Sage 100 Contractor Advanced Payroll

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1 Session 4-1 Thursday, October 12 8:30am 10:00am Room 619 Session 4-1 Sage 100 Contractor Advanced Payroll Presented By: Kathy Gotzenberg Construction Original Author(s): Kathy Gotzenberg Revised Date: Major Revisions Include: o o o Credits/Revision History 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 1

2 PAYROLL REPORTS Federal & State Tax Reports vs. YTD/QTD Earnings vs. Payroll Check Register Understand the difference in numbers on various reports 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 2

3 Workers Comp Report Have a State-specific format not listed? Let Sage know! Certified Payroll Reports Certified Payroll Report Original reports contained in Sage 100 Contractor Certified Payroll Forms Federal and State specific forms provided by Aatrix Union Reports & 26 Compiles information from payroll calculations that include default rates NOT Paygroups & 36 Compiles information from Paygroup Benefits Employee Documents NOT just for mailing labels! Learn how to use Form Design to create unlimited employee-related documents and correspondence PAYROLL PROCESSING Employees Accrued Sick and Vacation Manu 5-2-1/Compensation Tab o New Accrual Maximum and Last Year Carry Forward fields o You don t have to use an accrual method; manually enter value on eligibility dates 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 3

4 o New visual prompt at Payroll Records Menu of remaining vacation Employee Licenses for Miscellaneous Info Employee Training for Date Sensitive Items 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 4

5 o Existing System Sample Alert Queries at Menu 7-6 Alerts Manager that can be Imported to provide notifications Payroll Records Job Costing Salaried Employee o To job cost ENTIRE salary: Program will job cost the entire salary proportionally by the number of hours for each job 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 5

6 o To job cost only a PORTION of salary: Be sure to enter a line with NO job for the remaining hours that are not job costed (assume typical work week) Program will only job cost timecards lines that have a job Grossing Up Bonus Payroll to Cover Taxes o Basic Formula: Net amount + flat tax amounts / (100% - total percent of taxes) = Gross Assume desired net pay amount = $200, and withhold FICA/Medicare and $100 FIT 1. Total the tax percentages: FICA 6.2% = Medicare 1.45% = 7.65% 2. Subtract the total from 100%: Convert that number to a % (move decimal 2 positions to the left): Add $100 for FIT to the desired net: $100 + $200 = $ Divide new net amount by the amount in step 3: $300 /.9235 = $ o Payroll Records, Payroll Type Bonus, Salary Amount = $ Trial Compute & recall record; enter $100 in FIT and -0- out any Deduct from Employee amounts enter YES in Override column Final Compute 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 6

7 Correcting Job Costs o Using 1-3 Journal Transactions Determine cost from Payroll Record/Costs 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 7

8 Enter 1-3 Journal Transaction (no need for amount in grid) o Correcting in Future payroll Enter negative hours to incorrect job (must be first line of grid); positive hours to correct job Can t use this method if time is reported on Certified Payroll 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 8

9 o Adjustments in 6-3 Job Costs Enter 2 separate records Lessen the chances of incorrect job costing o Activate Budget Verification o New in Version 20.5! Ability to filter Cost Codes by Job 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 9

10 Compute Payroll Trial vs. Final Compute o Trial Compute allows you to review records for accuracy, determine amounts on variable calculations, and Override computed amounts o Tip for Overriding Calculations: Have Company Administrator set field properties on Override column to Yes If payroll record needs to be voided, program can automatically reverse posted record from General Ledger Final Compute posts job costs and increases employee s YTD/QTD info If payroll record needs to be voided, separate Payroll Posting must be done to reverse from General Ledger Payroll Checks Reprint a Posted Payroll Check Payroll Checks o NEW in Version 20.6! Direct Deposit o Suggest unique numbering scheme 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 10

11 Post Payroll to GL New in V20.6 Warning if posting period does not match check date or payroll period ending date Posted to wrong period no problem w/v20.5! Posting in Detail o Creates a journal transaction for each payroll calculation on each payroll record o Payroll Records Voids can automatically be reversed from general ledger Posting in Summary o Creates a separate journal transaction for net amount of each payroll check, and creates a journal transaction with a summary of the payroll costs o Copies of Payroll Posting logs are automatically saved as a text document in \Sage100Con\Company\Sample Company\Files Payroll Posting XX_XX_XXXX log) o Payroll Records Voided records must be re-posted to general ledger Posting Payroll Expenses to WIP Asset Account o Designated at Menu 3-5 Jobs (checkbox at bottom left) o Overrides direct payroll costs to WIP asset 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 11

12 Posting Direct Deposit Payroll o Posting to regular payroll account creates multiple lines on bank reconciliation o Consider posting to a clearing account in cash account range; then journalizing full amount of direct deposit to main payroll account Working with a Payroll Service o Get the best of both worlds See Pulse Article in the September, 2014 edition PAYROLL MANAGEMENT Payroll Calculations Creating Payroll Burdens 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 12

13 Adding a Taxable Cash Benefit to Employee Wages and Having it Show on W2 o Examples: Vehicle cash reimbursement or an insurance premium Calculation Method Per Pay Period or Variable? Paying Allowances through Payroll (Cell Phone, Vehicle, etc.) o Understand Accountable vs. Non-Accountable IRS rules o Suggest allowances be paid through Accounts Payable 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 13

14 Calculation to Display Owner s Health Insurance on W2 o IRS requires health insurance for owners/officers of a company be reported in Box 1 and Box 14 of W2 o Subject to - selections may vary by State; however, for the calculation to impact Box 1 of the W2, Subject to Federal Income Tax MUST be checked o Credit Account if you have multiple employees that you want to track amounts in same expense account, multiple calculations would need to be created (i.e., one for Overhead, one for Admin) Health Insurance Calculation o What if someone doesn t work every week? Consider changing Max Type New Calculation Method 19 Per Hour (Worked Hours) 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 14

15 WORKERS COMPENSATION Owner-Controlled Insurance Program (OCIP) Owner-Exempt Check with insurance carrier General Liability Insurance Experience Modification Factor PAYGROUPS Used for union shops and open shops working on Davis-Bacon projects Suggest organizing paygroups by Union, job, or geographical area for quick identification Job Specific Paygroups Menu 3-5 Jobs o Helpful if a company works on a large amount of prevailing wage projects with various paygroup wages/rates 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 15

16 o o When time is entered in timecard for a PW project that has job-specific paygroups assigned, system compares the employee s position number from employee record with the position number assigned to the job paygroup and inserts the paygroup automatically Can be challenging if an employee works different paygroups 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 16

17 Changing Union Rates/Benefits o Paygroups Yes in Override will force program to look to paygroups and benefit packages to compute payroll When union rates/benefits are updated in this screen, all union employees can be automatically updated at Employees 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 17

18 Taking Offset Credits for Allowable Fringe Benefits on Prevailing-Wage Jobs o Contractors can take credit for contributions paid for benefits such as medical insurance, retirement plan contributions, etc. o Allowable credit is determined by monthly contribution rate divided by 173 hours (average straight time hours per month); credit typically not eligible for overtime hours Medical Insurance Example: $ / 173 = $1.85 per hour credit o Create Payroll Calculation for Prevailing Wage benefit(s) o Set up Paygroups and assign Benefit(s) per Wage Rate Schedule for Project o Enter Offset in Employee Calculations tab 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 18

19 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 19

20 Payroll Audit Should be run after each payroll to pinpoint irregularities that could impact various payroll reports o Uncomputed or Unposted payroll records, including records with Reverse status o Check dates that do not fall with the correct payroll quarter o Incorrectly computed Social Security or Medicare taxes HR Forms Provided by/maintained by Aatrix and part of your Sage 100 Contractor software Over 90 standard forms that can be printed on demand Maintains history of forms issued to employees 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 20

21 FEDERAL AND STATE TAX FILING Updated by Aatrix on regular basis Perform a cost analysis of benefits of Aatrix efiling service vs. manual report preparation/submittals and tax deposits 2017, Construction Rev. 10/01/17 Session 4-1 Sage 100 Contractor: Advanced Payroll - 21

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