How to Design and Install a Tax Service (KAYU)

Transcription

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2 All cntent included in CertiflexDimensin prgrams, manuals and materials generated by the prgrams are the prperty f The Versatile Grup Inc. (TVG) and are prtected by United States and Internatinal cpyright laws. Any use ther than fr infrmatin related t peratin and use f licensed (TVG) sftware and services, including the reprductin, mdificatin, distributin, transmissin, republicatin, display r perfrmance f the cntent n this site is strictly prhibited. Disassembly f the CertiflexDimensin sftware is als expressly prhibited. CertiflexDimensin, the CertiflexDimensin lg and The Versatile Grup lg are trademarks f The Versatile Grup, Inc. All ther brand and prduct names and trademarks are registered trademarks f their respective cmpanies. Infrmatin in this manual is subject t change withut ntice and des nt represent a cmmitment n the part f the vendr r The Versatile Grup, Inc. The sftware described in this manual is furnished under a license agreement and may be used nly in accrdance with the terms f that agreement. The Versatile Grup, Inc Spring Valley Rad Dallas, TX (972) fax: (972) Versin 10.0 All Rights Reserved. Printed in U.S.A. PR10U 7/12 2

3 Payrll Operatins Guide... 5 Intrductin... 5 What Yu Need T Knw First... 5 Start-Up Cycle... 5 Defining the Payrll Master Data... 9 Cmpany Master Data... 9 Main Alert Mem/User Key G/L Interactin Advanced Optins Rate Descriptins Maintain Lists - Payrll Maintain Emplyees Adding an Emplyee Editing an Emplyee Deleting an Emplyee Additinal Optins - Advanced Renumbering an Emplyee Changing Default Emplyee Infrmatin Maintain Departments Add a Department Departmental Allcatin Features Change a Department Delete a Department Maintain Payrll Cdes Earnings Cdes Deductin Cdes Special Tax Cdes Maintain Tax and Infrmatin Tables Glbal Table Infrmatin Glbal Table Infrmatin Detail Transactins - Payrll Recrd Pay Data Emplyee s Hurly Pay Line Detail Emplyee s Additinal Pay Cdes Pay Validatin Special Optins and Pay Functins Checks/Depsits - Payrll Paycheck Summaries Select Reprts t Print Print EFPTS reprt with Paycheck Summary Payrll Check Run Bank Accunt Check Run Preferences Check Stub Optins Vacatin Hurs Sick Time Hurs Print Checks Reprint Check Optins Renumber Checks Updating Data Files Vid Checks Reprint Pay Stub Receipts Reviews - Payrll Reviewing Emplyees

4 Reprts - Payrll Standard Payrll Reprts Earnings by Emplyee Earnings by Department Earnings by Emplyee Class Earnings/Deductins/Tax Cde Wrkers Cmpensatin Cde Hurs Accrued/ Used Reprt Rate Review Reprt Time Card Labels Emplyee Time Input Frm Department Time Input Frm Schedule by Department Schedule by Emplyee Paycheck Histry by Emplyee Paycheck Histry by Check New Hire Reprt Jb Allcatin Histry Reprts Emplyee Listing Emplyee Maintenance Department Listing Earnings Cde Listing Deductin Cde Listing Special (Tax) Cde Listing Tax/Infrmatin Table Reprt Emplyee Detail Ntes Reprt Tax Reprt Wrksheets Exprting, Cpy and/r Printing Wrksheets Printing 941 Quarterly Tax Frms Printing Payrll 940 FUTA Frm Printing W-2 Frms Printing 944 Annual Tax Frm Quarterly State Frms Required Resurces Installatin Getting Started Preparer Infrmatin Emplyer Infrmatin Wage Limits and Rates Quarterly State Frm Wage Calculatin Print State Frms Emplyee Earnings Statement Certified Payrll Reprt (WH-347) Payrll WrkSheet Reprts WrkSheets Mnth & Year End Prcedures Start New Perid Files Cmpress Emplyee Check Histry

5 Payrll Operatins Guide Intrductin Welcme t CertiflexDimensin Payrll! This Operatins Guide is designed t help yu get started using the Payrll prgram. It is rganized fr first time users and details the steps yu need t fllw nce the system is installed. It can als be used as a reference t help with day-t-day prcessing. T get the mst frm CertiflexDimensin Payrll, it is very imprtant that yu read this guide and familiarize yurself with the prduct befre yu begin prcessing. This guide is used in cnjunctin with the CertiflexDimensin System Manager Operatins Guide. The System Manager details the CertiflexDimensin terminlgy, functins, prgram verviews, general prgram buttns, and fields. It als shws yu hw t: Cnfigure Users and Define System Security Cnfigure User Defined Mems Change the Prcessing Date Add Cmpanies Print Reprts It is extremely imprtant that yu read the System Manager Operatins Guide befre yu begin using the Payrll prgram. What Yu Need T Knw First This versin f CertiflexDimensin is a Micrsft Windws applicatin. Yu must be familiar with Windws befre yu can use the Payrll prgram. Befre yu begin wrking, make sure that yu have crrectly installed CertiflexDimensin n yur cmputer. T install the prgram, refer t the Installatin Instructins included in yur package. Start-Up Cycle Yu are ready t begin prcessing after yu: Installed CertiflexDimensin 5

6 Read the CertiflexDimensin System Manager Operatins Guide, Read the Payrll Operatins Guide, and Add Cmpanies t the System Please use the fllwing schedule f events as a guide fr the prper steps t use the CertiflexDimensin Payrll prgram. Order yur Payrll check frms: T avid delays in printing emplyee paychecks, yu shuld rder yur Payrll checks right away. Enclsed with yur CertiflexDimensin prgram is a Certiflex Frms brchure fr rdering yur paychecks. If yu have any questins abut the check frm r style, call Certiflex frms directly at Create yur cmpany files: Befre the system will allw yu t d anything in Payrll, yu must first create yur cmpany s files. Refer t the CertiflexDimensin System Manager Guide t prperly create yur cmpany files. Define yur General Ledger: If yu are perating interactively with the CertiflexDimensin General Ledger prgram, yu shuld define yur General Ledger prgram and create yur chart f accunts befre yu define yur Payrll prgram. Yu will find it easier t define yur Payrll prgram if yu first create yur chart f accunts. Define yur Master Data: A part f creating yur cmpany files is t define yur cmpany s Master Data. These instructins are fund in the Defining the Master Data sectin. Yu must prperly define the Master Data befre yu begin adding accunts. Define yur Tax Tables: When yu created yur cmpany, the system added the mst cmmn federal tax tables and yur state tax tables t yur payrll files. If yu are perating interactively with the CertiflexDimensin General Ledger prgram, yu will need t access these tables and add the apprpriate General Ledger accunts. Yu will als need t add yur cmpany s percentages and limits fr any FUTA and/r SUTA type tables. The system did nt autmatically add any lcal tax tables. If yur cmpany needs t track lcal taxing, yu will need t cpy the default lcal tax table t yur payrll table list and make any necessary changes. Fr all tax tables, the system is designed t allw yu t easily change the amunts and percentages. Please refer t the Maintain Lists sectin. Define yur Hurs Tables: These types f tables were autmatically added t yur cmpany when yu created yur payrll files. If yu want t add any additinal hurs tables r mdify the tables, please refer t the Maintain Lists sectin. Define yur Wrkers Cmpensatin Tables: If yur cmpany requires multiple wrkers cmpensatin cdes, yu may want t add them at this time. Please refer t the Maintain Lists sectin. Define yur Payrll Infrmatin Tables: If yur cmpany requires additinal emplyer r emplyee data tracking, yu may want t take advantage f the Payrll Infrmatin Table. If yu are ging t use payrll infrmatin tables, yu may want t add them at this time. Please refer t the Maintain Lists sectin. 6

7 Define yur Earnings Cde: Earnings cdes are used t increase r decrease an emplyee s wages by a percentage r an amunt that is nt related t the number f hurs the emplyee wrked. Remember that earnings cdes affect the emplyee s wages and therefre are always cnsidered taxable. If yu are ging t use any earnings cdes, yu shuld define thse cdes nw. Please refer t the Maintain Lists sectin. Define yur Deductin Cdes: Deductin cdes are used t increase r decrease an emplyee s net pay by a percentage r an amunt that is nt related t the number f hurs the emplyee wrked and will nt affect the emplyee s wages r taxes. Emplyee insurance deductins r travel expense reimbursements are examples f a deductin cde. Remember deductin cdes d nt affect the emplyee s wages and are never cnsidered taxable. If yu are ging t use any deductin cdes, yu shuld define them nw. Please refer t the Maintain Lists sectin. Define yur Special (Tax) Cdes: Yu will need t define any special (tax) cdes that yur cmpany will use. Special (tax) cdes are any type f infrmatin that requires additinal tracking, such as Tips r Fringe Benefits, r any cmpany tax plan where nly part f the emplyee s wages are taxable. Please refer t the Maintain Lists sectin. Define yur Departments: Yur next step is t define any departments that yu will use in yur payrll prgram. Yur payrll prgram will allw yu t print varius reprts by department. If yu are interactive with the CertiflexDimensin General Ledger prgram and yu need t track accunt distributin by departments, the system will allw yu t cntrl the wage accunt fr each department and ptinally the earnings, deductin, special (tax) cdes and tax table expenses. Anther use f departments is t cntrl the emplyee and emplyer taxing entities. Please refer t the Maintain Lists sectin. Print the Tax and Infrmatin Table Reprt: We recmmend that yu retain a hard cpy f all f yur payrll tax tables n file. When yu print this reprt, the system will include any additinal infrmatin required fr the tables, such as exemptins r dependents, fr individual states that yu will need when yu add yur emplyees. Please refer t the Maintain Lists sectin. Define yur emplyees: Mst users will find it very beneficial t define as many defaults as pssible n the Default Emplyee. After yu have made any desired changes t the Default Emplyee, yu are ready t start adding yur emplyees. Please refer t the Maintain Lists sectin. Pay Calculatin: Make sure t add the apprpriate emplyee pay rates and salary infrmatin. Add any additinal earnings, deductin r special (tax) cdes that are actively used by the emplyee and thse that are required fr histrical infrmatin. Earning Histry: Nrmally, yu wuld NOT add histrical dllar amunts in this ptin. The CertiflexDimensin Payrll Prgram cllects and tracks an extrardinary amunt f infrmatin. Enter Histrical Infrmatin: Use the Recrd Pay Data t enter a check representative f all previus pay t an emplyee. Print summary and print checks manually. Please refer t the Maintain Lists sectin fr mre infrmatin. NOTE: If yu are cnverting yur Payrll data frm a previus versin f CertiflexDimensin Payrll, yu d nt need t perfrm these steps. This infrmatin is cnverted fr yu. 7

8 Make a backup: Yu have nw added all f yur emplyee infrmatin and yu are ready t begin nrmal prcessing. It is very imprtant that yu make a backup f yur Payrll data files nw t guard against the pssibility f lsing yur wrk. 8

9 Defining the Payrll Master Data Cmpany Master Data Cmpany Master Data Settings allws yu t cnfigure the Payrll prgram t fit yur individual cmpany s needs. The prgram is very flexible with respect t cnfiguratin, and the fields defined in this ptin are very imprtant t hw the prgram will perate. Please read and understand this sectin s that yu may define the Master Data in the manner best suited fr yur cmpany. T pen Master Data, click >File >Cmpany Maintenance >Master Data Prperties. At the Master Data Settings screen, click n the Payrll buttn. 9

10 Main Select the Main tab t define the fllwing: Name & Address: Enter r change the name and mailing address fr yur cmpany. The system allws a maximum input f 25 characters fr the address line, 20 characters fr the city and state line, and 10 characters fr the zip cde line. Numbering: The system maintains all emplyees in bth alphabetical and numeric rder. Therefre, each emplyee must have a name and a number. The system allws yu t chse between three different numbering methds. User Selects Number: With this numbering type, during the additin f emplyee the system des nt autmatically generate an emplyee number. The system prmpts yu fr the emplyee number. This numbering type allws yu t design yur wn numbering scheme fr the emplyees. Autmatic with User Override: With this numbering type, the system selects an apprpriate emplyee number, based n emplyee name. Hwever, the system will allw yu t adjust the numbers t fit yur persnal needs. We recmmend that yu use the Autmatic with User Override type. If yu use this numbering type and accept the systems suggested emplyee numbers, the Payrll reprts will print in bth alphabetical and numerical rder, regardless f the index selectin. Sequential Numbering: With this numbering type, the system numbers the new emplyee ne greater than the last emplyee n file. Select the emplyee numbering type that is best fr yur cmpany. NOTE: Once an emplyee numbering type is selected and emplyees are added, yu shuld nt change the numbering type. Access Key: Thrughut the prgram the system prmpts yu fr emplyees. Yu can define the way the emplyees are asked fr (indexed). Select the frmat yu want t use fr the primary emplyee index. 10

11 Current Perid: This field displays yur current date f the current prcessing perid. The system will update the field autmatically when yu start files fr a new perid fr this field. Yu wuld nrmally nt change the current perid. If yu d, yu culd drastically affect all transactin prcessing. Overtime/Dubletime Overtime Rate Factr: Enter the vertime rate fr yur cmpany. The system defaults t an vertime rate f 1.5%. The system allws a maximum f Dubletime Rate Factr: Enter the dubletime rate fr yur cmpany. The system defaults t a dubletime rate f 2.0%. The system allws a maximum f Multiple Rate Overtime Calculatin: The system will allw yu t define each hurly emplyee with up t 10 different pay rates. These are used if yu pay emplyees hurly rates based n the duties they perfrm. If an emplyee received multiple pay rates fr a pay perid, this field tells the system hw t calculate the emplyee s pay rate. The system allws yu t select between Standard by Pay Rate, Average f Pay Rates Used, and Weighted Average Pay Rate. Standard by Pay Rate: Allws yu t use the pay fr the allcatin fr hurs as the base n which t calculate vertime. Average Pay Rates Used: Uses the average f all pay rates t determine the regular rate. Weighted Average Pay Rate: Uses the weighted average f all pay rates tgether t determine the regular rate. NOTE: The check printing prgram supprts Check Frm N. 317 (Dt Matrix Multi-Purpse Check) nly if yur windws print driver r yur dt matrix printer will supprt a custm paper f 8 ½ X 7. Check Data Select this sectin t define the fllwing infrmatin: Check Frm: This field allws yu t select the type f check frm yu will use t print emplyee checks. Select frm Laser Jet Check Frm r Custm Check Frm. Select Laser Check Frm if yu print the payrll checks n the standard Payrll laser jet check frm. Select Dt Matrix Check Frm if yu are using a dt-matrix check frm. Select Custm Check Frm ONLY if yu had TVG custmize the Payrll system t print emplyee checks n a nn-standard, custmized check frm. Allw $0 Checks: Select this check bx if yu want the system t allw yu t print zer dllar amunt payrll checks. If yu d nt want t the system t print zer dllar amunt check, d nt select this check bx. This ptin is useful if yu peridically give emplyees advances equal t r mre than the emplyee s next paycheck. On the next check run, the emplyee s check will be fr zer dllar check. This allws the emplyee t still receive a check stub recrd purpses. 11

12 Alert Mem/User Key Select the Alert Mems/User Key tab t define the mem field headings. G/L Interactin Mems: The prgram allws yu t maintain up t fur lines f infrmatin n each emplyee that the prgram des nt already have a field fr. Mems can be used fr reminders, special ntes, etc. This screen allws yu t define the headings f the fur alert mem lines. Security Access Levels: Fr each mem line, yu can set a security access level s nly peple with the apprpriate access level can mdify and add the alert mems. Refer t the CertiflexDimensin System Manager Guide fr detailed infrmatin n access levels. User Key: The prgram als allws yu t define a user key. This key is used t title emplyees with cde wrds that are easier t remember than their name r number. Yu can then index the system t lcate emplyees by the user key. On this screen, yu define the title fr the user key. Select the G/L Interactin tab t define the fllwing infrmatin: G/L Interactive: Select this check bx if yu are perating interactively with the CertiflexDimensin General Ledger prgram. If yu are nt perating interactively with the CertiflexDimensin General Ledger prgram, d nt select this check bx. 12

13 When yu select this check bx, the system will autmatically pst each payrll directly t yur CertiflexDimensin General Ledger files, eliminating the need t make the entries yurself. If yu d nt select this check bx, the system can still print yur defined General Ledger accunt numbers n yur Payrll Summary reprt. Print J/E fr Each Department: Select this check bx if yu want the system t print a departmentalized jurnal entry summary after each department n yur Payrll Summary Reprt in additin t the ttal jurnal entry summary. If yu d nt want the system t print a departmentalized jurnal entry, d nt select this check bx. Pst G/L t Ending Pay Perid: Select this check bx if yu want the system t pst an accrual payrll jurnal entry, if applicable. If yu d nt want the system t pst an accrual payrll jurnal entry, d nt select this check bx Fr example, suppse yu are entering and prcessing a payrll n 12/01/12 and the payrll is fr days wrked between 11/16/12 and 11/30/12. Since yu are prcessing this payrll n 12/01/12, the system needs t update yur cash expenditures and yur emplyees recrds fr the mnth f December Hwever, yur expenses fr this payrll were really incurred during the mnth f Nvember 2012, nt December By selecting this check bx, the system will pst the jurnal entries fr the entire payrll t the accrual mnth f Nvember 2012, instead f the current mnth f December NOTE: The system will nt pst the accrual jurnal entry t yur main cash accunt. Instead, the system will pst t yur accunt defined in the Accrued PR Accunt sectin. After the entire payrll run is cmpleted, the system will then make a jurnal entry frm yur accrual payrll cash accunt in the accrued mnth int yur main cash accunt fr the current mnth. This allws yu t pst yur payrll expenses t the mnth the payrll accrued but still pst the cash expenditures and update the emplyee recrds n the current date mnth. The system will nly pst a payrll t an accrued mnth if yu have a valid accunt defined in the Accrued PR Accunt sectin. If yu have the G/L Interactive check bx selected when yu print yur paychecks yu define payrll expense G/L date as a prir perid date rather than yur current system date. If yu have the system pst yur payrll t an accrued perid that crsses yur fiscal year end clsing and yu have already clsed the fiscal year; yu will need t re-clse. When the system makes the jurnal entry frm yur accrual payrll case accunt t yur main cash accunt, the system will repen the fiscal year. Therefre yu will need t perfrm the fiscal year end clsing again. Causing the system t pst accrual payrll jurnal entries is an advanced feature f yur Payrll prgram that is nt needed by all users. We recmmend that yu discuss this feature with yur accuntant r cntrller prir t using this feature t determine if it is beneficial fr yur cmpany. Jurnal Entry Psting Frequency: This field will allw yu t define hw the system will update yur payrll jurnal entries t yur General Ledger. The system will allw yu t select between the fllwing: 13

14 Department: Select this ptin if yu want the system t make a department by department summarized jurnal entry t yur General Ledger. Batch: Select this ptin if yu want the system t make ne cmpany wide summarized jurnal entry t yur General Ledger. If yu have Jb Cst yu will autmatically pst in this mde. Check: Select this ptin if yu want the system t make individual jurnal entries t yur General Ledger fr each check included in the payrll. NOTE: If yu set this field t either Department r Batch, the system will update t the General Ledger using Transactin Type 10. If yu set this field t Check, the system will update t the General Ledger using Transactin Type 3. General Ledger Accunts Cash Accunt: If yu are perating interactively with the CertiflexDimensin General Ledger prgram, enter yur main payrll cash accunt. Inter-Dpt Balancing: If yu are perating interactively with the CertiflexDimensin General Ledger prgram, enter yur interdepartment balancing accunt when yu allcate any emplyee s time t multiple departments r when any runding amunts ccur. NOTE: The system will require yu t define a valid General Ledger accunt fr this field, even if yu prcess with nly ne department. Accrued PR Accunt: If yu are perating interactively with the CertiflexDimensin General Ledger prgram and yu will have the system pst an accrued payrll jurnal entry, enter yur accrued payrll cash accunt here. Advanced Optins Ask Date Wrked: Select this check bx if yu want the system t prmpt yu fr the date wrked when yu recrd pay data. If yu d nt want the system t prmpt yu fr the date wrked, d nt select this check bx. 14

15 Suppress Inter-Only Depts. On Summary: Select this check bx if yu want the system t nt print the inter-department entry infrmatin n yur Payrll summary. If yu want the system t include the interdepartment entries, d nt select this check bx. Print Accruals n Paycheck Summary: Select this check bx if yu want the system t print yur payrll accruals and Vacatin/Sick Hurs infrmatin n yur Payrll Summary Reprt. If yu d nt want the accrual infrmatin printed n the Payrll Summary Reprt r if yu d nt use r track accruals, d nt select this check bx. NOTE: If yu select this check bx, yur Payrll Summary Reprt can be cnsiderably lnger. Use Sub-Department Features: Select this check bx if yu want the system t cnsider the last tw digits f yur department number as a sub-department number. If yu d nt want the system t cnsider the last tw digits f yur department number as a sub-department number, d nt select this check bx. Fr example, suppse yu have an emplyee wh wrks in yur Service department and yu have a defined department 1400 as yur Service department. This emplyee s jb requires him t g n service calls in many different lcatins. In yur state the lcal incme tax des nt base its calculatins n where the emplyee lives, but where the emplyee wrks. Since this emplyee culd wrk in several different lcatins thrughut the state and each lcatin culd have a different tax rate and/r structure, we wuld need t define a different department fr every taxing lcatin this emplyee culd wrk at. As yu enter pay data fr this emplyee, yu wuld enter the hurs wrked fr each department based n where the emplyee wrked. The system will use each sub-department s tax and infrmatin tables defined t determine the taxability f the incme in each area wrked. Hwever, all f the time and expenses are cnsidered a part f the main department. If this emplyee wrked in many different sub-departments (taxing lcatin), yur Payrll Earnings Histry reprt can be very difficult t read fr this ne emplyee s check infrmatin. This is because the infrmatin is dispersed ver many different sub-departments. Hwever, fr yur purpses he really wrked in ne department. The Service department. If yu select this check bx, the system will grup like sub-departments tgether fr reprt printing purpses and will print a ttal fr all like subdepartments n yu Payrll Earnings Histry reprt instead f breaking ut each individual sub-department. When this check bx is selected, the system will cnsider the last 2 digits f yur department number as the sub-department numbers. In ur example, if we defined 10 subdepartments fr the Service department, we may define ur department numbers as 1400, 1401, 1402, 1403, 1404, 1405, 1406, 1407, 1408, 1409, and When we print the Payrll Earnings Histry reprts, the system will cnsider departments as sub-departments f department 1400 and will grup the pay data allcatins fr these departments tgether and print ne ttal fr department

16 Rate Descriptins NOTE: If yu select this check bx, yu MUST define all f yur department numbers a number between 3 and 6 numeric digits in length. This feature will nt perate crrectly if yur department numbers are 1 r 2 digits in length r if alpha characters are used. Use Departmental Tax Table Features: Selecting this check bx allws yu t use an advanced ptinal feature f yur Payrll prgram. This feature will allw yu t assign by department up t 20 different tax, wrker s cmpensatin, vacatin/sick hurs and emplyer accrual tables as needed fr yur particular payrll definitins. Assigning ne r mre f these tables t a department means that the earnings allcated t that department is included in the calculatin f wage and salary amunts that are subject t, r taxable by, the tables assigned t the department. Fr example, suppse that yur cmpany has three different peratins in three different states. Yu defined these peratins as three different departments. On each department s Payrll Tables, yu defined the crrect state tax and SUTA accrual tables. When pay data is allcated between the different departments, the system will autmatically calculate the state taxes nly n the prtin f the earnings that was allcated t that state (department). Yu can als use this example as a basis fr defining multiple lcalities in the same state, r multiple Wrkers Cmpensatin r Overhead accruals fr each department in a single lcatin cmpany. Enter yur descriptins fr yur varius pay rates. The system will allw a maximum input f 20 characters per pay descriptin. Fr example, yu may define pay rate descriptins f Administrative Pay, Management Pay, Cntract Labr, Vacatin Pay, Hliday Pay, etc. 16

17 Maintain Lists - Payrll Maintain Emplyees The Maintain Emplyees sectin explains hw t perfrm maintenance functins n yur Payrll Emplyees. Yu can add r change emplyee recrds, renumber emplyees and change the default emplyee infrmatin. T access Maintain Emplyees, click >Maintain Lists >Payrll >Emplyees. The system will display the Maintain Emplyees emplyee listing. The Maintain Emplyee system displays a primary emplyee listing that includes the fllwing standard ptins: Duble-Click: Duble-click n a recrd t edit. Search: Enter a character string fr the recrd yu are searching fr, based n the Access Key defined in the Payrll. The character search string must cincide with hw the Srt By ptin is defined. List Optins Srt By: Select the clumn yu wish t srt yur listing by. If yur recrd listing is using the indirect access methd, yu can srt in ascending r descending rder. Yu can ptinally select a clumn t srt by clicking n the clumn heading. 17

18 List Optins Lcate: T refine yur recrd search, yu can find matches by using the standard CertiflexDimensin Lcate dialg. Fr mre infrmatin n using this dialg, please refer t the sectin labeled Navigating Recrd Listings in the System Manager Operatins Guide. List Optins Filter: Yu can filter any listing s that nly matching recrds appear (i.e. Shw nly Emplyee that cntain the wrd Jerry in their Name). Fr mre infrmatin n using the CertiflexDimensin Filter dialg, please refer t the sectin labeled Navigating Recrd Listings in the System Manager Operatins Guide. Active Accunts Only: Select this ptin t nly include active emplyee accunts in the emplyee list. All Accunts: Select this ptin t include all emplyee accunts in the emplyee list. Adding an Emplyee T add a new emplyee frm the Maintain Emplyees windw, click >New. NOTE: When yu add emplyees t yur Payrll files, the system will cpy the heading infrmatin frm the default emplyee t the new emplyee. Fr emplyees with cmmn entries, such as class, departments, etc., yu can define this infrmatin n the Default Emplyee. Then when each new emplyee is added, this infrmatin is autmatically transferred t the new emplyee. Fr mre infrmatin n the Default Emplyee, refer t the Changing Default Emplyee sectin. Last Name: Enter the last name f the emplyee. First Name: Enter the first name f the emplyee. Middle Initial: Enter the middle initial f the emplyee. NOTE: The emplyee name entered shuld match the emplyee s name as printed n their scial security card. 18

19 Emplyee Number: The number displayed in this field depends n hw the master data is defined fr numbering. The emplyee number is a 12- digit alphanumeric field. If the emplyee numbering is set t User Selects Number, the system prmpts yu fr a new emplyee number. If the emplyee number is set t Autmatic with User Override, the system will display the suggested emplyee number. The suggested number is in alphabetical rder based n the first three characters f the emplyee s last name. If the emplyee numbering is set t Sequential Numbering, the system will display the available emplyee number. S.S.N.: Enter the emplyee Scial Security Number as printed n the emplyee s scial security card. Enter the number in the frmat f ###- ##-####. If the emplyee is unable t prvide a Scial Security Number at the time, enter a capital letter I in this field until the emplyee can prvide the number. Department: Enter the emplyee s main department. If yu are using the Advanced Departmental Payrll Feature, the system will cpy all payrll tax tables assciated with this department as the new emplyee is added. Fed. Filing Status: Enter the emplyee s federal filing status f Married r Single as indicated n the emplyee s W4 frm. Fed. Exemptin: Enter the number f federal exemptins claimed by the emplyee as indicated n the emplyee s W4 frm. If the emplyee is exempt frm federal incme tax, enter the number f exemptins as 99. Pay Rate: Enter the emplyee s rate f pay here. T define this as an hurly rate, check the Per Hur bx. T add the new emplyee, click >Accept. Edit Emplyee After adding and accepting a new emplyee, the system will display the Edit Emplyee screen. T access this screen fr an existing emplyee, select the desired emplyee frm the Maintain Emplyees listing and click >Edit. The fllwing emplyee detail will be displayed: 19

20 Active Emplyee: Select this check bx if the emplyee is still emplyed. Inactive emplyees will nt receive pay and mst payrll reprts have the ptin t exclude inactive emplyees. Since the payrll system des nt allw the deletin f emplyee s during the year, yu may ptinally select t delete inactive emplyees during the start f the new year s file ptins fr the payrll system. First Name: Middle Initial: Last Name: Initials: Make any changes t the emplyee name as needed. Address: City State Zip: Phne Number: Enter the emplyee infrmatin in this area. S.S.N.: Enter the emplyee Scial Security Number as printed n the emplyee s scial security card. Enter the number in the frmat f ###- ##-####. If the emplyee is unable t prvide a Scial Security Number at the time, enter a capital letter I in this field until the emplyee can prvide the number. Class: Enter the emplyee class number Yu can use this fr many different purpses. Emplyees can be classified by any criteria yu desire. Fr example, yu may want t class emplyees by managerial hierarchy, by gegraphical regin r territry that is brader than department numbers. Mst reprts in the Payrll prgram will allw yu t specify a range f classes t include. Emergency Cntact: Emergency Phne: Enter the phne number and cntact t ntify in the event f an emergency fr this emplyee. Department: Select the main wrking department fr this emplyee frm the list f active departments. Many reprting ptins f the payrll system will srt and select the emplyee s based n their main wrking department. 20

21 Management Infrmatin (Additinal Optins) Click >Management Infrmatin t define the fllwing: Date f Birth: Enter the emplyee s birth date. Date f Hire: Enter the hire date f the emplyee. This date is used in calculating the active number f emplyee s per mnth. EEOC Cde: Enter in yur cmpany s EEOC cde fr this emplyee (1-9999). Date f Last Rate Change: Enter the date f the last rate change fr this emplyee. This date is autmatically adjusted when changes are made t the emplyee s pay rates r salary amunt. Date f Terminatin: If the emplyee is terminated, enter the terminatin date. This date is used in calculating the active number f emplyee s per mnth. Terminatin Cde: If the emplyee is terminated, enter yur cmpany s terminatin cde (1-9999). Date f Last Vacatin: Enter the date the emplyee last tk vacatin time. This date is autmatically updated frm the payrll check-updating prgram. Emplyee Sex: Select the sex f the emplyee. Use Direct Depsit: Select this check bx if the emplyee s check will be direct depsited. Remember that direct depsit emplyees will be issued a Direct Depsit Sheet instead f a paycheck. Pay Data Access Level: Enter the minimum-security access level required t recrd pay data fr this emplyee. Example, a User that has a security access level f 8 will nly be able t enter pay data fr emplyees that have a Pay Data Access Level f 8 r less. Emplyees that have a Pay Data Access Level higher than 8 will be restricted frm this User fr recrding pay data purpses. W2 Setting: Select any bxes required n the annual emplyee W2 frm. Fr mre infrmatin n what bxes shuld be selected, please refer t the W2 infrmatin sheet prvides by the IRS. 21

22 Pay Data Cntrls (Additinal Optins) Click >Pay Data Cntrls t define the fllwing: NOTE: Pay Data Cntrls and Mnthly Histry Ttals allw yu t define infrmatin that will affect the emplyee s next paycheck as well as emplyee earnings histry. Yu shuld NOT attempt t enter emplyee earnings histry when adding new emplyees but rather add the pay rates and pay data cntrl items that will be used in prcessing new paychecks fr the emplyee. All previus earnings histry (Mnthly Amunts) shuld be entered as a manual check t insure all wages are cnsistently recrded. Fr example, yu are adding emplyees t a new payrll file that yu plan n printing paychecks fr the first time as f July 1 st. The emplyees have already been paid fr the first six mnths f the year. Yur payrll files shuld have been created with a starting perid date f June 30 th. The best way t recrd the previus pay will be t add all yur emplyees, making sure t enter all pay rates, salary amunts, standard hurs, and pay data cntrl items n cdes, (401K%, etc.) and tax tables (exemptins, filing status, additinal withhlding, etc.). D nt add any previus earning histry. After all emplyees have been added, recrd pay data fr each emplyee with the amunts that represent the previus YTD earning amunt and withhlding (the system will allw yu t adjust any calculated withhlding amunt t match a previusly withheld amunt). Print the payrll summary t verify that all earning and withhlding match yur previus cmputer r manual payrll system and select the ptin t Print Paychecks. In the Print Paychecks prgram, make sure t select the Advanced Optin f Manual Check Run with N G/L Update. After the system has printed the manual check sheets fr each emplyee, all emplyees will be updated fr the previus earnings and withhlding histry. Once yu have started a new perid file fr July, the system is nw ready fr yur nrmal July 1 st pay data Pay Data Cntrls - Pay Rates and Salary: Pay Frequency: This ptin allws yu t define hw ften the emplyee will receive a paycheck. The system will allw yu t chse frm Mnthly, Semi-Mnthly (twice a mnth), Bi-Weekly (every tw weeks), Weekly (ne a week) and Daily (every day). It is very imprtant that yu define the crrect pay frequency fr this emplyee. The system will use yur definitin fr this field in its withhlding calculatins fr this emplyee. Standard Hurs: Enter the emplyee s standard number f hurs wrked fr the pay perid. If this is an hurly emplyee, the system will use the cntents f this field as the default number f hurs t pay when yu select the standard pay ptin in recrd pay data. 22

23 Pay Rates (Salary/Hurly): If the emplyee is an hurly emplyee, yu must define at least ne pay rate. If the emplyee is a salaried emplyee, yu are nt required t define an hurly pay rate. The system will allw yu t define an emplyee with bth hurly and salary rates. Fr example, if yu have an emplyee wh receives a standard salary, but als receives an hurly rate fr every hur wrked abve his standard hurs, yu can define bth a salary rate and an hurly rate fr the emplyee. During Enter Pay Data, the system will allw yu t chse between the salary rate r the hurly rate and which hurly rate if the emplyee is defined fr bth. T define r edit pay rates, click >the Change Base Salary and/r Change Hurly Pay Rates buttn. T change an hurly rate r base salary amunt, click >New Rate. At the Pay Rate screen, enter the fllwing: Rate Change Date: Enter the date when the rate was changed. Pay Rate: When adding a new salary rate, the Pay Rate will default t Current Standard Salary. When adding a new hurly rate, yu may select the type f pay rate (Regular Hurly, 2 nd Shift, Hliday, Sick, etc.) frm a drpdwn menu. New Amunt: Enter the new pay rate amunt. Changing pay rates r salary amunts will autmatically save the previus pay rates and date f rate change t the emplyee file upn saving the changes. The Previus Amunt will be displayed n the right. Mem: Enter any additinal infrmatin abut the new pay rate here. When all pay rate infrmatin has been defined, click >Save. T delete a previus rate change tracking recrd, highlight the recrd and click >Delete. NOTE: Deleting a tracking recrd des nt change the existing pay rate n the current emplyee. Pay Data Cntrls Taxes and Withhldings: Emplyee Withhlding Tables: This sectin will allw yu t define any emplyee based tax and infrmatin tables that will affect, r be tracked by the current emplyee. Yu are als allwed t edit mnthly tax wages r tax fr any emplyee based tables. Cmmn tax tables fr this sectin include Federal Tax Table, Emplyee FICA, and Medicare Tables, State and Lcal Incme Tax Tables. When adding a new emplyee, the system will cpy default tax tables depending n whether yu have selected the Payrll Master Data setting fr Use Departmental Tax Table Feature. If this check bx selected, all tax tables will be cpied frm the departmental tax table list assigned t the emplyee s wrking department. If the master data ptin is nt selected, all tax tables marked as default will be cpied t the new emplyee. T change a pay data calculatin cntrl fr the tax table, highlight the desired table and click >Pay Data Cntrl. The fllwing infrmatin n a table can be changed t affect wages and/r tax withhlding amunts: 23

24 Active Table Status: The active table status determines when a table will calculate emplyee wages and/r withhlding. If yu have selected the Payrll Master Data check bx fr Use Departmental Tax Table Feature, yu may set active table status t ne f the fllwing: By Department - Use this table nly when hurs are entered t the department that this tax table is assigned t. Always Use - Use this tax table at all times regardless f departmental hurs. Exempt - D nt use this tax table fr the emplyee. If yu have nt selected the Payrll Master Data check bx fr Use Departmental Tax Table Feature, yu may set active table status fr ne f the fllwing: Always Use - Use this tax table at all times. Exempt - D nt use this tax table fr the emplyee. NOTE: Tax tables track bth wages and tax amunt withheld. If fr example, yu set the emplyee FICA table t exempt, the emplyee table will nt withhld FICA tax r track emplyee FICA wages. If yu want t track wages fr a table but nt withhld any tax, either set the number f exemptins t 99 r set the additinal withhlding percentage t 100%. Als, if yu are adding emplyees that wrk in a state that has n State Incme Tax withhlding, yu may want the state table active s the system will still track state wages. These tables will nt withhld tax since the tax percentage n the tables is already set t 0%. Additinal Withhlding Dllar Amunt: If the emplyee elects t have an additinal amunt withheld fr this tax table, enter the additinal amunt f tax t be withheld. Fr Federal and/r State Incme tax, this shuld be the additinal withhlding amunt calculated n the Federal W4 frm r state equivalent. Additinal Withhlding Percentage: If the emplyee elects t have an additinal percentage withheld fr this tax table, enter the additinal percentage f tax t be withheld. Number f Exemptins: If the selected tax table uses the number f exemptins, yu may enter the number f exemptins (0-99) in this field. Fr a Federal Tax Table, this number shuld be set t the number f exemptins as calculated n the emplyee W4 frm. Fr a State table, please see instructins fr the tax reprt fr each state. Annual Exemptin Value: If the selected tax table uses the annual exemptin value in the calculatin f withhlding tax, set the annual exemptin amunt in this field. Fr State tables utilizing this field, please see instructins fr the tax reprt listing fr each state. Filing Status: Fr tax tables that need separate tables per filing status, the system will allw yu t select a filing status. Fr federal tax, the filing status shuld be the status selected n the emplyee W4 frm. T change a mnthly amunt f any table, highlight the desired table and click >Mnthly Amunts. 24

25 The system will then allw yu t adjust any mnthly wages and tax withheld amunts recrded n this emplyee. NOTE: Yu shuld nt add mnthly wages r amunts t tables during add emplyees but use the manual check feature described abve if needed. Be careful in changing mnthly wages r amunts n any tables that are already reflected within the emplyee check histry file r that printed n tax frms. T add a table t the selected table list, click >Add Table. The system will ask yu which table nt already n the table list t add t the current emplyee. Once the new table has been added, the system will autmatically select the Pay Data Cntrl ptin. T delete a table, highlight the desired table and click >Delete Table. The system will check t insure that there are nt any current mnthly wages r tax amunts n the selected table, and then prmpt yu fr cnfirmatin t delete the selected table. Nrmally yu wuld nt delete any tables frm an emplyee that will be required fr W2 prcessing at the end f the year. The system will nt allw yu t delete any permanent tax tables. Emplyer Accrual Tables: This sectin will allw yu t define any emplyer based tax and infrmatin tables that will be tracked by the current emplyee. In this sectin yu will be allwed t edit mnthly wages and/r tax fr any emplyer based tables as well. Cmmn tax tables fr this sectin include Emplyer FICA and Medicare Tables, FUTA and SUTA Tables, and Wrker s Cmpensatin Tables. T change a pay data calculatin cntrl fr the tax table, highlight the desired table and click >Pay Data Cntrl. The fllwing infrmatin n a table can be changed t affect emplyer wages and/r tax amunts: Active Table Status: The active table status determines when a table will calculate emplyee wages and/r withhlding. If yu have selected the Payrll Master Data check bx fr Use Departmental Tax Table Feature, yu may set active table status t ne f the fllwing: By Department - Use this table nly when hurs are entered t the department that this tax table is assigned t. Always Use - Use this tax table at all times regardless f departmental hurs. Exempt - D nt use this tax table fr the emplyee. If yu have nt selected the Payrll Master Data check bx fr Use Departmental Tax Table Feature, yu may set active table status fr ne f the fllwing: Always Use - Use this tax table at all times. Exempt - D nt use this tax table fr the emplyee. NOTE: Emplyer Tax tables track bth wages and tax amunt. If fr example, if yu set the emplyee FICA table t exempt fr an emplyee, the emplyee table will nt track emplyer FICA tax r track Emplyer FICA wages. If yu want t track wages fr a table but nt track any tax, either set the number f exemptins t 99 r set the additinal withhlding percentage t 100%. 25

26 Additinal Withhlding Dllar Amunt: If the emplyer elects t have additinal tax amunt fr this tax table, enter the additinal amunt f tax here. Additinal Withhlding Percentage: If the emplyer elects t have an additinal percentage fr this tax table, enter the additinal percentage f tax withheld here. Number f Exemptins: If the selected tax table uses the number f exemptins, yu may enter the number f exemptins (0-99) in this field. Annual Exemptin Value: If the selected tax table uses the annual exemptin value in the calculatin, yu may set the annual exemptin amunt in this field. Filing Status: Fr tax tables that need separate tables per filing status, the system will allw yu t select a filing status. Hurs r Amunt t Accrue: Sme emplyer tables like Insurance accruals r Wrker s Cmpensatin d nt need additinal withhlding r exemptins. Fr these types f tables, the system may require an amunt t accrue per emplyee t be set. T change a mnthly amunt f any table, highlight the desired table and click >Mnthly Amunts. The system will then allw yu t adjust any mnthly wages and tax withheld amunts recrded n this emplyee. NOTE: Yu shuld nt add mnthly wages r amunts t tables during add emplyees but use the manual check feature described abve if needed. Be careful in changing mnthly wages r amunts n any tables that are already reflected within the emplyee check histry file r that printed n tax frms. T add a table t the selected table list, click >Add Table. The system will ask yu which table nt already n the table list yu wish t add t the current emplyee. Once the new table has been added, the system will autmatically select the Pay Data Cntrl ptin. T delete a table, highlight the desired table and click >Delete Table. The system will check t insure that there are nt any current mnthly wages r tax amunts n the selected table, and then prmpt yu fr cnfirmatin t delete the selected table. Nrmally yu wuld nt delete any tables frm an emplyee that will be required fr W2 prcessing at the end f the year. The system will nt allw yu t delete any permanent tax tables like FUTA r emplyer FICA/Medicare. Hurs & Statistics Tables: This sectin will allw yu t define any Hurs r Statistic tables that will be tracked by the current emplyee. In this sectin yu can edit mnthly hurs used and/r added fr any hur base tables. Cmmn hurs tables fr this sectin include Vacatin Hurs Tables and Sick Time Hurs Tables. T change a pay data cntrl fr the hurs table, highlight the desired table and click >Pay Data Cntrl. The fllwing infrmatin n a table can be changed t affect hurs added/used amunts: 26

27 Active Table Status: The active table status determines when a table will calculate hurs added and/r used. If yu have selected the Payrll Master Data check bx fr Use Departmental Tax Table Feature, yu may set active table status t ne f the fllwing: By Department - Use this table nly when hurs are entered t the department that this tax table is assigned t. Always Use - Use this tax table at all times regardless f departmental hurs. Exempt - D nt use this tax table fr the emplyee. If yu have nt selected the Payrll Master Data check bx fr Use Departmental Tax Table Feature, yu may set active table status fr ne f the fllwing: Always Use - Use this tax table at all times. Exempt - D nt use this tax table fr the emplyee. Hurs r Amunt t Accrue: If the hurs table is nt set t allw hurs r amunt per emplyee t be accrued per pay perid, set the hurs r amunt t be accrued in this field. T change a mnthly amunt f any hurs table, highlight the desired table and click >Mnthly Amunts. The system will then allw yu t adjust any mnthly hurs added and/r Hurs used recrded n this emplyee. The system will als allw yu t set the beginning f year hurs which is autmatically set during the start f the new year s file prcess. T add an hurs table t the selected table list, click >Add Table. The system will ask yu which hurs table nt already n the table list yu wish t add t the current emplyee. Once the new table has been added, the system will autmatically select the Pay Data Cntrl ptin. T delete a table, highlight the desired table and click >Delete Table. 5. Hurly Earning: This sectin will allw yu t review and/r edit Salary Wages, Regular Wages, Overtime Wages, Duble-time Wages and Weeks Wrked that are tracked by the current emplyee. NOTE: Mst federal and state payrll reprts d nt print this infrmatin but rather print the federal and state wages assciated with each tax table. T change a mnthly wage r hurs amunt f hurly earnings, highlight the desired table and click >Mnthly Amunts. The system will then allw yu t adjust any mnthly wages and hurs used recrded fr this emplyee. NOTE: Yu shuld nt add mnthly wages and hurs amunts t earnings types during add emplyees but use the manual check feature described abve as needed. 27

28 Pay Data Cntrls Payrll Cdes: Earnings/Deductin/Special Tax Cdes: This sectin will allw yu t define any Earning/Deductin/Special Tax cdes that will affect the emplyee s pay n a recurring basis, and edit mnthly ttals fr any cdes. Fr a detailed descriptin f differences between cde types, please refer t the Maintain Payrll Cde sectin. T maintain a cde n the current emplyee, select the cde type by chsing the apprpriately labeled tab f Earning Cdes, Deductin Cdes r Special Tax Cdes. Once the desired tab has been selected, the system will list all current cdes fr the selected categry that are defined n the current emplyee. T change an amunt fr any cde that will affect the emplyee pay n a recurring basis, highlight the desired cde and click >Pay Data Cntrl. The fllwing cde infrmatin can be changed t affect an emplyee s paycheck each time they are paid. Fixed Amunt Each Pay Perid: Enter the fixed amunt yu wish t use n an emplyee check every pay perid. The amunt may be psitive r negative. Fr example, if yu have an emplyee that yu withhld $20 fr unifrm expense each pay perid, yu wuld enter a psitive $20.00 n this field n the unifrm deductin cde. Fixed Percentage Each Pay Perid: Enter the fixed percentage yu wish t use n an emplyee check every pay perid. The percentage may be psitive r negative. Fr example, if yu wish t have the emplyee cntribute 3% f their hurly pay t a 401K pensin plan, yu wuld enter (3%) n this field fr the 401k special tax cde. The reasn that the percentage in this example is entered as a negative percentage is that mst pensin plans are set up as an earning reductin type plan. Remaining Balance: Enter in the amunt f the remaining balance. This field is helpful when the emplyee is paying back an advance r lan that will be fr mre than ne pay perid. The remaining balance will be reduced by the amunt taken n each check until it reaches zer. Use Until Zer Balance: Select this check bx if yu wish t set the recurring amunts f this cde t zer nce the remaining balance is zer. T edit the cumulative mnthly amunts f a given cde, highlight the desired cde and click >Mnthly Amunts. The system will allw yu t adjust any mnthly amunt recrded n the emplyee. Yu shuld nt add mnthly amunts t cdes during add emplyees, but use the manual check feature described abve if needed. Als, be careful in changing mnthly amunts n any cdes that are already reflected within the emplyee check histry file. T add a cde t the selected cde list, click >Add Cde. The system will ask yu which cde nt already n the cde list t add t the current emplyee. Once the new cde has been added, the system will autmatically select the Pay Data Cntrl ptin. 28

29 T delete a cde, highlight the desired cde and click >Delete Cde. The system will check t insure that there are n current mnthly ttals n the selected cde and then prmpt fr yur cnfirmatin t delete the selected cde. Nrmally yu wuld nt delete a cde frm an emplyee that will be required fr W2 prcessing at the end f the year. Alerts Mems (Additinal Optins) The sectin allws yu t define and maintain infrmatin nt already captured n each custmer. Mems can be used t track reminders, special ntes, secndary cntracts, etc. The headings fr the alert mems are defined in the Master Data and the headings fr all ther mem lines are defined in the Cnfigure Mems ptin. T pen the Cnfigure Mems ptin, click >File >Supervisr Optins >Maintain Mem Names. NOTE: Yu must have Supervisr rights (access level 10) t be able t mdify mem headings. Each mem line can be assigned an access level (1-10). If yu d nt have an access level equal t r greater than the ne assigned t the mem line, yu cannt edit the mem line. Mem Lines: If yu have access t the mem lines, enter the infrmatin in each apprpriate field. Alert: Yu can use any r all fur alert mem field as autmatic reminder fields. If yu select the alert check bx n any f the fur alert mem lines, all text fr the mem lines will display n the screen anytime this custmer is accessed. Refer t the CertiflexDimensin System Manager Operatins Guide fr mre infrmatin n Cnfiguring Mems. Editing an Emplyee At the Maintain Emplyee screen, select an emplyee frm the listing and click >Edit r simply duble-click >n the emplyee s name. The system will then display the Edit Emplyee screen. Fr detailed infrmatin n each field displayed, refer t the Adding an Emplyee sectin abve. 29

30 NOTE: Yu shuld nt make changes t an emplyee Pay Data tab fr emplyee s wh already cntain pay detail fr the current pay check run withut resetting the emplyee s current pay data. Deleting an Emplyee The system des nt allw deleting f an emplyee during a calendar year. This will insure all tax reprting requirements are fulfilled fr any earned wages. If an emplyee has been terminated, set the emplyee t inactive and the system will allw yu t delete these inactive emplyees when yu start new year files fr payrll. 30

31 Additinal Optins - Advanced Renumbering an Emplyee At the Maintain Emplyees screen, click >Advanced. The system will display the Advanced Maintenance Optins screen. Chse the emplyee yu wuld like t renumber frm the Select Accunt drpdwn menu. Enter the new emplyee number in the New Number field and click >Update Nw. The system will then renumber the selected emplyee and all related payrll recrds. Since this prcess can change extensive amunts f data, it is strngly recmmended that yu have at least tw current backups f all payrll data files prir t renumbering emplyees. T exit, click >Clse. 31

32 Changing Default Emplyee Infrmatin When yu add a new emplyee the system cpies infrmatin frm the default emplyee. Yu may change the default emplyee infrmatin at any time. Changing infrmatin n the default emplyee will nly affect new additins and nt existing emplyees. At the Maintain Emplyees screen, click >Default Emplyee. The fllwing infrmatin may be changed n the default emplyee: Department Class Pay Frequency Standard Hurs T exit, click >Clse. IntelliTrans CertiflexDimensin IntelliTrans is an intelligent data translatin tl activated frm within many f the Maintenance ptins. IntelliTrans can be used t grup, add r change Ledger Accunts. Fr mre infrmatin n cnfiguring and prcessing with IntelliTrans, please refer t yur System Manager Operatins Guide. >Ntes and >Links The >Ntes and >Links ptins allw yu t rganize and access additinal accunt infrmatin. Ntes can be used t dcument internal accunt infrmatin r additinal descriptins. Links can be used t cnnect t timecard spreadsheets and payrll databases. Yu can add Ntes and Links in Maintain Emplyees and review ntes and links in Review Emplyees. Fr detailed steps n adding Ntes and Links, refer t the CertiflexDimensin System Manager Guide. >Mems Mems can be used t track reminders, special ntes, secndary cntacts, etc. Each mem line can be assigned an access level (1-10). If yu d nt have an access level equal t r greater than the ne assigned t the mem line, yu cannt edit the mem line. NOTE: Mem labels, rder and security access levels are all maintained within the CertiflexDimensin Cnfigure Mems ptin. T define mem cnfiguratin, click >File >Supervisr Optins >Cnfigure Mems. Yu must have Supervisr rights (access level 10) t be able t mdify the mem headings in the Cnfigure Mems ptin. 32

33 Maintain Departments Maintain Departments allws yu t add, change r delete payrll departments. The departmental features f CertiflexDimensin are a key ingredient in fine-tuning yur payrll prcessing. Mst key reprts in Payrll are available by departments and can be easily set t allcate emplyer s taxes and mre. Advanced departmentalizatin can be utilized t allw separate taxing entities per department, a must fr multi-state payrlls. T access Maintain Departments, click >Maintain Lists >Payrll >Departments. Add a Department T add a new payrll department, click >New. The prgram will prmpt yu fr a new department number. A maximum input f 6 characters is allwed. Fr added cnvenience, the department number is an alphanumeric field. This allws yu t use abbreviatins f the department s name if desired. NOTE: If yu are using the Sub-Departments advanced feature, the rightmst tw digits f the department number field are cnsidered the sub-department. Fr example, if yur Department 1 had 3 sub-departments, yu wuld add subdepartments 101, 102, and 103. Fr Department 2, yu wuld add 201,202, and 203. These wuld all be treated as Department 1 and 2 fr reprt printing. Sub-departments nly wrk n numeric department numbers. Fr mre infrmatin n sub-departments, please refer t the Payrll Master Data sectin. 33

34 After yu enter a new, valid department number, click >Ok and the system will prmpt yu fr the fllwing: Payrll Department Status: Select a status f Active r Inactive. Name: Enter the name f the department. The system will allw a maximum input f 30 characters. The system will default with a department name f Department and the number yu entered. Default Rate (0-10): If this department is used with a specific emplyee pay rate (1-10), enter the rate number. If this department will use varius pay rates, leave the default pay rate at 0. Certified Payrll: If yu are using the CertiflexDimensin Jb Cst and will be printing Certified Payrll reprts, click >this buttn t set up the fllwing advanced features n the reprt: Wrk Classificatin: The Certified Payrll reprt will print the department name in the Wrk Classificatin sectin f the reprt. If yu want a different name printed n the reprt, enter it here. Fringe Amunt: When recrding the regular time hurly rate, any cash paid in lieu f fringe benefits may be shwn separately. If yu want t shw this rate separately, enter the amunt f the fringe benefit here. It will shw in the Rate f Pay sectin f the Certified Payrll reprt. This is helpful in crrectly cmputing vertime. Supervisr Department Only: Yu can suppress a department frm being included n the Certified Payrll reprt. Select this ptin if yu wish t mit the department frm the Certified Payrll reprt. G/L Accunt: If yu are perating interactively with CertiflexDimensin General Ledger, enter this department's salary expense accunt number. If yu are nt perating interactively with the General Ledger prgram, the system des nt require yu t define this field. The system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. If yu are nt perating interactively with General Ledger, the system will still allw yu t define a General Ledger accunt. The system will nt attempt t update t this accunt when a payrll is prcessed, but will print the defined accunt number n yur Paycheck Summary reprt. 34

35 OT/DT Accunt: If yu are perating interactively with CertiflexDimensin General Ledger and yu wish t expense vertime r duble-time t a separate expense accunt frm regular and salary wages. Enter this department s vertime/duble-time expense accunt number. Yu may ptinally leave this field blank and the system will expense all hurly and salary wages t the G/L accunt defined abve. The system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. If yu are nt perating interactively with the General Ledger prgram, the prgram will still allw yu t define a General Ledger accunt. The prgram will nt attempt t update this accunt when a payrll is prcessed, but will print the defined accunt number n yur Paycheck Summary reprt. Jb Cst Cde: If yu are perating with CertiflexDimensin General Ledger and Jb Cst, the system will allw yu t define a jb cst expense cde that will be used fr all time entered t this department that is allcated t any jb. The system will ask fr the jb cst cde in a pp-up windw that supprts scrlling and cst cde listing [F6]. NOTE: Cmpanies will ften set up a specific set f departments that are used mainly in recrding time t jbs. Yu still need t define a G/L accunt number abve t handle any runding amunts that ccur when ne emplyee s time is allcated acrss departments. OT/DT Cst Cde: If yu are perating with CertiflexDimensin General Ledger and Jb Cst, the system will allw yu t define a separate jb cst expense cde fr vertime/duble-time hurs that will be used fr all premium time entered t this department that is allcated t any jb. The prgram will ask fr the jb cst cde in a pp-up windw that supprts scrlling and cde listing [F6]. Departmental Allcatin Features If yu are perating interactively with the CertiflexDimensin General Ledger and/r Jb Cst, yu may want t take advantage f the pwerful departmental allcatin features. The allcatin features are nt required t be defined fr the prgram t perate prperly. These features may nt be required r needed by yur cmpany. Please review these ptins and discuss them with yur cntrller r accuntant t determine if these features will be beneficial fr yur cmpany. The next fur ptins will allw yu t further specify what accunt numbers and/r jb cst cdes t allcate the emplyer s expense, emplyer s accrual and any earnings, deductins r special (tax) cdes. Fr example, suppse yu want t allcate the emplyer s share f FICA and Medicare t the varius departments based upn the grss pay allcatin. Yu wuld use this ptin and define the prper General Ledger accunt number fr the Emplyer FICA and Emplyer Medicare tables here, thrugh each department number. This way, each time a payrll run is prcessed fr this department, the system will autmatically pst the emplyer s FICA and Medicare prtin t the prper General Ledger accunt number as defined in the department number that the emplyee s grss pay was allcated t.. 35

36 Anther example wuld be if yu have defined an earnings cde f Bnus. When yu defined the Bnus earnings cde, yu defined a General Ledger accunt number fr that cde. Hwever, yu wuld like t track different Bnus accunt number ttals based n which department the emplyee wrked in. Yu can accmplish this in ne f tw ways. One way wuld be t define several different Bnus earning cdes, ne fr each department, and then define the prper accunt number fr each cde. This wuld cause yur cde listing t becme quite lng and may pse data entry errrs if the wrng bnus cde was entered during Enter Pay Data. The preferred ptin wuld be t define the prper General Ledger accunt number fr the Bnus cde here, thrugh each department number. This way, each time an emplyee receives a bnus, the prgram will autmatically pst the bnus expense t the prper General Ledger accunt number as defined n the department number that his time was allcated. An example, define yur Bnus earnings cde with a General Ledger accunt number f 820 and define a Bnus General Ledger accunt number f fr Department 1. When yu enter pay data fr an emplyee t Department1, if the emplyee receives a bnus, the prgram will pst the bnus expense t accunt instead f the earnings cde accunt number f 820. Suppse we als defined a Bnus General Ledger accunt number f fr Department 2. If we entered pay data fr an emplyee as 20 hurs t Department 1, 60 hurs t Department 2, and entered a bnus fr the emplyee f $100, the prgram will pst $25.00 t and $75 t The prgram will base allcatins n the emplyee s hurly grss pay and pst the allcatins t the defined accunts fr each department based n the percentage f hurly pay wrked fr that department. In ur abve example, the emplyee wrked 20 f 80 hurs in Department 1. This is 25% f the ttal hurs wrked. The prgram then tk 25 percent ($25.00) f the bnus and psted t the Bnus General Ledger accunt number defined fr Department 1. The remaining 75% is psted t the Bnus General Ledger accunt number defined fr Department 2. NOTE: If an emplyee s hurly rate is different between departments, the allcatin will be based n the higher rate. If there was nt a General Ledger accunt number defined fr Bnus n Department 2, the prgram wuld pst the remaining amunt t the General Ledger accunt number defined fr the Bnus earning cde. G/L Departmental Allcatin f Emplyer s Tax Expense: Select this ptin t define specific emplyer s tax expense accunts fr this department. The system will gather a list f all emplyer based tax and infrmatin tables and display a cnvenient list f all General Ledger accunts currently defined fr this department alng with the default accunt numbers used fr each emplyers tax table. T add/change r delete a specific department accunts, highlight the desired tax table and duble click r press [F2] t change the accunt. The accunt number is in a pp-up windw that supprts scrlling and accunt listing [F6]. 36

37 When all the department accunt numbers have been set fr this department, click >Save t recrd the allcatin accunts r >Cancel t discard all changes. G/L Departmental Allcatin f E/D/S Cde Expense: Select this ptin t define specific Earnings, Deductin and Special Tax Cde expense accunts fr this department. The prgram will gather a list f all cdes and display a cnvenient list f all General Ledger accunts currently defined fr this department alng with the default accunt numbers used fr each cde. T add/change r delete a specific department accunts, highlight the desired cde and duble click >r press F2 t change the accunt. The accunt number is in a pp-up windw that supprts scrlling and accunt listing [F6]. When all the department accunt numbers have been set fr this department, click >Save t recrd the allcatin accunts r >Cancel t discard all changes. Jb Departmental Allcatin f Emplyer s Tax Expense: If yu are using CertiflexDimensin Jb Cst, this ptin can be used t allcate the emplyer s burden f taxes directly t jbs. This ptin is identical t the G/L Departmental Allcatin f Emplyer s Tax Expense described abve except the prgram will prmpt yu fr a jb cst cde instead f accunts. 37

38 Jb Departmental Allcatin f E/D/S Cde Expense: If yu are perating CertiflexDimensin Jb Cst, this ptin can be used t allcate the Earnings, Deductin and Special Tax cde expenses t jb. This ptin is identical t the G/L Departmental Allcatin f E/D/S Cde Expense described abve except the prgram will prmpt yu fr jb cst cdes instead f accunts. Advanced Departmental Tax Tables: This ptin is nly available if yu have set the Master Data t use the departmental tax table feature. It allws yu t define different payrll tables t each department. Fr example, suppse yu have emplyees wh wrk in different states. Yu culd define yur departments t represent the different states that an emplyee culd wrk in. With this ptin yu can specify which tax tables are assciated with this department. This allws yu t define the crrect state withhlding tables, alng with the nrmal withhlding tables fr this department nly. If an emplyee wrked in multiple states within the same pay perid, yu wuld allcate the hurs t the different states (departments) and the system wuld calculate the crrect state withhldings based n the grss pay that the emplyee earned in that state (department). Click >Advanced Departmental Tax Tables and the system will display tw separate lists f tax tables. The list n the left is the Active Table List, which cntains all the tables that are set t be active by department fr hurs entered t this department. The list n the right is the Available Table List, which cntains all tables that will NOT be active by department fr hurs entered t this department. T mve table(s) frm the Available List t the Active List, select the tables yu wish t use n the Available List and click >Add. T mve table(s) frm the Active List t the Available List, select the tables yu dn t wish t use n the Active List and click >Delete. Change a Department T change an existing payrll department, highlight the desired department and click >Edit. Fr an explanatin f each field available in edit, please refer t the Add a Department sectin abve. 38

39 Delete a Department Warning! Yu shuld NEVER delete a department that has been used in payrll prcessing. The system will insure that n emplyees in the current year are actively using a department but remember that the payrll system can stre unlimited years f payrll data that ften cntains hundreds f thusands f recrds. Deleting a department that has been used in payrll prcessing will make histrical data unreliable and smetimes unreadable. If yu n lnger need a department, it is best t set that department s Payrll Departmental Status t Inactive. Deleting a department and then re-adding the same department will nt fix histrical data. T delete a department that has never been used in payrll prcessing, highlight the desired department and click >Delete. 39

40 Maintain Payrll Cdes Earnings, Deductins, and Special Tax Cdes are items that can affect an emplyee paycheck that are nt based entirely n hurly r salary wages. Cmmn uses f these cdes include cmmissins, bnuses, reimbursements, tips, pensin plans etc. T access and maintain Payrll Cdes, click >Maintain Lists >Payrll >Payrll Cdes. If yu entered pay data fr the current pay perid but have nt printed paychecks yet, a reminder message may appear. If yu mdify payrll cdes that are assciated with currently entered pay data, yu will want t revalidate that pay data. Fr mre infrmatin n this prcess, refer t the Recrd Pay Data sectin f this Operatins Guide. 40

41 Earnings Cdes Earning Cdes in the Payrll system can be used t add taxable earnings, in additin t standard salary, and wages t the emplyee s Grss Wages. These types f earnings are usually Bnuses, Cmmissins, etc. The system will always add all earnings cde amunts t the emplyee s Grss Wages prir t the calculatin f all taxes. If yu need a cde that is nt fully taxable fr all taxing entities, use a special tax cde described belw instead f an earning cde. NOTE: Since earning cdes will always add t the emplyee's Grss Wages prir t the calculatin f taxes, yu can als use earning cdes fr pre-tax deductin amunts. Fr example, if yu have a deductin, such as an insurance premium payment that is t be deducted frm the emplyee s Grss Wages BEFORE taxes, yu wuld define the deductin as an earnings cde. When adding the cde t the emplyee's Pay Calculatin screen r during Enter Pay Data, yu wuld use a negative amunt. Using a negative amunt will reduce Grss Wages prir t tax calculatins. Add Earnings Cde T add an earnings cde, select the earnings cde tab and click >New. The system will prmpt yu fr the fllwing: Payrll Cde Status: Select a status f Active r Inactive. Descriptin: Enter the new cde s name r descriptin. The system will allw a maximum input f 30 characters. The descriptin yu enter here is the name the system will display fr this cde n all Cde Listings. Abbreviatin: Enter an abbreviated name fr this cde. The system will allw a maximum input f 10 characters. When this cde is used, the abbreviated name will print n the emplyee s check stub. G/L Accunt Number: If yu are perating interactively with the CertiflexDimensin General Ledger, enter this cdes General Ledger accunt number. If yu are nt perating interactively with General Ledger, the system des nt require yu t define this field. If yu are perating interactively with General Ledger, the system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. The system will still allw yu t define a General Ledger accunt even if yu are nt perating interactively with General Ledger. It will print the defined accunt number n yur Paycheck Summary reprt, but will nt attempt t update t this accunt when a payrll is prcessed. W2 Cde: The W2 cde will allw yu t define which W2 bx this cde will print in if this cde is t be printed n the emplyee s W2. Fr example, yu may want t print a cde in the Other bx f the W2. Select the crrect bx fr w2 printing. If this cde is nt t be printed separately n the emplyee s W2, select Nne. Print YTD Amunt n Check Stub: Select this ptin t include the YTD Ttal f the earnings cde n the emplyee check stub. Always Negative (reimbursement/wage reductin): Select this ptin if the earnings cde will always be a reductin f pay. 41

42 Allw n Special (bnus) Check: Select this ptin t allw the earnings cde t be used when recrding pay data fr special checks. Include as Wages in % f Grss Pay Calculatins: Befre describing when t select this check bx, it is imprtant t understand hw the payrll system categrizes items that make up an emplyee s pay. Fr the earning side f an emplyee s pay, the payrll prgram separates all data int ne f tw categries. The first categry is labeled Grss Pay and is a ttal f all hurly and salary pay data. The secnd categry is labeled Additinal Earnings and cnsists f all earning cdes. The difference between the tw classificatins is when yu are utilizing a cde that is based n a percentage f Grss Pay. Fr example, yu have an emplyee that likes t cntribute 10% f his pay t a cmpany saving plan. If that emplyee earned a salary f $1000 in a pay perid, but als received a $400 bnus fr perfect annual attendance, the system culd calculate the same amunt as $140 (1400x10%). Since the system always calculates percentage amunt f cdes based n Grss Pay (excluding all additinal earnings cdes), it is simply a matter f hur yu set-up the cde used t give the emplyee bnus. If yu want the system t calculate the saving as $100, set the bnus cde as an earnings cde. If yu want the system t calculate the saving as $140, set the bnus cde up with this ptins selected. Select this check bx if yu wish the cde t be included in any Grss Pay percentage calculatins. If this ptin is checked, please nte that this earning cde must be set as a fixed amunt n the emplyees. Change Earnings Cde T change an existing earnings cde, highlight the desired cde and click >Edit. Fr an explanatin f each field, refer t the Add Earnings Cde sectin. Delete Earnings Cde Warning! Yu shuld NEVER delete an earnings cde that has been used in payrll prcessing. The system will insure that n emplyees in the current year are actively using the earning cde. Remember that the payrll system can stre unlimited years f payrll data that ften cntains hundreds f thusands f recrds. Deleting an earnings cde that has been used in payrll prcessing will make histrical data unreliable. If yu n lnger need an earnings cde, it is best t set that cde s Payrll Cde Status t Inactive. Deleting an earnings cde and then re-adding the same cde will nt fix histrical data. T delete an earnings cde that has never been used in payrll prcessing, highlight the desired cde and click >Delete. Deductin Cdes Deductin Cdes in Payrll can be used t deduct amunts in additin t standard taxes and withhldings frm emplyee s Net Pay. These types f deductins are usually Emplyee Advances, Lan, Payments, Savings Cntributins, Childcare Withhldings, etc. The system will always subtract all deductin cde amunts fr the emplyee s Net Pay after the calculatin f taxes. 42

43 Add Deductin Cde NOTE: Since deductin cdes will always deduct amunts frm the emplyee s Net Pay AFTER the calculatin f taxes, yu can als use deductin cdes fr after-tax earnings amunts and/r reimbursements. Fr example, if yu had a payment such as mileage reimbursement r travel expense reimbursements that were added t the emplyee s Net Pay after taxes, yu wuld define the payment as a deductin cde. When adding the cde t the emplyee s Pay Calculatin screen r during Enter Pay Data, yu wuld use a negative amunt. Using a negative deductin amunt will increase the Net Pay after tax calculatins. T add a new deductin cde, select the deductin cde tab and click >New. The system will prmpt yu t fr the fllwing: Payrll Cde Status: Select a status f Active r Inactive. Descriptin: Enter the new cde s name r descriptin. The system will allw a maximum input f 30 characters. The descriptin yu enter here is the name the system will display fr this cde n all Cde Listings. Abbreviatin: Enter an abbreviated name fr this cde. The system will allw a maximum input f 10 characters. When this cde is used, the abbreviated name will print n the emplyee s check stub. Deductin Cde Style: Select the type f deductin cde this will be. Standard: The deductin will be taken ut f each emplyee check as a fixed amunt r percentage. Mnthly: The deductin will be taken ut f the emplyee check nce per mnth. Quarterly: The deductin will be taken ut f the emplyee check nce per quarter. Yearly: The deductin will be taken ut f the emplyee check nce per year. Hurly: The deductin amunt will be based n the number f hurs wrked. % Net Check: The deductin amunt will be calculated based n a percentage f the emplyee s net pay rather than grss pay. Maximum Check Amunt: The deductin amunt will be calculated based n a maximum check amunt that is set per emplyee. G/L Accunt Number: If yu are perating interactively with the CertiflexDimensin General Ledger, enter this cdes General Ledger accunt number. If yu are nt perating interactively with General Ledger, the system des nt require yu t define this field. If yu are perating interactively with General Ledger, the system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. The system will still allw yu t define a General Ledger accunt even if yu are nt perating interactively with General Ledger. It will print the defined accunt number n yur Paycheck Summary reprt, but will nt attempt t update t this accunt when a payrll is prcessed. 43

44 W2 Cde: The W2 cde will allw yu t define which W2 bx this cde will print in if this cde is t be printed n the emplyee s W2. Fr example, yu may want t print a cde in the Other bx f the W2. Select the crrect bx fr w2 printing. If this cde is nt t be printed separately n the emplyee s W2, select Nne. Print YTD Amunt n Check Stub: Select this ptin t include the YTD Ttal f the deductin cde n the emplyee check stub. Always Negative (reimbursement/wage reductin): Select this ptin if the deductin cde will be a negative deductin (reimbursement). Allw n Special (bnus) Check: Select this ptin t allw the deductin cde t be used when recrding pay data fr special checks. Change Deductin Cde T change an existing deductin cde, highlight the desired cde and click >Edit. Fr an explanatin f each field, please refer t the Add Deductin Cde sectin. Delete Deductin Cde Warning! Yu shuld NEVER delete a deductin cde that has been used in payrll prcessing. The system will insure that n emplyees in the current year are actively using the deductin cde. Remember that the payrll system can stre unlimited years f payrll data that ften cntains hundreds f thusands f recrds. Deleting a deductin cde that has been used in payrll prcessing will make histrical data unreliable. If yu n lnger need a deductin cde, it is best t set that cde s Payrll Cde Status t Inactive. Deleting a deductin cde and then re-adding the same cde will nt fix histrical data. T delete a deductin cde that has never been used in payrll prcessing, highlight the desired cde and click >Delete. Special Tax Cdes Special Tax Cdes in Payrll are nrmally earning type cdes that can be used t increase r decrease an emplyee s earnings. Unlike earning cdes that are fully taxable, special tax cdes may be adjusted t be exempt frm certain taxes. Special cdes can als be set t nt t effect the emplyee s net check (Tips r Fringe Benefits). Other examples f special tax cdes include simple pensin plans, 401k plans, cafeteria plans, etc. Since tday s payrll taxes can be quite cmplex and vary widely state t state, please have yur accuntant r cntrller review this sectin befre implementing the use f special tax cdes. The end f this sectin includes sme detailed examples f different ways t set-up and use special tax cdes. Add Special Tax Cde T add a new special tax cde, select the Special Tax Cde tab and click >New. The system will then launch the Add New Special Tax Cde wizard, which includes a list f cmmnly used special cdes. Select the type f cde that best suits yur needs (Pensin Plan, Cafeteria Plan, Fringe Benefits, r Tips) r select Custm t create the cde frm scratch. 44

45 Once yu have selected a cde type, click >Ok and the system will prmpt yu fr the fllwing infrmatin: Payrll Cde Status: Select a status f Active r Inactive. Descriptin: Enter the new cde s name r descriptin. The system will allw a maximum input f 30 characters. The descriptin yu enter here is the name the system will display fr this cde n all Cde Listings. Abbreviatin: Enter an abbreviated name fr this cde. The system will allw a maximum input f 10 characters. When this cde is used, the abbreviated name will print n the emplyee s check stub. G/L Accunt Number: If yu are perating interactively with the CertiflexDimensin General Ledger, enter this cdes General Ledger accunt number. If yu are nt perating interactively with General Ledger, the system des nt require yu t define this field. If yu are perating interactively with General Ledger, the system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. The system will still allw yu t define a General Ledger accunt even if yu are nt perating interactively with General Ledger. It will print the defined accunt number n yur Paycheck Summary reprt, but will nt attempt t update t this accunt when a payrll is prcessed. W2 Cde: The W2 cde will allw yu t define which W2 bx this cde will print in if this cde is t be printed n the emplyee s W2. 45

46 Fr example, yu may want t print a cde in the Other bx f the W2. Select the crrect bx fr w2 printing. If this cde is nt t be printed separately n the emplyee s W2, select Nne. Print YTD Amunt n Check Stub: Select this ptin t include the YTD Ttal f the earnings cde n the emplyee check stub. Always Negative (reimbursement/wage reductin): Select this ptin if the earnings cde will result in a reductin f pay. Allw n Special (bnus) Check: Select this ptin t allw the earnings cde t be used when recrding pay data fr special checks. Include as Wages in % f Grss Pay Calculatins: Befre describing when t select this check bx, it is imprtant t understand hw the payrll system categrizes items that make up an emplyee s pay. Fr the earning side f an emplyee s pay, the payrll prgram separates all data int ne f tw categries. The first categry is labeled Grss Pay and is a ttal f all hurly and salary pay data. The secnd categry is labeled Additinal Earnings and cnsists f all earning cdes. The difference between the tw classificatins is when yu are implementing a cde that is based n a percentage f Grss Pay. Fr example, yu have an emplyee that likes t cntribute 10% f his pay t a cmpany saving plan. If that emplyee earned a salary f $1000 in a pay perid, but als received a $400 bnus fr perfect annual attendance, the system culd calculate the same amunt as $140 (1400x10%). Since the system always calculates percentage amunt f cdes based n Grss Pay (excluding all additinal earnings cdes), it is simply a matter f hur yu set-up the cde used t give the emplyee bnus. If yu want the system t calculate the saving as $100, set the bnus cde as an earnings cde. If yu want the system t calculate the saving as $140, use this ptin. Select this check bx if yu wish the cde t be included in any Grss Pay percentage calculatins. If this ptin is checked, please nte that this special cde must be set as a fixed amunt n the emplyees. Include Earning in O.T. Calculatins: Select this check bx if yu want the cde amunt t be included in the weighted average vertime calculatins. D nt select this check bx if the special cde will be used as a deductin style. Include Amunt in Net Pay: Select this check bx if yu want the cde amunt t be included in Net Pay. Cdes such as 401k, earnings type cdes, deductin type cdes, etc wuld nrmally be checked because these types f cdes will affect the emplyee s net pay. Cdes such as Tips, Fringe Benefits, etc., wuld nrmally nt be checked because these amunts are nt included in the emplyee s net pay. Treat as Earning Cde: Select this check bx if this cde amunt will be used as an earning cde that is nt exempt frm any taxing entities. Selecting this check bx will nt allw defining f active payrll tables. If yu are using the advanced departmental features f payrll, d nt select this check bx. Use the active payrll tables ptin fr active tax tables. Treat as Deductin fr Emplyee Check Stub: Select this check bx if this cde amunt shuld be displayed n the emplyee s check stub as a deductin. 46

47 All special tax cdes selected fr inclusin in Net Pay calculatins will als autmatically be included in Ttal Earnings and Grss Pay. Fr emplyee cnvenience, yu can ptinally present special tax cdes as deductins n the check stub. This feature is nrmally used fr cdes presented as negative amunts. T activate this feature n any special tax cde, select >Maintain Special Tax Cdes, highlight the cde yu wish t change and click >Edit. Select >Treat as Deductin fr Emplyee Check Stub and click >Save. This feature nly changes the emplyee check stub presentatin and des nt affect the actual grss pay r wages within the payrll system. Fr example, mst pensin plans are set up t use a negative special tax cde. A salaried emplyee earning $1,000 and cntributing $75.00 t a 401(k) and paying $ in taxes wuld see the fllwing ttals n their secnd check f the year: Added t Ttal Earnings (Typical) vs. Treat as Deductin fr Stub (New) Salary: $1, Salary: $1, (k): (k): Taxes: Taxes: Ttal Earnings: Ttal Earnings: 1, Ttal Deductins: Ttal Deductins: Net Pay: $ Net Pay: $ Grss Pay YTD: $1, Grss Pay YTD: $2,

48 Active Payrll Tables In this ptin, yu will be able t set a list f active payrll tables that will be affected by this special cde. If this special cde is based n a wage reductin fr certain taxing entities (use negative amunts n emplyees), the list f active tax tables shuld be all tables that are EXEMPT frm tax fr this cde. If this special cde is based n an additinal wage benefit fr certain taxing entities (use psitive amunts n emplyees), the list f active tables shuld be all tables that are NOT EXEMPT frm tax fr this cde. Click the Active P/R Tables buttn t display the fllwing screen. The list n the left is the Active Table List, which cntains all the tables that are set t be active fr this special cde. The list n the right is the Available Table List, which cntains all tables that will NOT be active fr this special cde. T mve table(s) frm the Available List t the Active List, select the tables n the Available List and click >Add. T mve table(s) frm the Active List t the Available List, select tables n the Active List and click >Delete. Special Tax Cde Examples The special tax cde features available in CertiflexDimensin Payrll allw the system t handle mst f the ppular tax plans being used tday. Belw yu will find tw examples f the mst cmmn tax plans. 401k Plan NOTE: Nt all states r cmpanies will be able t use these examples. It is strngly recmmended that yu discuss the taxing criteria f the tax plans fr yur cmpany with yur accuntant r cntrller befre implementing these plans. In this example, we will use an emplyee that makes $ in wages and cntributes $ t a qualified 401k plan. The emplyee wrks in a state that allws 401k deductins fr state withhlding and emplyer state unemplyment. 48

49 Under Active P/R Tables, add the fllwing tables t the Active Table List: Federal Withhlding Table Federal Unemplyment Table State Withhlding Table State Unemplyment Table Als set the fllwing ptins t be: W2 Cde: Cde [D] Include Earnings in OT Calculatin: Nt Checked Include Amunt in Net Pay: Checked Treat as Earnings Cde: Nt Checked Include as Wages in % f Grss Pay Calculatins: Nt Checked Next, access the emplyee that will use the new 401k special (tax) cde. Under that emplyee s Pay Data Cntrls, access the Earnings/Deductin/Tax Cdes and add the new special (tax) cde with a permanent amunt f $ (make sure the amunt is negative). When the emplyee is paid, the fllwing wages are used t calculate withhlding and emplyer tax amunts: Federal Wages ($ ) $ FIT Federal Unemplyment Wages ($ ) $ FUTA FICA Emplyee Wages ($ ) $ FICA FICA Emplyer Wages ($ ) $ FICA Medicare Emplyee Wages ($ ) $ Medicare Medicare Emplyer Wages ($ ) $ Medicare State Wages ($ ) $ SIT State Unemplyment Wages ($ ) $ SUTA Sectin 125 (Cafeteria Plan) In this example, we will use an emplyee wh receives a salary f $ per pay perid. The emplyee elects a nn-cash supplement f $80.00 fr medical insurance and $20.00 fr dental insurance. The emplyee wrks in a state that des NOT allw deductins fr Sectin 125 plans fr state withhlding r emplyer state unemplyment. Create a new special (tax) cde, as defined abve. Under Active P/RTables, add the fllwing tables t the Active Table List: State Withhlding Table State Unemplyment Table Set the fllwing ptins t be: W2 Cde: Include Earnings in OT Calculatin: Include Amunt in Net Pay: Treat as Earnings Cde: Include as Wages in % f Grss Pay Calculatins: OTH-1 Nt Checked Checked Nt Checked Nt Checked Next, access the emplyee that will use the new tax plan. Under that emplyee s Pay Data Cntrls, access the Earnings/Deductin/Tax Cdes and add three cdes with permanent amunts such as: Sectin 125 $ Insurance Deductin $

50 Dental Deductin $20.00 When this emplyee is paid, the fllwing wages are used t calculate withhlding and emplyer tax amunts: Federal Wages ($ ) $ FIT Federal Unemplyment Wages ($ ) $ FUTA FICA Emplyee Wages ($ ) $ FICA FICA Emplyer Wages ($ ) $ FICA Medicare Emplyee Wages ($ ) $ Medicare Medicare Emplyer Wages ($ ) $ Medicare State Wages ($ ) $ SIT State Unemplyment Wages ($ ) $ SUTA Change Special Tax Cde T change an existing special tax, highlight the desired cde and click >Edit. Fr an explanatin f each field, refer t the Add Special Tax Cde sectin. Delete Special Tax Cde Warning! Yu shuld NEVER delete a special tax cde that has been used in payrll prcessing. The system will insure that n emplyees in the current year are actively using the special tax cde but remember that the payrll system can stre unlimited years f payrll data that ften cntains hundreds f thusands f recrds. Deleting a special cde that has been used in payrll prcessing will make histrical data unreliable. If yu n lnger need a special tax cde, it is best t set that cde s Payrll Cde Status t Inactive. Delete a cde and then re-adding the cde will nt fix histrical data. T delete a special tax cde that has never been used in payrll prcessing, highlight the desired cde and click >Delete. 50

51 Maintain Tax and Infrmatin Tables The payrll system includes an extensive set f tax and infrmatin tables. All standard federal and state tables are available as well as an unlimited number f user defined tables. T access the Maintain Tax and Infrmatin Tables, click >Maintain Lists >Payrll >Tax and Infrmatin Tables. If yu entered pay data fr the current pay perid but have nt printed paychecks yet, a reminder message may appear. If yu make any changes t the payrll tables that can affect the currently entered pay data, reset the pay data fr any emplyees related t the changed payrll tables. Updating Standardized Federal/State Tax Tables All Federal and State tax tables that cntain standard (same fr all cmpanies) wage brackets, limits, percentages and exemptin values are autmatically maintained and updated. Tax updates fr these tables may be installed frm yur mst recent Disk Maintenance CD, r dwnladed inprgram (>Tls >Sftware Updates). Once federal/state tax updates have been dwnladed, the system will autmatically implement these updates the next time yu access recrd pay data fr each cmpany. T implement all dwnladed tax updates t all cmpanies at nce, click >File >Supervisr Optins >Advanced System Maintenance Optins. At the Aut-Update PR Tax Tables screen, click n the Perfrm Aut-Update buttn. SUTA percentages are nt autmatically maintained because these percentages vary by cmpany. 51

52 NOTE: Federal wage brackets, limits, percentages and exemptin values cannt be edited manual. Once new tax table updates have been installed, they can be implemented at the Aut-Update PR Tax Tables screen, as described abve. If yu d nt have a current Disk Maintenance cntract required t receive sftware updates, call 1-(800) fr mre infrmatin abut purchasing this valuable service. The utline n the left side f the screen cntains the fllwing tpics and sub-tpics: Tax Tables 01- Withhlding Type 02- FICA, FUTA, SUTA Type 03- Flat Percentage Type Hurs Tables (Vac/Units) 11- Same Hurs Per Pay Perid 12- Same Hurs Per Emplyee 13- Input Hurs at Data Entry 14- Accrue at % f Hurs Wrks 15- Accrue at % f Hurs Paid 16- Aut Cmp. Time (Hrs. ver Salary) Wrker s Cmpensatin Tables 21- Wrkers Cmpensatin Type Payrll Infrmatin Tables 31- Withhlding Type 32- FICA, FUTA, SUTA, Type 33- Flat Percentage Type 34- Same Amunt Per Pay Perid 35- Same Amunt Per Emplyee 36- Input Amunt at Data Entry 37- Accrue Amunt at Dllars per Hur Wrked 38- Accrue Amunt at Dllars per Hur Paid The table list n the right side f the screen will either be a list f all tables within a tpic r nly tables fr a specific sub-tpic. It depends n the pen sectin f the utline n the left. T be able t add/change r delete any tables, yu must chse a specific table style by selecting a sub-tpic frm the utline. Fr example, t make a change t a withhlding type tax table, select the sub-tpic 01 Withhlding Type and click >Edit. Since mst f the 18 different style tax and infrmatin tables require the same setup, the next sectin f this dcumentatin will describe infrmatin cmmn t all table types and individual facts n each specific table style. 52

53 Glbal Table Infrmatin Add New Tax and Infrmatin Tables T add a new table r cpy a default table, yu must first select a sub-tpic f the style f table yu wish t add. If the type f table yu wish t add cntains system defaults, click >Add Default t review a list f all default tables available fr the ne yu wish t use. Fr example, if yu wished t add all Califrnia state tax tables t yur existing system, yu wuld first select a sub-tpic [01-Withhlding Type] frm the utline and then click >Add Default. Yu wuld then select the Califrnia Married table and then click >OK. Click >Save t add it t the withhlding type table list. Then repeat the prcess fr the Califrnia Single and Califrnia Head f Huse Hld withhlding tables. Select sub-tpic [02- FICA, FUTA, SUTA Type] frm the utline and use Add Default t add the remaining Califrnia tables. These include Califrnia SUTA, Califrnia Training Tax and Califrnia SDI. Remember that even thught mst states d nt cntain as many tables as Califrnia, d nt frget t add SUTA type tables frm the sub-tpic [02-FICA, FUTA, SUTA Type] fr yur additinal states. Yur primary state shuld have been preset by the Creating a new cmpany prcess. Fr detailed infrmatin n each table, refer t the Glbal Table Infrmatin sectin. Change Tax and Infrmatin Tables T edit r change and existing tax table, first select the prper sub-tpic frm the utline and then highlight the desired table n the right and click >Edit. Fr detailed infrmatin n each table, please refer t the Glbal Table Infrmatin Detail sectin belw. Delete Tax and Infrmatin Tables Warning! Yu shuld NEVER delete a tax and infrmatin table that has been issued in payrll prcessing. The system will insure that n emplyees in the current year are actively using the table. Remember that the payrll system can stre unlimited years f payrll data that ften cntains hundreds f thusands f recrds. Deleting a table that has been used in payrll prcessing will make histrical data unreliable. Deleting a table and then readding it will nt fix histrical data. T delete a tax and infrmatin table that has never been used in payrll prcessing, highlight the desired table and click >Delete. Glbal Table Infrmatin Detail When yu select add r edit a table, a screen similar t the ne belw will appear: 53

54 Ledger Accunts Descriptin: Enter the descriptin fr this table. The system will allw a maximum input f 30 characters. If yu are changing a pre-defined table (Add Default), yu will nt be allwed t access this field. Tax Entity: Select the tax entity that is apprpriate fr this table frm the list f Federal, State, Lcal r N/A. If yu are changing a predefined table (Add Default), the system will nt allw yu t access this field. Withhlding Status: Select the withhlding status that is apprpriate fr this table fr the list f Frm Emplyee, Fr Emplyer, Emplyee Net (adds t emplyee net pay like E.I.C), Dllar Statistics, Hurs Statistics, r N/A. If yu are changing a predefined table (Add Default), the system will nt allw yu t access this field. All tables frm the hurs tpics are predefined as Hurs Statistics. Fr example, if yu were adding a lcal state tax table, yu wuld set the withhlding status t be Frm Emplyee. Tax I.D. N.: Enter yur cmpany s identificatin number that applies t this tax table. If this is a federal table, enter yur cmpany s F.E.I. number. The system will allw a maximum input f 20 characters. Entity ID: The Entity Identifier is used by the system t link cmmn tables tgether that use the multiple filing status system. Nrmally yu wuld nt change this field unless as instructed by ur technical supprt department. Default Table: Select this check bx if yu wish the system t autmatically add this table t any new emplyees added t the system. W2 Bx: Select the apprpriate W2 Bx fr this table. All federal withhlding tables shuld be set t federal/nne. NOTE: Ledger Accunts are nt available n Hurs type tables. Payable: If the current tax table s Withhlding Status is set t withhld frm emplyee r withhld fr emplyer, the system will allw yu t define the General Ledger Payable accunt fr this table. If yu are perating interactively with the CertiflexDimensin General Ledger, the system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. 54

55 If yu are nt perating interactively with the CertiflexDimensin General Ledger, the system will still allw yu t define a General Ledger accunt. The system will nt attempt t update t this accunt when a payrll is prcessed but the system will print the defined accunt number n yur Paycheck Summary reprt. Expense: If the current tax table s Withhlding Status is set t withhld fr emplyer, the system will allw yu t define the General Ledger Expense accunt fr this table. If yu are perating interactively with the CertiflexDimensin General Ledger, the system will ask fr the accunt number in a pp-up windw that supprts scrlling and accunt listing [F6]. If yu are nt perating interactively with the CertiflexDimensin General Ledger, the system will still allw yu t define a General Ledger accunt. The system will nt attempt t update t this accunt when a payrll is prcessed but the system will print the defined accunt number n yur Paycheck Summary reprt. Minimum Hurs/Executin Cdes Min. Hurs: If the current tax table requires that n tax be calculated unless a minimum number f hurs are wrked within the current pay perid, set the minimum number f hurs here. If n minimum hur is needed fr the current table, leave this field set t zer. Cde One-Cde Fur: Executin cdes 1-4 are nrmally used n withhlding tables and direct the internal payrll prgrams in the executin f mre cmplex withhlding calculatins. Yu shuld nt change the current executin cde setting withut the direct assistance f ur technical supprt staff. Fr any remaining detailed infrmatin abut a specific style r sub-tpic type f table, please refer t the Tpic-Tax Tables sectin belw. Tpic - Tax Tables The tpic f Tax Tables cntains the mst widely used style f tables. The sub-tpics include [01-Withhlding Type]. [02-FICA, FUTA, SUTA Type] and [03-Flat Percentage Type]. All federal and state tables that cntain defaults are included in this tpic. Federal tax amunts change annually. Currently ver 50% f states are changing their withhlding frmulas at least nce a year. All standardized federal r state tax table limits, percentages, and exemptins are autmatically updated as part f yur disk maintenance service available fr CertiflexDimensin. NOTE: Payrll tax updates are nly available t custmers with a current Disk Maintenance Cntract fr their CertiflexDimensin. All tables under the tpic f Tax Tables ask the fllwing infrmatin: Tax Calculatin Uses Number f Dependents: Select this check bx if the current tax table will use the number f dependants set n each emplyee fr calculating the current tax t withhld. Yu nrmally wuld nt change this field n any tax table added frm the default list. 55

56 Amunts Tax Calculatin Uses Annual Exemptin Value: Select this check bx if the current tax table will use the annual exemptin value set n each emplyee fr calculating the current tax t withhld. Yu nrmally wuld nt change this field n any tax table added frm default list. If yur state withhlding tables use an annual exemptin value that will need a set n each emplyee, the instructins fr calculating the amunt fr each emplyee can be lcated n the tax reprt listing printed in detailed frmat. Check Filing Status: Select this check bx if the current tax table is ne in a grup that represents ne tax entity. Fr example, a filling status fr married currently requires a separate table than a filing status f single fr federal incme tax withhlding. Yu wuld nrmally nt change this field n any tax table added frm the default list. Style 01 Withhlding Type: Withhlding Type tables are where the majrity f taxes withheld frm emplyees are stred. Mst tables f this type include wage bracket r multi-layered tax. Style 01 cntains the defaults fr all 50 state and federal calculatins and style 01 is als available fr cnsideratin in the special tax cde set-up wizards. The fllwing additinal detail is asked when adding r changing this type f table: Standard Exemptin Value: If the current table uses an exemptin value per dependant, enter the value f ne exemptin here. Maintain Lwer Limits/ Additinal Amunt/Percentages: When yu select this ptin, the system will display a windw that will allw yu t change up t 14 lines f wage bracket style limits and percentages. Unless yu understand annualized withhlding tax structures, yu will need technical assistance in defining tax tables frm scratch. Style 02 FICA/FUTA.SUTA Type: This style f table uses flat percent calculatins with supprt f upper and lwer limits. Mst federal and state unemplyment tables are included in this sub-tpic. The fllwing additinal detail is asked when adding r changing this type f table: Standard Exemptin Value: If the current table uses an exemptin value per dependant, enter the value f ne exemptin here. Percentage: Enter the percentage amunt fr the selected table. Fr example, if yur cmpany unemplyment percentage fr yur state is.03%, enter that infrmatin here. Upper Limit: Enter the upper wage limit fr the selectin table. The upper limit tells the system t n lnger accrue this tax amunt fr an emplyee whse wages have met r exceeded the amunt defined here. Lwer Limit: Enter the lwer wage limit fr the selected table. The lwer limit tells the system t nt accrue this tax amunt fr an emplyee until his YTD wages have met r exceeded the amunt defined here. Style 03 Flat Percentage Type: This style f tables uses flat percent calculatins with n supprt f upper and lwer limits. The fllwing additinal detail is asked when adding r changing this type f table: Standard Exemptin Value: If the current table uses an exemptin value per dependant, enter the value f ne exemptin here. 56

57 Percentage: Enter the percentage amunt fr the selected table. Tpic - Hurs Tables (Vac/Units) The tpic f Hurs Tables cntains the list f tables used in tracking hurs types n emplyees. The sub-tpics include [11- Same Hurs Per Pay Perid], [12- Same Hurs Per Emplyee]. [13-Input Hurs at Data Entry], [14-Accrue at % f Hurs Wrked]. [15-Accrue at % f Hurs Paid] and [16- Aut Cmp. Time (Hrs. ver Salary)]. The mst cmmn types f hurs tables include vacatin and sick time. All tables under the Tpic f Hurs Tables ask the fllwing infrmatin: Include Dllar Amunt in Average O.T. Calculatin: Select this check bx if yu want the system t include any pay hurs r units fr this table fr cmmissin r piece meal when calculating the amunt f hurly effective pay t be multiplied by time and ne-half when paying fr vertime. If yu d nt want the system t include this table in the vertime amunt calculatin, d nt select this check bx. Style 11 Same Hurs Per Pay Perid: This style f hurs tables will autmatically accrue the number f defined hurs based n the emplyee s pay perid type (mnthly, semi-mnthly, etc.). This ptin will allw yu define different accrual hur rates n an emplyee by emplyee basis. Fr example, if yu want the system t accrue a certain number f defined hurs fr mnthly payrll emplyees and a different number f hurs fr emplyees paid semi-mnthly, yu wuld select this ptin. Since the number f hurs t accrue each pay perid is set n each emplyee, there are n additinal requirements fr this type f hurs tables. Style 12 Same Hurs Per Emplyee: This style f hurs tables will autmatically accrue the same number f defined hurs fr all emplyees set up with this table. Fr example, if all emplyees wrking in Department 1 receive a set number f vacatin hurs each pay perid and the emplyees in Department 2 receive a different set number f vacatin hurs. Yu wuld define tw hurs tables using this ptin. One fr Department 1 and anther fr Department 2. Yu wuld then define the crrespnding hurs tables based n the emplyee s department number n each emplyee s recrd. The fllwing additinal detail is asked when adding r changing this type f table: Hurs Per Pay Perid: Enter the hurs per pay perid yu wish t accrue fr all emplyees that use this hurs table. Style 13 Input Hurs at Pay Data: This style f hurs table shuld be used if there is nt a cnsistent basis fr calculating accrued hurs fr this table and yu wish t enter the hurs at the time f enter pay data. Since the amunt f hurs t accrue each pay perid is asked at enter pay data, there are n additinal requirements fr this type f hurs tables. Style 14 Accrue at Percentage f Hurs Wrked: This style f hurs table shuld be used if yu need an hurs table t autmatically accrue the number f hurs based n a percentage f actual hurs wrked. Fr example, if yu accrue vacatin time at 4% f the actual hurs wrked, yu wuld use this type hurs table. The fllwing additinal detail is asked when adding r changing this type f table: 57

58 Percentage f Hurs Wrked: Enter the percentage amunt f hurs t add t the emplyee s accrual balance fr each payrll based n the number f hurs wrked. Style 15 Accrue at Percentage f Hurs Paid: This style f hurs table shuld be used if yu need an hurs table t autmatically accrue the number f hurs based n a percentage f actual hurs the emplyee was paid fr. Fr example, if yu accrue vacatin time at 4% f the actual hurs paid, yu wuld use this type f hurs table. The fllwing additinal detail is asked when adding r changing this type f table: Percentage f Hurs Paid: Enter the percentage amunt f hurs t add t the emplyee s accrual balance fr each payrll based n the number f hurs paid. Style 16 Aut Cmp. Time (Hrs. ver Salary): This style f hurs table is used fr calculating cmp-time hurs fr emplyees. Fr example, if yu accrue cmp-time fr yur emplyees at 1.5 hurs fr every 1 hur that they wrk ver their nrmal 40 hur wrkweek. Yu wuld use this type f hurs table. The fllwing additinal detail is asked when adding r changing this type f table: Overtime Hurs Factr: Enter the factr amunt f hurs t add t the emplyee s cmp-time accunt balance fr each payrll based n the number f hurs ver the nrmal salary hurs. Fr ur example abve, if the emplyee earned 1.5 hurs fr every 1 hur wrked ver base, we wuld enter 1.5 here. Tpic-Wrkers Cmpensatin Tables This tpic f tables will allw yu t define an unlimited number f wrkers cmpensatin tables. If yu have different wrker s cmpensatin rates fr different types f wrk duties, yu can use the tables t accrue yur wrkers cmpensatin csts and t accumulate the amunt fr yur wrkers cmpensatin reprts. Style 21 Wrker s Cmpensatin Type: The fllwing additinal detail is asked when adding r changing this type f table: WC Cde/ Reprt Name: Enter in yur wrkers cmpensatin cde fllwed by the name f the cde yu wish t print n yur Wrker s Cmpensatin reprt. Percentage: Enter the percentage rate fr this wrkers cmpensatin table. Include O.T. Premium in Wages: Select this check bx if yu want the system t include the cst calculatins the duble-time premium prtin f any wages earned. Mst wrkers cmpensatin plans d nt charge fr the premium prtin f wages earned. Include D.T. Premium in Wages: Select this check bx if yu want the system t include in the cst calculatins the duble-time premium prtin f any wages earned. Mst wrkers cmpensatin plans d nt charge fr the premium prtin f wages earned. 58

59 Tpic Infrmatin Tables The tpic f Tax Tables cntains mst tables nt cvered in the first three tpics. The sub-tpics include [31-Withhlding Type], [32-FICA, FUTA, SUTA Type], [33-Flat Percentage Type]. [34-Same Amunt Per Pay Perid], [35-Same Amunt Per Emplyee]. [36-Input Amunt at Data Entry]. [37- Accrue Amunt at Dllars per Hur Wrked] and [38-Accrue Amunt at Dllars per Hur Paid]. Cmmn uses f these types f tables include emplyer accrual f health insurance premiums, vacatin expense, sick time expenses, etc. Yu may als use these tables fr miscellaneus amunts t deduct frm an emplyee that are nt taxes but are bases n a calculatin similar t taxes. Style 31 Withhlding Type: Withhlding Type tables are where the majrity f taxes withheld frm emplyees are stred. Mst tables f this type include wage bracket r multi-layered tax. The fllwing additinal detail is asked when adding r changing this type f table: Standard Exemptin Value: If the current table uses an exemptin value per dependant, enter the value f ne exemptin here. Maintain Lwer Limits/ Additinal Amunt/Percentages: When yu select this ptin, the system will display a windw that will allw yu t change up t 14 lines f wage bracket style limits and percentages. Unless yu understand annualized withhlding tax structures, yu will need technical assistance in defining tax tables frm scratch. Style 32 FICA/FUTA/SUTA Type: This style f table uses flat percent calculatins with supprt f upper and lwer limits. Mst federal and state unemplyment tables are included in this sub-tpic. Yu may als set this style t enable an emplyer matching type table that can be linked t a special tax cde fr pensin plans (Cde 4=99, and Link=Special Cde Tracking Number). The fllwing additinal detail is asked when adding r changing this type f table: Standard Exemptin Value: If the current table uses an exemptin value per dependant, enter the value f ne exemptin here. Percentage: Enter the percentage amunt fr the selected table. Fr example, if yur cmpany unemplyment percentage fr yur state is.03%, enter that infrmatin here. Upper Limit: Enter the upper wage limit fr the selectin table. The upper limit tells the system t n lnger accrue this tax amunt fr an emplyee whse wages have met r exceeded the amunt defined here. Lwer Limit: Enter the lwer wage limit fr the selected table. The lwer limit tells the system t nt accrue this tax amunt fr an emplyee until his YTD wages have met r exceeded the amunt defined here. If the table is set up as an Emplyer s Matching Pensin table, yu have the ptin f setting up a Safe Harbr style pensin plan. This will allw yu t set limits fr partial and full matching emplyee cntributins. If the table is an emplyer matching pensin plan, yu will receive the fllwing prmpts: Emplyer s Partial Max. Matching: Enter the percentage limit where the emplyer will partially match the emplyee cntributin t the pensin plan. 59

60 Emplyer s Full Matching %: Enter the percentage limit where the emplyer will fully match the emplyee s cntributin t the pensin plan. Std. Emplyee Max YTD$ Cntributin: Enter the maximum cntributin per year that the emplyee can make t the pensin plan in rder t receive a matching cntributin frm the emplyer. Partial Matching Cntributin % Rate: Enter the percentage f the emplyee cntributin that the emplyer will match when a partial matching cntributin is required. Fr example, if the emplyer will match half f the cntributin up t 5%, yu shuld enter 50% in this field. Style 33 Flat Percentage: This style f tables uses flat percent calculatins with n supprt f upper and lwer limits. The fllwing additinal detail is asked when adding r changing this type f table: Standard Exemptin Value: If the current table uses an exemptin value per dependant, enter the value f ne exemptin here. Percentage: Enter the percentage amunt fr the selected table. Style 34 Same Amunt per Pay Perid: This style f infrmatin table will autmatically accrue the same dllar amunt based n the emplyee s pay perid type (mnthly, semi-mnthly, etc.). This ptin will allw yu t define different accrual amunts n an emplyee by emplyee basis. Fr example, if yu want the system t accrue a dllar amunt fr mnthly payrll emplyees and a different number f hurs fr emplyees paid semi-mnthly, yu wuld select this ptin. Since the dllar amunt t accrue each pay perid is set n each emplyee, there are n additinal requirements fr this type f infrmatin table. Style 35 Same Amunt per Emplyee: This style f infrmatin table will autmatically accrue the same dllar amunt fr all emplyees set up with this table. Amunt Per Pay Perid: Enter the amunt per pay perid yu wish t accrue fr all emplyees that use this infrmatin table. Style 36 Input Amunt at Pay Data: This style f infrmatin table shuld be used if there is nt a cnsistent basis fr calculating accrued amunt fr this table and yu wish t enter the amunt at the time f enter pay data. Since the amunt t accrue each pay perid is asked at enter pay data, there are n additinal requirements fr this type f infrmatin table. Style 37 Accrue Amunt at Dllars per Hur Wrked: This style f infrmatin table shuld be used if yu need t autmatically accrue an amunt based n a rate per hur wrked. Rate per Hur Wrked: Enter the rate per hur wrked. Style 38 Accrue Amunt at Dllars per Hurs Paid: This style f infrmatin table shuld be used if yu need t autmatically accrue an amunt based n a rate per hur paid. Rate per Hur Wrked: Enter the rate per hur paid. 60

61 Transactins - Payrll Recrd Pay Data Recrd Pay Data allws yu t input the pay data infrmatin necessary t print emplyee paychecks. Data entry in this ptin is very flexible. It allws yu t input pay data infrmatin fr each payrll perid in the manner best suited fr yur business. T enter emplyee pay data, click >Transactins >Payrll >Recrd Pay Data. When yu select Recrd Pay Data fr the first time after a paycheck run, the system will prmpt yu fr the beginning and ending pay perid dates, that yu are entering pay data fr. The system will nly prmpt yu fr these dates the first time yu enter Recrd Pay Data after a paycheck run. 61

62 Selecting an Emplyee T begin recrding pay data, yu must first select an emplyee. T select an emplyee, either duble-click >n the emplyee s name in the Recrd Pay Data emplyee listing, single click >n the emplyee s name in the Recrd Pay Data emplyee listing and click >Start, r type in the emplyee s Access Key and click >Start. Fr mre infrmatin n Access Key indexing, refer t the Defining the Payrll Master Data sectin f this guide. Emplyees that have been set t inactive will be suppressed during transactin entry. Fr mre infrmatin n setting emplyees t inactive status (please refer t the Maintain Lists sectin). The Emplyee s pay data will nly be visible t users with adequate access levels. Fr mre infrmatin n maintaining access levels, please refer t the Supervisr Optins sectin f the System Manager Operatins Guide. The recrding f an emplyee s pay data can be categrized in fur sectins, Emplyee s Hurly Pay Line Detail, Emplyee s Additinal Pay Cdes, Pay Validatin, and special ptins and pay functins. Emplyee s Hurly Pay Line Detail An Emplyee s Hurly Pay Line Detail is made up f the hur detailed lines entered n the selected emplyee. Recap ttals f the hurs and amunts are displayed in the tp prtin f the recrd pay data windw. A detailed listing f each line that has been entered is als displayed in the lwer sectin f the recrd pay data windw. If yu have previusly entered time t the selected emplyee, all prir detailed lines will be displayed and ttaled. If the selected emplyee des nt have any previusly recrded time, but is a salaried emplyee, the standard salary is autmatically retrieved. Recrd Pay Data - Detail Line Prmpts Each line f pay detail cnsists f up t seven pieces f data. The first prmpt n the line may be set by clicking >Optins >First Pay Line Prmpt, and then selecting Pay Class, Jb Number (if applicable), Department r Hurs. 62

63 Pay Class: This prmpt is used t define any special hurs classificatin needed fr the current pay line. The default value f Pay Class is Regular, but yu may classify any pay line t be assciated with any hurs tables yu may be using within the payrll system. Jb N.: This prmpt is nly available if the current cmpany fr which yu are recrding pay data has pen Jbs defined in the CertiflexDimensin Jb Cst system. T classify the current pay line t a jb, enter the desired jb number. T see a list f active jbs, press [F6]. T classify the current pay line t the main cmpany, leave the jb number blank. Unless the jb number is left blank, all jb numbers entered will be validated against the current pen jb list fr the current cmpany. Yu may ptinally disable r enable the jb number prmpt during any pay sessins by clicking >Optins >Ask Jb Number. HINT: The default value f the Jb Number is Blank, r n jb classificatin. Yu may repeat the last jb used by keying a perid (.) Day (f the mnth 1-31): This prmpt may be used t specify the actual date the current pay line was wrked. It will nly be available if the payrll master data switch fr Ask Date is enabled. If active, the date wrked must be a valid date between the beginning and ending pay perid dates riginally selected fr this pay sessin. Department: This prmpt is used t classify which department the current pay line will be allcated t. All pay lines must cntain a valid department number. T see a list f active departments, press [F6]. NOTE: If yu are using the advanced departmental features f Payrll, and the selected department includes tax and infrmatin tables that d nt exist n the selected emplyee, the required tables will be autmatically added t the emplyee. Hurs Type: This prmpt is used t classify the current pay line hurs int ne f the fllwing categries: 0 Salary Hurs 1 Standard Hurs 2 Overtime Hurs 3 Duble-time Hurs 4 Units (Piece Meal) Salary Hurs Type (0) is nly available if the selected emplyee has a standard salary amunt. The Hurs Type will default t 0 fr the salaried emplyees and 1 fr hurly emplyees. Hurs: This prmpt is used t enter the hurs r units wrked fr the current pay line. It supprts up t tw decimal places. Direct time card entries shuld enter ttal minutes as a fractin f hurs (15 minutes =.25 hurs). T can als enter cntinuus hurs based n time cards, by clicking Optins, and then Time Card. The hurs field may nt be zer. Pay Rate Number: This prmpt is used t enter the pay rate number (1-10) f the current pay line. 63

64 Accept Line Detail Example Entering a pay rate 2 will autmatically lk up the pay rate #2 fr the selected emplyee. N pay rate is required fr a salary pay type (Type 0). The pay rate prmpt will als be disabled fr the current pay line if the hurs type is vertime (Type 2) r duble-time (Type 3) and yu have yur payrll master data set t autmatically calculate premium wages by either average r weighted average. In either f these cases, the actual pay rate is calculated based n the standard pay rates used. If yu need t enter a custm pay rate fr a nrmal pay line, yu may enter a pay rate number f zer and the system will display a special pay rate ptins windw. The windw includes sme average pay rate calculatins alng with the ability t enter a specific pay rate (a rate nt currently set-up n the selected emplyee) r pay amunt. The pay rate number will default t 0 fr salary emplyees and the pay rate number 1 fr hurly. Clicking the Accept Line buttn will add the line t the selected emplyee s pay data. If the current pay line cntains invalid data, it will be nted and the pay line will nt validate until the invalid data is crrected. After accepting, the system will clear the pay line t default values and yu may begin entering the next pay line fr the selected emplyee. If there are n mre pay lines fr the emplyee, yu may prceed t the pay cdes sectin fr the emplyee if needed, r validate all current pay data. NOTE: N pay data lines are actually cmmitted t file until the selected emplyee has been validated and saved. Cancel Detail Line T cancel the current pay data line and return the pay data prmpts t their defaults, click >the Cancel Line buttn. Editing Existing Detailed Lines T edit an existing detailed line, select the windw cntaining the detailed list f pay lines fr the emplyee. Either single click >t highlight the line yu wish t edit and press [F2], r duble-click >the desired line. The prgram will allw yu t edit the existing line and save it when yu click >the Accept Edit buttn. T delete an existing pay line, highlight the desired line yu wish t remve and press the [Delete] key. The system will then prmpt yu t cnfirm deletin f the selected pay line. Other Pay Line Detail Optins [F5] Clear Pay: This buttn may be used t delete all current pay lines fr the selected emplyee. This is helpful if yu have entered several detail lines incrrectly. The clear pay ptin will clear nly the pay detail lines f the current emplyee. If yu need t delete all hurs and current pay data fr ne r mre emplyees, click >Optins, and then click >Reset Hurs & Pay Data prir t selecting an individual emplyee. [F7] Pay Standard: If yu wish t pay an emplyee their standard hurs allcated t their default department, click >Pay Standard. This ptin will delete any existing pay detail fr the current emplyee and add ne pay line fr the standard hurs allcated t the emplyee s main (default) department. 64

65 If the emplyee is a salaried emplyee, the pay rate will be set t salary and the salary amunt will be retrieved frm the emplyee. If the emplyee is nt salaried, the pay rate fr the standard line will always be pay rate number 1 fr the emplyee. Since this ptin des nt autmatically validate, yu can enter any additinal pay cdes fr the emplyee prir t validating. [F8] Pay Standard & Validate: If yu wish t pay an emplyee their standard pay, and d nt need any specific pay cdes, yu can select this ptin. The system will nt nly enter the standard pay fr the selected emplyee, but als validate and save the pay data. Emplyee s Additinal Pay Cdes This sectin will discuss the use f additinal pay cdes that can be used in an emplyee pay calculatin. There are three main types f pay cdes (Earning Cdes, Special Tax Cdes and Deductin Cdes). Fr a mre detailed list n hw each cde may affect pay and/r taxes, please refer t the Earnings, Deductins and Special Tax Cde sectin f this guide. It is imprtant that yu have a basic understanding f hw and when the Payrll system will retrieve and use additinal pay cdes. When yu select an emplyee t recrd pay data wh has n existing pay data fr the pay perid, the system will autmatically retrieve any Pay Cdes frm the emplyee file that are set up t use a fixed amunt r percentage fr each pay perid. (I.e.: The emplyee has insurance deductin f $25.00 r has a special tax cde fr a pensin plan deductin f 3.00%). If the selected emplyee already has pay data that was previusly validated fr the pay perid, all pay cdes and amunts recrded in previus sessins fr this emplyee will be displayed ne the Recrd Pay Data detail windw. The number f active pay cdes and their ttal amunts will be displayed in the center f this windw, beside their respective maintenance buttns. Add/Change/Delete Pay Cdes T add a new cde r t change/delete existing pay cde, select the cde maintenance buttn f ne f the fllwing: Earning Cdes, Special Tax Cdes, and Deductin Cdes. 65

66 The cde windw will display an active list f cdes fr this emplyee and cde type (i.e.: Earning Cdes). The list includes the cde name, the current amunt f the cde, the maximum amunt f the cde, and the cde type f fixed ($), r calculated (%). The remaining balance f a cde n an emplyee nrmally determines the maximum amunt f a cde. The exceptin t the maximum amunt is if the cde is used as part f a pensin plan, which is linked t an emplyer-matching table. In this special case, the emplyer matching tax table sets the maximum amunt f the cde. Add New Pay Cde T add a new cde t the current cde list, click >New, select the desired cde frm the new cde windw, and click >Ok. The system will then prmpt yu fr the amunt f the cde. Enter the amunt f the cde, and then click >Ok t add the cde. Edit Existing Pay Cde T change an existing cde, highlight the desired cde and click >Edit, r duble click >the desired cde. The system will then prmpt yu fr the amunt. Enter the amunt f the cde, and then click >Ok t save the amunt t the active cde list. Please nte that if yu edit an existing cde that was being calculated (based n % f wages), it will becme fixed in nature. Delete an Existing Pay Cde Save T delete an existing pay cde frm the cde list either highlight r click >Delete, r duble click the desired cde. The cde will autmatically be deleted frm the active cde list. After making all desired changes t the selected cde list, click >Save. This will return yu t the Recrd Pay Data windw. Click >Cancel t discard yur changes and return yu t the Recrd Pay Data windw. Other Additinal Pay Cde Optins [F3] Reset Cdes: If yu wish t delete any cdes that yu have added t the emplyee during the current payrll, click >Reset Cde. This ptin will delete all existing cdes frm the emplyee s current pay, and retrieve any Pay Cdes frm the emplyee file that are set up t use a fixed amunt r percentage fr each pay perid. [F4] Clear Cdes: If yu wuld like t delete all cdes fr the current emplyee, including cdes that are set up with a fixed amunt r percentage fr each pay perid, click >Clear Cdes. 66

67 Pay Validatin Once yu have entered all emplyee pay detail and pay cdes, click >Validate t cmplete the pay data cycle fr the selected emplyee. Cautin The system will display the pay validatin screen and calculate all taxes fr the selected emplyee. All ttal infrmatin fr the emplyee s paycheck will be displayed. If yu click >Save, this will update all paycheck data fr the emplyee. If yu click >Cancel, the windw will return yu t Recrd Pay Data fr the emplyee in rder t cntinue making changes t the selected emplyee. The system will allw yu t make changes t any calculated tax r calculated hurs. If yu are just beginning t use Payrll and yu are entering a manual check t represent the ttal pay and withhlding the emplyee has made this year; it needs t match the taxes already withheld frm the emplyee. Yu may need t change the tax withhlding amunts t match yur previus payrll system. In nrmal payrll prcessing yu shuld nt need t change calculated tax amunts. All withhlding style taxes are calculated based n an annualized percentage methd apprved by Federal and State agencies. Current updates t all Federal and State Withhlding tables are readily available as part f the CertiflexDimensin Disk Maintenance Service. Yu shuld cnsult yur accuntant r cmpany cntrller befre changing any calculated tax amunts. Warning! All manual changes will be remved if yu later revalidate an emplyee s pay. If yu need t change a calculated amunt, click >the buttn fr the type f tax r hurs yu need t change (i.e.: Edit Taxes). The system will list all tables fr the type yu have selected. T change a calculated amunt, highlight the desired table, and click >Next. The system will display a new windw that will allw yu t change the amunt. F.I.T. Supplemental Wages Calculatins In sme situatins, the IRS des allw an alternative withhlding calculatin fr wages that can be classified as supplemental. T cmply with the Federal Guidelines f calculating Federal Withhlding by the annualized methd, the system will always take the amunt f current federal taxable wages, and multiply them by the number f pay perids fr this emplyee fr an entire year. 67

68 Example If a weekly emplyee wh has $200 f current wages the system will base the FIT calculatin n $10,400 (200 x 52). When the same emplyee has additinal wages f $2,800 n ne check, the system will base the FIT Calculatin n $156,000 (3000 x 52). This is the IRS preferred methd fr calculating emplyee FIT. If, hwever, the additinal wages ($2,800) can be classified as supplemental wages, yu may alternately chse t have the system classify them separately frm the base wages. The system wuld base the FIT calculatin n the riginal $10,400 (200 X 52), plus a fixed percentage (nrmally 28%) f the wages that can be classified as supplemental wages. In rder t activate the FIT supplemental wage calculatin, click >Edit Taxes, highlight the Federal Incme Tax Table fr the emplyee, and click >Next. Click >FIT Supplemental Wages Calculatin and the system will display the Supplemental Wage Calculatin windw. Enter in amunt t be treated as supplemental wages and FIT supplemental percentage (nrmally 28%) and click >Calculate. The system will then recalculate the emplyee s FIT withhlding based n the alternate methd and display the new amunt f FIT withhlding. If yu use the alternate methd f FIT calculatin and yu later revalidate this emplyee s pay. The system will revert t the preferred methd f annualized calculatin. Only certain types f wages can be classified as supplemental wages. Fr mre infrmatin n types f wages that can be treated as supplemental, please cnsult with yur accuntant and/r cmpany cntrller. Special Optins and Pay Functins The Optins buttns cntain a specialized list f additinal functins yu will find cnvenient in prcessing yur current payrll. The first three ptins are available at any time: Set Perid Pay Dates: This ptin allws yu t change the beginning and ending dates f a pay perid. First Pay Line Prmpt : This ptin will allw yu t determine the first prmpt the system will use fr entering a new pay line fr an emplyee. Ask Jb Number: This ptin is available t Jb Cst users and will allw yu t activate r deactivate the jb number prmpt. Check Vacatin/Sick Time Hurs : Select this ptin if yu want t have the system check the emplyee s accunt n these types f hurs and warn yu if they have exceeded their balances. The fllwing ptins are available during the prcessing n an emplyee s pay (after selecting an emplyee and clicking >Start). Emplyee Check Message: This ptin will allw yu t enter a special message t be printed n the selected emplyee s check. Emplyee check messages are always autmatically deleted after check printing. Edit Salary Amunt: This ptin is nly available fr salaried emplyees and will allw yu t change the current salary amunt fr the selected emplyee. Time Card Entry: This ptin can be used t enter time card punches fr the selected emplyee. 68

69 Assume Weekly Entry: Select this check bx if an emplyee wrks in the same department r jb, and yu wish t enter all time card entries fr an entire week. After entering a set f time card entries, the weekly style entry will assume yu wish t add mre time befre saving. The previus standard hurs fr a weekly style entry will always assume zer hurs. A daily style entry will assume yu are entering time n a daily basis and default t save after each set f time card entries. Daily style entry will always gather previus standard hurs frm the emplyee recrd pay data windw. 4 Times per day Select this check bx if yu want t enter 4 time card punches per day. Military Time Select this check bx if yur time card machine uses military time (6:00 PM shws as 18:00). If yu are nt using military time, yu may add 12 hurs t any set f cardpunches by selecting Add 12 hurs. Maximum Standard Hurs Enter in the maximum standard hurs yu wish the system t use befre creating vertime hurs. Previus Standard Hurs The system will allw yu t change the number f previus standard hurs used befre calculating vertime hurs. This is cnvenient fr peple wh are entering time n a weekly basis, and have hurs frm the previus pay perid that will effect the vertime calculatin. Clck In Clck Out: Enter the clck in and ut times fr a set f cardpunches. Fr efficiency, time may be entered with a decimal separating the hur and minutes (12:17 am entered as 12.17) Add: Select this buttn t add the current punches t the ttal hurs. Save: Select this buttn t save the ttal time and punches. It will return yu t the recrd pay data windw. Special Check: If yu are entering a special check such as a hliday bnus, select this ptin. The system will clear pay cdes that are nt specifically set up fr use n special checks, clear pay hurs detail, and set standard salary amunts t zer. Yu shuld manually enter the bnus amunt int an earning cde, and then click >Validate. This ptin will als autmatically suppress all hurs and statistics nly tables frm activating. All emplyee and emplyer taxes will calculate as nrmal. 69

70 The fllwing fur ptins are available prir t selecting an emplyee: Imprt Pay Data: The imprt pay data ptin will allw yu t imprt hurs detail frm third party sftware int the recrd pay data system. After imprting, yu may select the aut-pay ptin f validate all paid emplyees t cmplete the pay cycle fr the imprted time. Imprt File: The imprt file shws the lcatin and name f yur text file t be imprted. It will default t the cfx9\xcnnect directry with a filename f timeclc.txt. T mdify any f this infrmatin, click >Brwse, then change the drive/path assignments, and/r the filename. - Methd: Additins: Select this ptin t add the imprted hurly pay data t the existing hurs f an emplyee. Please be aware that this ptin will delete any additinal pay cdes yu may have entered fr an emplyee. Replace All: Select this ptin t replace all pay data fr any emplyee cntaining hurly pay detail in the imprt file. - Time: Hurs: Select this ptin if the time in the imprt file is in hurs. Minutes: Select this ptin if the time in the imprt file is in minutes. - Emplyee ID: Number: Select this ptin if the emplyee ID in this file is the emplyee s number. User Key: Select this ptin if the emplyee ID in the file is the emplyee s user key SSN: Select this ptin if the emplyee ID in the file is the emplyee s Scial Security Number. Vacatin: If yu are imprting standardized vacatin time (vacatin hurs), select the Vacatin Hurs table t use fr all emplyees. Sick Time: If yu are imprting standardized sick time (sick time hurs), select the Sick Time Hurs table t use fr all emplyees. Cnfigure Time Imprt: The first time yu use the system, yu will need t cnfigure the imprter t crrectly match yur time clck system exprter. The CertiflexDimensin Time Clck imprter is extremely flexible in the manner in which it can read time card entries, but yu will need t knw hw yur time clck system is cnfigured t exprt data. Fr mre infrmatin n hw yur specific time clck system exprts data, please cntact yur time clck vendr. 70

71 Once yu knw the style and rder that yur time clck system exprts data, yu can change the CertiflexDimensin Time Clck imprter t match the exprt frmat. T cnfigure the CertiflexDimensin imprter, click >Cnfigure Time Imprt. The first and mst imprtant part f cnfiguring Imprt Pay Data is selecting the crrect file type. Yu must select ne f the fllwing: - Tab Delimited: Many ppular spreadsheets and databases use this type f file. Tab delimited files separate fields within recrds by a Tab r CHR (9), where a Tab r CHR (9) separates the different data fields. - Other Delimited: This file type uses a cnsistent character ther than a Tab t separate the fields within each recrd. When selecting Other Delimited file type, yu must als select the character used fr the field delimiter. The mst cmmnly used characters are a cmma r an asterisk. Sme sftware als includes an extra character arund text fields called a String Delimiter. String delimiters are almst always duble f single qutatin. The Imprt Pay Data cnfiguratin windw displays tw lists f data. The Available Field Listing cntaining the list f fields that Imprt Pay Data culd use. The Selected Field Listing cntains the active list f fields that impact pay data will use t gather data. Yu must have Emplyee ID and standard time in yur file Selected Field Listing. T mve a data field frm ne list t the ther, highlight the field by clicking n it and use the apprpriate arrw key t cmplete the transfer. If yu delete a field frm the Selected Field Listing, it will autmatically return t the Available Field Listing. Make sure the rder f the data fields match the data exprted by yur time recrding. Use the Mve Up r Mve Dwn buttn t change the rder f the fields. NOTE: If the data cntains unwanted fields, mark the psitin(s) with an Unused Field frm the Available Field Listing. Example Yur time clck system exprts an emplyee number, emplyee name and standard minutes. Since Dimensin des nt need the emplyee name, yu wuld set yur selected field list t be: 71

72 [01] Emplyee ID [13] Unused Field 1 [07] Standard Time Any fields that say Optinal beside them, and are nt n yur selected field list will be set t their defaults. Fr example, if the department number is nt defined, it will take the department number frm the emplyee recrd. If the rate and rate amunt are nt defined, the system will lk fr the rate fr the department. If it des nt find ne, it uses rate 1 n the emplyee. Once yu have cnfigured it t match the fields in yur file, click >Save. Start: Once yu have cnfigured the time imprter t read yur file, click >Start t begin prcessing yur file. If the system detects any errrs in yur file, a windw will appear shwing yu a list f the invalid data. Yu will see the descriptin f the errr, what data was invalid and the errr type. If yu have nly nn-critical errrs, yu may chse t Cntinue r Cancel. If yu cntinue, yu will get default data fr any infrmatin that it culd nt find. After imprting, yu may select the aut-pay ptin f Validate All Paid Emplyees t cmplete the pay cycle fr all imprted time. Reset Pay Data & Hurs The Reset Pay ptins will delete all pay data fr the selected emplyees. Reset all Hurs and Pay Data: Warning! If yu select this ptin yu will delete all current pay hurs and calculatins fr the pay perid fr all emplyees. Reset Selected: If yu select this ptin, it will allw yu t chse which emplyees yu wish t reset. If yu wuld like t reset hurs fr emplyees within a certain department, d nt select All Department check bx, select the specific department number yu wish t use. Highlight all emplyees yu wish t reset, and then click >Ok t reset the pay data fr the selected emplyees. Aut Pay Optins : This ptin can be used t autmatically pay emplyee grups. Aut-Pay all Salaried Emplyees: This ptin allws yu t autmatically pay all salaried emplyees. Selecting this ptin will give yu a list f all salaried emplyees wh d nt currently have active pay data. Click >OK, and the system will autmatically pay each emplyee their standard salary hurs and wages allcated t their base department, and als include any pay cdes set up with a fixed amunt r percentage. Aut-Pay Selected Emplyees: This ptin allws yu t autmatically pay any selected emplyees. If yu select this ptin yu will be allwed t aut-pay emplyees wh d nt currently have active pay data. If yu wish t aut-pay emplyees within a certain department, d nt select the All Department ptins check bx. D nt select the salaried nly check bx if yu wish t select hurly emplyees with salaried emplyees. Highlight all emplyees yu wish t aut-pay and then click >Ok. The system will give yu a new list f emplyees yu have selected t aut-pay. 72

73 T aut-pay all the emplyees n the list, click >Ok. The system will autmatically pay each salaried emplyee their standard salary hurs and wages allcated t their base department, and als include any pay cdes set up with a fixed amunt r percentage. The system will autmatically pay each selected hurly emplyee their standard hurs at pay rate number 1 allcated t their base department als including any pay cdes with a fixed amunt r percentage. Validate all Paid Emplyees: This ptin will allw yu t autmatically validate any emplyees wh currently have pay detail lines that have nt been validated. Nrmally, these hurs have been created by imprting hurs. By selecting this ptin, yu will get a list f emplyees that need validating. Clicking Ok will add any pay cdes set up with a fixed amunt r percentage t the selected emplyees, and then validate each emplyee. Unpaid List: T see a list f active emplyees wh have nt yet been paid and validated fr the current pay perid, click >Unpaid List. If yu wish t see a list f unpaid emplyees fr just ne department, d nt select the All Department check bx, select the department number yu wish t use. If yu wish t switch the unpaid list t a paid nly list, select the Shw Paid Only check bx. 73

74 Checks/Depsits - Payrll Paycheck Summaries The Payrll prgram includes a set f Payrll Summary Reprts designed t detail all pay data input, prir t printing paychecks. These reprts can be used t verify paycheck calculatins, department and jb allcatins, and payrll jurnal entries. T run the payrll summary reprts, click >Checks/Depsits >Payrll >Paycheck Summaries. Select Reprts t Print T print the Payrll Summary reprts t, select the check bx f the reprt yu desire. Jb Cst reprts will nly be available if the currently laded cmpany cntains active jbs. Once all f yur desired reprts are selected, click >Print. The system will begin calculating and printing the selected reprts. It will als save the selected reprts as defaults fr the next time yu wish t print payrll summary reprts. Paycheck Summary: This reprt must be printed after all pay data has been entered and befre paychecks can be printed. When the Paycheck Summary is printed, extensive errr checking is perfrmed t insure all data is in balance and ready fr psting. This prcess als defines the jurnal entries that will be made after the Payrll Check Run. 74

75 The initial calculatin stage will search fr invalid master data accunts, emplyees, departments, jbs, cdes and tax tables. If any invalid data is fund, the system will nt attempt t print the Paycheck Summary Reprt and a listing f the incrrect data will be displayed. The items n the invalid data listing must be crrected befre the paycheck summary reprt can be printed. Additinal accunt number checking will be perfrmed during the actual printing f this reprt. If any additinal data is incrrect, the invalid data will be nted n the printed reprt, and a message will appear at the end. This data must be crrected, and the Paycheck Summary Reprt reprinted befre Paychecks can be printed. NOTE: Mst invalid data cmes frm interactive clients nt setting all the required general ledger accunt numbers such as tax tables, cdes and departments. The Paycheck Summary prints by Department and includes all paid emplyees, allcated department time (in and ut), and a Jurnal Entry per department. A final reprt includes a recap f all departments, and a ttal cmpany and Jb Jurnal Entry summary. Additinal switches are lcated in the Payrll Master Data that allws fr suppressing allcated departments nly and/r jurnal entries per department. After printing the Paycheck Summary, yu may perfrm the Payrll Check Run. After yu have perfrmed the Payrll Check Run, the system will pst all current pay data, as detailed in the Paycheck Summary, and prepare the system fr new pay data entry. Departmental Allcatin Reprt: The Departmental Allcatin Reprt prints by department all the hurly time allcated t each department. It includes a percentage allcatin summary t quickly analyze each department s cntributin t payrll csts. Summarized Time Input Reprt: This reprt is srted by emplyee and department. It recaps the emplyee time by hurs type. Detailed Time Input Reprt: This reprt is srted by emplyee base department and details all hurly pay entered fr each emplyee. Detailed Emplyee Time Input Reprt: This reprt srted is by emplyee and details all hurly pay entered fr each emplyee Jb Allcatin by Jb: This reprt prints by jb all the hurly time allcated t each jb and includes an allcatin summary t quickly analyze each jb s cntributin t payrll csts. Jb Allcatin by Department: This reprt prints by department, srted by jb, all the hurly time allcated and includes an allcatin summary t quickly analyze each department s cntributin t payrll csts. Jb Allcatin by Emplyee: This reprt prints by emplyee, srted by jb, all the hurly time allcated, and includes an allcatin summary t quickly analyze each emplyee s cntributin t payrll csts. Cash Accunt If yu wish t use a different cash accunt, click >the prmpt, and the system will allw yu t select anther accunt. The selected accunt will be used in the next Paycheck Summary Reprt that is printed. Selected Printer This sectin displays the currently selected printer. T change this setting, click >Printer Setup. 75

76 Output Selected Printer: Select this check bx if yu want the system t print the statements t the selected printer. T change the selected printer, click >Printer Setup. Preview Screen: Select this check bx if yu want the system t print the statements t the screen. NOTE: The system will allw yu t select bth check bxes. If yu want t review a reprt t screen first and then print a cpy, the system will allw yu t d s frm the preview screen. In additin, when printing frm the preview screen, yu can print a range f pages instead f printing the whle reprt. Cpies Fnt Enter the number f cpies yu want t print. Select the type f fnt yu wish t use n yur reprt. Print EFPTS reprt with Paycheck Summary Clse If yu have selected the paycheck summary t print and wish t include an EFPTS reprt fr assistance in filing yur federal tax depsit, select this check bx. When all desired Payrll Summary reprts have been printed, select Clse t exit this prgram. NOTE: Yu shuld always make a data backup after printing the Paycheck Summary and befre printing emplyee paychecks. 76

77 Payrll Check Run Print Payrll Paychecks allws yu t print emplyee s paychecks and/r direct depsit sheets fr all emplyees that have current pay data. The payrll summary must have been successfully printed prir t selecting this ptin. Since this ptin will als update all pay data and related files after checks are printed, it is imprtant that yu make a backup f this cmpany s data prir t printing paychecks. A backup data type fr payrll checks has been added t the CertiflexDimensin Backup prgram fr yur cnvenience. Any interruptin t the system during updating f pay data will require restring a backup and restarting this ptin. Direct Depsit T select an emplyee fr direct depsit, click >Maintain Lists >Payrll >Emplyees. The Maintain Emplyees screen will appear. Select the direct depsit emplyee frm the emplyee listing and click >Edit. On the Edit Emplyee screen, click >Management Infrmatin. On the Management Infrmatin screen, check the Use Direct Depts bx. During the Payrll Check Run, all checks will be printed first and the Direct Depsit Sheets will then be printed if needed. Beginning Pay Perid Dates: Select the beginning date f the current payrll perid. Ending Pay Perid Dates: Select the ending date f the current payrll perid. Pay Check Date: Select the pay date yu want the system t print n the paychecks. This date must be in the current payrll perid. Accrue G/L t Prir Perid: Check this bx if yu want t expense payrll t the General Ledger perid prir t that f the actual pay check date (current perid). 77

78 Bank Accunt An example, bimnthly payrll checks are printed n June 1 st fr pay perid f May 16 th t May 31 st. If Accrue G/L t Prir Perid check bx is selected, all General Ledger entries will be psted t the General Ledger with a May 31 st date. The cash entry will be psted t General Ledger with the June 1 st date. NOTE: The fllwing Payrll Master Data settings must be set fr this ptin t be available: - The G/L Interactive and Pst t G/L t Ending Pay Perid check bxes must be selected. - The Accrued Payrll Accunt sectin must have a valid G/L accunt and Jurnal Entry Psting Frequency sectin must be by either Batch r Department. The Accrue G/L t Prir Perid ptin is nt available if the current check run is set t manual mde. Next Check Number: The next check number shuld be set t the first check number yu wish t use in this check run. Additinal Check Mem: This is a 50-character field that will print n every check stub. Fr example, yu culd use this field fr a Happy Hliday! message n a year-end bnus check. Remember that this message will appear n all checks. T set an individual check mem fr ne emplyee, use the emplyee check mem set in >Transactins >Recrd Pay Data. Click >Edit under Bank Accunt t adjust Bank Accunt features assciated with the paycheck run. Fr a detailed explanatin f these settings, please refer t the Maintaining Bank Accunts sectin f the CertiflexDimensin System Manager Operatins Guide. Check Run Preferences NOTE: If yu are perating interactive with CertiflexDimensin General Ledger, the selected bank accunt must cntain the same General Ledger Cash accunt used when the payrll summary was printed. Yu may ptinally ver-ride the cash accunt but this means the actual cash jurnal entry will be different than the ne presented in the Payrll Summary reprt. Click >Edit under Check Run Preferences t adjust the fllwing style and/r data update features f the current check run. Advanced Prepare Direct Depsit File: Select this check bx if yu want the system t prepare a current check run fr imprting int third party direct depsit sftware. Override Direct Depsit n all Emplyees: Select this check bx if yu wish t verride the direct depsit ptin fr all emplyees. This is useful fr check runs which include things such as bnus checks and reimbursements where a check is issued directly t the emplyee. 78

79 Print Checks By Department: Select this ptin {default} t print checks by department which is in the same rder as the Payrll Summary. Unselect this ptin if yu ptinally wish t print the check in Emplyee Name rder. Direct Depsit Sheets after Check Run: Select this ptin t autmate the prcess fr ing Emplyee check stub receipts fr emplyees that used direct depsit. Fr mre infrmatin n this the full prgram f Emplyee Check Receipts, please refer t the ptin Reprint Emplyee Check Stub Receipts in this manual. Check Run Type Standard Check Run: Select this ptin if yu wish t print physical paychecks and direct depsit cnfirmatin, and then update Payrll and General Ledger files. Manual Check Run - with G/L Update: Select this ptin if yu have hand-written ne r mre emplyee check(s) and wish t update the Payrll and General Ledger data files. Each emplyee will print a stimulated check n blank paper that includes all nrmal pay stub infrmatin fr yur cnvenience. This ptin is nly available if yur Payrll system is currently set interactive with the General Ledger system. Manual Check Run - NO G/L Update: Select this ptin when yu are just getting started with CertiflexDimensin Payrll and yu wish t add Year-t-Date emplyee infrmatin prir t the first live payrll run. Yu wuld enter pay data fr each emplyee that represents the ttals f all checks paid t each emplyee fr the current year and print the payrll summary. This ptin wuld then be selected s all the Year-t- Date infrmatin is updated t each emplyee withut affecting the General Ledger balances. Check Stub Optins Include Emplyee S.S.N. n Stub: Select this check bx if yu want t print the emplyee Scial Security Number n the check stub instead f the Emplyee Number. Include Special Tax Cdes: Select this check bx if yu want t print special tax cdes n the check stub even thugh they d nt affect the emplyee s net check. Fr example, even thugh Tips d nt directly add int any ttals f the check stub, emplyers may elect r display this infrmatin fr the emplyee. All special cdes printed n check stubs that are nt included in the ttals are dented with by * n the stub. Include Pay Rates: Select this check bx if yu want the system t include a clumn fr the pay rate amunts. Salary rates per hur are nt presented. Include Hurly Earnings by Pay Rate: The default presentatin f hurly earnings n check stubs are earnings by pay type (Salary, Regular, Overtime, Duble-time and Units). In this mde all hurs f the same type are added tgether. 79

80 Vacatin Hurs If yu select this check bx, all check stubs will present hurly earnings by rate classificatin (Rates 1-10 and salary). Up t 8 separate rates are available per stub. Using advanced rate averaging r plugging rates during pay data entry will be classified as Other when printing by pay rate. Maximize Detail Lines (Small Fnts): If a significant amunt f detail is t be printed n the stub, select this ptin t reduce the fnt size used n the check detail. The system will print up t 30 payrll cdes per check stub when maximized. Emplyers ften wish t include vacatin infrmatin n the emplyee s check stub. The system knws which hur tables are currently used fr vacatin time by lking fr the Entity Identifier f VAC n each table. Sick Time Hurs D Nt Print: Select this ptin if yu d nt want the emplyee check stub t include vacatin hurs. Print Only Used: Select this ptin if yu want the emplyee check stub t include vacatin hurs used if vacatin time was taken during the current check run. Print All (Active): Select this ptin if yu want the emplyee check stub t include hurs added and hurs used if either were taken r added during the current check run. Print All (Balance): Select this ptin if yu want the emplyee check stub t include beginning and ending hurs balance if either were taken r added during the current check run. Emplyers ften wish t include sick time hurs infrmatin n the emplyee s check stub. The system knws which hurs tables are currently used fr Sick Time by lking fr the Entity Identifier f SIC n each table. D Nt Print: Select this ptin if yu d nt want the emplyee check stub t include sick time hurs. Print Only Used: Select this ptin if yu want the emplyee check stub t include sick time hurs used if sick time was taken during the current check run. Print All (Active): Select this ptin if yu want the emplyee check stub t include hurs added and hurs used if either were taken r added during the current check run. Print All (Balance): Select this ptin if yu want the emplyee check stub t include beginning and ending hurs balance if either were taken r added during the current check run. T use the displayed setting fr the current check run nly, click the Use Nw buttn. T use these setting fr the current run and als save them fr future check runs, click the Save Setting buttn. They system will then return yu t the Print Payrll Checks screen. Print Checks Click >Print Checks t begin printing checks. The system will verify that all pay data is cmplete and calculate all check data. 80

81 The system will display hw many checks and/r direct depsit sheets will be needed. If the current check run cntains nly direct depsit sheets, yu will be instructed t lad blank paper instead f check stck. If the check run cntains bth checks and direct depsit sheets, after all f the checks are printed, the system will prmpt yu t begin direct depsit sheet printing, and allw yu t select anther printer, if required. T begin printing checks, select the apprpriate printer and click >Print. If the current check run cntains checks (nt all direct depsit sheets), after the checks are printed, yu will be asked if yu wish t reprint. Select Yes t reprint any checks r N t cntinue. If yu select Abrt, n pay data updating will ccur. This is cvered in the Reprint Check Optins sectin belw. Reprint Check Optins Select the beginning and ending check yu want t reprint and the starting check number yu wish t use fr the reprinted checks, click >Reprint Checks. Yu may select Yes as many times as needed until yu n lnger need t reprint any checks. Renumber Checks If yu are using pre-numbered checks and yu wish t see check numbers after reprinting r yu want t adjust check numbers, click >Renumber Only. When printing n check stck that cntains preprinted check numbers, it is imprtant that the payrll sftware knws what check numbers each emplyee actually printed n. As easy as it sunds, anyne wh has used preprinted frms numbered in sequence knws it can smetimes be quite a challenge. Printers have been knwn t destry a frm, a grup f frms r even skip frms (multi-feed). If yu are using pre-numbered checks, the renumber ptin will allw yu t match each emplyee check t the actual number sequence f the pre-numbered frms. 81

82 It is recmmended that yu first reprint any checks that were destryed in the check run and then use the renumber ptin t crrect any check numbers, if needed. Increase r Decrease Check N.: Select this buttn t mve the highlighted check number up r dwn. Reset Originals: Select this buttn if yu want t set all check numbers back t the numbers they were prir t the changes made in this sectin. Aut- Assign: Select this buttn if yu want t start at the selected check and lk fr duplicate check numbers. Increasing the remaining check numbers will eliminate duplicates fund. Verify Only: This will check the current list f check numbers fr duplicates Fllwing are examples f hw and when yu might use the renumber check ptin: Example 1: The check run was fr 10 checks, numbers The printer pulled tw checks when check number 105 was printed and mre than 10 checks were laded in the printer. It is assumed that check number 105 printed k. The payrll system thinks that the check numbers printed were , when actually it was Yu can use the renumber ptin t match the actual check numbers by selecting check number 106 and then click >Increase Check N. This will change the riginal number 106 t 107. While yu are n the same check, click >Aut-Assign and the system will autmatically reassign the remaining check numbers dwn by ne due t the duplicate check number 107. Check number 106 is nrmally vided in this case. Example 2: Same as example 1 except this time nly 10 check frms were laded int the selected printer and the last check printed n blank paper. In this case we used the reprint check ptin and reprinted the check that printed n blank paper. We reuse the check number 106 that was duble pulled with check number 105. Select the renumber ptin and chse the first check number 106. Then click >Aut-Assign. This will crrectly mve the remaining check numbers dwn. Updating Data Files After all check and Direct Depsit Sheets have been printed, all data files are updated in the fllwing rder: 1. Optinal Direct Depsit File. 82

83 2. Each Emplyee is updated alng with Emplyee Histry Ttals, Emplyee Hurs, Check Detail and Aut-Vid Check infrmatin. 3. G/L and Jbs are updated if active. Updating may be By Check, By Department, r By Batch. 4. Optinal Bank Recnciliatin. 5. Master Data Settings are saved 6. Current Pay Data is reset. 7. Summarized check listing is created and printed. 83

84 Vid Checks The Vid Paychecks ptin allws yu t vid a check that was written t an emplyee thrugh Payrll Check Run. When yu vid a check, the system will remve any amunt psted t an emplyee fr the check being vided. If yu are perating Payrll interactively with CertiflexDimensin General Ledger and/r Jb Cst mdule, the system will als create a reversing entry fr the vided check. NOTE: If yu are viding a payrll check that was previusly written in a prir perid, there may be adjusting tax frms that must be filed with Federal r State agencies. Fr mre infrmatin abut filing tax frms due t vided checks in prir payrll perids, please cntact yur accuntant r cmpany cntrller. T access vid paychecks, click >Checks/Depsits >Payrll >Vid Checks. Emplyee Number Enter the number f the emplyee whse check is being vided. Check Number Start Enter the check number that is t be vided. If the system is unable t lcate the check number fr the emplyee selected with in the current year f payrll and fiscal year f yur cmpany, a list f all checks will appear that have been written t the emplyee that match this date criteria. Checks that have been previusly vided will shw a zer dllar amunt and may nt be vided again. 84

85 Vid Check Cancel Review Exit Once a selected check has been lcated in the payrll check histry file, the check summary will be displayed n the screen. If the system was able t lcate General Ledger and/r Jb Cst detail that are assciated with the selected check, a listing f all accunts will be included. Included in the summary infrmatin is The Payrll Perid and General Ledger Perid is included in the summary infrmatin. Vided payrll infrmatin will be remved frm the emplyee in the perid the riginal check was written. The reversing Ledger entry will als be psted t the riginal Ledger perid. T vid the selected check, click >Vid Check. The system will ask if yu are sure. Remember that nce a check has been vided, it cannt be vided again. The system will allw yu t check anther emplyee check t vid after the selected check is vided. T cancel the selected check, click >Cancel and the system will allw yu t select anther check. The system will allw yu t review a listing f any checks vided in the current sessin. If yu have vided any checks in the current sessin, the vid paychecks prgram will allw yu t print a listing f the vided infrmatin when yu exit the prgram. 85

86 Reprint Pay Stub Receipts The Reprint Pay Stub Receipts ptin allws yu t print r emplyee pay stubs fr payrll checks created with CertiflexDimensin Ultra. NOTE: This ptin may als be accessed fr an individual check by clicking > Reprint Emplyee Pay Stub frm the review f an emplyee s detailed check. This ptin can als be aut-run after a paycheck run by activating the ptin Direct Depsit Receipts after Check Run. T access this ptin, click >Checks/Depsits >Payrll >Reprint Pay Stub Receipts. Reprint Grup Use this selectin t reprint a grup f check stubs fr the selected criteria. Date f Check Run: Select the date the checks were actually run that yu wish t access. Direct Depsit Only: Select this ptin if yu nly want t access checks fr this date that are fr Direct Depsit emplyees nly. Require Address: Select this ptin if yu nly want t access checks fr this date that are fr this date fr emplyees that have an e- mail address. Reprint Single Check Use the selectin f Reprint One t reprint a single check fr the selected emplyee. 86

87 Date f Check: Select the date the check was actually printed that yu wish t access. Emplyee: Use the flashlight t select the emplyee yu wish t access. Output Chse the utput yu wish t use frm Printer, Preview r Only. If yu select the nly ptin, the system will create an fr each accessed check using the subject and bdy as presented. A PDF file f each Emplyee s Pay Stub Receipt will be attached t each their . E- mailed receipts are sent individually t yur wrkstatin s default applicatin. Reprint Selected Once yu have finished selecting the abve criteria, click > Reprint Selected t begin prcessing. 87

88 Reviews - Payrll Reviewing Emplyees T review an emplyee, click >Reviews >Payrll >Review Emplyees. When the Review Emplyees screen is displayed, select the emplyee t review. When a valid emplyee is selected, the system will display available at-a-glance infrmatin fr that emplyee t the right f the emplyee listing. The infrmatin displayed includes the emplyee s Accunt Number, Name and Address, Other Cntact name and Phne Number, S.S.N., Department, User Key, and the date, descriptin and amunt f their Last Transactin recrded in the payrll system. T access further histrical infrmatin abut an emplyee, either dubleclick n an emplyee s name in the emplyee listing, r single-click n an emplyee and click >Drill Dwn. The system will then display the Maintain Emplyee screen fr the selected emplyee. Search: Enter a character string fr the recrd yu are searching fr, based n the Access Key defined in the Payrll. The character search string must cincide with hw the Srt By ptin is defined. 88

89 List Optins Srt By: Select the clumn yu wish t srt yur listing by. If yur recrd listing is using the indirect access methd, yu can srt in ascending r descending rder. Yu can ptinally select a clumn t srt by clicking n the clumn heading. List Optins Lcate: T refine yur recrd search, yu can find matches by using the standard CertiflexDimensin Lcate dialg. Fr mre infrmatin n using this dialg, please refer t the sectin labeled Navigating Recrd Listings in the System Manager Operatins Guide. List Optins Filter: Yu can filter any listing s that nly matching recrds appear (i.e. Shw nly Emplyee that cntain the wrd Jerry in their Name). Fr mre infrmatin n using the CertiflexDimensin Filter dialg, please refer t the sectin labeled Navigating Recrd Listings in the System Manager Operatins Guide. Active Accunts Only: Select this ptin t nly include active emplyee accunts in the emplyee list. All Accunts: Select this ptin t include all emplyee accunts in the emplyee list. Quick Print Label : Allws yu t print a user defined cntext label fr the current accunt t a specific label printer. Fr mre detail infrmatin n cnfiguring and/r changing Quick Labels fr Vendrs, Custmer, Items and Orders, please refer t yur CertiflexDimensin System Manager Guide Quick Print Labels. Fr detailed infrmatin abut each field n this screen and the fields within the Pay Data Cntrl and Alert Mems ptins, please refer t the Maintain Emplyees sectin f this guide. NOTE: D nt frget t review the Ntes, Links and Mems fr any additinal infrmatin recrded fr the emplyee. Refer t the CertiflexDimensin System Manager Guide fr detailed explanatin n Ntes, Links and Mems. Transactins (Additinal Optins) Under Additinal Optins, click >Transactins t review a detailed list f all checks fr this emplyee. 89

90 By default, the check listing will be fr the current year. T view a list f checks fr a previus year, type the desired date in the Search field at the tp f the Transactins windw. T review detail fr any check, highlight the check in the check listing and then click >Drill Dwn, r simply duble-click n the check line. A detail f the check will appear in a windw entitled Check Detail. Ttals fr Hurs, State/Other Taxes, Earnings, Deductin Cdes, Earnings/Special Cdes, Emplyer Accruals, Federal Taxes, and Other Hurs Accrued are presented with an ellipses buttn [ ] that when selected will display cmplete detailed data. NOTE: If yu have created the selected check frm CertiflexDimensin Ultra, yu can reprint this pay stub by clicking > Reprint Pay Stub Receipt. 90

91 Reprts - Payrll Standard Payrll Reprts Printing reprts in CertiflexDimensin is an easy, yet pwerful prtin f the prgram. Yu can define the system t print almst any reprt based n almst any criteria yu desire. T print a reprt in Payrll, click >Reprts >Payrll >Standard Payrll Reprts. Refer t yur CertiflexDimensin System Manager Guide fr an explanatin f each field n the Print Reprts & Graphs screen and hw t use the Srts/Selects. Belw is a list f Payrll reprts and the printing ptins available fr each reprt. Earnings by Emplyee Earnings by Emplyee allws yu t print the reprt by emplyee. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Detailed Reprt: Select this check bx if yu want a detailed reprt. If yu want a summarized reprt, d nt select this check bx. The detailed reprt by emplyee will print in emplyee number rder fr all emplyees. It will include each emplyee s number and name, ttal hurs, ttal earnings, and a listing f all earnings/special cdes. Listings are prvided fr all federal taxes, all state and ther taxes, all deductin cdes, and ttal net pay fr the specified perid. This reprt will als include the emplyer accrual infrmatin (if yu are tracking accrual amunts). The summarized reprt by emplyee will print all emplyees in emplyee number rder. It will include each emplyee s number and name, ttal hurs, ttal earnings, and ttal earnings/special cdes. Ttals are included fr federal taxes, state and ther taxes, deductin cdes, any messages and ttal net pay fr the specified perid. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, Year-t-Date ttals, r fr all perids. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. 91

92 Earnings by Department Earnings by Department allws yu t print an Earnings Reprt by department. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Detailed Reprt: Select this check bx if yu want a detailed reprt. If yu want a summarized reprt, d nt select this check bx. The detailed reprt by department will print in department number rder fr all emplyees. It will include each emplyee s number and name, ttal hurs, ttal earnings, and a listing f all earnings/special cdes. Listings are prvided fr all federal taxes, all state and ther taxes, all deductin cdes, and ttal net pay fr the specified perid. This reprt will als include the emplyer accrual infrmatin (if yu are tracking accrual amunts), and a sub-ttal fr each department. The summarized reprt by department will print in department number rder fr all emplyees. It will include each emplyee s number and name, ttal hurs, ttal earnings, and ttal earnings/special cdes. Ttals are included fr federal taxes, state and ther taxes, deductin cdes, and net pay fr the specified perid. This reprt will als include a sub-ttal fr each department. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, Year-t-Date ttals, r fr all perids. Earnings by Emplyee Class Earnings by Class allws yu t print an Earnings Reprt by emplyee class. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Detailed Reprt: Select this check bx if yu want a detailed reprt. If yu want a summarized reprt, d nt select this check bx. The detailed reprt by emplyee class will print in emplyee class number rder fr all emplyees. It will include each emplyee s number and name, ttal hurs, ttal earnings, and a listing f all earnings/special cdes. Listings are prvided fr all federal taxes, all state and ther taxes, all deductin cdes, and ttal net pay fr the specified perid. This reprt will als include the emplyer accrual infrmatin (if yu are tracking accrual amunts), and a sub-ttal fr each class. The summarized reprt by emplyee class will print in emplyee class number rder fr all emplyees. It will include each emplyee s number and name, ttal hurs, ttal earnings, and ttal earnings/special cdes. Ttals are included fr federal taxes, state and ther taxes, deductin cdes, and net pay fr the specified perid. This reprt will als include a sub-ttal fr each class. 92

93 Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, Year-t-Date ttals, r fr all perids. Earnings/Deductins/Tax Cde The Earnings/Deductins/Tax Cde reprt will print each included emplyee s emplyee number, name, scial security number and the accumulated ttal f the selected payrll cde. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Cde t Print: The system will display yur Payrll Cde selectin list. Pull dwn n the arrw t display the payrll cdes and highlight the nes yu want t reprt fr. NOTE: This reprt will nly print fr ne payrll cde. If yu need a reprt fr multiple cdes, yu will need t print this reprt fr each desired payrll cde. Yu may wish t use Print Tax Reprt Wrksheets t define a reprt with mre than ne cde at a time. Please refer t the Print Tax Reprt Sheets sectin fr mre infrmatin. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Reprting Perid: The system will allw yu t chse t reprt perid ttals either by Mnth-t-Date, Quarter-t-Date, Year-t-Date, r All Mnths. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Wrkers Cmpensatin Cde The Wrkers Cmpensatin Cde prints the Wrkers Cmpensatin insurance reprt, including each wrker s cmpensatin cde, eligible wages, percentage rate and the premium amunt. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Detailed Reprt: Select this check bx if yu want the system t print each wrkers cmpensatin cde, each emplyee listed fr the cde and the emplyee s amunt. If yu want the system t print the individual wrkers cmpensatin cdes and the ttals, d nt select this field. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, and Year-t-Date ttals. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. 93

94 Hurs Accrued/ Used Reprt The Hurs Accrued/Used Reprt prints a ttal f the selected hurs table s accrued and used hurs fr each emplyee included n the reprt. The reprt will print each included emplyee s emplyee number, name, the ttal hurs accrued, the current balance and hurs used fr the Mnth-t-Date, Quartert-Date, Year-t-Date and Emplyment-t-Date. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Hurs Table: Select the hurs table yu want t reprt fr. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Rate Review Reprt The Rate Review Reprt allws yu t print a reprt with each included emplyee s current pay rate and then the emplyee s pay rate wuld be under three different rate changes. This reprt is beneficial if yu are cnsidering a rate change fr yur emplyees and yu wish t see the effect n each emplyee s current rate if yu made the change. Optins >Reprt Criteria Time Card Labels Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Rate Increase Number 1 / Rate Increase Number 2 / Rate Increase Number 3: Enter the rate percentage fr each line. The system allws a maximum input f % fr each line. If yu wish t see the effect f rate reductin, enter the percentage as a negative amunt. The system will assume a rate change f 0.000% if yu leave any f these three lines blank and will print the current pay rate n the reprt. Hurly Base Rate (1-10): Select the hurly base rate fr the emplyee. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Time Card Labels allws yu t print labels fr each included emplyee that can be attached t timecards. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. 94

95 Include Emplyee Number: Select this check bx if yu want the reprt t include the emplyee number. If yu d nt want this reprt t include the emplyee number, d nt select this check bx. Additinal Label Text: This field can be used fr additinal ntes r pay perid dates. Avery Label Brand: Select the type f Avery Label r cmparable label yu will be using t print the time card labels n. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Emplyee Time Input Frm The Emplyee Time Input Frm will print a time input frm in emplyee rder fr yu t distribute t yur department managers fr recrding each emplyee s apprpriate pay data. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Department Time Input Frm The Department Time Input Frm will print a time input frm in department rder fr yu t distribute t yur department managers fr recrding each emplyee s apprpriate pay data. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Schedule by Department The Schedule by Department allws yu t print an emplyee wrk schedule frm in department rder. Optins >Reprt Criteria Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. 95

96 Schedule by Emplyee The Schedule by Emplyee allws yu t print an emplyee wrk schedule frm in emplyee rder. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Paycheck Histry by Emplyee The Paycheck Histry by Emplyee allws yu t print emplyee paycheck histry infrmatin by emplyee. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. Detailed Reprt: Select this check bx if yu want the reprt t print all included emplyees in emplyee rder and include each emplyee s number and name. Ttals included are hurs and earnings, Listings f all earnings/special cdes, federal taxes, state and ther taxes, deductins cdes, check date, check number, and ttal net pay fr each check. This reprt will als include the emplyer accrual infrmatin if yu are tracking accrual amunts fr the check. If yu d nt select this check bx, the reprt will print all included emplyees in emplyee rder and will include each emplyee s number and name, check date, check number, ttal grss pay and ttal net pay fr each check. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Reprting Perid: The system will allw yu t chse t reprt fr date range nly. The system will prmpt yu fr the beginning and ending Date Range t reprt fr. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Paycheck Histry by Check The Paycheck Histry by Emplyee Optins allws yu t print emplyee paycheck histry infrmatin by check. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want this reprt t include yur inactive emplyees, d nt select this check bx. 96

97 Detailed Reprt: Select this check bx if yu want t print the check in number rder fr all checks included in the selected date range. This will als include each emplyee s number and name, ttal hurs, ttal earnings, and a listing f all earnings/special cdes. Listings f all federal taxes, state and ther taxes, deductin cdes, check date, check number, and ttal net pay fr each check. This reprt will als include the emplyer accrual infrmatin if yu are tracking accrual amunts fr the check. If yu d nt select this check bx, the reprt will print in check number rder all checks included in the selected date range and will include each emplyee s number and name, check date, check number, ttal grss pay and ttal net pay fr each check. Reprting Perid: The system will allw yu t chse t reprt fr date range nly. The system will prmpt yu fr the beginning (Frm) and ending (T) Date Range t reprt fr. New Hire Reprt The New Hire Reprt will print a reprt shwing the new emplyees hired within a specified date. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want inactive emplyees included n yur reprt, d nt select this check bx. One Emplyee Per Page: Select this check bx if yu want the reprt t nly print ne emplyee per page fr this reprt. Include Date Hired: Select this check bx if yu want the reprt t include the date the emplyee was hired. Include Date f Birth: Select this check bx if yu want the system t include the emplyee s date f birth n the reprt. If yu d nt want the system t include the emplyee s date f birth, d nt select this check bx. Reprting Perid: The system will allw yu t define an As Of Date t reprt fr. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Jb Allcatin Histry Reprts These reprts are an extremely pwerful management tl t create analysis f pay data in 15 different frmats. Salary allcatin f time t jbs and/r departments is fully supprted. An example f the pwer f these versatile reprts is print by department all hurs and pay gruped by emplyee, r even summarized by pay type, and include percentage cntributin recap fr all departments. Printing by perid types, date range, and detail reprt ptins include autmatic srting by date wrked. Jb Allcatin Histry by Jb The Jb Allcatin Histry by Jb reprt allws yu t print a payrll allcatin reprt that will include jb infrmatin. 97

98 Optins >Reprt Criteria Include Clsed Jbs: Select this check bx if yu want t include the jbs that are clsed but nt deleted. Page Break n Jb: Select this check bx if yu want a page break after every jb. Exclude Main Cmpany: Select this check bx if yu want t exclude the main cmpany frm this reprt. If yu d nt have Jb Cst, d nt select this check bx. Summarize Optin: This field allws yu t select which type f summarized ptins t include n yur reprt. The system will allw yu t select between Fully Detailed, Summarized by Department, Summarized by Emplyee, Summarized by Type, r Fully Summarized. Fully Detailed: Select this ptin if yu want yur reprt detailed. Summarized by Department: Select this ptin if yu want yur reprt summarized by department. Summarized by Emplyee: Select this ptin if yu want yur reprt summarized by emplyee. Summarized by Type: Select this ptin if yu want yur reprt t be summarized by type. Fully Summarized: Select this ptin if yu want yur reprt summarized. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, Year-t-Date ttals, r fr all perids. Jb Class Range: Enter the beginning and ending jb class t reprt. Jb Allcatin by Department The Jb Allcatin Histry by Department reprt allws yu t print a payrll allcatin reprt that will include jb infrmatin by department. Optins >Reprt Criteria Include Clsed Jbs: Select this check bx if yu want t include jbs that are clsed but nt deleted. Page Break n Department: Select this check bx if yu want a page break after every department. Exclude Main Cmpany: Select this check bx if yu want t exclude the main cmpany frm this reprt. If yu d nt have Jb Cst, d nt select this check bx. Summarize Optin: This field allws yu t select which type f summarized ptins t include n yur reprt. The system will allw yu t select between Fully Detailed, Summarized by Jb, Summarized by Emplyee, Summarized by Type, r Fully Summarized. Fully Detailed: Select this ptin if yu want yur reprt detailed. Summarized by Jb: Select this ptin if yu want yur reprt summarized by jb. Summarized by Emplyee: Select this ptin if yu want yur reprt summarized by emplyee. Summarized by Type: Select this ptin if yu want yur reprt t be summarized by type. 98

99 Fully Summarized: Select this ptin if yu want yur reprt summarized. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, Year-t-Date ttals, r fr a date range. Jb Class Range: Enter the beginning and ending jb class t reprt. Jb Allcatin by Emplyee The Jb Allcatin Histry by Emplyee reprt allws yu t print a payrll allcatin reprt that will include jb infrmatin by emplyee. Optins >Reprt Criteria Include Clsed Jbs: Select this check bx if yu want t include jbs that are clsed but nt deleted. Page Break n Department: Select this check bx if yu want a page break after every department. Exclude Main Cmpany: Select this check bx if yu want t exclude the main cmpany frm this reprt. If yu d nt have Jb Cst, d nt select this check bx. Summarized Optin: This field allws yu t select which type f summarized ptins t include n yur reprt. The system will allw yu t select between Fully Detailed, Summarized by Department, Summarized by Jb, Summarized by Type, r Fully Summarized. Emplyee Listing Fully Detailed: Select this ptin if yu want yur reprt detailed. Summarized by Jb: Select this ptin if yu want yur reprt summarized by jb. Summarized by Department: Select this ptin if yu want yur reprt summarized by department. Summarized by Type: Select this ptin if yu want yur reprt t be summarized by type. Fully Summarized: Select this ptin if yu want yur reprt summarized. Reprting Perid: The system will allw yu t chse t reprt Mntht-Date ttals, Quarter-t-Date ttals, Year-t-Date ttals, r date range. Jb Class Range: Enter the beginning and ending jb class t reprt. The Emplyee Listing is a summarized reprt that includes emplyee s number, name, scial security number and initials. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want inactive emplyees included n yur reprt, d nt select this check bx. Print Address: Select this check bx if yu want the system t include the emplyee s address n the reprt. If yu d nt want the system t include the emplyee s address n the reprt, d nt select this check bx. Print Date f Birth: Select this check bx if yu want the system t include the emplyee s date f birth n the reprt. If yu d nt want the system t include the emplyee s date f birth n the reprt, d nt select this check bx. 99

100 Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Emplyee Maintenance The Emplyee Maintenance reprt lists each included emplyee s entire infrmatin as defined in the Add/Change Emplyees sectin. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want inactive emplyees included n yur reprt, d nt select this check bx. Print Pay Infrmatin: Select this check bx if yu want the system t include the emplyee s pay calculatin infrmatin n the reprt. If yu d nt want the system t include the emplyee s pay calculatin infrmatin n the reprt, d nt select this check bx. Emplyee Type t Include: This field allws yu t select which type f emplyees t include n yur reprt. The system will allw yu t select between Hurly Only, Salary Only r bth Hurly & Salaried emplyees. Emplyee Class Range: The system will prmpt yu fr the beginning and ending Emplyee Class t reprt fr. Department Listing The Department Listing presents each department s infrmatin in either a detailed r summarized frmat. Optins >Reprt Criteria Detailed Reprt: Select this check bx if yu want a detailed reprt. If yu want a summarized reprt, d nt select this check bx. A detailed reprt will include each department s number, name, General Ledger accunt number, and if applicable, the tax and infrmatin tables assciated with the department, General Ledger expense and accrual accunts, and Jb Cst expense and accrual accunts. A summarized reprt will include nly the department s number, name, General Ledger accunt and Jb Cst accunt. NOTE: This ptin is nly available if yu have the Use Departmental Tax Table Features selected in yur Master Data. Earnings Cde Listing The Earning Cde Listing includes each earnings cde s descriptin, shrt name and General Ledger accunt number. Deductin Cde Listing The Deductin Cde Listing includes each deductin cde s descriptin, shrt name and General Ledger accunt number. 100

101 Special (Tax) Cde Listing The Special (Tax) Cde Listing includes each cde s infrmatin in either a detailed r summarized frmat. Optins >Reprt Criteria Detailed Reprt: Select this check bx if yu want a detailed reprt. If yu want a summarized reprt, d nt select this check bx. A detailed reprt will include each special (tax) cde s descriptin, shrt name, General Ledger accunt number, change cde setting, net pay setting, OT calculatin setting, W2 bx number and the tax infrmatin tables defined. A summarized reprt will included nly the special (tax) cde s descriptin, shrt name, General Ledger accunt number, change cde setting, net pay setting, OT calculatin setting and W2 bx number. Tax/Infrmatin Table Reprt The Tax/Infrmatin Table reprt will allw yu t print the tax and infrmatin table infrmatin in a variety f frmats. Optins >Reprt Criteria Detailed Reprt: Select this check bx if yu want a detailed reprt. If yu want a summarized reprt, d nt select this check bx. A summarized reprt prints the tax/infrmatin table s descriptin, tax entity, withhlding status, ID number, General Ledger payable/accrual accunt number, General Ledger expense accunt number, need number f dependents setting, need exemptin value setting and need emplyee status setting fr all tax/infrmatin tables. A detailed reprt prints the tax/infrmatin table s descriptin, tax entity, withhlding setting, ID number, payable/accrual General Ledger accunt number, expense General Ledger accunt number, need number f dependents setting, need exemptin value setting, need emplyee status setting and the lwer limit, additinal amunt, and percentage infrmatin fr all tax/infrmatin tables. Emplyee Detail Ntes Reprt The Emplyee Detail Ntes reprt prints a listing f thse emplyees wh have ntes assciated with their payrll accunts alng with the nte s type and descriptin. Optins >Reprt Criteria Include Inactives: Select this check bx if yu want the reprt t include yur inactive emplyees. If yu d nt want inactive emplyees included n yur reprt, d nt select this check bx. Reprting Perid: The system will allw yu t chse t reprt fr date range nly. The system will prmpt yu fr the beginning (Frm) and ending (T) Date Range t reprt fr. 101

102 Tax Reprt Wrksheets CertiflexDimensin Client Write-up tracks virtually unlimited infrmatin pertaining t yur emplyees. The Tax Reprt Wrksheets prgram is designed t grup tgether the specific payrll infrmatin yu need in a wrksheet frmat that can then be printed r transferred t ther sftware applicatins liked spreadsheets, wrd prcessrs and ther database applicatins. Fr example, ne f the mst cmmn uses f the Tax Reprt Wrksheets is t gather state tax infrmatin t assist in quarterly state cntinuatin frms prcessing. T access the Tax Reprt Wrksheet ptin frm the menu, click >Reprts >Payrll >Tax Reprt Wrksheets. The pening windw is designed t allw yu t select what type f infrmatin yu wish t include in the wrksheet. Fr example, if yu wuld like t wrk with the current perid emplyee cntributin t a cmpany pensin plan, select the perid type t Mnth t Date. Set the calculated clumn fr Special Tax Cde t be the cde used fr the emplyee cntributin t the cmpany pensin plan. If yu have previusly saved a tax reprt wrksheet that yu wish t use, click >Lad Wrksheet Setting and the system will display a list f previusly saved wrksheet files. Additinal cnfigured wrksheet files can be dwnladed frm Perid Type Select the perid type f Mnth-t-Date, Quarter-t-Date, Year-t-Date, r Date range. If yu want t perfrm an analysis f prir perid data, change yur CertiflexDimensin prcessing date back t the prir perid befre running this prgram. 102

103 Emplyee Class Range Enter the beginning and ending class range f emplyees yu wuld like t include n the wrksheet. Active Only Select this check bx if yu wuld like t include active emplyees in the wrksheet. Yu shuld be careful in creating a wrksheet that yu want t include all wages paid in a perid and using active nly ptin at the same time. If yu have an inactive emplyee that was paid wages in the desired perid, d nt select this check bx. Yu will be able t filter ut any emplyees that have n wages by using the Filter Optin described t yu in later n in the chapter. Emplyee Name Style If yu are using the wrksheet t assist in filing federal and/r state tax frms, yu may be required t display the emplyee s name in a different frmat. Select the name style that is best suited t yu needs. Calculated Clumns Optins The ptins in calculated clumns will allw yu t determine what infrmatin will be presented in any clumn f the wrksheet that may cntain variable data. Fr example, yu may have multiple states in yur payrll system. Selecting the state yu wuld like t wrk with will activate the selected state wages, state incme tax, and state unemplyment wages n the wrksheet. The fllwing table and cde type allw entry in this sectin: State, Lcal, Cde One, Cde Tw, Cde Three, Other Emplyee Tax, Other Emplyer Tax and tw separate hurs tables. Yu will als have an ptin t Include Current Batch Transactins. T select any specific types, click the preferred ptin and table r cde frm the displayed list. Calculate When all f the preferred settings have been selected, click >Calculate t allw the system t build the requested wrksheet. When the system has finished building the wrksheet, the Payrll Wrksheet will appear with the default clumns displayed: 103

104 Changing Clumns n a Wrksheet Changing a Clumn Width: T change the width f a clumn, place yur muse ver the left-hand side f the clumn title and drag the clumn t the left r right. Remember, a clumn s minimum width is determined by the width f the clumn title. Mving a Clumn: T change the rder f the clumns, place yur muse n the clumn title yu wish t mve and drag the clumn t the left r right. Changing a Clumn Title: T change a clumn s title, click n the clumn yu wish t change. The system will display a pp-up change title ptin windw. Adding r Deleting Clumns: T add a new clumn t the wrksheet r delete an existing clumn, click >Select Clumn and a check style listing f all available clumns will appear. Select the check bx t make a clumn appear n the wrksheet. Click >OK when all the desired clumns have been selected. Save Setting T save the current wrksheet setting, click >Save Setting and the system will allw saving the current wrksheet setting. The setting s included the clumns that are t be displayed alng with the active clumns width, rder and titles, and required selectins alng with ptins selected n the pening tax reprt wrksheet windw. Wrksheet settings d nt save advanced srting r filters. If yu prefer the current setting t be used as default, save the setting with the name f Def[DZ] ([DZ] = Cmpany ID) in the \Advx\XCnnect directry and the system will use these settings as the default setting. Select Filter T set a filter fr the current wrksheet, click >Select Filter and the system will allw yu t activate a filter fr any clumns within the wrksheet Filtered Recrds: If yu select this ptin, the system will allw yu t specify a filter fr the recrds. If yu select this ptin, click >Filter Criteria t define the filtering. Fr example, if yu are using a wrksheet that includes the Tax Cde clumn and it is set t the emplyee pensin plan cde fr the cmpany. If yu prefer t nly see the emplyees that are cntributing t the plan, d the fllwing: Select a filter and select the Tax Cde field. Set the starting range t.01 and then click >OK. The wrksheet will then nly display emplyee recrds fr thse emplyees wh an amunt greater than.01 in the clumn fr Tax Cde. Select Srt T change the recrd srt rder f the wrksheet, click >Select Srt and select the check bx fr the clumn yu prefer t srt the wrksheet with, and then click >OK. Select Required T have the current wrksheet shw nly emplyees wh have a value in a selected clumn, click >Select Required and select the clumn required. A required clumn is similar t filtering, but unlike filters that cannt be saved in a wrksheet s setting, required selectins can be saved. 104

105 Exprting, Cpy and/r Printing Wrksheets Once yu have all the infrmatin displayed in the frmat yu prefer t see, yu may want t print r mve the infrmatin t anther applicatin. Printing the wrksheet in Dimensin will allw yu t print the wrksheet as it is displayed n the screen. If hwever, yu need advanced frmat capabilities, sub-ttals r additinal clumn calculatins. Yu may need t exprt r cpy the wrksheet t a spreadsheet r wrk prcessr prgram. Exprt T exprt the current wrksheet t a TAB Delimited ASCII file, click >Exprt and the system will shw the Exprt Wrksheet Windw. The default flder/file name t exprt t is \Advx\XCONNECT\EXPORT.TXT. T change the exprt file name r flder, click >Brwse. If yu wish t include the wrksheet clumn titles, select the Include Titles check bx. T create the TAB delimited ASCII file click >Exprt Cpy T cpy the current wrksheet t the windws clipbard, click >Cpy Data. Print Selected Printer: This sectin displays the printer currently selected t print t. T change this setting, select Printer Setup. Printer Setup: Allws yu t select which printer t reprt t. The system will default t the Windws default printer. If yu want t change the printer fr this reprt, click >Printer Setup and select the printer frm the Windws printer selectin list. Fnt: This buttn allws yu t define which default fnt t use fr this reprt. If yu want t change the default fnt fr this financial statement, click >Fnt and then select the desired fnt frm the Windws fnt listing. Output: This sectin allws yu t define where the reprt will print and the number f cpies t print. Selected Printer: Select this check bx if yu want the system t print the financial statement t the selected printer. Preview Screen: Select this check bx if yu want the system t print the financial statement t the screen. Cpies: Enter the number f cpies yu want printed. 105

106 Printing 941 Quarterly Tax Frms The 941 Quarterly Tax Frm allws yu t create and print Frm 941 Emplyer s Quarterly Federal Tax Return n the gvernment s preprinted frm r plain paper. NOTE: This sectin explains hw the system will calculate and print the 941 reprt. This sectin will nt explain each line f the 941 reprt. This infrmatin is explained in yur 941 bklet supplied by the IRS. We strngly recmmend that yu read and becme familiar with the 941 frm itself and what the IRS befre yu attempt t create and print the 941 frm. T generate a 941 reprt, click >Reprts >Payrll >941 Quarterly Tax Frms. Fllw the prmpts until presented with the >Print prmpt. Since this prgram uses a Frms Generatr t adhere t the current year s Federal Guidelines, all detailed dcumentatin fr this ptin is self maintained within the 941 applicatin. T review this detailed dcumentatin, select >Additinal Help. Printing Payrll 940 FUTA Frm The Payrll 940 FUTA Frm allws yu t create and print the client s 940 Emplyer s Annual Federal Unemplyment (FUTA) Tax Return n the gvernment s pre-printed frm r plain paper. T generate a 940 reprt, click >Reprts >Client Write-up >Payrll 940 FUTA Frm. Since this prgram uses a Frms Generatr designed arund the current year s Federal Guidelines, all detailed dcumentatin fr this ptin is self maintained within the 940 applicatin. T review this detailed dcumentatin, select >Additinal Help. 106

107 Printing W-2 Frms Selecting Payrll W-2 Frms allws yu t calculate, review, and print W-2 s and W-3 s fr a cmpany. The frms printed n preprinted n apprved frms r plain paper. A full electrnic filing ptin is included als. NOTE: The system des nt require yu t print yur W-2s befre yu begin prcessing payrll in a new year. Just remember t set the prcessing date back t the last day f the prir calendar year t btain the crrect payrll ttals when printing yur W-2s. T generate W-2 s and W-3 s, click >Reprts >Payrll >W-2 Frms. Since this prgram uses a Frms Generatr designed arund the current year s Federal Guidelines, all detailed dcumentatin fr this ptin is self maintained within the W2 applicatin. T review this detailed dcumentatin, select >Hw t Prepare and Print W2/W3 Tax Frms. T review a summarized dcument f just changes fr the current year, select >What s new fr Tax Year 2XXX. Printing 944 Annual Tax Frm The Payrll 944 Annual Tax Frm allws yu t create and print the client s 944 Emplyer s Annual Federal Tax Return n the gvernment s pre-printed frm r plain paper. T generate a 944 reprt, click >Reprts >Client Writeup >Payrll 944 Annual Tax Frm. Since this prgram uses a Frms Generatr designed arund the current year s Federal Guidelines, all detailed dcumentatin fr this ptin is self maintained within the 944 applicatin. T review this detailed dcumentatin, select >Additinal Help. NOTE: Yu shuld nt file Frm 944 Emplyer's ANNUAL Federal Tax return unless the IRS has sent yu ntice t file this return. Mst emplyers must file Frm 941 (Emplyer's Quarterly) at the end f every quarter. 107

108 Quarterly State Frms The Quarterly State Unemplyment Frms Generatr is an add-n mdule t CertiflexDimensin Payrll. The Generatr is designed t print Quarterly State Unemplyment Frms fr selected states. This dcumentatin is a general verview f the prgram. State agencies are cnstantly mdifying frms. Therefre, a special instructin feature is included in the prgram t address each specific state s requirement. All States are nt the same. The Frms Generatr supprts states mst ften requested by ur custmers. If yur state is nt available, please cntact ur Sales Department at t see if yur frm can be added. Frms fr mst states can be printed n blank paper. A few states cntinue t require printing n a preprinted frm. If yur state requires a preprinted frm, please d nt send the Emplyer s Cpy (blank paper frm) t the state. It will mst prbably nt be accepted. Sme states require emplyers with mre than 250 emplyees t file their quarterly state unemplyment frms n digital media. Since every state has unique file frmatting requirements, digital media filing is nly available thrugh ur custm sftware services. Fr mre infrmatin n this service, please cntact the Sales Department at Required Resurces Installatin Getting Started Laser Printer: The Generatr is designed t print frms n a Laser Printer (HP 4 and abve). Many states allw frms t be printed n plain paper and ften include barcdes required fr scanning. Additinal Fnts and Resurces: The Generatr uses additinal fnts and ther resurces licensed frm Greatland/Nelc Frms Cmpany. Many f these resurces require mandatry annual updates, r mre ften in sme instances, t crrectly prduce up-t-date tax frms. It is EXTREMELY IMPORTANT t subscribe t Sftware Maintenance service t insure yur Frms Generatr is in cmpliance with yur state agency s mst current requirements. Prgrams and Resurces: A demnstratin Frms Generatr is autmatically installed with all CertiflexDimensin Payrll and Client Write-up prgrams. The demnstratin prgram allws yu t print ne quarterly frm per cmpany. Frms fr subsequent quarters require purchasing and installing a registered versin f the Quarterly State Unemplyment Frms Generatr mdule. Fnt Installatin: The Frms Generatr requires special tax fnts installed n each wrkstatin used t print state frms. T install the special fnts, click >Install Dimensin Fnts frm the Optins menu. T print Quarterly State Frms, click >Reprts >Payrll >Quarterly State Frms. The Frms Generatr includes a cnvenient prgram wizard t walk yu thrugh the steps t create yur frms. 108

109 Step 1: Frm Style and State Table Step 2: Preparer Infrmatin Step 3: Emplyer Infrmatin Step 4: Wage Limits and Rates Step 5: Wage Calculatin Step 6: Print State Frm Since cmpany infrmatin set-up in Steps 1 thrugh 3 rarely changes, these steps will be autmatically skipped the next time yu print a frm fr the same cmpany. Frm Style and State Table Select the Frm Style and State Table Number fr the state yu wish t print and select Include Current Batch Transactins if yu wish t include unpsted batch amunts in the calculatin. Once yu have selected the Frm Style, yu shuld select Special Instructins t review additinal instructins fr yur specific state frm. Click >Next t cntinue. 109

110 Preparer Infrmatin Sme state frms will require specific infrmatin regarding the tax frm preparer. Click >Next t cntinue. Emplyer Infrmatin 110

111 Mst f the data fr the Emplyer Infrmatin screen will be autmatically transferred frm the Cmpany Cntrl File and Master Data. Sme states require additinal accunt numbers and cdes that have been assigned t the emplyer. If yur cmpany requires frms fr multiple states, select the Multiple States check bx. The system will begin at Step 1 (Frm Style and State Table) each time s that yu will nt have t use the Back buttn t select anther frm. If yur state requires yu t reprt S.I.T. depsits n a daily r weekly basis, select the Daily r Weekly SIT Depsits check bx. Click >Next t cntinue. Wage Limits and Rates Enter yur current U.I. Wage Limit and U.I. Base Cntributin Rate fr the reprting perid. If yur state has a separate line fr an Additinal U.I. Rate, make sure the Base U.I. Rate des nt include the additinal rate amunt. Since sme states d nt ntify emplyers f rate changes until after the quarter ends, the Frms Generatr prgram will use the rate yu have entered here t recalculate all emplyer U.I. Cntributins. If yur state als requires State Disability Insurance, yu will be allwed t set the SDI Wage Limit and Cntributin Rate. Click >Next t cntinue. 111

112 Quarterly State Frm Wage Calculatin The Wage Calculatin screen shws the ttal f all calculated data. Unemplyment Tax Sectin Ttal U.I. Wages: Sum f wages subject t U.I. Cntributins fr the payrll reprting perid. Wages in Excess: Sum f wages subject t U.I. Cntributins in excess f the U.I. Wage Limit. Ttal Taxable U.I. Wages: Sum f wages subject t U.I. Cntributin nt in excess f the limit. Nrmally yu wuld nt need t adjust this amunt unless emplyee wages have been recrded in the wrng payrll-reprting perid. If yu make changes t this amunt, the system will recalculate the difference int the Wages in Excess. Ttal U.I. Cntributins: Ttal taxable U.I. Wages times the ttal U.I. Cntributin Rate. Ttal SDI Cntributins: If yur state has a SDI tax, this amunt is SDI Wages times SDI Rate. U.I. Tax Subttal: Ttal U.I. Cntributins plus ttal SDI Cntributins. Ttal Adjustments: This amunt is the ttal f any interest, penalty, credits r previusly unpaid balance. Mst state frms describe the frmulas fr calculating late fees, interest r penalty n the back f the preprinted frm. Ttal U.I. Tax Due: U.I. Tax Subttal plus Ttal Adjustments. State Wages and Withhlding Sectin This sectin will be active nly if yur state includes State Wages and SIT withhlding n the State Unemplyment frm. 112

113 Edit Details SIT Withhlding Liability: The ttal amunt f SIT tax yu have withheld frm emplyees. Nrmally yu wuld nt adjust these numbers unless emplyee wages and withhlding have been recrded in the wrng reprting perid. Ttal Payments and Credits: Enter the ttal f all SIT depsits and any credits issued by the state. The numbers shuld be entered as psitive numbers. Ttal Withhlding Tax Due: SIT Withhlding Liability minus Ttal Payments and Credits. Ttal Tax Due: Ttal U.I. Tax Due plus Ttal Withhlding Tax Due. The Edit Details ptin allws yu t change the infrmatin printed fr each emplyee n mst state frms. Changes made t the detailed infrmatin will nly alter the infrmatin that prints n the frm and des nt affect emplyee recrds. This ptin shuld be used with cautin. T change the detailed infrmatin f an emplyee, click the >Edit Details buttn. Exprt Detail The system will display the emplyee detail in a grid frmat that accepts direct entry. Remember, the preferred methd t change this infrmatin is t adjust the actual emplyee recrd and recalculate the reprt. The Exprt Detail ptin allws yu t exprt emplyee wage detail t a delimited file. This is extremely helpful if yur state requires yu t file state unemplyment electrnically. Almst every state requiring electrnic filing ffers dwnladable sftware t uplad emplyee wages frm a delimited file. T exprt the emplyee wage detail, click the >Exprt Detail buttn. 113

114 The system will display the emplyee detail t be exprted. Click the >Exprt buttn and the system will prmpt yu t name and save the file. It is recmmended that yu save this file in the flder being used t transfer the delimited wage recrds (i.e. C:\QuickFile). Yu can save the wage recrds in either a tab (*.Txt) r cmma (*.Csv) delimited frmat. Print State Frms The Print State Frms windw includes the standard printer cntrls fund in all CertiflexDimensin prgrams. In additin, the fllwing print ptins are specific t the Quarterly State Unemplyment Frms Generatr: Output Media Labeled Frm: This ptin is available fr states where preprinted frms are required. Selecting this ptin will allw the Frms Generatr t print the variable payrll data and nt include infrmatin such as Cmpany Name, Address, etc. This infrmatin is preprinted n the frm received frm the taxing agency. Blank Frm: This ptin is available fr states where preprinted frms are required. Selecting this ptin assumes that the preprinted frm is a blank generic frm available frm mst states and des nt include cmpany specific preprinted infrmatin. Blank Paper: This ptin is available fr states allwing frms t be printed n plain paper. Fr states requiring preprinted frms, this ptin can be selected t print the Emplyer Cpy f the frm. 114

115 Emplyee Earnings Statement The Emplyee Earnings Statement prvides summarized infrmatin cmpiled frm an emplyee s earnings, withhldings and grss and net pay data. It can be used per pay perid as a check stub supplement r at year-end as an extensin t emplyee W-2s. T access this statement click >Reprts >Payrll >Emplyee Earnings Statements. At the Print Emplyee Earnings Statements screen, yu will be prmpted t define the fllwing: Selected Emplyees Class: If needed, set the Starting and Ending Class range. Direct Depsit Emplyees Only: Select this ptin t print earnings statements just fr thse emplyees wh use direct depsit. Paid Last Check Run Only: Select this ptin t print earnings statements just fr thse emplyees wh received paychecks in the mst recent check run. Filter: Allws yu t print an earnings statement fr a single emplyee thrugh filtering by name. Srt By: Select ne f the fllwing ptins t define the printing rder f the earnings statements. Optins Dept. Name Number Include Last Check Clumn: The earnings statement will print Year-t- Date ttals by default. Check this bx t als include ttals frm the emplyee s mst recent paycheck. Print Vacatin Balance: Check this bx t print the emplyee s balance f ttal vacatin hurs. 115

116 Print Sick Time Balance: Check this bx t print the emplyee s balance f ttal sick time hurs. Selected Printer T change the printer settings, click n the Printer Setup buttn. Output Select t send the Emplyee Earnings Statements t Selected Printer, Preview Screen r Text File. Additinal Ntes t Print Enter any additinal text yu wuld like printed n the statements. T print the Emplyee Earnings Statement click n the Print buttn. 116

117 Certified Payrll Reprt (WH-347) The Certified Payrll Reprt is required fr many cmpanies invlved in gvernment cntracts. Since the Certified Payrll reprt cmbines infrmatin frm CertiflexDimensin Jb Cst with detailed emplyee data t prduce the Certified Payrll reprt, CertiflexDimensin Jb Cst system is required. One f the main functins f the Certified Payrll Reprt is t reprt standard and vertime hurs each emplyee has wrked n a certified jb n a daily basis. Therefre, emplyee pay data must be entered daily. The payrll system allws entering the date wrked n each allcatin line by activating the payrll master data ptin, Ask Date Wrked. The reprt will print all active jbs set t Certified Payrll that had pay data fr the selected perid. The Certified Payrll Reprt als prints emplyee hurs by wrkers classificatin. Payrll Departments are used as the wrker s classificatin. If yu have emplyee time allcated t a jb fr financial tracking (i.e. supervise r salary), but wish t exclude this time frm Certified Payrll, set a department t Supervisr Only Department. All hurs allcated t a Supervisr Only Department will be excluded frm the reprt. The reprt may ptinally create the actual WH-347 frm. Mst states accept the WH-347 fr gvernment cntracts. Please check with yur state fficials t see if there are additinal requirements fr yur state r cntract type. T print the Certified Payrll reprt fr a pay perid, click >Reprts >Payrll >Certified Payrll Reprt (WH-347). Optins Cmpany Name: Street Address City/State and Zip Fr the Week Ending: Enter the ending date fr the wrkweek being reprted. 117

118 Check Date: Enter the date the payrll check was printed fr the wrkweek being reprted. Payrll Number: Enter the payrll number fr the wrkweek being reprted. Type: Select Cntractr r Subcntractr Margins: Adjust the tp and left margins t fr alignment n yur printer if using preprinted frms. Output Device: Select either Printer r Preview/Digital File. Preprinted Frm: Select if printing the WH-347 frm n plain paper. Once the apprpriate ptins have been selected, click >Print t print the Certified Payrll Reprt. 118

119 Payrll WrkSheet Reprts Using WrkSheet Reprts in CertiflexDimensin is an easy, yet pwerful prtin f the prgram. Yu can use this system t create almst any interactive WrkSheet yu desire. T use a Payrll WrkSheet Reprt, click >Reprts >Payrll >WrkSheet Reprts. The system will display a WrkSheet Listing fr yur selected mdule. Select the WrkSheet yu wish t use and click > Create. NOTE: Each WrkSheet can be saved in three different styles. The system will always start with the Default style saved fr this WrkSheet. The ptins fr frmatting and printing WrkSheets are the same in all systems. Fr detailed infrmatin abut each f these specific functins, please refer t yur CertiflexDimensin System Manager Guide WrkSheet Reprts. WrkSheets Belw is a list f WrkSheet Reprts available fr this mdule. Year-t-Date Cmparative Year Wages by Quarter Federal Tax Amunts - MTD Federal Tax Amunts - QTD Federal Tax Amunts YTD 119

120 Mnth & Year End Prcedures Start New Perid Files The Payrll data files are nt dated files. When yu start new perid files the system will nt actually create a new file fr the new perid each mnth, but will instead change the prcessing dates the system is wrking n. Yur Payrll data is kept in mnthly amunts, s n actual mnthly ttals are cleared. This means that the system will allw yu t g back t any prir perid t print reprts. Any reprt printed in a prir perid will print nly the infrmatin assciated with the selected perid. Fr example, if yu have already prcessed payrll in April, yu can generate a 1 st quarter 941 simply by changing yur system date t 03/31 and executing the ptin t print the 941 reprt. Yu can als print W2 s after new year prcessing has begun. This is be dne by changing yur system date t the last day f the prir year and chsing the ptin t print W2 s. Yu must execute this ptin at the end f each mnth t tell the system what perid yu are wrking in. When yu select the ptin t start new perid files and yur current system date is the last perid f the year, the system will autmatically clear the Year-t-Date ttals fr yu. Befre starting new perid files make sure yu have a current backup f the system. It is very imprtant that a backup is perfrmed. In case an errr ccurs during the new perid creatin prcess. When the backup is cmplete, click >File >Start New Perid Files [F3]. 120

121 The system will display the individual prgrams t start the new perids file. The Ending Perid clumn will display the ld perid ending date. This is the perid just cmpleted. The Active Perid Ending Date shuld be set t match the date shwn fr the Payrll. When yu check Payrll, the system will display the new perid in the Ending Perid clumn. This is the perid the system will create. Click >View t display any checklist reminders defined fr the prgram. When yu click >Next, the system will begin the new perid creatin prcess fr the prgram selected. The system will display a status bar as the prcess is cmpleted. If the system encunters any errrs during the prcess, an errr message screen will be displayed. NOTE: Payrll data files are yearly dated files. When yu execute this ptin with a 12/31/xx system date, the system will create a new set f files fr the new calendar year. When yu start files fr a new year, the system will prmpt yu t delete inactive emplyees. If yu select the ptin t delete inactive emplyees, the system will nt bring any emplyees marked inactive int the new year. Hwever, these emplyees will exist in the ld year. Cmpress Emplyee Check Histry Cmpressing the emplyee check histry allws yu t have the system remve ld payrll checks frm the data files. Yu shuld peridically select this ptin t remve ld check infrmatin that is n lnger needed. We recmmend that yu perfrm this ptin as part f the year-end prcessing prcedure. Fr example, if yu wish t retain the last tw years f check infrmatin n file. At the beginning f each year, yu wuld cmpress the unneeded year. T cmpress the emplyee check histry infrmatin, click >File >Data File Maintenance >Cmpress Data Files. 121