Your inside track for making your job easier!

Transcription

1 WinTen² Payroll Preliminary User Manual User Manual Edition: 4/13/2005 Your inside track for making your job easier!

2 Tenmast Software 132 Venture Court, Suite 1 Lexington, KY Support: (877) support@tenmast.com Marketing: (877) info@tenmast.com Fax: (859) WinTen² Payroll Preliminary User Manual User Manual Edition: 4/13/2005 Copyright 2005 Tenmast Software. All rights reserved. This manual, as well as the software described in it, is furnished under license and may be used and/or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Tenmast Software. Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Tenmast Software. Permission to produce copies for official use is expressly granted to organizations and individuals with a current Update and Support Agreement with Tenmast Software for the maintenance and support of Tenmast Software s WinTen² Payroll program. Any references to company, housing authority, or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person.

3 CONTENTS Introduction 1 Version Information 1 Getting Help 1 Revisions 1 WinTen² Basics 2 Program Overview 17 Planning Questions 19 Main Menu 21 Setup 23 Setup Screen 24 General Tab 24 Maintain Default Employees Sub-Screen 29 General Tab 29 Compensation Tab 32 Deductions Tab 34 Leave Tab 36 Direct Deposit Tab 38 Deductions Tab 40 Employee/Employer Sub-Tab 40 W-2 Wage and Tax Statement Sub-Tab 43 Compensation Types Tab 45 Exceptional Deductions Tab 47 Departmental Profiles Tab 48 Comp. Distribution Tab 50 Maintain Employees 53 Browse Current Employees Screen 54 Adding a New Employee 55 Reviewing and Editing Existing Employees 55 Maintain Current Employee Screen 56 General Tab 57 Compensation Tab 60 Deductions Tab 62 Leave Tab 64 Checks Tab 66 YTD Tab 69 Personal Tab 72 Job Tab 74 Medical Tab 76 Emergency Tab 78 Notes Tab 79 Leave Adjustments 81 Maintain Leave Dialog Box 82 Reports 83 Payroll Report Menu Screen 84 Employee Tab 84 Employer Tab 90 Federal Form 941 Sub-Screen 92

4 Employer Identification Tab 92 Total Taxes Tab 93 Payment and Liability Tab 94 First, Second, and Third Month Tabs 95 Setup Tab 97 Process Checks 99 Check Processing Steps 100 Step 1: Change Check Date 102 Step 2: Select Kind of Check 103 Step 3: Select Checking Account 104 Step 4: Select Items to Pay 105 Select and Mark Items to Pay Sub-Screen 106 Pay Actions Sub-Screen 108 Compensation Sub-Tab 110 Deductions Sub-Tab 112 Leave Sub-Tab 114 Tax and Pay Information Sub-Tab 116 Employer Sub-Tab 118 Step 5: Print Pre-Check Report 121 Step 6: Print Checks 122 Step 7: Edit Check Numbers 124 Step 8: Print Excess Vouchers 126 Step 9: Process Direct Deposit 127 Step 10: Print Pre-Posting Report 128 Step 11: Post Checks 129 Void Checks Sub-Screen 130 Set Up Labels Dialog Box 131 Initialize for Next Year 133 Initialize Payroll Screen 134 Process W-2 Forms 137 W-2 Processing Steps 138 Step 1: Prepare W-2 Form Data 140 Step 2: Edit W-2 Form Data 142 Step 3: Preview W-2 Totals 143 Step 4: Test Print W-2 Form 144 Step 5: Print W-2 Forms 146 Step 6: Print W-2 Totals 148 Step 7: Create Submission file 149 Step 8: Preparing Your W-2 Submission Diskette 150 Appendix A: IRS Form 941 Instructions 151

5 INTRODUCTION The WinTen² Payroll program is designed for use on computers running the Windows NT, 2000, or XP operating system. The interface is designed in a Windows environment and includes point-andclick mouse actions, pull-down menus, and Windows-based help functions. This manual contains all of the information you need to use the WinTen² Payroll program (hereafter referred to as Payroll or PR). Version Information This is a preliminary user manual written as of 4/13/2005. Some sections of this manual may be incomplete in regard to the program released as of that date. Some sections may be inaccurate in regard to later versions of the program. It does not apply to previous versions of the program (including MS-DOS-based ones). When Tenmast issues an update to a piece of software, we post a documentation update on our Web site at If you have a current Update & Support Agreement for Payroll, you may download both the updated program and the updated documentation at no charge. See the Client Service Area of our Web site for detailed instructions. Getting Help Although we have made every effort to make this manual as comprehensive as possible, no document can cover all contingencies. If you encounter problems with Payroll, please call the Tenmast Training & Support Department toll-free at (877) or send to support@tenmast.com. Revisions To better serve our clients, we constantly update our manuals, just as we constantly make improvements in our programs. If you find an error or omission in this documentation or have a suggestion for improving it, please call the Tenmast Marketing/Communication Services Department toll-free at (877) or send to info@tenmast.com. WinTen² Payroll 4/13/2005 Edition Introduction Page 1

6 WINTEN² BASICS The WinTen² modules are designed to provide quick and easy access to commands and data throughout Tenmast s programs. In WinTen² modules, the mouse is the primary navigation tool. The WinTen² system consists of more than 20 independent data management programs that are capable of sharing data with one another. Though each program has its own unique functions and features, they all share certain common ones. The following WinTen² introduction explains these common functions and features and how to use them. Navigation Mouse Actions In many instances, this manual instructs you to click something in order to give the program a command. This refers to executing a command with your mouse. There are four different ways in which you may need to click to execute a command: Click or Point-and-Click Position the mouse pointer over the indicated object on the screen, then quickly press and release the left mouse button once. Double-Click Position the mouse pointer over the indicated object on the screen, then quickly press and release the left mouse button twice. Right-Click Position the mouse pointer over the indicated object on the screen, then quickly press and release the right mouse button once. Drag and Drop Position the mouse pointer over the indicated object on the screen, then press and hold down the left mouse button. While still holding down the button, move the mouse pointer to where you want to place the object and then release the button. the mouse pointer WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 2

7 Keyboard Actions There are many ways to issue commands in the WinTen² programs with your keyboard. When this manual instructs you to press a key or keys, it refers to the keys on your keyboard. The manual indicates a specific key by enclosing it in less-than and greater-than signs. For example, <Enter> means the Enter key. Moving Focus When you first enter a screen, focus is on a particular button or data field. The program shows focus with a dotted line around the inside of a button (as shown at right) or a flashing cursor in a data field. When a button has focus, you can activate it by pressing <Enter>, which has the same effect as if you had clicked on it. When a data field has focus, you can type data into it. You can move focus in either situation by pressing <Tab>. If you are on a menu of buttons, you can also move focus by using the arrow keys. Keyboard Shortcuts Some commands have keyboard shortcuts. This means you can execute the command through a combination of keys. Keyboard shortcuts use a combination of a letter or number key plus either the <Alt> (Alternate) or <Ctrl> (Control) key. The manual abbreviates these commands in the format <key+key>. For example, a command that you give by pressing <Alt+X> is performed by holding down <Alt> and pressing <X>. The <Ctrl> and <Alt> keys are keys that modify the way that the computer interprets other keys, much like <Shift> does. When a key combination includes one of these keys, it s best to press and hold the modifying key before pressing the other key in the combination, because the modifying key won t type anything. To continue the previous comparison, this is like using <Shift> to capitalize the letter a while doing word processing. If you pressed and held <A> before pressing <Shift>, you d type something like aaaaaaaa. However, if you pressed and held <Shift> first, you d just type A. The same holds true for issuing commands with key combinations that include <Alt> or <Ctrl>. with focus without focus WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 3

8 Buttons In all WinTen² programs, the screens contain buttons to access functions. Buttons are square or rectangular and may contain pictures, text, or both. This manual indicates a button with its name ( the Reports button ) and/or a picture (as shown at right). You can use buttons in three ways: 1. Point-and-click. 2. Move focus to the button and press <Enter> (remember, you move focus with <Tab> or the arrow keys). 3. Press the key that corresponds to the underlined letter on the button, if the button has text on it. On the Reports button shown to the right, this would be <R>. Standard Buttons Several buttons are standard in all WinTen² programs. This means they always have the same function regardless of the program in which they appear. Main Menu Buttons These standard buttons are found on the Main Menu screen. Change Password Button This button opens the Change Password dialog box. To change your WinTen² password, you must fi rst enter your old password to confi rm your identity. Then type your new password in two separate fi elds, which keeps you from accidentally mistyping your new password and setting it to something other than what you intended. The OK button remains disabled until you have the same thing in both new password fi elds. NOTE: The Change Password button is not visible if you do not have Tenmast Security activated. Change Directories Button This button opens the Program Directories dialog box (shown at far right). This dialog box allows you to change the data area in which you are working. Click the desired data area to select it, then click the OK button. NOTE: The Change Directories button is not visible if the program only has one data area in which to work. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 4

9 Version Button This button opens a dialog box (shown at far right) that displays the version date of the program. Click the OK button to close this dialog box. Reports Button The Reports button opens the program s Reports screen. The specific reports you can view and print from this screen vary depending on the program in question. See the appropriate chapter of this manual for details. Index Button The Index button allows you to re-index and/or pack the program s databases. See the appropriate chapter of this manual for details. Setup Button The Setup button opens the program s Setup screen. This screen allows you to change the basic information that the program uses to generate reports and/or track and present data. See the appropriate chapter of this manual for details. Exit Button The Exit button shuts down the program and closes all associated windows. Toolbar Icons Many screens in the WinTen² programs contain a toolbar at the top of the screen. The toolbar contains the icons used to execute commands specific to that screen. The example below is the standard toolbar found in many Add and Edit screens. The following icons are standard in every WinTen² program, and most toolbars contain some or all of them. Exit Icon The Exit icon is a doorway. This icon closes the current screen or window and returns you to the program s Main Menu screen or to the previous screen or window. Add Icon The Add icon is a plus sign. This icon adds a new record to the current database. After you click the Add icon, the program allows you to enter the appropriate information for the record that you are adding. In some cases, this icon starts a wizard (described later) for adding a new record to the database. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 5

10 Delete Icon The Delete icon is a minus sign. This icon deletes the currently selected record from the database. In most cases, the program prompts you to confirm your intent to delete that record. This is a safeguard to prevent accidental loss of data. Once you have deleted a record, you cannot bring it back - there is no undo feature in WinTen² programs. Edit Icon The Edit icon is a pencil eraser in action. Many data screens in WinTen² programs are locked when you first open them. They display data but do not respond to any attempt to change it. This is a safeguard to prevent accidental loss of data. The Edit icon unlocks the currently selected record and allows you to enter updates or changes. Save Icon The Save icon is a floppy disk. After editing or entering data, click this icon to save your work on the currently selected record to the database. Cancel Icon The Cancel icon is a circle with a line through it. This icon allows you to abandon any changes you have made to the currently selected record. In many cases, the program will prompt you to confirm your cancellation. This is a safeguard to prevent accidental loss of data. Previous Icon The Previous icon is a left-pointing arrow. Clicking on this icon takes you to the previous record in the current database. Next Icon The Next icon is a right-pointing arrow. Clicking on this icon takes you to the next record in the current database. Print Icon The Print icon is a picture of a printer. If you are in the Reports screen of a program, this icon opens the Print Report dialog box to print the currently selected report. If you are in any other screen, this icon opens a drop-down menu that allows you to select and print a report that is relevant to that screen. Print Preview Icon The Print Preview icon is a sheet of paper with a starburst behind it. This icon opens a screen that shows you what your document would look like if you chose to print it. This feature allows you to make sure that your print job is correct without using paper for a test print run. Hint: Edit Mode and View Mode When a record is editable (usually after you click the Edit icon), it is in edit mode. When it is not editable (before you click the Edit icon, or after you edit data and click the Save icon), it is in view mode. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 6

11 Search Icon The Search icon is a flashlight. It saves you time by opening a Search screen which contains a table of all the records in the current database. Use this Search screen to find the desired record instead of scrolling through records one at a time with the Previous and Next icons. Report Generator Icon The Report Generator icon is an open book. This icon accesses the user-defined data fields for the current database. For more information, see the Tenmast Report Generator manual. If your agency does not use this program, this icon has no effect. Other Functions Icon The Other Functions icon is a set of tools. This icon opens a drop-down menu of additional commands that are specific to the screen on which it is located. If a screen has the Other Functions icon, these commands will be described under the Other Functions or Tasks header for that screen. Typically, the Other Functions menu allows you to use one or more wizards (described later in this chapter). Notes Icon The Notes icon is a (musical) note. It appears on screens that contain one record in a database. This icon opens the Maintain Notes sub-screen (described later), which allows you to add, review, and edit notes on the selected record. Show/Hide Icon The Show/Hide icon is a window shade. It appears on screens which have both large tables and data fields. This icon hides the data field portion of such a screen, allowing you to view the table in the full area of the screen. If the data fields have already been hidden, clicking the Show/Hide icon again brings them back into view. See the two screen images below for an example of this icon in action: WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 7

12 Other Standard Buttons The following buttons appear throughout the WinTen² programs. They allow you to make choices on screens and in dialog boxes. OK and Yes Buttons Click the OK or Yes button if you want to accept the data presented or continue the action you started. Some dialog boxes - those that only display information without giving you command options - have OK buttons that close them when clicked. Cancel and No Buttons Click the Cancel or No button if you want to abandon the current screen or the action you started. Grayed Out Options Some controls, buttons, or data fields may appear light gray rather than appearing with their normal full-color images (these buttons are colorized in the WinTen² programs, even though they may appear in black-and-white in this manual). We refer to this condition as grayed out. This indicates that those options are disabled and cannot be accessed at the present time. Grayed out options return to their normal colors and become accessible again once the program reaches a set of conditions that allows the option to work again. For example, when you initially enter an Edit/Review screen to review data, the Save icon is grayed out (because you have not made any changes that need to be saved). Once you click the Edit icon and edit the data on the screen, the Save icon becomes active, returning to full color. You can then use the Save icon to save your changes. Save icon grayed out Save icon active WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 8

13 Pull-Down Menus Pull-down menus are located above the toolbar and consist of one or more words, each with one letter underlined. A pull-down menu is another way to access the functions on the toolbar, and some pull-down menus contain additional options that are explained in each program s documentation. To open a pull-down menu, either click the word or press <Alt+the underlined letter of the word>. For example, to open the Tools menu shown to the right, you would press <Alt+T>. When the menu opens, it displays a list of commands that you can execute, as shown to the right. The open pull-down menu to the right contains standard options such as Next Item, Previous Item, and Search. It also contains additional commands that are specific to the Tenant Accounts Receivable program, the program in which this particular pulldown menu appears. To execute pull-down menu commands with the mouse, click on them. You can also use the keyboard to access the menu options in two ways: 1. Use the <up arrow> and <down arrow> keys to move focus to the desired option, then press <Enter> to execute it. 2. Some commands have a keyboard shortcut, shown to the right of the menu option (see Keyboard Shortcuts, above). These keyboard shortcuts can be used at any time, even if the pull-down menu is not open. Note that many of the options that have keyboard shortcuts have corresponding toolbar buttons. Dialog Boxes Occasionally, a small window appears on top of the screen in which you re currently working. This is called a dialog box. The contents of dialog boxes vary. Some contain pertinent information and have a single button which makes them disappear, while others allow you to specify options for a procedure that you ve told the program to perform. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 9

14 Drop-Down Selection Boxes Some screens have a data entry field with a small black downward-pointing triangle to its immediate right. Clicking on this triangle opens a small list of pre-set options for that data field s contents. This is known as a drop-down selection box. Click an option to select it. Calendar Boxes Some data screens require you to enter dates. The data field for the date has a small button next to it that depicts a calendar page. Clicking the button opens a calendar box. The current system date is circled in red. The currently selected date has a gray oval over it. To move between months, click the left- and right-pointing arrows at the top of the calendar box. To select a day, click on it. To change years, click on the displayed year. It becomes highlighted and two small buttons with up- and down-pointing arrows will appear next to it. Click the appropriate arrow to move the year forward or backward. Check Boxes A small white box like the one shown to the right is a check box. Click in the box to check or uncheck it. Check boxes are used just like check boxes on pencil-and-paper forms - they are simple yes-no conditions. In the example at right, Receivables and Payables are checked and Payroll is unchecked. Radio Buttons A cluster of small white circles, each with a label, is a set of radio buttons. They have this name because they work in a manner similar to the preset station buttons on your car radio - you can only have one radio station, or one radio button, selected at a time. To select a radio button, click on it and a black dot will appear in the circle. Radio buttons are used when you have two or more choices but only one of those choices applies at any given time. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 10

15 Scrollbars Many times, a table of records holds more records than the program can fit on the screen. The scrollbar is found on the right edge of the table. To move up or down through the table, click on the small black triangles at the top and bottom of the scrollbar. The small box between the triangles is a rough indicator of where you are within the table; think of it as being similar to an elevator s display that shows how close to the top or bottom of the building the car is. Some tables also have horizontal scrollbars if they contain more information than will fit across the screen. Use the small black triangles at the bottom left and right corners of the table to move from side to side within it. NOTE: Some drop-down selection boxes have vertical scrollbars if they have more options than will fit in the selection box when it is open. These function in exactly the same manner as the scrollbars on tables of records. Tabs Some screens have large amounts of information that must be divided so that it is easier to track and access. In the WinTen² programs, these screens are divided into tabs, which are so named because they resemble the index tabs on file folders. Clicking on a tab changes the data displayed on the screen and the toolbar options available. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 11

16 Sub-Tabs Some tabs also have large amounts of information that must be divided so that it is easier to track and access. These tabs have a second row of tabs, known as sub-tabs, along their bottom edge. Clicking on a sub-tab changes the data displayed on the tab, and thus changes the data available on that screen. Function Keys Across the top of your keyboard is a set of twelve keys designated <F1> through <F12>. These are the function keys. Currently, only <F1> and <F9> have functions in the WinTen² programs. F1 Key (Help) Pressing <F1> opens a Help dialog box for the program. Help is context-sensitive; the Help information shown corresponds to the current field or screen in the program. The WinTen² programs use the standard Windows-based help system. With this type of help, you can search for any help topic, print the current topic, mark a specific topic using a bookmark, or jump to another help screen by clicking the underlined keywords. F9 Key (Change Password) Pressing <F9> is equivalent to clicking the Change Password button. This only works when you are at the Main Menu of a program in which Tenmast Security is active. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 12

17 Print Dialog Box Because of the way in which the Windows family of operating systems handles printing on various types of printers, WinTen² programs use a print dialog box that differs from the standard one you may be used to seeing in other Windows-based programs. The following print dialog box appears whenever you print from a WinTen² program. Print Dialog Box Features and Options Printer The Printer options allow you to select the printer to which you want to send the material you are printing and to specify the font that it will use. Many of these settings cannot be changed - they are determined by the report that you have chosen to print. Name This drop-down selection box lists the system names of every printer that your computer can print to. Use this drop-down box to select the printer to which the report should be sent. Type This is the make and model of the selected printer. This data field changes depending on the printer that you have chosen with the Name drop-down selection box. Where This is the network location of the selected printer. This data field changes depending on the printer that you have chosen with the Name drop-down selection box. Font Name This drop-down selection box lists every font that you can use to print the selected report. When the Print dialog box opens, this field is set to the default font of the selected report. Paper Orientation This data field tells whether the report will print in portrait or landscape orientation. You cannot change this setting; it is pre-set by your report selection. Paper Size This is the size of the paper on which the report will be printed. You cannot change this setting; it is pre-set by your report selection. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 13

18 Draft This check box is only available if you are sending a report that supports fast draft printing to a dotmatrix printer. In such a case, you may check this box to print the report in fast draft mode. If you do not check this box, the report will print in letter-quality mode, which will look better but take significantly longer. Restore Report Font Button Click this button to set the Font Name field to the default font for the selected report. Print Range The Print Range set of radio buttons allows you to specify whether to print all pages of the report or just a selected range. If you select the Pages radio button, the From and To data fields next to it become available. Enter the starting and ending page numbers of the range of pages you want to print in these data fields. Copies Number of Copies This data field allows you to specify how many copies of the report you want to print. This field is always set to 1 when the dialog box first opens. Collate If you have chosen to print more than one copy of the report and the printer to which you are sending the report supports multiple copy collation, this check box becomes available. Check this check box if you want the copies to be collated. Paper Source Output Options This drop-down selection box allows you to select the paper source that the printer will use for the paper on which the report will be printed. Duplex If the printer support duplex (both sides of the paper) printing, this drop-down selection box is available. You can use it to select no duplexing, duplexing along the long side of the paper, or duplexing along the short side of the paper. Hint: Fast Draft Printing Fast draft printing is a function that Tenmast has incorporated into this program to overcome the speed limitations of the Windows operating systems when printing to dot-matrix printers. For more information on this option, please refer to the Fast Draft Printing Implementation Guide, available on our Web site. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 14

19 Wizards In software terms, a wizard is a part of a program that guides you through the sequence of specific tasks that make up a procedure. In the WinTen² programs, Tenmast uses wizards for specific data processing tasks that require a step-by-step approach, such as processing checks or moving an applicant into a vacant unit. Step One When you start a wizard, it opens as a dialog box, as shown at right. The top of the wizard s dialog box summarizes the current step, which is always Step One. The main area has data fields and controls for you to review and/or enter required data. The bottom of the tab has a brief set of instructions and a set of buttons. Click the Start button to begin the wizard s task and move to Step Two. Click the Cancel button to cancel the wizard s task and close the wizard. Intermediate Steps When you continue to the next step, the wizard changes to show the data fields and controls for that step. Enter any data that is needed. Click the Next button to move to the next step, the Back button to return to the previous step, or the Cancel button to cancel the wizard s task and close the wizard. Last Step When you continue to the last step, the wizard changes to show a summary of the data you have entered in all previous steps. Review it to make sure it is correct. Click the Back button to return to the previous step, the Cancel button to cancel the wizard s task and close the wizard, or the Finish button to save all of the data you have entered and complete the wizard s task. WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 15

20 Maintain Notes Sub-Screen The Maintain Notes sub-screen opens when you click the Notes icon. It contains all of the notes for one selected record in a database. The very top of this sub-screen identifies the record whose notes you are currently viewing. The table in the middle of the sub-screen lists all of the notes for that record in chronological order. The bottom of the sub-screen displays the date, subject, and contents of the currently selected note. To add a new note, click the Add icon. Enter the date, subject, and content of the note, then click the Save icon. To edit an existing note, select it in the table and click the Edit icon. Make your changes, then click the Save icon. Notes icon WinTen² Payroll 4/13/2005 Edition WinTen² Basics Page 16

21 PROGRAM OVERVIEW The WinTen² Payroll program is designed to assist you in managing employee financial data, including both monetary and non-monetary compensation and federal, state, local, and miscellaneous deductions from that compensation. The program is capable of preparing and printing payroll checks, and it maintains a running history of all such transactions. As part of its compensation tracking, it includes functions for calculating and managing employee leave time. In addition to its primary function of managing employee financial data, Payroll is also capable of tracking human resources data such as medical conditions and emergency contact information. While it is not a dedicated human resources database, it can serve as a central repository for certain critical information. Finally, to satisfy your agency s annual federal reporting requirements, Payroll is capable of printing W-2 forms and Federal Report 941. Program Integration As with all WinTen² software, Payroll is designed to integrate with other programs in the WinTen² product line. This data sharing allows for more efficient operation, as multiple programs can pass data back and forth without the need for operator intervention. Payroll integrates with the following other WinTen² modules: General Ledger: The General Ledger program is the central repository for all of your agency s financial data. As such, it receives data from the Payroll program at the end of each check run. Master Setup: Master Setup is the central configuration and control program for all of your WinTen² programs. Payroll draws information from Master Setup on agency checking accounts and financial management settings. Bank Reconciliation: The Bank Reconciliation program is a database link between your agency s financial management programs and financial institution. It tracks transactions in all of your agency s bank accounts, including checks drawn on payroll accounts. Like General Ledger, it receives data from Payroll at the end of each check run. WinTen² Payroll 4/13/2005 Edition Program Overview Page 17

22 WinTen² Payroll 4/13/2005 Edition Program Overview Page 18

23 PLANNING QUESTIONS Before you begin using the Payroll program, there are a few questions that you should consider to ensure smooth and organized data management. These questions primarily deal with program setup, and they refer to several concepts and functions that are discussed in greater detail in the Setup chapter of this manual. General Deduction setup will require you to enter your agency s federal and state employee ID numbers (EINs). Have this information on hand before you begin. Compensation Types Before setting up compensation types, you should identify what types of compensation your agency pays its employees. At minimum, this should include the four leave types (vacation, sick, comp time, and personal time) and your agency s standard pay types (regular, overtime, etc.). Deductions Before setting up deduction types, you should identify all deductions that apply to employee compensation. Remember that Payroll has five default deduction types for federal, state, local, Social Security, and Medicare taxes. For each deduction type that you need to set up, determine if the deduction is pre-tax or post-tax, the formula used to calculate it from an employee s compensation, and the ledger account numbers to which the deduction should be posted. Exceptional Deductions If you have any deductions that are not performed every pay period, you need to identify them. Departmental Profiles Identify every salary expense account that you post to in your agency s general ledger. Every such account needs a departmental profile for Payroll to perform posting actions correctly. Hint: Expense Reimbursement Under most circumstances, compensation types should not include expense reimbursements. However, if you do want to write expense checks through Payroll, you can set up expense reimbursements as a compensation type to which no deductions apply. However, be aware that this will skew your gross pay figures. WinTen² Payroll 4/13/2005 Edition Planning Questions Page 19

24 Compensation Distribution Profiles Determine if your agency has any employees whose compensation is posted to multiple ledger accounts. Determine the percentage distribution in each case. Every unique set of percentages needs a compensation distribution profile for Payroll to perform posting actions correctly. Direct Deposit If your agency pays employees through direct deposit, this transaction method must be enabled in both the WinTen² Master Setup program and the Payroll program. Default Employee Record The default employee record is a template that is applied to every new employee record you create in Payroll. Identify the compensation and deductions that are common to all (or least a majority of) employees and enter them in the default employee setup screen. WinTen² Payroll 4/13/2005 Edition Planning Questions Page 20

25 MAIN MENU The Main Menu is the starting point for using each of the Payroll functions. Each function is detailed in its respective chapter. WinTen² Payroll 4/13/2005 Edition Main Menu Page 21

26 WinTen² Payroll 4/13/2005 Edition Main Menu Page 22

27 SETUP The first time you run Payroll, the first option you should select from the Main Menu is Setup. All WinTen² programs have Setup functions. The settings in the Setup screen control the program environment, and you can change many aspects of the program through these settings. You should take care to enter the proper information, as inaccurate settings can cause Payroll to function incorrectly or to report incorrect data. The individual in charge of your WinTen² accounting programs should periodically review each program s Setup to ensure that it is still correct. Access to the Setup screen should be restricted through the Tenmast Security program after the initial settings have been entered in order to prevent accidental changes to the settings. To use the Setup functions, click the Setup button or press <S> at the Main Menu. WinTen² Payroll 4/13/2005 Edition Setup Page 23

28 SETUP SCREEN The Setup screen has seven tabs: General, Direct Deposit, Deductions, Compensation Types, Exceptional Deductions, Departmental Profiles, and Comp. Distribution. The Setup screen always opens on the General tab, as shown below. General Tab The General tab contains your agency s identifying and addressing information, as well as general tax rate calculation data. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Setup Page 24

29 General Tab Toolbar Buttons Change Color Settings Button Clicking this toolbar button opens the Color dialog box. By clicking on a color, you can set the background color of the Payroll screens. Note that some parts of some screens may remain unchanged so they remain readable. A color setting, like any other setting, is only applied to the current data area. Many agencies use this feature to color-code their data areas so users can tell at a glance what data area they re currently using. Edit Check Format Button Clicking this toolbar button opens the Format Check/Voucher screen. For more information on this screen, see the appropriate chapter of this manual. Other Functions Button The Other Functions button opens a drop-down menu that provides the following options: Maintain Default Employee This command opens the Maintain Default Employee sub-screen, which allows you to edit the default settings for new employee records. For more information, see the Maintain Default Employee Sub-Screen section of this chapter. Initialize Employee Leave History Leave history provides several reports showing beginning balance, accrued, used, and remaining balance figures for employee leave. This command creates the first beginning balance for this report. Recalculate YTD Totals for All Employees This command recalculates the year-to-date totals in all employees records from their paycheck history. Remove Unused Compensation Types and Deductions This command deletes all compensation types and deductions that are not in use for any employees. WinTen² Payroll 4/13/2005 Edition Setup Page 25

30 General Tab Data Fields Organization This is the name of your agency as it should appear on IRS documents and reports. Address This is the street portion of your agency s mailing address. City This is the city portion of your agency s mailing address. State This is the state portion of your agency s mailing address. Zip This is your agency s zip code. Telephone This is your agency s phone number. Employee Journal Posting Options Post to Ledger using Method: This drop-down selection box allows you to determine how individual check postings will be identified in their journal entries: by employee name, by employee ID number, or by employee Social Security number. Post to Ledger using Summary Posting instead of Detail Posting Check this box if you want to post only one ledger entry for every account number used during a check run. If you do not check this box, each check that you write will receive its own journal entry. Accrue Gross Wage Liability to: This account selection field allows you to specify the account to which gross wage liability will accrue. NOTE: If you do not check the box next to this field, gross wage liability will not be accrued at all, regardless of the account number that is set in the field. Hint: Post to Ledger using Method: If you want to post payroll to the ledger using one of these methods, check the box next to this field and choose the posting method from the drop-down selection box. If you do not check the box next to this field, the program will not post transactions to the ledger at all, regardless of the identifier that is set in the field. Hint: Ledger Posting Methods Due to the confidential nature of financial data, we do not recommend that you post to the ledger with employee names. Use employee ID numbers for maximum confidentiality, or employee Social Security numbers if your agency does not have a separate employee ID number system. WinTen² Payroll 4/13/2005 Edition Setup Page 26

31 Accrue Unemployment Liability to: This account selection field allows you to specify the account to which unemployment liability will accrue. NOTE: If you do not check the box next to this field, unemployment liability will not be accrued at all, regardless of the account number that is set in the field. Track all Changes in Employee Data to a Log File Check this box if you want the program to record in a log file the time and date of all changes to employee files and the name of the user who made them. You can print out a report on these changes from the Reports screen. Check Processing Default Checking Account This drop-down selection box allows you to specify the default checking account for all payments generated by Payroll. The displayed list includes all checking accounts that your agency has set up in the WinTen² Master Setup program. Print Excess Vouchers for Paper Checks Check this box if you want the program to print vouchers with printed checks. Employer ID Numbers Federal This is your agency s federal Employer ID Number. State This is your agency s state employer ID number. FICA Taxes These fields contain the default values for the tax year when the program was released or last updated. Be certain that they are the correct values for the current tax year. OASDI Taxable Wage Limit This is the maximum amount of wages that are subject to Social Security taxes. OASDI Withholding Percent This is the percentage of all employees wages that should be withheld for Social Security taxes. OASDI Combined Percent This is the total percentage of all employees wages that are subject to Social Security taxes. Medicare Withholding Percent This is the percentage of all employees wages that should be withheld for Medicare taxes. WinTen² Payroll 4/13/2005 Edition Setup Page 27 Hint: OASDI OASDI is better known as Social Security.

32 Medicare Combined Percent This is the total percentage of each employee s wages that is subject to Medicare taxes. Unemployment Taxes Federal Upper Income Limit This is the maximum amount of wages per employee that is subject to employer-paid federal unemployment tax. Federal Calculation Percent This is the percentage of the Federal Upper Income Limit that your agency must pay in federal unemployment tax. State Upper Income Limit This is the maximum amount of wages per employee that is subject to employer-paid state unemployment tax. State Calculation Percent This is the percentage of the Federal Upper Income Limit that your agency must pay in state unemployment tax. WinTen² Payroll 4/13/2005 Edition Setup Page 28

33 Maintain Default Employee Sub-Screen The Maintain Default Employee sub-screen allows you to edit the default values for employee data. Whatever data you enter in this sub-screen s default employee record will appear by default in every new employee record that you create, though you can change this data for individual employees. This sub-screen has four tabs: General, Compensation, Deductions, and Leave. Each of these is an exact duplicate of the corresponding tab of the Maintain Employee screen. The Maintain Default Employee sub-screen always opens on the General tab. You access the Maintain Default Employees sub-screen by selecting the Maintain Default Employees option from the Other Functions menu on the General tab of the Setup screen. General Tab The General tab contains basic identifying and financial information for the employee. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Setup Page 29

34 General Tab Data Fields Employee Personal Information First Name This is the employee s first name. Middle Name This is the employee s middle name or initial. Last Name This is the employee s last name. Address This is the employee s street address. City This is the employee s city of residence. State This drop-down selection box allows you to specify the employee s state of residence. Zip Code This is the employee s zip code. Tax and Pay Information Marital Status This drop-down selection box allows you to specify the employee s marital status. EIC This drop-down selection box allows you to specify the employee s earned income credit status. NOTE: The EIC field is required, even if the employee does not request or qualify for EIC. Pay Frequency This drop-down selection box allows you to specify the employee s pay frequency. Federal Exemptions This is the number of federal tax exemptions to which the employee is entitled. Withholding State This is the state under whose tax codes the employee should receive withholdings. State Exemptions This is the number of state tax exemptions to which the employee is entitled. Depending on the state, a second data field may appear to the right of the primary State Exemptions field. In states where such regulations apply, this allows you to enter the employee s number of additional income credits. Pay Rate Type This pair of radio buttons allows you to specify whether the employee s pay is an hourly rate or a fixed salary. WinTen² Payroll 4/13/2005 Edition Setup Page 30 Hint: State Exemptions The following states use the extra State Exemptions field: AR (Arkansas) additional dependents not including self/ spouse. CA (California) additional allowances claimed for estimated deductions. GA (Georgia) additional dependents not including self/ spouse. IL (Illinois) elderly/blind exemptions claimed from IL-W4. LA (Louisiana) base exemptions limited to 0, 1, or 2 (self/ spouse only). Additional dependents not including self/ spouse. MD (Maryland) local tax rate - enter as a whole number, multiplying the rate by 100. For example, 2.8% would be entered as 280. NJ (New Jersey) New Jersey state withholding table codes.

35 Medicare Qualified Government Employee (MQGE) Check this box if the employee should not be subject to OASDI (Social Security) withholding. Section 218 Medicare Exempt Check this box if the employee should not be subject to Medicare withholding. This check box is only available if the Medicare Qualified Government Employee (MCGE) box is checked. Leave Available Vacation This is the number of hours of vacation time that the employee has available. Sick This is the number of hours of sick time that the employee has available. Personal This is the number of hours of personal time that the employee has available. Comp This is the number of hours of comp time that the employee has available. Direct Deposit Direct Deposit Check this box if the employee should be paid through direct deposit rather than receiving a printed paycheck. Account Type This pair of radio buttons allows you to indicate whether the employee s direct deposit account is a checking account or a savings account. Bank Name This is the name of the bank where the employee s direct deposit account is located. Account # and Routing # These are the account number and routing number of the account in which the employee wants his pay deposited. Checking Account to be Paid From This drop-down selection box allows you to indicate which agency checking account the employee should be paid from. The displayed list includes all checking accounts your agency has set up in the WinTen² Master Setup program. Employment Status This field indicates the employee s status: Active or Inactive. WinTen² Payroll 4/13/2005 Edition Setup Page 31 Hint: MQGE and Section 218 Employees Not all employees will qualify for MQGE or Section 218. It is your responsibility to ensure that only those who are actually eligible are set as such. Thus, we do not recommend that you check either of these boxes for the default employee setup.

36 Compensation Tab The Compensation tab contains the data for the compensation that the employee receives. The top area of the tab contains a table of all compensation types that are set up for the employee. The bottom area of the tab displays the detailed data for the compensation type that is selected (highlighted) in the table. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. WinTen² Payroll 4/13/2005 Edition Setup Page 32

37 Compensation Tab Data Fields Pay Rate Type This is the employee s pay rate: hourly or salaried. This is set on the General tab; you cannot change it here. Annual Salary This is the total annual salary that the employee will receive, as set on the Job tab of the Maintain Current Employee screen. In the Maintain Default Employee sub-screen, this field has no function. Compensation Type This drop-down selection box allows you to select the type of compensation that is being set up. The list of types includes those which are set up on the Compensation Types tab of the Setup screen. Normal Units This is the number of units of work per pay period for which the employee will be paid. Units are normally hours if the employee is paid on an hourly basis, or pay periods if the employee is salaried. Rate This is the employee s rate of pay per unit of work. If the employee is paid on an hourly basis, this is his hourly pay. If he is salaried, this is his pay per pay period. Normal Amount x Periods/Year = Annualized Amount These three data fields display the mathematical equation that displays the employee s extimated annualized compensation. Normal Amount is the employee s amount of pay per pay period, based on the Normal Units and Rate fields multiplied together. Periods/Year is the number of pay periods in a year for this employee, as determined by the Pay Frequency setting on the General tab. Annualized Amount is Normal Amount multiplied by Periods/Year, or the employee s total annual pay (assuming he gets paid exactly the standard amount for every pay period). Dept. Profile or Comp Distribution This drop-down selection box allows you to specify which department profile or compensation distribution profile will be used to post this compensation type to the general ledger. The contents of this list include the department profiles and compensation distribution profiles that are set up on the Departmental Profiles and Comp. Distribution tabs of the Setup screen. Hint: Salaried Employees Pay Rates To calculate a salaried employee s pay rate, divide his annual salary by the number of pay periods in a year. If your agency issues paychecks twice a month, this would be 24; if every two weeks, 26. For example, if Bob is a salaried employee who receives $85,000 a year (never mind how he s getting that much money from a government job!) and his agency issues paychecks twice a month, Bob s pay rate would be $85,000 divided by 24, or $3, per pay period. Lucky Bob! WinTen² Payroll 4/13/2005 Edition Setup Page 33

38 Deductions Tab The Deductions tab contains the data for the employee s payroll deductions. The top area of the tab is a table of all deductions that are set up for this employee. The bottom area contains the detailed data for the currently selected deduction. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Setup Page 34

39 Deductions Tab Data Fields Medicare Qualified Government Employee (MQGE) This box is automatically checked if the employee is set as an MQGE employee on the General tab. Section 218 Medicare Exempt This box is automatically checked if the employee is set as a Section 218 employee on the General tab. Deduction Type This drop-down selection box allows you to specify the type of deduction that is being set up. The list of types includes those which are set up on the Deductions tab of the Setup screen. Additional Federal Tax/Additional State Tax/ Calculation Expression This field s name changes depending on whether the selected deduction is federal tax, state tax, or something else. It is not available if the selected deduction is OASDI or health insurance. It allows you to set up the algebraic expression that determines the value of the deduction. The system of variables used in this field is beyond the scope of this chapter. For more information, contact Tenmast Training & Support or refer to Appendix A of this manual. Exceptional Deduction This drop-down selection box allows you to flag this deduction as an exceptional deduction, using the exceptional deduction codes that you set up on the Exceptional Deductions tab of the Setup screen. For more information, please refer to the Exceptional Deductions section of this chapter. WinTen² Payroll 4/13/2005 Edition Setup Page 35

40 Leave Tab The Leave tab contains information on how many units of vacation, sick time, personal time, and comp time the employee has accrued and used. This tab contains a table which displays the same data for all four leave types. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Setup Page 36

41 Leave Tab Data Fields Carry Over This is the number of units of leave that the employee has carried over from the previous year. Accrued This is the number of units of leave that the employee has accrued in the current year. Used This is the number of units of leave that the employee has used in the current year. Remaining This is the number of units of leave that the employee has remaining. It is the sum of the Carry Over and Accrued fields, minus the Used field. You cannot edit this field; the program calculates its value automatically. Current Accrued This is the number of units of leave that the employee has accrued in the current pay period. This field is set to zero unless you are in the middle of a check processing run. Current Used This is the number of units of leave that the employee has used during the current pay run. This field is set to zero unless you are in the middle of a check processing run. Current Remaining This is the number of units of leave that the employee has remaining, including accruals and uses, during the current pay run. Accrual Units per Period This is the number of units of leave per pay period that the employee should accrue normally. Leave Period Code This drop-down selection box allows you to specify the length of the period for which employee leave accrues. In most cases, this will be annual. Admin Batch Code This is a one-letter flag that allows you to perform batch adjustments of leave for every employee who has this flag set. Hint: Admin Batch Code The Admin Batch Code field allows you to assign the employee a code that tells the program this employee is part of a specific group for leave accrual purposes. For example, you could assign each maintenance employee s vacation time a code of M. From the Main Menu, you can use the Leave button to adjust the accrued leave of everyone with an Admin Batch Code of M, giving all your hardworking maintenance personnel an extra day of accrued leave without having to go through employee records and change each one individually. WinTen² Payroll 4/13/2005 Edition Setup Page 37 Hint: Accrual per Period versus Admin Batch Codes We recommend that you use either accrual units per period and leave period codes or admin batch codes. Do not use both methods of leave accrual.

42 Direct Deposit Tab The Direct Deposit tab of the Setup screen allows you to set up direct deposit (electronic fund transfer) for federal tax withholdings. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Setup Page 38

43 Direct Deposit Tab Toolbar Buttons Create a $0 Tax Transfer File Button This button creates a tax transfer file with a value of $0 that you can use for test submissions. The file uses the default checking account. NOTE: The default checking account information is required before you can start paying federal taxes through direct deposit. Do not use this if your bank cannot accept CCD file formats. Direct Deposit Tab Data Fields Enable Direct Deposit Check this box if you want to use the direct deposit function to pay employees. Transfer File Information File Name (w/ext) This is the name of the data file (including extension) that will be transferred to the bank with the direct deposit data. Federal Tax Deposit Bank CAUTION Do not change the Federal Tax Deposit Bank fields unless instructed to do so by the IRS. The program s default values are those which are recommended by the federal government. Name This is the name of the bank to which direct deposit data should be sent. Routing # This is the routing number for the direct deposit account. Account # This is the account number of the direct deposit account. Account Name This is the name of the direct deposit account. WinTen² Payroll 4/13/2005 Edition Setup Page 39

44 Deductions Tab The Deductions tab allows you to set up all employee paycheck deductions. It has two subtabs: Employee/Employer and W-2 Wage and Tax Statement. This tab always opens on the Employee/Employer sub-tab. Regardless of which sub-tab is currently selected, the top portion of this tab shows a table which contains all employee deduction types that are set up in the program. Switching between sub-tabs only changes which fields are available below this table. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. Employee/Employer Sub-Tab Employee/Employer Sub-Tab Data Fields The data fields displayed on this sub-tab change depending on the deduction type of the selected deduction. Hint: Default Deductions The first five deductions in the table are the standard deductions which should apply in virtually all payroll situations. They are the program s defaults and can only be edited to a limited extent. They are federal income tax (001), state income tax (002), OASDI (003), Medicare (004), and local city/county income tax (005). WinTen² Payroll 4/13/2005 Edition Setup Page 40

45 Common Data Fields The following data fields are always available, regardless of the deduction type of the selected deduction. Deduction Type This is a pair of data fields. The first field is the three-digit ID number of the deduction. This number is assigned when the deduction is first created; you cannot edit it. The second field is a short description of the deduction. Is State Income Tax Withholding If you set up a deduction for withholding in another state, check this box to indicate that it is a state income tax withholding. Employee Withholding Account This account selection field allows you to specify the general ledger account to which this withholding should be posted. State Income Tax Withholding Data Fields If you check the Is State Income Tax Withholding check box, the following data fields are available. Withholding State Code This drop-down selection box allows you to specify the state for which the withholding applies. The options include American state postal codes and Canadian provincial postal codes. Withholding State Employer ID This is the employer ID number that the selected state has assigned to your agency. Employer Withholding Data Fields If the withholding is not a federal, state, or local income tax withholding, the following fields are available. Expense Calculation This field allows you to set up the algebraic expression that determines the value of the employer -paid amount. The system of variables used in this field is beyond the scope of this chapter. For more information, contact Tenmast Training & Support or refer to Appendix A of this manual. Accrual Account This account selection field allows you to select the general ledger account to which the employer s portion accrues. Expense Account This account selection field allows you to select the general ledger account against which the employer s portion is expensed. WinTen² Payroll 4/13/2005 Edition Setup Page 41 Hint: Why would I want another state income deduction? The default state income tax withholding (002) is for the state in which your agency is located. If you have employees who live in a different state, you will need to set up an additional state income tax withholding for them.

46 Non-State/Custom Data Fields If the withholding type is not a state income tax withholding and is not one of the five default withholdings ( ), the following sets of check boxes are available. Exclude From This pair of check boxes allows you to indicate if the withholding should be excluded from federal and/or state unemployment figures. Deduct Before Calculating This set of check boxes allows you to indicate if this deduction should be applied before federal income tax, state income tax, local income tax, OASDI, and/or Medicare deductions are calculated. WinTen² Payroll 4/13/2005 Edition Setup Page 42

47 W-2 Wage and Tax Statement Sub-Tab W-2 Wage and Tax Statement Sub-Tab Data Fields The data fields available on this sub-tab change depending on the deduction selected in the table. Common Data Fields The following data fields are always available, regardless of the deduction type of the selected deduction. Deduction Type This is a pair of data fields. The first field is the three-digit ID number of the deduction. The second field is a short description of the deduction s purpose. Is State Income Tax Withholding If you set up a deduction for withholding in another state, check this box to indicate that it is a state income tax withholding. WinTen² Payroll 4/13/2005 Edition Setup Page 43

48 W-2 Classification Data Fields The following data fields only appear for deductions with numbers of 006 and higher. They control how the deduction is displayed on employee W-2 forms. The first five deduction types include standard W-2 data and thus do not need these data fields their W-2 inclusion information is hard-coded into the program. Include on W-2 in... This set of radio buttons allows you to specify where the selected deduction should appear on employee W-2 forms, if it should appear at all. Box 13 This set of radio buttons allows you to specify how the selected deduction should be treated in Box 13 of employee W-2 forms. IRS Code for Box 12 This drop-down selection box allows you to select the code that should be placed in Box 12 of employee W-2 forms for this deduction. This field is only editable if you have selected the IRS Codes Box 12 radio button under Include on W-2 in... WinTen² Payroll 4/13/2005 Edition Setup Page 44

49 Compensation Types Tab This tab allows you to set up all employee compensation types. A compensation type is a specific reason for payroll monies being given to an employee, such as regular work hours, overtime, or mileage pay. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. WinTen² Payroll 4/13/2005 Edition Setup Page 45

50 Compensation Types Tab Data Fields Compensation Type This is a pair of data fields. The first field is the three-digit ID number of the compensation type. The second field is a short description of the compensation type. Leave Used By This Type This drop-down selection box allows you to specify which leave type, if any, this compensation type should use. Use this for compensation types that indicate paid leave. Include in Federal Taxable Wages (Box 1) If this compensation should be included in Box 1 of employee W-2 forms but is exempt from withholding, check this box. Include in State Taxable Wages (Box 16) If this compensation should be included in Box 16 of W-2 forms but it exempt from withholding, check this box. Exclude from Federal Unemployment Taxable (FUTA) Wages If this compensation should be excluded from FUTA wages, check this box. Exclude from State Unemployment Taxable (SUI) Wages If this compensation should be excluded from SUI wages, check this box. Enable entry of reasons with income amounts If you want to provide a reason for any given payment that is of this compensation type, check this box. Include in deduction calculations, but do not pay (Non-Cash) If this compensation should be included in compensation for deduction calculation purposes, but is not actually a cash payment (for example, use of a company car), check this box. Apply These Deductions to the Selected Compensation Type The column of check boxes along the right side of this tab lists the deduction types that are set up on the Deductions tab. Check the box next to each deduction that you want to apply to the selected compensation type. WinTen² Payroll 4/13/2005 Edition Setup Page 46

51 Exceptional Deductions Tab This tab is used for setting up codes for deductions that are not to be automatically calculated for each pay period. A deduction with an exceptional deduction code will only be deducted if you specifically tell the program to apply it. Exceptional deduction codes are entered in individual employee records. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. Exceptional Deductions Tab Data Fields Exceptional Deduction Code This is the exceptional deduction code. It is limited to two characters. Description This is a brief description of the exceptional deduction code. It is limited to 30 characters. Hint: Exceptional Deductions in Use Suppose that your employees are paid on a biweekly basis. Since there are 52 weeks in each year, there are 26 pay periods in each year. You deduct a certain amount for employee health care plans on a monthly basis. Agency policy is to apply this deduction to the first pay period of each month, which means that the health plan deduction will not apply in the other pay periods In such an instance, you would set up a health plan deduction on the Deductions tab, and create an exceptional deduction code for monthly deductions. This code would be applied to the health plan deduction in the record of each employee who is enrolled in this health plan. When you calculate paychecks for the first pay period of a given month, you would specify that this deduction should be applied. WinTen² Payroll 4/13/2005 Edition Setup Page 47

52 Departmental Profiles Tab This tab allows you to set up departmental profiles. A departmental profile is a set of general ledger account numbers. Each compensation type for each employee will be assigned a departmental profile (or compensation distribution profile, described on the Comp. Distribution tab). This allows you to specify the general ledger accounts to which compensation given to any specific employee should be posted. This includes wages, employer taxes such as unemployment, and matching FICA and other employer-paid benefits. The top area of this tab contains a table of all existing departmental profiles. The bottom area of the tab displays the data fields for the currently selected profile. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. WinTen² Payroll 4/13/2005 Edition Setup Page 48

53 Departmental Profiles Tab Data Fields Departmental Profile This is a pair of data fields. The first field is the ID code of the selected profile. The second field is a short description of the profile. Employer Expense Account # s Fund This drop-down selection box allows you to select the operating fund to whose ledger this profile should post. The list of operating funds includes those that your agency has set up in the WinTen² Master Setup program. Wages This account selection field allows you to specify the general ledger account to which wages should be posted. Federal Unemployment Tax This account selection field allows you to specify the general ledger account to which federal unemployment tax should be posted. State Unemployment Tax This account selection field allows you to specify the general ledger account to which state unemployment tax should be posted. Workers Comp This account selection field allows you to specify the general ledger account to which worker s compensation payments should be posted. Employer-Paid Deductions and Benefits The table in the lower right corner of the tab allows you to specify the general ledger accounts to which employer-paid deductions (such as Social Security) and benefits (such as health insurance premiums) should be posted. The contents of this table change depending on the deductions that you have set up on the Deductions tab. To change the general ledger account to which a specific item in this field should be posted, select it in the table and change the account number in the Expense Account # account selection field that is located directly below the table. Hint: Employer-Paid Deductions and Benefits The only deductions that the program displays in this table are those which have employer expenses. WinTen² Payroll 4/13/2005 Edition Setup Page 49

54 Comp. Distribution Tab This tab allows you to set up compensation distribution tables. A compensation profile is a group of departmental profiles linked together with percentage allocations. Compensation profiles allow you to allocate an employee compensation type to multiple departmental profiles, based on percentage distribution. This allows you to spread the expense for any given employee s compensation across multiple operating funds. In most instances, this will occur when an employee s work falls within multiple funding areas (for example, management personnel who handle both public housing and Section 8 administrative tasks). The top area of this tab contains a table of all existing compensation profiles (though you need to click the Show/Hide button to view more than one entry at a time). The bottom area of the tab holds the detailed data for the currently selected compensation profile. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. Hint: Compensation Distribution Tables and MD Tables If you are familiar with the WinTen² General Ledger program, think of compensation profiles as multi-distribution tables for departmental profiles instead of general ledger accounts. WinTen² Payroll 4/13/2005 Edition Setup Page 50

55 Comp. Distribution Tab Controls Add Profile to Distribution Button This button moves a selected departmental profile from the Available Profiles table to the Selected Profiles table. This includes the departmental profile in the compensation profile you are creating or editing. Remove Profile from Distribution Button This button moves a selected departmental profile from the Selected Profiles table to the Available Profiles table. This removes the departmental profile from the compensation profile you are creating or editing. Comp. Distribution Tab Data Fields Code This is a short (15-character) unique identifying code for this compensation profile. NOTE: A compensation profile cannot have the same identifying code as a departmental profile. Description This is a brief description of the compensation profile. Total Pct This is the total of all distribution percentages in the compensation profile. NOTE: This field must be (exactly 100%) before you can save any work on the compensation profile. Available Profiles This table shows all departmental profiles that are not currently included in the selected compensation profile. The contents of this table change depending on the departmental profiles that you have set up on the Departmental Profiles tab. Selected Profiles This table shows all departmental profiles that are currently included in the selected compensation profile, along with the distribution percentage assigned to each departmental profile. Percent (%) This is the distribution percentage assigned to the currently selected departmental profile. WinTen² Payroll 4/13/2005 Edition Setup Page 51

56 WinTen² Payroll 4/13/2005 Edition Setup Page 52

57 MAINTAIN EMPLOYEES There are two major functions that you will perform with the WinTen² Payroll program: maintaining employee records and issuing employee paychecks. To maintain employee records, click the Maintain button or press <M> at the Main Menu. This allows you to reach the Maintain Employees area of the program. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 53

58 BROWSE CURRENT EMPLOYEES SCREEN The first screen that appears when you enter the Tenant Actions area is the Browse Current Employees screen. This screen displays a table of all of the employees in the Payroll database. From this screen, you can add a new employee or review and edit the data for an existing employee record. The two large buttons at the top of the screen, Current and History, allow you to select which employee database you will work with. Current employees are those who are currently employed by your agency or have been employed within the current calendar year. Historical employees are no longer employed by your agency and were not employed within the current calendar year. Once you have chosen which database you want to use, you can either add a new employee record or review and edit an existing one. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 54

59 Adding a New Employee To add a new employee, click the Add button. The Social Security Number Change dialog box opens. Enter the new employee s Social Security number and click OK. The Maintain Current Employee screen opens to a new employee record. Reviewing and Editing Existing Employees To review or edit an existing employee, enter your search criteria using the Sort By radio buttons and the Search For data field. The Sort By radio buttons determine the order in which the employees will be displayed in the table: alphabetically by last name, numerically by Social Security number, or numerically by employee ID number. To change the sort order, click the appropriate radio button. The Search For field allows you to enter a specific name, SSN, or employee ID number and search the table for it. The information you can search for corresponds to the selected sort order. For example, if you want to search for a specific last name, you must first select Last Name from the Sort By radio buttons. To search the table, enter the desired name or number and click the Go button. The table moves to the first entry that matches the target of your search. Next, click the Edit/Review button. This opens the Maintain Current Employee screen for the selected employee. You can also double-click an employee s entry in the table to open the Maintain Current Employee screen. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 55

60 MAINTAIN CURRENT EMPLOYEE SCREEN The Maintain Current Employee screen contains all payroll data for a single employee, as well as additional human resources information. This screen has eleven tabs: General, Compensation, Deductions, Leave, Checks, YTD, Personal, Job, Medical, Emergency, and Notes. It always opens on the General tab. Hint: Default Employee Data Any data you entered on the Maintain Default Employee sub-screen (see the Setup chapter for more details) will automatically appear in the Maintain Current Employee screen when you create a new employee record. You can edit any of this data for the individual employee record after it has been created. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 56

61 Maintain Current Employee Screen Data Fields The following data fields are always visible on the Maintain Current Employee screen, regardless of which tab you are currently on. They are located above the tabs. Full Name This is the employee s full name. To edit this data, edit the First Name, Middle Name, and Last Name fields on the General tab. Employee No. This is the employee s employee ID number (if your agency uses an employee ID number scheme in addition to SSNs). To edit this data, edit the Employee No. field on the Job tab. SSN This is the employee s Social Security number. You cannot edit this field. General Tab The General tab contains basic identifying and financial information for the employee. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. Other Functions Button The Other Functions button opens a drop-down menu that provides the following options: Terminate This command terminates an active employee. When you select this option, a confirmation dialog box opens that asks you if you are certain you want to terminate the employee. If you click Yes, a dialog box opens that allows you to specify a termination date. Once you click OK in this dialog box, the employee s Employment Status (see below) changes from Active to Terminated. Reinstate This command reinstates a terminated employee. When you select this option, a confirmation dialog box opens that asks you if you are certain you want to reinstate the employee. If you click Yes, a dialog box opens that allows you to specify the employee s pay frequency. Once you click OK in this dialog box, the employee s Employment Status changes from Terminated to Active. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 57

62 General Tab Data Fields Employee Personal Information First Name This is the employee s first name as it should appear on official records and paychecks. Middle Name This is the employee s middle name or initial. Last Name This is the employee s last name as it should appear on official records and paychecks. Address This is the employee s street address. City This is the employee s city of residence. State This drop-down selection box allows you to specify the employee s state of residence. Zip Code This is the employee s zip code. Tax and Pay Information Marital Status This drop-down selection box allows you to specify the employee s marital status. EIC This drop-down selection box allows you to specify the employee s earned income credit status. Pay Frequency This drop-down selection box allows you to specify the employee s pay frequency. Federal Exemptions This is the number of federal tax exemptions to which the employee is entitled. Withholding State This is the state for whose benefit codes the employee s taxes will be withheld. State Exemptions This is the number of state tax exemptions to which the employee is entitled. Pay Rate Type This pair of radio buttons allows you to specify whether the employee s pay is an hourly rate or a fixed salary. Medicare Qualified Government Employee (MQGE) Check this box if the employee should not be subject to OASDI (Social Security) withholding. Hint: State Exemptions The following states use the extra State Exemptions field: AR (Arkansas) additional dependents not including self/ spouse. CA (California) additional allowances claimed for estimated deductions. GA (Georgia) additional dependents not including self/ spouse. IL (Illinois) elerly/blind exemptions claimed from IL-W4. LA (Louisiana) base exemptions limited to 0, 1, or 2 (self/ spouse only). Additional dependents not including self/ spouse. MD (Maryland) local tax rate - enter as a whole number, multiplying the rate by 100. For example, 2.8% would be entered as 280. NJ (New Jersey) New Jersey state withholding table codes. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 58

63 Section 218 Medicare Exempt Check this box if the employee should not be subject to Medicare withholding. This check box is only available if the Medicare Qualified Government Employee (MCGE) box is checked. Leave Available The Leave Available data fields are not editable on this tab. You can edit this data on the Leave tab. Vacation This is the number of hours of vacation time that the employee has available. Sick This is the number of hours of sick time that the employee has available. Personal This is the number of hours of personal time that the employee has available. Comp This is the number of hours of comp time that the employee has available. Direct Deposit Direct Deposit Check this box if the employee should be paid through direct deposit rather than receiving a printed paycheck. Account Type This pair of radio buttons allows you to indicate whether the employee s direct deposit account is a checking account or a savings account. Bank Name This is the name of the bank where the employee s direct deposit account is located. Account # This is the account number of the employee s direct deposit account. Routing # This is the routing number of the employee s direct deposit account. Checking Account to be Paid From This drop-down selection box allows you to indicate which agency checking account the employee should be paid from. The list includes the checking accounts that your agency has set up in the WinTen² Master Setup program. Employment Status This field indicates the employee s status: Active or Inactive. Hint: MQGE and Section 218 Employees Not all employees will qualify for MQGE or Section 218. It is your responsibility to ensure that only those who are actually eligible are set as such. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 59

64 Compensation Tab The Compensation tab contains the data for the compensation that the employee regularly receives. The top area of the tab contains a table of all compensation types that are set up for the employee. The bottom area of the tab holds the detailed data for the currently selected compensation type. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 60

65 Compensation Tab Data Fields Pay Rate Type This is the employee s pay rate: hourly or salaried. This is set on the General tab; you cannot change it here. Annual Salary This is the total annual salary that the employee will receive, as set on the Job tab. This field is for reference display only; you cannot change it here. Compensation Type This drop-down selection box allows you to specify the type of compensation that is being set up. The list of types includes those which are set up on the Compensation Types tab of the Setup screen. Normal Units This is the number of units of work per pay period for which the employee will be paid. Units are normally hours if the employee is paid on an hourly basis, or pay periods if the employee is salaried. Rate This is the employee s rate of pay per unit of work. If the employee is paid on an hourly basis, this is his hourly pay. If he is salaried, this is his pay per pay period. Normal Amount x Periods/Year = Annualized Amount These three data fields display the mathematical equation that determines the employee s annual salary. Normal Amount is the employee s amount of pay per pay period, based on the Normal Units and Rate fields multiplied together. Periods/Year is the number of pay periods in a year for this employee, as determined by the Pay Frequency setting on the General tab. Annualized Amount is Normal Amount multiplied by Periods/Year, or the employee s total annual pay (assuming he gets paid exactly the standard amount for every pay period). Dept. Profile or Comp Distribution This drop-down selection box allows you to specify which department profile or compensation profile will be used to post this compensation type to the general ledger. This list includes the department profiles and compensation profiles that are set up on the Departmental Profiles and Comp. Distribution tabs of the Setup screen. Hint: Salaried Employees Pay Rates To calculate a salaried employee s pay rate, divide his annual salary by the number of pay periods in a year. If your agency issues paychecks twice a month, this would be 24; if every two weeks, 26. For example, if Bob is a salaried employee who receives $85,000 a year (never mind how he s getting that much money from a government job!) and his agency issues paychecks twice a month, Bob s pay rate would be $85,000 divided by 24, or $3, per pay period. Lucky Bob! WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 61

66 Deductions Tab The Deductions tab contains the data for the employee s payroll deductions. The top area of the tab is a table of all deductions that are set up for this employee. The bottom area contains the detailed data for the currently selected deduction. Use the standard WinTen² toolbar buttons to edit the data on this tab, save or cancel your changes, and add or delete records. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 62

67 Deductions Tab Data Fields Medicare Qualified Government Employee (MQGE) This box is checked if the employee is set as an MQGE employee on the General tab. On the Deductions tab, this field only displays information; you cannot edit it. Section 218 Medicare Exempt This box is checked if the employee is set as a Section 218 employee on the General tab. On the Deductions tab, this field only displays information; you cannot edit it. Deduction Type This drop-down selection box allows you to specify the type of deduction that is being set up. The list of types includes those which are set up on the Deductions tab of the Setup screen. Additional Federal Tax/Additional State Tax/ Calculation Expression This field s name changes depending on whether the selected deduction is federal tax, state tax, or anything else. It is not available if the selected deduction is OASDI or health insurance. It allows you to set up the algebraic expression that determines the value of the deduction. The system of variables used in this field is beyond the scope of this chapter. For more information, contact Tenmast Training & Support or refer to Appendix A of this manual. Exceptional Deduction This drop-down selection box allows you to flag this deduction as an exceptional deduction, using the exceptional deduction codes that you set up on the Exceptional Deductions tab of the Setup screen. For more information, please refer to the Exceptional Deductions section of this chapter. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 63

68 Leave Tab The Leave tab contains information on how many units of vacation, sick time, personal time, and comp time the employee has accrued and used. This tab contains a table which displays the same data for all four leave types. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 64

69 Leave Tab Data Fields Carry Over This is the number of units of leave that the employee has carried over from the previous year. Accrued This is the number of units of leave that the employee has accrued this year. Used This is the number of units of leave that the employee has used this year. Remaining This is the number of units of leave that the employee has remaining. It is the sum of the Carry Over and Accrued fields, minus the Used field. You cannot edit this field; the program calculates its value automatically. Current Accrued This is the number of units of leave that the employee has accrued in the current pay period. This field is set to zero unless you are in the middle of a check processing run. Current Used This is the number of units of leave that the employee has used during the current pay run. This field is set to zero unless you are in the middle of a check processing run. Current Remaining This is the number of units of leave that the employee has remaining, including accrued or used with the current pay run. Accrual Units per Period This is the number of units of leave per pay period that the employee should accrue normally. Leave Period Code This drop-down selection box allows you to specify the length of the period for which the employee accrues leave. In most cases, this will be annual. Admin Batch Code This is a one-letter flag that allows you to perform batch adjustments of leave for every employee who has this flag set. Hint: Admin Batch Code The Admin Batch Code field allows you to assign the employee a code that tells the program this employee is part of a specific group for leave accrual purposes. For example, you could assign each maintenance employee s vacation time a code of M. From the Main Menu, you can use the Leave button to adjust the accrued leave of everyone with an Admin Batch Code of M, giving all your hardworking maintenance personnel an extra day of accrued leave without having to go through employee records and change each one individually. Hint: Accrual per Period versus Admin Batch Codes We recommend that you use either accrual units per period and leave period codes or admin batch codes. Do not use both methods of leave accrual. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 65

70 Checks Tab The Checks tab contains the employee s Payroll check history. Every check that has been issued to the employee through this program is recorded here. When you first enter the Checks tab, it only displays a table of the employee s check history. Select a check in the table and click the Show/Hide toolbar button to display the detailed information for the selected check. This enables three other Show/ Hide buttons which control their individual segments of the tab. When all of this tab s detailed information is visible, the tab is divided into three areas. The top area contains the detailed information for the full check. The bottom left area contains the itemized compensation types that were included on the selected check. The bottom right area contains the itemized deductions that were applied to the selected check. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 66

71 Other Functions Button The Other Functions button opens a drop-down menu that provides the following option: Add Manual Check This command allows you to manually create a check record for the selected employee. When you select this option, the Enter Manual Check Information dialog box opens. Enter the check number and amount for the manual check and click OK. This opens the Pay Actions screen. For more information on the Pay Actions screen, see the Process Checks chapter of this manual. Checks Tab Data Fields YTD Taxable The YTD Taxable data is the employee s year-todate taxable income as of the date of the selected check. Federal This is the employee s year-to-date income that is subject to federal income taxes. State This is the employee s year-to-date income that is subject to state income taxes. OASDI This is the employee s year-to-date income that is subject to Social Security tax. Medicare This is the employee s year-to-date income that is subject to Medicare tax. Local This is the employee s year-to-date income that is subject to local income taxes. Current Leave The Current Leave data is the employee s leave accrual as of the date of the selected check. Vacation Accrued/Used These two fields are the number of units of vacation time that the employee has accrued and used. Sick Accrued/Used These two fields are the number of units of sick time that the employee has accrued and used. Personal Sick/Used These two fields are the number of units of personal time that the employee has accrued and used. Hint: Why would I add a manual check? The most common reason for adding a manual check is when your agency is issuing a payroll check which isn t written as part of a regular pay cycle. An example of such a situation is a termination which takes effect immediately. You want to issue the employee a final payroll check at the time of termination, but your pay period doesn t end for another week, so you hand-write a check for the wages due to the employee as of the time of termination. Hint: Manual Checks Check Numbers You must enter six characters for a manual check s check number. If the number is shorter than six characters, enter beginning zeroes. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 67

72 Comp Sick/Used These two fields are the number of units of comp time that the employee has accrued and used. Income Items The Income Items data is an itemized list of all compensation types that were included on the selected check. Click the Show/Hide button at the top right corner of this area to show or hide the detailed information for the selected income item. Rate This is the rate of pay for the selected income item. Profile This is the compensation profile or compensation distribution profile that the selected income item uses. Reason This is the reason for the selected income item being paid, if your agency specifies reasons for pay in each check. Deduction Items The Deduction Items data is an itemized list of all deductions that were applied to the selected check. Click the Show/Hide button at the top right corner of this area to show or hide the detailed information for the selected deduction item. Applicable Wages This is the amount of income from the selected check to which the deduction was applied. YTD Applicable Wages This is the income to which the deduction was applied as of the date of the selected check. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 68

73 YTD Tab The YTD tab contains information on all compensation and benefits paid to the employee for the current year to date. No data on this tab is editable it is a collection point for summarizing data drawn from several different areas of the program. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 69

74 Other Functions Button The Other Functions button opens a drop-down menu that provides the following option: Recalculate YTD Totals This command recalculates all year to date totals based on the employee s current check history. YTD Tab Data Fields Federal Taxable This is the amount of compensation paid to the employee for the year to date that is subject to federal income tax. State Taxable This is the amount of compensation paid to the employee for the year to date that is subject to state income tax. Social Security Taxable This is the amount of compensation paid to the employee for the year to date that is subject to Social Security tax. Medicare Taxable This is the amount of compensation paid to the employee for the year to date that is subject to Medicare tax. Local Taxable This is the amount of compensation paid to the employee for the year to date that is subject to local income tax. FUTA Taxable / Expense This is the amount of compensation paid to the employee for the year to date that is subject to federal unemployment tax, and the amount of federal unemployment taxes that your agency has paid for the year to date on behalf of this employee. SUI Taxable / Expense This is the amount of compensation paid to the employee for the year to date that is subject to state unemployment tax, and the amount of state unemployment taxes that your agency has paid for the year to date on behalf of this employee. Workers Comp Wages / Expense This is the amount of worker s compensation paid to the employee for the year to date, and the amount that your agency has paid for the year to date. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 70

75 Income Year to date Totals This table displays the year to date totals for each income type that is linked to this employee from the Compensation tab. YTD Gross Pay This is the employee s gross pay for the year to date. Deduction Year to date Totals This table displays the year to date totals for each deduction type to which the employee s compensation is subject, as set up on the Deductions tab. YTD Total Deductions This is the total amount of deductions from the employee s compensation for the year to date. YTD Net Pay This is the employee s net pay for the year to date. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 71

76 Personal Tab The Personal tab contains employee contact information, demographic data, and driver s license information. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 72

77 Personal Tab Data Fields Personal Home Phone This is the employee s home phone number. Work Phone This is the employee s work phone number. You can also use this field for the number for the employee s agency-issued pager or cellular phone. Birth Date This is the employee s date of birth. Gender This is the employee s gender. Race This drop-down selection box allows you to specify the employee s race. This data is required for the EEO4 report. Ethnicity This drop-down selection box allows you to specify the employee s ethnicity. This data is required for the EEO4 report. Married Check this box if the employee is married. Spouse s Name This is the name of the employee s spouse. Children This is the number of children that the employee has. Driver s License License Expires This is the date on which the employee s driver s license expires. License Number This is the employee s driver s license number. State Licensed In This is the state in which the employee s driver s license was issued. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 73

78 Job Tab The Job tab contains information on the employee s employment status and job description. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. Other Functions Button The Other Functions button opens a drop-down menu that provides the following options: Terminate This command terminates an active employee. When you select this option, a confirmation dialog box opens that asks you if you are certain you want to terminate the employee. If you click Yes, a dialog box opens that allows you to specify a termination date. Once you click OK in this dialog box, the employee s Employment Status (see below) changes from Active to Terminated. Reinstate This command reinstates a terminated employee. When you select this option, a confirmation dialog box opens that asks you if you are certain you want to reinstate the employee. If you click Yes, a dialog box opens that allows you to specify the employee s pay frequency. Once you click OK in this dialog box, the employee s Employment Status changes from Terminated to Active. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 74

79 Job Tab Data Fields Job Title This is the employee s job title. Employee No. This is the employee s employee number, if your agency uses ID numbers for its employees that differ from their Social Security numbers. CAUTION: EMPLOYEE ID NUMBERS If you use the Employee No. field, each employee must receive a unique ID number. Department This is the employee s departmental assignment. This field is used for sorting reports on employees by department. Annual Salary This is the employee s annual salary. This field is not used for calculation purposes, but it is required for the EEO4 report. EEOC Job Code This drop-down selection box allows you to specify the employee s EEOC job code. This data is required for the EEO4 report. Rating Code This is a user-definable field for agency use. Write your agency s use for it, if any, in the space provided to the right of this description. Date of Hire This is the date on which the employee was hired. Last/Next Evaluation These are the dates of the employee s last and next scheduled evaluation. Last/Next Pay Change These are the dates of the employee s last and next planned pay change. Last/Next Amount of Change These are the values of the employee s last and next planned pay change. Fulltime Employee Check this box if the employee is a full-time employee. Comments This field is for brief notes on the employee s job status. It is limited to 254 characters. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 75

80 Medical Tab The Medical tab contains employee medical and medical insurance data. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 76

81 Medical Tab Data Fields Medical Policy Information Medical Policy Check this box if the employee has an agency-provided medical insurance policy. Medical Date This is the date on which the employee s medical coverage went into effect. Renew Date This is the date on which the employee s medical coverage expires or becomes eligible for renewal. Employer Cost This is the agency s annual cost for the employee s medical coverage. Employee Cost This is the employee s annual cost for his medical coverage. Medical Information Blood Type This drop-down selection box allows you to specify the employee s blood type. Allergies This is a short note (35 characters) regarding any allergies the employee has. Medical Reaction This is a short note (35 characters) regarding any medical reactions the employee has. Impairments This is a short note (35 characters) regarding any impairments the employee has. Comments This field is for brief notes on the employee s medical status. It is limited to 254 characters. Immunization Dates TB This is the date of the employee s last tuberculosis immunization. Hepatitis This is the date of the employee s last hepatitis immunization. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 77

82 Emergency Tab The Emergency tab contains information on the employee s emergency contacts. Use the standard WinTen² toolbar buttons to edit the data on this tab and save or cancel your changes. Emergency Tab Data Fields Name This is the contact s name. Address This is the contact s street address. City State Zip This is the contact s city, state, and zip code. Home Phone This is the contact s home phone number. Work Phone This is the contact s work phone number. Relationship This is the contact s relationship to the employee. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 78

83 Notes Tab The Notes tab contains a theoretically unlimited amount of notes or miscellaneous information regarding the employee. You can edit this data using the standard WinTen² toolbar buttons. WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 79

84 WinTen² Payroll 4/13/2005 Edition Maintain Employees Page 80

85 LEAVE ADJUSTMENTS As part of its compensation data management, the Payroll program tracks accrual and use of paid and unpaid leave time for all employees. The Leave Adjustments functions allow you to adjust the accrued leave time for a group of employees (individual leave adjustments are done on the Leave tab of the Maintain Employee screen see the Maintain Employees chapter of this manual for details). To access these functions, click the Leave button or press <L> at the Main Menu. This opens the Maintain Leave dialog box. WinTen² Payroll 4/13/2005 Edition Leave Adjustments Page 81

86 Maintain Leave Dialog Box The Maintain Leave dialog box allows you to perform batch leave adjustments by leave codes. As discussed in the Maintain Employees chapter, a leave code is a one-letter code that allows you to classify employees as belonging to specific groups for purposes of assigning leave. To perform a batch leave adjustment, enter the leave code for which you want to perform the adjustment. Select which leave type or types you want to adjust by using the four check boxes in the middle of the dialog box. For each selected leave type, enter the number of units by which you wish to adjust that leave type. When you are finished, click OK. When you click OK, a confirmation dialog box appears that asks you if you are certain you want to perform a batch leave adjustment for the specified leave code. Click Yes to continue or No to cancel and return to the Main Menu. If you click Yes, a dialog box opens that shows a graphical representation of the adjustment process progress. When the adjustment is complete, another dialog box opens that notifies you that the process is complete. Click OK to close all associated dialog boxes and return to the Main Menu. WinTen² Payroll 4/13/2005 Edition Leave Adjustments Page 82

87 REPORTS Information needs to be summarized and presented in an easy-to-understand form so the reader can make informed decisions. The Payroll Report Menu screen is where Payroll turns all of its data into meaningful reports. You enter this screen by clicking the Reports button or by pressing <R> at the Main Menu. WinTen² Payroll 4/13/2005 Edition Reports Page 83

88 PAYROLL REPORT MENU SCREEN The Payroll Report Menu screen is divided into three tabs: Employee, Employer, and Setup. Each tab is divided into two halves. The left side of each tab contains a set of radio buttons that allows you to select a report to produce. The right half contains the formatting options for the currently selected report. As you move between selections on the left half of the screen, the options on the right half of the screen change to reflect the options for your current selection. The Payroll Report Menu screen always opens on the Employee tab. Employee Tab The Employee tab allows you to produce reports on your agency s employees as a group. WinTen² Payroll 4/13/2005 Edition Reports Page 84

89 Available Reports Employee List (Current or Historical) The Employee List is a list of all employees in Payroll s database, listing their names, dates of hire, employee ID numbers, pay codes, and job titles. If a given employee has a termination date or notes on record, the report shows this information as well. You can choose to have the report include either current employees or historical employees. You can also select specific pay codes, including only employees with those pay codes. You can sort the report by employee last name, Social Security number, or employee ID number. You can group employees on the report by department, and you can have each department s employees printed on a separate page. Employee Information The Employee Information report is a printout of detailed information for all employees or one selected employee. You can choose to draw the report s data from either current employee data or historical employee data. If the report covers all employees, you can sort it by employee last name, Social Security number, or employee ID number. You can also select specific pay codes, including only employees with those pay codes in the report. Finally, you can select specific items of information to include on the report. WinTen² Payroll 4/13/2005 Edition Reports Page 85

90 Mailing Labels The Mailing Labels option does not actually produce a report. Rather, it allows you to print mailing labels for your entire current employee database. Select the order in which you want the labels to be sorted and click the Print button. This opens the Label Setup dialog box. Set Up Labels Dialog Box Labels require a special setup process because they are printed in a different fashion than most text documents are. You may print to one of two default label sizes that are found at most office supply stores: Avery 5160 or Avery You may also specify a custom label size. Label Setup Form Data Fields Continuous Feed If you are printing the labels to a dot-matrix printer, it will print continuous feed labels; check this box. If you have a laser of inkjet printer, it will print labels by sheets; do not check this box. Top, Bottom, Left, and Right Margin Each of these fields holds the margin size for its side of the labels. These values are in hundredths of an inch, so a 1 4 margin would be entered as 25 and 21 2 would be 250. Columns This field should be set to the number of columns of labels that is on the blank label sheet. Between Columns This is the width of the gutter, or the blank space between columns of labels. This value is in hundredths of an inch. Label Height, Label Width These fields are the actual dimensions of the labels themselves. These values are in hundredths of an inch. Once you have entered the specifications for your labels, click the Apply button to set these values. Then click the OK button to continue with the printing process as you would with a report. WinTen² Payroll 4/13/2005 Edition Reports Page 86

91 Employee Tracking Report The Employee Tracking report shows a complete log of all editing actions that have been performed on a specified employee or all employees within a selected range of dates. This report is only available if Payroll is set up to record employee record changes (from the General tab of the Setup screen). Leave Type Time Report This report is a running total of all employees accrued, remaining, and used leave times for a selected leave type. You have the option of filtering this report so that only employees with a specific leave code set for the selected leave type will show up on the report. Alternately, you can use the Leave Code dropdown selection box to select employees with any leave code or to disregard leave codes entirely. You can sort the report by employee Social Security number, name, or remaining balance of leave units. Leave Summary Report This report is a summary report of the information available in the Leave Type Time report. It shows the leave balances of all active employees. You can sort this report by employee Social Security number or last name. Leave Type History Report This report is a leave transaction register. It shows all changes in a selected leave type s status for all active employees or for a single selected employee. Payroll Register The Payroll Register summarizes the pay history of a selected employee or all employees for a period beginning on January 1 of the current calendar year and ending on a selected date. If you choose to produce the report for all employees, you can select specific pay codes, including only employees with those pay codes in the report. WinTen² Payroll 4/13/2005 Edition Reports Page 87

92 Full Voucher When you select this report, the right side of the screen changes to display a table of every check and direct deposit transaction in your perpetual Payroll check register. Select a check or This option prints a full voucher for a specified Payroll check or direct deposit transaction that was drawn on the selected bank account. Check Listing The Check Listing report lists all checks for all employees or for one selected employee. You can choose all checks within a selected date range or within a selected range of check numbers. You can show either compensation details or net pay only. You can sort this report by check number, check date, or employee last name. WinTen² Payroll 4/13/2005 Edition Reports Page 88

93 Totals Report This report is a summary of agency payroll expenses for the quarter and year or month, quarter, and year, as of the specified date. Deduction Totals Report This report shows data for one specified deduction as it was applied to each employee s paychecks over a specified time period. The time period can be a range of dates (shown at right), a specific month, a specific quarter, or a specific year. The report can also be detailed (each paycheck has its own line on the report) or a summary (each employee s paychecks are consolidated to one line on the report). You can sort the report by name order or SSN order. WinTen² Payroll 4/13/2005 Edition Reports Page 89

94 Employer Tab This tab contains reports on your agency s financial data as it relates to your payroll operations and transactions. It also includes reports on agency demographics. The Employer tab is also where you begin processing employee W-2 forms. For more information on this process, see the W-2 Processing chapter of this manual. WinTen² Payroll 4/13/2005 Edition Reports Page 90

95 Available Reports Check Accounting Register This report details all General Ledger journal entries generated by Payroll for a selected range of dates, month, quarter, or year. You can choose for the report to only include data on a selected fund, account, or type of transaction. If you do not use any one of these filtering options, the report will include data on all possible journal entries for that option. For example, if you leave the Fund ID field blank when producing the report, the report will cover journal entries for all funds. Payroll Ledger Journal Report This report details all Payroll journal transactions for a selected range of dates. You can arrange the report in debit/credit entry format or in a single column. You can also sort it by date and reference number, account and date, account and reference number, or reference number. Finally, you can choose to include subtotals for each group of journal transactions, or to only include grand totals. Income Tax Withheld and Accrued This report displays all income tax withholdings and accruals for a selected range of dates, month, quarter, or year. The report is automatically sorted by date and by employee. Tax Summary Report This report shows grand totals for federal tax deposits for a selected range of dates, month, quarter, or year. It contains the same information as the Income Tax Withheld and Accrued report, but does not include individual employee details. WinTen² Payroll 4/13/2005 Edition Reports Page 91

96 Federal 941 This is the federal Form 941 (Employer s Quarterly Federal Tax Return). Selecting this report and clicking the Print or Print Preview button opens the Federal Form 941 sub-screen. Federal Form 941 Sub-Screen This sub-screen allows you to set up the data that should be included on the Form 941. It has six tabs: Employer Identification, Total Taxes, Payment and Liability, First Month, Second Month, and Third Month. The sub-screen always opens on the Employer Identification tab. Employer Identification Tab This tab contains agency identifying information that will be printed in the header area of Form 941. For more information, see the official IRS instructions for this form, which are included in this manual as Appendix A. WinTen² Payroll 4/13/2005 Edition Reports Page 92

97 Total Taxes Tab This tab contains lines 1 through 11 of Form 941. For more information, see the official IRS instructions for this form, which are included in this manual as Appendix A. WinTen² Payroll 4/13/2005 Edition Reports Page 93

98 Payment and Liability Tab This tab contains lines 11 through 17 of Form 941. For more information, see the official IRS instructions for this form, which are included in this manual as Appendix A. WinTen² Payroll 4/13/2005 Edition Reports Page 94

99 First, Second, and Third Month Tabs These three tabs are functionally identical. Each of them holds the data for one month of the reporting quarter. For more information on this data, see the official IRS instructions for Form 941, which are included in this manual as Appendix A. WinTen² Payroll 4/13/2005 Edition Reports Page 95

100 Employer-Paid Unemployment Tax This report contains raw data that allows you to fill in your state s unemployment forms. This report can be attached to the state unemployment form as a detailed listing of employees and their taxable wages. You can produce this report as a quarterly federal report, annual federal report, or quarterly state report. EEOC (EEO-4) Report This is the Equal Employment Opportunity Report 4. This is the report required by the Equal Employment Opportunity Commission for proof that your agency is not discriminating against minorities in its hiring practices. WinTen² Payroll 4/13/2005 Edition Reports Page 96

101 Setup Tab The Setup tab allows you to produce reports on the Payroll program s setup configuration. None of the reports on this tab have formatting options. Their data is drawn directly from the program setup. WinTen² Payroll 4/13/2005 Edition Reports Page 97

102 Available Reports Deduction Basic Settings This report summarizes the deduction data that you have set up on the Employee/Employer subtab of the Deductions tab of the Setup screen. Deduction W-2 Settings This report summarizes the deduction data that you have set up on the W-2 sub-tab of the Deductions tab of the Setup screen. Compensation Types This report summarizes the compensation types that you have set up on the Comp. Types tab of the Setup screen. Exceptional Deductions This report summarizes the exceptional deductions that you have set up on the Exceptional Deductions tab of the Setup screen. Departmental Profiles This report summarizes the departmental profile data that you have set up on the Departmental Profiles tab of the Setup screen. Compensation Distributions This report summarizes the compensation distribution profiles that you have set up on the Comp. Distributions tab of the Setup screen. WinTen² Payroll 4/13/2005 Edition Reports Page 98

103 PROCESS CHECKS Payroll writes checks and performs all associated calculations in an eleven-step sequence. This sequence is controlled by the Check Wizard, a check processing tool that walks you through each of these eleven steps. The Check Wizard s main working area is the Process Checks dialog box. To open this dialog box, click the Checks button or press <C> at the Main Menu. WinTen² Payroll 4/13/2005 Edition Process Checks Page 99

104 Check Processing Steps The Process Checks dialog box uses a simple graphic representation to show your progress through the check processing sequence. Steps that you have completed without error have green check marks next to them, steps that you have skipped or that the program cannot perform have blue dashes next to them, and steps that you have completed but that have generated errors in the program have red Xs next to them. The next step in the sequence is highlighted in bold type. WinTen² Payroll 4/13/2005 Edition Process Checks Page 100

105 Check Processing Controls The following buttons are available on the toolbar and in the main body of the Process Checks dialog box. Exit Button This button exits the Process Checks dialog box and returns you to the Main Menu. The Payroll program records the point at which you exited the sequence. The next time you enter the Process Checks dialog box, the program returns you to the step at which you exited. CAUTION If you stop processing checks in mid-sequence, some commands in Payroll will be unavailable until you finish the sequence. Also, if you have an incomplete check processing sequence underway when you enter the program, the dialog box shown at right appears to remind you that you need to finish processing checks. Void Posted Checks Button This button opens the Void Checks sub-screen, which is described at the end of this chapter. This sub-screen allows you to void checks that you have already printed and to reverse all ledger entries, check history records, employee YTD totals, and other records that are associated with those checks. Print Labels Button This button allows you to print mailing labels for every check in the current processing sequence. When you click this button, the Label Setup dialog box (described at the end of this chapter) opens, which allows you to specify your label formats before you print the labels. The Print Labels button is only enabled if you are between Step 6 and Step 10 in the check processing sequence. Start Button (becomes Next button) This button is only available at the beginning of the check processing sequence. It begins the check processing sequence. Once you move past Step 2, it becomes the Next button. Back Button This button moves you back one step in the check processing sequence. Next Button This button moves you to the next step in the check processing sequence. Skip Button This button skips the next step in the check processing sequence. WinTen² Payroll 4/13/2005 Edition Process Checks Page 101

106 Step 1: Change Check Date When you begin the check processing sequence, the Enter Check Date dialog box opens. All checks produced by this sequence will bear the date shown in the Check Date field. If you want to change this date, enter a new date in the data field or use the calendar box to select the correct date. Once the correct date is selected, click OK to continue to Step 2. NOTE: You cannot backdate checks (i.e. select a date before the current system date), nor can you assign a check date more than 60 days in the future. WinTen² Payroll 4/13/2005 Edition Process Checks Page 102

107 Step 2: Select Kind of Check Some WinTen² programs are capable of producing multiple kinds of checks in different formats. Payroll, however, only generates one kind of check. Thus, in Step 2, the program automatically selects payroll checks as the check type. When you complete Step 1, the program selects payroll checks and marks Step 2 as having been completed successfully. WinTen² Payroll 4/13/2005 Edition Process Checks Page 103

108 Step 3: Select Checking Account When you proceed to Step 3, the Select Credit Account dialog box opens. This dialog box contains a list of every checking account that is set to be the account from which an employee s paychecks are paid. You can only perform a check processing sequence for one checking account at a time. Select the checking account you want to use and click OK. NOTE: If all of your employees are set up to be paid from a single checking account, the program automatically selects that account, marking Step 3 as having been completed successfully. In such an event, you will not see the Select Credit Account dialog box the program moves from Step 1 straight to Step 4. WinTen² Payroll 4/13/2005 Edition Process Checks Page 104

109 Step 4: Select Items to Pay When you proceed to Step 4, the Exceptional Deduction Codes dialog box opens. This dialog box contains a list of all exceptional deduction codes that are set up in the program. Check the boxes next to each exceptional deduction type that should be applied to the checks produced in this sequence, then click OK. The Exceptional Deduction Codes dialog box closes and the Enter Period Ending Dates dialog box opens. The Enter Period Ending Dates dialog box allows you to select the ending dates of the weekly, biweekly, semi-monthly, and monthly pay periods for which you are producing checks. Enter the correct period ending dates in each field and click OK. The Enter Period Ending Dates dialog box closes and the Select and Mark Items to Pay sub-screen opens. Hint: Pre-Filled Dates The dates that the program enters in the Enter Period Ending Dates dialog box coincide with the check date selected. Weekly and Bi-Weekly are the dates of the closest prior Friday. Semi-Monthly is the 15th or last day of the month, whichever came last. Monthly is the last day of the last month. WinTen² Payroll 4/13/2005 Edition Process Checks Page 105

110 Select and Mark Items to Pay Sub-Screen The Select and Mark Items to Pay Sub-Screen allows you precise control over the checks that will be printed for each individual employee. The bottom half of this sub-screen contains a table of all employees who are paid from the checking account that you selected in Step 3. The top half of the subscreen contains a set of controls for sorting and filtering this table and for editing the pay data for the displayed employees. In order to select and mark the checks to be paid, you need to display the employees who will be included in the check run. You also need to post hours for hourly employees and accrue leave for all employees. You can adjust the calculated payroll for any employee using the Pay Actions function, if the default calculations for this pay period are different from what the employee should actually receive. WinTen² Payroll 4/13/2005 Edition Process Checks Page 106

111 Select and Mark Items to Pay Sub-Screen Controls Sort By... Radio Buttons This set of radio buttons allows you to sort the table by employee last name, Social Security number, employee ID number, or department. Show Employees With... Check Boxes This set of check boxes allows you to select which employees should be shown in the table. Check the appropriate boxes and click the Apply button. To show all employees, check all eight check boxes and click the Apply button. Exceptional Deduction Codes Button This button opens the Exceptional Deduction Codes dialog box again. Period Ending Dates Button This button opens the Enter Period Ending Dates dialog box again. Post Hours Button This button copies the standard compensation settings from each employee record to the table on this sub-screen. This assigns each employee the default number of regular hours he works in one pay period, along with his standard pay rate and deductions. Accrue Leave Button This button assigns each employee the default amount of leave per pay period that he is set up to receive. If leave accrual periods do not correspond to pay periods (for example, leave is accrued monthly but pay is weekly), the program calculates the correct proportions of leave per pay period. Pay Actions Button This button opens the Pay Actions sub-screen. Hint: Which employees should I show? Only employees shown in the table when you exit this subscreen will be paid during this check run. Use the Show Employees With... check boxes accordingly. WinTen² Payroll 4/13/2005 Edition Process Checks Page 107

112 Pay Actions Sub-Screen The Pay Actions sub-screen provides you with precise editing control over the pay data for each employee who is set to receive a check from this check processing cycle. This sub-screen has five sub-tabs: Compensation, Deductions, Leave, Tax and Pay Information, and Employer. It always opens on the Compensation sub-tab. The Pay Actions sub-screen s primary purpose is to allow you to change an employee s compensation data for the current check run. If you are on the Select and Mark Items to Pay sub-screen and note that an employee s calculated pay information is incorrect, you can enter the Pay Actions subscreen to change this data before checks are processed. WinTen² Payroll 4/13/2005 Edition Process Checks Page 108

113 Other Functions Button The Other Functions button opens a drop-down menu with the following options. The Pay Actions sub-screen s toolbar remains the same regardless of which sub-tab you are on. This sub-screen has five other functions options. Edit Employee Settings This option opens the Maintain Employee screen for the selected employee. You can only access the General, Compensation, Deductions, and Leave tabs of this screen if you enter it through the Pay Actions sub-screen. For more information on the Maintain Employee screen, see the Maintain Employees chapter of this manual. Edit Departmental Profile or Comp. Dist. This option opens the Departmental Profile and Comp. Distribution tabs of the Setup screen. For more information on these tabs, see the Setup chapter of this manual. Copy Normal Units to Current Units This option copies each employee s default labor units per pay period to his records for the current pay period. Calculate Payroll This option recalculates all payroll figures. This is primarily used for situations where you have edited employee settings in the middle of a check run. Show Last Calculation Errors This option opens a dialog box that lists any errors that occurred during payroll calculations. Pay Actions Data Fields The data fields in the top portion of the sub-screen remain the same, regardless of which sub-tab is selected. They are for display purposes only. You cannot edit them. Pay Rate Type This is the selected employee s pay rate type: hourly or salary. Annual Salary This is the employee s annual salary. Gross Pay This is the employee s gross pay for the period. Non-Cash Comp This is the employee s non-cash compensation for the pay period. Total Deductions This is the total value of all deductions applied to the employee s pay for the current pay period. Net Pay This is the employee s net pay for the pay period. WinTen² Payroll 4/13/2005 Edition Process Checks Page 109

114 Compensation Sub-Tab The Compensation sub-tab allows you to change the number of units of each compensation type for which the selected employee will be paid, as well as the rate of pay for each compensation type. This sub-tab contains a table of all compensation types that are set up for this employee, as well as detailed information on the currently selected compensation type. Compensation Sub-Tab Data Fields Compensation Table Some fields in the Compensation table have lightly shaded backgrounds, while others have white backgrounds. Those with shaded backgrounds are used for display purposes only, and are non-editable. Those with white backgrounds can be edited while the screen is in edit mode, just as if they were regular data fields. Type This is the compensation type whose data is recorded in this row of the table. Rate This is the employee s rate of pay for the compensation type. CAUTION If you change the employee s pay rate here, you will change the employee s default rate of pay for the selected compensation type. Units This is the number of units of this compensation type for which the employee is being paid this pay period. Amount This is the amount of gross pay that the employee will receive from this compensation type for this pay period. Reason This is the reason, if one is recorded, for this payment. WinTen² Payroll 4/13/2005 Edition Process Checks Page 110

115 Compensation Details The data fields below the table display the detailed information for the currently selected compensation type. With the exception of the Profile or Dist. field, they are for informational purposes only. You cannot edit them. Type This is the type of the currently selected compensation type. Profile or Dist. This is the compensation profile or compensation distribution through which payments of this compensation type are posted to the general ledger. Click the Edit Distribution Settings button to the right of the field to change this setting. Units This is the number of units of this compensation type for which the employee is being paid this pay period. Rate This is the employee s rate of pay for the compensation type. Amount This is the amount of gross pay that the employee will receive from this compensation type for this pay period. YTD Amount This is the amount of gross pay that the employee has received from this compensation type for the year to date. This includes the current pay period. Reason This is the reason, if one is recorded, for this payment. WinTen² Payroll 4/13/2005 Edition Process Checks Page 111

116 Deductions Sub-Tab The Deductions sub-tab allows you to edit each withholding type that will be applied to this check. This sub-tab contains a table of all deduction types that are set up for this employee s paychecks, as well as detailed information on the currently selected deduction type. Deductions Sub-Tab Data Fields Deductions Table Some fields in the Deductions table have lightly shaded backgrounds, while others have white backgrounds. Those with shaded backgrounds are used for display purposes only, and are non-editable. Those with white backgrounds can be edited while the screen is in edit mode, just as if they were regular data fields. Type This is the type of deduction whose data is recorded in this row of the table. WinTen² Payroll 4/13/2005 Edition Process Checks Page 112

117 App. Wages This is the amount of wages for this pay period to which the deduction applies. The override ( ) symbol indicates that the values entered in the Withholding Amount and Employer s Amount fields for this deduction should override the default calculations for these values. Changing either field (overriding default calculations) overrides both. Recalculating will not change overridden fields. Withholding Amount This is the amount that will be withheld from this paycheck for the selected deduction. Employer s Amount This is the amount that your agency is responsible for paying for this deduction. Except. Ded This field indicates if any exceptional deduction flags are applied to this deduction. Deduction Details The data fields below the table display the detailed information for the currently selected deduction. They are for informational purposes only. You cannot edit them. Type This is the deduction s type. Exceptional Deduction This field indicates if any exceptional deduction flags are applied to this deduction. Calculation Expression This is the algebraic expression used to calculate this deduction, if it differs from the default formula set up on the Setup screen. Withholding Amount This is the amount that will be withheld from this paycheck for the selected deduction. YTD Amount This is the amount that has been withheld from this employee s paychecks for this deduction for the year to date. This includes the current pay period. Employer s Amount This is the amount that your agency is responsible for paying for this deduction. WinTen² Payroll 4/13/2005 Edition Process Checks Page 113

118 Leave Sub-Tab This sub-tab displays the leave accrual figures for the selected employee. WinTen² Payroll 4/13/2005 Edition Process Checks Page 114

119 Leave Sub-Tab Data Fields Some fields in the Leave table have lightly shaded backgrounds, while others have white backgrounds. Those with shaded backgrounds are used for display purposes only, and are non-editable. Those with white backgrounds can be edited while the screen is in edit mode, just as if they were regular data fields. Leave Type This is the type of leave whose data is recorded in this row of the table. Previous Carry Over This is the number of units of leave that the employee carried over from the previous fiscal year. Previous Accrued This is the number of units of leave that the employee had accrued at the end of the last pay period. Previous Used This is the number of units of leave that the employee had used at the end of the last pay period. Current Accrued This is the number of units of leave that the employee has accrued during this pay period. Current Used This is the number of units of leave that the employee has used during this pay period. Balance This is the number of units of leave that the employee has remaining as of the end of this pay period. WinTen² Payroll 4/13/2005 Edition Process Checks Page 115

120 Tax and Pay Information Sub-Tab This sub-tab contains information on the selected employee s tax filing and pay information. It is for display purposes only. You cannot edit any of the data on this sub-tab. WinTen² Payroll 4/13/2005 Edition Process Checks Page 116

121 Tax and Pay Information Sub-Tab Data Fields Marital Status This is the employee s marital filing status. EIC This is the employee s earned income credit filing status. Pay Frequency This is the frequency at which the employee is paid. Federal Exemptions These are the number of federal tax exemptions that the employee claims. Withholding State This is the state to which the employee pays state income taxes. State Exemptions These are the number of state tax exemptions that the employee claims. Medicare Qualified Government Employee If this box is checked, the employee is a Medicare qualified government employee (MCGE). Section 218 Medicare Exempt If this box is checked, the employee is eligible for Section 218 (Medicare exempt). User Field 1/2/3 These are the three Big Gen report generation fields that are set for this employee. WinTen² Payroll 4/13/2005 Edition Process Checks Page 117

122 Employer Sub-Tab The Employer sub-tab contains information on your agency s tax responsibilities for this employee. It is for display purposes only. You cannot edit any of the data on this sub-tab. WinTen² Payroll 4/13/2005 Edition Process Checks Page 118

123 Employer Sub-Tab Data Fields Federal Unemployment App. Wages This is the amount of current wages paid to the employee that are subject to federal unemployment tax. Federal Unemployment Amount This is the amount of federal unemployment tax that your agency owes for this employee for the current paycheck. State Unemployment App. Wages This is the amount of current wages paid to the employee that are subject to state unemployment tax. State Unemployment Amount This is the amount of state unemployment tax that your agency owes for this employee for the current paycheck. WinTen² Payroll 4/13/2005 Edition Process Checks Page 119

124 When you exit the Select and Mark Items to Pay sub-screen, a dialog box opens that asks you if you have completed calculating payroll for all employees. Click Yes to continue to Step 5 or No to remain on Step 4. When you click either button, the dialog box closes and the program returns to the Process Checks dialog box. WinTen² Payroll 4/13/2005 Edition Process Checks Page 120

125 Step 5: Print Pre-Check Report When you proceed to Step 5, the Print Pre-Check Report dialog box appears. This allows you to print a comprehensive report on all the checks you are about to produce. You may sort this report by employee Social Security number, first name and last name, department, last name and first name, or employee ID number. Select the sort method for the report, then print it. CAUTION Before you print checks, print a pre-check report and examine it carefully. If you find any errors, do not print checks until you have corrected them. Once you have printed a pre-check report, a dialog box appears that asks you if that report is correct. Click Yes to proceed to Step 6, or click No to return to the Print Pre-Check Report dialog box. If you return to the Print Pre-Check Report dialog box, you can exit it to return to the Process Checks dialog box between Steps 3 and 4. From there, you can exit to the Main Menu or return to Step 4 in order to make any needed corrections to your payroll data. WinTen² Payroll 4/13/2005 Edition Process Checks Page 121

126 Step 6: Print Checks When you proceed to Step 6, the Print Employee Checks sub-screen opens. This sub-screen contains a table of all of the checks you are about to print. You may sort this table by employee Social Security number, first and last name, department, last and first name, or employee ID number, using the Order Checks by Payee set of radio buttons. CAUTION Once you proceed with Step 6, you cannot go back. Every step prior to Step 6 can be reversed. Although you can void checks that you have printed, printing them is an action that you cannot revoke. Be certain that all data is in order before you begin printing. The table s leftmost column is labeled Print and contains values of Yes and No. All checks with a Yes in this column will be printed the next time you click the Print Checks button. WinTen² Payroll 4/13/2005 Edition Process Checks Page 122

127 Print Employee Checks Buttons Print Test Check Alignment Button Click this button to print a test check to ensure that your checks are properly aligned in the printer. Payroll automatically marks this check as voided and records its number as a void. Print Checks Button Click this button to print every check that has a Print value of Yes. Reverse Print Button This button reverses the Print value of the currently selected check, switching it between Yes and No. Unmark All To Print Button This button changes the Print value of every unprinted check in the table to No. Print Employee Checks Data Fields Next Check Number This data field determines what number will be assigned to the next check to be printed. This number should match that of the next check that will be fed through the printer. When you are done printing checks, click the Exit button to continue to Step 7. WinTen² Payroll 4/13/2005 Edition Process Checks Page 123

128 Step 7: Edit Check Numbers When you proceed to Step 7, the Edit Employee Check Numbers sub-screen opens. This subscreen allows you to edit the numbers of the checks you printed in Step 6, adjusting Payroll s records to match the numbers that were printed on those checks. WinTen² Payroll 4/13/2005 Edition Process Checks Page 124

129 Edit Employee Check Numbers Controls Renumber One Button To change the number of a single check, click on it in the table of printed checks to select it. Then enter its number in the First Check Number field and click the Renumber One button. Renumber Rest Button To change the numbers of a series of checks, click the first check in the series. Then enter its correct number in the First Check Number field and click the Renumber Rest button. That check and every check after it receives a new number, assigned in ascending order from the First Check Number value you entered. Add Spoiled Button This button inserts a spoiled check immediately before the currently selected check. Spoil Printed Button This button marks a selected check as spoiled. A spoiled check will not be printed as a transaction. Use this to mark the records of a check that was printed but is unissuable. CAUTION Once you mark a check as spoiled, you cannot unmark it. Delete Spoiled Button This button deletes the currently selected spoiled check. Hint: Spoiled Checks Spoiled checks are checks that have been used but do not contain valid information. These include checks that you printed to test alignment and checks that the printer damaged. Spoiled checks that Payroll automatically inserts into its check history database have the login name of the operator who created them in the ID field and Spoiled in the Payee field. WinTen² Payroll 4/13/2005 Edition Process Checks Page 125

130 Step 8: Print Excess Vouchers When you proceed to Step 8, the program checks its records to see if any of the checks in the current check processing sequence are direct deposit transactions or if the Payroll program is set up to print excess vouchers for paper checks. If either of these conditions is met, a standard WinTen² print dialog box opens, which allows you to control the printing options for the excess vouchers associated with the deposit checks. If neither condition is met, the program skips this step. WinTen² Payroll 4/13/2005 Edition Process Checks Page 126

131 Step 9: Process Direct Deposit When you proceed to Step 9, the program checks its records to see if there are any direct deposit transactions in the current check processing run. If so, a print preview screen opens that shows the direct deposit report for this check processing run. Once you have closed this screen, a dialog box opens that asks if the direct deposit report is correct. If you click No, the program remains between Step 8 and Step 9, giving you the opportunity to go back and make corrections. If you click Yes, the program proceeds to Step 10. If there are no direct deposit transactions in the current check processing run, the program skips Step 9 and proceeds to Step 10. WinTen² Payroll 4/13/2005 Edition Process Checks Page 127

132 Step 10: Print Pre-Posting Report When you proceed to Step 10, the Print Pre-Posting Report dialog box appears. This dialog box allows you to print a comprehensive report on all the checks you are about to post. You can sort this report by employee Social Security number, first and last name, check number, department, last and first name, or employee ID number. CAUTION Before you post, print a pre-posting report and examine it carefully. If you find any errors, do not post your checks to the general ledger until you have corrected those errors. Once you have printed a pre-posting report, a dialog box appears that asks you if that report is correct. Click Yes to proceed to Step 11, or click No to return to the Print Pre-Posting Report dialog box. If you return to the Print Pre-Posting Report dialog box, you may exit it to return to the Process Checks dialog box between Steps 8 and 9. From there, you can exit the Process Checks dialog box or move back in steps to make any corrections that may be needed prior to posting. WinTen² Payroll 4/13/2005 Edition Process Checks Page 128

133 Step 11: Post Checks The final step in the check processing sequence is to post the printed checks to the General Ledger journal. During this process, Payroll updates the pay records of each employee by recording each check that was processed and creates an entry for each check in the records of the WinTen² Bank Reconciliation program (if you are using that module). Posting also posts to the General Ledger journals if you have set up the program to do this. When you move to Step 11, Payroll begins posting checks. A dialog box appears that shows you a graphical representation of the process progress. When the posting process is complete, a dialog box opens that notifies you that all posting has been completed. Click OK to continue with the process. When you click OK, the program updates its own databases. When this is done, a dialog box opens that notifies you that the check processing sequence is complete. Click OK to close all associated dialog boxes and return to the Main Menu. WinTen² Payroll 4/13/2005 Edition Process Checks Page 129

134 Void Checks Sub-Screen The Void Checks sub-screen is reached through the Void Checks toolbar button. This sub-screen displays a table of all checks that exist in your perpetual check register (Payroll s records of all checks you have ever processed with the program). Voiding a Single Check To void a single check, select it by clicking its entry in the table and click the Void button. Alternately, you can type the check s number into the First Check Number field and click the Void button. Voiding a Series of Checks To void a series of checks, type the number of the first check in the series in the First Check Number field and the number of the last check in the series in the Last Check Number field. Then click the Void button. All checks with numbers within the specified range will be voided. WinTen² Payroll 4/13/2005 Edition Process Checks Page 130

135 Set Up Labels Dialog Box Labels require a special setup process because they are printed in a different fashion than most text documents are. You may print to one of two default label sizes that are found at most office supply stores: Avery 5160 or Avery You may also specify a custom label size. Label Setup Data Fields Continuous Feed If you are printing the labels to a dot-matrix printer, it will print continuous feed labels; check this box. If you have a laser of inkjet printer, it will print labels by sheets; do not check this box. Top, Bottom, Left, and Right Margin Each of these fields holds the margin size for its side of the labels. These values are in hundredths of an inch, so a 1 4 margin would be entered as 25 and 21 2 would be 250. Columns This field should be set to the number of columns of labels that is on the blank label sheet. Between Columns This is the width of the gutter, or the blank space between columns of labels. This value is in hundredths of an inch. Label Height, Label Width These fields are the actual dimensions of the labels themselves. These values are in hundredths of an inch. Once you have entered the specifications for your labels, click the Apply button to set these values. Then click the OK button to continue with the printing process as you would with a report. WinTen² Payroll 4/13/2005 Edition Process Checks Page 131

136 WinTen² Payroll 4/13/2005 Edition Process Checks Page 132

137 INITIALIZE FOR NEXT YEAR Payroll management is a continual cycle. Government reporting requirements make the beginning of a new calendar year a break point in this cycle where the previous year s records are processed and the slate is wiped clean for the new year. In the Payroll program, initialization is the function that performs the data management features for a new calendar year. To begin initialization, click the Initialize button or press <I> at the Main Menu. WinTen² Payroll 4/13/2005 Edition Initialize for Next Year Page 133

138 INITIALIZE PAYROLL SCREEN When you begin initialization, the Initialize Payroll screen opens. This screen controls both parts of the initialization function: employee payroll data initialization (in the top half of the screen) and leave history initialization (in the bottom half of the screen). Employee payroll data initialization is a mandatory action for the beginning of a new year. You should perform it immediately before the first check processing run of a new year. You cannot run W-2s until you perform this function. Leave history initialization is an optional (but recommended) action. You should perform it when you perform employee payroll data initialization. WinTen² Payroll 4/13/2005 Edition Initialize for Next Year Page 134

139 Employee Payroll Data Initialization The top half of the Initialize Payroll screen manages employee payroll data initialization. When you initialize employee payroll data for a new calendar year, Payroll performs the following actions: copies all employee data to history removes records of terminated employees from active database clears year-to-date (YTD) totals for all active employees If you want employee payroll data to be initialized, check the Initialize for the New Calendar Year check box. Leave History Initialization The bottom half of the Initialize Payroll screen manages leave history initialization. When you initialize leave history, Payroll performs the following actions: moves each employee s remaining leave balance to carry over balance creates a summarized balance report for each employee s leave totals clears each employee s accrued and remaining leave balances If you want leave history to be initialized, check the Initialize Employee Leave History check box. You must also specify the following settings: Max. Carry Over You can specify a maximum number of units of each type of leave that an employee can carry over into a new year. For example, if your agency s policy is to only allow two weeks (80 hours) of vacation time to be carried over from the previous year, enter in the Vacation field. Clear Detail Through Normally, Payroll maintains a log file of each leave change for each employee. When you initialize leave history, Payroll creates a summary record of leave history. It does this by taking all of the detailed records and combining them into a summary, then deleting those detailed records. Enter the date through which you want to remove all detailed records in the Clear Detail Through field. For example, if you are initializing into 2002 and want to summarize all leave records through the end of 2000, enter 12/31/2000 in this field. WinTen² Payroll 4/13/2005 Edition Initialize for Next Year Page 135

140 Initializing Once you have selected the options you want for the initialization procedure, click the OK button at the bottom of the screen. A dialog box opens that asks you if you want to continue with initialization. Click Yes to continue or No to return to the Initialize Payroll screen. If you click Yes, initialization begins. A dialog box opens that shows you a graphical representation of the initialization process progress. When this is complete, a third dialog box appears that informs you that the process is finished. Click OK to close all associated dialog boxes and return to the Main Menu. WinTen² Payroll 4/13/2005 Edition Initialize for Next Year Page 136

141 PROCESS W-2 FORMS By its nature, W-2 processing is not a feature that you will use with any regularity once a year, unless you find yourself in very unusual circumstances. Before you begin W-2 processing, you should have completed all of the following actions: 1. Make certain the Payroll program is current with the latest update from the Update Manager program. This will ensure that you have the proper tax tables and W-2 format for the tax year for which you are about to submit records. 2. Print all necessary year end reports (see the Reports chapter of this manual for more information) for the year whose W-2s you are preparing. At minimum, these include the following: payroll register (all employees, all pay types) totals report (entire year) income tax withheld and accrued (entire year) tax summary report (entire year) 3. Review all reports that have year-to-date amounts and be sure they match. Save them so you can check them against the W-2s when you print the W-2 report. 4. Initialize into the new calendar year. CAUTION You must initialize into a new calendar year before you can print W-2s for the previous year. Once you have completed these tasks, your Payroll program is ready for W-2 processing. To begin this operation, enter the Payroll Report Menu screen by clicking the Reports button or pressing <R> at the Main Menu. Switch to the Employer tab of the Payroll Report Menu screen and click the Process W2 Forms button. This opens the W-2 Process dialog box. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 137

142 W-2 Processing Steps The W-2 Process dialog box uses a simple graphic representation to show your progress through the seven steps of the W-2 processing sequence. Steps that you have completed without error have green check marks next to them, steps that you have skipped or that the program cannot perform have blue dashes next to them, and steps that you have completed but that have generated errors in the program have red Xs next to them. The next step in the sequence is highlighted in bold type. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 138

143 W-2 Processing Controls The following buttons are available on the toolbar and in the main body of the W-2 Process dialog box. Exit Button This button exits the W-2 Process dialog box and returns you to the Employer tab of the Payroll Report Menu screen. The Payroll program records the point at which you exited the sequence. The next time you enter the W-2 Process dialog box, the program returns you to the step at which you exited. Start Button (becomes Next button) This button is only available at the beginning of the W-2 processing sequence. It begins the W-2 processing sequence. Once you move past Step 1, it becomes the Next button. Back Button This button moves you back one step in the W-2 processing sequence. Next Button This button moves you to the next step in the W-2 processing sequence. Skip Button This button skips the next step in the W-2 processing sequence. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 139

144 Step 1: Prepare W-2 Form Data When you proceed to Step 1, the Prepare W2 Data dialog box opens. This dialog box allows you to set up data that applies to all W-2s you are about to process. Enter the correct information in each data field and click OK to return to the W-2 Process dialog box, or click Cancel to cancel Step 1. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 140

145 Prepare W2 Data Dialog Box Data Fields W-2 Print Order By... This pair of radio buttons allows you to specify whether the program will print W-2s in order of employee Social Security numbers or in order of employee last names. Year This is the four-digit year for which you are preparing W-2s. Use Employee City Check this box if you want the name of each employee s city of residence used as the label for Box 19 of the W-2 forms. If you want the name of the local tax deduction used as the label for Box 19, do not check this box. Primary Employee Type This drop-down selection box allows you to specify the primary type of employees that your agency employs. Unless you work in a very unusual housing authority, you should set this to Regular (All Others). Computer Brand Enter IBM-PC in this field. Income Tax Withheld by Third-Party Payer You must know the dollar amount of any federal income tax withheld by a third party payer of employee sick/disability compensation. This is a single amount for all employee withholdings. Contact Name This is the name of the individual at your agency who is the primary point of contact for the IRS. PIN Number If you are submitting W-2 data to the IRS in electronic format, this is the PIN number that the IRS has assigned to your agency. If you are submitting paper W-2s, leave this field blank. Hint: Computer Brand This field is left over from the dark ages of computer data management. It refers to the general type of computer (PC, Macintosh, Unix) rather than the specific brand name (Dell, Gateway, Micron). When the IRS first began accepting computer data submissions (on 8-inch tape reels), brand name and type of computer were interchangeable. Now, however, the industry is more standardized, and the vast majority of computer manufacturers build computers that use standards derived from IBM products. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 141

146 Step 2: Edit W-2 Form Data When you proceed to Step 2, the Edit W2 Forms sub-screen opens. This dialog box is a virtual representation of the W-2 form for the tax year you are currently processing. When the sub-screen opens, it shows the W-2 for the first employee in the list of W-2s to be processed. Use the standard Next and Previous toolbar buttons on this sub-screen to navigate through the list of W-2s. If you need to edit a W-2, use the Edit button to edit it. You can select any white field on the screen by clicking in it, then edit it as you would any other data field. When you are done editing, click the Save button to save your changes or the Cancel button to cancel them. When you are done reviewing and editing W-2s, click the Exit button to return to the W-2 Process dialog box. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 142

147 Step 3: Preview W-2 Totals When you proceed to Step 3, a print preview screen opens that shows the Pre-Printed W-2 Totals report for the W-2s you are processing. Review this report, then click the Close button on the toolbar to return to the W-2 Process dialog box. If any information on the report is incorrect, use the Back button to move back to Step 2, then review individual W-2s again. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 143

148 Step 4: Test Print W-2 Form When you proceed to Step 4, the Print Test W2s dialog box opens. This dialog box allows you to print a test W-2 or series of test W-2s to ensure that your printer settings and data are correct. CAUTION Before proceeding with test printing, load your printer with W-2 forms. Printing on blank paper allows you to check your data, but it does not allow you to check printing alignment against a W-2 form. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 144

149 Select one or more W-2s to print. To select an individual W-2, double-click on it in the table of available W-2s. To select every W-2 that has not yet been printed, click the Select All Unprinted button. To select every W-2 in the table, click the Select All W-2s button. To unselect every selected W-2, click the Clear All Selections button. When you have selected a test batch of W-2s that you want to print, click the Print button. A dropdown menu appears that allows you to specify whether you want to print the W-2s on letter size or side-by-side forms. Select the appropriate type of forms. A standard WinTen² print control dialog box opens (see the Introduction for more information on this dialog box). Select the appropriate options and print the test forms. Repeat this process until you are satisfied that both data and form alignment are correct. Then click the Exit button to return to the W-2 Process dialog box. Hint: How can I tell if a W-2 is selected? A W-2 is selected if a Yes is displayed in the Do Print? field for that W-2. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 145

150 Step 5: Print W-2 Forms Once you are certain your data is correct and your printouts will line up with your W-2 forms, it s time to print your actual W-2s. Make sure your printer is on-line and ready, with blank W-2 forms loaded and aligned correctly. Then proceed to Step 5. The Print W2s dialog box opens. Hint: Printing W-2s Before you print all of your W-2s, you may want to print only two or three to ensure that they are lining up properly. Although you tested alignment in Step 4, it never hurts to be certain. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 146

151 Select one or more W-2s to print. To select an individual W-2, double-click on it in the table of available W-2s. To select every W-2 that has not yet been printed, click the Select All Unprinted button. To select every W-2 in the table, click the Select All W-2s button. To unselect every selected W-2, click the Clear All Selections button. When you have a batch of W-2s selected that you want to print, click the Print button. A drop-down menu appears that allows you to specify whether you want to print the W-2s on letter size or side-byside forms. Select the appropriate type of forms. A standard WinTen² print control dialog box opens (see the Introduction for more information on this dialog box). Select the appropriate options and print the test forms. Once you have correctly printed all W-2s, click the Exit button to return to the W-2 Process dialog box. Hint: How can I tell if a W-2 is selected? A W-2 is selected if a Yes is displayed in the Do Print? field for that W-2. Hint: Printing W-2s on a Laser Printer If you are printing W-2s on a dot-matrix printer, the print head actually strikes the paper with a physical impact. This allows you to use NCR (No Carbon Required) forms, printing three sets of W-2s with a single print run. Laser and inkjet printers, however, have no physical contact between the print head and the paper. If you are using laser/inkjet W-2 forms, you will need to do three full print runs of W-2s. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 147

152 Step 6: Print W-2 Totals When you proceed to Step 6, a print preview screen opens that shows the Printed W-2 Totals report for the W-2s you are processing. Review this report, then click the Close button on the toolbar to return to the W-2 Process dialog box. If any information on the report is incorrect, use the Back button to move back to Step 2, then review individual W-2s again. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 148

153 Step 7: Create Submission File When you proceed to Step 7, the program creates your magnetic media submission file for submission to the IRS. When this process is complete, a dialog box opens that tells you that the file has been created and gives you its location. Record this location and click OK. Hint: Do I have to create a submission file? Currently, the Social Security Administration requires any employer that has paid 250 or more separate employees in a single calendar year to perform electronic data submission rather than submitting paper W-2s. This cutoff point is likely to be lowered in the future. If you are not submitting W-2s electronically, you may skip this step. You will not see the dialog box that tells you that the file has been created, but you will see the one that tells you that you ve successfully completed W-2 processing. A dialog box opens that tells you that you are done with W-2 processing. Congratulations! Click OK to return to the W-2 Process dialog box, then click the Exit button to return to the Payroll Report Menu screen. WinTen² Payroll 4/13/2005 Edition Process W-2s Page 149