Payroll Setup Manual. Full Contact Accounting Professional Business Manager

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1 Payroll Setup Manual Full Contact Accounting Professional Business Manager

2 This Page Intentionally Left Blank.

3 Table of Contents Chapter 1 - Create A New Company File Chapter 2 - Import Accounts and Payroll Items from Sample Payroll Company Chapter 3 - General Ledger Account Maintenance Bank Account Wage Accounts Chapter 4 - Set Up Contacts for Tax and Other Liabilities Chapter 5 - Set Up Payroll Departments Chapter 6 - Set Up Company Information and Defaults Company Tab Accounting Tab Nacha Tab Company Payroll Defaults Payroll Forms Tab Tax Id s Tab General Tab Company Default Paths Tab Chapter 7 - Set Up Payroll Items Deduction Employer Accrual Employer Expense Federal Unemployment Federal Withholding Local Tax Local Withholding Medicare Company Medicare Employee Other Income Pay Social Security Company Social Security Employee State Disability Company State Disability Employee State Unemployment Company State Unemployment Employee State Withholding Statistic Chapter 8 - Set Up Unemployment and SDI Rates...8-1

4 Chapter 9 - Set Up Payroll Templates After the Fact Payroll Payroll Checkwriting Chapter 10 - Set Up Employees Contact Tab Vendor Tab Employee Tab Departmental Pay Rates Item Limits Taxes Banking Tab Chapter 11 - Set Up Screen Options and Column Configuration Column Configuration for Payroll Checkwriting Column Configuration for After the Fact Payroll Appendix A Set Up Local Withholding Tax Tables...1 Appendix B - Import Employees from ProTym to FCAS/PBM...1 Appendix C - Import Employees from CSI...1 Appendix D - Import Employees from Peachtree...1 Appendix E Import Employees from QuickBooks...1 Appendix F Maryland Cities...1

5 Chapter 1- Create A New Company File Chapter 1 - Create A New Company File To create a new company file: 1. Select File/New/Company to create a new company file. 2. The Database name entered here is what will appear in the Company List. 3. The Period Type refers to the accounting period, NOT the pay period frequency. 4. If only payroll is processed in this file, always enter a 12/31/20xx year end date in the Fiscal Year End Date field. 5. The Current Period End Date should be the end of the first month for which payroll opening balances will be entered or the first month payroll will be processed if this is a new business. If this is a client with existing payroll and is being set up in the middle of the year, enter the date of the last calendar quarter. 6. Enter through the Year field to accept the value suggested by the program. 7. Click OK to create the company file. 1-1

6 Chapter 1- Create A New Company File This Page Intentionally Left Blank. 1-2

7 Chapter 2- Import Accounts and Payroll Items from Sample Payroll Company Chapter 2 - Import Accounts and Payroll Items from Sample Payroll Company Accounts, Settings, Payroll Items and Contacts may be imported from an existing PBM or FCAS client. When Settings is selected, the screen options and column configuration information is copied from the source company. To import from another file: 1. Select File/Imports/Full Contact Accounting or File/Imports/Professional Business Manager. 2. Check Account, Settings, Payroll Items and Other Contacts. Leave the Select action to take when duplicate record is found at None for all contact types. 3. Select the sample payroll company from the Source Company list. 4. Click OK to begin import. The following dialog box will appear when the import is complete. 5. Click OK to close the dialog box. 2-1

8 Chapter 2- Import Accounts and Payroll Items from Sample Payroll Company Note: If the client has a file in Advantage, QuickBooks, Check Writer, BusinessWorks, or Creative Solutions CBS (DOS), import GL accounts (except for CBS (DOS)), Vendors, Employees, etc. using the File/Imports menu instead of importing accounts from PBM or FCAS. 2-2

9 Chapter 3- General Ledger Account Maintenance Chapter 3 - General Ledger Account Maintenance (Payroll Checkwriting and ATF Payroll) Some of the accounts that were imported from the sample payroll company file may need modification if live payroll is being processed. Additional accounts may need to be created for some clients. 1. Select Setup/Accounts. 2. Click on the List icon or press Ctrl + I and verify all necessary payroll accounts are set up. 3. Set up any additional necessary accounts. 3-1

10 Chapter 3- General Ledger Account Maintenance Bank Account 4. To enter account information for MICR Encoding, select the Bank tab of any account checks will be written from if blank check stock is being used. 5. Select Checking or Savings from the drop down list in the Type field. 6. Enter the checking account number in the Account # field. Enter MICR symbols that are embedded in the account number as follows: A=A B=B C=C D=D Do NOT enter the symbol which follows the account number. 7. Enter the nine digit bank routing number in the Routing # field. Do NOT enter the symbol before or after the routing number. 8. Enter the ABA number in the ABA # field. 9. Enter the bank name, address, city, state and zip code as they need to appear on the check in the appropriate fields. 3-2

11 Chapter 3- General Ledger Account Maintenance 10. If a printed signature image is desired on the checks, select the Signature tab. 11. Click on the Load button. 12. Browse for the image file containing the signature, click on it and select Open. The program will support BMP, DIB, RLE, JPG, JEPG, JPE, JFIF, GIF, TIF, TIFF or PNG files. 13. Delete any checking accounts that will not be used. 3-3

12 Chapter 3- General Ledger Account Maintenance Wage Accounts 14. Check the Track Qty box for all pay accounts for which quantity will be used. (Any account that will be used for wages that are calculated by multiplying rate by quantity during processing such as hourly wage or commission accounts.) For live payroll checkwriting, separate general ledger accounts are needed for hourly wages and salary wages. If wages would typically post to the 515 expense account, but the company has some employees that are paid hourly and some that receive a salary, check the Track Qty box on the 515 account. Set up a account, but do not check the Track Qty box. See the examples below. Hourly wage account 3-4

13 Chapter 3- General Ledger Account Maintenance Salary wage account Note: When posting or importing into the general ledger for write-up, post or map the amounts for both 515 and to 515 in the write-up file. 3-5

14 Chapter 3- General Ledger Account Maintenance This Page Intentionally Left Blank. 3-6

15 Chapter 4- Set Up Contacts for Tax and Other Liabilities Chapter 4 - Set Up Contacts for Tax and Other Liabilities (Payroll Checkwriting Only) The system will accrue payable amounts for tax liabilities, garnishments or 401K or Simple contributions. Set up contacts for these payees (Bank, State Unemployment, IRS, State Withholding, etc.). If contacts have been imported from another file, review the imported contacts and edit as necessary. Set up additional contacts as necessary. Do not create employees yet. 1. Select Setup/Contacts. 2. Create desired contact. Enter necessary information on the Contact tab. The Display Name is the name that will print on checks. 3. Check the Vendor box for any payee receiving amounts to be included in the third party payee area of the cover letter. 4. Check the Other box for any payee that may be imported to other client files. (Chapter 2, Step 2) 4-1

16 Chapter 4- Set Up Contacts for Tax and Other Liabilities 5. Select the Vendor tab. 6. Enter an account number or memo in the Default Check Memo field. The information entered in this field will print in the Memo field on the face of the check. The Contact List should look something like this after all tax and third party payees have been set up. Do NOT set up employees yet. 4-2

17 Chapter 5- Set Up Payroll Departments Chapter 5 - Set Up Payroll Departments (Payroll Checkwriting and ATF Payroll) Payroll departments are used for both payroll checkwriting and ATF payroll. Each Company MUST have at least one payroll department. For payroll checkwriting, separate departments may be needed for hourly and salaried employees. Payroll departments are used to control the posting of the wage and tax expenses for general ledger purposes. Preparation of workers compensation reports can be simplified by setting up a department for each class of employee even if the different classes post to the same general ledger account. There is no limit to the number of departments that can be set up. 1. Select Setup/Payroll Departments. 2. Enter a unique Lookup. The Lookup can be any desired alphanumeric combination. A GL account number or department name may be used. (If employees are being imported from another software product, use the same department name for the Lookup. Employees will import with their original default department. If the department does not exist in PBM or FCAS, the default department for each employee will have to be entered. After the employees are imported, the department lookup may be changed and it will change the default department for all employees in that department.) 3. Select the appropriate expense accounts in the Pay Account, FICA Account, FUTA Account, SDI Account and SUI Account fields. 4. Leave On Item in the Accrual Account field. 5-1

18 Chapter 5- Set Up Payroll Departments To set up a payroll department for salaried employees, select an expense account that does not have the Track Qty field checked. (See Chapter 3) 5-2

19 Chapter 6- Set Up Company Information and Defaults Chapter 6 - Set Up Company Information and Defaults (Payroll Checkwriting and ATF Payroll) Company information and default settings need to be entered for the client. To enter company information and default settings: 1. Select Setup/Options. Company Tab Most fields on this tab are required for both payroll checkwriting and after the fact payroll. 2. Complete all appropriate fields on the Company tab. This information will print on checks and reports. The EFTPS Pin and EFTPS Password will print on the EFTPS Worksheet. 3. Enter the VO Client ID if printing directly to the client s portal. 6-1

20 Chapter 6- Set Up Company Information and Defaults Accounting Tab Most fields on this tab are for informational purposes only. Do not change any values other than Business Type. 4. Select the Accounting tab. 5. Review the values on this screen for accuracy. Select the appropriate Business Type and Legal Entity. Do not change any other values on this tab. 6-2

21 Chapter 6- Set Up Company Information and Defaults Nacha Tab (Payroll Checkwriting only) FCAS or PBM creates a Nacha (National Automated Clearing House Association) file for the transfer of funds from the company's bank account to the bank accounts of employees and vendors. The Nacha file must be submitted to a vendor that processes such transactions. This tab contains information necessary to create a valid Nacha file for transmission of direct deposit information. 6. Select the Nacha tab. 7. Enter the appropriate Values. Get these values for these fields from the third party Direct Deposit vendor. 6-3

22 Chapter 6- Set Up Company Information and Defaults Company Payroll Defaults Completion of this screen is mandatory to reduce the possibility of errors on State Withholding or State Unemployment tax returns. 8. Select the Company Payroll Defaults tab. 9. Select the department for most employees for Default Department. 10. Select the state that most employees will have taxable wages in for Default Withholding State. 11. Select the state in which the company is located for Default Unemployment State. 12. Select the state in which the company is located for Default Disability State. (Enter a state here even if the client is in a state that does not have state disability insurance. It is easier to enter the state value at this time than it would be if the state institutes disability at some future time.) 13. Enter a Default Locale ONLY if ALL employees for this company will always have local withholding tax. If local withholding tax only applies to some employees, enter the default locale ONLY on the employees with taxable wages. 14. Select the appropriate Default Pay Frequency. If an employee is paid on a different frequency, the company default can be overridden at the employee level. 6-4

23 Chapter 6- Set Up Company Information and Defaults Payroll Forms Tab 15. Select the Payroll Forms tab. 16. If No is selected in the Use Company Address field, the name, DBA and address entered on this tab is what will print on the payroll tax returns. If Yes is selected in the Use Company Address field, the name, DBA and address on the Company Tab will print on the payroll tax returns. 17. Enter the Preparer Name and additional preparer information as necessary to print on the payroll tax returns. 18. Enter Third Party Designee Name and additional information as necessary to print on the Federal 941 and Federal Enter amounts in the 1099 Misc, 1099 Div, 1099 Int and 1099 S Threshold fields. The amounts entered in these fields are the MINIMUM amount for which a 1099 will print. 6-5

24 Chapter 6- Set Up Company Information and Defaults Tax Id s Tab Identification numbers entered here will print on the appropriate payroll tax returns. 20. Select the Tax Id s tab. 21. Select the appropriate state in the State field. 22. Enter the necessary tax identification numbers in the Withholding, Unemployment, and Disability fields. 23. Enter the Sales Tax ID number in the Sales Tax field, if desired. The program does NOT produce sales tax returns at this time. 24. The Other 1, Other 2 and Other 3 fields are for additional ID numbers on various state unemployment returns. 6-6

25 Chapter 6- Set Up Company Information and Defaults General Tab The General tab is where user preferences are set. Values entered on this screen are global for the user. The user may prefer values other than those shown in the example below. 25. Select the General tab. 26. Use Enter Key as Tab Key Yes - Pressing the Enter key causes the cursor to advance from field to field just like using the Tab key. When the cursor is on a command button, use the Space Bar to execute the command. No - Pressing the Enter key will execute the default command button for the screen. In the example below, OK is the default command button. The default command button can be identified by the blue outline around the button. 6-7

26 Chapter 6- Set Up Company Information and Defaults 27. Assume Decimal Yes - The system assumes a decimal with two numbers to the right of the decimal point. For example, entering "1000" will become and "10033" will become No - The system enters whole numbers as they are typed. For example, entering "1000" will become and "100.33" will be Fed Default ATF Tax Mode - After the fact payroll only. As Entered - The system will save ATF payroll checks as entered without checking or correcting Social Security or Medicare Withholding Taxes. Prompt - The system will compare Social Security and Medicare Withholding taxes entered to what should have been withheld. If there is a discrepancy, a window will pop up and show what should have been withheld. Save the check with the incorrect amounts or edit the check. Auto Correct - The system will adjust the Social Security and Medicare to the correct amounts, if necessary, and will adjust any discrepancy through Federal Withholding. Note: If As Entered or Prompt is selected and the Social Security and Medicare Withholding Taxes entered incorrectly, the amounts on the W2s will not be correct. 29. State Default ATF Tax Mode - After the fact payroll only. As Entered - The system will save ATF payroll checks as entered without checking or correcting state unemployment or disability withholding taxes. Prompt - The system will compare state unemployment or disability withholding taxes entered to what should have been withheld. If there is a discrepancy, a window will pop up and show what should have been withheld. Save the check with the incorrect amounts or edit the check. Auto Correct - The system will adjust the state unemployment or disability withholding to the correct amounts, if necessary, and will adjust any discrepancy through state withholding tax. 30. Show Opening Client Dialog Yes When a client file is opened, a window will pop up showing the client that is open and the period ending date. The dialog box will also indicate if the file is open to a future period. No There is no dialog box. Look at the program bar at the top of the screen to verify that correct client is open. 6-8

27 Chapter 6- Set Up Company Information and Defaults 31. Open to Last Client File Yes - The program will open the company file that was open that last time the program was closed. No - The program will not open a company file when it is started. 32. Always Start with Company List Open Yes - The Company List will show when the program opens. No - The Company List will be open if it was open when the program was closed. It will be closed if it was closed when the program was closed. 33. Always Ask Before Closing Program Yes The following dialog box will appear when File/Exit is selected. No The program will close without a prompt when File/Exit is selected. 34. Enable Auto Recalc Yes The program will check for changes made to a payroll check and will recalculate tax totals for the affected employee from that check forward when the report screen is opened. No The program will not check for changes made to payroll checks and report total may be incorrect. Note: We strongly recommend that this option be set to Yes, as it will reduce the possibility of incorrect amounts on payroll forms and reports. 35. Sound Configuration Option A Will allow sound to work on stand-alone systems and workstations networked using Windows or Novell networking. Option B Will allow sound to work on workstations networked using Terminal Services. 36. Automatic Check For Updates Yes A browser window will open showing the user if an update is available when the program is opened. No The program will open without checking for an update. 6-9

28 Chapter 6- Set Up Company Information and Defaults Company Default Paths Tab The Company Default Paths tab is used to set client specific default paths. Setting up default paths will eliminate the need to browse to the correct directory when creating backup, export and Nacha files. 37. Select the Company Default Paths tab. 38. Enter a valid drive and directory name in the value column for any task that will be used for this client. 6-10

29 Chapter 7- Set Up Payroll Items Chapter 7 - Set Up Payroll Items The Sample Payroll Company file contains many of the payroll items that will be needed to process payroll. If Payroll Items have been imported from a PBM or FCAS source company, review the items that were imported and create any items unique to this company. (See Chapter 2.) Each company must have a minimum of nine payroll items. The table below shows the mandatory items with suggested Lookups and Types. Any alphanumeric combination may be used as a Lookup. Lookup Description Type 1 RP Regular Pay Pay 2 FWH Federal Withholding Federal Withholding 3 SSC Social Security Company Social Security Company 4 SSW Social Security Withholding Social Security Employee 5 MEC Medicare Company Medicare Company 6 MEW Medicare Withholding Medicare Employee 7 FUTA Federal Unemployment Federal Unemployment 8 SUI State Unemployment State Unemployment Company 9 EE Employer Expense Employer Expense Items for State Withholding, State Unemployment Employee, SDI Company, SDI Employee, and Local Withholding may need to be set up. The table below shows these additional items. Lookup Description Type 1 SWH State Withholding State Withholding 2 SUI EMP State Unemployment Withholding State Unemployment Employee 3 SDI State Disability State Disability Company 4 SDI EMP State Disability Withholding State Disability Employee 5 ST LOUIS St Louis Withholding Local Withholding If the client has State Withholding, State Unemployment or State Disability for multiple states, separate items for each state must be set up as shown below. Lookup Description Type State 1 SUI DC DC State Unemployment State Unemployment Company DC 2 SUI MD MD State Unemployment State Unemployment Company MD 3 SUI VA VA State Unemployment State Unemployment Company VA 4 SWH DC DC State Withholding State Withholding DC 5 SWH MD MD State Withholding State Withholding MD 6 SWH VA VA State Withholding State Withholding VA 7-1

30 Chapter 7- Set Up Payroll Items Additional Pay or Other Income items may need to be set up. Lookup Description Type 1 OT Overtime Pay Pay 2 SAL Salary Pay Pay 3 BONUS Bonus Other Income 4 COMM Commission Other Income 5 VP Vacation Pay Pay 6 SP Sick Pay Pay 7 HOL Holiday Pay Pay For All Payroll Items: Lookup The Lookup should be a brief identifier for the payroll item. It can be any desired alphanumeric combination. Each Lookup must be unique. Description Enter a meaningful description in the Description field. Type - Select the Type from the drop down list. Once a Type has been selected, it cannot be changed; but all other information can be changed as needed. The Payroll Item Types are: Deduction, Employer Accrual, Employer Expense, Federal Unemployment, Federal Withholding, Local Tax, Local Withholding, Medicare Company, Medicare Employee, Other Income, Pay, Social Security Company, Social Security Employee, State Disability Company, State Disability Employee, State Unemployment Company, State Unemployment Employee, State Withholding and Statistic. There are nineteen different Types of Payroll Items. The fields for different item types will vary. They are illustrated and described on the following pages. 7-2

31 Chapter 7- Set Up Payroll Items Deduction This Type is for general deductions such as insurance, uniforms, 401K contributions, Simple plan contributions, Section 125 deductions or union dues, to name a few. A deduction can be set up to be a flat amount or calculation. An unlimited number of deductions can be set up. 7-3

32 Chapter 7- Set Up Payroll Items Amount or % - Leave the default amount of 0.00 in this field unless the amount or percent will be the same for all employees it applies to. Based On If the deduction is a flat amount, leave Qty in the Based On field. For deductions that are a flat amount with a limit, select Qty Limit on Disposable Net, Qty Limit on Gross or Qty Limit on Net Payroll. Deductions can also be calculated based on pay (Disposable Net, Gross Pay, Net Check, Net Payroll), hours (Regular Hours, Overtime Hours, Total Hours, Regular Hours Worked, Overtime Hours Worked, Total Hours Worked). Deductions can also be based on other payroll item(s) (Item Amount, Item Amount Limit on Disposable Net, Item Amount Limit on Gross, Item Amount Limit on Net, Item Qty, Item Qty Limit on Disposable Net, Item Qty Limit on Gross, Item Qty Limit on Net Payroll). MTD Gross Pay(limit=min=max) is designed for deductions like Denver area OPT tax deductions. Net Payroll (limit=exclude) is used for deductions that will leave a specific amount for net payroll. Items When Item Amount, Item Amount Limit on Disposalbe Net, Item Amount Limit on Gross, Item Amount Limit in Net, Item Qty, Item Qty Limit on Disposable Net, Item Qty Limit on Gross, or Item Qty Limit on Net Payroll is selected in the Based On field, the Items button becomes available. Based on Items - Select the Item this deduction is based on from the drop down list. If the deduction is based only on a specific department within the item, select the appropriate Department from the drop down list. 7-4

33 Chapter 7- Set Up Payroll Items Limit or % Leave the default amount of 0.00 unless the amount will be the same for most employees this item applies to. Limit Type A limit can be set to cap the deduction based on the Limit Type selected: Annual Calendar - Annually resetting every January. This limit type is typically used for deductions like 401K or Simple plan contributions. Annual Hire - Annually resetting on the employee's hire date. Check The limit applies to each individual check. Lifetime Does not reset. This limit type is typically used for deductions like employee loans. Monthly - Resetting each month. This limit type is typically used for insurance or garnishment deductions. Limit Leave the default amount of 0.00 unless the limit amount will be the same for most employees this item applies to. This limit is to be used for an amount if there is a second limit that applies to the deduction. Deduct Prior to Calculating Check the appropriate box for any tax that is to be calculated after the deduction is taken. For example, check the FWH and SWH boxes for a 401K type deduction that is exempt from federal and state withholding taxes. For a Section 125 deduction, check all boxes for federal taxes. Check all applicable state tax boxes according to state rules. Liability Account Select the appropriate general ledger account that should be credited for the deduction. Any type of account may be selected. Payable To Select the appropriate payee in this field only if a check needs to be written for this deduction, typically a pension plan administrator or recipient of a garnishment. 7-5

34 Chapter 7- Set Up Payroll Items W2 Tracking Select the appropriate W2 box from the drop down list if this deduction is to be reported on the W2. W2 Code A W2 code is only necessary if Box 12 or Box 14 is selected in the W2 Tracking field. Enter the appropriate code per IRS instruction for Box 12 deductions. Enter a brief description to print on the W2 for Box 14 deductions. Include in Disposable Net Check this box if amounts for this deduction item are to be added back to net pay before deductions based on Disposable Net are calculated. 7-6

35 Chapter 7- Set Up Payroll Items Employer Accrual This Type is for non-tax company expenses or other items to be accrued. An employer accrual can be set up to be a flat amount or calculation. An unlimited number of Employer Accrual items may be set up. Some examples of employer accruals include but are not limited to: 401K or Simple employer contributions, union dues and vacation or sick hours. 7-7

36 Chapter 7- Set Up Payroll Items Amount or % - Leave the default amount of 0.00 in this field unless the amount or percent will be the same for all employees it applies to. Based On If the accrual is a flat amount, leave Qty in the Based On field. For accruals that are a flat amount with a limit, select Qty Limit on Disposable Net, Qty Limit on Gross or Qty Limit on Net Payroll. Accruals can also be calculated based on pay (Disposable Net, Gross Pay, Net Check, Net Payroll), hours (Regular Hours, Overtime Hours, Total Hours, Regular Hours Worked, Overtime Hours Worked, Total Hours Worked). Accruals can also be based on other payroll item(s) (Item Amount, Item Amount Limit on Disposable Net, Item Amount Limit on Gross, Item Amount Limit on Net, Item Qty, Item Qty Limit on Disposable Net, Item Qty Limit on Gross, Item Qty Limit on Net Payroll). Note: MTD Gross Pay(limit=min=max) is designed for deductions like Denver area OPT tax deductions. Net Payroll (limit=exclude) is used for deductions that will leave a specific amount for net payroll. Items When Item Amount, Item Amount Limit on Disposalbe Net, Item Amount Limit on Gross, Item Amount Limit in Net, Item Qty, Item Qty Limit on Disposable Net, Item Qty Limit on Gross, or Item Qty Limit on Net Payroll is selected in the Based On field, the Items button becomes available. Based on Items - Select the Item this accrual is based on from the drop down list. If the accrual is based only on a specific department within the item, select the appropriate Department from the drop down list. 7-8

37 Chapter 7- Set Up Payroll Items Limit or % Leave the default amount of 0.00 unless the amount will be the same for most employees this item applies to. Limit Type A limit can be set to cap the deduction based on the Limit Type selected: Annual Calendar - Annually resetting every January. Annual Hire - Annually resetting on the employee's hire date. Check The limit applies to each individual check. Lifetime Does not reset. Monthly - Resetting each month. Limit Leave the default amount of 0.00 unless the limit amount will be the same for most employees this item applies to. Expense Account Select the appropriate general ledger account that this item should post to. This entry will be a debit. Any type of account may be selected. Liability Account Select the appropriate general ledger account that this item should post to. This entry will be a credit. Any type of account may be selected. Payable To - Select the appropriate payee in this field only if a check is to be written for this accrual, typically a pension plan administrator. W2 Tracking The IRS does not require reporting of employer accruals on the W2 at this time. W2 Code There is no IRS requirement for accrual items at this time. Class Use only for Washington State L & I reporting. Sub Use only for Washington State L & I reporting. Nature of Work Use only for Washington State L & I reporting. 7-9

38 Chapter 7- Set Up Payroll Items Employer Expense This Type is a place holder for the expense side of employer taxes. The system will post the debit side of employer taxes and accruals to this item type. No entries are usually made by the user. This is a required item. Only one item of this type may be set up. Expense Account - Select a default payroll tax expense account from the drop down list. The actual posting is handled through the department or item setup. (See Chapter 5) 7-10

39 Chapter 7- Set Up Payroll Items Federal Unemployment This Type is a required item. Only one Federal Unemployment item may be set up. Expense Account - Select a default expense account from the drop down list. The actual posting is handled through the department setup. (See Chapter 5) Liability Account - Select the appropriate general ledger account from the drop down list. Payable To Select the appropriate payee from the drop down list only if checks will be written through the system to pay the FUTA tax. 7-11

40 Chapter 7- Set Up Payroll Items Federal Withholding This Type is a required item. Only one Federal Withholding item may be set up. Liability Account - Select the appropriate general ledger account from the drop down list. Payable To Select the appropriate payee from the drop down list only if payments for the 941 tax are going to be made through the system. 7-12

41 Chapter 7- Set Up Payroll Items Local Tax This Type is for local taxes that are usually a flat amount. This item is also to be used for the Denver area OPT taxes and Washington State L&I withholding. 7-13

42 Chapter 7- Set Up Payroll Items Amount or % - Leave the default amount of 0.00 in this field unless the amount or percent will be the same for all employees it applies to. Based On If the tax is to be entered as a flat amount, leave Quantity in the Based On field. Local tax can also be calculated based on Regular, Overtime or Total Hours. For Denver area OPT, select MTD Gross Pay(limit=min=max). Items When Item Amount, Item Amount Limit on Disposalbe Net, Item Amount Limit on Gross, Item Amount Limit in Net, Item Qty, Item Qty Limit on Disposable Net, Item Qty Limit on Gross, or Item Qty Limit on Net Payroll is selected in the Based On field, the Items button becomes available. Based on Items - Select the Item this tax is based on from the drop down list. If the tax is based only on a specific department within the item, select the appropriate Department from the drop down list. 7-14

43 Chapter 7- Set Up Payroll Items Limit or % Leave the default amount of 0.00 unless the amount will be the same of most employees it applies to. Limit Type A limit can be set to cap the deduction based on the limit type set: Annual Calendar - Annually resetting every January. Annual Hire - Annually resetting on the employee's hire date. Check The limit applies to each individual check. Lifetime - Lifetime limit. Monthly - Resetting each month. Limit Leave the default amount of 0.00 unless the limit amount will be the same for most employees this item applies to. Deduct Prior to Calculating Check the appropriate box(es) for any tax that this tax is to be calculated before. Liability Account Select the appropriate general ledger account that this item should post to. Any type of account may be selected. Payable To - Select the appropriate payee from the drop down list only if checks to pay this tax liability are going to be written through the system. W2 Tracking Select the appropriate W2 box from the drop down list if this item is to be reported in a special box on the W2. W2 Code Enter a brief description if this tax is reported in Box 14 of the W

44 Chapter 7- Set Up Payroll Items Include in Disposable Net Check this box if amounts for this deduction item are to be added back to net pay before deductions based on Disposable Net are calculated. Class Use only for Washington State L & I reporting. Sub Use only for Washington State L & I reporting. Nature of Work Use only for Washington State L & I reporting. 7-16

45 Chapter 7- Set Up Payroll Items Local Withholding This Type is for local withholding tax that is based on gross wages. For payroll checkwriting, local tax tables must be set up before setting up Local Withholding items. Only one item may be set up for each taxable entity. Local Tax Entity For payroll checkwriting, select the appropriate entity from the drop down list after Local Withholding Tax Tables have been set up. (See Appendix A). For after the fact payroll, enter the entity name as it should appear in Box 18 of the W2. Liability Account Select the appropriate liability account from the drop down list. Payable To - Select the appropriate payee from the drop down list only if checks are being written to pay this tax liability through the system. 7-17

46 Chapter 7- Set Up Payroll Items Use FWH Wages In some instances, different local tax entities for the same company have different rules for whether a deduction is exempt or taxable. If a deduction is only exempt from local withholding in some localities, do NOT check the LWH box on the deduction item. If a deduction item is not marked as exempt from LWH, but is for this local tax entity, check the Use FWH Wages box. Tax Area The tax area field must include the local tax entity. If wages are taxed by more than one entity, include ALL possible combinations. In the example above, the system will handle wages that are taxable only to SD123 or Perrysburg and SD123. Click the Add button to bring up the Add Locale window. Select a locale from the drop down list or enter a new locale. Tax Type Select the appropriate Tax Type from the drop down list for Indiana, New York and Oregon for proper placement of taxes on payroll tax returns. 7-18

47 Chapter 7- Set Up Payroll Items Medicare Company This Type is a required item. Only one Medicare Company item may be set up. Expense Account - Select a default expense account from the drop down list. The actual posting is handled through the department setup. (See Chapter 5) Liability Account - Select the appropriate general ledger account from the drop down list. Payable To Select the appropriate payee from the drop down list only if checks to pay the 941 tax are being written through the system. 7-19

48 Chapter 7- Set Up Payroll Items Medicare Employee This Type is a required item. Only one Medicare Employee item may be set up. Liability Account - Select the appropriate general ledger account from the drop down list. Payable To Select the appropriate payee from the drop down list only if checks to pay the 941 tax are being written through the system. 7-20

49 Chapter 7- Set Up Payroll Items Other Income This Type is for other pays such as commission, bonuses, tips or non taxable expense reimbursements. An Other Income item is used for any pay that is NOT based on the Rate on the Employee Tab for a contact. Amount or % - Leave the default amount of 0.00 in this field unless the amount or percent will be the same for all employees it applies to. Based On If the other income is a flat amount, leave Quantity in the Based On field. Other income can also be calculated based on Regular Hours or Overtime Hours. 7-21

50 Chapter 7- Set Up Payroll Items Items When Item Amount, Item Amount Limit on Disposalbe Net, Item Amount Limit on Gross, Item Amount Limit in Net, Item Qty, Item Qty Limit on Disposable Net, Item Qty Limit on Gross, or Item Qty Limit on Net Payroll is selected in the Based On field, the Items button becomes available. Based on Items - Select the Item this income is based on from the drop down list. If the income is based only on a specific department within the item, select the appropriate Department from the drop down list. 7-22

51 Chapter 7- Set Up Payroll Items Limit or % Leave the default amount of 0.00 unless the amount will be the same for most employees this item applies to. Limit Type A limit can be set to cap the other income based on the Limit Type selected: Annual Calendar - Annually resetting every January. Annual Hire - Annually resetting on the employee's hire date. Check The limit applies to each individual check. Lifetime Does not reset. Monthly - Resetting each month. Limit or % Leave the default amount of 0.00 unless the amount will be the same for most employees this item applies to. Exempt From Check the appropriate box for any tax this income is exempt from. For example, check the SS Emp, SS Co, Med Emp, Med Co, SUI Emp, SUI Co, SDI Emp and SDI Co boxes for medical insurance premiums for a shareholder of a Subchapter S Corporation income item that is exempt from FICA tax, state unemployment taxes and state disability taxes. Check ALL boxes for an expense reimbursement item. Expense Account Select the appropriate general ledger account that should be debited for the income. Any type of account may be selected. W2 Tracking Select the appropriate W2 box from the drop down list if this deduction is to be reported on the W2. Select Box 7 Reported Tips or Box 8 Allocated Tips as necessary. Selecting either of these boxes in the W2 Tracking make the system place the tips amounts in the appropriate box on the W2. It will also place the tip wages on the appropriate lines of the Federal 941. Select Other Non Payroll for an Expense Reimbursement. W2 Code A W2 code is only necessary if Box 12 or Box 14 is selected in the W2 Tracking field. Enter the appropriate code per IRS instruction for Box 12 deductions. Enter a brief description to print on the W2 for Box 14 deductions. 7-23

52 Chapter 7- Set Up Payroll Items Pay This Type is a required item. Set up a Pay item for Regular Pay, Overtime Pay, Salary Pay, Vacation Pay, Sick Pay and other similar items. The system will pull the Rate from the Employee Tab of the contact for any Pay items. Pay Type Select the appropriate Pay Type from the drop down list. Hourly The system will multiply Quantity times Rate times Pay Factor to calculate the amount. Salary The system will ignore the Quantity and use the amount entered in the Rate field on the Employee Tab as the amount. 7-24

53 Chapter 7- Set Up Payroll Items Pay Class Select the appropriate Pay Class from the drop down list. Regular When regular is selected, hours entered for this item will be included in deductions or employer accruals based on hours or hours worked. Sick When sick is selected, hours entered for this item will be included only in deductions or employer accruals based on hours. They will be excluded from calculations based on hours worked. Vacation When vacation is selected, hours entered for this item will be included only in deductions or employer accruals based on hours. They will be excluded from calculations based on hours worked. Pay Factor Enter a pay factor in this field. The system will multiply Qty times Rate times Pay Factor to calculate Gross pay. Expense Account Select a default expense account from the drop down list. The actual posting is handled through the department setup. (See Chapter 5) W2 Tracking No selection is necessary in this field at this time. W2 Code No entry is necessary in this field at this time. Rate Enter a rate in this field if most employees have the same rate of pay. All Journeyman Pipefitters earn per hour. Change the rate when the union contract is renegotiated. Use Rate Select the appropriate value from the drop down list. Always The system will always use this rate when this item is selected. As Default The system will use this rate unless it is overridden on the Payroll Template. When Higher The system will use this rate only if it is higher than the rate on the Employee Tab or the Payroll Template. Exempt From Some pay may be exempt from State Unemployment or State Disability taxes. Check the appropriate box(es) for exempt pay items. 7-25

54 Chapter 7- Set Up Payroll Items Social Security Company This Type is required. Only one Social Security Company item may be set up. Expense Account - Select a default expense account from the drop down list. The actual posting is handled through the department setup. (See Chapter 5) Liability Account - Select the appropriate general ledger account from the drop down list. Payable To Select the appropriate payee from the drop down list only if checks to pay the 941 tax are being written through the system. 7-26

55 Chapter 7- Set Up Payroll Items Social Security Employee This Type is required. Only one Social Security Employee item may be set up. Liability Account - Select the appropriate general ledger account from the drop down list. Payable To Select the appropriate payee from the drop down list only if checks to pay the 941 tax are being written through the system. 7-27

56 Chapter 7- Set Up Payroll Items State Disability Company Set up a State Disability Company item for each state that the client has employees working in, if the state has mandated disability insurance. Do NOT use this item type for Washington L&I. Only one item of this type may be set up for each state. State Select the appropriate state from the drop down list. Expense Account Select the appropriate general ledger expense that should be debited for the disability tax. Liability Account Select the appropriate general ledger liability account that should be credited for the disability tax. Payable To Select the appropriate payee from the drop down list only if checks to pay the state disability tax liability are being written through the system. 7-28

57 Chapter 7- Set Up Payroll Items State Disability Employee Set up this Type only if the client is in a state with disability withholding tax. Do NOT use this item type for Washington L&I. Only one State Disability Employee item per state may be set up. State Select the appropriate state from the drop down list. Liability Account Select the appropriate general ledger liability account that should be credited for the disability withholding tax. Payable To Select the appropriate payee from the drop down list only if checks to pay the state disability withholding tax liability are being written through the system. W2 Tracking Select the appropriate box from the drop down list if disability withholding is to be printed on the W2 form. This will usually be Box 14. W2 Code Enter a description to print on the W2 form if Box 14 is selected in the W2 Tracking field. 7-29

58 Chapter 7- Set Up Payroll Items State Unemployment Company Set up a State Unemployment Company item for each state that the client has employees working in. Only one State Unemployment Company item for each state may be set up. State Select the appropriate state from the drop down list. Expense Account Select the appropriate general ledger expense that should be debited for the unemployment tax. Liability Account Select the appropriate general ledger liability account that should be credited for the unemployment tax. Payable To Select the appropriate payee from the drop down list only if checks to pay the state unemployment tax liability are being written through the system. 7-30

59 Chapter 7- Set Up Payroll Items State Unemployment Employee Set up this Type only if the client is in a state with unemployment withholding tax. Only one State Unemployment Employee item per state may be set up. State Select the appropriate state from the drop down list. Liability Account Select the appropriate general ledger liability account that should be credited for the unemployment withholding tax. Payable To Select the appropriate payee from the drop down list only if checks to pay the state unemployment withholding tax liability are being written through the system. W2 Tracking Select the appropriate box from the drop down list if unemployment withholding is to be printed on the W2 form. This will usually be Box 14. W2 Code Enter a description to print on the W2 form if Box 14 is selected in the W2 Tracking field. 7-31

60 Chapter 7- Set Up Payroll Items State Withholding This Type is required only if the client has wages that are taxable for state income tax purposes. A separate state withholding item MUST be set up for each state. Only one item for each state may be set up. State - Select the appropriate state from the drop down list. Liability Account Select the appropriate general ledger liability account that should be credited for the withholding tax. Payable To Select the appropriate payee from the drop down list only if checks to pay the state withholding tax liability are being written through the system. 7-32

61 Chapter 7- Set Up Payroll Items Statistic This Type is used to record statistical items. An example of a statistical item is Credit Weeks for the state unemployment tax return for states like New Jersey, Ohio and Pennsylvania. An unlimited number of statistical items may be set up. Account Select the appropriate general ledger account from the drop down list. An account with a classification of Statistic must be selected. Tracking Select Weeks if this is the item used to track weeks for the state unemployment tax return. 7-33

62 Chapter 7- Set Up Payroll Items To set up payroll items: 1. Select Setup/Payroll Items. 2. Click on the List icon or press Ctrl + I and verify that all necessary payroll items are set up. 3. Verify that the correct payee is in the Payable To field on liability items for which checks will be issued. Edit as necessary. 4. Set up any items unique to this client. 7-34

63 Chapter 8- Set Up Unemployment and SDI Rates Chapter 8 - Set Up Unemployment and SDI Rates The unemployment rate is based on the payroll check date. Enter new effective date, limit and rate on a new line. 1. Select Setup/Payroll Taxes. 2. Select the SUTA Co. tab. 3. Select the State from the drop down list. 4. Enter the Effective Date. 5. Enter the Limit. 6. Enter the variable unemployment rate in the UI Rate field. 7. Enter other rates as necessary in the Other Rate 1 and Other Rate 2 fields. Examples of these rates are CA ETT, Job Training Tax, etc. 8. Select the SDI Co. tab. 9. Select the state from the drop down list. 10. Enter the Effective Date. 11. Enter the variable SDI rate in the SDI Rate field. 12. Enter other rates as necessary in the Other Rate 1 and Other Rate 2 fields. One example of this rate is New Jersey HI. 13. Click OK to save the changes. Note: Do NOT enter company SUI or SDI rates on the SUTA Emp. or SDI Emp. tabs. These tabs are for employee withholding and are global. 8-1

64 Chapter 8- Set Up Unemployment and SDI Rates This Page Intentionally Left Blank. 8-2

65 Chapter 9- Set Up Payroll Templates Chapter 9 - Set Up Payroll Templates The payroll entry screen may be customized for each client in FCAS or PBM based on the information received from the client. This is done by setting up payroll templates. Payroll templates include frequently used payroll items. It is NOT necessary to include all items that exist for a company, nor is it necessary to include infrequently used items. Infrequently used payroll items can be added to a payroll check at run time. As few or as many templates may be set up to make data entry as heads down as possible. Each client should have at least one template. It should be named Default as the system will place the word Default in the Pay Template field on the Employee tab of the contact when a new employee is set up. Multiple templates may be set up. Select the appropriate template for an employee that does not match the criteria for the Default template. Taking the time to set up templates will decrease processing time on a monthly basis. Type the Lookup for the payroll item in the Item field or select the Item from the drop down list. Allow the system to populate the remaining columns. The system will use default or 0.00 or 1.00 where appropriate. Typing a value in any of the remaining fields will cause the system defaults to be overridden by the value that is in the template when payroll checks are entered. Important note: If an item in a row needs to be changed on a payroll template, DO NOT just type a new item lookup in the item field. Remove the bad row and insert a new row with the new item. The order of the rows may be rearranged by using the up or down arrow in the toolbar to move the selected row. The selected row can be easily identified because there is an arrow instead of a row number. The active cell has a darker gray outline. 9-1

66 Chapter 9- Set Up Payroll Templates After the Fact Payroll When entering After the Fact Payroll, it is necessary to enter the taxes withheld as well as Pay and Miscellaneous Deduction Items. There are two grids available in the Payroll Template screen. For After the Fact Payroll, it is recommended that only the top grid be used to minimize the number of keystrokes used during data entry. To set up a default template for After the Fact Payroll: 1. Select Setup/Payroll Templates. 2. Type Default in the Template Name field. 3. Create a row for each desired item by entering the appropriate Payroll Item in the Item field. 4. Move to the next row and enter the next payroll item. Examples: This is an example of a template for a client who reports a single amount for pay and separates Federal Withholding, Social Security Withholding and Medicare Withholding. Common deductions such as insurance may also be included. Some clients will report FICA Tax in total instead of separating Social Security and Medicare. If the Fed Default ATF Tax Mode is set to Auto Correct on the General tab in Setup/Options, Combined FICA Tax can be entered as either Social Security or Medicare and the system will make the necessary adjustments. The following example represents this type of situation. 9-2

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