posting. The posting was saved but not recalculated. has added this tool so that you are aware of a possible problem during check printing and can correct it before the check prints. Do not ignore this message if it comes up on the screen. This is a helpful tool that alerts you to the problem being created by printing a check where the FICA and MEDI do not match what is withheld versus what should be withheld. Page 50 of 314

51 Payroll Documentation Deduction Plans Deduction Plans-The plans that are described below are the only plans that should be reported in Box 12 on the W-2. These are the only plans recognized as qualified plans by the IRS. All other plans, which are reported to the employee, are for information only and can appear in Box 14. The letters and designations for the IRS qualified plans are: D -Section 401(k) Cash or Deferred arrangement E -Section 403(B) Salary Reduction agreement F -Section 408(k)(6) Salary Reduction SEP G -Section 457(b) Deferred compensation plan for State or Local Government Employees H -Section 501(c18d) Tax-Exempt Organization retirement plan The Pension Box on the W4 tab of 6. Employee Maintenance should be checked off. To verify that your Deduction plans are set up correctly, go to 6. Employee Maintenance off the Main Menu. Go to the Deductions tab for the Employee you wish to verify. If this Employee has a qualified plan, there should be an entry in the Plan field on the same line as the Deduction to designate the type of deferred compensation that will print in Box 12 of the W- 2s. Vermont State Teacher s Retirement Plan This is a 401(a) plan and should be reported (if at all) in Box 14 on the W-2. This is not a Box 12 entry. The W-4 screen with this plan should have the Pension Box checked. VMERS: Municipal Retirement This is a 401(a) plan. On the Deduction tab the plan field should be blank. It is not required to report the VMERS Deduction on the W-2. On the W4 tab the pension box should be checked. The VMERS Deduction may be reported in Box 14. EIC Earned Income Credit should have been added through History tab in 6. Employee Maintenance off the Main Menu. You will need to fill in the amount paid to an Employee after closing the year and before running your W-2s. Non Cash Benefits Life Insurance over $50,000. The cost of the premiums only for group term life insurance over $50,000 should be reported in Box 12 on your W-2s. To make sure these Employees are set up correctly, go to 6. Employee Maintenance, off the Main Menu. Go to an appropriate Employee. On the W4 tab, make sure that the Life Insurance Coverage Provided by Employer field reflects the full amount of the policy. Then go to the History tab. Page 51 of 314

52 Payroll Documentation In the Taxable Fringe field, on the History tab, enter the cost of the premiums for group term life insurance over $50,000. You should have already closed the year, so this amount will be entered into the Last Year column. Proof Sheet We strongly suggest that you print a proof sheet before printing the actual W-2s. This is done through O. Process W2s off the R. Reports Menu. The proof sheet option prints the same information as the W-2s, just in a different format. This will give you the opportunity to check your information and make all necessary corrections before printing on the actual forms. The Proof Sheet can be run in Detail or Summary and it will give you the grand totals of all categories and will also give you the total of W-2 Employees. Page 52 of 314

53 What is BSO? What Is Business Services Online? Payroll Documentation BSO offers Internet services for businesses and employers who exchange Information with Social Security. To begin using BSO, you must first complete a one-time registration process. You can register online at Or by calling: As a registered BSO user, you will be able to: Submit W-2 and W-2c wage files to Social Security Create, save, resume, print and submit Forms W-2c online View status and error information for W-2/W-2c data submitted Acknowledge receipt of a notice from Social Security Complete an online form or submit files to request verification of names and Social Security numbers of employees BSO will begin accepting Tax Year 2007 submissions on December 17, 2007 To use BSO you will need: Internet access Web browser (Internet Explorer for example) Information you will need to Register: The information you provide when you register allows SSA to contact you, if necessary, and to confirm your identity before issuing a PIN. Name as it appears on your Social Security Card Social Security Number Date of birth Preferred mailing address Work phone number Fax number (optional) address Town/School Employer Identification Number(EIN) Town/School phone number *****If you are already registered, change your password to keep your Personal Identification Number(PIN) from expiring. Passwords must be changed at least once every 365 days. Important Dates Beginning December 17, 2007, BSO will begin accepting Tax Year 2007 submissions The Internal Revenue Service will consider electronic annual wage reports for Tax Year 2007 to be late if submitted after March 31, Page 53 of 314

54 Payroll Documentation Year End Payroll Information As of December 2007 To help you through your year end Payroll close and the running of W-2 s, has put together this information sheet with some of the more frequently asked questions. Tax Tables Once again we are sure the tax tables will change! This year we will send out updates to only those clients that ask for a disk. Most of you should be able to download the updates from our server through the Live Update option on each module s Main Menu. Frequently asked Questions Hopefully by now many of you have used our web site, to check out frequently asked questions for our modules. We are continuing to add to and improve our web site based on your feedback. If you haven t checked it out yet, please do! Besides the frequently asked questions the data dictionaries and custom report descriptions are available. Most Frequently asked Questions: Should I file my 941 before I print my W-2 s? NO, do not file your 4 th quarter 941 until you have reconciled the figures to your W-2 s. If any adjustments need to be made, those adjustments can be done on your 4 th quarter 941. How to add dependent care and/or EIC to the W-2? This can be done through the Employee Maintenance screen, in the History tab. I am trying to reconcile my W-2 s to my 941 s, where do I find the right numbers? Print the W-2 summary form. Add up the figures on your 941 s for the four quarters and compare. What do I put in Box 12? Box 12 is for deductions with a plan letter attached. These are IRS qualified plans. The information that goes into Box 12 can be viewed through Employee Maintenance screen, in the History tab; in the Plans field. There is one exception: Life Insurance that is paid for by the employer and the face value is over $50, Box 12 should report the cost of the policy paid for by the employer in excess of the face value of $50, Page 54 of 314

55 Payroll Documentation What do I put in Box 14? Box 14 is a non-required box; it is informational only, not required by the government to be reported on W-2 s. Box 14 has room for up to three deductions. VMERS, VSTRS and other nonqualified tax deferred deductions commonly are printed in this box. How soon can I close the Payroll year? You may close the payroll year as soon as you have finished your last payroll for December. Make sure all time sheets and other pay are in and processed before you close the year. Also, review your outstanding check list and check for older checks. You may want to void these out before the close. Running a January Payroll before I have printed W-2 s? It is very likely you will have to run a payroll for the next calendar year before you have run the W-2 s. Not a problem! Just make sure you have closed the year in payroll and you have updated your software with the latest payroll release. Your W-2 s can be run any time. A W-2 did not print for an Employee Check the W4 tab in Employee Maintenance and make sure the employee is not marked exempt for taxes! It is an unusual situation that an employee would be exempt from federal taxes. They may be exempt from taxes being withheld but not the taxes being reported. When Printing W-2 s, The system asks for a Fringe Number, I do not use Fringes Check the W4 tab in Employee Maintenance and make sure you do not have any employees with life insurance over $50, If the system sees a value more than $50, in that field then there should be a fringe benefit set up for that employee for the cost of the policy over the base amount of $50, I have to print checks in January for days worked in December, do I print those in December? No, the IRS bases reporting on check dates only. The IRS wants to know what you paid on actual checks dated 01/01/ /31/2007 only! I want to print a proof sheet for my W-2 s, How do I do that? Go to the Reports Menu ( R from the Main Menu) and choose O. Process W-2s. A notice will appear, read it. Choose Yes and the Process W-2 s screen will appear. Choose Proof sheet from the options at the top of the screen. If you only want the grand totals for a W-3, then choose to have this report be a Summary. If you want to see all of the information that will be printed on a W-2, choose Detail. Page 55 of 314

56 Payroll Documentation Main Menu 1. Post Payroll Table of Contents Post Payroll Post: Normal Screen Post: New Screen Add Change Click on 1. Post Payroll from the Main Menu and the following window will appear: Page 56 of 314

57 Payroll Documentation Post Payroll 1. Payroll Ending Date: Enter the ending date of the pay period for this Payroll run. 2. Deduction Period in January (1-5): Enter the Deduction Period that this Posting is for. Weekly Payrolls would equate to 1 through 5 for months that have the additional 5 th pay period. 3. Select the option by which you intend to post. Individual: Post one individual at a time. Semi-automatic: Brings up all active Employees one at a time for processing. Automatic: Post all Employees automatically and editing is done from the 3. Edit Postings menu item. Timesheets: Seldom used, but allows reporting of time clock information by employee number, one at a time. 4. These options are only available for Semi-Automatic, Automatic, and Time Sheets. Click to specify a pay cycle to post. Individual Employees are coded in 6. Employee Maintenance in these different pay cycles. 5. Enter Department Range. Blank for All.: These options are only available for Semi- Automatic, Automatic, and Time Sheets. Enter the department you want to Post Payroll for. 6. These options are only available for Automatic. Click to Post only Employees that are paid on a Hourly rate or Salary rate or Both. Individual Employees are coded in 6. Employee Maintenance with these different pay rates. 7. Use Speed Post: If you turned on Use New Posting Screen in the General tab of I. Installation off the Main Menu, then this option will appear. If you check this off, all pay types for an employee will appear in the Post screen. The pay types that are not set as Autopost will NOT have quantities or rates. The pay types that you leave as zero values Page 57 of 314

58 Payroll Documentation will be removed from this posting automatically. As you scroll over Use Speed Post with your mouse, the following description will appear in the upper right corner of your screen: 8. Post: Click Post to continue. 9. Cancel: Click Cancel to cancel and return to the Main Menu. Page 58 of 314

59 Payroll Documentation Post: Normal Screen If you do NOT have Use New Posting Screen turned on in the General tab of I. Installation off the Main Menu, then the following window will appear after you click Post, for Individual or Semi-automatic or Time Card. 1. Employee #: Choose the Employee to Post Payroll for. 2. Selector: The pay types and deductions that have been set up to automatically post will appear in this list. Click on any line to take action using item 3, 4, or Add: Click this button to add a new pay type or deduction to this pay period. 4. Change: Click this button to change the selected line from the table above. 5. Delete: Click this button to remove the selected line from the table above. 6. Void: Click this button to void the entire posting for this employee. 7. Save: Click this button to write the changes to the posting file and clear the present table. Page 59 of 314

60 Payroll Documentation 8. Cancel: Click Cancel to cancel and return to the Main Menu. This will not save the postings in the table above. 9. Open Employee in Maintenance: Click this button to directly open this employee being posted in the same screen as 6. Employee Maintenance, off the Main Menu. This allows performing employee set up functions during posting. Page 60 of 314

61 Payroll Documentation Post: New Screen If you turned on Use New Posting Screen in the General tab of I. Installation off the Main Menu, then the following window will appear after you click Post, for Individual, Semiautomatic or Time Card. 1. Employee #: Choose the Employee to Post Payroll for. 2. Type: This column shows the paytypes that this employee is being paid on this posting. 3. Desc (Yellow=Auto): This is the description of the paytype from the Type column. 4. Earn: This column is available for editing if you have chosen to add a Leave paytype. You must first choose to enable Earn for each Leave paytype in I. Installation Options off the Main Menu. Enter a Y in this column if the Employee s Leavetime is to be accrued. 5. Qty/Hrs: Enter the number of hours of pay for each paytype. 6. Rate: This is the rate that the employee is being paid for each paytype. 7. Amount: This is the total amount being paid for each paytype. Page 61 of 314

62 Payroll Documentation 8. Account: This is the General Ledger Account that each paytype is being paid out of. 9. Find: Click the Find button in each row to locate a General Ledger Account for that paytype to be paid out of. 10. Description: This is the description of the General Ledger Account. 11. Selector: The pay types and deductions that have been set up to automatically post will appear in this list. Click on any line to take action using item 12, 13 or 14. You may change information that appears in green for a pay type by clicking on the grid. The pay types that appear in yellow are the pay types that are set to Autopost. If you chose Time Card or have Track Labor Costing turned on then you may need to scroll to the right to view/edit more fields. You may turn on Track Labor Costing through I. Installation Options off the Main Menu. 12. Add: Click this button to add a new pay type or deduction to this pay period. 13. Change: Click this button to change the selected line from the table above. You may also change the information directly on the grid. Refer to item 11 Selector for more information. 14. Delete: Click this button to remove the selected line from the table above. 15. Void: Click this button to void the entire posting for this employee. 16. Save: Click this button to write the changes to the posting file and clear the present table. 17. Cancel: Click Cancel to cancel and return to the Main Menu. This will not save the postings in the table above. 18. Open Employee in Maintenance: Click this button to directly open this employee being posted in the 6. Employee Maintenance, off the Main Menu. This allows performing employee set up functions during posting Page 62 of 314

63 Payroll Documentation Add If you click Add, the following window will appear: 1. Click to choose what kind of Paytype you want to add to this Posting. 2. Click to choose which specific Paytype based on item 1 that you wish to add. 3. Double Click to Speed Select: For your convenience there is a list of pre-existing Paytypes for this Employee. Double click on one to choose it. 4. OK: Click OK to continue. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 63 of 314

64 Payroll Documentation Change If you click Change, the following window will appear: 1. Job Code: Only available if you have Job Costing turned on in I. Installation Options. Enter the Job Code for this Paytype. 2. Work Code: Only available if you have Job Costing turned on in I. Installation Options. Enter the Work Code for this Paytype. 3. Date: Only available if you have Job Costing turned on in I. Installation Options. Enter the Date the work was performed. This is often left as the Pay Period s ending date. 4. Quantity: Enter the amount of hours to record for this pay type in this pay period. 5. Earned Time: This is only available if you chose to add or change a Leave Paytype. You must first choose to enable Earn for each Leave paytype in I. Installation Options off the Main Menu. Enter a Y if the Employee s Leavetime is to be accrued. Enter a N in this column if the Employee s Leavetime is not to be accrued. 6. Rate: Enter the rate of pay for these hours. 7. Amount: The system will calculate the total value of this paytype. 8. Account: The default expense account will appear and may be changed during posting. 9. OK: Click OK to save changes to the Posting and return to the Posting screen. 10. Cancel: Click Cancel to cancel and return to the Posting screen. Page 64 of 314

65 Payroll Documentation 2. Calculate Payroll Table of Contents Calculate Payroll All Department Calculate Single Posting Click on 2. Calculate payroll from the Main Menu and the following window will appear: Page 65 of 314

66 Payroll Documentation Calculate Payroll 1. All: Click to Calculate Payroll for all Employees. 2. Department: Click to Calculate Payroll for a Department only. 3. Calculate Single Posting: Click to Calculate Payroll for a single Employee. Refer to the section below that relates to your choice. Page 66 of 314

67 Payroll Documentation All 1. Recalculate any unpaid postings?: Click to check the box and have the system Recalculate any Postings that have not been paid. This will remove and recalculate the taxes. This will recalculate all fringes and deductions that are based upon a percentage value. 2. OK: Click OK to Calculate. 3. Cancel: Click Cancel to cancel and return to the Main Menu. Page 67 of 314

68 Payroll Documentation Department 1. Department: Enter the department value found in Employee Maintenance for the group to calculate. 2. Recalculate any unpaid postings?: Click to check the box and have the system Recalculate any Postings that have not been paid. This will remove and recalculate the taxes. This will recalculate all fringes and deductions that are based upon a percentage value. 3. OK: Click OK to Calculate. 4. Cancel: Click Cancel to cancel and return to the Main Menu. Page 68 of 314

69 Payroll Documentation Calculate Single Posting 1. Recalculate any unpaid postings?: Click to check the box and have the system Recalculate any Postings that have not been paid. This will remove and recalculate the taxes. This will recalculate all fringes and deductions that are based upon a percentage value. 2. Sequence: Select the sequence number assigned by the system for which to calculate. 3. Employee #: Enter the Employee number for which to calculate. 4. OK: Click OK to Calculate. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 69 of 314

70 Payroll Documentation 3. Edit Postings Table of Contents Edit Postings: Normal Screen Edit Postings: New Screen Add Change Click on 3. Edit Postings from the Main Menu and the following window will appear: Page 70 of 314

71 Payroll Documentation Edit Postings: Normal Screen If you do NOT have Use New Posting Screen turned on in the General tab of I. Installation off the Main Menu, then the following window will appear: 1. Employee #: Locate the Employee you are seeking, then choose the Sequence for the Posting you wish to edit. 2. Selector: The pay types and deductions that have been set up to automatically post will appear in this list. Click on any line to take action using item 3, 4 or Add: Click Add to add a new posting. 4. Change: Click this button to change the selected line from the table above. 5. Delete: Click Delete to delete the selected Posting. 6. Void: Click Void to void the Entire Posting. 7. Save: Click Save to save any changes. Page 71 of 314

72 Payroll Documentation 8. Cancel: Click Cancel to cancel and return to the Main Menu. 9. Open Employee in Maintenance: Click to open this Employee in the same screen as 6. Employee Maintenance. When you leave those screens, you will be returned here. 10. Save and Calculate: Click to save changes and Calculate. Page 72 of 314

73 Payroll Documentation Edit Postings: New Screen If you turned on Use New Posting Screen in the General tab of I. Installation Options off the Main Menu, then the following window will appear: 10. Employee #: Locate the Employee you are seeking, then choose the Sequence for the Posting you wish to edit. 11. Sequence: This is the sequence number for the Posting you chose to edit. 12. Type: This column shows the paytypes that this employee is being paid on this posting. 13. Desc (Yellow=Auto): This is the description of the paytype from the Type column. 14. Earn: This column is available for editing if you have chosen to add a Leave paytype. You must first choose to enable Earn for each Leave paytype in I. Installation Options off the Main Menu. Enter a Y in this column if the Employee s Leavetime is to be accrued. Enter a N in this column if the Employee s Leavetime is not to be accrued. 15. Qty/Hrs: Enter the number of hours of pay for each paytype. Page 73 of 314

74 Payroll Documentation 16. Rate: This is the rate that the employee is being paid for each paytype. 17. Amount: This is the total amount being paid for each paytype. 18. Account: This is the General Ledger Account that each paytype is being paid out of. 19. Find: Click the Find button in each row to locate a General Ledger Account for that paytype to be paid out of. 20. Description: This is the description of the General Ledger Account. 21. Selector: The pay types and deductions that have been set up to automatically post will appear in this list. Click on any line to take action using item 13, 14 or 15. You may change information that appears in green for a pay type by clicking on the grid. The pay types that appear in yellow are the pay types that are set to Autopost. If you chose Time Card or have Track Labor Costing turned on then you may need to scroll to the right to view/edit more fields. You may turn on Track Labor costing through I. Installation Options off the Main Menu. 22. Add: Click Add to add a new posting. 23. Change: Click this button to change the selected line from the table above. You may also change the information directly on the grid. Refer to item 12 Selector for more information. 24. Delete: Click Delete to delete the selected Posting. 25. Void: Click Void to void the Entire Posting. 26. Payroll Ending Date: Enter the ending date of the payroll period for which the check was issued. 27. Save: Click Save to save any changes. 28. Cancel: Click Cancel to cancel and return to the Main Menu. 29. Open Employee in Maintenance: Click to open this Employee in the same screen as 6. Employee Maintenance. When you leave those screens, you will be returned here. 30. Save and Calculate: Click to save changes and Calculate. Page 74 of 314

75 Payroll Documentation Add If you click Add, the following window will appear: 6. Click to choose what kind of Paytype you want to add to this Posting. 7. Click to choose which specific Paytype based on item 1 that you wish to add. 8. Double Click to Speed Select: For your convenience there is a list of pre-existing Paytypes for this Employee. Double click on one to choose it. 9. OK: Click OK to continue, depending which paytype you chose to add, the following Change window may appear for you to add the information for this paytype. 10. Cancel: Click Cancel to cancel and return to the Main Menu. Page 75 of 314

76 Payroll Documentation Change If you click Change, the following window will appear: 11. Job Code: Only available if you have Job Costing turned on in I. Installation Options. Enter the Job Code for this Paytype. 12. Work Code: Only available if you have Job Costing turned on in I. Installation Options. Enter the Work Code for this Paytype. 13. Date: Only available if you have Job Costing turned on in I. Installation Options. Enter the Date the work was performed. This is often left as the Pay Period s ending date. 14. Quantity: Enter the amount of hours to record for this pay type in this pay period. 15. Earned Time: This is only available if you chose to add or change a Leave Paytype. You must first choose to enable Earn for each Leave paytype in I. Installation Options off the Main Menu. Enter a Y if the Employee s Leavetime is to be accrued. Enter a N in this column if the Employee s Leavetime is not to be accrued. 16. Rate: Enter the rate of pay for these hours. 17. Amount: The system will calculate the total value of this pay type. 18. Job Code: User defined for later reporting from Payroll. 19. Work Code: User defined for later reporting from Payroll. 20. Account: The default expense account will appear and may be changed during posting. 21. OK: Click OK to save changes to the Posting and return to the Posting screen. Page 76 of 314

77 Payroll Documentation 22. Cancel: Click Cancel to cancel and return to the Posting screen. Page 77 of 314

78 Payroll Documentation 4. Print Checks Table of Contents Print Checks...2 All...3 Department...4 Print Single Posting...5 Page 78 of 314

79 Payroll Click on 4. Print Checks from the Main Menu and the following window will appear: The best practice is to create a restore point just before all major Payroll check printing. Page 79 of 314

80 Payroll Print Checks 1. All: Click to print checks for All Employees. 2. Department: Click to print checks for a single Department. 3. Print Single Posting: Click to print checks for a Single Employee. Refer to the section below that relates to your choice. Page 80 of 314

81 Payroll All 1. Order: Click to choose whether these checks print in order of Name or Department then Name. 2. Check Date: Enter the effective check date to appear on the checks. 3. Starting Check Number: Enter the check number to start with. This system will default to the next check number after the last known payroll check run. If Payroll and Accounts Payable use the same checks you will need to confirm/change this value before continuing. 4. Starting Electronic Check Number: If using electronic checks, enter the check number to start with. 5. Print: Click this button to print. Refer to GENERAL PRINTING for more information. 6. Cancel: Click Cancel to cancel and return to the Main Menu. Page 81 of 314

82 Payroll Department 1. Department: Enter the Department as found in Employee Maintenance for the group of Employee s to print checks for. 2. Check Date: Enter the effective check date to appear on the checks. 3. Starting Check Number: Enter the check number to start with. This system will default to the next check number after the last known Payroll check run. If Payroll and Accounts Payable use the same checks you will need to confirm/change this value before continuing 4. Starting Electronic Check Number: If using electronic checks, enter the check number to start with. 5. Print: Click this button to print. Refer to GENERAL PRINTING for more information. 6. Cancel: Click Cancel to cancel and return to Main Menu. Page 82 of 314

83 Payroll Print Single Posting 1. Sequence: Select the sequence number assigned by the system for which to print a check. 2. Employee #: Enter the Employee number for which to print a check. 3. Check Date: Enter the effective check date to appear on the checks. 4. Starting Check Number: Enter the check number to start with. This system will default to the next check number after the last known Payroll check run. If Payroll and Accounts Payable use the same checks you will need to confirm/change this value before continuing. 5. Starting Electronic Check Number: If using electronic checks, enter the check number to start with. 6. Print: Click this button to print. Refer to GENERAL PRINTING for more information. 7. Cancel: Click Cancel to cancel and return to Main Menu. Page 83 of 314

84 Payroll After Printing: Checks Best practice dictates that after printing checks, you check the first check number and the last check number to ensure that all checks printed. When this screen first appears, items 2 and 3 will default to the first check printed, and the last check printed. 1. Select the option that applies. 2. Check number to start reprinting at: Enter the first check that did not print OK. 3. Check number to stop reprinting at: Enter the last check that did not print OK. 4. Enter number on next available check form: Enter the number that is on the next available check form. 5. OK: Click OK to perform the option selected from item 1. If you chose to reprint any checks, you will return to this screen after printing. Page 84 of 314

85 Payroll After Printing: Direct Debit 1. Select the option that applies. 2. Check number to start reprinting at: Enter the first check that did not print OK. 3. Check number to stop reprinting at: Enter the last check that did not print OK. 4. Enter number on next available check form: Enter the number that is on the next available check form. 5. OK: Click OK to perform the option selected from item 1. If you chose to reprint any checks, you will return to this screen after printing. Page 85 of 314

86 Payroll 5. After the Fact Payroll Table of Contents After the Fact Payroll Post: Normal Screen Post: New Screen: Add Change Click on 5. After the fact payroll from the Main Menu and the following window will appear: Page 86 of 314

87 Payroll After the Fact Payroll 1. Payroll Ending Date: Enter the ending date of the payroll period for which the check was issued. 2. Deduction Period in January (1-5): Enter the deduction period for which the check was issued. Periods 1 through 5 represent each week in a weekly payroll cycle. 3. Use Speed Post: If you turned on Use New Posting Screen in the General tab of I. Installation off the Main Menu, then this option will appear. If you check this off, all pay types for an employee will appear in the Post screen. The pay types that are not set as Autopost will NOT have quantities or rates. The pay types that you leave as zero values will be removed from this posting automatically. As you scroll over Use Speed Post with your mouse, the following description will appear in the upper right corner of your screen: 4. Post: Click Post to create this post, the below window will appear. 5. Cancel: Click on Cancel to cancel and return to the Main Menu. Page 87 of 314

88 Payroll Post: Normal Screen If you do NOT have Use New Posting Screen turned on in the General tab of I. Installation off the Main Menu, then the following window will appear after you click Post. 1. Employee #: Select the Employee # for the Employee you are editing Payroll for. 2. Selector: This shows you which Paytype you have selected. This is the Paytype that you will affect if you choose Change or Delete. 3. Add: Click this button to add a new paytype or deduction to this pay period. 4. Change: Click this button to change the selected line from the table above. 5. Delete: Click this button to remove the selected line from the table above. 6. Void: Click this button to void the selected Paytype for this employee. 7. Save: Click Save to save this posting, you will need to enter the check date and the check number, then you will return to the previous screen. Page 88 of 314

89 Payroll 8. Cancel: Click Cancel to cancel and return to the Main Menu. This will not save the postings in the table above. 9. Open Employee in Maintenance: Click here to open this Employee in the Employee Maintenance screens. If you click OK or Cancel in these screens you will return to this screen. Page 89 of 314

90 Payroll Post: New Screen: If you turned on Use New Posting Screen in the General tab of I. Installation off the Main Menu, then the following window will appear after you click Post. 1. Employee #: Select the Employee # for the Employee you are editing Payroll for. 2. Selector: The paytypes and deductions that have been set up to automatically post will appear in this list. Click on any line to take action using item 3 or 4. You may change information that appears in green for a pay type by clicking on the grid. The pay types that appear in yellow are the paytypes that are set to Autopost. If you chose Time Card or have Track Labor Costing turned on then you may need to scroll to the right to view/edit more fields. You may turn on Track Labor costing through I. Installation off the Main Menu. 3. Add: Click Add to add a new Paytype. 4. Change: Click this button to change the selected line from the table above. You may also change the information directly on the grid. Refer to item 2 Selector for more information. 5. Delete: Click Delete to delete the selected Paytype. Page 90 of 314

91 Payroll 6. Void: Click Void to void the selected Paytype. 7. Save: Click Save to save this posting, you will need to enter the check date and the check number, then you will return to the previous screen. 8. Cancel: Click Cancel to cancel and return to the Main Menu. 9. Open Employee in Maintenance: Click here to open this Employee in the Employee Maintenance screens. If you click OK or Cancel in these screens you will return to this screen. Page 91 of 314

92 Payroll Add If you click Add, the following window will appear: 1. If you chose Add, click to choose what type of Paytype this is going to be. 2. If you chose Add, choose the number/letter that will be used for this Paytype code. 3. Double Click to Speed Select: Double click on a pre-existing Paytype to choose it. 4. OK: Click OK to save changes and return to the previous screen. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 92 of 314

93 Payroll Change If you click Change, the following window will appear: 1. Quantity: Enter the number of hours to record for hourly paytypes. 2. Rate: Enter the hourly rate for this paytype. 3. Amount: The amount field will automatically calculate. 4. Account: The reference account for this paytype can be altered during posting. The default account is stored in Employee Maintenance. 5. OK: Click OK to save changes and return to the previous screen. 6. Cancel: Click Cancel to cancel and return to the Main Menu. Page 93 of 314

94 6. Employee Maintenance Payroll Table of Contents Employee Maintenance Creating a New Employee The Personal tab The W4 tab The Paytypes tab Change Paytypes: Print Paytypes Copy Paytypes The Deductions tab Add a Deduction Add or Edit Deduction Details Print Deductions Copy Deductions The Accounts tab The History tab The Leave tab The Misc tab The TimeCard tab Page 94 of 314

95 Payroll Click on 6. Employee Maintenance from the Main Menu and the following window will appear: Page 95 of 314

96 Payroll Employee Maintenance 1. Employee #: Type in an existing Employee Number. 2. Find: Click Find to find an Employee from a list of Employees. For additional help with finding Employees, refer to PR GENERAL EMPLOYEE LOOKUPS. 3. Add: Click Add to create a new Employee. Page 96 of 314

97 Payroll Creating a New Employee If you chose Add the following window will appear: Employee Numbers should be created in a consistent manner. Many reporting and processing options may be run based on Employee Number. While you may enter an alphanumeric code, an alpha code, based on name, will most readily generate reports in alphabetical order. 1. Employee Number to Add: The Employee Number may be up to nine characters (alpha and/or numeric). 2. OK: Click OK after you have entered the new Employee Number. This will bring up the Personal tab where you may begin to edit this Employee. 3. Cancel: Click Cancel to return to the previous screen. Page 97 of 314

98 Payroll The Personal tab Once you ve chosen or created the Employee you wish to edit, the Personal tab will appear: Enter the information required in each field. 1. Active/Inactive/Terminated: When adding an Employee, status will default to active. 2. Last Name: Enter Employee s last name, as it appears on their Social Security card. 3. First Name: Enter Employee s first name, as it appears on their Social Security card. 4. MI: Enter Employee s middle initial, as it appears on their Social Security card. 5. Ext: Enter Employee s suffix (Jr., Sr., III, etc. optional). 6. Address: Enter Employee s address. Two fields are provided to allow for both a street address and a PO Box, or other information, as applicable. 7. City, State, Zip: In the first field (7), enter the Employee s city of residence Page 98 of 314

99 Payroll 8. City, State, Zip: In the second field (8), enter the Employee s state or country (if foreign). This is a 2-letter abbreviation for state or up to ten characters for a foreign country. 9. City, State, Zip: In the third field (9), enter the Employee s Zip Code (up to nine digits). 10. Phone: Enter Employee s phone number (including dashes, if desired). 11. SSN: Enter Employee s social security number. 12. Gender: Click on the appropriate gender to select it. 13. Department: This is optional. You may enter up to three characters (numeric) in the Department field. Using a Department code will allow you to group Employees and process payroll (post, calculate, print checks) in batches. Many payroll reports may also be run by Department. 14. Code: This is optional. You may enter up to six characters (alpha and/or numeric) in the Code field. Using Code will allow you to group Employees when running the Wage Summary Report. 15. Work. Comp: Click the drop down arrow and select from the most commonly used workers compensation codes among municipalities. After selecting a code, the following message box will appear: Click Yes to have the selected code populate the W. Comp Code field on the Paytypes tab. If you click No the W. Comp Code field in the Paytypes tab will not be affected. While reporting capabilities are in development, the Workers Compensation field is currently available for information only. 16. Title: Enter an Employee s job title. 17. Birth Date: Enter an Employee s birth date (xx/xx/xxxx). 18. Hire Date: This field will default to the current date. You may change this date if needed. (xx/xx/xxxx). 19. Term Date: Enter a termination date, if applicable. Page 99 of 314

100 Payroll 20. Hourly/Salary/Time Card: Click on the basis which this Employee s wages will be determined. 21. Annual Contract Amount: This is optional. For salaried Employees, entering an Annual Contract Amount will automatically generate Regular Hours (based on a 40-hour week) and Regular Rate (Annual Contract Amount/Regular Hours). This information may be changed if necessary. For hourly Employees, the Annual Contract Amount field is available for information only, and doesn t affect anything. 22. FTE: Full Time Equivalent value for this Employee. This is used for both educational institutions and for VT Catamount Health reporting. 23. Pay Cycles: Click to select the frequency at which this Employee will be paid (weekly, biweekly, etc.). 24. Cycles: The number of pay cycles/pay periods will be determined automatically, based upon the frequency you selected. This may be changed manually. 25. Regular Hours: For hourly Employees, enter the number of standard hours the Employee is expected to work during a pay cycle (not to include overtime). This information will appear in the payroll posting process. Salaried Employees will default to a 40-hour week and regular hours will be based on the pay cycle selected, although this information may be changed manually. 26. Regular Rate: For hourly Employees, enter hourly rate. For salaried Employees, enter gross wages per pay period (if you have entered an Annual Contract Amount for a salaried Employee, Regular Rate will be calculated automatically). 27. Electronic Check: If the Employee is paid via direct deposit, the Electronic Check field must be checked and a deduction must be established (100% net deduction). Refer to the Deductions tab. 28. Health Care Uninsured Employee: Check this box if an Employee is not covered by any form of health insurance. This will be used as part of the VT Catamount Health reporting. Page 100 of 314

101 Payroll The W4 tab Click on the W4 tab, and the following window will appear: Each Employee must complete and sign an IRS Form W-4. The following data should be entered in the W4 screen, based on information provided by the Employee in the Form W Filing Status (Federal): Click on the option that indicates the Employee s federal filing status. Filing status is used to determine tax filling requirements. For further information, refer to [Publication 501]. 2. Filing Status (State): Click on the option that indicates the Employee s state filing status. For further information regarding Vermont filing status, refer to For other states, please refer to the applicable state tax website. Reference Form W-4VT? Vermont filing status is often the same as Federal, with some exceptions, such as filing status for civil unions. 3. Allowances (Federal): Enter the number of federal allowances/exemptions claimed by Employee. Allowances will be used to determine federal income tax withholdings. For further information, refer to and/or form W-4. Page 101 of 314

102 Payroll 4. Allowance (State): Enter the number of state allowances/exemptions claimed by Employee. Allowances will be used to determine state income tax withholdings. For further information, refer to 5. Additional amt withheld per pay (Federal): Enter the additional amount to be withheld for federal income tax, as claimed by Employee. For further information, refer to and/or form W Additional amt withheld per pay (State): Enter additional amount to be withheld for state income tax, as claimed by Employee. For further information, refer to 7. Code (State): In the first State Code field, enter the 2-letter abbreviation for the Employee s state of residence. This information will be used to determine which state tax table to use for payroll calculations. 8. Code (State): The second State Code field may be used for tax routines specific to certain states. Enter data as applicable. 9. Code (Local): In the Local Code field, enter the user-defined local tax code, if applicable. This code may be linked to a tax table for site-specific payroll calculation purposes. 10. VTDET reporting status: This is for Vermont sites only. This field will initially default to the reporting status entered in the Personal tab. This information is used for reporting to the Vermont Department of Employment and Training (prcus35). 11. W2 Pension Box: Check this box if the Employee is contributing to any retirement system. This includes qualified plans to report in box 12 of the W-2 and non-qualified plans that can be reported in box 14 of the W W2 Statutory Employee Box: Some workers are deemed to be Employees by statute, although this is generally not the case with new municipal Employees. For further information, refer to This Employee is fully and unconditionally exempt from the following taxes: Proceed with CAUTION when establishing tax exemptions in the W4 tab. Checking these boxes will prevent withholding and reporting for associated wages. Reporting and deduction options are also available by Paytype. Exemptions entered in the W4 tab will override entries made in the Paytype tab. 14. Life Insurance coverage provided by employer: Enter the value of life insurance provided to the Employee. This information will be used, if applicable, for W-2 reporting purposes. Page 102 of 314

103 Payroll The Paytypes tab Click on the Paytypes tab, and the following window will appear: 1. Type: This column will show the paytype codes that have been assigned to this Employee. 2. Description: This column will show the paytype descriptions that have been assigned to each code for this Employee. 3. Rate: This column will show the pay rate that has been assign for each pay code when it is defined as a flat calculation. 4. Auto: This column will show a Y if the pay code should automatically appear when posting this Employee during a pay period. 5. Qty: This column will show the percentage amount that has been assigned for each pay code when it is defined as a rate calculation. 6. Account: This column will show the related account assigned to the pay code when payroll is linked to the general ledger. Page 103 of 314

104 Payroll 7. Selector: While a type is selected, you may click Change or Delete. 8. Add: Click Add to create a new Paytype. The following screen below will appear. 9. Change: Click Change to edit the selected Paytype. (The Edit Paytypes screen found later in this document will appear.) 10. Delete: Click Delete to delete the selected Paytype. 11. Print: Click this button to print. Refer to the Print Paytypes section below for additional information. 12. Copy: Click this button to copy Paytypes from another Employee to this one. Refer to the Copy Paytypes section below for additional information. Add a Paytype 1. This is the type of Paytype. 2. The number/letter value to be assigned to this Paytype. The numbers/letters available will differ depending on which Paytype is chosen. 3. OK: Click OK to create this Paytype, the following screen will appear. 4. Cancel: Click Cancel to return to the previous screen. Page 104 of 314

105 Payroll Change Paytypes: 1. Paytype: New salaried Employees, as designated in the Personal tab, will first appear with a G1 (gross/salary) Paytype. New hourly Employees will first appear with a H1 (hourly) Paytype. 2. Description: Enter a user defined description of the Paytype, up to 22 characters. 3. Withhold what taxes?: Click to check or uncheck the boxes. A Checked box means that those taxes are to be withheld for this Employee, for this Paytype. 4. Report what wages?: Click to check or uncheck the boxes. A Checked box means that those wages will be reported for this Employee, for this Paytype. 5. Include in base of fringes: Indicate which fringes should be calculated against this paytype. This only impacts fringe calculations based on a percentage calculation. 6. Fill with All: Clicking on this will populate the field with all values possible. Page 105 of 314

106 Payroll 7. Include in base of deductions: Indicate which deductions should be taken against this paytype. This only impacts deductions calculations based on a percentage calculation. 8. Auto post for: Clicking Auto Post will allow this paytype to be posted automatically for the pay periods indicated (0 for all). 9. Rate OR Flat: Click Rate if this Employee is being paid at an hourly rate, or Flat if this Employee is being paid a salary rate. 10. Amount: If you chose Rate, then enter the number of standard hours (not including overtime) that this Employee is expected to be working each pay period. Hours may be changed at Posting. If you chose Flat, then enter the rate as a percentage (50.0 = 50%, = 100%) and that percentage will be applied to the Regular Rate reflected in the Personal tab. 11. Rate or Flat: Select the option of determining the default posting amounts as a rate of the default regular hours/pay on the personal tab or a flat amount of hours/pay to post. 12. Include amount in FTD contract amounts: Indicate whether wages should be included in the calculation of fiscal-to-date contract amounts. 13. Per Diem Units: This defines the number of hours to report to VT Catamount Health when the paytype is use as a per diem rate. This is commonly found in educational institutions. 14. Job code: Enter the default user defined job code when job costing is turned on. 15. Work Code: Enter the default user defined work code when job costing is turned on. 16. W Comp Code: Select the workers compensation code that most closely reflects the Employee s responsibilities for this paytype. The drop-down menu allows you to select from the most commonly used workers compensation codes among municipalities. This field may be populated automatically, from the Personal tab, but may be overwritten here. While reporting capabilities are in development, the Workers Compensation field is currently available for information only. 17. Expense Account: Enter the account number for the General Ledger expenditure account to which this Paytype will be posted. 18. FICA Expense: Enter the account number for the General Ledger expenditure (NOT liability) account to which FICA will be posted. 19. MEDI Expense: Enter the account number for the General Ledger expenditure (NOT liability) account to which Medi will be posted. Page 106 of 314

107 Payroll 20. Amount to date : This shows the amount for this paytype distributed calendar year to date. 21. Back to List of Paytypes: Click this to return the starting list of paytypes. Page 107 of 314

108 Payroll Print Paytypes If you click Print from the Paytypes tab, the following window will appear: 1. PreView: Click this button to preview. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the Paytypes tab. Copy Paytypes If you click Copy from the Paytypes tab, the following window will appear: Click Yes to continue, or No to return to the Paytypes tab. If you click Yes the follow window will appear: Enter the Employee Number who has the Paytypes you wish to copy,or click Find to select from the list. All Paytypes will be copied, and will appear in the Paytypes list. Page 108 of 314

109 Payroll The Deductions tab Click on the Deductions tab, and the following window will appear: 1. #: This column shows the deduction sequence numbers that have been assigned to this Employee. 2. Description: This column shows the deduction description assigned for each deduction on this Employee. 3. Standard: This column shows the code from the standard deduction table if the deduction is linked to that table. 4. Amount: This column shows the flat amount or percentage assigned to this deduction. 5. Direct: This column will show a Y if the deduction is part of a direct deposit process. 6. Add: Click this button to add a new deduction to this Employee. The Add a Deduction screen found below will appear. Page 109 of 314

110 Payroll 7. Change: Select a deduction from the table then click this button to edit the settings on that deduction for this Employee. 8. Delete: Select a deduction from the table then click this button to delete the deduction for this Employee. This option is only allowed if there has been no activity for the last two calendar years. 9. Print: Click this button to print. Refer to the Print Deductions section below for additional information. 10. Copy: Click this button to copy Paytypes from another Employee to this one. Refer to the Copy Deductions section below for additional information. Add a Deduction 1. Choose the number or letter to be used for this deduction. Be consistent. The best practice is to establish your own standards to assign deduction sequence numbers. The following is an example of organization: Sequence codes 1 through 5 are all tax exempt like: 1. Section 125 Health 2. Section 125 Dental 3. Section 125 Dependant Care 4. Section 125 Disability when qualified. 5. Available for an other tax exempt Sequence codes 6 through 9 are all for tax deferred like: 6. Municipal Retirement 7. Teachers Retirement 8. Annuity Deduction other 9. Annuity Deduction other Page 110 of 314

111 Payroll Sequence codes A through Z except for T are all taxable: A. Health Ins B. Dental Ins C. Disability D. Member Dues Y. Direct Deposit for a Flat Amount Z. Direct Deposit 100% of Net Pay 2. OK: Click OK to create this Deduction, the following screen will appear. 3. Cancel: Click Cancel to return to the previous screen. Add or Edit Deduction Details 1. Deduction Code: Shows the deduction sequence code being worked on. 2. Standard Deduction Code: This allows selecting a link to a standard deduction table for default values to the balance of the fields on this screen. The standard table is maintained from the Main Menu. Page 111 of 314

112 Payroll 3. Desc: Enter a description for this deduction if not linked to the standard table. 4. Plan: If the deduction is tax deferred and is part of an IRS qualified plan then use the drop down to select the appropriate plan letter. The vendor/representative/cpa firm can help determine if it is qualified. 5. Subject to what withholding?: Click to check or uncheck the boxes. A Checked box means that those taxes are to be withheld for this Employee, for this deduction. 6. Subject for what wages?: Click to check or uncheck the boxes. A Checked box means that those wages will be reported for this Employee, for this deduction. 7. Deduction Status: Click the option to make the deduction active or inactive. 8. Deduction Type: Enter the appropriate code letter to define the calculation values to use. G is the most common that deductions are calculated on all pay. D is the next most common because of 100% of Net pay direct deposits. N is for Gross pay minus all taxes (FWT, SWT, FICA, MEDI and Local.) W is for Gross pay minus federal and state taxes (FWT & SWT.) T is for Gross pay minus any deductions with qualified plans defined. 9. Frequency: Enter the appropriate code letter to define posting rules. O is used for a one time deduction that will be inactivated after used. P is used to have the deduction post for pay periods define in #10. N is used to turn off the deduction all together. 10. Deduction Periods: Enter the periods to call for this deduction during posting. If pay cycles are as frequent as weekly then it is possible to have five pay periods. Values of 1 through 5 indicate to take this deduction in months with a fifth pay cycle in them. 11. Method: Enter the appropriate code letter to define the method of calculation. F is used for a flat constant amount to withhold. R is used to calculate a percentage in combination with the deduction type field. 12. Base: Enter the appropriate code letter to define the method of calculation. P is most common and does not consider the hours worked as a multiplier. H is used when a deduction calculation included the hours worked as a factor. 13. Amount: Enter the flat amount in dollars or the percentage amount based on the method in item Maximum: Enter the maximum amount to withhold or leave zero if there is not one. Page 112 of 314

113 Payroll 15. YTD or FTD: If there is a maximum then determine if this test is based on Y calendar year to date or F fiscal year to date. 16. Direct Deposit: Enter Y of this deduction is to be processed as a direct deposit. Enter N if it is not. 17. Employee s Bank Account #: Enter the Employees bank account number if this is a direct deposit deduction. 18. Employee s Bank (ABA): Enter the ABA number for Employee s bank. Maintain a list of ABA numbers used to simplify/cross check the ones provided by the Employee. Some financial institutes have a different ABA number for electronic activities. 19. Miscellaneous Information?: Enter a C for checking and S for savings when a deduction is used for direct deduction. Otherwise this is user defined. 20. Transfer to AP: Enter Y to transfer this deduction to accounts payable. If this is a direct deposit deduction processed electronically this should be N. 21. Vendor: Enter the vendor code for this deduction if transferring to accounts payable. 22. Account to Credit: Enter the reference account when linked to the general ledger. This is commonly a liability. This would be the cash account for direct deposit. 23. Amount to date : These fields display the amounts withheld to date. MTD = Month to Date QTD = Quarter to Date YTD = Calendar Year to Date FTD = Fiscal Year to Date 24. Back to List of Deductions: Click this button to return to the deduction list for this Employee. Page 113 of 314

114 Payroll Print Deductions If you click Print from the Deductions tab, the following window will appear: 1. PreView: Click this button to preview. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the Paytypes tab. Copy Deductions If you click Copy from the Deductions tab, the following window will appear: Click Yes to continue, or No to return to the Paytypes tab. If you click Yes the follow window will appear: Enter the Employee Number who has the Paytypes you wish to copy or click Find to select from the list. All Paytypes will be copied, and will appear in the Paytypes list. Page 114 of 314

115 Payroll The Accounts tab Click on the Accounts tab, and the following window will appear: 1. Net (Checking) Account: Enter the reference account for net pay to post when linked to the General Ledger. 2. Tax Expense Account: Enter the default tax expense account for this Employee to use when adding paytypes. Page 115 of 314

116 Payroll The History tab Click on the History tab, and the following window will appear: 1. This column shows the labels for the values in #2. 2. These are the amounts to date as well as the total amount from last year. 3. Make sure to read this notice. 4. Last Year W-2 Other boxes: Values entered here will appear in W-2 processing and reporting. 5. Third party sick pay information: Values entered here will appear in W-2 processing and reporting. Page 116 of 314

117 Payroll The Leave tab Click on the Leave tab, and the following window will appear: 1. This column labels the different types of leave time. The last six are user defined labels found in Installation set up on the Main Menu. 2. Starts On: Enter the starting date for each leave time to begin accrual according to your policies. 3. Accrual Type: Enter the appropriate letter code for the calculation method as defined in item Accrual Rate: Enter the rate in hours to accrue according to your policies. 5. Maximum: Enter the maximum number of hours allowed according to your policies. 6. Maximum Based On: The test for reaching the maximum is determined with this setting. Page 117 of 314

118 Payroll 7. Accrued: This value is the amounts that have been accrued since the last reset according to your policy. 8. Taken: This value is the amounts that have been used/taken since the last reset according to your policies. 9. Remaining: This value is calculated from Accrued minus Taken. 10. Accrual Types: The letter codes define the methods used to calculate with the accrual rate for additional benefit time. Page 118 of 314

119 Payroll The Misc tab Click on the Misc tab, and the following window will appear: 1. These fields may be defined in I. Installation, off the Main Menu, under the General tab. The capacity is ten fields of twenty characters. Page 119 of 314

120 Payroll The TimeCard tab Click on the TimeCard tab, and the following window will appear: 1. Rate Code: Enter 1 to 4 character values to represent the time card system. 2. Pay Rate: Enter the pay rate for this Employee next to each rate code. 3. Save and Close Employee: Click this button to save all changes and close the Employee record. 4. Cancel: Click this button to not save any changes and close the Employee record. 5. Delete: Click this button to delete this Employee record. This option is not available when there is any history value for the last two calendar years. 6. Change EE Number: Click this button to change the Employee number. This is used when Employee numbers are also name related and an individuals name has changed. Page 120 of 314

121 7. Check Reconciliation Payroll Table of Contents Check Reconciliation Reconciliation: Checks tab Reconciliation: General tab Un-Reconciliation Click on 7. Check Reconciliation from the Main Menu and the following window will appear: Page 121 of 314

122 Payroll Check Reconciliation 1. Tools to Use: Reconciliation: Select this option to record checks that have cleared the bank. 2. Tools to Use: Un-Reconciliation: Select this option to change a check that was already reconciled and should not have been. This is often used for electronic checks that need to be re-processed. 3. Start: Click this button to begin the process of the option 1 or 2 chosen above. Page 122 of 314

123 Payroll Reconciliation: Checks tab After you choose Reconciliation and click Start, you will need to go to the Checks tab. 1. Checks: The tab is highlighted during the process and works according the option chosen on the General tab. 2. Reconcile: Review the check number detail lines with your bank statement and check off those checks that appear that have cleared on a statement. 3. Cleared Checks: This is informational to track how many have been marked and their total values. 4. Save: Click this button to save the reconciliation of checks in the check file. 5. Report: Click this button to choose an output option for a report of what you ve just done. 6. Cancel: Click Cancel to cancel and return to the Main Menu. Page 123 of 314

124 Payroll Reconciliation: General tab Now go to the General tab. 1. Diskette Reconciliation: If your bank provides a diskette of cleared checks and you have defined the positions for check numbers and amounts then items 3 will become available. The information will appear here. 2. Show Mismatches: Click this button to report a list of checks cashed for amounts other than expected or checks cashed that are not on file. 3. Reconcile Diskette Now: Click this button after establishing the setting from item 1 to begin processing data from a diskette provided by the bank. 4. Cleared Checks: This is informational to track how many have been marked and their total values. 5. Save: Click this button to save the reconciliation of checks in the check file. 6. Report: Click this button to choose an output option for a report of what you ve just done. 7. Cancel: Click Cancel to cancel and return to the Main Menu. Page 124 of 314

125 Payroll Output After you click Report the following window will appear: 1. PreView: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 125 of 314

126 Payroll Un-Reconciliation After clicking Start the following notice will appear: Un-Reconciliation: Checks tab After you choose Un-Reconciliation and click Start, you will need to go to the Checks tab. 1. Checks: The tab is highlighted during the process and works according the option chosen on the General tab. 2. Reconcile: Un-check the box on the detail line for the check or checks to be removed from the reconciliation. 3. Save: Click this button to save the reconciliation of checks in the check file 4. Cancel: Click Cancel to cancel and return to the Main Menu. Page 126 of 314

127 Payroll 8. Void Payroll Checks Click on 8. Void Payroll Checks from the Main Menu and the following window will appear: Page 127 of 314

128 Payroll Void Payroll Checks 1. Regular Checks OR Electronic Checks: Select the type of check you are voiding. 100% Direct deposit checks are assigned an electronic number when used. Be sure you have the check in hand or it has not been processed electronically before proceeding. 2. Check Date: Enter the actual check date on the check you wish to void. 3. Individual checks OR Range of checks: Click to choose whether you want to void an Individual check or a Range of checks. 4. Regenerate postings so you can.: Check this box if you want the system to create records to produce a new check. These postings may be edited using the Main Menu item Edit Postings. 5. Starting: For Range, choose the check number you wish to start with. For Individual, choose the check you wish to Void. 6. Ending: For Range, choose the check number you wish to end with. 7. Void: Click Void to void the selected check or check range. 8. Cancel: Click Cancel to cancel and return to the Main Menu. Page 128 of 314

129 Payroll 9. Tax File Maintenance Table of Contents Tax File Maintenance The Federal tab The FICA tab The MEDI tab The State tab The Federal Unemployment tab The State Unemployment tab The ER FICA tab The ER MEDI tab The Local tab The SDI tab Click on 9. Tax File Maintenance from the Main Menu and the following window will appear: Page 129 of 314

130 Payroll Tax File Maintenance The Federal tab 1. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 2. AP Vendor: Enter the vendor code to which this tax is paid. 3. Withheld: These fields reflect the amounts withheld during each quarter of a calendar year. 4. Deposited: These fields reflect the amounts deposited to the vendor above during each quarter of the calendar year. 5. Cancel: Click Cancel to cancel and return to the Main Menu. 6. OK: Click OK to save changes and return to the Main Menu. Page 130 of 314

131 Payroll The FICA tab 1. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 2. AP Vendor: Enter the vendor code to which this tax is paid. 3. Tax Rate: This field is shown and maintained by. 4. Max Taxable Gross: This field is shown and maintained by. 5. Max Tax Computed: This field is shown and maintained by. 6. Withheld: This field is shown and maintained by. 7. Deposited: This field is shown and maintained by. 8. Cancel: Click Cancel to cancel and return to the Main Menu. 9. OK: Click OK to save changes and return to the Main Menu. Page 131 of 314

132 Payroll The MEDI tab 1. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 2. AP Vendor: Enter the vendor code to which this tax is paid. 3. Tax Rate: This field is shown and maintained by. 4. Max Taxable Gross: This field is shown and maintained by. 5. Max Tax Computed: This field is shown and maintained by. 6. Withheld: This field is shown and maintained by. 7. Deposited: This field is shown and maintained by. 8. Cancel: Click Cancel to cancel and return to the Main Menu. 9. OK: Click OK to save changes and return to the Main Menu. Page 132 of 314

133 Payroll The State tab 1. Withholding State: Enter the two character postal value for the state desired. These tables are maintained by. 2. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 3. AP Vendor: Enter the vendor code to which this tax is paid. 4. Will SWT exempt employees : When the state defined in item 1 requires reporting of wages earned even if an employee is exempt from state taxation, answer this question with a Yes. VT for Vermont is answered Yes. 5. Withheld: This field is shown and maintained by. 6. Deposited: This field is shown and maintained by. 7. Cancel: Click Cancel to cancel and return to the Main Menu. 8. OK: Click OK to save changes and return to the Main Menu. Page 133 of 314

134 Payroll The Federal Unemployment tab 1. FUTA is not an active tax on your system.: Click here to activate Federal Unemployment Tax. 2. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 3. AP Vendor: Enter the vendor code to which this tax is paid. 4. Tax Rate: Enter the percentage rate to apply. 5. Max Taxable Gross: Enter the maximum value of wages that apply to this tax. 6. Max Tax Computed: Enter the maximum tax to be withheld, when left zero the system will calculate it. 7. Withheld: This field is shown and maintained by 8. Deposited: This field is shown and maintained by Page 134 of 314

135 Payroll 9. Cancel: Click Cancel to cancel and return to the Main Menu. 10. OK: Click OK to save changes and return to the Main Menu. Page 135 of 314

136 Payroll The State Unemployment tab 1. State: Enter the two character postal value for the state desired. 2. Employee Withholding? OR Employer Obligation?: Check the appropriate option that defines if this is paid by the employee or the employer. 3. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 4. AP Vendor: Enter the vendor code to which this tax is paid 5. Tax Rate: Enter the percentage rate to apply. 6. Max Taxable Gross: Enter the maximum value of wages that apply to this tax. 7. Max Tax Computed: Enter the maximum tax to be withheld, when left zero the system will calculate it. 8. Withheld: This field is shown and maintained by Page 136 of 314

137 Payroll 9. Deposited: This field is shown and maintained by 10. Cancel: Click Cancel to cancel and return to the Main Menu. 11. OK: Click OK to save changes and return to the Main Menu. Page 137 of 314

138 Payroll The ER FICA tab 1. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 2. AP Vendor: Enter the vendor code to which this tax is paid. 3. Tax Rate: This field is shown and maintained by. 4. Max Taxable Gross: This field is shown and maintained by. 5. Max Tax Computed: This field is shown and maintained by. 6. Withheld: This field is shown and maintained by. 7. Deposited: This field is shown and maintained by. 8. Cancel: Click Cancel to cancel and return to the Main Menu. 9. OK: Click OK to save changes and return to the Main Menu. Page 138 of 314

139 Payroll The ER MEDI tab 1. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 2. AP Vendor: Enter the vendor code to which this tax is paid. 3. Tax Rate: This field is shown and maintained by. 4. Max Taxable Gross: This field is shown and maintained by. 5. Max Tax Computed: This field is shown and maintained by. 6. Withheld: This field is shown and maintained by. 7. Deposited: This field is shown and maintained by. 8. Cancel: Click Cancel to cancel and return to the Main Menu. 9. OK: Click OK to save changes and return to the Main Menu. Page 139 of 314

140 Payroll The Local tab 1. Locality Code: This is a user defined three character field. Use this field with consistency to optimize its use. 2. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 3. AP Vendor: Enter the vendor code to which this tax is paid. 4. Tax Rate: Enter the percentage rate to apply. 5. Max Taxable Gross: Enter the maximum value of wages that apply to this tax. 6. Max Tax Computed: Enter the maximum tax to be withheld, when left zero the system will calculate it. 7. Withheld: This field is shown and maintained by. 8. Deposited: This field is shown and maintained by. Page 140 of 314

141 Payroll 9. Cancel: Click Cancel to cancel and return to the Main Menu. 10. OK: Click OK to save changes and return to the Main Menu. Page 141 of 314

142 Payroll The SDI tab 1. State: Enter the two character postal value for the state desired. 2. Liability Account: Enter the General Ledger Liability account to post withholding amounts in to. You may click Find to locate the account in the look up table. 3. AP Vendor: Enter the vendor code to which this tax is paid. 4. Tax Rate: Enter the percentage rate to apply. 5. Max Taxable Gross: Enter the maximum value of wages that apply to this tax. 6. Max Tax Computed: Enter the maximum tax to be withheld, when left zero the system will calculate it. 7. Withheld: This field is shown and maintained by. 8. Deposited: This field is shown and maintained by. 9. Cancel: Click Cancel to cancel and return to the Main Menu. Page 142 of 314

143 Payroll 10. OK: Click OK to save changes and return to the Main Menu. Page 143 of 314

144 Payroll A. Transfer to GL Click on A. Transfer to GL from the Main Menu and the following window will appear: Page 144 of 314

145 Payroll Transfer to GL 1. Post Transactions up to : Enter a date to evaluate activities to transfer. When posting dates to the General Ledger use the check date to record activities. 2. Transfer: Click this button to collect and transfer activities. 3. Cancel: Click Cancel to cancel and return to the Main Menu. 1. PreView: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 145 of 314

146 Payroll B. Transfer to AP Click on B. Transfer to AP from the Main Menu and the following window will appear: Page 146 of 314

147 Payroll Transfer to AP 1. Post Invoices up to and including: Enter the date for consideration of activities to transfer to Accounts Payable. Automatic invoice numbers are assigned and driven by Payroll check dates. 2. Transfer: Click this button to collect and prepare the information to transfer. 3. Cancel: Click Cancel to cancel and return to the Main Menu. 1. The last column is where due dates are assigned. Some invoices are paid right away, others may be paid at the end of the month or the end of the quarter. All taxes will transfer when linked, only deductions and fringes will transfer if set up on each employee to do so. 2. OK: Click OK when you are done entering Due Dates. The following window will appear. 3. Cancel: Click Cancel to cancel and return to the Main Menu. Page 147 of 314

148 Payroll 1. PreView: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 148 of 314

149 Payroll C. Period Close Click on C. Period Close from the Main Menu and the following window will appear: You should choose Yes when this notice appears. It is always very important that you backup your data. Keep in mind that this only backs up the data for the module and entity that you are in. Keep in mind that Restore Points are not a substitute for the regular backup routine. After the Restore Point is made, the following window will appear: Page 149 of 314

150 Payroll Period Close 1. Zero all encumbrance amounts: Check this box to have all encumbrance amounts set to zero. These amounts are user input values on each paytype found in 6. Employee Maintenance. 2. Turn off paytype disencumbering?: Check this box to turn off paytype disencumbering during close. The check boxes for disencumbering are found on the expense lines on each paytype in 6. Employee Maintenance. 3. Turn off system wide encumbrance flag?: Check this box to turn off the system wide encumbrance flag during close. This flag is found in I. Installation. 4. Reset leave time taken for: The reset of leave time does not alter the amount of leave time available. It does reduce the accrued value of leave time by the amount that has been taken. This can result in a negative accrual. The default option does nothing. The choice of All will perform the change on all leave times for all employees as found in Employee Maintenance. The choice of Just leaves started in will evaluate each start date for the leave time for each leave time and employee. 5. Read this notice carefully before continuing. 6. Continue with Month close: Click this button to perform the following task: All MTD (month to date) values will be reset to zero. If closing March, June or September the QTD (quarter to date) values will be set to zero. If closing the month ending the fiscal year then FTD (fiscal to date) values will be set to zero. The Main Menu option Year Close is used when closing the month of December. Page 150 of 314

151 Payroll 7. Cancel: Click Cancel to cancel and return to the previous screen. Page 151 of 314

152 Payroll D. Close Calendar Year Table of Contents Closing the Calendar Year Step Step Step Closing the Calendar Year You will need to close the calendar year in order to print your W-2 s. This is because the W-2 printing comes from the last year figures on the employee history screen. The figures are moved from current year figures to last year figures during the close of the calendar year. You can print your W-2 s any time after your year is closed. There is no limit to the number of times you can print W-2 s, but you will be limited by how many forms you purchase. Page 152 of 314

153 Payroll Step 1 Make sure that all December payrolls are completed before you close the calendar year. Check the Payroll Main Menu screen (upper left hand corner) and verify that the following appears: Qtr 4 Dec. If this does not appear, then the system will not allow you to close the year. The period shown is applicable to your fiscal year. Do not process any January payrolls until after the calendar year close is completed. Page 153 of 314

154 Payroll Step 2 Now you will want to have the following Reports (from R. Reports Menu ) printed for your records. These Reports may be printed at any time after the Calendar Year Close. The only Report that CANNOT be run after the Calendar Year close is 9. Employee Listing. 3. Check Register 9. Employee Listing A. Employee wage summary B. Employee tax summary C. Employee deduction report M. State unemployment report If you do not have these, print them now. While the 9. Employee Listing report is lengthy, it is highly recommended that you print this report out in Detail. These reports should be filed with the information you keep on each employee. Page 154 of 314

155 Payroll Step 3 Now you are ready to close the calendar year. Click on D. Close Calendar Year on the Main Menu. Closing the Calendar Year will also close the period. When prompted to create a Restore Point, choose Yes. It is always very important that you backup your data. Keep in mind that this only backs up the data for the module and entity that you are in. Keep in mind that Restore Points are not a substitute for the regular backup routine. After the Restore Point is made, the following window will appear: Page 155 of 314

156 Payroll 1. None: None of the leave accrual or taken time values will be altered. 2. All: All of the leave accrual values will be reduced by the taken value. The time taken value will be set to zero. 3. Just leaves started in Jan: Only the leave times with a start date set in the month of January will have accrual values with be reduced by the taken value. The time taken value will be set to zero. 4. Remove terminated : Employees with a terminated status can be removed if their terminated date is on or before the date provided and no postings exist for the last two calendar years. The best practice is to retain a minimum of five full calendar years information. You must check off the box to actually have the removal take place. 5. Remove old reconciled : All check and posting records that have been reconciled on or before the date provided can be removed. The best practice is to retain a minimum of five full calendar years information. You must check off the box to actually have the removal take place. 6. Continue with Calendar Year close: Click on this button to close the calendar year. 7. Cancel: Click Cancel to cancel and return to the previous menu. Page 156 of 314

157 Payroll E. Tax Deposits Click on E. Tax Deposits from the Main Menu and the following window will appear: Page 157 of 314

158 Payroll Tax Deposits 1. Tax Code: Select a tax code from the drop down list. Each tax that is defined in Tax File Maintenance can have the deposits recorded here. Deposits are automatically recorded if transferred to Accounts Payable. 2. Deposit date: Enter the date of the payment made on the selected tax. 3. Amount: Enter the amount paid on the selected tax. 4. Post: Click this button to store the above activity in the system. 5. Cancel: Click Cancel to cancel and return to the Main Menu. Page 158 of 314

159 F. Standard Deduction Table Payroll Click on F. Standard Deduction Table from the Main Menu and the following window will appear: Page 159 of 314

160 Payroll Standard Deduction Table 1. Description: This column lists the descriptions defined by the user. 2. Code: This column lists the code defined by the user. 3. Amount: This field lists the rate or flat amounts assigned to the code. 4. Add: Click this button to Add a new Deduction Code. Refer to the Add/Change section below. 5. Change: Click this button to change the selected Deduction Code. Refer to the Add/Change section below. 6. Delete: Click this button to delete the selected Deduction Code. 7. Report: Click this button to choose an output option for a list of Deduction types. Refer to the Output section below. 8. OK: Click OK to save changes and return to the Main Menu. 9. Cancel: Click Cancel to cancel and return to the Main Menu. Page 160 of 314

161 Payroll Add/Change 25. Standard Deduction Code: Define a code to be used in the deduction screen of 6. Employee Maintenance in the Deduction tab. Consider a pattern of codes that assist in determining the deduction sequence number to link with. The example in the listing above is associated in the manner where the first position indicates with which sequence number to link. Additionally the code continues to indicate health plan chosen and number of benefactors. J, F or P plan and single (01), couple (02) or family (FM) allow distinct reporting on the deductions. Each employee can only be a member of one of these unique code examples for deduction sequence Desc: Enter a description for this deduction. 27. Plan: If the deduction is tax deferred and is part of an IRS qualified plan then use the drop down to select the appropriate plan letter. The vendor/representative/cpa firm can help determine if it is qualified. 28. Subject to what withholding?: Click to check or uncheck the boxes. A checked box means that those taxes are to be withheld for any Employee with this deduction. 29. Accumulate for what wages?: Click to check or uncheck the boxes. A checked box means that those wages will be reported for any Employee with this deduction. 30. Deduction Type: Enter the appropriate code letter to define the calculation values to use. Page 161 of 314

162 Payroll G is the most common that deductions are calculated on all pay. D is the next most common because of 100% of Net pay direct deposits. N is for Gross pay minus all taxes (FWT, SWT, FICA, MEDI and Local.) W is for Gross pay minus federal and state taxes (FWT & SWT.) T is for Gross pay minus any deductions with qualified plans defined. 31. Frequency: Enter the appropriate code letter to define posting rules. O is used for a one time deduction that will be inactivated after used. P is used to have the deduction post for pay periods define in item 8. N is used to turn off the deduction all together. 32. Deduction Periods: Enter the periods to call for this deduction during posting. If pay cycles are as frequent as weekly then it is possible to have five pay periods. Values of 1 through 5 indicate to take this deduction in months with a fifth pay cycle in them. 33. Method: Enter the appropriate code letter to define the method of calculation. F is used for a flat, constant amount to withhold. R is used to calculate a percentage in combination with the deduction type field. 34. Base: Enter the appropriate code letter to define the method of calculation. P is most common and does not consider the hours worked as a multiplier. H is used when a deduction calculation included the hours worked as a factor. 35. Amount: Enter the flat amount in dollars or the percentage amount based on the method in item 9. When the flat amount is left as zero then each employee can be set to their own value in Employee Maintenance. 36. Maximum: Enter the maximum amount to withhold or leave zero if there is not one. 37. YTD or FTD: If there is a maximum then determine if this test is based on Y calendar year to date or F fiscal year to date. 38. Direct Deposit: Enter Y of this deduction is to be processed as a direct deposit. Enter N if it is not. 39. Transfer to AP?: Check this box to get the deduction to produce an automated invoice for Accounts Payable. 40. Vendor: Enter the vendor code for this deduction if transferring to Accounts Payable. 41. Account to Credit: Enter the reference account when linked to the General Ledger. This is commonly a liability. This would be the cash account for direct deposit. Page 162 of 314

163 Payroll 42. Back to List of Deductions: Click this button to return to the Deduction table. Page 163 of 314

164 Payroll Output After clicking Report the following window will appear: 6. PreView: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 7. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 8. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the Main Menu. Page 164 of 314

165 Payroll G. Paytype/Deduction Code Change Click on G. Paytype/Deduction Code Change from the Main Menu and the following window will appear: Page 165 of 314

166 Payroll Paytype/Deduction Code Change Click Next>> to continue. 1. Click here to change for one employee only: Click this button if you want to change a Paytype or deduction code for ONE Employee. 2. Click here to change for all employees: Click this button if you want to change a Paytype or deduction code for ALL Employees. Page 166 of 314

167 Payroll The above screen appears if you chose to change one Employee. If you chose all Employees, then refer to the next window. 1. Employee # to change: Enter the Employee # for the Employee you want to make this change on or click Find to select an employee from the lookup table. 2. Next>>: After you ve chosen an Employee #, click this button. 1. Code to replace: Enter the Paytype or deduction code that you wish to replace. Page 167 of 314

168 Payroll 2. Find: Click Find to choose from a list of paytype and deduction codes that already exist. 3. Next>>: Click this button once you ve chosen the paytype or deduction code you wish to replace. 1. Code to replace with: Enter the paytype or deduction code that you wish to replace the previously chosen code with. 2. Find: Click Find to choose from a list of paytype and deduction codes. 3. Next>>: Click this button once you ve chosen the paytype or deduction code you wish to replace with. Page 168 of 314

169 Payroll 1. Make sure that this is what you intended to do. 2. Test mode, report errors : The default is to run a test for the replacement and report errors. If there are no errors then uncheck this box and click Finish. 3. <<Prev: Click this button to go back to a previous step. 4. Cancel: Click Cancel to cancel and return to the Main Menu. 5. Finish: Click this button to run test mode report or complete the selected changes to the files. Page 169 of 314

170 Payroll I. Installation Table of Contents The General tab The F-Keys tab The Accounts tab The Bank tab The Departments tab The Fringe Benefit Prorate tab The Direct Deposit tab The Leave/Accrual tab Click on I. Installation Options from the Main Menu and the following window will appear: Page 170 of 314

171 Payroll The General tab Click on the General tab, and the following window will appear: 1. Check Form: Use the drop down to select a check form number specific to your organization. support can assist you in this choice. 2. Link to General Ledger: Click the option appropriate for linking to the General Ledger. 3. Entity: This option may appear if you have been set up for cross linking modules. The default link is to the same entity number. 4. Link to Accounts Payable: Click the option appropriate for linking to the Accounts Payable. 5. Entity: This option may appear if you have been set up for cross linking modules. The default link is to the same entity number. Page 171 of 314

172 Payroll 6. Track labor costing: Click the appropriate option if you wish to track labor costing. The system will allow recording user defined codes to report payroll cost grouped by cost code. 7. Federal tax ID: Enter your Employer Identification Number (EIN) as provided by the SSA. 8. Federal PIN #: You may enter your pin number used for reporting your federal deposits. This will print out on the Federal Deposit Report used for calling in the amounts. 9. State tax ID: Enter your assigned State Tax Identification number. 10. Check voiding date: Select the date to report to the General Ledger for a check when voided. 11. Pre-numbered checks: Check Yes if you have pre-numbered check stock. 12. Title to appear on warrant report: Enter the name of the responsible board to appear on the warrant printout. 13. Allow editing of employee history info?: Check off yes if you need to overwrite values in the History tab in 6. Employee Maintenance. This should be rare. This value will automatically change to No when you leave Employee Maintenance. 14. Default posted leave time rate to 0.00?: Select Yes if you track leave time but do not actually book expenses when posting. 15. Amount of federal withholding allowance: This is the value provided by the SSA for a single allowance. This value is automatically updated by software updates as needed. 16. Include reimbursements in net deductions?: Select Yes if you are providing 100% net direct deposits. This is most common when reimbursements are processed through payroll. 17. Employer pays for some part of health care costs.: If your organization provides health care insurance and pays all or some of the premium then select Yes. 18. Use New Posting Screen (January 2008): Select Yes to have the new options appear in the Main Menu items: 1. Post Payroll, 3. Edit Postings, and 5. After the Fact Payroll. 19. Annualizing constants: Enter the values for the pay cycles for reaching the annualized tax table for calculation of withholdings. Each employee has a pay cycle set up in 6. Employee Maintenance that links to these settings. Page 172 of 314

173 Payroll 20. Misc Field Descriptions: Define up to ten miscellaneous field labels to track specific information in employee maintenance. 21. During calculation mimic expense account changes: Check this box to have the system automatically adjust the FICA/Medicare expense accounts to follow the salary lines for pay types. This allows changing the default salary expense line during posting. 22. Mimic up to position # (0=all): If item 21 is checked then the system needs the length of the account number to retain from the salary line to match the FICA/Medicare expense lines with. This is commonly determined by the position in your expense accounts just before your object code. 23. OK: Click OK to save changes and return to the previous menu. 24. Cancel: Click Cancel to cancel and return to the previous menu. Page 173 of 314

174 Payroll The F-Keys tab Click on the F-Keys tab, and the following window will appear: 1. Function Keys: These are used to set shortcuts for common phrases for easy use, and to save you from having to retype something multiple times. When a value is assigned from the point of the cursor placement the function key with the assignment can be used to populate fields. Each of these fields are linked to the Function key that is to its left. This means that when you hit the F_ key on the keyboard, the text you entered for that Function key will appear. 2. OK: Click OK to save changes and return to the previous menu. 3. Cancel: Click Cancel to cancel and return to the previous menu. Page 174 of 314

175 Payroll The Accounts tab Click on the Accounts tab, and the following window will appear: 1. Automatically disencumber payroll: Select this option to have gross pays, fica/medicare expenses and fringe benefits be disencumbered when paid. 2. Are you using one encumbrance account: If the disencumbrance account listed below is the only account on the balance sheet hold the encumbrance value then answer Yes. When you use an account per fund then all accounts must be uniform except the fund digits. This is only valid if you answer yes to #1. 3. Are you using one account for each withholding: This is commonly answered yes and all withholdings are posted to the base fund liability accounts. 4. Default Net (Checking): Enter the General Ledger reference account that represents the default checking account for employee net pay checks. Commonly this account remains the same for all employees. This can be changed at the employee level but is very uncommon. Page 175 of 314

176 Payroll 5. Tax Expense Account: Enter the General ledger reference account for local taxes if needed or the Fica/Medicare expense account. 6. Employer Fica: Enter the General ledger reference account for the FICA expense, this can be changed at the employee and pay type level. 7. Employer Medi: Enter the General ledger reference account for the FICA expense, this can be changed at the employee and pay type level. 8. Due to other Funds: Enter the liability account that represents interfund activities in the General ledger. The best practice is for this account to be both the due to and the due from account and be the asset account below. 9. Due from other Funds: Enter the asset account that represents interfund activities in the General ledger. The best practice is for this account to be both the due from and the due to account 10. Disencumbrance Account: Enter the liability account that holds the encumbrance balance for all gross pays, Fica/Medicare and Fringe expenses that will be disencumbered. If each fund has an account then they must be uniform except the fund digits in the account. 11. OK: Click OK to save changes and return to the previous menu. 12. Cancel: Click Cancel to cancel and return to the previous menu. Page 176 of 314

177 Payroll The Bank tab Click on the Bank tab, and the following window will appear: 1. Bank Name: Enter the banking institution information that needs to show on your check. The name and location of the servicing branch on most common. 2. Owner: Enter the business name to appear on the check. This is commonly the name appearing on the checking account on at the bank. 3. ABA: Enter the ABA number of the bank. This prints on the bottom of the check. 4. Acct #: Enter the account number at the bank. This prints on the bottom of the check. 5. Bank Code: Enter the bank code to appear on the top of check. 6. Fed Code: Enter the federal code to appear on the top of the check. 7. OK: Click OK to save changes and return to the previous menu. Page 177 of 314

178 Payroll 8. Cancel: Click Cancel to cancel and return to the previous menu. Page 178 of 314

179 Payroll The Departments tab Click on the Departments tab, and the following window will appear: 1. Code: Enter a user defined code to use in grouping employees by department. 2. Name: Enter the name of the department defined. 3. Work. Comp.: Enter the default workers compensation code for that department. 4. Add Dept: Click this button to add a new department line. 5. Delete Dept: Select a line and click this button to delete a department. 6. OK: Click OK to save changes and return to the previous menu. 7. Cancel: Click Cancel to cancel and return to the previous menu. Page 179 of 314

180 Payroll The Fringe Benefit Prorate tab Click on the Fringe Benefit Prorate tab, and the following window will appear: Be sure to understand what this routine does, as well as its limitations. 1. Activate the routine: Enter a Y into the box if you want to activate this routine. Be sure you understand what this routine does, as well as its limitations. Enter a N if you do not want to activate this routine. 2. Use the following fringes only (1-9 and A-D), the first is significant: Specify by number or letter each fringe that will follow this routine. 3. Fringe Maximum for the First Fringe Only, (0 = No Maximum): Enter the maximum amount for the first fringe, or enter 0 to not have a maximum. 4. Significant fringe account portion starts at: Enter the position in the account number for which the system needs to substitute the fringe expense account number change. Page 180 of 314

181 Payroll 5. Significant fringe account portion length: Enter the number of positions in the account number for which the system needs to substitute the fringe expense account number change. 6. OK: Click OK to save changes and return to the previous menu. 7. Cancel: Click Cancel to cancel and return to the previous menu. Page 181 of 314

182 Payroll The Direct Deposit tab Click on the Direct Deposit tab, and the following window will appear: Any changes you make on this screen will be saved, even if you choose Cancel. 1. Immediate destination DFI: Enter the ABA number provided by your bank. 2. Immediate destination name: This will typically be the name of your bank. 3. Originating DFI number: This is commonly the same number as item 1. Check with your banking institution. 4. Originator name: Enter the name as it appears on your bank account. 5. Originator miscellaneous information: Enter any information you desire. Some banking institutions require specific data here as well. 6. Description of transactions: Enter a brief description of the activity to be transferred. Payroll Direct Deposit for a specific date may appear as PR-DD-MMYYDD. Page 182 of 314

183 Payroll 7. Your bank s DFI number: This is commonly the same number as item 1. Check with your banking institution. 8. Your checking account number: Enter the actual account number where the funds will be taken from. 9. Default file name: Enter the file name for Direct Deposits to save under. 10. Use batch control records: Check this box to use batch control records, uncheck this box to not use batch control records. 11. File header record positions 15-23: Check with your banking institution with what is required for them in these positions. 12. Federal Identifier Type: This should always be 1. Otherwise, you will have been told explicitly what to use. 13. OK: Click OK to save changes and return to the previous menu. 14. Cancel: Click Cancel to cancel and return to the previous menu. Page 183 of 314

184 Payroll The Leave/Accrual tab Click on the Leave/Accrual tab, and the following window will appear: 1. Leave Descriptions and Options: Sick, Vacation and Personal benefit time are predefined by. Define up to six additional leave times for tracking in 6. Employee Maintenance. Distinct pay types L1, L2, L3, L4, L4, L5 and L6. 2. Allow additions to allowed/earned during posting: The option to allow accrual of benefit time to be recorded on any of these defined leave times during posting can be set by entering a Y (yes) in the box on the right for each item desired. 3. Substitute Taken Bucket: Enter an accrual code that will be used in place of the accrual bucket that you specify while posting. For instance if you setup L4 as Holiday as Vacation and you want to decrement the available vacation, enter VP in the L4 substitute bucket. 4. Allow H paytypes to post hours against selected leave taken hours?: Paytypes can be setup to affect accrual buckets. For instance you might setup HV (Hourly V) named Page 184 of 314

185 Payroll Vacation Special to post against the VP buckets. Choose Yes to allow that type of substitution to add the leave bucket to the Hourly paytype desired. 5. Allow Manual Entries in Employee Maintenance: When set to Yes, this allows for manual changes to the leave log in 6. Employee Maintenance. This will allow for all types of entries and will NOT force the leave log entries to reconcile to the leave balances. 6. For Employee Maintenance Changes: When set to Yes, this will create log entries for every change made to the leave balances. 7. For Automatic Accruals After Checks: When set to Yes, this will create log entries for every accrual that happens during payroll with the exception of posted entries. 8. For manual accruals during payroll: When set to Yes, this will create log entries for posted accrual entries during payroll. 9. For taken amounts during payroll: When set to Yes, this will create log entries for posted taken entries during payroll. 10. During Closing of Period: When set to Yes, this will create log entries for changes to accruals during the close of a period in payroll. 11. After Main Menu Accruals: When set to Yes, this will create log entries for changes to accruals during the use of L. Leave time Accrual Maintenance. 12. After Custom Routines: When set to Yes, this will create log entries for changes to accruals during the use of custom reports and routines. This is done by comparing the entries prior and post custom reports and routines. 13. OK: Click OK to save changes and return to the previous menu. 14. Cancel: Click Cancel to cancel and return to the previous menu. Page 185 of 314

186 K. Code and List Maintenance Payroll Click on K. Code and List Maintenance from the Main Menu and the following window will appear: Page 186 of 314

187 Payroll Code and List Maintenance 1. Worksites: Click on Worksites to Maintain the list of Worksites in the Payroll Module. 2. close: Click on close to close this window. Page 187 of 314

188 Payroll 1. Save: Click Save to save any information that was added or changed. 2. Cancel: Click Cancel to cancel and return to the previous screen. Changes will not be saved. 3. close: Click close to cancel and return to the Main Menu. Changes will not be saved. 4. Add: Click Add to add a new Worksite code, Description, Address, City, State, and Zip. Use the Tab key to move between the fields. 5. Edit: Click on a Worksite you wish to change and click Edit. Use the Tab key to move between the fields. 6. Delete: Click on a Worksite you wish to delete and click Delete. Page 188 of 314

189 Payroll L. Leave Time Accrual Maintenance Click on L. Leave Time Accrual Maintenance from the Main Menu and the following window will appear: Page 189 of 314

190 Payroll Leave Time Accrual Maintenance 1. Accrual Type to Work on: Select a predefined leave time to work on from the drop down list. 2. Order: Click to choose which order you want the list to appear in. 3. Start: Once you choose the order and Accrual type, click Start. The below window will appear. 4. Cancel: Click Cancel to cancel and return to the Main Menu. Page 190 of 314

191 Payroll 1. Additional: Enter the amount of accrual hours to be added per employee detail line. 2. Save Additional Amounts: Click this button to apply the values to accrued to date after completing the entire column in item Cancel: Click Cancel to cancel and return to the Main Menu. Page 191 of 314

192 M. Process Direct Deposits Payroll Click on M. Process Direct Deposits from the Main Menu and the following window will appear: Page 192 of 314

193 Payroll Process Direct Deposits 1. Detail Report: If you want to create a Detailed report, click Detailed report. Refer to the Detailed and Summary Reports section below. 2. Summary Report: If you want to create a Summary report, click Summary report. Refer to the Detailed and Summary Reports section bleow. 3. ACH File: If you want to create an ACH file, click ACH File. Refer to the ACH File section below. 4. Cancel: Click Cancel to cancel and return to the Main Menu. Page 193 of 314

194 Payroll Detailed and Summary Reports 3. Process Prenotes: Check this box if you want to Process Prenotes. The Select employees button will then become available. 4. Select Employees: Click this button to select which Employees to Process Prenotes for. 5. Show employees entire bank account numbers: Check this box to have each Employee s entire bank account number appear on the Report. 6. Check date range: Enter the starting and ending Check dates to include in this report. 7. PreView Report: Click this button to preview. Refer to GENERAL PREVIEW for more information. 8. Print Report: Click this button to print. Refer to GENERAL PRINTING for more information. 9. Cancel: Click Cancel to cancel and return to the Main Menu. Page 194 of 314

195 Payroll ACH File 1. Process Prenotes: Check this box if you want to Process Prenotes. The Select employees button will then become available. 2. Select Employees: Click this button to select which Employees to Process Prenotes for. 3. Check Date Range: Enter the Check date range that you want to create an ACH file for. 4. Output File Name: Enter the file name to save the ACH file as. 5. Create ACH File: Click this button to create the ACH file with the output name as chosen in item Cancel: Click Cancel to cancel and return to the Main Menu. Page 195 of 314

196 Payroll Reports R. Reports Menu: 1. Detail Posting Register Click on R. Reports Menu from the Main Menu and the following window will appear: Page 196 of 314

197 Payroll Click on 1. Detail posting register from the Reports Menu and the following window will appear: Page 197 of 314

198 Payroll Detail Posting Register 1. Status: The system will default to the status option found in the posting file in the order of occurrence. Calculation is a step in processing Payroll and is run from the Main Menu. It is possible to have posting records of all statuses in the file at the same time. 2. Range: Select the scope of records for reporting. 3. Include employer taxes?: This is only available after calculation. The report can include the expense lines for the employer taxes (this is set as the default option here). 4. Employee #: This option is only available for the Individual range. Select the Employee # for the employee you want this report to be for. 5. Department: This option is only available for the Department range. Select the Department you want this report to be for. 6. Order: Select the order for this report to print in. Employee number: This will report the data by the assigned employee number. Name: This will report the data by the employee last name then first name. Department/Name: This will report the data by the assigned department number for the employee then last/first name. Department/EE Number: This will report the data by the assigned department number for the employee then their assigned employee number. Page 198 of 314

199 Payroll 7. Subtotal after each department?: When order is set to Department/Name or Department/EE Number, you may get a sub-total value on the report. Larger organizations use this feature to cross check entries. 8. Include employee detail?: This will report all activity recorded for each employee. The report will provide only sub-totals by department and/or totals when not checked. 9. Include G/L accounts?: The report can show the General Ledger posting accounts for each pay code as an option when employee detail is selected. 10. Use Valentines format (More Employees Per Page): The options reports in a layout with smaller print and more columns so the length of the report can be shorter. It happened to be programmed on Valentines Day and thus the name. 11. Ending Dates: This report can be run using a range of pay period ending dates. Leave these blank to report by check dates. 12. Check Dates: This report can be run using a range of check dates. Leave these blank to report by pay period ending dates. 13. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 14. Preview Compressed: Click this button to preview what the report will look like if you choose Print Compressed. 15. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 16. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 17. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 18. Cancel: Click Cancel to cancel and return to the previous screen. Page 199 of 314

200 Payroll R. Reports Menu: 2. Payroll Register Click on R. Reports Menu from the Main Menu and the following window will appear: Page 200 of 314

201 Payroll Click on 2. Payroll register from the Reports Menu and the following window will appear: Page 201 of 314

202 Payroll Payroll Register 1. Range: Select the scope of employee data to report. 2. Employee #: This option is only available for the Individual range. Select the Employee # for the employee you want this report to be for. 3. Order: Employee number OR Name OR Check Number: Select which order to present the collected data. All values reported will be sub-totaled when reported in Employee Number or Name order. 4. Check Dates: Select the beginning and ending check dates to collect data to report. 5. Double Space Report: Click this box to have this report be double-spaced instead of single-spaced. This is for marking up or visual appearance. 6. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 7. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information.. 8. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 9. Cancel: Click Cancel to cancel and return to the previous screen. Page 202 of 314

203 Payroll R. Reports Menu: 3. Check Register Click on R. Reports Menu off the Main Menu and the following window will appear: Page 203 of 314

204 Payroll Click on 3. Check register on the Reports Menu and the following window will appear: Page 204 of 314

205 Payroll Check Register 1. Individual: Click on this option to have this report be for one employee. 2. All: Click on this option to have this report be for all employees. 3. Voids Only: Click on this option to have this report be for voided checks. 4. Employee #: This option is only available if you choose Individual for the Range. Select the Employee # that you want this to report. 5. Order: Employee number: This option is only available for All or Voids Only ranges. Click on the order you want to have the report list the checks by: Employee Number to list by the Employee number; Check Number to list by the Check Number. 6. Check Dates: Enter the beginning and ending date range for the checks to report. 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous menu. Page 205 of 314

206 Payroll R. Reports Menu: 4. Check Warrant Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 206 of 314

207 Payroll Click on 4. Check Warrant Report from the Reports Menu and the following window will appear: Page 207 of 314

208 Payroll Check Warrant Report 1. Select By: Determine if your warrant will select checks by the pay period ending dates or check paid date. 2. Dates: Select the beginning and ending date range for collecting data. 3. Order: Employee number OR Check Number: Click to choose whether this report prints in order of Employee number or in order of Check number. 4. Department: Enter the department you wish to begin with in the first field, and the department you wish to end with in the second field. 5. Group by Department?: Check this box if you want the warrant to group and sub-total by the employee department code at the time of check payment. 6. Format: The summary format shows net pay by check and electronic deposit. The detail shows gross pays, deductions, taxes, fringes and net pays for all selected records. 7. Edit Authorization Section?: Check this box if you need to alter the default section of the warrant that is used to collect signatures from the controlling board. 8. Enter Warrant Report Number: This is a user defined value that can be used if your procedures call for a value to be assigned to each payroll warrant. 9. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 10. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. Page 208 of 314

209 Payroll 11. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 12. Cancel: Click Cancel to cancel and return to the previous screen. Page 209 of 314

210 Payroll R. Reports Menu: 5. Cashed Checks Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 210 of 314

211 Payroll Click on 5. Cashed checks report from the Reports Menu and the following window will appear: Page 211 of 314

212 Payroll Cashed Checks Report 1. Check Dates: Enter the beginning and ending check date range to collect records to report. Leave the beginning date empty to see all possible checks in the system. 2. Order: Click to choose whether this report prints in order of Employee name or in order of Check number. 3. Include Cashed Checks from Before Last Month Close?: Check this box if you want to report on checks that had been reconciled prior to the last period close. During period close these items are moved to a history check file. This option allows reporting checks that were just reconciled and not yet moved to history. 4. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 5. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 6. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 7. Cancel: Click Cancel to cancel and return to the previous screen. Page 212 of 314

213 Payroll R. Reports Menu: 6. Outstanding Checks Click on R. Reports Menu from the Main Menu and the following window will appear: Page 213 of 314

214 Payroll Click on 6. Outstanding Checks from the Reports Menu and the following window will appear: Page 214 of 314

215 Payroll Outstanding Checks 1. Check Dates: Enter the beginning and ending check date range to collect records to report. Leave the beginning date empty to see all possible checks in the system. 2. Order: Employee name OR Check Number: Click to choose whether this report prints in order of Employee name or in order of Check number. 3. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 4. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 5. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 6. Cancel: Click Cancel to cancel and return to the previous screen. Page 215 of 314

216 Payroll R. Reports Menu: 7. Check Mismatch Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 216 of 314

217 Payroll Click on 7. Check Mismatch Report from the Reports Menu and the following window will appear: Page 217 of 314

218 Payroll Check Mismatch Report 1. Check Dates: Enter the beginning and ending check date range to collect records to report. Leave the beginning date empty to see all possible checks in the system. Each check that has been processed by the bank for an amount different then expected needs a review of what General Ledger action should be taken to adjust the cash balance. 2. Order: Employee name OR Check Number: Click to choose whether this report prints in order of Employee name or in order of Check number. 3. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 4. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 5. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 6. Cancel: Click Cancel to cancel and return to the previous screen. Page 218 of 314

219 Payroll R. Reports Menu: 8. Labor Accounting Click on R. Reports Menu from the Main Menu and the following window will appear: Page 219 of 314

220 Payroll Click on 8. Labor accounting from the Reports Menu and the following window will appear: Page 220 of 314

221 Payroll Labor Accounting 1. Order: These options are all dependant on your defined chart of accounts. Each component of your account structure can be evaluated for report limitations. 2. Payroll Ending Dates: Enter the beginning and ending pay periods to select records for reporting or use item 3 dates. 3. Payroll Check Dates: Enter the beginning and ending check dates to select records for reporting or use item 2 dates 4. Format: Summary format provides totals by General Ledger account, detail includes each employee and paytype by date that makes up the total. 5. Include: This report can be restricted to postings that are posted and not paid, already paid or both. To assist in Payroll review, run this report for unpaid postings before check printing. 6. Search Postings Prior to Last Months Close?: Check this box to select records that have been moved to history files during the last period close. 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. Page 221 of 314

222 Payroll 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous screen. Page 222 of 314

223 Payroll R. Reports Menu: 9. Employee Listing Table of Contents Employee Listing Individual Department All Click on R. Reports Menu off the Main Menu and the following window will appear: Page 223 of 314

224 Payroll Click on 9. Employee listing on the Reports Menu and the following window will appear: Page 224 of 314

225 Payroll Employee Listing 1. Individual: Click on this option if you want to have this report be for an Individual employee. 2. Department: Click on this option if you want this report to be for all employees in a single Department. 3. All: Click on this option if you want this report to be for All employees. Refer to the section below that relates to your choice. Page 225 of 314

226 Payroll Individual If you chose Individual the following window will appear: 1. Employee #: Select the individual employee to report when the range option is set to individual. 2. Format: Summary: Summary format includes employee number, name, address, social security number, phone number, workers compensation code, birth date and hired date. 3. Format: Detail: Detail format includes all information on the Personal tab in 6. Employee Maintenance and selected information from the Deduction and Paytypes tabs. The entire History tab is printed. 4. Show Social Security Number: Click to check this option and have this report show the Employee s Social Security Number. 5. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 6. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 7. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 8. Cancel: Click Cancel to cancel and return to the previous menu. Page 226 of 314

227 Payroll Department If you choose Department the following window will appear: 1. Department: Enter a department code that has been assigned to the group of employees to report. 2. Order: Employee: Display by employee number. 3. Order: Department: Display by department number then employee order. 4. Order: Birthday: Display in order of date of birth. 5. Order: Hire Date: Display in order of date of hire. 6. Order: Name: Display in order of employee last name then first name. 7. Order: Work Comp Code: Display in order of the workers compensation code assigned to the employee. 8. Active: Select this to include active employees. 9. Inactive: Select this to include inactive employees. 10. Terminated: Select this to include terminated employees. 11. FoxPro Filter Expression: A conditional reporting expression developed with support. This evaluates information to determine if the employee should be included in the report. Contact support to learn more about this option. Page 227 of 314

228 Payroll 12. Format: Summary: Summary format includes employee number, name, address, social security number, phone number, worker s compensation code, birth date and hired date. 13. Format: Detail: Detail format includes all information on the Personal tab in 6. Employee Maintenance and selected information from the Deduction and Paytypes tabs. The entire History tab is printed. 14. Show Social Security Number: Click to check this option and have this report show the Employee s Social Security Number. 15. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 16. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 17. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 18. Cancel: Click Cancel to cancel and return to the previous menu. Page 228 of 314

229 Payroll All If you choose All the following window will appear: 1. Order: Employee: Display by employee number. 2. Order: Department: Display by department number then employee order. 3. Order: Birthday: Display in order of date of birth. 4. Order: Hire Date: Display in order of date of hire. 5. Order: Name: Display in order of employee last name then first name. 6. Order: Work Comp Code: Display in order of the workers compensation code assigned to the employee. 7. Active: Click to check this option and have this report include active employees. 8. Inactive: Click to check this option and have this report include inactive employees. 9. Terminated: Click to check this option and have this report include terminated employees. 10. FoxPro Filter Expression: A conditional reporting expression developed with support. This evaluates information to determine if the employee should be included in the report. Contact support to learn more about this option. Page 229 of 314

230 Payroll 11. Format: Summary: Summary format includes employee number, name, address, social security number, phone number, worker s compensation code, birth date and hired date. 12. Format: Detail: Detail format includes all information on the Personal tab in 6. Employee Maintenance and selected information from the Deduction and Paytypes tabs. The entire History tab is printed. 13. Show Social Security Number: Click to check this option and have this report show the Employee s Social Security Number. 14. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 15. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 16. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 17. Cancel: Click Cancel to cancel and return to the previous menu. Page 230 of 314

231 Payroll R. Reports Menu: A. Employee Wage Summary Click on R. Reports Menu off the Main Menu and the following window will appear: Page 231 of 314

232 Payroll Click on A. Employee wage summary on the Reports Menu and the following window will appear: Page 232 of 314

233 Payroll Employee Wage Summary 1. Range: Individual: Click on this option to have this report be for an Individual Employee. 2. Range: All: Click on this option to have this report be for All Employees. 3. Employee #: This option is only available for an Individual range. Select the Employee that you want this report to be for. 4. Order: This option is only available for the All range. Click on the order you want this report to appear in: Employee number to have this report order by the Employee number; Employee Name to have this report order alphabetically by the Employees last names; Code to have this report order by Employees code value; Department to have this report order by Employees Department value. 5. Totals Only?: This option is only available for the All range. A summary report excludes the listing of each employee check issued for the date range provided. 6. Check Dates: the beginning and ending date range for the checks to report. 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous menu. Page 233 of 314

234 Payroll R. Reports Menu: B. Employee Tax Summary Click on R. Reports Menu off the Main Menu and the following window will appear: Page 234 of 314

235 Payroll Click on B. Employee tax summary on the Reports Menu and the following window will appear: Page 235 of 314

236 Payroll Employee Tax Summary 1. Individual: Click on this option to have this report be for an Individual Employee. 2. All: Click on this option to have this report be for All Employees. 3. Employee #: This option is only available for the Individual range. Select the Employee # for the employee you want this report to be for. 4. Department: This option is only available for the All range. Select the Department you want this report to be for. 5. Order: This option is only available for the All range. Click on the order that you want this report to be in: Employee to have it be by ; Department to have it be by. 6. Check Dates: Enter the beginning and ending date range for the checks to report 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous menu. R. Reports Menu: C. Employee Deduction Report Page 236 of 314

237 Payroll Click on R. Reports Menu off the Main Menu and the following window will appear: Page 237 of 314

238 Payroll Click on C. Employee deduction report on the Reports Menu and the following window will appear: Page 238 of 314

239 Payroll Employee Deduction Report 1. Format: Summary: This format displays information found in 6. Employee Maintenance off the Deduction tab. 2. Format: Detail: This format displays information from the actual posting file including pay period ending and deduction descriptions. 3. Payroll Ending Dates: Enter the beginning and ending date range of payroll ending dates to collect the data to report. 4. Range: Individual: This option is only available if you chose the Detail format. Click on this option to have this report be for an Individual Employee. 5. Range: All: This option is only available if you chose the Detail format. Click on this option to have this report be for All Employees. 6. Employee #: This option is only available if you chose Detail format and Individual range. Select the Employee number for the employee you want this report to be for. 7. Search for deductions : This option is only available if you chose the Detail format. Paid postings moved to history during month close. This option allows reporting from history. Page 239 of 314

240 Payroll 8. Deduction period or blank for all (12345): The report can be restricted to a single deduction period. This option is commonly left empty for all data to appear. 9. Order: Click on the order that you want this report to be in: Employee to list the deductions grouped by employee number; Deduction to list by deduction description. 10. Deduction number or blank for all (1-9 A-Z): The report can be restricted to a single deduction sequence number when uniform deduction sequence numbers have been set up. 11. Standard Deduction Code (Blank for All): The report can be restricted to a single standard deduction code when they have been set up and assigned to employees. 12. Plan (Blank for All): The report can be restricted to deductions with a specific plan letter as defined by the IRS. 13. Report what values: This option is only available if you choose the Summary format. Value options are month to date, quarter to date, year to date, fiscal to date, last year to date or all values. 14. Suppress Zero Values?: This option is only available if you choose the Summary format, and do not choose All for the Report what values option. Employees with a zero value for the deduction and value options selected above with not print. 15. Page Break After Each Deduction: This option is typically used when printing in deduction order for a range of dates to balance invoicing to the withholdings. 16. Show Social Security Number: Reports to vendors on withholdings sometimes require the social security numbers when submitting payments. 17. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 18. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 19. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 20. Cancel: Click Cancel to cancel and return to the previous menu. Page 240 of 314

241 Payroll R. Reports Menu: D. Posting Register Click on R. Reports Menu from the Main Menu and the following window will appear: Page 241 of 314

242 Payroll Click on D. G/L posting register from the Reports Menu and the following window will appear: Page 242 of 314

243 Payroll Posting Register 1. Order: Date OR Batch: Select the grouping method of reporting. 2. Date Range: Enter the date range to select records for reporting. All transactions are recorded by the check date issued. 3. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 4. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 5. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 6. Cancel: Click Cancel to cancel and return to the previous screen. Page 243 of 314

244 Payroll R. Reports Menu: E. A/P Posting Register Click on R. Reports Menu from the Main Menu and the following window will appear: Page 244 of 314

245 Payroll Click on E. A/P posting register from the Reports Menu and the following window will appear: Page 245 of 314

246 Payroll A/P Posting Register 1. Dates: Enter the date range to select records for reporting. All transactions are recorded by the check date issued. 2. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 3. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 4. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the previous screen. Page 246 of 314

247 Payroll R. Reports Menu: F. Mailing Labels Click on R. Reports Menu from the Main Menu and the following window will appear: Page 247 of 314

248 Payroll Click on F. Mailing labels from the Reports Menu and the following window will appear: Page 248 of 314

249 Payroll Mailing Labels 1. Employee #: Select the Employee # for the Employee you want this report to be for. 2. Department: Select the Department you want this report to be for. 3. Order: Click to choose whether the labels print in order of Employee number, Employee Name, or in order of Department/EE Number. 4. FoxPro Filter Expression: A conditional reporting expression developed with support. This evaluates account information to determine if the account should be included. Contact support to learn more about this option. Common expressions include: Prstat= A for active employees, F $Prstat for female employees. 5. Style: Click on the drop down arrow and choose the style of label that you want. 6. Type: Alignment: This option outputs sample placement of data based on the Style form selected above. Standard: Labels using the same method as check printing. Custom: User defined content on the label. Page 249 of 314

250 Payroll 7. Copies: Determine how many of each label you would like generated. This can be used for a mailing label, return address label and notice label in a three piece mailing. 8. Custom Label Definition: Call for details on how to achieve what you are looking for on the labels. 9. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 10. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 11. Cancel: Click Cancel to cancel and return to the previous screen. Page 250 of 314

251 Payroll R. Reports Menu: G. Accrued Time Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 251 of 314

252 Payroll Click on G. Accrued time report from the Reports Menu and the following window will appear: Page 252 of 314

253 Payroll Accrued Time Report 1. Department: Select the Department you want this report to be for. 2. Order: Employee OR Department: Click to choose whether this report prints in order of Employee number or in order of Department. 3. Active: Check this box to include Active Employees. 4. Inactive: Check this box to include Inactive Employees. 5. Terminated: Check this box to include Terminated Employees. 6. Page Break after each department?: Check this box to start a new page for each department. 7. Page Break after each employee?: Check this box to start a new page for each Employee. 8. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 9. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 10. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 11. Cancel: Click Cancel to cancel and return to the previous screen. Page 253 of 314

254 Payroll R. Reports Menu: H. Life Insurance Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 254 of 314

255 Payroll Click on H. Life insurance report from the Reports Menu and the following window will appear: Page 255 of 314

256 Payroll Life Insurance Report 1. Department: Select the Department you want this report to be for. 2. Order: Click to choose whether this report prints in order of Employee number or in order of Department. 3. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 4. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 5. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 6. Cancel: Click Cancel to cancel and return to the previous screen. Page 256 of 314

257 Payroll R. Reports Menu: I. Tax File Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 257 of 314

258 Payroll Click on I. Tax file report from the Reports Menu and the following window will appear: Page 258 of 314

259 Payroll Tax File Report 1. PreView: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the previous screen. Page 259 of 314

260 Payroll R. Reports Menu: J. Tax Deposit Report Click on R Reports Menu from the Main Menu and the following window will appear: Page 260 of 314

261 Payroll Click on J. Tax deposit report from the Reports Menu and the following window will appear: Page 261 of 314

262 Payroll Tax Deposit Report 1. PreView: Click this button to preview. Refer to GENERAL PREVIEW for more information. 2. Print: Click this button to print. Refer to GENERAL PRINTING for more information. 3. Print Compressed: Click this button to print the report. This is different from the Print option in that it will use less paper for the same report. 4. File: Click this button to save on this computer. Refer to GENERAL FILE for more information. 5. Cancel: Click Cancel to cancel and return to the previous screen. Page 262 of 314

263 Payroll R. Reports Menu: K. Federal form 941 Click on R. Reports Menu from the Main Menu and the following window will appear: Page 263 of 314

264 Payroll Click on K. Federal form 941 from the Reports Menu and the following window will appear: Page 264 of 314

265 Payroll Federal form Quarter: Select which calendar quarter to collect data for reporting. 2. Year: Enter the calendar year to collect data for reporting. 3. Employee FICA Rate?: Enter the FICA withholding rate, the system will default to the current value. 4. Employer FICA Rate?: Enter the FICA expense rate, the system will default to the current value. 5. Employee MEDI Rate?: Enter the Medicare withholding rate, the system will default to the current value. 6. Employer MEDI Rate?: Enter the Medicare expense rate, the system will default to the current value. 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous screen. Page 265 of 314

266 Payroll R. Reports Menu: L. State Withholding Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 266 of 314

267 Payroll Click on L. State withholding report from the Reports Menu and the following window will appear: Page 267 of 314

268 Payroll State Withholding Report 1. Range: Click to choose whether this report is for an Individual or All Employees. 2. Employee #: If you chose Individual, select the Employee # for the Employee you want this report to be for. 3. Department: If you chose All, you may select the Department you want this report to be for, or leave this blank to report for all Departments. 4. Order: Employee OR Department: Click to choose whether this report prints in order of Employee number or in order of Department. 5. Check Dates: Enter the beginning and ending check issued dates for reporting. 6. Show Social Security Number: Check this box to include Employee Social Security Numbers on this report. 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous screen. Page 268 of 314

269 Payroll R. Reports Menu: M. State Unemployment Report Click on R. Reports Menu off the Main Menu and the following window will appear: Page 269 of 314

270 Payroll Click on M. State unemployment report on the Reports Menu and the following window will appear: Page 270 of 314

271 Payroll State Unemployment Report 1. Range: Individual: Click Individual if you want this report to be for an Individual Employee. 2. Range: All: Click All if you want this report to be for All Employees. 3. Employee #: This option is only available if you chose Individual for range. Select the Employee number for the employee that this report is for. 4. Department: This option is only available if you chose All for range. Select the Department that you want this report to be for. 5. Order: This option is only available if you chose All for range. Click the option for the order that you want this report to be in: Employee to list by Employee; Department to list by Department. 6. Check Dates: Enter the beginning and ending date range for the checks to report. 7. Show Social Security Number: Sometimes when submitting this report to the state the social security number must appear. 8. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 9. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 10. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 11. Cancel: Click Cancel to cancel and return to the previous menu. Page 271 of 314

272 Payroll R. Reports Menu: N. Preprinted Tax Forms Click on R. Reports Menu from the Main Menu and the following window will appear: Page 272 of 314

273 Payroll Click on N. Preprinted tax forms from the Reports Menu and the following window will appear: Page 273 of 314

274 Payroll Preprinted Tax Forms 1. State Tax Form: Select the form to complete from the drop down menu.. 2. Department: Select the Department you want this report to be for. 3. Order: Employee OR Department OR SSN: Click to choose whether this report prints in order of Employee number, Department, or in order of Social Security Number. 4. Report what values: Select one of the following: MTD = Month to Date QTD = Quarter to Date YTD = Year to Date (calendar) FTD = Fiscal to Date 5. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 6. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 7. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 8. Cancel: Click Cancel to cancel and return to the previous screen. Page 274 of 314

275 Payroll R. Reports Menu: O. Process W2s A note for Printing W-2s Selecting to print will prompt you to prepare your printer with forms. The first two forms that print are actual W-2 s but they are used for an alignment test. After the printing of these first two forms you will be prompted whether you want to continue printing or adjust alignment using the row and column offset (see below). If you select to adjust the alignment you will again print the first two forms and you will be prompted again. This may be repeated as many times as needed (keep in mind that you will use up 2 more W-2 forms each time you do this. When the alignment is correct, and you click continue, the printing will begin at the third employee. Table of Contents Process W2s Laser Format W-2 Proof Sheet Format W-2 File For submission to the SSA Format File Header Information Employer/Entity Specific Information Outputting Your SSA File Page 275 of 314

276 Payroll Click on R. Reports Menu from the Main Menu and the following window will appear: Page 276 of 314

277 Payroll Click on O. Process W-2s from the Reports Menu and the following window will appear: Page 277 of 314

278 Payroll Process W2s When you click on O. Process W2s, the following notice will appear: Please read the above carefully. When ready to continue, click Yes. If this notice appears, you may not have closed the year. If the issue persists, please call support at Page 278 of 314

279 Payroll 1. Laser: Select this format if you are using laser forms. 2. W-2 Proof Sheet: Select this format to print on plain paper to review information. 3. W-2 file for submission to the SSA: Select this format to create the actual file for submission to the SSA. 4. Cancel: Click Cancel to return to the Reports Menu. Refer to the section below that relates to your choice. Page 279 of 314

280 Payroll Laser Format 1. Life Insurance Fringe Number: If you have any employee(s) with a life insurance value that exceeds $50,000 then a fringe must be used to record the premium value that covers the benefit value greater than the $50, HSA Fringe Number: If there is an employer contribution to the employees Health Saving Account then enter the fringe number that reports the value of that contribution. This is a required reportable amount. 3. Box 14 Fill-ins: The W-2 allows for 3 entries into Box 14. Due to space constraints on the actual W-2 you are only allowed 3 entries. 4. Number: Enter the deduction number(1-9,a-z) OR the standard deduction code. 5. Standard Code: Enter the deduction number(1-9,a-z) OR the standard deduction code. 6. Description on W-2: Enter the description to appear for that deduction on the W-2. Page 280 of 314

281 Payroll 7. Order: Click on the order that you wish for the W-2s to print (Employee number, Name, or Department). 8. Employee #: Enter the Employee # that you wish to start with. For more information on Employee lookups, refer to PR GENERAL EMPLOYEE LOOKUPS. 9. Reissued Statement: Check this box to have the software mark the W-2 as a reissue. 10. Employee #: Enter the Employee # that you wish to end with. For more information on Employee lookups, refer to PR GENERAL EMPLOYEE LOOKUPS. 11. Print: Click to choose if you will print both Form 1 and Form 2 (you will print all of Form 1 and then be prompted to put Form 2 in the tray) OR just Form 1 OR just Form Row Offset: Use this to adjust the up or down position of the print, you will be given the option to adjust the offset after the first two W-2s have been printed. If you do, you will re-print the first two W-2s. This may be repeated as many times as needed. 13. Column Offset: Use this to adjust the left or right position of the print, you will be given the option to adjust the offset after the first two W-2s have been printed. If you do, you will re-print the first two W-2s. This may be repeated as many times as needed. 14. Print: Click Print to print the W-2s. Keep in mind the notice at the top of this document. For more information on printing in general, refer to GENERAL PRINTING. 15. Cancel: Click Cancel to return to the Reports Menu. Page 281 of 314

282 Payroll W-2 Proof Sheet Format 1. Layout: Choose to report all employee detail with the total page or just the total page. 2. Life Insurance Fringe Number: If you have any employee(s) with a life insurance value that exceeds $50,000 then a fringe must be used to record the premium value that covers the benefit value greater than the $50, HSA Fringe Number: If there is an employer contribution to the employees Health Saving Account then enter the fringe number that reports the value of that contribution. This is a required reportable amount. 4. Box 14 Fill-ins: The W-2 allows for 3 entries into Box 14. Due to space constraints on the actual W-2 you are only allowed 3 entries. 5. Number: Enter the deduction number(1-9,a-z) OR the standard deduction code. 6. Standard Code: Enter the deduction number(1-9,a-z) OR the standard deduction code. 7. Description on W-2: Enter the description to appear for that deduction on the W-2. Page 282 of 314

283 Payroll 8. Order: Click on the order that you wish for the W-2s to print (Employee number, Name, or Department). 9. Employee #: Enter the Employee # that you wish to start with. For more information on Employee lookups, refer to PR GENERAL EMPLOYEE LOOKUPS. 10. Reissued Statement: Check this box to have the software mark the W-2 as a reissue. 11. Employee #: Enter the Employee # that you wish to end with. For more information on Employee lookups, refer to PR GENERAL EMPLOYEE LOOKUPS. 12. Print: Click Print to print the W-2s. Keep in mind the notice at the top of this document. For more information on printing in general, refer to GENERAL PRINTING. 13. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 14. Cancel: Click Cancel to return to the Reports Menu. Page 283 of 314

284 Payroll File Header Information W-2 File For submission to the SSA Format 1. Submitter Information for Employer ID: Enter the Entities name and address along with the BSO pin number assigned to you as an individual. 2. File Return Information: Enter the mailing address from returning information on this filing. Usually it is identical to item Contact Information: Enter your specific contact information as the submitter of the file. 4. Create File: Click Create File to create the W-2 file for SSA submission. For more information on printing in general, refer to GENERAL FILE. After clicking Create File refer to the Outputting Your SSA file section below. 5. Cancel: Click Cancel to return to the Reports Menu. Page 284 of 314

285 Payroll Employer/Entity Specific Information 1. Include this Employer in the File: Check this box to include this Employer in the W-2 File. 2. Information for Employer ID ##-#######: This is the Federal Taxpayer ID found in installation. 3. Life Insurance Fringe Number: If you have any employee(s) with a life insurance value that exceeds $50,000 then a fringe must be used to record the premium value that covers the benefit value greater than the $50, <<Previous: Click this button to view the entity information available for the next lower entity number. 5. Next>>: Click this button to view the entity information available for the next higher entity number. Page 285 of 314

286 Payroll 6. Create File: Click Create File to create the W-2 file for SSA submission. For more information on printing in general, refer to GENERAL FILE. After clicking Create File refer to the Outputting Your SSA file section below. 7. Cancel: Click Cancel to return to the Reports Menu. Page 286 of 314

287 Payroll Outputting Your SSA File It is VERY IMPORTANT that you save the File as w2ssa2012 and REMEMBER where you save it. Click the Save button to save this file. You will see the above notice when successfully saved the file. The above notice is to remind you to keep this file for at least four years. Page 287 of 314

288 Payroll R. Reports Menu: P. Paytypes Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 288 of 314

289 Payroll Click on P. Paytypes Report from the Reports Menu and the following window will appear: Page 289 of 314

290 Payroll Paytypes Report 1. Range: Click to choose whether this report is for an Individual, a Department, or for All Employees. 2. Employee #: If you chose Individual for Range, then this option becomes available. Select the Employee # for the Employee you want this report to be for. 3. Department: If you chose Department for Range, then this option becomes available. Select the Department you want this report to be for. Leave blank to use all Departments. 4. Order: Click to choose whether this report prints in order of Employee number or Name or Department/EE or Department/Name or in order of WComp Code/EE. 5. Gross (1-9): Check the box on the left to include Gross pays in the report. You can restrict the report by entering specific codes to report in the box on the right. 6. Hourly: Check the box on the left to include Hourly pays in the report. You can restrict the report by entering specific codes to report in the box on the right. Page 290 of 314

291 Payroll 7. Other (1-9): Check the box on the left to include Other pays in the report. You can restrict the report by entering specific codes to report in the box on the right. 8. Leave (1-6): Check the box on the left to include Leave pay in the report. You can restrict the report by entering specific codes to report in the box on the right. 9. Overtime: Check the box on the left to include Overtime pay in the report. You can restrict the report by entering specific codes to report in the box on the right. 10. Fringes (1-9)(A-D): Check the box on the left to include Fringe Benefits in the report. You can restrict the report by entering specific codes to report in the box on the right. 11. Reimbursements: Check the box on the left to include Reimbursements in the report. You can restrict the report by entering specific codes to report in the box on the right. 12. Deductions (1-9)(A-Z): Check the box on the left to include Deductions in the report. You can restrict the report by entering specific codes to report in the box on the right. 13. Standard Deduction Code: A single standard deduction code can be selected for reporting from the drop down list. 14. Withholdings: Check the specific boxes related to tax items to include in the report. 15. Ending Dates: Enter the beginning and ending dates for the range of pay periods to collect data for reporting. 16. Detail Report: The detail report will show every pay period and postings for each Employee reported. The summary with total all paytypes for pay period range selected. 17. Include G/L account descriptions?: Check this box to include account descriptions from the General Ledger module. 18. Only paytypes exempt from: Check the boxes to the left of each tax only if you are looking for pay types that were exempt from the tax during posting. 19. Only Pre-tax deduction for: Check the boxes to the left of each tax only if you are looking for deductions that were exempt from the tax during posting. 20. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 21. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 22. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. Page 291 of 314

292 Payroll 23. Cancel: Click Cancel to cancel and return to the previous screen. Page 292 of 314

293 Payroll R. Reports Menu: Q. Tax Summary Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 293 of 314

294 Payroll Click on Q. Tax Summary Report from the Reports Menu and the following window will appear: Page 294 of 314

295 Payroll Tax Summary Report 1. Check Dates: Enter the beginning check issue date for the report to start on. 2. to: Enter the ending check issue date for the report to end on. 3. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 4. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 5. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 6. Cancel: Click Cancel to cancel and return to the Reports Menu. Page 295 of 314

296 Payroll R. Reports Menu: R. Payroll GL Distribution Click on R. Reports Menu from the Main Menu and the following window will appear: Page 296 of 314

297 Payroll Click on R. Payroll GL Distribution from the Reports Menu and the following window will appear: Page 297 of 314

298 Payroll Payroll GL Distribution 1. Status: Select to report from either current unpaid postings or postings that have been paid. 2. Check Dates: Enter the beginning and ending check issued dates to collect data for reporting. 3. Account: Enter a General Ledger account to collect data for reporting. You can enter up to ten account numbers to report on. 4. Selected Accounts: Click this button to restart entering General Ledger accounts to report on. 5. Employee #: Select the Employee # for the Employee you want this report to be for. 6. Subtotal each account/employee?: Check this box to have the report create sub-totals as defined. 7. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 8. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 9. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 10. Cancel: Click Cancel to cancel and return to the previous screen. Page 298 of 314

299 Payroll R. Reports Menu: S. AP Vendor Distribution Click on R. Reports Menu from the Main Menu and the following window will appear: Page 299 of 314

300 Payroll Click on AP Vendor Distribution from the Reports Menu and the following window will appear: Page 300 of 314

301 Payroll AP Vendor Distribution 11. Status: Select to report from either current unpaid postings or posting that have been paid. 12. End Dates: Enter the beginning and ending pay periods to collect data for reporting. 13. Employee #: Select the Employee # for the Employee you want this report to be for. 14. Preview: Click this button to preview this report. Refer to GENERAL PREVIEW for more information. 15. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information. 16. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information. 17. Cancel: Click Cancel to cancel and return to the previous screen. Page 301 of 314

302 Payroll R. Reports Menu: T. Worksite Report Click on R. Reports Menu from the Main Menu and the following window will appear: Page 302 of 314

303 Payroll Click on T. Worksite Report from the Reports Menu and the following window will appear: Page 303 of 314

304 Payroll Worksite Report 10. Report which quarter: Click the drop down arrow and select the quarter to report on. 11. Report order: Select whether this report will print in order of Employee number or Employee name. 12. Report which year: Click the drop down arrow and select the year to report on. 13. Report style: Select whether this will report will be Detailed or a Summary. 14. Worksite selection: Click to select whether this report will be on All worksites or No worksites. If you want to report on specific Worksites, then uncheck All worksites and check only the Worksites you wish to report on. Page 304 of 314