PAY MASTER PAYROLL SYSTEM STATE, COUNTY AND CITY WITHHOLDING TAX With H-2A Contract Employees. Version 59h

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1 PAY MASTER PAYROLL SYSTEM STATE, COUNTY AND CITY WITHHOLDING TAX With H-2A Contract Employees. Version 59h Distributed by BNX Company Killearn Lane Springhill., Fl Telephone Copyright BNX Company All Rights Reserved Telephone St Petersburg, FL This Payroll program will track Salaried, Hourly and Piecework agricultural Employees pay in 5 pay cycles. The payroll cycles are Daily, Weekly, Biweekly, Semimonthly and Monthly. The Payroll program will track Work Pay and 6 categories of Adjusted Pay. The adjusted pay categories are Overtime Pay, Sick Pay, Vacation Pay, Minimum Wage, H-2a Travel, and H-2a Meals pay, which is totaled as Taxable Pay. The Program also includes tracking pay by workman s compensation insurance codes and then calculating the premiums based on the total amount for each code. Any overtime wages are tracked and excluded from premiums due. The Program will also track 401k deductions for selected or all employees. Data and reports on Alien Id number, Alien expiration date and all required WPS training data are maintained within this program. This manual covers Pay59h version which includes H2a workers.. H2a employees are foreign workers with a work permit to do agricultural harvesting, etc. They work on a "contract" basis, are not subject to payroll taxes, social security taxes, Medicare taxes or federal WH taxes. H2a employees are not required to have an assigned US social security ID number but may have such a number, State Withholding Taxes may or may not be required. 1

2 If any H2a Employee does not furnish a valid social security number, then for reporting purposes you should enter as the social security number. This will prevent AccuWage from reporting errors with your W-2 Mag Media report. 2

3 According to Publication 51, H2a Employers are not required to be covered and the employer is not required to pay Federal Unemployment taxes., however both Federal and State unemployment reports are setup to include or exclude H2a employees. This will cover any future changes in reporting. H2a employees do receive a "W2" from the Employer with Earnings in Box 1 of the W_2 form. These employees are also reported in the W-2 mag media report. The employer must pay H2a employees a minimum Wage that may be different from the national or state minimum wage. The employer must also guarantee the employee a minimum numbers of hours work per week. There are Five (5) Employee Types and sixt (6) pay adjust codes. Depending upon your company s policy you may have up to four (4) pay adjust code amounts listed on the standard check as you desire. The default values are as follows; RH = Regular Hourly Employee with Pay Adjust Overtime and Minimum Wage Pay S = Salary with Pay Adjust Sick and Vacation Pay H = H-2a Contract with Pay Adjust Overtime, Minimum Wage, H2a Travel and H2a Meals PW = Piece Work with Pay Adjust Minimum Wage Blank (No Code) = 1099 contract persons/company with no Pay Adjust. All Employees pay is tracked by work Crews. Each employee may have as many as 7 different individual pay rates for work units during each pay period. Example; A worker picking Oranges may be paid a different per box rate each work period during a pay period. On Monday you may pay employee A $0.95 cents per box and on Tuesday you can pay employee A $1.05 per box. You can set different rates on the same days for each of your employees.) The check stub will show the Rate and Number of Units (boxes) and the amount paid at this rate. You can use up to 7 different rates per employee per pay period. See sample Check and Stub. The employee pay is also tracked by Workman s Comp codes and Department Codes. The weekly pay may be split between 8 different work comp categories and between 12 different Department codes. You set up the category codes and the insurance rate per $ dollars of gross payroll in Company Maintenance and you setup (name) the Departments Titles at Maintenance Change Department Titles 941 employees should be assigned to crew number 1 through crew number employees are assigned to crews number11 through Crew number 899. Crew numbers 900 through 999 are reserved for contract (1099) persons or companies. The report section will generate many standard reports on a selective criteria basis. Custom reports are available on request. All payroll records (with two exceptions) are kept on a calendar year basis. You may enter dates in the MMDDYY format and the program will translate the last 2 digits ( or ) either to 10/ 29/2010 or 10/ 29/ This method will speed up the process of inputting data. Basic information must be supplied through the maintenance menu in order to take full advantage of the many features of the program. Please enter the following data. 3

4 COMPANY MAINTENANCE Company information: The Company Name and the Federal ID Number are permanently embedded in the program and cannot be changed. All other data may be changed as necessary. The data in the fields are used through out the programs in report labels and to calculate values. The Last Emp Number field is used to provide automatic employee numbering in Add New Employee module. The W-2 Retire Code is used in the W-2 printing program to Print the correct Letter Code to identify the type of IRS retirement pay is being reported. Caution! When entering Comp Code numbers and descriptions, be careful to place only 1 (one) space between the number and title. The Rate is the premium per 100 dollars in pay for the associated comp code. These values are used in Reports. 4

5 DEPARTMENT SYSTEM MAINTENANCE The Department Title is limited to twelve (12) characters. Pay Adjust 1 and 4 should not be changed. Do not change code S, V, T and F, however the title can be changed. All other data may be changed as necessary. 5

6 FEDERAL TAX TABLE The Federal Income Tax tables are from Internal Revenue Service Publication E. The Social Security Employee and Employer Rates and Limits along with the Medicare tax Rates and Limits are also from the same source as the tax tables. The state sets its own State Unemployment Tax Rate. The Futa Tax Rate is from Publication E. The Futa Tax Rate and Suta (state) rate, should be entered as decimals. See example above. In some years the withholding table is six (6) rows, place row 6 data in rows 7 and 8 in order to calculate the correct withholding tax. 6

7 STATE TAX TABLES State Tax Data must be obtained from your state taxing agency. Many states have not only a state income tax, but also may allow a county and a city to levy income tax. Pay Master 39 provides for two additional tax tables to cover County and City income tax withholding from employee s pay. The tax table are the same as above, with different labels. 7

8 COUNTY AND CITY TAX TABLES 8

9 ADD EMPLOYEE The payroll system will assign the employee id number. After entering the new employee s name, address and telephone number as shown above, you should enter the social security number and then press the Check Duplicate Social Security Number button to see if any other employee has been assigned this number. In the event that the employee has been entered as a 1099 Contractor or if you are using a 900 series crew number to print reimbursement checks for an employee, then a duplicate number is normal. However no two different employees should have the same social security number. If this is a H-2A employee, then place an H in Emp Type box. If you do not have all applicable data or you enter data in error, any data can be added or corrected in the following Edit or Delete Employee Screens. 9

10 EDIT EMPLOYEE SCREEN 1 This screen allows access to each employee master data file for editing purposes. This screen also provides for editing Alien number and expiration date as well as all WPS (Worker Protection) data required for State and Federal Reports 10

11 EDIT EMPLOYEE PAY DATA 1 This screen provides access to each employee master data file for editing purposes. Be very careful in making changes. All data after class code on the previous screen is updated by the system and should rarely be edited. There are exceptions to the above statement. The system uses this data and you must be sure that the changes made are correct. The system has no way of knowing if the changes made are correct or not. To make changes, simply replace the data in the desired field and then use the Update button to update the master files. 11

12 EDIT EMPLOYEE PAY DATA 2 This screen provides access to each employee master data file for editing purposes. Be very careful in making changes. All data after class code is updated by the system and should rarely be edited. There are exceptions to the above statement. The QTR1 Pay through QTR4 Pay is updated from the Earnings By Quarter, Post And Report selection under Main Menu Payroll Operating Reports. This data comes from the payroll history file. The Futa and Suta UTaxPay is updated when you print the Quarterly Unemployment Report AND place a Y in the Clear Data Files field. The QTD Taxable Pay is updated to Futa and Suta UTaxPay and the Qtd Taxable Pay is set to Blank. The Qtd Taxable pay then accumulates pay until the next report is printed and data files cleared. For the Quarterly Unemployment Reports (Paper and Magmedia) to work, edit an employee, that employee must have a number in Num Wks Wk Qtr and the Amount in Futa UTaxPay must not, at present, be $7000. Suta pay must not be at present $8000 and there must be an amount in the QTD Taxable Pay field. The Futa and the Suta taxable pay limits are set in the Tax Table Maintenance Screen. If you pay for Vacation hours and Sick hours, you should enter the hours allowed. Example; 40 hours would be equal to 1 work week of vacation or sick time. The system will deduct the hours used, that you pay in each category. The amount in these fields and on the reports for vacation and sick hours will be the balance of hours due for the employee. 12

13 EDIT EMPLOYEE DEPARTMENT TOTALS EDIT EMPLOYEE PAY ADJUST DATA 13

14 PAYROLL LOOK UP AND SELECT FEATURE This version of Payroll, has added look up and Select, pop up screens used to aid in selection of options during adding OR Editing data. This feature can increase speed and accurate data input. In order for this feature to work correctly, the master files used, must be maintained. The access to this maintenance is located under Main Menu Selection Maintenance. Of course you may still enter data by typing in the control numbers or data. Examples of the look up and Select pop up screens are shown below and on the following pages. On the Add Employee screen the are Three (3) look up and select pop up screens. Department Code, Work Comp Ctl Code with Class Code description and, as shown above, Payroll Pay Cycle Codes. This shows an example of setting up the default Payroll Cycle for this employee to be Weekly payrolls. 14

15 This is an example of using the Employee Id Number look up an select pop up screen. When the employee Dunhill, Donald D. is selected and the Get Employee Data button is pushed, all existing data is displayed for editing. Add Employee Pay Data Screen has five (5) look up and select pop up screens. This is an example of the Payroll Pay Type Codes look up feature, which will place this pay element in the Regular Pay category. 15

16 If you choose to use the Look up and Select pop up screens, you may use either the Tab then Enter key or the Mouse to activate the screens and make selections at Maintenance/Employee Data Maintenance/ Add Employee and Process/Add Payroll Transactions To File. If you use the Mouse, left click on the control button and the look up and select screen will open. Then click on the selection you desire, the data will be highlighted. Next click on Close button and the pop up screen will close and the regular screen will appear with the selected data. This method must be used in the Menu Selection Maintenance/Employee Data Maintenance/Edit Employee Mater Data. which has multiple edit screens. Data entry will be faster under selections Maintenance/Employee Data Maintenance/ Add Employee and Process/Add Payroll Transactions To File using the Tab key to advance to the control button and then press the Enter key to activate the pop up screen. When the pop up screen opens, use the Down arrow key Or the Page Down/Up keys to move to your selection. When the desired selection is highlighted, use the Tab key to advance to the Close button and press enter, the pop up screen will close and the regular screen will appear with the selected data. The Tab and press enter can NOT be used in the Menu Selection Maintenance/Employee Data Maintenance/Edit Employee Mater Data, which has multiple edit screens. As show above you must use the Mouse in that menu selection. In the event you do not chose to use the Look up and Select pop up screens you may continue to move to the data entry box and type in the control data. 16

17 BACK UP AND ARCHIVE PROGRAM AND DATA With the large storage space in all modern computers, there is no longer any reason to be caught without a current copy of you r valuable program and data. We strongly recommend that you use the ability to select a menu option and make a copy of the Program And Data To Any Valid Disk and Folder. This will take less than one minuet of your time and may save hours of work. As shown above the Default location in to copy the program and date to your C, (main computer hard drive), into the Archive folder and place the copy into a sub folder Pay59 and further into a folder holding this copy of the program and data that you can name. example Pay2011 OR bu which is the date of the backup OR WIP, which means work in progress. By changing the Drive Letter, you can copy the program and data to any external storage device, such as a memory stick, thumb drive OR a USB external dirve. This will allow you to store this valuable informatin off site. This will protect you from fire or theft. With any BNX Company software you may operate the program directly from the external storage unit or transfer the program and data to any computer that operates with Windows operating system. 17

18 WEEKLY PAYROLL ROUTINE First enter all new employees and complete their basic payroll data. You cannot enter pay data for an employee not in the master file. Second, go to Process Payroll and enter payroll information from crew sheets or other work sheets. It may be necessary to enter two or more payroll elements (entries) if the employee is being paid different rates for different work units. It may also be necessary to enter two or more pay elements (entries) if the employee is working under two or more work comp codes. OR if an employee s pay is being split between Departments. When entering a payroll element if a mistake is made in the entry and you correct the entry, you must go to Employee Maintenance Screen 2 and adjust the Current Work Comp Code and Units Rate and Amount of pay distribution and you must also go to Edit Employee Dept Code Amounts and adjust the current amounts. Third Print a Minimum wage report to determine if any employee requires a pay adjustment to meet minimum wage requirements. This report should be blank when reviewed, or those employees appearing are not meeting minimum wage, and will need to have an adjustment to pay to compensate. Proceed as follows to make minimum wage adjustments. Go to Process/Add Payroll Transaction to File and Enter a payroll element. Change Pay Code from R to M for minimum wage adjust. Enter Pay Rate using the Min Wage Adjust Amount from the report. Enter Number of Units using the Num Hrs Worked amount from the report. Enter the Number Hours using Num Hrs Worked from the report. In other words the Num Of Units and the Num Hrs Worked are the same. 18

19 Next print a check resister to show the payroll information that will be printed on the checks. If this information is correct, then print checks. Finally we suggest you print a Current Work Comp Report and print a Current Department Pay Report. Fourth update the master files. This will write this payroll information to the employee s payroll history file. This is accomplished by the Update Payroll and History Option under Process Payroll. Since the payroll program operates on a Crew plus employee basis, you may want to prepare and print payroll checks by each crew. You can, of course, prepare and print all payroll checks at one time if you have a small number of crews; however, this can become unwieldy if you have a large number of crews. 19

20 ADD EMPLOYEE PAYROLL DATA This screen is located under Master Menu Option Process. Each element (or transaction) of the current payroll will be entered separately. If an employee works under 2 Workman s Comp Code, you would enter the first pay transaction for x number of hours and the correct pay rate, under the first comp code press Add This Pay Transaction Button and then with the Update button the pay element is added to the current pay. Next make another entry for the number of hours or units and correct pay rate, under the second workman s comp code. When you Press the Add This Pay Transaction button, the program will again add these transactions together and calculates the correct taxes on the total pay due. Again press the Update button to add this pay element to the current pay data. In Version Pay59 you may allocate the above pay elements (transactions) to any of the 12 separate Departments. You may have up to 7 different pay rates per work unit, for each employee in each payroll period. Remember in the event the pay is not correct, the current pay, deductions and hours worked can be edited in Maintenance Option Employee Data Screen 1 and Unit Rate and Count along with current Workman s Comp Code Pay can be edited in Employee Data Screen 2. The Department Code allocated pay can be edited in Edit Employee Dept Code Amounts The system adds to the Unit Count and Rate, the Current Work Comp and the Department Codes fields as payroll elements are added with the Add This.Pay Transaction button. The dollars and Hours worked are added to the current payroll data when the Update button is pressed. 20

21 If the Employee record has been setup for the employee to have a recurring deduction for Loan or Insurance. (deduction numbers 2 and 3). The amounts will show automatically. You can also set up a recurring deduction for 401k retirement plan. If automatic deductions have not been setup or if the amounts are different this pay period, you can override any amount by entering them at this time. Hours or Units should use the decimal format. (Example 7 ¼ hours is input as 7.25 hours. 15 ¾ units is input as units) This is necessary for the proper calculation of pay. PRINT CHECK REGISTER This selection will print the check register for the selected crew or crews. Enter the first check number to be used for this crew or crews and also enter the crew numbers to be printed and the Payroll Date. You may preview the report and, if correct, print a hard copy for your files. 21

22 PRINT CHECKS We are now ready to print checks. Please enter the check date to be typed on the check. Examples, for April 10, 2011, enter without any spaces or dashes between numbers. Enter the Week Start/End Date in the same manner, no spaces or dashes between numbers. Next enter the first check number for this printing. Enter the From/To crew numbers of the employee s to receive checks in this printing. All checks are shown on the screen before printing. When you preview or print the checks the check number is updated to the employee record in Employee Data Screen 2 Last Check Num filed. If no Check Number entry is made, then any New check number will be updated in the Last Check Num field in the master file. 22

23 PRINT CREW LIST A crew sheet is printed to be used by the crew leader to report next weeks payroll information for each crew. You should print a page of blanks for the crew leader to use for new employees by entering a Y in Blank Lines (Y/N) field. Using this form to input pay data on each employee will assist in keeping the payroll data organized and accurate. UPDATE MASTER FILES This option completes the payroll cycle. This option will update all employees included in this payroll period, master files and payroll history records. A payroll date is required and the system will not allow you to update files without an entry in this field. 23

24 Report Notes: The Payroll Deposit report is derived from the payroll history file fields The detail report will show each employee in the report and the above data from the history master file. The summary report will show the actual amount of Medicare Tax, Social Security Tax and Federal Withholding Taxes withheld from the employee s pay. There will be a small difference in the amounts for Medicare and Social Security Taxes and the totals shown on the official deposit report sheet due to rounding of many small individual pay calculations and the calculation of one (1) lump sum of all pay in the report. The Employer s Medicare and Social Security amount is shown on a separate line. There is a space on the official report form to show the rounding variance. The report can span any time frame that the user decides on. This is usually not longer then monthly and may be every 3 working days after a pay period. Reports can be reprinted for any past time span. Unemployment Reports: This data is derived from master file fields UtaxPay and StUtaxPay. These fields are updated at the end of each pay period and is cleared after the final report is printed. The tax is calculated using the rates from the Federal Tax Screen. For inputting this data on the Internet, you may want to use the option Reports/Payroll Operating Reports/ Earnings By Qtr Update and Report. If all the data needed is the Employee s Total Quarterly Earnings use this report. The report list order can be selected by Employee ID Number, Alphabetically by Name or in Social Security Number order. Workman s Compensation Insurance Report: This report will use data from the master file data fields, YtdWkCompPay1, YtdWkCompPay2, YtdWkCompPay3, YtdWkCompPay5, YtdWkCompPay6, YtdWkCompPay7 and YtdWkCompPay8. You may set up YtdWkCompPay8 to be used for owners or any other pay excluded from these insurance premiums. The fields are cleared of all data after the final report is printed and are ready to begin the next report period. Department Reports: This report is available in Version Pay59 and Pay79. The Reports shows current pay and year to date pay amounts for each department. The current pay amount is before updating the weekly payroll. The W-2 forms and the W-2 Magmedia Reports will calculate the amount of Medicare and Social Security Taxes based on the Medicare and Social Security annual wages. The tax rates used are from the Federal Tax Screen. Federal Withholding Taxes will come from the total pay minus 401k deduction as shown on payroll checks. The calculated results using the tax table from Circular E as shown on the Federal Tax Screen. Annual Federal Withholding wages (and the calculations of taxes) will be net of any 401k or other retirement deductions. The retirement amount will be posted to the correct area in these reports. Any Pay Adjust amounts will show in the Vacation/Sick Pay Reports or the Minimum Wage Adjustment report. WPS and I-9 Reports are located on the third report menu selection. The retirement deduction (401-k) status report (Employee Retirement Report) is located on Main Menu Payroll Operating Reports. This will show the current deduction amount set up in 24

25 the employee file and the total deductions to date of this report. These amounts are shown under Main Menu Maintenance, selection, Employee Data Screen 1, Cur 401k Deduct and YTD 401k Amt FILE MAINTENANCE AND YEAR END PROCESSING Read Carefully You should make copies of your program and/or data to a separate area on the Hard Drive and to removable disks. The data backups are in PKZIP compressed format. The program provides for user end of year processing by menu selected options. Under main menu option System you will begin by saving a copy of the current year to the archive directory. We suggest those clients using the payroll program for a single company name the archive payroll Pay_2011 for your current year 2011 payroll. Clients that have payrolls for multiple companies could use file names such as Pay1_11 and Pay2_11 for their first payrolls and follow with additional payrolls as needed. We also suggest that you make a copy of Program and Data to Removable Disk such as a memory stick or USB Drive, and save the copy in a safe place for a period of 4 years. This is the period that the Social Security administration requires that you be able to reproduce W2 data. Please create a shortcut to the Archive program and verify that the data is there before proceeding. Next you will need to decide if you will want to save your employee data from this year for the next year s operation. You may either save all employees or only those you have received a paycheck in the last quarter. If you elect to save the employees paid in the last quarter, you should go to Main Menu Option Reports, selection Payroll Operating Reports sub option Earnings By Quarter, Update And Report, and run this option. This will post any check paid in the last (4th) quarter to the employee master files. Now you may return to Main Menu FILES, option Save Employee Records For New Year and run this option with Q = Save All With Pay In Last Quarter. You will now begin the New Year with all employees who received a check in the last quarter. Make any necessary changes to the resulting employee s data to reflect correct records for the first pay check in the New Year. You should go to Main Menu and select Maintenance option Edit Federal Tax Tables and make any adjustment called for on the screen. The correct tax table information is from IRS Publication 15. This can be downloaded from their site on the Internet. You should have received a copy of Pub 15 in the mail. Your next step after performing any maintenance on your employees will be to go to Main Menu Maintenance option Company Maintenance and correct any data necessary for the new year. (pay attention to Last Emp Num. Change this number as needed and update file. You should now be ready to begin a New Year of operation. Good Luck! Revised July 15,

26 PAYROLL F A Q (Frequently Asked Questions) The questions and answers below are intended for the beginner, intermediate and experienced (but overworked) payroll person. Some questions and answers will apply only to certain versions of the payroll. Question: How do I add a new employee? Answer: From the payroll desktop, select Maintenance/ Add New Employee option. The Add New Employee Screen will open and an employee Id number will be assigned by the payroll system. Using the Tab Key move from data field to data field and type in all available data on the new employee. Now activate the Add control button either by using the Hot Key combo of Alt + A or use the mouse to move to the Add button and click the left mouse button. Any missing data may be added in the three (3) maintenance screens. Question: How do I Change information in an employee s master records. Answer: From the payroll desktop, select Maintenance and one of the 3 maintenance screens. ( Edit Employee Data Screen 1, Edit Employee Data Screen 2 or Edit Employee WPS/I-9 Data ) Using the Tab Key, advance the cursor to the field that you wish to change the data. Type in the new data and move to the next field that you wish to change. Continue until you have made all changes. Now activate the Update control button either by using the Hot Key combo of Alt + U or use the mouse to move to the Update button and click the left mouse button. Your changes will now be recorded in the employee s master file.. If you later find you have an error in the data, you may change the information at any time in the future and as often as necessary. BE VERY CAREFUL THAT THE DATA CHANGES ARE CORRECT. THE PROGRAM HAS NO WAY OF KNOWING ABOUT THE VALIDITY OF THE DATA YOU CHANGE. Question: I accidentally deleted an employee. How do I get them back? Answer: Once an employee s master record is deleted, that record is gone! However we can reconstruct the employee s records. The first step is, from the payroll desktop, Select Maintenance/ Add New Employee option, and add a new employee with the same Emp Id number along with the name and other data that was deleted. After adding the employee, you should go to Company Maintenance and correct the last employee number. From the payroll desktop, select File/ Sort Employee Master File By Emp ID Number. This will place the employee s records back into the location as the old (deleted) record occupied. Changing the assigned employee ID number to the original number is necessary to reinstate a connection between the Payroll History file and the Employee Master file. Now print the employee s detail payroll history report by selecting from the payroll desktop, Reports/Payroll Operating Reports/Payroll History. With the data from this 26

27 history report you should now Change the information in the employee s master records as described in the answer to;.question: How do I Change information in an employee s master records. Some data will have to be obtained from other sources to totally update all 3 employee edit screens. Question: At times during the season we pay our fruit pickers different rates per box on different days and in different groves during a pay week. How many different rates may I use? Answer: You may use 7 different rates for each employee during a pay period (week). This means that if you have 100 employees to pay, you could have 700 different pay rates. For the Unit Rate on the check stub to be displayed correctly, each rate must be in a minimum of 1 cent increments. In other words you can pay 95 cents per unit (box) or 96 cents per unit (box) but not 95 ½ cents per unit (box). The payroll program assumes that you may pay harvesting employees at the end of any day and that payment will be in U.S. dollars and cents. Question: One of our hourly employees works in our shop as a mechanic 3 days per week and works as a driver, at a different rate, two day per week. How do I make out his paycheck? Answer: Here we have two different rates of pay and two different Workman s Compensation Insurance rates that will apply to this employee. There will be two Payroll Transaction involved in this paycheck. From the payroll desktop, select Maintenance/ Add Payroll Transaction to File option. Find the employee and proceed as follows. If we assume an 8 hour workday, then we will first enter the following payroll transaction. Advance the cursor to the button Comp Ctl Code and activate the button by pressing enter or left click the mouse, a Pop Up screen will display the 8 work comp codes. Tab to the input field and make sure that the control code for Mechanic (a number from 1 to 8) is in this field. Next proceed to input the Pay Rate, Number of Units (24 hours), Number of Hours (24) and any deductions to pay that are applicable to this paycheck. Add this transaction and Update the master record. We are now ready to input the next Payroll Transaction for this employee s paycheck. Repeat the above procedure and change the Comp Ctl Code to the control code for Driver (a number from 1 to 8), the Pay Rate for these hours and Number of Units (16 hours) and the Number of Hours (16) and any additional deductions for this pay check. Add this transaction and then Update the master record. The employees paycheck stub will show what his pay is for each pay transaction. The master records will show what the pay was under the different Workman s Compensation Codes and the report will correctly calculate the Employer s workman s compensation insurance premium payments. Question: Our accountant wants us to assign each employee to a payroll department and submit a report on the total payroll amount charged to each department each payroll period. Answer: Payroll version 59 will track payroll amounts in twelve (12) current and year to date departments. You may split a payroll check between up to 12 departments or simply place the total pay into one department. You would use the same method as assigning amounts to Workman s Compensation Codes. There are three (3) different reports 27

28 showing detail current department payroll data, year to date detailed department payroll data and a combined current and year to date department payroll totals. Payroll version 59 allows custom tracking of both current and year to date payroll amounts, work units and work hours in twelve (12) departments. Question: How can I know if all piece work employees have earned the minimum hourly wage for the current pay period? Answer: From the payroll desktop, select option. Process/Minimum Wage Adjust List and Preview/Print the report. If any employee is not being paid minimum wage, his /her name and pay data will be on the report. If no names are on the report then all employees will be paid minimum wage or more. For instruction on how to correct any employee that does appear on this report, see page 13 of this manual. Question: How can I tell if the charges to workman s compensation codes are correct? Answer: From the payroll desktop, select option Process/Current Work Comp Report and Preview/Print the report. If the employee s total pay amount is equal to the sum of all current work comp codes amounts, then that employee s pay is in balance. If the employee s pay is out of balance, (the total pay amount in NOT equal to the sum of all current work comp codes amounts) then XX will be printed on the far right of that line of the report. You should return and check that employee s pay. You may want to redo the payroll-input process for this employee. Question: At a Work Comp Insurance Company Audit is there a report that will help in answering any questions of the auditor. Answer: Yes, at the Menu Option Payroll History Reports/Wk Comp Report from Pay History there is the following report which can be selected by Employee Number, Crew Range and Date Range.. 28

29 Question: How can I redo or correct employees pay check data? Answer: You will need to clear ALL current payroll data from the first two (2) employee maintenance screens. If you use the Tab Key to move down and through the form, you will see, as the cursor moves into a field, the data in that field will be highlighted. If you press the space bar the data will be removed and when you activate the Update control button, the record will be updated with previous data removed. After clearing all current data from the first two (2) employee maintenance screens you may now select main menu option Process/Add Pay Transaction To File and enter the pay information in the usual manor. Question: In Edit Employee Data Screen 2 there are no dollar amounts in QTR1 Pay, QTR2 Pay, QTR3 Pay or QTR4 Pay,fields. Why is this, and what do I do to correct it? Answer: The dollar amounts for theses fields are placed there from the Payroll History when you run the Earnings By Quarter, Update And Report option from the payroll desktop, Reports/Payroll Operating Reports/Earnings By Quarter, Update And Report. This Option should be run at the end of each month or anytime you need a Earnings By Quarter Report. Question: When I Preview/Print the Quarterly Employment Report one of my employees has 15 weeks worked. How does this happen and how do I correct this? Answer: The Quarterly Employment Report is generated from the payroll history payroll check records. The maximum number of weekly payroll checks (and there fore the number of weeks worked) during a quarter is 13. However you may write more then 13 checks in a quarter and the number of weeks worked must be corrected. Example; Bonus check, commission check or a check to correct an early underpayment. If, when previewing 29

30 the Quarterly Employment Report, you see a number of weeks worked greater than 13, you should look at that employee s history file to determine how many checks were for a full weeks work. Then you should go to the Desktop Maintenance/Edit Employee Data Screen 2 option and change the Num Wks Wk Qtr field to the correct number. Don t forget to activate the Update button before you close the edit screen. You may now return to Preview/Print the Quarterly Employment Report and if correct, print the report. Question: I did not clear data files after printing the Quarterly Unemployment Report, now I have more than one quarter s data in the files. How do I fix this problem. Answer: If for any reason you did not clear your data files after the last quarter report, you can use the following procedure to regenerate the quarterly reports. For payroll versions installed after 2009, Client may perform the following; Step 1: Use Payroll Operating Reports\Employee Quarter Earnings Report and at option, Set Unemployment Tax Pay To Zero (Y/N) insert a Y. Press Preview/Print Step 2: Use Reports\Payroll Operating Reports\Employe s Totals Only Earnings Report with date range of 1st quarter ( to ), and Set Number of Weeks Worked And QTD Pay to Y. Run this option. 30

31 Step 3: Under Reports\Federal\State Reports\Quarterly Unemployment Report, print report and then set Clear Data Files (Y/N) to Y and run again to preview print. Step 4: Repeat Steps 2 and 3 with correct date range in step 2 for subsequent quarters. Example, quarter 2( to ), quarter 3 ( to ) and quarter 4 ( to ), this will bring data up to date. Final Step: Repeat Step 2 and 3 with dates the fisst day of the month following the last report to the current date, this will bring the data up to date. Reports must be generated in sequence per above For inputting this data on the Internet, you may want to use the option Reports/Payroll Operating Reports/ Earnings By Qtr Update and Report. (If all the data needed is in the Employee s Total Quarterly Earnings use this report.) The report list order can be selected by Employee ID Number, Alphabetically by Name or in Social Security Number order. 31

32 Question: Some Employees request that additional Federal Withholding Tax dollars be withhold each pay period and some 1099 contractors require a percentage of Federal Withholding Tax be withheld from their pay. How do I handle this problem? Answer: There is a Special Fed Withholding tax that will be either a percent of wages or a fixed amount per payroll period. This tax will be added to the regular Fed WH Tax for reporting. In Current and Year To Date employee records, this amount will be a part of the regular Federal With Holding Tax amount. This is the first screen under menu option Edit Employee Data A flag for Special Fed Withholding Tax (Y/N) and the Amount in either a percentage or a whole number, will be set in the Edit Employee menu selection, on page 1 of the employee record. If the amount is set to less than 1.00 it will be calculated as a percent of current earnings. If the amount is equal to or greater than 1.00 it will be considered a flat amount of additional Federal Withholding Tax for the tax period and will be added into the regular withholding tax applied to that payroll period. The amount of special tax withholding will be shown on Tab 2 for information only. This flag and dollar amounts will be applicable to all payroll employees or contractors. If this applies to a 1099 contractor, the amount will be shown in Box 4 of the 1099 form. The 1099 reporting module has already been modified for H2a employees reclassified to 1099 by a change in Crew number to above 900. Since the special Fed Withholding Tax amount is added to the Pay Period Federal Withholding Tax amount, it will appear in the Tax Deposit report and be reported on W-2 and 1099 forms. Revised July 31,