MARATHON FINANCIAL ACCOUNTING PAYROLL SETUP

Transcription

1 Information entered in the setup process will be available in drop-down boxes within the employee folder Employee Related Payroll Setup Employee Related Race Codes The five MDE defined race codes and descriptions are already established in the system. The Not Available code can be used if the race code is not known at the time of initial entry within an employee folder. Throughout Marathon when you see screens such as this one remember that the top half is for display purposes only. The bottom half is where the work actually takes place; (for example, adding new information, saving changes to existing information, or deleting information). 1

2 Sex Codes The two standard sex codes and descriptions are already established in the system. The Not Available code can be used if the sex code is not known at the time of initial entry within an employee folder. 2

3 Status Codes Four standard status codes are already established in the system. You may add others if needed. To add a new code click the Clear button, this will clear the code and description lines at the bottom of the screen. Add a two-digit code and the description then click the Add button. 3

4 User Defined Fields A district may use the User Defined Field to track additional information that is not a standard part of Marathon. In order to use the User Defined Tab within an employee folder a code must be established first. To add a new code click the Clear button, this will clear the code and description lines at the bottom of the screen. Add a six digit numerical code and description then click the Add button. 4

5 Leave Related Payroll Setup Leave Related Policy Codes You may have multiple leave policies. You will need to setup a leave policy for each classification of personnel. These policies should be based on your District s Board approved leave policy. Leave policies can be set to dock an amount, a percentage, or a combination of both. If your district allows leave balances to rollover from one type leave to another, you may set that up within each policy. To add a leave policy code you will first need to assign it a code number. The code is a six-digit numeric number that will identify the leave policy. Next enter a brief description for the group of employees covered by this policy. Now you are ready to enter the amount to be docked based on the number of days missed beyond accumulated leave. Once you have completed the docked information you 5

6 are ready to check the rollover order. After all information is completed click the Add button. To continue adding leave policies click on the Clear button, this will prepare the screen for the next policy. Absence Reason Codes Absence reason codes are user defined. You may add multiple codes based on your district s need, however, we recommend keeping the codes to a minimum number that will give you the basic information needed. To add a reason code you will need to assign it a six-digit number. Next enter a description; (for example sick, family sickness, etc). Once you have completed each line click the Add button. Click the Clear button and continue assigning reason codes. 6

7 Pay Frequency Codes Payroll Setup Pay Frequency Codes The pay frequency codes are already established in the system. This is a two-digit code that denotes the pay frequency of an employee. These codes relate to the payrolls processed by your district. 7

8 Worker s Compensation Codes Payroll Setup Worker s Compensation Codes This is a four-digit code that is predetermined by the Worker s Compensation Statute. The same statute also sets the description. Each classification will need to be modified and the correct rate for your district entered. To make the modifications select the first code number. The information will be displayed on the bottom half of the screen. Click in the rate box and press the F2 key. Enter the correct rate and then click the Save button. You will be prompted when the save process is complete. Continue until each rate has been modified. 8

9 Deduction Codes Before you can begin to add the deduction codes to the employee folders, the code for each deduction must be setup in the payroll module. Payroll Setup Deduction Each deduction must have a unique code to identify the deduction and a vendor to whom a check will be written to each payroll period. The vendor file is maintained in the accounts payable module. Be aware of the Exempt From boxes and the W2 Deduction Codes boxes. Complete these only when required by the type of deduction. The five standard deductions, Federal Withholding, FICA, State Withholding, Retirement, and Medicare are already established in the system. The five standard codes are automatically added to a new 9

10 employee s folder. You must not change the screen order of these withholdings, their code number, or delete them from any employee s file. The Screen Order determines how the deduction is processed during calculation and the order it will print on the checks. The Expensed Insurance Object code is added to the deductions that your district uses for employer paid insurances. Once all deduction codes have been entered, print a listing of these codes to verify that all are complete and correct. Payroll Reports Deduction Description This report will also show if a deduction code has an invalid vendor. There will be an asterisk beside the vendor number if it does not exist in the vendor file. MARATHON FINANCIAL ACCOUNTING 10

11 State Insurance Deduction Codes You will also need to add the deduction codes for the State Paid Insurances to a special setup. Add the number assigned in the deduction code process and click the Add button. These codes will be used in the State Insurance Billing Edit process. 11

12 PERS Related Codes The next item in the setup process is the PERS Related Codes. Each component is taken directly from the information provided by the Public Employees Retirement System. 12

13 Direct Deposit To begin using the direct deposit feature you will need to setup the different banks your employees will use. You will need to know the routing number of each bank and the name. 13

14 District Setting Another part of direct deposit setup is your District Settings. This is the bank that will receive all direct deposit records and will disburse them accordingly. You will need to contact your bank to determine the destination Id number and your Origination number. 14