Welcome. to the Payroll Manual. How to Use This Guide. Contents. Index. Modules

Transcription

1 Welcome to the Payroll anual How to se his Guide ontents ndex odules

2 How to se his Guide Go to the How to se his Guide page (this page)....ext on page... Go to the ontents. Go to the previous page. Go to the next page. Go back to the previous link. Go to the ndex. Go to the odules page. ndicates a jump to a topic. ookmarks appear in the overview window to the left of the document window. hese bookmarks are similar to a table of contents. ote: he nstallation Guides and ser anuals -R is best viewed using crobat Reader 4.0 or higher. For best printing results, print to a Postcript printer. opyright est oftware, nc. ll rights reserved.

3 3 hapter 1 ntroduction 10 verview of the Payroll odule 10 xplanation of Payroll ates 11 How to se his anual 12 Graphic onventions 12 ext onventions 13 ontents hapter 2 sing the etup enu 14 Payroll etup enu 14 Payroll ptions 15 etting p Payroll ptions 15 etting p dditional ptions 16 etting p ntegrate ptions 17 etting p Form ptions 18 General edger ccount aintenance 19 etting p General edger ccounts 20 ank ode aintenance 24 etting p ank odes 24 ntering the ank ddress 25 R Printing 26 arnings ode aintenance 27 etting p arnings odes 27 Processing Fringe enefits 28 efining Fringe enefit arnings and eduction odes 28 Fringe enefits and mployee aintenance 28 Reporting ips 28 eduction ode aintenance 30 etting p eduction odes 30 pplying a eduction ode to a Range of mployees 32 Reducing axable ncome 32 epartment aintenance 33 etting p epartments 33 ecurity y epartment 34 ata ntry and Report ecurity 35 arnings 36 Payroll anual

4 4 ax able aintenance 37 etting p ax ables 37 efining the Filing tatus 41 aintaining ax able nformation 42 djusting the axable ncome able 44 alculating a urcharge 45 alculating xemptions 46 alculating redit Percentages 47 Printing a ax able isting 48 abor ode aintenance 49 etting p abor odes 49 Workers' ompensation aintenance 50 etting p Workers' ompensation odes 50 enefit ccruals 51 asics of enefit ccruals 51 efining ccrual Rates and ethods 53 Pay ycles 53 alculating arry-ver llowances 54 etermining enefit vailability 54 etting enefit ccrual imits 55 sing the Periodic enefit ccrual tility 55 enefit chedule aintenance 56 etting p enefit chedule odes 56 efining a able Rate 57 pplying enefit chedule imits to a Range of mployees 58 hapter 3 sing the ain enu 59 Payroll ain enu 59 Payroll anual

5 5 mployee aintenance 60 etermining mployee umbering ethods 60 ntering mployee nformation 61 aintaining mployee emos 62 isplaying arnings and Vacation History 63 ntering Voluntary eductions 65 isplaying ax ummary nformation 66 isplaying Federal ax ummary nformation 67 hanging the tatus of an mployee 68 ssigning a ew mployee umber 69 stablishing irect eposits 70 irect eposit ransmission apability 71 etting p irect eposit 71 etting p mployees uring irect eposit aintenance 73 Pre-ote Process 74 Processing Payroll sing irect eposit 75 pdating the irect eposit Register 76 ransmitting Payroll ransactions 76 ntering Wages nformation 77 isplaying ax tatus nformation 79 Viewing heck History 80 Payroll ata ntry 81 electing Payroll ycle ata 81 etting efault abs 82 ntering imeard ata 83 Processing utomatic Payments 83 Processing elective Payments 85 electing the ext mployee in the Pay ycle 86 hanging the tatus of a erminated or nactive mployee 86 pplying utomatic eductions 87 Recording anual hecks and alculating axes 88 electing arnings and eduction nformation 89 Voiding a Payroll heck and Reversing ts ntry 90 Payroll ax alculation 91 Performing Payroll ax alculation 91 Payroll ata ntry udit Report 92 Printing the Payroll ata ntry udit Report 92 Payroll anual

6 6 arnings Register 93 Printing the arnings Register 93 enefits Register 93 Printing the enefits Register 93 eduction Register 94 Printing the eduction Register 94 abor istribution Report 95 Printing the abor istribution Report 95 mployer's xpense ummary 96 Printing the mployer's xpense ummary 96 Pre-heck Register 97 Printing the Pre-heck Register 97 heck Printing 98 Printing hecks 99 Printing irect eposit tubs 100 Printing Previously Printed hecks and tubs 101 heck Register/pdate 102 Printing the heck Register 102 Payroll xpense and ax ccrual 103 Printing the irect eposit Register 104 aily ransaction Register 105 Printing the aily ransaction Register 105 hapter 4 sing the Reports enu 106 Payroll Reports enu 106 mployee isting 107 Printing the mployee isting 107 mployee ailing abels 108 Printing mployee ailing abels 108 mployee emo Printing 109 Printing mployee emos 109 Quarterly ax Report 110 Printing the Quarterly ax Report 110 xplanation of the Variance olumn 111 Payroll heck History Report 112 Printing the Payroll heck History Report 112 Payroll anual

7 7 Quarterly Pay Period Recap 113 Printing the Quarterly Pay Period Recap 113 arnings Report 114 Printing the arnings Report 114 eduction Reports 115 Printing the eduction Report 115 Printing the Perpetual eduction History Report 116 Printing the onsolidated eduction History Report 117 Formatting the onsolidated eduction History Report 118 Printing the Pension Plan History Report 119 enefit ccrual Report 120 Printing the enefit ccrual Report 120 Workers' ompensation Report 121 Printing the Workers' ompensation Report 121 General edger Posting Recap 122 Printing the General edger Posting Recap 122 Perpetual History Report 123 Printing the Perpetual History Report 123 Pay Rate hange Report 124 Printing the Pay Rate hange Report 124 mployee asterfile udit Report 125 Printing the mployee asterfile udit Report 125 hapter 5 sing the irect eposit enu 126 Payroll irect eposit enu 126 Pre-ote election Register 127 Printing the Pre-ote election Register 127 Pre-ote pproval Register 128 Printing the Pre-ote pproval Register 128 Generate irect eposit nterface File 129 irect eposit nterface etup 129 hapter 6 sing the Period nd enu 130 Payroll Period nd enu 130 Quarterly Governmental Report 131 Printing the Quarterly Governmental Report 131 Payroll anual

8 8 Quarterly 941 Form Printing 131 Printing the Quarterly 941 Form 132 Printing the Quarterly 941 chedule 132 W2 Form Printing 133 Printing the W-2 Form 133 Printing W-2 Forms for ultiple tate/ocal axes 135 Period nd Processing 136 Performing Period nd Processing 136 Quarter nd Processing 137 Quarter and Year nd Processing 139 nly onsolidate heck History 140 Purge Perpetual Payroll History 140 Periodic enefit ccrual 141 Printing the Periodic enefit ccrual Register 141 electing the Periodic enefit ccrual Register riteria 142 Glossary 143 ppendix ystem essages 148 Payroll essages 148 Payroll ptions 148 Payroll etup Programs 149 epartment aintenance 149 mployee aintenance 150 Payroll ata ntry 151 Payroll ax alculation 154 Payroll ata ntry udit Report, arnings Register, enefits Register, eduction Register, abor istribution Report, mployer's xpense ummary, Pre-heck Register 155 heck Printing 155 heck Register 157 Pre-ote election Register 159 Generate irect eposit nterface File, irect eposit nterface etup 159 W2 Form Printing 159 Period nd Processing 160 Payroll anual

9 9 ppendix ustomizing ongraphical Forms 161 ustomizing heck Printing 162 ustomizing the Quarterly Governmental Report 164 ustomizing W-2 Form Printing 165 evice onfigurator ettings Required for aser Printing 167 ppendix ntegrating ther odules with Payroll 168 General edger 168 Job ost 169 ank Reconciliation 170 ppendix Report amples 171 Payroll anual

10 ntroduction hapter 1 verview of the Payroll odule hapter 10 1 Requiring a fraction of the time demanded by a manual payroll system, the Payroll module is a fully functional payroll package. his package applies employee earnings and deductions, calculates both employee and employer taxes, and prints employee checks and stubs, complete with year-to-date earnings and tax information. t the end of each quarter and year, the system allows you to generate the necessary 941 and W2 forms. Your Payroll module comes complete with all current federal and state tax calculation tables. ocal tax calculations and any necessary adjustments to federal and state tables can be easily entered to satisfy your individual tax reporting requirements. xtensive information is retained for each employee, including emergency contact, review date and comments, tax status, and benefit accruals, including vacation, sick, and a third user-defined benefit, and year-to-date earning and deduction amounts. ll checks issued to each employee during the current quarter can be displayed on demand. unique feature of the Payroll module allows you to process earnings for more than one state or local tax jurisdiction for each employee. ppropriate taxes for each jurisdiction are calculated and applied for each employee pay check. W2s, 941s, and other reports reflect the appropriate wage and tax information by the tax jurisdiction in which each employee has worked. Payroll anual

11 11 hapter 1 ntroduction xplanation of Payroll ates he Payroll module uses the following dates for updating payroll information to specific data files and reports: the accounting date, pay-period-ending date, check date, and quarter-ending date. he accounting date is set by clicking hange ate on the File menu. his date prints in the lower-left corner of all reports and also displays in the lower-right corner of the tatus ar. he accounting date is used during the heck Register update to post information to the aily ransaction Register and to update the General edger and Workers' ompensation files. he pay-period-ending date defaults to the accounting date and can be changed at the Period nding ate field in the Pay ycle window in Payroll ata ntry. his date prints on the Quarterly Pay Period Recap for the current processing quarter. he check date defaults to the accounting date and can be changed at the heck ate field in the heck Printing window. his date prints on paychecks and is used to update the Payroll heck History Report and the Quarterly 941 Form information. o ensure the accuracy of your reports, it is critical that you keep the check date in the current processing quarter. f your pay-period-ending date and check date are not in the same quarter, the arnings Report and eduction Report information are updated to the current quarter set up in Payroll ptions. For example, if your pay-period-ending date is , your check date is , and your current quarter is 3, the arnings Report and eduction Report information is updated to payroll quarter 3. he quarter-ending date is based on the calendar year and is the last day of every third month (arch 31, June 30, eptember 30, and ecember 31). Payroll anual

12 12 hapter 1 ntroduction How to se his anual Your Payroll module is designed to operate in conjunction with the other modules in this product line. efore proceeding, complete the installation instructions listed in your nstallation Guide as well as the instructions for Performing ystem etup asks in your Getting tarted Guide. se the Payroll manual as a reference for understanding features of the module. he manual contains overviews and samples of windows. his manual should be used in conjunction with the Help system, which provides detailed field information and How o procedures. Graphic onventions he following icons are used throughout this manual to indicate different types of information. he ote symbol is followed by additional information about a topic. he Helpful Hint symbol is located in a grey text box and followed by additional information about an option. he Warning symbol is followed by information to help you avoid costly mistakes. Payroll anual

13 13 hapter 1 ntroduction ext onventions he following table describes the text conventions used in all manuals. ext onvention Field font talic font xplanation ndicates a field name, list box name, options in a list, column name, or check box. xample: he odes button is available only if Windows Printer Port or Physical evice is selected at the evice ype field. ndicates directory names or references to other manuals. xample: For more information about setting up and processing sales tax, refer to your ccounts Receivable or ccounts Payable manual. Payroll anual

14 sing the etup enu hapter 2 Payroll etup enu hapter 14 2 he Payroll etup menu contains the options used to build and maintain the files required for the operation of the Payroll module. f you are running ystem tartup, this menu does not appear; however, you will advance sequentially through each option on the Payroll etup menu until ystem tartup is complete. fter completing ystem tartup, you can access the Payroll etup menu at any time to modify the Payroll options. n addition, you can modify or delete the information contained in the setup files. etup menu options: Payroll ptions General edger ccount aintenance ank ode aintenance arnings ode aintenance eduction ode aintenance epartment aintenance ax able aintenance abor ode aintenance Workers' ompensation aintenance enefit chedule aintenance Payroll anual

15 15 hapter 2 sing the etup enu Payroll ptions ach module can be customized to fit your company's specific accounting requirements. Payroll ptions presents a series of options that allow you to select features most appropriate for your business. etting p Payroll ptions lthough these options are usually established during ystem tartup, they can be modified at any time. n the Payroll etup menu, click Payroll ptions. You must enter this code in mployee aintenance, even if you do not have a state income tax. For a listing of state tax codes, see tate ax odes in the Help system. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. fter the Require epartments in Payroll check box is selected and a department other than 00 is created in epartment aintenance, you cannot clear this check box. Payroll anual

16 16 hapter 2 sing the etup enu he Payroll xpense and ax ccrual feature allows the update of payroll postings to the general ledger to be based on the period the work was actually performed instead of the standard posting by payroll accounting date. For example, if the current pay period falls partially or completely in a month different from the accounting date, wage expense, tax expense, and accruals can be posted on a percentage basis to the period in which the work was actually performed. he calculated percentage is based on the payroll accounting date and pay-period-ending date and can be manually overridden prior to updating the heck Register. his feature is available only if the llow G/ ccrual Postings check box is selected in the Payroll ptions window. epartment aintenance is used to establish the accrual options and accrual account for each department. etting p dditional ptions fter completing the Payroll ptions ain tab, click the dditional tab to define additional setup options. For information on setting up benefit accruals, see enefit ccruals. Payroll anual

17 17 hapter 2 sing the etup enu Payroll anual etting p ntegrate ptions fter completing the Payroll ptions dditional tab, click the ntegrate tab to define Payroll integration.

18 18 hapter 2 sing the etup enu etting p Form ptions fter completing the Payroll ptions ntegrate tab, click the Forms tab to select forms that will print graphically using rystal Reports. lick the Printer button to print the Payroll ptions isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, if the General edger module is installed, you advance to ank ode aintenance. f the General edger module is not installed, you advance to General edger ccount aintenance. Payroll anual

19 19 hapter 2 sing the etup enu General edger ccount aintenance ne of the most valuable features of the Payroll module is its ability to provide a recap of general ledger postings that reflect payroll information for each accounting period. he posting information contained in this recap reflects earnings and taxes expensed, as well as deductions and taxes accrued. ll general ledger journal entries from Payroll are posted following the completion of heck Register/pdate. ll general ledger postings made from a specific heck Register are assigned a unique register number that can be used as an audit trail. Whether or not the General edger module is set up, Payroll posts journal entries to the aily ransaction Register using the account numbers defined in General edger ccount aintenance. he General edger check box must be selected in the Payroll ptions window to post the transactions printed on the aily ransaction Register. f the General edger module is not set up, you must use General edger ccount aintenance to enter each general ledger account you will use to post payroll transactions. he postings from the Payroll module are reflected on both the aily ransaction Register and the General edger Posting Recap reports. hese reports provide an audit trail of all payroll activities and serve as a source for posting to a manual general ledger. he postings contained on these reports can be purged during payroll period-end processing. f the General edger module is set up, accounts can be established using General edger ccount aintenance or ccount aintenance in the General edger module. he journal entries are posted automatically to the general ledger. Payroll anual

20 20 hapter 2 sing the etup enu etting p General edger ccounts he following general ledger accounts are used by the Payroll module. mployee F/edicare// ccrual ccounts hese liability accounts are credited with the amount of F (Federal ocial ecurity), edicare, (tate isability nsurance), and (ocal isability nsurance) taxes withheld from each employee check. eparate accounts can be specified for federal, state, and local taxes. dditionally, each state and local tax jurisdiction can be assigned a separate accrual account. mployee tax accrual accounts can be specified for each tax jurisdiction using ax able aintenance. mployee ccrual ccount his liability account is credited with the amount of (tate nemployment nsurance) taxes withheld from each employee check. mployer ontribution xpense ccounts hese expense accounts are debited with the amount of employer contributions calculated for each employee. mployer contribution expense accounts are assigned to appropriate deduction codes using eduction ode aintenance. mployer contributions are made using deduction codes when mployer ontribution is selected at the eduction ype field in the eduction ode aintenance window. mployer's F/edicare// ccrual ccounts hese liability accounts are credited with the amount of employer F (Federal ocial ecurity), edicare, (tate nemployment nsurance), and (ocal nemployment nsurance) taxes. hese taxes are calculated based on employee wages, but are paid by the employer. eparate accounts can be specified for federal, state, and local taxes. dditionally, each state and local tax jurisdiction can be assigned a separate accrual account. mployer tax accrual accounts can be specified for each tax jurisdiction using ax able aintenance. Payroll anual

21 21 hapter 2 sing the etup enu mployer's ax xpense ccounts hese expense accounts are debited with the amount of employer taxes calculated for each employee. eparate expense accounts can be specified for employer F, nemployment nsurance, and Workers' ompensation nsurance. You can specify a separate expense account for each department using epartment aintenance. f your company is not departmentalized, the expense accounts used must be specified for department 00. Payroll ash ccount his current asset account is credited with the total amount of all checks processed during the payroll cycle. separate cash account can be assigned to each bank account using ank ode aintenance. alary and Wage xpense ccounts hese expense accounts are debited with the amount of employee wages paid. You can specify the expense account to be used for each earnings code using arnings ode aintenance or epartment aintenance. etermining which option to use depends on your selection at the Post xp. by ept. check box in the arnings ode aintenance window for each earnings code. For more information, see efining on-epartmental Posting and efining epartmental Posting in the Help system. f your company is departmentalized, a separate salary and wage expense account should be established for each department. Voluntary eduction ccrual ccounts hese liability accounts are credited with the amount of employee voluntary deductions withheld from each employee check. hese voluntary deductions can include insurance premiums, pension plans, union dues, loan payments, meal deductions, etc. xpense accounts can be used to reimburse expenses previously recorded. Voluntary deduction accrual accounts can be specified for each deduction code using eduction ode aintenance. Payroll anual

22 22 hapter 2 sing the etup enu Withholding ax ccrual ccounts hese liability accounts are credited with the amount of withholding taxes withheld from each employee check. eparate accounts can be specified for federal, state, and local withholding taxes. dditionally, each state and local tax jurisdiction can be assigned a separate accrual account. Withholding tax accrual accounts can be specified for each tax jurisdiction using ax able aintenance. Workers' ompensation nsurance ccrual ccount his liability account is credited with the amount of employer Workers' ompensation insurance. his amount is calculated based on a fixed amount, employee wages, hours, or days worked. ach state can be assigned a separate accrual account. he Workers' ompensation nsurance ccrual account can be specified for each state using ax able aintenance. alary and wage expense accounts are assigned to each earnings code, deduction accrual accounts to each deduction code, and tax liability accounts to each tax code. he employer's tax expense accounts (for example, mployer F, nemployment nsurance, Workers' ompensation nsurance) are assigned to each department in epartment aintenance. f your company is not departmentalized, all employees are assumed to be department 00. Payroll anual

23 23 hapter 2 sing the etup enu lthough these accounts are usually established during ystem tartup, they can be maintained at any time. n the Payroll etup menu, click General edger ccount aintenance. You can add a record by entering the account number. f the General edger module is not set up, the default account number format of ####-### must be used. dditionally, you will not have access to some of the General edger features, such as the udget tab and opy ccounts button. For more information, refer to your General edger manual. lick the Printer button to print a hart of ccounts isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to ank ode aintenance. Payroll anual

24 24 hapter 2 sing the etup enu ank ode aintenance se ank ode aintenance to maintain up to 36 separate bank accounts, including direct deposit information. he information maintained for each bank account includes a bank code, description, bank account number, and the general ledger account credited when checks are drawn. ank ode aintenance allows you to maintain separate accounts and specify which account will be used when performing Payroll ata ntry and heck Printing. You can select a specific account by selecting the appropriate bank code. etting p ank odes his number can be found on your monthly statement or on your checks. n the Payroll etup menu, click ank ode aintenance. Warning ank code is the default bank code and is permanently assigned to your main bank account by the system. t cannot be deleted. uring ystem tartup, enter at the ank ode field and complete the information for this account before entering bank codes for other accounts. lick the Printer button to print a ank ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to arnings ode aintenance. Payroll anual

25 25 hapter 2 sing the etup enu ntering the ank ddress n the ank ode aintenance window, click ddress to enter bank address information. o print address information on checks when using blank check stock, complete the bank address fields. Payroll anual

26 26 hapter 2 sing the etup enu ote his feature is available only if the hecks check box is selected on the Payroll ptions Forms tab. R Printing n the ank ode aintenance window, click R to input the information to be R encoded on your checks. R printing allows you to use check stock that is not preprinted with bank R encoding. lick Preview to view your entry in the R format. o use the R printing feature, you must have the dobe ystems ncorporated R font installed on the workstation that will be printing checks. he R font can be purchased from dobe ystems ncorporated. Payroll anual

27 27 hapter 2 sing the etup enu arnings ode aintenance se arnings ode aintenance to establish separate codes for each earnings type used in the Payroll ata ntry process (regular, overtime, sick pay, etc.). n addition, you can specify calculation methods, general ledger expense account numbers, and tax information for each earnings code. his data, combined with specific employee earnings information, is used to calculate the employee's actual wages. n example of an arnings ode isting is shown on page 173. etting p arnings odes n the Payroll etup menu, click arnings ode aintenance. arnings codes 01, 05, 06,, and have a predefined ype of arnings and a ethod of ntry that cannot be changed. hese codes are permanent and cannot be deleted. he description entered at the ccrual enefit escription field in the Payroll ptions window appears. f a third benefit type is not defined, this check box does not appear. n entry of will have no effect on the pay rate (regular earnings); an entry of will double the pay rate (double overtime pay). fter earnings are posted for an earnings code, the ype of arnings field cannot be changed until year-end processing has been completed. lick the Printer button to print an arnings ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to eduction ode aintenance. Payroll anual

28 28 hapter 2 sing the etup enu Processing Fringe enefits he Payroll module can perform the necessary tax calculations and provide reporting for processing taxable, noncash fringe benefits. When the Payroll module is properly set up, taxes are deducted automatically for all fringe benefits reported, and the net pay amount is adjusted. he fringe benefit amounts are properly recorded and reported on employee W-2 Forms. ultiple earnings codes can be set up as fringe benefits, and an automatic deduction will be established for the gross amount of the fringe benefits. efining Fringe enefit arnings and eduction odes arnings codes that are used to record fringe benefits must first be established in arnings ode aintenance with the fringe earnings type. he fringe earnings type is used to specify noncash fringe benefits (for example, life insurance or use of company automobile). When an earnings code with the fringe earnings type is entered in Payroll ata ntry, an offsetting line with deduction code F is created automatically to deduct the Fringe arnings line amount from the net check amount. eduction code F is a permanent record and cannot be deleted. he fringe benefit earnings are added to the gross wages. he fringe benefit information is included in the gross amount and is printed in the box labeled enefits included in ox 1 on your W-2 Forms. Fringe enefits and mployee aintenance he Fringe enefit field in the Federal ax ummary window in mployee aintenance is used to display year-to-date fringe benefit amounts (all earnings entered with the fringe earnings type) received by the current employee and reported as taxable income. his field can only be viewed. Reporting ips he Payroll module can perform the tax calculations and provide tip reporting. When the Payroll module is properly set up, taxes are deducted from taxable tips reported, and the net pay amount is adjusted. f necessary, tip differentials are applied automatically to bring the employees' wages up to the current minimum wage. Payroll anual

29 29 hapter 2 sing the etup enu n addition, the Payroll module calculates cumulative totals and prints the tax and tip information on W-2 Forms, in accordance with governmental regulations. f there is at least one employee with reportable tip earnings, a ip etail Report prints following the printing of the Quarterly ax Report. When a large amount of tips is reported with a smaller amount of wages, a negative check cannot be printed. o comply with the federal/state labor laws, employees must be issued a voucher reporting their wages/taxes for each pay period. se a negative deduction code with an amount equal to the negative net check amount. his results in the printing of a $0.00 check. his check is a void check, and the stub information prints the negative deduction code amount owed to the employer. For information on tip allocation, see llocating ips in the Help system. Payroll anual

30 30 hapter 2 sing the etup enu eduction ode aintenance se eduction ode aintenance to establish codes for voluntary payroll deductions (credit union deposits, insurance, etc.), and to establish calculation methods for each deduction. Voluntary deductions can be permanent and ongoing, or temporary and discontinued after the maximum amount of the deduction specified in the employee record has been reached (for example, repayment of a salary advance). his option can also be used to apply a specific deduction code to all or to a range of employees. o not use eduction ode aintenance for nonvoluntary deductions (federal and state withholding, F, etc.). onvoluntary deductions are a permanent part of the Payroll module and are maintained using ax able aintenance. n example of a eduction ode isting is shown on page 174. etting p eduction odes n the Payroll etup menu, click eduction ode aintenance. When printing W-2s, you can select up to four ox 12 codes to print. For more information, see W2 Form Printing. his field is available only for pension plan deduction types that have a limit entered at the tandard imit field. For more information, see Quarter and Year nd Processing. lick pply to validate the record and automatically write it to the mployee master file for a specified range of employees. his saves time if you want to apply a deduction code or change the standard limit amount or rate for a group of employees. licking ancel after clicking pply does not cancel changes made. Payroll anual

31 31 hapter 2 sing the etup enu ote When a deduction is calculated using the Percentage of et Wages calculation method which causes the check amount to be negative, the deduction amount is adjusted so that the check amount is equal to zero. eduction code 01 must be used for tips reported. his is a permanent record and cannot be deleted. f your payroll requires tip reporting, see Payroll ata ntry. eduction code F is a permanent record and cannot be deleted. For more information, see Processing Fringe enefits. fter deductions have been posted for a deduction code, the code cannot be deleted until year-end processing has been completed. he federal government allows employee contributions for qualified pension plans to be deducted from taxable wages before federal taxes are calculated. ost state and local jurisdictions also allow a reduction of taxable wages by pension plan deductions. wo types of deduction plans can be tax exempt: pension plans and cafeteria plans. For information detailing the requirements of qualified pension plan deductions, consult your accountant. lick the Printer button to print a eduction ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to epartment aintenance. Payroll anual

32 32 hapter 2 sing the etup enu pplying a eduction ode to a Range of mployees n the eduction ode aintenance window, click pply to apply a new deduction code or to apply changes to standard deduction rates for a group of employees. ote he deduction can reduce the taxable income only if the earnings code used with the deduction code is subject to the tax. f you select pdate oth at the djust tandard mount/rate, imit, or oth field, both the original deduction amount/rate and the original deduction limit must match the voluntary deduction information in the employee's record for the amount or rate and the limit to be adjusted. Reducing axable ncome n the eduction ode aintenance window, click axes to display the federal, state, and local taxes for a pension plan or cafeteria plan deduction code. se this window to indicate whether the taxable income is reduced as a result of the deduction. Payroll anual

33 33 hapter 2 sing the etup enu epartment aintenance se epartment aintenance to organize your payroll system by department, branch, division, store location, or profit center. p to 1,296 departments can be established. ach department can maintain its own payroll account numbers for purposes of reporting and posting to the general ledger. his option allows you to assign a number and name to each department and to specify the general ledger accounts to be posted to when checks are processed for an employee within a department. You can also specify the associated general ledger account numbers for tandard alary xpense, mployer's ax xpense, and alary xpense accounts for up to 10 separate earnings codes for each department. hese fields are available only if the llow G/ ccrual Postings check box is selected in the Payroll ptions window. For more information, see Process Payroll xpense and ax ccrual in the Help system. etting p epartments n the Payroll etup menu, click epartment aintenance. his is the default earnings expense account for earnings codes that post by department. he epartment feature is activated by selecting the Require epartments in Payroll check box in the Payroll ptions window. f the Require epartments in Payroll check box is cleared, enter information for department 00 only. Prior to processing payroll for the first time, you must enter general ledger account numbers for department 00. Payroll anual

34 34 hapter 2 sing the etup enu epartments also affect the numbering of your employees. he department number precedes the employee number entered in mployee aintenance. he department number assigned to each employee determines which general ledger accounts are posted to when a check is issued to the employee. dditionally, all reports containing employee information provide subtotals by department. y assigning unique alary xpense and mployer's ax xpense general ledger accounts to each department, amounts posted to each account reflect the activities for that department only. f you are integrating the General edger module with Payroll, the payroll expense amounts for each department are reflected on your financial statements and other General edger reports. ecurity y epartment n the epartment aintenance window, click ecurity to add an additional level of security to the Payroll module on a department-by-department basis. You can authorize a list of users or groups to access a department. nly the user or group codes entered have access to that department. f no authorized users or groups were defined for the department, ll sers appears and all users have department access. f a user attempts to access a window, report, or employee record for which they are not authorized, a not authorized dialog box appears. Payroll anual

35 35 hapter 2 sing the etup enu ata ntry and Report ecurity ll Payroll windows and reports, with the exception of Quarterly 941 Form Printing, Period nd Processing, and the entire Payroll etup menu, are secured. f security is required for these exceptions, access can be assigned using ibrary aster enu ecurity aintenance. uthorization is checked in four ways, depending on the nature of the window or report. f the window prompts for a single employee number, as in mployee aintenance, the selected employee number is verified against the authorized user codes in the epartment ecurity window in epartment aintenance. f the user is not authorized for the selected department, a not authorized dialog box appears and the selection is cancelled. f the window or report prompts for a range of employee numbers, as is done in the mployee isting, the user must be authorized for all departments in the range or the not authorized dialog box appears. f the window or report accesses all departments or an undefined range of departments, as in the Quarterly Pay Period Recap report, the user must be authorized for all departments defined in epartment aintenance. dditionally, when a user attempts to access any of the windows or reports that make up the payroll cycle, the user is denied access unless authorized for all departments of all employees in the current pay cycle. Payroll anual

36 36 hapter 2 sing the etup enu arnings n the epartment aintenance window, click the arnings tab to enter the earnings codes and general ledger expense accounts for earnings codes to which you do not want to post the tandard Payroll expense account for this department. For an explanation of earnings postings, see General edger ccount aintenance. lick the Printer button to print a epartment isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to ax able aintenance. Payroll anual

37 37 hapter 2 sing the etup enu ax able aintenance se ax able aintenance to set up and maintain tax information for federal, state, and local tax jurisdictions. ultiple state and local tax codes can be assigned to each employee. ax codes are used to calculate payroll taxes for each paycheck. Warning ax tables are system wide, not company specific. f you delete a tax code or filing status for one company, it affects all companies. Warning t is the user's responsibility to be aware of the tax obligations and the accuracy of the tax information used. he current tax tables for all 50 states, the istrict of olumbia, Puerto Rico, Virgin slands, and the nited tates Federal ax Jurisdictions are an integral part of the Payroll module. f the tax tables have not changed, or if you have no local or special tax codes to add to the file, it is not necessary for you to use this option for more than entering your company's federal tax identification number, specifying general ledger accrual accounts, and reviewing the tax calculation information. etting p ax ables ecause changes in tax laws affecting the calculation process often occur, ax able aintenance allows you to adjust the federal and state tax tables and to add any new tax codes. For tax table update information, contact est oftware. ecause of the changing nature of tax law and the ability of the user to change the tax calculation information provided in this package, est oftware cannot be responsible for the accuracy of the tax calculations performed by this payroll system. Payroll anual

38 38 hapter 2 sing the etup enu he ax able pdate disk contains all federal and state tax changes of which est oftware, nc. has been notified by a tax information service. (ome state changes may not be available until the first quarter of the following year.) You must keep your est oftware, nc. ubscription Plan current to receive the nnual ax able pdate. he ax able pdate consists of a single disk. o update your payroll system with the tax changes, install this disk using the standard installation procedure described in the echnical Reference and upport Guide (RG). ll federal and state tax changes are updated automatically; however, any states for which you have selected the xclude this able from ax pdate check box in the ax able aintenance window are excluded. o local tax information is updated by the ax able pdate disk. fter you complete the ax able pdate process for federal and state tax jurisdictions, you must manually enter any local tax rate changes using ax able aintenance. Payroll anual

39 39 hapter 2 sing the etup enu n the Payroll etup menu, click ax able aintenance. ype Fed at the tate field to access the federal tax record. ype at the tate field to access tables. For federal and state records, the current Rate, imit, and imit ype for correct tax calculations appear. o not change these values unless the tax law changes. lick dit teps to edit tax calculation steps. For federal and state records, the current tax calculation steps for correct tax calculations appear. o not change these values unless the tax law changes. For an explanation of the steps, see etermining ax alculation teps in the Help system. Payroll anual

40 40 hapter 2 sing the etup enu ote t is the responsibility of the employer to verify that the correct amount is withheld for their employees, and make any adjustments when the wage limit is reached. uring ystem tartup, you must: ccess the federal tax record to enter your federal tax identification number and general ledger account information. et up a minimum of one state tax code, even if your state does not have withholding tax. nter all other state and local codes you will use to establish the proper tax and general ledger information. ome tax jurisdictions require special procedures for allowing personal and dependent exemptions. For a listing of those jurisdictions, see pecial ax aintenance otes in the Help system. f any of your employees qualify for an arned ncome redit () and choose to have the federal withholding tax adjusted by this amount, you must also set up a state tax code called. n is a special credit allowed by the federal government to employees earning less than a minimum amount. eparate rates can be entered for each filing status (married and single) using the same procedure used for the state withholding tax tables. he rate for the credit is entered as a positive number. For an employee to receive the, the... ode field on the mployee aintenance Wages tab must be set to the proper filing status. f the employee earns less than the minimum amount specified in ax able aintenance, the credit is applied on the employee's paycheck as a negative deduction. he general ledger account number for the state code must be entered in ax able aintenance before you can apply an for an employee. ny applied against an employee check is posted to the general ledger account number specified in ax able aintenance. se the state tax code of and enter the account number for posting at the Withholding ax field. lick the Printer button to print a ax able isting. For more information, see Printing a ax able isting. Payroll anual

41 41 hapter 2 sing the etup enu Print the ax able isting before exiting this option to verify the accuracy of your tax tables. f your tax tables require adjustments, you must complete ystem tartup, and then return to ax able aintenance to make corrections. uring ystem tartup, you advance to abor ode aintenance. efining the Filing tatus n the ax able aintenance window, click Filing tatus. For federal and state records, the current filing status information for correct tax calculations appears. o not change this information unless the tax law changes. For a listing of commonly used filing status codes, see Filing tatus odes in the Help system. Payroll anual

42 42 hapter 2 sing the etup enu aintaining ax able nformation n the Filing tatus window, click ax able to add a new tax code or access an existing tax table. he current withholding tax tables for all 50 states, the istrict of olumbia, Virgin slands, Puerto Rico, and the nited tates Federal ax Jurisdictions are provided as an integral part of the Payroll module. s a result, these tables need to be accessed only if local tax reporting is selected using Payroll ptions, or if a change in federal or state withholding rates must be implemented. You can, however, access the tax tables at any time to review current tax table information. Payroll anual

43 43 hapter 2 sing the etup enu he Payroll module uses up to five tax tables, depending on the tax calculation steps specified. he current tax information displays for federal, state, or local records. o not change this information unless the tax law changes. You may, however, need to change this information if you are setting up a local or special tax code. he first tax table appears if tax calculation step 7 (pply ax able) is designated for the current tax code. he second tax table appears if tax calculation step (dd djustment) is designated for the current tax code. he third tax table appears if tax calculation step (dd urcharge) is designated for the current tax code. he fourth tax table appears if tax calculation step (pply xemptions) is designated for the current tax code. he fifth tax table appears if tax calculation step (pply redit %) is designated for the current tax code. f tax calculation step 1 (Percent of Federal) is selected, the taxable amounts that appear are based on federal withholdings. f tax calculation step P (Percent of tate) is selected, the taxable amounts are based on state withholdings. You cannot enter data in the ut ess han and mount Plus columns. his information is calculated automatically and inserted into the tax table after all of the amounts in the t east and Percentage of xcess columns are entered. Payroll anual

44 44 hapter 2 sing the etup enu djusting the axable ncome able n the Filing tatus window, click djustment able. he djust axable ncome table is used by states or localities requiring special adjustments of the taxable base prior to using the tax table calculations. hese adjustments increase or decrease the taxable base depending on the bracket in which the taxable base falls. f tax calculation step 1 (Percent of Federal) is selected and it precedes step (dd djustment), the taxable amounts that appear are based on federal withholdings. f tax calculation step P (Percent of tate) is selected and it precedes step, the taxable amounts are based on state withholdings. he adjusted taxable base is computed for each step independently of other steps. base amount is adjusted only if it corresponds to a step in the djust axable ncome table. f the base amount does not fall within any of the step limits, it is not changed. Payroll anual

45 45 hapter 2 sing the etup enu alculating a urcharge n the Filing tatus window, click urcharge able. urcharge tables are used only by certain states and localities that apply special surcharges to the calculated withholding tax amount. he surcharge either increases or decreases the withholding tax amount, depending on the base bracket (step) into which the taxable base falls. f tax calculation step 1 (Percent of Federal) is selected and it precedes step (dd urcharge), the taxable amounts that appear are based on federal withholdings. f tax calculation step P (Percent of tate) is selected and it precedes step, the taxable amounts are based on state withholdings. he surcharge is computed for each step independently of other steps. surcharge amount is applied only if the taxable base amount falls within the t east and ut ess han column amounts of one of the steps. Payroll anual

46 46 hapter 2 sing the etup enu alculating xemptions n the Filing tatus window, click xemption able. xemption tables are used to determine state and local taxes that have exemption amounts based on total taxable earnings. he xemption table amount decreases the taxable income depending on the base bracket (step) into which the total taxable earnings fall. You cannot enter data in the ut ess han column. his information is calculated automatically and inserted into the tax table after all the t east column amounts are entered. Payroll anual

47 47 hapter 2 sing the etup enu alculating redit Percentages n the Filing tatus window, click the redit able. redit Percentage tables are used to determine state and local taxes that apply special credits to the withholding tax based on the total taxable earnings. he credit percentage determined by this table decreases the withholding tax depending on the base bracket (step) into which the total taxable earnings fall. You cannot enter data in the ut ess han column. his information is calculated automatically and inserted into the tax table after all of the t east column amounts are entered. Payroll anual

48 48 hapter 2 sing the etup enu Printing a ax able isting n the ax able aintenance window, click the Printer button to print a ax able isting. Warning t is the user's responsibility to be aware of the tax obligations and the accuracy of the tax information used. ecause of the changing nature of tax law and the ability of the user to change the tax calculation information provided in this package, est oftware, nc. cannot be responsible for the accuracy of the tax calculations performed by this payroll system. he ax able isting provides a printed record of all information used to calculate payroll taxes. he titles on the ax able isting (PR P, P P, PRG F, etc.) are based on governmental tax reporting information and are not unique to a computerized payroll system. When printing this listing, you can print any combination of federal, state, or local tax codes. f you choose to print the state tables, you can print all or a selected portion of states. Finally, you can include or exclude the tax tables and/or the general ledger ccrual accounts. xamples of a ax able isting are shown on pages 175 and 176. f you are processing payroll manually, you are already familiar with the terminology and concepts. he listing is organized by tax jurisdictions (federal, state, and local). ach jurisdiction's listing is then divided by filing status (ingle, arried, arried Filing eparate, etc.). he accuracy of the information printed on the listing determines the accuracy of payroll tax calculations. Payroll anual

49 49 hapter 2 sing the etup enu Warning ax tables are system wide, not company specific. f a tax code or filing status is deleted, it affects all companies. heck the listing carefully, referencing the appropriate federal and state employer's tax guides. Verify the accuracy of any data entered. ote any changes that must be made to the ax able isting and make the necessary changes using ax able aintenance. abor ode aintenance ote f the Job ost module is integrated with Payroll, additional fields appear. For more information, refer to your Job ost manual. se abor ode aintenance to create and maintain labor codes identifying the type of work performed by each employee. hese codes are used to produce the abor istribution Report, which recaps labor costs by labor code. etting p abor odes n the Payroll etup menu, click abor ode aintenance. lick the Printer button to print a abor ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to Workers' ompensation aintenance. Payroll anual

50 50 hapter 2 sing the etup enu Workers' ompensation aintenance ote f your state requires an employee deduction, you must set up and apply the appropriate deduction using eduction ode aintenance. se Workers' ompensation aintenance to create and maintain workers' compensation codes. hese codes are used to calculate the workers' compensation tax amounts and produce the Workers' ompensation Report. Workers' ompensation aintenance allows you to set up the employer's portion of the Workers' ompensation tax. etting p Workers' ompensation odes n the Payroll etup menu, click Workers' ompensation aintenance. his field is available only if an option other than Fixed mount or ays Worked is selected at the alculation ethod field. o calculate workers' compensation for the state instead of the primary state, you must set up a workers' compensation code under the primary state, but enter the description, calculation method, rate, etc., of the state. fter records are posted for a workers' compensation code, the alculation ethod and vertime alc. ethod fields cannot be changed until year-end processing is completed. he Rate field can be changed; however, wait until the last payroll for the period selected at the ype of imit field has been processed before making any changes. hanges to the rate are not retroactive for previously processed payrolls; the change only affects future payrolls. lick the Printer button to print a Workers' ompensation ode isting. For printing instructions, see Printer ptions in the Help system. uring ystem tartup, you advance to enefit chedule aintenance. Payroll anual

51 51 hapter 2 sing the etup enu enefit ccruals he Payroll module calculates and reports the appropriate accruals automatically for three benefit types: vacation, sick leave, and an additional benefit defined by the user in Payroll ptions. ultiple benefit schedules can be created and maintained to accommodate different accrual rates, methods, and carry-over allowances for each of the three benefit types. he availability of benefits for employees can be determined based on either the annual limit or the amount accrued to date. his availability is set up in Payroll ptions. o benefit accrual postings are made to the general ledger; however, a enefit ccrual Report can be printed, which provides the detailed information necessary to create journal entries to update the general ledger enefit ccrual accounts. asics of enefit ccruals he basic rules of benefit accrual are as follows: Hours ligible = ccrued or imit Hours + arry-ver Hours vailable Hours = Hours ligible - Hours sed When based on an annual limit, benefit hours are not eligible until any delays have expired. When based on accrual, benefit hours are not eligible until they are both accrued and any delays have expired. enefit hours can accrue in a variety of ways based on the information entered in Payroll ptions and enefit chedule aintenance. Payroll anual

52 52 hapter 2 sing the etup enu n Payroll ptions enefit hours can be based on the annual limit amount (available all at once after a possible delay period) or on an accrued basis (where benefits are available as they are accumulated over time), as dictated by the benefit schedule associated with the employee. n either case, hours should be accrued at a rate that will bring the accrued hours to the annual limit by year end. his is needed to properly compute carry-over hours at the end of the year. arry-over and/or used hours can be applied to an annual limit, so that the sum of the hours accrued plus the carry-over hours minus the hours used cannot exceed the annual limit. n enefit chedule aintenance he accrual method determines at what interval accruals are to be made. he rate method can be based on a fixed multiplier (accrual rate) or a table of accruals, allowing up to 20 steps based on dates from hire or anniversary. he delay period can delay the start of accrual of benefit hours by 1 to 999 days after the hire date. arry-over hours and hours based on an annual limit are not subject to this condition. he eligibility waiting period provides an additional delay after benefit hours have accrued. waiting period of 1 to 12 months before the accrued hours become available for use can be entered. arry-over hours and hours based on an annual limit are not subject to this condition. ligibility hours are not available, regardless of benefit hours accrued or hours eligible based on an annual limit, until 1 to 12 months after the hire date. ll hours (carry-over hours and hours based on a limit or accrual) are subject to this condition. Payroll anual

53 53 hapter 2 sing the etup enu efining ccrual Rates and ethods he calculation of benefit accruals depends on the accrual method and accrual rate defined in enefit chedule aintenance. he rate at which a benefit accrues using the Hourly method equals the number of hours worked multiplied by the accrual rate. he rate at which a benefit accrues using the ollars Paid method equals the wages paid multiplied by the accrual rate. he rate at which a benefit accrues using the aily method equals the number of days worked multiplied by the accrual rate. he rate at which a benefit accrues using the Weekly method equals the number of weeks worked multiplied by the accrual rate. he rate at which a benefit accrues using the heck method equals the number of employee checks issued multiplied by the accrual rate. he rate at which a benefit accrues using the Fixed method is equal to the number of hours per year. his amount is accrued automatically as a part of year-end processing. Pay ycles he following is a list of employee pay cycles. umber of Pay tandard umber of Pay ycle Periods Per Year Hours Per Pay ycle aily Weekly iweekly emi-onthly onthly Quarterly nnually Payroll anual

54 54 hapter 2 sing the etup enu alculating arry-ver llowances he carry-over hours for an employee's benefit type are updated during year-end processing. he new carry-over hours are set to the hours accrued plus the carry-over hours minus the hours used, with a maximum of the carry-over allowance from the benefit schedule specified for that employee. xample: arry-ver (2003) = ccrued + arry-ver (2002) - sed etermining enefit vailability he number of benefit hours available to an employee is based on the selection at the ase enefit vailability on field in the Payroll ptions window. f imit is selected at the ase enefit vailability on field, the availability of employee benefits is based on the annual limit for the benefit entered in mployee aintenance plus the carry-over allowance minus the amount used for the benefit entered in Payroll ata ntry. f ccrual is selected at the ase enefit vailability on field, the availability of employee benefits is based on the accrual amount accumulated during normal Payroll processing plus the carry-over allowance minus the amount used for the benefit entered in Payroll ata ntry. Payroll anual

55 55 hapter 2 sing the etup enu etting enefit ccrual imits he number of hours to be accrued for an employee can be further limited based on the entry at the Hours to use for enefit imit field in the Payroll ptions window. f ccrued+arry ver is selected at the Hours to use for enefit imit field, the accrual of employee benefits stops when the hours accrued plus the carry-over hours equal or exceed the annual limit for the benefit schedule. f ccrued+arry ver-sed is selected at the Hours to use for enefit imit field, the accrual of employee benefits stops when the hours accrued plus the carry-over hours minus the hours used exceed the annual limit for the benefit schedule. f ccrued Hours nly is selected at the Hours to use for enefit imit field, carry-over hours and hours used have no effect on the number of hours that can be accrued. sing the Periodic enefit ccrual tility he Periodic enefit ccrual utility is an additional method that can be used to calculate benefit accruals on a user-defined schedule. f Periodic ccrual & ata ntry is selected at the llow enefit ccruals from field in the Payroll ptions window, you have the option to process benefit accruals through the normal payroll cycle and in Periodic enefit ccrual. f ata ntry nly is selected, you must process all benefit accruals through the normal payroll cycle. f Periodic ccrual nly is selected, you must process all benefit accruals using Periodic enefit ccrual. o benefit accrual postings are made to the general ledger; however, a enefit ccrual Report can be printed that provides the detailed information necessary to create journal entries to update the general ledger enefit ccrual accounts. Payroll anual

56 56 hapter 2 sing the etup enu enefit chedule aintenance se enefit chedule aintenance to establish and maintain schedule codes to identify accrual benefit methods, limits, and carry-over allowances for all three benefit types. When these codes are assigned to each employee using mployee aintenance, benefits can be accrued automatically during the payroll update and during year-end processing, or benefits can be accrued at any user-defined interval using Periodic enefit ccrual. etting p enefit chedule odes n the Payroll etup menu, click enefit chedule aintenance. f a third user-defined benefit type is not defined in Payroll ptions, the fields for the third benefit type will not appear. lick the Printer button to print a enefit chedule isting. For printing instructions, see Printer ptions in the Help system. Payroll anual

57 57 hapter 2 sing the etup enu efining a able Rate n the enefit chedule aintenance window, click Rate able to enter the range and rate for which benefits accrue. he ccrual Rate table is available only when able Rate is selected at the Rate ethod field in the enefit chedule aintenance window. Payroll anual

58 58 hapter 2 sing the etup enu pplying enefit chedule imits to a Range of mployees n the enefit chedule aintenance window, click pply to apply new benefit schedule limits to a group of employees already assigned to this benefit schedule. he annual limits of all employees who fall within the criteria selected, and who are assigned to this schedule code are reset to the specified hours per year. You have completed ystem tartup for your Payroll module. Payroll anual

59 sing the ain enu hapter 3 Payroll ain enu hapter 59 3 Warning he information used to produce the payroll audit reports is available only up to the time the information is posted to the permanent files during the update process. his process takes place after the checks and heck Register are printed. You must print the necessary reports before payroll checks are printed and updated. he Payroll ain menu contains the options used to create the mployee master file, perform routine payroll processing tasks, and print checks and payroll audit reports. he Payroll ain menu provides detailed data entry audit reports used to check the accuracy of the information entered in Payroll ata ntry before checks are printed. hese reports can also be used to provide up-to-date management reporting of deduction, employer tax benefits, and labor distribution information. ain menu options: mployee aintenance Payroll ata ntry Payroll ax alculation Payroll ata ntry udit Report arnings Register enefits Register eduction Register abor istribution Report mployer's xpense ummary Pre-heck Register heck Printing heck Register/pdate aily ransaction Register Payroll anual

60 60 hapter 3 sing the ain enu mployee aintenance se mployee aintenance to create and maintain detailed records for each of your employees. his option provides several major functions that allow you to set up, maintain, and inquire about employees by selecting the appropriate buttons on the ain tab. Warning ecause of the complexity of the payroll calculations and their dependence on information in the employee records, it is important that all employee records are complete and correct before attempting to process any payroll that relies on them. ote Regardless of the numbering method chosen, you can use the ookup button in the Payroll module to obtain a listing of employees in employee name or employee number sequence when an employee number is required for entry. uring ystem tartup, you build an mployee master file containing records for each of your employees. You can access and retrieve information from the files previously established (arnings ode, eduction ode, abor ode, etc.) to speed the data entry process. For more information, see epartment aintenance. etermining mployee umbering ethods You can assign up to seven characters to identify each employee. You can use numbers, letters, or a combination of both. f you are using the epartment feature, the two-character department number must precede the employee number. For example, an entry of displays as , and an entry of 02JH displays as 02-JH. f you use only numbers for the employee number, leading zeros are inserted automatically. For example, an entry of 150 displays as f letters are used, no leading zeros are inserted. ecause employee numbers are used to identify all payroll transactions, it is important that your employee numbering method meets your requirements. When choosing your numbering method, remember that most payroll reports can be sorted by employee number, sort field, employee name, or social security number. You can use the ort Field on the mployee aintenance ain tab to enter information such as job type, union affiliation, etc. Payroll anual

61 61 hapter 3 sing the ain enu ntering mployee nformation n the Payroll ain menu, click mployee aintenance. his field displays as erm/nact ate, nactive ate, or ermination ate, depending on the employee's current status. his field and its corresponding omment field can only be viewed. When creating a new employee record, if you click ancel, all information entered for that employee is removed. his check box is available only if the Require irect eposit check box is selected in the Payroll ptions window. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. f a pre-note was sent or approved for an employee and you modify the last name or first name, you must send another pre-note for all bank accounts for the employee before processing direct deposits. For more information, see stablishing irect eposits. Payroll anual

62 62 hapter 3 sing the ain enu aintaining mployee emos n the data entry window, click the emo button to create and maintain memos containing information pertinent to a specific employee (for example, recaps of employee reviews or work/performance history). he reminder date is used in mployee emo Printing to print all memos with information related to a specific time frame. ype text into the window. s the text reaches the end of each line, it wraps automatically to the next line. Payroll anual

63 63 hapter 3 sing the ain enu isplaying arnings and Vacation History n the mployee aintenance ain tab, click arnings to inquire into an employee's earnings and vacation history. nformation stored and maintained includes quarter-to-date and year-to-date earnings by earnings code, and a record of vacation, sick leave, and benefit hours. When payroll is processed for the employee, this information is updated automatically, based on the earnings codes established in arnings ode aintenance and on the benefit schedule assigned to the employee. ote f a third benefit type (other than vacation and sick leave) is not defined in Payroll ptions, the third benefit line does not display. o obtain an accurate enefit ccrual Report, enter any accrued vacation, sick leave, or benefit information for each employee. f history information is not entered, the benefit accrual history for each employee reflects the activity from the time the Payroll module was installed. arnings information can only be viewed. lick Vacation, ick, or the third (user-defined) benefit button to display information for that particular benefit. Payroll anual

64 64 hapter 3 sing the ain enu ote zero amount at the nnual imit field for a benefit type indicates that the benefit is not being accrued for the employee. f a number other than 0 is entered at the ligibility Wait field in the enefit chedule aintenance window, a dialog box similar to the following appears when you click Vacation, ick, or the third (user-defined) benefit button. f you are converting your payroll at a time other than the beginning of the payroll year, you may want to enter information at the Hours ccrued and Hours sed fields. hese fields are updated automatically as earnings are processed for this employee. Payroll anual

65 65 hapter 3 sing the ain enu ntering Voluntary eductions n the mployee aintenance ain tab, click eductions to enter voluntary deduction information (for example, insurance, credit union, or contributions) in employee records. his deduction information is based on the codes set up in eduction ode aintenance, and is used to calculate automatic deductions during payroll processing. You can also review employee quarter-to-date or year-to-date deduction totals for each deduction code. he eduction ype, ed. alance, and calculation method fields can only be viewed. eduction code types and the calculation method can be changed using eduction ode aintenance. Payroll anual

66 66 hapter 3 sing the ain enu isplaying ax ummary nformation n the mployee aintenance ain tab, click ax ummary to display a quarter-to-date and year-to-date summary of the wages subject to taxes and the tax amounts withheld for the specified employee. o access local tax summary information, select the state code at the tate field representing the state in which the local jurisdiction exists. lick elete to remove the tax record from the file. he elete button is available only if there is no data on file for the tax code entered and neither the primary state nor primary local code was entered for the current employee. When creating a new employee record, state and local tax codes must be defined on the mployee aintenance Wages tab (even if default codes are established in Payroll ptions) before the codes are accessible in the tate and ocal ax ummary window. Payroll anual

67 67 hapter 3 sing the ain enu ote he quarter-to-date and year-to-date wages and tax deduction information can only be viewed. isplaying Federal ax ummary nformation n the tate and ocal ax ummary window, click Federal to view federal tax summary information. Payroll anual

68 68 hapter 3 sing the ain enu ote n employee status cannot be changed to terminated or inactive if Payroll ata ntry is in progress. For more information, see hanging the tatus of a erminated or nactive mployee. hanging the tatus of an mployee n the mployee aintenance ain tab, click hange tatus to terminate, inactivate, or reactivate an employee. se this feature to isolate an employee record from the Payroll ata ntry process, excluding it from future processing activities. lick elete to remove a terminated employee's record. he elete button is available only if the employee's record contains no payroll data for the current year. When accessing mployee aintenance, an employee status of *** erminated *** or *** nactive *** appears at the top of the window for terminated and inactive employees. f the Reactivate mployees uring ata ntry check box is cleared in the Payroll ptions window, the record for a terminated/inactive employee is locked from data entry and remains on file, allowing a W-2 Form to print. nly terminated employees are removed during year-end processing. erminating or inactivating employees does not increase the available file space; it only prevents accidental payment. Payroll anual

69 69 hapter 3 sing the ain enu ssigning a ew mployee umber n the mployee aintenance ain tab, click Renumber to assign a new employee number to any employee currently in the mployee master file. f departments are used, you must precede the new employee number with a department number. ote f a pre-note was sent or approved for the employee and you modify the employee number, you must send another pre-note for all bank accounts for that employee before processing direct deposits. he old employee number can be reused for another employee at any time. You can also use this option to change an employee's department. ssigning a new number or department automatically changes all associated employee records and history files. o change an employee number, all payroll data entry must be completed. f payroll data entry is in progress, the annot change employee number with Payroll ata ntry in progress message appears. f this occurs, you must verify that all payroll activity has been completed before changing the employee number. mployee numbers cannot be duplicated, even if the employees are in different departments. Payroll anual

70 70 hapter 3 sing the ain enu ote his feature is available only if the Require irect eposit check box is selected in the Payroll ptions window, and the irect eposit check box is selected on the mployee aintenance ain tab. stablishing irect eposits n the mployee aintenance ain tab, click irect eposit to establish the distribution of net pay amounts up to a maximum of eight separate bank accounts for direct deposit participants. he distribution can be made as a fixed amount, as a percentage of net pay, or as a percentage of gross pay. lick ove p and ove own to rearrange the order of the accounts displayed, changing the priority of the distribution. lick Reset to display the bank account information previously saved for the employee. he irect eposit Processing feature allows you to enter direct deposit transactions as part of your payroll. fter these transactions are created in the Payroll module, they can be transmitted to financial institutions using a irect eposit nterface module provided by aster evelopers. stablishing a direct deposit program requires some lead time to implement the required policies and procedures for your organization. You must first work with your financial institution to determine the appropriate direct deposit interface. hen you must obtain bank account information from your employees, and obtain the correct approvals from your financial institution in order to transmit direct deposits. e sure to include this lead time (normally about 8 weeks) into your company's direct deposit implementation plan. Payroll anual

71 71 hapter 3 sing the ain enu irect eposit ransmission apability he Payroll module generates registers that detail the transactions required for direct deposit processing. o actually send transmissions to your financial institution, a irect eposit nterface module tailored to the needs of your particular financial institution is required. ontact your financial institution for details about its direct deposit transmission requirements. You also need to contact an authorized Reseller for the name of a aster eveloper to obtain an appropriate irect eposit nterface module. fter you have obtained and installed the appropriate interface, you can begin creating files for direct deposit transmissions using the Payroll module. etting p irect eposit o implement a direct deposit program for your employees, you must first work with your financial institution to determine its particular requirements. his would include a discussion of any fees, specifications, and paperwork required. You must then use Payroll ptions to determine how direct deposit processing will be used for your company. everal fields must be set up in the Payroll ptions window before you begin using direct deposit. elect the Require irect eposit check box to activate the direct deposit capabilities. o allow your employees to direct deposit a portion of their net pay and have the remainder printed on a check, select the llow Partial llocation of heck mount check box. o simplify the direct deposit process, some companies require employees who participate in their irect eposit program to distribute 100 percent of their net pay to their direct deposit accounts. f your company policy requires 100 percent distribution of net pay, clear the llow Partial llocation of heck mount check box; no partial checks will print, and any undistributed net pay will be deposited to the last approved bank account listed in the mployee aintenance irect eposits window for the employee. he Print irect eposit tubs check box in the Payroll ptions window allows you to print either direct deposit stubs or void checks for distribution to direct deposit participants who have 100 percent of their net pay allocated to direct deposit. irect deposit stubs can be printed and inserted into the payroll check envelope as an information-only voucher. his voucher notifies direct deposit participants of the amounts being deposited. Payroll anual

72 72 hapter 3 sing the ain enu sing stubs in lieu of printing void checks can save you money by requiring less check stock to be used. f you decide to print direct deposit stubs, you must also type a number at the ext irect eposit tub umber field. You can customize the format of your direct deposit stub. fter setting up the appropriate options, use ank ode aintenance to establish the company account from which payroll funds will be transferred. Funds from this account are then transmitted to the appropriate direct deposit accounts for your employees. o do this, enter the appropriate bank code and complete the direct deposit fields. nter the bank account number, bank name, account type (checking or savings), routing transit number, and indicate that a pre-note has not yet been approved by clearing the Pre-ote pproved check box. efore you can begin using this account for direct deposit, it must be approved by your financial institution for direct deposit processing. fter approval, the Pre-ote pproved check box must be selected. onsult with your financial institution about its direct deposit requirements for your company account. fter the company account is established, you must specify the number of accounts to which you will allow your employees to distribute their pay. n the Payroll module, employees can distribute their pay to up to eight separate bank accounts. ost commonly, however, employers limit their employees to no more than two direct deposit accounts because of the handling costs associated with each individual transaction. fter you determine the number of accounts allowed per employee, provide your employees with a direct deposit enrollment form that allows them to indicate the bank accounts into which they want their payroll checks deposited. Your employees must attach to this enrollment form a void check or deposit slip from every account into which they want to make deposits. From these documents, you can obtain the exact bank account numbers and routing/transit numbers of the employees' accounts. Your employees also need to indicate how they want to distribute their funds. hey can deposit a fixed amount, a percentage of net pay, or a percentage of gross pay into each direct deposit account. hey also need to indicate which account is the primary account, secondary account, and so on, so that funds are distributed properly. Payroll anual

73 73 hapter 3 sing the ain enu etting p mployees uring irect eposit aintenance sing the information you obtain from your employees, in the mployee aintenance irect eposits window, enter each of the accounts that the employee wants to use for direct deposit. s amounts are deposited to accounts, the eposited Y field is updated automatically. o deposit funds to two account types (for example, savings and checking) for an employee, and both use the same bank account number, you must create only one bank account entry with the combined percentage or amount. t is up to the employee to make arrangements for the bank to split the funds on receipt. Failure to adhere to this procedure may result in incorrect postings to the employee's bank account. he last account entered is a catchall for leftover funds. f the llow Partial llocation of heck mount check box is selected in the Payroll ptions window, any remainder of the net pay not distributed to these accounts is printed on a check. f none of the accounts are approved for direct deposit, the entire net pay amount is printed on a check. f the llow Partial llocation of heck mount check box is cleared, (all funds must be deposited somewhere, and no check is printed for an employee who is using direct deposit), the last approved account entered will be the destination of any funds not already distributed to the previous accounts. For example, an employee may want to deposit $50.00 of each paycheck to a hristmas lub account, $ of each paycheck to a savings account, and 100 percent of the remaining net pay to a checking account. f these accounts are entered in this order, all remaining funds, after the first two distributions are made, will be sent to the checking account. n employee is never paid more than 100 percent of the net pay. he Pre-ote ent field is used to indicate whether a pre-note has been sent or approved for an account. irect deposits cannot be made into an employee's account until a pre-note is approved for that account. his field defaults to o to allow this bank account to be included in the next batch of accounts transmitted for pre-note approval. For more information, see Pre-ote Process. Payroll anual

74 74 hapter 3 sing the ain enu Pre-ote Process very employee bank account involved in direct deposit must go through the Pre-ote process to determine that a deposit can be successfully transmitted. pre-note is a zero-dollar amount credit that is sent to the employee's bank account before a direct deposit can be made to this account. his Pre-ote process ensures that the routing/transit numbers and bank account numbers are correct, so that the bank can successfully receive a credit to that account. n the Payroll irect eposit menu, click Pre-ote election Register to select accounts that must have a pre-note sent for approval. ll employee bank accounts that have o selected at the Pre-ote ent field in the mployee aintenance irect eposits window are selected automatically for pre-note processing and are printed on the Pre-ote election Register. fter the Pre-ote election Register is printed and updated, the Pre-ote ent field is set to Yes and the pre-note sent date is updated. Working with your financial institution and using your irect eposit nterface module, you can transmit the required information for approval. he approval process for pre-notes takes 10 business days, excluding bank holidays. You will normally receive no confirmation of accounts that had successful pre-note transmissions; you are notified only of those pre-note transmissions that were rejected. fter 10 days, you can consider all pre-notes for which you received no rejection to be approved, and those accounts can be considered ready to process direct deposit transactions. fter 10 days, on the Payroll irect eposit menu, click Pre-ote pproval Register to update the Pre-ote ent field from Yes to pproved in the mployee aintenance irect eposits window for all accounts that are approved. When you begin a new payroll cycle, you are reminded if there are any pre-notes that have been sent but not yet approved. You are also given the option to approve pre-notes at that time, so that newly approved accounts can begin direct deposit processing in the current payroll cycle. For accounts that were rejected, return to the irect eposits window in mployee aintenance to double-check your entries and make any necessary corrections. f any changes are made, the Pre-ote ent field is set to o to force a pre-note to be sent again for the account during the pre-note selection approval process. Payroll anual

75 75 hapter 3 sing the ain enu fter an employee bank account is approved, you cannot change the employee number, employee first or last name, bank account number, account type, or routing/transit number of an account without again going through the Pre-ote process for that account. You can, however, change the amount to be deposited, the distribution method, the order of the accounts in the employee's record, and the description. ny new account to which an employee wants to make deposits must go through the Pre-ote process before direct deposits can be processed for the account. You can delete an approved account if an employee wants to remove an account from the list. onsult with your financial institution for complete details on the Pre-ote approval process. Processing Payroll sing irect eposit When using direct deposit, process your payroll as you normally would, with the following differences: fter you complete Payroll ata ntry and Payroll ax alculation, verify the direct deposit distributions calculated for your employees on the Payroll ata ntry udit Report. irect deposit amounts display on the report, along with employee check information. f the direct deposit information is incorrect, return to the irect eposits window in mployee aintenance, make corrections to the employee's distribution, perform Payroll ax alculation again, and print the Payroll ata ntry udit Report to verify the amounts. uring heck Printing, you must enter an effective date. his is the date that funds are scheduled to be available in your company account for transfer to the employee's accounts (the date that direct deposit takes place). his date may need to be adjusted to allow for weekends and holidays, as your financial institution instructs. fter the heck Printing process is completed, you are prompted to print direct deposit stubs if the Print irect eposit tubs check box is selected in the Payroll ptions window. fter the heck Register prints, you are prompted to print a irect eposit Register. t this time, you can enter a direct deposit comment for the current payroll batch. his comment defaults to the current payroll period-ending date; however, you can make another entry. his comment appears on the employee's bank statement and prints in the ank Reconciliation module to identify this particular deposit. Payroll anual

76 76 hapter 3 sing the ain enu o print checks for employees and produce no direct deposits on a particular check run, (for example, to print bonus checks), clear the ir eposit check box in the Payroll ata ntry window. ll checks in this payroll run are printed, and no direct deposits are produced. pdating the irect eposit Register he direct deposit batch number is taken from the general ledger source journal for the payroll. f Year nd or Period nd is selected at the Journal umber Reset field in the General edger ptions window, the general ledger source journal numbers are reset to 0001 at year end or period end. uring the next direct deposit, the general ledger source journal may match an existing direct deposit batch number. f this occurs, a message appears indicating that the irect eposit Register cannot be updated. f year-end processing is not completed, select o not reset at the Journal umber Reset field in the General edger ptions window and retain the direct deposit batch information. f year-end processing is completed and there is no way to purge the direct deposit batches, use ource Journal aintenance to change the register number for payroll. he new register number should be greater than the last check register number prior to completing year-end processing. ransmitting Payroll ransactions o transmit direct deposit transactions to your financial institution, you can obtain an appropriate irect eposit nterface module from an authorized aster eveloper. When this module is installed, two additional options become available on the Payroll irect eposit menu: Generate ir ep nterface File and irect eposit nterface etup. hese options are used only for the direct deposit interface process. For specific instructions on how to use these options, refer to the direct deposit interface documentation provided by your authorized aster eveloper. epending on your financial institution's requirements, it may be possible to communicate the direct deposit transactions without a irect eposit nterface module by using a printed copy of the irect eposit Register. Payroll anual

77 77 hapter 3 sing the ain enu ntering Wages nformation n the mployee aintenance window, click the Wages tab to enter employee pay cycles, pay rates, and tax filing status information. his field is available only if the Require ocal ax Reporting check box is selected in the Payroll ptions window. lick ycle Hrs to calculate default hours for the employee. he default hours are calculated by dividing the number entered at the Hours in a Work Year field in the Payroll ptions window by the number of pay cycles per year, as determined by the pay cycle specified for the employee. hese fields are available only if the rack hanges to mployee Pay Rate 1 check box is selected in the Payroll ptions window. Payroll anual

78 78 hapter 3 sing the ain enu alaried employees are normally exempt from overtime pay. his means that the employer is not obliged to pay for any extra hours worked by the employee beyond the standard working hours. xempt salaried employees have the vertime xempt check box selected on the mployee aintenance Wages tab. sing Payroll ata ntry, you can enter overtime earnings or override the standard hours for regular earnings entry. You may want to pay overtime to exempt salary employees on an exception basis. You may also want to factor the employee's salary amount by any nonpaid hours taken off by the employee. o adjust an employee's salary amount, or to calculate any overtime rates, a base hourly rate is calculated by dividing the salary amount by the standard hours worked by the employee. he base hours are determined at the utopay Hours field on the mployee aintenance Wages tab. f the number of hours entered for regular pay is less than the standard number of hours, the salary amount is recalculated based on the base hourly rate. f the number of hours entered is greater than the standard number of hours, the employee is paid the standard salary amount. For nonexempt salaried employees, the base hourly rate is calculated by dividing the salary amount at the Pay Rate 1 field by the amount at the utopay Hours field. onexempt salaried employees have the vertime xempt check box cleared. sing Payroll ata ntry, you can enter overtime earnings for hours worked that exceed the employee's standard autopay hours. hese hours are entered using an overtime earnings code established with a 1.5 pay rate multiplier. f the number of hours entered for regular pay is less than the standard number of hours, the salary amount is recalculated based on the base hourly rate. f the number of hours entered is greater than the standard number of hours, the employee is paid the standard salary amount (Pay Rate 1) and the hourly rate is recalculated based on the number of hours entered. For more information on overtime rates, see alculate Hourly mployee vertime Rates in the Help system. Payroll anual

79 79 hapter 3 sing the ain enu ote For more information, see pecial ax aintenance otes in the Help system. isplaying ax tatus nformation n the mployee aintenance Wages tab, click ax tatus to display tax status information. he tax status information for a specific employee must be defined separately for federal, state, and local (if applicable) tax jurisdictions. he ocal column is available only if the Require ocal ax Reporting check box is selected in the Payroll ptions window. f you use multiple states or local codes for an employee, click after each entry to enter the next code. nly one code appears at a time. Payroll anual

80 80 hapter 3 sing the ain enu ote f a direct deposit amount exists for a check, the heck mount column displays the sum of the check amount and the direct deposit amount, and an asterisk (*) prints after the check amount. Viewing heck History n the mployee aintenance window, click the hecks tab to view a list of payroll checks and related information for an employee. se this tab to view an employee's check history without printing a Payroll heck History Report. lick the earch button to perform a check search. f you sort by check number, enter a check number or direct deposit stub number (precede the direct deposit stub number with a ). he information provided by this option can only be viewed. Payroll anual

81 81 hapter 3 sing the ain enu Payroll ata ntry se Payroll ata ntry to enter all earnings and deduction information needed to calculate and print payroll checks for the current payroll cycle. You can automatically apply standard earnings and deductions for salaried and hourly employees working regular hours, or you can use the elective Payment ntry feature to enter regular and overtime hours, sick pay, vacation, bonuses, and voluntary deductions. nformation for manually prepared payroll checks can also be entered in Payroll ata ntry. Warning ll payroll activity updates to the current quarter. o process activity for a future quarter, do not input that information until quarter-end processing has been performed. Warning lick lear only if you want to cancel all entries made in the current pay cycle. f you are currently in ystem tartup, and you are not installing your Payroll module at the beginning of a calendar year, use Payroll ata ntry to enter year-to-date earnings, deductions, and taxes. his information brings your payroll totals up to date. f you are paying employees subject to overtime any bonus pay, make sure that their overtime rate is in compliance with ection 7(e) of the Fair abor tandards ct. ertain types of bonus pay may require you to manually compute an adjusted overtime rate of pay for your employees. electing Payroll ycle ata n the Payroll ain menu, click Payroll ata ntry. lick lear to clear all defaults and all previously selected cycle and printed check data for the current pay cycle from the system. he irect eposit check box is available only if the Print hecks check box is selected in the Pay ycle window and the Require irect eposit check box is selected in the Payroll ptions window. For more information, see stablishing irect eposits. Payroll anual

82 82 hapter 3 sing the ain enu f you enter data for a payroll cycle, exit Payroll ata ntry, print checks, and then reenter Payroll ata ntry before the payroll cycle is completed, the following dialog box appears. f you are beginning a new payroll cycle and a pay cycle displays at the Pay ycle field in the Pay ycle window, print the heck Register to check which records need to be updated. f any pre-notes have been sent but not approved, the following dialog box appears. For more information, see Pre-ote pproval Register. etting efault abs n the Pay ycle window, click abs to set default tab settings for the data fields on the Payroll ata ntry ines tab. he tabs selected here determine those fields that are tabbed to during the data entry process. he actual fields displayed depend on the selections in the Payroll ptions window regarding multistate payroll, departments, etc. Payroll anual

83 83 hapter 3 sing the ain enu ntering imeard ata n the Pay ycle window, click imeard to pull payroll data entries entered through the imeard module. he imeard button is available only if the imeard module is integrated with Payroll. For more information, refer to your imeard manual. Processing utomatic Payments n the Pay ycle window, click uto Pay to prepare standard pay information based on the information contained in the mployee master file. his information can be prepared for all active employees, or a range of active employees. arnings codes with fringe types cannot be entered for automatic payment. Factor Regular arnings for alaried mployees check box appears if you enter a number of hours at the Hours 1 field that differs from the hours at the tandard Hours for this Payroll ycle field, and you are paying salaried employees. Payroll anual

84 84 hapter 3 sing the ain enu When utomatic Payment processing is complete, the following dialog box appears. lick Yes to return to the Pay ycle window to set up another group of employees, or click o if you do not want to select more employees for automatic payment. f payment information for a few employees varies for a particular pay period (for example, overtime or a change in hours worked), it may be faster to select all employee records for automatic payment and then use the elective Payment ntry feature to adjust individual records. o distribute employee earnings information to many departments or labor codes, it may be best to use the utomatic Payment feature for employees whose pay does not fluctuate (salaried employees) and then selectively enter payments for any other employees. How you can best use the utomatic Payment feature depends on the size and variations in your payroll. You can try different combinations of the utomatic Payment and elective Payment ntry features until you find the most efficient method for your needs. Payroll anual

85 85 hapter 3 sing the ain enu ote You can adjust the header and check line detail for any check entered but not printed and updated to the permanent files. Processing elective Payments When you have specified the pay cycle defaults and completed any automatic payment entries, you can enter payment information for employees not selected for automatic payment. You can also enter changes and/or additions to those employees selected for automatic payment. nformation can be entered for manual (handwritten) checks and payroll information during ystem tartup. lick the earch button to list all employee numbers for which an entry exists. his field is available only if Yes is selected at the Print heck field, if the irect eposit check box is selected on the mployee aintenance ain tab, or if the Require irect eposit check box is selected in the Payroll ptions window. lick the emo button to display employee memos. For more information, see aintaining mployee emos. lick Pay ycle to select payroll cycle data. For more information, see electing Payroll ycle ata. You can access the ank, heck o., heck ate, and heck mount fields on the Payroll ata ntry Header tab only if o is selected at the Print heck field. f Yes or Printed is selected at the Print heck field, these fields are maintained automatically by the system when the checks are processed. f a direct deposit stub number is entered at the heck o. field, a zero displays at the heck mount field, and the field is disabled. Payroll anual

86 86 hapter 3 sing the ain enu ote se the rowse buttons at the bottom of the Payroll ata ntry window to browse the entire ata ntry file, regardless of the pay cycle. electing the ext mployee in the Pay ycle n the Payroll ata ntry window, click the ext mployee icon at the mployee o. field to browse through all active records in the mployee master file to locate the next employee in the current pay cycle. When the last record is encountered, the system continues to browse, starting with the first record. he system browses the records for only active employees set up for the selected pay cycle. For example, if a weekly pay cycle is selected, the system browses only the records for active employees set up with a weekly pay cycle. hanging the tatus of a erminated or nactive mployee ote his feature is available only if the Reactivate mployees uring ata ntry check box is selected in the Payroll ptions window. n the Payroll ata ntry window, click the earch button at the mployee o. field to list terminated and inactive employees. You can select an employee from the erminated/nactive mployee ist (or enter the employee number at the mployee o. field) and change the status to active for terminated and inactive employees. When the system prompts you with a message (nactive employee. o you want to reactivate? or erminated employee. o you want to reactivate?), click Yes to process a payroll check for the employee. f a password was typed at the Reactivate mployee Password field in the Payroll ptions window, you must type the password before you can reactivate the employee. Payroll anual

87 87 hapter 3 sing the ain enu pplying utomatic eductions n the Payroll ata ntry window, click eductions to automatically display and apply all deductions. he eductions button is available after you select the ines tab. his feature is available only if the uto ed check box is selected on the Header tab and if the current entry is a new data entry record. ote f you are maintaining an automatic payment or previously entered check, or if the uto eductions check box is cleared in the Pay ycle window, this dialog box does not appear. f you click ccept to complete a new payment entry for an employee without clicking eductions, and if the uto ed check box is selected on the Header tab, the following dialog box appears. he default (Yes or o) for this dialog box is determined by the setting at the ake utomatic eductions in elective ntry check box in the Payroll ptions window. lick Yes to display and apply all deductions entered in the mployee master file. lick o if you manually entered deductions as line entries. Payroll anual

88 88 hapter 3 sing the ain enu Recording anual hecks and alculating axes n the Payroll ata ntry window, click axes to record handwritten payroll checks or to record check reversals and adjustments. You can also enter manually calculated tax information for a check if you do not want it calculated by the computer. f o is selected at the Print heck field (for manual checks), or if the anual ax check box is selected on the Payroll ata ntry Header tab, or if you entered earnings for more than one taxing jurisdiction, after completing the entries on the ines tab, a window similar to the following appears. he Federal field is available only if the employee is eligible for arned ncome redit benefits. nly the fields requiring data entry are accessible. anual tax calculation allows access to the federal, state, and local tax information. he ays Worked and Weeks Worked fields appear only if earnings are entered for more than one tax code. he ocal axes fields appear only if local tax reporting is required. When entering a manual check, the amount entered at the heck mount field on the Payroll ata ntry Header tab must equal the amount at the et mount field after applicable taxes and deductions are withheld. f these amounts do not equal, an out of balance message appears. Payroll anual

89 89 hapter 3 sing the ain enu f you enter a negative-amount or zero-amount manual check and the employee is a direct deposit participant, the djust. to ir. eposit field appears below the Federal field. nter the amount to adjust for a direct deposit check reversal. For more information, see Reverse a irect eposit heck in the Help system. electing arnings and eduction nformation n the Payroll ata ntry window, click the ines tab to select earnings and deduction information. f a fringe benefit earnings code is entered, a corresponding deduction line is added to the end of the list. f a workers' compensation code is entered at the W/ ode field for an earnings code not subject to workers' compensation, a message appears allowing you to override the earnings code. lick the Printer button to calculate taxes for the check information entered. Payroll tax calculations must be performed before the checks can be printed and updated for the current pay cycle. For more information, see Payroll ax alculation. Payroll anual

90 90 hapter 3 sing the ain enu f you enter allocated tip information for the current employee, a prompt appears on the tatus ar requesting the receipt amount for tip allocation. his amount is used to calculate the allocated tip amount, and is entered at the Hours field. he tip allocation amount is calculated automatically in Payroll ax alculation and the mount field is skipped. Voiding a Payroll heck and Reversing ts ntry ccasionally, you may need to void a check issued or recorded using the Payroll module. his situation can occur if you stopped payment on a check or if you inadvertently wrote and recorded a check for the wrong amount. n order for the Payroll files to reflect the correct earnings, deduction, and tax information, the original check amount must be reversed, and a new check must be issued for the correct amounts. f you are reversing a direct deposit check, enter a direct deposit adjustment amount after all manual taxes are entered. For more information, see Reverse a irect eposit heck in the Help system. Payroll anual

91 91 hapter 3 sing the ain enu Payroll ax alculation fter Payroll ata ntry is completed, but before the checks are printed, it is necessary to calculate withholding and employer paid taxes. he Payroll module performs federal, state, and local tax calculations automatically for all records selected for payment. For records whose taxes have been manually entered, only the employer taxes are calculated. For direct deposit checks, the amounts allocated to each direct deposit bank account are calculated at this time. You must perform payroll tax calculations, regardless of the setting at the anual ax check box and your selection at the Print heck field on the Payroll ata ntry ain tab. Payroll tax calculations include the calculation of employer tax expenses. Performing Payroll ax alculation n the Payroll ain menu, click Payroll ax alculation. his option can also be accessed at the completion of Payroll ata ntry. When the tax calculations are complete, the following dialog box appears. lick Yes to print the Payroll ata ntry udit Report. For more information, see Payroll ata ntry udit Report. Payroll anual

92 92 hapter 3 sing the ain enu Payroll ata ntry udit Report he Payroll ata ntry udit Report lists all information entered using the utomatic Payment ntry and elective Payment ntry features. his report provides subtotals of earnings, deductions, or tax information (or any combination of the three) following employee number sequence. f the Require irect eposit check box is selected in the Payroll ptions window, the report includes the direct deposit bank account numbers, descriptions, and amounts for each account, as well as the total of all direct deposits. se this report to check the accuracy of the payroll data before the checks are printed and updated. You should produce a hard (printed) copy for your internal records. ote t is the responsibility of the employer to verify that the correct amount is withheld for their employees, and make any adjustments when the wage limit is reached. f you find errors when reviewing this report, select Payroll ata ntry and make the appropriate corrections. You can also select mployee aintenance and change the tax status fields, deduction information, etc., for individual employees. f you have made any changes in Payroll ata ntry or changed any employee wage, tax status, earnings and vacation, or voluntary deduction data, you must perform Payroll ax alculation again. n example of a Payroll ata ntry udit Report is shown on page 177. Printing the Payroll ata ntry udit Report n the Payroll ain menu, click Payroll ata ntry udit Report. his option can also be accessed at the completion of Payroll ax alculation. his check box appears selected or cleared based on the setting at the Print ata ntry udit Report in etail check box in the Payroll ptions window. f the Require epartments in Payroll check box is selected in the Payroll ptions window, departmental subtotals of earnings, deductions, and/or tax information is included on both the detail and summary versions of the report. Payroll anual

93 93 hapter 3 sing the ain enu arnings Register ote Print the arnings Register before updating the heck Register; this information is cleared during the update. he arnings Register lists all earnings entered for the current pay period by department and employee. his register is usually printed as an audit report after the completion of the Payroll ata ntry process. his report is also useful for analyzing departmental salary and wage expenses. n example of an arnings Register is shown on page 178. Printing the arnings Register n the Payroll ain menu, click arnings Register. enefits Register ote Print the enefits Register before updating the heck Register; this information is cleared during the update. he enefits Register lists all hours to be accrued for the three benefit types for the current pay period by department and employee. he register is usually printed as an audit report after the completion of the Payroll ata ntry process. his report is useful for analyzing departmental benefit hours to be accrued. n example of a enefits Register is shown on page 179. Printing the enefits Register n the Payroll ain menu, click enefits Register. Payroll anual

94 94 hapter 3 sing the ain enu eduction Register ote Print the eduction Register before updating the heck Register; this information is cleared during the update. he eduction Register lists all voluntary deductions for the current pay period by deduction code. he register is usually produced as an audit report after the completion of the Payroll ata ntry process. t is used for reporting union dues, credit union contributions, and other voluntary deductions. f any deduction plans (for example, pension plan or cafeteria plan) are entered in Payroll ata ntry, a Pension Plan eduction Register prints. his register provides the gross wages, deduction amount, and percentage of gross information for each employee for whom pension plan deductions are taken. n example of a eduction Register is shown on page 180. n example of a Pension Plan eduction Register is shown on page 181. Printing the eduction Register n the Payroll ain menu, click eduction Register. f any deduction plans were entered in Payroll ata ntry, the following dialog box appears. Payroll anual

95 95 hapter 3 sing the ain enu abor istribution Report ote Print the abor istribution Report before updating the heck Register; this information is cleared during the update. he abor istribution Report lists all earnings information entered for specific labor codes during the Payroll ata ntry process. t can be produced for all or a range of labor distribution codes. he information provided includes the employee number and name, earnings code, hours worked, and amount earned. otals are provided by labor code. n example of a abor istribution Report is shown on page 182. Printing the abor istribution Report n the Payroll ain menu, click abor istribution Report. Payroll anual

96 96 hapter 3 sing the ain enu mployer's xpense ummary se mployer's xpense ummary to print the mployer's axes, Workers' ompensation, and eposit iability reports. ote Print the mployer's xpense ummary before updating the heck Register; this information is cleared during the update. he mployer's axes and Workers' ompensation reports itemize department totals for gross earnings, earnings subject to mployer F/edicare/nemployment or Workers' ompensation, and the amount of mployer F/edicare/nemployment/Workers' ompensation taxes accrued for this payroll period. he eposit iability report itemizes the federal, state, and local tax liabilities reported both individually and in total; the net check amount total; cash required for the current payroll period; mployee and mployer F/edicare withheld; and the total of all, F, state tax liabilities and total tax liabilities. xamples of an mployer's xpense ummary are shown on pages Printing the mployer's xpense ummary n the Payroll ain menu, click mployer's xpense ummary. Payroll anual

97 97 hapter 3 sing the ain enu Pre-heck Register he Pre-heck Register lists a summary of all standard and manual checks entered for the current pay cycle before the checks are printed. he register includes totals for all earnings, taxes, and deductions. otals for manual checks, printed checks, and direct deposit stubs are also included. his register is used to verify the accuracy of check information prior to printing checks. heck numbers for standard check entries do not print on this report because they are assigned automatically during the check printing process; however, check numbers for checks that are already printed print on the register. he check numbers entered for manual checks in Payroll ata ntry are listed. tandard checks with negative amounts are noted on the register, and should be corrected using Payroll ata ntry. n example of a Pre-heck Register is shown on page 186. Printing the Pre-heck Register n the Payroll ain menu, click Pre-heck Register. Review the Pre-heck Register for accuracy before proceeding with check printing. For more information, see heck Printing. fter the checks print, the following dialog box appears. Payroll anual

98 98 hapter 3 sing the ain enu heck Printing lick Yes to print the heck Register. For more information, see heck Register/pdate. ote hecks are printed according to the forms alignment and print specifications you define. heck Printing uses information entered in Payroll ata ntry and Payroll ax alculation to process and print employee paychecks. efore printing checks, be sure the data entered is accurate by printing and reviewing the payroll audit reports. When you complete check printing, print a heck Register. When the heck Register update is completed, the check information is updated to the mployee master file. n example of a check and stub is shown on page 187. You can print checks and direct deposit stubs in a nongraphical format, or a graphical format using rystal Reports. For information on customizing graphical forms, see ustomize Graphical Forms in the Help system, and refer to the 90 and 200 rystal Reports manual. For information on customizing nongraphical forms, see ustomize ongraphical Forms in the Help system. Payroll anual

99 99 hapter 3 sing the ain enu Printing hecks n the Payroll ain menu, click heck Printing. his option can also be accessed at the completion of Pre-heck Register. his field appears only if there are direct deposit participants in this batch of checks. For more information about printing in format, see Print a heck in Format in the Help system. lick Form to customize your checks. his button appears only if the Graphical Forms hecks check box is selected in Payroll ptions. f check printing was previously started, a dialog box appears, allowing you to print previously printed checks. For more information, see Printing Previously Printed hecks and tubs. Payroll anual

100 100 hapter 3 sing the ain enu Printing irect eposit tubs ote his option is available only if the Print irect eposit tubs check box is selected in the Payroll ptions window. ote f stub printing was previously started, a dialog box appears, allowing you to print previously printed stubs. For more information, see Printing Previously Printed hecks and tubs. n the Payroll heck Printing window, click irect eposit tubs to print direct deposit stubs. irect deposit stubs are printed for direct deposit participants who have 100 percent of their net pay distributed. he stubs are printed for informational purposes only and can be printed instead of void checks to save check stock. f the Print irect eposit tubs check box is cleared in the Payroll ptions window, a void check with direct deposit information on the stub prints for each direct deposit participant instead of a direct deposit stub. n example of a irect eposit tub is shown on page 188. his option is accessed automatically at the completion of heck Printing if the Print irect eposit tubs check box is selected in the Payroll ptions window. When printing completes, the following dialog box appears. lick Form to customize your stubs. his button appears only if the hecks check box is selected in the Payroll ptions window. lick Yes to print the heck Register. For more information, see heck Register/pdate. Payroll anual

101 101 hapter 3 sing the ain enu Printing Previously Printed hecks and tubs When check or direct deposit stub printing has been previously started, use heck Printing to reprint previously printed checks or stubs without recalculating taxes. he following dialog box appears when you access heck Printing. lick Yes to continue. n the heck Printing window, select the Print checks already printed check box to reprint previously printed checks/stubs within the specified range. You must reenter the message at the heck essage field. Previously printed checks/stubs within the specified range are then printed without recalculating the taxes. o recalculate taxes or to make any other changes to the checks/stubs before reprinting, see Reprint hecks in the Help system. Payroll anual

102 102 hapter 3 sing the ain enu heck Register/pdate he heck Register summarizes all checks printed during the current payroll cycle. nformation on the report includes the check and employee numbers, totals for all earnings, taxes, and deductions, and totals for manual, printed, and direct deposit stubs. ny check voided during the print alignment process is also included on the heck Register. printed copy of the register must be produced before the check information can be updated to the permanent files. n example of a heck Register is shown on page 189. Printing the heck Register n the Payroll ain menu, click heck Register/pdate. his option can also be accessed at the completion of heck Printing. Warning o, under any circumstances, interrupt the update process f there are direct deposit participants in the current batch, the irect eposit Register window appears. For more information, see Printing the irect eposit Register. Review the heck Register for accuracy. f there are errors, return to Payroll ata ntry and make the necessary changes. Recalculate taxes and reprint any reports affected by the changes. Reprint the checks affected by the changes and reprint the heck Register. o proceed with the update, all checks must be printed. Payroll anual

103 103 hapter 3 sing the ain enu he *** PR H *** message prints under the check number of any unprinted check. he *** GV H *** message prints under the check number of any check that prints with a negative amount. negative check amount does not prevent the register from updating. he ** PR GV H ** message prints under the check number of any unprinted check that has a negative check amount. uring the update process, the appropriate check information is updated to the mployee master file, the heck History file, and the General edger ransaction file. fter the update is completed, you can print the aily ransaction Register and update the general ledger entries posted from the heck Register. For more information, see aily ransaction Register. ote he heck Register prints the accrual date and percentage on a line below the bank code information. Payroll xpense and ax ccrual When heck Register/pdate is selected and the Payroll posting date is confirmed, the Payroll xpense and ax ccrual window appears. he general ledger period-ending date, the Payroll posting date, and the pay period date range appear. he pay period date range is calculated based on the pay-period-ending date and the pay cycle. hese dates are for visual confirmation only. For more information, see Process Payroll xpense and ax ccrual in the Help system. Payroll anual

104 104 hapter 3 sing the ain enu Printing the irect eposit Register he irect eposit Register details all direct deposits processed during the current payroll cycle. When the heck Register has printed, if the Require irect eposit check box is selected in the Payroll ptions window, and direct deposit participants are included in the batch of checks, a window similar to the following appears. n example of a irect eposit Register is shown on page 190. lick Reset to reset the comment entered to the default comment. You can type a comment describing the direct deposit batch. he comment appears on employee bank statements. Review the irect eposit Register and the heck Register for accuracy before updating. Payroll anual

105 105 hapter 3 sing the ain enu aily ransaction Register he aily ransaction Register is an audit report detailing all general ledger transactions posted using Payroll ata ntry and Payroll ax alculation. ach transaction is listed by general ledger account number and description, along with the appropriate debit and credit amounts. ransactions shown on this report are printed by posting date, source journal (for example, PR), and register number. otals are provided by source and date. f the General edger module is integrated with Payroll, all entries are updated directly to the general ledger after this register prints. ote Printing the register does not automatically update to the general ledger. fter you print the register, you are prompted to update the aily ransaction Register, which will clear the file and update the information to the general ledger. f the General edger module is not installed, transactions are updated to the General edger Recap file. he General edger Posting Recap and aily ransaction Register are used as a reference when posting transaction information to your manual general ledger. You may want to print the aily ransaction Register each time you perform the heck Register update. n example of a aily ransaction Register is shown on page 191. Printing the aily ransaction Register n the Payroll ain menu, click aily ransaction Register. his option can also be accessed at the completion of the heck Register update. Warning o, under any circumstances, interrupt the update process Review the aily ransaction Register for accuracy before updating. When the update is completed, the aily ransaction file is cleared. ll postings just updated are reflected on the General edger Posting Recap. Payroll anual

106 sing the Reports enu hapter 4 Payroll Reports enu hapter he Payroll Reports menu provides a variety of timely, informative reports to help you analyze employee earnings, deductions, and tax information. n addition to labor management reports, you can also produce employee listings and mailing labels. Reports menu options: mployee isting mployee ailing abels mployee emo Printing Quarterly ax Report Payroll heck History Report Quarterly Pay Period Recap arnings Report eduction Reports enefit ccrual Report Workers' ompensation Report General edger Posting Recap Perpetual History Report Pay Rate hange Report mployee asterfile udit Report Payroll anual

107 107 hapter 4 sing the Reports enu mployee isting he mployee isting provides a list of employees and related information contained in the mployee master file. ased on the print guidelines specified, the listing can be sorted by employee number, sort field, employee name, or social security number for all or a range of employees. You can select to include active, inactive, or terminated employees only, or all employees in the selected employee number range. You can specify the degree of detail to print, from a simple name and number listing to a detailed report including the employee name, address, earnings, deductions, check, tax history, and direct deposit information. xamples of an mployee isting are shown on pages 192 and 193. Printing the mployee isting n the Payroll Reports menu, click mployee isting. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. Payroll anual

108 108 hapter 4 sing the Reports enu mployee ailing abels mployee ailing abels uses information entered in mployee aintenance to produce labels of employee information onto perforated labels. ptions are available for aligning the data to fit the size of your labels and the format of your label sheets. You can also print multiple labels for each employee. abels can be printed for active, inactive, or terminated employees only, or for all employees. ach new format added to the file must be assigned a unique label form code that is stored with its own set of printing instructions. his code allows you to store information for multiple printing requirements without having to enter new data each time a format change is necessary. xamples of employee mailing labels are shown on page 194. You can print labels in a nongraphical format, or graphical format using rystal Reports. For information on customizing graphical forms, see ustomized Graphical Forms in the Help system, and refer to the 90 and 200 rystal Reports manual. For information on customizing nongraphical forms, see ustomizing ongraphical Forms in the Help system. Printing mployee ailing abels n the Payroll Reports menu, click mployee ailing abels. lick Form to customize your mailing labels. Payroll anual

109 109 hapter 4 sing the Reports enu mployee emo Printing mployee emo Printing allows you to print memos containing information pertinent to specific employees. hese memos can contain recaps of employee correspondence or specific instructions regarding the handling of individual responsibilities. ach memo includes a header section containing information specific to the memo itself. his information includes a memo code, subject description, memo date, and reminder date. You can select the memos to print using the employee number, memo code, memo date, and reminder date. ther features include memo detail printing and page breaks between memos. n example of an employee memo is shown on page 195. Printing mployee emos n the Payroll Reports menu, click mployee emo Printing. Payroll anual

110 110 hapter 4 sing the Reports enu Quarterly ax Report he Quarterly ax Report produces a summary of each employee's wage and tax information for the current quarter and year for each tax jurisdiction. When the Quarterly ax Report is printed for the fourth quarter, all employees with any earnings for the year are included on the report. You can print this report for all employees or a range of employees. Federal tax information prints first, followed by state and, if applicable, local information. f your payroll is departmental, subtotals are provided by department. f there is at least one employee with an arned ncome redit () or taxable tips reported, information and tip earnings print following the federal taxes information. For each employee, a recap of taxable tips reported, tips deemed to be wages,, and allocated tips is provided. otals are provided for active, terminated, and inactive employees. xamples of a Quarterly ax Report are shown on pages 196 and 197. Printing the Quarterly ax Report n the Payroll Reports menu, click Quarterly ax Report. When state codes are used, wages are included in the Gross Wages amount on the Quarterly ax Report. he tate otals amounts print on the final page of the state report; the tate otals columns reflect the sum of all states for which there are wages recorded. For more information, see onfigure for ultistate Payroll in the Help system. Payroll anual

111 111 hapter 4 sing the Reports enu xplanation of the Variance olumn n asterisk (*) is printed in the VR column on the Quarterly ax Report, when a variance between the calculated tax amounts and the actual deduction amounts is detected. he variance must be at least $.05 for the variance and the asterisk to print. n federal reports, the asterisk indicates a variance between the amount of employee F withheld and the calculated amount of wages subject to employee F multiplied by the current employee F rate established using ax able aintenance. he asterisk is also printed if there is a variance between the amount of employee edicare withheld and the calculated amount. n state and local reports, the asterisk indicates a variance between the amount of employee / withheld and the calculated amount of wages subject to employee / multiplied by the current employee / rate established using ax able aintenance. For the first, second, and third quarters, the Quarterly ax Report lists only employees with earnings for that quarter. he year-to-date totals, however, include all earnings for all employees. When the Quarterly ax Report is printed for the fourth quarter, all employees that have had any earnings for the year are included on the report. Payroll anual

112 112 hapter 4 sing the Reports enu Payroll heck History Report he Payroll heck History Report lists all checks written for a specified period by employee. his period can include a specific range of check dates, the quarter to date, or the year to date. he check history information can be retained for either the current quarter only or the entire year, based on the selections in Payroll ptions. Year-to-date reports provide totals for each quarter to date, as well as the year-to-date totals. his report reflects regular hours and overtime hours only. arning types such as sick leave and vacation are not reflected as hours in this report but are reflected as dollar amounts in the Gross Wages column; therefore, this report does not reflect the total hours paid to an employee. se this report for reference purposes. his report may not be appropriate for all reconciling purposes. he report can be printed for all employees or for a selected range of employees, and can be produced in summary or detail form. f the Require epartments in Payroll check box is selected in the Payroll ptions window, subtotals are provided for each department. n example of a Payroll heck History Report is shown on page 198. Printing the Payroll heck History Report n the Payroll Reports menu, click Payroll heck History Report. his field is available only if Quarter o ate Report is selected at the Report ype o Print field. heck ate field appears below the ocial ecurity umber field if pecified ate Range Report is selected at the Report ype o Print field. Payroll anual

113 113 hapter 4 sing the Reports enu Quarterly Pay Period Recap he Quarterly Pay Period Recap produces a recap by pay period of wage and tax information for all pay periods processed during the quarter. his report lists regular and overtime hours; wages; tips; F, edicare, and taxes;, ther ocal, and employee deductions; and net payments, and period and quarterly totals. he pay period information can be provided in detail by department or in summary by pay period. Printing the report at the end of each pay period and prior to quarter-end processing provides a convenient period summary of payroll tax deposit information to be reviewed prior to printing the Quarterly 941 Form. n example of a Quarterly Pay Period Recap is shown on page 199. Printing the Quarterly Pay Period Recap n the Payroll Reports menu, click Quarterly Pay Period Recap. Payroll anual

114 114 hapter 4 sing the Reports enu arnings Report he arnings Report provides a month-to-date, quarter-to-date, and year-to-date summary of employee earnings information detailed by hours and amounts. You can print information for up to five earnings codes at a time. he report includes employees who have earnings for the selected codes by employee number, sort field, employee name, or social security number. his report is updated using the pay-period-ending date entered in Payroll ata ntry. n example of an arnings Report is shown on page 200. Printing the arnings Report n the Payroll Reports menu, click arnings Report. Payroll anual

115 115 hapter 4 sing the Reports enu eduction Reports n the Payroll Reports menu, click eduction Reports. Printing the eduction Report he eduction Report provides a month-to-date, quarter-to-date, and year-to-date summary of employee deduction information for up to six deduction codes. his report can be sorted by employee number, sort field, name, or social security number. he eduction Report is updated using the pay-period-ending date entered in Payroll ata ntry. n example of a eduction Report is shown on page 201. n the eduction Reports enu window, select the eduction Report option. he deduction codes selected are retained and displayed when this option is accessed. hese codes can be modified. Payroll anual

116 116 hapter 4 sing the Reports enu ote his report is available only if the Retain Perpetual Payroll History check box is selected in the Payroll ptions window. Printing the Perpetual eduction History Report he Perpetual eduction History Report provides a detailed listing of all payroll check deductions stored in the Perpetual History files. he report prints employee deduction information for up to 19 deduction codes, sorted by check date and employee number, and totaled by department and check date. You can print the report with a page break by department or without page breaks. n example of a Perpetual eduction History Report is shown on page 202. n the eduction Reports enu window, select the Perpetual eduction History option. he deduction codes selected are retained and displayed when this option is accessed. hese codes can be modified. Payroll anual

117 117 hapter 4 sing the Reports enu ote his report is available only if the Retain Perpetual Payroll History check box is selected in the Payroll ptions window. Printing the onsolidated eduction History Report he onsolidated eduction History Report is a user-defined detailed listing of deduction amounts, earnings, and hours from the Perpetual History file. he report can be printed for all employees or a selected range of employees, by check date or a specific range of check dates. You can print year-to-date employee earnings and deduction amounts on the report. he report is eight columns wide, with each column containing up to eight consolidated deduction codes. he report and column titles are user-defined and can be entered and maintained using the Format feature. n example of a onsolidated eduction History Report is shown on page 203. n the eduction Reports enu window, select the onsolidated eduction History option. f a onsolidated eduction History Report has not been formatted, the Format For onsolidated eduction History Report window appears. For more information, see Formatting the onsolidated eduction History Report. Payroll anual

118 118 hapter 4 sing the Reports enu Formatting the onsolidated eduction History Report n the onsolidated eduction History Report window, click Format to maintain report and column titles. his window appears automatically when accessing the onsolidated eduction History option for the first time. he deduction codes selected are retained and displayed when this option is accessed. hese codes can be modified. Payroll anual

119 119 hapter 4 sing the Reports enu ote his report is available only if the Retain Perpetual Payroll History check box is selected in the Payroll ptions window. Printing the Pension Plan History Report he Pension Plan History Report is a detailed listing of payroll check deductions sorted by employee. he report prints detail for up to eight deduction codes per check, the check date and number, hours worked, earnings per check, and totals by employee number. he report can be printed by employee name or employee number, for all employees or for a selected range of employees, or by check date or a specific range of check dates. n example of a Pension Plan History Report is shown on page 204. n the eduction Reports enu window, select the Pension Plan Report option. he deduction codes selected are retained and displayed when this option is accessed. hese codes can be modified. Payroll anual

120 120 hapter 4 sing the Reports enu enefit ccrual Report he enefit ccrual Report provides a year-to-date summary of accrued benefit hours and amounts, by employee, for the three types of benefits (vacation, sick leave, and the third user-defined benefit type defined in Payroll ptions). f a third benefit type is not defined in Payroll ptions, the fields for this benefit type do not print. n example of a enefit ccrual Report is shown on page 205. Printing the enefit ccrual Report n the Payroll Reports menu, click enefit ccrual Report. his field is available only if the Print etail Report check box is selected. he benefit description entered at the ccrual enefit escription field in the Payroll ptions window appears. f a third benefit type is not defined in Payroll ptions, this check box does not appear. Payroll anual

121 121 hapter 4 sing the Reports enu Workers' ompensation Report he Workers' ompensation Report provides a recap of workers' compensation tax calculations. his report can be printed with employee detail or can be summarized by workers' compensation code. he number of paychecks, wages, and hours applying to specific codes are reported, as well as the tax extension for each employee. otal tax liability for a workers' compensation code can differ from the report totals due to rounding based on varying calculation methods. he Workers' ompensation Report is updated using the pay-period-ending date entered in Payroll ata ntry. n the Workers' ompensation aintenance window, when onthly is selected at the ype of imit field, the Workers' ompensation Report prints for the month defined at the Payroll ccounting ate field. n example of a Workers' ompensation Report is shown on page 206. Printing the Workers' ompensation Report n the Payroll Reports menu, click Workers' ompensation Report. Payroll anual

122 122 hapter 4 sing the Reports enu General edger Posting Recap ote his report reflects only those transactions printed on the aily ransaction Register and subsequently updated. he General edger Posting Recap provides a detailed listing, by general ledger account number, of all postings made using Payroll ata ntry and heck Printing. ike the aily ransaction Register, the General edger Posting Recap itemizes each transaction and lists the corresponding debit and credit amounts. f desired, a range of dates can be specified. ransactions shown on the General edger Posting Recap are sorted by general ledger account number, with totals shown for all transactions posted to each account. he report total shows the grand total of all posting activity through the specified ending date. he General edger Posting Recap is primarily designed for users who do not have the General edger module installed. Printing the report at the end of each period provides a convenient summary of payroll transactions used to post to a manual general ledger. f the General edger module is not installed, the detail information on this report can be purged during period-end processing. f the General edger module is integrated with Payroll, you can print this report for a record of the current period's payroll postings. n this case, however, detail purging is performed using General edger Period nd Processing. n example of a General edger Posting Recap is shown on page 207. Printing the General edger Posting Recap n the Payroll Reports menu, click General edger Posting Recap. Payroll anual

123 123 hapter 4 sing the Reports enu Perpetual History Report ote his report is available only if the Retain Perpetual Payroll History check box is selected in the Payroll ptions window. he Perpetual History Report lists payroll check detail retained by employee/check number. his report includes detailed earnings and deduction code information and can be retained indefinitely. he report can be printed for all employees or for a selected range of employees, by check date or a specific range of check dates, by a specific pay-period-ending date or a range of pay period end dates. he report is sorted and subtotaled by employee number and department and can be produced in a summary or detail format. n addition, you can print the report with a page break by employee or department, or print without page breaks. n example of a Perpetual History Report is shown on page 208. Printing the Perpetual History Report n the Payroll Reports menu, click Perpetual History Report. Payroll anual

124 124 hapter 4 sing the Reports enu Pay Rate hange Report ote his report is available only if the rack hanges to mployee Pay Rate 1 check box is selected in the Payroll ptions window. he Pay Rate hange Report tracks changes to the Pay Rate 1 field on the mployee aintenance Wages tab. his report consists of mployee umber, ame, hange ate, Prior Pay Rate 1, urrent Pay Rate 1, ser, and omment columns listing all changes made to the Pay Rate 1 field. n example of a Pay Rate hange Report is shown on page 209. Printing the Pay Rate hange Report n the Payroll Reports menu, click Pay Rate hange Report. lick Print to print the Pay Rate hange Report. fter the report prints, you can purge the file. Payroll anual

125 125 hapter 4 sing the Reports enu mployee asterfile udit Report ote his report is available only if the rack changes made to mployee asterfile check box is selected in the Payroll ptions window. he mployee asterfile udit Report tracks changes, deletions, and additions to the mployee master file. his report prints changes made to data fields and notes the date and user or workstation. he audit report can be printed for a specific range of user s/workstation s and transaction dates. n example of an mployee asterfile udit Report is shown on page 210. Printing the mployee asterfile udit Report n the Payroll Reports menu, click mployee asterfile udit Report. lick Print to print the mployee asterfile udit Report. fter the report prints, you can purge the asterfile udit file. f you do not purge the asterfile udit file at this time, the transaction information remains in the file and is available for future reporting needs. Payroll anual

126 sing the irect eposit enu hapter 5 Payroll irect eposit enu hapter Processing direct deposits requires that pre-notes be sent to and approved by a financial institution for all direct deposit participants. irect deposit transactions can be transmitted to financial institutions using the irect eposit nterface module provided by aster evelopers. ontact your authorized Reseller for more information on aster eveloper products. For more information, see stablishing irect eposits. ote he irect eposit options are available only if the Require irect eposit check box is selected in the Payroll ptions window. he Payroll irect eposit menu contains the options used to print the Pre-ote election Register and Pre-ote pproval Register. hese registers show which accounts require a pre-note to be sent or approved for direct deposit participants. Generate ir ep nterface File and irect eposit nterface etup are used during the direct deposit transmission process and are available only if the irect eposit nterface module is installed. irect eposit menu options: Pre-ote election Register Pre-ote pproval Register Generate irect eposit nterface File irect eposit nterface etup Payroll anual

127 127 hapter 5 sing the irect eposit enu Pre-ote election Register he Pre-ote election Register lists all employee bank accounts that require a pre-note to be sent for approval. mployee bank accounts for which o is selected at the Pre-ote ent field in the irect eposits window in mployee aintenance are included on this register. he Pre-ote election Register update changes this field to Yes and updates the date on which the pre-note was sent. n example of a Pre-ote election Register is shown on page 211. Printing the Pre-ote election Register n the Payroll irect eposit menu, click Pre-ote election Register. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. fter the Pre-ote election Register prints, the following dialog box appears. Payroll anual

128 128 hapter 5 sing the irect eposit enu Pre-ote pproval Register se the Pre-ote pproval Register to enter the date on which a pre-note was approved for employee bank accounts. mployee bank accounts for the selected range are included on this register. he Pre-ote pproval Register update changes the Pre-ote ent field selection in the mployee aintenance irect eposits window to pproved and updates the date that the pre-note was approved. n example of a Pre-ote pproval Register is shown on page 212. Printing the Pre-ote pproval Register his date may need to change to accommodate bank holidays. Warning o, under any circumstances, interrupt the update process n the Payroll irect eposit menu, click Pre-ote pproval Register. his option can also be accessed in mployee aintenance if there are any pre-notes that have been sent but are not yet approved. lick alculate to calculate 10 business days after the Pre-otes ent s f date. f the Pre-ote pproval ate field is not at least 10 days after the date entered at the Pre-otes ent s f field, a warning message appears. fter the Pre-ote pproval Register prints, the following dialog box appears. Payroll anual

129 129 hapter 5 sing the irect eposit enu Generate irect eposit nterface File se Generate irect eposit nterface File to generate and transmit direct deposit transactions to your financial institution using the irect eposit nterface module. his option is available only if the irect eposit nterface module is installed. ontact your authorized Reseller for more information. n the Payroll irect eposit menu, click Generate ir ep nterface File. irect eposit nterface etup ote For more information on the irect eposit nterface module, see stablishing irect eposits. se irect eposit nterface etup to enter the setup information which may be required by the irect eposit nterface module to generate and transmit direct deposit transactions to your financial institution. his option is available only if the irect eposit nterface module is installed. ontact your authorized Reseller for more information. n the Payroll irect eposit menu, click irect eposit nterface etup. Payroll anual

130 sing the Period nd enu hapter 6 Payroll Period nd enu hapter Period-end processing is performed at the end of each quarter (usually the last calendar day of each quarter) to clear the quarterly files and prepare for the following period's payroll. When performed at year end, this same process also clears year-to-date information and removes any terminated employees. he Payroll Period nd menu contains the options used to perform period-end processing and to print the Quarterly Governmental Report, Quarterly 941 Forms, and W-2 Forms. Period nd menu options: Quarterly Governmental Report Quarterly 941 Form Printing W2 Form Printing Period nd Processing Periodic enefit ccrual Payroll anual

131 131 hapter 6 sing the Period nd enu Quarterly Governmental Report ote mployees with negative wage amounts for the quarter are not included on the report. se the Quarterly Governmental Report for reporting quarterly income and tax information to various governmental agencies. he default format supplied with your Payroll module accommodates the original federal Form 941. his federal form is no longer required, but may be applicable for some state requirements. n example of a Quarterly Governmental Report is shown on page 213. Printing the Quarterly Governmental Report n the Payroll Period nd menu, click Quarterly Governmental Report. lick Form to customize your report. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. Quarterly 941 Form Printing se Quarterly 941 Form Printing to print the 941 Form - mployer's Quarterly Federal ax Return at quarter end. he Quarterly 941 Form lists total wages, tips, income tax withheld, adjustments, social security wages paid, social security taxes, arned ncome redit () payments, and total deposits made for the company. lso, a Quarterly 941 chedule can be printed optionally. he Quarterly 941 Form and chedule can be printed on plain paper or on preprinted forms. he Quarterly Pay Period Recap should be reviewed and any adjustments made before printing the Quarterly 941 Form. n example of a Quarterly 941 Form is shown on page 214. Payroll anual

132 132 hapter 6 sing the Period nd enu Printing the Quarterly 941 Form n the Payroll Period nd menu, click Quarterly 941 Form Printing. lick Form to customize your form. Printing the Quarterly 941 chedule n the Quarterly 941 Form Printing window, click Print ched. to print the Quarterly 941 chedule. his option is accessed automatically at the completion of Quarterly 941 Form Printing if the Require Quarterly 941 chedule printing check box is selected in the Payroll ptions window. lick Form to customize your form. Payroll anual

133 133 hapter 6 sing the Period nd enu W2 Form Printing se W2 Form Printing to produce W-2 Forms on preprinted forms for each employee. hese forms list yearly wages and federal, state, and local tax information (if applicable) for inclusion in the employee's tax return. W-2 Forms are printed after the last payroll of the year, but before year-end processing. ote n is printed in the Retirement Plan box for employees with the Pension/Profit haring check box selected on the mployee aintenance ain tab. Warning f the number of W-2 Forms being filed exceeds the maximum amount established by the federal government, you are required to file W-2 Form information using magnetic media. he agnetic edia Reporting module facilitates this reporting process. he information included on the W-2 Forms can be consolidated and formatted according to your reporting needs. he format for the current version of the W-2 Form is contained in the Forms file. f you need to modify the existing format at any future time, click Form in the W2 Form Printing window to make the necessary changes. You must click Form to specify the print positions of any miscellaneous earnings or miscellaneous deduction codes. For more information, see ustomizing W-2 Form Printing. n example of a W-2 Form is shown on page 215. Printing the W-2 Form Verify that your company's tax number is entered in ax able aintenance before proceeding. For information on printing W-2 Forms for multiple state/local taxes, see onfigure for ultistate Payroll in the Help system. f your company is required to file W-2 Forms magnetically, contact an authorized Reseller for information on the agnetic edia Reporting module. Payroll anual

134 134 hapter 6 sing the Period nd enu ote f you are using a 132-column printer, your combined ab o entries must not exceed 4. n the Payroll Period nd menu, click W2 Form Printing. lick Form to customize your form. ote f the sub-total on the W-2 Form is non-zero, the last W-2 Form printed is not a grand total. t is the final subtotal of the forms that have been printed since the prior subtotal was printed. minimum of four separate laser copies of the W-2 Form must be printed. opy for the ocial ecurity dministration opy for the employee's federal tax return opy for the employee's records opy 2 for the employee's state, city, or local tax return f aser Forms-4 per page is selected at the W2 Form o Print field, the ab Right and kip ines fields, and Reset ab Right and Reset kip ines buttons appear. f aser Forms-2 per page is selected, the o. of Forms field appears. f ingle Wide or aser Forms-4 per page is selected at the W2 Form o Print field, the W-2 Forms print for the specified range of employees. Payroll anual

135 135 hapter 6 sing the Period nd enu f aser Forms-2 per page is selected at the W2 Form o Print field, each copy of the W-2 Form must be printed for all employees before the next form can be printed (the forms are not collated). o accommodate this, you are prompted to load the next appropriate form on the printer after each set is complete. n the W2 Form Printing window, click Print to begin printing. dialog box similar to the following appears. Printing W-2 Forms for ultiple tate/ocal axes f any of your employees have worked in more than one state or local jurisdiction, the state and local W-2 Forms for these employees can be printed after the federal W-2 Forms are printed for all employees. For more information, see onfigure for ultistate Payroll in the Help system. Payroll anual

136 136 hapter 6 sing the Period nd enu Period nd Processing Warning acking up your data is an important part of your daily, period-end, and year-end procedures. ack up all Payroll data before proceeding. For information on backing up your data, refer to your ibrary aster manual. Period-end processing is performed at the end of each quarter and at year end to clear the files and prepare for the following period's payroll. When performed at year end, this process also removes any terminated employees from the file. nactive employees are processed in the same manner as active employees. When performing period-end processing, verify that the current accounting date agrees with the ending date through which you want to have files cleared. f not, on the File menu, click hange ate to change the accounting date before proceeding. Performing Period nd Processing n the Payroll Period nd menu, click Period nd Processing. Payroll anual

137 137 hapter 6 sing the Period nd enu Quarter nd Processing he Quarter nd Processing option performs routine quarter-end processing. t sets the quarter-to-date earnings, deductions, and tax fields in the mployee master file to zero. f the Retain Year to ate heck History check box is cleared in the Payroll ptions window, the detail in the heck History file is cleared and an entry is created for each employee containing the consolidated total of checks. n addition, the Quarterly ax Recap file is purged. he Workers' ompensation file for the workers' compensation code is purged if Quarterly or onthly is selected at the ype of imit field in the Workers' ompensation aintenance window. Verify that the correct quarter and quarter-ending date appear. f the correct quarter does not appear, and you are closing your quarters on a regular basis, contact your authorized Reseller or oftware onsultant for assistance. f the correct quarter-ending date does not appear, return to General edger ptions and verify that the correct period and/or year appears. f the General edger module is not installed, the quarter-ending date displayed defaults to the last day of the current quarter. he Payroll module maintains one quarter at a time. Future periods are not maintained. t is important that you close the current quarter before the next quarter is opened. ake sure that Quarterly Governmental Report and Quarterly 941 Form Printing have been run before proceeding with quarter-end and/or year-end processing. Payroll anual

138 138 hapter 6 sing the Period nd enu lick Proceed to continue. elect the check box next to each period-end report that you want to print. he reports print using the broadest range available (all employees, all dates, etc.) and print in sequence, without user intervention. fter all selected reports have printed, you can complete period-end processing. For quarter-end processing, all appropriate fields are cleared and all quarter-to-date payroll totals in the mployee master file are set to zero. For year-end processing, the same process takes place and, in addition, all year-to-date payroll totals in the mployee master file are set to zero. Payroll anual

139 139 hapter 6 sing the Period nd enu Quarter and Year nd Processing he Quarter and Year nd Processing option performs the same functions as Quarter nd Processing, and also sets the year-to-date earnings, deductions, and tax fields in the mployee master file to zero. he heck History file is also cleared. he Quarterly ax Recap file and Workers' ompensation file are purged. ll terminated employees are removed from the file. nactive employees are processed in the same manner as active employees. mployee nonpension plan deductions with goals that have been met are removed. n addition, the benefit accrual fields are reset for each employee. For more information, see enefit ccruals. f the Reset alance at Year nd check box is selected in the eduction ode aintenance window, pension plan deductions with a limit are retained for employees and the amount at the ed. alance field is reset to the deduction goal at year end. f the check box is cleared, and the amount at the ed. Goal field in the Voluntary eduction aintenance window in mployee aintenance is met at year end, the deduction is removed for the employee; if the deduction goal is not met at year end, the deduction is continued until the deduction goal is met. ote fter year-end processing is completed, verify the state unemployment tax rate in ax able aintenance and change the rate, if necessary, before processing any payrolls. he Payroll module maintains one payroll year at a time; neither prior nor future years are maintained. t is important to close the current payroll year before you begin the first payroll cycle of the next year. ake sure the Quarterly Governmental Report, Quarterly 941 Form, and the employee W-2 Forms have been printed before proceeding with year-end processing. Payroll anual

140 140 hapter 6 sing the Period nd enu nly onsolidate heck History he nly onsolidate heck History option removes all employee heck History records for checks dated on or before the current accounting date. his option can be used if you are nearing file capacity in the heck History file and want to create additional disk space. You should make a backup of your data files and print the Payroll heck History Report before clearing this file. s a result of consolidating for each employee, an entry is created in the heck History file containing the consolidated total of checks that have been removed. he current accounting date is used as the check date for this consolidated entry. Purge Perpetual Payroll History he Purge Perpetual Payroll History option removes all employee Perpetual Payroll History records for checks dated before the current accounting date you specify. his option can be used if you are nearing file capacity in the Perpetual History files and you want to create additional disk space. You should make a backup of your data files and print the Perpetual History Report before clearing this file. Payroll anual

141 141 hapter 6 sing the Period nd enu Periodic enefit ccrual Periodic enefit ccrual allows for the accrual of employee benefits based on user-defined intervals (for example, on a monthly basis or on an employee review date) rather than, or in addition to, the normal payroll processing cycle. f Periodic ccrual nly is selected at the llow enefit ccruals from field in the Payroll ptions window, the standard benefit accrual process is removed from Payroll ata ntry processing. f Periodic ccrual & ata ntry is selected, the standard benefit accrual process remains in Payroll ata ntry and benefit accruals can be processed using Periodic enefit ccrual. f ata ntry nly is selected, this option is not available. Printing the Periodic enefit ccrual Register n the Payroll Period nd menu, click Periodic enefit ccrual. Payroll anual

142 142 hapter 6 sing the Period nd enu electing the Periodic enefit ccrual Register riteria n the Periodic enefit ccrual window, click Print to print the Periodic enefit ccrual Register. hese fields relate to the accrual method in enefit chedule aintenance. Review the Periodic enefit ccrual Register for accuracy. f the register is correct, proceed with the update. Payroll anual

143 143 Glossary llocated ips udit Report Glossary calculated tip amount allocated to employees if the tips reported by those employees are less than the specified percentage of the establishment's gross receipts for a given period. report used to verify the accuracy of information entered into the computer. udit reports are usually required before a file update is permitted. ank ode atch code that identifies each bank account set up in the system. ach bank code is assigned a separate description, General edger cash account number, and bank account number. collection of related data items entered at one time. ypically, a register is printed listing all entries of a batch before updating to the permanent files. enefit chedule ode code established in enefit chedule aintenance used to identify accrual benefit methods, limits, and carry-over allowances for all three benefit types (vacation, sick leave, and the user-defined third benefit). When these codes are assigned to each employee using mployee aintenance, benefits can be accrued automatically during the payroll update and year-end processing. alculation ethod code assigned to each deduction code designating the calculation method applied to the deduction. he calculation method can be selected during eduction ode aintenance. Payroll anual

144 144 Glossary eduction ode code identifying individual types of voluntary payroll deductions (for example, credit union or insurance). ultiple deduction codes can be established for individual employees, and a standard deduction code (for example, monthly insurance premiums) can be set up and applied to all employees or a range of employees. eduction code 01 is assigned to ips Reported and cannot be altered or deleted from the Payroll module. eduction code F is a permanent record and cannot be deleted. When an earnings code with the fringe earnings type is entered in Payroll ata ntry, an offsetting line with an F deduction code is created automatically to deduct the line amount from the net check amount. irect eposit process that allows employees to distribute their net pay to a maximum of eight separate bank accounts. irect deposit transactions can be transmitted to banks or financial institutions using products provided by aster evelopers. arnings ode code designating the type of wages earned by employees (for example, regular, overtime, and sick pay). arnings ype ffective ate code designating the type of wages earned by employees. he date that funds are scheduled to be available in your company account for transfer to the employee accounts (that is, the date that direct deposit will take place). his date may need to be adjusted to allow for weekends and holidays, as your bank instructs. Filing tatus ode code identifying each employee's tax filing status, such as single or married. federal and state filing status code must be established for each employee, along with any local tax jurisdictions in which the employee's income is taxed. Payroll anual

145 145 Glossary Form ode code identifying a specific format contained in the Forms file for printing employee mailing labels, Quarterly 941 Forms, W-2 Forms, and the Quarterly Governmental Report. ach format on file must be assigned its own form code. Graphical Forms Forms that use rystal Reports software. You can customize graphical forms. For more information, refer to your 90 and 200 rystal Reports manual. abor ode code identifying the type of work performed by each employee. osts are accumulated by labor code as each payroll is processed and can be reviewed by printing the abor istribution Report. ocal ax ode code designating the local tax jurisdiction in which each employee receives wages. default local tax code can be established in Payroll ptions during ystem tartup, and can be overridden when setting up individual records in the mployee master file. ther ocal ax Payroll tax used in ax able aintenance that encompasses school taxes, street assessments, and other taxes within a specified locality. ther axes Pay ycle single-line summary of all state and local tax lines that contains only year-to-date data. his summary prints on check stubs if the ummarize axes on heck tubs check box is selected in the Payroll ptions window. code identifying the cycle for a current payroll. Pay ethod code designating whether an employee is paid on a salaried or hourly basis. Payroll anual

146 146 Glossary Pay Rate 1 Pay Rate 2 he normal gross pay amount for a salaried employee or the normal hourly rate for an hourly employee. n alternate rate of pay (for example, a commission or bonus for a salaried employee), or an alternate hourly rate for a different type of work performed by an hourly employee. Pay Rate ultiplier he number by which the pay rate (1 or 2) is multiplied to arrive at the total gross earnings amount. he pay rate multiplier for regular earnings is 1; the rate for double overtime is 2, etc. Pre-ote zero-dollar amount credit to an employee's bank account sent to the bank before direct deposit processing to verify that the routing/transit numbers and bank account numbers are correct, and that the bank can receive the credit without any problems. Pre-notes must be processed at least 10 business days before the first direct deposit. Routing/ransit umber he number identifying the financial institution with which the bank account is associated. his number is encoded at the bottom of the voided check or deposit slip. tate ax ode code designating the state in which each employee receives wages (for example, = alifornia). primary state tax code is established in Payroll ptions during ystem tartup, and can be overridden when setting up individual records in the mployee master file and in Payroll ata ntry. Payroll anual

147 147 Glossary tatus n employee's current standing, as follows: ctive (currently employed and working) nactive (currently employed but not working) erminated (no longer employed) ips eemed When an employee is paid less than the minimum wage, a portion of their tips reported is deemed to be earnings to bring the employee's hourly rate up to minimum wage. ips ifferential his type of earning is used when the employee's total earnings (hourly rate plus tips reported) do not equal minimum wage. ips Reported he cash tips amount an employee reports as earned for a pay period. hese tips are subject to tax, but are not earnings paid by the employer. Payroll anual

148 ppendix ystem essages ppendix When the system encounters a condition requiring your attention, a ystem essage dialog box appears. sually, the resolution is simple, and you can proceed without difficulty. Payroll essages he general messages that may be encountered when using the Payroll module are presented on the following pages. hese messages are listed by the option in which the messages are likely to appear. Following each message is an explanation, and instructions for resolving that particular problem. 148 Payroll ptions Return all terminals to menu before changing parameters. You cannot access Payroll ptions while other workstations are active in Payroll or a related module. ake sure all workstations have returned to the auncher and select Payroll ptions again. lick the Printer button to print the Payroll ptions isting for the option settings already entered without interrupting other workstation activity. his option may not be changed while data entry is in progress. You attempted to change the status of the Require irect eposit or Print irect eposit tubs check box while Payroll ata ntry is in progress. Payroll anual

149 149 ppendix ystem essages Payroll etup Programs he following messages may be encountered in ank ode aintenance, arnings ode aintenance, eduction ode aintenance, epartment aintenance, or ax able aintenance. ctive deduction - cannot delete. or Workers' compensation code active - cannot delete. You attempted to delete a deduction code or workers' compensation code being used by one or more employees. You can only delete the code following the completion of period-end processing at the end of the year. his routing/transit number is invalid. You entered an invalid routing/transit number in ank ode aintenance. nter a valid number, which can be found at the bottom of employee checks or deposit slips. epartment aintenance ctive employees in department - cannot delete. You attempted to delete a department to which an employee is assigned. You cannot delete a department when an employee is assigned to that department. You can, however, use the Renumber feature in mployee aintenance to assign all employees to another department. arnings code indicates this cannot be posted by department. You entered general ledger account information for an earnings code that has the Post xp. by ept. check box cleared in the arnings ode aintenance window. elect this check box to expense the earnings for this earnings code by department. Payroll anual

150 150 ppendix ystem essages mployee aintenance annot change employee status with Payroll ata ntry in progress. or annot change employee number with Payroll ata ntry in progress. You attempted to change an employee's status or change an employee number while the Payroll ata ntry process is in progress. omplete Payroll ata ntry and the heck Register update before attempting to terminate or reactivate an employee, or change an employee number. mployee number already exists. You attempted to change an employee number to a number currently in use by another employee. ust set up a valid primary state. or ust set up valid federal filing status. or ust set up valid primary state/local filing status. You entered either an invalid state code at the Primary tate field on the mployee aintenance Wages tab or an invalid filing status. his routing/transit number is invalid. You entered an invalid routing/transit number. nter a valid number, which can be found at the bottom of employee checks or deposit slips. Payroll anual

151 151 ppendix ystem essages Warning: hanging the mployee umber field will require that a new Pre-ote be transmitted before processing direct deposit for this employee. You attempted to modify the employee number, first name, or last name with the Require irect eposit check box selected in the Payroll ptions window when a pre-note has already been sent or approved for this employee. lick Yes to accept the new employee number, first name, or last name entered. he Pre-ote ent field will be set to o, and the ate ent field will be cleared for all bank accounts in the irect eposits window for the employee; as a result, a new pre-note must be sent for the employee. lick o to retain the original employee number, first name, or last name. Warning - umber of dependent/personal exemptions exceeds the maximum allowable. You entered a number of dependent or personal exemptions that exceeds the maximum allowed for the jurisdiction. Warning - eleting a eduction ode with Q or Y amounts could result in incorrect quarterly or annual government reporting. ontinue? You attempted to delete a deduction code with Q or Y amounts. lick ancel if you do not want to delete the deduction code. lick Yes if you want to continue and delete the deduction code. Payroll ata ntry hanging to manual status requires clearing the direct deposit entries for this check. You attempted to print a manual check for a direct deposit participant. anual checks cannot be used for direct deposit processing. lick Yes to clear the direct deposit entry and print a manual check. lick o if you do not want to clear the direct deposit entry for this check. Payroll anual

152 152 ppendix ystem essages heck amount less than zero - delete the check? You entered a check amount that is less than zero. You cannot enter checks for less than zero unless the check is a manual check (that is, the Print heck field must be set to o on the Payroll ata ntry Header tab). heck printing has been completed. o you want to continue? You entered Payroll ata ntry information after checks have been printed for the current cycle. lick Yes to proceed with the data entry process. lick o to exit this process. heck printing has been started. o you want to continue? You entered Payroll ata ntry information while checks are being printed for the current cycle. lick Yes to proceed with the data entry process. lick o to exit this process. heck register update interrupted-unable to perform data entry. n authorized user must restart the heck Register update. he update has been interrupted and the user who is performing data entry is not authorized to access the register. n authorized user must restart the update. heck all records affected by the update to ensure they have been properly updated. hecks have been printed but not updated - continue? You attempted to use the lear feature after payroll checks have been printed. lick Yes to proceed with the clearing process. lick o to cancel the lear option. eduction amount exceeds employee's goal - apply limit? You entered an amount that exceeds the employee's limit for the deduction. lick Yes to apply only the remaining balance between the employee limit and the deducted-to-date amount. lick o to accept the amount entered and allow the limit to be exceeded. Payroll anual

153 153 ppendix ystem essages mployee not set up for this state/local code. You entered a state or local code that is not set up for this employee. You must enter the state and, if applicable, local code, as well as the employee's filing status information in mployee aintenance. nactive mployee. o you want to reactivate? You selected an employee who has an nactive status. lick Yes to reactivate the employee. lick o if you do not want to reactivate the employee. nvalid earnings code for automatic payment. You attempted to use earnings code 05 (ips Reported), 06 (ip ifferential), (ip llocated), (ips arned), or an earnings code with a fringe type for automatic payment. hese codes cannot be used for automatic payment. ut f alance - o you want to delete the check? You entered a manual check (that is, the Print heck field is set to o on the Payroll ata ntry Header tab) and the check amount does not balance with the earnings, deductions, and taxes entered for the check. lick Yes to remove the check. lick o to change the information entered. Reprinting this check may cause data printed on subsequent checks for this employee to be incorrect. You attempted to recalculate taxes and reprint a check with check data that has been changed since the check was last printed. s a result, subsequent checks that were printed in this pay cycle for this employee may contain incorrect information (year-to-date totals, tax or deduction limits, etc.). he Print heck field on the Payroll ata ntry Header tab will be automatically set to Printed. erminated mployee. o you want to reactivate? You selected an employee who has a erminated status. lick Yes to reactivate the employee. lick o if you do not want to reactivate the employee. Payroll anual

154 154 ppendix ystem essages Wages subject to W/H less than zero - elete the check? You attempted to process a check for an employee whose wages are not subject to withholding and who has a pension plan or cafeteria plan type deduction that causes the withholding wages to be less than zero. lick Yes to remove the check entry. lick o to make adjustments to the check entry. Warning - ate is not in the current quarter. You entered a period-ending date that is not in the current payroll quarter specified in Payroll ptions. his is a warning message only. Warning - eductions and taxes exceed earnings. or Warning - Voluntary deductions exceed earnings. he deductions and/or taxes, if applicable, exceed the earnings entered. You can only enter a negative check amount if the Print heck field is set to o on the Payroll ata ntry Header tab and the check amount is entered as a negative number (for example, ). You are not authorized to perform this option. You attempted to access an option during data entry for which you are not authorized. Payroll ax alculation heck Register update interrupted-nable to calculate taxes. n authorized user must restart the heck Register update. he update has been interrupted, and the user who is calculating taxes is not authorized to access the register. n authorized user must restart the update. heck all records affected by the update to ensure they have been properly updated. You are not authorized to perform this option. You attempted to access an option for which you are not authorized. Payroll anual

155 155 ppendix ystem essages Payroll ata ntry udit Report, arnings Register, enefits Register, eduction Register, abor istribution Report, mployer's xpense ummary, Pre-heck Register heck printing has been completed. o you want to continue? You attempted to print an audit report after the checks have been printed. lick Yes to proceed with the printing of the report. lick o to exit the option without printing the report. ecause the update process removes detail information from the files used to produce the reports, you must print the audit reports before performing the check update process. heck Register update interrupted-nable to print this report. n authorized user must restart the check register update. he update has been interrupted, and the user who is printing the report is not authorized to access the register. n authorized user must restart the update. heck all records affected by the update to ensure they have been properly updated. ax calculation must be completed. You attempted to print an audit report prior to the completion of the tax calculation. You must complete the tax calculation process using Payroll ax alculation before printing any of the audit reports. heck Printing ank code '' is in use by another task. You entered a bank code that is in use by another user or task. ank code '' is not approved for direct deposit processing. You attempted to print direct deposit stubs for a bank code that has not been approved for direct deposit processing. pre-note must be sent and approved for a direct deposit bank code before direct deposit stubs can be printed using that bank code. Payroll anual

156 156 ppendix ystem essages heck Register update interrupted-nable to print checks. n authorized user must restart the check register update. he update has been interrupted and the user who is printing checks is not authorized to access the register. n authorized user must restart the update. heck all records affected by the update to ensure they have been properly updated. hecks are all manual checks. nly manual check entries were made during the Payroll ata ntry process. ecause manual checks are not printed, exit the option. hecks have been printed using bank code ''. hanging the bank code requires reprinting of all previously printed checks. he 'Print heck' field will be reset to 'Yes' for these checks. ontinue with bank code ''? You printed checks for the current pay cycle and attempted to change the bank code entered. o change this field, you must reprint any previously printed checks. lick Yes to reprint all previously printed checks. he Print heck field on the Payroll ata ntry Header tab is automatically reset to Yes for these checks. lick o if you do not want to reprint all checks. egative checks must be corrected. You attempted to print a check for a negative amount. egative check amounts are usually a result of calculated taxes bringing the check amount below zero. se Payroll ata ntry to make corrections to the negative check entries. ax calculation must be completed. You attempted to print payroll checks prior to performing the tax calculation process in Payroll ax alculations. Warning - ate is not in the current quarter. You entered a check date that is not in the current payroll quarter. his is a warning message only. Payroll anual

157 157 ppendix ystem essages You are not authorized to perform this option. You attempted to access an option for which you are not authorized. heck Register check date past the quarter ending date has been found in check. check for the next quarter has been entered with the current quarter checks. list of all check numbers with check dates past the current quarter will appear. elete the check(s) for the next quarter in Payroll ata ntry and complete the heck Register update for the remaining checks. You can reenter the check for the next quarter after you have completed period-end processing for the current quarter. f you entered an entire pay cycle for the next quarter, you must complete period-end processing for the current quarter before proceeding with the heck Register update. otice: ate falls into a future general ledger period. he accounting date is set to a future accounting period. ecause future posting is allowed, this is only a precautionary message. nable to update heck Register. n invalid or missing G/ account has been found in department/bank code/tax code. n invalid or missing (blank) general ledger account has been found in the department, bank code, or tax code specified. Proceed to epartment aintenance, ank ode aintenance, or ax able aintenance from the Payroll etup menu and enter the necessary general ledger accounts. nable to update heck Register. t least one check has not been printed. You cannot update the heck Register until all checks are printed. Review the register. ny checks that have not printed display the *PR H* message. o update the register, return to heck Printing, clear the Print check already printed check box, and print the checks. Payroll anual

158 158 ppendix ystem essages nable to update the irect eposit Register. n invalid routing/transit number has been encountered. You attempted to update the irect eposit Register after an invalid routing/transit number was entered in ank ode aintenance or mployee irect eposit aintenance. o update the register, you must first enter a valid routing/transit number. Return to heck Register/pdate to access and update the irect eposit Register after you have entered a valid routing/transit number in ank ode aintenance or mployee irect eposit aintenance. nable to update the irect eposit Register. atch number already exists in the irect eposit ransaction file. You attempted to update the irect eposit Register when the current batch number already exists in the irect eposit ransaction file. o update the register, you must first purge the irect eposit ransaction file according to your custom purge utility. Return to heck Register/pdate to access and update the irect eposit Register after you have completed the purge. pdate interrupted. o you want to restart? he update has been interrupted. he update process will restart from the point of the interruption; however, check all records affected by the update to ensure they have been properly updated. Warning: he system date falls into a prior General edger period. You must change your system date or re-open the period in the General edger. You attempted to print the register with the accounting date set to a closed accounting period. ecause you cannot post to a closed period, change the accounting date to the current accounting period, or proceed to General edger ptions to reopen the prior period. For information on how to open prior periods, refer to your General edger manual. You are not authorized to perform this option. You attempted to access an option for which you are not authorized. Payroll anual

159 159 ppendix ystem essages Pre-ote election Register nable to update the Pre-ote election Register. n invalid routing/transit number has been encountered. You attempted to update the Pre-ote election Register after an invalid routing/transit number was entered in ank ode aintenance or in the irect eposits window in mployee aintenance. o update the Pre-ote ent field to Yes and update the date the pre-note was sent, you must enter a valid routing/transit number to update the register. Generate irect eposit nterface File, irect eposit nterface etup irect eposit nterface module not installed. You attempted to access Generate irect eposit nterface File or irect eposit nterface etup without the irect eposit nterface module installed. You must install the irect eposit nterface module to access these options. ontact your authorized Reseller for more information on aster eveloper products. W2 Form Printing P/R ata ntry is in progress. You attempted to print W-2 Forms while Payroll ata ntry is still in progress. his is a warning message only. Payroll anual

160 160 ppendix ystem essages Period nd Processing P/R ata ntry is in progress. You attempted to perform period-end processing while Payroll ata ntry is in progress. his is a warning message only. P/R ptions indicate P/R is in the last period of the year. You must perform year end processing. he urrent Quarter field in the Payroll ptions window is set to 4, indicating the last quarter of the year. You cannot perform quarter-end processing without year-end processing if your payroll system is in the fourth quarter. Return to Period nd Processing and select Quarter and Year nd Processing. Payroll anual

161 ppendix ustomizing ongraphical Forms ppendix Your Payroll module allows you to customize the formats for checks, direct deposit stubs, employee mailing labels, the Quarterly Governmental Report, Quarterly 941 Forms, and W-2 Forms. You can modify the default print formats or create new ones to handle your individual printing requirements. ewly created formats are retained for future use. 161 ote Prior to customizing any form, print the format and file it for future reference. efore printing any forms for the first time, you should carefully review the default print formats for each type of form to determine if they can accommodate your existing forms. You may need to add new formats to the file for printing onto different types of forms. ote For more information on customizing graphical forms, refer to the 90 and 200 rystal Reports manual. o customize nongraphical forms, in the heck Printing, irect eposit tub Printing, mployee ailing abels, Quarterly Governmental Report, Quarterly 941 Form Printing, or the W2 Form Printing window, click Form. o customize graphical forms, the applicable graphical forms check box must be selected on the Payroll ptions Forms tab. se the Forms ustomization Header tab to establish header alignment information. se the etail tab to specify the data and descriptive headings and to determine their printing positions. o customize the configuration of the numeric masks, which determines how dollar amounts print, after completing your entries in the heck Printing, irect eposit tub Printing, Quarterly Governmental Report, Quarterly 941 Form Printing, Quarterly 941 chedule Printing, or the W2 Form Printing window, click ptions. Payroll anual

162 162 ppendix ustomizing ongraphical Forms ustomizing heck Printing arnings, tax, and deduction information is printed in columns in the earnings/deduction detail portion of the check stub, or stub. he default format is divided into two column data areas. he first area is for earnings information and the second area is for taxes and deductions, as illustrated by the sample check stub shown below. ---PY--- PY R PR H H,J HW 05/31/ RG HR Y Y Regular , Federal W/H , vertime F Holiday ick Pay R onus W tate W/H Vacation Pay H ocal Health nsur redit nion , Pension Plan o ash Fring You can reformat the default positions for printing earnings, tax, and deduction information by modifying the column data areas. For example, you can set up three data columns instead of two (for example, arnings, axes, and eductions), or you can print earnings and deductions vertically in one column, with one category following the other. Following the earnings/deduction information, you can also add printed messages such as Happy Holidays, uy avings onds, etc. You can begin a new data column by accessing either the ax nformation or eduction nformation line and entering Y at the isc Flag field on the Forms ustomization etail tab. You can print all data types in the same column by entering. For example, if you enter Y at the eduction nformation line, all deductions and associated information will print to a separate column from the earnings information. he isc column will display a Y or, depending on your response. Payroll anual

163 163 ppendix ustomizing ongraphical Forms he following table indicates what effect the field description has on check printing. Field escription ffect on heck arnings escription arnings Hours-ll mpl arnings urrent mount arnings Y mount ax nformation ax ode ax escription ax urrent mount ax Y mount eduction nformation eduction ode eduction escription eduction Hours eduction urrent mount eduction Y mount hese fields print on the line specified within each check stub line grouping. f the check stub has more than 13 detail lines, the first check is voided and the detail lines continue on the next stub. ote For more information about printing in format, see Print a heck in Format in the Help system. ax nformation eduction nformation heck mount heck mount hese fields allow you to specify in the isc column whether or not a new column should be printed. hese fields allow you to specify whether to print in standard format (the check amount is padded on the left with asterisks) or in format (the check amount is left justified with no asterisks or commas). o print in format, locate the heck mount field on the etail tab and change the Y setting to in the Print? column. ocate the heck mount field and change the setting to Y in the Print? column. nter the same line and tab values that were originally entered for the heck mount field. Payroll anual

164 164 ppendix ustomizing ongraphical Forms ustomizing the Quarterly Governmental Report ote f your state requires double spacing for this report, enter 002 at the umber of lines per detail item field on the Header tab. he Quarterly Governmental Report default values print the current version of the Quarterly Governmental Report form used for quarterly reporting of income and tax information. f you need to add form codes for specific governmental tax and income reports, you can modify the existing format to meet your reporting requirements. he following table indicates what effect the field description has on quarterly report printing. Field escription ffect on Report ocial ecurity umber ame - ast ame First ame - First ame First ays Worked Weeks Worked Gross Wages ame - ast ame First ame - First ame First nemployment WG o imit hese fields print on the line specified within each employee line grouping. hese fields allow you to enter Y in the isc column to print only the first initial of the first name or to print the entire first name. his field prints on the line specified within each employee line grouping. f you enter Y to print this field, only states where an employee has unemployment wages print. f you enter at this field, information for all states where employees have wages print. Pension Plan eductions his field allows you to print pension plan deductions for each employee. Payroll anual

165 165 ppendix ustomizing ongraphical Forms Field escription mployee First ame mployee Hire ate ffect on Report his field allows you to enter Y in the isc column to print only the first initial of the first name or to print the entire first name. his field prints the employee hire date if this date falls within the quarter for which you are printing the Quarterly Governmental Report. ustomizing W-2 Form Printing he W-2 Form print formats need to be modified only if the current version of the W-2 Form is revised. W-2 Forms are printed for each employee after the last payroll of the year, but before year-end processing is performed and before the new year's ax able pdate disk is installed. Federal, state, and local tax information can be included on the forms. For more information, see W2 Form Printing. efault formats for two-per-page laser and four-per-page laser W-2 Forms are also available. wo-per-page laser W-2 Forms require entering specific settings in evice onfigurator. For more information, see evice onfigurator ettings Required for aser Printing. Payroll anual

166 166 ppendix ustomizing ongraphical Forms he following table indicates what effect the field description has on W-2 Form printing. Field escription ffect on W-2 Form Fed Withholding Wages Fed ncome ax W/H Payments F Wages F Wages ess ips F ips ips Reported ips eemed o e Wages F ax Withheld Retirement Plan x llocated ips Fringe enefits isc. arnings ode 1 isc. arnings Gross 1 isc. arnings mount 1 isc. eduction ode 1 isc. eduction Gross 1 isc. eduction mount 1 onqualified Plans ependent are enefits mployee ax mplee Wages o imit ther ocal ax ther ocal ax escript afeteria Plan edicare Wages & ips edicare ax Withheld he Print, ine, and ab defaults for these fields depend on the type of form selected for printing the W-2 Forms (single-wide or laser). For more information, see W2 Form Printing. Retirement Plan x his field prints an in the Retirement plan box when the Pension/Profit haring check box is selected on the mployee aintenance ain tab. Payroll anual

167 167 ppendix ustomizing ongraphical Forms Field escription ox 12a ode ox 12a mount ffect on W-2 Form o print the ox 12a ode field, enter at least one ox 12 ode in the W2 Form Printing window. o not position fields listed between and including, isc. arnings ode 1 and isc. eduction mount 1, or isc. arnings ode 2 and isc. eduction mount 2 in ox 12 when using this field. f the sub-total on the W-2 Form is non-zero, the last W-2 Form printed is not a grand total; it is the final subtotal of the forms that have been printed since the prior subtotal was printed. evice onfigurator ettings Required for aser Printing wo-per-page laser W-2 Forms require specific settings to be entered in evice onfigurator in order to be printed successfully. o print two-per-page W-2 Forms using an HP aserjet eries, HP aserjet eries, or HP aserjet 4 laser printer, you must modify the FF setting in evice onfigurator. When the FF is accessed, the following value appears: ppend the end of this string by adding the following value: When W-2 Forms are printed using this setting, the top margin will be 1/4 inch. fter any form changes have been made, you must print at least one alignment pattern; this pattern will be off by one line. You can then print your W-2 Forms. evice onfigurator is accessed from the ibrary aster tilities menu. For more information, see evice onfigurator in your ibrary aster manual. Payroll anual

168 ppendix ntegrating ther odules with Payroll ppendix he Payroll module can operate on a stand-alone basis, or other modules can be integrated with Payroll to take full advantage of the information stored in the system. When integrated, each accounting module shares common information with any related modules. haring eliminates any double entry of information already stored within the system. he following modules can be integrated with the Payroll module: General edger Job ost ank Reconciliation 168 General edger he benefits of integrating these accounting modules with Payroll follow. he General edger module is the key to integrating all financial information from the Payroll module, and from the other accounting modules. he General edger module provides complete, timely financial reports, which consistently reflect current information. f the General edger module is installed, all journal entries generated from the Payroll module are posted directly to the general ledger following the printing and updating of the aily ransaction Register. he financial statements and other general ledger reports printed after the update of the aily ransaction Register reflect postings on the register. f the General edger module is not installed, the payroll journal entries can be posted to the General edger etail Posting file following the printing of the aily ransaction Register. he General edger Posting Recap report printed from this file provides the necessary audit information to prepare monthly journal entries for your manual general ledger. he information on this report is purged following payroll period-end processing. Payroll anual

169 169 ppendix ntegrating ther odules with Payroll ote For an explanation of how the Payroll module posts to the general ledger, see General edger ccount aintenance. Job ost he General edger module, when installed, is assumed to be integrated with Payroll unless the General edger check box is cleared in the Payroll ptions window. f the check box is cleared, the Payroll module makes no postings to the general ledger following aily ransaction Register printing. f the General edger module is not installed, the General edger check box determines whether or not Payroll posts the journal entries to the General edger Recap Posting file. he Job ost module is designed to enable contractors and project managers to track and control costs associated with jobs in progress. he Job ost module has an estimating function, and can capture cost information directly from the Payroll and ccounts Payable modules. o activate this interface, select the Job ost check box in the Payroll ptions window. When the Job ost module is integrated with the Payroll module, payroll expense information related to specific jobs is automatically posted to the job files. Refer to your Job ost manual for an explanation of operating Job ost when integrated with Payroll. Payroll anual

170 170 ppendix ntegrating ther odules with Payroll ank Reconciliation he ank Reconciliation module records all check information from the Payroll module, and all checks entered in the ccounts Payable module and deposits entered in the ccounts Receivable module. You must only verify that the transactions recorded agree with your bank statement. ny discrepancies or missing information can be easily identified. o integrate the ank Reconciliation module with Payroll, select the ank Reconciliation check box in the Payroll ptions window. heck information is transferred from Payroll to the ank Reconciliation module each time the heck Register is printed and the associated update is performed. his detail is retained in the ank Reconciliation system until the month-end bank reconciliation is performed. irect deposit information is transferred from Payroll to the ank Reconciliation module as an adjustment for the total direct deposit amount for each payroll cycle. his information is posted each time the irect eposit Register is printed and the heck Register update is performed. Payroll anual

171 ppendix Report amples ppendix his section contains representative samples of the reports available through your Payroll module. You may want to review the descriptions and report contents before setting up your Payroll master files and beginning routine processing. amples of the following reports are included. 171 arnings ode isting eduction ode isting ax able isting Federal isting tate isting Payroll ata ntry udit Report arnings Register enefits Register eduction Register Pension Plan eduction Register abor istribution Report mployer's xpense ummary mployer's ax Workers' ompensation eposit iability Pre-heck Register heck and tub irect eposit tub heck Register irect eposit Register aily ransaction Register mployee isting etailed isting ummary isting mployee ailing abels mployee emo Payroll anual

172 172 ppendix Report amples Quarterly ax Report Federal axes Federal axes - ip arnings & Payroll heck History Report Quarterly Pay Period Recap arnings Report eduction Report Perpetual eduction History Report onsolidated eduction History Report Pension Plan History Report enefit ccrual Report Workers' ompensation Report General edger Posting Recap Perpetual History Report Pay Rate hange Report mployee asterfile udit Report Pre-ote election Register Pre-ote pproval Register Quarterly Governmental Report Quarterly 941 Form W-2 Form Payroll anual

173 173 ppendix Report amples arnings ode isting RG G istribution and ervice orp. RP P P W R. F G/ P R YP. W F F W W 01 Regular R 1 Y Y V P Y Y Y Y Y Y YYYY YYYY 02 vertime 1 Y Y Y Y Y Y Y Y YYYY YYYY 03 oubletime 1 Y Y Y Y Y Y Y Y YYYY YYYY 04 Holiday 1 Y Y V P Y Y Y Y Y Y YYYY YYYY 05 ips Reported F 0 Y Y Y Y Y Y Y Y YYYY YYYY 06 ips iffer F 0 Y Y Y Y Y Y Y Y YYYY YYYY 07 ick Pay 1 Y Y V P Y Y Y Y Y Y YYYY YYYY 08 dvance R 1 Y Y onus R F 0 Y Y Y Y Y Y Y YYY YYYY 10 Vacation Pay V 1 Y Y V P Y Y Y Y Y Y YYYY YYYY 11 Personal ay R 1 Y Y V P Y Y Y Y Y Y YYYY YYYY ip llocated F ips arned F 0 Y Y Y Y Y Y Y Y YYYY YYYY ys ate: 05/31/03 / 5:38 am Page: 1 pp ate: 05/31/03 ser: John mith ee arnings ode aintenance for more information on this report. Payroll anual

174 174 ppendix Report amples eduction ode isting G istribution and ervice orp. R Q P RP G/ RG FRQ R G/ 01 ips Reported R : dvance Health nsur redit nion avings H k Plan P P 5.000% W2-12 : R : 5, R YR : Y F W/H: Y W/H: Y W/H: Y PY F: Y : Y : Y PYR F: Y PY : Y HR : Y PY R: Y PYR R: Y F P: Y P: Y P: Y F o ash Fring ys ate: 05/31/03 / 2:39 pm Page: 1 pp ate: 05/31/03 ser: John mith ee eduction ode aintenance for more information on this report. Payroll anual

175 175 ppendix Report amples ax able isting Federal isting G istribution and ervice orp. : FR : PR P W?: P: PR P P P?: H FR P?: R WHHG?: R R YP WHHG PY F % 65, PYR F % 65, PY R % 0.00 PYR R % 0.00 PY % 7, FG : H % F: % F W/H : 0.00 H F HH PP %: % W : 0.00 PP? R WR PPR W R : PR P: P P: , P H P PRG F 1 2, , % 2 26, , , % 3 55, , , % 4 126, , , % 5 272, VR... 86, % FG : % F: % F W/H : 0.00 RR PP %: % W : 0.00 PP? R WR PPR W R : PR P: P P: , P H P PRG F 1 6, , % 2 45, , , % 3 92, , , % 4 156, , , % 5 275, VR... 81, % ys ate: 05/31/03 / 5:45 am Page: 1 pp ate: 05/31/03 ser: John mith ee Printing a ax able isting for more information on this report. Payroll anual

176 176 ppendix Report amples ax able isting tate isting G istribution and ervice orp. : FR : PR P W?: Y P: PR P P P?: H FR P?: R WHHG?: R R YP WHHG WRR' P PY % 31, PY % 0.00 PY % 7, FG : H % F: % F W/H : 0.00 H F HH PP %: % W : 15, PP? R WR PPR W R : Y 5, PR P: Y P P: , P H P PRG F , % 2 9, , % 3 23, , % 4 29, , % 5 37, , , % 6 43, VR... 1, % FG : % F: % F W/H : 0.00 RR 2+ W PP %: % W : 15, PP? R WR PPR W R : Y 5, PR P: Y P P: , P H P PRG F , % 2 9, , % 3 23, , % 4 36, , % 5 50, , , % 6 64, VR... 2, % ys ate: 05/31/03 / 6:18 am Page: 1 pp ate: 05/31/03 ser: John mith ee Printing a ax able isting for more information on this report. Payroll anual

177 177 ppendix Report amples Payroll ata ntry udit Report PYR RY RPR istribution and ervice orp. P PR : 11 - WRH PY RY RP W/ P R R HR R H, JRRY. H : Regular W vertime W Holiday W RG : Health nsur redit nion k Plan W 5.000% : F FR WHHG F F F R 8.56 W/H W WHHG : J, H : Regular W Holiday W Vacation Pay W RG : Health nsur redit nion k Plan W 5.000% : F FR WHHG F F F R 7.63 W/H W WHHG : PHP, VRY H : Regular W Holiday W RG : Health nsur : F FR WHHG F F F R 8.62 W/H W WHHG : ys ate: 05/31/03 / 6:09 am Page: 1 pp ate: 05/31/03 ser: John mith ee Payroll ata ntry udit Report for more information on this report. Payroll anual

178 178 ppendix Report amples arnings Register RG RGR istribution and ervice orp. PR : 11 - WRH PY R RG HR H, JRRY. 01 Regular vertime Holiday PY : J, 01 Regular Holiday Vacation Pay PY : PHP, VRY 01 Regular Holiday PY : PR 11 RP 01 Regular , vertime Holiday Vacation Pay PR 11 : , RPR RP 01 Regular , vertime Holiday Vacation Pay RPR : , ys ate: 05/31/03 / 6:20 am Page: 1 pp ate: 05/31/03 ser: John mith ee arnings Register for more information on this report. Payroll anual

179 179 ppendix Report amples enefits Register F RGR istribution and ervice orp. PR : 55 V P HR R RG HR V PR W, JH 01 Regular Vacation Pay PY : , 01 Regular Vacation Pay PY : PR 55 RP 01 Regular Vacation Pay PR 55 : RPR RP 01 Regular Vacation Pay RPR : ys ate: 05/31/03 / 6:53 am Page: 1 pp ate: 05/31/03 ser: John mith ee enefits Register for more information on this report. Payroll anual

180 180 ppendix Report amples eduction Register RGR istribution and ervice orp. : 03 Health nsur PY R/ R HR H, JRRY J, PHP, VRY : 04 redit nion 03 : PY R/ R HR H, JRRY J, : k Plan 04 : PY R/ R WG H, JRRY % J, 5.000% : : PYR R :.00 ys ate: 05/31/03 / 6:36 am Page: 1 pp ate: 05/31/03 ser: John mith ee eduction Register for more information on this report. Payroll anual

181 181 ppendix Report amples Pension Plan eduction Register P P RGR istribution and ervice orp. : k Plan PY R/ GR WG R H, JRRY % J, % 06 : 1, % ys ate: 05/31/03 / 6:35 am Page: 1 pp ate: 05/31/03 ser: John mith ee eduction Register for more information on this report. Payroll anual

182 182 ppendix Report amples abor istribution Report R R RPR istribution and ervice orp. R : Warehouseperson PY R/ RG HR H, JRRY. 01 Regular H, JRRY. 02 vertime H, JRRY. 04 Holiday J, 01 Regular J, 04 Holiday J, 10 Vacation Pay PHP, VRY 01 Regular PHP, VRY 04 Holiday PR 11 : , R : , RPR : , ys ate: 05/31/03 / 6:39 am Page: 1 pp ate: 05/31/03 ser: John mith ee abor istribution Report for more information on this report. Payroll anual

183 183 ppendix Report amples mployer's xpense ummary mployer's ax ee mployer's xpense ummary for more information on this report. Payroll anual

184 184 ppendix Report amples mployer's xpense ummary Workers' ompensation ee mployer's xpense ummary for more information on this report. Payroll anual

185 185 ppendix Report amples mployer's xpense ummary eposit iability ee mployer's xpense ummary for more information on this report. Payroll anual

186 186 ppendix Report amples Pre-heck Register PR-H RGR istribution and ervice orp. H H PY H GR F F R HR HR R R # RG W/H W/H W/H W/H H, JRRY J, PHP, VRY : PR: , : , RPR - : PR: , : , ys ate: 05/31/03 / 6:43 am Page: 1 pp ate: 05/31/03 ser: John mith ee Pre-heck Register for more information on this report. Payroll anual

187 187 ppendix Report amples heck and tub PY.. PY R PR H J, HW 5/31/ RG HR Y Regular , vertime Holiday onus Y Federal W/H , F edicare W tate W/H Health nsur redit nion k Plan Pay to the order of GR RG: RG: istribution and ervice orp angston treet uite 124 rvine, (714) , *HR HR 91 / 100 J W 15H W, W : HR F WHR P.. ox /31/ , o *******319.91* HRZ GR ee heck Printing for more information on this report. Payroll anual

188 188 ppendix Report amples irect eposit tub ee Printing irect eposit tubs for more information on this report. Payroll anual

189 189 ppendix Report amples heck Register ee heck Register/pdate for more information on this report. Payroll anual

190 190 ppendix Report amples irect eposit Register ee Printing the irect eposit Register for more information on this report. Payroll anual

191 191 ppendix Report amples aily ransaction Register ee aily ransaction Register for more information on this report. Payroll anual

192 192 ppendix Report amples mployee isting etailed isting PY G PY : H, JRRY. istribution and ervice orp. PY YP R: 4121 W. 35th treet R F: H partment 201 Y: W R : : W ZP : : RY PY: PH : ( 414 ) R : : P/PRF HR: Y RH : 12/25/69 R P: Y HR : 01/15/02 : ransfer from ain Warehouse R/: : RVW : 01/15/02 : RGY : ( 414 ) : Judy homas R : Warehouseperson HR: PR : W : PY R 1: PY Y: W PY R 2:.000 PY H: H P?: : F : 1-5 Years of ervice : W/ F P VRR P PR FR WR W HR R HR RRY-VR V V Personal RG HR RG RP Q Y Q Y 01 Regular vertime Holiday ick Pay onus Vacation Pay RP YP R Q Y G 03 Health nsur Y redit nion Y k Plan P P Y 5.000% ys ate: 05/31/03 / 3:33 pm Page: 1 pp ate: 05/31/03 ser: John mith ee mployee isting for more information on this report. Payroll anual

193 193 ppendix Report amples mployee isting ummary isting PY G istribution and ervice orp. PY YP PY R PH H, JRRY. (414) J, (414) PHP, VRY (414) HP, JH (414) HW, RHR (414) HP, H (414) R, HRVY (414) V, (414) JH, RH (414) J, JFFRY (414) J, J (414) GR, JH (414) J, W (414) HY, RR (414) RRGZ, (414) R, (414) JH, JRRY (414) P, V (414) , (414) GZ, ZH (414) , H (414) JH, J (414) G, HRY (414) JFFR, JPH (714) Y, (414) HRRG, H (714) R, (714) , RHR (714) RH, RY. (714) , HRW (714) FRR, WR (714) J, HY (714) WPR, G (714) PR, RRY (714) R, Y (714) H, J (714) W, W (714) FR, HR (714) WG, H (714) RW, WY (714) Y, RY (714) W, JH (714) , (714) ys ate: 05/31/03 / 7:06 am Page: 1 pp ate: 05/31/03 ser: John mith ee mployee isting for more information on this report. Payroll anual

194 194 ppendix Report amples mployee ailing abels ee mployee ailing abels for more information on this report. Payroll anual

195 195 ppendix Report amples mployee emo PY PRG istribution and ervice orp. P PY: H, JRRY. : -01 HG 05/31/03 R: 06/15/03 Jerry has requested that the amount he is contributing to the savings plan be increased by $25.00, effective 7/01. lso, he and his wife are expecting the arrival of their second child within two weeks time. et's please increase his number of dependents right away. PY: J, : -02 RVW 05/31/03 R: 10/15/03 llen's annual review will be conducted by the department manager as well as his immediate supervisor. his is due to his recent transfer from hicago. His review should be completed no later than 10/31/03. ys ate: 05/31/03 / 7:11 am Page: 1 pp ate: 05/31/03 ser: John mith ee mployee emo Printing for more information on this report. Payroll anual

196 196 ppendix Report amples Quarterly ax Report Federal axes QRRY RPR istribution and ervice orp. FR PR : 44 FF - R PY GR PY WG PYR WG WHH Y WG W/H F R R F R W F F FR VR 72,600] 0] 72,600] 0] 7,000] [ [ [ [ [ : W, W - - Q: , , , , , , , , * Y: , , , , , , , , * FR, HR : *R* Q: , , , , , , , * Y: , , , , , , , * WG, H : Q: , , , , , , , * Y: , , , , , , , , * RW, WY : Q: , , , , , , , * Y: , , , , , , , , * Y, RY : Q: , , , , , , , , * Y: , , , , , , , , * PR 44 : Q: , , , , , , , , , Y: , , , , , , , , , R: 6.200% 1.450% 6.200% 1.450% 0.800% Q: 1, , Y: 2, , PY: PY: R PY: 1 V 5 V 4 PY: 0 FR : Q: , , , , , , , , , Y: , , , , , , , , , R: 6.200% 1.450% 6.200% 1.450% 0.800% Q: 1, , Y: 2, , PY: PY: R PY: 1 V 5 V 4 PY: 0 ys ate: 05/31/03 / 2:14 pm Page: 1 pp ate: 05/31/03 ser: John mith ee Quarterly ax Report for more information on this report. Payroll anual

197 197 ppendix Report amples Quarterly ax Report Federal axes - ip arnings & QRRY RPR istribution and ervice orp. FR - P RG & PR : 44 FF - R PY GR P P Y-- P R WHH Y WG RPR WG R F R W FR W, W : Q: , , Y: , , FR, HR : *R* Q: , Y: , WG, H : Q: , Y: , , RW, WY : Q: , Y: , , Y, RY : Q: , , Y: , , PR 44 : Q: , , , Y: , , , PY: 5 V PY: R 1 PY: 0 4 PY: V FR : Q: , , , Y: , , , PY: 5 V PY: R 1 PY: 0 4 PY: V ys ate: 05/31/03 / 2:14 pm Page: 2 pp ate: 05/31/03 ser: John mith ee Quarterly ax Report for more information on this report. Payroll anual

198 198 ppendix Report amples Payroll heck History Report orted by mployee umber PYR H HRY RPR PR : 23 W - RVR istribution and ervice orp. FR 04/01/03 HR 06/30/03 R Y PY R PY/ RG / GR FR F R HR HR H H HR HR WG W/H W/H W/H W/H H , HRW : /07/ /14/ /21/ /28/ /05/ /12/ /15/ /30/ : , , , FRR, WR : /07/ /14/ /21/ /28/ /05/ /12/ /15/ /30/ : , , J, HY : /07/ /14/ /21/ /28/ /05/ /12/ /15/ /30/ , , : , , , P 23 : , , , , , RPR : , , , , , ys ate: 05/31/03 / 7:26 am Page: 1 pp ate: 05/31/03 ser: John mith ee Payroll heck History Report for more information on this report. Payroll anual

199 199 ppendix Report amples Quarterly Pay Period Recap QRRY PY PR RP istribution and ervice orp. QRR: 2 G: 06/30/03 P HR WG P W/H F/Y PY PY PR: 05/15/03 22 W - RV RG: GR: RPR: F: F: : /:.00 F: WG:.00 : 9.28 HR: : : 5.76 :.00 : :.00 :.00 H : W - RVR RG: GR: 2, RPR:.00 F: F: :.00 /:.00 F: 2, WG:.00 : HR: : 2, : :.00 : :.00 :.00 H :.00 1, R 01 : RG: GR: 2, RPR:.00 F: F: :.00 /:.00 F: 2, WG:.00 : HR: : 2, : :.00 : :.00 :.00 H :.00 1, WRH RG: GR: 7, RPR:.00 F: F: :.00 /:.00 F: 7, WG:.00 : HR: : 7, : :.00 :.00 :.00 :.00 H :.00 4, R 02 : RG: GR: 7, RPR:.00 F: F: :.00 /:.00 F: 7, WG:.00 : HR: : 7, : :.00 :.00 :.00 :.00 H :.00 4, ** 05/15/03 : ** RG: GR: 10, RPR:.00 F: 1, F: 1, :.00 /:.00 F: 10, WG:.00 : HR: 1, : 10, : : :.00 :.00 :.00 H :.00 6, PY PR: 05/22/03 12 RV RG: GR: RPR:.00 F: F: :.00 /:.00 F: WG:.00 : 6.36 HR: : : :.00 :.00 :.00 :.00 H : RPR : RG: GR: 10, RPR:.00 F: 1, F: 1, :.00 /:.00 F: 10, WG:.00 : HR: 1, : 10, : : :.00 :.00 :.00 H :.00 6, ys ate: 05/31/03 / 7:28 am Page: 1 pp ate: 05/31/03 ser: John mith ee Quarterly Pay Period Recap for more information on this report. Payroll anual

200 200 ppendix Report amples arnings Report RG RPR istribution and ervice orp. PR : 11 - WRH PY 01 Regular 02 vertime 03 oubletime 04 Holiday R HR HR HR HR H, JRRY. Q: , Y: , J, Q: , Y: , PHP, VRY Q: , Y: , HP, JH Q: , Y: , HW, RHR Q: , Y: , HP, H Q: , Y: , R, HRVY Q: , Y: , V, Q: , Y: , JH, RH Q: , Y: , J, JFFRY Q: , Y: , J, J Q: , Y: , GR, JH Q: , Y: , J, W Q: , Y: , P 11 -Q: , , Y: , , RPR -Q: , , Y: , , ys ate: 05/31/03 / 7:33 am Page: 1 pp ate: 05/31/03 ser: John mith ee arnings Report for more information on this report. Payroll anual

201 201 ppendix Report amples eduction Report RPR istribution and ervice orp. PR : 11 - WRH PY R dvance Health nsur redit nion avings H, JRRY. Q: , Y: , J, Q: Y: PHP, VRY Q: Y: HP, JH Q: Y: HW, RHR Q: Y: HP, H Q: Y: R, HRVY Q: Y: V, Q: Y: JH, RH Q: Y: J, JFFRY Q: Y: J, J Q: Y: GR, JH Q: Y: J, W Q: Y: PR 11 - Q: , , Y: , , RPR - Q: , , Y: , , ys ate: 05/31/03 / 6:05 am Page: 1 pp ate: 05/31/03 ser: John mith ee eduction Reports for more information on this report. Payroll anual

202 202 ppendix Report amples Perpetual eduction History Report PRP HRY istribution and ervice orp. H 05/31/03 Health ns redit ni 401k Plan H, JRRY J, PHP, VRY HP, JH HW, RHR HP, H R, HRVY V, JH, RH J, JFFRY J, J GR, JH J, W PR 11 : H 05/31/03 : RPR : ys ate: 05/31/03 / 6:15 am Page: 1 pp ate: 05/31/03 ser: John mith ee Printing the Perpetual eduction History Report for more information on this report. Payroll anual

203 203 ppendix Report amples onsolidated eduction History Report ivision eduction istribution and ervice orp. heck heck HR mployee edical Pension ontribution umber ate WR Vision ental ed 401 RG edical otal otal Pens FRR, WR GR: RH : HR : 03/31/03 R/: /24/ /31/ FRR : 80 1, J, HY GR: RH : HR : 03/31/03 R/: /24/ /31/ J : 80 1, PR, RRY GR: F RH : HR : 03/31/03 R/: /24/ /31/ PR : 80 1, , HRW RH HR 03/31/03 GR: : : /24/ /31/ : 80 1, WPR, G RH HR 03/31/03 GR: : : /24/ /31/ WPR : 80 1, RPR : 400 6, R/: R/: ys ate: 05/31/03 / 9:23 am Page: 1 pp ate: 05/31/03 ser: John mith ee Printing the onsolidated eduction History Report for more information on this report. Payroll anual

204 Payroll anual 204 ppendix Report amples Pension Plan History Report ee Printing the Pension Plan History Report for more information on this report.

205 205 ppendix Report amples enefit ccrual Report orted by mployee umber F R RPR istribution and ervice orp. R PY R PY YP PR : 11 - WRH PY HR / PY R Y Y HR R R PY RRY-VR R V H, JRRY. 01/15/ V: : PR: /01/ J, V: : PR: /31/ PHP, VRY V: : PR: HP, JH 03/31/ V: : PR: HW, RHR 03/31/ V: : PR: HP, H 03/31/ V: : PR: R, HRVY 03/31/ V: : PR: V, 03/31/ V: : PR: JH, RH 03/31/ V: : PR: J, JFFRY 03/31/ V: : PR: J, J 03/31/ V: : PR: PR 11 - V: : PR: RPR - V: : PR: ys ate: 05/31/03 / 7:40 am Page: 1 pp ate: 05/31/03 ser: John mith ee enefit ccrual Report for more information on this report. Payroll anual

206 206 ppendix Report amples Workers' ompensation Report WRR' P RPR istribution and ervice orp. : FR W/ / J Y PY RP H Y H R PR H HR WR WG FR W/ HR R.0700 Q HRRG, H , R, , RH, RY , , HRW , FRR, WR , J, HY , R, Y , , , W/ : 0 : 56 2, , RPR : 56 2, , ys ate: 05/31/03 / 7:42 am Page: 1 pp ate: 05/31/03 ser: John mith ee Workers' ompensation Report for more information on this report. Payroll anual

207 207 ppendix Report amples General edger Posting Recap For ll Postings GR GR PG RP istribution and ervice orp. PG F: 12/31/99 # RP R ash in bank - payroll.00 7, F... taxes payable.00 1, Federal taxes withheld.00 1, tate tax withheld ccrued federal employment Withheld credit union Warehouseman payroll - ast 11, Payroll taxes - ast nsurance - ast iscellaneous expense Hospitalization.00 1, , , RPR : ys ate: 05/31/03 / 6:21 am Page: 1 pp ate: 05/31/03 ser: John mith ee General edger Posting Recap for more information on this report. Payroll anual

208 208 ppendix Report amples Perpetual History Report PRP HRY RPR istribution and ervice orp. hecks ated hru 12/31/99 Pay Period nding ates hru 12/31/99 H H PR GR FR F R HR H R WG WHHG WHH WHH WHHG PR R: 11 - WRH PY R: H, JRRY /31/03 05/31/ RP HR R RP / 01 Regular Health nsur redit nion k Plan W WHHG PY : PY R: J, /31/03 05/31/ RP HR R RP / 01 Regular Health nsur redit nion k Plan W WHHG PY : PY R: PHP, VRY /31/03 05/31/ RP HR R RP / 01 Regular Health nsur W WHHG : PY PY R: HP, JH /31/03 05/31/ RP HR R RP / 01 Regular Health nsur W WHHG : PY PY R: HW, RHR /31/03 05/31/ RP HR R RP / 01 Regular Health nsur W WHHG : PY PY R: HP, H /31/03 05/31/ RP HR R RP / 01 Regular Health nsur W WHHG : PY PR 11 : 3, , RPR : 3, , ys ate: 05/31/03 / 6:23 am Page: 1 pp ate: 05/31/03 ser: John mith ee Perpetual History Report for more information on this report. Payroll anual

209 209 ppendix Report amples Pay Rate hange Report PY R HG RPR istribution and ervice orp. PY HG PRR PY RR PY R R R 1 R H, JRRY. 05/31/ JW erit Pay ncrease J, 05/31/ JW nnual Performance Review PHP, VRY 05/31/ JW Promotion to eam eader HP, H 05/31/ JW erit Review V, 05/31/ JW erit Pay ncrease JH, RH 05/31/ JW nnual Performance Review J, J 05/31/ JW Promotion to eam eader ys ate: 05/31/03 / 6:30 am Page: 1 pp ate: 05/31/03 ser: John mith ee Pay Rate hange Report for more information on this report. Payroll anual

210 210 ppendix Report amples mployee asterfile udit Report PY RF RPR istribution and ervice orp. R PY YP R PY F RG F V W F V R : JW R : 05/31/03 HG H, JRRY. R 2 P. 201 P. 204 HG HP, JH R PR V. HG HP, JH P/PR HR? Y HG HP, H R PP. HG V, R RVR V. HG V, R 2 P. 24 HG H, JRRY. PY R HG J, PY R HG PHP, VRY PY R HG HP, H PY R HG V, PY R HG JH, RH PY R HG J, J PY R ys ate: 05/31/03 / 6:35 am Page: 1 pp ate: 05/31/03 ser: John mith ee mployee asterfile udit Report for more information on this report. Payroll anual

211 211 ppendix Report amples Pre-ote election Register PR- RGR istribution and ervice orp. H : P002 : 05/31/03 PY RG/R R R YP RP R JH, itibank aving RH W, W redit nion itibank aving Regular king FR, HR redit nion R: 5 ys ate: 05/31/03 / 6:44 am Page: 1 pp ate: 05/31/03 ser: John mith ee Pre-ote election Register for more information on this report. Payroll anual

212 212 ppendix Report amples Pre-ote pproval Register PR- PPRV RGR istribution and ervice orp. FR PR- F: 05/31/03 PPRV : 06/16/03 PY RG/R R R YP RP R JH, itibank aving /31/03 RH W, W redit nion /31/ itibank aving /31/ Regular king /31/ FR, HR redit nion /31/03 ys ate: 05/31/03 / 5:48 am Page: 1 pp ate: 05/31/03 ser: John mith ee Pre-ote pproval Register for more information on this report. Payroll anual

213 213 ppendix Report amples Quarterly Governmental Report ee Quarterly Governmental Report for more information on this report. Payroll anual

214 214 ppendix Report amples Quarterly 941 Form FR 941 PYR' QRRY FR RR code for from trade name) ate quarter ended nter state (as distinguished state in which deposits istribution and ervice orp. 06/30/03 were made, only if rade name, if any mployer identification number different from state in address to right ddress (number and street) ity, state, and ZP code (ee page 2 of > range usiness Park range, instructions) ain t uite 500 f address is different from prior return, check here. > f you do not have to file returns in the future, check here. > and enter date final wages paid..> f you are a seasonal employer, see easonal employers on page 1 of the instructions and check here...> 1 umber of employees in the pay period that includes arch 12th > 2 otal wages and tips, plus other compensation , otal income tax withheld from wages, tips, and sick pay , djustment of withheld income tax for preceding quarters of calendar year djusted total of income tax withheld (line 3 as adjusted by line 4 -- see instructions) , axable social security wages a $ 70, , % (.124 ) = 6b axable social security tips c $ % (.124 ) = 6d axable edicare wages and tips a 231, % (.029 ) = 7b 6, $ 8 otal social security and edicare taxes (add ines 6b, 6d wages and 7b). heck here if are not subject to social security and/or edicare tax > 8 15, djustment of social security and edicare taxes (see instructions for required explanation) ick Pay $.00 +/- Fractions of ents $ 10, /- ther $.00 10, djusted total of social security and edicare taxes (line 8 as adjusted by line 9 - see instructions) 10 5, , otal taxes (add lines 5 and 10) dvance earned income credit () payments made to employees et taxes (subtract line 12 from line 11). f $2,500 or more, this must equal line 17, column (d) below (or line of chedule (Form 941)) , otal deposits for quarter, including overpayment applied from a prior quarter alance due (subtract line 14 from line 13). ee instructions , verpayment, if line 14 is more than line 13, enter excess here > $ and check if to be: > pplied to next return R > Refunded. * ll filers: f line 13 is less than $2,500, you need not complete line 17 or chedule (Form 941). * emiweekly schedule depositors: omplete chedule (Form 941) and check here > * onthly schedule depositors: omplete line 17, columns (a) through (d) and check here > 17 onthly ummary of Federal ax iability. o not complete if you were a semiweekly schedule depositor. (a) First month liability (b) econd month liability (c) hird month liability (d) otal liability for quarter 2, , , nder penalties of perjury, declare that have examined this return, including accompanying schedules and statements, G and to the best of my knowledge and belief, it is true, correct, and complete. HR Print Your ignature > ame and itle > ate > ee Quarterly 941 Form Printing for more information on this report. Payroll anual

215 215 ppendix Report amples W-2 Form ee W2 Form Printing for more information on this report. Payroll anual

216 216 ndex ndex accounts, General edger 20, 23 allocated tips, defined 143 audit report, defined 143 automatic deductions, applying 87 automatic payment entry 83 bank code default 24 defined 143 setup 24 ank ode aintenance R printing 26 overview 24 system messages 149 window samples 24 R nformation 26 R trip Preview 26 ank Reconciliation, integrating with Payroll 170 batch, defined 143 enefit ccrual Report overview 120 printing 120 sample report 205 window sample 120 benefit accruals accrual rates and methods 53 benefit availability, determining 54 carry-over allowances, calculating 54 Periodic enefit ccrual utility, using 55 purpose 51 setting limits 55 benefit availability, determining 54 benefit schedule code defined 143 setup 56 table rate, defining 57 benefit schedule (continued) limits, applying 58 enefit chedule aintenance overview 56 window samples 56 ccrual Rate able 57 pply Hours/Year o 58 enefits Register overview 93 printing 93 report sample 179 system messages 155 window sample 93 calculation method, defined 143 carry-over allowances, calculating 54 check and stub, sample 187 check history consolidating 140 viewing 80 heck Printing column data areas 162 customizing 162 overview 98 system messages 155 window samples irect eposit tub Printing 100 Payroll heck Printing 99 heck Register/pdate overview 102 printing 102 report sample 189 system messages 157 window samples heck Register 102 irect eposit Register 104 Payroll xpense and ax ccrual 103 check, voiding and reversing the entry 90 F G H J P Q R V W Y Z Payroll anual

217 217 onsolidated eduction History Report formatting 118 overview 117 printing 117 report sample 203 window samples 117 Format For onsolidated eduction History Report 118 customization check printing 162 Form ptions feature 161 forms 161 Quarterly Governmental Report 164 W-2 Form printing 165 aily ransaction Register overview 105 printing 105 report sample 191 window sample 105 deduction code applying to range of employees 32 defined 144 reducing taxable income 32 setup 30 eduction ode isting, report sample 174 eduction ode aintenance overview 30 system messages 149 window samples 30 pply eduction to a Range of mployees 32 Reduce axable ncome 32 eduction Register overview 94 printing 94 report sample 180 system messages 155 window sample 94 eduction Report overview 115 printing 115 report sample 201 window sample 115 eduction Reports onsolidated eduction History Report 117 eduction Report 115 overview 115 Pension Plan History Report 119 Perpetual eduction History Report 116 report options 115 window samples onsolidated eduction History Report 117 eduction Report 115 Pension Plan History 119 Perpetual eduction History 116 epartment aintenance overview 33 security 34 system messages 149 window samples epartment ecurity 34 arnings tab 36 ain tab 33 departments employee numbering 34 General edger accounts, assigning 34 security 34 setup 33 direct deposit defined 144 employee setup during maintenance 73 establishing 70 payroll processing 75 Pre-ote process 74 purpose 70 setup 71 F G H J P Q R V W Y Z Payroll anual

218 218 direct deposit (continued) transmission capability 71 irect eposit nterface etup overview 129 system message 159 irect eposit menu, overview 126 irect eposit Register printing 104 report sample 190 window sample 104 irect eposit tub printing 100 report sample 188 window sample 100 arned ncome redit (), applying 40 earnings and deduction information, selecting 89 and vacation history, displaying 63 code defined 144 entering 36 fringe benefit 28 setup 27 type, defined 144 arnings ode isting, report sample 173 arnings ode aintenance overview 27 system messages 149 window sample 27 arnings Register overview 93 printing 93 report sample 178 system messages 155 window sample 93 arnings Report overview 114 printing 114 report sample 200 window sample 114 effective date, defined 144 (arned ncome redit), applying 40 mployee isting overview 107 printing 107 report samples detailed listing 192 summary listing 193 window sample 107 mployee ailing abels overview 108 printing 108 report sample 194 window sample 108 mployee aintenance fringe benefits 28 overview 60 system messages 150 window samples heck earch ptions 80 hecks tab 80 arnings and Vacation nquiry 63 mployee emo aintenance 62 Federal ax ummary 67 ain tab 61 Renumber mployee 69 tate and ocal ax ummary 66 ax tatus 79 erminate/reactivate mployee 68 Voluntary eduction aintenance 65 Wages tab 77 F G H J P Q R V W Y Z Payroll anual

219 219 mployee master file, building 60 mployee asterfile udit Report overview 125 printing 125 report sample 210 window sample 125 mployee emo Printing overview 109 printing 109 report sample 195 window sample 109 employee memo, maintaining 62 employee numbers assigning new 69 determining 60 numbering methods 60 purpose 60 employee pay cycles 53 employee rates, calculation of exempt salaried 78 mployer s xpense ummary 96 overview 96 printing 96 report samples mployer s ax 183 Workers ompensation 184, 185 system messages 155 F federal tax summary information, displaying 67 filing status code, defined 144 defining 41 form code, defined 145 fringe benefits earnings codes, defining 28 mployee aintenance 28 processing 28 G General edger ccount aintenance overview 19 window sample 23 General edger accounts adding 23 mployee F/edicare// ccrual accounts 20 mployee ccrual account 20 mployer ontribution xpense accounts 20 mployer s F/edicare// ccrual accounts 20 mployer s ax xpense accounts 21 Payroll ash account 21 alary and Wage xpense accounts 21 setup 20 Voluntary eduction ccrual accounts 21 Withholding ax ccrual accounts 22 Workers omp nsurance ccrual account 22 General edger Posting Recap overview 122 printing 122 report sample 207 window sample 122 General edger, integrating with Payroll 168 Generate irect eposit nterface File overview 129 system message 159 graphic conventions 12 graphical forms, defined 145 H how to use this manual 12 F G H J P Q R V W Y Z Payroll anual

220 220 integration with Payroll ank Reconciliation 170 General edger 168 Job ost 169 J Job ost, integrating with Payroll 169 journal entries, posting 19 labor code defined 145 setup 49 abor ode aintenance overview 49 window sample 49 abor istribution Report overview 95 printing 95 report sample 182 system messages 155 window sample 95 local tax code, defined 145 ain menu, overview 59 manual checks, record and calculate taxes 88 manual, when to use 12 menus irect eposit 126 ain 59 Period nd 130 Reports 106 etup 14 R printing 26 other local tax, defined 145 other taxes, defined 145 P pay cycle, defined 145 pay method, defined 145 pay rate 1, defined 146 pay rate 2, defined 146 Pay Rate hange Report overview 124 printing 124 report sample 209 window sample 124 pay rate multiplier, defined 146 Payroll heck History Report overview 112 printing 112 report sample 198 window sample 112 Payroll ata ntry entering cycle data 81 overview 81 system messages 151 voiding a check 90 window samples uto Pay 83 Header tab 85 ines tab 89 aintain ab ettings 81 anual Payroll ax ntry 88 Pay ycle 81 imecard ata ntry 83 Payroll ata ntry udit Report overview 92 printing 92 report sample 177 system messages 155 window sample 92 payroll dates, explanation of 11 payroll expense and tax accrual 103 Payroll ptions overview 15 setup 15 system messages 148 F G H J P Q R V W Y Z Payroll anual

221 221 Payroll ptions (continued) window samples dditional tab 16 Forms tab 18 ntegrate tab 17 ain tab 15 payroll processing, direct deposit 75 Payroll ax alculation overview 91 system messages 154 window sample 91 payroll transactions, transmitting 76 Pension Plan eduction Register, report sample 181 Pension Plan History Report overview 119 printing 119 report sample 204 window sample 119 Period nd menu, overview 130 Period nd Processing check history, consolidating 140 overview 136 performing 136 perpetual payroll history, purging 140 quarter-end and year-end processing 139 quarter-end processing 137 system messages 160 window samples Period nd ption 136 Period nd Reports 138 Periodic enefit ccrual overview 141 utility, using 55 Periodic enefit ccrual Register printing 141 window samples 141, 142 Perpetual eduction History Report overview 116 printing 116 report sample 202 window sample 116 Perpetual History Report overview 123 printing 123 report sample 208 window sample 123 perpetual payroll history, purging 140 postings, General edger 19 Pre-heck Register overview 97 printing 97 report sample 186 system messages 155 window sample 97 Pre-ote defined 146 process 74 Pre-ote pproval Register overview 128 printing 128 report sample 212 window sample 128 Pre-ote election Register overview 127 printing 127 report sample 211 system message 159 window sample 127 Q quarter and year-end processing 139 quarter-end processing 137 Quarterly 941 Form printing 132 report sample 214 Quarterly 941 Form Printing overview 131 Quarterly 941 chedule, printing 132 window samples Quarterly 941 Form 132 Quarterly 941 chedule 132 F G H J P Q R V W Y Z Payroll anual

222 222 Quarterly Governmental Report customizing 164 overview 131 printing 131 report sample 213 window sample 131 Quarterly Pay Period Recap overview 113 printing 113 report sample 199 window sample 113 Quarterly ax Report overview 110 printing 110 report samples Federal axes 196 Federal axes - arnings & 197 variance column 111 window sample 110 R reactivate an employee 68 reduce taxable income 32 report samples enefit ccrual Report 205 enefits Register 179 heck and tub 187 heck Register 189 onsolidated eduction History 203 aily ransaction Register 191 eduction ode isting 174 eduction Register 180 eduction Report 201 irect eposit Register 190 irect eposit tub 188 arnings ode isting 173 arnings Register 178 arnings Report 200 mployee isting detailed 192 summary 193 report samples (continued) mployee ailing abels 194 mployee asterfile udit Report 210 mployee emo 195 mployer s xpense ummary eposit iability 185 mployer s ax 183 Workers ompensation 184 General edger Posting Recap 207 abor istribution Report 182 Pay Rate hange Report 209 Payroll heck History Report 198 Payroll ata ntry udit Report 177 Pension Plan eduction Register 181 Pension Plan History 204 Perpetual eduction History 202 Perpetual History Report 204, 208 Pre-heck Register 186 Pre-ote pproval Register 212 Pre-ote election Register 211 Quarterly 941 Form 214 Quarterly Governmental Report 213 Quarterly Pay Period Recap 199 Quarterly ax Report Federal axes 196 Federal axes - ip arnings & 197 ax able isting federal 175 state 176 W-2 Form 215 Workers ompensation Report 206 Reports menu, overview 106 reports, sample 171 routing/transit number, defined 146 F G H J P Q R V W Y Z Payroll anual

223 223 ecurity by epartment feature 34 selective payments, processing 85 etup menu, overview 14 state tax code, defined 146 status code filing, defined 144 system messages ank ode aintenance 149 enefits Register 155 heck Printing 155 heck Register 157 eduction ode aintenance 149 eduction Register 155 epartment aintenance 149 irect eposit nterface etup 159 arnings ode aintenance 149 arnings Register 155 mployee aintenance 150 mployer s xpense ummary 155 Generate irect eposit nterface File 159 abor istribution Report 155 Payroll ata ntry 151 Payroll ata ntry udit Report 155 Payroll ptions 148 Payroll ax alculation 154 Period nd Processing 160 Pre-heck Register 155 Pre-ote election Register 159 ax able aintenance 149 W2 Form Printing 159 tax code local, defined 145 state, defined 146 status information, displaying 79 summary information, displaying 66 ax able isting deleting a tax code, warning 48 producing 48 report samples federal listing 175 state listing 176 ax able aintenance filing status, defining 41 overview 37 system messages 149 window samples 39 djust axable ncome able 44 alculate redit Percentage 47 alculate xemption mount 46 alculate urcharge 45 dit ax alculation teps 40 Filing tatus 41 ax able 42 ax able isting 48 tax tables adjusting taxable income table 44 credit percentages, calculating 47 exemptions, calculating 46 maintaining information 42 printing a listing 48 setup 37 surcharge, calculating 45 terminate an employee 68 imeard data, entering 83 tips allocated, defined 143 deemed, defined 147 differential, defined 147 reported, defined 147 V variance column 111 voiding a check 90 voluntary deductions, entering 65 F G H J P Q R V W Y Z Payroll anual

224 224 W W2 Form customizing 165 overview 133 printing 133 printing multiple state/local taxes 135 report sample 215 system message 159 window sample 134 wage information, entering 77 when to use manual 12 window samples ank ode aintenance 24 R nformation 26 R trip Preview 26 enefit ccrual Report 120 enefit chedule aintenance 56 ccrual Rate able 57 pply Hours/Year o 58 enefits Register 93 heck Printing irect eposit tub Printing 100 Payroll heck Printing 99 heck Register/pdate heck Register 102 irect eposit Register 104 Payroll xpense and ax ccrual 103 onsolidated eduction History Report 117 Format For onsolidated eduction History Report 118 aily ransaction Register 105 eduction ode aintenance 30 pply eduction to a Range of mployees 32 Reduce axable ncome 32 eduction Register 94 eduction Report 115 eduction Reports enu 115 window samples (continued) epartment aintenance epartment ecurity 34 arnings tab 36 ain tab 33 arnings ode aintenance 27 arnings Register 93 arnings Report 114 dit ax alculation teps 40 mployee isting 107 mployee ailing abels 108 mployee aintenance heck earch ptions 80 hecks tab 80 irect eposits 70 arnings and Vacation nquiry 63 mployee emo aintenance 62 Federal ax ummary 67 ain tab 61 Renumber mployee 69 tate and ocal ax ummary 66 ax tatus 79 erminate/reactivate mployee 68 Voluntary eduction aintenance 65 Wages tab 77 mployee asterfile udit Report 125 mployee emo Printing 109 mployer s xpense ummary 96 Form ptions 161 General edger ccount aintenance 23 General edger Posting Recap 122 abor ode aintenance 49 abor istribution Report 95 Pay Rate hange Report 124 Payroll heck History Report 112 F G H J P Q R V W Y Z Payroll anual

225 225 window samples (continued) Payroll ata ntry uto Pay 83 Header tab 85 ines tab 89 aintain ab ettings 81 anual Payroll ax ntry 88 Pay ycle 81 imecard ata ntry 83 Payroll ata ntry udit Report 92 Payroll ptions dditional tab 16 Forms tab 18 ntegrate tab 17 ain tab 15 Payroll ax alculation 91 Pension Plan History 119 Period nd Processing Period nd Reports 138 Periodic enefit ccrual Register 141, 142 Perpetual eduction History 116 Perpetual History Report 123 Pre-heck Register 97 Pre-ote pproval Register 128 Pre-ote election Register 127 Quarterly 941 Form 132 Quarterly 941 chedule 132 Quarterly Governmental Report 131 Quarterly Pay Period Recap 113 Quarterly ax Report 110 ax able aintenance 39 djust axable ncome able 44 alculate redit Percentage 47 alculate xemption mount 46 alculate urcharge 45 Filing tatus 41 ax able 42 ax able isting 48 W2 Form Printing 134 window samples (continued) Workers ompensation aintenance 50 Workers ompensation Report 121 workers compensation codes, setup 50 Workers ompensation aintenance overview 50 window sample 50 Workers ompensation Report overview 121 printing 121 report sample 206 window sample 121 F G H J P Q R V W Y Z Payroll anual