GUIDE TO: RUNNING YOUR FIRST PAYROLL FOR STATE FARM TRAINEE AGENTS

Transcription

1 Questions? -Please contact your AFS with any question 1 concerning your first payroll- Questions? GUIDE TO: RUNNING YOUR FIRST PAYROLL FOR STATE FARM TRAINEE AGENTS CONTENTS STEP 1: LOGIN TO YOUR ACCOUNT CENTER...3 HOW TO RESET YOUR PASSWORD...4 STEP 2: VERIFY COMPANY SET UP DATA...6 STEP 3: VERIFY EMPLOYEE SET UP DATA...9 STEP 4: ENTER AND APPROVE PAYROLL DATA...17 STEP 5: , PROCESSING, REPORTS, AND CHECK PRINTING...22 EMPLOYEE INCOME TAX FILING STATE SET UP WORKSHEET...24 PLEASE CALL YOUR AFS WITH QUESTIONS REGARDING THIS DOCUMENT AND/OR PROCESSING YOUR FIRST PAYROLL 1

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3 3 ATTENTION Do NOT attempt to Login to your Account until you receive an confirming your account is ready Sample Confirmation ======================================================================== SurePayroll - Click-Click. Payroll's Done. ======================================================================== YOUR NAME HERE, Your enrollment is complete and you are ready to run your first payroll with us. To pay your employees on 1/16/2003, you must run your first payroll by 1/14/2003 at 2:00 p.m. local time [or if from Alaska/Hawaii, 12:00 p.m]. You may approve the payroll prior to the deadline. Money for direct deposit disbursement will be pulled from your account on 1/14/2003. Your employees will be paid on the scheduled day and not before. Login to get started. SurePayroll Login Click on the "Customer Login" link in the upper left corner. Enter your username and password. This should log you onto the system and take you to the Account Center. To help with your first payroll, please refer to the "Guide to Running Your First Payroll." If you have any questions, please contact your AFS (c)2002 SurePayroll. All Rights Reserved. Document ID: [XXXX] 3

4 Questions? -Please contact your AFS with any question concerning your first payroll- Questions? 4 STEP 1: LOGIN TO YOUR ACCOUNT CENTER 1. Connect to the Internet from any computer and go to: 2. Click on Customer Login tab at the top of the page or the link on the left. 3. Enter your User Name and Password in the Payroll Admin Login fields. (This is the User Name and Password you chose during enrollment) 4. Click the Submit button to continue to your Account Center. 5. If you do not remember your Password click on the Forgot Your Password link. This will allow you to reset your password STEP 1 4

5 5 FORGOT YOUR PASSWORD? FOLLOW THESE STPES HAVE A NEW PASSWORD ED TO YOU- 1. Click on the Forgot Your Password? link on the Login page (see page 3 of this document) 2. Enter your User Name 3. Click Submit to continue to the next page Select the Secret Question you chose during enrollment. 5. Enter the answer to your secret question. 6. Click Answer. A new temporary password will be ed to you immediately After receiving your new Temporary Password use it to login (see page 2 of this document). After logging in you will be prompted to choose a Permanent Password. From the Login Tasks Page: 8. Enter the temporary password from your 9. Enter a new permanent password of your choosing 10. Confirm your new permanent password 11. Click Save to finish logging in and proceed to the Account Center STEP 1

6 6 After successfully logging in you will be taken to your Account Center. Select the Company tab from the Account Center. END STEP 1: LOGIN TO ACCOUNT CENTER 6 STEP 1

7 Questions? -Please contact your AFS with any question concerning your first payroll- Questions? 7 STEP 2: VERIFY COMPANY SETUP DATA In this step you will review your company information for accuracy. 1. Click on the Company Tab at the top of the Account Center Screen. This will take you to the Company Basics screen. 2. Confirm your Company Name and Address. 3. Confirm your contact information for the Primary Contact and the Executive Contact. 4. If you made any changes, then click Submit Changes to save. 7 STEP 2

8 5. Select Bank from Edit Company menu Confirm that the bank information is correct for your company. 8 STEP 2

9 7. Select Official Information from Edit Company menu. 9 Confirm that your Official Information is correct. 8. Each state required for your employees should be listed. 9. Each local tax authority required for your employees should be listed. 10. You may add additional local tax authorities by clicking on the Add A Local Tax Authority link END STEP 2: VERIFY COMPANY SETUP DATA STEP 2 9

10 Questions? -Please contact your AFS with any question concerning your first payroll- Questions? 10 STEP 3: VERIFY EMPLOYEE SET UP DATA In this step you will review your employee information for accuracy. 1. Next Click on the Employees Tab at the top of the screen. This will take you to the Employee List. Click Edit next to the first employees name. 2. From the Employee List, click Edit next to the first employee. THIIS SPACE IINTENTIIONALLY LEFT BLANK 10 STEP 3

11 11 Double Check your Employees Information. Pay Special attention to the following: 3. Name 4. Social Security Number (no dashes or spaces, numbers only) 5. Active Status (Active, Inactive, Terminated) 6. Employees address (or your if employees is not available) 7. Click Submit Changes if any changes were made STEP 3

12 12 8. Next Select Bank from the menu on the left DID YOU KNOW? Changes to employee information are effective immediately and can be changed at any time (but only by you). If your employees would like to receive their pay via Direct Deposit at any time in the future, simply add their bank info here before running your next payroll. 9. Confirm your employees Payment Method a. If your employee will be receiving their pay via Direct Deposit, one of the first 3 Account scenarios should be checked (usually the first one). b. Paper Check should be selected if you will be writing or printing a check for your employee (no direct deposit). c. Click Submit Changes to continue to the next page and verify the bank account information for Direct Deposit. a b c 12 STEP 3

13 Verify direct deposit information from your employees Check (not a deposit slip). a. Routing Number b. Account Number c. Account Type 11. Click Submit Changes to Save a b c 11 13

14 Select Pay Rate from the menu on the left. STEP Verify your employees Salary or Hourly Rate. 14. Select Taxes from the list on the left. 14 STEP 3

15 Verify that the correct State and Local Taxes are set up. a. Verify the Federal W-4 information b. Verify the State Tax filing state (Refer to the Worksheet on page 24 f or more info.) c. Verify the State Unemployment tax filing state d. Verify the State W-4 information e. Verify that the correct local codes are set up. f. Click Submit Changes to SAVE a. b c d e f MARYLAND AGENTS: You must select your Employees County of residence. Click on the Add/Change Local Taxes link to select from the list. ARIZONA AGENTS: You may select your employees State Tax Percentage by clicking on the Add/Change Local Taxes link and select it from the list. 15 STEP 3

16 Select Deductions from the list on the left 17. Verify that the correct deductions and amounts are set up for your employee. a. Click EDIT if you need to change the Deduction Amount b. Click DELETE to remove a deduction c. Click Add A Deduction to set up and/or add a new deduction. d. Click Done adding deductions to save changes and return to the Employee List. a b c d STEP 3 16

17 17 After returning to your employee list: 18. Click Edit next to the next employee on your list and repeat the verification process for each of your employees. 19. If you need to add another employee click the Add another employee link BE SURE TO VERIFY DATA ON ALL OF YOUR EMPLOYEES BEFORE CONTINUING. END STEP 3: VERIFY EMPLOYEE SET UP DATA STEP 3 17

18 Questions? -Please contact your AFS with any question concerning your first payroll- Questions? 18 STEP 4: ENTER AND APPROVE PAYROLL DATA In this step you will enter, review, and approve your payroll data. 1. Click on the PAYROLL tab at the top of any page. 2. Verify your Pay Period 3. Verify your Pay Date 4. If you need to move your check date forward or backwards (now or at any time), Click on the Change Pay Date link and select your desired check date. 5. Note the deadline for Approving payroll STEP 4

19 19 6. Check the Pay box to pay an employee. 7. Enter your employees regular hours 8. Enter any overtime hours 9. Enter Other Hours if required 10. Enter any additional flat dollar amounts for BONUS/COMMISIONS under Extra Pay Dollar. (NOTE: If you enter dollar amounts in Extra Pay it will appear on the salary check) to pay on separate Check please see item Select the Extra Pay Type 12. Enter any required miscellaneous one-time deduction a. deducts from the employees net b. money stays in your account

20 20 STEP 4 If you are wanting to pay Bonus/Commissions on an additional check please follow the below steps 13. Select Add Additional Checks 13 13a. Select Add Additional Check 13a 13b. Select Employee from list that you would like to pay Bonus/Commission 13b STEP 4 20

21 21 13c. The Payment Method allows you to pay the additional check as a Direct Deposit or Check. If Default is selected the additional check will be paid according to their current payment method. 13d. Select Default Tax Frequency 13c 13d STEP 4 21

22 13e. Enter in amount of pay for Bonus/Commission in EXTRA PAY $ 13f. Select Type of Extra Pay. 13g. Click on Submit to continue e 13f 13g 13h.This screen will confirm the additional pay amount. Click on add additional check if you need to add to another employee. 13i. Click on Return to Payroll Entry when completed. 13h 13i If you are in CALIFORNIA please go to page 29 on how to handlestep 4 Bonus Pay. 22

23 Save Changes before continuing. 15. Click the Payroll Preview Button to continue STEP 4 23

24 24 When your Preview Calculation completes, you will be taken to the Payroll Preview Summary 15. If anything does not look correct, click the Payroll Tab at the top of the page to return to the payroll entry screen 16. Click on your employee s name to see the complete tax detail. 17. Direct Deposit amount. 18. Paper Check amount. 19. The amount we will debit from your account (direct deposit amounts only) 20. Print this page for your records. It will not be available after you payroll runs. 21. If everything is correct click the Approve Payroll button

25 25 After approving the payroll you will see the following message. 21. Click OK to submit your payroll data. 22. Click Cancel to return to the Payroll Preview STEP 4 After clicking OK above, you will see the following message confirming that you have finished you payroll. 23. Click on the Return to Account Center link to continue. 24. Verify that your Payroll Status says: Waiting for payroll engine to process your data [5] END STEP 4: ENTER AND APPROVE PAYROLL DATA 25 STEP 4

26 Questions? -Please contact your AFS with any question concerning your first payroll- Questions? 26 STEP 5: , PROCESSING, REPORTS, AND CHECK PRINTING 1. On Payday, Employees are notified through that they have been paid and will receive instructions on how to view and print their pay stubs online. 2. After we have processed your payroll, your checks will be ready to print and your reports will be available. WHEN WILL MY REPORTS BE READY? Payroll Processing takes approximately 2 hours and occurs on your scheduled process date. This means: 1. If your approve your payroll earlier than your scheduled process date (a good idea) your reports and checks will be available first thing in the morning on your scheduled processing date. 2. If you approve your payroll before 2PM local time on your scheduled processing date, your reports and checks will be available about 2 hours later. After your payroll has processed, log back into your account center. 3. Click on the Reports Tab at the top of the screen to see the list of your reports. 4. Click the Print Checks button and follow the on-screen instructions to print checks. a. Remember, you must have QuickBooks style VOUCHER check stock (3 part, with the check on the top) to use our check print feature. b. Need to reorder checks? Go to your Account Services web site. 26 STEP 5

27 27 The REPORTS section has 3-7 different reports available depending upon what system features are being utilized. The most common reports are shown here. 5. Click on State Farm Corporate Reports and follow the on-screen directions to print the reports you will fax or send to your Operations Center, based on the policy that was established by your Operations Center. 6. Click on Payroll to view your Payroll Summary. 7. Click on Pay Stubs to print your employees pay stubs if required. a. Remember: If you entered valid addresses for your employees, they will receive instructions from us detailing how to log in to their employee account where they can print their pay stub END STEP 5: , PROCESSING, REPORTS, AND CHECK PRINTING CONGRATULATIONS!! You have successfully completed running your first payroll with SurePayroll 27 STEP 5

28 If your business is located in 28 Employee Income Tax Filing State set up Worksheet But, your employee lives in 1. Add the State 2. Select your employee State Tax state to be If your business is located in STATE FARM Use this chart to complete 1. Company Info, State Tax Information: To determine any additional states that may be required to set up on the Company Level 2. Employee Info, State Tax Information: To determine the correct Income Tax Filing State when entering your Employee s information But, your employee lives in 1. Add the State 2. Select your employee State Tax state to be Illinois Iowa Iowa Montana North Dakota North Dakota Kentucky Kentucky Any other State Montana Michigan Michigan Wisconsin Wisconsin New Jersey Pennsylvania Pennsylvania Any other State Illinois Any other State New Jersey Indiana Kentucky Kentucky North Dakota Minnesota Minnesota Michigan Michigan Montana Montana Ohio Ohio Any other State North Dakota Pennsylvania Pennsylvania Any other State Indiana Ohio Indiana Indiana Kentucky Kentucky Iowa Illinois Illinois Michigan Michigan Any other State Iowa Pennsylvania Pennsylvania West Virginia West Virginia Kentucky Illinois Illinois Any other State Ohio Indiana Indiana Michigan Michigan Pennsylvania Indiana Indiana Ohio Ohio Maryland Maryland Virginia Virginia New Jersey New Jersey West Virginia West Virginia Ohio Ohio Wisconsin Wisconsin Virginia Virginia Any other State Kentucky West Virginia West Virginia Any other State Pennsylvania Maryland District of Columbia District of Columbia Pennsylvania Pennsylvania Virginia District of Columbia District of Columbia Virginia Virginia Kentucky Kentucky West Virginia West Virginia Maryland Maryland Any other State Maryland Pennsylvania Pennsylvania West Virginia West Virginia Michigan Illinois Illinois Any other State Virginia Indiana Indiana Kentucky Kentucky West Virginia Maryland Maryland Minnesota Minnesota Kentucky Kentucky Ohio Ohio Ohio Ohio Wisconsin Wisconsin Pennsylvania Pennsylvania Any other State Michigan Virginia Virginia Any other State West Virginia Minnesota Michigan Michigan Wisconsin Illinois Illinois North Dakota North Dakota Indiana Indiana Wisconsin Wisconsin Kentucky Kentucky Any other State Minnesota Michigan Michigan Minnesota Minnesota Any other State Wisconsin 28

29 29 CALIFORNIA BONUS CHECKS ONLY California passed a law in regards to paying bonus checks on a separate check. This bill requires to withhold a different California Personal Income Tax (PIT) on bonuses that are paid to their employees. The new PIT withholding rate is 9.3% and should be used when paying any type of bonus in a separate check. You will add the bonus check as described on page 20 but you must contact SurePayroll s customer service group at and inform them of the employee with the bonus check and that the withholding should be at 9.3% before you submit the payroll. 29