A SYSTEM SETUP table holds important information about the employer and how you want the payroll system to work.

Size: px

Start display at page:

Download "A SYSTEM SETUP table holds important information about the employer and how you want the payroll system to work."

Hugh Wheeler
6 years ago
Views:

1 Visual Payroll is a stand-alone application custom written for BVI companies. It is designed to fully automate the labour intensive routines of issuing pay cheques, pay slips and filling in Government forms. The application is menu driven and designed for ease of use, particularly for the novice computer user. Visual Payroll incorporates features that are the result of more than 15 years of experience in working with payroll clients. FEATURES: The two main databases in the payroll system are EMPLOYEES and PAY RECORDS. There is also the ability to set up COSTCENTERS (which some people call departments), G/L CODES (to produce a transfer to G/L report), LOCATIONS (to be used as birth place and nationality information) and BANKS (to be used for bank distribution reports and transfers). A SYSTEM SETUP table holds important information about the employer and how you want the payroll system to work. Employees Comprehensive data-collection for the employee includes details presented in a 10-page form. The pages of the form are labeled Basic details, Rates, Miscellaneous Pay, Deductions, Bank Accounts, Pay History, Loans, Pension, Leave and User Fields. Each of the forms is shown below and will give you a good idea of what information is captured.

2 Basic details

3 Rates, including option to specify a day rate and daily OT rate for salaried employees, plus the option to distribute pay to up to 4 costcenters (or departments)

4 Miscellaneous Pay: up to 9 miscellaneous pay fields with identifying notations, can be set up as standing amounts for each employee

5 Deductions: up to 6 standing deductions can be set up per employee (in addition to medical and pension deductions) with identifying notations. System can handle situations where employee does not pay tax, works 2 jobs, or the employer pays tax. System also handles Social Security for employees over 65.

6 Bank Accounts: employee pay can be distributed to up to 4 bank accounts for direct deposit, either by percentage or one can indicate a flat amount to a particular account. Note that the system handles the E-pay option for FCIB and the Nacha system for Banco Popular.

Pay History: ability to view the pay records for the current or previous years. Doubleclicking on a pay date will give the detail for the pay record.

7 Pay History: ability to view the pay records for the current or previous years. Doubleclicking on a pay date will give the detail for the pay record. Also on this screen one can enter the previous employer information in cases where an employee starts employment with you during the year (for accurate tax calculation purposes).

8 Loans: ability to record multiple loans, with start date, deduction amount and loan total. System deducts loan until total reached, at which point it sets the end date for the loan.

9 Pension: pension deductions per employee can be set us as either flat amounts or a percentage of the gross pay. Both the employee and employer portions can be specified. System will display dates of deductions within a user-specified period and give totals for same.

10 Leave: the system records employee #sick days and #vacation days allocated per year and displays the days taken, and when. Vacation can be carried over from year to year when the calendar year is closed and is calculated. Unpaid absent days are also tracked in pay records.

11 User fields: system includes character fields, date fields and checkbox fields that you give captions to for recording miscellaneous information

Pay Records In generating pay records, the system uses the information set up for the employer and the information set up for each employee to put together the detailed pay records.

12 Pay Records In generating pay records, the system uses the information set up for the employer and the information set up for each employee to put together the detailed pay records. Pay records can be generated as a batch (where you enter the pay date and the select the employees you want to include) or can be entered one by one. If you create a batch, you can then edit the pay records to make any adjustments. The first screen in entering pay records asks you to enter the date and which pay and deduction categories you want to include. The next screen shows the detailed pay record and consists of 5 pages:

Page 1 - Enter details: this is really the complete pay record; the other pages show supporting items Here you can see some of the useful features of payroll, such as: Eight pay components plus nine

13 Page 1 - Enter details: this is really the complete pay record; the other pages show supporting items Here you can see some of the useful features of payroll, such as: Eight pay components plus nine miscellaneous pay components Automatic calculation of tax and Social Security deductions Automatic pickup of medical and pension deductions, if used Automatic pickup of miscellaneous pay and deduction amounts if specified in employee record Option to override calculated deductions Information on taxable pay versus untaxed pay Ability to generate a payslip from this screen

14 Page 2 Hourly details Features highlighted on this page include: Recording of sick, vacation and absent days, with notes Ability to record days worked Ability to split vacation over current pay period and future pay periods (for appropriate calculation of Social Security)

15 Page 3 Salary details Features highlighted on this page include: Option to calculate overtime for salaried employee Ability to record sick, vacation and absent days with notes Option to recalculate regular pay if sick and/or vacation pay used

16 Page 4 Costcenters and Distributions Features highlighted on this page include: Distribution of pay record by percentage to up to 4 costcenters Distribution to pay accounts (if direct deposit). NO_DEPOSIT indicates that this pay record will have a cheque printed for it.

17 Page 5 Miscellaneous Pay Settings Each of the miscellaneous pay fields can be set as taxable or non-taxable and you can opt not to deduct Social Security. Please note that this should be used in compliance with Government regulations.

18 Sample Payslip Other Processing Features Timecards Printing Cheques cheque register, option to reprint and void cheques Bank deposit forms (for direct deposit) Electronic bank extracts for sending to FCIB or Banco Popular Calculate transfer to your General Ledger program Reporting Features Government monthly and annual reports for tax and Social Security are included Other system reports: 1. Payroll edit lists 2. Employee lists 3. Employee year-to-date pay reports 4. Miscellaneous pay reports 5. Deduction reports 6. Loan reports 7. Leave reports 8. Transfer to G/L reports

19 Sample Government Reports Monthly Tax Return

21 Annual Tax Return

22 Monthly Social Security Return

PAYROLL SYSTEM MENU. FILE EDITORS FILE EDITORS provide low level access to the database for programmer/ system administrator use only.

PAYROLL SYSTEM MENU. FILE EDITORS FILE EDITORS provide low level access to the database for programmer/ system administrator use only. PAYROLL PAYROLL The PAYROLL is used to maintain a list of employees names, addresses and employment information and is used to interactively calculate and print payroll checks. Employees hours are entered