CYMA IV. Accounting for Windows. After The Fact Payroll Training Guide. Training Guide Series

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1 CYMA IV Accounting for Windows Training Guide Series After The Fact Payroll Training Guide December 2015

2 CYMA Systems, Inc West University Drive, Suite 4 Tempe, AZ (800) Fax: (480) info@cyma.com Copyright CYMA Systems, Inc. All rights reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of CYMA Systems, Inc. CYMA Systems, Inc. makes no warranty of any kind with regard to this material, including, but not limited to the implied warranties of merchantability and fitness for a particular purpose. CYMA Systems, Inc. shall not be liable for errors contained herein or for incidental consequential damages in connection with the furnishing, performance or use of this material. Warning: This manual is protected by United States Copyright law (Title 17 United States Code). Unauthorized reproduction and/or sales may result in imprisonment for up to one year and fines of up to $10,000 (17USC 506). Copyright violators may also be subject to civil liability. The information in this document is subject to change without notice. PAS III, PAS +, CYMA IV, GBS and GBS II are trademarks of CYMA Systems, Inc. NetWare is a registered trademark of Novell, Inc. Some of the product names mentioned herein have been used for identification purposes only and may be trademarks of their respective companies. Crystal Reports is a registered trademark of Business Objects. F9 is a registered trademark of Infor Software. Pervasive.SQL is a registered trademark of Pervasive Software, Inc. All trademarks and names are the property of their respective holders. Revised December 2015

3 Table of Contents Payroll Setup Overview... 1 After The Fact Payroll Setup Checklist... 3 Maintain Menu... 5 Maintain Client Employees... 7 Maintain Client Employees - Copy Current Employee... 9 Maintain Client Employees - Earnings/Deductions tab Maintain Client Employees - Employment Information Tab Maintain Client Employees - Personal Information Tab Maintain Client Employees - Departmentalization tab Maintain Client Employees - History tab Maintain Client Employees - Salary Maintain Client Employees - Hourly Maintain Client Employees - Piece Work Maintain Client Employees - Commissions Maintain Client Employees - Reported Tips Maintain Client Employees - Paid Tips Maintain Client Employees - Other Earnings Maintain Client Employees - Allowances Maintain Client Employees - Sick Pay Maintain Client Employees - Allocated Tips Maintain Client Employees - Accrual Pay Maintain Client Employees - Accrual Maintain Client Employees - Advance Maintain Client Employees - Non-Taxable Loan Maintain Client Employees - Non-Taxable Expenses Maintain Client Employees - Non-Taxable Other Payments Maintain Client Employees - Non-Cash Earnings Maintain Client Employees - Benefits Maintain Client Employees - Roth 401k/Other Maintain Client Employees - Pre-Tax 401K/Cafe/Other Maintain Client Employees - Advance Recovery Maintain Client Employees - Social Security Insurance Maintain Client Employees - Medicare Maintain Client Employees - Federal Income Tax Maintain Client Employees - State Income Tax Maintain Client Employees - Local Income Tax Maintain Client Employees - Earned Income Credit (EIC) Maintain Client Employees - Federal Unemployment Tax Act (FUTA) Maintain Client Employees - State Unemployment Tax Act Maintain Client Employees - State Disability Insurance Maintain Client Employees - Workers Compensation Maintain Client Employees - Loan Recovery Maintain Client Employees - Union Dues Copyright CYMA Systems Inc. iii

4 Maintain Client Employees - Other Deductions Maintain Client Employees - Direct Deposit or EFT Direct Deposit Maintain Positions Maintain Positions - Position Tab Maintain Positions - Review Tab Maintain Positions - View Detail Maintain Position Types Maintain Position Groups Maintain Departments Maintain Locations Maintain Beginning Balances Maintain Beginning Balances - Override Taxable Wages Maintain Wage Calculations Maintain Client Configuration Maintain Client Configuration - General Tab Maintain Client Configuration - State Defaults Tab Maintain Client Configuration - Earnings/Deductions Types Tab Maintain Client Configuration - Salary Maintain Client Configuration - Hourly Maintain Client Configuration - Piece Work Maintain Client Configuration - Commissions Maintain Client Configuration - Reported Tips Maintain Client Configuration - Paid Tips Maintain Client Configuration - Other Earnings Maintain Client Configuration - Allowances Maintain Client Configuration - Sick Pay Maintain Client Configuration - Allocated Tips Maintain Client Configuration - Accrual Pay Maintain Client Configuration - Accrual Maintain Client Configuration - Advance Maintain Client Configuration - Non-Taxable Loan Maintain Client Configuration - Non-Taxable Expenses Maintain Client Configuration - Non-Taxable Other Payments Maintain Client Configuration - Non-Cash Earnings Maintain Client Configuration - Benefits Maintain Client Configuration - Roth 401K/Other Maintain Client Configuration - Pre-Tax 401K/Cafe/Other Maintain Client Configuration - Advance Recovery Maintain Client Configuration - Social Security Insurance Maintain Client Configuration - Medicare Maintain Client Configuration - Federal Income Tax (FIT) Maintain Client Configuration - State Income Tax Maintain Client Configuration - Local Income Tax Maintain Client Configuration - Earned Income Credit (EIC) Maintain Client Configuration - Federal Unemployment Tax Act (FUTA) Copyright CYMA Systems Inc. iv

5 Maintain Client Configuration - State Unemployment Tax Act Maintain Client Configuration - State Disability Insurance Maintain Client Configuration - Workers Compensation Maintain Client Configuration - Loan Recovery Maintain Client Configuration - Union Dues Maintain Client Configuration - Other Deductions Maintain Client Configuration - Direct Deposit or EFT Direct Deposit Enter Menu Enter Client Payroll Checks Enter Void Checks Enter Adjustments Payroll Process Menu Process Print Checks Process Post Checks to GL Process Tax Forms and Payments Process Print 940 Form Process Print 941 Form Process Create SSN Verification File Process Quarter End Close Process Quarter End Close - Actions Performed Tab Process Quarter End Close - Required Reports Tab Process Quarter End Close - Prerequisites Tab Process Year End Close - Complete W2 & ACA efile Service Center Process Year End Close - Print and efile W2s and 1099s Year End - Print W2s and 1099s - W2 Select Electronic File Destination Year End - Print W2s and 1099s Select Electronic File Destination Process Year End - Print and Self Mail W2s and 1099s W2 Code 12 Code List Process Year End - Year End Close Process Year End - Year End Close - Actions Performed Tab Process Year End - Year End Close - Prerequisites Tab Report Menu Report List CYMA Systems, Inc. Contact Information Copyright CYMA Systems Inc. v

6 Payroll Setup Overview When setting up the Payroll (PR) or After the Fact (AF) module for a new company, you have three options, depending upon your situation: PAS + Import If you are a PAS + user you can import your data from your PAS + Payroll module. General Import The General Import is designed to allow data to be brought into CYMA IV from an unlimited number of sources. These sources may store their data in many different formats but as long as the information can be output to an intermediate comma separated value (CSV) file format it can be imported using this operation. This operation can be used to populate brand new CYMA IV data files or it can be used to append or add information to existing CYMA IV data files for ongoing data such as payroll hours, etc. The General Import Training Guide gives complete details on using the General Import. Setup Checklist Setup a new company in the PR or AF module by manually entering the data. Since there is specific setup information that must be entered in the module, a setup checklist is provided. Refer to the Payroll Setup Checklist later in this Training Guide for complete details. Copyright CYMA Systems Inc. 1

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8 After The Fact Payroll Setup Checklist The Payroll Setup Checklist guides you through the steps necessary to set up the After the Fact Payroll module. When you access either module for the first time, or if you have not yet completed the necessary steps to set up Payroll, you will get a message dialog asking if you would like to view the checklist. Each of the items on the checklist should be completed in the order in which they are listed to accommodate any dependencies between operations or data. For example, if you have not yet completed Configuration and Features, you will not be allowed to set up Employees. Select the GOTO button located to the right of each item to complete each setup step. The checklist provides a visual means of identifying the areas that have been completed by displaying a check mark to the left of each completed item. Once all of the items on the checklist have been completed you will no longer be prompted to use the checklist. After the Fact Payroll Setup Checklist The following items appear on the After the Fact Payroll Setup Checklist. GL Accounts When the GL Accounts button is clicked, the Maintain Chart of Accounts dialog box will display. See the General Ledger On-Line Reference Manual for complete details on setting up GL Accounts. Bank Accounts When the Bank Accounts button is clicked, the Maintain Banks dialog box will display. See Maintain Banks for complete details. See the System Manager On-Line Reference Manual for complete details on setting up Accounting Periods. Configuration and Features When the Configuration and Features button is clicked, the Maintain Configuration dialog box will display. See Maintain Configuration for complete details. Employees When the Employees button is clicked, the Maintain Client Employees dialog box will display. See Maintain Client Employees for complete details. Copyright CYMA Systems Inc. 3

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10 Maintain Menu Selecting the Maintain menu from the After-the-Fact Payroll menu bar drops down a submenu that enables you to add or change client's payroll company files. From the Maintain menu you can select: Banks (See System Manager Training Guide for more information.) Maintain Client Employees Departments Locations Beginning Balances Wage Calculations Client Configuration Custom Forms (See System Manager Training Guide for more information.) Copyright CYMA Systems Inc. 5

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12 Maintain Client Employees The Maintain Client Employees dialog box can be accessed by selecting Maintain/Client Employees from the menu bar. The Maintain Client Employees dialog box allows you to set up and maintain clients' employee personnel files. For each employee maintain their personal, employment, history and user-defined Custom tab information. Also contained in the personnel files is information regarding employee's earnings, benefits, and deductions (referred to as "features"). The Maintain Client Employees dialog box also allows you to copy an existing employee record when setting up a new employee. The Copy button copies the earnings, benefits, and deductions from the currently displayed employee to a new employee record. This dialog box must be completed prior to processing any payroll data for an employee. To create a new employee record: 1. Access the Maintain Client Employees dialog box from the Maintain menu. 2. Once displayed, click the New button. The dialog box resets the defaults for a new employee. 3. Enter the new employee data (employee ID, name, and social security number) into the fields provided at the top of the Maintain Client Employees dialog box. (Refer to the field descriptions and requirements below.) 4. Set up the new employee's earnings, benefits, and deductions on the Earnings / Deductions tab. 5. Enter the new employee data required on each of the tab pages. 6. Click the Save button to save the employee record once all the corresponding features and required data have been set up. Maintain Client Employees dialog box Refer to the following field descriptions and requirements. Employee ID To create a new employee record, enter an ID that represents the employee (up to 14 alphanumeric characters). To edit an existing employee record, enter the ID or use the Browser to select the ID. Once the record is displayed, click the Edit button. SSN Verified When the SSN Verified box is checked the Social Security No field will be greyed out and cannot be edited. Social Security No Enter the employee's social security number (up to 9 numeric characters). Last Name Enter the employee's last name (up to 20 alphanumeric characters). First Enter the employee's first name (up to 20 alphanumeric characters). M.I. Copyright CYMA Systems Inc. 7

13 Enter the employee's middle initial (one alphanumeric character). Maintain Client Employees tab pages: Earnings/Deductions Employment Info Personal Info Departmentalization History Notes Custom Tab Maintain Client Employees Command Buttons. The Copy button allows you to copy the displayed employee's earnings, benefits, and deductions to create a new employee record. When clicked, the Copy Current Employee dialog box displays. The Edit button allows you to make changes to the displayed employee record. Click the Edit button once the Employee ID has been entered. The Save button validates the data entered on an employee record and saves any changes. The changes made to employee records are stored in system audit files; audit reports may be printed from the Report menu, System reports category. The New button prompts you to save any changes to the active record (if applicable) and then clears the dialog box, allowing you to create a new employee record or select another employee for viewing or editing. The Delete button permanently removes the displayed employee record from the data file. Records can only be deleted if there are no transactions for the employee. If there are transactions for the employee record, you must wait until after a Year End Close has been performed. The Close button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 8

14 Maintain Client Employees - Copy Current Employee When the Copy button is clicked, the Copy Current Employee dialog box displays. This operation allows you to copy the displayed employee's feature defaults to a new employee ID. Once the employee is copied, the Maintain Client Employees dialog box displays the new employee record and allows you to edit or enter information accordingly. If groups of employees in the client company require basically the same set of feature defaults, you can set up a generic employee record with the standard set of defaults. When a new employee needs to be created, use the Copy button to assign the new employee an ID and copy the standard set of feature defaults. Copy Current Employee dialog box Refer to the following field descriptions and requirements. Employee to Copy group box The name and ID of the employee that was displayed on the Maintain Client Employees dialog box when the Copy button was clicked is displayed in view-only mode. This employee's feature defaults will be copied to the new employee record. Employee ID Name New Employee group box New Employee ID Enter an ID for the new employee (up to 14 alphanumeric characters). Copy All Employee Values Check the Copy All Employee Values to make an exact copy of the employee but with a different employee ID. After the copy they system will treat these two employees as separate employees. Click the OK button to perform the copy function. Once the record is copied, the Maintain Client Employees dialog box displays with the new employee record displayed. Enter and/or edit the data accordingly for the new employee. Once the new employee has been created, be sure to review the data on each tab page. Click the Cancel button to quit the copy function and return to the Maintain Client Employees dialog box. Copyright CYMA Systems Inc. 9

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16 Maintain Client Employees - Earnings/Deductions tab The Earning/Deductions tab is used to define which features are to be used for the selected employee. Defaults are also set up on this tab to help in processing payroll. Earnings/Deductions Tab dialog Refer to the following fields and descriptions Data grid columns and fields Earning/Deduction Type The Earning/Deduction Type column will display all features set up in Maintain Client Configuration. Used? The Used? column is used to define which features are to be used by this employee. Features that have a Yes in this column will display in Enter Client Payroll Checks when this employee is selected. Debit Account Copyright CYMA Systems Inc. 11

17 The Debit Account defaults from Maintain Client Configuration but can be changed for this employee. Enter a valid GL account or select one from the browser. The Debit account will be greyed out if the feature does not make debit transactions when posting to GL. Credit Account The Credit Account defaults from Maintain Client Configuration but can be changed for this employee. Enter a valid GL account or select one from the browser. The Credit account will be greyed out if the feature does not make debit transactions when posting to GL. Default Amount Enter a Default Amount for this feature. This amount with default into the grid in Enter Client Payroll Checks when this employee is selected. The amount may be changed at that time. Default Hours Enter Default Hours for this feature. This amount with default into the grid in Enter Client Payroll Checks when this employee is selected. The amount may be changed at that time. W2 Box The W2 Box column is used to designate if the amounts accumulated for this feature are to display on the W-2 and if so, which box to display the values in. The W2 Box column is not available for all features. Box 12 Code The Box 12 Code column is used to designate the Code associated with this feature that should print in Box 12 of the W2. This field is only available if 12-Code is selected in the W2 Box column. Box 14 Label The Box 14 Label column is used to designate the Label to be associated with this feature that should print in Box 14 of the W2. This field is only available if 14-Label is selected in the W2 Box column. State ID The State ID column is used to designate the State associated with this feature. This field is only available for features that require a State designation. Locality Name The Locality ID column is used to designate the Locality associated with this feature. This field is only available for Local Income Tax features. Copyright CYMA Systems Inc. 12

18 Maintain Client Employees - Employment Information Tab The information entered and maintained on this tab is required by the system to process payroll for employees. Employment Information tab Refer to the following field descriptions and requirements. Status The Status defaults to Active. Use the drop-down list to change the employee's employment status when required. The available options are: Active Active employee. Transferred A new employee record has been set up due to the employee having moved to a new state, city, or taxing jurisdiction. The old employee record's status is set to Transferred. On Leave Copyright CYMA Systems Inc. 13

19 The employee is still employed but is inactive. Maternity/Family Leave The employee is still employed but is inactive. Laid Off Generally employment has ended due to lack of work. The employee is subject to rehire. Reduction in force (RIF) Generally employment has ended due to lack of work. The employee is subject to rehire. Quit Voluntary termination of employment by the employee. Terminated Employee terminated involuntarily by company decision. No Rehire Employee terminated involuntarily by company decision. Not eligible for rehire. Deceased Employee is deceased. Retired Employee has retired. Permanently Disabled Employee is Permanently Disabled and no longer works for the company. Template/Incomplete A Template/Incomplete employee is a special type of employee. Records with this status can be saved without entering all required information. This status can be used to set up defaults for new employees or to save a partially entered employee. Template employees will not be seen in processing window. An employee record cannot be changed to Template if payroll transactions have been processed for this employee. W2 Information Group Box Hire Date Statutory Employee Select the Statutory Employee check box to have an "X" print in the Statutory employee box on the employee s W2. Pension Plan Select the Pension Plan check box to have an "X" print in the Retirement plan box on the employee s W2. 3rd Party Sick Pay Select the 3rd Party Sick Pay check box to have an "X" print in the 3rd Party Sick Pay box on the employee s W2. Enter a valid date for the employee's hire date. Start Date Copyright CYMA Systems Inc. 14

20 Enter a valid date for the employee's start date. This is the date that the employee starts working. Termination Date Enter a valid date for the employee's last day of work. This text box is enabled and required when the following Status selections are made: Laid Off, Reduction in Force (RIF), Quit, Terminated, No Rehire, Retired and Deceased. Rehire Date Enter a valid date for the employee's rehire date. Pay Frequency The pay frequency selected as the default on the Maintain Client Configuration, General tab displays. Use the drop-down list to select another pay frequency. Reporting Class Select from the drop-down list the earnings reporting form for this employee. The available options are: W2 and W2 is generally used for company employees who have benefits and deductions deducted from their pay is generally used for contractors hired by the company not considered an employee. The 1099 contractor has no taxes or other deductions deducted from their pay. A company employee who receives non-taxable pay that is not reported on their W2 can also be setup as a 1099 contractor. Thus, the employee will have two records setup. One for entering and reporting their W2 earnings the other for entering and reporting their 1099 earnings. Once entries are recorded for an employee, the reporting class cannot be changed. To change an employee's reporting class once payroll entries have been recorded, create a new employee record using the Copy button and then set the Status of the old employee record to Transferred. PT/FT Status Select a status from the drop down. The available values are Full Time, Part Time and Seasonal. Work State The default state selected on the Maintain Client Configuration, State Defaults tab displays. Use the drop-down list to select another work state that has been set up on the Maintain Client Configuration, State Defaults tab. Department Use the browser button to the right of the text field to browse and select an appropriate Department Id for this employee. You must first set up the Departments to be used in Maintain Departments located under the Maintain menu. Location Use the browser button to the right of the text field to browse and select an appropriate Location Id for this employee. You must first set up the Location to be used in Maintain Locations located under the Maintain menu. Last Raise Date Enter the date this Employee received a raise. Last Raise Amount Copyright CYMA Systems Inc. 15

21 Enter the amount of the raise this Employee received. Position Enter the Position ID or select one from the browser. HIRE Act Eligible Check the HIRE Act Eligible check box if this employees earnings need to be reported on the 941 and W-2 base on eligibility for the HIRE Act. Copyright CYMA Systems Inc. 16

22 Maintain Client Employees - Personal Information Tab This tab allows you to enter and maintain the employee's birth date, address and telephone numbers. Personal Information tab Refer to the following field descriptions and requirements. Title Select a value from the dropdown list. The available titles are Mr., Mrs., Ms. and Miss.. Gender Select a gender from the dropdown list. The available values are Male and Female. Race Select a race from the dropdown list. The available values are White, African American, American Indian, Asian, Hispanic and Other. Birth Date Enter a valid date for the employee's birth date. Copyright CYMA Systems Inc. 17

23 Address Enter the employee's street address (up to 30 alphanumeric characters, per line). City Enter the city where the employee resides (up to 25 alphanumeric characters). State Select the state where the employee resides from the drop-down list. Zip Enter the employee's zip code or postal code (up to 11 alphanumeric characters). Country Enter the country where the employee resides (up to 30 alphanumeric characters). Phone Numbers DataGrid Up to three phone numbers per employee record may be maintained. Phone Type The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the DataGrid (up to 30 alphanumeric characters). Phone Type the phone data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter Internet addresses! Phone Desc Enter the phone description (up to 20 alphanumeric characters). Copyright CYMA Systems Inc. 18

24 Maintain Client Employees - Departmentalization tab The Departmentalization tab is only available when the Use Departmentalization check box is selected on the Maintain Client Configuration, General tab. There are two ways to departmentalize. One is "fixed" and you will specify, on this tab, the department codes from your account mask and their corresponding percentages that determine how the payroll expense for this employee should be allocated when posting to the General Ledger. With this option any account number containing the specified department codes will be departmentalized. If no departments are found, the system will use the default account(s) specified on each of the employee's feature tab pages. The other way to do Departmentalization is "variable". In this situation, the system determines the percentages based on the number of hours or the amount associated with a given GL account. With this option you define the account numbers for each earnings feature and the system will calculate the percentage and use that percentage on the remaining features. It is recommended that for each account that you want to departmentalize, create a control account (master account or zero account) and then create the departmentalization accounts. Always use the control account number when ever you are asked for a General Ledger account and enter the department codes from the departmentalization accounts and their corresponding percentages on the Departmentalization tab. Using this method, if you ever forget to create a departmentalization account for a department code entered on this tab, the amount from the departmentalization will post to the control account. When reconciling your General Ledger, if a control account ever has a balance you will automatically know that an entry did not post correctly. This gives you an opportunity to create the account that the departmentalized amount should have posted to and enter the adjusting entries. For example, an employee works in two departments -- shipping and production. His $500 salary is split 75% to production and 25% to shipping. In the General Ledger the salary expense account number is The following accounts are created for the departmentalization: Fixed Departmentalization Example: Account Name Account Number Salary Expense (control account) Salary Expense - Production (departmentalization account) Salary Expense - Shipping (departmentalization account) The Departmentalization grid would look like this: Dept Code Dept Percentage #### #### When Payroll is posted to the General Ledger, the employee's salary expense entry is posted as follows: Account Number Amount Copyright CYMA Systems Inc. 19

25 If you forgot to create the departmentalization account , the entry would post as follows: Account Number Amount Knowing that is the control account and it should always have a zero balance, the error is easily identified in the General Ledger. This allows you to create account and enter the adjusting entries, also preventing this from reoccurring. Variable Departmentalization Example: During the print check process the percentage for each department will be calculated based on the features. Only Earnings features are used in the calculations. Non-taxable and non-cash earnings features are not included in the calculations. Hour percentages are calculated using the Hourly, Salary, Other Earnings, and Accrual Pay features if there are hours associated with them. Amount percentages are calculated using the Salary, Hourly, Piece Work, Commissions, Paid Tips, Other Earnings, Allowances, Accrual Pay, and Advance. Once the percentage has been calculated then the percentage will be applied to all remaining features using the existing departmentalization logic. Included at this time will be any earnings features that were not included in the percentage calculation, along with Benefit, Pre-tax, Taxes, and Deduction features. Here is an Example that will show the difference between Hourly and Amount: Feature Account number Hours Amount Hourly % Amount % Salary Hourly Hourly OT Accrual Pay If the third segment is set to yes, in the departmentalization grid, in Maintain Configuration then the listed percentages will be applied to the remaining features. For Example: Federal Tax will be broken out as follows if the tax amount is If departmentalized by Hourly the amounts would be: If departmentalized by Amounts the amounts would be: Copyright CYMA Systems Inc. 20

26 When using the departmentalization feature, the Payroll module will departmentalize any departmentalized account that it encounters during a posting process. For example, if your company's cash account is set up using the departmentalization account segment in a way that the Payroll module could interpret it as a department code, the cash account entry will be departmentalized when posting to the General Ledger. Use caution when setting up the departmentalization for your company's accounts. Maintain Employees Departmentalization dialog - Client Write-Up Refer to the following field descriptions and requirements. Use Departmentalization When selected, you must enter the departmental allocations on the DataGrid. If this employee does not use departmentalization, clear the check box. Departmentalization Method Fixed DataGrid Columns and Fields Use the DataGrid to specify the departmental allocations. Copyright CYMA Systems Inc. 21

27 Variable Dept Code Enter only the department segment of the GL Account that you wish to include in the departmentalization (the entire GL account is not entered). The Browser is available to select the department codes. Dept Percentage Enter the percentage of the employee's payroll expense that you wish to allocate to each department code. The total distribution must equal 100 percent. Hourly Choose this option if you want the system calculated percentages to be based on the hours of the earnings features. Amount Choose this option if you want the system calculated percentages to be based on the dollar amount of the earnings features. Copyright CYMA Systems Inc. 22

28 Maintain Client Employees - History tab The History tab lets you easily view key information regarding each employee's historical data, loan balances, and advance balances. The information displays in view-only mode and is updated during the Enter Beginning Balances, Enter Adjustments, Enter Client Payroll Checks, Enter Void Checks, and the Print Checks operations. History tab Refer to the following field descriptions and requirements. Year The Year drop-down list displays the payroll years that are available to be viewed. Select the year for which you want to view quarter-to-date and year-to-date information. The current year is the default. DataGrid Columns and Fields The columns and fields on the DataGrid are in view-only mode and are updated by the system. The rows on the DataGrid display the features (earnings, benefits, and deductions) that are assigned to the employee's record. If setting up an employee mid-year, use the Enter Beginning Balances operation to enter balance amounts for the corresponding features. Copyright CYMA Systems Inc. 23

29 The QTD and YTD Employee columns contain the employee's portions of the history amounts. The QTD and YTD Company columns contain the employer's portion of the history amounts (where applicable). The employee's feature categories are subtotaled and the earnings and deductions amounts are grand totaled. Description The feature Long Name setup in Maintain Configuration displays in view-only mode. QTD #1 Emp The employee salary, benefits, and deduction information for the first quarter of the year selected, displays in view-only mode. QTD #2 Emp The employee salary, benefits, and deduction information for the second quarter of the year selected, displays in view-only mode. QTD #3 Emp The employee salary, benefits, and deduction information for the third quarter of the year selected, displays in view-only mode. QTD #4 Emp The employee salary, benefits, and deduction information for the fourth quarter of the year selected, displays in view-only mode. YTD Emp The year to date employee salary, benefits, and deduction information for the year selected, displays in view-only mode. QTD #1 Co The company portion of the employee benefits and deduction information for the first quarter of the year selected, displays in view-only mode. QTD #2 Co The company portion of the employee benefits and deduction information for the second quarter of the year selected, displays in view-only mode. QTD #3 Co The company portion of the employee benefits and deduction information for the third quarter of the year selected, displays in view-only mode. QTD #4 Co The company portion of the employee benefits and deduction information for the fourth quarter of the year selected, displays in view-only mode. YTD Co The year to date company portion of the employee benefits and deduction information, displays in view-only mode. Copyright CYMA Systems Inc. 24

30 Maintain Client Employees - Salary Use the Salary feature for employees who have a fixed taxable amount each pay period. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post salary payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. Default Hours Enter the default hours that this employee earns each pay period for this earning. Copyright CYMA Systems Inc. 25

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32 Maintain Client Employees - Hourly Use the Hourly feature for employees who have taxable earnings based on a number of hours worked each pay period. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post hourly payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. Default Hours Enter the default hours that this employee earns each pay period for this earning. Copyright CYMA Systems Inc. 27

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34 Maintain Client Employees - Piece Work Use this feature for employees who have taxable earnings based on a number of completed items. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post piece work payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Default Hours Enter the default hours that this employee earns each pay period for this earning. Copyright CYMA Systems Inc. 29

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36 Maintain Client Employees - Commissions Use this feature for employees who have taxable earnings based on commissions or a percentage of sales. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post commission payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 31

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38 Maintain Client Employees - Reported Tips Use the Reported Tips feature for employees who report tips paid to them by customers and must be reported by this employee for taxation and W2 reporting purposes. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 33

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40 Maintain Client Employees - Paid Tips Use the Paid Tips feature for distribution of company collected or paid tips to employees. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post paid tips payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 35

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42 Maintain Client Employees - Other Earnings Make the necessary Other Earnings features that were defined on the Maintain Client Configuration dialog box active or inactive. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post payroll expense entries for this feature created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Default Hours Enter the default hours that this employee earns each pay period for this earning. Copyright CYMA Systems Inc. 37

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44 Maintain Client Employees - Allowances Use the Allowances feature for employees who have an allowance amount included in their check, such as an allowance for uniforms. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post allowance payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 39

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46 Maintain Client Employees - Sick Pay Use the Sick Pay feature for non-hourly employees who have sick pay. Refer to the following field descriptions and requirements. For hourly employees, select the Hourly Sick earnings type on the Enter Client Payroll Checks dialog box to pay sick pay. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post sick pay payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Default Hours Enter the default hours that this employee earns each pay period for this earning. Copyright CYMA Systems Inc. 41

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48 Maintain Client Employees - Allocated Tips Use this feature to record allocated tips. The reported amounts will appear on the employee's W2 form. Do not use this feature for tips paid to the employee by the company. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 43

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50 Maintain Client Employees - Accrual Pay Use this feature for non-hourly employees who have vacation pay or if you plan on using the Accrual feature. For hourly paid employees, to track vacation paid use the Hourly earnings type on the Enter Client Payroll Checks dialog box instead. You should not use the Accrual Pay feature for hourly employee's vacation pay unless you are using the Accrual feature. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post vacation pay payroll expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Default Hours Enter the default hours that this employee earns each pay period for this earning. Copyright CYMA Systems Inc. 45

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52 Maintain Client Employees - Accrual Use this feature in conjunction with the Accrual Pay feature to accrue employee vacation pay. Employees' accrued vacation pay can be viewed by printing the employee "Earnings History" report. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Default Hours Enter the default hours that this employee accrues each pay period. Copyright CYMA Systems Inc. 47

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54 Maintain Client Employees - Advance Use this feature for employees who receive advances on their earnings that need to be repaid while withholding all applicable taxes. To use the Advance feature, you must also add the Advance Recovery feature. This allows you to collect the advance from the employees pay. Employees' advance balances can be viewed by printing the employee "Earnings History" report. If you do not intend for advances to be repaid, use an Other Earnings feature instead. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post employee receivable entries created by this employee. Default Amount Enter the default amount that this employee is advanced each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 49

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56 Maintain Client Employees - Non-Taxable Loan Use this feature for employees who receive a loan without withholding taxes. To use the Non-Taxable Loan feature, you must also add the Loan Recovery feature; that allows you to collect payment for the loan from the employee's pay. Employees' loan balances can be viewed by printing the employee "Earnings History" report. If you do not intend for loans to be repaid, use an Other Earnings feature instead. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post employee receivable entries created by this employee. Default Amount Enter the default amount that this employee is loaned each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 51

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58 Maintain Client Employees - Non-Taxable Expenses Use this type of feature for employees who receive reimbursements without withholding taxes on such things as travel expenses. Make the necessary Non-Taxable Expenses features that were defined on the Maintain Client Configuration dialog box active or inactive. For example, separate features for meals, gasoline, and auto rental. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post non-taxable expense entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 53

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60 Maintain Client Employees - Non-Taxable Other Payments Make the necessary Non-Taxable Other Payments features that were defined on the Maintain Client Configuration dialog box active or inactive. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post non-taxable other payments entries created by this employee. Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 55

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62 Maintain Client Employees - Non-Cash Earnings Non-cash earnings are compensation that an employee receives instead of cash that are subject to taxation and are accumulated for W2 reporting purposes. Make the necessary Non-Cash Earnings features that were defined on the Maintain Client Configuration dialog box active or inactive. For example, the employee use of a company vehicle for personal use, company paid or company provided lodging, food, clothing or other commodities. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Default Amount Enter the default amount that this employee earns each pay period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. W2 Information Select from the drop-down list the appropriate box on the W2 form to report the benefit amount (if applicable). Refer to the Internal Revenue Service's W2 instructions for reporting non-cash earnings. W2 Box The W2 box options are: None 10 - Dependent Care 11 - Non Qualifying Benefit in Box Code 14 - Label Box 12 Code / Box 14 Label The corresponding column is enabled and required when the 12 - Code or the 14 - Label W2 box options are selected. Enter the corresponding code or label to print on the W2 form. Click here for Box 12 Code List. A maximum of eight different codes and eight different labels are allowed per employee. The system tracks the codes and labels for each employee throughout the system. Copyright CYMA Systems Inc. 57

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64 Maintain Client Employees - Benefits Make the necessary Benefits features that were defined on the Maintain Client Configuration dialog box active or inactive. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post the benefit expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset entries for the company and employee portions of the benefit entries created by this employee. Default Amount Enter the default amount that is deducted from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. W2 Information Select from the drop-down list the appropriate box on the W2 form to report the benefit amount (if applicable). Refer to the Internal Revenue Service's W2 instructions for reporting benefits. W2 Box The W2 box options are: None 10 - Dependent Care 11 - Non Qualifying Benefit in Box Code 14 - Label Box 12 Code / Box 14 Label The corresponding column is enabled and required when the 12 - Code or the 14 - Label W2 box options are selected. Enter the corresponding code or label to print on the W2 form. Click here for Box 12 Code List. A maximum of eight different codes and eight different labels are allowed per employee. The system tracks the codes and labels for each employee throughout the system. Copyright CYMA Systems Inc. 59

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66 Maintain Client Employees - Roth 401k/Other The Roth 401k feature is used to reduce the employee's gross pay but not reduce their taxable wages. Refer to the following fields and descriptions Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post the company expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset or liability entries for the company and employee portions of the entries created by this employee. Default Amount Enter the default amount that is deducted from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. W2 Box Select from the drop-down list the appropriate box on the W2 form to report the amount for this feature (if applicable). Refer to the Internal Revenue Service's W2 instructions for reporting pretax deductions. Box 12 Code / Box 14 Label The corresponding column is enabled and required when the 12 - Code or the 14 - Label W2 box options are selected. Enter the corresponding code or label to print on the W2 form. Click here for Box 12 Code List. A maximum of eight different codes and eight different labels are allowed per employee. The system tracks the codes and labels for each employee throughout the system. Copyright CYMA Systems Inc. 61

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68 Maintain Client Employees - Pre-Tax 401K/Cafe/Other Make the necessary Pre-Tax 401K/Cafe/Other features that were defined on the Maintain Client Configuration dialog box active or inactive. Features that have been created as pre-tax deductions are subtracted from employees gross pay in accordance with federal and state regulations to reduce their taxable income. For example, 401K plans, flexible spending accounts, and qualified cafeteria plans, such as medical insurance premiums, dependent care assistance and group legal services. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post the company expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset or liability entries for the company and employee portions of the pre-tax deduction entries created by this employee. Default Amount Enter the default amount that is deducted from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. W2 Information group box Select from the drop-down list the appropriate box on the W2 form to report the benefit amount (if applicable). Refer to the Internal Revenue Service's W2 instructions for reporting pre-tax deductions. W2 Box The W2 box options are: None 10 - Dependent Care 11 - Non Qualifying Benefit in Box Code 14 - Label Box 12 Code / Box 14 Label The corresponding column is enabled and required when the 12 - Code or the 14 - Label W2 box options are selected. Enter the corresponding code or label to print on the W2 form. Click here for Box 12 Code List. Copyright CYMA Systems Inc. 63

69 A maximum of eight different codes and eight different labels are allowed per employee. The system tracks the codes and labels for each employee throughout the system. Copyright CYMA Systems Inc. 64

70 Maintain Client Employees - Advance Recovery This feature is used in conjunction with the Advance feature and provides for recovery of advances given to employees in prior pay periods against their future earnings. The amount of the recovery is deducted from employees gross pay and is not included in their taxable earnings (the advance was already taxed). Employees' outstanding advances can be viewed by printing the employee "Earnings History" report. Refer to the following field descriptions and requirements. If you do not intend for advances to be repaid, use an Other Earnings feature instead. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset entries for the pre-tax deduction entries created by this employee. Default Amount Enter the default amount to recover from the employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 65

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72 Maintain Client Employees - Social Security Insurance This is the statutory Social Security Insurance tax that is withheld from employees. This tax is imposed under the Federal Insurance Contributions Act (FICA). The employees' portion is entered during the Enter Client Payroll Checks operation and the employer's portion is automatically calculated by the system. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post company Social Security Insurance expense entries created this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset or liability entries for the total of the company and employee portions of the Social Security Insurance tax. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 67

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74 Maintain Client Employees - Medicare This is the statutory Medicare tax that is withheld from employees. This tax is imposed under the Federal Insurance Contributions Act (FICA). The employees' portion is entered during the Enter Client Payroll Checks operation and the employer's portion is automatically calculated by the system. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post company Medicare expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset or liability entries for the total of the company and employee portions of the Medicare tax. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 69

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76 Maintain Client Employees - Federal Income Tax This is the statutory federal income tax that is withheld from employees pay based on their filing status and withholding allowances. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post FIT liability entries created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 71

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78 Maintain Client Employees - State Income Tax This is the statutory state income tax (SIT) that should be set up if your state collects state income taxes. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post SIT liability entries created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 73

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80 Maintain Client Employees - Local Income Tax This is the statutory local income tax that should be set up if you need to collect city, county, or other local income taxes. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post LIT offset or liability entries created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. State ID Select a state from the dropdown list. Locality Name Enter a Locality Name or select one from the browser. Copyright CYMA Systems Inc. 75

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82 Maintain Client Employees - Earned Income Credit (EIC) Use this feature for employees who qualify to receive the advance earned income credit. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post EIC entries created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 77

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84 Maintain Client Employees - Federal Unemployment Tax Act (FUTA) This is the statutory Federal Unemployment Tax Act (FUTA) that is an employer paid contribution only and should be active for each employee record. This tax is automatically calculated by the system during the Enter Client Payroll Checks operation when each check is saved. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post FUTA payroll expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post FUTA offset or liability entries created by this employee. Copyright CYMA Systems Inc. 79

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86 Maintain Client Employees - State Unemployment Tax Act This is the statutory State Unemployment Tax Act (SUTA) that should be added if the employee's work state requires it. The employees' portion is entered during the Enter Client Payroll Checks operation. The employer portion is automatically calculated by the system based on the rates entered on the Maintain Client Configuration, State Defaults tab. The calculation is performed during the Enter Client Payroll Checks operation when each check is saved. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post SUTA payroll expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post SUTA offset or liability entries created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 81

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88 Maintain Client Employees - State Disability Insurance This feature should be active if the employee's work state has an accident and disability insurance plan that the employee must contribute towards. Employer portions are currently not supported. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Debit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post SDI payroll expense entries created by this employee. Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post SDI offset or liability entries created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. W2 Information Select from the drop-down list the appropriate box on the W2 form to report the SDI amount (if applicable). Refer to the Internal Revenue Service's W2 instructions for reporting SDI. W2 Box The W2 box options are: None 10 - Dependent Care 11 - Non Qualifying Benefit in Box Code 14 - Label Box 12 Code / Box 14 Label The corresponding column is enabled and required when the 12 - Code or the 14 - Label W2 box options are selected. Enter the corresponding code or label to print on the W2 form. Click here for Box 12 Code List. A maximum of eight different codes and eight different labels are allowed per employee. The system tracks the codes and labels for each employee throughout the system. Copyright CYMA Systems Inc. 83

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90 Maintain Client Employees - Workers Compensation This feature should be active if the client company has a workers compensation plan that is contributed to by the employee. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post workers compensation offset or liability entries. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. W2 Information Select from the drop-down list the appropriate box on the W2 form to report the Workers Compensation amount (if applicable). Refer to the Internal Revenue Service's W2 instructions for reporting Workers Compensation. W2 Box The W2 box options are: None 10 - Dependent Care 11 - Non Qualifying Benefit in Box Code 14 - Label Box 12 Code / Box 14 Label The corresponding column is enabled and required when the 12 - Code or the 14 - Label W2 box options are selected. Enter the corresponding code or label to print on the W2 form. Click here for Box 12 Code List. A maximum of eight different codes and eight different labels are allowed per employee. The system tracks the codes and labels for each employee throughout the system. Copyright CYMA Systems Inc. 85

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92 Maintain Client Employees - Loan Recovery Used in conjunction with the Non-Taxable Loan feature, the Loan Recovery feature provides for loan payments deducted from employees' pay. Each time an amount is recovered from an employee's pay, the amount is subtracted from the loan balance that is tracked by the system. Employee loan balances can be viewed by printing the employee "Earnings History" report. Once the employee's loan balance has reached zero you must set this feature to Inactive to stop recovering the loan payments or remove the Default Amount. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 87

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94 Maintain Client Employees - Union Dues Use this feature for employees who have union dues deducted from their pay. This allows the employer to remit the union dues on behalf of employee. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post payable entries for union dues created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 89

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96 Maintain Client Employees - Other Deductions Make the necessary Other Deductions features that were defined on the Maintain Client Configuration dialog box active or inactive. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post offset or liability entries for deductions created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 91

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98 Maintain Client Employees - Direct Deposit or EFT Direct Deposit Make the necessary Direct Deposit features that were defined on the Maintain Client Configuration dialog box active or inactive. If setting up a new feature use the EFT Direct Deposit feature, the Direct Deposit feature is used for backward compatibility with previous version of CYMA IV. Refer to the following field descriptions and requirements. Used? Use the drop-down list to set this feature to active (Yes) or inactive (No) for the current employee. When creating a new employee record, all the features default to active (Yes). When a feature is no longer needed by an employee, set the feature to inactive (No). Credit Account The default account selected when this feature was set up in the Maintain Client Configuration dialog box displays. Enter another account, or use the Browser to select the account that is used to post credit or liability entries for deductions created by this employee. Default Amount Enter the default amount to deduct from this employee's pay each period. This amount can be overridden during the Enter Client Payroll Checks operation. If the amount is only needed occasionally, enter a zero and then enter the amount only when needed during the Enter Client Payroll Checks operation. Copyright CYMA Systems Inc. 93

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100 Maintain Positions When Positions... is selected from the Maintain Menu - Positions Submenu the Maintain Positions dialog box displays. Maintain Positions dialog Refer to the following fields and descriptions. Position ID Enter a Position ID or select one from the browser. The Position ID can be up to 6 alphanumeric characters. Description Enter a Description for the position up to 30 alphanumeric characters. The dialog consists of the following tab pages: Copyright CYMA Systems Inc. 95

101 Position Review Pre-Employment Attach Notes Custom Maintain Positions command buttons Click the View Detail button to view detail on Employees, Costs and Openings. This button is not available in After-The-Fact Payroll. Click the Save button to save any changes and reset the dialog to enter a new positions or select a new one. Click the New button to reset the dialog to enter a new positions or select a new one. If changes have been made to the current selected position, you will be prompted to save. Click the Edit button to change the dialog to edit mode so changes can be made. Click the Delete button to delete the selected position. Positions cannot be deleted if they have been used in Maintain Employees. Click the Close button to close the dialog without saving changes. Copyright CYMA Systems Inc. 96

102 Maintain Positions - Position Tab The Position tab contains information regarding positions. Positions are assigned to employee through Maintain Employee - Employment Information tab. This information is used through the payroll and human resources modules to define dates, pay ranges, certification requirements, etc. Maintain Positions - Position Tab Refer to the following fields and descriptions. Status Select the Status from the dropdown. Inactive Positions will not be available for use. Current Employees in Position The Current Employees in Position field will display the number of employees that currently have the position assigned. Type Copyright CYMA Systems Inc. 97

103 Enter a Type or select one from the dropdown. Position types are used for reporting purposes. Group Enter a Group or select one from the dropdown. Position groups are used for reporting purposes. EEOC Job Category Select the EEOC Job Category from the drop down box. The values of the list are defined based on the selection of the EEOC Tracking/Reporting field in Maintain Configuration - Company Information. Exempt Check the Exempt box if this position is Exempt from overtime. Supervisory Check the Supervisory box if this position is a supervisory position. Pay Range group box When the position is selected or changed on the employee, the values from this dialog will either update or be validated, provided the Update Hourly Rate from Position option is selected in Payroll - Maintain Configuration - Company Information. If the values are set to zero then no validation will occur. Minimum Enter the Minimum pay amount for this position. Mid Enter an amount to represent the middle of the pay range for this position. Maximum Enter the Maximum pay amount for this position. Basis Enter the Basis for the pay range. Select from Hour, Month or Year. Fixed Amount Select the Fixed Amount option if this position has a fixed amount of pay. This value will default when the position is selected in Maintain Employee. Earnings Rate Table Select the Earnings Rate Table option to define pay for this position based on a rate table. Pay Change Every Months Enter the number of months between raises. The number will be used to calculate the next raise date field in Maintain Employee - Employment Information. Review Yearly Hours Every Months Enter the number of months between reviews. The number will be used to calculate the next review date field in Maintain Employee - Employment Information. Next Occurrence Of Select a month and day that the next review will occur on. The review date will use the current accounting date to determine the year of the next review. Copyright CYMA Systems Inc. 98

104 The Yearly Hours is used to calculate the Employee's Annual Income in Maintain Employee. This value will only be used if the Default Hourly Rate from Position option is checked in Payroll - Maintain Configuration - Company Information tab. The value will default from Payroll - Maintain Configuration. Requirements group box Veteran Check the Veteran box if this position should be filled by a veteran. Disabled Vet Check the Disabled Vet box if this position should be filled by a disabled veteran. Drug Test Check the Drug Test box if employees in this position should have a drug test. Citizen Check the Citizen box if this position should be filled by a citizen. Minimum Age Enter the Minimum Age for employees in this position. Resident of State Enter the State that employees in this position should reside. Education Level Enter the minimum Education Level for employees in this position. Security Level Enter the minimum Security Level for employees in this position. Degree Earned Enter the minimum Degree Earned for employees in this position. Industry Data (Annual Cash Compensation) group box The Industry Data group box is used to enter information about the range of salary for this position within the industry and not necessary at the company. Low Enter the Lowest amount paid to employees in this position. Average Enter the Average amount paid to employees in this position. High Enter the Highest amount paid to employees in this position. Data Grid columns The data grid is used to record the certifications, exams and classes needed for this position. This data grid is only available if accessing the dialog from the Human Resources module. Certification ID Enter a Certification ID or select one from the browser. Once a Certification is entered the Exam ID, Class ID and Qualification ID columns will be greyed out. Copyright CYMA Systems Inc. 99

105 Exam ID Enter an Exam ID or select one from the browser. Once an Exam is entered the Certification ID, Class ID and Qualification ID columns will be greyed out. Class ID Enter a Class ID or select one from the browser. Once an Class is entered the Certification ID, Exam ID and Qualification ID columns will be greyed out. Qualification ID Enter a Qualification ID or select one from the browser. Once an Qualification is entered the Certification ID, Exam ID and Class ID columns will be greyed out. Description The Description column will display the description of either the Certification, Exam, Class or Qualification. Notes The Notes column can be used to enter any notes regarding the record. Copyright CYMA Systems Inc. 100

106 Maintain Positions - Review Tab The Review tab contains information regarding reviews for positions. The categories listed here will display on the Enter Performance Review dialog when an employee is selected with the selected position. This tab is only available if Human Resources is installed. Maintain Positions - Review Tab Refer to the following fields and descriptions. Data Grid columns Category ID Enter a Category ID or select one from the browser. Description The Description column displays the description for the review category. Weight Copyright CYMA Systems Inc. 101

107 Enter a value for the Weight column. If the weight column is percentage based check the Weight Is Percent check box and then the total of this column must total 100. Review Options group box Print Options Group Box Screen Weight Is Percent Check the Weight Is Percent if the weight amounts will total 100. The Screen option button will be selected by default. When selected, the Proof Listing will be sent to your screen. It may then be sent to the Windows default printer. Printer Select the Printer option button to print the form directly to the printer shown in the view-only default printer field. Select the option button to transmit the form via . A primary address must be entered in Maintain Employees prior to selecting this option. Copies Choose the number of copies of each Invoice that will be printed. When multiple copies of a given form are printed, all copies for that form are printed and then the next record is processed. Click the Setup Printer button to redirect the report to a printer other than the default printer displayed or to change the orientation from Portrait to Landscape if necessary. Click the Print Form button to print the HR Performance Review form. Click the Copy Review button to copy the settings on this tab to a range of positions. Copyright CYMA Systems Inc. 102

108 Maintain Positions - View Detail The Maintain Positions - View Detail dialog is accessed by clicking on the View Detail on the Maintain Positions dialog. From this dialog there are options to view detail on Employees, Costs and Openings. Maintain Positions - View Detail Refer to the following fields and descriptions. View Employee Detail Select the View Employee Detail to see information regarding the employees assigned to the selected position. View Costs Detail Select the View Costs Detail to see information regarding the costs for the employees assigned to the selected position. View Openings Detail Select the View Openings Detail to see information regarding the openings assigned to the selected position. View Detail command buttons Click the OK button to view the selected dialog. Click the Cancel button to close the dialog and go back to Maintain Positions. Copyright CYMA Systems Inc. 103

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110 Maintain Position Types When Position Types... is selected from the Maintain Menu - Positions Submenu the Maintain Position Types dialog box displays. This dialog is used to set up types to be used in Maintain Positions. Types are used to group similar Positions for reporting purposes. Maintain Position Types dialog Refer to the following fields and descriptions. Type ID In the Type ID column enter a unique value for each Position Type, up to 6 alphanumeric characters. Description In the Description column enter a description for each Position Type, up to 30 alphanumeric characters. Status In the Status column select either Active or Inactive. Inactive Position Types cannot be used when setting up Positions. Maintain Position Types command buttons Click the OK button to save the changes and exit the dialog Click the Cancel button to exit the dialog without saving any changes. If changes have been made a message will prompt you to save before exiting. Copyright CYMA Systems Inc. 105

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112 Maintain Position Groups When Position Groups... is selected from the Maintain Menu - Positions Submenu the Maintain Position Groups dialog box displays. This dialog is used to set up groups to be used in Maintain Positions. Groups can be used along with Position Types to group similar Positions for reporting purposes. Maintain Position Groups dialog Refer to the following fields and descriptions. Group ID In the Type ID column enter a unique value for each Position Group, up to 6 alphanumeric characters. Description In the Description column enter a description for each Position Group, up to 30 alphanumeric characters. Status In the Status column select either Active or Inactive. Inactive Position Groups cannot be used when setting up Positions. Maintain Position Groups command buttons Click the OK button to save the changes and exit the dialog Click the Cancel button to exit the dialog without saving any changes. If changes have been made a message will prompt you to save before exiting. Copyright CYMA Systems Inc. 107

113 Maintain Departments Select Departments... from the Maintain menu to access the Maintain Departments dialog box. The Maintain Departments dialog box allows you to add and delete department codes, which enables you to create department codes to assign to each employee. Use this feature to enhance the ability to sort reports and checks. Maintain Departments Refer to the following field descriptions and requirements. DataGrid Columns and Fields Department ID Enter an ID to represent the Department (up to 6 alphanumeric characters). Description Enter the Department description (up to 30 alphanumeric characters). Emp In Charge In the Emp In Charge, enter an Employee ID or select one from the browser to designate the employee in charge of the department. This is for informational purposes only. Maintain Departments Command Buttons Click the Certifications button to define certifications for a selected department. These certifications will be added to the employee record when a department is selected or changed in Maintain Employee. Click the OK button to save the data. Copyright CYMA Systems Inc. 108

114 Click the Cancel button to close the dialog box. You are prompted to save any changes (if applicable). Pressing the ESC key performs the same function. Copyright CYMA Systems Inc. 109

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116 Maintain Locations Select Locations... from the Maintain menu to access the Maintain Locations dialog box. The Maintain Locations dialog box allows you to add and delete Location codes, which enables you to create Location codes to assign to each employee. Use this feature to enhance the ability to sort payroll checks and for OSHA reporting requirements. Maintain Locations Refer to the following field descriptions and requirements. DataGrid Columns and Fields Location ID To enter a new location type a unique value in the Location ID to represent the Location (up to 6 alphanumeric characters). Existing locations can be retrieved by typing in the value or using the browser. Copyright CYMA Systems Inc. 111

117 Description Enter the Location Description (up to 30 alphanumeric characters). Emp In Charge In the Emp In Charge, enter an Employee ID or select one from the browser to designate the employee in charge of the location. This is for informational purposes only. Address Enter the Address for this location. Two fields are available to enter the information. City Enter the City for this location. State Select a State from the drop down box for this location. Zip Enter the Zip code for this location. Phone Numbers DataGrid Up to four phone numbers per client record may be maintained. Phone Type The drop-down list contains the following options: U.S. Standard, International, , and Fax. This determines the formatting, if any, on the screen. The U.S. Standard is the default Phone Type. The International and types provide no formatting, and therefore will require appropriate punctuation when entered on the DataGrid (up to 30 alphanumeric characters). Phone Type the phone data (up to 30 alphanumeric characters). Use the Phone text box with the Phone Type to enter Internet addresses! Phone Desc Enter the phone description (up to 20 alphanumeric characters). Industry Classifications The Industry Classification settings and Industry Description will default from Human Resources - Maintain Configuration. Not Used Select the Not Used option if no Industry Classification is needed for this location. NAICS Select this option to enter the six digit North American Industry Classification System (NAICS) code, if applicable. SIC Select this option to enter the four digit Standard Industrial Classification (SIC) code, if applicable. Industry Description Copyright CYMA Systems Inc. 112

118 The Industry Description is a 40 alphanumeric character description of the industry associated with this location. Maintain Locations Command Buttons Click the Edit button to change the dialog from view mode to edit mode. Click the Save button to save the record and clear the dialog. Click the New button to clear the dialog. If the current record has changed you will be prompted to save the record. Click the Delete button to delete the current record. Client IDs that have been assigned to a employee cannot be deleted. Click the Close button to close the dialog. If the current record has changed you will be prompted to save the record. Copyright CYMA Systems Inc. 113

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120 Maintain Beginning Balances Select Enter Beginning Balances... from the Maintain menu to access the Enter Beginning Balances dialog box. This operation allows you to enter, edit, and delete quarter-to-date and year-todate beginning balances for the employee and some employer portions as well. This operation is only used for a company when performing a mid-year conversion from another accounting system. Once you have completed the setup of the Payroll module, you will need to access the Enter Beginning Balances dialog box and enter and save applicable balance amounts for each feature (earnings, benefits,and deductions) that is used by each employee. Thereafter, the system tracks the employee balances. They can be viewed by printing the employee "Employee Balance" and "PR Beginning Balance Entries" reports. Beginning Balances are entered in QTD (Quarter to Date) and YTD (Year to Date) amounts. The QTD amounts are entered into the system utilizing the "Beginning Balances as of:" date. This date should be within the current payroll quarter of the system as defined in "Maintain Configuration", "Posting Information". It will be the date of the Beginning Balance transactions for the quarter. The YTD amounts entered, less the QTD amounts, if any, will be entered into the system utilizing the prior quarter ending date. For example; if the Payroll Quarter is "3" and the year is "2002", then the transaction will be dated 06/30/2002. When an employee is selected, the Enter Beginning Balances dialog box displays the selected employee's features. This allows you to enter balance amounts for each feature. Some features will have more than one line item on the DataGrid if: there is an employee and employer portion to enter, or if there is a taxable and non-taxable amount to enter. Enter Beginning Balances dialog Refer to the following field descriptions and requirements. Copyright CYMA Systems Inc. 115

121 Employee ID Enter the employee ID that you want to enter beginning balances for or use the Browser to select the employee ID. Name This view-only text box displays the selected employee's name. Beginning balances as of Enter the date for the beginning balances, the current CYMA Accounting Date is the default and can be overridden. The date should be in the current payroll quarter as defined in Maintain Configuration, Posting Information. When entering beginning balances, give careful consideration to the date used. If you use a date from a different quarter, this can impact your quarterly reports. The Override Wage Amounts button should only be clicked after you have entered the beginning balances for all of the employee's earnings and deductions. When clicked, a message will display prompting you to confirm overriding wage amounts. Click the Yes button to continue and then the Override Taxable Wages dialog box will display. Otherwise, click the No button on the message to return to the Enter Beginning Balances dialog box. When you enter an employee's beginning balances the system calculates the taxable wages for all of the employee's Taxes features. This allows you to view and adjust (if needed) the employee's taxable wages. If the Workers Compensation Configuration is set to Use Workers Compensation Codes and Features in Maintain Configuration Taxable, Excess and/or Excluded Wages values are not calculated by the system and need to be manually entered. DataGrid Columns and Fields The items appearing on the DataGrid will vary by employee depending on the features that are active on their record. Enter the employee's existing quarter-to-date and year-to-date payroll totals for each corresponding feature. Enter earnings as positive amounts and deductions as negative amounts. Negative adjustments to earnings are entered as negative amounts and positive adjustments to deductions are entered as positive amounts. The following columns display on the DataGrid: Description The description entered in the Maintain Configuration dialog for this employee feature displays in view-only mode. QTD Amount Enter the employee s quarter to date wages (if applicable). QTD Hours Enter the employee s quarter to date hours (if applicable). YTD Amount Enter the employee s year to date wages (if applicable). YTD Hours Enter the employee s year to date hours (if applicable). Copyright CYMA Systems Inc. 116

122 Enter Beginning Balances Command Buttons The Edit button allows you to make changes to the currently displayed employee's beginning balances. The Save button allows you to save the data entered on the dialog box. The system performs the necessary validation on new or changed data prior to writing the data to a data file and will recalculate all balances for the applicable employees. If the Workers Compensation Configuration is set to Use Workers Compensation Codes and Features in Maintain Configuration you will be prompted to adjust Taxable, Excess and/or Excluded Wages. These values are not calculated by the system and need to be manually entered. To adjust these values click the Override Wage Amounts button. The New button prompts you to save any changes to the active record (if applicable) and then clears the dialog box, allowing you to enter or select another employee. The Delete button allows you to delete the beginning balances entered for the currently displayed employee. When clicked, you will be presented with a message prompting you to confirmation the deletion. The Close button allows you to quit the Enter Beginning Balances operation. If the displayed data has changed, you will be prompted with a message allowing you to save or cancel the changes. Copyright CYMA Systems Inc. 117

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124 Maintain Beginning Balances - Override Taxable Wages When the Override Wage Amounts button is clicked on the Enter Beginning Balances dialog box, the Override Taxable Wages dialog box will display. This allows you to view and adjust (if needed) the employee's taxable wages that were calculated by the system. The system calculations displayed on this dialog box are based on the earnings and deductions that were entered on the Enter Beginning Balances dialog box. This dialog box should only be accessed after you have entered the employee's beginning balances on the Enter Beginning Balances dialog box. If you override any taxable wages and then go back and change any amount(s) on the Enter Beginning Balances dialog box, all taxable wages will be recalculated. Any wage overrides will be discarded. Override Taxable Wages Refer to the following field and column descriptions. Beginning Balance Wage Information for Employee group box This group box will display the employee information in view-only mode. Employee ID The Employee ID displays in view-only mode. Name The Employee s name displays in view-only mode. DataGrid Columns and Fields Copyright CYMA Systems Inc. 119

125 The DataGrid will display the employee's Taxes features. The quarter-to-date and year-to-date wages calculated by the system based on the earnings and deduction amounts entered on the Enter Beginning Balances dialog box will also be displayed. To adjust the taxable wage for a Taxes feature, type the correct amount in the corresponding field. The following columns display on the DataGrid: Description The fields in the Description column are in view-only mode and display the employee's Taxes features. The fields in the following columns will display the quarter-to-date and year-to-date taxable, excess and excluded wages calculated by the system. The calculations are based on the earnings and deduction amounts entered on the Enter Beginning Balances dialog box and can be overridden. QTD Wages Enter an amount to override the employee s quarter to date wages (if applicable). QTD Excess Wages Enter an amount to override the employee s quarter to date excess wages (if applicable). QTD Excluded Wages Enter an amount to override the employee s quarter to date excluded wages (if applicable). YTD Wages Enter an amount to override the employee s year to date wages (if applicable). YTD Excess Wages Enter an amount to override the employee s year to date excess wages (if applicable). YTD Excluded Wages Enter an amount to override the employee s year to date excluded wages (if applicable). Override Taxable Wages Command Buttons Click the OK button to accept any wage overrides (if applicable) and return to the Enter Beginning Balances dialog box. Click the Cancel button to return to the Enter Beginning Balances dialog box without overriding any taxable wage amounts. Copyright CYMA Systems Inc. 120

126 Maintain Wage Calculations Select Wage Calculations... from the Maintain menu to access the Maintain Wage Calculations dialog box. This operation allows you to configure which wages are included in the taxable wage base for each type of tax you maintain. After configuring your payroll system with the appropriate earnings, deductions, tax and benefit features, you can go to the Maintain Wage Calculation dialog box. For each configured tax, you can indicate whether the feature is added, subtracted, excluded or is not applicable as part of the taxable wage calculation. This feature is extremely important if, for example, a housing allowance provided to an employee is not considered part of state taxable income. This operation also allows you to maintain hourly accruals in the same manner, determining which earnings types apply to various hourly accruals. Any changes made to the wage calculations will not affect existing checks. Only new checks will reflect the changes. To change existing wage or accrual information, use the Enter Adjustments operation. Wages tab The Rows and Columns group boxes can be used to reduce the number of records that display in the grid. This is helpful when need to look at the calculation setting for a particular feature or groups of features. Rows group box All Select the All option to see all rows in the grid. Copyright CYMA Systems Inc. 121

127 Feature Select the Feature option to show the row that corresponds to a particular feature. Select the desired feature from the drop down list. Group ID Select the Group ID option to show the rows that correspond to a group of features. Select the desired Group from the drop down list. Columns group box All Select the All option to see all columns in the grid. Feature Select the Feature option to show the column that corresponds to a particular feature. Select the desired feature from the drop down list. Group ID Select the Group ID option to show the columns that correspond to a group of features. Select the desired Group from the drop down list. Click the Refresh button to apply the Rows and Columns selection to the grid. The Wages tab contains a DataGrid that allows you to change the way that CYMA IV calculates taxable wages. The DataGrid columns contain all the Taxes features that are set up on the Maintain Configuration dialog box. The DataGrid rows contain all the features that are set up on the Maintain Configuration dialog box. For each tax specify how each feature is calculated as part of the taxable wage calculation. The following options are available: Refer to the following field descriptions and requirements. Add Select Add from the drop-down list to add the feature to the taxable wage calculation to figure the tax. Subtract Select Subtract from the drop-down list to subtract the feature from the taxable wage calculation. Exclude Select Exclude from the drop-down list to exclude the feature from the taxable wage calculation but track totals of excluded amounts for reporting purposes. NA Select NA from the drop-down list to neither add nor subtract the feature during the taxable wage calculation. Hourly Accruals tab Copyright CYMA Systems Inc. 122

128 The Hourly Accruals tab contains a DataGrid that allows you to determine which earnings types apply to Vacation Accrual, State Disability Insurance (SDI), Workers Compensation, and Union Dues. The DataGrid rows contain the earnings features set up on the Maintain Configuration dialog box that can have hours associated with them. For each accrual column Vacation Accrual, State Disability Insurance (SDI), Workers Compensation, and Union Dues specify which earnings apply to the hourly accrual. By default, all the features are included in the hourly accruals. Refer to the following cell descriptions. Add Select Add from the drop-down list to include the earnings feature in the hourly accrual. Subtract Select Subtract from the drop-down list to subtract the earnings feature from the hourly accrual. NA Select NA from drop-down list to neither add nor subtract the earnings feature during the hourly accrual calculation. Copyright CYMA Systems Inc. 123

129 If you accrue vacation or calculate State Disability Insurance (SDI), Workers Compensation, or union dues differently for different sets of employees, add separate features for the different accruals or calculations and then configure them on this tab. Maintain Wage Calculations Command Buttons Click the OK button to save the changes to the settings and close the dialog box. Click the Cancel button to close the dialog box without saving the changes to the settings. Copyright CYMA Systems Inc. 124

130 Maintain Client Configuration The Maintain Client Configuration dialog box is accessed by selecting Maintain - Client Configuration from the menu bar. This allows you to set up and maintain the clients' company demographic files and the state defaults that are used throughout the system. You also set up earnings, taxes, benefits, and deductions (referred to as "features") that will be available for employees on the Maintain Client Employees dialog box. The dialog box consists of three tab pages; General, State Defaults, Local Income Tax and Earnings/Deduction Types, each containing information pertaining to the client company. Maintain Client Configuration dialog box Copyright CYMA Systems Inc. 125

131 Refer to the following field descriptions and requirements. Client Company This view-only text box displays the current client company name. Maintain Client Configuration command buttons The OK button verifies and saves all information entered and then closes the dialog box. Copyright CYMA Systems Inc. 126

132 The Cancel button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key has the same function. Copyright CYMA Systems Inc. 127

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134 Maintain Client Configuration - General Tab The General tab contains the client's general information, such as Federal Tax ID and FUTA rate. Also on the tab is the Departmentalization option and posting information. General tab Refer to the following field descriptions and requirements. General group box Copyright CYMA Systems Inc. 129

135 Federal Tax ID Enter your company federal tax ID (up to nine numeric characters). The Federal Tax ID entered on the Maintain Company, Page 2 Tab is the default and can be overridden. FUTA Rate Enter the employer's FUTA rate that will be used to calculate the liability; 0.8 percent is the default and can be overridden. This rate is used to automatically calculate and record the client company's liability amount on the Enter Client Payroll Checks dialog box. The amount is calculated for each client payroll check when the check is saved. Use Departmentalization Select this check box to enable the Departmentalization tab page on the Maintain Client Employees dialog box. When selected, the account segment field is enabled and is a required field. Require Prerequisite Reports Select this check box to force users to print all of the Period End Reporting prerequisites before allowing the system to process the Quarter End Close and Year End Close. Acct Segment This field is only enabled when the Use Departmentalization check box is selected. This allows you to select the account mask segment that identifies the client's departments. Trade Name Enter the Trade Name for this company. This field will print in the Trade Name field on the Form 941. Posting Information group box W2 Year Select a year from the drop-down list that was set up through the Maintain Accounting Periods dialog box and that has not been closed. This represents the first year that you will be using to print W2s on this system. This may be different than the Payroll Accounting Year entered. Once set, this field is updated by the system when the Year End Close operation is performed. Quarters before archive Enter in the number of Quarters before the system will begin to move checks into the history files. The default for new companies is 8. Payroll Accounting Year Select the current payroll accounting year from the drop-down list. The current accounting year defaults. This represents the year that you are currently processing payroll data for. This may be different from the W2 Year selected if you are processing data in one year and have not printed W2s for the prior year. Once set, this field is updated by the system when the Year End Close operation is performed. Payroll Select the first quarter from the drop-down list that you will use to process payroll data. Once set, this field is updated by the system when the Quarter End Close operation is performed. Copyright CYMA Systems Inc. 130

136 Post to GL in Detail Select this check box to post detailed transactions (one entry for each GL account) for each employee to the General Ledger. Otherwise, one entry for each GL account for each payroll will post to the General Ledger. Post Employee Name to GL Select this check box to post the employee name to the General Ledger. Default Bank ID Enter a valid Bank ID. This ID will become the default Bank ID on the Enter Client Payroll Checks dialog box. Use Departmentalization Select this check box to enable the Departmentalization tab page on the Maintain Employees dialog box. Departmentalization data grid columns and fields This grid is only used when Variable departmentalization is selected for an employee. When the variable option is selected the calculation will use the segments marked with a Yes to determine the ratio that will be applied to the taxes and deduction amounts. Segment Each Segment set up for the GL will display in the grid. Segments cannot be added or deleted. Departmentalize Segment? Select either Yes or No. Segments set to Yes will be used to determine the earnings ratio to be applied to the taxes and deduction amounts. Copyright CYMA Systems Inc. 131

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138 Maintain Client Configuration - State Defaults Tab The State Defaults tab allows you to enter state tax ID numbers and state unemployment tax information for the state(s) required for your payroll. Only states that are set up on this tab are available to select as work states when setting up employee records. State Defaults tab Refer to the following field descriptions and requirements. Default State Select from the drop-down list the primary payroll state to be used by the system as the default when setting up client employee records. DataGrid Columns and Fields The DataGrid allows you to enter state income tax IDs and state unemployment tax (SUTA) IDs and rates for each of your work states. At least one state must be set up prior to processing payroll data. The rate information entered for each state on the DataGrid is required to calculate, post, and report state income tax and state unemployment dollars. Refer to the following column descriptions and field requirements. State Set up a record using the drop-down list for each work state needed to calculate your payroll. Each state can be used only one time. Copyright CYMA Systems Inc. 133

139 State Tax ID Enter the state tax ID number for the corresponding state (up to 12 alphanumeric characters). If the corresponding state does not have a state income tax, enter a zero. SUTA Tax ID Enter the state unemployment tax ID number for the corresponding state (up to 12 alphanumeric characters). If the corresponding state does not have a state income tax, enter a zero. Co. SUTA Rate Enter the state unemployment tax rate used to calculate the client company's state unemployment liability for the corresponding state (up to 8 characters to the left of the decimal and 2 to the right). This rate is used to automatically calculate and record the client company's liability amount on the Enter Client Payroll Checks dialog box. The amount is calculated for each client payroll check when the check is saved. Copyright CYMA Systems Inc. 134

140 Maintain Client Configuration - Earnings/Deductions Types Tab The Earnings/Deduction Types tab allows you to set up all the earnings, taxes, benefits, and deductions (referred to as features) that will be available for this client. Individual features can be set up as needed; certain features can be set up multiple times. Features can also be deleted when no longer needed after a Year End Close as long as the feature is not in use by any employees and does not contain payroll data. Only features that have been set up on this tab are available to be assigned to employees. For example, if employees earn sick pay, Sick Pay must be added as an Earnings feature on the Maintain Client Configuration, Earnings/Deductions tab in order to make Sick Pay available as an option for employees in the Maintain Client Employee, Earnings/Deductions tab. Earnings / Deductions Types tab Refer to the following field descriptions and requirements. DataGrid Columns and Fields Type The drop-down list contains all the features that are available to be set up for the client company. Set up all the features needed for the client's employees. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). Copyright CYMA Systems Inc. 135

141 If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). The name must be unique across all features. GL Debit Account If enabled, enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post the employees' entries created by the corresponding feature. GL Credit Account If enabled, enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post credit or liability entries for the company and employee portions created by employees using the corresponding feature. Copyright CYMA Systems Inc. 136

142 Maintain Client Configuration - Salary Use the Salary feature for employees who have a fixed taxable amount each pay period. Refer to the following field descriptions and requirements for setting up the Salary type. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post salary payroll expense entries created by employees using this feature. Copyright CYMA Systems Inc. 137

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144 Maintain Client Configuration - Hourly Use the Hourly feature for employees who have taxable wages based on a number of hours worked. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post hourly payroll expense entries created by employees using this feature. Multiplier Specify the number that will be used to multiply times the employee rate to determine the rate that will be used when entering payroll hours for this earnings type. For example, if employees are paid sick pay earnings equal to their hourly rate, enter "1.0" to specify that the hours entered using this earnings type during the Enter Payroll operation will be calculated at the default hourly rate in the employee record. Copyright CYMA Systems Inc. 139

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146 Maintain Client Configuration - Piece Work Set up the Piece Work feature for employees who have taxable earnings based on completed items. Refer to following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post piece work payroll expense entries created by employees using this feature. Copyright CYMA Systems Inc. 141

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148 Maintain Client Configuration - Commissions Use the Commissions feature for employees who have earnings based on a percentage of sales. Refer to the following field descriptions and requirements for setting up the Commissions type. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post commission payroll expense entries created by employees using this feature. Copyright CYMA Systems Inc. 143

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150 Maintain Client Configuration - Reported Tips Use this feature to accumulate tip amounts paid directly to the employee by customers that need to be reported as earnings. The reported amounts will appear on the employee's W2 form. Do not use this feature for tips paid to the employee by the company. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). Copyright CYMA Systems Inc. 145

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152 Maintain Client Configuration - Paid Tips Use this feature for tips paid by the company to employees. Do not use this feature for tips paid directly to the employee by customers. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account will be used to post expense entries for tips paid to employees using this feature. Copyright CYMA Systems Inc. 147

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154 Maintain Client Configuration - Other Earnings The Other Earnings feature can be used to create multiple taxable earnings types that are not predefined by the system. Virtually an unlimited number of Other Earnings type features can be added, subject to hardware limitations. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account will be used to post other earnings payroll expense entries created by employees using this feature. Copyright CYMA Systems Inc. 149

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156 Maintain Client Configuration - Allowances Use this feature for employees that receive a taxable allowance amount that is not to be repaid, such as a uniform or fuel allowance. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account will be used to post allowance payroll expense entries created by employees using this feature. Copyright CYMA Systems Inc. 151

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158 Maintain Client Configuration - Sick Pay Use this feature for employees who have sick pay earnings. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account will be used to post expense entries for sick pay paid to employees using this feature. Multiplier Specify the number that will be used to multiply times the employee rate to determine the rate that will be used when entering payroll hours for this earnings type. For example, if employees are paid sick pay earnings equal to their hourly rate, enter "1.0" to specify that the hours entered using this earnings type during the Enter Payroll operation will be calculated at the default hourly rate in the employee record. Copyright CYMA Systems Inc. 153

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160 Maintain Client Configuration - Allocated Tips Use this feature to record allocated tips. The reported amounts will appear on the employee's W2 form. Do not use this feature for tips paid to the employee by the company. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). Copyright CYMA Systems Inc. 155

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162 Maintain Client Configuration - Accrual Pay Use this feature to track accrual pay earnings paid to employees and/or if you intend to use the Accrual feature. Using this feature in conjunction with the Accrual feature allows you to accrue and track employees vacation pay. Amounts paid to employees with the Accrual Pay feature is added to their taxable earnings. This feature tracks vacation dollars paid to employees. When paying hourly employees vacation pay using the Hourly earnings type, the vacation pay expense is posted to the same GL account that their hourly wages post to. To expense their vacation pay to another GL account, you must set up this feature and then use it to pay the hourly employee's vacation pay. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post vacation pay payroll expense entries created for employees using this feature. Multiplier Specify the number that will be used to multiply times the employee rate to determine the rate that will be used when entering payroll hours for this earnings type. For example, if employees are paid sick pay earnings equal to their hourly rate, enter "1.0" to specify that the hours entered using this earnings type during the Enter Payroll operation will be calculated at the default hourly rate in the employee record. Copyright CYMA Systems Inc. 157

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164 Maintain Client Configuration - Accrual Used in conjunction with the Accrual Pay feature, Accrual allows you to accrue employees vacation pay amounts per pay period. Amounts accrued using this feature are not added to an employee's taxable earnings until they are paid using the Accrual Pay feature. Accrued vacation pay can be viewed by printing an employee "Earnings History" report. Refer to the following field descriptions and requirements. The Vacation Pay feature must be set up in order to set up the Vacation Accrual feature. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to employee records and is used to post vacation accrual amount entries created for employees using this feature. The expense entry is posted to the GL debit account entered on the Vacation Pay tab page. Copyright CYMA Systems Inc. 159

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166 Maintain Client Configuration - Advance Use the Advance feature for employees who receive advances on their earnings that need to be repaid while withholding all applicable taxes. When adding the Advance feature, you must also add the Advance Recovery feature, which allows you to collect the advance from the employees pay. Employees' advance balances can be viewed by printing the employee "Earnings History" report. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post employee receivable entries created by employees using this feature. Copyright CYMA Systems Inc. 161

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168 Maintain Client Configuration - Non-Taxable Loan This feature allows you to give employees a loan without withholding taxes. When adding the Non- Taxable Loan feature, you must also add the Loan Recovery feature, which allows you to collect the loan from the employees pay. Employees' loan balances can be viewed by printing the employee "Earnings History" report. It is recommended to set up this feature if there is a possibility that an employee's pay in any pay period will be a negative (the total deductions exceed gross earnings). Use this feature to loan money to the employee so that their net pay is zero and have the system track the amount of the loan(s). Then use the Loan Recovery feature to recover the loan balance(s) the next pay period. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post employee receivable entries created by employees using this feature. Copyright CYMA Systems Inc. 163

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170 Maintain Client Configuration - Non-Taxable Expenses This type of earnings feature allows you to reimburse employees for expenses, such as travel and expense reports, without withholding taxes. you can set up virtually unlimited non-taxable expense features. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post non-taxable expense entries created by employees using this feature. Copyright CYMA Systems Inc. 165

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172 Maintain Client Configuration - Non-Taxable Other Payments This type of earnings feature allows you to define your own non-taxable employee earnings. You can set up virtually unlimited Non-Taxable Other Payments features. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post non-taxable other payments entries created by employees using this feature. Copyright CYMA Systems Inc. 167

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174 Maintain Client Configuration - Non-Cash Earnings Non-cash earnings are compensation that an employee receives instead of cash. They are subject to taxation and are accumulated for W2 reporting purposes. You can set up virtually unlimited userdefined Non-Cash Earnings features. For example, the employee use of a company vehicle for personal use, lodging, food, clothing or other commodities. Refer to the following field descriptions and requirements. No GL account is used, since this feature only tracks amounts affecting W2 amounts and Quarterly reports. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). Copyright CYMA Systems Inc. 169

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176 Maintain Client Configuration - Benefits The Benefits feature allows you to create virtually unlimited user-defined employee benefits that are deducted from employees net pay. Benefits include any items that the company makes payments to an outside agency on behalf of the employee, such as insurance premiums. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post expense entries created by employees using this feature. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post offset credit or liability entries created by employees using this feature. Copyright CYMA Systems Inc. 171

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178 Maintain Client Configuration - Roth 401K/Other Roth 401k deductions are subtracted from employee's gross pay but do not reduce their taxable income. You can create virtually unlimited user-defined Roth 401K/Other features. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post company expense entries created by employees using this feature. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post offset credit or liability entries for the employee portions of the pre-tax deduction entries created by employees using this feature. Copyright CYMA Systems Inc. 173

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180 Maintain Client Configuration - Pre-Tax 401K/Cafe/Other Pre-tax deductions are subtracted from employees gross pay and reduce their taxable income. You can create virtually unlimited user-defined Pre-Tax 401K/Cafe/Other features. For example, 401K plans, flexible spending accounts, and qualified cafeteria plans, such as medical insurance premiums, dependent care assistance and group legal services. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post company expense entries created by employees using this feature. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post offset credit or liability entries for the employee portions of the pre-tax deduction entries created by employees using this feature. Copyright CYMA Systems Inc. 175

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182 Maintain Client Configuration - Advance Recovery This feature is used in conjunction with the Advance feature and allows you to recover advances given to employees in prior pay periods against their future earnings. The amount of the recovery is deducted from employees gross pay and is not included in their taxable earnings (the advance was already taxed). Refer to the following field descriptions and requirements. The GL account entered for the Advance feature is used for the Advance Recovery feature. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post offset credit entries for the pre-tax deduction entries created by employees using this feature. Copyright CYMA Systems Inc. 177

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184 Maintain Client Configuration - Social Security Insurance This is the statutory Social Security Insurance tax that is withheld from employees under the Federal Insurance Contributions Act (FICA). The rates and limits are preset by the system and cannot be edited. The system will validate employees' SSI tax amount that is entered during the Enter Client Payroll Checks operation. If the amount entered is incorrect, you are prompted with a message telling you that the amount is incorrect, what the amount should be, and asks if you want the system to correct the entry. If the system corrects the entry, a debit or credit is made to the Federal Income Tax amount. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post the employer Social Security Insurance expense entries created by employees using this feature. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post liability entries for the combined total of the employer and employee portions of the Social Security Insurance. Copyright CYMA Systems Inc. 179

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186 Maintain Client Configuration - Medicare This is the statutory Medicare tax that is withheld from employees under the Federal Insurance Contributions Act (FICA). The employer is required to match the 1.45% Medicare rate imposed on all of the employee's taxable wages. The rate is preset by the system and cannot be edited. The system will validate employees' Medicare tax amount that is entered during the Enter Client Payroll Checks operation. If the amount entered is incorrect, you are prompted with a message telling you that the amount is incorrect, what the amount should be, and asks if you want the system to correct the entry. If the system corrects the entry, a debit or credit is made to the Federal Income Tax amount. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post the employer Medicare expense entries created by employees using this feature. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post liability entries for the combined total of the employer and employee portions of Medicare. Copyright CYMA Systems Inc. 181

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188 Maintain Client Configuration - Federal Income Tax (FIT) This is the statutory federal income tax that is withheld from employees pay based on their filing status, withholding allowances, and the correct withholding rate. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post FIT liability entries created by employees using this feature. Copyright CYMA Systems Inc. 183

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190 Maintain Client Configuration - State Income Tax This is the statutory state income tax that should be set up if your client's work states) collects state income taxes. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post SIT liability entries created by employees using this feature. Copyright CYMA Systems Inc. 185

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192 Maintain Client Configuration - Local Income Tax This is the statutory local income tax that should be set up if you need to collect city, county, or other local income taxes. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post LIT liability entries created by employees using this feature. Copyright CYMA Systems Inc. 187

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194 Maintain Client Configuration - Earned Income Credit (EIC) This feature allows employees who are eligible for the earned income credit and have a qualifying child to receive advance earned income credit payments with their pay during the year, instead of taking the earned income credit at year end on their personal income taxes. An advance EIC payment is added to the employee's net pay for the pay period and is not subject to withholding of FIT, Social Security Insurance, and Medicare. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post EIC entries created by employees using this feature. Copyright CYMA Systems Inc. 189

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196 Maintain Client Configuration - Federal Unemployment Tax Act (FUTA) This is the statutory Federal Unemployment Tax Act (FUTA). This is an employer paid contribution only and must be added to each employee record to compute the employer's liability. FUTA is calculated based on a percentage of the employee's first $7000 of taxable earnings. The employer's FUTA rate is entered and maintained on the Maintain Client Configuration, General tab page; the FUTA limit is preset by the system and cannot be edited. The system will automatically calculate and record the client company's liability amount during the Enter Client Payroll Checks operation. The amount is calculated for each client payroll check when the check is saved. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post employer FUTA payroll expense entries. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post FUTA liability entries. Copyright CYMA Systems Inc. 191

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198 Maintain Client Configuration - State Unemployment Tax Act This is the statutory State Unemployment Tax Act (SUTA) that is calculated by the system based on the rates entered on the Maintain Client Configuration, State Defaults tab. This liability can be company paid, employee paid, or jointly paid by both. Each state's rules and regulations for withholding SUTA are defined in the system. The system verifies the work state and requires that the appropriate information be entered. For example, if the employee's work state only requires an employer contribution, only a company rate must be entered. When applicable, the system will automatically calculate and record the client company's liability amount during the Enter Client Payroll Checks operation. The amount is calculated for each client payroll check when the check is saved. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post employer SUTA payroll expense entries. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post the combined total employer and employee SUTA liability entries. Copyright CYMA Systems Inc. 193

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200 Maintain Client Configuration - State Disability Insurance Set up the State Disability Insurance feature if the client's state has an accident or disability insurance plan that is paid by the employee. Employer paid portions are not available at this time. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Debit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post employer SDI payroll expense entries. GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post the employee SDI liability entries. Copyright CYMA Systems Inc. 195

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202 Maintain Client Configuration - Workers Compensation Set up this feature if your state requires Workers compensation insurance paid by the employee. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post the employee Workers Compensation liability entries. Copyright CYMA Systems Inc. 197

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204 Maintain Client Configuration - Loan Recovery Used in conjunction with the Non-Taxable Loan feature, the Loan Recovery feature provides for loan payments that are deducted from the employee's pay. This feature must be set up when using the Non-Taxable Loan feature. Each time an amount is recovered from an employee's pay, the amount is subtracted from the loan balance that is tracked by the system. Loan balances can be viewed by printing an employee "Earnings History" report. Refer to the following field descriptions and requirements. The GL account used on the Non-Taxable Loan feature will be the account used to post the entries created by the Loan Recovery feature. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post offset credit entries created by employees using this feature. Copyright CYMA Systems Inc. 199

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206 Maintain Client Configuration - Union Dues The Union Dues feature allows you to deduct union dues from employees pay, if the employer remits union dues on behalf of employee. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post credit or liability Union Dues entries created by employees using this feature. Copyright CYMA Systems Inc. 201

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208 Maintain Client Configuration - Other Deductions The Other Deductions feature allows to create virtually unlimited user-defined deductions. The deductions created using this feature do not affect employees' taxable income. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post credit or liability deduction entries created by employees using this feature. Copyright CYMA Systems Inc. 203

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210 Maintain Client Configuration - Direct Deposit or EFT Direct Deposit The Direct Deposit feature is used for employees whose earnings, or a portion of, are deposited directly to their bank account. You can create virtually unlimited Direct Deposit features, such as a savings direct deposit. If setting up a new feature use the EFT Direct Deposit feature, the Direct Deposit feature is used for backward compatibility with previous version of CYMA IV. Refer to the following field descriptions and requirements. Description This description is used to reference the feature throughout the system. This default description may be overridden (up to 30 alphanumeric characters). If the Description is overridden, once the OK button is clicked the feature will now be referenced by the new name throughout the system. Desc on Chk This Desc on Chk is used to reference the feature on the check forms. This default description may be overridden (up to 10 alphanumeric characters). GL Credit Account Enter a valid GL account or use the Browser to select one. This account defaults when adding this feature to an employee record and is used to post credit or liability direct deposit entries created by employees using this feature. Copyright CYMA Systems Inc. 205

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212 Enter Menu Selecting the Enter menu from the Payroll menu bar drops down a submenu that enables you to enter payroll data, manual checks, void payroll checks, and enter adjustments. From the Enter menu you can select: Client Payroll Checks Void Checks Adjustments Copyright CYMA Systems Inc. 207

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214 Enter Client Payroll Checks The Enter Client Payroll Checks dialog box is accessed by selecting Enter/Client Payroll Checks from the menu bar. This operation allows you to enter, post, and optionally print client's payroll checks. For each employee, enter the employee's earnings, benefits, and deduction amounts. Upon saving each check, the system will validate the SSI and Medicare amounts entered and calculate the employer portions of the payroll burden for each employee. If the SSI or the Medicare amount is incorrect, you are prompted with a message telling you that the amount is incorrect, what the amount should be, and asks if you want the system to correct the entry. If the system corrects the entry, a debit or credit is made to the Federal Income Tax amount. In addition, when each check is saved, the system will calculate the employer portion of FUTA and SUTA. On multi-user systems, when the Post button is clicked by any user, all checks will be posted for all users with the following exceptions: Checks that are currently being entered, saved checks that are being edited, or checks that need to be printed. Enter Client Payroll Checks dialog box Refer to the following field descriptions and requirements. DataGrid Columns and Fields The DataGrid located at the top of the dialog box displays, in view-only mode, unposted or unprinted employee checks. To edit an existing unposted or unprinted check, double-click on the DataGrid line that contains the employee's check. You can also enter the corresponding Bank ID, Check No, and Employee ID in the appropriate fields and then click the Edit button. The following data is displayed for each unposted check: Copyright CYMA Systems Inc. 209

215 Employee ID Name Check No Check Date Net Amount On multi-user systems, as checks are entered and saved, the DataGrid will only update on your system. This can give the appearance of updating infrequently and unexpectedly. Posting by one user will affect all users. For example, there are three users entering payroll checks for the same client. As each user enters and saves checks, the DataGrid may not update at each workstation as the users save their checks. However, if one of the users clicks the Post button, the system will post all checks with the exceptions noted previously. Print Check Click the Print Check check box to print a check for the payroll check being entered. When selected, enter the corresponding check data, save, and then go to Process/Print Payroll Checks to print the check. Bank ID The Bank ID entered on the Maintain Client Configuration, General tab defaults; the Browser is available to select another ID. The bank description displays in the view-only text box below the ID. If the Print Check check box is selected, this text box is not available. The Bank is selected during the Print Payroll Checks operation. Check No The next available check number for the bank ID selected defaults. This number may be overridden with another available check number (up to 10 numeric characters). If the Print Check check box is selected, this text box is not available. The check number is assigned during the Print Payroll Checks operation. Employee ID Enter the employee's ID or use the Browser to select it. The employee's name displays in the view-only text box below the ID. Check Date The end date of the current period defaults as the check date and may be overridden. If the Print Check check box is selected, this text box is not available. The check date is entered during the Print Payroll Checks operation. Net Check Enter the amount of the check. Pay Frequency The Pay Frequency for the currently selected employee displays in view-only mode below the Net Check field. DataGrid Columns and Fields The DataGrid displays the currently selected employee's list of active features. Each feature's default GL account and amount are also displayed and can be overridden. This allows you to enter the amounts from the employee's check for the corresponding features in the Amount column. Earning / Deduction Copyright CYMA Systems Inc. 210

216 This view-only column displays the list of features for the selected employee. Amount Any Default Amounts that were entered on the employee's record default and can be overridden. Accept the default or enter the earnings and deduction amounts for each appropriate feature. Enter earnings as positive amounts and deductions as negative amounts. Negative adjustments to earnings are entered as negative amounts and positive adjustments to deductions are entered as positive amounts. The total of the column displays below the last line on the DataGrid. To save the check, the total of this column must match the Net Check previously entered. GL Account The default GL account assigned to each feature is displayed. To override the default, enter another valid account or use the Browser to select it. Enter Client Payroll Checks Command Buttons: The Post button is enabled after the Save button is clicked. This allows you to post the check(s) to the payroll files. On multi-user systems, the DataGrid located at the top of the dialog box may not display all unposted checks. For example, there are three users entering payroll checks for the same client. As each user enters and saves checks, the DataGrid may not be updated at each workstation as the users save their checks. However, if one of the users clicks the Post button, the system will post all checks with the following exceptions: Checks that are currently being entered, and saved checks that are being edited. The Edit button is enabled when an existing check is entered. This allows you to edit unposted or unprinted checks. The Bank ID, Check No, and Employee ID cannot be edited. The Save button is enabled when changes are made to an existing check or when creating new check records. Click this button to validate and save the data. Upon saving each check, the system will validate the SSI and Medicare amounts entered and calculate the employer portions of the payroll burden for each employee and transfer the check data to the DataGrid located at the top of the DataGrid. If the SSI or the Medicare amount is incorrect, you are prompted with a message telling you that the amount is incorrect, what the amount should be, and asks you if want the system to correct the entry. If the system corrects the entry, a debit or credit is made to the Federal Income Tax amount. The system will also calculate the FUTA and SUTA for the employer liability. Click the New button to clear the dialog box and enter a new check. If the current employee's data has changed you will be prompted with a message allowing you to save or cancel the changes. Click the Delete button to permanently remove the currently displayed check from the data file. Only unposted checks can be deleted. Copyright CYMA Systems Inc. 211

217 The Close button allows you to exit the Enter Client Payroll Checks operation. If the current employee's data has changed you will be prompted with a message allowing you to save or cancel the changes. Copyright CYMA Systems Inc. 212

218 Enter Void Checks When Enter Void Checks... is selected from the Payroll Enter menu, the Enter Void Checks dialog box displays. This operation allows you to mark payroll checks as "Voided". The system automatically creates the reversing entries required for the voided check and adjusts the employee's W2 or 1099 amounts. The reversing entries are posted to the payroll files once the Void button is clicked. They are posted to the General Ledger when the Process/Post Checks to GL operation is performed for the pay frequency that was used to process the check to be voided or when the All option is selected as the frequency to post. Voided checks print on the check register with a status of "V" and the voided amount is reflected in parenthesis. Only payroll checks dated in an open payroll year may be selected for void. Enter Void Checks dialog box Refer to the following field descriptions and requirements. Bank ID Copyright CYMA Systems Inc. 213

219 Enter the bank ID associated with the checks to be voided; the Browser is available to select the bank ID. The bank name displays in the view-only text box to the right. Check Number group box Range From To The Range From option button will allow you to choose a range of Checks to void. The From and To text boxes are available for you to enter the first and last Check numbers to be included. Set Void Date to Original Check Date Check the Set Void Date to Original Check Date option if you are voiding many checks and the check dates are different and the void date needs to match the check date. Void Date Enter a valid date in the current payroll quarter to apply as the void date. The date entered becomes the date of the reversing entries for the voided check. Reason The Void Date becomes the date of the reversing entries created automatically by the system. Enter the reason the check was voided (up to 50 alphanumeric characters). Restore check entries to current period Check this option to restore any check entries that were either entered by the user or generated by the system when the check was originally printed. Entries that were calculated, such as taxes will not be restored. The user will need to go to Process Calculate Payroll to recreate new calculated entries for the check. If an employee has current entries to be processed and this options is checked, those checks will not be voided. Multiple checks for the same employee cannot be voided. Only checks that were printed using CYMA Version 13 or later will have entries to restore. DataGrid Columns and Fields Check No The Check Number to be voided appears in view-only mode. Check Date The date of the check displays in view-only mode. Amount The amount of the check displays in view-only mode. Employee ID The Employee ID displays in view-only mode. Name The Employee Name displays in view-only mode. Enter Void Checks Command Buttons Copyright CYMA Systems Inc. 214

220 Click the Deselect All button to return all selected Checks to a non-selected status. Click the Select All button to select all Checks for voiding. The Void button allows you to mark the check as Void and post the reversing entries that are automatically created by the system to the payroll files. Once the Void button is clicked, it cannot be undone. The New button alerts you if the currently displayed check is not voided and asks if you want to clear anyway. A Yes response will cancel the void of the currently displayed check and clear the dialog box, allowing you to enter another check to void. The Close button allows you to exit the Enter Void Checks operation. If the current displayed data has changed you will be prompted with a message allowing you to continue to void the check or cancel the void. Copyright CYMA Systems Inc. 215

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222 Enter Adjustments When Adjustments... is selected from the Enter menu, the Enter Adjustments dialog box displays. This operation allows you to make adjustments to past earnings, deductions, vacation accrual, hours, sales, pieces, taxable wages, excess wages, and excluded wages. Adjustments update Payroll statistics and can optionally update the General Ledger. It is recommended to use this operation only when instructed to do so by a CYMA Technical Support Representative. Enter Adjustments dialog box Refer to the field descriptions and requirements. Employee ID Enter the employee's ID or use the Browser to select it. The employee name displays in view-only mode. Show Inactive Features Copyright CYMA Systems Inc. 217

223 Check the Show Inactive Features check box to include features that have a status of Inactive. This box must be checked prior to selecting an employee. Bank ID The Bank ID entered on the Maintain Configuration, Posting Information tab defaults; the Browser is available to select another ID. Period group box Frequency Select a Frequency from the drop down. The employee's current frequency will default. Start Date Enter the period Start Date to associate with the adjustment. The current start date of the selected frequency will default but may be changed. End Date Enter the period End Date to associate with the adjustment. The current end date of the selected frequency will default but may be changed. The start and end dates will be validated to ensure they cover the time period determined by the frequency selected. Adjustment Date Enter the date for the adjustment. Adjustment entries are posted with the date entered in this field. For example, if you are in the third quarter of the year and you want the adjustment to affect the payroll figures for the first quarter, you must enter a date in the first quarter. Don't Update GL When selected, this check box allows you to specify that the adjustment entries only update the Payroll data and do not get posted to the General Ledger. Otherwise, when not selected the adjustment entries will post to the General Ledger during the Post Checks to GL operation. In order for adjustment entries to post to GL, when posting checks to GL, in the Frequency dropdown list you must select the All option. Cash Account The GL cash account corresponding to the bank ID selected displays in view-only mode. DataGrid Columns and Fields The DataGrid will display the employee's earnings, deductions, vacation accrual, hours, sales, pieces, taxable wages, excess wages, and excluded wages. Taxable wages are not automatically calculated when adjustment amounts are entered. To adjust taxable wages, make entries for each specific tax listed on the DataGrid. The following columns are displayed on the DataGrid: Description This view-only column lists the description of the employee's features. Company portions are displayed in gray. Amount This column allows you to enter the adjustment amount. Enter earnings as positive and deductions as negative amounts. Negative adjustments to earnings and positive adjustments to deductions are allowed. Hours Copyright CYMA Systems Inc. 218

224 If applicable, this column allows you to enter adjustments to feature hourly accruals and/or hours tracked. Enter negative hours to reduce hourly totals. Account If applicable, the GL account assigned to the feature on the employee record will display. The Browser is available to change the account if necessary. If no account is entered, the system will use the account entered in the employee's record. Tax Wages Enter adjustment amounts to adjust Tax Wages (if applicable). Excess Wages Enter adjustment amounts to adjust Excess Wages (if applicable). Excluded Wages Enter adjustment amounts to adjust Excluded Wages (if applicable). Sales This column is enabled for Commission features. Enter any adjustments to sales amounts. Pieces This column is enabled for Piece Work features. Enter any adjustments to the number of pieces tracked. Project (Financial Management System) Enter the Project ID that you would like to assign to the transaction, or use the browser to select one. A project ID will default if one has been defined for the Employee in Maintain Employees The Project fields are only available for features that allow assignment of a project. Projects can be assigned to certain earnings features, but not to taxes or deductions. Expense Type (Financial Management System) Enter the Expense Type that you would like to assign to the transaction, or use the browser to select one. An Expense Type will default if one has been defined for the Employee in Maintain Employees or if you have assigned a Expense Type default to the corresponding General Ledger Account. Category (Financial Management System) Enter the Category that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Category check box for the corresponding Project in General Ledger - Maintain Projects. A Category will default if one has been defined for the Employee in Maintain Employees Costing Code (Financial Management System) Enter the Costing Code that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Activity check box for the corresponding Project in General Ledger - Maintain Projects. A Costing Code will default if one has been defined for the Employee in Maintain Employees Grant (Not For Profit) Copyright CYMA Systems Inc. 219

225 Enter the Grant ID that you would like to assign to the transaction, or use the browser to select one. A Grant ID will default if one has been defined for the Employee in Maintain Employees. The Grant fields are only available for features that allow assignment of a Grant. Grants can be assigned to certain earnings features, but not to taxes or deductions. C.O.E. (Not For Profit) Enter the C.O.E. that you would like to assign to the transaction, or use the browser to select one. This value will automatically fill in if you have assigned a C.O.E. default to the corresponding General Ledger Account, but it may be changed as needed. A C.O.E will default if one has been defined for the Employee in Maintain Employees or if you have assigned a C.O.E default to the corresponding General Ledger Account. Program (Not For Profit) Enter the Program ID that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Program check box for the corresponding Grant ID in General Ledger - Maintain Grants. A Program ID will default if one has been defined for the Employee in Maintain Employees. Activity (Not For Profit) Enter the Activity ID that you would like to assign to the transaction, or use the browser to select one. This field will only be available if you have selected the Activity check box for the corresponding Grant ID in General Ledger - Maintain Grants. An Activity ID will default if one has been defined for the Employee in Maintain Employees. Trans Class 1 Enter an active Trans Class 1 code or select one from the browser. If the Employee has been configured with a default trans code in Maintain Employee, the code will default. Trans Class 2 Enter an active Trans Class 2 code or select one from the browser. If the Employee has been configured with a default trans code in Maintain Employee, the code will default. Trans Class Codes can be assigned to all earnings features, but not to taxes or deductions. Trans Class codes are only visible when turned on in Maintain Configuration Company Information. Enter Adjustments Command Buttons Click the Post button to post the adjustments to the Payroll files. If posting the adjustments to the GL, use the Post Checks to GL operation. The Clear button allows you to clear the current employee from the dialog box and enables the Browser on the Employee ID field allowing you to select another employee record. If the current employee's data has changed you will be prompted with a message allowing you to save or cancel the changes. Copyright CYMA Systems Inc. 220

226 The Close button allows you to exit the dialog box. If the current employee's data has changed you will be prompted with a message allowing you to save or cancel the changes. Copyright CYMA Systems Inc. 221

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228 Payroll Process Menu Selecting the Process menu from the Payroll menu bar drops down a submenu that enables you to print or reprint checks, post to GL, and close the quarter, and year. From the Process menu you can select: Print Payroll Checks Post Checks to GL Print 940 Form Print 941 Form Create SSN Verification File Quarter End Close Year End Print W-2s and 1099s Year End Close Copyright CYMA Systems Inc. 223

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230 Process Print Checks When Print Checks... is selected from the Process menu, the Print Payroll Checks dialog displays. This operation allows you to print checks for the current pay period or reprint a specified range of checks in the current pay period or a previously closed period. Once the checks are printed, they are automatically posted to the Payroll files. This operation also updates the company's and applicable employees' quarter-to-date and year-to-date balance amounts. When the Print Checks option is selected, the pay frequency containing the transactions most recently calculated defaults. Only pay frequencies that have checks to be printed appear on the dropdown list. To print checks for another pay frequency that contains calculated transactions, use the Frequency drop-down list on the Print Payroll Checks dialog box to select another valid pay frequency or select the All option to print checks for all frequencies. If there are no pay frequencies that contain transactions, you only have the option to reprint checks. When checks are reprinted, you have the option to void the original check numbers and assign new numbers or reprint the checks using the same check numbers. The system only recognizes transactions for a pay frequency if the proof listing was printed in Process - Calculate Payroll. To turn off this requirement, go to Maintain Configuration - Prerequisite Reports and adjust options accordingly. If an employee record for which a check is being printed contains a Direct Deposit feature that is set up to deposit the employee's total net pay, the system automatically prints a Void check during the Print Checks operation to be used as a voucher. A transaction record is written to the Job Costing transaction file for each employee assigned to a job. Additionally, the "Costs to Date" field on the Maintain Job dialog is updated to record the Direct Labor costs associated with the job. CYMA provides standard check formats with the Payroll module. Use them as they are or select the Custom Forms item on the Maintain menu bar to customize the standard check formats or to create your own. A check format must exist prior to accessing the Print Checks operation. Print Payroll Checks dialog box Copyright CYMA Systems Inc. 225

231 Refer to the following field descriptions and requirements. Print Options group box This group box contains the bank account information, required for posting and check register information, and the check form selection. Bank ID The bank record selected on the Maintain Configuration/Posting Information tab defaults. The bank name displays in view-only mode. The Browser is available to select another Bank. Check Number When using the Print Checks operation for the first time for the selected Bank, you must enter your beginning check number (up to 10 numeric characters). Thereafter, the next available check number in the series for the selected Bank defaults. Use the default or enter new beginning check number. Check Date The system date defaults as the check date. Use the default or enter another date. For a cash basis company, this is the posting date of the payroll transactions and the check transactions when posted to the GL. For an accrual basis company, the payroll transactions and check transactions post to the GL according to the selections entered on the Maintain Configuration/Posting Information tab. Copyright CYMA Systems Inc. 226

232 If a single frequency is selected and the Calc Check Date option is set to yes in Maintain Configuration - Payroll Frequencies, the check date will be calculated based on the period end date and the value entered in Days To Add in Maintain Configuration - Payroll Frequencies. Sort By Use the Sort By drop-down list to select how you want the checks to print. The available options are: Employee ID When Employee ID is selected from the drop-down list, the checks will be printed in alphabetical order by Employee ID. Name When Name is selected from the drop-down list, the checks will be printed in alphabetical order by employee last name. City When City is selected from the drop-down list, the checks will be printed in alphabetical order by City. State When State is selected from the drop-down list, the checks will be printed in alphabetical order by State. Work State When Work State is selected from the drop-down list, the checks will be printed in alphabetical order by Work State. Client ID When Client ID is selected from the drop-down list, the checks will be printed in alphabetical order by Client ID. Department When Department is selected from the drop-down list, the checks will be printed in alphabetical order by Department. Location When Location is selected from the drop-down list, the checks will be printed in alphabetical order by Location. The Sort By value that you select is saved in the registry and used as the default value the next time the Print Payroll Checks dialog is entered. If there is no registry entry the value defaults to Name. Payroll Check Form Group Box The Payroll Check Form group box contains check form and Printer Setup selections. Payroll Check Form Use the drop-down list to select a check form to use for printing checks. Check forms can be created and/or modified by selecting Custom Forms from the Maintain menu if Crystal Reports is installed. Click this button to preview the checks on the screen. This allows you to verify the checks before printing them on your check stock. Copyright CYMA Systems Inc. 227

233 Click this button to print a test form to verify the form alignment. Click this button to display the number of checks that are required for the current payroll calculations. Copies: In the Copies spin-box, specify the number of copies of each check you wish to print. When multiple copies of checks are printed, each check is printed with all of its copies, for example, the first check is printed, then all additional copies are processed, then the second check is printed with all of its copies, and so on until all checks have been processed. This allows you to select another printer that you have set up in Windows, change the printer's properties, and change the paper options (size, source, and orientation). The default printer displays in view-only mode. The printer will default based on the printer last used when printing checks, regardless of which printer is being used to print reports. Checks to Print group box This group box contains the print checks and the reprint checks options and their required information. Print Checks This option button is selected by default and allows you to print checks for the selected pay frequency and period. Frequency The pay frequency containing the transactions most recently calculated defaults. Select from the drop-down list another pay frequency that contain valid calculated payroll transactions. Select the All option to print checks for all pay frequencies. Start Date / End Date The start and end date for the pay period pertaining to the selected pay frequency display in view-only mode. If All is selected for the frequency, no start and end dates will display. Checks to Print data grid Use the DataGrid to enter selection criteria for printing checks based on the following fields: Field This view-only column shows the fields available for user-defined selection criteria. The options are as follows: Employee ID The Employee ID option allows you to print checks based on the Employee ID. Department ID The Department ID option allows you to print checks by Department. Location ID The Location ID option allows you to print checks by Location. Client Code Copyright CYMA Systems Inc. 228

234 The Client Code option allows you to print checks by the Client Code assigned to the employee. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help. Reprint Checks When selected, this option button allows you to reprint a specified range of check numbers. If the Assign new Check Numbers check box is selected, checks in the range are voided and assigned a new number beginning with the number entered in the Check Number text box. See the Assign new Check Numbers field description below for more information regarding reprinting checks with new check numbers. Starting Check No / Ending Check No Specify the range of checks to reprint. Enter the starting and ending check number range in the corresponding fields. To reprint a single check, enter the same number in both fields. Assign New Check Numbers This check box is enabled when the Reprint Checks option button is selected. When selected, checks in the range are voided and assigned a new number beginning with the number entered in the Check Number text box. The system automatically creates the reversing entries required for the voided checks and posts them to the Payroll files along with the entries for the new checks when the Print button is clicked. All entries are posted to the General Ledger when the Post Checks to GL operation is performed using the Check Date entered. Set Void Date to Original Check Date This check box is enabled when the Reprint Checks option button is selected and the Assign New Check Numbers check box is also selected. This check box forces the system to assign the original check(s) a void date equivalent to that of the original check date(s). The new check(s) that are printed during this process are assigned a check date based upon the Check Date entered above. To enable the Set Void Date to Original Check Date check box, you must select the Assign New Check Numbers check box. EFT Direct Deposit Group Box The EFT Direct Deposit group box has fields that control the file name and path to where the file is to be stored. This group box will be greyed out if a EFT Direct Deposit serial number has not been entered in System Manager - System - Register, or if no employees have a EFT Direct Deposit feature assigned to them. File Path The File Path for EFT batches with an extension of.eft will default. For example, C:\CYMA4\PROGRAM FILES\DEMO\EFT. The path will default from Maintain Banks for the Bank selected. The default will allow all EFT output files to be segregated into their own directory. Accept the default File Path or use the file browse button File Name to select another. The default File Name is composed of the following segments. DD?####P, where DD indicates Direct Deposit,? indicates the EFT file identifier value, #### is the system date, month and day Copyright CYMA Systems Inc. 229

235 values, and P indicates the check printing process. When the actual output file is created, it will have a file extension of.eft. The EFT file identifier value is a value of either A-Z or 0-9 and is used to uniquely define multiple EFT output files created on the same day. Each time an EFT output file is successfully created this value will be advanced. If you use the default file name, it should avoid any problems with overwriting files. Print Payroll Checks Command Buttons Click the Print button to begin printing checks and post them to the Payroll files. Once clicked, you will be prompted with a message prompting you to continue and print checks. Click the Yes button to continue. Once checks have been sent to the printer, if printing is cancelled, those checks that have printed are still considered printed and posted. A transaction record is written to the Job Costing transaction file for each employee assigned to a job. Additionally, the "Costs to Date" field on the Maintain Job dialog is updated to record the Direct Labor costs associated with the job. Once the checks are printed, you are prompted with a message confirming the completion of the check printing and posting. To post the checks to the General Ledger (if applicable) access the Post Checks to GL from the Process menu. Reports can be run after printing is completed by checking the Include with Check Printing option in Maintain Configuration. When the option is selected an additional dialog will display allowing the selection of the Report Batch to print. Click the Close button to quit the Print Checks operation without printing and posting any checks. Copyright CYMA Systems Inc. 230

236 Process Post Checks to GL When Post Checks to GL... is selected from the Process menu the Post Check to GL dialog box displays. This option is only enabled when the Integrated to General Ledger check box is selected on the Maintain Configuration/Posting Information tab. This operation marks the checks as posted to the General Ledger and creates unposted PR (Payroll) journal entries in the General Ledger system. Once the Post button is clicked, you are prompted with a message allowing you to print a proof listing before continuing to post the transactions to the General Ledger. Transactions are posted to GL (detail or summary) based on the selections entered on the Maintain Configuration/Posting Information tab. For a cash basis company, all transactions are posted to GL with the date of the check. For an accrual basis company, the Maintain Configuration/Posting Information tab gives you the option to post on the transaction date or the check date. When transactions are posted using the transaction date, the transactions are posted using the pay period end date and the check transactions are posted using the check date. When transactions are posted using the check date, all transactions post using the check date. Post Checks to GL dialog box Refer to the following field descriptions and requirements. Frequency Select from the drop-down list the pay frequency that contains the check transactions for the pay period that you wish to post to the GL. Select the All option to post all Payroll checks to GL. The system prompts you with a message if the selected frequency does not contain any transactions to post. To post adjustments to the GL, select the All option. Proof Listing Destination group box This group box allows you to select where the "Post Payroll to General Ledger Proof Listing" will print. The system default printer displays in the view-only text box. Screen Select this button to display the Post Payroll to General Ledger Proof Listing on your screen. Once displayed on your screen, the report may also be sent to the system default printer from your screen. Copyright CYMA Systems Inc. 231

237 Printer Select this button to direct the report to the printer shown in the "default printer" section of the destination group of the dialog. File Select this button to export the displayed report in one of several common formats. Post Checks to GL Command Buttons Click the Setup Printer button to select a printer other than the default printer displayed or to change the orientation from Portrait to Landscape if necessary. Click the Post button to continue. You are prompted with the Print GL Proof Report? message, click the Yes button to continue and post the checks to GL. To cancel the post to GL, click the No button on the message. Once the post is complete, a message displays the number of checks posted to the GL. Click the Close button to quit the Post Checks to GL operation without posting any checks. Copyright CYMA Systems Inc. 232

238 Process Tax Forms and Payments When Tax Forms and Payments... is selected from the Process menu the Tax Forms and Payments dialog displays. This operation allows you to select State and Federal Payroll forms for processing, printing and e-filing. Tax Forms and Payments Dialog Refer to the following field descriptions and requirements. Category Select a Category from the Drop Down. Select State to see a list of State Reports, Federal to see a list of Federal Reports, History to view a History report and Previous Draft to see a list of reports that have been saved previously but not completed. State Select a State from the Browser or type in the two digit abbreviation. The only states that show are the states that are set up in Maintain Configuration - State Information. Title The Title field shows a list of reports. Select a report from the drop down. Reports will show based on the selections in the Category and State field. Copyright CYMA Systems Inc. 233

239 Description The Description is a read only field to provide additional information about the report selected in the Title field. Type The Type field is used to define the period of time that you want to run the report for. The options will change based on the report that is selected. Period The Period field is used to define the period that you want to run the report for. The options will change based on the Type that is selected. Year The Year field is used to select the year to run the report for. The years listed are the same years that are set up in System Manager - Maintain Accounting Periods. Date The Date Field is used to enter a date value to run the report for. The date field is only available if Daily is selected in the Type field. Start Date The Start Date is used to define a start date for the report. The Start Date field is only available if Date Range is selected in the Type field. End Date The End Date is used to define a start date for the report. The End Date field is only available if Date Range is selected in the Type field. Group By Clients Check the Group By Clients check box to process each Client individually. If this is checked and a range of clients are selected below, a report will be process for each client, one after the other. Each report can be reviewed and printed. Data grid Columns and Fields Use the DataGrid to enter selection criteria for selecting values based on the following fields: Field This view-only column shows the fields available for user-defined selection criteria. The options are as follows: Client Code The Client Code option allows you to select which Clients are included in the reports. Department ID The Department ID option allows you to select which departments are included in the reports. Location ID The Location ID option allows you to select which locations are included in the reports. Client Group ID Copyright CYMA Systems Inc. 234

240 The Client Group ID option allows you to select which Client Groups are included in the reports. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help. Tax Forms and Payments command buttons The OK button verifies all information entered and continues to the report generation process. The Close button allows you to exit the Process Tax Forms and Payments operation. Copyright CYMA Systems Inc. 235

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242 Process Print 940 Form When Print 940 Form... is selected from the Process menu the Print 940 Form dialog box displays. This operation allows you to print a 940 tax form for an employer's annual federal unemployment tax return. When the Print 940 Form option is selected, current period totals are displayed. To print a 940 form for a previous year, choose the year in the drop down list that appears at the top of the dialog box. If you wish to set the 940 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Year Select the year for which you want to calculate Form 940. The Print 940 Form dialog box consists of three tabbed sections. Lines 1-11 Tab Copyright CYMA Systems Inc. 237

243 Refer to the following descriptions and requirements. Type of Return (Check all that apply) a. Amended Check the Amended box if this is an amended return that you are filing to correct a return that you previously filed. b. Successor Employer Check the Successor Employer box if you are successor employer and: Copyright CYMA Systems Inc. 238

244 You are reporting wages paid before you acquired the business by a predecessor who was required to file a Form 940 because the predecessor was an employer for FUTA tax purposes, or You are claiming a special credit for state unemployment tax paid before you acquired the business by a predecessor who was not required to file a Form 940 because the predecessor was not an employer for FUTA tax purposes. c. No payments to employees for given year Check the No Payments to employees for given year check box if you are not liable for FUTA tax for the selected year because you made no payments to employees. d. Final: Business Closed or Stopped paying wages Check the Final: Business Closed or Stopped paying wages check box if this is a final return because you went out of business or stopped paying wages and you will not be liable for filing Form 940 in the future Part 1: Tell us about your return. If any line does NOT apply, leave it blank 1. If you were required to pay your state unemployment tax in... 1a One State Only, write the state abbreviation... If you paid state unemployment tax in only one state, enter the abbreviation for that state. 1b More Than One State (You are a multi state employer) If you paid state unemployment tax in more than one state, check the box and go to the Schedule A tab to complete the form. 2. If you paid wages in a state that is subject to CREDIT REDUCTION... Check the box and fill out Schedule A Part 2 if you paid wages in a state that is subject to a credit reduction. Part 2. Determine your FUTA tax before adjustments for given year. If any line does NOT apply leave it blank. 3. Total payments to all employees. The default amount is calculated from the total payments to all employees for the current period selected. Accept the default or enter an override total of payments to all employees. 4. Payments exempt from FUTA Tax. The default amount is calculated based on wages that were marked as Excluded in wage calculations. Accept the default or enter any exempt payments you may have as defined by IRS regulations. Check the following boxes if any apply. 4a 4b 4c 4d 4e Fringe Benefits Group Term Life Insurance Retirement/Pension Dependent Care Other 5. Total of payments made to each employee in excess of $7,000. The default amount is calculated from each employee's total wages over $7,000. Accept the default or enter an override amount for total employee wages over $7, Subtotal (Line 4 + Line 5 = Line 6) Copyright CYMA Systems Inc. 239

245 Line 6 displays in view-only mode and is automatically calculated based on amounts entered in Lines 4 and Total Taxable FUTA wages (Line 3 - Line 6 = Line 7) Line 7 displays in view-only mode and is automatically calculated based on amounts entered in Lines 3 and FUTA Tax before adjustments (Line 7 x Line 8) Line 8 displays in view-only mode and is automatically calculated based on the amount in line 7 multiplied by.008. Part 3. Determine your adjustments. If any line does not apply, leave it blank. 9. If ALL of the taxable FUTA wages you paid were excluded from state unemployment tax multiply line 7 by.054 (Line 7 x.054 = Line 9). Then go to line 12. Line 9 defaults to zero. Accept the default or enter an amount for wages that were excluded from state unemployment tax. 10. If SOME of the taxable FUTA wages you paid were excluded from state unemployment tax, OR you paid ANY state unemployment tax late (after the due date for filing Form 940), fill out the worksheet in the instructions. Enter the amount from line 7 of the worksheet onto line 10. Line 10 defaults to zero. Accept the default or enter an amount from the worksheet. 11. If credit reduction applies, enter the amount from line 3 of Schedule A (Form 940). Line 11 displays in view-only mode and is automatically calculated based on the amount from Schedule A Line 3. If you wish to set the 940 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Lines Tab Copyright CYMA Systems Inc. 240

246 Part 4: Determine your FUTA tax and balance due or overpayment. If any line does NOT apply, leave it blank. 12. Total FUTA tax after adjustments (Lines = Line 12) Line 12 displays in view-only mode and is automatically calculated based on amounts in Lines 8 through FUTA tax deposited for the year, including any payment applied from a prior year. Enter the amount you have paid this year, or any payment from a previous year, to be applied to the current FUTA tax. 14. Balance due Copyright CYMA Systems Inc. 241

247 The Balance due is automatically calculated by the system and displays in view-only mode. 15. Overpayment The Overpayment is automatically calculated by the system and displays in view-only mode. When an overpayment is shown on this line, the Applied to next return and Refunded option buttons become enabled. Apply to next return Select the Apply to next return option button if you would like any overpayment amount shown on Line 13 applied to your next Form 940 return. Refunded Select the Refunded option button if you would like any overpayment amount shown on Line 14 refunded to you. Part 5: Report your FUTA tax liability by quarter only if line 12 is more than $500. If not, go to Part 6 16 Report the amount of your FUTA tax liability for each quarter, do NOT enter the amount you deposited. If you had no liability for a quarter, leave the line blank. Lines 16a-d will display a calculated value for the liability for the appropriate quarters. These values can be changed. 16a. 1st Quarter 16b. 2nd Quarter 16c. 3rd Quarter 16d. 4th Quarter 17. Total tax liability for the year Line 12 displays in view-only mode and is automatically calculated based on amounts in Lines 16 a - d. Part 6: May we speak with your third party designee? If another person is allowed to speak with the IRS regarding this form the following fields can be filled in. Allow an employee, paid tax preparer, or another person to discuss this return with the IRS Designee's Name: Phone: 5-Digit (PIN) Part 8: For PAID preparers only (optional) If the report is completed by a paid preparer, the following fields can be filled in. Preparer's Name Firm's Name Address City State Zip Code Check if you are self-employed SSN Copyright CYMA Systems Inc. 242

248 PTIN SSN/PTIN Date Firm's EIN Phone If you wish to set the 940 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Schedule A Tab Copyright CYMA Systems Inc. 243

249 Schedule A tab If line 1b or line 2 were checked on the Lines 1-11 tab the Schedule A tab will become active. Part 1: Fill out this form if you were required to pay state unemployment taxes in more than one state. 1. Check the boxes to the left of the states that you paid unemployment taxes. Part 2: Fill out this part to tell us about wages you paid in any state that is subject to credit reduction. 2a. Enter the amount of wages paid in Michigan. 2b. The amount will automatically calculate based on the credit reduction defined. Copyright CYMA Systems Inc. 244

250 3. The amount will automatically add the calculated values in line 2b. This amount will be entered in Line 11 on the Lines 1-11 tab. If you wish to set the 940 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Print 940 Form Command Buttons Select the Reset button to reset the Form 940 back to its default totals. Click the Continue button to proceed with creating the Form 940. Click the Cancel button to quit creating the Form 940. Copyright CYMA Systems Inc. 245

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252 Process Print 941 Form When Print 941 Form... is selected from the Process menu, the Print 941 Forms dialog box displays. This operation allows you to print tax Form 941 for your employer's quarterly federal tax return. The totals for the current quarter default when the Print 941 Forms dialog box opens. To print a Form 941 for a previous year and quarter, select the year and quarter from the drop-down lists at the top of the dialog box. For additional information on the 941 contact the Internal Revenue Service. A separate Form 941 must be filed for each quarter. Year Select the year for which you want to calculate Form 941. Quarter Select the quarter for which you want to calculate Form 941. The Print 941 Forms dialog box consists of three tabbed sections. Refer to the following descriptions and requirements. Part 1: Answer these questions for this quarter. 1. Number of employees in pay period that includes March 12th (Quarter 1), June 12th (Quarter 2), Sept. 12 (Quarter 3), Dec. 12th (Quarter 4). The Number of employees field defaults to the system calculated number for the number of employees that had that check in which the pay period included the listed date for the quarter. 2. Wages and tips, plus other compensation. The Wages and tips, plus other compensation field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter an override amount for line 2 of Form Total Income tax withheld from wages, tips and other compensation. The Total Income tax withheld from wages, tips and other compensation field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter an override amount for line 3 of Form If no wages, tips, and other compensation are subject to social security or Medicare tax If no wages, tips, and other compensation are subject to social security or Medicare tax, check the box. 5. Taxable social security and Medicare wages and Tips: 5a. Taxable social security wages x 10.4% (.104). The Taxable social security wages x 10.4% (.104) field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter an override amount in the enabled field provided. 5b. Taxable social security tips x 10.4% (.104). The Taxable social security tips x 10.4% (.104) field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter an override amount in the enabled field provided. Copyright CYMA Systems Inc. 247

253 5c. Taxable Medicare wages and tips x 2.9% (.029). The Taxable Medicare wages and tips x 2.9% (.029) field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter an override amount in the enabled field provided. 5d. Taxable wages/tips subject to Addt'l Medicare withholding The Taxable wages/tips subject to Addt'l Medicare withholding field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter an override amount in the enabled field provided. 5e. Total social security and Medicare taxes (column 2, lines 5a + 5b + 5c + 5d = line 5e) The view-only field is the total of column 2, lines 5a, 5b and 5c. 5f. Section 3121(q) Notice and Demand - tax due on unreported tips (see instructions) This field will be blank but an amount can be entered if applicable. See the Form 941 Instructions available on the IRS website for more information. 6. Total taxes before adjustments (add lines 3, 5e and 5f) The view-only Total taxes before adjustments field displays the total of lines 3, 5e and 5f. 7. Current quarter's fractions of cents The Current quarter's fractions of cents field defaults to the system calculated total for the current year and quarter selected. Accept the default or enter a corrected amount if you are off over or under a few cents. 8. Current quarter's sick pay The current quarter's sick pay field defaults to Accept the default or enter an override amount. 9. Current quarter's adjustments for tips and group-term life insurance The Current quarter's adjustments for tips and group-term life insurance field defaults to Accept the default or enter an override amount. 10. Total Taxes After Adjustments (Combine lines 6e through 9) The view-only Total Taxes After Adjustments field is the total of lines 6e through Total deposits for quarter, including prior quarter overpayment. Enter the amount you have paid this year, and any overpayments from a previous year, to be applied to the current Form 941 tax. 12a. COBRA premium assistance payments (see instructions) Enter the amount of COBRA premium assistance payments that were made. This amount is not tracked by the system and needs to be entered manually. 12b. Number of individuals provided COBRA premium assistance reported on Line 12a Enter the Number of individuals that are represented by the total entered on Line 12a. 13. Add lines 11 and 12a The view-only Add lines 11 and 12a field displays the total of lines 11 and 12a. 14. Balance Due. If line 10 is more than line 13, write the difference here. The view-only Balance Due field displays the system calculated total for the current year and quarter selected total balance due on Form 941. Copyright CYMA Systems Inc. 248

254 15. Overpayment. If line 13 is more than line 10, write the difference here. The Overpayment is automatically calculated by the system and displays in view-only mode. When an overpayment is shown on this line, the Applied to next return and Refunded option buttons become enabled. Applied to next return Select the Applied to next return option button if you would like any overpayment amount shown on Line 16 applied to your next Form 940 return. Refunded Select the Refunded option button if you would like any overpayment amount shown on Line 16 refunded to you. If you wish to set the 941 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Part 2: Tell us about your deposit schedule for this quarter 16. The state abbreviation for the state where you made your deposits OR "MU" if you made your deposits in multiple states. Enter the two letter state abbreviation. 17. Line 10 is less than $2,500. Go to Part 3. Select this radio button if line 10 is less than $2,500. You were a monthly schedule depositor for the entire quarter. Fill out your liability for each month. Then go to Part 3. Select this radio button if you are a monthly schedule depositor. The three boxes will default the system calculated value. These amounts can be overwritten if needed. (a) First month liability The view-only First month liability field displays the Form 941 tax due for the first month of the current year and quarter selected. (b) Second month liability The view-only Second month liability field displays the Form 941 tax due for the second month of the current year and quarter selected. (c) Third month liability The view-only Third month liability field displays the Form 941 tax due for the third month of the current year and quarter selected. (d) Total liability for quarter The view-only Total liability for quarter field displays the Form 941 tax due for the current year and quarter selected. You were a semiweekly schedule depositor for any part of this quarter. Fill our Schedule B (Form 941): Report of Tax Liability for Semiweekly Schedule Depositors, and attach it to this form. Select this radio button if you are a semiweekly schedule depositor. When this option is selected the Schedule B tab will be active and the Schedule B report will print along with the 941. Copyright CYMA Systems Inc. 249

255 Part 3: Tell us about your business. If a question does not apply to your business, leave it blank. 18. If your business has closed and you do not have to file returns in the future Date final wages paid: Select the check box if you will no longer need to file Form 941 in the future. For example, if you have dismantled this business and no longer have employees, you probably would not need to file Form 941 in the future. When this check box is selected the Date final wages paid field is enabled and required. 19. If you are a seasonal employer and you do not have to file a return for every quarter of the year Select this check box if you only have employees during one or two seasons of the year, such as for planting or harvesting crops. Part 4: May we contact your third party designee? Allow another person to discuss return with IRS Check the Allow another person to discuss return with IRS check box to activate the remaining fields in the section. Designee's Name Enter the name of the person that can discuss this return with the IRS. Designee's Phone Enter the telephone number of the person that can discuss this return with the IRS. PIN Enter the PIN (Personal Identification Number) of the person that can discuss this return with the IRS. Part 6: For paid preparers only (optional) Preparer's name Enter your name if you are not the employer and were paid to complete the return. Firm's name Enter your Firm's name. Address Enter the Firm's address. City Enter the Firm's city. State Enter the Firm's state. Zip Code Enter the Firm's zip code. Check if you are self employed Check this check box if you are self employed. Copyright CYMA Systems Inc. 250

256 PTIN Enter your Paid-Preparer Tax Identification Number in the PTIN field. Date Enter the date the return was completed. EIN Enter your EIN (Employer Identification Number) Phone Enter your telephone number. If you wish to set the 941 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Schedule B Tab The schedule B tab is enabled or disabled based on the option selected in line 16. Refer to the following descriptions and requirements. On the Form 941 record of liability you must show the combined amount of social security, Medicare, and income tax owed for the current year and quarter, on a daily basis. DataGrid Columns and Fields The daily amounts are automatically filled in with the default totals for the current year and quarter. Accept the defaults or override the daily amounts. The total of all three month columns must equal the amount in the view-only field (Line D) Total liability for quarter. (Line D) Total liability for quarter The view-only (Line D) Total liability for quarter field displays the system calculated total tax liability for the current year and quarter and should match line 10 of the Lines 1-11 tab. If you wish to set the 941 Form back to its default totals, use the "Reset" button at the bottom of the dialog box. Print 941 Forms Command Buttons Select the Reset button to reset the Form 941 back to its default totals. Click the Continue button to proceed with creating the Form 941. Click the Cancel button to quit creating the Form 941. Copyright CYMA Systems Inc. 251

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258 Process Create SSN Verification File When Process Create SSN Verification File... is selected from the Process menu the SSN Verification displays. This operation allows you to create a text file in the required format for uploading to the Social Security's Business Services Online website. The Social Security Number Verification Service (SSNVS) is one of the services offered by Social Security's Business Services Online (BSO). It allows registered users (employers and certain third-party submitters) to verify the names and Social Security Numbers (SSNs) of employees against Social Security Records. For more information please visit This process will create the text file needed to submit to the SSNVS. The file will include all employees with unverified Social Security numbers. To mark a Social Security Number as verified, check the verified box in Maintain Employees for a selected employee. Refer to the following fields and descriptions File Destination Enter the path and the file name for the file you would like to create. If needed, you can use the locator button to browse to an existing location or file. Create SSN Verification File Command Buttons Click the OK button to create the file. Click the Cancel button to close the dialog without creating a file. Copyright CYMA Systems Inc. 253

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260 Process Quarter End Close When Quarter End Close... is selected from the Process menu the Quarter End Close dialog box displays. This operation allows you to reset the quarter totals, advance the current payroll quarter, and optionally transfer all checks to the history files. Prior to allowing you to perform these actions, the system ensures that all open pay periods for the quarter have been closed, all checks posted to GL, and all the quarter end reports and worksheets printed. Quarter End Close dialog box The Quarter End Close dialog box is designed to serve as a visual reminder of the operations that must be performed prior to performing a quarter end close. Each tab page must be reviewed and all required operations completed prior to performing a quarter end close. Refer to the following descriptions and requirements. Actions Performed tab Required Reports tab Prerequisites tab Quarter End Close Command Buttons Once all the prerequisites on each tab page have been completed, click the Process button to begin the Quarter End Close operation. The system verifies that all the required reports have been printed and that all the prerequisites have been completed. You will be prompted with a message if a required process has not been performed. Exit the dialog box and perform the required process(es). Once completed, restart the Quarter End Close. Copyright CYMA Systems Inc. 255

261 Click the Cancel button to quit the Quarter End Close operation without updating the quarter. Copyright CYMA Systems Inc. 256

262 Process Quarter End Close - Actions Performed Tab The Actions Performed tab displays the new payroll quarter information, the actions performed by the Quarter End Close, and the option to move checks for the quarter to the history files. Actions Performed tab Refer to the following field descriptions. Upon completion, the current payroll quarter will be set to: The view-only Upon completion, the current payroll quarter will be set to text box displays what the payroll quarter will be set to once the update is complete. Transfer Checks to History This check box allows you to move checks to the history files. This includes all checks prior to and including the end date of the quarter being closed. Note: the process looks at the "Quarter Before Archive" value on ATF PR Client Configuration to determine which check transactions should be moved to history. When closing the fourth quarter, this option is automatically selected. PR Quarter End Close will do the following group box This group box is informational and outlines what actions are performed by the Quarter End Close. 1. Verify that all checks have been posted to GL. Copyright CYMA Systems Inc. 257

263 If the system detects any unposted checks that have not been posted to the General Ledger, a warning displays and will not allow the process to continue. Exit and perform the necessary operations. 2. Verify that the 940 and 941 worksheets have been printed. The system ensures that the quarter end 940 and 941 worksheets have been printed. If they have, the date that the worksheets were printed is displayed in the Date Printed column of the Required Reports tab. Otherwise, the Printed? column displays a "No" and you will not be allowed to close the quarter until the worksheets are printed. Go to the Report Menu and print the 940 and 941 worksheets in the Quarterly Reports category. 3. Verify that all State Income Tax worksheets have been printed. The system ensures that the quarter end State Income Tax worksheets have been printed for each applicable state. If they have, the date that the worksheets were printed display in the Date Printed column of the Required Reports tab. Otherwise, the Printed? column displays a "No" and you will not be allowed to close the quarter until the worksheets are printed. Go to the Report Menu and print the applicable State Income Tax worksheets in the Quarterly Reports category. 4. Verify that all State Unemployment Tax worksheets and attachments have been printed. The system ensures that the quarter end State Unemployment Tax worksheets and attachments have been printed for each applicable state. If they have, the date that the worksheets and attachments were printed display in the Date Printed column of the Required Reports tab. Otherwise, the Printed? column displays a "No" and you will not be allowed to close the quarter until the worksheets and attachments are printed. Go to the Report Menu and print the applicable State Unemployment Tax worksheets and attachments in the Quarterly Reports category. 5. Confirm that certain user responsibilities have been performed. The system ensures that the enabled check boxes on the Prerequisites Checklist have been checked. 6. Reset all Quarter Totals. During the Quarter End Close the system resets the QTD Employee and QTD Company totals on the employees History tab. This allows the system to accumulate and display the totals for the new quarter. 7. Optionally transfer all checks to history. If the Transfer Checks to History check box is selected, checks within the quarter's start and end date are moved to the history files. When closing the fourth quarter, checks are automatically transferred to the history files. The option is selected and disabled. Copyright CYMA Systems Inc. 258

264 Process Quarter End Close - Required Reports Tab The purpose of this tab page is to inform you of the required reports that be printed before the system allows you to perform a Quarter End Close and their status. The quarter end reports that are listed vary depending on the states that are set up on the State Information tab and the individual state reporting requirements. The system will not allow you to close a quarter unless the Printed? column displays a "Yes" for each report. Reports that have not been printed display in red as a visual reference. The date the report was last printed displays in the Date Printed column. Required Reports Tab DataGrid Columns and Fields The following columns display in view-only mode. Required Report Each report you are required to run at the end of the quarter appears in view only mode. Reports that have not been printed display in red as a visual reference. The date the report was last printed displays in the Date Printed column. Printed? The Printed? Column displays a "Yes" if the report has been printed and a "No" if the report has not been printed. Reports that have not been printed display in red as a visual reference. Date Printed The date the report was printed displays in the Date Printed column. Copyright CYMA Systems Inc. 259

265 If data files changes are made after a report is printed and before the Quarter End Close is performed, the report status is reset and the report must be reprinted. Copyright CYMA Systems Inc. 260

266 Process Quarter End Close - Prerequisites Tab The Prerequisites tab allows you to view the prerequisites needed to perform the Quarter End Close in a checklist format. Also displayed are additional suggested activities recommended to be performed prior to performing a quarter end close. Prerequisites tab Refer to the following field descriptions and requirements. Prerequisites Checklist group box A check in the check box next to each prerequisite indicates that the item is complete. The enabled check boxes allow you to check the item as it is completed. Check boxes that are grayed out are checked by the system and are view-only mode. If you leave the Quarter End Close before closing the quarter, you must recheck the check boxes that are completed when you reenter the Quarter End Close operation. 1. Have all Payrolls been processed for periods in this Quarter? Check this item when you are sure that all pay frequencies for the current quarter have been processed. 2. Have all checks been posted to GL? This check box is checked by the system once all checks have been posted to the General Ledger. 3. Have all voided checks been entered? Copyright CYMA Systems Inc. 261

267 Check this item when you are sure that all voided checks for the quarter have been entered. 4. Have all client payroll checks been entered? Check this item when you are sure that all client checks for the quarter have been entered. 5. Have you checked for skipped check numbers? Check this item when you are sure that you have accounted for all missing check numbers. Suggested user activities before closing the Quarter group box The reports listed in this group box are not required to complete a Quarter End Close, but they are recommended. These reports are available to print from the Report menu. 1. Print a Quarter-to-Date Payroll Journal. 2. Print a Quarter-to-Date Check Register. Copyright CYMA Systems Inc. 262

268 Process Year End Close - Complete W2 & ACA efile Service Center The Complete W2 & ACA efile Service Center dialog box is accessed from the Process - Year End - Print W-2s & 1099s & ACA sub menu option. This operation allows you to process W-2 and Affordable Care Act (ACA) forms, and allow our W-2 & ACA efile Service Center to submit the information to the IRS and any state government, along with mailing the employee copies. There is an additional fee for the efile service; however, plain paper copies can be printed. Complete W2 & ACA efile Service Center dialog Refer to the following fields and descriptions. Year Select the Year desired from the dropdown. Title Select the type of form to process from the Title dropdown. Description The Description of the W-2 or ACA form type selected displays in the description field. Pull Data from Client Copyright CYMA Systems Inc. 263

269 The options in this group box will only be enabled if: 1) If this company (SM Maintain Company) is defined as either a Professional Employer Organization (PEO) or a Fiscal Agent and 2) an Affordable Care Act Form is selected Process by Client If one or more of the data elements below should be pulled from Maintain Clients instead of from PR Maintain Configuration and SM Maintain Company then this option should be selected. Company Name If selected the Company Name will be pulled from the Client record. EIN If selected the Employer Identification Number will be pulled from the Client record. Address & Contact Information If selected the Company Address and Contact Name & Phone will pull from the Client record. If this option is not selected the Contact Name and Phone Number will pull from the first U. S. Standard row on the Company Page 2 tab of SM Maintain Company. Datagrid columns and fields Employee ID Use the Employee ID filter to select employees to process based on the employee ID. SSN Last4 Use the SSN Last4 filter to select employees to process based on the last 4 digits of the employee's Social Security number. Client ID Use the Client ID filter to select employees to process based on the Client ID assigned to the employee. If one or more of the Pull Data from Client options above is selected then Equal To is the only relation enabled for this filter. Department ID Use the Department ID filter to select employees to process based on the Department ID assigned to the employee. Location ID Use the Location ID filter to select employees to process based on the Location ID assigned to the employee. Employee Status Use the Employee Status filter to select employees to process based on the current status of the employee. Frequency Use the Frequency filter to select employees to process based on the Frequency assigned to the employee. Copyright CYMA Systems Inc. 264

270 Client Group ID Use the Client Group ID filter to select employees to process based on the Client Group ID associated with the Client ID assigned to the employee. If this is a PEO or Fiscal Agent plus one of the ACA form options is selected this filter will be hidden. In this scenario either all clients or just one client at a time can be processed. Complete W2 & ACA efile Service Center command buttons The OK button verifies all information entered and continues to the report generation process. The Close button allows you to exit the Complete W2 & ACA efile Service Center operation. Copyright CYMA Systems Inc. 265

271

272 Process Year End Close - Print and efile W2s and 1099s The Print and efile W2s and 1099s dialog box is accessed from the Process - Year End - Print W-2s and 1099s sub menu option. This operation allows you to print employee W2s, 1099s, or create a file. This menu option is only available if a registration code for Electronic W-2s has been entered. If the Electronic W-2 registration code has not been entered use the Process Year End Close - Print and efile W2s and 1099s instead. Alternatively, the Process Year End Close - Complete W2 efile Service Center can be used to process the W-2 information and allow our W-2 Service Center to submit the information to the IRS and any state government, along with mailing the employee copies. Refer to the following field descriptions and requirements. Form to Print group box Select the type of form that you want to print. The W2 option button is selected by default. The 1099 option button is only enabled when there are employee records with the Reporting Class selected as 1099 on the Employment Information tab and that employee has year-to-date amounts. W2 Year W2 Sort Order Select the W2 option button to print employee W2 forms Select the 1099 option button to print employee 1099 forms. Select a year from the drop-down list. The years listed are for years that have been set up through System Manager, Maintain Accounting Periods dialog box and have not been closed. The current year selected in Payroll Configuration - Posting Information - W2 Year will default. When W2's or 1099's are printed, they will be printed for the year selected from the dropdown. Min. Amt. 1099s will not print if the Employee total is less than the amount entered in the Min. Amt. field. Select the sort order for printing the data on the proof listing and/or for printing the W2s or 1099 forms. The Employee Last Name is selected by default. Employee ID When Employee ID is selected from the drop-down list, the W-2's or 1099's will be printed in alphanumerical order by employee ID. Last Name When Last Name is selected from the drop-down list, the W-2's or 1099's will be printed in alphabetical order by employee last name. Department ID When Department ID is selected from the drop-down list, the W-2's or 1099's will be printed in alphanumerical order by Department ID. Location ID When Location ID is selected from the drop-down list, the W-2's or 1099's will be printed in alphanumerical order by Location ID. DataGrid Columns and Fields Copyright CYMA Systems Inc. 267

273 The DataGrid allows you to set the selection criteria to select which W2s or 1099s to print. The following options are available: Field This display-only column shows the fields available for user-defined selection criteria. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help. Employee ID Use the Employee ID to filter the W-2s processed by the Employee ID. SSN Last 4 Use the SSN Last 4 to filter the W-2s processed by the last 4 digits of the employee's Social Security number. Department ID Use the Department ID to filter the W-2s processed by the Department ID associated with the employee. Location ID Use the Location ID to filter the W-2s processed by the Location ID associated with the employee. Client ID Use the Client ID to filter the W-2s processed by the Client ID associated with the employee. Employee Status Use the Employee Status to filter the W-2s processed by employee's current employment status. Frequency Use the Frequency to filter the W-2s processed by the employee's currently assigned frequency. State Filter group box Single State To print W-2 s or 1099 s for a single state check the box and select the state from the drop down box. When creating the file for Electronic Filing the state required RS records are only created when this box is checked. Make sure this box is checked when creating the State file even if only one state is set up for this company. Output group box Select the desired output for the data. Proof Listing This option button is selected by default. This option prints the W2 or 1099 proof listing and allows you to verify the data prior to creating the magnetic media file or printing the forms. When selected, go to the Proof Listing Destination group box and select the print destination. Electronic Filing Copyright CYMA Systems Inc. 268

274 The Electronic Filing option button allows you to create the file required by the Social Security Administration and/or the Internal Revenue Service when creating the submission file for W2s or 1099s. When this option is selected along with the W2 option and the Print button is clicked, the W2 Electronic Filing Information dialog box displays. The W2 Electronic Filing Information is required when submitting Annual W-2 Copy A information to the Social Security Administration or any states that accept the EFW2 format. When the Continue button is clicked on the W2 Electronic Filing Information dialog box, the Select Electronic File Destination dialog box displays. Once the file is created is can only be submitted through the Social Security Administration website. When this option is selected along with the 1099 option and the Print button is clicked, the Select Electronic File Destination dialog box displays. Once the 1099 file is created is can only be submitted through the Internal Revenue website. Filing electronically is required for organizations with more than 250 employees. Custom Form This option allows you to select the form from the custom form templates to print the W2s or 1099s. When selected, the drop-down list to the right is enabled allowing you to select the correct form. Include Electronic W-2 Employee Check the Include Electronic W-2 Employee check box if you need to print forms for employees that have the Electronic W-2 box checked, in Maintain Employee - Employee Setup tab. Provided forms titled Laser W2 and W3 (Plain Paper Copy A) and Laser W2 (Plain Paper Copy 1/D) will include all employees regardless if the boxes are checked. Standard Payroll W2 and 1099 forms are provided. Use the forms as they are or access the Custom Forms option from the Maintain menu to change the standard forms or create new ones using Crystal Reports. The plain paper W-2 included is only for the standard W-2's. It cannot be used in place of the W-2 VI for Virgin Islands. Users needing to print W-2's for Virgin Island will still need to purchase the preprinted forms. Proof Listing Destination Select where the proof listing will be printed. The following options are available: Screen Select this button to display the requested report on your screen. The report may also be sent to the Windows default printer from your screen. Printer Select this button to redirect the report to the printer shown in the "default printer" section of the destination group of the dialog. File Select this button to export the displayed report in one of several common formats. Custom Form Group Box Custom Form Copyright CYMA Systems Inc. 269

275 Use the drop-down list to select a form template to use for printing W2s or 1099s. Form templates are created and/or modified by selecting Custom Form from the Maintain menu if you have Crystal Reports installed. Click this button to preview the forms to the screen. This allows you to verify the form data before printing them on your form stock. Click this button to print a test form to verify the form alignment. Click the Print button to begin printing the proof listing or the form. If Electronic Filing was selected, refer to the topics below and follow the instructions that appear on the screen for W2s and 1099s. If Custom Form is selected and Form to Print is W2 an additional dialog will display to fill in information for the W-3. The W-3 will only print when the Laser W2 (Plain Paper Copy A) form is selected. W3 Information dialog Click the Setup Printer button to redirect the report to a printer other than the default printer displayed or to change the orientation from Portrait to Landscape if necessary. Click the Close button to quit the Print W2s and 1099s operation. Copyright CYMA Systems Inc. 270

276 Year End - Print W2s and 1099s - W2 Electronic Filing Information When printing W2s and the electronic filing option is selected and the Print button is selected on the Print W2s and 1099s dialog box, the W2 Electronic Filing Information dialog box displays. This dialog box allows you to submit the information required when submitting Annual W-2 Copy A Information to the Social Security Administration, the Internal Revenue Service, or any states that except the EFW2 format. W2 Electronic Filing Information Refer to the following field descriptions and requirements. Submitter Group Box The Submitter group box contains demographic information regarding the Company submitting the W2 information. EIN Copyright CYMA Systems Inc. 271

277 Enter the submitter's Employer Identification Number (EIN) issued by the Internal Revenue Service. This Employer Identification Number should match the Employer Identification Number on the external label. BSO User ID Enter the BSO User ID assigned to the employee who is attesting to the accuracy of this file. Name Enter the name of the company to receive EFW2 annual filing instructions. Location Address Enter the company's location address (Attention, Suite, Room Number, etc.) Delivery Address Enter the company's delivery address (Street or Post Office box). City Enter the company's city. State Enter the company's state abbreviation. Zip Enter the company's Zip Code. Preparer Code From the Preparer Code drop-down list, select a code to indicate who prepared this file. The code selections are Accounting Firm, Self-Prepared, Service Bureau, Parent Company, or Other. Resubmission Select the Resubmission check box if this file is being resubmitted. TLCN If you selected the Resubmission check box, enter the Wage File ID displayed on the notice sent to you by the Social Security Administration. Contact Group Box The Contact group box contains the contact information for the Company submitting the W2 information. Contact Method Select the preferred method of notification from the Contact Method drop-down list. The contact method selections are E mail / Internet, Fax, or Postal Service. Name Enter the name of the person to be contacted by the Social Security Administration concerning processing problems. Phone Copyright CYMA Systems Inc. 272

278 Enter the contact's telephone number, including the area code. Ext If applicable, enter the contact's telephone extension. If applicable, enter the contact's or Internet address. Fax If applicable, enter the contact's fax number, including area code. Employer Group Box The Employer group box contains the demographic information for the Employer/Agent submitting the W2 information. EIN Enter the Employer Identification Number entered on the Form 941 submitted to the Internal Revenue Service. Agent If applicable, from the Agent drop-down list select the appropriate agent type. The Agent selections are None, 2678 Agent (approved by the Internal Revenue Service), or Pay Master (a corporation that pays an employee who works for two or more related corporations at the same time). Agent for EIN If you selected 2678 Agent from the Agent drop-down list, enter the Employer/Agent's Employer Identification Number for which you are an Agent. Name Enter the name associated with the Employer Identification Number entered on the Form 941 submitted to the Internal Revenue Service. Location Address Enter the employer s location address (Attention, Suite, Room Number, etc.). Delivery Address Enter the employer s delivery address (Street or Post Office box). City Enter the employer s city. State Enter the employer s state. Zip Enter the employer s zip code. Other EIN For this tax year, if you submitted a Form 941 or 944 to the Internal Revenue Service, or W2 data to the Social Security Administration and you used an Employer Identification Number different from the Copyright CYMA Systems Inc. 273

279 Employer Identification Number entered in the Submitter group box, enter the other Employer Identification Number. Employment Code Select the Employment Code from the drop down list. The options are Regular and Form 944 Filer. Terminating Business Select the Terminating Business check box if you have terminated your business during this tax year. W2 Electronic Filing Information Command Buttons Click the Continue button to create the magnetic media file. When the Continue button is selected, the Select an Electronic File Destination for W2s or 1099s dialog displays. You are asked to select a drive letter for the file. Once the file is created, submit the file per instructions from either or Click the Cancel button to quit creating the magnetic media file and return to the Print W2s and 1099s dialog box. Copyright CYMA Systems Inc. 274

280 Year End - Print W2s and 1099s - W2 Select Electronic File Destination When Electronic File is selected as the output option on the Print W2s and 1099s dialog box, the Select Electronic File Destination dialog box displays. Select Electronic File Destination dialog Refer to the following Social Security Administration requirements. Include Record Delimiters (CR/LF) Select the Include Record Delimiters (CR/LF) option if the state submission should contain a Carriage Return and Line Feed at the end of each record. This box does not need to be checked if creating the file for the Social Security Administration. Please check with the Tax Department of your State Government to determine if this is required. Directory for electronic file: Use the drop-down list box to select the desired drive, the program directory defaults as the selected location. Filename for electronic file The filename W2REPORT displays by default but may be changed. W2 Select Electronic File Destination Command Buttons Copyright CYMA Systems Inc. 275

281 Click the Continue button to proceed with creating the electronic file. Once the file created, you are prompted with a message that provides information regarding the submission of the file. Click the Cancel button to exit the dialog without creating an electronic file and return to the Print W2s and 1099s dialog box. Copyright CYMA Systems Inc. 276

282 Year End - Print W2s and 1099s Select Electronic File Destination When Electronic File is selected as the output option for 1099s on the Print W2s and 1099s dialog box, the Select Electronic File Destination dialog box displays. Select a Diskette Drive dialog box Refer to the following Social Security Administration requirements. Transmitter Control Code Enter the transmitter Control Code (TCC) assigned to you by the IRS. If you do not have a TCC, then you need to file Form 4419 ("Application for Filing Information Returns Magnetically / Electronically"). Contact Name Enter the name of the contact person for your company. Contact Enter an address for the contact listed, up to 50 alphanumeric characters. Phone (digits only, no formatting) Copyright CYMA Systems Inc. 277

283 Enter the phone number for the contact person for your company. Directory for electronic file: Use the browser location button to select the desired drive and folder. The program directory defaults as the selected location. The file will be saved with the name of "IRSTAX" Select a Diskette Drive Command Buttons Click the Continue button to proceed with creating the electronic file. Once the file created, you are prompted with a message that provides information regarding the submission of the file. Click the Cancel button to quit creating the electronic file and return to the Print W2s and 1099s dialog box. Copyright CYMA Systems Inc. 278

284 Process Year End - Print and Self Mail W2s and 1099s The Print and Self Mail W2s and 1099s dialog box is accessed from the Process - Year End - Print W-2s and 1099s sub menu option. This operation allows you to print employee W2s or 1099s. This menu option is only available if a registration code for Electronic W-2s has not been entered. If the Electronic W-2 registration code has been entered use the Process Year End Close - Print and efile W2s and 1099s instead. Alternatively, the Process Year End Close - Complete W2 efile Service Center can be used to process the W-2 information and allow our W-2 Service Center to submit the information to the IRS and any state government, along with mailing the employee copies. Refer to the following field descriptions and requirements. Form to Print group box Select the type of form that you want to print. The W2 option button is selected by default. The 1099 option button is only enabled when there are employee records with the Reporting Class selected as 1099 on the Employment Information tab and that employee has year-to-date amounts. W2 Year W2 Sort Order Select the W2 option button to print employee W2 forms Select the 1099 option button to print employee 1099 forms. Select a year from the drop-down list. The years listed are for years that have been set up through System Manager, Maintain Accounting Periods dialog box and have not been closed. The current year selected in Payroll Configuration - Posting Information - W2 Year will default. When W2's or 1099's are printed, they will be printed for the year selected from the dropdown. Min. Amt. 1099s will not print if the Employee total is less than the amount entered in the Min. Amt. field. Select the sort order for printing the data on the proof listing and/or for printing the W2s or 1099 forms. The Employee Last Name is selected by default. Employee ID When Employee ID is selected from the drop-down list, the W-2's or 1099's will be printed in alphanumerical order by employee ID. Last Name When Last Name is selected from the drop-down list, the W-2's or 1099's will be printed in alphabetical order by employee last name. Department ID When Department ID is selected from the drop-down list, the W-2's or 1099's will be printed in alphanumerical order by Department ID. Location ID When Location ID is selected from the drop-down list, the W-2's or 1099's will be printed in alphanumerical order by Location ID. DataGrid Columns and Fields Copyright CYMA Systems Inc. 279

285 The DataGrid allows you to set the selection criteria to select which W2s or 1099s to print. The following options are available: Field This display-only column shows the fields available for user-defined selection criteria. For more information regarding the Selection Criteria go to the Selection Criteria topic in the System Manager Help. Employee ID Use the Employee ID to filter the W-2s processed by the Employee ID. SSN Last 4 Use the SSN Last 4 to filter the W-2s processed by the last 4 digits of the employee's Social Security number. Department ID Use the Department ID to filter the W-2s processed by the Department ID associated with the employee. Location ID Use the Location ID to filter the W-2s processed by the Location ID associated with the employee. Client ID Use the Client ID to filter the W-2s processed by the Client ID associated with the employee. Employee Status Use the Employee Status to filter the W-2s processed by employee's current employment status. Frequency Use the Frequency to filter the W-2s processed by the employee's currently assigned frequency. State Filter group box Single State To print W-2 s or 1099 s for a single state check the box and select the state from the drop down box. When creating the file for Electronic Filing the state required RS records are only created when this box is checked. Make sure this box is checked when creating the State file even if only one state is set up for this company. Output group box Select the desired output for the data. Proof Listing This option button is selected by default. This option prints the W2 or 1099 proof listing and allows you to verify the data prior to creating the magnetic media file or printing the forms. When selected, go to the Proof Listing Destination group box and select the print destination. Electronic Filing Copyright CYMA Systems Inc. 280

286 The Electronic Filing option is not available from this dialog. Custom Form This option allows you to select the form from the custom form templates to print the W2s or 1099s. When selected, the drop-down list to the right is enabled allowing you to select the correct form. Include Electronic W-2 Employee Check the Include Electronic W-2 Employee check box if you need to print forms for employees that have the Electronic W-2 box checked, in Maintain Employee - Employee Setup tab. Provided forms titled Laser W2 and W3 (Plain Paper Copy A) and Laser W2 (Plain Paper Copy 1/D) will include all employees regardless if the boxes are checked. Standard Payroll W2 and 1099 forms are provided. Use the forms as they are or access the Custom Forms option from the Maintain menu to change the standard forms or create new ones using Crystal Reports. The plain paper W-2 included is only for the standard W-2's. It cannot be used in place of the W-2 VI for Virgin Islands. Users needing to print W-2's for Virgin Island will still need to purchase the preprinted forms. Proof Listing Destination Select where the proof listing will be printed. The following options are available: Screen Select this button to display the requested report on your screen. The report may also be sent to the Windows default printer from your screen. Printer Select this button to redirect the report to the printer shown in the "default printer" section of the destination group of the dialog. File Select this button to export the displayed report in one of several common formats. Custom Form Group Box Custom Form Use the drop-down list to select a form template to use for printing W2s or 1099s. Form templates are created and/or modified by selecting Custom Form from the Maintain menu if you have Crystal Reports installed. Click this button to preview the forms to the screen. This allows you to verify the form data before printing them on your form stock. Click this button to print a test form to verify the form alignment. Click the Print button to begin printing the proof listing or the form. If Electronic Filing was selected, refer to the topics below and follow the instructions that appear on the screen for W2s and 1099s. If Copyright CYMA Systems Inc. 281

287 Custom Form is selected and Form to Print is W2 an additional dialog will display to fill in information for the W-3. The W-3 will only print when the Laser W2 (Plain Paper Copy A) form is selected. W3 Information dialog Click the Setup Printer button to redirect the report to a printer other than the default printer displayed or to change the orientation from Portrait to Landscape if necessary. Click the Close button to quit the Print W2s and 1099s operation. Copyright CYMA Systems Inc. 282

288 W2 Code 12 Code List The Code / Label field is enabled and required when the 12 - Code or 14 - Label W2 box options are selected. Select or edit the corresponding code or label from the drop-down list. A maximum of eight different codes and eight different labels per employee are allowed. The system tracks the codes and labels for each employee throughout the system. Box 12 Code List There is a preset list of codes for Box 12 issued by the IRS published in the "Instructions for Forms W-2 and W-3" document. This document can be found at their website at Box 14 When using this field make sure only the code letter is entered and not the word "Code". When Box 14 is selected a maximum of 14 characters can be entered. Due to space limitations on the W-2 not all characters will print. According to the "Instructions for Forms W-2 and W-3" document from the IRS box 14 should contain "The lease value of a vehicle provided to your employee and reported in box 1 must be reported here or on a separate statement to your employee. You may also use this box for any other information that you want to give to your employee." For additional information regarding Box 12 or 14 please contact the Internal Revenue Service directly. Copyright CYMA Systems Inc. 283

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290 Process Year End - Year End Close When Year End Close... is selected from the Year End submenu the Year End Close dialog is displayed. This operation allows you to advance the payroll reporting year. Prior to allowing you to perform the close, the system ensures that all quarters have been closed, and all W2s and 1099s proofs and forms have been printed or processed. Year End Close dialog box The Year End Close dialog box informs you of the actions that are performed during a year end close and the prerequisites that must be completed prior to the system allowing you to close the year. Each tab page must be reviewed and all operations completed prior to performing a year end close. Year End Close Command Buttons Once all the prerequisites listed on the Prerequisites tab have been reviewed and completed, Click the Process button to begin the Year End Close operation. The system verifies that all the prerequisites have been completed. You will be prompted with a message if a required process has not been performed. Exit the dialog box and perform the required process(es). Once completed, restart the Year End Close. Click the Cancel button to quit the Year End Close operation without updating the year. Copyright CYMA Systems Inc. 285

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292 Process Year End - Year End Close - Actions Performed Tab The Actions Performed tab displays the new year information, allows you to select the employee statuses that will be purged, and displays the actions performed by the Year End Close operation. Actions Performed tab Refer to the following field descriptions and requirements. Upon completion, the Payroll W2/1099 year will be set to: This view-only text box displays what the new Payroll reporting year will be once the Year End Close is complete. The new year must be set up in the System Manager - Maintain - Accounting Periods operation prior to performing the Year End Close. Year End Close will do the following group box This group box is informational and outlines what actions are performed by the Year End Close. 1. Verify that all payroll quarters have been closed. If the system locates any quarters that have not been closed using the Quarter End Close operation, a warning displays and will not allow the process to continue. Exit and close the necessary quarter(s). Quarters must be closed even if no pay periods have been processed. 2. Verify that the W2 Proof and all W2s have been printed. The system verifies that the W2 proof listing was printed and that W2s have been printed for all applicable employees. If not completed, the Year End Close is canceled and a message prompts you informing you that all the prerequisites have not been performed. You must exit and go to Process/Year End/Print W2s and 1099s and perform the necessary operations. Copyright CYMA Systems Inc. 287

293 3. Verify that the 1099 Proof and all 1099s have been printed. The system verifies that the 1099 proof listing was printed and that 1099s have been printed for all applicable employees. If not completed, the Year End Close is canceled and a message prompts you informing you that all the prerequisites have not been performed. You must exit and go to Process/Year End/Print W2s and 1099s and perform the necessary operations. 4. Advance the W2/1099 Year. Once all the prerequisites have been completed and the annual totals reset, the system advances the payroll reporting year. The new year must be set up in the System Manager - Maintain - Accounting Periods operation prior to performing the Year End Close. Employees and payroll history can be purged through: System Manager - System - Utilities - Purge History - Payroll Copyright CYMA Systems Inc. 288

294 Process Year End - Year End Close - Prerequisites Tab The Prerequisites tab allows you to view the Year End Close prerequisites and their status. The system will not allow you to close a year unless the Completed? column displays a "Yes" for each prerequisite. Processes that have not been performed display in red as a visual reference. Prerequisites tab Refer to the following descriptions and requirements. Have all quarters been closed? The system ensures that all quarters have been closed. If the system finds quarters that have not been closed, the Completed? column displays a "No" and will not allow you to close the period until this process is performed. Quarters must be closed even if no pay periods have been processed. Has the W2 Proof been printed? The system ensures that the W2 proof listing has been printed. If it has, the date that the proof listing was printed displays in the Date Printed column. Otherwise, the Completed? column displays a "No" and you will not be allowed to complete the Year End Close until the proof listing is printed. You must exit and go to Process/Year End/Print W2s and 1099s and print the W2 proof listing. Have the W2s been printed? The system ensures that W2s have been printed for all applicable employees. If they have, the date that the W2s were processed displays in the Date Printed column. Otherwise, the Completed? column displays a "No" and you will not be allowed to complete the Year End Close until the W2s are processed for all applicable employees. You must exit and go to Process/Year End/Print W2s and 1099s and print the W2s. Has the 1099 Proof been printed? Copyright CYMA Systems Inc. 289

295 The system ensures that the 1099 proof listing has been printed (if applicable). If it has, the date that the proof listing was printed displays in the Date Printed column. Otherwise, the Completed? column displays a "No" and you will not be allowed to complete the Year End Close until the proof listing is printed. You must exit and go to Process/Year End/Print W2s and 1099s and print the 1099 proof listing. Have the 1099s been printed? The system ensures that 1099s have been printed for all applicable employees. If they have, the date that the 1099s were processed displays in the Date Printed column. Otherwise, the Completed? column displays a "No" and you will not be allowed to complete the Year End Close until the 1099s are processed for all applicable employees. You must exit and go to Process/Year End/Print W2s and 1099s and print the 1099s. If changes are made to the data files that affect the above prerequisites prior to performing the Year End Close, the status is reset and the prerequisite must be completed again. Copyright CYMA Systems Inc. 290

296 Report Menu The CYMA IV After-the-Fact Payroll module offers a wide range of reports. The reports are organized into categories which utilize the standard Windows expanding/collapsing tree structure convention. Each category may be expanded to display all the report topics within that category by clicking your mouse on the symbol to the left of each category. To collapse a category click the symbol to the left of the category. To launch an individual report: 1. Click on the report title, which enables the Continue button and the Destination group box. 2. Select the destination for your output and click the Continue button. 3. Enter the selection criteria and click the OK button. A report may also be launched for display by double-clicking on the report title. Reports are date sensitive and each offers selection criteria that allows to print the specific data you desire. Refer to the following descriptions for the report categories that are available in the After-the- Fact Payroll module. Employee Reports These reports provide complete listings of information regarding employees' earnings, configuration, and history. Copyright CYMA Systems Inc. 291