CASELLE Classic Payroll. User Guide

Transcription

1 CASELLE Classic Payroll User Guide

2 Copyright Copyright Caselle, Inc. All rights reserved. This manual has been prepared by the Caselle QA documentation team for use by customers and licensees of Caselle software. Information in this document is subject to change without notice. The software described in this document is furnished under license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Caselle, Inc. Caselle, Inc North Main Street P.O. Box 100 Spanish Fork, UT Trademarks Caselle and Caselle Payroll TM are trademarks of Caselle, Inc. in the U.S.A. and other countries. Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such. Revision 11/17/09, J:\QA\documents\payroll\user guide cslalpha\prw Front Matter.fm

3 Table of Contents CHAPTER 1 Welcome...1 Getting Started... 2 Buttons and Shortcuts... 2 Document Conventions... 4 Getting Help... 4 CHAPTER 2 Getting Started...5 CHAPTER 3 Year-End Checklist...7 CHAPTER 4 Checklist Tasks...17 Printing the Steps Checklist Payroll Task List Compute Benefits Compute Leave Time hours Compute Transmittals Create Transmittal Invoices Delete the Payroll detail Enter Comp Time hours Enter Manual Checks Enter Manual Leave Time Hours Enter Payroll data General Ledger Update Pay Period Update Perform Employee Maintenance Print Batch Quarterly Reports Print Batch Transmittal Reports Print the Benefits Register Print the Benefits Summary Print the Check Register Print the Leave Time Accrual Register Print the Leave Time Report Print the Monthly Batch Reports Print the Payroll checks Print the Payroll Prelist Print the Payroll Register Print the Payroll Summary Print the Preliminary Payroll Register Print the Standard Retirement Reports Print the State Retirement Reports Print the Transmittal Register Print Timesheets Print Transmittal Checks Review the Payroll Register and make corrections Run Automatic Level Update Run Checkout Run Checkout on corrected employees Run Recalculate CHAPTER 5 Control Table...57 Launch the Control table Organization Information Payroll User Guide i

4 Table of Contents Dates Custom Options General Ledger GL Activity Reporting Project Management Accounts Payable User-Defined Fields Passwords CHAPTER 6 Dates CHAPTER 7 Employees Employee Records Adding an employee record Copying setup information to a new employee Editing an employee record Termination Entering a termination date and reason Deleting an employee record Employee Timesheets Setting up a Timesheet Form Printing employee timesheets Employee Information Using Inquiry Employee Benefits Report...87 Employee Master List Employee Allocations Adding employee allocations Editing employee allocations Deleting employee allocations Manually allocating pay codes Employee Pay Codes Editing pay codes for a specific employee Setting paycheck/benefit limits CHAPTER 8 Human Resources New Hire Information Adding a new applicant Adding a new hire Update Employee Files with HR Information Adding benefit enrollment dates Updating wage, education, training, and FMLA Tracking appraisals and promotions Terminating an employee View Workers Compensation Information Workers Compensation List Workers Compensation Report ii Payroll User Guide

5 Table of Contents CHAPTER 9 Federal CHAPTER 10 Government Reports Unemployment Reports FUTA Report SUTA Report SUTA Wage List Tax and Other Reports FICA/FWT Deposit EFTPS Report Report Report Report State Combined Wage List CHAPTER 11 Leave Time Setup Leave Time Rates Adding a leave time rate Adding a comp time rate Assigning a leave rate to an employee Editing a leave time rate Deleting a leave time rate Stopping leave time on non-terminated employees Examples of leave time rates Leave Time Entry Computing leave time Computing limited leave time Entering leave time manually View Leave Time Viewing leave time in Inquiry Leave Time Report Leave Time Accrual Register Adjust Leave Time Editing leave time entries Setting up leave rate options Adjusting carryover hours Updating employees to the next level Adjusting leave hours at year-end CHAPTER 12 Other Tables Benefit Transaction Maintenance Leave Summary Maintenance Leave Time Transaction Maintenance Transaction Maintenance Void Check Maintenance CHAPTER 13 Pay Codes Setup Pay Codes Adding a pay code Payroll User Guide iii

6 Table of Contents Editing a pay code Deleting a pay code Batch-loading pay codes to employee files Setup a Local Tax Defining the State Codes Adding related pay codes Adding a Local Tax Identifier Updating the Employee files CHAPTER 14 Payroll Checks Payroll Data Entry Using Pay by Exception Using Computed Check Entry Editing a Computed Check Entry Deleting a Computed Check Entry Troubleshooting Computed Check Entry Running a What if? paycheck scenario Running a supplemental payroll Using Manual Check Entry Payroll Register Compute Benefits Computing benefits Using Manual Benefits Entry Benefits Register Benefits Summary Report Print Payroll Checks Setting up a paycheck form layout Setting up the check issue date Printing payroll checks Reprinting payroll checks Voiding paychecks Changing the check issue date Check Register Deleting payroll detail Printing paycheck information as a report CHAPTER 15 Project Management Enabling the Project Management Interface Setting the default job number in the employee file Assigning a job number Updating Payroll transactions to Project Management Re-updating Project Management transactions CHAPTER 16 State Adding a new state California State Withholding Calculation Setup CHAPTER 17 Timekeeping Updating hours from Timekeeping Re-updating hours from Timekeeping iv Payroll User Guide

7 Table of Contents Deleting imported items in Pay by Exception CHAPTER 18 Transmittals Getting Started Setting up the Control Table Adding the transmittal vendors Setting up a transmittal check form layout Transmittal Amounts Computing transmittals automatically Computing transmittals manually Editing computed transmittals Transmittal Checks Printing transmittal checks Reprinting transmittal checks Transmittal Reports Transmittal Register Transmittal Report General Ledger Update Voiding transmittals CHAPTER 19 Wage Schedule Setup Wage Schedule Adding a wage schedule Setting and adjusting employee pay rates Calculating a pay rate increase Edit a Wage Schedule Editing a wage schedule Deleting a wage schedule Calculating a pay change for a wage schedule Updating a schedule to the Employee Table CHAPTER 20 Workers Compensation Payroll User Guide v

8 Table of Contents vi Payroll User Guide

9 CHAPTER 1 Welcome Welcome to the Caselle Payroll program. This robust version of Payroll combines tools and features needed producing a professional payroll. It s ideally suited for customizing benefit and paycheck pay codes, managing employee files, and printing paychecks. Payroll simplifies the process of creating and maintaining Payroll files and updating those files to the Caselle General Ledger program. It automates the creation of transmittal amounts, benefits, checks, leave time, and much, much more. WINDOWS-BASED INTERFACE With Payroll, navigating through screens feels familiar because Payroll uses the same types of screens, buttons, and tools as other Windows programs. You can use Payroll quickly and easily create payroll checks and reports. INTERFACING WITH OTHER CASELLE APPLICATIONS Payroll provides a fast and easy way to update transactions to General Ledger, import time transactions from Timekeeping, and deposit paycheck amounts into employee accounts using Direct Deposit. You can use the Caselle Government Reporting module to use the Payroll database to create accurate W-2 and 1099 information. In this chapter: Getting started Buttons and shortcuts Document conventions Getting help Payroll User Guide 1

10 Welcome Getting Started Launch Payroll by double-clicking the Caselle Applications icon on your desktop. Open the Financial menu and select Payroll from the drop-down list. Buttons and Shortcuts When the Payroll main menu appears, select the Maintenance menu and choose Control. The Maintenance toolbar is shown below. Click these buttons to select a different mode. Launch Application Help. View field help. Displays active mode and notes. There are different toolbars for the data entry, reports, and miscellaneous menus, but every toolbar will be located at the top of the screen and every button you will encounter in Payroll, is listed in the table below. When you open a form, the New button or the Edit button will be pressed in. To switch to a different data entry mode, click another button. Active buttons are displayed to the far right on the toolbar. TABLE 1. Button Name and Shortcut Description Close CTRL+F12 Edit CTRL+E New CTRL+N Delete CTRL+D View CTRL+Q Save CTRL+S Undo CTRL+Z Search F9 Inquiry CTRL+I Employee Information Exit and returns you to the Main Menu or Previous Screen. Modify a record. A Control password is required to edit a primary field. Add a new record. Delete a record. View a record. You can t make any changes to the record using this button. Save a new record or report. Reverse all changes to the current record since the last save. Note: There is no undo for deleted records. Select a field and click Search to find data that applies to that field. You can sort the data that appears. View employee information. Display additional information from the employee s record in Data Entry. 2 Payroll User Guide

11 Welcome TABLE 1. Button Name and Shortcut Description Print CTRL+P Preview CTRL+Q Walk Previous F2 Walk Next F3 Fields SHIFT+F2 Copy SHIFT+F7 Options F12 Maintenance CTRL+T More Information SHFT+CTRL+F3 Split F11 Whole Dollar CTRL+A Redisplay SHFT+CTRL+F1 Manual Allocations SHFT+F11 Clear Pay Code Calculate Pay Codes Send a record or a report to the printer. View a report before you print it. Return to the previous record after the last field is entered. Advance to the next record after the last field is entered. Set temporary or permanent settings to stop at fields that require data entry. Copy data from one record to another record. Change the input date. Open the Maintenance menu. List field specific information. Split the selected pay code between different GL accounts. This allows you to allocate a pay code manually. Enter amounts in whole dollar amounts. Key the decimal if you are entering cents. Redisplay transactions by date. Manually allocate an amount. Clear a pay code to recalculate an amount in Computed Check Entry. Note: The Clear Pay Code button functions differently from the Edit button. Calculate gross pay, net pay, direct deposit, or withholding. GO CTRL+G Stop SHFT+F12 Application Help What s This? CTRL+W Print a report or run a program. Stop printing a report. View tasks, frequently asked questions, and troubleshooting tips. Learn what to do or what to enter by clicking What s This? and then clicking on the field. Payroll User Guide 3

12 Welcome Document Conventions This manual follows conventions like those found in other Window applications. Menu names and options are printed in bold type. For example, to save the record select File Save. Convention Open menu items. Click [Buttons Name]. Click the [Tab Name] Tab Press [Key Name]. Select the [check box name] check box. Select drop-down list. Example Open File Save. Click Save. Click the General Tab. Press Enter. Select the Activate check box. Select an item from the drop-down list. Getting Help If you need more help using the Payroll program, the following resources are available. What s This?... click the What s This? button then click on the field you need more help with, a popup box will appear with instructions that will tell you what to do. Application Help... click this button to access the online reference manual, complete with table of contents and index, so you can find answers fast. 4 Payroll User Guide

13 CHAPTER 2 Getting Started The first time you use the Caselle Payroll program, you will need to set up the maintenance tables in the order listed below. If the maintenance tables are already set up, you can skip this section. Initial Maintenance Setup: Step Guideline 1. Setup the Date table. See Dates on page Setup the Control table. See Control Table on page Setup the Federal table. See Federal on page Setup the State table. See State on page Setup the Workers Compensation table. See Workers Compensation on page Setup leave time rates. See Setup Leave Time Rates on page Setup pay codes. See Setup Pay Codes on page Setup schedules. See Setup Wage Schedule on page Setup employee files. See Employee Records on page Setup Human Resource information. See New Hire Information on page 96. Payroll User Guide 5

14 Getting Started 6 Payroll User Guide

15 CHAPTER 3 Year-End Checklist IMPORTANT: YOU MUST COMPLETE THE YEAR-END CHECKLIST IN THE ORDER LISTED BELOW TO CLOSE THE CURRENT PAYROLL YEAR CORRECTLY. Before you get started: Check if you are using the latest W-2 form layout. Check if the latest program release is installed and running. After you complete the Year-End Checklist: Print W-2s as soon as possible after completing the Year-End Checklist. Load the new the tax rate information and wage limits. YEAR-END CHECKLIST Make sure you are (1) using the latest W-2 Form layout and (2) running the latest Caselle program release. STEP 1: COMPLETE THE PAYROLL STEPS CHECKLIST FOR THE CURRENT MONTH. Before you begin the Payroll Year-End Steps Checklist, complete the Pay Period Checklist for the last payroll in December. When all of the items on each checklist have been completed, you are ready to begin working on the Year-End Steps Checklist. STEP 2: VERIFY THE SOCIAL SECURITY AND MEDICARE RATES/WAGE LIMITS Make sure the Social Security and Medicare Rates/Limits in Pay Code Maintenance are set up for the Payroll year being closed. Warning! Place the new tax rate information in a safe place. Do NOT load new tax rate information into Payroll until you reach Step 24: Load the New Federal and State Tax Rates. Payroll User Guide 7

16 Year-End Checklist To verify Social Security and Medicare Rates/Wage Limits 1. Open Maintenance Pay Code. 2. Enter the Social Security Pay Code in the Lookup bar. Press Enter. 3. On the General 2 Tab, verify the value displayed in the Maximum Wage Limit field is correct for the Payroll year being closed. 4. On the Pay Periods Tab, verify the value displayed in the Amt-Rate-% field is correct for the Payroll year being closed. 5. Enter the Medicare Pay Code in the Lookup bar. Press Enter. 6. Repeat Steps 3 4. STEP 3: RUN THE EMPLOYEE CHECKOUT. Run Checkout for all employees in the current and prior years. To run Checkout 1. Open Miscellaneous Checkout. 2. Run Checkout for ALL Employees. 3. Select the Prior Year check box before clicking GO. STEP 4: PRINT THE PAYROLL SUMMARY FOR THE ENTIRE CALENDAR YEAR. Print the Payroll Summary Report for the current year (1/1/YY 12/31/YY). Changing the Report Date Range: When you print the reports in the following steps, change the report date range to select the entire calendar year, 1/1/YY 12/ 31/YY. To do this, click the ellipsis button in the date area. Select Report Date(s) will appear. Click the Types button in the top row and select Calendar Year Date. Repeat using the Types button in the bottom row to change the date range end. Click Accept to return to the report setup. To print the Payroll Summary Report 1. Open Reports Payroll Summary. 2. Select a report title and change the report date range (see instructions in Changing the Report Date Range). STEP 5: VERIFY THE EMPLOYEE INFORMATION ON THE PAYROLL SUMMARY IS CORRECT. Review the totals and amounts on the Payroll Summary. If there are any errors, use Manual Check Entry (Data Entry) to correct them. Print a new Payroll Summary for the entire calendar year before continuing to Step 6: Verify the YTD Totals and Range Totals Match. STEP 6: VERIFY THE YTD TOTALS AND RANGE TOTALS MATCH. On the Payroll Summary, verify the Employee Year-to-Date Totals match the Employee Range Totals. If the totals do NOT match, a problem exists. Verify the report date range and reprint the report. If the totals on the reprinted report do not match, call Customer Support. Important: All Report Dates should be set to Check Issue Date. 8 Payroll User Guide

17 Year-End Checklist STEP 7: PRINT QUARTERLY REPORTS FOR THE 4 TH QUARTER. Print and review the Quarterly Reports for the 4 th Quarter: 941 Report, FUTA Report, State Combined Report, SUTA Report, SUTA Wage List, SUTA Worksite Report, Workers Compensation List, Workers Compensation Report. To print Quarterly Reports 1. Open Reports Government Reports and select [Insert Quarterly Report Name]. STEP 8: PRINT THE ANNUAL 941 REPORT FOR THE CURRENT YEAR (1/1/YY 12/31/YY). Print the 941 for the current year (1/1/YY 12/31/YY). Change the date range to select the check issue dates for the current year. Use the Annual 941 Report to verify totals on the W-3 Transmittal. To print the Annual 941 Report 1. Open Reports Government Reports and select 941 Report. 2. Change the report date range to select the check issue dates for the entire calendar year. STEP 9: PRINT PAYROLL REPORTS FOR THE CURRENT YEAR (1/1/YY 12/31/YY). Print the annual Payroll reports for the current year including, twelve-month transmittals for all pay codes. To print transmittal reports 1. Open Reports Transmittal Reports. 2. Change the report date range to select the check issue dates for the entire calendar year. STEP 10: PRINT A LEAVE TIME REPORT. Print a Leave Time Report and use it to verify leave time balances for all employees. If each employee s leave time balances are not correct, use Manual Leave Time Entry to enter corrections. STEP 11: VERIFY LIMITS IN LEAVE TIME RATES MAINTENANCE. Open Leave Time Rates Maintenance to review the Carry Over Limit set for each Leave Time Rate. If Carry Over Limits exist and you want Payroll to adjust the leave time hours to match the Carry Over Limit, select the Adjust Hours at Year End check box. See Figure 1 on page 9 FIGURE 1. Carry Over Limit and Adjust Hours at Year End. Payroll User Guide 9

18 Year-End Checklist About Adjust Hours at Year End: Select the Adjust Hours at Year End check box to adjust leave hours for all employees to the amount entered as the Carry Over Limit. For example, if the Carry Over Limit is 160 then marking the Adjust Hours at Year End will adjust the leave hours for all employees with the selected leave time rate to 160 hours if they exceed the limit. STEP 12: VERIFY FEDERAL INFORMATION Open Federal Maintenance and verify the Federal Employer ID No. FIGURE 2. Verify Federal Employer ID No. and FWT Exemption Amount. STEP 13: VERIFY GL UPDATES HAVE BEEN COMPLETED PROPERLY. In the General Ledger, verify that all Payroll GL Updates through December have been updated and recorded correctly. No duplicate GL Updates should exist for any pay period through December. Check all Payroll journals: PC, PB, CDP or the equivalent journal. STEP 14: REVIEW PAY CODE SUBJECT TO/ EXEMPT FROM STATUS AND STATE TAX PAY CODE. First, open Pay Code Maintenance and review the Subject To/Exempt From status for each pay code. Note: Deduction Codes set as Exempt From reduce the amount of wages listed in Boxes 1, 3, 5, and 16 on the W-2. FIGURE 3. In Pay Code Maintenance, verify the Subject To/Exempt From Setup for each pay code. Second, open Pay Code Maintenance and display the State Tax pay code. Verify the State Tax ID is set up correctly. 10 Payroll User Guide

19 Year-End Checklist STEP 15: CONTACT YOUR AUDITOR ABOUT BOXES 10, 11, 12, AND 14 Contact your auditor or the IRS to determine if you have amounts to report in Boxes 10, 11, 12, and 14. IMPORTANT! Customer Support can only help you enter information into the appropriate boxes. They cannot help you determine which amounts to report in each box. Contact your auditor or the IRS to identify which amounts to report. STEP 16: REPORT AMOUNTS IN BOXES 10, 11, 12, AND 14 To report amounts in Boxes 10, 11, 12, and 14, open Pay Code Maintenance and verify the options on the W-2/1099 Tab are set up correctly. If you are not sure which codes or options to select, contact the your auditor or the IRS. W-2 Codes: Enter a code to include the pay code amount in Box 12 on the W-2. W-2 Code flags and descriptions are included in the table below. TABLE 1. Flag Description A Uncollected Social Security tax on tips. B Uncollected Medicare tax on tips. C Cost of group-term life insurance coverage over $50,000. D Contributions made to plan section 401(k). E Contributions made to plan section 403(b). F Contributions made to plan section 408(k)(6). G Contributions made to plan section 457(b). H Contributions made to plan section 501(c)(18)(d). J Sick pay not included as income. K Tax on excess. L Non-taxable part of employee business expense reimbursements. M Uncollected Social Security tax on cost of group-term life insurance coverage over $50,000. N Uncollected Medicare tax on cost of group-term life insurance coverage over $50,000. P Excludable moving expense reimbursements. Q Military employee basic housing, subsistence, and combat pay. R Employer contributions to a medical savings account. S Employee salary reduction under a section 408(p) SIMPLE. T Adoption benefits. V Income exercise of non-statutory stock option(s). W-2 Other Desc: In W-2 Other Desc enter other information that needs to be given to the employee. Use this field to include information required by the State but NOT the IRS. For example, this field could display amounts contributed to an employee pension, union dues, dependent care assistance paid, health insurance premiums deducted, payroll savings, life insurance, moving expenses paid, etc. Dependent Care: Select the check box to include the pay code amount in the Dependent Care Benefits Box on the W-2. Payroll User Guide 11

20 Year-End Checklist Non-Qualified Plan: Select the check box to include the pay code amount in the Non-Qualified Plans Box on the W-2. STEP 17: REVIEW EMPLOYEE SSN/ID NO, JOB, AND WAGE INFORMATION Open Employee Maintenance and review each employee s Social Security No./ ID No., W-2 setup, and options selected in Subject To on the Wage Info Tab. First, open Employee Maintenance and verify each employee s Social Security Number or Identification Number. FIGURE 4. Verify SSN or ID No. in Employee Maintenance. Second, verify the employee s W-2 setup on the Job Info Tab. Verify the employee s Statutory, Retirement Plan, and Third Party Sick Pay are set up correctly. FIGURE 5. Verify the employee s W-2 setup on the Job Info Tab. 12 Payroll User Guide

21 Year-End Checklist Third, choose the Wage Info Tab and verify the Subject To selection. Pay special attention to employees who are subject to Social Security and Medicare. FIGURE 6. On the Wage Info Tab, verify Subject To for each employee. STEP 18: RUN CHECKOUT. Open Checkout from the Miscellaneous menu and run it. If there are any errors on the Checkout Report fix them before you continue to the next step. STEP 19: BACKUP PAYROLL. Backup the current year Payroll database (PRW.MDB) to storage media. STEP 20: LAUNCH THE W-2 & 1099 APPLICATION. Open W-2 and 1099 from the Payroll Main Menu to convert W-2 and 1099 information from Payroll. To convert Payroll 1. From the Payroll Main Menu, open Applications W-2 & Convert files from Payroll. Open Miscellaneous Convert from Payroll. Verify the year displayed is the correct year to convert. Click GO. Click Print. We recommend printing the report because you will be using it to compare totals against the Payroll Summary and Annual Verify W-2/1099 information in Maintenance. Open Maintenance W-2 Employee. Review each employee record carefully to ensure the converted data is accurate. Open Maintenance 1099 Recipient. Review each 1099 recipient record carefully to ensure the converted data is accurate. 4. Run W-2 & 1099 Checkout. Set up Checkout for ALL Employee and Account No(s) and select all check boxes before clicking GO. Payroll User Guide 13

22 Year-End Checklist 5. Print W-2 (and 1099) forms as soon as possible. Print sample W-2s to scratch paper. Open Reports Form W-2. Load scratch paper in the printer and click Print. Review the sample W-2s. Verify items that print on the W-2 Form print in the correct position/box. Use Payroll to enter corrections, if needed. Reconvert Payroll files to W-2 & 1099 if there are changes. Repeat these steps until the sample W-2 forms print correctly. Attention! If the actual W-2s are not printed at this time, skip to Step 21: Exit W-2 & 1099 Application. 6. Print the actual W-2 forms. Open Reports Form W-2. Load the W-2 Forms in the printer. Click Print Forms: To print 1099 Forms, repeat Step 5: Print W-2 (and 1099) Forms as soon as possible and substitute 1099 Form for W-2 Form. STEP 21: EXIT THE W-2 & 1099 APPLICATION. Select Applications Payroll to exit W-2 & 1099 and return to Payroll. STEP 22. VERIFY ALL CURRENT YEAR PAYROLL REPORTS AND UPDATES TO GEN- ERAL LEDGER HAVE BEEN COMPLETED. Before you continue, make sure you have printed all Payroll reports for the current year and all Payroll GL Updates for the current year are posted correctly in General Ledger. STEP 23: PERFORM YEAR-END CLOSING 5862, 24 nov 2003 Run the Year-End Closing routine to close the current Payroll year, and create new transaction summary and benefit summary records. To run Year-End Closing 1. Open Miscellaneous Year-End Closing. 2. Verify the year displayed is the current Payroll year. If the current Payroll year is not displayed, call Customer Support. 3. Click GO. 14 Payroll User Guide

23 Year-End Checklist AFTER YOU COMPLETE THE YEAR-END CHECKLIST: Running the Year-End Closing routine is the last official step in the Year- End Closing Checklist. You should print W-2s as soon as possible after completing the Year-End Checklist. The next steps help you get Payroll ready for the new year. STEP 24: LOAD NEW FEDERAL AND STATE TAX RATES/WAGE LIMITS 1. Open Federal Maintenance and enter the new Federal Tax Rate information. 2. Open State Maintenance and enter the new State Tax Rate information. 3. Open Pay Code Maintenance. On the General 2 Tab, enter Wage Limit changes on the General 2 Tab. For example, changes to the SUTA wage limit or Social Security wage limit. STEP 25: PRINT A NEW PRE-LIST. Open Reports PreList and print a new PreList. STEP 26: ENTER PAYROLL FOR THE NEW YEAR. Congratulations! You ve completed the Payroll Year-End Closing. Now, you are ready to start entering Payroll for the new year. Payroll User Guide 15

24 Year-End Checklist 16 Payroll User Guide

25 CHAPTER 4 Checklist Tasks You can use the custom Payroll Steps Checklist that was created for you when you came to Caselle for training. If you don t have access to the custom checklist, you can use the Payroll Master Steps Checklist instead. The Steps Checklist lists the Payroll tasks in the order they need to be completed. In this chapter: Printing the Steps Checklist Payroll Task List Payroll User Guide 17

26 Checklist Tasks Printing the Steps Checklist Printing the Steps Checklist You can use the Steps Checklist Report as a job aid to help you remember which steps need to be completed. Use the printed Checklist to mark each step as completed each pay period. How to complete each step in the Caselle Master Steps Checklist is described in this section. FIGURE 1. Part of the Payroll Steps Checklist To print the checklist 1. Open Reports Steps Checklist. 2. Select the Report Title. 3. Enter the dates to print at the top of each column. 4. Click Print. 5. Click GO. 18 Payroll User Guide

27 Payroll Task List Checklist Tasks Payroll Task List If you need instructions on how to complete a task, the tasks that are used in the steps checklist are listed in this chapter in alphabetical order by title. Tasks (Listed in Alphabetical Order) Task Name on the Payroll Steps Checklist Page Number Task Name Alphabetical Order Page Number Compute Benefits 21 Automatic Level Update 50 Compute Leave Time 22 Batch Quarterly Reports 35 Hours Create Transmittal Invoices 24 Benefits Register 37 Delete the Payroll detail 25 Benefits Summary 37 Enter Comp Time Hours 25 Batch Transmittal Reports Enter Manual Checks 26 Checkout 51 Enter Manual Leave Time Hours 28 Checkout corrected employees Enter Payroll Data 29 Check Register 37 General Ledger Update 32 Compute Benefits 21 Pay Period Update 33 Compute Leave Time Hours 22 Perform Employee Maintenance Print Batch Quarterly Reports Print Batch Transmittal Reports Print the Benefits Register Print the Benefits Summary Print the Check Register Print the Leave Time Accrual Register Print the Leave Time Report Print Monthly Batch Reports 34 Create Transmittal 24 Invoices 35 Delete the Payroll detail Comp Time Hours, entry Employee Maintenance General Ledger Update Leave Time Accrual Register 38 Leave Time Report Manual Checks, entry Manual Leave Time Hours, entry Print Payroll Checks 39 Monthly Batch Reports 38 Print the Payroll Prelist 40 Payroll Data, entry 29 Print the Payroll Register 41 Pay Period Update 33 Print the Payroll Summary 41 Payroll Checks Payroll User Guide 19

28 Checklist Tasks Payroll Task List Task Name on the Payroll Steps Checklist Print the Preliminary Payroll Register Print the Standard Retirement Reports Print the State Retirement Reports Print the Transmittal Register 41 Payroll Prelist Payroll Register Payroll Register, corrections. 47 Payroll Summary 41 Print Timesheets 48 Preliminary Payroll Register Print Transmittal Checks Review the Payroll Register and make corrections. Run Automatic Level Update Page Number Task Name Alphabetical Order Page Number 48 Standard Retirement 43 Reports 49 State Retirement Reports Timesheets 48 Run Checkout 51 Transmittal Checks 48 Run Checkout on corrected 54 Transmittal Register 47 employees Run Recalculate 54 Recalculate Payroll User Guide

29 Compute Benefits Checklist Tasks Compute Benefits Run Computed Benefits Entry to compute Social Security, Medicare, health insurance, retirement, etc. Note: If a benefit is recorded as taxable income, you may want to check the benefit pay code to ensure the benefit is computing and recording the benefit correctly. FIGURE 2. Computed Benefits Entry To compute benefits 1. Open Data Entry Computed Benefits Entry. The Computed Benefits Options dialog box displays. 2. Verify the Computed Benefits Options are correct. 3. Click Accept. The computed benefit transactions display on the Computed Benefits Entry screen. 4. Scroll through the computed benefits to verify the computed benefits are correct. 5. Click OK. Payroll User Guide 21

30 Checklist Tasks Compute Leave Time hours Compute Leave Time hours Use Computed Leave Time Entry to compute leave time hours. Review the leave time hours, and then use Manual Leave Time Entry to enter any corrections. Scroll through the records to review the computed leave time for each employee. Verify the leave time options and click Accept to compute leave time. FIGURE 3. Computed Leave Time Hours Setup To compute leave time 1. Open Data Entry Computed Leave Time Entry. The Computed Leave Time Options dialog box displays. 2. Verify the Computed Leave Time Options are correct. 3. Click Accept. The computed leave time transactions display on the Computed Leave Time Entry screen. 4. Scroll through the list of computed leave time hours and verify the amounts that computed for each employee are correct. 5. If a leave time amount needs to be corrected: Complete these steps. Exit Computed Leave Time Entry. Use Manual Leave Time Entry to enter the correction. Print the Leave Time Accrual Register to verify the update. 22 Payroll User Guide

31 Compute Transmittals Checklist Tasks Compute Transmittals Run Computed Transmittal Entry to compute transmittal amounts for the current pay period. FIGURE 4. Computed Transmittal Entry Setup To compute transmittals 1. Open Data Entry Computed Transmittal Entry. The Compute Transmittal Amounts Options dialog box displays. 2. Enter the journal code to compute transmittal amounts in the Compute for Journal Code field. Enter All to compute transmittal amounts for all journal codes. 3. Enter the transmittal numbers to include in the Transmittal No(s) field. Enter All to include all transmittal numbers. 4. Click Accept. The computed transmittal amounts display on the Compute Transmittal Amounts screen. 5. Click OK. 6. Review the computed transmittal amounts. Payroll User Guide 23

32 Checklist Tasks Create Transmittal Invoices Create Transmittal Invoices A Transmittal Invoice is an invoice that is created from Payroll in Accounts Payable so you can use Accounts Payable to issue the check. FIGURE 5. Selecting options to create transmittal invoices. To create invoices 1. Open Miscellaneous Create Transmittal Invoices. 2. Enter the transmittal numbers to use to create transmittal invoices in the Transmittal No(s) field, or click Filter. 3. Enter the invoice date to print on the transmittal invoice on the Invoice Date field. 4. Enter the payment due date in the Payment Due Date field. 5. Do you want to print the Transmittal Invoice Report without actually creating any transmittal invoices? Select the Report check box. 6. Do you want to create transmittal invoices? Select the Create Transmittal Invoice check box. 7. Under Frequencies: Click an option. Option All Frequencies Selected Frequencies Description Print transmittal checks for all frequencies. Print only transmittal checks for the selected frequencies. 8. Click GO. 24 Payroll User Guide

33 Delete the Payroll detail Checklist Tasks Delete the Payroll detail You can determine the length of time to store transaction history in the Payroll database. To conserve your hard drive resources and maintain performance, we recommend retaining Payroll history for two years prior as well as the current year. All transactions through the date selected in the Delete Payroll Detail routine will be deleted. To delete the detail 1. Open Miscellaneous Delete Payroll Detail. 2. Verify the date displayed in the Delete Transactions Prior To and Including field. 3. Do you want to delete terminated pay codes from employee records? Select the Delete Terminated Pay Codes from Employee if No History Exists check box. 4. Click GO. Enter Comp Time hours Use the Prelist to identify the employees who have earned or taken comp time during the pay period. Write the number of earned comp hours in the Prelist margin. Write the number of taken comp hours in the space designated on the Prelist, and then use Manual Leave Time Entry to record the hours in Payroll. Use Manual Leave Time Entry to enter the worker s comp hours entered on the Prelist. FIGURE 6. Prelist and Manual Leave Time Entry Screen Payroll User Guide 25

34 Checklist Tasks Enter Manual Checks 7312, 24 nov 2003 Note: A warning will be displayed if multiple users are entering data at the same time using the same reference number. If this situation occurs, the program will find the next available reference number to assign to the transaction. To enter Comp Time hours manually 1. Open Data Entry Manual Leave Time Entry. 2. Enter the employee s name or number in the Employee field. Press Enter. The employee s name and number are located on the Prelist. 3. Enter the pay code to update in the Pay Code field. 4. Enter the hours in the Hours field. To enter a positive quantity, key the hours. To enter a negative quantity, key the hours followed by the minus (-) sign. 5. Repeat the steps to enter comp hours for each employee who has comp hours recorded on the Prelist. Enter Manual Checks Enter typed or handwritten payroll checks into the Payroll database. When you enter a manual check, you need to (1) calculate gross withholding and deductions, (2) write or type the paycheck, and (3) enter the paycheck in Payroll. FIGURE 7. Manual Check Entry Screen 7312, 24 nov 2003 Note: A warning will be displayed if multiple users are entering data at the same time using the same reference number. If this situation occurs, the program will find the next available reference number to assign to the transaction. First, calculate withholding and deductions 1. Open Data Entry Computed Check Entry. The Computed Check Options dialog box displays. 2. Verify the Computed Check Entry Options. 26 Payroll User Guide

35 Enter Manual Checks Checklist Tasks 3. Click Accept. The Computed Check Entry screen displays. 4. Enter the employee s name or number. 5. Enter the pay codes and amounts. Note: After the pay codes and pay code amounts are entered, the hash total should equal zero if the manual check was entered correctly. 6. Click Calculate Pay Codes. 7. DO NOT press Enter again. 8. Press Print Scrn on the keyboard. This step prints the calculated amounts to be used during Manual Check Entry. The Caselle Screen Print Utility dialog box displays. 9. Click Accept to print the Computed Check Entry. 10. Click Delete to abort the Computed Check Entry. Second, write or type the check 1. Write or type the paycheck. Third, enter a Manual Check Entry 1. Open Data Entry Manual Check Entry. The Manual Check Entry Options dialog box displays. 2. Verify the Manual Check Entry Options. Tip! Use the default setting for Manual Check Entry to enter the pay codes and amounts. To default amounts based on the pay codes entered and enable the Calculate Pay Codes button, select Allow Calculation from the Other menu. 3. Click Accept. The Manual Check Entry screen displays. 4. Enter the check number in the Check No. field. 5. Enter the employee s name or number in the Employee field. 6. Use the Computed Check Entry printout to enter the pay codes and amounts. Note: Deductions will be subtracted automatically. If you key a minus ( ) sign after a deduction, the deduction will be added to the employee s net pay. 7. Verify the hash total equals zero. If the hash total is not zero, check the pay codes and amounts to see if they have been entered correctly, check for missing pay codes. 8. When the hash total equals zero, press Enter again to save the Manual Check Entry. Payroll User Guide 27

36 Checklist Tasks Enter Manual Leave Time Hours Enter Manual Leave Time Hours Use the Prelist to identify the employees who have earned or taken comp time during the pay period. Write the number of earned comp hours in the Prelist margin. Write the number of taken comp hours in the space designated on the Prelist, and then use Manual Leave Time Entry to record the hours in Payroll. Use Manual Leave Time Entry to enter the worker s comp hours entered on the Prelist. FIGURE 8. Prelist and Manual Leave Time Entry Screen 7312, 24 nov 2003 Note: A warning will be displayed if multiple users are entering data at the same time using the same reference number. If this situation occurs, the program will find the next available reference number to assign to the transaction. To enter manual leave time 1. Open Data Entry Manual Leave Time Entry. 2. Enter the employee s name or number in the Employee field. Press Enter. The employee s name and number are located on the Prelist. 3. Enter the pay code to update in the Pay Code field. 4. Enter the hours in the Hours field. To enter a positive quantity, key the hours. To enter a negative quantity, key the hours followed by the minus (-) sign. 5. Repeat the steps to enter comp hours for each employee who has comp hours recorded on the Prelist. 28 Payroll User Guide

37 Enter Payroll data Checklist Tasks Enter Payroll data Enter employee hours, leave time entries, changes to employee allocations, and so on. You can use Pay by Exception or Computed Check Entry. Pay by Exception Use Pay by Exception if you will be printing a check for every employee on the Prelist for the current pay period. Instead of making an entry for each employee who will receive a paycheck, you only need to enter employees with exceptions, such as vacation hours, sick leave, or comp time. FIGURE 9. Use the Payroll Prelist to enter employee exceptions through Pay by Exception. 1. Open Data Entry Pay by Exception. The Pay by Exception Options dialog box displays. 2. Verify the Pay by Exception Options are correct. 3. Click Accept. 4. Use the Prelist to identify exceptions that need to be entered. 5. Enter the employee s name or number in the Employee field. Press Enter. A list of pay codes tied to the employee displays in the grid. Payroll User Guide 29

38 Checklist Tasks Enter Payroll data 6. Enter a pay code that requires an exception in the Pay Code field. Task Allocate an exception to a different GL account. Tie the exception to a job number. Tie the exception to a GL activity code. Do This Enter a GL account in the GL Acct field. Enter the job number in the Job No. field. The Caselle Project Management interface must be enabled to use this option. Enter the GL activity number in the GL Activity field. The Caselle General Ledger interface3 must be enabled to use this option. 7. Enter the Amount or Hours or Rate for the exception. Press Enter to save the transaction. Note: A warning will appear if the hours entered are in excess of the employee s available hours for sick, vacation, or comp time. This warning will not prevent you from entering more leave time than the employee has accrued. 8. Repeat Step 5 and 6 to enter another exception for the current employee, or press Enter to begin entering exceptions for a new employee. 9. When you are ready to compute checks for the pay period, click GO. Computed Check Entry Use Computed Check Entry if you only wish to make entries for the employees who will be receiving a paycheck this pay period. You will be able to see the employee s check calculate. Generally speaking, using Pay by Exception is faster than using Computed Check Entry. 1. Open Data Entry Computed Check Entry. The Computed Check Options dialog box displays. FIGURE 10. Selecting the Computed Check Entry Options. 2. Verify the Computed Check Entry Options. 3. Click Accept. The Computed Check Entry screen displays. 30 Payroll User Guide

39 Enter Payroll data Checklist Tasks 4. Enter an employee number in the Employee field. You can Search this field. 5. Enter a description in the Description field (optional). 6. Enter a pay code in the Pay Code field. The pay codes that need to be computed display in the grid on the Computed Check Entry screen. Pay codes that need to be entered appear in gray type. Pay codes that have been entered appear in black type. View the employee s pay codes in the grid. Pay codes waiting to be entered are gray. Pay codes that have been entered are black. View the total hours and amount calculated for the employee. FIGURE 11. Using Computed Check Entry to calculate an amount for each pay code in the employee s file. 7. If the pay code calculates based on hours, enter the hours in the Hours field. OR If the pay code calculates based on an amount, enter the amount in the Amount field. 8. Repeat Steps 4 and 5 until all of the employee s pay codes are entered. You must enter each pay code separately. The amount/hours calculates when the pay code is entered. If the pay code is not entered, the amount.hours will not be calculated. Tip: If you want to use the allocation percentages entered for the pay code that is currently being displayed as the default allocation percentages for the remaining pay codes, select the Use These Percentages for Remaining Allocations check box. Click Close to close the GL Account No. Allocations grid. 9. Press Enter again to enter the next employee number. Payroll User Guide 31

40 Checklist Tasks General Ledger Update General Ledger Update Run General Ledger Update to update Payroll transactions to the General Ledger, print a GL Update Report, or create an export file. FIGURE 12. Selecting the options to report/post transactions to the General Ledger. Run the General Ledger Update 1. Open Miscellaneous General Ledger Update. 2. Under Pay Period(s) to be Updated: Select the pay period to update. 3. Do you want to exclude employee names from updating to the Cash Disbursement Journal? Select the Omit Employee Names from GL File check box. Clear the check box to post employee names. 4. Do you want to include Payroll detail? Select the Post Detail check box. 5. Do you want to print the GL Update Report? Select the Print GL Update Report check box. Transactions will NOT be updated. 6. Do you want to update transactions using an export file to a non-caselle General Ledger? Select the Create GL Update Export File check box. 7. Do you want to update transactions to the Caselle General Ledger? Select the Update Caselle General Ledger check box. Transactions will be updated. 8. Under Posting Journals: Click the All Journals option. 9. Select the Post Payroll Distributions (PC), Post Checks (CDP), Post Benefits (PB), and Post Transmittal Checks (CDPT) check boxes. Note: You will only be able to select the option to Post Transmittal Checks (CDPT) if you are using Payroll to create Transmittal Checks. 10. Click GO. 32 Payroll User Guide

41 Pay Period Update Checklist Tasks Updating transactions that have already been updated You can update transactions that have already been updated to General Ledger. You should delete the transactions in the General Ledger that will be re-updated before you run this routine. If needed, you may re-post individual journals. 1. Delete the transactions that will be re-updated from General Ledger. 2. Open Miscellaneous General Ledger Update. 3. Select the Update Transactions That Have Already Been Updated check box. 4. If you only want to re-update transactions to a specific journal: Select the check box next to Post Payroll Distribution (PC), Post Checks (CDP), and/ or Post Benefits (PB). 5. Click GO. Pay Period Update Run the Pay Period Update to set up dates for the next pay period and future pay period. Review the calendar to identify holidays that may affect pay period ending dates or check issue dates. You can use the Pay Period Update routine to change the pay period ending date or check issue date. FIGURE 13. Viewing the options on the Pay Period Update screen. To run the update 1. Open Miscellaneous Pay Period Update. A warning will appear if the check issue date falls on a weekend. Click OK to continue. Clicking OK will NOT change the check issue date. 2. Under Next Pay Period: Verify the correct values display in the Pay Period Date, Pay Period, and Check Issue Date fields. 3. Under Future Pay Period: Verify the correct values display in the Pay Period Date, Pay Period, and Check Issue Date fields. Payroll User Guide 33

42 Checklist Tasks Perform Employee Maintenance 4. If the Check Issue Date Warning dialog box displays message that the Check Issue Date falls on a weekend: Click the New Check Issue Date field, and select a check issue date that falls on a weekday. 5. Click GO. Perform Employee Maintenance Use the Payroll Prelist to add a new employee, edit an existing employee s record, such as change an employee exemption, adjust a pay rate, add, edit, or delete pay codes, etc., or terminate an employee. See the chapter on Employees on page 67 for detailed instructions. Add a new employee 1. Open Maintenance Employee. 2. Click New. 3. Complete the fields. Edit employee information Use Employee Maintenance in Edit Mode to edit employee information, update a pay rate, update pay codes, etc. FIGURE 14. Viewing different screens in the Employee Table. 34 Payroll User Guide

43 Print Batch Quarterly Reports Checklist Tasks To edit employee information 1. Open Maintenance Employee. 2. Enter an employee name or number in the Lookup Bar. Press Enter. If Employee Maintenance is open, click Edit to switch to Edit Mode. 3. Update the employee information. Print Batch Quarterly Reports Print the Quarterly Reports required by the government once each calendar quarter. You can save time by creating a batch report. When you open a report, the report dates will usually default to the prior quarter dates. You may need to change the report date selection to select the appropriate beginning and ending dates. Report Name Description 941 Report Print the employer s quarterly federal tax liability. FUTA Report Show the Federal unemployment taxes owed to the government. State Combined Report Print the SUTA Wage List and Workers Compensation List. SUTA Report Print the quarterly state unemployment tax report. SUTA Wage List Show the employees wages that are subject to the state unemployment tax. SUTA Worksite Report Print the quarter state unemployment tax worksite report. SWT Report Print the quarterly state withholding tax report. Workers Compensation List List employee s wages based on the workers compensation class for the quarter. Workers Compensation Report Show the amount paid for workers compensation by employees per workers compensation class. Print Batch Transmittal Reports Print Transmittal Reports to identify the amounts to remit to the federal tax deposit, credit unions, child support, etc. Time-saving tip: You can set up Transmittal Reports in a Batch Report to print all of the Transmittal Reports at the same time. To print the report 1. Open Reports Transmittal Reports. 2. Select a Report Title. 3. Under Report Date(s): Select the current pay period. 4. Do you want to include an employee even if the pay codes selected for the report are inactive in the employee s file? Select the Include Employees Where All Selected Pay Codes are Inactive check box. Payroll User Guide 35

44 Checklist Tasks Print Batch Transmittal Reports 5. Do you want to include an employee even if all of the employee s columns equal zero? Select the Include Employees Where All Selected Columns are Zero check box. 6. Click the Pay Codes Tab. 7. Do you want to total the gross hours? Select the Print Total Gross Hours check box. 8. Do you want to total the gross amounts? Select the Print Total Gross Amounts check box. 9. Under Other Columns: Select the check box next to an option to add the column to the report. Double-click under the Total column heading to total the column. FIGURE 15. Report Order with option to total column enabled. Option Print the Employee Hours Total Print Employee Amount Total Print Employer Hours Total Print Employer Amount Total Print Total Hours Print Total Amounts Print Grand Total Hours Description Total all employee hour columns if the Total column is Yes or Totals Only. Total all employee amount columns if the Total column is Yes or Totals Only. Total all employer hour columns if the Total column is Yes or Totals Only. Total all employer amount columns if the Total column is Yes or Totals Only. Total the columns containing hours if the Total column is Yes or Totals Only. Total the columns containing amounts if the Total column is Yes or Totals Only. Print a column that will total the hours for all of the selected pay codes, including Total Gross Hours if that option has been selected. Note: This option adds amounts based on the sign showing on the report. Negative values will be subtracted. Positive values will be added 10. Click Print. 11. Click GO. 36 Payroll User Guide

45 Print the Benefits Register Checklist Tasks Print the Benefits Register Print a Benefits Register to determine if adjustments to the benefit pay code setup is required. Use the Benefits Register to ensure the Accounts Payable invoice for benefit amounts match the employer s contribution, check for zero GL accounts, and check for missing GL numbers. 4591, 24 nov 2003 Note: The report will subtotal amounts by fund at the end of the report. To print the register 1. Open Reports Benefits Register. 2. Select a Report Title. 3. Under Report Date(s): Select the current pay period. 4. Do you want to summarize the pay code if the credit and debit accounts use the same GL account? Select the Summarize Pay Code by GL Account check box. 5. Click Print. 6. Click GO. Print the Benefits Summary You can run the Benefits Summary Report to review the benefit pay code total by employee. To print the report 1. Open Reports Benefits Summary. 2. Select a Report Title. 3. Under Report Date(s) Check Issue: Select the current pay period. 4. Do you want to total the benefits paid by employee? Select the Print Total Benefits Column check box. 5. Do you want to include terminated employees? Select the Include Terminated Employees check box. This option selects employees with (1) a termination date before the beginning report date and (2) an amount. 6. Click Print. 7. Click GO. Print the Check Register Print a Check Register to review the paychecks which have been created using the Payroll application. To print the register 1. Open Reports Check Register. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to include computed checks, manual checks, void checks, or transmittal checks? Under Include Check Types, select the check box next to an option to include it. 5. Click Print. 6. Click GO. Payroll User Guide 37

46 Checklist Tasks Print the Leave Time Accrual Register Print the Leave Time Accrual Register Print the Leave Time Accrual Register to review accrued leave time by pay period. To print the register 1. Open Reports Leave Time Accrual Register. 2. Select a Report Title. 3. Under Report Date(s): Select the current pay period. 4. Do you want to include leave time transactions that were calculated using Computed Leave Time Entry? Select the Automatic check box. 5. Do you want to include leave time transactions that were calculated using Manual Leave Time Entry? Select the Manual check box. 6. Click Print. 7. Click GO. Print the Leave Time Report You can print the Leave Time Report instead of the Leave Time Accrual Register to show the organization s liability pending employee termination. The Leave Time Report includes the beginning leave time balance for each employee, hours accrued, hours used, hours remaining, outstanding liability for each employee, and leave time rate for each employee. To print the report 1. Open Reports Leave Time Report. 2. Select a Report Title. 3. Under Report Date(s): Select the current pay period. 4. Click Print. 5. Click GO. Print the Monthly Batch Reports Print the government reports that are required each month. When you open a report, change the Report Date(s) to select the Year-End month. 38 Payroll User Guide

47 Print the Payroll checks Checklist Tasks Print the Payroll checks Print Paychecks for employees who will receive a paycheck in the current pay period. If you need to void a paycheck, change the information that appears on the paycheck or reprint a destroyed paycheck, see Reprinting payroll checks on page 173. Click a date to select it and enter the beginning check number. Select the form layout for Payroll Checks. FIGURE 16. Payroll Check Setup To print paychecks 1. Open Reports Payroll Check. 2. Select a Report Title. 3. Click the date to use as the Check Issue Date from the date(s) displayed in the Check Issue Date field. 4. Enter the check number to use to begin numbering the checks in the Beginning Check No. field. 5. Do you want to print checks for non-direct deposit employees? Select the Regular Checks check box. 6. Do you want to print checks for direct deposit employees? Select the Direct Deposit Checks check box. 7. Click the Forms Tab. 8. Select the form layout for paychecks from the Payroll Check Form dropdown list. Payroll User Guide 39

48 Checklist Tasks Print the Payroll Prelist 9. Load the checks in the printer. 10. Click Print. 11. Click GO. 12. Follow the instructions that appear on the screen. Print the Payroll Prelist Print a Payroll Prelist to print a list of employees receiving paychecks during a pay period. Use the Prelist during the pay period to record employee requests for leave time, record changes to wage and insurance information, and track items that need to be updated in Payroll before computing paychecks. FIGURE 17. Viewing an example of the Payroll Prelist. To print a Payroll Prelist 1. Open Reports Payroll Prelist. 2. Enter the number of empty lines to print before printing the next employee s information in the Blank Lines Between Employees field. 3. Do you want to print the employee s retirement status, EIC status, Federal exemptions and status, State exemptions and status, payment type, and payment frequency? Select the Include Employee Information check box. 4. Do you want to print the employee s GL allocations? Select the Include GL Allocations check box. This option will print the GL account and the percentage allocated for each of the employee s allocations. For example, GL Allocations: OOO 30.00% OOO 70.00% 5. Click Print. 6. Click GO. 40 Payroll User Guide

49 Print the Payroll Register Checklist Tasks Print the Payroll Register Print a Payroll Register to review the computed checks. You can print a single line summary or detail and the report will subtotal amounts by fund at the end of the report. 4591, 24 nov 2003 To print the register 1. Open Reports Payroll Register. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Under Report Option: Click the Register option. 5. Under Report Type: Click an option to select the amount of detail to include on the Preliminary Payroll Register. Task Print a one-line payroll check summary. Print a summary of each payroll check by pay code for each employee. Print the payroll check detail for each employee. Do This Click Single-Line Summary. Click Payroll Code Summary. Click Include Net GL Summary. Select the Include Net GL Summary check box to print the Net GL Summary. 6. Click Print. 7. Click GO. Print the Payroll Summary Print a Payroll Summary to review the pay period detail and yearly totals for a pay period range. To print the Payroll Summary 1. Open Reports Payroll Summary. 2. Select Report Title. 3. Under Report Date(s): Select the current pay period. 4. Do you want to include the year-to-date totals for each employee? Select the Year-to-Date Level Totals check box. 5. Do you want to print the quarterly amount totals for each report order level where totals are selected? Select the Quarterly Amount Level Totals check box. Quarterly Amount Totals will only print if the Report Order option under the Total column heading is set to Yes or Totals Only. 6. Do you want to print quarterly amount grand totals at the end of the Payroll Summary? Select the Quarterly Amount Grand Totals check box. 7. Click Print. 8. Click GO. Print the Preliminary Payroll Register Print a Preliminary Payroll Register to make sure the Prelist balances to the Payroll Register, search for duplicate entries, correct time entries, and review direct Payroll User Guide 41

50 Checklist Tasks Print the Preliminary Payroll Register deposits. If corrections are required, use the Preliminary Payroll Register to identify the reference number; you will need the reference number to modify the transaction. To print the preliminary register 1. Open Reports Payroll Register. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Under Report Option: Click the Preliminary Register option. 5. Under Report Type: Click an option to select the amount of detail to include on the Preliminary Payroll Register. Task Print a one-line payroll check summary. Print a summary of each payroll check by pay code for each employee. Print the payroll check detail for each employee. Do This Click Single-Line Summary. Click Payroll Code Summary. Click Detail Register. 6. Click Print. 7. Click GO. 42 Payroll User Guide

51 Print the Standard Retirement Reports Checklist Tasks Print the Standard Retirement Reports Use the state s requirements to choose the Standard Retirement Reports or the State Retirement Report. Standard Retirement Report Print the Standard Retirement Report if the state requesting the retirement report does not use a specific retirement report format. The Standard Retirement Report allows you to select the pay code and define the columns that will print on the report. FIGURE 18. Defining a column on the Standard Retirement Report. 1. Open Reports Retirement Reports and select Standard Retirement Reports. 2. Select a Report Title. 3. Under Report Date(s): Select the current pay period. 4. Select the retirement pay code from the Retire Pay Code drop-down list. 5. Set up the retirement information for Columns 1-6. Each column can display an amount, percent, or none. Based on the selection, enter an the amount or percent that will be used to calculate the column in the following field after it. 6. Click Print. 7. Click GO. State Retirement Report Use the State Retirement Report to print a state-specific retirement report. Use the instructions from the state to complete the fields in the State Retirement Report. Payroll User Guide 43

52 Checklist Tasks Print the Standard Retirement Reports State Retirement Reports are available for these states: Arkansas, Arizona, Colorado, Iowa, Idaho, Illinois, Kansas, Michigan, Minnesota, Nevada, Oklahoma, Oregon, Utah, Wisconsin, Wyoming. 1. Open Reports Retirement Reports and select State Retirement Reports. 2. Select a Report Title. 3. Verify the Report Date(s). Click the ellipsis button to change the date range. Set up the report dates, selection criteria, and report order. FIGURE 19. Selecting the report range. 44 Payroll User Guide

53 Print the Standard Retirement Reports Checklist Tasks 4. Click the Miscellaneous Tab. The Miscellaneous Tab contains state-specific fields. The next screen shows the fields that will appear on the Utah State Retirement Report. Use the same instructions provided by the State to complete the fields. FIGURE 20. Selecting the pay codes and report format. 5. Complete the state-specific fields. Use the What s This? Help button for more information on how to complete the state-specific fields. Payroll User Guide 45

54 Checklist Tasks Print the Standard Retirement Reports 6. Click the Formats Tab. The Formats Tab stores the field formats for the State Retirement Report. If the field format is deleted, the field will not appear on the report. You can adjust the field format to increase or decrease the column width. FIGURE 21. Verifying the field formats. 7. Click a field and type in the field format. OR Click the Reset Formats button to use the default field formats. 8. Click the Convert/Edit Tab. Use the Convert/Edit Tab to store amounts in a separate table. You can edit the amounts in the table to enter corrections without affecting other transactions. FIGURE 22. Convert/Edit Tab 9. Click the Convert button. 46 Payroll User Guide

55 Print the State Retirement Reports Checklist Tasks 10. To edit the report data: Click the Edit Report Data button. 11. Click Edit to update the report information. 12. Click Print. 13. Click GO. Print the State Retirement Reports Print the FICA/FWT EFTPS Reports. To print the report 1. Open Reports Government Reports. 2. Select FICA/FWT EFTPS. 3. Select the Report Title. 4. Verify the Report Date(s). 5. Enter the PIN (Personal Identification Number) in the PIN Number field. The number entered in this field will print on the report. This information can be saved in this field. 6. Enter the phone number that is used to access EFTPS in the Phone Number field. This information can be saved in this field. 7. Click Print. 8. Click GO. Print the Transmittal Register Print the Preliminary Transmittal Report to verify the amounts that will be used to create the transmittal invoices or print the transmittal checks. To print the register 1. Open Reports Transmittal Register. 2. Select a Report Title. 3. Under Report Date(s): Select the current pay period. 4. Under Report Option: Click the Register option. 5. Under Report Type: Click an option to select the amount of detail to include on the Preliminary Payroll Register. Task Print a one-line payroll check summary. Print a summary of each paycheck by pay code for each employee. Print the payroll check detail for each employee. Do This Click Single-Line Summary. Click Payroll Code Summary. Click Detail Register. Select the Include Net GL Summary check box to print the Net GL Summary. 6. Click Print. 7. Click GO. Payroll User Guide 47

56 Checklist Tasks Print Timesheets Print Timesheets Once you ve saved a Timesheet form layout, you can use it to print timesheets by selecting the form layout on the Forms Tab in the report setup. To print timesheets 1. Open Reports Employee Timesheet. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Click the Forms Tab. 5. Select the timesheet form layout from the Timesheet Form drop-down list. 6. Click Print. 7. Click GO. Print Transmittal Checks A Transmittal Check is a check that is issued to a vendor who has amounts which originated in Payroll, for example, health insurance. FIGURE 23. Selecting the transmittal check options and form layout. To print checks 1. Open Reports Transmittal Checks. 2. Select a Report Title. 3. Enter the check issue date to print on the transmittal checks in the Check Issue Date field. 48 Payroll User Guide

57 Review the Payroll Register and make corrections Checklist Tasks 4. Enter the check number to print on the first transmittal check in the Beginning Check No. field. 5. Under Frequencies: Click an option. Task Print transmittal checks for all frequencies. Print transmittal checks only for selected frequencies. Do This Click All Frequencies. Click Selected Frequencies. 6. Under Print: Click the All Checks option. 7. Click the Forms Tab. 8. Select the form layout for the transmittal check from the Transmittal Check Form drop-down list. 9. Click Print. 10. Click GO. Review the Payroll Register and make corrections Review the Preliminary Payroll Register to verify the Payroll data is entered correctly. The Employee Hash number and Total Hours worked on the Payroll Register should match the Employee Hash number and Total Hours worked on the Prelist. To balance totals 1. Total the hours worked on the Prelist. Record the total on the last page of the Prelist. 2. Compare the preliminary Payroll Register Employee Hash number (last page of the preliminary Payroll Register) against the Prelist Employee Hash number. The Employee Hash numbers should match. If the Employee Hash number is different, Use the Prelist to subtract employee numbers for terminated employees, employees not receiving a paycheck for the current pay period, and hourly employees who did not work during the current pay period. Compare the adjusted Employee Hash number to the Employee Hash number on the preliminary Payroll Register. 3. Compare the preliminary Payroll Register Hours total against the Prelist total hours. The total hours should match. If the reports are out of balance, use the preliminary Payroll Register to find the problem. If you need more help, print a Detail Register to verify employee hours. Use Computed Check Entry to enter corrections. 4. If corrections are entered, reprint the preliminary Payroll Register to verify the Employee Hash number and Total Hours worked match the Prelist. When the reports match, you are ready for Step 7: Compute Leave Time Hours. Payroll User Guide 49

58 Checklist Tasks Run Automatic Level Update Run Automatic Level Update Run Automatic Level Update to update leave time rates and advance the level date to the future year for eligible employees. The options selected in the level rate setup will determine eligibility. To update levels 1. Open Miscellaneous Leave Rate Options and select Automatic Level Update. 2. Under Employee No(s): Select the employee numbers to include in the Automatic Level Update. Click Filter to change the selection. 3. Under Pay Codes: Select the pay codes to include. Press and hold CTRL to select more than one pay code. Click and drag to select a range. 4. Under Leave Rates: Select the leave rates to include. Press and hold CTRL to select more than one leave rate. Click and drag to select a range. 5. Do you want to print the Automatic Level Update Report? Select the Print Report check box. 6. Do you want to update leave time levels and dates? Select the Update Leave Time Levels and Dates check box. 7. Click GO. 8. Review the Automatic Level Update Report. Note: If errors exist on the Automatic Level Update Report, use Employee Maintenance to enter corrections, and then run the Automatic Level Update Report again. 50 Payroll User Guide

59 Run Checkout Checklist Tasks Run Checkout Run Checkout to review the Employee, Pay Code, and Transaction Tables for errors including, keying errors, incorrect withholding taxes, Social Security and Medicare calculation errors, and Subject To errors. Select this check box only if you want to run Checkout for prior years. Usually the check box is not selected. TABLE 1. Checkout Options FIGURE 24. Viewing the default Checkout on the Employee Tab. You can run Checkout to search the Payroll database for errors. Table 1 summarizes the Checkout Options, the error generated by each option, and what you need to do to fix the error. Option Description Fix Employee Information Percent Allocation Singe Active Net Pay Code Valid Pay/ Sub-Code Missing Social Security Number Verify Monthly Pay Periods Check if the sum of the employee s GL allocations equals 0% or 100%. Check if the employee has only one active net pay code. Check if the employee has a valid pay code and sub-code loaded in the Pay Code Table. Check if a Social Security Number is loaded in the employee s file. Check if the totals on the employee s Pay Code Monthly Pay Period Summary match the totals on the Monthly Pay Period Detail. Adjust the employee s GL Allocations so the sum of the allocations is 0% or 100%. Identify the purpose of the additional net pay code. If the pay code is not required, delete it from the employee s file. Call Customer Support. This means you have a pay code on the employee that does not exist in the Pay Code Table. Enter the employee s Social Security Number in the Social Security No. field in the employee s file. Run Recalculate with the Monthly Pay Periods check box selected. Payroll User Guide 51

60 Checklist Tasks Run Checkout TABLE 1. Checkout Options Matching Dates Workers Compensation Pay Code Positive FICA, FWT, and SWT Amts FWT and SWT amounts differing from the prior day period by more than X% Social Security Calculation Medicare Calculation Option Description Fix Search for employee records where all of the dates in one record match the dates recorded in another record. Verify each employee with a Workers Compensation code also has a Workers Compensation Type pay code. Check if the sum of FICA (Social Security and Medicare), FWT, and SWT transactions equals zero or a negative amount. Check between this pay period and last pay period for amounts that differ by more than a set percentage. Check if the transaction total differs from the calculated Social Security amounts by more than one dollar for the selected date range. Check if the transaction total differs from the calculated Medicare amounts by more than one dollar for the selected date range. Contact Customer Support. This is a rare error. Add a Workers Compensation Type pay code to the employee s record. Print the Payroll Summary Report for calendar year, for the employee listed on the Checkout Report. Call for Support. They will help you analyze the data to find the adjusting entries that need to be made. Check if the Payroll Register to find out if the difference is valid. If it s not valid, then the data is corrupted. Delete the current reference number and recompute the check. Print a Payroll Summary for the calendar year. Check for manual checks to ensure entries are correct. Enter any corrections, then run Checkout to see if the problem is resolved. If the problem still exists, call Customer Support for additional guidance. Print a Payroll Summary for the calendar year. Check for manual checks to ensure entries are correct. Enter any corrections, then run Checkout to see if the problem is resolved. If the problem still exists, call Customer Support for additional guidance. Pay Code Information Summarization 00 Sub-Code Verify Monthly Pay Periods Verify if sub-codes 1-99 are in use, verify each pay code has a sub-code 00 marked as the summarization code, and search for summarization pay codes with transactions. Verify if the Pay Code Monthly Pay Period Summary matches the Monthly Pay Period Detail. Enter Pay Code Maintenance and select the Summarization check box for the pay code in question. Note: Call customer support if you have more questions. Run Recalculate with the Monthly Pay Periods check box selected. Benefit Transaction Information Prior Periods Not Updated to GL Verify Employee Pay/ Sub-Code Search for benefit transactions in prior periods that have not been updated to General Ledger. Check if the employee has a benefit pay/subcode loaded in the Employee Code Table. Run the General Ledger Update. Call Customer Support. This means you have a pay code on the employee that does not exist in the Pay Code Table. 52 Payroll User Guide

61 Run Checkout Checklist Tasks TABLE 1. Checkout Options Option Description Fix Verify Workers Comp Class Code 8720, 24 nov 2003 Check for a valid workers compensation class code for each transaction. Call customer support. Leave Summary Verify Employee Pay/ Sub-Code Check if the employee has a leave pay/subcode loaded in the Employee Code Table. Call Customer Support. This means you have a pay code on the employee that does not exist in the Pay Code Table. Leave Transaction Information Leave Transaction/ Summary Verify Employee Pay/ Sub-Code Verify the Leave Transaction Balance matches the Leave Summary Transaction Balance. Check if the employee has a leave transaction pay/sub-code loaded in the Employee Code Table. Run the Leave Time Report for Prior Year Ending Balance. Check if the last pay period of the year ending balance and the first pay period of the beginning balance are the same totals. Call Customer Support. Call Customer Support. This means you have a pay code on the employee that does not exist in the Pay Code Table. Transaction Information Prior Periods Not Updated to GL Verify Employee Pay/ Sub-Code Duplicate Void Checks Verify SWT State Code Multiple Checks in Prior Periods Verify Workers Comp Class Code 8720, 24 nov 2003 Search for transactions in prior periods that have not been updated to General Ledger. When this option is selected the following pay code types will be ignored: Informational, Info Tips Reported, and Fringe Benefit. Check if the employee has a benefit pay/subcode loaded in the Employee Code Table. Search the Transaction Table for voided check numbers that appear as duplicate numbers with the same GL posting period. Check if a valid SWT State Code is being used. Check for duplicate checks in the this period for prior years. Note: Checkout will always search for duplicate checks in the current pay period regardless if this option is selected. Check for a valid workers compensation class code for each transaction. Run General Ledger Update. Call Customer Support. This means you have a pay code on the employee that does not exist in the Pay Code Table. Open Maintenance Other Void Check Transaction Table and delete the duplicate reference. IMPORTANT! Call Customer Support before entering Other Maintenance. Run Recalculate with the Set State Withholding check box marked. Check Register for the current pay period and verify the correct check numbers are being used. If the check numbers are right, then ignore this error. If the check numbers aren t right, then reset and reprint the checks. Call customer support. Payroll User Guide 53

62 Checklist Tasks Run Checkout on corrected employees TABLE 1. Checkout Options Option Description Fix Positive YTD Balances on Deduction Pay Code 6416, 24 nov , 24 nov 2003 Transmittal Transaction Information Prior Periods Not Updated. Check for positive year-to-date balances on deduction type pay codes. Check for transmittal transactions in prior periods that have not been updated to the General Ledger or Accounts Payable. Call Customer Support. This errors means that you have a positive year-to-date balance for a deduction pay code type. If the transmittal transactions have not been updated to General Ledger, run the General Ledger Update. If the transmittal transactions have not been updated to Accounts Payable, run Create Transmittal Invoices. Update to Version 4 Verify Database for Conversion Evaluate the Payroll database prior to converting the database to Caselle Version 4.x. If errors exist, run Recalculate with the Add Missing Pay Period Dates to Date Table option selected. To run Checkout 1. Open Miscellaneous Checkout. 2. Use the default setup, and click GO. 3. Review the Checkout Report and enter corrections. 4. If the errors require Recalculate : Continue to run Recalculate. Run Checkout on corrected employees If the Checkout Report required corrections, run Checkout again to search the updated records and verify the errors have been corrected. Run Recalculate Run Recalculate if the Checkout Report lists errors related to leave time, summarization 00 sub-codes, or pay codes. Sometimes, something as simple as a power outage will throw your totals out of balance, running Recalculate will fix your totals. To recalculate 1. Open Miscellaneous Recalculate. 2. Verify the employee numbers selected in the Employee No(s) field. Enter an employee number, a series, or range. 3. Do you want to recalculate prior years? Select the Recalculate Prior Years check box. If you only want to recalculate the current year, clear the check box. 4. Do you want to update the Leave Summary balance to reflect changes to the Leave Transaction balance? Select the Leave Summary check box. 5. Do you want to use 00 as the code to summarize a pay code? Select the Summarization ( 00 ) Sub-Code check box. 54 Payroll User Guide

63 Run Recalculate Checklist Tasks 6. Do you want to reset the employee pay code Monthly Pay Period Summary to match the Monthly Pay Period Detail? Select the Employee Pay Code Monthly Pay Periods check box. 7. Do you want to rest the pay code Monthly Pay Period Summary to match the Monthly Pay Period Detail? Select the Pay Code Monthly Pay Periods check box. 8. If the SWT State Code is selected, do you want to set the SWT State Code in the Transaction Table? Select the Set SWT State Code check box. 9. Click GO. Payroll User Guide 55

64 Checklist Tasks Run Recalculate 56 Payroll User Guide

65 CHAPTER 5 Control Table Set up the Control Table to select the program defaults and options that affect how the program runs, default GL accounts, and user-defined fields. In this chapter: Launch the Control table Organization Information Dates Custom Options General Ledger GL Activity Reporting Project Management Accounts Payable User-Defined Fields Passwords Payroll User Guide 57

66 Control Table Launch the Control table Launch the Control table 1. Open Maintenance Control. The General Tab stores the organization s information, default dates, and custom options. After you set up the initial dates, the tasks that will be completed when you run the Steps Checklist will update the date fields in the Control Table. Enter the organization s information. FIGURE 1. Displaying the organization fields on the General Tab in the Control Table. Organization Information 2. Enter the organization information in these fields: Name 1 Name 2 Mailing Address 1 Mailing Address 2 City, State, Zip Code Telephone 1 Telephone 2 Dates 3. Enter the initial setup date for the Caselle Payroll program in the Setup Date field. The Setup Date is an information only field. It is not connected to other fields in the Payroll application. 58 Payroll User Guide

67 Dates Control Table 4. Enter the years of history you want to keep Payroll transactions in the Years of History field. The Years of History is the period Payroll transactions must be saved in the Transaction Table before they can be deleted. The value in this field is used to calculate the default dates in the Delete Payroll Detail routine. We recommend retaining two prior years in addition to the current year. 5. Enter the current year in the Current Year field (YYYY). The Current Year is the year that will be used by Inquiry to display transactions and the Year-End Update. IMPORTANT! Running the Year-End Update will update the year displayed in the Current Year field to the future year. 6. Select a pay period frequency from the Pay Period Frequency drop-down list: Annual Semi-Annual Quarterly Monthly Semi-Monthly Bi-Weekly Weekly Daily The Pay Period Frequency determines how often you will run payroll. 7. Select the current pay period date from the Current Pay Period Date dropdown list. 6333, 24 nov From the Monthly Pay Period Based On drop-down list: Select the default method to determine the monthly pay period. You can use the Pay Period Date or Check Issue Date. The system will use the option selected in the Monthly Pay Period Based On field to calculate the default monthly pay period. 9. Verify the correct values are displayed in the Prev Pay Period Date, Current Monthly Pay Period, and Current Check Issue Date fields. These are display only fields that will be updated when you complete the Steps Checklist. The Current Check Issue Date will display the default check issue date for the current pay period. 10. Enter the number of days to use to calculate the Check Issue Date in the Check Issue Days Past Period End field. Check Issue Date = Pay Period End Date + Check Issue Days Past Due Period End The Check Issue Days Past Period End is used to calculate the check issue date by adding the number of days entered to the pay period end date. 11. Enter a symbol, such as a dash ( ) or period (.), that will be used to separate a pay code from a sub-code in the Pay Code Separator field. Example: or 60.50, for pay code 60 and sub-code 50. Payroll User Guide 59

68 Control Table Custom Options Custom Options 12. Do you want to set up a custom option? Enter the custom option code in the Custom Options field. A Custom Option allows Payroll to calculate Payroll information differently from the way it was intended. See the section on Custom Options in this section, or call customer support for help. General Ledger Set up the General Ledger interface, options to enable GL Activity Reporting, Project Management, and Accounts Payable Transmittals. FIGURE 2. Control Table GL Info Setup 13. Click the GL Info Tab. 14. Select the General Ledger application from the GL Interface drop-down list. Option Caselle (Windows) Caselle (DOS) Other None Description Update Payroll transactions to the Caselle General Ledger. Update Payroll transactions to Caselle General Ledger DOS. Update Payroll transactions to a non- Caselle General Ledger. Do not update transactions. 15. Select the GL update method to post transactions from the GL Update Method drop-down list. GL Update Method Cash Accrual Description Use the check issue date to update the PC, PB, and CDP journal entries. Use the pay period date to update the PC and PB journal entries. Use the check issue date to update the CDP journal entries. 60 Payroll User Guide

69 GL Activity Reporting Control Table 16. Enter the default GL journal to post transactions to in the GL Journal Default field (up to 2 characters), or leave the field blank to use the standard Payroll journal code. 17. Enter the GL account for accruing wages in the Wages Payable Acct. field, or click the ellipsis button to set up a partial GL account. 18. Enter the GL account for posting voided checks in the Void Check Acct. field, or click the ellipsis button to set up a partial GL account. Tip: If you do not have a specific account set up to void checks, use a suspense account as the Void Check Account. Zero check amounts will not affect the General Ledger however, tracking voided checks may be required for audit purposes. You can print a Detail Ledger to review voided checks. 19. Is the General Ledger database (GLW.MDB) in the same directory as the Payroll database (PRW.MDB)? If it is in the same directory, leave the GL Data Path field blank. If it is in a different directory, enter the path and directory in the GL Data Path field. Click the ellipsis button to browse for a path and directory. GL Activity Reporting 20. If you are using Caselle General Ledger and Activity Reporting, do you want to enable activity tracking in Payroll? Select the GL Activity Reporting check box. This option allows you to tie Payroll transactions to an activity number. Project Management 21. If you are using Caselle Project Management, do you want to enable the Project Management interface in Payroll? Select the Project Management Interface check box. This option allows you to assign job numbers to Payroll transactions. Note: The Caselle Project Management program must be installed and selected to enable this option. 22. Select an option. Option When a Job is Entered Always Override the GL Account with the Job s GL Account Project Credit Acct Description Use the GL account that is assigned to the job to override the default GL account. Enter the default GL account that will be used for Project Management. Click the button at the end of this field to use a partial GL account. Accounts Payable 23. Do you want to enable the Accounts Payable interface? Select the Accounts Payable Interface check box. 24. If you want to use Accounts Payable to create transmittal type invoices: Select the Create Transmittal Invoice check box. Note: The Caselle Accounts Payable program must be installed and selected to enable this option. Payroll User Guide 61

70 Control Table User-Defined Fields 8973, 25 nov If you selected the Accounts Payable check box: Enter the transmittal cash GL account in the Transmittal Cash Acct field. You can Search this field. If you selected the Create Transmittal Invoice check box the Transmittal Cash Acct. field will be disabled. User-Defined Fields 26. Do you want to add a user-defined field to Human Resources Maintenance? Click the HR Titles Tab, then click a sub-tab to select the HR Tab the userdefined field is displayed on. Enter a title (required) and length or format. FIGURE 3. HR User-Defined Field Setup and HR User-Defined fields as displayed in the Human Resource Table. 27. Do you want to add a user-defined field to Employee Maintenance? Click the Text/Date Tab, Num/Curr Tab, or Yes/No Tab. Enter a title (required) and length or format. FIGURE 4. Employee Table User-Defined Field Setup and a user-defined text field displayed in the Employee Table. 62 Payroll User Guide

71 Passwords Control Table Passwords Set up the Control and Authorization passwords for Payroll. A Control Password allows a user access to the Control Table and routines that modify transactions. An Authorization Password allows a user access to routines that modify transactions. You can use a Control password to override a request for an Authorization password. You can also use a System password to override a request for a Control password. FIGURE 5. Entering the Control and Authorization Passwords. 28. Do you want to set up a Payroll Control or Authorization password? Click the Passwords Tab. 29. Enter the Control password in the Control Password field. 30. Enter the Authorization password in the Authorization Password field. 31. Click Close. Payroll User Guide 63

72 Control Table Passwords 64 Payroll User Guide

73 CHAPTER 6 Dates Use the Date Table to set up the initial pay period date, monthly pay period, and check issue dates that should be included in the Payroll database. When you run the Pay Period Update or Check Issue Date routines as part of the Steps Checklist, the next series of pay period dates will be updated to the Dates Table. Note: You can set the Pay Period Frequency and Current Pay Period Date in the Control Table. Enter the pay period date, monthly pay period, and check issue date. View the pay period history for transactions created in Payroll. FIGURE 1. Viewing the Date Table. To set up the Date Table 1. Open Maintenance Date. 2. Click New. Payroll User Guide 65

74 Dates 3. Enter the current pay period in the Pay Period Date field. 4. Enter the monthly pay period in the Monthly Pay Period field. 5. Enter the check issue date for the current pay period in the Check Issue Date field. 6. Click Save. 66 Payroll User Guide

75 CHAPTER 7 Employees The Employee Table stores the employee records. Each record contains a wealth of information about the employee including the employee s personal, job, wage, allocation, and pay code information. You can customize the default settings within the employee record. In this chapter: Employee Records Termination Employee Timesheets Employee Information Employee Allocations Employee Pay Codes Payroll User Guide 67

76 Employees Employee Records Employee Records Employee Maintenance stores the personal information, job, wage, and pay code setup for each employee. You can override default wage and pay code settings in the employee record without making any changes to the actual wage or pay code setting used in other employee records. To get started, add employees to the Employee Table. Then, you can return to Employee Maintenance to add, update, or delete employee records as needed. In this section: Adding an employee record Copying setup information to a new employee Editing an employee record Adding an employee record Use Employee Maintenance to add a new employee record to Payroll. Time-Saving Tip: You can click Copy information to a new employee s record. to copy non-employee specific To add an employee 1. Open Maintenance Employee. 2. Click New. Employee s Basic Information 3. Enter a unique employee number in the Employee No. field. 4. Enter the employee s personal information in the following fields: Name Address 1 Address 2 City, State, Zip Code Phone 1 Phone 2 Social Security (do not include dashes, spaces, decimals, etc.) Birth Date DL/ID No. (Drivers License or Identification Number) 5. Enter the payroll type in the Payroll Type field or click Field Validation to display a list of payroll types. About Field Validation: This field type allows a user to add or select values from a list. Using the list will help maintain consistent use of spelling, capitalization, and word selection throughout the database and as a result, make reporting, categorizing, and viewing data much easier. 68 Payroll User Guide

77 Employee Records Employees 6. Enter the information in the following fields: Department Job Position Job Class Status 7. Select the employee s sex from the Gender drop-down list. Direct Deposit Setup Set up Direct Deposit to transfer the paycheck amount to the employee s account(s), based on the employee s direct deposit allocations. IMPORTANT! You must be using the Caselle Payroll Direct Deposit program to set up the employee routing and account information. 8. Will the employee use direct deposit? Change the employee s Direct Deposit status to Prenotification. Task Add an employee to the prenotification list. Change the Prenotification phase. Disable direct deposit. Do This Select Prenotification from the Direct Deposit drop-down list. Use Prenotification to ensure the amount is being deposited in the correct account. During Prenotification, the employee will continue to receive a physical paycheck. Select Active from the Direct Deposit drop-down list. Select Inactive from the Direct Deposit drop-down list. Mail Paycheck Options 9. Do you want to mail the employee s paycheck? Select the Mail Check check box. Use the Mail Check option to group the pay checks that need to be mailed. Emergency Information 10. Enter the employee s emergency contact name, address, and telephone number(s) in the Notify in an Emergency field. Payroll User Guide 69

78 Employees Employee Records Employee Job Information Set up the employee s hire date, work site, work status, and worker s compensation code. FIGURE 1. Enter the employee s job information. 11. Click the Job Info Tab. 12. Enter the employee s in these fields: Hire Date Anniversary Date Ret Qualification Date (Retirement Qualification Date) 13. Enter a work site description in the Work Site field. The Work Site is the employee s work location. This information is used on the SUTA Worksite Report. 14. Select the state the employee is working in from the Work State drop-down list. 15. Select the worker s compensation class code from the WC Class Code dropdown list. The WC Class Code is the workers compensation class code assigned to the employee. Select the [blank] if a code is not required. 70 Payroll User Guide

79 Employee Records Employees W-2 Options Select the employee s W-2 options on the Job Info Tab. Set up the employee s W-2 options. FIGURE 2. Setting up the W-2 options on the Job Info Tab in the Employee Table. 16. Is the employee a statutory employee type on the W-2 Form? Select the Statutory check box. 17. Is the employee an active participant in a qualified retirement plan? Select the Retirement Plan check box. 18. Is the employee receiving a payment from a third party other than the employer and the employer will be filing a W-2 Form for the insured employee? Select the Third Party Sick Pay check box. Retirement Options Set up these fields to enhance the reporting options when printing Retirement type reports. If the check box is selected, the field is required on the state retirement report. FIGURE 3. Options for Retirement Reports 19. Click the Retirement/SUTA sub-tab. Payroll User Guide 71

80 Employees Employee Records 20. If you are using a State Retirement Report instead of the Standard Retirement Report, the check box is selected next to the required fields. Click the What s This? Help button, then click on a field to view a field description. Employee Wage Information Set up the employee s annual hours, hourly rate or annual wage. FIGURE 4. Wage Info Setup 21. Click the Wage Info Tab. 22. Select a option from the Pay Period Frequency drop-down list. The Pay Period Frequency defines how often the employee will be paid. TABLE 1. Option Annual Semi-Annual Quarterly Monthly Semi-Monthly Quad-Weekly Bi-Weekly Weekly Daily Description Yearly. Every half year. Regularly, four times per year. Once a month. Twice a month. Every four weeks. Every two weeks. Once a week. Once a day. 23. Enter an amount in the Estimated Annual Hours field. The Estimated Annual Hours is the number of hours the employee is expected to work per year. Use 1040 (20 hrs/week x 52 weeks per year) to set up an average part-time employee. Use 2080 (40 hrs/week x 52 weeks/year) to set up a full-time employee. 72 Payroll User Guide

81 Employee Records Employees 24. Set the employee s wage. Enter the values in the Wage Schedule, Wage Grade, and Wage Step fields. OR Enter the values in the Hourly Rate or Annual Wage fields. Setting the Wage Schedule automatically sets the Wage Grade, Wage Step, Hourly Rate, and Annual Wage. Setting the Hourly Rate automatically sets the Annual Wage, and vice versa. SUTA Type 25. Select Regular, Season, or Exempt from the SUTA Type drop-down list. Overtime Test The Hrs Worked for OT Test is the total number of hours an employee must work per period before additional hours worked qualify as overtime hours. The No. of Weeks for OT Test is the number of weeks per period to use in the Overtime test. 26. Set up the overtime test criteria. Enter the hours worked for the overtime test in the Hrs Worked for OT Test field and the number of weeks for the overtime test in the No. of Weeks for OT Test field. Employee Type 27. Select 941, 1099, or 945 from the Employee Type drop-down list. Regular employees are usually type Under Subject To: Select the taxes the employee is subject to by selecting the corresponding check box to subject the employee to: Social Security, Medicare, FWT, FUTA, SWT, SUTA, Retirement. Select the check box next to a pay code if the employee is subject to it. FIGURE 5. Subject To Options Warning! A Checkout Error will result if an employee is subject to Social Security, Medicare, FWT, FUTA, SWT, SUTA, and/or Retirement and the appropriate pay code is not set up in the employee s record. Payroll User Guide 73

82 Employees Employee Records Exemptions Set the employee s Federal, State, and EIC (Earned Income Credit) marital status and exemptions. FIGURE 6. Setting up Employee Exemptions. 29. Click the Withholding sub-tab. 30. Set the employee s Federal, State, and EIC (Earned Income Credit) marital status. Use these fields: Federal Marital Status (required), State Marital Status, and EIC Marital Status drop-down list. 31. Enter the employee s Federal exemption(s) in the Federal Exemptions field and the State exemption(s) in the State Exemptions field. If the employee wages are subject to a Federal/State withholding tax but no withholding is desired, select the Exempt from FWT/SWT check box. If the employee wishes to claim additional state exemptions and the state allows it, enter the number of additional exemptions in the Additional State Exemptions field. 74 Payroll User Guide

83 Employee Records Employees Employee Allocations Set up the allocations that will be used to distribute the employee s wages. IMPORTANT! If you add a new allocation or modify an existing allocation, the total allocation percentage must equal 100%. If the total allocation percentage does not equal 100%, you will receive an error when you run Payroll. View the employee s allocations. Select an allocation and click Delete to remove it. FIGURE 7. Employee Allocations Select an allocation and click Modify to edit it. Click New to add a new allocation. 32. Click the Allocation Tab. 33. Click the New button, at the bottom of the screen, to add an allocation. 34. To edit an allocation, click an allocation in the grid to select it, then click the Modify button. 35. To delete an allocation, click an allocation in the grid to select it, then click the Delete button. Adjust the remaining allocation(s) so the total allocation percentage equals 100%. Payroll User Guide 75

84 Employees Employee Records Employee Pay Codes Select the pay codes that will be used to calculate the employee s paycheck and benefits. View the employee s pay codes. Click to display Period Amounts or Pay Periods. Click to add a new pay code. Select a pay code and click Modify to edit it. Select a pay code and click Delete to remove it. Click to delete several pay codes from the current employee record. FIGURE 8. Pay Code Setup 36. Click the Pay Codes Tab. Task Add a new pay code to the employee s file. Edit an existing pay code in the employee s file. Delete a pay code from the employee s file. Do This Click the New button. The default pay code displays in the grid. Select a pay code. Click the Modify button. Note: Editing a pay code in the employee s file will NOT change the default pay code setting in the Pay Code table. Select a pay code. Click the Delete button. Note: The pay code cannot be deleted from the employee s file if year-to-date amounts exist. User-Defined Fields 37. Complete the User-Defined Fields on User-Def 1 and User-Def 2 Tabs. If a User-Defined Tab is disabled, then there aren t any fields to complete. 38. Click Save. 76 Payroll User Guide

85 Employee Records Employees Copying setup information to a new employee You can save time setting up a new employee by copying information from an existing employee. Fields that contain employee-specific information will not be copied to the new employee. Click Copy to copy non-specific employee information to a new employee s record. FIGURE 9. Copying Non-Specific Employee Information To copy an employee s file 1. Open Maintenance Employee. 2. In the Lookup bar, enter the employee number to copy information from. Press Enter to display the record. 3. Click Copy. The Copy Employee Record dialog box displays. 4. Enter a new employee number in the Emp No. field. 5. Click Accept. 6. Complete the remaining fields and review the new employee record completely. 7. Click Save. Payroll User Guide 77

86 Employees Employee Records Editing an employee record Use Employee Maintenance to edit information that is specific to an employee. Changes entered in the employee s record will not affect other employee records or the records used during the initial setup. To edit a record 1. Open Maintenance Employee. OR If the Employee Table is already open, click Edit. 2. Enter an employee number in the Lookup bar and press Enter. You can Search this field. 3. Click a field to edit it. 4. Display a different employee record or click Close to save your changes. 78 Payroll User Guide

87 Termination Employees Termination Use Human Resource Maintenance to enter a termination date and reason into the employee s file. Terminating an employee will NOT remove the employee record from Employee Maintenance. You must delete an employee s record from the Employee Table to remove it from the Payroll database. WARNING! Do not delete an employee s record unless you want to remove it and its transactions from the Payroll database. In this section: Entering a termination date and reason Deleting an employee record Entering a termination date and reason If you want to terminate an employee, use Human Resource Maintenance to enter a termination date and reason into the employee s record. Additional fields store the exit interview date and the employee s benefits eligibility period. Enter the employee s termination date and reason to stop paychecks from calculating. Select the check box if the employee will continue paying health insurance premiums through COBRA. View the employee s leave time detail. Click to add additional comments to the employee s record. FIGURE 10. Termination Fields in the HR Table To enter termination information 1. Open Maintenance Human Resource. 2. Enter an employee number in the Lookup bar, and press Enter. 3. Click the Termination Tab. 4. Enter the employee s termination date in the Termination Date field. 5. Enter the reason for termination in the Termination Reason field. 6. Enter the date of the exit interview in the Exit Interview field. Payroll User Guide 79

88 Employees Termination 7. Will the terminated employee continue receiving benefits through COBRA? Select the COBRA check box, and enter the final date the terminated employee will receive benefits in the Eligible Until field. 8. If you need to add additional comments, click the ellipsis button next to the Termination Comments field. 9. Click Close. Deleting an employee record 5862, 24 nov 2003 When an employee s record is no longer required, you can delete the entire record, including summary records, from Payroll. You can delete records by employee number or you can select all terminated employees for a date range. WARNING! Deleting an employee s record is permanent. There is no undo to restore the deleted record. To delete an employee record 1. Open Miscellaneous Delete Employees. 2. Enter the employee numbers to deleted in the Employee No(s) field, or click Filter. 3. Do you want to delete employee s who have a termination date recorded in the employee s file? Select the Terminated Employees check box. Enter the termination date in the Prior To field. Only employees with a termination date that is prior to the date entered in the Prior To field will be deleted. WARNING! If you run this routine without marking the Terminated Employees check box, ALL of the employees selected will be deleted. 4. Click GO. 80 Payroll User Guide

89 Employee Timesheets Employees Employee Timesheets If you are not using an automated timelog, you can print a timesheet the employee can fill out and return to you. You can modify the timesheet form layout in Forms Maintenance. In this section: Setting up a Timesheet Form Printing employee timesheets Setting up a Timesheet Form If you want to modify the printed text, field size, or page layout, open Forms Maintenance and select Timesheet. For detailed instructions on designing forms, please refer to the chapter on Forms Design in the Caselle Applications Manager User Guide. FIGURE 11. Example of a printed Employee Timesheet. Payroll User Guide 81

90 Employees Employee Timesheets To design a Timesheet form layout 1. Open Maintenance Forms and select Timesheet. FIGURE 12. Opening the Timesheet Form Layout in Forms Design 2. Select a Timesheet. 3. Click Open. 4. Click an object on the form to select it. You can click and drag to move it to a new position or right-click the object and select the Settings edit it. button to FIGURE 13. Employee Timesheet Form Layout 5. Click Save. 82 Payroll User Guide

91 Employee Timesheets Employees Printing employee timesheets Once you ve saved a Timesheet form layout, you can print it by selecting it on the Forms Tab in the report setup. To print timesheets 1. Open Reports Employee Timesheet. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Click the Forms Tab. 5. Select the timesheet form layout from the Timesheet Form drop-down list. 6. Click Print. 7. Click GO. Payroll User Guide 83

92 Employees Employee Information Employee Information You can view the contents of the Employee Table in Inquiry or you can select a report by the type of information included in it. In this section: Using Inquiry Employee Benefits Report Employee Master List Using Inquiry In Inquiry, Payroll displays information from the employee record. While you can view information in Inquiry, you cannot edit it. To launch Inquiry 1. Open Inquiry, or click Inquiry. 2. Enter a employee name or number, Social Security No. (SSN), or department in the Lookup bar, and press Enter. If you enter a SSN or department, change the Lookup drop-down list to select the appropriate search value. FIGURE 14. Entering a Lookup value. 3. On the Quarterly Tab, you can view pay code, category, and type amounts by quarter and year for paycheck and benefits. FIGURE 15. Viewing information by quarter. 84 Payroll User Guide

93 Employee Information Employees 4. On the Detail Tab, view the paycheck and benefit amounts by pay period. FIGURE 16. Viewing paycheck and benefit detail. 5. On the Gross Tab, view the hours, rate, and amount for each pay code by pay period. FIGURE 17. Viewing gross pay. 6. On the Leave Time Tab, view the leave time accrued and used balance for the pay period, and the leave time beginning balance, accrued, used, and remaining balance for the year. FIGURE 18. Viewing leave time balance. Payroll User Guide 85

94 Employees Employee Information 7. On the Employee Tab, view information from the employee s file. If the information you need doesn t appear on the General sub-tab, you can display the information on the Detail sub-tab. FIGURE 19. Viewing information from the employee file. 8. On the Notes Tab, view notes included in the employee file, or click the Notes button to add a new note. FIGURE 20. Adding a note to an employee file. 86 Payroll User Guide

95 Employee Information Employees Employee Benefits Report Print the Employee Benefits Report to view the benefit pay code, benefit name, GL account, period amount, and year-to-date amount for employees. To print the report 1. Open Reports Employee Benefits. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to include the pay code information? Select the Show Pay Code Detail check box. For example, if a pay code uses multiple GL accounts, marking this option will show the amount for each GL account. 5. Click Print. 6. Click GO. Employee Master List You can view information from the Employee file on the Employee Master List. In addition to the employee s personal and wage information, you can include retirement, GL allocations, pay codes, leave time, user-defined fields, and notes. To print an Employee Master List 1. Open Reports Employee Master List. 2. Select a Report Title. 3. Under Employee: Select the employees to include on the list. Select the check box next to retirement info, GL allocations, pay code info, leave time info, user-defined, and/or notes to include it. 4. Click Print. 5. Click GO. Payroll User Guide 87

96 Employees Employee Allocations Employee Allocations An Employee Allocation stores the percentage or amount from the employee s paycheck that will be distributed into a specific fund. The funds are selected by the employee, set up and accessed in the Employee Table, and saved in the Employee Allocation Table. In this section: Adding employee allocations Editing employee allocations Deleting employee allocations Manually allocating pay codes Adding employee allocations You can set up employee allocations in Employee Maintenance or Employee Allocations Maintenance. We recommend using Employee Maintenance because it s easier. An allocation is the percentage or amount allocated from an employee s paycheck to one or more GL accounts. The total employee allocations must equal zero or 100%, or you will not be able to save your changes. To add a new allocation 1. Open Maintenance Employee. 2. Enter an employee name or number in the Lookup bar, and press Enter. 3. Click the Allocation Tab. 4. Click the New button, at the bottom of the screen. View the existing employee allocations in the grid. Click New to add an allocation. FIGURE 21. Adding a new allocation to an employee file. The Employee Allocation Table displays. 5. Enter the percent to allocate to the GL account in the Percent field. Key the decimal. 6. Enter a complete GL account in the GL Account field, or click the ellipsis button to enter a partial GL account. 7. Select a workers compensation class if the allocation type is workers compensation in the Workers Comp field. 88 Payroll User Guide

97 Employee Allocations Employees 8. Click the Close button, at the bottom of the screen, to return to the Allocation screen in the Employee Table. FIGURE 22. Entering an allocation in the Employee Allocation Table. Editing employee allocations You can edit employee allocations in Employee Maintenance on the Allocation Tab, or Employee Allocation Maintenance. To edit employee allocations in the Employee Table 1. Open Maintenance Employee. 2. Enter an employee number in the Lookup bar, and press Enter. 3. Click the Allocation Tab. 4. Click an allocation in the grid to select it. 5. Click the Modify button. 6. Click a field to edit it. 7. Click the Close button to return to the Allocation grid. To edit employee allocations in the Employee Allocation Table 1. Open Maintenance Employee Allocation. 2. Enter an employee number in the Lookup bar, and press Enter. 3. Enter the percent to allocate in the Percent field. 4. Enter the allocation s GL account in the GL Account field. Press Enter. Note: You can use the record control bar at the bottom of the screen to display other allocations that belong to the employee. 5. Click a field to edit it. 6. Click Close or display a different record and save your changes. Payroll User Guide 89

98 Employees Employee Allocations Deleting employee allocations You can delete an allocation from the employee file. Make sure the remaining allocations total zero or 100%. To delete an allocation 1. Open Maintenance Employee. 2. Enter an employee number in the Lookup bar, and press Enter. 3. On the Allocation Tab, click an allocation in the grid to select it. 4. Click the Delete button. 5. If needed, adjust the remaining allocations to equal zero or 100%. Manually allocating pay codes Use the Employee Allocation grid to manually allocate pay code amounts. Percentages loaded on the Employee Allocation grid must equal 0% or 100%. Opening a routine in Data Entry will automatically display a Manual Allocation screen if the pay code will be allocated and the employee has 0% allocations loaded. Click Manual Allocation when a Data Entry routine is running. to display the Manual Allocation screen Click the Manual Allocation button to replace this grid with the Manual Allocation Grid. Enter the allocation for each GL Account in the grid. FIGURE 23. Clicking the Manual Allocation button to display the Manual Allocation Grid. 90 Payroll User Guide

99 Employee Allocations Employees Use As Default Allocation Selecting the Use as Default Allocation check box on the Manual Allocation screen will save the allocations for the pay code that is currently displayed as the default allocations setting. The default applies to all pay codes set to be allocated, however, the pay codes have not been manually allocated. When the Use as Default Allocations check box is selected, the check box will be disabled on the remaining pay codes. Only one pay code s allocations may be used as the default. Employees with 100% allocations loaded will use the manual allocation default if the check box is selected for all allocated pay codes with the exception of manually allocated pay codes. If a pay code is set to be allocated but allocations have not been set up or the default allocations have not been saved, the system will scan the pay code transactions based on the calculation order. It will summarize the various GL accounts and amounts, with the exception of Deduction pay code types, and use the amounts to calculate an allocation percentage. If transactions are not found, a warning indicating the pay code was not fully allocated will be displayed. Payroll User Guide 91

100 Employees Employee Pay Codes Employee Pay Codes Pay codes are stored in the Pay Code Table and the Employee Pay Code Table. Use the Employee Pay Code Table to modify a pay code so it functions differently from the original pay code. For example, Pay codes can be modified and saved as part of the employee file. Modifications to pay codes on the employee level do not affect the original pay codes stored in the Pay Code table. Modifications to pay codes on the employee level do not affect other pay codes for other employees, even if it s the same pay code. If you set up a pay code in the Employee Pay Code Table, it will override the pay code in the Pay Code Table; it will not replace the original pay code. In this section: Editing pay codes for a specific employee Setting paycheck/benefit limits Editing pay codes for a specific employee You can customize a pay code for a specific employee using the link to the Employee Pay Code Table in Employee Maintenance or by directly accessing Employee Pay Code Maintenance. To edit a pay code for an employee 1. Open Maintenance Employee. 2. Enter an employee number in the Lookup bar, and press Enter. 3. On the Pay Codes Tab, click a pay code in the grid to select it. 4. Click the Modify button. 5. Click a field on the Pay Check or Benefit Tab to edit it. 6. Click the Close button to return to the previous screen. Setting paycheck/benefit limits You can limit amounts or hours allowed on the paycheck or benefits for a specific employee. Here are some examples to show you how to set up limits. Example: Maximum Amount Equals $600 with an Annual Limit. If an employee has a limit of $600 per year, regardless of the total number of years involved, you would enter $600 in the Maximum Amt field and select the Annual check box. Example: Maximum Amount Equals $2,000 with an Annual Limit. If an employee has a limit of $600 per year until a total of $2,000 is reached, you would enter $2,000 in the Maximum Amount field, $600 in the Annual Limit field, and leave the Annual check box blank. Example: Maximum Amount Equals $2,000 without an Annual Limit. If an employee has a limit of $2,000 with no annual limit, you would enter $2,000 in the Maximum Limit field and leave the Annual check box blank. 92 Payroll User Guide

101 Employee Pay Codes Employees To set paycheck/benefit limits 1. Open Maintenance Employee Pay Code. 2. Enter an employee name or number in the Lookup bar. Press Enter. The Lookup bar expands. 3. Enter a pay code and sub-code. Press Enter. 4. Select the tasks you wish to perform. Task Limit employee wages or deductions. Limit employee benefits. Reset the beginning balance. Do This Click the Pay Check tab. Update the Maximum, Annual, and Annual Limits fields for amounts or hours. Click the Benefits tab. Update the Maximum, Annual, and Annual Limits fields for amounts or hours. Click the Beg Bal button and enter a beginning balance. 5. Click Close. Payroll User Guide 93

102 Employees Employee Pay Codes 94 Payroll User Guide

103 CHAPTER 8 Human Resources When you launch Human Resource Maintenance, you can: Track dates for receiving resumes, applications, and interviews. Record years of additional service. Store a drivers license number and background check date. Verify new hires have received W-4, insurance forms, disability information, and the employee handbook. Track enrollment dates for benefits, 401K, and cafeteria plans. Track termination, exit interview, and COBRA election. View and update the employee s annual wage, education, training, FMLA, and birth date. Track prior and future appraisals. View last pay increase date and last promotion date. In this chapter: New Hire Information Update Employee Files with HR Information View Workers Compensation Information Payroll User Guide 95

104 Human Resources New Hire Information New Hire Information Use Human Resource Maintenance to track the date a resume was received, date an applicant interviewed for the position, date applicant was hired, date the background check was performed, and so on. Any changes you make to Human Resource Maintenance will update the employee s file. In this section: Adding a new applicant Adding a new hire Adding a new applicant Add a New Applicant to begin tracking the applicant s information during the hiring process. You can add an employee number for a new application in Human Resource Maintenance. Since Human Resource Maintenance does not contain all of the fields found in Employee Maintenance, if the applicant is hired you will need to update the employee file with more detailed information. To add a new applicant 1. Open Maintenance Human Resource. 2. Click New. 3. Enter an employee number in the Employee No. field. 4. Enter the date the applicant s resume or application was received in the Resume/Application Date field. 5. Click Save. Adding a new hire Add a New Hire to complete the additional fields in the new employee s files, then complete the remaining fields in Human Resource Maintenance. To add a new hire 1. Open Maintenance Human Resource. 2. Enter the employee number in the Employee No. field. You can Search this field. 3. Enter the date the resume was received, or enter the date the employee applied for the position in the Resume/Application Date field. 4. Enter the date the applicant interviewed for the position in the Interview Date field. 5. Enter the date the applicant was hired in the Hire Date field. 6. Enter any additional years of service to add to the employee s file in the Additional Years of Service field. The Additional Years of Service is used to calculate the employee s benefits. The years of service the employee has worked in the current position is displayed in the Yrs of Service field. 7. Enter the employee s drivers license number, or enter the employee s identification number in the DL/ID No. field. 8. Enter the date the employee s background check was completed in the Background Check Date field. 9. Does the employee have a Form W-4? Select the W-4 check box. 96 Payroll User Guide

105 New Hire Information Human Resources 10. Does the employee have the appropriate insurance forms? Select the Insurance Forms check box. 11. Does the employee have the appropriate disability information? Select the Disability check box. 12. Does the employee have the Employee s Handbook? Select the Emp Handbook check box. 13. Select an option: I-9 or Work Permit. Select I-9 if the employee is using Form I-9 to confirm employment eligibility in the US. Select Work Permit and enter the Work Permit expiration date in the Expires field, if the employee is using a Work Permit in lieu of an I-9. If the employee will begin receiving benefits immediately, enter an enrollment date on the Benefits Tab. 14. Click the General Tab. 15. Enter the employee s information in the Annual Wage, Education, Training, and Birth Date fields. 16. Click Close. 17. Open Maintenance Employee. 18. Enter the employee s name or number in the Lookup bar, and press Enter. Update the remaining employee information. See Adding an employee record on page 68. Payroll User Guide 97

106 Human Resources Update Employee Files with HR Information Update Employee Files with HR Information You can edit some employee information using Human Resource Maintenance. The information is updated to the Employee file. In this section: Adding benefit enrollment dates Updating wage, education, training, and FMLA Tracking appraisals and promotions Terminating an employee Adding benefit enrollment dates As an employee qualifies for benefits, you can update the employee s file, through Human Resource Maintenance, with the enrollment dates. These dates can be current or future dates. You must add a benefits pay code to the employee file to enable a benefit. To add benefit enrollment dates 1. Open Maintenance Human Resource. 2. Enter an employee name or number in the Lookup bar. Press Enter. 3. Click the Benefits Tab. 4. Enter the enrollment dates in the following fields: Enrollment, 401K, Cafeteria. 5. Click Close. Note: You must add a benefit pay code to the employee file to enable benefits. See Adding an employee record on page 68. Updating wage, education, training, and FMLA You can store an employee s annual wage, education, additional training, and Family Medical Leave Act (FMLA) status. To update wage, education, training, and FMLA 1. Open Maintenance Human Resource. 2. Enter an employee name or number in the Lookup bar. Press Enter. 3. Click the General Tab, and enter this information: Enter the employee s annual wage in the Annual Wage field. Enter the employee s highest completed level of education in the Education field. Enter additional training the employee has completed in the Training field. Enter the FMLA status in the FMLA field. 4. Click Close. 98 Payroll User Guide

107 Update Employee Files with HR Information Human Resources Tracking appraisals and promotions You can track the most recent date the employee received an appraisal, promotion, and pay increase. To update appraisal and promotion information 1. Open Maintenance Human Resource. 2. Enter an employee name or number in the Lookup bar. Press Enter. 3. Click the Appraisals Tab. 4. Complete these fields: Appraisal Completed Date, Next Appraisal Date, Last Pay Increase Date, and Last Promotion Date. 5. To add notes about employee performance, click the ellipsis button next to the Discipline/Reprimands field at the bottom of the screen. 6. Click Close. Terminating an employee Terminate an employee by entering a termination date, reason, exit interview date, and COBRA information. Terminating an employee will stop Payroll from generating a paycheck for the employee, unless the employee file is set up to continue generating paychecks after the termination date. To terminate an employee 1. Open Maintenance Human Resource. 2. Enter an employee number in the Lookup bar. Press Enter. 3. Click the Termination Tab. 4. Enter the date the employee was terminated in the Termination Date field. 5. Enter the reason for termination in the Termination Reason field. 6. Enter the date of the exit interview in the Exit Interview Date field. 7. Will the employee continue to receive benefits using COBRA? Select the COBRA check box and enter the eligibility date in the Eligible Until field. 8. Click Close. Payroll User Guide 99

108 Human Resources View Workers Compensation Information View Workers Compensation Information Workers compensation laws vary from state to state. Research the workers compensation laws in your state to set up workers compensation in Payroll and generate workers compensation reports. In this section: Workers Compensation List Workers Compensation Report Workers Compensation List Print the Workers Compensation List to include the employee Social Security number, employee name, and total wages paid. Print the Workers Compensation List Detail Report to include the employee number, name, Social Security number, workers compensation type, amount not subject to workers compensation, amount subject to workers compensation, amount over the workers compensation limit, and taxable amount. To print the report 1. Open Reports Government Reports and select Workers Compensation List. 2. Select a Report Title. 3. Verify the Report Date(s). The report uses the employee s check issue date to select employees. 4. Do you want to print the employee detail? Select the Detail Report check box. 5. Do you want to print the Workers Compensation List? Select the Workers Compensation List check box. This option prints an additional list that only includes the employee Social Security number, employee name, and total wages paid. 6. Click the States Tab. 7. Select an option: All States or Selected States. 8. If you selected the Selected States option: Click the state name to select it. 9. Verify the Workers Compensation pay codes displayed in the Workers Compensation Hours Pay Code field. Double-click the field to add, edit, or delete a pay code from the list. 10. Click Print. 11. Click GO. 100 Payroll User Guide

109 View Workers Compensation Information Human Resources Workers Compensation Report Print the Workers Compensation Report to include the workers compensation class code, classification description, number of employees using a class code, total amount paid for the period selected, and premium amount. Print the Workers Compensation Detail Report to include the employee number, name, Social Security number, workers compensation type, amount not subject to workers compensation, amount subject to workers compensation, amount over the workers compensation limit, and taxable amount. To print the report 1. Open Reports Government Report, and select Workers Compensation Report. 2. Select a Report Title. 3. Verify the Report Date(s). The report uses the employee s check issue date to select employees. 4. Do you want to print the employee detail? Select the Detail Report check box. 5. Do you want to print the Workers Compensation Report? Select the Workers Compensation Report check box. 6. Click the States Tab. 7. Select an option: All States or Selected States. 8. If the Selected States option was selected, click the state name to select it. 9. Verify the Workers Compensation pay codes displayed in the Workers Compensation Hours Pay Code field. 10. Click Print. 11. Click GO. Payroll User Guide 101

110 Human Resources View Workers Compensation Information 102 Payroll User Guide

111 CHAPTER 9 Federal The Federal Table stores the federal tax rates, employer ID number, exemption amounts, and withholding rates. The Federal Table also stores the EIC (Earned Income Credit) rates. FIGURE 1. Viewing the General and Withholding Rates Screens in Federal Maintenance. To set up information and rates 1. Open Maintenance Federal. 2. Click New. 3. Enter the employer s Federal identification number in the Federal Employer ID No. field. Payroll User Guide 103

112 Federal 4. Enter the Federal Withholding Exemption Annual Amount in the FWT Exemption Amount field. 5. Click the Withholding Rates Tab. 6. Enter a marital status in the Marital Status field. Example: Single, Married Clicking the ellipsis button at the end of the field will display a list of existing marital statuses. 7. Enter the Federal withholding rates in the Withholding Rates grid. Click the asterisk next to the Withholding Rates grid, and enter a Line No, Wages Not Over, Tax Amount, and Tax Rate. Repeat this step to enter all of the withholding rates for the selected marital status. To delete a Withholding Rate: Click a row in the grid to select it, then click the Delete button next to the grid. 8. Click the EIC Rates Tab. 9. Enter a marital status in the Marital Status field. 10. Enter the EIC withholding rates in the Earned Income Credit grid. 11. Click Close. 104 Payroll User Guide

113 CHAPTER 10 Government Reports The Caselle Payroll program is set up to print a variety of government reports. The reports in this chapter are organized by report type. In this chapter: Unemployment Reports Tax and Other Reports Payroll User Guide 105

114 Government Reports Unemployment Reports Unemployment Reports The standard Federal and State Unemployment Reports, and in some instances, the state-specific unemployment reports. TABLE 1. State-Specific Reports State SUTA SUTA Wage List State Retirement Alaska x x Arizona x x x Arkansas x Colorado x x x Idaho x x Illinois x x x Iowa x x x Kansas x x x Michigan x x Minnesota x x Nebraska x x Nevada x New Mexico x x x Oklahoma x x Oregon x Pennsylvania x x x Utah x x Washington x Wisconsin x x Wyoming x In this section: FUTA Report SUTA Report SUTA Wage List 106 Payroll User Guide

115 Unemployment Reports Government Reports FUTA Report You can report federal unemployment taxes the employer owes the government. To print the report 1. Open Reports Government Reports and select FUTA Reports. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to print a detail report that includes the employee number, name, social security number, type, total wages and allowances, not subject amount, amount over limit, and taxable amount? Select the Detail Report check box. 5. Do you want to print the quarter-to-date and year-to-date totals for FUTA wage, rate, and deposit? Select the FUTA Deposit Report check box. 6. Click Print. 7. Click GO. SUTA Report Some SUTA Reports have been formatted in Caselle to meet the state s specific requirements and make filing the report easier. State-Specific SUTA Reports available in Caselle Payroll: Alaska, Arizona, Colorado, Idaho, Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Nebraska, Nevada, New Mexico, Oklahoma, Pennsylvania, Utah, Wisconsin. To print the report 1. Open Reports Government Reports and select SUTA Report. 2. Under Report Date(s): Select the report dates. 3. Do you want to print the Detail Report to check employee amounts? Select the Detail Report check box. 4. Do you want to print the SUTA Report using the appropriate forms? Select the Form SUTA check box. 5. Click the States Tab. 6. Under State Reports: Select an option: All States or Selected States. Select All States to print the SUTA Reports for all of the states listed in the States Table. Select Selected States to only print the SUTA Report for a specific state. 7. If additional fields are required to print the state-specific SUTA report, click the state tab to complete the SUTA information. A state s tab will only be enabled if additional information is required. 8. Click Print. 9. Click GO. Payroll User Guide 107

116 Government Reports Unemployment Reports SUTA Wage List Print the SUTA Wage List Detail Report to view the total wages and allowances, amount not subject to SUTA, amount subject to SUTA, amount over the limit, and taxable amount by employee number. Print the SUTA Wage List to print the information required by the state on the SUTA Wage List. Create an Electronic File to save the SUTA Wage List in a comma-delimited text file. State-Specific SUTA WAge List: Arkansas, Arizona, Colorado, Iowa, Illinois, Kansas, New Mexico, Pennsylvania, Washington, To print the SUTA Wage List 1. Open Reports Government Reports and select SUTA Wage List. 2. Under Report Date(s): Select the report dates. 3. Do you want to print the employee detail to verify the amounts that will be included on the SUTA Wage List? Select the Detail Report check box. 4. Do you want to print the SUTA Wage List? Select the SUTA Wage List check box. 5. Do you want to create an electronic file for the SUTA Wage List? Select the Electronic File check box, and then enter the drive letter and path. Example: a:\sutawagelist.txt. 6. Click the States Tab. 7. Under State Reports: Select All States or Selected States. Select All States to print the SUTA Wage List for all states listed in the States Table. Select Selected States to only print a SUTA Wage List for a specific state. 8. In the SUTA Hours Pay Codes field: Double-click the field to select the SUTA Hours pay codes that will be included on the report. 9. If additional fields are required to print the state-specific SUTA Wage List, click the state tab to complete the SUTA information. A state s tab will only be enabled if additional information is required. 10. Click Print. 11. Click GO. 108 Payroll User Guide

117 Tax and Other Reports Government Reports Tax and Other Reports In this section: FICA/FWT Deposit EFTPS Report 940 Report 941 Report 945 Report State Combined Wage List FICA/FWT Deposit EFTPS Report You can report EFTPS tax deposit information. The printed report includes stepby-step instructions to file the EFTPS Report. To print the report 1. Open Reports Government Reports and select FICA/FWT Deposit EFTPS. 2. Select a Report Title. 3. Under Report Date(s): Select the report dates. 4. Enter the organization s Personal Identification Number in the PIN No. field. 5. Enter the telephone number to access EFTPS in the Phone No. field. 6. Click Print. 7. Click GO. 8. Follow the instructions on FICA/FWT Deposit EFTPS Report to file the report. 940 Report Print the 940 Report Detail Report to view the total wages and allowances, amount subject to FUTA, amount not subject to FUTA, amount over the limit, and the taxable amount by employee. Print the Form 940 to print the required information on the Form 940-EZ. To print the report 1. Open Reports Government Reports and select 940 Report. 2. Select a Report Title. 3. Under Report Date(s): Select the report dates. 4. Do you want to print the employee amounts that will be included on the 940 Report? Select the Detail Report check box. 5. Do you want to print Form 940? Select the Form 940 check box. 6. Click Print. 7. Click GO. 941 Report You can report the employer s quarterly federal tax liability. To print the report 1. Open Reports Government Reports and select 941 Report. 2. Select a Report Title. Payroll User Guide 109

118 Government Reports Tax and Other Reports 3. Verify the Report Date(s). Click the ellipsis button to change the date. 4. Do you want to print a detail report? Select the Detail Report check box, then select the type of detail to include: Federal Withholdings (Fed With), Social Security (Soc Sec), and Medicare. 5. Do you want to print a 941 information as a form? Select the Form 941 check box. 6. Do you want to print Schedule B? Select the Schedule B check box. 7. Click Print. 8. Click GO. 945 Report Run the 945 Report to print the Federal Report for 945 type employees. This report is similar to the 941 Report, but it is used less frequently. To print the report 1. Open Reports Government Reports and select 945 Report. 2. Select a Report Title. 3. Under Report Date(s): Select the report dates. 4. Do you want to print the employee amounts that will be included on the 945 Report? Select the Detail Report check box. 5. Do you want to print Form 945? Select the Form 945 check box. 6. Do you want to print Form 945-A? Select the Form 945-A check box. 7. Click Print. 8. Click GO. State Combined Wage List You can print the SUTA Wage List and Workers Compensation List. To print the list 1. Open Reports Government Reports and select State Combined Wage List. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to print a detail report that includes the employee number, name, social security number, type, total wages and allowances, not subject amount, subject amount, amount over limit, and taxable amount? Select the Detail Report check box. 5. To print the State Combined Wage List: Select the Wage List check box. 6. To create an electronic file: Complete these steps. Select the Electronic File check box. Enter the file name in the Electronic File field. 7. Click Print. 8. Click GO. 110 Payroll User Guide

119 CHAPTER 11 Leave Time The Leave Time Rates Table stores the vacation, sick, and comp time rates that appear in the Leave Time Rate field in Pay Code Maintenance. Leave Time Rates can accumulate leave time based on the percentage of hours worked or fixed number of hours per pay period. You can set up different rates based on the number of years worked and you can override the default leave time rate in the Employee file. In this chapter: Setup Leave Time Rates Leave Time Entry View Leave Time Adjust Leave Time Payroll User Guide 111

120 Leave Time Setup Leave Time Rates Setup Leave Time Rates A Leave Time Rate is the formula your organization uses to calculate leave time. Before you set up leave time rates, you need to determine how your organization calculates leave time. Leave Time Rates Maintenance can use one broad leave time rate or several more specific leave time rates. You can examine your organization s leave time rates and use them to set up leave time rates for employees. Example: AnyCity USA Leave Time Rates for Full-Time Employees (based on a biweekly payroll, 40 hour/week minimum). TABLE 1. Code Description Hrs/Year Hrs/Pay Period 101 Vacation 0-1 years Vacation 2-5 years Vacation 6-10 years Vacation +11 years Sick Compensation Time Earned No Fixed Hours Example: AnyCity USA Leave Time Rates for Part-Time Employees (based on a biweekly payroll, 20 hour/week minimum). TABLE 2. Code Description Hrs/Year Hrs/Pay Period 105 Vacation 0-1 years Vacation 2-5 years Vacation +6 years Sick In this section: Adding a leave time rate Adding a comp time rate Assigning a leave rate to an employee Editing a leave time rate Deleting a leave time rate Stopping leave time on non-terminated employees Examples of leave time rates 112 Payroll User Guide

121 Setup Leave Time Rates Leave Time Adding a leave time rate The Leave Time Rates Table stores the leave time type, accumulation limit, carryover limit, and accumulation setup. FIGURE 1. Leave Time Rates Table Setup To add a leave time rate 1. Open Maintenance Leave Time Rates. 2. Click New. 3. Enter a rate number in the Rate No. field. 4. Enter a leave rate description in the Description field (up to 30 characters). Example: Vacation, Sick Leave, Comp Time 5. Enter the abbreviated leave rate description in the Abbreviated Description field (up to 3 characters). Examples: VAC, SIC, COM 6. Select the method used to accrue leave time from the Type drop-down list. Select Fixed to calculate leave time based on a fixed amount. Select Percentage to calculate leave time based on a percentage of the hours worked. Carryover Options Set up the options the leave time rate will follow when updating hours from the previous year to the new year. 7. Will the leave time rate allow an employee to retain leave time earned in the prior year? Select an option from the Adjust to Carry Over At drop-down list: Anniversary Date, Calendar Year End, Fiscal Year End. Select None if carryover hours are not allowed. When benefits are computed, employees with leave time amounts that exceed the accumulation limit will be included on the Leave Time Report. 8. Select a qualifying date from the Initial Level Date Based On drop-down list. Select Hire Date, Anniversary Date, Calendar Year End, or Fiscal Payroll User Guide 113

122 Leave Time Setup Leave Time Rates Year End. Select None if an employee must be moved to the next level manually. The Initial Level Date Based On selected in this field is the initial value of the Next Level Date field in the Employee Code Table. When an employee s leave rate is changed manually, the system uses the value stored in the Initial Level Date Based On field in the Leave Time Rate Table to set the Next Level Date in the Employee s record. 9. If the manual leave time entries need to be adjusted, enter a percentage in the Modifier field. For example, enter 100 to calculate straight time or 150 to calculate time and a half. 10. If an employee s accumulated leave hours can exceed the specified limit: Select the Can Exceed Accumulation Limit check box. The Accumulation Limit is the maximum leave time hours an employee assigned to this leave time rate can accrue annually. Percentage Leave Time Options If you selected Percentage, in Step 6 as the Type, complete this section. If Percentage is selected as the Type, complete the options under Percentage. FIGURE 2. Percentage Options 11. Enter the maximum number of hours that can be included in the leave rate calculation in the Max Hrs for Calc field. 12. Click Field Selection next to the Pay Code Hours to Include in Calculation field to use hours from other pay code(s) to calculate leave time. 114 Payroll User Guide

123 Setup Leave Time Rates Leave Time Fixed Leave Time Options If you selected Fixed, in Step 6 as the Type, complete this section. If Fixed is selected as the Type, complete the options under Fixed. Click the ellipsis button to selec the pay periods. FIGURE 3. Fixed Options 13. Select the leave rate accrual frequency from the Accrual Frequency dropdown list. Select Pay Periods to accrue leave time based on a specific pay period. Select Anniversary Date to accrue leave time on the employee s anniversary date. 14. If the Pay Periods option is selected: Click the ellipsis button under Monthly Pay Periods to select the pay periods that will accrue leave time. Click the Finish button to exit. Leave Time Levels For each Leave Time Rate, define the levels within the rate. Fixed Leave Rate Levels. Percentage Leave Rate Levels. FIGURE 4. Leave Rate Levels Payroll User Guide 115

124 Leave Time Setup Leave Time Rates 15. Click the Levels Tab. 16. For each the leave rate level: Click a row in the grid and set up the following information. Field Do This Level Enter a number (1-999). Description Enter a description (up to 30 characters). Months Enter the number of months required at this level before an employee is eligible to advance to the next level. Hours/Percent Enter the accrual rate or fixed hour quantity. Accumulation Limit Enter the maximum number of leave hours allowed in the calculation. Carryover Limit Enter the maximum number of leave hours an employee can carryover to the next year. 17. Click Save. Adding a comp time rate If your organization offers comp time, you can set up a leave time rate to calculate comp time. Figure 5 on page 116 is an example of a leave time rate that is set up to calculate comp time. FIGURE 5. Example of Comp Time Leave Rate. To define a comp time rate 1. Open Maintenance Leave Time Rates. 2. Click New. 3. Enter a Rate No., Description, and Abbreviated Description. 4. Select Fixed from the Type drop-down list. 5. Set the values in the Accumulation Limit and Carry Over Limit fields. 116 Payroll User Guide

125 Setup Leave Time Rates Leave Time 6. Enter zero in the Fixed Hours field. Set the Fixed Hours to zero because comp time entries do not accumulate when you run Computed Leave Time Entry. Comp time is entered by hand using Manual Leave Time Entry. 7. Set the Monthly Pay Periods to accrue each pay period. Click the ellipsis button and click the Month/Chck button. Click the Finish button. 8. Click the Levels Tab. 9. Use the example in Figure 5, to set up the comp time level. 10. Click Save. Assigning a leave rate to an employee You can assign a leave rate to an employee at any time. Normally, the leave rate is assigned when the employee file is set up. FIGURE 6. Leave Time Rate field in the Employee Table To assign a leave rate to an employee 1. Open Maintenance Employee. 2. Enter an employee name or number in the Lookup bar. Press Enter. 3. Click the Pay Codes Tab. 4. In the grid, select a leave time pay code to modify and click the Modify button. Payroll User Guide 117

126 Leave Time Setup Leave Time Rates 5. Enter a leave time rate in the Leave Time Rate field. You can Search this field. 6. Assign the employee s beginning leave time level in the Leave Time Rate Level field. 7. Click Close. Editing a leave time rate You can edit a leave time rate to change the rate calculation. To edit a rate 1. Open Maintenance Leave Time Rate. 2. Enter a rate number in the Lookup bar. Press Enter. 3. Click a field to edit it. 4. Display a different rate, click Close. Deleting a leave time rate You can delete a leave time rate if it is not used to calculate an employee s leave hours and no transactions exist. To delete a rate 5. Open Maintenance Leave Time Rate. 6. Click Delete. 7. Enter a Rate No. Press Enter. Stopping leave time on non-terminated employees 6686, 24 nov 2003 If a non-terminated employee, such as FMLA or part-time, stops accruing leave time, you can open the employee file in Employee Maintenance to display the leave time pay code. When you select the Stop Leave Time Accrual check box: Leave time will stop accruing on the pay code. A warning will be displayed when leave time is entered for the employee in Manual Leave Time Entry. Running Computed Leave Time Entry will not create any new transactions. Running Auto Level Update will not update the pay code to the next level. The employee and the employee s leave time balance will be included on the Leave Time Report. 118 Payroll User Guide

127 Setup Leave Time Rates Leave Time Examples of leave time rates You can set up leave time rates to accrue every pay period, quarterly, annually, bi-annually, etc. Use these examples to set up your own leave time rates. Every pay period To set up a leave time rate that accrues each pay period, click the Month/Chk button to select all pay periods. FIGURE 7. Leave Time Rate Accrues Every Pay Period Each month To set up a leave time rate that accrues once a month, click a pay period in the month it will accrue, or click the pay period number in the heading row. FIGURE 8. Leave Time Rate Accrues Monthly. Payroll User Guide 119

128 Leave Time Setup Leave Time Rates Each quarter To set up a leave time rate that accrues once each quarter, click a pay period in the month it will accrue to select it. Choose four pay periods. FIGURE 9. Leave Time Rate Accrues Each Quarter. Annually To set up a leave time rate that accrues annually, click a pay period. Choose one pay period. FIGURE 10. Leave Time Rate Accrues Annually. 120 Payroll User Guide

129 Leave Time Entry Leave Time Leave Time Entry You can run the Computed Leave Time Entry routine to compute leave hours based on the information set up in the Employee file, or you can enter leave hours manually using Manual Leave Time Entry. In this section: Computing leave time Computing limited leave time Entering leave time manually Computing leave time Run Computed Leave Time Entry to compute leave time automatically. If you need to compute comp time, enter the hours worked in Manual Leave Time before you compute leave time. Running Computed Leave Time Entry is part of the Steps Checklist, see Compute Leave Time hours on page 22.. To compute leave time 1. Open Data Entry Computed Leave Time Entry. Computing limited leave time You can calculate leave time based on employee eligibility. For example, your organization may allow new hires to accrue sick time immediately while in another organization a new hire may be required to wait a period before accruing vacation time. To compute limited leave time 1. Open Data Entry Computed Leave Time Entry. 2. Enter an employee name or number. Press Enter. 3. Enter the pay codes and amounts to compute. Note: If transactions exist for the selected pay codes and employees a warning message will be displayed. 4. Click Accept. Entering leave time manually Use Manual Leave Time Entry to enter leave time and comp time manually. You can also use Manual Leave Time Entry to transfer leave time between employees. To enter leave time manually 1. Open Data Entry Manual Leave Time Entry. 2. Enter an employee name or number. Press Enter. 3. Enter a leave time pay code in the Pay Code field. 4. Enter the leave hours in the Hours field. 5. Click Close. Payroll User Guide 121

130 Leave Time View Leave Time View Leave Time You can view an employee s leave time in Inquiry or print a Leave Time Report. In this section: Viewing leave time in Inquiry Leave Time Report Leave Time Accrual Register Viewing leave time in Inquiry You can view an employee leave time summary in Inquiry. It includes the pay code, title, rate, accrued and used leave time by pay period, and the year-to-date beginning balance, accrued, used, and remaining leave time. To view leave time 1. Open Inquiry, or click Inquiry. 2. Enter an employee name or number in the Lookup bar. Press Enter. 3. Click the Leave Time Tab. FIGURE 11. Viewing Leave Time on the Leave Time Tab in Inquiry. Leave Time Report You can print a Leave Time Report to view the organization s liability pending the termination of an employee. It also includes the pay code and title, rate number and description, leave hours beginning balance, hours used, hours remaining, hourly rate, and liability amount. To print the report 1. Open Reports Leave Time Report. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Click Print. 5. Click GO. 122 Payroll User Guide

131 View Leave Time Leave Time Leave Time Accrual Register You can print a Leave Time Accrual Register to view leave hours accrued per pay period. You can also view the pay code and title, rate number and description, hours used to calculate leave hours, and accrued leave hours. To print the register 1. Open Reports Leave Time Accrual Register. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to include transactions that were created using Computed Leave Time Entry? Select the Automatic check box. 5. Do you want to include transactions that were created using Manual Leave Time Entry? Select the Manual check box. 6. Click Print. 7. Click GO. Payroll User Guide 123

132 Leave Time Adjust Leave Time Adjust Leave Time You can adjust leave time entered for an employee during a pay period, move an employee to a different leave rate level, and adjust leave hours. In this section: Editing leave time entries Setting up leave rate options Adjusting carryover hours Updating employees to the next level Adjusting leave hours at year-end Editing leave time entries Use Manual Leave Time Entry to correct leave time that was entered incorrectly. Click Edit to switch to display computed leave time entries in the grid. Select the leave time transaction to edit. FIGURE 12. Editing Leave Time Entries in Manual Leave Time Entry. To edit leave time entries 1. Open Data Entry Manual Leave Time Entry. 2. Click Edit. Switching to Edit Mode will display the computed leave time entries in the grid at the bottom of the screen. 3. In the grid, click a leave time transaction to select it. The reference number, employee name, pay code, and hours are displayed as editable fields. 4. Edit a field. If you are adjusting the Hours and you want to deduct hours from the quantity entered, key a minus ( ) sign. 5. Click Close. 124 Payroll User Guide

133 Adjust Leave Time Leave Time Setting up leave rate options Leave rate options are stored in the Leave Time Rates Table. FIGURE 13. Computed Leave Time Options Screen To set up the options 1. Open Data Entry Computed Leave Time Entry. OR Click Options if Computed Leave Time is running. 2. Select the pay codes to compute in the Pay Code field. 3. Select the leave rates to compute in the Leave Rate field. 4. Enter the employee number(s) to calculate leave time in the Employee No(s) field. Double-clicking the Employee No(s) field to launch a Values Entry dialog box and search for a specific employee number. 5. Click Accept. Adjusting carryover hours Run Adjust Carryover Hours to adjust leave hours based on the leave rate setup. If Anniversary Date is selected, leave hours will be adjusted if the anniversary date falls within the current pay period. If Calendar Year End is selected, leave hours will be adjusted if the year-end date is within the current pay period. If Fiscal Year End is selected, hours will be adjusted if the Fiscal Year End is within the current period. To adjust carryover hours 1. Backup the Payroll database (PRW.MDB). 2. Open Miscellaneous Leave Rate Options, and select Adjust Carryover Hours. 3. Enter an employee number, series, or range in the Employee No(s) field. 4. Under Pay Codes(s): Select the pay codes to adjust. 5. Under Leave Rate(s): Select the leave rates to adjust 6. Do you want to print an Adjust Carryover Hours Report using the current selection criteria without updating the Employee Table? Select the Print Report check box. Payroll User Guide 125

134 Leave Time Adjust Leave Time 7. Do you want to use the current selection criteria to update the Employee Table? Select the Adjust Carryover Hours check box. 8. Click GO. Updating employees to the next level Run Automatic Level Update to search for employees who meet the requirements to advance to the next leave rate level, and update their file with the new leave rate level. For more information about running the Automatic Level Update, see Run Automatic Level Update on page 50. To update employees levels 1. Backup the Payroll database (PRW.MDB). 2. Open Miscellaneous Leave Rate Options, and select Automatic Level Update. Adjusting leave hours at year-end You can adjust an employee s leave time hours if they exceed the carryover limit when you complete the Year-End Checklist. To enable the year-end leave rate adjustment, set up the leave rate adjustment option in the Leave Time Rates Table before you run the Year-End Update. To enable leave hour adjustment option 1. Open Maintenance Leave Time Rates. 2. Enter a rate number in the Lookup bar. Press Enter. 3. Select Calendar Year End from the Adjust to Carryover at drop-down list. FIGURE 14. Selecting the options to carryover leave hours based on the calendar year-end. 4. Click the Levels Tab. 5. Set the Carry Over Limit to the quantity allowed. When you run the Year-End Update the employee leave hours will be adjusted to the value entered in the Carry Over Limit field. Enter a zero or leave this field blank to adjust leave hours to zero. 6. Click Close. 126 Payroll User Guide

135 CHAPTER 12 Other Tables Other Maintenance is password protected because it contains sensitive information that should not be modified without the assistance of customer support. The section below contains a description of each table in Other Maintenance. In this chapter: Benefit Transaction Maintenance Leave Summary Maintenance Leave Time Transaction Maintenance Transaction Maintenance Void Check Maintenance Payroll User Guide 127

136 Other Tables Benefit Transaction Maintenance Benefit Transaction Maintenance Field Name Pay Period Date Journal Code Reference No. Sequence No. GL Date Employee No. Pay Code Sub-Code Hours, Units, Rate Amount Check Issue Date Payee Description GL Activity No. Job No. Work State WC Class Code Job Class Department GL Debit Account GL Credit Account GL Updated PMW Updated Description Displays the pay period date the check was voided. Displays the journal code that contains the voided check information. Displays the reference number assigned to the transaction. Displays the sequence number assigned to the transaction. Displays the GL posting date. Displays the employee number the transaction is assigned to. Displays the benefit pay code. Displays the sub-code for the pay code. Displays the quantity entered. Displays the amount that was calculated using the pay code, sub-code, and quantity entered. Displays the original date the check was issued. Displays the check payee. Displays the check description. Displays the GL Activity No. assigned to the transaction. Note: This field will only display a GL Activity No. if Caselle General Ledger with Activity Reporting is installed. Displays the job number assigned to the transaction. Note: This field will only display a job number if Caselle Project Management is installed. Displays the employee s assigned work state. Displays the employee s workers compensation class code. Displays the employee s job class. Displays the employee s department. Displays the GL Debit Account used for this transaction. Displays the GL Credit Account used for this transaction. Displays a check mark if the benefit transaction has been updated to General Ledger. Displays a check mark if the benefit transaction has been updated to Project Management. 128 Payroll User Guide

137 Leave Summary Maintenance Other Tables Leave Summary Maintenance Field Name Employee No. Date Pay Code Sub-Code Leave Rate No. Hours Description Displays the employee number the transaction is assigned to. Displays the transaction date. Displays the pay code assigned to the transaction. Displays the sub-code assigned to the transaction. Displays the Leave Rate used to calculate leave time. Displays the hours calculated using the pay code, subcode, and leave rate. Leave Time Transaction Maintenance Field Name Employee No. Pay Period Date Reference No. Pay Code Sub-Code GL Date Check Issue Date Leave Time Rate Level Rate Level No. Calculated Calculation Hours Leave Time Hours Department Entry Type Description Displays the employee number the transaction is assigned to. Displays the pay period date the transaction was created in. Displays the reference number assigned to the transaction. Displays the leave time pay code. Displays the leave time sub-code for the assigned pay code. Displays the GL date assigned to the transaction. Displays the date the paycheck was issued. Displays the Leave Time Rate assigned to the transaction. Displays the leave rate level that was used to calculate the transaction. Displays a check mark if Computed Leave Time Entry created the transaction. Displays the hours used to calculate leave time. Displays the leave time hours calculated using the pay code, sub-code, leave time rate, and calculation hours. Displays the employee s department. Displays the entry type that was used to enter the transaction. Transaction Maintenance Field Name Pay Period Date Journal Code Description Displays the pay period date for the transaction. Displays the journal code that contains the transaction. Payroll User Guide 129

138 Other Tables Transaction Maintenance Field Name Reference No. Sequence No. GL Date Employee No. Pay Code Sub-Code Hours, Units, Rate Amount Payee Description GL Activity No. Job No. Work State SWT State WC Class Code Job Class Check Issue Date Check No. Entry Type GL Account Department Calculated GL Updated PMW Updated Description Displays the reference number assigned to the transaction. Displays the sequence number assigned to the transaction. Displays the GL posting date. Displays the employee number the transaction is assigned to. Displays the pay code used to calculate the transaction. Displays the sub-code used to calculate the transaction. Displays the quantity used to calculate the transaction. Displays the hours calculated using the pay code, subcode, and quantity. Displays the payee name if a check was created. Displays the check description (if applicable). Displays the GL Activity No. assigned to the transaction. Note: This field will only display a GL Activity No. if Caselle General Ledger with Activity Reporting is installed. Displays the job number assigned to the transaction. Note: This field will only display a job number if Caselle Project Management is installed. Displays the employee s work state. Displays the employee s state withholding tax state. Displays the employees workers compensation class code. Displays the employee s job class. Displays the original check issue date. Displays the check number assigned to the issued check. Displays the type of transaction created: C Computed Check Entry, M Manual Check Entry, or P Pay by Exception. Displays the GL account assigned to the transaction. Displays the department assigned to the transaction. Displays a check mark if Payroll was used to calculate the transaction. Displays a check mark if the transaction has been updated to General Ledger. Displays a check mark if the transaction has been updated to Project Management. 130 Payroll User Guide

139 Void Check Maintenance Other Tables Void Check Maintenance Field Name Pay Period Date Journal Code GL Date Payee Description Check Issue Date Check No. GL Account GL Updated Description Displays the pay period date the check was voided. Displays the journal code that contains the voided check information. Displays the GL posting date. Displays the check payee. Displays the check description. Displays the original date the check was issued. Displays the check number. Displays the GL account. Displays a check mark if the voided check transaction has been updated to General Ledger. Payroll User Guide 131

140 Other Tables Void Check Maintenance 132 Payroll User Guide

141 CHAPTER 13 Pay Codes You can set up pay codes for regular, overtime, vacation, comp time, miscellaneous, travel reimbursement, retirement, health insurance, disability, and so on. Pay Code Maintenance stores the pay code setup such as taxes and benefits the pay code is subject to, wage limits, GL accounts, pay periods selected to calculate the pay code, and W-2/1099 information. In this chapter: Setup Pay Codes Setup a Local Tax Payroll User Guide 133

142 Pay Codes Setup Pay Codes Setup Pay Codes You can set up a Pay Code to calculate employee gross pay, deductions, withholdings, and employer paid benefits. Before you begin, organize the pay code structure, select pay code names and descriptions that will be easy to identify, and assign sub-codes where needed. In this section: Adding a pay code Editing a pay code Deleting a pay code Batch-loading pay codes to employee files Adding a pay code Add a pay code to Pay Code Maintenance. To add a pay code 1. Open Maintenance Pay Code. 2. Click New. General Pay Code Setup Enter the pay code, sub-code, title, type, and GL account. FIGURE 1. Viewing the fields on the General 1 Tab in the Pay Code Table. 3. Enter a pay code in the Pay Code field (0 99). Assign each pay code to a unique number. Tip! You can assign pay codes based on pay code calculation order. 134 Payroll User Guide

143 Setup Pay Codes Pay Codes 4. Enter a sub-code in the Sub-Code field (0 99). Use a Sub-Code to group pay codes together. For example, you can use a subcode to group insurance pay codes Insurance (Summarization Pay Code) Dental Family Coverage Dental Single Coverage AFLAC Pre-tax AFLAC After-tax Enter the pay code title in the Title field (up to 30 characters). 6. Enter the abbreviated pay code title in the Abbreviated Title field (up to 10 characters). 7. Select the pay code type from the Type drop-down list. This list contains the pay code types. Gross Regular 1099 Retirement FUTA Gross Overtime 1099 Royalties SUTA Gross Miscellaneous 1099 Prizes Workers Comp Gross Tips Collected 1099 Other State 1 Expense 1099 Contract Labor State 2 Deduction Social Security State 3 Net Medicare EIC 1099 Dividend FWT Informational 1099 Interest SWT Info Tips Reported 1099 Rents Fringe Benefits 8. In the GL Account field: Enter the GL account, or click the button at the end of the field to enter a partial GL account. Example, FF-DD-110. Payroll User Guide 135

144 Pay Codes Setup Pay Codes Pay Code Options Set up the pay code options. FIGURE 2. Viewing additional fields and options on the General 1 Tab in the Pay Code Table. 9. Click the ellipsis button next to the Calculation Order field to set the pay code calculation order. The Calculation Order determines the order the pay code will calculate in relation to other pay codes. IMPORTANT! Always calculate pay codes for gross wages before calculating other pay codes. A gross wage must be calculated before deductions are taken. 10. Enter the number of hours in a standard pay period in the Standard Pay Hours field. Example: If you wanted to set up standard pay hours for a biweekly pay period, you would enter 80 hours. The Standard Pay Hours entered will default in Pay by Exception and Computed Check Entry. Hours entered for other pay codes with the same pay code type will be deducted from the Standard Pay Hours set in this pay code. 11. Do you want to apply the opposite sign to amounts entered for the pay code type? Select the Reverse Code check box. 12. Will the pay code only be used for employee benefits? Select the Benefits Only check box to enable Benefit options on the Pay Periods Tab. For example, you would select this check box on a State Retirement pay code. 13. Do you want to allocate the pay code to more than one GL account? Select the Allocate check box to allocate the pay code amount based on the employee allocation. 14. Do you want to add the pay code when you set up a new employee? Select the Add on New Emp check box. 15. Do you want to modify the pay code in the Employee file? Select the Allow Emp Override check box to allow a user to adjust a pay code setup. None of the adjustments entered in the pay code setup in the Employee file are copied to the pay code stored in the Pay Code Table. 136 Payroll User Guide

145 Setup Pay Codes Pay Codes 16. Is this a summarization pay code? Select the Summarization Code check box to total sub-codes assigned to a pay code. Note: If you want to assign a summarization code to a pay code, you must assign a sub-code to all pay codes that will be summarized. 17. Is this a direct deposit net pay code? Select the Direct Deposit Net check box. This option is only available if the pay code type is Net. If you add more than one net pay code, in the Employee file a list of existing net pay codes will be displayed. 18. Is this a third party net pay code? Select the Third Party check box. A Third Party Net Pay Code is used to record disability payments from a third party provider. 19. Do you want to include hours worked for the pay code in the overtime calculation? Select the Hours Worked check box. You can use this option if you are using the Caselle Timekeeping program. 20. Do you want to include the pay code on the retirement reports and search for other pay codes that are subject to retirement? Select the Retirement check box. If the Retirement check box is selected, the Subject To Retirement check box is selected on pay codes that calculate based on the Retirement pay code. Example Pay code calculates based on pay code 1-00, 2-00, and If the Retirement check box is marked on pay code 40-00, the Subject To Retirement check box is marked in pay codes 1-00, 2-00, and TABLE 1. Pay Code Description Subject To Retirement Amount 1-00 Regular Pay Yes 1, Overtime No Vacation Yes Deduction 1, If the Retirement check box is not marked on pay code 40-00, pay codes 1-00, 2-00, and 3-00 will calculate without regard to the Subject To Retirement check box. TABLE 2. Pay Code Description Subject To Retirement Amount 1-00 Regular Pay Yes 1, Overtime No Vacation Yes Deduction 1, Payroll User Guide 137

146 Pay Codes Setup Pay Codes Subject To/Exempt From The options displayed on the bottom of the screen depend on the pay code type that was selected. For each pay code, set up the Subject To/Exempt from options. Select the options the pay code is subject to or exempt from. FIGURE 3. Pay Code Subject To/Exempt From Setup 21. Is the pay code is Subject To or Exempt From Social Security, Medicare, FWT, SWT, SUTA, FUTA, Retirement, or Worker s Comp? Select the check box next to an option to select it and enter the percentage of the option selected that is subject to/exempt from the pay code. For example, you can select options to duplicate a pre-tax setup for deduction-type pay codes. Benefit Information If the pay code is a benefit or you want to set the Maximum Wage Limit information, set up the options on the General 2 Tab. FIGURE 4. Maximum Wage and Benefit Information Setup 138 Payroll User Guide

147 Setup Pay Codes Pay Codes 22. Click the General 2 Tab. 23. Enter the maximum benefit amount allowed in the Maximum Limit field. 24. Enter the maximum wage amount that is subject to the pay code in the Maximum Wage Limit field. For example, Social Security has a maximum wage limit. Social Security will not be deducted from an employee s wage when the employee s wage exceeds the designated Maximum Wage Limit. 25. Will the pay code calculate based on rate information in the State Table? Select the state to use in the calculation from the State drop-down list. 26. Is an ID No. assigned to the pay code? Enter the pay code identification number in the ID No., field. For example, SWT ID, SUTA ID. 27. Is the pay code used to calculate leave time? Select a leave time rate that will be used to calculate the pay code from the Leave Time Rate Default dropdown list. 28. If a Leave Rate Default was entered, enter the leave rate level number in the Leave Rate Level No. field. You can Search this field. 29. Enter the GL Debit Account in the GL Debit Account field or click the ellipsis button to enter a partial GL account. 30. Enter the GL Credit Account in the GL Credit Account field or click the ellipsis button to enter a partial GL account. 31. Do you want to override the normal allocation and charge benefits to a different GL account based on a fund? Click the ellipsis button next to the Debit GL Account Override grid. Click Close to return to the Pay Code Table. FIGURE 5. Debit GL Account Override Setup Payroll User Guide 139

148 Pay Codes Setup Pay Codes Paycheck Pay Code Options If the pay code is a Paycheck pay code, complete this section. FIGURE 6. Pay Period Setup 32. Click the Pay Periods Tab and set up the options in the Pay Check area. 33. Select the option that describes the unit the pay code will use to calculate an amount from the Code drop-down list. Code Pay Code Calculates Based On Amount a fixed amount. Hourly an hourly rate from the Employee Table. % of Amount a percentage of the annual wage in the Employee s record. Extra Amount an additional amount. Rate/Hour an amount calculated using the rate per hour entered in the next field. Rate/Unit an amount based on the number of units entered when the paycheck is calculated. 34. Based on the Code selected: Enter an amount, percentage, or rate in the Amt- Rate-% field. If you selected Amount, then you would enter an amount in the Amt-Rate-% field. If you selected Rate/Hour, then you would enter the hourly rate in the Amt-Rate-% field, and so on. 35. Do you want to round the calculated amount to the nearest whole dollar? Select the Round Amounts to Nearest Whole Dollar check box. 36. Do you want to use the hours entered for the pay code to calculate an amount without storing or including the hours entered in the total hours? Select the Exclude Hours check box. Example: If you were calculating a retro-active pay increase, you would use Exclude Hours to ensure the employee s total hours worked do not include additional hours used to calculate the retro-active pay. 140 Payroll User Guide

149 Setup Pay Codes Pay Codes 37. Do you want to exclude the hours entered for the pay code when calculating the adjusted hourly rate for Gross Overtime type pay codes? Select the Exclude Hours for Overtime Calculation check box. 38. Set up the Monthly Pay Periods area. Click the ellipsis button. The Pay Periods dialog box displays. Click the pay periods in each month to calculate the pay code. Click a month to select all pay periods in a month. Click 1, 2, 3, 4, or 5 in the heading row to select a pay period in all months. Click the Month/Chk button to select all pay periods for all months. Click the Finish button to exit. About Social Security and Medicare Pay Codes: The best way to ensure Social Security and Medicare taxes are collected every pay period is to select all pay periods. Example: Quarterly Pay You can set up a pay code to calculate once a quarter. For example, a quarterly pay code could calculate in March, June, September, and December. Deductions do not need to be adjusted because deductions only calculate on gross pay. FIGURE 7. Pay Code calculating Quarterly 39. Will the pay code use amounts from other pay codes to calculate an amount? Click Field Selection next to the Pay Codes Used for Calculation field. Select the pay codes and click Accept. Payroll User Guide 141

150 Pay Codes Setup Pay Codes Benefit Pay Code Setup If the pay code is a Benefit pay code, complete this section. FIGURE 8. Benefit Pay Code Setup 40. Click the Pay Periods Tab and set up the options in the Benefit area. 41. Select the option that describes the unit the pay code will use to calculate an amount from the Code drop-down list. Code Pay Code Calculates Based On Amount a fixed amount. Hourly an hourly rate from the Employee Table. % of Amount a percentage of the annual wage in the Employee s record. Extra Amount an additional amount. Rate/Hour an amount calculated using the rate per hour entered in the next field. Rate/Unit an amount based on the number of units entered when the paycheck is calculated. 42. Based on the Code selected: Enter an amount, percentage, or rate in the Amt- Rate-% field. If you selected Amount, then you would enter an amount in the Amt-Rate-% field. If you selected Rate/Hour, then you would enter the hourly rate in the Amt-Rate-% field, and so on. 43. Do you want to calculate a benefit pay code on an employee who is not receiving a paycheck? Select the Calculate on Unpaid Employee check box. For example, employees who are retired, disabled, or receive FMLA. You can override this option in the Employee file. 142 Payroll User Guide

151 Setup Pay Codes Pay Codes 44. Set up the Monthly Pay Periods area. Click the ellipsis button. The Pay Periods dialog box displays. Click the pay periods in each month to calculate the pay code. Click a month to select all pay periods in a month. Click 1, 2, 3, 4, or 5 in the heading row to select a pay period in all months. Click the Month/Chk button to select all pay periods for all months. Click the Finish button to exit. About Social Security and Medicare Pay Codes: The best way to ensure Social Security and Medicare taxes are collected every pay period is to select all pay periods. 45. Will the pay code use amounts from other pay codes to calculate an amount? Click Field Selection next to the Pay Codes Used for Calculation field. Select the pay codes and click Accept. W-2/1099 Setup Set up the W-2/1099 amounts and codes that will print on the W-2 or 1099 Form. For example, you can enter a code in Box 12 that will print amounts from a 401K or 457 plan into Box 12 on the W-2 Form. FIGURE 9. W-2/1099 Setup 46. Click the W-2/1099 Tab. 47. Do you want to transfer an amount to Box 12 on the W-2 Form? Select a code from the W-2 Code (Box 12) drop-down list. W-2 Code Description W-2 Code Description None Do not apply a W-2 Code L Non-taxable part of employee business expense reimbursements. A B C Uncollected Social Security Tax on Tips. Uncollected Medicare tax on tips. Cost of group term-life insurance coverage over $50,000. M N P Uncollected Social Security tax on cost of group term-life insurance coverage over $50,000. Uncollected Medicare tax on cost of group term-life insurance coverage over $50,000. Excludable moving expense reimbursements. Payroll User Guide 143

152 Pay Codes Setup Pay Codes W-2 Code Description W-2 Code Description D Contributions made to plan section 401(k) Q Military employee basic housing, subsistence, and combat pay. E Contributions made to plan section 403(b). R Employer contributions to a medical savings account. F Contributions made to plan section 408(k)(6). S Employee salary reduction under a section 408(p) SIMPLE. G Contributions made to plan section 457(b). Q TAdoption benefits. H Contributions made to plan section 501(c)(18)(D). V Income exercise of non-statutory stock option(s). J Sick pay not included as income. W Employer s contribution to an employee s Health Savings Account. K Tax on excess. 48. In the W-2 Other Desc (Box 14) field: Enter information required by the state but not the IRS. 49. Do you want to add the pay code amount as part of the Box 14 Other Description? Select the Include Amounts check box. 50. Do you want to transfer the pay code amount to the Dependent Care field on the W-2 Form? Select the Dependent Care check box. 51. Do you want to transfer the pay code amount to the Non-Qualified Plan field on the W-2 Form? Select the Non-Qualified Plan check box. 52. Click Save. Editing a pay code Use the Pay Code Table to update the pay code fields. To edit a pay code 1. Open Maintenance Pay Code. OR If Pay Code Maintenance is running, click Edit. 2. Enter a pay code in the Lookup Bar, and press Enter. 3. Click a field to edit. 4. To save the changes to the pay code, display a different pay code or click Close. 144 Payroll User Guide

153 Setup Pay Codes Pay Codes Deleting a pay code Use the Pay Code Table to delete a pay code. You can only delete a pay code if no transactions exist. To delete a pay code 1. Open Maintenance Pay Code. 2. Click Delete. 3. Enter the pay code to delete in the Lookup Bar, and press Enter. Batch-loading pay codes to employee files Use Batch Load Codes to add a pay code to multiple employee files. You cannot batch-load a pay code to terminated employees. You can add pay codes by employee number or association to a pay code that is included in the employee s file. For example, if you wanted to add a Sick Leave pay code to all employees who already have a Vacation Leave pay code. Select the employee files to load the pay code to. Select the pay code to load. FIGURE 10. Batch Load Pay Codes Setup To batch-load pay codes 1. Open Miscellaneous Batch Load Codes. 2. Verify the employee numbers displayed in the Employee No(s) field. Enter an employee number, series, range, or click Filter. 3. Select the pay code(s) in the Add Pay Codes to Employees Who Already Have These Pay Codes field to add the pay codes selected in Pay Codes to Load only if the employee also has the pay codes selected in this field. 4. Select the pay code(s) in the Pay Codes to Load field. Click a pay code to select it. Press and hold CTRL to select more than one pay code. Press and hold SHIFT to select a range. 5. Click GO. Payroll User Guide 145

154 Pay Codes Setup a Local Tax Setup a Local Tax A Local Tax is a tax the state creates for a specific city or county. Steps Guidelines 1. Define the state code. See Defining the State Codes on page Add the pay code for the state code to the Pay Code table. See Adding related pay codes on page Add a Local Tax Identifier. See Adding a Local Tax Identifier on page Update the employee files. See Updating the Employee files on page 156. In this section: Defining the State Codes Adding related pay codes Adding a Local Tax Identifier Updating the Employee files Defining the State Codes Open the Control Table and add a title to define up to three state codes. If the amount calculated by the state code will be reported on the employee s W-2, select the appropriate tax type. Step 2: Select the method used to report the amount on the employee s W-2. Step 1: Enter the State Code Title. FIGURE 11. Entering the state codes and W-2 types on the Text/Date Tab in the Control Table. To define state codes 1. Open Maintenance Control. 2. Click the Text/Date Tab. 146 Payroll User Guide

155 Setup a Local Tax Pay Codes 3. Under State Codes: Enter the State Code title in the Title field. 4. If the amount will be reported on the employee s W-2, select the tax type from the W-2 Local Tax Type drop-down list. 5. Repeat Step 3 and 4 to set up to three W-2 Local Tax Types. 6. Click Close. Adding related pay codes Add the pay code for the state code to the Pay Code Table. Use the State Code Title entered in the Control Table as the pay code type. Then, set up the pay codes that are subject to the local tax. Step 1: Set up a Local Tax Pay Code Select the State 1, 2, or 3 from the Type drop-down list. FIGURE 12. Setting up a pay code type to calculate a local tax. Payroll User Guide 147

156 Pay Codes Setup a Local Tax Step 2: Set up the Pay Code(s) Subject to the Local Tax Select the check box next to the State Code Title and enter the appropriate percentage. FIGURE 13. Setting up a pay code to calculate a local tax in the Pay Code Table. Step 3: Set up local tax pay code 1. Open Maintenance Pay Code. 2. Click New. 3. Set up the following options on the General 1 Tab. 4. Select the State Code 1, 2, or 3 from the Type drop-down list. FIGURE 14. Selecting State Code 1 from the Type drop-down list on the Pay Code General 1 Tab. Step 4: Set up the pay code(s) subject to the local tax 1. Open Maintenance Pay Code. 2. Enter the pay code in the Lookup Bar. Press Enter. 3. Set up the following options on the General 1 Tab. 148 Payroll User Guide

157 Setup a Local Tax Pay Codes 4. Under Subject To: Select the State Code Title entered in the Control Table and enter the appropriate percentage. FIGURE 15. Select the check box next to a local tax in the Subject To area to subject a pay code to a tax. Adding a Local Tax Identifier If the Local Tax will use a calculation to calculate an amount, set up the Local Table. Exemption calculations are an example of a tax that requires a unique calculation. Example: City Tax Assume the city s ordinance states: Employees who live within the city limits will pay 1% tax on income. Employees who live outside the city limits will pay 1/2 of 1% tax on income. The employee is allowed a $600 deduction for each exemption claimed. To create the City Tax, you would set up two tax tables. Table 1 will calculate tax for residents inside the city limits. Table 2 will calculate tax for residents outside the city limits. Omit rates or amounts on the Pay Periods Tab when you set up the pay code because the amounts will be contained in the Local Table. Note: The following examples calculate the same amount. The difference is the method used to set up the equation. MULTI-LINE CALCULATION (RECOMMENDED) Using the Multi-Line Calculation makes it easy to see how each amount in the equation is calculated. FIGURE 16. Example of using a Multi-Line Calculation. Payroll User Guide 149

158 Pay Codes Setup a Local Tax Definition of each line in the calculation: VAR1=LE+LAE Add the Local Exemptions (LE) to the Local Additional Exemptions (LAE) and save the total as Variable 1 (VAR1). VAR2=600*26 Multiply the allowed deductions (600) by the number of periods for an annual amount (26) and save the total as Variable 2 (VAR2). VAR3=VAR1*VAR2 Multiply the annual deduction amount stored in Variable 1 (VAR1) by the total exemptions stored in Variable 2 (VAR2) and save the total as Variable 3 (VAR3). VAR4=WAGES-VAR3 Subtract the annual exemption amount stored in Variable 3 (VAR3) from the employee wages (WAGES) and save the total as Variable 4 (VAR4). VAR5=IIF(VAR4<0,0,VAR4) Check the adjusted wages. If the adjusted wages (VAR4) are less than zero, set the value to zero. If the adjusted wages (VAR4) are greater than zero, use the adjusted wages (VAR4). Store the value as Variable 5 (VAR5). VAR6=(TABLE(VAR5),0) Use the Adjusted Wages stored in Variable 5 (Var5) to search the Tax Table on the Fields/Rates Tab to determine the tax. Store the tax in Variable 6 (VAR6). TAX=VAR6 Assign the final amount to TAX. TAX is the value used in the pay code calculation. Since TAX is an annualized amount, the program will divide the amount by the number of periods (for example, divide by 26 for a biweekly pay period) to calculate the paycheck amount. SINGLE-LINE CALCULATION Use the Single-Line Calculation if you will not define amounts, percentages, and numbers on the Fields/Rates Tab. FIGURE 17. Example of using a One-Line Calculation. To set up the Local Table 1. Open Maintenance Local. 2. Click New. 3. Enter the Local Tax Identifier code in the Local Tax Identifier field. 4. Select the state code from the Pay Code Type drop-down list. 150 Payroll User Guide

159 Setup a Local Tax Pay Codes 5. Example: State 1 6. Click the Fields/Rates Tab. FIGURE 18. Setting up the field and rate variables on the Fields/Rates Tab. 7. To define an amount: Use the AMT1 5 fields. Enter the amount and description. 8. Note: The calculation amount is defined as an annual amount. You might want to consider converting amounts to an annual basis. When the calculation is run, the final step in the process is to dived the calculated amount by the number of pay periods per year for the employee. Example: $1,000 Exemption Amount 9. To define a percentage, use the PCT1 3 fields. Enter the percentage and description. Example: 15% Standard Deduction 10. To define a number, use the NUM1 3 fields. Enter the number and description. Example: 3 Personal Exemptions Payroll User Guide 151

160 Pay Codes Setup a Local Tax 11. If Withholding Rates will be used in the equation, set up the Withholding Rates grid. Click the row with the asterisk to add a rate to the Withholding Rates Table. FIGURE 19. Setting up the Withholding Rates to calculate a 1% tax on all wages less than $999,999, Click the General Tab. 13. To enter the Local Tax Calculation, click Edit next to the Calculation field. Click Edit to enter the calculation. FIGURE 20. Clicking Edit to enable the Calculation field on the General Tab in the Local Table. 14. Type in the equation that will calculate the local tax. Use the Operators and Variables in Tables 1 and 2, (Table 3 on page 152 and Table 4 on page 153) by clicking the buttons at the bottom of the screen. TABLE 3. Operators Function Keyboard Button Add + Click Add. Subtract - Click Subtract. Multiply * Click Multiply 152 Payroll User Guide

161 Setup a Local Tax Pay Codes TABLE 3. Operators Function Keyboard Button Divide / Click Divide Parenthesis () None. TABLE 4. Local Table Variables Variable AMT1 AMT2 AMT3 AMT4 AMT5 FE FWT FWTEA HOURSCURRPER HOURSPREVMO HOURSYTD IIF (expr, truepart, falsepart) LAE LE MAX(Amount1, Amount2) Description AMT1 is an amount field on the Fields/Rate Tab. AMT2 is an amount field on the Fields/Rates Tab. AMT3 is an amount field on the Fields/Rates Tab. AMT4 is an amount field on the Fields/Rates Tab. AMT5 is an amount field on the Fields/Rates Tab. FE is the value in the Federal Exemptions field in Employee Maintenance. FWT is the calculated Federal Withholding Tax. FWTEA is the Federal Withholding Exemption Amount in Federal Maintenance. HOURSCURRPER is the total hours for the current pay period. HOURSPREVMO is the total of all hours for the previous month. Check issue dates in the previous month are included. HOURSYTD is the total of all hours for the current year up to the date of the calculation. Hours for the current paycheck s calculation are not included in this total. Use IIF to conduct conditional tests. Example: IFF (SWT>AMT1,0,AMT1) This says that if the State Withholding is greater than the amount in the AMT1 field, return a zero; if it is less than AMT1 value, return the amount in AMT1. LAE is the Local Additional Exemptions in Employee Maintenance. LE is the Local Exemptions in Employee Maintenance. MAX returns the largest value of the field or the set value. The value can be the result of a logical expression (IIF), a field name, or a constant, MAX(Amount1, Amount2). Example: MAX(SMT,1000) returns the value of SWT if it is greater than 1,000. If SWT is less, the value of 1,000 is returned. Payroll User Guide 153

162 Pay Codes Setup a Local Tax TABLE 4. Local Table Variables Variable MIN (Amount1, Amount2) NUM1 NUM2 NUM3 PAYPERIODS PCT1 PCT2 PCT3 Round(Amount,Digits) SAE SE SWT TABLE(Amount) TAX VAR1-10 WAGES WAGESCURRPER Description MIN returns the smallest value of the field of the set value. The value can be the result of a logical expression (IIF), a field name, or a constant. MIN(Amount1, Amount2). Example: MIN(SWT, 1,000) returns the value of SWT if it is less than 1,000. If SWT is greater, the value of 1,000 is returned. NUM1 is the value in the NUM1 field on the Fields/ Rates Tab. NUM2 is the value in the NUM2 field on the Fields/ Rates Tab. NUM3 is the value in the NUM3 field on the Fields/ Rates Tab. PAYPERIODS is the total number of pay periods an employee could have for the year. PCT1 is the value in the PCT1 field on the Fields/ Rates Tab. PCT2 is the value in the PCT2 field on the Fields/ Rates Tab. PCT3 is the value in the PCT3 field on the Fields/ Rates Tab. ROUND rounds a number to specified number of digits. Number is the number you want to round. Digits specifies the number of decimal places to which you want to round. Round(Amounts,Digits) The value in the State Additional Exemptions field in Employee Maintenance. The value in the State Exemptions field in Employee Maintenance. State Withholding Tax. Equal to the amount of state withholding tax computed for the employee. TABLE processes an amount through the Withholding Rates Table on the Fields/Rates Tab. TABLE(Amount) TAX is the local tax calculated and returned to the paycheck transaction. TAX=expression. Example: TAX=Table(WAGES-((LE+LAE)*600)) VARn is a field that can store the results of a calculation. Wages only includes the wages and deductions that are subject to the pay code that the Local Table. WAGESCURRPER is the total wages for the current pay period. 154 Payroll User Guide

163 Setup a Local Tax Pay Codes TABLE 4. Local Table Variables Variable WAGESPREVMO WAGESYTD Description WAGESPREVMO is the total of all wages for the previous month. Check Issue dates in the previous month are included. WAGESYTD is the total of all wages for the current year up to the date of the calculation. Wages for the current paycheck s calculate are not included in this total. 15. Click the Check Syntax button. 16. Check Syntax will check the equation for operator and matching errors. FIGURE 21. Syntax error generated by a missing parenthesis. 17. Fix syntax errors and click the Check Syntax button again to verify the errors have been fixed. 18. Click Save. Payroll User Guide 155

164 Pay Codes Setup a Local Tax Updating the Employee files Open the Employee files affected by the Local Tax and set up the Subject To and Local Tax definition on the Wages Info Tab. FIGURE 22. Selecting the Local Tax 1 check box on the General Sub-Tab enables the Local Tax 1 options on the Withholding Sub-Tab. To update the Wage Info information 1. Open Maintenance Employee. 2. Enter the employee name or number in the Lookup bar. Press Enter. 3. Click the Wage Info Tab. 4. Under Subject To: Select the Local Tax check box to apply the Local Tax selected to the employee. The field title defined in the Local Table will be used as the field title under Subject To. FIGURE 23. Applying the Local 1 Tax to the employee file. 5. Click the Withholding Sub-Tab. 156 Payroll User Guide

165 Setup a Local Tax Pay Codes 6. Select the Local Tax Identifier to apply to the employee from the Identifier drop-down list. FIGURE 24. Defining the Identifier, Exemptions, and Additional Exemptions. 7. Enter the number of exemptions claimed by the employee in the Exemptions field. 8. Enter the number of additional exemptions claimed by the employee in the Additional Exemptions field. 9. Is the employee subject to Local Tax but no withholding is desired? Select the Exempt check box to set the Exemptions and Additional Exemptions fields to zero. 10. Repeat these steps to update all employee files subject to the Local Tax. Payroll User Guide 157

166 Pay Codes Setup a Local Tax 158 Payroll User Guide

167 CHAPTER 14 Payroll Checks Enter employee information to generate a paycheck and the print a paycheck. In this chapter: Payroll Data Entry Compute Benefits Print Payroll Checks Payroll User Guide 159

168 Payroll Checks Payroll Data Entry Payroll Data Entry Generating paychecks begins with getting the employee s payroll information into the database. Use the Data Entry routines to enter payroll data, run, What If? scenarios for employees, and review the data entered for accuracy. In this section: Using Pay by Exception Using Computed Check Entry Editing a Computed Check Entry Deleting a Computed Check Entry Troubleshooting Computed Check Entry Running a What if? paycheck scenario Running a supplemental payroll Using Manual Check Entry Payroll Register Using Pay by Exception You can use Pay by Exception if you will be printing a paycheck for each employee included on the prelist for the current pay period. Using Pay by Exception means that you only need to enter exceptions such as vacation hours, sick leave, or compensation time. Using Pay by Exception is faster than using Computed Check Entry. Using Pay by Exception is part of the steps checklist, see Enter Payroll data on page 29. To enter exceptions 1. Open Data Entry Pay by Exception. What if I need to add a new GL account for manual allocations? Open the Manual Allocation Form and click Add GL to update the GL account, Workers Compensation Class Code, or use the employer s default Workers Compensation Class Code. Clicking Accept will update your changes to the Manual Allocations Grid, then you can update the hours listed. 160 Payroll User Guide

169 Payroll Data Entry Payroll Checks Using Computed Check Entry You can use Computed Check Entry to compute employee paychecks, correct paycheck errors from Computed Check Entry or Pay by Exception, run What if? paycheck scenarios, and compute a separate check for leave time. Enter the employee s number. Enter the pay code. Enter the pay code hours/amount. FIGURE 1. Computed Check Entry Screen To compute checks 1. Open Data Entry Computed Check Entry. The Computed Check Options dialog box displays. FIGURE 2. Selecting the Computed Check Entry Options. 2. Verify the Computed Check Entry Options are correct. 3. Click Accept. 4. Enter an employee number in the Employee field. You can Search this field. Note: You can enter a description, but it is not required. Payroll User Guide 161

170 Payroll Checks Payroll Data Entry 5. Enter a pay code in the Pay Code field. The pay codes that can be computed display in the grid on the Computed Check Entry screen. Pay codes that can be entered appear in gray type. Pay codes that have been entered appear in black type. View the employee s pay codes in the grid. Pay codes waiting to be entered are gray. Pay codes that have been entered are black. View the total hours and amount calculated for the employee. FIGURE 3. Using Computed Check Entry to calculate an amount for each pay code in the employee s file. 6. If the pay code calculates based on hours: Enter the hours in the Hours field. OR If the pay code calculates based on an amount: Enter the amount in the Amount field. 7. Repeat Steps 4 and 5 until all of the employee s pay codes are entered. You must enter each pay code separately. The amount/hours calculates when the pay code is entered. If the pay code is not entered, the amount.hours will not be calculated. 8. Press Enter again to enter the next employee number. 162 Payroll User Guide

171 Payroll Data Entry Payroll Checks Editing a Computed Check Entry Use Computed Check Entry to edit payroll data that was entered using Computed Check Entry or Pay by Exception. Note: Use the Void and Reset option in the Paycheck Report before you edit payroll data. To edit a computed check entry 1. If a payroll check printed, complete this step. If a payroll check was not printed, skip to Step 2. Step 1. Void the check number and reset for printing. Guidelines Open Reports Payroll Check. Click the Reprint tab. Select the check numbers to print. Click the Void Check Number and Reset for Reprint button. Close the report. 2. Open Data Entry Computed Check Entry. The Computed Check Entry Options dialog box displays. 3. Verify the Computed Check Entry Options. 4. Click Accept. 5. Click Edit. 6. Enter a reference number in the Ref No. field. OR If the reference number is not known: Click Redisplay to view paychecks by reference number. Use the grid to select the reference number to edit. Click OK. Enter the reference number in the Ref No. field. Click an option to change the display order. FIGURE 4. Using Redisplay to view existing computed check entries. Payroll User Guide 163

172 Payroll Checks Payroll Data Entry 7. Verify the employee s name in the Employee field. 8. Enter the pay code to edit in the Pay Code field. 9. Click on the GL Account, Hours, Rate, or Amount field to edit it. 10. Press Enter to compute a paycheck with the updated values. 11. Click Calculate Pay Codes. The paycheck total should equal zero if the paycheck calculated correctly. Deleting a Computed Check Entry Use Computed Check Entry to delete a paycheck before it prints. If the paycheck was printed, use the Void and Reset option in the Paycheck Report before you delete the computed check entry. To delete an entry 1. If the paycheck printed, complete this step. If the paycheck was not printed, skip to Step 2. Step 1. Void the check number and reset for printing. Guidelines Open Reports Payroll Check. Click the Reprint tab. Select the check numbers to print. Click the Void Check Number and Reset for Reprint button. Close the report. 2. Open Data Entry Computed Check Entry. The Computed Check Entry Options dialog box displays. 3. Verify the Computed Check Entry Options. 4. Click Accept. 5. Enter a reference number in the Ref No. field. to view pay- Tip! If the reference number is not known, click Redisplay checks by reference number. 6. Click Delete. The Delete dialog box displays. 164 Payroll User Guide

173 Payroll Data Entry Payroll Checks FIGURE 5. Selecting an option to delete a computed check entry. 7. Select a task. Task Delete a single reference number. Delete a range of reference numbers. Delete all reference numbers entered on a specific date. Do This Click Delete Single Reference No. Click Delete Range of References. Enter the first number in the range and the last number in the range. Click Delete Entire Journal for MM/DD/YY. Enter the date. 8. Click the Delete button. Troubleshooting Computed Check Entry You may encounter these types of problems when you use Computed Check Entry. General Ledger Account Error If you find an invalid GL account error, identified by a set of backward arrows (<<<<), on the GL Update Report, record the employee number and pay code. Use Employee Maintenance to display the employee file and search for the invalid GL account. You can modify the pay code that contains the invalid GL account on the Pay Code Tab. Payroll User Guide 165

174 Payroll Checks Payroll Data Entry Missing Pay Code If you try to enter a pay code that is not available in the employee file, open Employee Maintenance and display the employee information. Add the missing pay code to the employee file, then return to Computed Check Entry. Duplicate Entries After you enter payroll information using Computed Check Entry, check the entries carefully for duplicate entries. Running a What if? paycheck scenario You can run a What if? paycheck scenario to find out what will happen to an employee s paycheck if an employee chooses to change their exemptions or marital status. To run a paycheck scenario 1. Open Data Entry Computed Check Entry. The Computed Check Entry Options dialog box displays. 2. Verify the Computed Check Entry Options. 3. Click Accept. 4. Enter the employee s name or number in the Employee field. 5. Enter the What if? pay code scenario. WARNING! DO NOT press Enter. Pressing Enter will calculate the paycheck using the pay code and amount entered. If you press Enter and save the computed check entry, click Delete to remove it. 6. Click Calculate Pay Codes. View the What if? paycheck calculation in the grid. 7. Click Delete to abort the scenario without saving any changes. 166 Payroll User Guide

175 Payroll Data Entry Payroll Checks Running a supplemental payroll Run a Supplemental Payroll to calculate an additional paycheck without changing the normal employee and pay code setup. A bonus check or lump sum distribution are two examples of using a supplemental payroll. You can use Computed Check Entry or Pay by Exception to run a supplemental payroll. To run a supplemental payroll 1. Open Data Entry Computed Check Entry or Pay by Exception. The Options dialog box displays. 2. Enter the this information: GL Expenditure Date, Check Issue Date, and Journal Code. Select the Supplemental Payroll check box to enable the Supplemental Payroll options. FIGURE 6. Selecting the Supplemental Payroll Option in Computed Check Entry. 3. Select the Supplemental Payroll check box. 4. Under Monthly Pay Period Override: Click a pay period to select it. The pay codes that are selected in the Supplemental Payroll will override the pay codes for the selected pay period. 5. Do you want to override the Federal Withholding Rate? Select the Federal Withholding Rate check box, and enter a percentage to withhold. Enter zero to not calculate Federal Withholding. Clear the check box to use the normal withholding rate. 6. Do you want to override the State Withholding Rate? Select the State Withholding Rate check box, and enter a percentage to withhold. Enter a zero to not calculate State Withholding. Clear the check box to use the normal withholding rate. 7. Do you want to override the Direct Deposit Status for all employees and use Inactive as the Direct Deposit Status? Select the Direct Deposit Status Inactive check box. Use this option to override the Direct Deposit Status for all employees to allow you run a Supplemental Payroll to create a check for employees who are normally listed as Active Direct Deposit. 8. Click Accept. 9. Enter the supplemental payroll information. Payroll User Guide 167

176 Payroll Checks Payroll Data Entry 10. If you are using Pay by Exception, click GO to compute the paychecks. Computed Check Entry calculates each pay code as it is entered. 11. Use Paycheck from the Reports menu to print paychecks for the supplemental payroll. Using Manual Check Entry Use Manual Check Entry to enter a payroll entry that was typed or written. For example, on a ruined paycheck you should calculate gross withholding and deductions, write or type the paycheck, and enter the payroll data using Manual Check Entry. This task is part of the Steps Checklist, see Enter Manual Checks on page , 24 nov 2003 Note: A warning will be displayed if multiple users are entering data at the same time using the same reference number. If this situation occurs, the program will find the next available reference number to assign to the transaction. To record a check entry 1. Open Data Entry Manual Check Entry. Payroll Register Print a Payroll Register to verify the computed checks. You can print a singleline summary or detail including the GL distribution for each employee. For more information about printing the Payroll Register, see Print the Payroll Register on page 41. To print the register 1. Open Reports Payroll Register. 168 Payroll User Guide

177 Compute Benefits Payroll Checks Compute Benefits Run Computed Benefits Entry to compute benefits for each employee using the information entered in the employee s file. If you need to update the employee record with new benefits, use Manual Benefits Entry. In this section: Computing benefits Using Manual Benefits Entry Benefits Register Benefits Summary Report Computing benefits You can compute Social Security, Medicare, health insurance, retirement, and benefits that are recorded as taxable income. A 401K is one example of a benefit that qualifies as taxable income. Running Computed Benefits Entry is part of the Steps Checklist, see Compute Benefits on page 21. To compute benefits 1. Open Data Entry Computed Benefits Entry. Using Manual Benefits Entry Use Manual Benefits Entry to override the computed benefits. FIGURE 7. Manual Benefits Entry Screen 7312, 24 nov 2003 Note: A warning will be displayed if multiple users are entering data at the same time using the same reference number. If this situation occurs, the program will find the next available reference number to assign to the transaction. Payroll User Guide 169

178 Payroll Checks Compute Benefits To enter benefits 1. Open Data Entry Manual Benefits Entry. 2. Enter an employee name or number in the Employee field. You can Search this field. 3. Enter the pay code to override in the Pay Code field. 4. Verify the GL accounts displayed in the GL Debit Acct and GL Credit Acct are correct. 5. Enter the amount in the Amount field. 6. Continue to press Enter until the transaction appears in the grid. Benefits Register You can print a Benefits Register to verify benefit pay codes and transactions. Print a Benefits Register to ensure the Accounts Payable invoice for benefit amounts match the employer s contribution, check for GL accounts with zero amounts, and check for missing GL accounts. Printing the Benefits Register is part of the Steps Checklist. For more information, see Print the Benefits Register on page 37. To print a Benefits Register 1. Open Reports Benefits Register. Benefits Summary Report You can run the Benefits Summary Report to review the benefit pay code total by employee. For more information, see Print the Benefits Summary on page 37. To print the report 1. Open Reports Benefits Summary. 170 Payroll User Guide

179 Print Payroll Checks Payroll Checks Print Payroll Checks You can use the payroll data, computed entries, and manual entries, to print paychecks. If a paycheck is ruined, you can void it and reprint it. In this section: Setting up a paycheck form layout Setting up the check issue date Printing payroll checks Reprinting payroll checks Voiding paychecks Changing the check issue date Check Register Deleting payroll detail Printing paycheck information as a report Payroll User Guide 171

180 Payroll Checks Print Payroll Checks Setting up a paycheck form layout The Paycheck Form Layout stores the fields that will print on the paycheck in the position you wish them to appear. It tells the systems what to print and where to print it. FIGURE 8. Paycheck Form Layout and Printed Paycheck To design the paycheck form layout 1. Open Maintenance Forms, and select Check. 2. Click an option: Create a New Form or Open an Existing Form. For detailed instructions on how to set up a form, see Forms in the Caselle Applications Manager User Guide. 172 Payroll User Guide

181 Print Payroll Checks Payroll Checks Setting up the check issue date A Check Issue Date is the date the paycheck is issued. It can be set up to include a grace period. If the Check Issue Date falls on a weekend, you can change it to a different date. You can set the initial check issue date in the Date Table as part of the Initial Maintenance Setup. To set the issue date and grace period 1. Open Maintenance Control. 2. Enter the value that will be used to calculate the check issue date in the Check Issue Days Past Period End field. This will calculate the check issue date by adding the value from this field to the pay period end date. Printing payroll checks Run Payroll Check to print paychecks. You can save a default setup to make printing paychecks faster. Printing Paychecks is part of the Steps Checklist, see Print the Payroll checks on page 39. To print paychecks 1. Open Reports Payroll Check. Reprinting payroll checks You can reprint a paycheck if it has not been updated to General Ledger. There are two different methods you can use to reprint paychecks that have been destroyed and paychecks that printed with the wrong information. WARNING! DO NOT reprint a paycheck that has been updated to General Ledger. Use the Void Checks in the Miscellaneous menu if the check has been updated to the General Ledger. Payroll User Guide 173

182 Payroll Checks Print Payroll Checks Destroyed Paychecks Use this option to reprint a paycheck if (1) the information on the paycheck is correct, and (2) the paycheck was physically destroyed. Select the paychecks to reprint and click Void Check Number and Reset for Reprint. FIGURE 9. Reprint Paycheck Setup To reprint a destroyed check 1. Open Reports Payroll Check. 2. Click the Reprint Tab. 3. Select the check number(s) that were destroyed. Press and hold CTRL to select more than one check number. Press and hold SHIFT to select a range. 4. Click the Void Check Number and Reset for Reprint option. 5. Click Yes. 6. Click the General Tab. 7. Enter the next available check number in the Beginning Check No. field. 8. Load the checks in the printer. 9. Click Print. 10. Follow the instructions that appear on the screen. The Print Status bar will display all employee numbers although only the selected checks will print. Incorrect Information on the Paycheck Use this option to reprint a paycheck if the information printed on the paycheck is incorrect. To reprint a check with errors 1. Open Reports Payroll Check. 2. Click the Reprint Tab. 3. Select the check number(s) that need to be reprinted. Press and hold CTRL to select more than one check number. Press and hold SHIFT to select a range. 174 Payroll User Guide

183 Print Payroll Checks Payroll Checks 4. Click the Void Check Number and Reset for Reprint option. 5. Click Yes. 6. Click Close. 7. Open Data Entry Computed Check Entry to edit the check information. 8. Open Reports Payroll Register to reprint the Payroll Register and verify amounts are in balance. 9. Open Data Entry Computed Benefits Entry to recompute benefits. 10. Open Reports Payroll Check. 11. Click the General Tab. 12. Enter the next available check number in the Beginning Check No. field. 13. Load the checks in the printer. 14. Click Print. 15. Follow the instructions that appear on the screen. The Print Status bar will display all employee numbers although only the selected checks will print. Voiding paychecks Use Void Checks if the paycheck you wish to void has been updated to General Ledger. This routine will void the check number and create a reversing entry in the current pay period. Voided checks are stored as transactions in the Void Check Table. Note: If the paycheck has not been updated to General Ledger, use the Void and Reset option in Reports Payroll Check. To void paychecks 1. Open Miscellaneous Void Checks. 2. Enter an employee name or number in the Employee field. You can Search this field. 3. Enter a check number to void in the Check No. field. The check issue date displays in the Check Issue Date field. 4. Click GO. Changing the check issue date Use Change Check Issue Date to assign a new check issue date to checks that are waiting to print or checks that have already been printed. For example, if checks are printed with the wrong check issue date, run this routine to assign a different check issue date. To change the issue date 1. Open Miscellaneous Change Check Issue Date. 2. In the Pay Period Date field: Select the pay period the checks were issued. 3. Select the incorrect check issue date from the Current Check Issue Date field. 4. Enter the correct check issue date in the New Check Issue Date field. 5. Click GO. Payroll User Guide 175

184 Payroll Checks Print Payroll Checks Check Register Print a Check Register to review the paychecks which have been created using the Payroll application. To print the register 1. Open Reports Check Register. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to include computed checks, manual checks, void checks, or transmittal checks? Select the check box next to an option to include it. 5. Click Print. 6. Click GO. Deleting payroll detail Run Delete Payroll Detail to delete transactions that occurred prior to a specific date and delete terminated pay codes from an employee s file. A terminated pay code will only be deleted if there are no transactions tied to the pay code. To delete payroll detail 1. Backup the Payroll database (PRW.MDB). 2. Open Miscellaneous Delete Payroll Detail. 3. Do you want to delete prior transactions? Select a pay period end date from the Delete Transactions Prior To and Including drop-down list. All transactions that occurred prior to the date selected or occurred on the date selected, will be deleted. 4. Do you want to delete terminated pay codes with no history from employee files? Select the Delete Terminated Pay Codes From Employee(s) If No History Exists check box. This option deletes all terminated pay codes from employee files if there is no history tied to the pay code regardless of the date selected. 5. Click GO. Printing paycheck information as a report You can create a form that prints paycheck information in a report format instead of a paycheck format. You need to set up a form in Other Forms Maintenance before you can run this report. To use a different form layout 1. Open Reports Other Form. 2. Select a Report Title. 3. Enter the Report Date(s) Pay Period. 4. Click the Forms Tab. 5. Select the form layout to use to print the report from the Other Form dropdown list. 6. Click Print. 7. Click GO. 176 Payroll User Guide

185 CHAPTER 15 Project Management These options are available if the interface to Project Management is enabled: Assign job numbers to Payroll labor and benefit costs. Update Payroll labor and benefit costs with job numbers to Project Management. Re-update labor costs to Project Management. Assign job numbers to labor hours and overheads in Timekeeping. Import labor hours and overheads with job numbers to Project Management. Assign job numbers in Computed Check Entry or Pay by Exception. Flow assigned job numbers to computed benefit transactions, or assign job numbers manually using Manual Benefits Entry. In this chapter: Enabling the Project Management Interface Setting the default job number in the employee file Assigning a job number Updating Payroll transactions to Project Management Updating Payroll transactions to Project Management Payroll User Guide 177

186 Project Management Enabling the Project Management Interface Enabling the Project Management Interface If you plan on using Project Management with Payroll, you will need to activate the Project Management interface. You must install Project Management to access the Project Management option in Control Maintenance. To enable the Project Management Interface 1. After Project Management is installed, open Maintenance Control. 2. Click the GL Info Tab. 3. Select the Project Management check box. Note: The Caselle Project Management program must be installed and selected to enable this option. 4. Select an option: Click the When a Job is Entered Always Override the GL Account with the Job s GL Account option to use the GL account from the job to override the default GL account. Click the Project Credit Acct option to enter the default GL account to button to set up a par- use for Project Management. Click the ellipsis tial GL account. Setting the default job number in the employee file 4813, 24 nov 2003 When you enable the Project Management interface the Default Job No. field in Employee Maintenance will also be enabled. Use the field to enter the default job number for a specific employee number. When you enter the employee s number in Data Entry, the default job number stored in the employee s file will be displayed in the Job No. field on the Data Entry screen. Assigning a job number You can assign a job number that was created in Project Management to a Payroll transactions, allowing you to track transactions by job number. New jobs cannot be created in Payroll, they can only be created in Project Management. To assign a job number, enter a job number or click Search. The Job No. field appears in Computed Check Entry, Pay by Exception, Manual Benefits Entry, Transaction Maintenance, and Benefits Transaction Maintenance. 178 Payroll User Guide

187 Updating Payroll transactions to Project Management Project Management Updating Payroll transactions to Project Management You can use the Project Management Update routine to update Payroll transactions that have been assigned to a job number to Project Management or print an Project Management Update Report. Note: Labor Benefits and Costs will be updated. If you re not sure if a Payroll transaction was updated to Project Management, you can open Transaction Maintenance or Benefits Transaction Maintenance (depending on the transaction type) and check the PMW Updated status. If the PMW Updated check box is marked, the transaction has been updated. If the check box is not marked, the transaction has not been updated. To update transactions to Project Management 1. Open Miscellaneous Project Management Update. 2. Verify the Pay Periods to update in the Pay Periods to be Updated field. 3. Do you want to print a Project Management Update Report? Select the Print Project Management Update Report check box. Printing the report will not update transactions to Project Management. 4. Do you want to update Payroll transactions to the Project Management database? Select the Update Project Management check box. 5. Click GO. Re-updating Project Management transactions Use this option if you have already updated transactions from Project Management and you need to update the same transactions again. To re-update transactions 1. Delete the transactions to be updated form Project Management Transaction Maintenance. 2. Open the Project Management Update. 3. Select the Update Transactions That Have Already Been Updated check box. 4. Click GO. Payroll User Guide 179

188 Project Management Re-updating Project Management transactions 180 Payroll User Guide

189 CHAPTER 16 State The State Table stores the state s withholding rates for each marital status, workers compensation minimum amount, and modifiers. FIGURE 1. Viewing the General and Withholding Rates Screens in State Maintenance. Payroll User Guide 181

190 State Adding a new state Adding a new state Complete this section for all states except for the State of California. Complete the next section to set up information and rates for the State of California. To set up the table 1. Open Maintenance State. 2. Click New. 3. Enter the abbreviated state name in the State Code field. Example: UT 4. Under Workers Compensation: Enter the workers compensation minimum amount (if applicable) in the Minimum Amount field. The Workers Compensation Minimum Amount is the minimum amount an employer must pay per employee for workers compensation. 5. If a percentage is used to adjust the Minimum Amount: Enter the percentage for up to five modifiers in the Modifier 1-5 field.s A Modifier is the percentage to adjust the Workers Compensation calculation. You can enter up to five modifiers. Enter the workers compensation modifiers as a positive or negative percentage. Key a minus ( ) sign to enter a negative percentage. 6. Click the Withholding Rates Tab. 7. Enter a marital status in the Marital Status field. Clicking the ellipsis button at the end of the field will display a Marital Status list. Example: Single, Married. 8. If the state uses additional exemptions or a specific marital status: Enter the number of exemptions in the Personal Exemptions field. 9. Enter the annual amount for one withholding exemption in the Exemption Amt field. Note: See Table 4 Annual Amount for One Allowance in the State s guidelines to enter the Exemption Amount. 10. Do you want to deduct the exemption amount from the gross amount before calculating the tax amount? Select the Deduct From Gross check box. To reduce the state withholding tax amount by the exemption amount, leave the check box blank. 11. Enter the annual amount for one dependent exemption in the Dependent Amt field. 12. Enter the percent of the Federal Withholding Tax for State Withholding Tax in the % of Federal Tax field. Key the decimal. 13. Enter the annual Federal Withholding Tax Limit amount in the Federal Tax Limit field. 14. Enter the percentage of gross wages to deduct as a standard deduction in the Standard Deduction % field. Key the decimal. 15. Enter the annual amount limit for the standard deduction in the Standard Deduction Limit field. 16. Enter the annual standard deduction amount in the Standard Deduction Amt field. 182 Payroll User Guide

191 California State Withholding Calculation Setup State 17. Enter the State Withholding Rates in the grid. Click the asterisk in the Withholding Rates grid, and enter a Line No, Wages Not Over, Tax Amount, and Tax Rate. Repeat this step until you have entered all of the withholding rates for the selected marital status. To delete a withholding rate: Click a row to select it, then click the Delete button next to the grid. 18. Click Close. California State Withholding Calculation Setup If your organization complies with regulations and guidelines set by the State of California, set up these fields on the State Table. These fields will only be accessible if CA is entered as the State Code. To set up the State Table for CA 1. Open Maintenance State. 2. Enter CA in the State Code field. 3. Enter the Annual Exemption Allowance (Table 4 Annual amount for one allowance) in the Exemption Allowance field. 4. Enter the annual estimated deduction amount (Table 2 Annual amount for one additional withholding allowance) in the Estimated Deduction Amt field. 5. Enter the annual low income exemption amount (Table 1 Annual amount for the current marital status) in the Low Income Exemption field. 6. Enter the annual standard deduction amount (Table 3 Annual amount for current marital status) in the Standard Deduction Amt field. Payroll User Guide 183

192 State California State Withholding Calculation Setup 184 Payroll User Guide

193 CHAPTER 17 Timekeeping If the Caselle Timekeeping program is installed, you can update hours recorded in Timekeeping to the Payroll application to be used to calculate paychecks. In this chapter: Updating hours from Timekeeping Re-updating hours from Timekeeping Deleting imported items in Pay by Exception Payroll User Guide 185

194 Timekeeping Updating hours from Timekeeping You can update hours from Timekeeping to Payroll To update hours 1. Open Miscellaneous Update Hours from Timekeeping. 2. Verify the correct dates display in the Beginning Date and Ending Date fields. 3. Click GO. Re-updating hours from Timekeeping If you have already updated hours from Timekeeping and you need to update hours again, delete the previous set of Timekeeping transactions from Payroll. Then, run Update Hours from Timekeeping using the same beginning and ending dates. Select the Update Hours That Have Already Been Updated check box, and click GO. Deleting imported items in Pay by Exception 8547, 24 nov 2003 Many sites make additional entries after the Timekeeping data has been imported. Using the Delete button in Pay by Exception allows you to delete the imported hours without deleting any manual entries.this option will delete all of the items that have been imported from the Timekeeping program. None of the items entered manually in Pay by Exception will be deleted. To delete imported items 1. Click Delete in Pay by Exception. The Delete Options dialog box displays. 2. Click the Delete Imported Items option. 3. Click Delete. 186 Payroll User Guide

195 CHAPTER 18 Transmittals You can use the Payroll program to create transmittal invoices OR print transmittal checks. You must have the Caselle Accounts Payable program installed in the same directory as the Payroll program and the Payroll interface to Accounts Payable must be enabled to create transmittals invoices. In this chapter: Getting Started Transmittal Amounts Transmittal Checks Transmittal Reports General Ledger Update Payroll User Guide 187

196 Transmittals Getting Started Getting Started If you are creating transmittal invoices: Step Guidelines 1. Setup the Control table. See Setting up the Control Table on page Setup the Transmittal Vendor table. See Adding the transmittal vendors on page 189. If you are printing transmittal checks: Step Guidelines 1. Setup the Control table. See Setting up the Control Table on page Setup the Transmittal Vendor table. See Adding the transmittal vendors on page Setup the Transmittal Check form layout. 4. Setup a CDPT journal in the General Ledger program. See Setting up a transmittal check form layout on page 191. Follow the instructions on Adding a Journal in the General Ledger program. Setting up the Control Table Before you get started, make sure the Caselle Accounts Payable program is installed in the same directory as the Caselle Payroll program. If you will print transmittals from the Payroll program, enter the GL Transmittal Cash Account. Select the Accounts Payable Interface check box. If you will print transmittals from the Accounts Payable program, select the Create Transmittal Invoice check box. FIGURE 1. Setting up the options to create transmittal invoices. 188 Payroll User Guide

197 Getting Started Transmittals To set up the transmittal invoice options 1. Open Maintenance Control. 2. Click the GL Info Tab. 3. To create transmittal checks: Enter the GL Transmittal Cash Account in Transmittal Cash Account field. You can Search this field. 4. To use AP Vendors: Select the Accounts Payable Interface check box. 5. Do you want to use Payroll to create transmittal invoices or print transmittals? To create transmittal invoices, select the Create Transmittal Invoice check box. To print transmittals, clear the check box. IMPORTANT! In Payroll, you can create transmittal invoices and print checks using the Accounts Payable program or print transmittals using the Payroll program. You cannot do both. 6. Click Close. Adding the transmittal vendors If you are using Payroll to create transmittal invoices or print checks, complete this section to add vendors to the Transmittal Vendor Table. FIGURE 2. Adding transmittal vendors to the Transmittal Vendor Table. To add a vendor 1. Open Maintenance Transmittal Vendors. 2. Click New. 3. Enter the transmittal vendor number in the Transmittal No. field. Payroll User Guide 189

198 Transmittals Getting Started 4. Click the button next to the Vendor No. field to enter an Accounts Payable Vendor number. The Accounts Payable vendor information will be displayed on the screen. 5. Enter the transaction description for the vendor in the Standard Description field. 6. Select the frequency the transmittal will be computed from the Frequency drop-down list. 7. Click the Pay Codes Tab. This tab displays the pay codes to be used for calculating the transmittal amount. 8. Click the ellipsis button to display the list of pay codes that may be added to this screen. 9. Click Save. 190 Payroll User Guide

199 Getting Started Transmittals Setting up a transmittal check form layout If you are printing transmittal checks from the Payroll program, you need to create a pre-printed form, and set up a check form layout in the Forms Design Table. For more help setting up a form layout, see the chapter on Forms Design in the Caselle Applications Manager. FIGURE 3. Transmittal Check Form Layout and Printed Check To set up a form layout 1. Open Maintenance Forms and select Transmittal Check. 2. Select a Transmittal Check Form Layout and click Open. Payroll User Guide 191

200 Transmittals Transmittal Amounts Transmittal Amounts Calculate the transmittal amounts that will be used to create transmittal invoices or print transmittal checks. You can compute amounts automatically or manually. In this section: Computing transmittals automatically Computing transmittals manually Editing computed transmittals Computing transmittals automatically Run Compute Transmittal Entry to compute transmittal amounts for the selected journal codes and transmittal numbers in the current pay period. The computed amounts will be displayed in the grid. Verify the computed transmittals are correct by comparing the computed amounts to the transmittal reports. FIGURE 4. Setting up options to compute transmittal amounts, and then view computed amounts in the Compute Transmittals Amounts screen. Run the routine 1. Open Data Entry Computed Transmittal Entry. The Compute Transmittal Amounts Options dialog box displays. 2. In the Compute for Journal Code field: Accept ALL to compute transmittals for all journal codes, or enter a CDPT journal code suffix to compute transmittals for a specific journal code. 3. In the Transmittal No(s) field: Accept ALL to compute transmittals for all transmittal numbers, or enter the transmittal numbers to include. 192 Payroll User Guide

201 Transmittal Amounts Transmittals 4. Click Accept. The transmittals are computed. 5. Review the computed transmittals displayed in the grid. Computing transmittals manually Run Manual Transmittal Entry to enter the transmittal information manually or to edit the computed transmittal amounts (see Editing Computed Transmittals). 7312, 24 nov 2003 Note: A warning will be displayed if multiple users are entering data at the same time using the same reference number. If this situation occurs, the program will find the next available reference number to assign to the transaction. To create manual transmittals 1. Open Data Entry Manual Transmittal Entry. 2. If you are creating a manual transmittal check, complete these steps: Enter the transmittal check issue date in the Check Issue Date field. Enter the check number on the transmittal check in the Check No. field. 3. Enter the transmittal vendor number in the Transmittal No. field. 4. Enter the pay code in the Pay Code field. 5. Enter the transaction description in the Description field. 6. Verify the GL account displayed, or enter a GL Account in the GL Acct field. 7. Enter the transmittal amount in the Amount field. 8. Press Enter to save the transaction. The saved transaction will be displayed in the grid at the bottom of the screen. Editing computed transmittals Use Manual Transmittal Entry to edit computed transmittal amounts. Step 2: Click a field to edit the information being displayed. Step 1: Select a transmittal entry to edit. FIGURE 5. Selecting a computed transmittal amount to edit. Payroll User Guide 193

202 Transmittals Transmittal Amounts To edit 1. Open Data Entry Manual Transmittal Entry. 2. Click Edit. 3. Select the entry that needs to be edited. The information will be displayed on the screen. 4. Click a field to modify it. 5. Update the field. 6. Press Enter to update the grid. 194 Payroll User Guide

203 Transmittal Checks Transmittals Transmittal Checks You can use Payroll to print transmittal checks if the option to create transmittal invoices is disabled in the Control Table. A Transmittal Check is a check that is issued to a Payroll vendor. In this section: Printing transmittal checks Reprinting transmittal checks Printing transmittal checks Use the transmittal amounts to print transmittal checks. To print checks 1. Open Reports Transmittal Checks. For more information about printing transmittal checks, See Print Transmittal Checks on page 48. Reprinting transmittal checks If the physical transmittal check was destroyed but the information that printed on the check was correct, use Reset for Reprint. If the information that printed on the transmittal check was incorrect, use Void Check and Reset for Reprint. To reprint a transmittal check 1. Open Reports Transmittal Checks. 2. Select a Report Title. 3. Click the General Tab. 4. Enter the check number that will be used to start numbering the new checks in the Beginning Check No. field. 5. Click the Reprint Tab. 6. In the grid, select the check to reprint. 7. Under Operations: Click a choice to select it. Task Reprint the transmittal check if the physical transmittal check was not destroyed. Reprint the transmittal check if the information that printed on the check was incorrect or the physical check was destroyed. Do This Click Reset for Reprint. Click Void Check Number and Reset for Reprint. 8. Click Print. 9. Click GO. Payroll User Guide 195

204 Transmittals Transmittal Reports Transmittal Reports Use the Transmittal Reports to review the computed amounts and miscellaneous transmittal information. In this section: Transmittal Register Transmittal Report Transmittal Register Print the Transmittal Register to view the check number and issue date for each transmittal check by transaction number. To print the register 1. Open Reports Transmittal Register. For more information about printing a Transmittal Register, See Print the Transmittal Register on page 47. Transmittal Report Print a Transmittal Report to review transmittal information that was computed as part of the employees Cash Receipting program or computed as an employerpaid benefit. To print the report 1. Open Reports Transmittal Report. 2. Select a Report Title. 3. Verify the Report Date(s). 4. Do you want to include employees if the selected pay codes are inactive? Select the Include Employees Where All Selected Pay Codes are Inactive check box. 5. Do you want to include employees if all of the selected columns equal zero? Select the Include Employees Where All Selected Columns are Zero check box. 6. Click the Pay Codes Tab. 196 Payroll User Guide

205 Transmittal Reports Transmittals 7. In the grid: Double-click a cell to change the sign, employee hours, employer hours, and employer amount. Double-click a cell in the grid to select the options for the selected column. FIGURE 6. Set Up Pay Code Report Options The available options for each column heading are listed in Table 1. TABLE 1. Pay Code Report Options Column Heading Options Description Sign Ignore Display amounts as positive values. Actual Display actual amounts. Reverse Display amounts with the opposite sign of the actual amounts. Emp Hrs, Emp Amt, Yes Include the column Empr Hrs, Empr Hrs No Do not include the column. Totals Only Calculate a total using the hours/amounts. Do not print the hours/amounts used in the calculation on the report. 8. Do you want to include a column for total gross hours? Select the Print Total Gross Hours check box. 9. Do you want to include a column for total gross amount? Select the Print Total Gross Amount check box. 10. Select the check box next to an item listed under Other Columns. If a check box is selected in Other Columns and the column is set to Yes or Total in the Pay Codes grid, the column total will print on the report. Example: In Figure 6, the Employee Hours total for Soc Sec will print because the Print Employee Hours Total check box was selected and Totals Only was selected in the Pay Codes grid. Payroll User Guide 197

206 Transmittals Transmittal Reports FIGURE 7. Setting up Other Columns to total on the report. 11. Click Print. 12. Click GO. 198 Payroll User Guide

207 General Ledger Update Transmittals General Ledger Update Transmittal transactions are updated to the General Ledger when you run the General Ledger Update. Running the General Ledger Update is part of the Payroll Steps Checklist. Use Voiding Transmittals to void, void and reissue, or void and correct transmittals that have already been updated to the General Ledger or Accounts Payable system. In this section: Voiding transmittals Voiding transmittals If you want to void a computed transmittal, run the Void Transmittals routine to create a reversing entry in the current pay period. Void Transmittals will void the transmittal number and the transmittal invoice number. When to use the Void Transmittals routine: If the transmittal check/invoice has been created and updated to the General Ledger or Accounts Payable system. When to use the Void Transmittal options: Use Void if the transaction will not be reissued or dealt with in the future. Use Void and Reissue if transmittal is lost and needs to be replaced. Use Void and Correct to recompute the transmittal and create a new transmittal invoice or print a transmittal check. Tip! If the transmittal was not updated to the General Ledger, you can use the Void and Reset Options on the Transmittal Report. To void a transmittal 1. Open Miscellaneous Void Transmittals. 2. Enter the transmittal number to void in the Transmittal No(s) field, or click Filter. 3. In the Transmittal No(s) Check No. Check Issue Date field: Enter the invoice no(s) to only display transmittal numbers for the selected invoice numbers. FIGURE 8. Selecting the invoice numbers to void. 4. Click GO. Payroll User Guide 199

208 Transmittals General Ledger Update 200 Payroll User Guide

209 CHAPTER 19 Wage Schedule A Wage Schedule stores wages by level and grade/step. Use a Wage Schedule to avoid the repetitive work of re-entering wages that refer to a wage schedule.the Wage Schedule allows you to enter a code instead of manually entering the annual wage and amount for each employee TABLE 1. Administration/Supervisor Wage Schedule for AnyCity, USA Grade/Step City Manager 40, , , , Councilor 1, Director 32, , , , Mayor 31, , , , Treasurer 30, , , , In this chapter: Setup Wage Schedule Edit a Wage Schedule Payroll User Guide 201

210 Wage Schedule Setup Wage Schedule Setup Wage Schedule Set up a Wage Schedule to store the schedule name, grade/step, and annual amount or rate for each grade/step. In this section: Adding a wage schedule Setting and adjusting employee pay rates Calculating a pay rate increase Adding a wage schedule You can create a wage schedule that stores a grade/step name, description, and annual amount or hourly rate for a grade/step. To add a schedule 1. Open Maintenance Schedule. 2. Click New. 3. Enter a schedule name and description in the Schedule fields. Press Enter. Pressing Enter will save the schedule and change to Edit mode. You can see the edit button pressed in on the toolbar. FIGURE 1. Entering the Schedule Name and Description. 4. Select Annual Amount or Hourly Rate from the Amount/Rate drop-down list. 5. Click the Grades button. The Payroll Grade Maintenance dialog box displays. 6. For each grade in the schedule: Enter the following values. Enter a Line No. Grade Description 7. Click Accept. 202 Payroll User Guide

211 Setup Wage Schedule Wage Schedule Click a row and type in the Line No., Grade, and Description. Click an item from the list, and then click the Up or Down arrow. Click Sort A-Z to arrange the grades in alphabetical order. FIGURE 2. Defining the grades in a wage schedule. About the Display Order: The Line No. refers to the grade display order in the schedule. To change the display order, click the Order button on the Payroll Grade Maintenance form. Use the up and down arrows to manually change the display order or click Sort A-Z to place the grades in alphabetical order. 8. Click the Steps button. The Payroll Step Maintenance dialog box displays. FIGURE 3. Defining the steps in a wage schedule. 9. For each step: Click the row next to the asterisk to enter a step number and description. 10. Click Accept. Payroll User Guide 203

212 Wage Schedule Setup Wage Schedule 11. Complete the schedule grid by entering a wage for each step. Click a field, and type in an amount. Click a cell in the grid and enter the wage. View the description for the grade and step selected in the grid. FIGURE 4. Defining the wage for each grade/step. Setting and adjusting employee pay rates If an employee is tied to a wage schedule, you can select a new wage schedule, or you can remove the wage schedule and manually enter an hourly rate or annual wage. Entering an hourly rate will calculate an annual wage and vice versa. Enter an hourly rate or annual wage, or Click Search to select a wage schedule. FIGURE 5. Assigning an employee to a wage schedule. To update employee wage information 1. Open Maintenance Employee. 2. Enter an employee number in the Lookup bar. Press Enter. 3. Click the Wage Info Tab. 204 Payroll User Guide

213 Setup Wage Schedule Wage Schedule 4. Click Search to search for a new Wage Schedule, Wage Grade, or Wage Step. OR Delete the wage schedule displayed in the Wage Schedule field to adjust the Hourly Rate and Annual Wage. Calculating a pay rate increase Run Calculate Pay Rate Increase to increase or decrease a pay code or hourly rate by a percentage. Select hourly rate to use the hourly rate stored in the employee file. Run the report to view the employee s pay increase without updating the employee file. You can select employees by employee number, employee type, and/or pay code. Note: If the employee is tied to a wage schedule, you must modify the wage schedule not the hourly rate, to adjust the pay rate. To calculate an increase 1. Open Miscellaneous Calculate Pay Rate Increase. 2. Click the Hourly Rate option to update the employee s hourly rate and annual wage. OR Click the Pay Codes option to update specific pay codes, as well as the employee s hourly rate and annual wage. 3. Verify the employee numbers displayed in the Employee No(s) field. Click Filter to enter an employee number, a series of employee numbers, or a range. 4. Verify the employee types selected in the Employee Type(s) field. Click Field Selection to select employees by employee type. 5. Enter a percentage to calculate the new pay rate in the Percent of Increase/ Decrease field. To calculate a pay rate decrease, enter a minus sign ( ) before or after the percentage. 6. If the Pay Codes option was selected: Verify pay codes selected in the Pay Code(s) field. Click Field Selection to select employees by pay code. 7. Under Report, select an option: Option Print Report Only Update Employee Information and Print Report Description Calculate a new pay rate and print a report without updating the employee file. Calculate a new pay rate, print a report, and update the employee file. 8. Click GO. Payroll User Guide 205

214 Wage Schedule Edit a Wage Schedule Edit a Wage Schedule You can adjust the titles and amounts for each step or grade in a wage schedule. In this section: Editing a wage schedule Deleting a wage schedule Calculating a pay change for a wage schedule Updating a schedule to the Employee Table Editing a wage schedule You can edit the grade/step title and amount. To edit a wage schedule 1. Open Maintenance Schedule. 2. Enter a Schedule name in the Lookup bar. Press Enter. 3. Click a field to select it. 4. Enter your changes. 5. Click Close. Deleting a wage schedule You can delete wage schedules which are not needed. To delete a wage schedule 1. Open Maintenance Schedule 2. Click Delete. 3. Enter a schedule name in the Lookup bar. Press Enter. WARNING! Deleting a schedule will delete the grades and steps associated with the schedule. 4. Click OK. 206 Payroll User Guide

215 Edit a Wage Schedule Wage Schedule Calculating a pay change for a wage schedule You can calculate an increase or decrease for amounts in a wage schedule. After you adjust a schedule, run the Update Employees routine to update the adjusted schedule to employees tied to the schedule. FIGURE 6. Calculate Schedule Changes Setup To calculate a pay change 1. Backup the Payroll database (PRW.MDB). 2. Open Maintenance Schedule. 3. Enter a schedule in the Lookup bar. Press Enter. 4. Click the Calculate button. The Calculate Schedule Changes dialog box displays. 5. Enter the amount or percentage to adjust the schedule in the Amt/Percentage field. 6. Do you want to adjust steps with a zero amount or rate? Select the Apply Changes to Steps with a Zero Amount/Rate check box. 7. Click the Increase option to calculate an increase in the schedule. OR Click the Decrease option to calculate a decrease in the schedule. 8. If the value in the Amt/Percentage field is a percent: Click the Percent option. OR If the value in the Amt/Percentage field is an amount: Click the Amount option. Payroll User Guide 207

216 Wage Schedule Edit a Wage Schedule 9. Click the Finish button. The amount/rates are modified using the options selected. 10. Verify the adjusted amounts/rates displayed in the grid. 11. Use Updating a Schedule to the Employee Table to apply the updated schedule(s) to the employee records. Updating a schedule to the Employee Table After the schedule is adjusted using Calculate Schedule Changes and you have verified the adjustment is correct, you can update the adjusted amounts in the schedule to the employee files. To update a schedule to the Employee Table 1. Open Maintenance Employee. 2. Enter a schedule to update to the Employee Table in the Lookup bar. Press Enter. 3. Click the Update Employees button. 208 Payroll User Guide

217 CHAPTER 20 Workers Compensation The Workers Compensation Table stores the state code, employer rate, employee rate, and GL accounts for Workers Compensation codes. FIGURE 1. Workers Compensation Table Setup To add a WC Code 1. Open Maintenance Workers Compensation. 2. Click New. 3. Select the state code from the State Code drop-down list. 4. Enter the Workers Compensation Class Code in the Class Code field. See the state s Insurance Report to view a list of class codes. 5. Enter the class code description in the Description field. 6. Enter the percentage paid by the employer in the Employer Rate field. 7. Enter the percentage paid by the employee in the Employee Rate field. Payroll User Guide 209