P A Y R O L L S Y S T E M M A N U A L
Section 1 - Employee Information 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 17 18 19 20 22 23 24 25 26 27 29 31 Interface Navigation Tool Bar Function Employee Information and Maintenance 401k Accruals Auto Pays Deductions Demographics Dependents Direct Deposit Education Emergency Events Fringe Information OLD Check Calculator Insurance Labor Allocation Miscellaneous Tax Form Information Pay History DOCUMENTS Previous Employment Rates AND Reviews Skills Status/Position Taxes Adding New Employees TABLE OF CONTENTS Section 2 - Payroll 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 50 Payroll Entry Set Check Date Start Payroll PAYROLL OPTIONS Company Auto Post Payroll Entry Batches Payroll Entry Batches - Control Function Payroll Entry Batches - Batch Totals Function Payroll Entry Batches - Delete and Restart Functions Payroll Entry Navigation GENERAL INFORMATION Overrides to Pay New Third Party Sick Pay Payroll Error Messages BALANCING PAYROLL PReprocess Register submitting payroll Payroll Entry Recap Section 3 - Reporting 51 52 54 56 57 58 Reports and Reporting Adding AND RUNNING a New Standard Report Report Writer Database Values Create Groups/SORTS Setup Filters TABLE OF CONTENTS
SECTION 1 - EMPLOYEE INFORMATION Interface Navigation Tool Bar Function Employee Information and Maintenance 401k Accruals Auto Pays Deductions Demographics Dependents Direct Deposit Education Emergency Events Fringe Information OLD Check Calculator Insurance Labor Allocation Miscellaneous Tax Form Information Pay History DOCUMENTS Previous Employment Rates AND Reviews Skills Status/Position Taxes Adding New Employees
View Set Preferences options to control display, colors & keyboard functions TREE CONTROL Employee Lookup NAVIGATION ARROWS TREE DISPLAY AREA COMPANY SELECTION OPTIONS Module Contents Look Up VIEW: Controls the display of various tool bars available in the payroll platform. Options in the view section are used to set the software to the preferences of the individual user. TOOLS: Provides options to control how the software is displayed. Use this function to set the color displayed for critical functions and keyboard response. TREE CONTROL: Use this button to open or close the Tree Display Area as appropriate. Employee Lookups: Allows you to view the employees in a variety of ways to assist with navigation through the software. These functions are only available in the Payroll and Employee modules. Module Contents Lookup: Additional lookup feature. The section of the software you are using controls the available selection list. Modules: Click on any Module and go directly to that area. Next to each module is a Down Arrow selection option which displays a list of all the sections contained in that module. Navigation Arrows: Assist in moving through the list of items displayed in the Module Contents Lookup. Tree Display Area: Clicking on any + in the Tree Display Area will open that section to display the contents of that section. Any item with a + indicates there are additional options to display. There are no additional options to view for any item with a -. Company Selection Options: Using the tree view (left hand margin menu), click on the + next to All Companies for a complete company listing. Select your company from the main screen s company selection drop down list. Note that the listing corresponds with the Module Contents Lookup at the top right of the screen. After selecting the desired company, click GO. Select the company from the drop down list in the Module Contents Lookup. Other Information: - On the majority of screens in the software, clicking the Yellow Star button creates a new entry. It is in the upper right hand corner of most screens. - The Black X button (located to the right of the Yellow Star) is a Delete key. Clicking this button will delete the entry with the cursor. - Start Date/End Date fields control when the item will be used. If the check date is within the start and end dates, the related item will be used. This allows the entry of future dated items (rates, deductions) at anytime. 1 INTERFACE NAVIGATION TOOL BAR FUNCTIONS
EMPLOYEE INFORMATION AND MAINTENANCE Selecting employee information from the main menu will bring you to the Employee menu, which provides three options: 1 - Employee Maintenance 2 - Add New Employees 3 - Employee Listings All screen samples in the following sections are presented with the Tree Display closed to provide maximum viewing area. 2 EMPLOYEE INFORMATION AND MAINTENANCE
401K Information defining the employee s eligibility, status and participation in the 401k plan are stored here. The employee s elections for fund distribution are also recorded in this tab. All data entered here is informational only. It can be accessed for various Census and Compliance reporting needs. CLICK TO ACCESS FUNDS Entries on this screen have no affect on employee 401k deductions or any 401k employer match. Three user defined drop down lists (Status, Source, Funds) are available in the tab. Status Screen: Contains various fields defining the employees status within the 401k plan. EE Deferral: The amount or percent the employee has elected to defer. This field is informational and has no affect on the actual 401k calculation for the employee. Deferral Calc: The type of deferral. This field indicates if the EE Deferral is an amount or a percentage. Continue After Max?: Indicates if the 401k contributions will continue after the employee s contribution has reached the limit. Eligibility Date: The date the employee becomes eligible to participate in the 401k. Status: The employees 401k status. Suspend Date: The date the employee suspended their 401k contributions. ER Match%: The employer matching percentage. This field is informational and has no affect on the actual employer match calculation for the employee. Highly Compensated: If selected, indicates the employee is considered highly compensated. Used for 401k Compliance testing. Owner: If selected, indicates the employee is an owner of the company. Used for 401k Compliance testing. Percentage: The ownership percentage. Used for 401k Compliance testing. Owner Related: If selected, indicates the employee is related to an owner of the company. Used for 401k Compliance testing. Related Owner s SSN: If the Owner Related check box is selected, enter the SSN number of the owner to which the employee is related. This is not the SSN of the employee. The information recorded in this tab is informational only and has no affect on the actual fund distribution. Funds Screen: This tab is used to record information regarding the fund elections the employee has made for the distribution of their 401k deferrals. Source: Indicates the origin point of the money related to this fund election. Fund: Select the funds related to this fund election. Start Date: The start date monies will be distributed to the fund. End Date: The last date monies will be distributed to the fund. Amount: The percentage or amount distributed to the fund. Amt Type: Indicates if the Amount field is an amount or a percentage. (Blank) - flat amount % - Percentage. 3 401k
ACCRUALS Use this tab to establish an employee s participation in a time off accrual type. An employee can participate in an unlimited number of time off types. To add a new accrual CLICK THE YELLOW STAR BUTTON. Options are available to override certain aspects of the company level policy accrual at the employee level. Accrual Information Tab Start Date: The start date of the accrual. End Date: The date the accrual is set to end. Adj LOS Date: The adjusted Length of Service date. By default, the payroll platform calculates the Length of Service by subtracting the employee s hire date from the current check date. If there is an entry in the Adj LOS Date, it will be used instead of the hire date to calculate Length of Service for time off accruals. Override Rate: If selected, the rate entered in the field on the right will be used for the accrual rate instead of the rate setup on the company side. This rate will be used regardless of the Length of Service. If you check this box and leave the rate box set to zero, the accrual rate will be zero. Override Hours: If selected, the hours entered in the field on the right will be the hours the employee accrues each time the accrual happens. This value will be used regardless of the Length of Service. If you check this box and leave the override hours box set to zero, the hours accrued will be zero. Override Amount: If selected, the amount entered in the field on the right will be the amount the employee accrues each time the accrual happens. This amount will be used regardless of the Length of Service. If you check this box and leave the override amount box set to zero, the override amount will be zero. Carry-Over Maximum: An override to the company level carry-over maximum setup on the accrual. Accrual Maximum: An override to the company level accrual maximum setup on the accrual. Balance Section Overview: This area shows the current balances for the accrual. Both used and available hours as well as dollars are shown. The values for these fields can be adjusted at any time by either the client or service bureau. Total for hours and dollars: This is the combined amount of used and available. The values in these fields are generated by the payroll platform. The Rate box is informational only and is Total Hours divided by Total Dollars. It is not meant to reflect the employee s base rate or any other rate. It reflects a cost per hour of the overall time off benefit. Used: Number of hours and the dollar amount paid for this time off type. These values are updated each time the employee is paid the hours type(s) as defined as in the Reduce By field in the Company setup. The values for these fields can be adjusted at any time by either the client or service bureau. Available: Number of hours and the dollar amount available for this time off type. These values are updated as benefits and are earned as defined by the Company level definition for this time off type. The values for these fields can be adjusted at any time by either the client or service bureau. 4 ACCRUALS
AUTO PAYS The Auto Pay tab contains a number of options that directly affect the calculation of the employee s pay. Default hours are set here. An entry is required here if you have set the Reduce Auto Pay indicator on any of your Company level earnings types or if the employee will be set as Automatic Pay - Hours. The employee s pay frequency, which directly affects tax calculations, is setup here. You also identify the Automatic Pay method for the employee. If either Automatic Pay option is set, the employee will automatically be paid when the payroll is started. In addition, pay types that are added to the employee s paycheck every payroll can be setup here. Examples are Car Allowance, Group Term Life and Phone Allowance amounts. These entries will appear in pay detail when the employee is paid. You can temporarily cancel the payment of a scheduled item with the Block Earnings or Block Deductions options found by clicking the Override Button in Payroll Entry. One-time additions to an employee s paycheck can be done in Payroll Entry and should not be setup here. Start Date: The start date of the earning or deduction. The scheduled item will not occur if the check date is before the Start Date. End Date: The end date of the earning or deduction. The scheduled item will not occur if the check date is after the End Date. Hours: The hours for the earning. Amount: The amount of the scheduled earning or deduction. Rate Code: A rate code can be assigned to the earning. Company Structure Overrides: Override fields will be created based on the Company structure. If the company has Branches and Departments, a Branch field and a Department field will be displayed on the screen, allowing the assignment of the entry to a specific branch and/or department. If the company only has Departments, a Department override field will be available on three screens. Job Code: Enter the Job Code assigned to the scheduled earning. Choose the appropriate job code from the drop down list of available job codes. In addition to the above fields, you will also be able to assign department levels to earnings or deductions. You will be able to select from the Levels setup on the company. For example if Level 1 is called State and Level 2 is called Dept, you will see two columns with these titles. Applies only to Pay Type: Use this option if the Auto Pay item should only be paid on a specific check type. 5 AUTO PAYS
DEDUCTIONS Amounts to be deducted from an employee s paycheck as a scheduled activity are setup here. One-time deductions can be entered in Payroll Entry as needed and should not be setup here. By clicking the Yellow Star button, you can choose from the available deduction codes setup on the company. Multiple versions of the same deduction code with different functionality can be setup on an individual employee. The values entered in the Start Date and End Date fields control when each version will be used. Calc Code: A Calc Code can be assigned to a deduction. Calc Codes are VB Scripts containing the deduction calculation logic. The drop down list displays all available Calc Codes setup on the company. Rate/Amount: The rate or amount will be entered here. The Calc Code will determine if the number entered is a rate or amount. If the Calc Code is left blank the number will be treated as an amount. Frequency: If entered, a frequency will be used on this deduction. When a frequency is used, the deduction will happen, at most, once per frequency period as defined by the frequency code. If left blank the deduction will occur on every check created. Last Taken: The last date the deduction was taken. The payroll platform updates this field automatically. When adding a new frequency based deduction, you must enter the check date that reflects when the deduction would have last occurred. Start Date: The date the deduction will start. End Date: The date the deduction will end. Agency: If selected, the deduction will be assigned to an Agency check - Company > Company Setup > Agencies. Misc Information: If the deduction has been assigned to an agency check, then information entered in this field will appear on the check stub. Enter the Case Number or other identifier for a Child Support Garnishment in this field. Goal: The Goal amount indicates the full amount owed by the employee and is commonly used with Tax Levies and Employee Loans/ Advances. If an amount is entered, the deduction will be taken until the Paid field equals the Goal amount. Paid: The life-to-date amount taken since the goal amount was setup. If a deduction has taken place and the goal amount is entered later, you must also update the Paid amount with the amount previously deducted. The payroll platform will only look at the amount in the paid field and will NOT look back at the history of the deduction. What this means is if the goal amount is $1000.00 and a payroll processed with a deduction amount of $100.00, then you would need to enter $100.00 in the Paid field if you want the $100.00 already deducted from the employee to be included. Minimum: The amount of the deduction withheld cannot be lower than this amount. If the calculated deduction amount is less than the value of this field, the amount entered in this field will be withheld. Maximum: The amount of the deduction withheld cannot exceed this amount. If the calculated deduction amount is greater than the value of this field, the amount entered in this field will be withheld. YTD Max: If an amount is entered, this deduction will not be withheld once the YTD withholding for the deduction equals this amount. Use Company Defined Rate/Calc: Default values (if any) for each deduction are determined in the Company level definition for this deduction code. 6 DEDUCTIONS
DEMOGRAPHICS This tab displays various employee Demographic Information, as well as several user defined miscellaneous fields. This tab is divided into four sections: Name, Address, User Defined Fields and Other Demographic Information. NAME SELECTION OTHER DEMOGRAPHIC INFORMATION SECTION Last Name: The employee s last name. First: The employee s first name. Middle: The employee s middle name. Prior Last Name: The employee s prior last name. Salutation: The salutation. Nickname: The employee s nickname. Address Section: The employee s address information. This information displays on W-2 s and paychecks, as well as any reports displaying employee address information. User Defined Fields Section: The text boxes are defined. User Defined and are used to display pieces of data where a comparable field (i.e. color of eyes, shoe size) does not exist in the payroll platform. These boxes are used for informational purposes. They are also used to qualify employees for special calculations and in custom reporting. Soc Sec Number: The employee s social security number. Birth Date: The employee s birth date. Home Phone: The employee s home phone number. Age: The age field is a calculated field and cannot be entered. This field is calculated by subtracting the employee s date of birth from today s date. Gender: The employee s gender. F - Female M - Male Ethnicity: The employee s ethnicity. Ethnicities are setup in Company > Company Setup > Misc > Ethnicity. MarITal Status: The employee s marital status. This field is informational only and has no affect on the employees tax calculation. D - Divorced M - Married S - Single W - Widowed Smoker: Identifies the employee as a Smoker for reporting purposes. Disability: Enter the employee s disability. Veteran: Identifies the employee as a Veteran for reporting purposes. Free form entry of data as to Branch of Service, date(s) served, etc (i.e. Viet Nam Era 1963-67). 7 DEMOGRAPHICS
DEPENDENTS The employee s Dependents can be entered here. This tab is for informational purpose only and can be used for reporting. The Dependent Information is also accessed when setting up the Insurance Plan information for the employee. To enter a new Dependent in the Dependent tab, click the Yellow Star button. Last Name: Enter the Last Name of the dependent. First: Enter the First Name of the dependent. Middle: Enter the Middle Name of the dependent. Soc Sec #: Enter the Social Security Number of the dependent. Birth Date: Enter the Date of Birth of the dependent. Gender: Enter the Gender of the dependent. F - Female M - Male Smoker: If selected, the employee is marked as a smoker. Address: Address of the dependent. City: City where the dependent lives. State: State where the dependent lives. Zip: Zip Code of the dependent. Country: Country where the dependent lives. Telephone: The dependent s telephone number. Relationship: Enter the Relationship of the dependent. Valid entries for this field are: Child - The dependent is a child of the employee. Other - The dependent is something other then a child or spouse. Spouse - The dependent is the spouse of the employee. 8 DEPENDENTS
DIRECT DEPOSIT The definitions for employee s Direct Deposits are setup here. An employee can have an unlimited amount of Direct Deposits. Direct Deposits can be coded as a Flat Amount, a percentage of the Net Pay or Net Pay minus a flat amount. The Net Pay minus a Flat amount is an option where the employee wants to receive a check for the same amount each check regardless of the gross earnings. To add a Direct Deposit to the employee you must first click on the Yellow Star button. Priority: The priority of the Direct Deposit tells the payroll platform the order in which to perform the Direct Deposit instructions. Priorities are defined numerically. The payroll platform will create the Direct Deposits for the employee in priority order, starting with the lowest number first. If multiple Direct Deposits are setup and have the same priority order, there is no way to know which one will happen first. By default, Direct Deposit has a priority of zero. Start Date: The start date of the Direct Deposit. The Direct Deposit will be created if the check date is within the Start and End Date range. If the check date is before the Start Date or after the End Date, the Direct Deposit will not be created. End Date: The last date the Direct Deposit should happen. The Direct Deposit will be created if the check date is within the Start and End Date range. If the check date is before the Start Date or after the End Date, the Direct Deposit will not be created. ABA Routing: The ABA number. This number should always be obtained from a voided check when possible. Name of Bank: Next to the ABA Routing field is a grayed out field. If the ABA number for this Direct Deposit setup exists in the Banks table, the bank s name will appear in this field. If the ABA number does not match any ABA Numbers in the Banks table, the field will read, Bank not on file. Account: The bank account number. Checking: If selected, the bank account is a checking account. Amount Code: The type of Direct Deposit. The option selected in this field will determine how the Amount field is treated. (Blank) - The Amount field is treated as a dollar amount. % - The Amount field is treated as a percentage. The percentage should be entered as a whole number. For example, if the employee wants 50 percent, the number is entered as 50.00. Please note that this is a percent of Net at the time the Direct Deposit is created. Flat-: (The Net Pay minus a Flat amount) The Amount entered represents the dollar amount the employee should receive via check. Anything remaining will be a Direct Deposit to the account defined in this line. For example, if the amount is 50.00, then the employee will receive a check for 50.00 dollars and the remaining amount will go to Direct Deposit. Prenote: The date indicating the first business day of the prenote period for this Direct Deposit. The prenote period is ten business days. If left blank, the first payroll that processes after the Direct Deposit is setup will be used as the starting date of the prenote, and the payroll platform will automatically enter that date in the field. If a date is entered manually, a prenote will NOT take place, but that date will be the starting point for the prenote period. Exclude Special Checks: If the Check Type entered in Payroll uses the Special Payment Flag, the Direct Deposit will not be created. See Paycheck Attributes in Company Setup. Name On Account: The name that will appear on the account. 9 DIRECT DEPOSIT
EDUCATION This tab is used to store the employee s Education information. The entry in this tab is free form. Data recorded here is available for reporting purposes. To add a new entry in the Education tab, click the Yellow Star button. Years: The year(s) the school was attended. School: The name of the school attended. Major: The major area of study. Degree Awarded: The degree the employee attained while at school. GPA: Grade point average. 10 EDUCATION
EMERGENCY Information as to the employee s Emergency contact can be stored here. The entry in this tab is free form. Data recorded here is available for reporting purposes. To add a new entry in the Emergency tab, click the Yellow Star button. Name: The full name of the emergency contact. Relationship: The relationship of the emergency contact to the employee. Home Phone: The emergency contact s home phone. Work Phone: The emergency contact s work phone. Address: The emergency contact s address. City: The city where the emergency contact lives. State: The state where the emergency contact lives. Zip: The zip code where the emergency contact lives. Country: The country where the emergency contact lives. 11 EMERGENCY
EVENTS Information regarding significant various Events (Except Raises and Reviews) in the employee s history (Employee of the Month, Sales Person of the Year) are recorded here. Events can also be used to track disciplinary history of an employee by defining event categories relating to disciplinary issues (Verbal Warning, Written Warning, etc). Event Codes are created in Company Setup > Misc > Events. Information in the tab is available for reporting purposes and has no affect on the calculation of payroll, taxes, etc. A new Event is added to the employee by clicking the Yellow Star button. Description: Description of the event being added. Date: Date of the event being added. Next Date: Next Date (if applicable) for the event being added. 12 EVENTS
FRINGE Recurring additional Employee Earnings (Car Allowance, GTL, etc) can be setup here. When setup on this tab, they are considered recurring earnings and do not appear on the pay screen when the earning is paid. New Fringe earnings are added to the employee by clicking the Yellow Star button. Choose the appropriate code from the list of valid earnings codes displayed. Use Company Defined Rate/Calc: Choosing this option forces the Fringe earning to use the default values defined in the Company level set up for this Earnings code. Calc Code: Calc Codes are VB Scripts containing the Fringe earning calculation logic. The drop down list displays all available Calc Codes setup on the company. Units: When calculating Group Term Life benefits, enter the coverage amount (in whole numbers) of the policy here. Rate Code: Rate Code to use when calculating this Fringe amount. Rate: Rate to use when calculating this Fringe amount. Amount: Amount of the Fringe item. Start Date: The start date of the Fringe. Start Date and End Date are compared to check date during processing. The Fringe earning will calculate if the check date is between the start date and end date. If the check date is before the start date or after the End Date, the Fringe earning will not be calculated. End Date: The end date of the Fringe. Start Date and End Date are compared to check date during processing. The Fringe earning will calculate if the check date is between the start date and end date. If the check date is before the start date or after the End Date, the Fringe earning will not be calculated. Frequency: A Frequency can be assigned to the Fringe earning to determine when the earning will be calculated. If the Frequency field is left blank, the Fringe will happen on each payroll. Last Taken: Indicates the last time a Fringe earning was paid. When setting up a Fringe earning, you must enter a date equal to the check date when the Fringe earning was last used. Agency: The Fringe earning can be assigned to an Agency check. Misc. Information: If the Fringe earning is assigned to an Agency check, the information entered in this field will be placed on the agency check stub. Goal: If an amount is entered, the Fringe earning will be added to the employee s check until the Paid field equals the Goal amount. Paid: The life-to-date amount earned since the Goal amount was setup. If an earning has taken place and the Goal amount is entered later, you must also update the Paid amount with the amount previously earned. The payroll platform will only look at the amount in the paid field and will NOT look back at the history of the earning. What it means is if the goal amount is $1000.00 and a payroll processed with an amount earned of $100.00, then you would need to enter $100.00 in the Paid field if you want the $100.00 already deducted from the employee to be included. Minimum: The amount of the Fringe earning paid cannot be lower than this amount. If the calculated earnings amount is less than this value, the amount entered in this field will be paid. Maximum: The amount of the Fringe earning withheld cannot exceed this amount. If the calculated earnings amount is more than this value, the amount entered in this field will be paid. YTD Max: If an amount is entered, these earnings will no longer be paid once the YTD accumulation for the earnings equals this amount. 13 FRINGE
INFORMATION This tab provides a recap of the critical information in the employee s setup. The display contains sections detailing the employee s Demographic information, Rates and Salary data, Available Time Off by Time Off type, Status and Location, all scheduled Deductions and Taxes by type. The data presented here is for viewing only. You cannot add, change or delete data in the display. You must go to the tab where the data is stored to perform maintenance. Manual checks can also be entered by clicking the Enter Manual Check link under the Miscellaneous section to be taken to the Manual Check Calculator section. Check Calculator: Provides the ability to calculate checks in a what if mode, and calculates actual manual checks using Gross-to-Net and Net-to-Gross logic. Options are available to override tax calculations, block/add earnings and deductions and block direct deposits. Delete Employee: Allows the deletion of an employee if the employee has never been paid. The option only displays if the employee meets that requirement. 14 INFORMATION
OLD CHECK CALCULATOR Provides the ability to calculate checks in a what if mode, and calculates actual manual checks using Gross-to-Net and Net-to-Gross logic. Options are available to override tax calculations, block/add earnings and deductions and block direct deposits. Pay box: If the employee has an automatic pay for salary or default hours, that information will show here. Use the check box to pay the automatic pay. Block Automatic Pays: Use the check box to prevent scheduled items found on the Auto Pay tab to be added to the manual check. Block Deductions: Use the check box to schedule deductions found on the Deductions tab to be added to the manual check. Block Direct Deposits: Use the check box to prevent Direct Deposits from being created with this manual check. Tax Frequency: Use this box to change the tax frequency used in the calculation of this manual check. If not checked, the employee s base frequency from the Rates and Reviews tab will be used. Override FITW: Use this box to override the standard calculation and force the calculation of Federal Income Tax as a percentage on this manual check. Enter the percent as a whole number (i.e. 28 % = 28.00). If left blank, the tax will be calculated using the employee s existing parameters for the calculation of Federal Income Tax. Override SITW: Use this box to override the standard calculation and force the calculation of State Income Tax as a percentage on this manual check. Enter the percent as a whole number (i.e. 6 % = 6.00). If left blank, the tax will be calculated using the employee s existing parameters for the calculation of State Income Tax. Gross-to-Net: The calculation of this manual check is Gross-to-Net. You enter earnings to develop a Gross amount for the check and the payroll platform calculates net based on the settings of the manual check. Net-to-Gross: The calculation of this manual check is Net-to-Gross. Click the Net-to-Gross button. The inactive out field to the right then becomes available for data entry. Enter the net amount of the check in this field and click the Calculate button. The payroll platform will develop a gross amount, deductions and taxes for the check. (cont d) 15 OLD CHECK CALCULATOR
OLD CHECK CALCULATOR CONT D Code: Choose the Deduction or Earnings code(s) from the drop down list needed to calculate the manual check. Description: The Description field is automatically completed by the payroll platform based on the Deduction or Earnings code in the Code Field. Hours: Enter hours for this code. You may click the Calculate button as often as you choose during the entry of data for a manual check. Rate: Enter an hourly rate if the earnings should be calculated on an amount other than the base rate. Amount: Enter the specific amount you want paid for this line of the manual check. An entry in this field will override any amount calculated as a result of the entries of hours and rates. If you enter ten (10) hours at fifteen (15) dollars per hour, but enter one hundred (100) dollars in the amount field, the employee will be paid one hundred dollars. Print Statement: Print a mock up of the manual check. Used when client does not print manual checks using the payroll platform software. The statement is given to another department so they have the information necessary to create the manual check. Save Check: Click this button if you wish to save the check so it is recorded in the employee s Pay History and Year to Dates figures. Period Begin: The payroll platform displays the Period Begin date from the pay period waiting to be processed. You may override this date. Period End: The payroll platform displays the Period End date from the pay period waiting to be processed. You may override this date. Bank Acct: From the drop down list, choose the account number to which the manual check should be recorded. Check Number: Enter the check number of the manual check. Save Check: Click this button to save the manual check for processing with the next payroll. Print Check: Use this button to print the manual check. 16 OLD CHECK CALCULATOR
INSURANCE Use this tab to control an employee s Insurance deductions based on the company level Insurance Plan definitions Company Setup > Insurance. Also, enter information for dependents covered under the insurance plan. Start Date: The start date of the employee s participation in this insurance plan. If the check date is before the start date or after the end date, this insurance plan will not be considered for processing and no deduction will occur. End Date: The end date of the employee s participation in this insurance plan. If the check date is before the start date or after the end date, this insurance plan will not be considered for processing and no deduction will occur. Deduct from Paycheck: If checked, this deduction will be created for the employee per the company level parameters for this insurance plan. Section 125 (Cafeteria Plan): Check box if a pre-tax deduction. Do not check box if a post tax deduction. Override ER Contribution: Overrides the company level value for the field Total Employer Contribution for all insurance benefits shall not exceed $ per month for this insurance plan. Employer Contributes % up to $ per month: Defines the percent and maximum amount per month the employer will pay for insurance premiums. This field becomes available for entry when the Override ER Contribution field is checked. Override Premium per Month: Overrides the company level value for the field Total Employer Contribution for all insurance benefits shall not exceed $ per month for this insurance plan. Last Deduction Date: Not currently populated automatically within the payroll system. Arrears: Not currently populated automatically within the payroll system. Covered Dependents Tab: Enter the names, relationship and coverage dates of dependents covered under this insurance plan. This section is used for reporting purposes only and has no affect on the calculation of the insurance deduction. Covered Dependents can only be entered if the Company Level Policy is set up with Premium amounts for either Child, Spouse or Family. Before adding dependent information in this area, the dependents must be setup in Employees > Dependents. To add a dependent, click the Yellow Star button. A list of dependents will be displayed. Choose the appropriate dependent from the list, and then enter the start date and end date information. The Name and Relationship will be populated automatically. Coverage Start: Enter the date the insurance coverage begins for this dependent. Coverage End: Enter the date the insurance coverage ends for this dependent. Name: Name of the dependent as defined in the Dependents tab. Relationship: Relationship of the dependent as defined in the Dependents tab. 17 INSURANCE
LABOR ALLOCATION Labor Allocation is used to automatically distribute percentages of employee s earnings, deductions and taxes to multiple cost centers within the company. Do not use Labor Allocation when distributing labor for an employee on a one-time basis. Employees set up for Labor Allocation will only receive one paycheck. Labor Allocation will take place on all paychecks, unless overrides are submitted. To create a new Labor Allocation entry, click the Yellow Star button. Please Note: If the total of the Labor Allocation percentages is less than 100%, the shortage amount will be allocated to the employee s home location. You may allocate in excess of 100%. Start Date: The start date for the line being setup. If the check date falls between the Start Date and End Date, the Labor Allocation will occur as defined. If the check date is before the Start Date or after the End Date, the Labor Allocation instruction is ignored. End Date: The end date for the line setup. If the check date falls between the Start Date and End Date, the Labor Allocation will occur as defined. If the check date is before the Start Date or after the End Date, the Labor Allocation instruction is ignored. Percentage: Enter the percentage to be allocated to the company segment or job code. The next five tabs are used to assign the allocation to a segment of the company or a Job Code. The payroll platform will create fields that reflect the structure of the company. If the company has Branches and Departments defined in the Company setup, a Branch field and a Department field are created for allocation purposes. The Job Code field is always available. 18 LABOR ALLOCATION
MISCELLANEOUS This tab contains a variety of employee information used for a number of purposes. Many of the fields allow the company to develop internal reports, such as mail and phone lists. Union membership and supervisory affiliation are also reported here. Phone/Mail Section Work Phone: The employee s work phone number. Ext.: The employee s work phone extension. Mail Stop: The employee s mail stop. Email Address: The employee s email address. 19 MISCELLANEOUS
TAX FORM INFORMATION SECTION Tax Form: Select the appropriate tax form for the employee. The tax form does not have any affect on taxes. If the Tax Form is 1099, you must remove all taxes from the employee s Taxes tab or taxes will be calculated. However, at the end of the year, a 1099 will be created for the employee. Retirement Plan: If selected the corresponding box on the W-2 will be marked. If the employee participates in a 401k or other retirement plan, this box will automatically be checked on the W-2. Statutory: If selected the corresponding box on the W-2 will be marked. Miscellaneous Section Deceased: If selected, the corresponding box on the W-2 will be marked. Deferred Comp: If selected, the corresponding box on the W-2 will be marked. Seasonal: If selected, the corresponding box on the W-2 will be marked. Union Affiliation Section Union: Used to identify the employee as a member of a union. Union codes are setup in Company > Company Setup > Misc > Union. Union codes can be used to identify the employee for special earnings and deduction calculations, as well as for reporting purposes. Initiation Fees Collected: If selected, any initiation fees have been collected from the employee and is used for reporting purposes only. Collect Union Dues: If selected, indicates that union dues must be collected from employee. Check/Badge # Section Clock/Badge #: The employee s time clock number. The payroll platform checks this field first when performing Time and Attendance imports to identify which employee the imported record is associated with. If blank, it will use the employee ID field to determine a match. Memo: This is a user defined text box to record notes or reminders. Free form data entered in this box will be displayed at the top right of the Payroll Entry screen if the Show in Pay Entry box is checked. Check 1 - This is a user-defined check box. This field can be used to identify the employee for special earnings and deduction calculations, as well as for reporting purposes. Establish the name of this field in Company Setup > EE User Fields > Employee Miscellaneous > Check box 1. Check 2 - This is a user-defined check box. This field can be used to identify the employee for special earnings and deduction calculations, as well as for reporting purposes. Establish the name of this field in Company Setup > EE User Fields > Employee Miscellaneous > Check box 2. Check 3 - This is a user-defined check box. This field can be used to identify the employee for special earnings and deduction calculations, as well as for reporting purposes. Establish the name of this field in Company Setup > EE User Fields > Employee Miscellaneous > Check box 3. Check 4 - This is a user-defined check box. This field can be used to identify the employee for special earnings and deduction calculations, as well as for reporting purposes. Establish the name of this field in Company Setup > EE User Fields > Employee Miscellaneous > Check box 4. Check 5 - This is a user-defined check box. This field can be used to identify the employee for special earnings and deduction calculations, as well as for reporting purposes. Establish the name of this field in Company Setup > EE User Fields > Employee Miscellaneous > Check box 5. (cont d) 20 TAX FORM INFORMATION SECTION
TAX FORM INFORMATION SECTION CONT D Employment Eligibility I-9 Verified: If selected, indicates the company has verified the I-9 form. This field is informational only and is used for reporting purposes. I-9 Reverify: The date the I-9 was verified again. This field is informational only and is used for reporting purposes. Citizenship: Record the employee s citizenship information here. This field is informational only and is used for reporting purposes. Visa Type: Record the employee s visa information here. This field is informational only and is used for reporting purposes. Visa Expiration: Record the employee s visa expiration date here. This field is informational only and is used for reporting purposes. Supervisor Section Id: The employee s supervisor. Select the Supervisor ID from the drop down list. This field is informational only and is used for reporting purposes. Supervisor ID information is found in Company Setup > Misc > Supervisors. Name: The supervisor s name. Enter the name of the supervisor associated with the supervisor code. This field is informational only and is used for reporting purposes. 21 TAX FORM INFORMATION SECTION
PAY HISTORY Any check processed in the payroll platform for an employee is viewable through this tab. The paycheck history is displayed in reverse chronological order, with the most recent entries displayed at the top of the list. The top section of the screen shows a recap of each check, displaying check type, check date, hours, gross, taxes, deductions, net and check/voucher number. The lower part of the screen shows the detail information for the check(s) highlighted. Each earning, deduction and tax is viewable. Additionally, direct deposits and the taxable/capped taxable wages for each tax are displayed. The Pay Type field reflects the Check type, to assist in determining if a check was manual, reversed or voided. For convenience, buttons are available to select a quarter s worth of data, the year to date for the current year and year to date for the prior year. If it is necessary to void a previously issued check, use the Void button on this screen. To void a check, simply select the check to be voided and click the Void button. A message will display indicating the check has been set to void with the next payroll. This entry can be edited in the VM Batch in Payroll Entry. 22 PAY HISTORY
DOCUMENTS This tab can be used to locate scanned images or documents such as applications, resumes, certifications, etc. To add a file or image to be displayed by this tab, click the drop down list and choose Add New. Assign the New Image a name. Choose the appropriate file type for the file or image. Choose Create from File. Use the Browse button to map the file to the Documents tab then click OK. You may map an unlimited number of files to the Documents tab in this fashion. 23 DOCUMENTS
PREVIOUS EMPLOYMENT This tab is used to record information regarding the employee s employment history. All information in this tab is informational and used for reporting purposes only. To record information in the Previous Employer tab, click the Yellow Star button and enter the following data: Employer: The name of the previous employer. Phone: The phone number of the previous employer. Business Type: The industry or business type of the previous employer. Supervisor: The name of the employee s supervisor at the previous employer. Job Title: The employee s job title at the previous employer. Termination Reason: Enter the reason employment with the last employer was terminated. Start Date: The first date of employment with the previous employer. End Date: The last date of employment with the previous employer. Salary: The employee s salary at the previous employer (used in conjunction with the Salary Per field). Salary Per: Defines how the salary is treated. The possible choices are: Day - The salary amount is per day. Hour - The salary amount is per hour. Mile - The salary amount is per mile. Piece - The salary amount is per piece. Can Contact: If selected, the previous employer can be contacted. Contacted: If selected, the previous employer has been contacted. 24 PREVIOUS EMPLOYMENT
RATES AND REVIEWS The Rates and Reviews tab is used to store all rate information for an employee. An employee can have as many rates on file as there are rate codes on the company level. An employee may have multiple versions of the same rate code with different Rate and Salary values. Use the Start Date and End Date fields to control when the rate is in use. This tab is intended to be a historical lookup tool, so it is recommended, as a rate change is necessary, that a new version of that rate be added. Do not change or delete existing rates. Add new rates and record new review information by clicking the Add New Review and Pay Rate Button. New Pay Rate and/or Review New Pay Rate only: Will create a new Pay Rate entry only. New Review only: Will create a new Review entry only. New Pay Rate and Review: Will create a new Pay Rate and Review entry. Review Date: Enter the date of the employee s review. Rating: Choose the Review type from the drop down list. Review types are setup in Company Setup > Misc > Reviews. Reviewer: Enter the name of the person performing the review. Next Review: The date of the employee s next review. Raise Effective: The date the rate will be in effect. This date becomes the Start Date for this rate entry. If there is an existing entry for this rate code, the End Date of that rate will be set to this date minus one. Rate Code: The rate code for this rate entry. New Pay Rate: Enter the hourly rate for this new entry. This entry will populate the Rate field. New Salary: Enter the Salary for this new entry. This entry will populate the Salary field. Raise Amt as Percentage: Indicates the value in the Raise Amt field as a Percent. This field is informational only. Raise Amt as Flat Amt: Indicates the value in the Raise Amt field as a Flat amount. This field is informational only. Reviews You may add new review information by clicking the Yellow Star button. A new line will be created in the Reviews section. Each field in the line should be completed as appropriate. Annual Salary: Calculated automatically using Pay Frequency and Salary or Base Rate. 25 RATES AND REVIEWS
SKILLS The Skills tab is used to hold an inventory of employee skills. This information is used in the search for in-house candidates having the skill set required to fill various open positions in an organization. All information in this tab is informational only. To add a new entry in the Skills tab, click the Yellow Star button. Skill Code: Choose the Skill code for the employee from the drop down list. The skill codes are predefined by the company in Company > Company Setup > Misc > Skills. Date: Enter the date the skill was obtained. Skill Description: Brief description of the skill. Proficiency: The employee s proficiency level for the skill. 26 SKILLS
STATUS/POSITION The employee s status with the company, position information and company location information are assigned here. Employee Status box: Emp Status: Choose the employee s Status from the drop down list. Emp Status values are predefined by the company. Empl Type: The employee employment type. Empl Type values are predefined by the company. Employee Type can be used as a condition when starting payroll. Pay Group: The pay group to which the employee is assigned. Pay Groups is an additional method to organize employees for reporting and payroll entry. Pay Groups are predefined by the company. Hire Date: The employee s hire date. Rehire Date: The employee s rehire date. Adj Seniority: The employee s adjusted seniority date. This is used when calculations need to be made for a different date than the employee s hire date. LOS: Length of service calculation. This is calculated based on the employee s hire date and today s date. If the Adj Seniority date is entered, the LOS is based on this date and today s date. Term Date: The employee s termination date. Term Reason: The reason the employee no longer works with the company. Term Reasons are predefined by the company. (cont d) 27 STATUS/POSITION
STATUS/POSITION CONT D Position Information box: Position Code: The employee s position code. Position codes are predefined by the company and located in Company > Company Setup > Positions. Override Position Information: In the company level Position table, you can preset the Work Comp Code, EEO Code and OT Exempt values for each position code. If the Override Position Information field is checked, the predefined values are applied when the position code is added or changed. If left blank, no overrides are populated. EEO Class: The assigned EEO Class. EEO Class codes are predefined by the company. Work Comp: The employee s workers compensation code. OT Exempt: If selected, denotes the employee is exempt from overtime. Tipped?: Identifies the employee as a tipped employee. This field must be completed if the company is using tip allocation calculations. The available options are: (Blank) - Not tipped D - Directly tipped I - Indirectly tipped Home Department/Cost Centers: The employee is assigned to their home location in this box. A drop down list will display for each level of the company structure. The description of the level is displayed next to the entry field. An entry is required for each level of the company structure. Payroll Groups: Payroll Groups are used to group employees for the purpose of batching employees in payroll entry. Employees can be members of multiple Payroll Groups. Click the Yellow Star button to add an employee to a Payroll Group. 28 STATUS/POSITION
TAXES Information regarding the employee s Taxes is setup here. Tax and taxable wage data is stored at the paycheck level. As a result, all employee and employer taxes that the employee is considered for will be displayed in this tab. Only taxes setup on the company can be assigned to the employee. Federal, State and Local taxes, as well as marital status and exemption information, are added to a new employee based on the data provided while performing the new hire setup. To add a tax to the employee, click on the Yellow Star button. Using the Select New Code drop down list, select the tax code to add to the employee. Once the Tax is added, the tax code needs to be configured on the employee. (cont d) 29 TAXES
TAXES CONT D Tax Tab Residence State/City: This field is informational and displays the State and City data from the employee s Demographics tab. Work State: The employee s work state. This field must be completed if Workers Compensation is to be calculated for this employee. Start Date: The start date of the tax. Start Date and End Date are based on check date. For any check dates that fall in the range of the start date and end date, the tax will be calculated. Any checks that fall outside the start date and end date range will not have the tax calculated. End Date: The end date of the tax. Start Date and End Date are based on check date. For any check dates that fall in the range of the start date and end date, the tax will be calculated. Any checks that fall outside the start date and end date range will not have the tax calculated. Filing Status: The employee s filing status for the tax. Filing status options are available as defined by the tax type. Exemptions: Primary: Enter the number of exemptions the employee is claiming for this tax. Addl: This field will be active only for tax types where you may define additional exemptions. Apply Tax Credit Primary Tax: Used to define if there are taxable wages for the tax when setting up a reciprocity routine. This field is active for a tax type that may be used in Reciprocity routines. Reciprocity: Used to determine how the reciprocity calculation will be performed. % of Gross: Calculate the tax amount as a percent of gross. Override Tax Calc: If selected, the override flat amount or percentage will be used instead of the standard tax calculation. Flat Amount: Dollar amount. If the Override Tax Calc flag is not selected, then the Flat Amount is treated as an additional amount and not as an override to the calculation. Percentage: If the Override Tax Calc flag is not selected, then the Percentage is treated as an additional amount and not as an override to the calculation. Supplemental: Various options to control the tax calculation on supplemental checks. 30 TAXES
ADDING NEW EMPLOYEES The New Employee screen is used when entering new hires in the system. The information entered on this screen is sufficient to add the employee and enter pay information. Optional information (Deductions, Direct Deposit, etc.) must be entered in those tabs after the employee is saved. The system will assign the next Employee ID number, but it can be overridden. FIELDS WITH ERRORS Basic Information: Includes demographic data that is required for accurate payroll processing and record keeping. Department and Status Information: Status, Hire Date, Workers Comp and Home Location data are entered here. Pay Rate Information: Base Rate, Average Hours, Pay Frequency and Auto Pay data are entered in this section. Tax Information: Enter the following information in this section: Federal Income Tax Status and Exemptions, State Withholding, Filing Status and Number of Exemptions, Unemployment State and Work State. Add New Employee: This will save the new employee in the system and advance to a new Add Employee screen. If mandatory field data is omitted, the employee will not be saved and the field related to the omitted data will be highlighted in red. A description of each error item will be displayed at the top of the screen. Correct any errors and click the Add New Employee button again. 31 ADDING NEW EMPLOYEES
SECTION 2 : PAYROLL Payroll Entry Set Check Date Start Payroll PAYROLL OPTIONS Company Auto Post Payroll Entry Batches Payroll Entry Batches - Control Function Payroll Entry Batches - Batch Totals Function Payroll Entry Batches - Delete and Restart Functions Payroll Entry Navigation GENERAL INFORMATION Overrides to Pay New Third Party Sick Pay Payroll Error Messages BALANCING PAYROLL preprocess Register SUBMITTING PAYROLL Payroll Entry Recap
PAYROLL ENTRY The Payroll Menu is the initial entry point to the various areas used for the input and balancing of the payroll. START PAYROLL FUNCTION CLICK HERE TO VIEW COMPANY CALENDAR Three critical functions are controlled from this menu: 1 - Start Payroll: Initiates the payroll process for the check date indicated. 2 - Submit Payroll: Sends the completed payroll information for processing. 3 - Backup/Synchronize: Performs database backup functions and access updated software/database definitions. You may also access the Check Calculator function from this menu, as well as go directly to the Company Menu. The presence of a Green Arrow next to the Start Payroll function indicates the Payroll has not been started. Review the Check Date displayed at the top of the screen. If this is the correct date, click on the Start Payroll function. The payroll cycle will begin. When completed, there will be a blue check next to the Start Payroll function. There will be a green arrow next to the Payroll Entry function. 32 PAYROLL ENTRY
SET CHECK DATE If the Start Payroll function is set to the wrong Check Date, click on the Check Date and you will be taken to the Set Check Date Menu. Choosing the correct Check Date from the available dates will reset the date and return you to the Payroll Menu. The Set Check Date function only displays unprocessed Check Dates. Note: You are able to input payroll data for multiple payrolls at one time. The Set Check Date function allows you to move from one payroll to another. 33 SET CHECK DATE
START PAYROLL This screen allows you to review and/or modify various fields that affect how the payroll will be processed. The information displayed in the Payroll Options and Batch Options sections on this screen is pulled from the company calendar entry for this payroll. If there are multiple batches for this check date, those batches and the related options will be displayed. Start Payroll Now: A green arrow next to this field indicates you are ready to begin payroll. Before you initiate the Begin Payroll process, you should review and modify (if necessary) the entries in all fields displayed on this screen. Below the Start Payroll Now field will be a list of the batches to be created for this payroll. If you have entered any manual checks or voided previously recorded paychecks, a VM Batch will be displayed in the list of batches. The VM batch is where the payroll platform stores voided and manual check entries until they are processed through a payroll. After completing this review, click the Start Payroll Now function. The software will bring you to the Payroll Entry Batches screen. 34 START PAYROLL
PAYROLL OPTIONS SECTION Payroll Options Period Begin: Period Begin date defined for the payroll associated with this calendar entry. This date will be used for all paychecks in this payroll unless overridden at the batch level. Period End: Period End date defined for the payroll associated with this calendar entry. This date will be used for all paychecks in this payroll unless overridden at the batch level. Batch X Options: X represents the batch number or letter as defined in the calendar entry(s) for this payroll. If you have two batches defined in the calendar for this payroll, two Batch X groups will be displayed and the options for those batches as defined in the calendar entry will be displayed. You may override any of the values as appropriate. Period Begin: Period Begin date defined for this batch within the calendar entry. This date will be displayed on all paychecks in this batch. Period End: Period End date defined for this batch within the calendar entry. This date will be displayed on all paychecks in this batch. Apply Base Auto pay: Choosing this option pays the employee per the settings of the Base Auto Pay as defined in the Rates/Reviews tab. Apply Employee Auto pays: This option posts the information from the Employee Auto Pay tab to the Payroll entry screen. Pay Group: If this batch should contain employees belonging to a specific Pay Group, then choose it from the drop down list of Pay Groups. Frequency: If this batch should contain employees with a specific Pay Frequency, then choose it from the drop down list of Frequencies. Empl Filter: If this batch should contain employees with a specific Employee Filter, then choose it from the drop down list of Employee Filters. Empl Type: If this batch should contain employees with a specific Employee Type, then choose it from the drop down list of Employee Types. Default Pay Type: Checks created from this batch will use the settings of this default check type to calculate the check. Jump to Company Auto Post: Auto Post is a tool used to create entries in the payroll entry screens that reduce keying time and improve accuracy. Choose this option to set the Auto Post options as necessary. Auto Post entries can be changed from payroll to payroll. Back to Payroll Menu: Returns you to the main Payroll Menu. 35 PAYROLL OPTIONS SECTION
COMPANY AUTO POST Auto Post is a tool used to create entries in the payroll entry screens that reduce keying time and improve accuracy. Various options are available to control which employees receive specific Auto Post entries. You may also define hours or amounts to assist with the payroll entry process. AUTO POST : To add a new Auto Post entry, click the Yellow Star button. Choose the appropriate earnings, deduction or tax code from the drop down list. You remove unwanted entries with the delete (X) key. You may also change the values in any of the following fields: Hours: Any value entered here will be posted to Payroll Entry in the hours field of this record. Rate: The value in this field will be posted in the Rate field in Payroll Entry. Rate Code: The value in this field will be posted in the Rate Code field in Payroll Entry. Amount: Any value here will be posted to Payroll Entry in the amount field of this record. Payroll Group: Enter a Payroll Group to which this Auto Post should be applied. Check Attributes: Use the drop down list to assign the Pay Type (if any) associated with this Auto Post entry. 36 COMPANY AUTO POST
PAYROLL ENTRY BATCHES After starting Payroll, the software brings you to the Payroll Entry Batches screen. Any open batches have a green arrow displayed next to them. Closed batches display a blue check mark. If you click on the Batch X field, you are taken to payroll entry for that batch. You can add data to any open batch. Batch X : Batch X is the payroll batch created as defined in the Start Payroll process. Click on this function to go directly to the Payroll Entry section for this batch. Batch VM: If you have voided previously processed pays or entered manual checks, a Batch VM will be listed here. Timeclock Import: The Timeclock Import function will display only if you import information from a Time and Attendance system. Click on it to import the timeclock pay information. Add a New Batch: Allows you to create additional batches for payroll entry. Entries in this batch will use the default calendar settings for this payroll, as well as the Auto Post definitions. You may reset the Auto Post options prior to adding a new batch. Back to Payroll Menu: Returns you to the main Payroll Menu. The Control, Batch Totals, Delete and Restart functions are defined in the following sections. 37 PAYROLL ENTRY BATCHES
PAYROLL ENTRY BATCHES - CONTROL FUNCTION Clicking on this field takes you to the area where you input control totals used to balance the payroll input. Use this screen to enter your control hours and amounts for this batch. Enter Payroll: Takes you to the Payroll Entry section for this batch. Check Batch Totals: Takes you to Batch Totals section. You may review totals and run the Preprocess Register from that menu. Back to Batch Menu: Return to the Payroll Entry Batches menu. 38 PAYROLL ENTRY BATCHES : CONTROL FUNCTION
PAYROLL ENTRY BATCHES - BATCH TOTALS FUNCTION Batch Totals allows you to view all control and actual totals for the batch to facilitate balancing the payroll. You can also generate a Preprocess Register from this area. Run Preprocess Register - This Batch: Preview to screen a Preprocess Register for this batch. You may print the report if necessary. Run Preprocess Register - All Batches: Preview to screen a Preprocess Register for all batches. You may print the report if necessary. Close Batch & Continue: The batch is closed. You cannot add any additional information to this batch. You are returned to the Payroll Entry Batches menu. Leave Batch Open & Continue: The batch remains open for additional entry. You are returned to the Payroll Entry Batches menu. 39 PAYROLL ENTRY BATCHES : BATCH TOTALS FUNCTION
PAYROLL ENTRY BATCHES - DELETE AND RESTART FUNCTIONS DELETE: Use this option in the case where data was erroneously entered and you need to delete the batch in question. All information related to this batch is removed from the company calendar. RESTART: Use this option when you need to restart the batch. Any data in the batch will be deleted, and the batch will be recreated based on the parameters defined in the Start Payroll screen. There is no affect on the Company Calendar. 40 PAYROLL ENTRY BATCHES : DELETE & RESTART FUNCTIONS
PAYROLL ENTRY NAVIGATION Navigation in Payroll Entry Clicking on the Batch X function brings you to Payroll Entry. Prior to entering payroll data, you must set the filter in which the entry screens will be ordered by choosing the appropriate Employee Selection option. Once the selection filter is set, you may use the Plus Key (on the keyboard) to move forward through Payroll Entry, one employee at a time. The navigation buttons can be used to move forward and backward through the file. Begin entering payroll. 41 PAYROLL ENTRY NAVIGATION
GENERAL INFORMATION The Check Date and Batch ID are displayed at the top of the screen. Information regarding the employee s location, Pay Rate(s) and available time off balances are provided for reference to facilitate payroll entry. The calculated pay is always displayed at the bottom of the screen. EE NAME ORDER ALL EE s user defined order USE THE NEW PAYCHECK OPTION TO CREATE MULTIPLE PAYS FOR THE EMPLOYEE custom employee selection user defined order SELECT THE PAY TYPE FROM THE OPTIONS AVAILABLE IN THE Drop down list when using the ee id or ee name order options, the find option will list all employees matching the value entered in the field USE TO INPUT THIRD PARTY SICK CHECKS SELECT A SPECIFIC EMPLOYEE FROM THE DROP DOWN LIST AS DETERMINED BY THE EMPLOYEE SELECTION SETTINGS CHANGE THE PROPERTIES OF EACH PAY USING THE OVERRIDE OPTION NAVIGATION ARROWS MEMO FROM EMPLOYEE MISCELLANEOUS TAB An employee can have more than one paycheck. Click the New Paycheck tab to create additional checks. Each paycheck may be associated to a different Pay Type. Click the Pay Type drop down list to display the available types. You can delete individual lines from the Payroll Entry screen with the X button. If you wish to remove the entire paycheck entry, click the Delete Check button. 42 GENERAL INFORMATION
OVERRIDES TO PAY You may change the way each pay is calculated using the Paycheck Override function. Click the Override button to display the available Override options. Please note: Depending on the Check Type you wish to override, you may find company level overrides already in place. You may alter these overrides at the individual employee or individual paycheck level. Check Type: Pay Type from the Pay Entry screen. You cannot change the Pay Type from the Paycheck Overrides section. Tax Frequency: Choose an override to the employee s Tax Frequency from the drop down list. Special Payment Flag: If checked, this is a Special Payment pay type. Deduction Multiplier: Use this option to increase the amount of the deductions being withheld. An entry of two (2) will double the amount of the deductions, an entry of three (3) will triple the deductions, etc. Override FITW %: The number entered here will be the percentage used to calculate Federal Income Withholding Tax (FITW). An entry of 0.00 in this field indicates no override. Override SITW %: The number entered here will be the percentage used to calculate State Income Withholding Tax (SITW). An entry of 0.00 in this field indicates no override. Block Labor Allocation: Choose this option if you wish to cancel the distribution of labor as defined in the employee s Labor Allocation tab. Blocked Earnings Section: Use this section to block the payment of Auto Pay items. Click on the individual earnings codes to selectively block or use the Block All button as appropriate. The Clear All button removes all blocks. Blocked Deductions Section: Use this section to block scheduled deductions. Click on the individual deduction codes to selectively block or use the Block All button as appropriate. The Clear All button removes all blocks. Check Stub Memo: Enter a brief message to appear on the employee s check stub. Notes: Free form section to make notes for your reference. The notes do not appear on the paycheck. Save Changes this Paycheck only: The overrides you enter will only affect the current paycheck. Save Changes this Employee only: **IMPORTANT** The overrides you enter will affect all paychecks for the employee. Cancel: Cancel any changes and exit the Paycheck Attributes screen. 43 OVERRIDES TO PAY
THIRD PARTY SICK PAY Use this tab to enter Third Party Sick Pay information for the employee. When you select the Third Party Sick Pay tab, the payroll platform will automatically create a new 3PSP check (check type 3Pty) and place it in the currently selected payroll batch. Taxable Pay: Enter the taxable Third Party Sick Pay amount here. Non-Taxable Pay: Enter the non-taxable Third Party Sick Pay amount here. Non Taxable LoNg Term Pay: Enter the non-taxable Long Term Third Party Sick Pay amount here. Please note: As you enter data in these fields, the approximate SS and Medicare amounts are calculated to assist in validation of the entries. Social Security Tax: Enter the amount of OASDI here. Medicare Tax: Enter the amount of Medicare here. Split FICA: If you have only a combined FICA amount, enter it in either the Social Security Tax or Medicare Tax box. Press the Split FICA button. This button will use the current Social Security Tax and Medicare Tax rates to automatically split the amount between Social Security Tax and Medicare Tax. Drop Down Boxes: The four drop down boxes located on the right half of the screen are used to enter additional FITW or state SIT taxes paid by the third party. Simply select FITW, or the state code, in one of these boxes and enter the appropriate amount. Override: All functionality in this area is disabled when working with Third Party Sick Pay checks. Delete Check: Select this button if you wish to delete the check for any reason. 44 NEW THIRD PARTY SICK PAY TAB
PAYROLL ERROR MESSAGES Logic is present in the software to notify the user if conditions are present that may result in an error during the processing of payroll. While keying pay information, the system will generate an error message at the bottom of the screen if there are any problems with the employee. The message text will describe the cause of the error. Correct the error(s) prior to the submission of payroll. 45 PAYROLL ERROR MESSAGES
BALANCING PAYROLL Upon completion of payroll entry for the last person in the batch, you will be taken to the Batch Totals screen for that batch. Use this screen to note any discrepancies between your Control Hours/Amounts and the Actual Hours/Amounts. Note any discrepancies and resolve accordingly. To assist in this process, you may run a Preprocess Register for either the individual batch(es) or the entire payroll. The Preprocess Register is a full calculation of the payroll. It displays all hours, earnings, deductions and employee taxes. The full net of the payroll is displayed, as well as a breakdown of the net by check and direct deposit amounts. Totals are provided for each location as well as at the Company level. The report is initially displayed on the screen. You may move through the report using the Bookmark and Thumbnail options provided on the left hand side of the report. 46 BALANCING PAYROLL
PREPROCESS REGISTER To assist in this process, you may run a Preprocess Register for either the individual batch(s) or the entire payroll. The Preprocess Register is a full calculation of the payroll. It displays all hours, earnings, deductions and employee taxes. The full net of the pay is displayed, as well as a breakdown of the net by check and direct deposit amounts. Totals are provided for each location, as well as at the Company level. BOOKMARKS & THUMBNAILS TOTALS BY COMPANY LOCATION SIDE BAR The report is initially displayed on the screen. You may print the report by choosing the printer icon on the tool bar. If you wish to perform the review on screen, you may move through the report using the Bookmark and Thumbnail options provided on the left hand side of the report or with the slide bar at the far right. The Preprocess Register may be run as many times as required. If entries are added, changed or deleted in Payroll or changes are made to employee information that affects the payroll calculation, the results of those changes will be reflected in the Preprocess Register. 47 PREPROCESS REGISTER
SUBMITTING PAYROLL Once you have verified all totals and run your Pre-Process Register you can now submit your payroll. Please click on the Payroll button on the top left corner of the screen which will bring you to the following screen: Next, click on the Submit Payroll link. Now you will be sent to the following screen: (cont d) 48 SUBMITTING PAYROLL
submitting payroll Cont d (cont d) Click on the Close all batches link. You will be sent to the following screen: Click on the Submit Payroll Now link. Your payroll has now been successfully submitted. 49 SUBMITTING PAYROLL
Payroll Entry Recap 1 - Perform all employee maintenance. This can be done any time during the payroll period. 2 - Add any new hires. New employees may be added at any time during the payroll period. 3 - Click payroll button on the top left of the screen. Payroll Menu 1 - Review Check Date. 2 - Adjust Check Date if necessary. 3 - Click Start Payroll. Start Payroll Menu 1 - Verify Start and End dates for the payroll period. 2 - Verify payroll will be entered in correct batch. 3 - Adjust Auto Post options as needed using the Jump to Company Auto Post Function. 4 - Click Start Payroll Now. Payroll Menu 1 - Start Payroll has a Green Arrow. 2 - Click Payroll Entry (Open). 3 - Void and/or enter Manual checks. Enter Control Totals (Optional) 1 - Click Control from the Payroll Entry Batches Menu. 2 - Enter Control Total information. 3 - Repeat for each batch. 4 - Click Enter Payroll. Time Clock Import (If Applicable) 1 - Click on the Time Clock Import function; Date will be loaded into the T1 Batch. Enter Payroll 1 - From the Payroll Entry Batches Menu, click on Batch X. 2 - Set the order of Payroll Entry using the options in the Tool Bar. 3 - Enter Hours and Earnings as appropriate. 4 - Go to Batch Totals after entering data for last employee. Batch Totals 1 - Review Actual vs. Control totals (if entered). 2 - Run Preprocess Register. 3 - Make corrections in Payroll Entry as necessary. 4 - Print Preprocess Register for your records (optional). Submit Payroll for Processing 1 - Go to the Payroll Menu. 2 - Click Submit Payroll. 50 PAYROLL ENTRY RECAP
SECTION 3 : REPORTING Reports and Reporting Adding AND RUNNING a New Standard Report Report Writer Database Values Create Groups/SORTS Setup Filters
REPORTS AND REPORTING The Reporting Module(s) house(s) the Reports Library and Report Writer functions. You may run any report in the library from this area. Each report may be set to run in a number of ways by utilizing the Sorting and Additional Formulas options. The Report Writer function allows you to develop your own custom reports. ACCESS POINTS FOR REPORTING MY REPORTS CONTAINS REPORTS AS DEFINED BY THE INDIVIDUAL USER NOTE: Under Company Maintenance, the top section of the screen contains a series of folders used to control the reports produced with the payroll. If you access Reporting from the Payroll Manager you may also create reports/folders in this area to organize commonly run reports by type, user, etc. The lower section in both areas is titled My Reports. This is definable per user. 51 REPORTS AND REPORTING
ADDING AND RUNNING A NEW STANDARD REPORT These instructions apply to both Reporting screens. Adding a New Standard Report Right click in the open area in either the top or bottom of the screen. Choose new from the list of options, then Standard Report. The Add New Report box is displayed. Click on the report you wish to add from the Name column and then click OK. The report is now available to run. Running a Standard Report Prior to running a report, you should review and set any options (as appropriate). Right click on the report and choose Properties from the Option box to display the Report Properties box. (cont d) 52 ADDING AND RUNNING A NEW STANDARD REPORT
ADDING AND RUNNING A NEW STANDARD REPORT CONT D Running a Standard Report Report Info: Report Title, Subtitle and various Display Options are controlled here. Print Options: The Print Options tab allows the user to select number of copies, paper size and portrait or landscape orientation. The user may also select what type of printer to use. Date Selection: Used to control the period for which the report is to run. Data Selection: Provides various filtering options to control inclusion or exclusion of data. Sub Totals/Breaks: Provides options to run in detail vs. summary mode. Also allows control of the sort order. Additional Formulas: Allows the user to control specific aspects of the report display. Additional Formulas are report specific. Some reports have no Additional Formulas. Many have multiple formulas. Formula settings may be changed as often as needed. Output: The Output tab determines the method in which the report will be produced. Options to print, create files and e-mail the report output are provided. After setting the appropriate options, click the OK button and close the Report Properties box. Right click on the report and choose the appropriate print option from the following choices: Run Report - Executes the report and sends it to the Reports printer for that work station. Run Report - Use to set various export functions prior to running. Preview - Executes the report and displays it on the screen. You may print directly from the preview if so desired. 53 ADDING AND RUNNING A NEW STANDARD REPORT
REPORT WRITER The Report Writer can be used for most of your reporting needs, including employee and personnel listings. You also can access current MTD, QTD, and YTD values for any earning, deduction or tax code. Various formatting options are provided to facilitate the creation of a variety of output files. Creating a Report Writer Report. The following are steps to create a new Report Writer report: Step 1 - Create a blank report. Step 2 - Enter report title. Step 3 - Select the report type. Step 4 - Enter the needed fields. Step 5 - Create groups/sorts. Step 6 - Setup filter. Create a Blank Report. Go to the reporting area in the payroll platform. Right click inside the list of reports and select New > Report Writer. (cont d) 54 REPORT WRITER
REPORT WRITER CONT D Enter Report Title A New Report will appear in the list. Right click on it and select Edit Report. On the Setup tab, enter a Title and Sub Title (optional) for your new report. Select the Report Type The Report Type is used to tell the system what to display as the detail items on your report. For example, if you choose the report type named Employee List, the payroll platform will display one line per employee. If you choose the report type Employee Paychecks, one line per check will be displayed. Once you have selected the Report Type, click the Reset Field Selection Tree button. This updates the list of available fields as determined by the Report Type. Enter the Needed Fields Select the Fields tab in the report writer and choose the fields required for your report. You can enter several different types of data into the Field column. Fixed Values: If you need a fixed value to appear on your report, simply enter that value in the Fields column. The value must be enclosed in quotes. This can be used for entering a plan ID or Record Identifier in a 401k output file. Examples: 100 ML71. 55 REPORT WRITER
DATABASE VALUES You can enter values from your database by selecting them from the list of available fields. The list will vary based on the report type that you selected. Simply double click on the desired value to add it to the report. There are special sections under the list of Employee fields for the following information. DEDUCTIONS - Employee deduction setup information. RATES - Employee s rate information. CYTD - Current year YTD values for all codes and code groups. CQTD - Current quarter QTD values for all codes and code groups. CMTD - Current month MTD values for all codes and code groups. CURRENT - Current payroll values for all codes and code groups. Formatting: Several formatting options are available to control the appearance and display of each field on the report. HEADING: This is the column heading that will appear above the field. LEN: Maximum number of characters to display. If this field is set to 0 (zero), the field will not display. DEC: This is the number of decimal places to display. L/R: Determines the field justification. L = left justified R = right justified FILL: The value entered here will be the fill character. Most commonly used to zero fill fields. SHOW 0: If checked, zero values will display (0) zero. TOTAL: Check this box to create totals for this field in the group footers. NO PUNCT: Check this box to remove all punctuation from the value being displayed. NO. (NO PERIODS): Check this box to remove all decimals from number fields. NO, (NO COMMAS): Check this box to remove all commas from number fields. OVERPUNCH: Check this box if you want numbers to be displayed using the overpunch format. The last digit of the number will be changed to a letter to differentiate between positive and negative numbers. UPPERCASE: Check this box to convert the data to all uppercase characters. 56 DATABASE VALUES
CREATE GROUPS/SORTS Sorting options are provided to control the display order of the report. Additionally, totals may be generated at each sort break by checking the Sub Total field. These subtotals are in addition to any field level total defined in the Fields tab. Our example sorts the report by Last Name within Branch. Totals will be generated for each branch for any field that can be mathematically summarized. Double click on field(s) in the Available Fields list to add fields to the Sort table. Additional Functions (Can be used from any tab in the Report Writer): Add: Adds the highlighted field to the tab in use. Remove: Removes the highlighted field from the tab in use. Preview: Click this button to preview the report. The Preview option may be used as many times as needed during the construction of the report. OK: Closes the Report Writer window and returns you to the Reporting section. 57 CREATE GROUPS/SORTS
SETUP FILTERS Filters allow you to control which data is included in or excluded from the report. Fields used as filtering elements do not need to appear on the report. Each report will have a Company and Employee filter option. Some reports will have a third filter which is determined by the report type selection. Our example filters the report to include only active employees. Please note that filter statement is setup on the Employee Filter tab for employee listings. Use the Company Filter tab to filter company based reports. Filter definitions are composed of four (4) parts: Field: This is a field from the database. Double-click on the field in the Available Fields list. Comp: Used to specify how the Field is compared to the Value. Several options are available to control the comparison. Value: This is the value that is being compared to the database field. And/OR: Used if you have multiple filtering statements. If you use AND, all of the filter conditions must be met for the data to display. If you use OR, any one of the filter conditions must be met for the data to display. 58 SETUP FILTERS