CORPORATE HEADQUARTERS

Transcription

1 CORPORATE HEADQUARTERS Advantage Payroll Services, Inc. 126 Merrow Road PO Box 1330 Auburn, Maine Tel: Edition USER GUIDE

2 This user guide is provided as an informational service only. Advantage attempts to provide quality information, but makes no claims, promises, or guarantees about the timeliness, accuracy, completeness, or adequacy of the information contained in this user guide. The information provided is the property of Advantage, its affiliates, or its licensors and is protected by copyright, trademark, and other intellectual property laws. Advantage makes no representations or warranties as to this user guide or any information provided in this user guide. Information provided in this user guide is provided as is without warranty of any kind, either express or implied. Advantage reserves the right to add, delete, change, improve, or update the information on this user guide without notice. Advantage assumes no liability or responsibility for any errors or omissions in the content of this user guide. Your use of this user guide is at your own risk. By using the user guide, you release Advantage from any and all claims that may result from your use of the guide Advantage Payroll Services, Inc. All rights reserved. ADVANTAGE and INSTANT PAYROLL are registered trademarks of Advantage Payroll Services, Inc. Other trademarks used herein are the property of their respective owners, are registered where indicated, and are used by Advantage under license from their respective owners. Document number - IP19

3 Table of Contents Instant Payroll User Guide Table of Contents Introduction Introduction... 1 How this Guide is Organized... 1 System Requirements... 1 Is Instant Payroll Right for You?... 2 Chapter 1 - Getting Started Log into Instant Payroll... 1 Home Screen Overview... 3 Home Screen Elements... 4 Navigating Modules, Options, and Employees... 5 Navigating Modules... 5 Navigating Options... 6 Notes about Navigating Modules and Options... 6 Navigating the Employee List... 6 Employee Drop-down List... 7 Selecting Employee Records... 7 Chapter 2 - Tutorial Request a Test Client... 1 Other Information Regarding the Test Client... 2 Chapter 3 - Administration Modules Included... 2 Quick Entry Customize... 3 Employee Import Process... 4 Initial Configuration... 4 Import Data... 6 Synchronize Process... 7 Edit Existing Mappings... 9 Employee List Pending Employee List... 9 Audit Reports... 9 New Hire Wizard New Hire Wizard Customize PTO Descriptions PTO Description Customize Preferences Employee List Interfaces Input Warnings Users Instant Payroll User Guide TOC /31/14

4 Table of Contents Chapter 4 - Company Information Company Information... 2 Company Options... 3 Company Div/Dept/Job... 3 Division... 4 Department... 4 Deductions... 7 Company Deduction Information... 7 Deduction Types Deferred Compensation Basic Table Match Table (k) Catch-Up Earnings Company Earnings Company Earnings Information Earnings Types and Description Employer Paid Benefits Employer Paid Benefit Information Employer Paid Taxes Company Employer Paid Taxes Paid Time Off Company PTO Plans Company PTO Plan Information Vendor List Company Vendor Information Workers Compensation State & Local Taxes Work/Withholding State Active Local Taxes Employee Self-Service Activation of Self-Service Employee Self-Service Access Employee Information Chapter 5 - Employee List Employee List... 1 Customizing the Employee List View... 2 Employee Options... 3 Add a New Employee Profile... 4 Employee Information... 5 Employee Wages... 6 Rates... 7 Recurring Earnings... 8 Group Codes... 8 Employee Wages... 9 Recurring Distributions Employee Taxes Federal Taxes Additional Fed Tax Earned Income Credit State Taxes TOC /31/14 Instant Payroll User Guide

5 Table of Contents Additional State Tax Workers Comp Classification Local Taxes Employer Paid Taxes Employee Deductions Deferred Compensation Employee Deferred Compensation Direct Deposit Important Facts about Direct Deposit Employee Direct Deposit Employee PTO Employer Paid Benefits Paycheck History Employee Paycheck History User Access Online Security Roles Chapter 6 - Payroll Processing Payroll Header... 1 Payroll Header Set up... 2 Employees to be Paid... 5 Group Codes... 6 Select Reports... 6 Report Frequency... 7 Instant Payroll Reports... 9 Quick Entry Quick Entry with Input Warnings Quick Entry Table Paycheck Entry Paycheck Entry with Input Warnings Regular Paycheck Void a Paycheck Payroll Totals Payroll Preview Function Submitting your Payroll Rebuild Payroll Health Care Assessment Chapter 7 - Check Calculator Check Calculator... 1 Employee Paycheck... 2 Earnings Table... 3 Deductions, Taxes, and Editable Statuses... 3 Calculating and Saving the Check... 5 Paycheck Calculator... 6 Instant Payroll User Guide TOC /31/14

6 Table of Contents Chapter 8 - Reports Reports Payroll List... 1 Important Reports Information... 1 Reports Payroll List... 2 Report List... 3 Data Export Tool... 5 Export using Choose filter options... 7 Export using Generate Extract>>>> W-2/1099 and W-3/1096 Online Printing Chapter 9 - Paperless Payroll Overview... 1 TOC - 4 Instant Payroll User Guide

7 Introduction Introduction Welcome to Instant Payroll - the online payroll solution. Instant Payroll is an innovative online application providing comprehensive payroll processing. Now you can manage your payroll from start to finish with online reports and preview features. Use it to maintain employee records, set up new hires, make rate changes, input payroll hours and dollars, post voids and manual payroll checks, and more, all at your convenience. In addition, it includes powerful features like a paycheck calculator to figure gross-to-net checks online. You benefit from increased payroll control, with an unlimited number of earnings and deduction fields, access to flexible labor distribution options, quick paycheck entry, administration of pay codes and deductions, an interactive report builder, and the ability to manage 401(k) and other employee benefit programs. Instant Payroll includes robust customization options allowing you to select the utilities needed to accurately process your simple or complex payroll. Instant Payroll is created to fully protect the integrity and confidentiality of your payroll data. With VeriSign, the industry leader in Internet security, you can be assured your data is secure from unauthorized access. Welcome to the next generation of payroll products. Please tell us what you think! Ask your local office for a feedback form. Your suggestions help us continue to enhance this product to meet your needs. We appreciate your business and we look forward to a long and happy relationship! How This Guide is Organized The Instant Payroll application is divided into a series of modules that contain several distinct functions called options. Each module is represented by a chapter. The options are sections in the module chapter. Each Instant Payroll screen is detailed in the appropriate module chapter. Concepts and procedures are presented separately. In the concepts section, fields are defined in terms of appropriate values and how values affect other functions. Examples are included for more difficult concepts. Screen shots accompany the concepts. Procedures are identified with the marker followed by the description of the procedure. If you do not understand an entry field in the procedure, refer to the concepts immediately preceding it. If you are familiar with payroll terminology, you may find it faster to skip the concepts and go directly to procedures when you have questions. System Requirements PC running Windows 95 (or compatible) or higher Internet access (connection speed of 56K or greater recommended) Internet Browsers: Internet Explorer version 4.0 or higher Netscape version 4.0 or higher 128 bit encryption (Cipher Strength). You can update encryption online through your browser, Instant Payroll User Guide Intro -1

8 Introduction To view your browser version and encryption level (Cipher Strength) Use the steps in this procedure to determine your Internet browser version and encryption level (Cipher Strength). 1. In the Menu Bar of you your browser, click Help About. 2. Check your version number and cipher strength. 3. Click Update Information next to Cipher Strength and follow the prompts to increase to 128-bit. You can also update your browser version by accessing the web site for your browser. Is Instant Payroll Right for You? We have a variety of products to suit varying degrees of payroll processing complexity and want to ensure you have the product that is most closely aligned with your needs. Instant Payroll is a convenient way to process payroll for smaller companies who value the flexibility the Internet provides over the features provided for more complex payrolls. If your company has any of the following needs, contact your Customer Support Representative (CSR) about the possibility of switching to one of our other payroll solutions, which has a more robust set of features. 401k fund distribution Payroll entry by Division or Department Special check use for Direct Deposit (for example, Direct Deposit occurs on the first check only) Employee level deduction control Frequent use of labor distribution. Distribution has to be done in Paycheck Entry that may be cumbersome for larger companies. Multiple week end dates for multiple groups Building a payroll through the payroll header Intro - 2 Instant Payroll User Guide

9 Getting Started Chapter 1 - Getting Started Objectives Before jumping into online payroll processing, familiarize yourself with the way Instant Payroll is designed. After you understand the concept of modules, options, and how to navigate the application, you can browse the system with ease. In this lesson, you will learn to: Log into Instant Payroll Use the home screen to navigate Use the Menu Options drop-down menu to navigate Navigate modules, options and employee lists Identify security access requirements Log into Instant Payroll Access Instant Payroll Instant Payroll provides a secure private site for clients who select this method to process payroll. If you are not enrolled as an Instant Payroll client and you want to preview the application, contact your CSR and a test client can be established for you. To access the Instant Payroll site, go to To log into Instant Payroll: 1. Enter the Instant Payroll Internet Address in your browser window: 2. Click Standard Login. 3. Enter your Client number, Username, and Password where prompted, then click Enter. Instant Payroll User Guide 1-1

10 Getting Started Figure 1 - Login Fields Tip: Add the Instant Payroll login screen to your favorites list. If you experience difficulty logging in, contact your local office for assistance. 1-2 Instant Payroll User Guide 10/31/14

11 Getting Started Home Screen Overview The Home Screen is composed of three horizontal headers bars and a main navigation screen as shown below. B A C Figure 2 - Instant Payroll Home Screen Instant Payroll User Guide 1-3

12 Getting Started Home Screen Elements A. Logo Bar The Logo Bar: Contains a link to download the most recent copy of the Instant Payroll User Guide. Displays the Client Name and Client Number. Displays the last successful login date. B. Location Bar The location bar is your primary navigation tool. Location Password Help Support Print Page Logout Home Menu Options The yellow wording on the left tells you instantly where you are as you navigate through the application. The wording changes to reflect your current location. On the right of the location bar are links to Change your Password, Help, Support, Print Page, Logout, and Home. Allows you to change your password. Passwords must be between 8 and 25 characters, including spaces, and must include one numeric or one alphabetic character. Accesses comprehensive, context-sensitive assistance. You can also navigate the entire help system from this window. Accesses the Request Support screen. You can either a question to your local office, or grant them temporary access to your account. This allows you to do a print screen of the current screen. Immediately ends your session and returns you to the login screen. If you are engaged in a process, the system prompts you to save your work. This is the preferred way to exit the system. Returns you to the Home Screen. Each module available in the main window of the Home Screen can also be accessed from this drop-down menu. Use this menu extensively to navigate through the modules in Instant Payroll. Select a module (or function) from the Home Screen or the Menu Options drop-down menu. C. Modules Navigation Window Select a module by clicking the module name. Below the module name is a brief explanation of the functionality. Note: A module is a distinct group of related functions in the payroll application. The Company Information, Employee List, Payroll Processing, and Administration modules contain several sub sections referred to as Options. 1-4 Instant Payroll User Guide

13 Getting Started Navigating Modules, Options, and Employees Instant Payroll functions are grouped into the followings modules: Administration Company Information Employee List Payroll Processing Paycheck Calculator Reports Tutorial Human Resources Tailor Instant Payroll options for your company s needs Set up and maintain your payroll control information Set up and maintain employee demographic and payroll information Enter and submit payroll data Calculate a paycheck without submitting a payroll View reports online or create your own reports Activate a demo company and print the user guide If account is set up for HR Navigating Modules There are two ways to navigate from one module to another: Home Screen Menu Options drop-down menu To navigate modules using the Home Screen: 1. Click Home at the top of the screen. 2. Click the title of the selected module. The selected module displays. To navigate modules using the Menu Options drop-down menu: 1. Click the Menu Options drop-down menu.. 2. Click the highlighted module. The selected module displays. Tip: Using the Menu Options drop-down menu method of navigation saves time. You do not have to access the Home Screen to select a module. Instant Payroll User Guide 1-5

14 Getting Started Navigating Options The Administration, Company Information, Payroll Processing, and Employee List modules contain several options that access different utilities in the module. These options are listed as links on the left side of the screen under Client Options. The name of the option in which you are working displays in the black navigation/location bar above the work area. To select an option Use this procedure to access a screen or option in a module. Each module contains unique options. The options list is named for the module in which it resides. For example, the Company Information module has Client Options and the Employee List has Employee Options. Click the link to the option you want to access. The module and the option currently accessed display in the location bar. Note: To access Employee Options, you must first select an employee record from the employee list. The options display at the top of the screen. Notes about Navigating Modules and Options Instant Payroll does not have standard Internet navigation options such as Back or Forward. This is to protect data integrity. You must use drop-down menus and links to navigate in the application In some instances, the action of clicking Save in the option returns you to the main screen in the module. If not, use the Menu Options drop-down menu in the Location Bar and select the appropriate module. Navigating the Employee List In certain modules of the Instant Payroll application, such as Employee List and Payroll Processing, a list of your employees is available. The number of employee displaying in each list depends on your selection in the Administration module, Preferences option. This allows you to access specific information about individual employees. You determine the sort order of the employee list in the Employee List module. 1-6 Instant Payroll User Guide

15 Getting Started Employee List Figure 3 - Employee list The following items display in the employee list: Employee Number: The employee number is automatically assigned. Employee Name: The employee name displays as Last Name, First Name. This information is pulled from the Employee List module - Information option. Division Number: If you use Divisions, the division number is created in Company Information module and assigned in the Employee List module. In this example the Div. number is Dept. Number: The department number is created in the Company Information module and assigned to the employee in the Employee List module. In this example, the Dept. number is 2. Note: You must create at least one department. Selecting employee records The employee list displays in the Employee List and Payroll Processing modules. For the next procedures, select Employee List from the Menu Options drop-down menu. To select an employee using the employee list 1. Locate the employee in the list. 3. Click the employee to view. The selected employee information displays. Instant Payroll User Guide 1-7

16 Getting Started To select an employee using the << >> arrows It is assumed that you are using the employee drop-down menu. 1. Click >>. The next record displays. 2. Click <<. The previous record displays. 1-8 Instant Payroll User Guide

17 Tutorial Chapter 2 - Tutorial Generate a Test Client to create a practice environment in Instant Payroll. Use the test client as a learning tool in conjunction with the User Guide. Objective In this lesson, you will learn to: Request a test client Access the user guide Request a Test Client Instant Payroll customers can request a test client. The test client is a fictitious company including employees, wage rates, and many typical company settings. Each test client is active for seven days. The test client is a great way for users to practice Instant Payroll in a risk free environment. It also allows non-instant Payroll clients a chance to test drive the application. Click Tutorial. The following screen displays. Figure 1 - Test Client Request Create a New Test Client: If you do not have a test client, click this link. If you already have a test client, and click this link, the system generates another test client. The client number changes and the previous test client is deleted. Tutorial Workbook: The tutorial workbook is quick start guide with practical exercises highlighting the main functions of Instant Payroll. Using a fictitious company, you are guided through several of the most commonly used features of the program. In addition to the tutorial, we recommend you also reference the user guide for concepts with which you are still unfamiliar. The tutorial workbook is in portable document format (pdf) and requires the free Adobe Acrobat Reader program to open. A link to download Acrobat Reader is available in the Instant Payroll application. If you have an active test client, the Test Client Information fields populate. Instant Payroll User Guide 2-1

18 Tutorial To request a Test Client 1. Select Tutorial from the Menu Options drop-down menu (or from the Home Screen). 2. Click Create New Test Client. 3. Record the test client information that populates the table. Other Information Regarding the Test Client If you forget your test client number, log into Instant Payroll with your real client number and click Tutorial again. The screen displays with your test client information. It is recommended that you log out of your live client before logging into the test client. This minimizes the chance of inadvertently changing your live data while practicing with the test data. 2-2 Instant Payroll User Guide

19 Administration Chapter 3 - Administration Customize your payroll functions in the Administration module. Careful set up of the Administration options tailors Instant Payroll to meet your needs, from simple to complex. Objectives In this lesson, you will learn to: Customize Instant Payroll options Customize Quick Entry with your most common earnings types Customize the New Hire Wizard Specify your Paid Time Off (PTO) plans Establish the Employee List size Establish client level limits for hourly and salaried employees Caution: A user can only access the Administration screen and change options when no other users are logged into the system. When a user accesses the Administration screen, the application prevents any other users from logging into the system. When you access the Administration module from the home screen or the Menu Option drop-down menu, the screen displays a table that contains the payroll features available to your company. These features are defined in the Company Information module. To streamline your payroll process, deactivate the payroll features you do not use by clearing the Active checkbox. All screens for these modules are hidden in the application. The hidden feature can be reactivated by selecting the Active checkbox. The Administration module also controls the following options: Quick Entry New Hire Wizard PTO Descriptions Preferences Interfaces Input Warnings Users These links are explained in more detail on the following pages. The following optional payroll utilities are controlled through the Administration module. Tip: Keep it simple. Only select features that you use in payroll processing. These are discussed in detail in subsequent chapters in this guide, or contact your local office for more information. Instant Payroll User Guide 3-1

20 Administration Modules Included Figure 1 - Modules Included Option Deferred Comp Basic/Match: Manage matching contributions for your Deferred Compensation plans. Division Use: If your company uses cost centers or divisions to track payroll expenses, use this module to establish and manage them. Employer Paid Benefits: If your company provides employees with non-taxable benefits that you want to track through payroll, you can do so in this module. Job Use: If your company uses job costing, you can add or redefine job descriptions in this module. If you are interested in adding a job costing option to your payroll account, contact your local office for assistance before activating this module. Paid Time Off (PTO): If your company provides employees with paid time off benefits, you may want to track PTO accrued and used through payroll. This utility allows you to set up benefit accrual plans for your employees. Vendor: If your company makes third party payments based on employee payroll deductions, you can use this module to create those payments based on payroll information. Workers Compensation: This utility estimates your Workers Compensation premium on a per payroll basis. You should contact your workers compensation carrier for the information required to make this calculation. To select modules to include or deactivate: 1. Select Administration from the Menu Options drop-down menu. 2. Select the Active checkbox to include the module. or Un-select the Active checkbox to remove the module. 3. Click Save to save changes or Cancel to exit without saving. 3-2 Instant Payroll User Guide

21 Administration Quick Entry Customize Quick Entry is one of two methods of entering payroll. It is most effectively used when: You do not need to distribute payroll hours to different divisions, departments, or jobs (labor distribution). You use the same five (or fewer) earnings types each payroll. Quick Entry is described in detail in the Payroll Processing module chapter. In the Administration module, establish which earnings types display in Quick Entry. Define in priority order the five most commonly used earnings types in your payroll. Figure 2 - Quick Entry Customize Quick Entry Customize Order: Specifies the sequence in which the earnings types display in Payroll Processing - Quick Entry. Wage: Description of the earnings type. To establish earnings types for Quick Entry: 1. Select Quick Entry from the Admin Options menu on the left side of the screen. 2. Select the most commonly used earnings type for Order - 1 in the Wage drop-down menu. 3. Select the next most commonly used earnings type for Order - 2 in the Wage dropdown menu up to Order Click Save to save changes or Cancel to exit without saving. Instant Payroll User Guide 3-3

22 Administration Employee Import Process Initial Configuration 1. Select Admin Options Employee Import. The following screen displays when the import option is initially used: 2. Select the type of import: From csv/txt File or From Bamboo HR. Warning: If you have a method set up for importing data and the method changes, all mappings and historical data are lost. If From Bamboo HR is selected, complete the following fields. Important: Advantage cannot advise you about this information. If you are unsure of the API Key or company sub-domain, contact Bamboo. The API Key is an alpha-numeric ID created by Bamboo. After the screen is saved, a message displays that the API Key is on file. The actual key does not display. If you are not sure if the API Key is on file, test the import or re-enter and save the screen again. The company sub-domain is used to connect you and Bamboo. 3. Customize how information is imported. Required information displays in red text and cannot be changed. Save the screen after making any changes. Enter the appropriate information in the following tabs. a. Basic Info Contains details of the import method. You can also validate imported data. When a file is validated, a verification report displays what will be imported. Two options indicate if deduction or salary amounts are Per Payroll, Monthly, or Annualized. The Bamboo HR import does not currently allow deduction information to be imported. 3-4 Instant Payroll User Guide

23 Administration b. Employee Select the employee demographic fields to include in the file. Employee Number, First Name, and Last Name are required. c. Taxes Select the type of taxes to import. Instant Payroll User Guide 3-5 4/18/14

24 Administration a. Wages Select the type of wages to import. b. Deductions Displays the deduction information to be imported. The Employee Number and Deduction ID are required. Note: This tab does not display if Bamboo HR is selected. Import Data Select Payroll Processing Employee Import. If the Employee Import option does not display, you must establish and save the Run Header. 3-6 Instant Payroll User Guide 4/18/14

25 Administration The following information displays. Note: The same information displays in the Administration (read only) section of the screen. The selected import method: From.csv/.txt or From Bamboo HR. Instructions for mappings and how new or existing employees are handled. The number of pending employees, if any, and instructions to move them from Pending to Active status. An option displays a list of all Pending employees. Three different audit reports are available. These are explained below. Two options display: o o Synchronize Process Synchronize initiates the data import and mapping process. Map Elements displays the mapping page with the ability to edit existing mappings. When Synchronize Data is selected, the Data Import Wizard displays. The Data Import Wizard uses the following steps. Step 1 - File Import If the import is from a file (.csv or.txt), the following screen displays. Click Browse to access the file to import. When the file is selected, click Continue. Note: The screen does not display if the file is not a.csv or.txt file. Step 2 - Confirmation Screen The confirmation screen lists any issues identified with the import. Issues include: Invalid Data - Source fields that are incorrect (invalid characters, dates formatted incorrectly, etc.). These errors prevent the import process from continuing. Click Cancel to stop the process, and then correct the errors. When complete, import the file again. Values too long for the target fields - : Includes full middle name instead of middle initial only, numbers with more decimal places than the application allows, etc. Entries in this category are informational only. The screen displays data changed by the system. You are allowed to continue with the process. Column headers not recognized by the system - Columns not recognized by the system are listed with a message that all data under that column will be ignored during the load. Cancel the process to correct any data or continue with the process. Step 3 - Mapping After choosing to continue from step 2, the Data Mapping screen displays. The only mapping categories displayed are categories that require action for the current data import. The system attempts to match the data provided for each category with the appropriate value in the application. Instant Payroll User Guide 3-7 4/18/14

26 Administration After the elements in each category are mapped or confirmed, click Continue to move to the next category. At any time, click Abort to exit the process. For all categories except Employee Number, the drop-down menu has a blank line (for unknown entries), Do Not Use (entries in the category, but should be ignored), and a list of valid choices in the system. Employee Number - Create New indicates a new employee needs to be created for this record. Employees created this way are automatically assigned the next employee number (using the same method used by New Employee Wizard) and set to a Pending status. If the employee already exists, you can map to the existing employee. Client Level Elements - Several mapping elements require the data to be activated at the client level. The following screen displays when this is necessary (for example, work, and withholding states). If a new state for either category is included in the file, a message alerts you that the state just mapped needs additional activation. The mapping elements that cause this message to display are divisions, departments, jobs, deductions, states, and local taxes. Click Activate to activate the elements. 3-8 Instant Payroll User Guide 4/18/14

27 Administration Step 4 - Data Imported When mapping is complete, the actual data import occurs. All the data from the source file populates the appropriate fields and the user returns to the HR Console screen. Step 5 - Audit Report When the import is complete, an Excel report is automatically created that lists all data that was changed and any data that could not be changed due to invalid content. Refer to Auditing for details about the process. Edit Existing Mappings When Map Elements is selected, the Mapping screen displays where any existing mapping can be edited. A list of all mapping categories displays. You can activate a mapping currently set to be ignored, ignore a currently assigned mapping, or correct a mapping that was set incorrectly. Changes only affect the mappings for future data imports. If any of the categories have no elements mapped, the following message displays: There are no elements that require mapping for this category. Employee List - Pending Employee List Audit Reports Access the Employee List screen. Select the checkbox for Display Only Pending Employees. The screen displays a list of employees who are pending and need to be completed. Three different audit reports are available. Select changes for a specific data import - Allows you to select a data import by the date and time it was run. This is the same report automatically created when the import completed. Instant Payroll User Guide 3-9 4/18/14

28 Administration Select changes by date range - Allows you to indicate who the report is for and select beginning and ending dates. A report is created of all the data imported during the selected time frame. Select all changes since the last payroll Displays a list of all changes since the last payroll was submitted. The following occurs for all three audit reports: A message displays that allows you to open or save the file Instant Payroll User Guide 4/18/14

29 Administration If the file is opened, the following warning message displays: This error occurs because the template file used to display the audit report is in an older version of Excel. No data is actually lost. The message displays until the file is saved using Save as and the version of Excel is updated. If Excel is currently open on your computer, this message may not display until you click the Excel icon in the user taskbar. The icon may or may not flash, indicating that Excel is requesting user action. New Hire Wizard The New Hire Wizard Customize allows you to select the screens in which you must enter information when creating a new employee profile. When you create a new employee profile in the Employee List module, the system automatically displays the first three required screens: employee information, employee wages, and employee taxes. The next five open fields allow you to select other payroll functions you want to include in your new hire process. You want to customize your new hire order if there are certain options that all new hires are required to have (for example, PTO Plan, Deferred Comp, etc.). The payroll functions listed in the drop-down menu on this screen are the Employee List options. Instant Payroll User Guide /18/14

30 Administration New Hire Wizard Customize Figure 3 New Hire Wizard Customize Display Order: The sequence in which the employee list option displays in the New Hire Wizard. Screen Name: The name of the Employee List option/screen that displays New Hire Wizard. Select only the functions you require and unnecessary screens do not display during the new hire process. You can change this at any time. If you deactivate any functions in Modules Included, they do not display. To customize the new hire wizard 1. Click New Hire Wizard from the Admin Options section 2. Select from the drop-down menus, in priority order, the other options to include in your New Hire Wizard. Include the information required for New Hire Entry. 3. Click Save to save changes or Cancel to exit without saving. If you have deactivated a feature in the Modules Included option in this section, it does not display as an option in the New Hire Wizard Instant Payroll User Guide 4/18/14

31 Administration PTO Descriptions The PTO Descriptions screen displays a table that contains eight generic descriptions that you can change to name your PTO plans. The PTO plans you named in this section must be defined further in the Company Information module in terms of accrual methods, accrual rates, etc. If you deactivated the Paid Time Off module in Modules Included, this option does not display. Figure 3 - PTO Type Customize PTO Description Customize PTO Type: The number assigned to the PTO Type. You can name up to eight types of PTO plans. Type Description: The alphabetic/numeric description of the type of PTO plan is limited to 20 characters. In the Company Information module, you can create sub categories of the PTO Type Description such as Vacation - Salary Employee, Vacation - Hourly, Vacation - Clerical, etc. To create or modify a PTO Type (in the Administration module) 1. Click PTO Description from the Admin Options section 2. Enter the name of the PTO Type in the Type Description column. You can leave any of the 8 rows blank. 3. Click Save to save changes or Cancel to exit without saving. Instant Payroll User Guide 3-13

32 Administration Preferences Employee List The employee list in the Employee Info module can be customized to show groups of employees. In the Preferences option, establish the number of employees to view in each group. Figure 4 Employee List Preferences Interfaces Employee Size: The total number employees in your company. Employees are counted based on the value in the Status field in Employee Info. Included in the count are Active, LOA, Re-hire, and Term with Pay. Employees with a terminated or deleted status are not included regardless of whether or not they display in the employee list. Enter the number of employees you want to view per Employee Group. The limit is 25 per page. Employees per view: Select the number of employees you want listed in the Employee table and in the drop-down menus in Employee Info and Paycheck Entry. Number of employee pages: The number of employee pages is determined by the total number of employees in your company (Employee Size) divided by the Employees per view you select. Interfaces: Instant Payroll allows specific time clock interfaces to process. Contact your local office for more information on available time clocks. Input Warnings Input Warnings: Allows you to establish minimum and maximum values for hourly and salaried employees. Setting these limits provides you with warning messages if an earning or hourly entry is not within the established limits. Setting Input Warnings Click Administration on the home screen (Fig 1.) and navigate to the Input Warnings screen of the payroll application Instant Payroll User Guide

33 Administration Figure 5 After the screen refreshes to the Administration section, click Input Warnings on the side bar navigation menu (Fig 6.) Figure 6 A new screen displays that allows you to enter hours or earning limits based on the two scenarios. Instant Payroll User Guide 3-15

34 Administration Figure 7 - Warning Thresholds This screen is used to establish the warning thresholds you want for your account. If values entered on this screen are greater than zero, they are used to warn you if you accidentally type an incorrect value. For example, while entering payroll for an employee you accidentally type 800 hours instead of the 80 hours you intended to type. Click Save after completing all values you want to be warned about. Input warnings are now established for the account. Using Input Warnings The input warnings established in the previous section are implemented in four sections of the payroll application: setting employee wages, paycheck calculators, paycheck entry, and quick entry. The limits are used to warn you of potentially bad entries. These alerts are only warnings and do not prevent you from saving what you have entered. Users Users: This supplies a list of users that are currently established with Security roles. The Main screen lists the Login ID, User Name, Employee #, Account Status, and last login date. There is also a User Listing Report link above the table of users. This report contains the same information as the table. It also lists the employee s role and employees that do not have user accounts. If you click the employee s Login ID, a screen displays that provides detailed information of the current user role for that employee Instant Payroll User Guide

35 Company Information Chapter 4 - Company Information Manage Company information, earnings codes, deductions and benefits in the Company Information module. The Company Information module and Employee List module have a parent/child relationship. It is important to establish the payroll requirements of all employees at the Company level. If a payroll function is not defined at the company level, it cannot be applied at the employee level. Objectives In this lesson, you will learn to: change company demographic information create/edit divisions, departments, and jobs create/edit company deductions specify company deferred compensation create/edit earnings types create/edit employer paid benefits understand employer paid taxes create/edit paid time off (PTO) plans create/edit third party vendor payees create/edit workers compensation vendors and their classifications load work and withholding state and local taxes Instant Payroll User Guide 4-1

36 Company Information Company Information When you select the Company Information module, the Company Information option screen displays. It contains the basic demographic information about your organization. Figure 1 - Company Information Company Name*: The company name entered in this field displays on your payroll checks. This is an alphabetic/numeric field; 50 characters max DBA Name: Doing Business As (DBA) name, if applicable Address 1: The first line of your address (physical address) Address 2: The second line of your address (P.O. Box) City*: The company city State*: A drop-down menu of 50 states and DC Zip Code*: The zip code, up to 10 characters Country*: Drop-down list - USA or Canada Contact Name: The contact person for payroll processes at your company Telephone No./Ext: The phone number of the contact person Fax No./Ext: The fax number for the contact person or the payroll department Address: The address for the contact person or another person who receives confidential payroll reports each time a payroll is processed. * - Required field Note: Changing the address here does not change your payroll delivery address or your Legal address. Please contact your local office to request these types of changes. 4-2 Instant Payroll User Guide

37 Company Information Company Options The following options are available in the Company Information module. To access these options, use the Client Options section on the left side of the screen, and select the appropriate link. Note: Div/Dept/Job Deductions Deferred Comp Earnings Employer Paid Benefits Employer paid taxes Paid Time off Vendor Workers comp State taxes Local taxes EE Self Service If you deactivated Deferred Compensation, Employer Paid Benefits or Paid Time off in the Administration module, these links do not display under Client Options. Company Div/Dept/Job Depending on what is active in the Administration module, table groups referring to Divisions, Departments and/or Jobs display. Divisions and Jobs can be deactivated in the Administration module, however, departments must always be active (regardless of whether you define or use them). Company Div/Dept/Job Each of the tables (Division, Department, and Job) is structured similarly as follows: Active: Indicates with a Yes or No if the Div/Dept/Job is active. Division, Department or Job: This column displays the Description entered in the Division, Department, or Job Information table. Instant Payroll User Guide 4-3

38 Company Information Division Figure 2 - Company Division Information Description: A description for your division (up to 20 alphabetic/numeric characters). This description displays in the division table and is for informational purposes (for example, Los Angeles Branch). Short Description: An abbreviated description of the division name (up to six alphabetic/numeric characters). This is used for display purposes throughout the application and on most payroll reports you receive. Use a description you recognize (for example, LABR). Code: An alphabetic/numeric code (up to four characters) that is used for internal purposes and displays on some reports (for example, 0001). Note: Codes are used to uniquely identify the Division. After a code is established, it cannot be changed. This is to maintain database integrity. If you require a different code for the division, you must create a new division. Contact your local office if you have any questions or require assistance. Active: When creating a new division, this checkbox is selected that indicates the Division is active. Click to clear the checkbox Caution: If you decide to track divisions, you must create a division for each employee. If one employee is assigned a division, all employees must be assigned a division. Department Description: Enter the description for your department (up to 27 alphabetic/numeric characters). This description displays in the department table and is for informational purposes (for example, management). Short Description: Enter an abbreviated description of the department name (up to six alphabetic/numeric characters). This is used for display purposes throughout the application and on most payroll reports you receive (for example, MNGT). Code: Enter an alphabetic/numeric code (up to four characters) that is used for internal purposes and displays on some reports (for example, 0001). Note: Codes are used to uniquely identify the department. To maintain database integrity, a code cannot be changed after it is established. If you require a different code for the department, you must create a new department. Contact your local office if you have any questions or require assistance. 4-4 Instant Payroll User Guide

39 Company Information Active: When creating a new department, select this checkbox to indicate the Department is active. Click to clear the checkbox. Job: The Job table lists existing jobs and allows you to create new jobs. To create a New Job, click the appropriate option and complete the steps in the Job Information table. Description: Enter the description for your job (up to 30 alphabetic/numeric characters). This description displays in the job table and is for informational purposes (for example, Project #3). Short Description: Enter an abbreviated description of the job name. This is used for display purposes throughout the application and on most payroll reports you receive. (you can use up to six alphabetic/numeric characters, for example, PRO3). Code: Enter an alphabetic/numeric code (up to six characters) that is used for internal purposes and displays on some reports, for example, Note: Codes are used to uniquely identify the Job. After a code is established, it cannot be changed. This is to maintain database integrity. If you require a different code for the job, you must create a new job. Contact your local office if you have any questions or require assistance. Active: When creating a new job, this checkbox is selected, which indicates that the Job is active. Click to clear the checkbox. Caution: If you have one active entry in the Jobs table then you must supply a job for each employee in your organization. You cannot track just one Job without tracking all active Job types. To create a new Division, Department or Job (D/D/J) Note: The Division, Department, and Job procedures are combined because they are the same. 1. Click Company Div/Dept/Job in the Client Options section in the Company Information module. 2. Click Create New D/D/J. A blank D/D/J Information table displays. 3. Enter a Description and tab to the next field. 4. Enter a Short Description and tab to the next field. 5. Enter a Code and tab to the next field. 6. Verify the Active checkbox is selected (or cleared if the Division is not yet active). 7. Click Save to save changes or Cancel to exit without saving. The Company Div/Dept/Job screen displays and your new entry displays in the appropriate table. Instant Payroll User Guide 4-5

40 Company Information To edit or deactivate a Division, Department or Job (D/D/J) The Division, Department, and Job procedures are combined because they are the same. 1. Select Company Div/Dept/Job from the Client Options section in the Company Information module. 2. In the D/D/J table, click the D/D/J name you want to edit. Only the fields you can edit are available/enabled. 3. To edit, make appropriate changes to the Description and Short Description fields. 4. To deactivate, clear the Active checkbox of the D/D/J. 5. Click Save to save changes or Cancel to exit without saving. Changes are reflected in the appropriate table. To Discontinue Tracking by Division or Job Use the steps in this procedure to discontinue tracking by division or job. The Department option must always be available. 1. Select Company Div/Dept/Job from the Client Options section in the Company Information module. Deactivate each division or job (repeat steps 2-4 until all divisions or jobs are deactivated) 2. Click the Division or Job name in the table. 3. Click the Active checkbox to remove the check. 4. Click Save to save the change. 5. Select the Administration module from the Menu Options drop-down menu in the location bar. 6. Click to clear the Active checkbox next to Division Use or Job Use in the Modules Included screen. 7. Click Save to save changes or Cancel to exit without saving. 4-6 Instant Payroll User Guide

41 Company Information Deductions The Deductions option allows you to create and modify voluntary deductions for your company. Note: The Administration module allows you to deactivate certain options to streamline your payroll process. The deductions option is not optional and must always be active. This list contains a number of commonly used voluntary deduction types. Many of these deductions may have tax implications or special handling processes that are very specific. For your convenience, these deductions are coded to follow appropriate guidelines to help ensure tax compliance. After you select the appropriate deduction type, the following information must be specified for each. Figure 3 - Company Deduction Information Base Deduction: This is a description of the deduction you have selected. It cannot be changed. This is for informational purposes. Active: This checkbox is selected by default. The record is active. All active voluntary deductions created in this module are in the list of available deductions in the Employee List module. To activate the deduction at the employee level, you must access the individual employee record. When you deactivate a deduction at the company level, the deduction is removed automatically from all employees who have the deduction. Description: You can customize the description of your deduction. This field is a 20 character, alphabetic/numeric field. Instant Payroll User Guide 4-7

42 Company Information Short Description: Enter an abbreviated description of the deduction name. This is a five character, alphabetic/numeric field. Type: This is the calculation type of the deduction you have chosen. It displays as a percentage or flat dollar amount, and defines if the deduction is a percentage or flat dollar amount. Annual Limit: This is the annual limit associated with this deduction. It only displays when the deduction you selected to copy has an annual limit associate with it. For example, the 401k limit is $15000 for the year You cannot edit this field. Priority: This field controls which priority in which deductions are taken from the employee s pay. Should the employee s net pay be insufficient to cover all deductions, this field is used to determine which deductions should be taken first. In most cases, accept the predefined default. Deduction Frequency: The value selected in the Deduction Frequency field, determines how often the deduction is withheld. When a deduction is established at the client level of the system, the default frequency number is every payroll that indicates to withhold this deduction every payroll run. If you want to only withhold the deduction on certain pays of the month, then you would select the appropriate frequency. This frequency applies to all employees with that deduction. Figure 4 Deduction Information 4-8 Instant Payroll User Guide

43 Company Information Limit Per Pay: This field is only used for the special handling garnishment deductions defined in the list of deductions. If no limit applies to your deduction, accept the default value of zero. Contact your Customer Service Representative before using this field. Vendor: This drop-down menu contains all vendors that have been set up in the Vendor option. By clicking this drop-down menu and choosing the applicable third party payee, you are creating a check payable to that payee for all monies withheld under this deduction each time a payroll processes. If you want to set up Vendors, and none exist in the drop-down menu, select the Vendor option in this module. This field is not required. Allow on Levy: Because a federal tax levy is mandated by law, this field allows you to control other voluntary deductions that can be withheld on an employee that has a tax levy deduction. The IRS requires payment first, and by typing Yes or No in this field, the system knows whether or not to withhold this deduction on an employee with a tax levy. To create a new deduction Use the steps in this procedure to create a new deduction. If you do not see the exact deduction type in the drop-down menu of standard deductions, use a similar type and rename the deduction. A description of each deduction type follows. 1. Select Deductions from the Client Options section. 2. Select a Deduction Type from the drop-down menu and click Create New Deduction. The Company Deduction Information screen displays with predefined attributes for the deduction type. 3. Edit and/or verify the predefined information in editable fields (Active, Description, Short Description, Priority, Limit Per Pay, Vendor, and Allow on Levy). 4. Click Save to save changes or Cancel to exit without saving. To modify an existing deduction 1. Select Deductions from the Client Options section. 2. In the Deduction table, click the Description of the deduction to modify. 3. Change the appropriate information in the editable fields. 4. Click Save to save changes or Cancel to exit without saving. To deactivate an existing deduction 1. Select Deductions from the Client Options section. 2. In the Deduction table, click the Description of the deduction to deactivate. 3. Click to clear the Active checkbox. 4. Click Save to save changes or Cancel to exit without saving. Instant Payroll User Guide 4-9

44 Company Information Deduction Types Definitions of deduction types in the order they display: Deduction Description 125 Dependent Use when your company has a qualified dependent care assistance plan under Section 125 of the Internal Revenue Code. Do not use this deduction for another type of Section 125 deductions due to special W-2 coding. 125 Medical Use when your company has a qualified medical reimbursement plan under Section 125 of the internal revenue code. 125 Premium Use when your company has a qualified premium only plan under Section 125 of the internal revenue code. For more information about Premium only plans, contact your local office. Pension Plans 401-A Qualified Pension, Percent & Amt. 401-K Percent & Amount 401-K Loan Repayment 403-B Percent & Amount 408-K Percent & Amount 408-P Simple Percent & Amt. 457 Percent & Amount The next thirteen deduction types refer to qualified pension plans under internal revenue codes 401 through 457. Please select the appropriate deduction based on information in your deferred compensation plan documentation. If you have any questions, contact your local office for assistance. Also referred to as a Qualified Plan, employer contributions are excluded from wages and are not subject to federal income tax withholding and social security, Medicare, and FUTA taxes. Eligible employees have their employer contribute part of their salary to a plan rather than receive the salary in cash. Contributions, as well as the money earned from investing them are not subject to federal (and in most cases state) income tax until they are withdrawn. Repayment of employee personal loan from their 401-k account. Also referred to as tax sheltered annuities. Frequently used by public schools and tax-exempt religious and charitable organizations. Simplified Employee Pensions (SEP) for smaller employers (fewer than 100 employees). Savings Incentive Match Plan for Employees (SIMPLE) for smaller employers (fewer than 100 employees). Deferred compensation plan for public-sector and tax-exempt groups other than churches Instant Payroll User Guide

45 Company Information Deduction Child Support Flat Deduction Flat Amount Deduction Percent Amount E Type Garnishment Employee Cash Net F Type Garnishment G Type Garnishment Maine State Retirement Medical Savings Amount Description Use when an employee has a fixed dollar amount child support obligation. No special handling or limit checking is contained in this deduction. Use when any voluntary deduction consists of a fixed dollar amount on a per payroll basis. This is the most commonly selected type as it can be customized to match the description of many voluntary deductions your company may need. For example, you would copy this type and rename it Uniforms if your employees were contributing towards the cost of providing uniforms for work. Use when any voluntary deduction consists of a percentage of gross pay to be withheld from the net pay. This deduction type should not be used for any pension plans or child support deductions. It is not a percentage of net, but a percentage of gross. For example, you would copy this type and rename it Union Dues if your employees were required to contribute a percentage of gross pay as a union deduction. Use this type of garnishment if your employee s court order directs you to, for example, take x% of disposable income or $x, whichever is greater. You may want to set up an attached vendor check for this garnishment. Do not use Use this type of garnishment if your employee s court order directs you to, for example, take x% of disposable after exempting minimum/maximum poverty level (defined by IRS and calculated by the system), whichever is greater. You may want to set up an attached vendor check for this garnishment. Use this type of garnishment if your employee s court order directs you to, for example, take x% of disposable income after exempting $x. You may want to set up an attached vendor check for this garnishment Used for Maine state only Employee - this fixed dollar deduction type should be used only if your company has a qualified medical savings plan under the internal revenue code. Instant Payroll User Guide 4-11

46 Company Information Deduction Medical Savings Percent N Type Garnishment Non-Qualified DFC Percent Non-Qualified DFC Amount O Type Garnishment Pretax Parking S Type Garnishment Savings Bonds T Type Garnishment Tax Levy WA/WC-EE Deduction Description Employee this percentage deduction type should be used only if your company has a qualified medical savings plan under the internal revenue code. Use this type of garnishment if your employee s court order directs you to, for example, take x% of disposable income or x% of poverty amount is exempt from garnishment, whichever is greater. You may want to set up an attached vendor check for this garnishment. This is a percentage deduction type that should be used only if your company provides a non-qualified deferred compensation plan for certain employees. Contact your plan administrator if you have any questions regarding the type of deferred compensation plan you have in place. This is a fixed dollar deduction type that should be used only if your company provides a non-qualified deferred compensation plan for certain employees. Contact your plan administrator if you have any questions regarding type of deferred compensation plan you have in place. Use this type of garnishment if your employee s court order directs you to use it. For example, take x% of disposable income minus the federal poverty level, whichever is less. You may want to set up an attached vendor check for this garnishment. Use this deduction if your company provides a qualified pretax parking plan under section 132 of the Internal Revenue Code Use this type of garnishment if your employee s court order directs you, for example, to take 75% of disposable earnings when the employee also has a child support deduction. Use this deduction if your employees purchase savings bonds through your company. Government savings bonds are purchased at a cost of half of the face value of the bond. The system tracks employee contributions to the purchase price of a bond, and begin accumulating again towards the purchase of additional bonds. Use this type of garnishment if your employee s court order directs you to, for example, take x% or $x from disposable income as long as disposable income is not less than $x. You may want to set up an attached vendor check for this garnishment. Use this deduction if your employee has received Form 668-W, notice of levy from the Internal revenue Service. You may want to set up an attached vendor check for this garnishment. Used for Washington state only Instant Payroll User Guide

47 Company Information Deduction X Type Garnishment Y Type Garnishment Description Use this type of garnishment if your employee s court order directs you to, for example, take everything above Federal Minimum Poverty Level or x% of disposable, whichever is greater, but does not exceed $x. You may want to set up an attached vendor check for this garnishment. Use this type of garnishment if your employee s court order directs you to use it. For example, take everything above Federal Minimum Poverty Level, but do not exceed $x. You may want to set up an attached vendor check for this garnishment. Deferred Compensation The Deferred Compensation option allows you to set up and manage the employer matching portion of your deferred compensation plan. You need your plan documentation to complete this section. If you deactivated the Deferred Compensation module in Modules Included, this option does not display. The Company Deferred Compensation screen is divided into three sections Basic, Match, and 401K-Catch-up. Basic The basic table is reserved for plans that require, for discrimination purposes, your company to contribute a blanket percentage to all or contributing employees. When a Basic is established, the percentage defined in this table calculates on employee gross pay amounts, and updates the Basic benefit record with these calculated amounts. Administrators use this Basic area to keep plans in compliance with discrimination regulations by allocating pension contributions to all applicable employees. Most plans do not require the setup of a Basic contribution. You need not make an entry into this table if it does not apply to your company. If you have any questions, you should contact your plan administrator or your local office for more information. The default setting for this area is None. Instant Payroll User Guide 4-13

48 Company Information Basic Table Figure 5 - Company Deferred Compensation, Basic Eligible Employees: None: Default value. No employees are participating in a Basic plan. Contributing: Only those employees that have a voluntary deferred compensation deduction have the basic contribution calculated for them. All: All active employees receive the basic contribution percentage. Percent of Gross: This is the percentage of the employee gross that is contributed toward the Basic plan. For a one percent basic, you would enter 1.00 in this field. Vendor: The drop-down menu contains all third party payees established in the Vendor option in this module. This field is not required. If you want to add a vendor, select Vendor from the Company Information module After you establish a basic contribution, the appropriate employees are automatically established with this record. You do not have to assign this benefit individually. Any calculations made in this basic area are reflected in your employer paid totals each payroll. To establish or modify a Basic contribution 1. Select Deferred Compensation from the Client Options section (in the Company Information module). 2. Select the Eligible Employees group that should receive the basic contribution by clicking on the appropriate option: All or Contributing. 3. Enter the Percent of Gross that is used to calculate the Basic contribution (enter 10% as 10.00). 4. Select a Vendor from the drop-down menu (if applicable). 5. Click Save to save changes or Cancel to exit without saving Instant Payroll User Guide

49 Company Information To stop a Basic contribution 1. Select Deferred Compensation from the Client Options section in the Company Information module. 2. Select None from Eligible Employees options; the Percent of Gross field clears. 3. Click Save to save changes or Cancel to exit without saving. Match If your plan documentation includes a match of employee contributions, use this table to establish the parameters. Figure 6 - Company Deferred Compensation, Match Match Table Vendor: The drop-down menu contains all third party payees established in the Vendor option. This field is not required. If you want to add a vendor, select Vendor from the Company Information module. Match, Match Tier 2, Match Tier 3: The Match Table is broken into three tiers. Most employers only use a one tiered match. If the checkbox is selected, the match tier is active. Amount: The amount is the employer match percentage. Refer to the examples on the next page. Enter as a whole percent. For example, 12.5% is Limit: The limit is the maximum amount of the employee contribution to which the employer match percentage (Amount) applies. Refer to the following examples. Enter as a whole percent. For example, 3% is Instant Payroll User Guide 4-15

50 Company Information To establish or modify a Match Contribution Use the steps in this procedure to establish or modify a Match Contribution. 1. Select Deferred Compensation from the Client Options section in the Company Information module. 2. Select a Vendor from the drop-down menu (if applicable). 3. Click to select the Active checkbox of the applicable Match group. 4. Enter the percentage of the match in the Amount field. For example, 50% is entered as Enter the percentage of the employee contribution to which the match is applied in the Limit field. For example, 10% is entered as Repeat the process for up to three tiers of matching. 7. Click Save to save changes or Cancel to exit without saving. Examples One tier Match Your company matches 50 percent of the first 10 percent your employees contribute to the plan. You would enter in the amount field, in the limit field to set this up. 3 Tier Match Your company matches 50 percent of the first 3 percent, 25 percent of the second 5 percent, and 15 percent of the third 7 percent, you would enter in the match field and 3.00 in the limit field on the first line, and 5.00 in the second line and and 7.00 in the third line. To stop a company level Match contribution Use the steps in this procedure to establish or modify a Match Contribution. 1. Select Deferred Compensation from the Client Options section in the Company Information module. 2. Click to clear the Match checkbox for the tier(s) you want to deactivate. The Amount and Limit field clear when the screen refreshes 3. Click Save to save changes or Cancel to exit without saving. If you have any questions, contact your plan administrator or local office Instant Payroll User Guide

51 Company Information 401(k) Catch-Up If you have employees that can contribute to the 401(k) Catch-up, you are able to activate the catch up function so employees are able to contribute both the standard and the catch-up amount using the same deduction code. You also need to activate the Catch-up field on the Employee Deduction field located in the Employee List module. This is explained in the Employee List section. The Catch-up option only works if the applicable flags are set on both the client and employee levels. Figure 7 401(k) Catch-Up Instant Payroll User Guide 4-17

52 Company Information Earnings The Earnings option allows you to create and modify earnings types for your company. Many of these earnings can have specific tax implications or special handling processes. All of your defined earnings types are displayed in the Company Earnings table. Company Earnings Figure 8 - Company Earnings Table Active: Earnings can be active or inactive. They are sorted by active status and then alphabetically by description name. Description: Your defined description of the earnings type. Click Description to view detailed information in the Earnings Information table. Earnings Type: Indicates whether the earnings type is a fixed dollar amount or calculated based on hours worked. For your convenience, these earnings have been coded to follow appropriate guidelines, which ensure tax compliance. A complete list of earnings types and descriptions are available at the end of this chapter Instant Payroll User Guide

53 Company Information Company Earnings Information Each earnings type has an Earnings Information screen with suggested default values. Base Description: This is the description you selected to create the earnings type and cannot be changed. It displays for informational purposes. Description: You can customize the description of your earnings. This is a 20 character, alphabetic/numeric field. Short Description: Enter an abbreviated description of the earnings name. This is a 3 character, alphabetic/numeric field. Rate Type: Displays either hours or dollars, and defines whether the earnings type is calculated as an hourly rate or a fixed amount. Rate Factor: Is only used when the earnings you established is an hour rate type. The value entered multiplies the rate times the factor times hours entered to calculate. For example, if you wanted to establish a half time pay code, the rate factor would be changed to.50, and if the employee s rate was $10.00, and he/she worked 5 hours, the calculation would be.50 x 5 x Additional Amount: Is used when the earnings you have established is a fixed amount dollars rate type. The value entered multiplies by the units entered to calculate. For example, if you wanted to establish a piecework calculation that pays 25 cents for per unit, enter.25 in this field. When 500 units are associated with this earning, it multiplies the 500 by the.25 and pays to these earnings. Calculation Percent: Takes the result of the previous calculation and multiplies by the value in this field to arrive at the final rate to pay. If value is a zero, system assumes a PTO Type: If this type of earnings must be subtracted from paid time off balances, select the appropriate category from the drop-down menu. If you chose to copy a paid time off earnings (for example, vacation) this field is appropriately defaulted for you. Frequency: Defaults to every pay period, however, you are able to change the frequency that the earnings can be paid to employees. This field relates directly to the Pay of the Month field in the Payroll Header screen in the Payroll Processing module. This allows an employee to be setup with recurring earnings to be paid during selected pay periods of the month. Active: This checkbox is selected by default. The record is active. Click to clear the checkbox and deactivate the record. Instant Payroll User Guide 4-19

54 Company Information Figure 9 - Earnings To create a new earnings type Use the steps in this procedure to create a new earnings type. When creating a new earnings type, you must start with a predefined earnings type from the drop-down menu. You can then modify the description to create a new code. 1. Select Earnings from the Client Options section. 2. Select a Base Earnings type from the drop-down menu and click Create New Earnings. 3. Edit or verify the accuracy of the editable fields: Description, Short Description, Rate Factor, Additional Amount, Calculation Percent, PTO Type, frequency, and Active. 4. Click Save to save changes or Cancel to exit without saving Instant Payroll User Guide

55 Company Information To modify an existing earnings type Use the steps in this procedure to modify an existing earnings type. 1. Select Earnings from the Client Options section. 2. Click the Description of the Earnings type you want to modify. 3. Edit the applicable fields: Description, Short Description, Rate Factor, Additional Amount, Calculation Percent, PTO Type, frequency, or Active. 4. Click Save to save changes or Cancel to exit without saving. To deactivate an existing earnings type Use the steps in this procedure to deactivate an existing earnings type. 1. Click Earnings from the Client Options section. 2. Click the Description of the Earnings type you want to deactivate. 3. Click to clear the Active checkbox. 4. Click Save to save changes or Cancel to exit without saving. Note: If you are using recurring earnings for employee wages, establish those earnings types here. Instant Payroll User Guide 4-21

56 Company Information Earnings Types and Description Regular: calculates at rate 1 Regular 2: calculates at rate 2 Regular 3: calculates at rate 3 Miscellaneous: calculates at rate 4 Sick: calculates at rate 1 and hours entered subtract from any sick balance Holiday: calculates at rate 1 and hours entered subtract from any holiday balance Vacation: calculates at rate 1 and hours subtract from any vacation balance Personal: calculates at rate 1 and hours subtract from any personal balance Overtime RT1: calculates at rate 1 x the overtime factor Overtime RT2: calculates at rate 2x the overtime factor Overtime RT3: calculates at rate 3x the overtime factor Mis Overtime: calculates at rate 4 x the overtime factor Salary $ - would pay a flat dollar amount Double Time: calculates at rate 1 x 2 Shutdown Hours: calculates at rate 1 Shift 2 Premium: calculates a shift premium x rate 2 hours Shift 3 Premium: calculates a shift premium x rate 3 hours Salary Diff: adds a differential to salary (call your local office for set up) Bus use/ee Car: Fringe Benefit consult local office or tax professional Health SCorp TX: Fringe Benefit consult local office or tax professional Health SCorp EX: Fringe Benefit consult local office or tax professional Pers Use Car: Fringe Benefit consult local office or tax professional GRP TRM LF>50: Fringe Benefit consult local office or tax professional Bus Exp Unsubtd: Fringe Benefit consult local office or tax professional Travel Reimb: Use to reimburse (non-taxable) employees for travel expenses Meals NY/NH/CA: Use if in NY, NH or CA and meals are a taxable benefit to employees Bus Exp Limit: Fringe Benefit consult local office or tax professional Dependt Care Ex: Fringe Benefit consult local office or tax professional Moving Qualified: Fringe Benefit consult local office or tax professional Move Nonqualy: Fringe Benefit consult local office or tax professional 4-22 Instant Payroll User Guide

57 Company Information Other Earning 1: would pay a flat dollar amount Other Earning 2: would pay a flat dollar amount Gross Adjust: use this field to add to an employee s on a taxable basis Net Adjustment: use this field to reimburse employees on a nontaxable basis Call Time: calculates at rate 1 Flex Excess: DO NOT USE Emp Reimburs #1: Reimburse your employees here non-taxable Emp Reimburs #2: reimburse your employees here Non-taxable Tips: use for reported tips. Is not included in employee payable gross Charge Tips: use for charge tips. Is included in employee payable gross. Allocated Tips: DO NOT USE Alloc Sales: use for calculation of allocated tips Tip to Minimum: DO NOT USE 3PSICK Taxable: DO NOT USE 3PSICK Non-Tax: DO NOT USE 3PSICK Tax NJ: DO NOT USE 3PSICK > 6 MOS: DO NOT USE 3PSICK 6 MTH NJ: DO NOT USE 3PSICK SUI/FUI ONLY: DO NOT USE Adoption Benefit: Fringe Benefit consult local office or tax professional Death 1099 Pay: DO NOT USE Death W2 Pay: DO NOT USE Housing - Exempt: Use for clergy housing allowance benefit Non-Qual DFC RD: Fringe Benefit consult local office or tax professional Non-Qual DFC PY: Fringe Benefit consult local office or tax professional Med Savings ER: Fringe Benefit consult local office or tax professional Instant Payroll User Guide 4-23

58 Company Information Accrual Type 5: calculates at rate 1 and hours subtract from any type 5 balance DO NOT USE: City Shortfall, City2 Shortfall, Oth1 Shortfall, Oth2 Shortfall, SDI Shortfall, FICA Shortfall, SUI Shortfall, CONV 3PS TXBL, CONV Other Earn, CONV NP Earn, CONV OVT Earn, CONV Reg Earn, CONV Sick Accrual Type 6: calculates at rate 1 and hours subtract from any type 6 balance Accrual Type 7: calculates at rate 1 and hours subtract from any type 7 balance Accrual Type 8: calculates at rate 1 and hours subtract from any type 8 balance Employer Paid Benefits The Employer Paid Benefits (EPB) option allows you to create and maintain non-taxable employer paid benefits. Entries in this module do not affect your employees gross to net calculation. If you do not see this module in your drop-down menu of options, you must activate the option in the Administration module. Employer Paid Benefits (EPB) are provided by your company to your employees above and beyond normal compensation. Your portion of medical insurance, short term disability, long term care health insurance, employer contributions to medical savings account, are all examples of EPB. Do not include items that are part of compensation (should be included on the employee s W-2). Check with your accountant for details. To be applied on an individual employee level, EPB must be activated in the Employee List module. This topic is covered in the Employee List module chapter. EPB are calculated as a flat amount or a percentage of gross either every pay period or monthly. For each EPB, the following details display: 4-24 Instant Payroll User Guide

59 Company Information Employer Paid Benefit Information Figure 10 - Company EPB Information Base Description: This is the description you selected to copy and cannot be changed. It is either a Monthly Flat Amount or Each Pay Flat Amount. Description: You can customize the description of your employer paid benefit. This field is a 20 character, alphabetic/numeric field. Fixed Amount: This is the fixed dollar amount per payroll that is calculated on applicable employee s pay. Percentage of Gross Amount: This is the percentage of gross per payroll that is calculated on applicable employee s pay. Note: You must either select the fixed amount or the percentage of gross for an employer paid benefit. You cannot select both. Maximum Gross: If you need to stop the employee benefit when the employee reaches a certain annual gross limit, enter that limit. For example, if you want to stop the benefit when an employee reaches $7, in year to date gross, enter in this field. This is not a required field. Maximum Benefit: If you need to stop the employee benefit when the employee benefit reaches a certain annual amount, enter that limit. For example, if you want to stop the benefit when an employee reaches $ for that benefit, enter in this field. This is not a required field. Vendor: This drop-down menu contains all vendors that have been set up in the vendor screen in Company Options. By clicking this drop-down menu and selecting the applicable third party payee, you create a check payable to that payee for all monies withheld under this employer paid benefit each time a payroll processes. If no vendor names display in the drop-down menu, you can add them in the Company module in Vendor options. Active: This checkbox is selected by default, the record is active. Click to clear the checkbox to deactivate the record. Instant Payroll User Guide 4-25

60 Company Information To create an Employer Paid Benefit (EPB) When you create an EBP, you always begin by selecting a base description of Monthly Flat Amount or Each Pay Flat Amount. 1. Click Employer Paid Benefits from the Client Options section. 2. Select a Base EPB type from the drop-down menu. EPB is calculated as Each Pay Flat Amt. or Monthly Flat Amount. 3. Click Create New Employer Paid Benefit. 4. Enter the appropriate information in the editable fields. Name the EPB in the Description field. 5. Click Save to save changes or Cancel to exit without saving. To modify an existing Employer Paid Benefit (EPB) 1. Select Employer Paid Benefits from the Client Options section. 2. Click the Description of the EPB you want to modify. 3. Modify the appropriate information in the editable fields. 4. Click Save to save changes or Cancel to exit without saving. To deactivate an Employer Paid Benefit (EPB) 1. Select Employer Paid Benefits from the Client Options section. 2. Click the Description of the EPB you want to deactivate. 3. Click to clear the Active checkbox. 4. Click Save to save changes or Cancel to exit without saving Instant Payroll User Guide

61 Company Information Employer Paid Taxes The Employer Paid Taxes option allows you to view all employer paid taxes related to your payroll account. Your tax liabilities are defined by the states in which you do business and where your employees live. Therefore, this module is informational in nature and displays rates, limits, and ID numbers for each employer paid tax that applies to your payroll account. On rare occasions, your company can be considered exempt from federal unemployment or state unemployment taxes. This is established at your local office and automatically affects all employees. Company Employer Paid taxes Figure 11 - Company Employer Paid Taxes The FUTA Exempt, SUTA Exempt, and SDI Exempt checkboxes are for informational purposes only. This information is set up by your local office. Instant Payroll User Guide 4-27

62 Company Information Paid Time Off Many companies provide their employees with compensation for time not worked such as holiday, vacation, sick, and personal days. The Paid Time Off (PTO) option allows you to create and maintain PTO benefits for your employees. This option only displays if you have activated this module on the Administration screen. After you create the PTO plans, you must assign them individually to employees. This is detailed in the Employee List module chapter, PTO option. If your company does offer these benefits to your employee s, tracking this benefit is accomplished in variety of ways. The most common paid time off plans consist of an annual amount of paid time off allocated to employees based on length of service or seniority. Other plans allow employees to earn paid time off based on the number of hours worked or a flat amount per payroll. Examples Employees at ABC company receive 40 hours of vacation pay in their first year of service. In second and subsequent years, each employee receives an additional 40 hours of vacation time. Employees at ABC company earn 1.5 hours of vacation time each weekly pay period in the first five years of service. In the sixth and subsequent years of service, each employee earns 2.0 hours per weekly pay period. Company PTO Plans Figure 12 Company PTO Plans Active: A Yes or No indicates if the plan is active. Description: The detailed description of the PTO plan from the PTO Plan Information table. Rate: The rate at which the PTO plan accrues. The accrual period related to the rate is shown in PTO Plan Information Instant Payroll User Guide

63 Company Information Company PTO Plan Information Figure 13 Company PTO Plan Information PTO Type: This is the type you selected to copy and cannot be changed. The PTO type is established in the Administration module. Description: Enter a description of the PTO plan, up to 20 characters. You should be able to easily identify the plan by the description. For example, if you set up a plan where hourly employees accrue 2.35 vacation hours per pay for less than 5 years of service, the description might be hourly vacation < 5 years. Accrual Method: Select the appropriate accrual method from the drop-down menu. For example, employees at ABC Company earn an hour and a half of vacation time each weekly pay period in the first five years of service. You would select the method called Each Payroll. Accrual Rate: The appropriate accrual rate for the method chosen. In the figure above, the accrual rate is Balance Method: This drop-down menu offers four choices of when the system adds the PTO to your employee s balances. The four choices are: each payroll (most commonly used), calendar year, fiscal year, and employee anniversary. For example, a company allows employees to accrue 1.50 every payroll, but those accrued hours are not available for use by the employee until the next calendar year. This means the employees accrue all year long, but the balance is only updated with that accrual at the beginning of the next calendar year. Per Pay Maximum: This field allows you to assign a cap on the amount of paid time off accrued each pay period for your employees. This cap is used for hourly accrual plans, and in the example given above would be left blank. However, if your plan accrues.05 for every hour worked, but never more than 2.00 per pay period, type 2.00 in this field. Accrual Maximum: This field allows you to assign a cap on the accrual maximum per benefit year. If your plan outlines that employees can only accrue 40 hours in the benefit year, when the employee reaches that number, the system stops accruing. Instant Payroll User Guide /13/09

64 Company Information Balance Maximum: This field allows you to assign a cap on the balance maximum per benefit year. If your plan outlines that employees can only carry a 40 hour balance in a benefit year at any given time, enter 40 hours. When the balance reaches that limit, the system stops accruing until the employees decrease that balance by using PTO. Show Balance on Employee Check Stub: If you want your employees to view the remaining balance for their PTO plan on their check stub each pay period, check this box. Clear Method: This drop-down menu offers three choices of when the system clears employee accrued year to date amounts, used year to date amounts and balances to clear the employee record for the next benefit year. The four options are: calendar year, fiscal year, employee anniversary, or never clear. This is a required field. Carry Forward Balance: This checkbox tells the system if the employees are allowed to carry their balance into the next benefit year. If you click this box, the above bullet item (Clear Method) does not clear the employee balances and allow that balance to stay in the record to be added to with the next year s accruals. Allow Negative Balances: This checkbox tells the system if the employees are allowed to go into a negative balance. For example, if your plan outlines that employees can NOT go into the negative, leave this box cleared and employees are only paid for any balance they might have in their record. Example: Mary Smith has six hours in her balance for vacation. If you enter eight hours of vacation time in her pay record this week, the system only pays the six she has available. If you check this box and allow a negative, Mary is paid for the full eight hours, and her balance becomes a negative (-) Next Plan Description: This application offers you the ability to have multi-tiered PTO benefit plans for your employees. If your benefit outlines different accruals based on length of service, the system has the capability of automatically rolling eligible employees into the next tier of the plan. This automatic feature ensures that employee benefits accrue at the appropriate rate, at the appropriate time, with no intervention from you. To initiate the second tier of your plan, select from the drop-down menu the next plan the employee should move to. If the drop-down menu is empty, you need to skip this area for now, continue with the setup of this plan, and return to this field when subsequent plans are established. Months Needed Until Next Plan: This field relates directly to the previous field (Next Plan Description) and tells the system how many months from date of hire the employees have to be on this benefit plan before they can move to the next benefit plan that you defined in the prior field. Active: This checkbox is selected by default. The record is active. Click to clear the checkbox and deactivate the record. Create a new PTO plan 1. Select Paid Time Off from the Client Options section. 2. Select a PTO Type from the drop-down menu and click Create New PTO Plan. 3. Enter the appropriate information. Field level details on the previous pages. 4. Click Save to save changes or Cancel to exit without saving. The new benefit displays in the table Instant Payroll User Guide

65 Company Information To modify an existing PTO Plan 1. Select Paid Time Off from the Client Options section. 2. Click the PTO Description you want to modify. 3. Edit the appropriate fields. Field level detail is on previous pages. 4. Click Save to save changes or Cancel to exit without saving. To deactivate a PTO Plan 1. Select Paid Time Off from the Client Options section. 2. Click the PTO Description you want to deactivate. 3. Click to clear the Active checkbox. 4. Click Save to save changes or Cancel to exit without saving. Note: You cannot delete a PTO Plan. You can deactivate it to remove it from your payroll options. Vendor List The Vendor List option allows you to create third parties to which payments are generated on a per payroll basis. After a vendor is properly established and tied to a deduction, a check automatically generates for the third party when a regular payroll run is processed. Payments can be comprised of voluntary deduction amounts (for example, child support, garnishments, deferred comp, employer basic and match, workers compensation, and employer paid benefits). It is not uncommon for one vendor to be linked with more than one of these items. This option only displays if you have activated this module on the Administration screen. Example: You can have your deferred compensation administrator set up as a vendor and that vendor can be linked with the employee s deduction (both flat amount and percentage) as well as the employer basic or match. If you select all four of these items, the system creates one check payable to the deferred compensation administrator. Instant Payroll User Guide 4-31

66 Company Information Company Vendor Information Figure 14 - Company Vendor Information Description: This field should contain the third party payee s name. This is the name that displays on the check that is created. Active: This checkbox is selected by default. The record is active. Click to clear the checkbox and deactivate the record. Address 1 and 2: Address of the third party payee. City, State, Zip: Part of the vendor address. Vendor ID field: The number entered in this field displays on the vendor check stub and detail report. For example, an employee s child support order case number. Mask Employee Social Security number: Set the flag to either display the first five numbers of the Social Security number as asterisks on the Vendor Check Stub and Detail Report or to print the entire number. A check mark indicates the information is masked. Show employee details on vendor check: Set the flag to either print employee detail on the vendor check stub or not. A check mark indicates the Employee s Detail is visible Instant Payroll User Guide

67 Company Information Delete Vendor: Unlike most data entry tables, you do have the option to delete a Vendor record. We recommend that you deactivate any discontinued Vendors to retain history. Whenever there is an active vendor check produced by the system, you automatically receive an accompanying vendor report with your payroll. If you are using this vendor area to create a payment for either child support or any other mandated garnishment, you may want this vendor report to include the case (ID) number. In this instance, you should call your local office to have this case (ID) number established on the system To create a new vendor 1. Select Vendor from the Client Options section 2. Click Create New Vendor. 3. Enter the name of the vendor in the Description field. 4. Check the Active box if the Vendor is used. 5. Enter up to two lines of address 6. Enter the vendor s City, State, and Zip Code. 7. Enter an ID number, if applicable. Determine if you want to mask the employee social security number on the check stub and report; click to activate masking. Also, determine if you want to show employee detail on the check stub, click to activate if applicable. 7. Click Save to save changes or Cancel to exit without saving. To modify an existing vendor 1. Select Vendor from the Client Options section 2. Click the vendor description you want to modify. 3. Modify the appropriate information in the editable fields. 4. Click Save to save changes or Cancel to exit without saving. To delete or deactivate an existing vendor 1. Select Vendor from the Client Options section 2. Click the vendor description you want to delete or deactivate. 3. To delete, click Delete Vendor at the top of the screen. 4. To deactivate, click to clear the Active checkbox. 5. Click Save to save changes or Cancel to exit without saving. Instant Payroll User Guide 4-33

68 Company Information Workers Compensation Workers Compensation option allows you to set up risk codes and rates which give you an estimated premium amount on a per pay period basis. Before beginning this set up, you need to contact your workers compensation insurance provider for an updated list of classification codes for each employee, and state specific rates. This option only displays if you have activated this option in the Administration module. Tip: Look for employees who can be assigned a less costly classification code than that assigned to the employer as a whole, and make sure compensation that can be excluded from the total payroll is excluded. Company Workers Comp Information Description: This drop-down menu contains a list of industry standard classification codes to select from. If your insurance provider gives you a code that does not display on this list, call your local office to have that code added. Figure 15 - Company Workers Comp Information State: This drop-down menu contains all states in which you have employees working. You can only assign one state. If you have workers that use the same code in multiple states, you have to create an individual record for each state. Rate: This is the rate that calculates the estimated premium based on the classification code you have chosen. Your insurance carrier provides this information. This field allows you to enter a value of ##.######. Experience Rate: If your insurance provider has included an experience rate, you must enter the rate. This is not a mandatory field, however; it is used in the calculation of the estimated premium if entered. This field allows you to enter a value of ###.######. Active: This checkbox is selected by default. The record is active. Click to clear the checkbox and deactivate the record. To create a Workers Compensation Classification 1. Click Workers Compensation from the Client Options section. Click Create New Classification. 2. Select a Description from the drop-down menu, then select the State in which the work is being done. 3. Enter a Rate (required) and an Experience Rate (not required) - these can be obtained from your Insurance Company. 4. Check the Active checkbox to activate the classification. 5. Click Save to save changes or Cancel to exit without saving Instant Payroll User Guide

69 Company Information To modify a Workers Compensation Classification 1. Select Workers Compensation from the Client Options section. 2. Click the State - Description of the classification you want to modify. 3. Modify the appropriate editable fields - Rate, Experience Rate, or Active. 4. Click Save to save changes or Cancel to exit without saving. To deactivate a Workers Compensation Classification You cannot delete a Workers Compensation Classification. The following are instructions to deactivate the classification. 1. Select Workers Compensation from the Client Options section. 2. Click the State - Description of the classification you want to deactivate. 3. Click to clear the Active checkbox. 4. Click Save to save changes or Cancel to exit without saving. After you create the classifications, assign them to the applicable employees. Instant Payroll User Guide 4-35

70 Company Information State & Local Taxes State & Local Taxes allows you to establish and maintain the tax tables for the states and local areas in which you do business. Work/Withholding State Figure 16 - Company Work/Withholding State (partial view) The work and withholding states you activate directly affect what local taxes are available for selection. These also provide values for selecting employee taxes in the Employee List module. If you have employees that work outside the state where you do business, you may want to activate the state in this section. The table contains the following columns: State Name: The first column lists the 50 states and the District of Columbia. Work: Select the work state(s) in which you are paying unemployment insurance for your employee(s) Withholding: Select the state(s) for which you withhold taxes from your employees. To activate or deactivate State Taxes 1. Select State Tax from the Client Options section. 2. To activate the state tax, select the Active checkbox in the Work and/or Withholding columns. 3. To deactivate the state tax, clear the Active checkbox in the Work and/or Withholding columns. 4. Click Save to save changes or Cancel to exit without saving. All active states are sorted alphabetically at the top of the list Instant Payroll User Guide

71 Company Information Active Local Taxes After you select your work and withholding state(s), the corresponding local taxes are available for selection by clicking Modify Local Tax. The Add New Locals section allows you to establish and maintain local taxes you withhold from your employees. All applicable local taxes for that state should display with a checkbox to activate or deactivate the tax in your payroll system. Select only those local taxes you use. Designating unused local taxes as active can diminish processing speed. Local taxes include cities, counties, municipalities, school districts, etc. If you do not see a specific tax in the list, contact your local office to have it added. Figure 17 - Company Available Local Taxes To activate a Local Tax There are two ways to activate a local tax: 1. Select State Tax from the Client Options section. 2. Select the appropriate state that the local tax withholding is in. If the current state listed is the correct state, click Modify Local Taxes. 3. Select all the applicable local taxes from the Available Local Taxes table and click the Active checkbox to select. 4. Click Save to save changes or Cancel to exit without saving. Or 1. Select Local Tax from the Client Options section. 2. Select the appropriate state that the local tax withholding is in. If the current state listed is the correct state, click Modify Local Taxes. 3. Select all the applicable local taxes from the Available Local Taxes table and click the Active checkbox to select. 4. Click Save to save changes or Cancel to exit without saving. Now you can add the new local tax to any employee with a work state that corresponds with the tax. Refer to the procedures for employee taxes in the Employee List module for additional information.. Instant Payroll User Guide 4-37

72 Company Information To deactivate a Local Tax There are two ways to deactivate a local tax: 1. Select State Tax from the Client Options section 2. Select the appropriate state that the local tax withholding is in. If the current state listed is the correct state, click Modify Local Taxes. 3. Select all the applicable local taxes from the Available Local Taxes table and click the clear the Active checkbox to select. 4. Click Save to save changes or Cancel to exit without saving. or 1. Select Local Tax from the Client Options section. 2. Select the appropriate state that the local tax withholding is in. If the current state listed is the correct state, click Modify Local Taxes. 3. Select all the applicable local taxes from the Available Local Taxes table and click to clears the Active checkbox to select. 4. Click Save to save changes or Cancel to exit without saving. The application does not allow you to deactivate a state local tax that is in use for a current paycheck. A warning message displays and instructs you to remove the local tax from the paycheck before deactivating. You can also select to run the payroll and then deactivate the tax. Note: When you establish a new Work/Withholding State, your next payroll is held pending verification that the state was set up correctly. Contact your local office when you set up a new work/withholding State. Employee Self Service Functional Description Allows employees to be set up with limited access to their personal information. This information would include an employee profile report that displays demographic information, deductions, taxes, direct deposit information, and paycheck history. At this time it is only available to full IP clients Instant Payroll User Guide

73 Company Information Employee Self-Service Overview Employee (EE) Self-Service provides Instant Payroll clients the ability to allow their employees to view their own personal information online. Employees can view the demographics, various deductions and taxes, direct deposit, PTO and deferred compensation settings, and paycheck history. This functionality is currently available to full IP clients only. Client Activation of Self-Service Activation of Self-Service is limited to users with security administration (SA) privileges. When Employee Self-Service is activated, the following screen displays. You can automatically create an Employee User Account upon adding an employee by selecting Automatically Create the Account from the When Adding Employee dropdown menu. Figure 18 Activation of Self-Service Instant Payroll User Guide 4-39

74 Company Information If Employee Self-Service is not activated, complete the following: 1. Select EE Self-Service from the left navigation bar under Client Options. The Self-Service welcome screen displays. Figure 19 Employee Self-Service Setup Wizard 2. Click Continue. The Self-Service Setup screen displays. Figure 20 Self-Service Setup Screen 3. Select the appropriate option to determine how terminated Employee Self-Service accounts should be handled from the How to Handle Terminated Employees dropdown menu. The valid options are: Lock the account: Do not let the user log in, but keep their account. Delete the account: Delete the account entirely. Keep the account active: Let the ex-employee keep using the self-service option. This functionality only applies to employee self-service accounts. Employees who do not have a self-service account are not affected by these settings. 4. Select the appropriate option to set the default role that self-service employees can have from the Default Employee Roles drop-down menu. The valid options are: View Only Access: Allows the employee to view their profile information and paycheck history. View Access w/update: Allows the employee to modify their mailing address and phone number. All other information on the profile and paycheck history is display only Instant Payroll User Guide

75 Company Information 5. Click Create Accounts to activate Employee Self-Service and create the Employee Self-Service. The following message displays: Note: The security administrator should manually enter Employee Self-Service information for accounts that did not create automatically or that need to be set up later in the User Access screens from the employee pages. Upon successful activation of Employee Self-Service, the following displays: Figure 21 Employee Self-Service Confirmation Instant Payroll User Guide 4-41

76 Company Information From this screen, you can Save changes, Cancel changes, or Disable Employee Self- Service. Click Save to save the options selected from the How to Handle Terminated Employees and Default Employee Roles drop-down menus. Click Cancel to discard the options selected from the How to Handle Terminated Employees and Default Employee Roles drop-down menus. Click Disable to disable Employee Self-Service. When Disable is selected, you are prompted Delete or suspend user access? Select Delete User Access to remove user accounts. Select Suspend User Access to lock user accounts. Note: This functionality only applies to Employee Self-Service accounts. Employees who do not have a self-service account are not affected by these settings. You can also view user account information when User Listing Report is selected. This report is divided into three sections. 3 rd Party user accounts: A listing of all user accounts that do not have an employee number assigned to their account. Employees who have user accounts: A listing of all user accounts that have an employee number assigned to them Instant Payroll User Guide

77 Company Information Employees who do not have user accounts: A listing of all the employees who currently do not have an account. The reasons an employee might not have an account are: The employee was added after self-service was activated. The employee s account was deleted by the security administrator. The employee s account was not created automatically because of an invalid social security number or the employee is in a pending status. Employee Self-Service Access When the employee logs in to Employee Self-Service, they are prompted to create a new password. The Employee Profile screen displays. Select Password to change the password. Instant Payroll User Guide 4-43

78 Company Information The Employee Profile screen contains: Company name Employee name Drop-down menu of paycheck history. When a paycheck is selected the details for the check displays: Depending on the amount of information the employee has on the selected check, this could be two or more pages. Only sections with data display. Password Print Logout Demographic information If the employee has the ability to modify their information, the Mailing Address and Phone Number fields are accessible If the employee does not have the ability to modify their information, no fields are accessible. Employee specific data (for example, date of hire, status, pay, etc.) Employee tax information Recurring earning/deduction and PTO information, if applicable Direct deposit information, if applicable 4-44 Instant Payroll User Guide

79 Company Information Employee Information Use the Report section of the Employee Information screen to view the employee profile screen or a report of changes. Select Profile to display the employee profile screen for the current user. Select Audit Log to view a report of all changes made to the employee information by an Employee Self-Service user. The report contains the name of the user who changed the information and the time the change occurred. It also displays the original values and the new values with any changed field marked by *. Note: This option only displays if self-service is enabled and changes were made to the employee s mailing address, address, or phone number using the Employee Self-Service option. * Fields marked with an * have been updated. Administration Select Users Listing Report from the Administration module. This is the same report that displays on the Employee Self-Service section. Instant Payroll User Guide 4-45

80 Company Information THIS PAGE INTENTIONALLY LEFT BLANK 4-46 Instant Payroll User Guide

81 Employee List Chapter 5 - Employee List Objectives Manage employee information, pay rates, withholding information, deductions, and benefits in the Employee List module. Employee List options allow you to apply company defined payroll features to individual employees and manage employee profiles. In this lesson, you will learn to: Manage employee information Create a new employee profile Manage employee taxes Enter and manage employee wages Administer employee deductions Administer deferred compensation Manage up to 8 direct deposit accounts for each employee Administer employer paid benefits for employees Monitor and control employee PTO (Paid Time Off) View and print paycheck history Administer security access to employees Employee List The main navigation screen in the Employee List module is a table of all employees. You can sort the employee list by one of five sorting options, include terminated and deleted employees, and include pending employees. From this screen, you can view and edit existing employee information and create new employee profiles. The settings and sort options from this screen also apply to the Employee drop-down menu. Figure 1 - Employee List Module Screen Instant Payroll User Guide 5-1

82 Employee List Customizing the Employee List View To include/remove terminated employees in the employee list table 1. Select the Employee List module from the Menu Options drop-down. 2. To include: Select the Include Terminated\Deleted Employees checkbox on the upper left side of the screen. Terminated or deleted employees display with the list. The corresponding value displays in the Status column of the employee table. 3. To remove: Click to clear the Include Terminated\Deleted Employees checkbox. Terminated or deleted employees are removed from the list. To sort the employee list table and employee drop-down menu 1. Select the Employee List module from the Menu Options drop-down. 2. In the Sort By: row above the employee list table, select a sort view by clicking on text of one of the 5 sort options. The employee list table refreshes with the new sort. To access an existing employee record (to view or modify) 1. Select the Employee List module from the Menu Options drop-down menu. 2. Click the name of the employee record you want to view in the Select Employee column. You may need to scroll down through the list (using the scroll bar on the right of the window) to locate the record. The Employee Information screen displays. 3. To view more wage, tax, deduction, paycheck history etc., select the appropriate link from the Employee Options section on the left side of the screen. 4. To select another employee record, use the Employee drop-down menu at the top of the screen. 5-2 Instant Payroll User Guide

83 Employee List Employee Options The following payroll options are available in the Employee List module. To access these options, use the links under the Employee Options section located on the left side of the screen. Figure 2 - Employee Options section Information Taxes Wages Deductions Deferred Compensation Direct Deposit Employer Paid Benefits Paid Time Off (PTO) Paycheck History User Access If you deactivated Deferred Compensation, Employer Paid Benefits, or Paid Time Off in the Administration module, it does not display in the Employee Options section. Instant Payroll User Guide 5-3

84 Employee List Add a New Employee Profile When inputting a new employee profile, Instant Payroll automatically guides you through three required sections: Information, Wages, and Taxes. The New Hire Wizard can be customized in the Administration module to contain the other five informational sections, although you can select to deactivate Deferred Compensation, Employer Paid Benefits, and PTO. The rest of this chapter details each of the Employee List options. To add a new employee profile Use the steps in this procedure to create a new employee profile. You may need to read subsequent sections of this chapter to successfully complete all data entry screens included in your New Hire Wizard process. 1. Select the Employee List module from the Menu Options drop-down. 2. Click Add Employee. 3. The system assigns the next available employee number. If you want to change the employee number assigned by the system, highlight the Employee Number, and type the number to use. If you use an employee number that is being used by another employee, you receive an error message indicating that the number is in use by another employee. If you receive an error message, enter a new number. Note: Employee numbers can only be up to 5 characters. 4. Complete the required information on the next screens (refer to individual topics in this chapter for detailed information on each screen). 5. Click Next to advance through the data entry screens. Use Previous to go back one screen at a time. Use Cancel at any time to exit the New Hire process. 6. Click Save to save changes or Cancel to exit without saving. Any errors made during new hire entry can be edited during the New Hire Wizard by using the Prev. option or immediately after saving the record by choosing the applicable link from the Employee Option section. 5-4 Instant Payroll User Guide

85 Employee List Employee Information The Employee Information option allows you to enter demographic information about the employee. You can tab or click through the following fields: Employee Number: You can assign this number or allow the system to generate it automatically. Employee numbers can only be up to 5 characters and cannot be assigned to another employee. First Name/Middle Initial* Last Name* Mailing Address City Zip State: select a value from the drop-down menu Date of Birth*: use mm/dd/yyyy format SSN* (social security number) Sex*: select Male or Female Primary Address* Secondary Address Hire Date* Employee Type*: Defaults to Regular - employee receives a W-2. You can also select 1099C or 1099M for contract employees. If you select 1099C or 1099M, a message displays that explains the difference. After you select and save an employee type, it cannot be changed. To create another type for the same employee, you must create another employee profile. Termination Date Employee Status: Select from Active, LOA (Leave of Absence), Terminated, Term w/pay, Re-Hired, or Deleted. Rehire Date: Must be entered in mm/dd/yyyy format. Division: Select from values you entered in the Company Information module. Refer to Company Div/Dept/Job. If you track any Divisions, you must enter a value. Pay Frequency: Select from Weekly, Bi-weekly, Semi-monthly, Monthly, Quarterly, or Annual. Department*: Select from values you entered in the Company Information module. Refer to Company Div/Dept/Job. Job: Select from values you entered in the Company Information module. If you track any Jobs, you must enter a value. Instant Payroll User Guide 5-5 7/1/15

86 Employee List Health coverage checkbox: Some states require this field when reporting new hires. If your state requires this information, select this checkbox to indicate the employee does have health coverage. Coverage date: Enter coverage date for health coverage, if applicable. * Required Field = Required only if values for the fields exist. Values are established in Company Information. Employee Wages To terminate an employee 1. Select Employee List from the Employee Options drop-down menu. Enter a Termination Date. 2. Select an Employee Status; Term w/pay allows you to process one more paycheck for the Employee. The status automatically changes to Terminated after the payroll process. Terminated status removes any paychecks pending to be processed for the employee. 3. Click Save to save changes or Cancel to exit without saving. The Employee Wages screen allows you to enter wages for your new employee or to change existing wage information. There are four tables on this screen Rates, Rate Settings, Recurring Earnings, and Recurring Distribution. Rates Figure 3 - Employee Wages, Regular Earnings (Rates) 5-6 Instant Payroll User Guide

87 Employee List Hourly: Select this option if you pay the employee an hourly rate. Salary: Select this option if you pay the employee a dollar amount with scheduled hours each pay period. AutoPay this Employee: Check this box to include the employee in all regular payroll runs. Salaried employees automatically have this option selected if normal hours are set up; if an hourly person is paid the same amount of regular hours each pay period, you can Auto Pay this employee by checking the box and adding Normal Hours. Rates Base Rate: This field should include an hourly rate for your employee if you have selected the hourly option above. Rate 2: If your employee has a second additional, non-overtime rate, enter that amount. This applies to both hourly and salaried employees. Rate 3: If your employee has a third additional, non-overtime rate, enter that amount. This applies to both hourly and salaried employees. Rate 4: If your employee has a fourth additional, non-overtime rate, enter that amount. This applies to both hourly and salaried employees. Note: The system holds up to four different regular rates per employee. These rates display as Regular 1 for base rate, Regular 2, 3, and 4 respectively. Salary Rate: If you selected the salary checkbox, enter the salary amount for this employee per pay period in this field. Normal Hours: If you have chosen to AutoPay this employee above (salary or hourly), or, if this employee is salaried, you must make an entry in this field. Enter the normal hours for this employee. For hourly employees who are set to AutoPay, enter the amount of hours you would normally pay each pay period. Note: If you do not want to set up a salaried employee with scheduled hours; you must select the hourly option, and input the salary under Recurring earnings. To enter an employee wage rate For the procedures to access an employee record, refer to the Employee List topic or select an employee name from the Employee drop-down menu. 1. From within the employee record, click Wages in the Employee Options section. 2. Click Hourly or Salary. 3. Verify AutoPay this Employee status is correct. 4. Enter a Base Rate for hourly employees or a Salary Rate for Salary employees. 5. Enter Normal Hours for the employee pay period. 6. Click Save to save changes or Cancel to exit without saving. Instant Payroll User Guide 5-7

88 Employee List To change an employee wages For the procedures to access an employee record, refer to the Employee List topic or select an employee name from the Employee drop-down menu. 1. From within the employee record, click Wages in the Employee Options section. 2. Change the applicable Rates table fields or Recurring Earnings field. 3. Click Save to save changes or Cancel to exit without saving. Recurring Earnings This table allows you to establish on-going types of pay for your employee, other than salary or hourly rate, and also set a frequency to be used for that specific earning type. This eliminates the need to enter this data each pay period and streamlines your payroll process. Each of the earnings types you defined in the Company Information module is available as recurring earnings. If the required earnings type is not available in the dropdown menu, create the earnings in the Company Information module. For earnings types, refer to Company Earnings. Example: Group Codes Mary Smith drives a company-owned vehicle. The value of the persona use of this vehicle is taxable to Mary and must display on her W-2. You decide to post this value to her pay on the first payroll of the month. Select PERS USE CAR from the drop-down menu under the title earnings. The value of the vehicle is determined to be $100 each month. Enter $ in the field under the heading entitled Per Pay and change the Frequency to 1 st pay of month. Note: Per hour recurring earnings requires local office set up. If you have questions regarding Recurring Earnings, contact your local office for additional information. Group codes allow you to pay different employees with the same pay frequency. Use group codes to indicate which employees are included in a payroll (similar to pay frequency). Example: Pay by region Biweekly employees on the West Coast are paid the 1 st and 3 rd week of the month. Biweekly employees on the East Coast are paid the 2 nd and 4 th weeks of the month. If two or more active group codes are used, the Payroll Group field displays with a dropdown menu. This field is required. Important: Group codes can only be created by Advantage. Please contact your Client Support Representative to use this option. The All Employees option works the same way as the pay frequency options. When All Employees is selected, employees not included in a group code are not included in the payroll or in the Quick Entry and Paycheck Entry screens. 5-8 Instant Payroll User Guide 4/18/14

89 Employee List To enter recurring earnings 1. From within the employee record, click Wages in the Employee Options section. 2. Select an Earnings Type from the drop-down menu. 3. Enter the appropriate Per Hour or Per Pay amount of the earnings. The frequency field defaults to Each Payroll. Click Save to save changes or Cancel to exit without saving. Employee Wages To modify recurring earnings 1. From within the employee record, select Wages in the Employee Options dropdown menu. 2. Change the applicable Earnings type, Per Hour, and Per Pay fields. Verify frequency. The default is Every Payroll. 3. Click Save to save changes or Cancel to exit without saving. 4. You may need to rebuild the payroll from the Payroll Processing module. This is explained in that section. When entering or changing an employee s wage information, validation occurs to ensure the entries for the Base Rate, Rate 2, Rate 3, Rate 4, and Salary are not outside the limits established during input warnings setup. If entries in any of these fields violate the input warnings on initial screen load or during maintenance, the field color turns to gold and a message displays that states there are limit violations on the screen. At this point you can either correct the fields that are in violation or close the screen by clicking on it anywhere. (You must click the pop-up screen to save your changes if the entries are correct.) If you select to close the screen, you no longer see the message while working with the current employee. The field color still changes to gold to indicate fields that exceed input warnings. Figure 4 - Employee Wage screen with the pop-up screen and a field that violates the limit. Instant Payroll User Guide 5-9

90 Employee List Figure 5 - The Employee Wage screen without the pop-up screen and fields that violate the limits. Recurring Distributions Recurring Distributions can be added on the employee wage screen. This allows you to set up recurring fixed labor distribution on any or all employees. Employees hours automatically distribute according to the set up in this new field. When using this new feature, the hours / wages can be either distributed by using a percent or hours. If using the percent method, the total percent for the employee must not exceed 100% and can be typed as (50% should be typed as.50). If distributing by hours, type whole numbers. This feature is only used if the employee always splits their hours between multiple division/departments. This overrides any labor distribution entered in the Payroll Entry screen. Note: If using this new feature, you must enter information in all required fields. If the client uses divisions and departments, those fields must be populated during the set up. If one of these fields is not filled in, and Save is clicked, all the data typed is not saved Instant Payroll User Guide

91 Employee List Employee Taxes The Employee Taxes screen contains several different tables that may or may not display based on the information in your company file. There are several exception functions on this screen that you do not use for most employees. Read this section carefully if you are not sure how to proceed. Federal Taxes Figure 6 - Employee Federal Tax Election Filing Status: Obtain this information directly from the employee W-4. The drop-down menu contains two choices Married and Single. Number of Exemptions: Obtain this information directly from the W-4 your employee completed. This field accepts a numeric value zero through 99. Social Security Exempt and Medicare Exempt: These checkboxes should be selected if your employee is exempt from Social Security and/or Medicare. Please contact your local office to verify if the employee qualifies as exempt from Social Security and/or Medicare. These boxes can only be selected when adding a new employee. Please contact your local office if the employee should have been set up as exempt when originally added. Note: Only in rare cases is an employee exempt from these taxes. Please consult your tax professional if you are unsure of this status. Employees who enter Exempt on box 7 of the W-4 are not automatically exempt from these taxes. Additional Fed Tax This drop-down menus four choices to withhold an amount of federal tax that is different from the amount calculated by W-4 formulas dictated by federal tax withholding. If you select any of the options below other than None, the appropriate amount should be typed in the field to the right of the drop-down menu. Percentages should be typed as whole dollar amounts. For example, 10% should be typed as The choices are: None: Default Additional Amount: Select this option if your employee has chosen to withhold an additional dollar amount in federal taxes. Additional Percent: Select this option if your employee has chosen to withhold an additional percentage of gross in federal tax. Instant Payroll User Guide 5-11

92 Employee List Fixed Amount: Select this option if your employee has chosen to override taxes calculated by W-4 information and withhold a fixed flat dollar amount per pay period. This option is also used for employees who want to have no federal tax withheld, but are not truly exempt from federal taxes - enter a 0.00 amount. Fixed Percent: Select this option if your employee has chosen to override taxes calculated by W-4 information and withhold a fixed percentage amount per pay period. To enter federal taxes for employees meeting Exempt conditions on the W-4. Use the steps in this procedure to enter a tax rate for employees who enter Exempt in box 7 of the W-4. The employee is not exempt from Federal tax but they do not pay into federal tax based on anticipated wages. 1. From within the employee record, click Taxes in the Employee Options section. 2. Select Fixed Amount in the Additional Fed Tax drop-down menu. 3. Type 0.00 in the Amount field. 4. Click Save to save changes or Cancel to exit without saving. Earned Income Credit Earned Income Credit is available to employees who have completed form W-5 - the Earned Income Credit Advance Payment Certificate. Select from Single, Married, or Not Applicable (default). This information should come directly from the W-5. Note: Do not use this option unless the employee has completed a W Instant Payroll User Guide

93 Employee List State Taxes Withholding State: The drop-down menu contains a list of all withholding states selected in your company profile, and defines the state to which your employee must pay income taxes. If the Withholding State is not listed, go to the Company Information module and check the required withholding state. Figure 7 - Employee State Taxes Table Reciprocal Withholding State: This drop-down contains a list of all withholding states selected in your company profile and defines the secondary state to which employees must pay income tax. Caution: Only select an entry for this field if your employee is obligated to pay taxes under a reciprocal agreement between two states. For further information on reciprocity, contact your tax professional or local office. This is not a required field. Filing Status: This information should come directly from the W-4 your employee completed. The drop-down menu contains the choices that are applicable for the withholding state chosen above. Number of Exemptions: This information should come directly from the federal W-4 or state equivalent your employee completed. This field accepts a numeric value from zero through 99. Number of Allowances: This field is only accessible if the withholding state is Georgia. Refer to the Georgia state equivalent of federal W-4 for the information to complete this field. Instant Payroll User Guide 5-13

94 Employee List Additional State Tax This drop-down menu has four choices to withhold a different amount of state taxes than those dictated by state tax withholding. If you select any of the options below, the appropriate amount should be typed in the field to the right of the drop-down menu. (For percentages, 10% should be typed as 10.00). The choices are: Figure 8 - Employee Additional State Taxes None: Default Additional Amount: Select this option if your employee has chosen to withhold an additional dollar amount in state taxes. Additional Percent: Select this option if your employee has chosen to withhold an additional percentage of gross in state taxes. Fixed Amount: Select this option if your employee chose to override taxes calculated by W-4 information and withhold a fixed dollar amount per pay period. Fixed Percent: Select this option if your employee has chosen to override taxes calculated by W-4 information and withhold a fixed percentage amount per pay period. Use This Deduction: Select this option if your employee lives in Mississippi and their state filing status is Married Combined. Work State: This drop-down menu contains all work states selected in your company profile and determines the state to which unemployment taxes for this employee are paid, as well as which workers compensation codes are available. This work state can be different than the withholding state of the employee. When you select a work state, the screen refreshes to allow the selection of other applicable values. If the work state is not listed, go to the Company Information module and check the required work state. Figure 9 - Work State/Local Taxes Drop-Down Lists 5-14 Instant Payroll User Guide

95 Employee List Workers Comp Classification The Workers Compensation Classification drop-down menu contains all classification codes set up for your company for the work state the employee is in, and controls the calculation of estimated workers compensation premiums. This only displays if you have classification codes set up for the work state. Local Taxes The local taxes drop-down menus display all tax codes applicable to the withholding and work states contained in your company file. Local taxes available on this screen are based on the work state you select. You can activate up to 2 tax codes for cities and 2 tax codes for counties/municipalities/school districts (up to four combined). If you select more than 2 of each type of tax, the error creates an edit in your payroll process. Your local office contacts you for the correct set up and to fix the current payroll. Note: The order you input taxes could have an impact on the taxes withheld from your paycheck. Some localities have reciprocity agreements and allow credit for local taxes paid to a different locality. In this case, the city with the lowest tax rate should be entered first. Some agencies require full taxation for both localities. If this is the case, the locality with the higher rate should be entered first. Please contact the affected tax authorities for more information. Employer Paid Taxes This table displays all the employer paid taxes - it is located in the lower half of the Employee Taxes screen. Figure 10 - Employee Taxes - Employer Paid Taxes FUTA and SUTA Exempt (checkboxes): In rare cases, you can exempt individual employees from these taxes for various reasons. Please contact your local office to exempt the employee from unemployment taxes. If your account is setup as exempt from FUTA and/or SUTA, you do not need to contact your local office to flag these boxes as the entire account is exempt. Caution: Only in rare cases is an employee exempt from these taxes. Please consult your tax professional if you are unsure of this status. Employees who enter Exempt on box 7 of the W-4 are not automatically exempt from these taxes. State Disability Exempt: If the withholding state offers an exemption option from state disability tax, a checkbox option displays below the reason codes for FUTA and SUTA Exemptions. Use caution exempting employees from this tax. Instant Payroll User Guide /29/08

96 Employee List Active and Description Table: This table displays all employer paid taxes established for this employee. This is informational only and cannot be changed. To enter/edit employee taxes - Federal, State and Local Tax Press Tab to move through the fields as the procedure is outlined. 1. Click Taxes from the Employee Options section in the Employee List module. 2. Select the appropriate value from the Federal Tax Filing Status drop-down menu - Married or Single. 3. Type the Number of Exemptions - use numeric values Select the appropriate checkbox only if the employee is either Social Security Exempt or Medicare Exempt. This is only available if you are entering a new employee. If editing, contact your local office. Select the appropriate value for Earned Income Credit - Single, Married (only if the employee submits a W-5) or Not Applicable (default). 5. Select the Withholding State from the drop-down menu. Applicable SUI and SDI automatically load. 6. Select the Reciprocal Withholding State - if applicable. 7. Select the State Filing Status from the drop-down menu. Values are different based on the withholding state. 8. Select an additional or fixed Federal tax amount from the Additional Fed Tax table - if applicable. 9. Select an additional or fixed State tax amount from the Additional State Taxes table - if applicable. 10. Select the appropriate Work State from the drop-down menu. 11. Applicable local taxes load. 12. Select up to 2 city taxes and 2 county/municipality taxes in any order from the Local Tax(es) drop-down menu(s) and skip to step If you do not see the local tax you need, select ADD NEW from the drop-down menu. A pop-up screen displays with all local taxes for the work and withholding state. Select the Active checkbox of the appropriate local tax, then click Save. The Company Work/Withholding State & Local Taxes screen displays. Click X in the top right corner to close the screen. The Employee Local Taxes screen displays. 14. If the employee should be exempt from FUTA or SUTA, contact your local office. 15. Click Save to save the changes or Cancel to exit without saving Instant Payroll User Guide 8/29/08

97 Employee List Employee Deductions This screen displays the voluntary and involuntary deductions, except taxes, established for employees in your company. Only deductions defined in the Company Information module display. Figure 11 - Employee Deductions Table Deduction ID: This field allows you to attach a unique ID to each deduction. The ID is used for case numbers for child support, garnishments, etc. The field is tied to a specific vendor associated with the deduction at the client level. Contact your payroll representative to set up one of the following options: Not Needed - The Deduction ID field does not display for the deduction under any condition. Optional - The Deduction ID field displays with an optional message to save the screen without entering a value. After the screen is saved, the field does not display. Required - The Deduction ID field displays with a required message to enter a value in the field before the screen can be saved. When the screen is saved, the field no longer displays. If you access this screen and an active deduction requires a value in the Deduction ID field, the message displays in the screen. Active: You can activate or de-activate deductions by selecting or clearing the Active checkbox. Description: This field displays the full description you created for your company s employee deductions. This is a view only field. Dollar Amount/Percentage amount: Allows you to use one deduction for both flat amount and percentage amount deduction. This allows you to set up one employee with a dollar amount and a different employee with a percentage amount using the same deduction code. Limit Amount: This field allows you to create a limit for this deduction amount. This limit remains in the system until the deduction amount is satisfied, removed, or changed by you. Please note you do not have to establish limits for deferred compensation deductions as these are hard-coded on the actual deduction. Balance: If you created a deduction with a limit (refer to the example above), the remaining balance of the amount owed to you displays. This is a view only field. Edit/More Information: Allows you to enter a start or stop date. Indicate if the employee is eligible for the 401K Catch-up and to complete a onetime Override to that specific deduction. Instant Payroll User Guide /31/14

98 Employee List Deduction ID: This field allows you to attach a unique ID to each deduction. The ID is used for case numbers for child support, garnishments, etc. The field is tied to a specific vendor associated with the deduction at the client level. Contact your payroll representative to set up one of the following options: Not Needed - The Deduction ID field always displays but the instructions do not display below the field. Optional - The Deduction ID field and an optional message display. You have the option to enter a value or leave the field blank. Required - The Deduction ID field and a required message display. A value must be entered in the Deduction ID field before the screen can be saved. Start Date: The date the deduction was (or will be) in effect (active). If the start date is within the dates of the payroll header, the deduction is processed. If the deduction should start immediately, do not use a start date. The system starts withholding immediately Instant Payroll User Guide 10/31/14

99 Employee List Stop Date: The date the deduction was (or will be) stopped. If you enter a date that falls within the current payroll header dates, the deduction is not taken. Note: If the Start and Stop date fields are inaccessible (grayed out), then the deduction is tied to a plan created in HR Counselor. If the deduction is not tied to a plan in HRC, you can manually enter a Start and Stop date. One time Deduction Overrides Suspend for current payroll: Select the checkbox if you want to stop the deduction only for the current payroll. The deduction is automatically withheld the next time the employee is paid. Replacement Amount: If you want to do a onetime replacement amount, enter the amount. For example, instead of $10.00 deduction, if you want to deduct $15.00, you would enter the $ The employee would have $15.00 withheld on that payroll run, and then would automatically revert back to the $10.00 deduction on the following payroll. Additional Amount: If you want to withhold an additional amount, enter the amount. Instant Payroll User Guide /31/14

100 Employee List Allow Catch-up: This option is only available on deferred compensation deductions. If the employee is eligible and wants to participate in the catch-up, you must select this option. If this option is not available on a deferred compensation deduction, you must access the Company Information module, then select Deferred Comp to enable the catch-up feature. To activate or deactivate employee deductions 1. Select the appropriate employee from the Employee drop-down menu. 2. Select Deductions from the Employee Options section in the Employee List module. 3. Select or clear the Active checkbox to mark a deduction as active or inactive. For active deductions, enter the Amount or Percent and Limit Amount (if any). 4. Click Save to save changes or Cancel to exit without saving. To modify employee deductions (for all payrolls) 1. Select the appropriate employee from the Employee drop-down menu. 2. Select Deductions from the Employee Options drop-down menu in the Employee List module. 3. Modify the Amount, Limit, or Balance you want to change. 4. Click Save to save changes or Cancel to exit without saving. To override or change a deduction for one pay run 1. Select the appropriate employee from the Employee drop-down menu. 2. Select Deductions from the Employee Options drop-down menu in the Employee List module. 3. Click Edit/More Info on the deduction you want to override or change. 4. In the One Time Deduction Override section, enter the Replacement Amount or the Additional Amount to override/change the deduction. If you want to stop the deduction for just the current pay period, select the Suspend for current payroll checkbox. 5. Click Save to save changes or Cancel to exit without saving Instant Payroll User Guide

101 Employee List Deferred Compensation This screen displays a table that allows you to activate or de-activate your contributions to an employee s deferred compensation plan (basic and/or match). Employee Deferred Compensation Direct Deposit Figure 12 - Employee Deferred Compensation Table Active: Use this checkbox to activate or deactivate employee deferred compensation. When a deferred compensation plan is set up at the company level, your eligible employees individual records default to activate status. To deactivate the calculation of this employer paid benefit, clear the checkbox. Description: This field is pulled from the Company Profile and cannot be changed on this screen. It lists the Basic and Match Plans. If you need to add a deferred compensation type to this list, go to the Company Information module, Deferred Comp option, then activate the appropriate Basic, or Match plan. Start Date: Use this field to enter a start date using mm/dd/yyyy format. Only use if the start date is not the current pay period. Stop Date: Use this field to enter a stop date using mm/dd/yyyy format. The calculation is active during the defined date ranges entered. The Direct Deposit utility allows you to create and edit employee direct deposit accounts. Note: Before creating direct deposits for your employees, verify the employee has signed a Direct Deposit Authorization and you have a voided check or a copy of a voided check from your employees authorized checking account. This allows you to send funds to their bank accounts and make reversals from their bank accounts if errors occur during the payroll process. Instant Payroll User Guide 5-21

102 Employee List Important Facts about Direct Deposit Employees can select to divide net pay into up to 8 different bank accounts at 8 different banks. Additional charges can apply if an employee uses more than 3 direct deposit accounts. Call your local office for details. Caution: Enter accurate information when setting up direct deposit for your employees. Funds are transmitted via the Automated Clearing House from your payroll account to the employee with the next payroll processed. If information is inaccurate, the funds cannot be received by the employee s financial institution. Ensure employees notify you if they are changing or closing bank accounts to prevent live funds from being transmitted to non-existent bank accounts. Do not use information included on deposit slips for direct deposit set up. The deposit slips are internal bank forms and do not contain the proper routing numbers required for accurate transmission of funds. You can request a Direct Deposit Authorization form from your local office. Employee Direct Deposit Figure 13 - Employee Direct Deposit Priority: This field allows you to select the order in which direct deposit requests are satisfied from your employee s net pay. ROC (rest of check) should be selected when the direct deposit is equal to the employee s net pay or the remainder of the employee s net pay Type: Employees can make deposits to Checking and/or Savings accounts. If your employee has requested that funds be deposited into passbook savings accounts, Christmas clubs, money market, investment funds or other non-checking or non-savings accounts, contact the financial institution for further direction on set up. Transit Number: Each bank is identified by a nine digit transit routing number. This transit number usually displays on the lower left side of your employee s voided check. If your employee has chosen a savings account for direct deposit, call the local branch for this number. The system displays an error message if the transit number is incorrect or unidentified in the system Instant Payroll User Guide

103 Employee List Account Number: Enter your employee s bank account number in the field displayed under the heading account number. Omit spaces and dashes. AMT/PCT: Select if you are setting up a flat dollar amount or a percentage amount in the Amount field. Amount: Enter the dollar amount or percentage amount of your employee s direct deposit in the field under the heading amount. If you select ROC as the priority, you do not need to enter any amount. Suspend: Select the Suspend checkbox to suspend a direct deposit only for the current pay period. Navigate to the Employee List Link, select Direct Deposit on the left side, then select the employee. Select the Suspend checkbox for the direct deposit the employee wants to suspend. If the employee wants to suspend his direct deposit for a pay period, it is only suspended for that payroll. If the employee has more than one account established, the direct deposit for any one or all accounts can be suspended. After the payroll processes and refreshes back to the client, the direct deposit is active again. This information carries through to the Paycheck Calculator checks. If an account is suspended in the employee direct deposit screen and a Paycheck Calculator is processed for that employee, nothing posts to the suspended account. To establish and modify direct deposit accounts 1. Select the appropriate employee from the Employee drop-down menu. 2. Select Direct Deposit from the Employee Options section. 3. Select the appropriate Priority from the drop-down menu (1 st through 8 th or ROC = Rest of Check). Use ROC for the whole check if the direct deposit is to one account. 4. Select the appropriate Type of account - Checking or Savings. 5. Enter the nine digit Transit Number of the employee s bank (usually found on the lower left of the check). An error message displays if the TRN is incorrect. 6. Enter the bank Account Number (omit spaces and dashes). 7. Select Amount or Percent, then enter the amount to be deposited. 8. Click Save to save changes or Cancel to exit without saving. 9. To permanently stop a direct deposit, change the Priority field to blank. Instant Payroll User Guide 5-23

104 Employee List Employee PTO If a paid time off plan is defined in your company profile, you can assign the appropriate plan to your employee s record. The PTO table contains the following columns: Figure 14 - Employee PTO - Maintain Employee Accruals Eligibility Date: This field allows you to indicate a date, other than the hire date, for paid time off purposes. Use this field when you have multiple plans for a PTO category that automatically changes based on length of time between the hire date and current date. If a value is entered in this field, the value is used instead of the hire date to determine the length of service. Active: Use the Active checkbox at the employee level to differentiate between the active plans on a company level and plans in which the employee is participating. Any selected PTO plans are calculated for that employee. PTO Type: This is a view only field and displays the type of PTO plan available for your employee. PTO Plan: From the drop-down menu, select the appropriate PTO plan from the available options. Rate: This is a view only field and displays the accrual rate selected for this plan. The rate is specified in the Company Information module PTO plans. Prior Year: Displays the PTO balance carried over from the previous plan year. Accrued: Displays what has accrued in this plan year. Used: This field indicates the Year to Date amount used for different PTO plans. This value populates with every payroll and cannot be changed Instant Payroll User Guide 10/31/14

105 Employee List Balance: This field allows you to view or change the employee s balance of available paid time off. To change your employee s PTO balance, enter the new balance under the Balance heading. Do not adjust the balance manually when the employee uses PTO. If PTO was entered in the payroll, this balance adjusts automatically. To administer an employee s PTO plans 1. Select the appropriate employee in the Employee drop-down menu. 2. Select PTO from the Employee Options section. 3. Select the Active checkbox to activate applicable PTO types. 4. Select the appropriate PTO Plan from the drop-down menu. 5. Verify the accrual Rate is correct. 6. Specify a Balance, which defaults to You can change this if the employee has already accrued time toward the PTO Plan. 7. Click Save to save changes or Cancel to exit without saving. Employer Paid Benefits If Employer Paid Benefits (EPB) are defined in your company profile, this screen displays all active benefits. If you have no active EPB, the column headings only display. Figure 15 Employee - Employer Paid Benefits Active: Select or clear the Active checkbox to activate or de-activate the EPB calculation for this employee. Description: The description is pulled from the company established employer paid benefits. To make adjustments, access the Company Information module, Employer Paid Benefits option. Start Date: If the Active checkbox is selected, the EPB is used unless a different start date is defined. You can enter another start date for this benefit calculation (mm/dd/yyyy). A start date is not required. Stop Date: You can enter a future stop date without deactivating the EPB - (mm/dd/yyyy). A stop date is not required. Instant Payroll User Guide 5-25

106 Employee List To activate / deactivate Employer Paid Benefits (EPB) 1. Select Employer Paid Benefits from the Employee Options section. 2. Select the Active checkbox to select the EPB you want to activate. or Deselect the Active checkbox of the EPB you want to deactivate. If the employee is eligible for the benefit in the future, activate the EPB, then enter a Start Date. 3. If the employee s eligibility ends in the future, enter a Stop Date. 4. If the employee s eligibility is ongoing, do not enter a Start/Stop Date. 5. Click Save to save changes or Cancel to exit without saving Instant Payroll User Guide

107 Employee List Paycheck History Paycheck history lists all checks issued to an employee for the previous 24 months. You can view and print a sample of a paycheck stub. When you select the Paycheck History option, the following table displays: Figure 16 - Paycheck History Table Employee Paycheck History Select Paycheck: This column lists the check number of the paycheck. It is also the link to the Detailed Check screen. Check Date: This is the Check Date indicated in the pay run. Check Type: The check types are: Regular, Second, Manual, Issue, or Void. The check type is determined in the pay run. Gross Amount: This is the gross amount of the check. Total Taxes: This is the total tax paid in the check. Total Deductions: This is the total of all deductions from the check. Net Amount: This is the net amount of the check. To view detailed paycheck history 1. Select the appropriate employee from the Employee drop-down menu. 2. Select Paycheck History from the Employee Options drop-down menu. 3. Determine which check you want to view from the table list. 4. Click the check number in the Select Paycheck column. The paycheck stub view displays in a separate HTML window. 5. For best viewing, from the browser window toolbar, select View Text Size Medium, Smaller or Smallest setting. Instant Payroll User Guide 5-27

108 Employee List To print paycheck history Use the steps in this procedure to achieve optimal printing. This assumes you are already in the Paycheck History view. Refer to view detailed paycheck history. 1. Set the browser view to Smaller. From the toolbar, click View Text Size Smaller. 2. Click File Page Setup from the toolbar. Verify that all Margins are set at 1.0 or smaller with a Portrait orientation. 3. Click Printer, then click OK to print the file. The paycheck should fit on one letter size piece of paper if you use the Smaller setting in the HTML window. To exit paycheck history Use the steps in this procedure to exit the Paycheck History view and return to the check history table list. From the toolbar, select File Close or Use the X in the top right corner of the screen to close Instant Payroll User Guide

109 Employee List User Access If your account is setup with Security Administration, you are able to assign different security access roles to any employee. There are currently seven security roles to select from. If you do not see the User Access, your account is not set up for Security Administration. To establish a Security Administrator role, contact your local office who completes the correct form for your request. This form is forwarded on and the role change takes approximately 48 hours. This turnaround time is standard on any online set up request. After a Security Administrator role is established, all other user roles are maintained online by that user. The Security Administrator has full functionality throughout the online application. The Security Administrator has the following abilities: To create or delete a user account for an employee: Third party users (nonemployees, CPA, etc.) still need to be set up and/or changed by submitting the proper form. Nothing has changed for this set up. This form should come from your local office. Granting various permissions to multiple users: A list of roles that can be selected from a drop-down menu displays. A brief description to the right of the screen displays according to the user role that was selected. The ability to lock and unlock an account The ability to set up passwords for a user: Any password that is set up for a user is temporary so that on the first login, the user must create a new password. This temporary password is a random number generated by the system. If a user forgets their password or wants to change it, the Security Administrator accesses that employee through the employee list, selects user roles, and selects Generate Password. A random temporary password is created. The user can establish a new password when he logs in. The ability to grant division and departmental security: Limits the divisions or departments the user can view. Refer to the list of Security Roles on the following pages. It is important to make sure before granting access, it is understood what the employee will and will not have access to. Online Security Roles 1. Reports Only: The user can only view Reports and has Report Data Exporter (report writer) Capability. 2. Payroll Entry Only: The user can set up the Payroll Header (explained in the Payroll processing section). They are able to setup the begin/end dates and the check date. User can have access to specific Divisions/Departments or to all. Instant Payroll User Guide 5-29

110 Employee List Caveat This level of security does not allow the user to view any employee information (rates, deductions, direct deposits, etc.). If any employees exist in the Div/Depts assigned who have dollars entered in the Recurring field in the Wage screen, this user can view those employees rates through Quick Input and Paycheck Entry when entering payroll data. If an employee is set up as Salary with Auto Pay in the Rate section of the wage screen, this user views the Salary amount when entering into the Paycheck Entry screen. 3. Payroll Specialist 2: The user is defaulted to have access to All Divisions/Departments. User can view rates, deductions, paycheck history, and reports. User has access to Paycheck Calculator and Void Check Entry. A Payroll Header can be established, as well as run a Payroll Preview and Submit Payroll. 4. Payroll Specialist 3: The user has all of the same functionality of the Payroll Specialist 2 role. In addition, they can maintain rates of pay and deductions. 5. Spec3 w/ Limited Access: The user has some of the same functionality of the Payroll Specialist 3 role. Users can have access to specific Div, Depts., or to All. The user can maintain rates of pay and deduction amounts. The user can view paycheck history, has access to Paycheck Calculator and to Void Check Entry. The user cannot establish a Payroll Header or submit a Payroll Preview or Payroll. 6. Administrator: User has the same functionality of the Payroll Specialists 2 & 3 roles. In addition, they can access the Company Information, Administration and the Tutorial modules. 7. Security Administrator: User has full functionality including the ability to setup employees with permission to one of the 6 security user roles Instant Payroll User Guide

111 Employee List Select an employee from the Employee list. Only the Security Administrator has the User Access option. Select User Access to grant security. Establish a user Login ID for your employee, then select the appropriate User Role from the User Role drop-down menu. Select the blue question mark box for a description of each role. After a role is selected, the role displays in the User Roles panel. In this User Information screen, you can lock or delete a user from the Account Status drop-down menu. All appropriate fields default after a User Role is selected. The defaulted fields cannot be modified. A password must be generated and saved to complete the security setup. Note the password before saving. Passwords are auto generated by the system and must be changed by the user when logging in for the first time. Instant Payroll User Guide 5-31

112 Employee List THIS PAGE INTENTIONALLY LEFT BLANK 5-32 Instant Payroll User Guide

113 Payroll Processing Chapter 6 - Payroll Processing Process your payroll, establish reports, and update your records in the Payroll Processing module. This module is the core of the Instant Payroll application. Objectives In this lesson, you will learn to: Control Payroll Dates Enter payroll hours through Paycheck Entry Enter payroll hours through Quick Entry Select standards reports Specify the frequency of a report run Add one-time-only reports Void previously issued checks Perform Bonus runs Perform Update runs Perform Adjustment runs Preview and verify gross to net totals before submitting the payroll Payroll Header When you select the Payroll Processing module, the first screen that displays is referred to as the Payroll Header. When beginning a payroll process however, the Payroll Header only displays a blank Payroll Data section and a blank Employees to be Paid section with Save and Cancel options above if a Payroll Schedule has not been set up. The function options only display after you establish a Payroll Header. Instant Payroll User Guide 6-1

114 Payroll Processing Payroll Header Set up Figure 1 - Payroll Header Set up Screens with Payroll Header To display the other options, a payroll header must be defined. A payroll header is designed by entering and saving a Period Begin Date, Period End Date, Check Date, and specifying the employees to be paid. This does not mean you must run this process as you are defining the payroll run. When you save the Payroll Header, the screen refreshes and displays the following options/functions: Quick Entry: This displays the customized Quick Entry Screen. A list of all active employees is displayed in the sorting order you chose in the Employee List module. Use this screen to streamline the entry of payroll hours and earnings. Paycheck Entry: Allows you to enter payroll data employee by employee. Void Check Entry: This allows you to void checks. Check Calculator: This brings you to the check calculator feature that is explained later. You can also access Check Calculator using Menu Options. Select Reports: This allows you to select a variety of standard reports in the system. Note: You must select the reports you want before running the payroll. After you submit the payroll, you cannot produce a report that was not selected. You can however, request a copy of the report from your local office. 6-2 Instant Payroll User Guide 10/31/14

115 Payroll Processing Payroll Schedule: Allows you to establish your payroll header dates. You are prompted to enter payroll dates for two consecutive payrolls. After those dates are established, you can view the next 12 months of scheduled run times. When you submit a payroll, the Payroll Header dates automatically populate for the next payroll. Time clock import: Only applicable if you have a time clock interface established. Validation report: Displays a new window that displays each employee who had earnings entered and is paid in this payroll run. Displays the employee number, employee name, descriptions of earnings, number of hours entered and/or earning dollars entered, division/department/job, and a source (indicates if entry was an Auto Pay entry. Payroll Totals: This option allows you to verify the total hours and earnings entered before submitting your payroll for processing. Payroll Header Payroll Data Payroll Type drop-down menu Regular: Most payrolls you process are regular type payrolls. A regular payroll type pays all salaried employees, as well as process any hours entered for hourly employees. Manuals (posting entry, no check created), Issues (supplemental employee posting, creates check with payroll) and Voids are also included. Figure 2 - Payroll Type Drop-Down List Bonus: If you want to create a special type of payroll (for example, Holiday Bonus), select Bonus from the drop-down menu next to Payroll Type. By selecting this type of payroll, the system automatically blocks the calculation of federal withholding tax, state withholding tax and does not pay any Auto Pay hourly employees or salaried employees. This type of payroll streamlines the process of issuing a bonus. Update: Use this option to save changes to the database before a payroll run. When you change a value in Instant Payroll, the value is saved in the application. Changes are not updated to the file until the information is sent to database during a process run (for example, a payroll). If information must be saved to the database before a payroll run, use the Update process. This is necessary when using Paycheck Calculator with new employees. Processing an Update run deletes any voids, manuals, issues checks, etc. entered in a defined pay run. Refer to the Check Calculator for additional information. Adjustment: Use this option to correct or amend an existing payroll process. This type of payroll only processes Manuals, Issues, and Voids. No entry is allowed in Quick Entry, and the Auto Pay feature of hourly and salaried employees is ignored. Instant Payroll User Guide 6-3

116 Payroll Processing Note: Contact your local branch for more information regarding adjustment payroll runs. There are tax and banking implications whenever adjustments are run. Period Begin Date: The starting date of the process, and cannot be more than 32 days in the future. Figure 3 - Payroll Header, Payroll Run Dates Period End Date: The process run end date. It cannot be more than 32 days in the future. Check Date: Must be either the same as the current date or no more than 31 days in the future. The check date cannot be more than 31 days greater than the end date or 31 days less than the end date. Note: If your check date falls on a banking non-business day, remember that direct deposits are not available until the next banking business day. General Ledger Accrual: If you use General Ledger, this field allows you to indicate the portion of your payroll to post to the current month if the payroll crosses over to the next month. The value is retained until the payroll is submitted, then the value resets to the default value of blank. Checkbox Options No Direct Deposit: Selecting this feature allows you to stop direct deposit for all of your employees for this payroll run. All employees receive live checks for this pay period. The checkbox clears automatically on the next payroll. No Deductions: Selecting this feature allows you to block all voluntary deductions in the system on each employee record for this payroll process. For example, you are creating a bonus type payroll for your employees. Since this bonus payroll is not part of your regular payroll schedule, you need not withhold voluntary deductions from your employee s pay. The checkbox clears automatically on the next payroll. Figure 51 - Payroll Header, Checkbox Options No federal tax withheld: This feature is only available in a Bonus Payroll Type. It is automatically selected on a Bonus run to block the calculation of all federal taxes on your employee s bonus checks. You cannot clear the checkbox. The checkbox clears automatically on the next payroll. 6-4 Instant Payroll User Guide 10/31/14

117 Payroll Processing No state tax withheld: This feature is only available in a Bonus Payroll Type. It is automatically selected on a Bonus run to block the calculation of all state taxes on your employee s bonus checks. You cannot clear the check mark. The checkbox clears automatically in the next payroll. Do not pay salaries: Selecting this feature allows you to block all salaried employees from being automatically paid. If this checkbox is selected, no salary employees receive a paycheck unless a manual entry is made. The checkbox clears automatically in the next payroll. In a Bonus run, this is automatically selected and cannot be cleared. Do not pay recurring earnings: Selecting this feature allows you to block all recurring earnings from being automatically paid. If this checkbox is selected, no recurring earnings are paid unless a manual entry is made. The checkbox clears automatically on the next payroll. In a Bonus run, this is automatically selected and cannot be cleared. Do not pay normal hours for hourly employees: Selecting this feature allows you to block all automatic entry of normal hours on hourly employees from being paid. If this checkbox is selected, no hourly employees receive a paycheck unless a manual entry is made. The checkbox clears automatically on the next payroll. In a Bonus run, this is automatically selected and cannot be cleared. Employees to be Paid By clicking any of the following, you authorize the system to make employee records available to you for this pay period. Employee pay frequencies are individually assigned in the Employee List module, Employee Information option. Weekly Bi-Weekly Semi-Monthly (twice a month - typically the 15 th and 30 th ) Monthly Quarterly Annually Rebuild Payroll: This option allows you to discard an entire payroll before it is submitted for processing. Use this option to delete all previous payroll entries for this pay period. For example, you start entering payroll information and discover that you are using last week s payroll data. Click this option and the system clears all regular entries from Quick Entry or Paycheck Entry. Note: Manuals, issues, and voids are not cleared when you click Rebuild Payroll. Instant Payroll User Guide 6-5

118 Payroll Processing To define a payroll run (Regular, Update, Bonus, or Adjustment) Use the steps in this procedure to create a process for a Regular, Update, Bonus, or Adjustment run. Assumption: a process has not been defined and the payroll header has Save and Cancel options only. 1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Select the Payroll Type from the drop-down menu. 3. Enter the Period Begin, Period End, and Check Dates. 4. Select any appropriate checkbox options in the Payroll Data table. 5. Select any applicable (at least one) checkbox option in the Employees to be Paid table. 6. Click Save to save the changes or Cancel to exit without saving. Group Codes Group codes allow you to pay different employees with the same pay frequency. Use group codes to indicate which employees are included in a payroll (similar to pay frequency). Example: Pay by region Biweekly employees on the West Coast are paid the 1 st and 3 rd week of the month. Biweekly employees on the East Coast are paid the 2 nd and 4 th weeks of the month. If two or more active group codes are used, the Payroll Group field displays with a dropdown menu. This field is required. Important: Group codes can only be created by Advantage. Please contact your Client Support Representative to use this option. The All Employees option works the same way as the pay frequency options. When All Employees is selected, employees not included in a group code are not included in the payroll or in the Quick Entry and Paycheck Entry screens. Select Reports There are over 100 payroll reports available to you. The Select Reports feature allows you to specify which reports you require for all future payrolls. You can also select specific reports for individual payroll runs. The Select Reports function is addressed before actual payroll processing because only those reports selected in this section are available for the payroll run. You cannot go back to previous payrolls and request different reports. If reports that were not selected before processing are needed, contact your local office. 6-6 Instant Payroll User Guide

119 Payroll Processing Figure 4 - Payroll Processing, Reports Report Frequency Report Code: Internal report code Report Description: This is a brief text description of the report. When you establish your Instant Payroll account, the Client Bill (CUR-BIL) and Payroll Register (CUR-REG) are automatically active for each payroll run. You can change these settings. The reports you select in this table are available to you after your payroll completes processing. Log in to Instant Payroll, then select Reports from the home screen or the Menu Options drop-down menu. Note: Some reports can have a nominal fee attached to them. If you select a report with a fee, you are billed for those reports when your payroll processes. For more information regarding charges for these reports, contact your local office before selecting additional reports. Potentially billable reports are marked with an * before the report description. Instant Payroll User Guide 6-7

120 Payroll Processing Frequency: You can specify that a report is available for a payroll run on This Payroll only, Every Payroll, Last Pay of the Month, Last Pay of the Quarter, or Last Pay of the Calendar Year. The application s calendar knows when to process the periodic reports. This Payroll: This checkbox is automatically selected if the report is due to run on the current payroll period. For example, if you select a frequency of Last Pay of the Month, this box is cleared until you run the last payroll of the month. If you select a frequency of Every Payroll, this box is always selected. You can also manually select and clear this box to override the selected payroll frequency. You cannot override a frequency if the report runs at a specific time - Annually, Quarterly or Monthly. If you attempt to select such a report, you receive an error message and the check is removed. Quantity: You can select up to five copies of a report be printed; or you can select the report be available as online copy only. Any report set up as online copy only does not print in the local office when your checks and reports print, but can be viewed online. To select or cancel reports and run frequency: Use the steps in this procedure to select reports. If you want to update your selected reports without running a payroll, you can select to do an update run. 1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Select Reports. For the Select Reports option to be available, you must have a defined process run. 3. Select the appropriate Frequency for the Report Description you want. Select the top blank space in the drop-down menu to discontinue running the report. 4. Confirm the quantity. 5. Click Save to save the changes or Cancel to exit without saving. Reports sort alphabetically by frequency. 6. Click Payroll to return to the Payroll (previous) screen. To select reports for a single payroll process 1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Select Reports. For the Select Reports option to be available, you must have a defined process run. 3 Select the This Payroll checkbox of the Report Description you want. The check automatically clears after the current payroll is run. 4. Click Save to save the changes or Cancel to exit without saving. The reports sort alphabetically by frequency. 5. Click Payroll to return to the Payroll (previous) screen. 6-8 Instant Payroll User Guide

121 Payroll Processing Instant Payroll Reports REPORTS LIST CUR-BIL Client Bill: This report reflects payroll totals from Gross to Net. It also includes all payroll taxes, employer paid benefits, fees, and bank debit amounts. This is the report received via when your payroll has processed. CANTON Fiscal To Date Earnings/Deductions Combined: This report displays all employees fiscal earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. CUR-WORK Input Worksheet: This organizer is used to document employee hours, earnings, and changes on a per payroll basis. CHK-REG Chk Hist Reg- All: This report shows the gross to net summary of each employee paycheck issued on a per payroll basis for the current payroll. CHK-REGQ Check History Register Current Quarter: This report shows the gross to net summary of each employee paycheck issued on a per payroll basis for the current quarter. This report lists each employee on a separate screen. CUR-125 Section 125 List: This report lists all employees who contribute to a Section 125 plan through payroll deduction. It also lists the deduction amount by employee. CUR-ADTS Audit List/Input Sequence: This report shows all employee changes made on the current payroll. CUR-ACH ACH Input List: This report lists all direct deposit activity for employees included in this payroll. CUR-CKRG Check Register: This report lists each employee, the check number and net amount of each check for the current pay period. CUR-CKRM Monthly Chk Register Prnt: If a Month to Date Check Register is needed, this report must be selected. CUR-DED Deduction Report: This report summarizes, by deduction heading on a separate screen for each deduction, the employee deductions withheld this pay period. Deductions can be flagged to Not print on this report. CUR-DEDA Deduction Report All: This report summarizes, by deduction heading on a separate screen for each deduction, the employee deductions withheld this pay period. All deductions print. CUR-DEDN Deductions Not Taken: This report summarizes employee voluntary deductions not taken for employees as a result of insufficient net or no hours this pay period. This report allows the employer to track dollars owed by the employees and gives the employer the amount to collect in subsequent payrolls. CUR-DEF * 401(k) Current/MTD: This report provides a listing of employees who contribute to deferred compensation plans and/or are receiving contributions to their plans from you. These contributions are reflected based on the current payroll s information and month to date information. Instant Payroll User Guide 6-9

122 Payroll Processing CUR-DEFY * 401(k) CURRENT/YTD: This report provides a listing of employees who contribute to deferred compensation plans and/or are receiving contributions to their deferred compensation plans from you. These contributions are reflected based on the current payroll s information and year to date information. CUR-DF2 * Old 401(k) Current/MTD: This report provides a listing of employees who contribute to deferred compensation plans and/or are receiving contributions to their plans from you. These contributions are reflected based on the current payroll s information and month to date information. CUR-DFS * Def Comp CUR/YTD: This report provides a listing of employees who contribute to deferred compensation plans and/or are receiving contributions to their deferred compensation plans from you. These contributions are reflected based on the current payroll s information and year to date information. CUR-DIR: Direct Banking Report: This report lists the bank s Routing (TRI) Number and the employees that had direct deposit to that bank. The employee information includes the Bank Account number, Amount, SSN, Employee Name, and Employee number. The report breaks for each different Bank Routing (TRI) number. CUR-EDTE Current Earnings/Deductions Combined: This reports displays all employee s current earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. CUR-LIAB Current Tax Liability Report: Lists all payroll tax liabilities for this pay period including federal withholdings, state withholding, social security (EE/ER), Medicare (EE/ER), federal and state unemployment taxes, and local taxes if applicable. CUR-PRO2 Profile (Changes Only): This comprehensive Employee Profile is generated whenever changes are made to an employee s file. CUR-PTO * Paid Time Off List: This report lists all active employees who participate in a paid time off plan. It reflects, by employee, the type of plans, hours accrued, hours taken, balances available, and next plan date. CUR-PTU * PTO - Used: This report summarizes, by employee, all paid time off hours used for each benefit plan in the benefit year. CUR-RCA Recap - Division: This report breaks payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report is summarized by division. CUR-RCAD Recap - Division by Department: This report breaks payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report is summarized by division and department. CUR-RCCA Recap -Company by Division: This report breaks payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report summarizes your company by division. CUR-RCCD Recap - Company by Department: This report breaks payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report summarizes your company information by department. CUR-RCD Recap - Department: This report breaks payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report is summarized by department Instant Payroll User Guide

123 Payroll Processing CUR-REG Payroll Register: Summarizes all payroll activity for this pay period by employee. CUR-SHRT Tax Shortfall List: This report lists employees in the current payroll who did not earn enough this pay period to cover taxes and voluntary deductions. CUR-TAXS Tax Register - Summary: This report summarizes employee taxes and employer taxes on a current, month to date, quarter to date, and year to date basis. The report lists the tax, the taxable gross, and the subject wages. CUR-TIP Tips to Minimum Validation: This report provides a list of employees who were included in the tip to minimum validation calculation because they were paid at a sub-minimum rate. CUR-TURN New Hire & Termination: Lists new hires, rehires, and terminations processed in the current pay period. CUR-VEND Vendor Deduction List: This report lists all vendor checks included in this payroll and all employees whose deduction was used to pay the vendor. FTD-EDTE Fiscal To Date Earnings/Deductions Combined: This report displays all employees fiscal earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. LAB-FLTD * Secondary Cost Center - Detail: This report prints only employees who have hours posted outside their home division/department - or those employees who have floated. LAB-REG* Labor Register: This report reflects gross to net for time worked in each department and division by employee. It also includes all employer taxes, employer paid benefits by employee in each department and division. MIS-EMPD Employee Deduction List: This report summarizes voluntary deductions included in the payroll. The report page breaks for each voluntary deduction and lists the employees current deduction amounts. MIS-FTCA * FICA Tip Credit - Alpha: This report is used to calculate the FICA Tip Credit for restaurants. It lists, in alphabetical order by employee, all excess tips reported, and the amount of potential credit available. MIS-FTCL* FICA Tip Credit - Division/Department: As above, but sorts by division and department. MIS-QY QTD/YTD Register: This report provides quarter to date and year to date hours, dollars, deductions, and employee taxes. The report breaks and totals by division and department. MIS-STAT Employee Status Report: This report reflects basic demographic information regarding your employees: Name, Address, Social Security Number, Pay Type, Rates, Hire Date, Exemptions etc. MIS-STAD EE Status- no amounts: Same as the MIS-STAT Employee Status Report except that rates of pay are not listed. MIS-ZSSN Employees with Zero SSN: This report lists any employee that does not have a social security number on file. MTD-Bil MTD Payroll Bill: This report is a month to date version of our CUR-BIL It reflects payroll totals from Gross to Net. It also includes all payroll taxes, employer paid benefits, fees, and bank debit amounts. Instant Payroll User Guide 6-11

124 Payroll Processing MTD-401K MTD 401K Contribution Report: This report displays the Month to Date contributions of 401K for both employee and/or employer. MTD-EDTE Month To Date Earnings/Deductions Combined: This report displays all employees month to date earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. MTD-LIAB Month To Date Tax Liability Report: Lists all payroll tax liabilities for the month including federal withholdings, state withholding, social security (EE/ER), Medicare (EE/ER), federal and state unemployment taxes, and local taxes, if applicable. MTD-RCC Monthly Recap - Company: This report breaks monthly payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. MTD- RCCD Monthly Recap - Company by Department: This report breaks monthly payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report reflects individual departments within the company. MTD-RCD Monthly Recap - Department: This report breaks monthly payroll expense into debits and credits to help you post your payroll to your general ledger/accounting system. The report is summarized by department and page breaks by department. MTH-DED MTD Deduction List: A month to date version of the CUR-DED Deduction report. This report summarizes, by deduction heading on a separate page for each deduction, the employee deductions month to date. MTH-PTOA * Benefit Liability - All: This Paid Time Off report reflects the actual liability your company carries based on unpaid time off accrued. This report lists the liability by employee and benefit type. MTH-TAXS Tax Register Summary: This report summarizes employee taxes and employer taxes on a month to date, quarter to date and year to date basis. The report lists the tax, the taxable gross, and the subject wages. PD-EDTEC Current Earn/Ded Combined: This report displays all employees current earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department PD-EDTEM Month To Date Earnings/Deductions Combined: This report displays all employees month to date earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. PD-EDTEQ Quarter To Date Earnings/Deductions Combined: This report displays all employees quarterly earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. PD-EDTEY Year To Date Earnings/Deductions Combined: This report displays all employees year to date earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. PD-TIP CUR-TIP Tips to Minimum Validation: This report provides a list of employees who were included in the tip to minimum validation calculation because they were paid at a sub-minimum rate. PRD-WORK Input Work Sheet w/ PTO: This organizer is used to document employee hours, earnings and changes on a per payroll basis; also includes PTO balances on worksheet 6-12 Instant Payroll User Guide

125 Payroll Processing QTD-DEF * Old 401(k) Quarter to Date/Year To Date: This report provides a listing of employees who contribute to deferred compensation plans and/or are receiving contributions to their deferred compensation plans from you. These contributions are reflected based on quarter to date and year to date information. QTD-EDTE Quarter To Date Earnings/Deductions Combined: This report displays all employees quarterly earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. QTD-LIAB Quarter To Date Tax Liability Report: Lists all payroll tax liabilities for the calendar quarter including federal withholdings, state withholding, social security (EE/ER), Medicare (EE/ER), federal and state unemployment taxes, and local taxes if applicable. RPS-* Paid Time Off List: This report lists all active employees who participate in a paid time off plan. It reflects, by employee, the type of plans, hours accrued, hours taken, balances available, and next plan date. W2-PROOF Employee W2 Proof: This report displays a sample W-2 for each employee. WC-CUR * Worker s Compensation - Current: This report provides an estimate of Workers Compensation premiums for the current pay period. WC-FTD* Worker s Compensation - Fiscal To Date: This report provides an estimate of Workers Compensation premiums for the fiscal year. WC-MIS * Worker s Compensation - Miscellaneous Date Range: This report provides an estimate of Workers Compensation premiums based on a Misc Month flag established on your account. WC-MTD * Workers Compensation - Month To Date: This report provides an estimate of Workers Compensation premiums for the current month. WC-QTD * Workers Compensation - Quarter To Date: This report provides an estimate of Workers Compensation premiums for the calendar quarter. WC-YTD * Workers Compensation - Year To Date: This report provides an estimate of Workers Compensation premiums for the year. YTD-EDTE Year To Date Earnings/Deductions Combined: This report displays all employees year to date earnings, deductions, taxes withheld and employer paid benefits. It breaks by division and department. ZPS-200C Profile (Changes Only): This comprehensive Employee Profile is generated when changes are made to an employee s file. ZPS-259 ZPS Quarterly Report (Check History Register Current Quarter): This report shows the gross to net summary of each employee paycheck issued on a per payroll basis for the current quarter. This report lists each employee on a separate page. ZPS-311 ZPS Deductions/Earnings (Deduction Report): This report summarizes, by deduction heading on a separate page for each deduction, the employee deductions withheld this pay period. * You may be billed for this report. Call your local office for details. Instant Payroll User Guide 6-13

126 Payroll Processing Quick Entry There are two methods you can use to enter your payroll data per pay period, Paycheck Entry and Quick Entry. Quick Entry should be used if you do not need to distribute payroll hours to different divisions, departments or jobs (labor distribution), and you use the same five or fewer (on average) earnings types each payroll. We suggest that you try both methods of entry and select which works best for your payroll. When you click Quick Entry, a table displays with all employees and up to five earnings types. You select and order these earnings types in the Administration module, Quick Entry option. If you want to modify these earnings types, edit in the Administration module before entering the payroll. The employee records are sorted by the method selected in the Employee List module. You can return to the Employee List to re-sort the employees without losing any Quick Entry data. Quick Entry with Input Warnings The Quick Entry screen features the same validation for all earnings/hours fields with one minor difference. Entries are not validated on initial screen load. They are validated when they are typed or when the field containing entries is clicked on and then either tabbed out of or clicked out of. The screen is designed to use the correct limit formats based on the wage types established for Quick Entry. Figure 5 displays the Quick Entry screen with fields in violation. Notice that the error message moved down on the screen. This ensures that you are alerted when typing in Quick Entry no matter how far down in the screen you are. Click the box or correct your entries to close the message. Figure 5 Quick Entry with Input Warnings 6-14 Instant Payroll User Guide

127 Payroll Processing Quick Entry Table Employee Name: This column contains the employee s first and last name. Directly beneath the employee name is the employee s division/department/job numbers (as applicable). Figure 6 - Quick Entry Table Note: The employee name is a link. If you click the employee name, the application opens the Paycheck Entry screen for this employee (refer to the Paycheck Entry Section). This allows you to do more advanced functions found in that entry type (for example, labor costing, voids, earnings types that do not exist in Quick Entry). H/S: This column is an informational field for the employee noting the employee s pay status. H = Hourly, S = Salary. The next five column headings contain the earnings type that you chose in the Administration screen to be included in Quick Entry. You can select up to 5 earnings types for Quick Entry. If you select three earnings types for Quick Entry, only three columns display. You can change the columns at any time during Quick Entry by accessing the Administration module. Note: If you change any of the Quick Entry earnings types, and you have already entered data in the earnings type, the data is saved. You can view the earnings by clicking the employee s name in the Quick Entry table. Add l Input: The text displays in this column when the employee has additional input for this payroll that does not show on the Quick Entry screen. For example, Mary Smith earned a $250 Bonus, but the Bonus earnings type does not display in Quick Entry. To enter the Bonus earnings, click her name (refer to the Employee Name column explanation above) to enter the Bonus in paycheck entry. When you return to the Quick Entry screen, the add l input note displays on Mary s line so you are aware that there are entries for her that do not show on the Quick Entry screen. To enter hours in Quick Entry, tab or click through the fields and enter hours for the appropriate employees in the appropriate columns. Values are automatically entered for Auto Pay employees. Instant Payroll User Guide 6-15

128 Payroll Processing Paycheck Entry Paycheck entry should be used if you need to distribute payroll hours to different divisions, departments or jobs (labor distribution). The other method described above is Quick Entry. We suggest that you try both methods and select which works best for your payroll. When you click Paycheck Entry, a pay entry form displays and the employee drop-down menu is available at the top of the screen. The employee records are sorted by the method selected in the Employee List module. You can return to the Employee List to resort the employees without losing any paycheck entry data. Note: When navigating among modules, be sure to save any work you started in the previous module. You can navigate employee records by clicking the drop-down menu next to the heading employee, or you can click the arrows (<< >>) to move to the next and previous record in the list. Paycheck Entry with Input Warnings The Paycheck Entry screen uses the same validation processes seen during employee wage entry as well as paycheck calculators. Like employee wage maintenance, on initial screen load the validation process occurs and field entries are checked against established limits. If there are any discrepancies, the fields are highlighted and the error message displays. The Paycheck Entry screen also validates entries as they occur, giving you real time warnings if entries fall outside of input warnings. Figure 7 shows the Paycheck Entry screen with fields in violation. Click the error message to close the message and continue. Validation still highlights the fields. Figure 7 - Paycheck Entry screen with fields in violation 6-16 Instant Payroll User Guide

129 Payroll Processing Regular Paycheck When entering a regular paycheck in the Earnings Table, the following columns are available for entry. Note: When you select an employee that is salaried, set up with Auto Pay, or has recurring earnings, the appropriate wage type, hours and rates display. Only add additional information on the blank lines. Figure 8 - Paycheck Entry, Wages Wage: This list contains all earnings set up on a company level. Hours: If the selected wage is based on hours, enter the applicable hours. Rate: If the selected wage is based on an hourly rate, the rate associated with the earning displays in the Rates field. If you select any overtime earnings, you do not need to adjust the rate to equal overtime pay. This calculation is done for you in processing. You can override the rate of pay for this paycheck only. Earnings: If the selected wage is not based on an hourly rate, but is a dollar earnings type (for example, commissions), you would enter the compensation in this field. Division: If your company uses divisions, this drop-down menus all the divisions on file for your company. The default is the employee s home division, but you can select from the drop-down menu another division and post the hours/dollars for that line entry to that division. Department: This drop-down menu lists all departments on file for your company. The default is the employee s home department, but you can select from the drop-down menu another department and post the hours/dollars for that line entry to that department. Job: If your company uses jobs, this drop-down menus all the jobs on file for your company. The default is the employee s home job, but you can select from the dropdown menu another job and post the hours/dollars for that line entry to that job. The screen defaults to three wage line entries. If you need more links, select Click for more lines below the earnings table. The screen refreshes with three more lines. You can add as many lines as required. Instant Payroll User Guide 6-17

130 Payroll Processing To create a regular check in Paycheck Entry 1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Paycheck Entry. For the Paycheck Entry option to be available, you must have a defined process run. 3. Select the appropriate employee record in the Employee drop-down menu. 4. Enter or verify the Wage type, and Hours & Rate, Hours & Earnings, or Earnings only. If pay rates have been established in Employee Wages, these values populate. You can make adjustments to these values on the screen. The default values return in the next payroll. 5. Add any appropriate additional earnings types by selecting another Wage type and repeating step Click Save to save the changes or Cancel to exit and accept pre-populated wages. To create a second Regular check (additional checks for the same employee) Use this procedure to create additional regular checks for the same employee. 1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Paycheck Entry. For the Paycheck Entry option to be available, you must have a defined process run. 3. Select the appropriate employee record in the Employee drop-down menu. Click New Check. If the employee does have a 1 st check in the payroll process, the New Check option is available. There are also Prev. Check and Next Check navigation options above the Earnings Table. 4. Repeat the steps to create a regular check in Paycheck Entry listed above. Note: When a second Regular check is processed, you are not able to override taxes, deductions, or direct deposit information for the second check. If you need to override any of that information, you should use the Paycheck Calculator feature explained. You can use the additional lines in Paycheck Entry to assign wages to another Division/Department/Job (D/D/J). This is useful if an employee works on a special project for another D/D/J and you want to charge the time to that D/D/J. Enter the wages and select the appropriate D/D/J Instant Payroll User Guide

131 Payroll Processing Void a Paycheck Use the steps in this procedure to void a previously submitted check. Have a copy of the check available or print a Paycheck History from the Employee List module. 1. Select Payroll Processing from the Menu Options drop-down menu. 2. Click Void Check. For the Paycheck Entry option to be available, you must have a defined process run. Refer to define a payroll run (Regular, Update, Bonus, or Adjustment). 3. Select the appropriate Employee from the drop-down menu. 4. You can either enter the check number in the applicable field, or click Select from Paycheck history. 5. If you enter the check number and press Enter, all of the check information populates. 6. If you click Select from Paycheck history, a list of checks that the employee received displays. 7. Click the check number under the Select Paycheck column. This displays the entire check information. 8. Verify you are voiding the correct check. 9. Click Save to save the void or Cancel to exit without saving. Instant Payroll User Guide 6-19

132 Payroll Processing If you are voiding a check from history, you cannot change any of the information from that check. The screen is read-only. If you need to void a portion of a check, or if you are not able to void a check from a previous year, contact your local office for assistance. If the check was direct deposited, you must contact your local office to request a direct deposit reversal (this is only available in the 5 days following the check date) or you must have the employee return the money. Also, you cannot receive immediate credit for the voided check. Return the voided check to your local office. Payroll Totals The Payroll Totals option is available from either entry method (Paycheck Entry or Quick Entry). Click Payroll Totals to display the summary of the payroll run. You can return to Paycheck Entry or Quick Entry from the Payroll Totals screen to make adjustments or review your entries. You can also run a Validation report, Payroll Preview, and/or submit your payroll from the payroll totals screen. The items on the Totals for Existing Checks screen include: Figure 9 Totals for Existing Checks Screen 6-20 Instant Payroll User Guide 2/20/15

133 Payroll Processing Payroll Preview Function The Payroll Preview function creates a test run of your payroll, allowing you access to the Audit, Payroll Register, and Payroll Statement reports. This gives you line by line access to your payroll run, giving you an opportunity to scrutinize your payroll before submitting it for processing. When you click Preview Payroll Before Processing, the system begins a countdown of the processing time. When the preview is complete, there are options to view the Audit, Payroll Register, and Payroll Statement reports. You can also accept or reject the payroll at this time. If you attempt to leave the Payroll Preview screen, you are prompted to accept or reject the payroll. Accepting the payroll automatically submits the payroll for processing. Rejecting the payroll re-displays the Payroll Totals screen. It does not delete any of the payroll data you entered. To clear payroll data, click Rebuild Payroll on the Pay Header screen. Figure 10 - Payroll Preview, Options To run a payroll preview Use the steps in this procedure to run a payroll preview after a payroll process is created and employee wages, rates and earnings are entered. 1. Click Payroll Totals from the Payroll Header, Paycheck Entry, or Quick Entry screens. 2. Click Payroll Preview. The Payroll Preview process counts down until it is finished and the preview screen displays. 3. Click the Preview Audit, Preview Payroll Statement, and/or the Preview Payroll Register reports then preview the payroll run. 4. Click Accept Preview to submit the process if your payroll is correct or Reject Preview to return to the Payroll Totals screen and modify the data. Paycheck Entry/Quick Entry Options: These two options return you to the Paycheck Entry or Quick Entry areas of the system. This is designed to quickly get you back to the area you select for entering your payroll information to make corrections if your totals are incorrect. Payroll Total Screen Tables - Wage: Each earnings type used in your payroll is totaled for you. The wage column lists the earnings description established for your company, and the total for the payroll entered displays under the Hours/Units column if the earning is hourly, or the Dollars column if the earning is a dollar amount. There will not be values in both columns. The Regular rate or RATE 1 accumulates all Auto Pay hours (both hourly and salary). Instant Payroll User Guide /20/15

134 Payroll Processing Totals Total # Employees: This is the total number of employees with information entered in this payroll. Total # Regular Checks: This is the total number of regular checks entered for the employees through Paycheck Entry or Quick Entry. Total # Manual Checks: This is the total number of manual checks entered through the Paycheck Calculator module. Manual checks are for posting only, a check is not generated. Total # Issue Checks: This is the total number of issue checks entered through the Paycheck Calculator module. Issue checks post and generate an actual check. Total # Void Checks: This is the total number of void checks entered through Paycheck entry. Accept Preview SUBMIT PAYROLL: Click to submit your payroll. A prompt displays with a message to verify you want to submit the payroll. Click OK to continue. Submitting your Payroll Within moments of submitting your payroll, the address that is established on the Company Information screen receives a message, verifying the receipt of your payroll files by our processing center. In rare cases, a payroll submission is held by our processing center to determine if there is an error in the payroll. If this is the case, that e- mail address receives notification that the payroll is held for editing, and is restarted as soon as the processing center has determined there are no errors. After your payroll successfully processes, a PDF file with your Payroll Statement is e- mailed. All other requested reports are available in the Reports section of the application Instant Payroll User Guide 2/20/15

135 Payroll Processing Rebuild Payroll The Rebuild Payroll option, available on the Payroll Header screen, clears data entered for the current payroll process. Specifically, this includes any data entered in the Paycheck Entry and Quick Entry screens. It does not affect Auto Pay settings. A typical use for this function is if you enter a significant amount of a payroll process and you realize entered data was entered for the wrong employees or the wrong week. Rebuild Payroll does not clear Manual Checks, Issue Checks, Void Checks or settings on the Payroll Header screen. To clear or rebuild a payroll 1. Select the Payroll Processing module from the Menu Options drop-down menu. 2. Click Rebuild Payroll. 3. A dialogue message prompts you to verify the rebuild. 4. Click OK to rebuild the payroll or Cancel to keep the current information. Health Care Assessment States that require employers to report the number of full time employees for Health Care Assessment are listed. To enter the number of full time employees 1. Select the Health Care module from the Related Tasks drop-down menu. 2. Select the state. 3. Enter the number of full time employees in the appropriate quarter field. 4. Click Save. Instant Payroll User Guide 6-23

136 Payroll Processing THIS PAGE INTENTIONALLY LEFT BLANK 6-24 Instant Payroll User Guide

137 Paycheck Calculator Chapter 7 Check Calculator Objectives The Check Calculator allows you to create manual and issues checks for employees, as well as define the taxability, frequency of taxation and voluntary deductions being withheld from that paycheck calculator. Checks created in this module can be printed or processed via direct deposit for the employee (Issue) or saved as a posting only entry (Manual). In this lesson, you will learn to: Create an issue check Create a manual check Mark an issue check for direct deposit Run what if scenarios with taxes and deductions Check Calculator The Check Calculator module resembles Paycheck Entry in the Payroll Processing module. Among the other more subtle differences, the check calculator is most easily differentiated from Paycheck Entry by the Calculate option at the top of the screen. When you access the Check Calculator, the fields are blank, and the first employee record in the employee list is loaded. All calculator fields display on one screen in two main categories, Earnings and Taxes/Deductions. Instant Payroll User Guide 7-1

138 Payroll Processing Employee Paycheck Figure 1 - Paycheck Calculator, Earnings Entry Gross to Net: This is the default. You enter the earnings and the system calculates the check from Gross to Net. Net to Gross: If you want to gross up a net entry, (for example, you want a net check of $ for a bonus) check this option. The screen changes and requests that you input the net required, and the earnings code that you want the gross posted to. The system then calculates net to gross. When a non-monetary pay code is selected on a Net to Gross check, a pop-up screen displays. Select a pay code to assign taxes to from the combo box. Note: This field only displays when a non-monetary pay code is selected on a Net to Gross check. Check Number: Required to save a manual check. Enter the number of the check you may have written from you checkbook for reconciliation purposes. If you are creating an Issue for a live check or direct deposit, the check number is assigned during payroll processing and is not entered in this field. This field is not required unless you save a manual check. Direct Deposit: This field displays if the employee has a direct deposit account established in the Employee List module. You can clear the checkbox to issue a live check. Gross Pay/Net Pay: These fields are blank until the paycheck is calculated. The dollar amounts cannot be changed unless you calculate another paycheck. 7-2 Instant Payroll User Guide

139 Payroll Processing Earnings Table Note: When you select an employee who is salaried, set up with Auto Pay, or has recurring earnings, the appropriate wage type, hours, and rate display and only require additional information. Wage: Select the appropriate wage for this check from the drop-down menu. This list contains all earnings set up for your company. Hours: If the earnings type you select is based on hours, enter the applicable hours. Earnings: If the earnings type you select is not based on an hourly rate, but is a dollar earnings type (for example, commissions), enter the compensation amount for this payroll in this field. Division: If your company uses divisions, the drop-down menu has all the divisions in your company profile. The default is the employee s home division, but you can select from the drop-down menu another division and post the hours/dollars for that line entry to that division. Department: The drop-down menu lists all departments in your company profile. The default is the employee s home department, but you can select from the drop-down menu another department and post the hours/dollars for that line entry to that department. Job: If your company uses jobs, this drop-down menus all the jobs in your company profile. The default is the employee s home job, but you can select from the drop-down menu another job and post the hours/dollars for that line entry to that job. The screen defaults with three wage line entries. If you need more for an employee, select Click for more lines. The screen refreshes with three more lines. You can continue to add as many lines as required. Deductions, Taxes, and Editable Statuses Deductions: All deductions established for your company display. The active deductions for the current employee record are selected. The amount column is populated with the dollar amount or percentage that is established on the employee record. You can stop a voluntary deduction for the paycheck calculator by clearing the checkbox of the deduction. You can also select any inactive deduction and enter an amount for a paycheck calculator. Taxes: The calculation defaults are listed under the heading for Taxes. This information shows the calculation frequency (the cycle that the employee is set up for: weekly, biweekly, etc.) You can override these calculations by clicking Override. This displays the tax section and allows you to edit the following fields: Any changes made here do not affect the employee s record, but are only used for this check. All fields default to the values in the employee record. Calculation Frequency: The drop-down menu contains all pay frequencies. If this check should be calculated using a different pay frequency than the default (which is from the employee record), select the appropriate frequency. Instant Payroll User Guide 7-3

140 Payroll Processing Federal Filing Status: Married or Single Federal Exemptions: This field defaults with the employee s federal exemptions. If this check should be calculated using a different number of exemptions, enter the correct number (use values from 0-99). Add l Fed Taxes: Select from one of five options and enter an appropriate value. Additional Amount: This is a dollar amount the employee pays in addition to the federally calculated FIT. Do not exceed Net Pay. Additional Percent: This is a percentage of the employee s pay that is added to the federally calculated FIT. Do not exceed 99.00%. Fixed Amount: This is the dollar amount of tax paid toward FIT. Do not exceed Net Pay. Fixed Percent: This is a percentage of the employee s income that is paid toward FIT. Do not exceed 99.00%. State Filing Status: The drop-down menu contains the valid filing status for the withholding state that is chosen for this calculation. If this check should be calculated using a filing status different than the default (which is from the employee record), select the appropriate status. State Exemptions: This field defaults with the employee s state exemptions. If this check should be calculated using a different number of exemptions, enter the correct number (use values from 0-99). Note: If you changed the withholding state from the default withholding state in the tax table on this screen, this number of exemptions field is blank as there is no default record to pull from. Addl. State Taxes Additional Amount: This is a dollar amount the employee pays in addition to the state calculated SIT. Do not exceed Net Pay. Additional Percent: Is a percentage of the employees pay that is added to the state calculated withholding. Do not exceed 99.00%. Fixed Amount: This is the dollar amount of tax paid toward SIT. Do not exceed Net Pay. Fixed Percent: This is a percentage of the employee s income that is paid toward state withholding. Do not exceed 99.00%. Work State: This is the employee work state from the Employee Taxes screen. You can select any appropriate work state for this paycheck. 7-4 Instant Payroll User Guide

141 Payroll Processing Calculating and Saving the Check After you enter all check data, calculate the check. Before any information is entered, only Calculate and Cancel options display at the top of the screen. When you calculate the check, a 10 second count down bar displays. If the calculation is not returned within 10 seconds, the counter begins again until the results are returned by the application. The screen refreshes with the check totals and additional function options at the top of the screen. You can now do one of the following. Figure 2 - Paycheck Calculator - Functional Options available after Calculate Calculate: Change any of the values and re-calculate the check. Save Manual: No check created, the entry is only posted. Save Issue: A check is created and posted with the next payroll run. Cancel: Nothing is saved, To create a manual or issue check 1. Select Paycheck Calculator from the Menu Options drop-down menu. 2. Select the appropriate employee from the Employee drop-down menu. 3. Enter a check number. This is only required to save a Manual check. Use the number from the checkbook used to write the manual check. Do not enter a check number for Issue checks. 4. Enter the Wage type and Hours or Earnings. 5. Make all Deductions, Taxes, and Editable Status selections. 6. Click Calculate to process check totals. The paycheck calculator counter counts down through the process in 10-second intervals, and usually takes no more than 20 seconds. Verify that the gross, taxes, deductions, and net check are correct and what you were expecting. If you want to change any of the figures, you can make the necessary changes and click calculate again until the check is correct. 7. To save and post without printing a check, click Save Manual. 8. To save, post, and print a check in the next pay run, click Save Issue. The screen refreshes with the option to create another check or delete the check. Note: If a new employee is added, you are not able to enter a Paycheck Calculator check unless an Update run is submitted. Instant Payroll User Guide 7-5

142 Payroll Processing Paycheck Calculator Three fields on the paycheck calculator screen are validated hours, rates, and earnings. If a value that exceeds limits is manually entered in one of these fields, the validation routine executes, the field highlights in gold, and the error message displays. The validation only occurs if the user clicks in the field and then leaves the field. Figure 3 shows the paycheck calculator screen with the input warnings violated. Figure 3 - Changed hours from to on a calculated check, validation reactivated, and the message displays. Clicking anywhere in the error message closes the message and additional entries can be made that exceed the limits without seeing the message again (fields still highlight in gold). After a paycheck is calculated, the validation process is reset and you receive the error message again if you enter a value that exceeds any limits. Figure 4 - Changed hours from to on a calculated check, validation reactivated, and the message re-displays. 7-6 Instant Payroll User Guide

143 Reports Chapter 8 - Reports One of the most time saving and valuable features of Instant Payroll is online report access. All reports are stored for the previous payrolls for which they were run. Your selected reports are available for viewing minutes after your payroll is processed. Note: Payrolls not processed on the Instant Payroll system are not available online. As you process payrolls on the Instant Payroll system, a list of available reports displays. Objectives In this lesson, you will learn to: Access and view payroll reports Optimize payroll report printing Reports Payroll List The Reports module is where you access reports after the payroll is submitted and processed. Although your payroll package includes hard copies of these reports, you have access to the data in advance of receiving your payroll package from the local branch. When you access the Reports module from the Menu Option drop-down menu, the Reports Payroll List displays. The Reports Payroll List screen displays all of the payrolls that contain reports available for viewing. Only payrolls processed through Instant Payroll have online reports available for viewing and printing. You also have the ability to create your own reports. These reports can then be saved and used at any time. Important Reports Information Reports are written in HTML format. You can save these reports in a text format. These reports can change when saved in a format other than HTML. Before printing reports, check your printer settings on your browser to ensure that you have selected the appropriate orientation for the report (Landscape or Portrait). Select Print Preview from the File menu option on your browser. If the report does not view properly, check your margins in Printer Properties. You receive hard copies of all reports listed in the table unless selected as Online Copy Only. Reports for this payroll process are viewable minutes after your payroll processes. The reports archive contains reports from all payrolls processed using Instant Payroll up to one year. If the report you want to view has a charge associated with it, you are not charged an additional amount to view it. If a report that you want to view is not listed in the table, the report was not selected in the Payroll Processing area. Selecting reports is detailed in the Payroll Processing chapter. Instant Payroll User Guide 8-1

144 Reports Social security numbers and bank account numbers are masked on reports where the data is not necessary. The data is always be masked on some reports. For example, reports that are distributed to many individuals, such as employee pay stubs, mask Social Security numbers. The data is never be masked on some reports. For example, reports sent to state agencies do not mask Social Security numbers. To unmask the data on a permanent basis, contact your local office. Reports Payroll List Check Date: The payroll run check date. Submit Date: The date the payroll was successfully submitted. Session ID: Your Session IDs are in incremental order by processing. If you have two processes in the same day, the Session ID of the last session is greater than the previous session. The Session ID is helpful if you contact your CSR with a question. Figure 1 - Reports Payroll List and Pay Period Reports Note: The Reports Payroll List lists payroll history for the previous 12 months (of Instant Payroll use). 8-2 Instant Payroll User Guide

145 Reports Report List When you select a check date on the Reports Payroll List, the reports for your most recent payroll display. If you want to select a previous payroll report, use the drop-down arrow and select the appropriate payroll. You can print the Check History screen for all employees in a single step. This is the same information as the Paycheck History screen located in the Employee List section. To view reports for a payroll process Use the steps in this procedure to view reports for any previous payroll processed on Instant Payroll. 1. Select the Reports module from the Menu Options drop-down menu. 2. Click the Check Date of the payroll. 3. Click the Report Code of the report to view. A pop-up screen displays the report in HTML format. 4. Use File Close or the X in the upper right corner to close. Focus returns to the Report List. 5. Select the Reports module from the Menu Options drop-down to return to the Report Payroll List screen (or select another module). Note: The only way to navigate out of the Reports List screen is to select a module from the Menu Options drop-down menu. Instant Payroll User Guide 8-3

146 Reports To print reports - optimize the print Use these options to print reports. This procedure assumes you accessed the reports first (refer to view reports for a payroll process). The goal is to select the best margins, orientation, and paper size for the particular report. These are different depending on the selected report. Tip: Always view the report in Print Preview before printing. You can significantly improve printing by selecting the appropriate margin size, paper orientation and size (letter, legal etc.). Some larger/wide reports print best on legal paper in landscape orientation. Figure 68 - Page Setup Toolbar The following is an overview of using Print Preview to change print settings for optimal printing. From the report view, select File Print Preview. The Print Preview toolbar displays. Select the appropriate options. Option Function Print Document (Alt+P) Prints the document. Portrait (Alt+O) Puts the document in portrait mode. Landscape Puts the document in landscape mode. Page Setup (Alt+U Use to select a Paper Size, change Margins, select a print Orientation, etc. Turn headers and footers on or off (Alt+E) Allows the headers and footers to display or not display. View Full Width view (Alt+W) Expands the document to the full width of the screen. View Full Page (Alt+1) Allows a full document page to display in the screen. Show multiple pages (Alt+N) Allows one or more pages to display in the screen at one time. Change Print Size (Alt+S) Sets the size of the document to print in percentage. Select Shrink to Fit if a document is larger than the printed page. 8-4 Instant Payroll User Guide

147 Reports Figure 2 - Page Setup Screen Data Export Tool Overview: The Data Export Tool is designed to provide maximum flexibility and ease of use for users of this site. The feature provides users the ability to export data in two different formats. The first format is a Microsoft Excel worksheet showing the data the user selected from a list of available data elements we provided. The second format is also Microsoft Excel format however; user input is limited to a date range and whether or not to show wage distribution. This file format is far more robust and provides maximum usability and data manipulation though extensive use of pivot tables (discussed in detail later in this chapter). Navigating to the Data Expo Tool: The Data Export Tool is located on the Home screen (Figure 1), under the Reports Menu. You can navigate to Reports by clicking the link on the home screen or by selecting Reports from the drop-down menu located below the client s name in the top right corner of the browser screen. Instant Payroll User Guide 8-5

148 Reports Figure 3 After clicking Reports, you are redirected the Reports Payroll List. Click Data Export Tool to export your data. After selecting Data Export Tool, you are redirected to the Excel Spreadsheet Generator screen (Figure 4). Figure 4 Two export types can be accessed on this screen: Demographic or Paycheck History.. Demographics is the default export type. This export provides maximum flexibility by allowing you to select only the fields you want to see. It also gives you the ability to add a sub type to the export by selecting one of the categories listed below the Demographics option. You are limited to selecting one sub-category in addition to Demographics. All Data Export types allow you to filter the results by using categories. The categories are different depending on the type of export. 8-6 Instant Payroll User Guide 4/18/14

149 Reports Export types that allow filtering by date range include: Wages by Check Date and Demographics Deductions by Check Date and Demographics Taxes by Check Date and Demographics Paycheck History The Wage by Check Date and the Deduction by Check Date exports allow you to filter exports by selecting a specific wage or deduction type. Paycheck History exports allow you to report on select specific wage and deduction types. Note: Selecting a wage or deduction type does not limit the reported data to only the selected wage/deduction ID for a check history export. By filtering this way, the checks in the results include the selected wage/deduction IDs and all other wages/deductions included in the checks. In the next step of the process, a list of field elements displays for employee demographic data and, if you select a sub-category, a field element list displays for that sub-category. Use one of the following options to export the data: Choose filter options or Generate Export >>> Export using Choose filter Options Figure 5 Instant Payroll User Guide 8-7 4/18/14

150 Reports After selecting data elements for extract, click Choose filter options. If Choose filter options is selected before items are selected for extract, a warning message displays. Figure 6 After Choose filter options is selected, the Extract Items list is selected and the Filter Options screen displays. 8-8 Instant Payroll User Guide 4/18/11

151 Reports Different options display based on the type of export selected. All data export types can filter by Departments. If Divisions and/or Jobs are set up, drop-down menus display with the ability to filter on these three fields. The list of available employees changes based on: o o The Division/Department/Job selected. The Division/ Department/Job filter criteria selected. This information is filtered on the employee s home Division/ Department/Job. If no employees are selected, all employees who have the Division/Department/Job ID combination are reported. If a specific Wage ID or Deduction ID is selected, the returned data is filtered based on the selctions in the filter screen. Select the desired filter options and employees, then click Process Data Export. Instant Payroll User Guide 8-9 4/18/11

152 Reports Export using Generate Extract>>> After you select all the fields to include in your export, click Generate Extract >>>. This redirects the browser to a new screen and launches a new browser window. Your export generates and a download dialog message displays. Select Open to display the generated Excel worksheet either in the browser window that displays or in Microsoft Excel. How the file is opened depends on the settings on the computer running the web site. In either case, the online payroll program is waiting for input in the web browser window that launched the new window. When Generate was clicked, the browser loaded a screen that allows you to save the query used to build your extract (Figure 7). You can select to either save the extract that creates a menu item on the left side of the screen or Cancel to return to the screen where you selected your export type. Figure 7 Saving the Export with the name Demographics. Figure 8 A link is available on the left side for quick loading of the Demographics export. Click Demographics to display the field selection screen with the selected items list showing your saved list of fields Instant Payroll User Guide 4/18/11

153 Reports The title bar in the field selection window displays the export you are working with when loading a saved export and the save name pre-populates in the Save Export screen (Figures 9 and 10). Figure 9 Figure 10 To delete an export click Manage Exports on the left side of the screen to display saved exports and click delete next to the export you want to delete (Figure 11). Figure 11 If no saved exports exist, a message displays in the Currently Saved Exports list (Figure 12). Figure 12 Instant Payroll User Guide 8-11

154 Reports Use the Paycheck History export option to create a detailed check history report for the date range you specify. Remember that only two years of check history exist in the online payroll product. If you need more history, contact your CSR to discuss other options. To select a Paycheck History export, click Paycheck History on the Excel Spreadsheet Generator screen (Figure 13). Figure 13 Click Select Fields >>>. The Generate Paychex History Spreadsheets screen displays (Figure 14) Instant Payroll User Guide 4/18/14

155 Reports Figure 14 Instant Payroll User Guide /18/14

156 Reports You have a few options to select from on this screen. The first two options are Begin and End Date. You can type the date or use the date-book option to the right of the Begin and End Date fields to populate the dates for you (Figure 15). Figure 15 The >> and << options move the calendar date forward or backward a year at a time and the single > or < options move the date forward or backward one month at a time. Click a date to populate the date entry field. The next available option for the Paycheck History export is to show wage distribution by division/department/job. This option adds three columns (division/department/job) to the earnings worksheet pivot table. Selecting this option displays the data based on the division/department/ job the wages were paid for (Figure 16). The distribution is only shown on the earnings pivot table. Figure 16 When the workbook first opens, a guide screen displays. This screen directs you to the Microsoft Excel Help files to answer questions about pivot tables. Across the bottom of the window, notice that there are seven available tabs (Figure 17). The three tabs labeled EarnPivotTable, DedPivotTable, and TaxPivotTable make extensive use of Microsoft Excel s pivot table functionality to allow easy manipulation of the data. Figure Instant Payroll User Guide

157 Reports To filter the data, use the drop-down menus located at the top of the columns to create your desired data view. For example, if you wanted to view only checks for specific dates click the drop-down menu for the check dates column. In this case we want to show all the checks for 02/20/2006. Figure 18 After selecting the date, the worksheet displays checks for only February 20, 2006 because of the filter for that date (Figure 19). Figure 19 Instant Payroll User Guide 8-15

158 Reports Each worksheet must be filtered separately. The filtering criteria do not cascade to the other worksheets. The data for each employee/check can also be filtered using the same methods. Using this filtering allows the users to view all the data in one place while also giving them the options to view only what they want to see. For additional help with Microsoft Excel pivot tables, refer to the help topic pivot tables located in help for Microsoft Excel. The paycheck history export also contains all the raw data that was used to build the pivot tables and a summary worksheet. The summary worksheet shows each check with earnings, taxes, and deductions totaled for quick reference in a user friendly format Instant Payroll User Guide

159 Reports W-2/1099 and W-3/1096 Online Printing You can view, maintain, and print year-end tax forms for a single employee or your entire available employee list. 1. To access Year End Tax Forms, click Reports from the payroll application home screen or the drop-down Menu Options list (Figure 1). The Reports List screen displays. Figure 1 2. Click W2s/1099s or W3s/1096s to access the year-end forms screen (Figure 2). Figure 2 Instant Payroll User Guide 8-17

160 Reports 3. The Year End Tax Forms screen displays (Figure 3). Figure 3 4. Use the following options to select employees and select an action to perform: Instructions Tax Form Selection Select All Select None Employee Name Self Service Viewing Self Service View Adobe Acrobat Reader A link to expand / hide the instructions for using the screen. Click... more to expand instructions. Click (hide) to hide instructions. Select a form type/year from the drop-down menu. Select/deselect all of your available employees (not just those listed on this screen). Click an employee s name to view the employee s Tax Form. After checking the employee name: Click Allow to give selected employees access to view their year-end tax forms. Click Deny to revoke selected employees access to view their year-end tax forms. Indicates if the employee can view their year-end tax forms through Self Service. To view the reports, select the applicable employees, then click View. A link to download Adobe Acrobat Reader. This is required for viewing year-end tax forms. Note: For Reporting-only clients, the Self Service options (for example, the Allow/View links and the Self-Service column) do not display Instant Payroll User Guide

161 Paperless Payroll Chapter 9 - Paperless Payroll Overview Paperless payroll allows you to receive all of your payroll documents, including pay stubs, online. Output reports are not printed by your local office and delivered unless requested, which potentially eliminates delivery charges associated with payroll processing. Paper is only generated if a payroll contains a live check or a hard copy of a report is requested and produced. To activate the Paperless Payroll feature:: 1. Select Payroll Processing from the Menu Options drop-down menu. 2. Select Paperless Payroll from in the left navigation bar under Client Related. The Paperless Payroll welcome screen displays. This screen displays even if you are currently signed up for paperless payroll. Figure Click Sign Up for Paperless Payroll to activate paperless payroll. 4. You are prompted to click OK to continue or Cancel. Select Continue to proceed with the process. 5. Upon successful activation, a message displays at the top of the screen that Paperless Payroll is activated. Instant Payroll User Guide 9-1

162 Paperless Payroll To receive a paper payroll: 1. On the Payroll Header screen, select the Receive Paper Check Delivery (Reports) checkbox to run payroll and generate paper checks. 2. Click Save. 3. Select Reports to identify the reports you want generated in paper. Suspend Paperless Payroll 1. Select Payroll Processing from the Menu Options drop-down menu. 2. Select Paperless Payroll from in the left navigation bar under Client Related. 3. Click Suspend Paperless Payroll at the bottom of the screen. When you suspend the paperless payroll feature, the Report Selection screen displays. All reports are changed to 1 Printed Copy. Change the number of copies to meet your needs. You can select to have reports remain On-Line Only, while requesting printed copies of other reports. 9-2 Instant Payroll User Guide