Is your payroll module setup correctly??
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- Sara Sherman
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1 Summit Tax & Accounting, LLC 3040 N. University Decatur, Illinois Phone: (217) Fax: (217) Website: April 2015 Is your payroll module setup correctly?? Sandy, the church bookkeeper, would like to use her PowerChurch Plus program to prepare the weekly payroll. She opened the payroll module and realized she needs HELP! This month begins a series on the setup of your payroll module. Whether you are starting from scratch, need to make changes, or want to make sure your payroll module is set up correctly, this newsletter series is for you! Read more to begin walking through the payroll module setup To get to the payroll module, click on: Accounting, then Payroll If you have not yet setup your payroll module, clicking on Payroll will give you only one choice, Setup Payroll (shown below). That option has been intimidating enough to turn many away from using this module. Help is here! If you are at the starting point shown below If you need to complete your setup (you have updated your PowerChurch from version 10 or prior to 10) If you want to be sure your current setup is correct or make changes to your current setup The first screen will be from the initial payroll setup screens. *The second screen will be the one you need after the initial setup is completed or if you choose the Setup payroll manually option. 1
2 Once you click on Setup Payroll you will see the screen below: Should you choose to set up payroll manually? You can if you know what features need to be set up within the payroll module. Or, you can let the assistant help you by clicking on the next button. 2
3 Optional Setup You can keep your payroll departments as shown below: Or, you can Add, Edit, or Delete as needed. Do you need to use departments? When printing various payroll reports you can choose to run the reports by Department. If this is a need you have, then you will need to enter your departments. If not, you can skip this step by clicking, Next *To make changes after initial payroll setup is completed: Click on: Accounting > Payroll > Maintain Custom Codes>Department 3
4 The same is true with Positions. Will you need to run payroll reports by Position? If this is a need you have, then you will need to enter your positions. If not, you can skip this step by clicking, Next *To make changes after initial payroll setup is completed: Click on: Accounting >Payroll >Maintain Custom Codes >Position 4
5 Now we get into the screens that are not optional. The default setup is shown below: Choices to make are: All are paid on the same schedule If all are paid on the same schedule or in the same manner (direct deposit or paper check), you will not need to set up another pay group If you have more than one pay schedule or manner of payment, you will set up the needed pay groups on the next screen All are paid biweekly Payroll taxes are calculated, in part, by the answer to this question, so it is important to have this screen correct! If you have more than one pay group, you will make this choice per group in the following screens In this example, I have chosen We have more than one pay schedule, and clicked Next. 5
6 Now you have the opportunity to set up your Pay Groups. When processing payroll, you will do so by Pay Group. Examples of Pay Groups might be: Direct Deposit Weekly Paper Check Weekly Office Biweekly Pastor Monthly Note: You cannot change the name of the Current Employees group. If you have more than one pay schedule or need more than one pay group I suggest adding each group and not using the Current Employees group at all. 6
7 To add a pay group, click on Add. Enter the name of your group and how often they are paid. Notice, the number of checks received per year is also shown Once all needed groups are entered, click on Next *To make changes after initial payroll setup is completed: Click on: Accounting >Payroll >Maintain Pay Groups Add or Locate to make additions or changes 7
8 Payroll Taxes Now it s time to setup the payroll taxes. Anyone in your church who is responsible for payroll needs to be aware of the federal and state rules regarding your payroll! Each year you need to download and read IRS publications 15, 15a, and 15b. The first few pages of each publication will let you know what is new for the current year. You will need publication 15 to make the payroll tax table changes shown below each year. This should always be done before the first payroll of each year. The first few pages of IRS publication 15 will let you know what the social security percentage and cap are for the year as well as the Medicare tax percentage and the amount for one withholding allowance. (See below) Social Security and Medicare Taxes Enter the correct percentages for the year (employee and employer) You will need to choose the expense line to which the employer portion of social security and Medicare will be posted. The default is shown below. However, your chart of account setup may have a different number. 8
9 *To make changes after initial payroll setup is completed: Click on: Accounting >Payroll >Maintain Tax Tables Locate and choose Social Security EE and/or Social Security ER Federal Single and Married Tax Rate Tables The tax table shown below is taken from the 2015 IRS publication 15 on page 46. Notice this is table 7 the annual table, and includes the tax tables for Single and Married. PowerChurch uses the pay schedule (weekly, bi-weekly, etc) and the annual chart from the IRS to determine the correct deduction for federal taxes. 9
10 In the initial payroll setup: 10
11 Copy the amounts from table 7 in the IRS publication 15. By clicking Next you will proceed to the married federal tax screen. (Don t forget to complete both tabs!) 11
12 *To make changes after initial payroll setup is completed: Click on: Accounting >Payroll >Maintain Tax Tables Locate and choose Federal Single, or Federal Married 12
13 State Tax Tables (Illinois is used as the example) Click the box next to Withhold state income tax Click Add Choose your state Gives you the template for your state You will need to enter the correct information for your state Refer to your state government website to obtain the needed information Once completed, you may set up another state tax or click Next to move forward. 13
14 *To make changes after initial payroll setup is completed: Click on: Accounting >Payroll >Maintain Tax Tables Locate and choose state tax table Note: State tax tables also need to be updated each year! 14
15 You are about half way there- stay with me! Next month we will continue walking through the setup. We still need to complete the setup for: Income Items Liability Accounts for Deduction Items Contribution Deduction Items Other Deductions Items ******************************************************************* As always, if you need any help with your PowerChurch software you are more than welcome to contact us at Summit Tax & Accounting, LLC. No question is too small or too big. We are here to help you! (Fees applied on an hourly basis. Churches are billed at a discounted rate.) 15
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