Alliance Payroll Services, Inc Payentry.com Training manual 0
Table of Contents Employee Information Getting Started..1-2 Employee Selection..3 Demographics.4 Department/Positions 5 Labor Allocation..6 Rates.7 Fringe..8 Deductions.9-10 Taxes 11-12 Direct Deposits.13 Accruals..14 Pay History 15-16 Add New Employee 17 Payroll Entry Start Payroll..19 Payroll Options 20-21 Payroll Batches 22-23 Employee Pay Entry 24-26 Preprocess Register.27-28 Close and Submit Payroll 29 Internet Reports Creating Reports.30-33 1
Employee Information Welcome to Alliance Payroll Service s Payentry Online Payroll. With Payentry you will be able to add employees, edit employee master files, add direct deposits, change rates, and view payhistory and more. There is helpful information throughout the system to walk you through different procedures. A few things need to be explained up front. Payentry is located on the Internet so you must be connected to the Internet before accessing Payentry. Any changes made in Payentry must be saved before moving to a new screen. Just click the Save Changes button at the bottom of each screen to save any changes made to an employee. Any field that has an arrow in it, has a drop down list to choose from. Because Payentry.com is a secure Website, once you log into the system do not use the Back button on your web browser. 2
Once you log into Payentry you will be in the Main Menu, From the main menu you can chose from the four sections. Just click on the icon and it will take you into that selection. 3
Employee Select Tool Bar Filter: Controls the type of employees displayed. Active, Terminated, Part time. This can be modified to meet your needs. Sort: Controls the sort order of the employees being displayed. Page Length: Controls the number of employees displayed on a single page. New Employee: Opens the add new employee screen to hire on a new employee. Select an employee to edit their file by clicking on the employee s ID or Name. This screen allows you to view multiple employees before you enter their file At any time you can Click on the main Menu Option in the top left Corner to return to the main company menu 4
Demographics Tab Last Name: Middle Name: First Name: Address 1: Address 2: City: State: Zip: Gender: this is a drop down list. Ethnicity: this is a drop down list Birth Date: SSN#: Home Phone: Time Clock Number Most of all this information is self explained. We will not go into detail on this screen.. Remember if you change any data on the screen you will need to click the save changes button at the bottom of the screen. If you forget to click save changes a warning message (shown below) pops up to remind you to click the save changes option. 5
Department / Position Tab The Dept/Pos tab controls two things, what department the employee is in and their employment status. Division: The home Division the employee is located in. Department: The home Department the employee is located in. Status Information Status: The employee status, this is a field that can be modified to what your company needs are. Type: This field controls the type of employee this is, you can modify this menu to what your company needs. Pay Group: Used to defined different type of pay groups. Could be used for multi frequency payrolls. ie. Weekly and monthly for the same company. Hire Date: Rehire Date: This is to track employees that you rehire. Adj Seniority: Use this field to adjust an employee s seniority. Len of Service: Displays the employee s length of service. Term Date: Term Reason: This can be modified to meet your needs. Position Information Title: Used to track the employee s title. Workers Comp Code: Used to track the WC on the employee. This field must be filled in to have the Workers Comp report to work. 6
Labor Allocation Payentry allows you the option to allocate an employee s hours and dollars to different locations. The total amount being allocated must equal 100%. This is for employees that, most of the time, work in multiple divisions, departments, or jobs. You can have as many entries as needed, as long as the total percent being allocated is 100%. To add a new allocation, enter the information in the bottom row and click Add. Percentage: The percent allocated to a certain cost center. If you are going to use this screen you must make sure the total percent allocated = 100% Division: The division you want the defined % to go into each time the employee is paid. Department: The department you want the defined % to go into each time the employee is paid. Job Code: The Job Code you want the defined % to go into each time the employee is paid. Start Date: When the allocation will begin. End Date: When the allocation will end. Remove: Used to remove an allocation from the employee. 7
Rates The rate tab controls the amount of the hourly wage and or the salary an employee receives. You are able to pick the type of pay the employee receives by picking the per drop down list. The drop down list can be modified to meet your company s needs. Rate Code: This is used to control the code given to a rate for an employee. The base rate is the employee s regular amount. You can only have one of any rate code per employee active. Base rate is the employees default rate if no rate is specified in payroll entry. Salary: The employee s salary amount per pay period. Rate: The rate the employee receives defined by the /Per field. Per: This is the description of the type of pay the employee receives. Start Date: Must have a valid Start date. If you set the start date after the next check date, the employee may receive the old pay amount. Make sure you check this field. End Date: Controls when the rate will no longer be used. 8
Fringe The Fringe tab is used to control any recurring earning an employee receives. Example of fringe are auto allowances given to sales personnel, or parking allowances employers give to their employees that live in the city. There are many types of fringe benefits. If you re not sure, just give us a call and we will help determine what type of earning it is and the best way to set it up for your needs. Code: The code is a predefined earning code setup for your company. Click the drop down box to get a list of available codes to choose from. Calc Code: The calc code tells Payentry if it is a flat amount or a %. Units: Use this field if you pay by a fixed amount of units. Rate: Used to specify the rate of the recurring earning. Used in conjunction with the units field. Amount: The amount of the recurring earning. Frequency: Controls the frequency the recurring earning is given to the employee. Start Date: Controls when the recurring will start. This will default to the current check date. End Date: Controls when the recurring will end. Defaults to 12/31/2100, it s considered forever. 9
Deductions Deductions: The deduction is a predefined code setup for your company. Click the drop down box to get a list of available codes to choose from. Calc Code: The calc code tells Payentry if it is a flat amount or a %. Rate/Amount: Used to specify the rate or the amount of the deduction. Used in conjunction with the calc code field. Frequency: Controls the frequency the deduction is taken from the employee. Start Date: Controls when the deduction will start. This will default to the current check date. End Date: Controls when the deduction will end. Defaults to 12/31/2100, it s considered forever. 10
The Details link will bring you to a new screen that allows you 7 other options. Goal: Set a goal amount on the deduction earning. Used on Loans. Paid: Shows the amount the employee has paid into the deduction. Minimum: Controls the minimum amount of a deduction each time it is taken. Maximum: Controls the maximum amount of a deduction each time it is taken. YTD Max: Controls the year to date maximum amount of a deduction. Agency: Allows you the ability to override the deduction to go to an agency check. Misc Info: Information entered in this field will show up on the agency check. Used for information like a case number. 11
Taxes The tax screen shows you what the employee filing status is for federal and state. If you have city or local taxes they would show up in this screen. This is where you would override an employee s amounts to federal or state taxes Tax Code: The tax code. Filing Status: Filing status or number of dependents an employee is claiming. Additional Flat Amount: Used to put additional amounts into federal or state tax. Additional Percent: Used to put additional percents into federal or state tax. Start Date: The start date of the tax. Defaults to current check date. Please make sure this is before their first check date. End Date: The end date of the tax. Defaults to 12/31/2100. (Forever) 12
The Details Link will bring you to a new screen that allows you 3 other options. Percent of Gross: Will use a percent of taxable gross. Override Tax Calc: If checked, the tax will look at the flat or % entered to calculate the tax withheld. Supplemental: Controls the way off pay cycle checks are handled. i.e. bonus checks. Ask for assistance if you need to use this feature. 13
Direct Deposit The direct deposit tab is used to control where the employee s funds go to. You can have as many accounts setup as you wish. As a rule, the more you have, the harder it is to maintain. If you are going to have multiple direct deposits, make sure your last or highest priority has 100% which donates the remainder of the check in that last account. Priority: The direct deposits come out in the priority they are set. Lowest coming first. ABA Transit: This is the bank s ABA number, you can find it at the bottom of the check before the account number. Account: The bank account number of your employee. Checking: Click this field if it is a checking account. Amount Code: Use flat or % for the amount the employee wants to go to the selected account. Prenote Date: This is the date the employee s account will be tested on. It defaults to the current check date. It will go live 14 days after this date. Start Date: The start date of the direct deposit. Defaults to the current check date. End Date: The end date for the direct deposit. Details: Other options to the direct deposit. 14
Accruals On the accrual tab, you will see the employee s available hours and dollars for each accrual the employee has setup on them. Accrual: The code and description of the accrual. Used Hours: Displays the used hours for that code. Available Hours: Displays the available hours for that code. Last Accrual: Displays the last time the accrual ran for that code Start Date: Displays when the accrual starts for that code. End Date: This date should be 12/31/2100. (Forever) Details: Allows you to override the LOS date, accrual rate, and maximum accrual. Remove: Allows you to remove the accrual form the employee. 15
Pay History The pay history tab shows all previous payroll information on file for the selected employee. This screen has options to what displays on the screen. If you want to look at one check just click on the details link and it will display only that check information Check Date: The check date of each entry. Pay Type: The type of paycheck, Bonus, Regular, etc. Hours: The hours worked for that check date. Gross: The gross amount of the check. Deductions: The deductions taken out for that check date. Taxes: The taxes taken out for that check date. Net Pay: The net pay of the check. Check Amount: The check amount. Check #: The check number. Voucher #: The voucher number for direct deposits. 16
Details Link: Shows the detail check information for the selected check. 17
Add New Employee Click on the New Employee on the employee tool bar link and you will be taken to the new hire screen. If you missed any required information, the system will let you know by displaying that field in red. 18
Payroll Entry 19
To start the pay cycle click Step 1, Start Payroll Start Payroll Gives you information about the batch you are going to open. Edit Payroll Options Allows you to change the options of the Un-opened batch 20
Payroll Options Period Begin Period End Batch Options Global Autoposting Batch: The payroll batch code. This is where you set the codes you Period Begin: want to show up on all employees Period End: in payroll entry. Frequency: Payroll frequency. Code: Deduction or earning code. Pay Group: Used to group payees. Description: Describes the code. Details Link: Hours: Used to auto post hours. This details link allows you to edit Amount: Used to auto post amounts. the default check type and auto pay the salaried employees. Batch Options Description: Frequency: Employee Type: Default Check Type: Period Begin: Pay Group: Auto Pay?: Period End: Employee Filter: Post Recurring Pay?: Any change you make in this screen will override what the default was set to in company setup. 21
Once you have your batch setup the way you want it,click the start payroll button to open the payroll file. While the payroll is getting started this screen will pop up. Click the refresh button to go into the payroll entry screen. 22
Payroll Batches Main Screen Payroll Data Entry Batch: Displays the batches for the current check date. Description: Description of batch. Status: Open or Closed. Period Dates: This your begin and end dates. Pay Entry Employee Pay Entry: Used for entering payroll. Batch Pay Entry: Used for quick payroll entry. Verify Totals: Used to enter control hours or amounts. Register: Allows you to view a single batch s totals. Close: Used to close the batch. Restart: Used to reopen a batch to make changes. Add New Batch Used to create additional batches. Check Calculator Use this feature to enter Manual checks, can be used to do what if scenarios. Verification and Completion Preprocess Register Once the payroll has been entered, run this report to verify the totals are correct. Close Payroll Once the totals are correct close the batch and proceed to submitting your payroll file to Alliance Payroll Services for processing. 23
Control Hours and Amounts This feature can help in finding errors in data entry. Type in the total hours that should be entered for each code in the control hours or amount fields. Once you are done entering payroll, come back to this screen and it will show you if you are off by any hours or amounts. 24
Employee Pay Entry This is the screen you will be entering payroll in. It has many options to choose from. The first section shows the basic employee information: Batch, Employee Name, Check Date, Department, SSN#, Pay Frequency, Employee Status, Employment Type. Next is the employee rate information. This section will show all rates on an employee. Their base rate is the employee s default rate. The last section is the employee time off information. Depending on your company s policy, these codes will vary. It shows available hours. Paycheck 1: This is the section you will enter the hours or amounts for each employee. Autopay: Check this box if you want to auto pay the employees salary. This can be checked by default. Check Type: This is the default check type. Do not change this without instructions from Alliance Payroll Services. Code: Earning or deduction code. The E or D in the first position donates if it is a deduction or earning code Description: Describes the earning or deduction code. Hours: Use this field to enter the hours for each code. Rate: Use this field to override the rate on an employee. If no rate is entered it will use the base rate. Amount: Used to enter in the amount on a code, i.e. bonus amount paid to an employee. Add: Used to add a code to the screen. You can add more options to the payroll entry screen by clicking on the Preference link at the top of the page 25
Preference Link Employee Pay Entry Settings You can add several options to the Pay Entry screen. Once you have added the ones you need, you can sort them in the order you want them to show up in Pay Entry by clicking on the up or down arrow. The check calculator is located in the first screen of start payroll. Once you click on the check calculator it will bring you to the select employee menu shown above. Click on the employee you want to enter a manual check for. 26
Once you are in the Check Calculator screen, you can enter the check detail information. Autopay: Block Automatic Pays: Used to block any earning that is setup on the employee. Block Deductions: Used to block all deductions. Block Direct Deposit: Used to block any direct deposits. Calculate Check: Click this button once you are done entering the check information. It will show you the details of the check. Period Begin: Used to override begin date. Period End: Used to override end date. Printing Check: Use this feature only. Bank Account: Your account number. Check Number: The check number. 27
Once you have entered all of your payroll information for the current check date, you are ready to review your Preprocess Register. Your Preprocess Register will show what each employee will receive on their checks for the current check date. IMPORTANT! Verify your totals before submitting your files for processing. Click the Preprocess Register. This will bring you to the report Additional Options screen. Sort Order: How you want the report to sort. Select from the drop down list. Type: Leave this to detail for this report. Output Format: Leave this to PDF. Delivery: Leave the check on the view completed report option. You can select to have the report e-mailed to you. Click Run Report 28
This screen will pop up to let you know the report is running. Click Refresh to view the report. It should only take a few seconds for the report to come up on your screen. Once the report comes up on the screen, the box will disappear and the report will be displayed. 29
Once you have verified that the totals are correct, go back to Payroll Entry and close the batch or batches. You will not be able to submit your payroll for processing until you have closed all batches. Once the batches have been closed you are ready to submit your payroll to Alliance Payroll Services for processing. Click the Submit Payroll link. This screen will let you know if there was any problems submitting your files. Once the submission has gone successfully, you will see a blue check next to the Submit Payroll Link. This lets you know your payroll file has been received by Alliance Payroll Services and is in the queue to process. 30
Internet Reports Payentry comes with 48 standard reports to choose from. In order to view any report you must have Adobe Acrobat installed on your computer. The software is free to download from the internet if you need it. 31
Running reports in Payentry involves three steps. Step 1. Select the report you would like to run from the report list. Step 2. Configure how you want the report to come out. Step 3 Go to the Pickup Area and click on the report you just ran. 32
Step 2. In this step, you can choose to run the report for the current check date or for a range of dates. (If you do not have Adobe Acrobat, you can download from this link.) Data Selection Most recent pay period and override dates. Additional Options Sort Order: The order the report displays in. Type: Summary or Detail Output Format: Allows you to choose a format. If you want to see the report on your screen, leave it at the default setting. Delivery View completed report Email completed reported to: Run Report Click run report once you have configured the report how you want it. This will bring up a page that lets you know it is running. 33
Once the report is done running, you can view the report by going to the Pickup Area Tab. Click on the download link to view the report. This will open Adobe Acrobat to display the report shown below. There are a number of options in Adobe that you can use to see the report better. On the left hand side there is a and a + sign. Use these tools to increase the font size for better viewing. If you want to print the report use the print command next to the disk or save function. Do not use the print function from your browser, that will only print what is on your screen, not the whole report. 34
35
36
37
38
39
40
41
42
43
44
45
46