Payroll Setup Manual. Full Contact Accounting Professional Business Manager

Transcription

1 Payroll Setup Manual Full Contact Accounting Professional Business Manager

2 This Page Intentionally Left Blank.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

67 Chapter 9- Set Up Payroll Templates After the Fact Payroll (Cont d) Some clients will combine Federal, Social Security, and Medicare Withholding as a single number. If the Fed Default ATF Tax Mode is set to Auto Correct on the General tab in Setup/Options, enter the Combined Federal Tax as Federal Withholding and the system will make the necessary adjustments to move Social Security and Medicare from Federal Withholding. If the client uses more than one pay on a regular basis and it is necessary to show separate pay items, see the following example. If the client has some employees who always have tips and some who do not have tips, two templates should be created. Name one Default and the other Wages with Tips. Be sure to assign the appropriate template to each employee. 9-3

68 Chapter 9- Set Up Payroll Templates After the Fact Payroll (Cont d) If individual payroll checks are entered for each employee and one or some of the employees are salaried, create a unique template for each salaried employee. Enter the amount for each pay item in the template. This will save much data entry time because when entering checks, the amount will be filled in after the employee is selected. If the employee receives a check for a different amount for a bonus or something similar, overwrite the amounts on the Payroll Check screen during data entry. This will not affect the amounts on the template. The following example demonstrates this type of template. Set up a unique template for an employee if he or she is the only one in the company who has a certain deduction such as child support. If the employee with child support is not a salaried employee, but the support deduction is always the same amount, leave all amounts except child support at

69 Chapter 9- Set Up Payroll Templates Payroll Checkwriting When setting up a Payroll Template for Payroll Checkwriting, DO NOT enter payroll taxes. The system will calculate all payroll taxes. There are two grids in the Payroll Template screen. Pay items and deductions can be entered in either grid. For payroll checkwriting, create a row for each pay item (Regular Pay, Overtime, Tips, etc) that is used most pay periods. Also create a row for any deduction that is used frequently and has a different amount for each employee each payroll run (such as employee advances). Enter standard deductions that may be used by any employee in the bottom grid. To set up a payroll template for payroll checkwriting: 1. Select Setup/Payroll Templates. 2. Type Default in the Template Name field. 3. Create a row for each desired item by entering the appropriate Payroll Item in the Item field. Examples: Hourly employees are paid for regular hours. Many employees receive overtime pay most pay periods. Many employees have a standard deduction for insurance. Some employees in a company are salaried. They may also have a deduction for insurance. 9-5

70 Chapter 9- Set Up Payroll Templates Payroll Checkwriting (Cont d) Some employers give employees cash advances between payroll periods. These amounts vary from employee to employee from week to week. If they happen frequently, include them in the top grid of the template. A company may offer a 401K or simple plan for employees to make tax deferred contributions to a retirement account. The company may match some or all of the employee s contribution. By entering all possible deductions and employer accruals in the bottom grid of the template, an amount or rate entered in the Item/Limit screen of the contact will be calculated at run time. 9-6

71 Chapter 9- Set Up Payroll Templates Payroll Checkwriting (Cont d) When a company offers direct deposit, most employees elect to have 100% of their net pay deposited to their checking account. Some employees may elect to deposit a portion of their net pay to savings or to a second bank account. When setting up the template, the direct deposit which is to be 100% of the remaining net MUST be the last item in the bottom grid. 9-7

72 Chapter 9- Set Up Payroll Templates Payroll Checkwriting (Cont d) If a payroll item is unique to an employee (such as child support), set up a template for that employee and use only the payroll items that apply to the employee. 9-8

73 Chapter 10 - Set Up Employees Chapter 10 - Set Up Employees 1. Select Setup/Contacts. 2. Enter all necessary information on the Contact tab. 3. Check the appropriate box for an Employee, Vendor or Other contact. 4. Enter all necessary information on the Employee tab. Click on the Dept. Pay Rates, Item Limits and Taxes buttons as appropriate and enter all necessary information. 5. Set up bank information on the Banking tab if the employee is using direct deposit. 10-1

74 Chapter 10 - Set Up Employees The Lookup and Display Name fields that appear above the tabs are for informational purposes. They will show the information for the selected contact. These fields are displayed when any tab for this contact is selected and cannot be edited. To change the Lookup or Display Name, edit the fields within the body of the Contact tab. The contact type selection boxes will appear at the bottom of the screen when any tab for this contact is selected. The Employee box MUST be checked for employees. Check the Vendor box for contacts whose payments are to be included in the Tax and Other Third Party Checks total on the Payroll Cover Letter. 10-2

75 Chapter 10 - Set Up Employees Contact Tab Lookup This can be any desired alphanumeric combination. It is recommended that the employee s name is included in the Lookup field to minimize the possibility of selecting the wrong contact during data entry. Primary Contact Does not usually apply to employees. Organization Does not usually apply to employees. Status Does not usually apply to employees. Name Information entered in the Title, First, Middle, Last and Suffix fields prints on payroll tax returns such as state unemployment and W2s. Gender This field is optional unless the state requires gender on the state unemployment return. Display Name Information entered in this field will print as the payee name on the check. This will also be the employee name on the payroll registers. Business Name Does not usually apply to employees. Address Enter the employee s address here. Use the second address field as necessary for two line addresses. City Enter the employee s city here. This field is part of the address. State Enter the employee s state here. This field is part of the address. Postal Code -Enter the employee s zip code here. This field is part of the address. Country Enter a country here only if the employee s address is outside of the US. Phone 1 Phone 4 Enter phone numbers here, if desired. Fax Enter fax number here, if desired. 1 and 2 Enter addresses here, if desired. 10-3

76 Chapter 10 - Set Up Employees Vendor Tab The Vendor tab does not contain any information necessary for contacts who are employees. Customer Tab The Customer tab does not contain any information necessary for contacts who are employees. Employee Tab The Employee tab contains employee information. Some fields are required for after the fact payroll and payroll checkwriting. Other fields are required for payroll checkwriting only. SSN Enter the employee s social security number. Dashes MUST be entered. Type This is a user defined field that can be used to separate one type of employee from another. Enter any alphanumeric combination in this field. Class This is a user defined field that can be used to further identify employees. It may be used to separate employees for workman s compensation purposes. Enter any alphanumeric combination in this field. Hired Enter the employee s hire date in this field. Terminated Enter the employee s termination date in this field. Entering a termination date will suppress the employee on the Payroll Time Sheet. 10-4

77 Chapter 10 - Set Up Employees Pay Rate Enter the employee s hourly pay rate or salary for the pay period in this field for payroll checkwriting clients only. Pay Period Select the appropriate pay period from the drop down list for payroll checkwriting clients only. Select Annual, Biweekly, Daily, Default, Monthly, Quarterly, Semiannual, Semimonthly or Weekly. The system will withhold federal and some state income tax based on the pay period selected. If Default is selected, the system will use the pay period defined on the Company Payroll Defaults tab in the Setup/Options screen. Department Select the employee s default department from the drop down list. Pay Template Select the appropriate pay template from the drop down list. WH State If this employee s withholding tax state is the default withholding state that was entered on the Company Payroll Defaults tab, leave Default in this field. If this employee s withholding state is different from the default state, select the appropriate state from the drop down list. UI State If this employee s unemployment tax state is the default unemployment state that was entered on the Company Payroll Defaults tab, leave Default in this field. If this employee s unemployment state is different from the default state, select the appropriate state from the drop down list. DI State If this employee s disability tax state is the default disability state that was entered on the Company Payroll Defaults tab, leave Default in this field. If this employee s disability state is different from the default state, select the appropriate state from the drop down list. Locale Select the appropriate default tax area for this employee from the drop down list. DOB Enter Employee s Date of Birth. Last Raise Enter date of last raise. Previous Rate Enter the previous rate of pay. 10-5

78 Chapter 10 - Set Up Employees Seasonal Checking this box will cause the employee to be noted as a seasonal employee on the appropriate state unemployment return. This field may also be used for internal informational purposes. Officer Checking this box will include this employee s wages in the Total Exempt Officers Wages box on the appropriate state unemployment returns. This field may also be used for informational purposes. Salaried Checking this box will cause this employee to be noted as a salaried employee on the appropriate state unemployment return. Any employees without a check will be noted as hourly. This field may also be used for informational purposes. Pension Plan Any employee with a check in this field will receive a W2 with an X in the Retirement Plan box. This field may also be used for informational purposes. Cafeteria Plan This field may be used for informational purposes. Deferred Income Any employee with a check in this field will receive a W2 with an X in the Retirement Plan box. This field may also be used for informational purposes. Statutory Any employee with a check in this field will receive a W2 with an X in the Statutory Employee box. Inactive Checking this box will remove the employee from the drop down list in the payroll check entry screen. This field may also be used for informational purposes. Deceased This field may be used for informational purposes. Employee File W4/I9 This field may be used for informational purposes. 10-6

79 Chapter 10 - Set Up Employees Exemptions FWH Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A check mark in this box will cause the employee s wages to be excluded from federal withholding taxable wages on the 941, W2s and W3. SWH - Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A check mark in this box will cause the employee s wages to be excluded from state withholding taxable wages on the state withholding return, W2s and W3. LWH - Do NOT check this box if the employee is claiming to be exempt from withholding because he had no tax liability in the previous year. A check mark in this box will cause the employee s wages to be excluded from local withholding taxable wages on the local withholding return, W2s and W3. FUTA Check this box if the employee is exempt from Federal Unemployment Tax. (See Chapter 1 of the Payroll Reference Manual for rules regarding FUTA exempt employees.) SS Emp Check this box if the employee is exempt from Social Security withholding. (See Chapter 1 of the Payroll Reference Manual for rules regarding Social Security exempt employees.) SS Co Check this box if the employee is exempt from the company portion of Social Security Tax. (See Chapter 1 of the Payroll Reference Manual for rules regarding Social Security exempt employees.) Medi Emp Check this box if the employee is exempt from Medicare withholding. (See Chapter 1 of the Payroll Reference Manual for rules regarding Medicare exempt employees.) Medi Co Check this box if the employee is exempt from the company portion of Medicare Tax. (See Chapter 1 of the Payroll Reference Manual for rules regarding Medicare exempt employees.) SUI Emp Check this box if the employee is exempt from State Unemployment withholding. (Check with the state tax authority for rules regarding exempt employees.) SUI Co - Check this box if the employee is exempt from State Unemployment tax. (Check with the state tax authority for rules regarding exempt employees.) SDI Emp - Check this box if the employee is exempt from State Disability withholding. (Check with the state tax authority for rules regarding exempt employees.) SDI Co - Check this box if the employee is exempt from State Disability tax. (Check with the state tax authority for rules regarding exempt employees.) 10-7

80 Chapter 10 - Set Up Employees Departmental Pay Rates The program will remember multiple pay rates for one employee who works in different departments within a company. 1. Click on the Dept. Pay Rates button to open the Departmental Rates window. 2. Select the appropriate department from the drop down list in the Department field. 3. Enter the appropriate rate for the selected department in the Rate field. Do NOT enter the employee s default department and pay rate in the Departmental Rates screen. In the example above, Susan Davis usually works as a waitress for $2.25 per hour. She sometimes works in other departments at different rates per hour. If the department in the check entry screen is changed from the default department, the rate will change according to the Departmental Rates table above. 10-8

81 Chapter 10 - Set Up Employees Item Limits Enter standard deduction or accrual items, amounts or rates, limit types and limits on the Item Limits screen. 1. Click on the Item Limits button. 2. Select the desired Item from the drop down list. 3. Enter the rate or amount in the Rate field. 4. Select the appropriate limit Type from the drop down list, if necessary. 5. Enter the limit amount in the Limit field, if necessary. In the above example, the following deductions will be taken. 1. $25.79 will be deducted from each paycheck until the limit of $51.58 has been reached each month. 2. The smaller of $ or 22% of the disposable net pay will be deducted from each paycheck until the lifetime limit of $ has been reached. 3. 3% of the employee s gross pay will be taken for the 401K deduction. 4. $15.00 will be deducted from each paycheck as a direct deposit into her savings account % of the remaining net pay will be direct deposited into her checking account. 10-9

82 Chapter 10 - Set Up Employees Taxes Enter withholding tax information on the Taxes screen. 1. Click on the Taxes button. Federal 2. Select M or S from the drop down list in the Table field. 3. Enter the number of Dependents shown on the W4. 4. Enter an additional amount or % in the WH Extra field if desired. If the employee wants an extra $10.00 withheld from each paycheck, enter If the employee wants an extra 2% withheld from each paycheck, enter 2.00%. Note: If an employee is claiming to be exempt from withholding because he had no tax liability last year, set him up as Married with 99 dependents. If an employee wants a flat amount withheld from each check, set him up as Married with 9999 dependents and enter in the WH Extra field. If an employee wants 29% withheld from each check, set him up as Married with 9999 dependents and enter 29.00% in the WH Extra field

83 Chapter 10 - Set Up Employees EIC 5. Select the appropriate Table from the drop down list. State Withholding 6. Select the state the employee resides in from the drop down list in the State field. 7. Enter the appropriate table name in the Table field. 8. Enter the number of dependents, if applicable, in the Dependent field. 9. Enter an amount or percent for extra withholding in the Extra field. Local Withholding 10. Select the Tax Entity from the drop down list in the Locale field. (Local Withholding Tax Tables MUST be set up first. See Appendix A.) 11. Enter the appropriate table name in the Name field. 12. Enter an extra amount or percent in the Extra field, if desired. 13. Click OK to save the changes

84 Chapter 10 - Set Up Employees Banking Tab Use the Banking tab to set up employee bank information for an employee with Direct Deposit. 1. Select New to add a new bank account or click on an account to edit or delete and select Edit or Delete

85 Chapter 10 - Set Up Employees 2. Type Ck in the Lookup on the Bank Account Screen. Important Note: Use the same Lookup (Ck) for all employees who have only one Direct Deposit. This will allow the use of one common template. If an employee has a Direct Deposit posting to a Savings Account in addition to the checking, use Svg for the Lookup. If there are multiple checking or savings accounts that need to be set up, use Ck1, Ck2, Svg1, Svg2, etc. 3. Select Checking or Savings in the Type field, as appropriate. 4. Enter the Employee s Account Number, Routing Number and ABA Number in the appropriate fields. 5. Enter the Bank Name, Address, City, State and Zip in the appropriate fields. 6. Click OK to save and click the Save icon in the toolbar

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87 Chapter 11- Set Up Screen Options and Column Configuration Chapter 11 - Set Up Screen Options and Column Configuration There are two tabs for screen options in Activities/Quick Check. The Quick Check System tab allows the user to define data entry preferences for all clients. System options may be overridden by settings on the Quick Check Client tab. Settings on this screen are User specific. 1. Select Activities/Quick Check. 2. Click on the Options icon in the toolbar or select Edit/Commands/Screen Options from the menu. 3. Click on the Quick Check System tab. (This step needs to be done only one time by each user as these settings are global. 4. Select the desired Value for each field from the drop down list. Default Move First The first check entered for the period will appear when the screen is opened. Last The last check entered for the period will appear when the screen is opened. New A new check may be entered when the screen is opened. 11-1

88 Chapter 11- Set Up Screen Options and Column Configuration Always Ask Before Saving Yes A dialog pops up asking to save each check. No Each check is automatically saved when New is selected. Ask Before Adding Contacts Yes A dialog pops up asking if you want to add a new contact. No A new contact will be automatically added to the contact manager. Edit New Contacts Yes The contact manager will open and contact information may be edited. No The contact manager screen does not open. Select Setup/Contacts to edit a contact. Edit Mode Bank Opens the fields below in General Check grid. Payable Opens the fields below in the General Check grid. Validate Amount Yes Check amount must be entered in the Amount field at the top of the screen. The program will not save the check unless the total of all splits matches the entered amount. No The cursor will skip the Amount field at the top of the screen and checks will be saved without validation. Skip Contact Yes The cursor will not stop in the Pay to the order of field as you enter or tab through the check. You can, however, use your mouse to click in the field and enter a Payee. (Do NOT select this option for payroll.) No The cursor will stop in the Pay to the order of field as you enter through the check. 11-2

89 Chapter 11- Set Up Screen Options and Column Configuration Skip Date Yes The cursor will not stop in the Date field as you enter or tab through the check. You can, however, use your mouse to click in the field and enter a memo description. (If this option is selected the default Date on all checks will be the system date on the computer.) No The cursor will stop in the Date field as you enter through the check. Skip Memo Yes The cursor will not stop in the Memo field as you enter or tab through the check. You can, however, use your mouse to click in the field and enter a memo description. No The cursor will stop in the Memo field as you enter through the check. Remember Date Yes The system will remember the date of the last check entered while this window is open. No The system will enter the computer s system date in the date field for each new check. FED ATF Tax Mode Default The system will save ATF Payroll checks based on the selection made on the General tab in Setup/Options. As Entered - The system will save ATF payroll checks as entered without checking or correcting Social Security or Medicare Withholding Taxes. Prompt - The system will compare Social Security and Medicare Withholding taxes entered to what should have been withheld. If there is a discrepancy, a window will pop up and show what should have been withheld. The check can be saved with the incorrect amounts or the amounts can be edited. Auto Correct - The system will adjust the Social Security and Medicare to the correct amounts, if necessary, and will adjust any discrepancy through Federal Withholding. State ATF Tax Mode Default The system will save ATF Payroll checks based on the selection made on the General tab in Setup/Options. As Entered - The system will save ATF payroll checks as entered without checking or correcting state unemployment or disability withholding taxes. Prompt - The system will compare state unemployment or disability withholding taxes entered to what should have been withheld. If there is a discrepancy, a window will pop up and show the amount which should have been withheld. Save the check with the incorrect amounts or edit the check. Auto Correct - The system will adjust the state unemployment or disability withholding to the correct amounts, if necessary, and will adjust any discrepancy through state withholding tax. 11-3

90 Chapter 11- Set Up Screen Options and Column Configuration Warn when date not in period Yes The following dialog box will pop up when the program tries to save a check that has a date outside of the current period. No The program will save a check that has a date outside of the current period without any warning. Warn Duplicate Check Yes The following dialog box will pop up when the system tries to save a check with a number that has already been used. No The program will save the duplicate check number without a warning. Minimum Wage Enter the default minimum wage. If no amount is entered here, the system will use the default federal minimum wage. 11-4

91 Chapter 11- Set Up Screen Options and Column Configuration 5. Click on the Quick Check Client tab. 6. Select the desired Value for each field from the drop down list. Ask Before Adding Contacts Default The program will use the value selected on the Quick Check System tab. Yes A dialog pops up asking if you want to add a new contact. No A new contact will be automatically added to the contact manager. Edit New Contacts Default The program will use the value selected on the Quick Check System tab. Yes The contact manager will open and contact information may be edited. No The contact manager screen does not open. Select Setup/Contacts to edit a contact. 11-5

92 Chapter 11- Set Up Screen Options and Column Configuration View Period The value selected will determine what checks will be seen when the Transaction List is selected or entries are scrolled through. Accounting Year To Date All payroll checks for the current accounting year to date. All All payroll checks processed for this client. Current Accounting Period All payroll checks for the current accounting period. Last 30 Days All checks with a date within the last 30 days of the system date. Last 60 Days All payroll checks with a date within the last 60 days of the system date. Last 90 Days All payroll checks with a date within the last 90 days of the system date. Last Year All payroll checks with last year s date. Year To Date All payroll checks year to date for the current calendar year. Edit Mode Default The program will use the value selected on the Quick Check System tab. Bank Opens the fields below in General Check grid. Payable Opens the fields below in the General Check grid. View By Bank Account Yes Only checks for the selected bank account will appear in the list or when scrolling through the transactions. No All checks for all bank accounts will appear in the list or when scrolling through the transactions. Validate Amount Default The program will use the value selected on the Quick Check System tab. Yes Check amount must be entered in the Amount field at the top of the screen. The program will not save the check unless the total of all splits matches the entered amount. No The cursor will skip the Amount field at the top of the screen and checks will be saved without validation. Skip Contact Default The program will use the value selected on the Quick Check System tab. Yes The cursor will not stop in the Pay to the order of field as you enter or tab through the check. You can, however, use your mouse to click in the field and enter a Payee. (Do NOT select this option for payroll.) No The cursor will stop in the Pay to the order of field as you enter through the check. 11-6

93 Chapter 11- Set Up Screen Options and Column Configuration Skip Memo Default The program will use the value selected on the Quick Check System tab. Yes The cursor will not stop in the Memo field as you enter or tab through the check. You can, however, use your mouse to click in the field and enter a memo description. No The cursor will stop in the Memo field as you enter through the check. Remember Date Default The program will use the value selected on the Quick Check System tab. Yes The system will remember the date of the last check entered while this window is open. No The system will enter today s date in the date field for each new check. Default Discount Account Default Any discount for the item will post to the account selected for the item. XXX Select an account from the drop down list to post all discounts. Default Checking Account Last Used The screen will always open with the account that was used last selected. XXX Select a specific account from the drop down list. The screen will always open to the selected account. FED ATF Tax Mode Default The system will save ATF Payroll checks based on the selection made on the General tab in Setup/Options. As Entered - The system will save ATF payroll checks as entered without checking or correcting Social Security or Medicare Withholding Taxes. Prompt - The system will compare Social Security and Medicare Withholding taxes entered to what should have been withheld. If there is a discrepancy, a window will pop up and show what should have been withheld. The check can be saved with the incorrect amounts or the amounts can be edited. Auto Correct - The system will adjust the Social Security and Medicare to the correct amounts, if necessary, and will adjust any discrepancy through Federal Withholding. 11-7

94 Chapter 11- Set Up Screen Options and Column Configuration State ATF Tax Mode Default The system will save ATF Payroll checks based on the selection made on the General tab in Setup/Options. As Entered - The system will save ATF payroll checks as entered without checking or correcting state unemployment or disability withholding taxes. Prompt - The system will compare state unemployment or disability withholding taxes entered to what should have been withheld. If there is a discrepancy, a window will pop up and show the amount which should have been withheld. Save the check with the incorrect amounts or edit the check. Auto Correct - The system will adjust the state unemployment or disability withholding to the correct amounts, if necessary, and will adjust any discrepancy through state withholding tax. Warn when date not in period Default The program will use the value selected on the Quick Check System tab. Yes The following dialog box will pop up when the system tries to save a check that has a date outside of the current period. No The system will save a check that has a date outside of the current period without any warning. Enter time mode Some time clock programs report time worked as hours and minutes or total minutes. Enter either of these in the Time field and the system will automatically convert to decimal equivalent in the Qty field. Hours and Minutes Enter hours and minutes as in the Time field. For example, enter 72 hours and 36 minutes as in the Time field. The system will convert the value to hours in the Qty field. Minutes Enter the total minutes worked in the Time field. For example, enter 4,320 minutes in the Time field. The system will convert the value to 72 hours in the Qty field. 11-8

95 Chapter 11- Set Up Screen Options and Column Configuration Wage Check Mode The program will test a payroll check for an employee with tips to ensure that the employee is receiving minimum wage. Hourly wages which are less than minimum wage plus tips entered should bring an employee to at least minimum wage. Ignore The program will save the check as entered, without verifying minimum wage. Add to Tips The program will automatically increase Tips to bring the employee up to minimum wages. Add to Wages The program will increase the hourly rate to bring the employee up to minimum wage. Prompt The following dialog box will appear if the check does not meet minimum wage. Click Add to Pay to increase the pay. Click Add to Tips to increase the tips. Click Ignore to save the check as entered. Click Return to Edit to go back to the data entry screen. Warn Duplicate Check Default The program will use the value selected on the Quick Check System tab. Yes The following dialog box will pop up when the system tries to save a check with a number that has already been used. No The program will save the duplicate check number without a warning. 11-9

96 Chapter 11- Set Up Screen Options and Column Configuration Minimum Wage Enter the minimum wage for this client. The program will use the value selected on the Quick Check System tab. 7. Click OK to save the changes

97 Chapter 11- Set Up Screen Options and Column Configuration Column Configuration for Payroll Checkwriting 1. Select Payroll from the drop down list in the Check Type field. 2. Click on the Column Configuration box in the top grid. There are three options in the State field for each column. They are used as follows: Normal The cursor will stop in the column and information can be entered or edited in that column. Hidden The column is removed from the grid. Skip Leaves the column in the grid but the cursor will skip the column when entering (or tabbing) through the grid. Cells in the column are still accessible with the mouse. Columns appear in the grid from right to left in the order listed on this screen. To change the order, highlight an item and use the up or down arrows at the top of the screen to move the item up or down in the list. A row can also be moved by holding the Shift key and pressing the up or down arrow on the keyboard. 3. Select desired values for each column and rearrange rows as desired. 4. Click OK to save the changes. 5. Repeat for center and bottom grids

98 Chapter 11- Set Up Screen Options and Column Configuration Recommended configuration for the top grid for payroll checkwriting

99 Chapter 11- Set Up Screen Options and Column Configuration Recommended configuration for the center grid for payroll checkwriting

100 Chapter 11- Set Up Screen Options and Column Configuration Recommended configuration for the bottom grid for payroll checkwriting

101 Chapter 11- Set Up Screen Options and Column Configuration Column Configuration for After the Fact Payroll 1. Select Payroll (ATF) from the drop down list in the Check Type field. 2. Click on the Column Configuration box in the top grid. There are three options in the State field for each column. They are used as follows: Normal The cursor will stop in the column and information can be entered or edited in that column. Hidden The column is removed from the grid. Skip Leaves the column in the grid but the cursor will skip the column when entering (or tabbing) through the grid. Cells in the column are still accessible with the mouse. Columns appear in the grid from right to left in the order listed on this screen. To change the order, highlight an item and use the up or down arrows at the top of the screen to move the item up or down in the list. A row can also be moved by holding the Shift key and pressing the up or down arrow on the keyboard. 3. Select desired values for each column and rearrange rows as desired. 4. Click OK to save the changes. 5. Repeat for bottom grid

102 Chapter 11- Set Up Screen Options and Column Configuration Recommended configuration for the top grid for After the Fact Payroll

103 Appendix A Set Up Local Withholding Tax Tables Appendix A Set Up Local Withholding Tax Tables Withholding tables for local taxes must be set up. Local withholding tables are NOT client specific. Set up tables before adding payroll items or employees. 1. Select Setup/Payroll Taxes. 2. Select the LWH tab. 3. Click the New button. 4. Enter the city, county or school district name in the Tax Entity field or select it from the drop down list. 5. Enter a table name or number in the Table field. (Enter 1 if there is only 1 table, NR for Non Resident rates.) 6. Enter the Effective Date. 1

104 Appendix A Set Up Local Withholding Tax Tables Exclusions 7. Enter any amount or percent of Federal Tax that is to be excluded from the local withholding computation in the Amount/Pct field. 8. Enter Minimum and/or Maximum excluded amounts in the appropriate fields. 9. Check the From Tax box ONLY if the amount of tax is to be reduced by the excluded amount or percent. 10. Enter any flat amount or percent of wages that is to be excluded from the local withholding computation in the Amount/Pct field. 11. Enter Minimum and/or Maximum excluded amounts in the appropriate fields. 12. Check the From Tax box ONLY if the amount of tax is to be reduced by the excluded amount or percent. Deductions 13. Enter the amount of the annual standard deduction in the Standard field. 14. Check the From Tax box if the standard deduction is to be deducted from the taxes instead of wages. 15. Enter the annual dependent deduction amount in the Dependent field. 16. Check the From Tax box if the dependent deduction is to be deducted from the taxes instead of wages. 17. Check the Round Results box to round the tax to the nearest whole dollar. 18. Check the Ignore Exemptions box if this tax authority does not recognize 401K or Section 125 type deductions as exempt. Withholding Table 19. Enter the maximum annual wages to include for withholding at the first rate level in the To field. Enter to indicate no limit. 20. Enter the withholding rate as a decimal in the Rate field. 21. Repeat steps 19 and 20 as necessary for graduated withholding. 22. Click OK to save the changes. 2

105 Appendix B - Import Employees from ProTym to FCAS/PBM Appendix B - Import Employees from ProTym to FCAS/PBM ProTym Systems, Thunder Payroll is a register trade name belonging to Creative Solutions, Inc. Employee names, addresses, social security number, default departments and pay rates can be imported from ProTym payroll. Before the first import, download the Pk9996.fmt file from the Virtual Office into the ProTym Program directory. (Typically c:\pts\) If ProTym is being run from the C: drive of multiple workstations in the office, this file will need to be downloaded to each workstation. To download Pk9996.fmt: 1. Log in to the Virtual Office. 2. Select Software News and Updates from the Bulletin Board. 3. Scroll down to the Additional Resources heading. 4. Right click the Pk9996.fmt link. 5. Select Save Target As. 6. Save in the ProTym program directory. To create the import file in ProTym (This must be done separately for each client.): 1. Open ProTym. 2. Select Payroll Reports & Listings. 3. Select Client Reports. 4. Enter the Client Number. 5. Press the Down Arrow key to Worksheet. 6. Press F2 to Edit Defaults. 7. Edit the values to match those shown on the image below. 8. Press F10 to save the changes. 1

106 Appendix B - Import Employees from ProTym to FCAS/PBM 9. Enter 1 copy at Worksheet. 10. Enter 3 at Selection to Print to ASCII file. The program will create a file PC####W.txt (#### will be replaced by the client number) in the data directory which can be imported to FCAS/PBM. 11. Open FCAS or PBM. 12. Select File/Import/ProTym Employees. 13. Browse for the PC####W.txt (#### will be replaced by the client number) file in the ProTym Data Directory. 14. Highlight the desired file and select Open. 15. Accept or change the default to Ignore employees terminated prior to the current year. 16. Accept or change the default to Append name to lookup. 17. Select OK. A dialog box will notify you when the import is complete. After the import is complete, review the information imported and make any necessary additions or modifications. Please note that withholding status and automatic deduction information is not imported and will need to be edited. 2

107 Appendix C - Import Employees from CSI Appendix C - Import Employees from CSI CSI is a register trade name belonging to Creative Solutions, Inc. Employee names, addresses, social security number, default departments and pay rates can be imported from CSI payroll. To create a csv file from CSI payroll (This will need to be done separately for each client.): 1. Select Utilities/Export. 2. Select Employee Listing from the Report layout drop down list. 3. Click on the Options button. 1

108 Appendix C - Import Employees from CSI 4. Check all boxes in the Optional information box. 5. Click OK. 2

109 Appendix C - Import Employees from CSI 6. Click on the Change Location button in the File section of the Export screen. 7. Select the desired directory. 8. Change the Name of file to be created via export from ####.ASC to ####.CSV. 9. Select Export. To import the csv file: 10. Open FCAS or PBM. 11. Select File/Imports/Creative Solutions/CSI Employees. 12. Browse to the directory containing the csv file that was created in CSI. 13. Select the desired file and click Open. 14. A dialog box will notify you when the import is complete. 3

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111 Appendix D - Import Employees from Peachtree Appendix D - Import Employees from Peachtree Peachtree is a register trade name belonging to Best Software SB, Inc. Employee names, addresses, social security number, default departments and pay rates can be imported from Peachtree payroll. 1. Select File/Select Import/Export. 2. Select Payroll from the list on the left side of the screen. 3. Select Employee List from the list on the right side of the screen. 4. Click on the Export icon in the toolbar. 5. Select the Fields tab. 6. Click on the Show All button. 1

112 Appendix D - Import Employees from Peachtree 7. Select the Options Tab. 8. Check the Include Headings box. (The import will not work if this field is not checked.) 9. Click on the button in the Import/Export File box. 10. Browse to the desired destination folder. 11. Enter the name of the file in the File Name field. 12. Click on the Open button. 13. Click on OK to create the export file. 2

113 Appendix D - Import Employees from Peachtree To import to the Peachtree file: 14. Select File/Imports/Peachtree/Contacts. 15. Browse to the directory containing the csv file that was created in Peachtree. 16. Select the desired file and click Open. 17. Check the Employee box. 18. Select appropriate action to take when a duplicate record is found. (Usually None) 19. Click OK to import. 20. A dialog box will notify you when the import is complete. 3

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115 Appendix E Import Employees from QuickBooks Appendix E Import Employees from QuickBooks Employee names, addresses, social security number, default departments and pay rates can be imported from QuickBooks payroll. To create the QuickBooks export file: 1. Open Quickbooks. 2. Select File/Export/Lists to IIF Files or File/Utilities/Export/Lists to IIF Files, depending on the version. 3. Select one or more of the items shown in the following illustration. Note: Select only the items to import. You may want to import either Employees or Vendors or both. 4. Click OK. 5. Select a file name and path for the file. 6. Click Save. 1

116 Appendix E Import Employees from QuickBooks To import the QuickBooks file: 7. Select File/Imports/QuickBooks Accounts/Contacts. 8. Browse to the directory containing the iif file that was created in QuickBooks. 9. Select the desired file and click Open. 10. Select the type(s) of contacts to be imported. 11. Set the rule for handling matching records from the QuickBooks Properties dialog. Note: When contact records are imported from QuickBooks, the Name from QuickBooks is compared to the Lookup in PBM or FCAS. If a match is found, the action taken will depend upon the selection made. None When a match is found, the record in the QuickBooks file is ignored. Update When a match is found, only blank fields in PBM or FCAS are updated with data from the QuickBooks record. Replace When a match is found, the record in PBM or FCAS is totally replaced with the record in the QuickBooks file, including blank fields. 12. Click OK to start the import. 13. A dialog box will notify you when the import is complete. 2

117 Appendix F Maryland Cities Appendix F Maryland Cities Maryland state withholding rates vary by the employee s county of residence. State withholding tables for Maryland have been set up with the county name as the Table Name. To generate the correct state withholding tax for an employee, the correct table needs to be selected. Following is list of all Maryland cities. The county for each city is listed to the right. Abell Aberdeen Aberdeen Proving Ground Abingdon Accident Accokeek Adamstown Adelphi Allen Andrews Air Force Base Annapolis Annapolis Junction Apg Aquasco Arbutus Ardmore Arlington Arnold Ashton Aspen Hill Avenue Avondale Bainbridge Baldwin Barclay Barnesville Barstow Barton Beachville Beallsville Bel Air Bel Alton Belcamp Beltsville Benedict Benson Bentley Springs St. Mary's Harford Harford Harford Garrett Frederick Wicomico Anne Arundel Howard Harford City Anne Arundel Montgomery Montgomery St. Mary's Cecil Anne Arundel Howard City Queen Anne's Montgomery Calvert Allegany St. Mary's Montgomery Harford Charles Harford Charles Harford Berlin Berwyn Berwyn Heights Bethesda Bethlehem Betterton Beverley Beach Big Pool Big Spring Bishop Bishophead Bishops Head Bishopville Bittinger Bivalve Bladensburg Bloomington Boonsboro Boring Bowie Boyds Bozman Braddock Heights Bradshaw Brandywine Brentwood Brinklow Brookeville Brooklandville Brooklyn Brooklyn Brooklyn Park Broomes Island Brownsville Brunswick Bryans Rd Bryans Road Bryantown Buckeystown Burkittsville Burtonsville Worcester Montgomery Caroline Kent Anne Arundel Washington Washington Worcester Dorchester Dorchester Worcester Garrett Wicomico Garrett Washington Montgomery Talbot Frederick Montgomery Montgomery Anne Arundel City Anne Arundel Calvert Washington Frederick Charles Charles Charles Frederick Frederick Montgomery 1

118 Appendix F Maryland Cities Bushwood Butler Bwi Airport Cabin John California Callaway Cambridge Cape Saint Claire Capitol Heights Cardiff Carroll Carrollton Carrolltowne Cascade Catonsville Cavetown Cecilton Centreville Chance Chaptico Charlestown Charlotte Hall Chase Cheltenham Chesapeake Beach Chesapeake City Chester Chestertown Chestertown Cheverly Chevy Chase Chewsville Childs Chillum Church Creek Church Hill Churchton Churchville Citicorp Claiborne Clarksburg Clarksville Clear Spring Clements Clifton Clifton East End Clinton Cloverly Cobb Island Cockeysville St. Mary's Anne Arundel Montgomery St. Mary's St. Mary's Dorchester Anne Arundel Harford City Carroll Carroll Washington Washington Cecil Queen Anne's Somerset St. Mary's Cecil St. Mary's Calvert Cecil Queen Anne's Kent Queen Anne's Montgomery Washington Cecil Dorchester Queen Anne's Anne A rundel Harford Washington Talbot Montgomery Howard Washington St. Mary's City City Montgomery Charles Butler Bwi Airport Cabin John California Callaway Cambridge Cape Saint Claire Capitol Heights Cardiff Carroll Carrollton Carrolltowne Cascade Catonsville Cavetown Cecilton Centreville Chance Chaptico Charlestown Charlotte Hall Chase Cheltenham Chesapeake Beach Chesapeake City Chester Chestertown Chestertown Cheverly Chevy Chase Chewsville Childs Chillum Church Creek Church Hill Churchton Churchville Citicorp Claiborne Clarksburg Clarksville Clear Spring Clements Clifton Clifton East End Clinton Cloverly Cobb Island Cockeysville Anne Arundel Montgomery St. Mary's St. Mary's Dorchester Anne Arundel Harford City Carroll Carroll Washington Washington Cecil Queen Anne's Somerset St. Mary's Cecil St. Mary's Calvert Cecil Queen Anne's Kent Queen Anne's Montgomery Washington Cecil Dorchester Queen Anne's Anne A rundel Harford Washington Talbot Montgomery Howard Washington St. Mary's City City Montgomery Charles 2

119 Appendix F Maryland Cities Dunkirk Earleville East Case East End East New Market Easton Easton Correctional Inst Eastport Eckhart Mines Eden Edgewater Edgewater Beach Edgewood Edgewood Arsenal Edmonston Eldersburg Elk Mills Elkridge Elkton Ellerslie Ellicott Ellicott City Elliott Emmitsburg Essex Eudowood Ewell Fahrney Keedy Mem Home Fairmont Heights Fairplay Fallston Faulkner Federalsburg Finksburg Firms -Courtesy Reply Fishing Creek Flintstone Forest Heights Forest Hill Forestville Fork Fort Detrick Fort George G Meade Fort George Meade Fort Howard Fort Meade Fort Ritchie Fort Washington Fowbelsburg Foxridge Calvert Cecil City City Dorchester Talbot Somerset Anne Arundel Allegany Worcester Anne Arundel Anne Arundel Harford Harford Carroll Cecil Howard Cecil Allegany Howard Howard Dorchester Frederick Somerset Washington Washington Harford Charles Caroline Carroll City Dorchester Allegany Harford Frederick Anne Arundel Anne Arundel Anne Arundel Washington Earleville East Case East End East New Market Easton Easton Correctional Inst Eastport Eckhart Mines Eden Edgewater Edgewater Beach Edgewood Edgewood Arsenal Edmonston Eldersburg Elk Mills Elkridge Elkton Ellerslie Ellicott Ellicott City Elliott Emmitsburg Essex Eudowood Ewell Fahrney Keedy Mem Home Fairmont Heights Fairplay Fallston Faulkner Federalsburg Finksburg Firms -Courtesy Reply Fishing Creek Flintstone Forest Heights Forest Hill Forestville Fork Fort Detrick Fort George G Meade Fort George Meade Fort Howard Fort Meade Fort Ritchie Fort Washington Fowbelsburg Foxridge Cecil City City Dorchester Talbot Somerset Anne Arundel Allegany Worcester Anne Arundel Anne Arundel Harford Harford Carroll Cecil Howard Cecil Allegany Howard Howard Dorchester Frederick Somerset Washington Washington Harford Charles Caroline Carroll City Dorchester Allegany Harford Frederick Anne Arundel Anne Arundel Anne Arundel Washington 3

120 Appendix F Maryland Cities Hampden Hampstead Hancock Hanover Harmans Harwood Havre de Grace Hebron Helen Henderson Henryton Hereford Highfield Highland Highlandtown Hillandale Hillsboro Hollywood Hood College Hoopersville Hughesville Hunt Valley Huntingtown Hurlock Hutton Hyattstown Hyattsville Hydes Ijamsville Ilchester Indian Head Ingleside Ironsides Issue Jacksonville Jarrettsville Jefferson Jennings Jessup Joppa Keedysville Kennedyville Kensington Kettering Keymar Kingston Kingsville Kitzmiller Knoxville La Plata City Carroll Washington Anne Arundel Anne Arundel Anne Arundel Harford Wicomico St. Mary's Caroline Carroll Washington Howard City Montgomery Caroline St. Mary's Frederick Dorchester Charles Calvert Dorchester Garrett Montgomery Frederick Howard Charles Queen Anne's Charles Charles Harford Frederick Garrett Howard Harford Washington Kent Montgomery Carroll Somerset Garrett Frederick Charles Hampstead Hancock Hanover Harmans Harwood Havre de Grace Hebron Helen Henderson Henryton Hereford Highfield Highland Highlandtown Hillandale Hillsboro Hollywood Hood College Hoopersville Hughesville Hunt Valley Huntingtown Hurlock Hutton Hyattstown Hyattsville Hydes Ijamsville Ilchester Indian Head Ingleside Ironsides Issue Jacksonville Jarrettsville Jefferson Jennings Jessup Joppa Keedysville Kennedyville Kensington Kettering Keymar Kingston Kingsville Kitzmiller Knoxville La Plata Carroll Washington Anne Arundel Anne Arundel Anne Arundel Harford Wicomico St. Mary's Caroline Carroll Washington Howard City Montgomery Caroline St. Mary's Frederick Dorchester Charles Calvert Dorchester Garrett Montgomery Frederick Howard Charles Queen Anne's Charles Charles Harford Frederick Garrett Howard Harford Washington Kent Montgomery Carroll Somerset Garrett Frederick Charles 4

121 Appendix F Maryland Cities Marriottsville Marshall Hall Marydel Maryland City Maryland Line Massey Maugansville Mayo Mc Henry McCoole McDaniel McDonogh Run Mechanicsville Middle River Middleburg Middletown Midland Midlothian Millers Millersville Millington Mitchellville Monkton Monrovia Montgomery Village Montpelier Morganza Morningside Morrell Park Mount Airy Mount Rainier Mount Savage Mount Victoria Mount Washington Mountain Lake Park Myersville Nanjemoy Nanticoke Naval Academy Neavitt New Carrollton New Market New Midway New Windsor Newark Newburg Newcomb Norbeck North Beach North Bethesda Carroll Charles Caroline Anne Arundel Kent Washington Anne Arundel Garrett Allegany Talbot St. Mary's Carroll Frederick Allegany Allegany Carroll Anne Arundel Kent Frederick Montgomery St. Mary's City Frederick Allegany Charles City Garrett Frederick Charles Wicomico Anne Arundel Talbot Frederick Frederick Carroll Worcester Charles Talbot Montgomery Calvert Montgomery Marshall Hall Marydel Maryland City Maryland Line Massey Maugansville Mayo Mc Henry McCoole McDaniel McDonogh Run Mechanicsville Middle River Middleburg Middletown Midland Midlothian Millers Millersville Millington Mitchellville Monkton Monrovia Montgomery Village Montpelier Morganza Morningside Morrell Park Mount Airy Mount Rainier Mount Savage Mount Victoria Mount Washington Mountain Lake Park Myersville Nanjemoy Nanticoke Naval Academy Neavitt New Carrollton New Market New Midway New Windsor Newark Newburg Newcomb Norbeck North Beach North Bethesda Charles Caroline Anne Arundel Kent Washington Anne Arundel Garrett Allegany Talbot St. Mary's Carroll Frederick Allegany Allegany Carroll Anne Arundel Kent Frederick Montgomery St. Mary's City Frederick Allegany Charles City Garrett Frederick Charles Wicomico Anne Arundel Talbot Frederick Frederick Carroll Worcester Charles Talbot Montgomery Calvert Montgomery 5

122 Appendix F Maryland Cities Postmaster-Official Potomac Powellville Pr Frederick Preston Price Prince Frederick Prince George Plaza Princess Anne Pylesville Quantico Queen Anne Queenstown Raljon Randallstown Raspeburg Rawlings Rehobeth Reisterstown Reisterstown Rd Plaza Rhodes Point Rhodesdale Riderwood Ridge Ridgely Rising Sun Rison Riva Riverdale Riverside Riviera Beach Rock Hall Rock Point Rocks Rockville Rocky Ridge Rogers Heights Rohrersville Roland Park Rosedale Royal Oak Rumbley Ruxton Sabillasville Saint Charles Saint Inigoes Saint James Saint Leonard Saint Marys City Saint Michaels City Montgomery Wicomico Calvert Caroline Queen Anne's Calvert Somerset Harford Wicomico Queen Anne's Queen Anne's City Allegany Somerset City Somerset Dorchester St. Mary's Caroline Cecil Charles Anne Arundel Harford Anne Arundel Kent Charles Harford Montgomery Frederick Washington City Talbot Somerset Frederick Charles St. Mary's Washington Calvert St. Mary's Talbot Potomac Powellville Pr Frederick Preston Price Prince Frederick Prince George Plaza Princess Anne Pylesville Quantico Queen Anne Queenstown Raljon Randallstown Raspeburg Rawlings Rehobeth Reisterstown Reisterstown Rd Plaza Rhodes Point Rhodesdale Riderwood Ridge Ridgely Rising Sun Rison Riva Riverdale Riverside Riviera Beach Rock Hall Rock Point Rocks Rockville Rocky Ridge Rogers Heights Rohrersville Roland Park Rosedale Royal Oak Rumbley Ruxton Sabillasville Saint Charles Saint Inigoes Saint James Saint Leonard Saint Marys City Saint Michaels Montgomery Wicomico Calvert Caroline Queen Anne's Calvert Somerset Harford Wicomico Queen Anne's Queen Anne's City Allegany Somerset City Somerset Dorchester St. Mary's Caroline Cecil Charles Anne Arundel Harford Anne Arundel Kent Charles Harford Montgomery Frederick Washington City Talbot Somerset Frederick Charles St. Mary's Washington Calvert St. Mary's Talbot 6

123 Appendix F Maryland Cities Takoma Park Takoma Park Tall Timbers Taneytown Taylors Island Temple Hills Templeville Thurmont Tilghman Timonium Toddville Towson Towson Finance Tracys Landing Trappe Tuscarora Tuxedo Tyaskin Tylerton Union Bridge Uniontown Unionville Unity University Park Upper Fairmount Upper Falls Upper Marlboro Upperco Valley Lee Vienna Walbrook Waldorf Walkersville Warwick Washington BMC Washington Grove Waverly Welcome Wenona West Bethesda West Case West Friendship West Hyattsville West Ocean City West River Westernport Westminster Westover Whaleyville Wheaton Montgomery St. Mary's Carroll Dorchester Caroline Frederick Talbot Dorchester Anne Arundel Talbot Frederick Wicomico Somerset Carroll Carroll Frederick Montgomery Somerset St. Mary's Dorchester City Charles Frederick Cecil Montgomery City Charles Somerset Montgomery City Howard Worcester Anne Arundel Allegany Carroll Somerset Worcester Montgomery Takoma Park Tall Timbers Taneytown Taylors Island Temple Hills Templeville Thurmont Tilghman Timonium Toddville Towson Towson Finance Tracys Landing Trappe Tuscarora Tuxedo Tyaskin Tylerton Union Bridge St. Mary's Carroll Dorchester Caroline Frederick Talbot Dorchester Anne Arundel Talbot Frederick Wicomico Somerset Carroll 7

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