Home

OPEN SYSTEMS® Accounting Software Payroll User`s Manual

1. Payroll User s Manual 4 11 Personnel Information Employee Inquiry Sera Pecaonne Inicocmetion Tru Esploree LD Boa Bine LLAOA Licanan OSIL Late Dmr Date 06 Last Phys FS ad 199 eE bate UF Iriver Lis Usar Date Of Urar Data 04 Dar Data 08 Usaz Debe US aE bate 10 r Vecificatica Poems Pgln to proceed The command bar and instructions for the two screens are identical 1 Enter the ID of the employee whose personnel information you want to see 2 Use the commands on the command bar to find the information you need Employee Next Prev First Last To look at a different record press E and enter the employee ID To look at the next employee record on file press N To look at the previous employee record on file press P To look at the first employee record on file press F To look at the last employee record on file press L When you are finished looking at the information press E to clear the screen and return to the Employee ID field or exit to the Employee Inquiry menu 4 12 Payroll User s Manual Employee History Use the Employee History function to look at employee payroll history hours pay deductions and so on for each quarter and for the year Information comes from the PAEGxxx Employee General Information PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding
2. EFt istet plfjevier Foils 5 crean ER 5 Select the amount of information you want for each employee you selected detailed with totals or summary for just the grand totals 6 Select the totals you want in the report month or quarter Payroll User s Manual 7 3 Earnings and Deductions Report Payroll Reports 7 Tf you elected to print a detail report select the item by which you want to organize it 8 Enter the number of the month or quarter you want to produce the report for N2 9 Select the output device A sample Earnings and Deductions Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 4 Payroll User s Manual Earnings and Deductions Report Payroll Reports Earnings and Deductions Report 08 26 1999 10 28 AM Emp ID Employee Name Code Earn Desc BOU001 Bourne Linda C P01 Bonus A REG Regular Pay N 002 003 Earning Totals 004 Builders Suppl Earnings and Deductio y ns Report Detail Report August by Last Name Social Security No Deduction Desc Amount 459 30 1099 Medical Ins Dental Ins United Way Credit Union Gross Wages 006 MN 401K Net Pay 010 MN Stock Plan Emp Totals Emplr Totals Earning Desc Amount YTD Bonus Regular Pay 22500 00 Earning Totals 23250 00 Gross Wages 00 Net Wages 00 Deduction Medical Ins Dental Ins United Way Credit Union 401K Stock Plan Emp Totals Emp
3. 1 Enter the range of employee IDs you want in the list 2 Enter the range of run codes you want in the list 3 Enter the range of cutoff dates you want in the list 4 Select the option by which you want to organize the list Payroll User s Manual 12 31 Recurring Time Ticket List Master File Lists 5 Select the output device A sample Recurring Time Ticket List is at the end of this section After the list is produced the Master File Lists menu appears 12 32 Payroll User s Manual Recurring Time Ticket List Master File Lists Recurring Time Ticket List 06 03 1999 1 09 PM Emloyee BOU001 Bourne L C BOU001 Bourne L C JONO01 Jonchim M K End of Report Type Run Code Group Cutoff 12 31 1999 1 12 31 1999 Builders Supply Recurring Time Ticket List By Employee State Local Dept Job Code Code MN ID Phase Cost Class Code Seq SAL Salaried Wage 000 000 Prs SAL Salaried Wage 000 Pieces Totals SAL Salaried Wage Employee BOU001 Totals 000 SEC REG Regular Pay 000 Pieces Totals REG Regular Pay Employee JON001 Totals 80 000 12 33 Pieces Pieces Totals REG Regular Pay 80 000 SAL Salaried Wage 60 000 Grand Total 140 000 600 00 00 600 00 Payroll User s Manual Recurring Deductions List Use the Recurring Deductions List function to produce a list of deductions used in the Recurring Entries function and the withholdings and amounts for the dedu
4. All filers If line 13 is less then 500 you need not complete line 17 or Schedule B Semiweekly depositors Complete Schedule B and check here Monthly depositors Complete line 17 columns a through d and check here NOTE This report is for informational purposes only for the preparation of Form 941 If you entered amounts for Third Party Sick Pay and or Other Dollars line 9 and or Adjustments of Income Tax line 4 these amounts are not included on line 17 and Schedule B See the 941 instructions if these amounts are on line s 4 and or 9 to update line 17 and Schedule B manually 9 29 78896 60 3249 89 00 3249 89 0021 41 00 2343 72 2365 13 7 49 2357 64 25607 53 00 25607 53 00 25607 53 Payroll User s Manual W 2 Forms After you have processed the payrolls for the year but before you do year end maintenance print W 2 forms The forms summarize each employee s wages and withheld taxes during a calendar year Employees use these forms to fill out local state and federal tax returns and you must send a copy of each employee summary to the tax authorities when you complete the company s tax forms The information on W 2 forms comes from the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files If you have employees who ha
5. For each local authority you can set up the following tax codes e LWHLocal withholding LOlLocal other withholding Fixed withholding applies to the LWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold Do not assign fixed withholding percentages to the LO1 tax code Deductions Use the Deductions function page 10 17 to set up and maintain payroll deductions You can enter 999 deductions You must enter a description and a general ledger liability account number before you can use a deduction You can set up deductions that are strictly employer paid You can exclude some earning codes from deductions for example 401 k programs so that deductions will be withheld from specific earnings You can flag deductions as deferred compensation which is reported on employee W 2 forms In addition you can determine whether deductions are to be taken from net or gross pay Payroll User s Manual 3 17 Setup Functions Setup Formulas The employer expense account for employer paid deductions is stored along with the deduction record in the PADDxxx Deductions file Deductions information updates the PADDxxx and PADXxxx Deduction Exclusion files You can also copy deductions to a group of employees you specify Most of the formulas you need are preset but you can use the Formula Maintenance function page 11 91 to set up and maintain the formul
6. 3 Select the output device A sample Edit Register is at the end of this section After the register is produced the Payday Work menu appears 6 22 Payroll User s Manual Edit Register Payday Work it Register Ed 08 12 1999 Group Code 12 02 PM Period Bourne Linda C BOU001 459 30 1099 Gross Wages 7500 00 Net Pay 4698 00 Earnings 173 Salary or 7500 00 Builders Supply Edit Register Period Ending 12 31 1999 Withholdings Type Code Description Total Withholdings Total Emplr With 1488 65 Total Deductions Total Emplr Ded Page Lukas George LUKO01 488 30 1281 Gross Wages 2500 00 Net Pay 2203 00 Earnings Withholdings Deductions Descriptions Earnings Gross Wages Net Pay REG Regular Pay SAL Salaried Wage TOTALS Witholdings FED EME Emplyr FICA FED EOA Emplyr FICA 173 23354 00 15733 00 304 00 23050 00 23354 00 342 38 1447 95 2500 00 Total Withholdings Total Emplr With Incl Net Employer Tax YES YES 278 13 797 50 Total Deductions Total Emplr Ded FED OAS Emplye FICA MN SUI MN Unemp Ins MN SWH MN W H Employee Totals Employer Totals Deductions 001 Medical Ins 002 Dental Ins 003 United Way 004 Credit Union 006 401K 008 Parking 010 Stock Plan Employee Totals Employer Totals End of Report 1447 95 3554 86 1353 40 NO YES NO Employer Deduction NO NO NO NO NO NO NO 6 23
7. Employees File Maintenance If you copied an employee record make sure that the information on this screen is correct for each employee SAS 1000 Gain a Eee kjip reo Tan Enformtion Esplores Lp AA BOSE HE Linda Federal Tax Information Fed Stet Exp Extrem MH Fixed FE EIC Code Table 10 FER A 4 ou Ci H TEDA Greece Tas Iniormarion Steta Jtet Exp Extra WH Fixed FE Tabla I STI Stets Stata Hima MH A 4 200 Op BTLEMA EH MintesoLa Local Tas Infocrar ion Steta Local Jtet Exzszp Extrem WH Fixed UE Tabla Ib Locality Rar Tab Dra a Entar adic Append Fithholding stup Reet page Freviour pagu Tab Enter edit Append Goto line Withholding setup Next page Previous page To move between the federal state and local portions of the Tax Information screen press the Tab key To edit a withholding tax move the prompt gt to the line you want to edit and press Enter To add a withholding tax to the employee s record press A Then see Federal State or Local tax information below To go directly to a particular withholding tax press G and then enter the line number or use the Inquiry F2 command to select a line number This command appears only if there is more than one screen of items 11 16 Payroll User s Manual File Maintenance Employees To edit factors for a withholding tax move the prompt gt to the line you want to edit factors for and press W The possible with
8. End of Report Employee Birthday Report Builders Supply Employee Birthday Report By Employee ID Supervisor Name George Lukas Linda Bourne C George Lukas Date of Birth June 07 1954 December 31 1949 April 22 1959 8 9 Payroll User s Manual Employment Anniversary Report Use the Employment Anniversary Report to produce a list of employees their start dates and their length of employment with the company The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Employment Anniversary Report Screen Select Employment Anniversary Report from the Personnel Reports menu The function screen appears Ser Gein Cat Poe Edo Employoent inniwergercy Feport Fick Eeployes ID From ct Thra L SSpECW LEE From Thre Dapertren Fron The Reach From i Thra 12 Print bp L Employes II z Last Hart 3 BUS Soe 4 Depsrerant Fri nt Data of Birth WES Date Based On Htart Data Frist Review Inforsar on YES Spereen Mj ca CPhcintec p Fj evier Fpdda 1 Enter the range of employees you want in the report A6 2 Enter the range of supervisors you want in the report A6 3 Enter the range of departments you want in the report A6 Payroll User s Manual 8 11 Employment Anniversary Report Personnel Reports 4 Enter the range of months you want in the report N2 5 Select the item by whi
9. Total amount of deductions exclusions Total deductions for the current check Total amount of earnings excluded EIC code for each employee N E or B Employee FICA Contribution OASDI and Medicare Number of exemptions per employee taken from the PAESxxx file Extra withholdings for the employee taken from the PAEGxxx file Total employee federal withholdings including OASDI Medicare and EIC Total fixed earnings for the employee taken from the earning codes Fixed percent for the withholding taken from the PAWIxxx file Fixed withholding amount taken from the PAEGxxx file Employee federal withholdings not including OASDI Medicare and EIS Total gross earnings not including earnings that are not included in net pay Total gross earnings including all earnings Total hours worked Total employee local withholdings Minimum wage Payroll User s Manual References About Formulas Variable PAYPERIODS PERIODCODE REGHRS STATEWITH TAXEARN TIPS TOTEARN UNCOLMED UNCOLOASDI YTDEARNINGS YTDFICATIPS YTDTIPS YTDWITHHOLDINGS Description Total pay periods for the year taken from the PAEGxxx file Current deduction run code for the group code the current employee is in Regular hours worked Total employee state withholdings Taxable earnings per tax authority total earnings minus all exclusions Tips accumulated for the employee Total earnings Y
10. and state of residence A2 3 Enter the employee s zip code If you enter a 10 character zip code enter a dash between the 5 character main code and the 4 character extended code 4 Enter the employee s country code A2 The name of the country appears 5 Enter the employee s phone number Do not enter parentheses or hyphens 6 Enter the employee s social security number and gender M or F 11 6 Payroll User s Manual File Maintenance Employees 7 Enter the employee s Equal Employment Opportunity classification 1 White 2 African American 3 Latino 4 Asian American or Pacific Islander 5 Native American or Native Alaskan 8 Enter Y or N to indicate whether or not the employee is participating in the 401 k program eligible for the pension program a statutory employee and deceased 9 This information is used only when printing the employees W 2 at the end of the year 10 Enter the employee s job title A20 work phone and extension and supervisor s ID A6 11 Enter the employee s adjusted hire date which is the date the employee actually began working for the company as opposed to when the employee accepted the job This date is used in personnel reports 12 Enter the date of employment for the employee This date is used to calculate sick time and vacation time 13 Enter the employee s date of birth 14 If the employee no longer works for the company enter the date
11. problems such as a power surge or failure can interrupt the post and result in the loss of data Post Transactions Screen Select Post Transactions from the Daily Work menu The function screen appears ASAS T OOOO OO iey di ri tele Tort Traammactiora Hawes You Prircad cha Tims Ticker Journal sad che BRieoellegecus bedisriona Journal NER De were char you hera backe op por data filam before pomcimg lerpuc device Pjeincec gjRievien Fjida Mad 1 Enter Y or N to indicate whether or not your have printed the Time Ticket Journal and the Miscellaneous Deductions Journal If you enter N you are prompted to return to the Daily Work menu 2 Select the output device The posting log lists the total hours and wages posted to the PADPxxx PATPxxx and PATHxxx files A sample posting log is at the end of this section After posting is completed and the log is produced the Daily Work menu appears 5 26 Payroll User s Manual Daily Work Post Transactions Payroll Posting Log 08 26 1999 10 20 AM Pay or Deduction Description Regular Pay Salaried Wage EARNING TOTALS End of Report Payroll User s Manual Builders Supply Payroll Posting Total Posted 337 50 23050 00 23387 50 5 27 Payday Work Calculate Checks Manual Checks Edit Register Accrual Adjustments Vacation and Sick Leave Report Print Checks Void Checks Check Register Paycheck Received Report Withholding Rep
12. s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Payroll User s Manual 1 21 Text Menu Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it e Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PgDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in
13. 1 12 1 13 1 14 6 63 7 15 PAHExxx file 1 12 1 13 1 14 6 63 7 15 PAHVxxx file 1 12 3 7 6 63 7 19 9 45 11 49 PAHWxxx file 1 12 1 13 1 14 6 63 7 15 9 27 PAINxxx file 1 9 3 7 9 23 9 51 11 57 Payroll User s Manual PALCxxx file 1 10 3 7 9 51 10 3 12 11 parameters access code 1 19 command to start OSAS 1 19 company ID 1 19 format 1 19 general expression 1 19 order 1 19 terminal ID 1 19 PARExxx file 1 10 9 49 partial key inquiry 1 42 1 43 PATBxxx file 3 7 9 51 12 39 PATHxxx file 1 12 1 13 1 15 5 25 5 26 6 33 7 11 PATPxxx file 1 11 1 12 1 13 1 14 5 25 5 26 6 3 6 63 PATRxxx file 1 11 1 12 1 14 5 17 5 19 5 25 5 26 6 33 9 3 PATXxxx file 3 7 9 52 11 89 PAWIxxx file 1 10 3 7 9 52 10 25 12 17 PAWXxxx file 1 10 9 52 10 25 Pay Period Deduction Report function 6 57 sample 6 59 Paycheck Received Report function 6 41 sample 6 43 Payday Work 1 6 Payroll conversion 2 5 installation 2 3 3 23 installing after General Ledger 2 3 before Bank Reconciliation 2 3 before Job Cost 2 3 interface Bank Reconciliation 3 9 6 33 6 34 6 63 6 64 General Ledger 3 9 6 33 6 63 6 64 6 66 6 67 9 7 9 8 10 18 11 54 11 56 11 77 11 78 Job Cost 3 9 5 3 5 8 5 9 5 25 7 12 preparing to install 3 3 system requirements 2 3 upgrading 2 5 Payroll Information 3 19 function 11 57 setting up 3 7 IX 9 Index Payroll Information List function 12
14. 1 44 transaction history 3 11 3 22 3 23 3 24 5 25 Transaction History Report 3 11 function 7 11 sample 10 23 U unemployment insurance 3 16 Up Arrow function key 1 40 inquiry command 1 43 report command 1 45 scroll region command 1 45 upgrading Payroll 2 5 user s manual conventions 1 17 organization 1 17 user defined labels 11 84 USRDDxxx table 3 13 3 14 8 23 11 73 11 84 USRDFxxx table 3 13 3 14 11 73 11 85 Vv vacation accruals 3 11 6 14 6 25 6 26 6 27 7 19 9 45 IX 13 Index 11 7 11 12 11 86 leave 11 49 time deleting 9 54 Vacation and Sick Leave Report function 6 27 sample 6 28 VACccxxx table 3 13 3 14 11 73 11 86 Verification function key 1 40 View inquiry command 1 43 Void Checks audit log 6 36 function 6 33 manual checks 6 33 marked in Check History Register 6 33 posting 6 35 voiding checks 3 9 3 11 6 9 B 3 manual checks 6 19 posted checks 6 33 printed checks 6 33 WwW W 2 Forms 3 17 10 18 10 19 10 27 11 3 11 7 11 29 alignment 9 33 audit report 9 44 closing last year 9 55 diskettes 9 43 editing 9 39 federal withholdings B 4 Final Output screen 9 43 format 9 32 function 9 31 magnetic media 9 33 W2CODE tax table 3 14 11 89 W2CODE2 tax table 3 14 11 89 withholding codes 10 7 employee 10 7 employer 10 7 withholding formula names 11 92 Withholding Report function 6 45 sample 6 47 Withholdings 3 15 3 18 addi
15. 457 plans 9 31 11 29 69 number 9 37 941 Worksheet 3 11 9 37 9 52 function 9 27 sample 9 29 942 9 37 reporting 9 31 943 9 37 A Abandon function key 1 39 access code company specific 3 27 setting up 3 8 3 27 what to protect 3 27 Access Codes parameter 1 19 Accrual Adjustments function 6 25 accruals of vacation and sick time 6 14 adding employee record 3 20 11 3 scheduled deductions 11 14 tables 11 74 transactions 5 10 address company 3 19 ADJMNxxx table 3 13 11 73 11 75 setting up 3 14 adjusted hire date 11 7 adjustments 9 28 Payroll User s Manual Index advance EIC payments 11 30 alignment form printing checks 6 30 allocation daily method 2 7 history method 2 7 method of 2 6 monthly method 2 7 split methods 2 8 alphabetical sorting 3 4 of numbers 3 4 audit report for W 2 forms 9 44 B back up all files at once 3 29 before closing last year 3 28 9 55 9 56 periodic maintenance 3 28 9 53 posting checks 3 28 6 66 posting expense to GL 3 28 9 8 posting transactions 3 28 rolling up leave balances 9 45 data files 3 28 diskettes 3 28 initial balances 3 25 programs 3 28 schedule 3 28 setting up 3 8 using operating system commands 3 29 using Resource Manager 3 28 3 29 when to 3 28 balances setting up initial 3 8 3 23 IX 1 Index bank information 3 19 Bank Reconciliation installing after Payroll 2 3 Payroll interface 3 9 3 1
16. A6 Payroll User s Manual 8 3 Salary Review Report Personnel Reports 8 4 9 Enter the range of departments you want in the report A6 Enter the range of review dates you want in the report Select the item by which you want to organize the report Enter Y or N to indicate whether or not you want to include salary information Select the version of the report you want to produce the worksheet version or the summary version Enter Y or N to indicate whether or not you want to include rate history and bonus information Select the output device A sample Salary Review Report in summary form is at the end of this section After the report is produced the Personnel Reports menu appears Payroll User s Manual Salary Review Report Personnel Reports Salary Review Report 08 23 1999 6 59 AM Emp ID Employee Name Sup ID Supervisor Name GER001 Gerard Timothy G BOU001 Linda Bourne C Pay Change History Date Reason End of Report Old Rate 000 000 000 000 000 000 000 000 Sa Dept Hire Date 01 23 82 Builders Supply lary Review Report By Employee ID Next Review Title Current Salary Last Review Labor Class Hourly Rate 03 31 96 V P Sales 5550 00 04 01 95 000 Bonus History Date Reason Yearly Salary 66600 00 8 5 Payroll User s Manual Employee Birthday Report Use the Employee Birthday Report to produce a list of employees born during a speci
17. Editing or adding a line When you press Enter or A on the command bar the following window appears eae de Emi El Pomeje Asihtehanpe Formule ID FEH__ SUL FIH Decr ip Gima nt y Fitir Line 0000 Variable 21001 Ed ii 1 PETYAL E1002 Ez 1 2 RETWAL E1003 NEAR DEiB ING L Ti I ih TH DLD EL Los Eros 04 01 100 Lie LIDH YTOFI TOLD IGS Liga IF TASER THE TASER EL Tey u Doe ifi TACO EL GIT EJCOR Formula Lire 006 of 00 A il Each line in a formula can be 100 characters long You enter the line in two segments A50 When you press Enter to leave the Line Entry window the two lines join to form one longer line only the first 50 characters of which are displayed on the Formula Maintenance screen To delete one line at a time use the Delete F3 command See appendix C for a detailed explanation of how formulas work and for a list of valid variables functions and operations When you are finished entering or editing a formula exit F7 to save your changes and create a BB program and return to the File Maintenance menu Payroll User s Manual 11 95 Master File Lists Employee Detail List Employee Labels Labor Classes List Earning Codes List Deductions List Withholdings List Tax Authorities List Formulas List Payroll Information List Recurring Time Ticket List Recurring Deductions List Tables List Payroll User s Manual 12 3 12
18. Employee Deductions History inquiry 4 16 screen 11 35 Employee Detail List function 12 3 sample 12 5 Employee Earnings History 2 6 screen 11 32 Employee Federal Tax History inquiry 4 17 screen 11 38 Employee History 3 22 changing 11 3 11 47 IX 4 function 11 25 setting up 3 8 3 24 Employee History Inquiry function 4 13 Employee Inquiry 1 5 Employee History 4 13 General Information 4 3 Personnel Information 4 11 Salary Information 4 5 Tax Information 4 7 Employee Labels function 12 7 sample of standard size 12 9 Employee Local Tax History inquiry 4 19 inquiry screen 4 19 screen 11 44 Employee Miscellaneous History 11 26 editing 11 27 inquiry 4 14 Employee State Tax History inquiry 4 18 inquiry screen 4 18 screen 11 41 Employees 3 20 changing earnings or withholdings 11 3 Factor Entry window 11 16 Federal Tax Information 11 18 FICA withholding 3 16 function 11 3 General Information 3 20 11 6 Local Tax Information 11 21 Personnel Information 3 20 3 21 11 22 posting entries T accounts 6 64 Salary Information 3 20 Scheduled Deductions window 11 13 setting up 3 7 State Tax Information 11 19 Tax Information 3 20 3 21 withholding history 2 6 employer FICA 3 16 liability information in manual checks 6 19 Employer Bank Information 3 19 11 57 11 58 11 61 Payroll User s Manual Index Employer Department Expense Report function 6 61 sample 6 62 Employer
19. History files To add to or change this information use the Employee History function page 11 25 Employee History Inquiry Menu Select Employee History from the Employee Inquiry menu The menu appears A 0545 Tot Expleyes History Eng OTL Last fi Bourse Ficat Mar Lites Middis Initial C Do You Want To Asincaing Enpl yjee Biscellasesis Elsbery TE Erig Farninge History TES Exp laducticas His TE Emp Fedecal Tak Hi TES Employ Stace Taw History TE Employee Local Tax Hiesteey TE 1 Enter the ID of the employee whose history you want to look at Payroll User s Manual 4 13 Employee History Employee Inquiry 2 Enter Y for each type of history your want to view enter N for each type you do not want to view When you have selected the screens you want use the Proceed PgDn command to go to the first screen you selected Employee Miscellaneous History Inquiry Screen If you selected Miscellaneous History from the Employee History Inquiry menu the following screen appears SAS TAID Galia Cat font bain m Fep 1 ct Enmployos Eizcellanesour Eistory Employes TI Doo surne Linda E DELObEE Pr i eier TE 4 TIE i Houra Worke 177 330 ae Cal iTi JHD 171 330 Geek Yorkad 13 00 00 00 13 00 13 00 Uks Tader Limit oo a paa Di oo Paddy Booch Y K Le THM Akllocarced Tips 00 00 ao 00 00 Look Te Auto 00 Let so Do DD Cost at GTLE
20. Payroll Information Strate Mu EL nines Belt Adymsr ing EOE Mont 1 Print Deployess wich Zero Earnings TED DEL PEPEE By 1 Last Pape opisa Security Murder 1 Irm igare below the order in which pos ant these Tielda Lo Ape on your ceport To axclod a Zield entar O Borjal Braricy Ko Hara Total GT Wages Excega OTP Wages Tarahle QT Wagens Berks Bor bed Hours Gor med Gon in e p k r Vecifiocatica Peer Pgln gt o procand Field Description State A2 Enter the code for the state tax authority This code is verified against the PACO Codes file You can enter report formats for as many states as you need 11 58 Payroll User s Manual File Maintenance Payroll Information Field Self Adjusting SUI Month Print Employees with Zero Earnings Sort Report By Arranging the report Description State unemployment insurance SUI withholdings are calculated on a yearly basis Most states that change the SUI rate during the year require that the next check run self adjust for the entire year based on the new percentage Some states require that you adjust the SUI withholdings only back to the month that the rate changed Enter the number of the month that the change takes effect The SUI withholding amount will be calculated with the new rate from this month forward but the limit will still be calculated from the beginning of the year If you want to exclude employees with no pay from the State
21. References About Formulas The table lookup checks the first column of the FEDM tax table until it finds a number larger than 9999999999 In this case there can be no larger number so the table returns the value found in the second column of the last line 2300 Variable LI001 is equal to 2300 Variable LIOO2 is the product of LIOO1 times the value of the variable EXEMPTIONS the number of federal exemptions claimed by the employee this information is taken from the PAEGxxx file Line LI003 employs the conditional function If the value of variable FIXEDEARN the total fixed earnings for the employee is greater than zero that value is multiplied by the value of FIXEDPCT the fixed percentage for the withholding tax which is then divided by 100 Variable LI003 is equal to a fixed withholding dollar amount Fixed earnings are subtracted from taxable earnings Variable LIOO4 is multiplied by the total number of pay periods Variable LI002 is then subtracted from the product The table lookup uses LIO05 to find the appropriate line of tax table FEDM it then returns the value from column 1 which is LIOO6 The table lookup uses LIO05 to find the appropriate line of tax table FEDM it then returns the value from column 2 which is LI007 The table lookup uses LIOOS to find the appropriate line of tax table FEDM it then returns the value from column 3 which is LI008 LI006 is subtracted from LI005 This number is then multipli
22. The Payroll System Introduction Daily work Once you establish the employee records through the File Maintenance and Codes Maintenance functions you can use the Daily Work functions to enter transactions for your employees The kind of entries you make depends on how your employees are paid whether the employee is paid by the hour or piece or whether the employee is salaried You might not use the Daily Work functions every day if your employees are paid monthly for example you might enter transaction information only once a month After you enter transactions you can edit and review them Then post the transactions so that you can produce paychecks Payday work Use the Payday Work functions to calculate and or enter produce and post checks The system can automatically calculate an employee s pay for example if the employee is salaried or you can manually enter checks for example if the employee is paid according to how many pieces he or she produced You can also void checks adjust accruals and produce several reports Reports Payroll offers two categories of reports Payroll Reports and Personnel Reports Both types summarize information from files The Payroll Reports show information primarily from the history files The Personnel Reports show information from the employee files Use the Reports functions as often as necessary to produce summarized information about transactions tax information employe
23. When you save the adjustment PgDn the cursor returns to the Earning Code field Enter another earning code or exit to the File Maintenance menu 11 50 Payroll User s Manual Departments Use the Departments function to add department and division records during installation and when new departments are created change descriptive data about departments and divisions that are in the file track pieces and hours worked and delete department and division records you no longer use Department information 1s stored in the PADPxxx Department file Along with transactions manual or calculated checks also affect department records Do not use the Departments function to change the dollar amounts in a department record Instead use the Payroll Transactions function or the Manual Checks function to make adjustments so that you have an audit trail of the changes Department Records Department records store expenses posted from time tickets salaries vacation and sick pay FICA expense SUI and FUTA accruals and other pay Department records also store employer withholdings and deductions calculated by the system This information updates expense accounts in General Ledger Time tickets update the department in which the employee worked Employer withholdings and deductions are updated in either the home department or the department in which the employee worked depending on which option you selected in the Resource Manager Options and Inte
24. You can edit deductions and withholding information but not earning information Payroll User s Manual 6 11 Manual Checks Payday Work To erase the manual checks that are on file and then enter new manual checks enter 4 If payroll checks that have been calculated are on file the following prompt appears Checks are already on file Do you want to start over e Enter N if you do not want the checks on file to be erased The Payday Work menu appears Print the Payroll reports page 7 1 to complete the payday process e Enter Y only if you are sure that you do not need the paychecks on file The checks are erased and you can enter new manual checks or exit to the Payday Work menu Manual Checks Screens Use the Manual Checks screens to enter and edit manual checks 6 12 Payroll User s Manual Payday Work Manual Checks Manual Checks screen one When you proceed from the Manual Checks selection screen the first of three Manual Checks screens appears Use this screen to enter and edit earning codes for manual checks or to change or delete unposted manual checks ETA Eip Ei Bree Hep Page 1083 Manual Chacko Eng bopee BODO Borne Linde see Gross Pay 100 00 Pisces o Chack Ho 14300 Bsak Worked DO Earn Coda Deserigeien Stabe Loesliey Hoera Ars E Clase bear J Phase Coan Code hace EEE Salecsed Tage ma 173 330 7220 00 Tal faa goo Earning 001 ef Coll ross Pay Tolal TOO 00 EQGer DALE
25. and post expenses to General Ledger For more information see chapter 1 When you post checks you must select the tax month Do quarter end maintenance as necessary and continue processing transactions and printing reports until you are up to the current pay period This method produces the most accurate history and the most thorough audit trail but it is practical only if the payroll records are small or if it is early in the year Entering initial balances You can enter initial balances in one of two ways by entering payroll transactions or by entering manual checks Entering payroll transactions First verify that you have set up the options you want in the Resource Manager Options and Interfaces function Then follow these steps to enter your initial balances based on payroll transactions 1 Enter transactions for the first pay period page 5 3 Payroll User s Manual Setup Setup Functions Print the Time Ticket Journal page 5 17 and the Miscellaneous Deductions Journal page 5 19 to verify that you entered the transactions correctly If you find an error in the journals delete the incorrect transaction and enter the correct one Repeat steps 2 and 3 until the Time Ticket Journal and Miscellaneous Deductions Journal are correct Back up your data files Post the transactions page 5 25 Use the Calculate Checks function page 6 3 to process the transactions and calculate checks Print the E
26. erasing 6 12 function 6 9 11 25 hours worked 3 12 negative 6 19 recalculating 6 17 unfinished payday 6 4 voiding 6 19 6 33 marital status 3 15 3 21 11 18 11 19 11 21 Master File Lists 1 7 MAXVSxxx table 3 15 11 73 11 79 setting up 3 13 MED 3 16 10 26 Medicare 6 49 6 53 7 15 9 28 9 31 9 42 11 30 Menus conventions 1 20 Information 1 40 Other Command 1 23 1 39 Miscellaneous Deductions Journal function 5 19 sample 5 20 miscellaneous entries 7 11 reversing incorrect 5 4 miscellaneous payroll entries 5 4 5 25 Monthly Withholding Report function 9 11 sample 9 13 IX 8 multilocal taxes B 2 multiple checks 6 3 multistate taxes B 2 N naming conventions formulas 11 92 negative gross pay 6 29 manual checks 6 19 net pay 6 29 Non 457 Plans 9 31 11 29 numbers alphabetical sorting 3 4 0 OAS 3 16 10 26 OASDI 3 22 6 49 6 53 7 15 10 26 11 30 OP2xxx table 11 73 operations table of valid C 4 Options and Interfaces 3 14 3 24 7 15 7 19 7 23 screen 3 10 setting up 3 7 3 9 shared or owned 3 10 OPTxxx table 11 73 OSAS conventions 1 18 converting to version 5 21 2 5 general information 1 3 modifications and conversion 2 5 running 1 18 structure 1 3 Other Command menu accessing 1 23 1 39 Other function key 1 39 other pay 5 4 6 65 output device printer 1 48 override deductions 5 8 factors 11 16 pay 3 21 11 12 overtime 10 13 Payroll User s
27. or enter a different date It is the date that will be printed on the report 5 Select the kind of earnings you want in the report gross earnings or taxable earnings 6 Select the amount of information you want to include in the report detail or summary 7 Select the output device A sample Quarterly Withholding Report that shows gross earnings is at the end of this section After the report is produced the Periodic Processing menu appears 9 20 Payroll User s Manual Quarterly Withholding Report Periodic Processing Quarterly Witholding Report 08 23 1999 Builders Supply 12 56 PM Quarterly Withholding Report in Summary For the Quarter Ending 12 31 1999 Gross Earnings Emp ID Employee Name Gross Wages Federal Earnings State MN Local Total Number of Employees 7 MTD 00 FWH 46284 10 24007 98 146284 10 146284 10 00 OAS 49967 85 9298 01 ED 49967 85 2174 53 00 FWH 46284 10 24007 98 146284 10 9585 68 00 OAS 49967 85 9298 01 ED 49967 85 2174 53 State Total MN Number of Employees Ta 7 MID 00 FWH 46284 10 24007 98 146284 10 00 OAS 49967 85 9298 01 MED 49967 85 2174 53 00 FWH 46284 10 24007 98 146284 10 00 OAS 49967 85 9298 01 MED 49967 85 2174 53 Grand Total Number of Employees hal 7 MID 00 FWH 46284 10 24007 98 146284 10 9585 68 00 OAS 49967 85 9298 01 ED 49967 85 2174 53 00 FWH 46284 10 24007 98 146284 10 9585 68 00 OAS 49967 85 9298 01 ED 49967 85 2174 53
28. or exit to the File Maintenance menu 10 28 Payroll User s Manual File Maintenance Employees Employee History Leave Adjustments Departments Payroll Information Recurring Entries Tables Tax Tables Formula Maintenance Payroll User s Manual 11 3 11 25 11 49 11 51 11 57 11 63 11 73 11 89 11 91 11 1 Employees Use the Employees function to add employee records change descriptive data in employee records that are on file and delete employee records only when they have been added in error You cannot use the Employees function to change earnings or withholdings figures You can however use the Employee History function page 3 25 to change withholding figures If you edit employee history a log is printed so that you can maintain an audit trail Because you must print W 2 forms and other year end reports for all employees including terminated ones you cannot delete employee records that have amounts in their history files Instead terminated employee records are deleted for current year data when you do year end maintenance They are retained in last year s files so that you can produce W 2 forms Payroll User s Manual 11 3 Employees File Maintenance Employees Screen Select Employees from the File Maintenance menu The header screen appears Sera Ser Dat fmi bjp Enployasa Esployee TD BETH Gast Fara Bouras FILES Home Liria Biddle Initial Do Yow Wane Ta
29. rr Par Pay Far Par Par Far Far Par Fap Fap Far om 00 of Ot Enter the range of employees whose records you want to copy the deduction to Enter the range of group codes you want the deduction to apply to Enter the department you want the deduction to apply to Leave this field blank if you want the deduction to apply to all departments Enter P to apply the deduction to part time employees F to apply the deduction to full time employees or B to apply the deduction to both types of employees 10 21 Deductions Codes Maintenance Field Description Married Single Both Enter M to apply the deduction to married employees S to apply the deduction to single employees or B to apply the deduction to both types of employees State Enter the state code you want the deduction to apply to Period Code Flags Enter the period codes you want the deduction to apply to Dollar Percent to be copied Enter the dollar amount or the percentage of the deduction you want to copy Balance If the deduction has a declining balance enter the amount Overwrite existing Enter Y or N to indicate whether or not you employees F to deduction apply the deduction to full time employees or B to apply the deduction to both types of employees When you have finished entering information for the deduction you want to copy select the output device A sample Copy Deductions log is at the end of this section When you are
30. s Manual 6 49 Employer s Tax Report Payday Work 1 Enter Y or N to indicate whether or not you want to print other employer taxes 2 Select the output device A sample Employer s Tax Report is at the end of this section After the report is produced the Payday Work menu appears 6 50 Payroll User s Manual Employer s Tax Report Payday Work Employer s Tax Report 08 15 1999 6 49 AM Builders Supply Employer s Tax Report For Pay Period Ending 08 15 1994 Group Code 1 Employer FICA 60600 NO LIMIT SUI 15100 Earnings FICA Tips Excess FICA Earnings Excess SUI 459 30 1099 7500 00 7500 00 BOU001 Bourne Linda C 7500 00 468 22 4819 5550 00 00 5550 00 GEROO1 Gerard Timothy G 5550 00 5550 00 State Total MN Number of employees 5 23354 00 00 23354 00 23354 00 2804 00 20550 00 SUI Liability 2804 00 09100 Grand Total Number of employees 5 23354 00 00 23354 00 23354 00 2804 00 20550 00 OASDI Liability 23354 00 06200 1447 95 Medicare Liabliity 23354 00 01450 FUTA Liability 304 00 06200 State Employee ID Name Gross Earnings Taxable Earnings Liability TOTALS End of Report Earnings 304 00 2 co FUTA 7000 Excess FUTA 5550 00 23050 00 23050 00 5 lt i n pS 2 m gt ai Employer s Liability Report Federal and state authorities may require your company to make a deposi
31. s record press A Then see Editing or adding a scheduled deduction below To go directly to a particular scheduled deduction press G and then enter the deduction ID This command appears only if there is more than one screen of items To edit or add a deduction formula press F The Formula Maintenance screen appears For more information about formulas see page 3 91 and appendix C To edit factors for a deduction move the prompt gt to the line you want to edit factors for and press C Then see Factor entry below 11 12 Payroll User s Manual File Maintenance Employees To return to the Pay Information portion of the Salary Information screen press P To save your entries for this screen and move to the next screen you selected press N Each time you append or edit a line of a deduction entry that entry is saved to the employee record When you use the Proceed PgDn command through the pay information that information is also saved Editing or adding a scheduled deduction When you press Enter to edit a scheduled deduction or A to add a scheduled deduction the fields for the line item become activated Field No N3 Description 12345 Payroll User s Manual Description Enter the number of the scheduled deduction You cannot use the same deduction number more than once If you want the same deduction taken twice you must enter a new deduction number The description of the deduction is dis
32. the quarter you are producing the worksheet for Payroll User s Manual 9 27 941 Worksheet Periodic Processing 3 Enter the adjustment to be used for income tax for preceding quarters of the calendar year 7 2 4 Enter the adjustment of income tax for third party sick pay for preceding quarters of the calendar year 7 2 5 Enter the adjustment of Social Security and Medicare taxes for preceding quarters of the calendar year 7 2 6 Enter the total deposits for the quarter 7 2 7 Select the output device A sample 941 Worksheet is at the end of this section After the worksheet is produced the Periodic Processing menu appears Notes on the Worksheet If the letter F is in the right margin a fractional adjustment has been made for Medicare and Social Security rounding If the letter F is not in the right margin the fractional amount is included in the amount shown 9 28 Payroll User s Manual 941 Worksheet Periodic Processing 941 Worksheet 941 REPORT Employer s Quarterly Federal Tax Return 12 31 1999 Builders Supply 77 7777777 6477 City West Parkway Eden Prairie MN55344 Enter state code for state in which deposits made If address is different from prior return check If you do not have to file returns in the future check here and enter date final wages paid If you are a seasonal employer see Seasonal employers on page 2 and check here see instructions Total wages and tips subjec
33. 14778 75 23250 00 YTD 23250 00 00 23250 00 15100 00 6678 75 21778 75 14778 75 23250 00 OASDI Liability 23250 00 Medicare Liabliity 23250 00 FUTA Liability 21778 75 End of Report oO gt Cc oO n _ 2 2 gt q A Quarterly Withholding Report Your company may be required to make quarterly tax deposits based on the amounts you withheld from employees checks The Quarterly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings Hi story PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Quarterly Withholding Report Screen Select Quarterly Withholding Report from the Periodic Processing menu The function screen appears F sa 1000 gaia Dot Poe Elo quarterly Pick Esplor Clune bes Quarter Endir Print ae 1 Print 1 Pprin ec p P evier Fp ide Withholding Report se Tl Prom Kt Thcu 250001 pate From Cb 4 q bare 134 19908 Eerhipys AS foros Earnimya Temeble Earnings Detail Bas Beport nit crann il zd 1 Enter the range of employees you want in the report A6 2 Enter the range of states you want in the report A2 3 Enter the quarter number 1 to 4 you want to print the report for Payroll User s Manual 9 19 Quarterly Withholding Report Periodic Processing 4 Press Enter to accept the displayed date
34. 2 3 last year files 6 34 Payroll interface 3 9 3 10 3 11 GLDEPxxx table 3 13 3 14 11 73 11 77 GLJRxxx file 6 63 6 66 9 7 9 8 GLPAYxxx table 3 13 3 14 11 73 11 78 golden parachute payments 9 31 group codes 3 21 11 10 group term life insurance 9 31 11 29 H Help function key 1 39 Home inquiry command 1 43 report command 1 44 scroll region command 1 45 home department 3 12 I IDs establishing a format 3 4 setting up 3 3 sorting 3 3 incorrect miscellaneous entries reversing 5 4 incorrect time tickets reversing 5 4 Information function key 1 40 Information menu accessing 1 40 initial balances 3 23 3 24 11 25 setting up 3 8 Inquiry function key 1 39 partial key 1 42 1 43 Payroll User s Manual Index inquiry commands Down Arrow 1 43 End 1 42 Enter 1 43 Esc 1 43 F7 1 43 Home 1 43 Ins 1 43 PgDn 1 42 PgUp 1 42 Up Arrow 1 43 Ins inquiry command 1 43 scroll region command 1 45 Insert line item 1 45 Install Applications function 2 3 2 5 installation local tax routines 3 17 Payroll 3 23 Payroll Tax Routines 3 16 preliminary steps 2 3 tax routines 2 3 interfaces 3 23 inventory search commands 1 43 Shift FS 1 44 Shift F6 1 44 Shift F7 1 44 Shift F8 1 44 item description lookup command 1 44 J Job Cost installing after Payroll 2 3 Payroll interface 3 9 3 11 JOBSxxx file 5 3 JOCDxxx file 5 3 JOHIxxx file 5 3 Jump func
35. 39 Function Commands Introduction 1 40 Key F6 Maintenance F7 Exit F8 List Shift F2 Information PgUp Start over PgDn Proceed Tab Jump Enter or Down Arrow Enter Up Arrow Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Operation Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered Send the contents of the screen to a printer or a text file Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in Move the cursor back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up Tf verifica
36. 5 200 5 300 li Fathi Aroiinta Code Gotoh er Howser besas r ETR 4 TTE Pol T20 00 Do 00 730 00 730 00 Po 133 82 00 00 113 82 113 82 REG avd 00 00 oo 9715 00 avia 00 JIC 00 DO OO 00 00 YAE 282 00 DO 00 262 00 262 00 Grom Pay 10590 12 DO 00 70581 02 20531 01 Het Far 192 TI od O0 DO 182 71 94 182 71 04 Tah source Erter diz Append Maszt peg Previous paga Total groaa ami nut pap Delata Line Change quatec Quacter totul Payroll User s Manual 11 35 Employee History File Maintenance Tab Amounts Enter edit Append Next page Previous page Total gross and net pay Delete line Change quarter Quarter totals To edit a line item press Enter To add a line item press A Line items are identified by deductions codes N3 which are set up in the Deductions function page 10 17 When you add or edit monthly deduction information you can enter amounts for three months for each deduction Each field s mask is user defined The quarter totals and year to date totals are updated by the sum of the values you enter for the three months If the deduction code is excluded from state withholdings deferred compensation you must enter the state code If you leave the State field empty the system assumes that the withholding is for federal deferred compensation To move to the next screen you selected to work with press N To return to the previous screen you selected p
37. 57 For more information on setting up tax tables see page 11 89 Withholding Codes for Tax Authorities Use the Tax Authority Setup function page 10 5 to enter and maintain withholding codes for federal state and local tax authorities that employees need for withholdings You can also set up the formula names associated with each code for the states and localities You can enter 15 additional employee and employer withholding codes for each federal state and local tax authority Most federal and state codes are preset Withholdings Use the Withholdings function page 10 25 to set up and maintain federal state and local withholdings for your employees The information is stored in the PAWIxxx Withholdings file You can exclude deductions and or earning codes from withholdings and set up employer paid withholdings To establish the order in which withholdings are taken use the Tax Authority Setup function on page 10 5 Payroll User s Manual 3 15 Setup Functions Setup 3 16 Federal withholdings You can set up the following federal tax codes e FWHFederal withholding e OASEmployee FICA e MEDEmployee FICA e FUTUnemployment insurance ElCEarned Income Credit e EOAEmployer FICA e EMEEmployer FICA Fixed percent withholding applies to the FWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold You cannot assign fixed
38. 6 55 AM Pay Period Deductions Report 12 31 99 Employer Deductions Total for Deduction Not on file Total for All Deductions Payroll User s Manual 6 59 Employer Department Expense Report Produce the Employer Department Expense Report before posting to see how employer deductions and withholdings will post to the department file Employer Department Expense Report Screen Select Employer Department Expense Report from the Payday Work menu The function screen appears 2 USAS 1000 r Enplopec Departement Experoa Report Pareoll Racer 000063 ai 4 fp oe ID OS 1995 LO a if Curro Department 3plit Eecthod is Horma Dept Print Bepect Ina i Birdir y 2 Detail 1 Spoceen ii od EFt istet plfjevier Foils 1 Select the amount of detail you want in the report 2 Select the output device A sample Employer Department Expense Report is at the end of this section After the report is produced the Payday Work menu appears Payroll User s Manual 6 61 Payday Work Employer Department Expense Report Employer Department Expense Report 07 28 1999 Group Code 6 26 AM Period Employee Soc Sec No Bourne Linda C BOU00 459 30 1099 Gross Wages 7500 00 let Pay 4697 53 Gerard Timothy G GEROO 468 22 4819 Gross Wages 5550 00 let Pay 4139 18 Jenkins Kathy M JENOO 460 39 9093 Gross Wages 7500 00 et Pay 4430 17 Lukas George LUKO0 488 30 1281 Gross Wages 2500 00 Net
39. 7 12 11 12 13 12 15 12 17 12 21 12 25 12 29 12 31 12 35 12 39 12 1 Employee Detail List The Employee Detail List shows the information that is on file for each employee from basic personal data to quarter to date and year to date earnings and deductions The information in the list comes from the PAEGxxx Employee General Information PADExxx Employee Deductions and PAESxxx Employee Federal State Local Withholdings files If you print history the following additional files are used PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History Employee Detail List Screen Select Employee Detail List from the Master File Lists menu The function screen appears C USAS Ta Gain Eat Pant bain Exploqes Detail List Pick Dep loys Ib From Pood Tiru 510001 Jort hp Esployma IJ Last Hom i Serial Serericy Member 4 Dura Sure Feine Relive Esplopces Only Terminal Esploresa Oniy J Bork Feine History TES EFhrizkec p F evier iFfhile 5 crema ii 2a 1 Enter the range of employees you want in the list A6 Payroll User s Manual 12 3 Employee Detail List Master File Lists 2 Select the item by which you want to organize the list 3 Select the information you want the list to include active employees terminated employees or both 4 Enter Y or N to indicate whether or not y
40. Aaincaing Simeceal Information TES fala y Iniorrar ice Tr normar Lon YET Per vhnel infocreailon Ore TES Personneil Tadocmation Teg TE r Veriftoetice Peer Pgln o proceed Field Description Employee ID A6 Enter the ID of the employee whose record you want to add change or delete If you enter an existing ID the employees name appears If you try to add an employee in the PAEGxxx LYx last year Employee General Information file the PAEGxxx current year Employee General Information file is not updated The following message appears Warning Adding employees in last year files will not update current year files If you need to add the employee for W 2 reporting press Enter and then enter the employee information 11 4 Payroll User s Manual File Maintenance Employees Field Description To delete an employee record use the Delete F3 command Both the employee s record and the employee s history record are deleted If values greater than zero are in the employee s history record the following message appears You cannot delete an employee with existing history Records of terminated employees are automatically deleted from current year files during year end processing Copy From A6 This field appears only if you are adding an employee record on the Employee General Information screen You can save time by copying salary and tax information from another employee s record Do You Want T
41. App hll Calgulace 0550 FEEL Page OEE PEISTE check Field Employee A6 Gross Pay Payroll User s Manual Description Enter the ID of the employee the check is for To change or delete an unposted manual check enter the employee ID then press Enter to display the first check in the file or enter an employee ID to display a different check If the check that appears is not the one you want use the Abandon F5 command to go to the Employee field and enter a different employee ID If you entered two checks for the employee the Employee field changes to Sequence use the Inquiry F2 command to select the check you want to change When the check appears you can use the Delete F3 command twice to delete the check The employee s gross pay for the check is displayed 6 13 Manual Checks Payday Work 6 14 Field Description Pieces N6 If applicable enter the number of pieces the employee is being paid for Pieces which are used for management information and job control are not posted to Job Cost Check No N6 If you are entering the check after it was issued enter the number of the check you issued to the employee If you do not enter a check number check numbers are assigned automatically when you print checks Weeks Worked 6 2 Enter the number of weeks the employee worked Use the Proceed PgDn command to go to the earning code scroll region Enter edit Append Calculate check Next pag
42. Builders Supply Formulas List Description Detail Minnesota State Unemployment Ins Not on File TABLE2 1 1 RETVAL TABLE2 1 2 RETVAL AXEARN YTDEARNINGS IF LI0O02 gt LIO03 TH LI003 EL L1002 LIOO4 L1001 100 LI005 YTDWITHHOLDINGS IF LIOO6 gt TAXEARN TH TAXEARN EL L1006 F LI007 lt 0 TH 0 EL LI007 Minnesota State Withholding Not on File ABLE 99999999 99 2 RETVAL L1I001 EXEMPTIONS F FIXEDEARN gt 0 TH FIXEDEARN FIXEDPCT 100 AXEARN FIXEDEARN LI004 PAYPERIODS LI002 F LI005 lt 0 TH 0 EL LI005 ABLE L1006 1 RETVAL TABLE L1006 2 RETVAL ABLE L1006 3 RETVAL L1009 LI006 L1007 100 LI010 L1I008 PAYPERIODS LI011 LI003 EXTRAWH F FIXEDWH gt 0 TH FIXEDWH EL LI012 Builders Supply Formulas List Description Detail Factor 1 Factor 4 Factor 1 12 27 Factor 2 Factor 5 Factor 3 Factor 6 Factor 2 Factor 3 Payroll User s Manual Payroll Information List Use the Payroll Information List to review state unemployment report setup company addresses employer bank information and degree descriptions set up through the Payroll Information function and stored in the PAINxxx Payroll Information file Payroll Information List Screen Select Payroll Information List from the Master File Lists menu The function screen appears ETA 1 Earp Edt Bin Hep Paycoll Information List Set Up Jaca Mammplopmant Reporta Lompaby RPE Em
43. CR GL Account in GL Expense Acctin GL Expense Acct in PAECxxx file PAWIxxx file PADDxxx file Payroll User s Manual 9 7 Post Expense to GL Periodic Processing Before You Post If you have a multiuser system make sure that no one else is using the Payroll system Other users cannot access the PADPxxx file in Payroll and if Payroll is interfaced with General Ledger other users cannot access the GLJRxxx file while you are posting Back up your data files Power surges or equipment failures can result in the loss of information Be sure that you have a copy of the Department Report Post Expense to GL Screen Select Post Expense to GL from the Periodic Processing menu The function screen appears esas 1m Gaia Ei Bet bel Port Exper to k Rave poz hacked up your dara files TE Foac to Per d Cr Port To 1 Cure Fiscal Tear Last Fipos Tear Post to General Ledger Tr l Summary Detail F cintaz p R avis Fiile Mina 1 Enter Y or N to indicate whether or not you have backed up your data files 9 8 Payroll User s Manual Periodic Processing Post Expense to GL 2 Enter the GL period you want to post expenses to 1 13 3 If last year GL files exist select the fiscal year you want to post to 4 Select the amount of information you want to post to General Ledger summary or detail 5 Select the output device for the posting log A sample posting log is at the end of this section After
44. Cd No of Columns 2 Column Length 12 Type N GROUP CODE HOURS PERIOD 173 80 40 173 86 80 40 200 100 Ls 2 3 4 5 6 7 8 9 Table ID GLDEP Description General Ledger Default Department Accts No of Columns 2 Column Length 12 Type A GL Acct Table ID VACXX Description Vacation Pay Accruals Table No of Columns 4 Column Length 12 Type A UP TO YEAR HRS HRS WKD MAX HOURS MIN ACCRUAL 10 016 13 3334 End of Report Payroll User s Manual 12 41 System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed A bank account is required You must enter a bank account ID if Payroll is interfaced with Bank Reconciliation Access to File Maintenance denied Your access code is not set up to use the Maintenance F6 command in this field You must be set up to access the File Maintenance function associated with this field Bank account ID xxxxxx not found The bank account ID you entered if Payroll is interfaced with Bank Reconciliation is not on file Enter a different ID or use the Inquiry F2 command to look up and select the ID from the list that appears Basic Error nn LINE nnn Program xxxxx A serious error has occurred Write down the information that is displayed and get help from a support technician Cannot define file The
45. Code SSLGGEE hecenber GTA 4 TiPs POi 000 ggg 000 good 000 Fo O00 000 000 200 Don BEO ooo noo ooo Sad ooo are Ott 000 D00 000 000 Vk 2 500 000 000 200 5 300 Fazit aunta Code rra E Horw henner GTR 4 TTE Pol TWD 00 Do DO 750 00 7320 00 Fo 133 82 00 00 113 82 113 82 REG ETA 00 Oo oo 872 00 esmis 00 JIC Oo 00 DO 00 OO MA 262 00 DD 00 262 00 262 00 Grom Fay Het Far Tah ksnuncs Enter sd Appand Mast pepe Previous page Total groaa amid ost pay Deletes Lire Changu gquectec Quacter tatal Tab Amounts Enter edit Append Next page Previous page Total gross and net pay Delete Line Change quarter Quarter totals 11 32 Payroll User s Manual File Maintenance Employee History To move the prompt gt between the Earning Hours and Earning Amounts portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Line items in both the Earning Hours and Earning Amounts portions of the screen are identified by earning codes A3 which are set up in the Earning Codes function page 10 9 When you add or edit earning hours information you can enter hours for three months The field masks in the Earning Hours portion of the screen are user defined for more information see the Resource Manager User s Manual The quarter totals and year to date totals are updated by the sum of the values you enter for t
46. Erplopee Tama Dedoccion to Homa ce Worked Department 3 HEE Option Poe of 0311 Entet toggles Weite Enter toggle Write To toggle an option for example between YES and NO press Enter When you are finished selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu Payroll User s Manual Setup Setup Functions 1 Toggle to YES or NO to indicate whether or not you want to interface Payroll with General Ledger Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of Ys and Ns 2 Toggle to YES or NO to indicate whether or not you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history 3 Toggle to YES or NO to indicate whether or not you want to save check history You cannot produce the Check History Register or the 941 Worksheet unless you save check history 4 Toggle to YES or NO to indicate whether or note you want voided checks to be posted to the PAHCxxx Check History file These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function 5 Toggle to YES or NO to indicate whether or not you want voided checks to be posted to Bank R
47. FICA Tips Adv EIC Payment Uncol OASDI Uncol Medicare 11 30 Description The non 457 Plan amount is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the employee s earnings that were subject to FICA withholding each month Enter the amount the employee received in advance EIC payments each month Uncollected OASDI is the OASDI withholdings that were not collected from an employee For example if an employee receives tips and the OASDI contribution on those tips would reduce the employee s paycheck to a negative value OASDI is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate and print checks the amount of uncollected OASDI will be deducted from the employee s check Enter the OASDI withholdings that were not collected from the employee each month Uncollected Medicare is the Medicare advance EIC payments each month Enter the Medicare withholdings that were not collected from the employee each quarter Payroll User s Manual File Maintenance Employee History Quarter totals When you press Q in the Month Totals window to view quarter totals the Quarter Totals window appears 0505 VO Fem 1 of 4 Employee Eizcellaneour istry Employes TI A surne Linda E Oth i am i OTK 3 UTR 4 i Houra Norke oo ae ts a Ta ai
48. GL Period column If you try to delete a department record that has balances an error message appears 11 52 Payroll User s Manual File Maintenance Departments Field Description Copy From A6 This field appears if you entered an ID in the previous field that is not on file Enter the ID of the department or division record you want to copy or press Enter to skip this field Name A20 Enter a department or division name If you enter a division name approve the entry PgDn Then enter the ID of another department or division you want to work with or exit to the File Maintenance menu Use the Proceed PgDn command to move from the header region of the screen to the line item scroll region Line item scroll region General ledger period to date balances are amounts accumulated since the last time you posted expenses to General Ledger Quarter and year to date balances are amounts accumulated since the last time you did quarter and year end maintenance The mask for these fields is defined in Resource Manager for more information see the Resource Manager User s Manual The GL Period Quarter and Year fields accumulate numbers posted to the department from time tickets Enter Edit Append Goto Delete department To edit a line item press Enter Then see Editing a line item below To add a line item press A Then see Appending a line item below To go to a particular line item press G and then enter the line
49. Geek Yorkad O0 00 a 13 00 MES Tader Limit 00 ap Eu oo Paid Noanch KWH FEN Mur THN Allccated Tips 00 00 aaa 00 Look Tae Luto 200 op On DO Cost at GTLE 00 Qu a 00 Cort of POE 00 00 aa D 457 Flan 00 Au Aaa DO Hor 457 Flaw 00 Ca Kal ifn FICA Tipe 00 00 a 00 ht ECC Payment DO cr Aaa DD Une ki g ca a DO Unz Hedicara 00 00 ma Do Waxt page Feaih totala Next page Month totals To move to the next screen you selected to work with press N To view the month totals and quarter to date totals side by side press M Then see Month totals above The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months For a description of the fields in this window see Editing a line item above Payroll User s Manual 11 31 Employee History File Maintenance Employee Earnings History Screen Use the Employee Earnings History screen to add or edit earnings information for your employees The Employee Earnings History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The earnings history information on both screens is updated when you post checks Month totals When you enter the Employee Earnings History screen the Month Totals window appears 0645 1000 Fem 22d np loys Encoizga Hirtocy Exp lopet Li BUUM BMENE LLAOA Esening Hours
50. Identification Number 9 37 Employer s Liability Report function 6 53 sample 6 55 Employer s Tax Guide 11 29 Employer s Tax Report function 6 49 sample 6 51 employer paid withholdings 3 15 Employment Anniversary Report function 8 11 sample 8 13 End inquiry command 1 42 report command 1 44 scroll region command 1 45 Enter inquiry command 1 43 manual checks 3 24 3 26 6 11 scroll region command 1 45 EOA 3 16 10 26 Equal Employment Opportunity classification 11 7 Esc Command help 1 23 1 39 inquiry command 1 43 excluding deductions 3 15 from deferred compensation 11 36 from withholdings 11 36 earning codes 3 15 10 10 from deductions 10 19 employee from withholdings 11 18 exemptions 3 21 11 18 11 20 11 21 exit from inquiry window 1 43 from report to menu 1 44 from screen or window 1 23 1 40 F F1 function key 1 23 1 28 1 39 F2 function key 1 39 Payroll User s Manual F3 function key 1 39 scroll region command 1 45 F4 function key 1 23 1 39 FS function key 1 39 F6 function key 1 40 F7 inquiry command 1 43 report command 1 44 F8 function key 1 40 Factor Entry window 11 16 factors 4 6 entry 11 16 for a deduction 11 13 federal tax amount information 11 38 tax authority codes 10 6 11 39 tax earnings 11 38 tax information 4 7 tax tables 11 89 withholding 3 13 3 15 3 16 10 5 11 17 11 18 11 89 preset 3 15 Federal Employer Identification Nu
51. Information Screen Two Use the second Personnel Information screen to record and maintain miscellaneous information for each employee The fields on this screen are user defined the field names are taken from the USRDDxxx table page 3 73 11 22 Payroll User s Manual File Maintenance Employees When you save your entries PgDn the Employees screen appears USAS VDE Gating Dat fet en Fazaonmm l Intcomation Two Esploree LD Boa BMIFHE LLAOA CS LE Base Pate 05 A Loe se bate Ur leer bare DG Dar Data 08 ee bate 10 r NMeritiostioe Peer lt Pgln gt o proeceed At this point you should roll up leave balances if you elected to include vacation sick hours for accrual calculation in the Resource Manager Options and Interfaces function Payroll User s Manual 11 23 Employee History Use the Employee History function to enter historical information about employees The type of information you enter depends on the method you use to set up initial balances page 10 5 After your system is set up use the Employee History function to enter values for fields that are not calculated by the system Allocated Tips 100 Use Auto Cost of GTLI and so on You should not use this function to change earnings or withholding information Instead use the Manual Checks function page 6 9 to enter adjustments so that you will have an audit trail of the changes Employee History Screen Select Employe
52. Locality A2 This field appears only if you are editing earnings transactions Press Enter if you want to use the displayed locality or enter a different locality If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Date Press Enter to accept the date that is displayed for the transaction or enter a different date Dept A6 The department ID determines the distribution of expenses Payroll User s Manual in General Ledger It also indicates where the hours amount and pieces will be distributed for accumulation in the PADPxxx Department file Salary expense for salaried employees is automatically distributed to their departments If you want to distribute expenses to different departments you must enter multiple payroll transactions for the employee 5 7 Payroll Transactions Daily Work 5 8 Field Job A6 Phase A6 Cost Code N3 Class A3 Sequence No A3 Description Press Enter to accept the displayed department or enter a different department ID Enter the ID of the job you want the time and amount on the time ticket charged to The Inquiry F2 command is available if Payroll is interfaced with Job Cost The description appears at the bottom of the screen for verification If Payroll is interfaced with Job Cost and you want to charge the hours amount and pieces on a time ticket to a particular job or phase enter the job ID and if applicabl
53. Manual Index P PASOCNVT table purpose of 2 6 screen 2 6 set up before conversion 2 6 updating 2 6 PACDxxx file 1 10 1 14 6 3 9 51 PACExxx file 1 10 1 14 6 3 9 51 PACHxxx file 1 10 1 14 6 3 6 9 6 33 6 34 6 63 9 3 9 51 B 3 PACO file 1 8 3 7 10 5 12 21 PACTLxxx table 3 13 3 14 6 63 9 51 11 73 11 80 PACWxxx file 1 11 1 14 6 3 9 51 PADDxxx file 1 8 3 7 9 51 10 17 PADExxx file 1 8 1 14 9 51 12 3 12 15 PADPxxx file 1 9 1 12 1 13 1 15 3 7 5 25 5 26 9 3 9 7 9 8 9 51 11 51 PADXxxx file 1 9 9 51 10 17 PAECxxx file 1 9 3 7 9 51 10 9 12 13 PAEDxxx file 1 11 1 13 1 15 3 8 4 13 6 63 7 3 9 31 9 51 12 3 PAEExxx file 1 11 1 13 1 15 3 8 4 13 6 63 7 3 7 7 9 11 9 15 9 19 9 31 9 51 12 3 PAEGxxx file 1 7 1 13 1 14 1 15 3 7 4 3 4 13 6 63 7 3 7 7 7 11 7 23 8 3 8 7 8 11 8 15 8 19 9 11 9 15 9 19 9 31 9 32 9 34 9 38 9 45 9 51 12 3 12 7 PAEM xxx file 1 11 1 13 1 14 1 15 3 8 4 13 6 63 9 15 9 31 9 32 9 51 12 3 PAEPxxx file 1 8 1 15 3 7 4 11 8 3 8 7 8 11 8 15 8 19 9 51 PAESxxx file 1 8 1 13 1 14 9 51 12 3 PAETxxx file 1 9 3 7 9 51 10 13 PAEWxxx file 1 11 1 13 1 14 1 15 3 8 4 13 6 63 9 11 9 15 9 19 9 31 9 51 12 3 PAEXxxx file 1 9 9 51 PAFMHDR file 1 9 3 7 11 91 PAFMLIN file 1 9 3 7 11 91 PAHCxxx file 1 11 1 13 1 14 1 15 6 33 6 63 7 15 7 23 9 27 PAHDxxx file
54. OWN 3 14 PACTLxxx 3 13 3 14 11 73 11 80 printing 11 87 setting up 3 7 3 13 SICcexxx 3 13 3 14 TCALCxxx 3 13 3 14 11 73 11 83 USRDDxxx 3 13 3 14 11 73 11 84 USRDExxx 3 13 3 14 11 73 11 85 VACccxxx 3 13 3 14 11 73 11 86 Tables List function 12 39 producing for other applications 12 39 sample 12 41 Tax Authorities List function 12 21 sample 12 23 Tax Authority Setup 3 7 3 15 3 16 function 10 5 screen 10 6 Tax Information Inquiry function 4 7 tax routines installing 2 3 Tax Tables EIC 3 13 11 89 federal 11 89 federal withholding 3 13 FEDM 3 13 11 89 FEDS 3 13 11 89 FICA 3 13 11 89 function 11 89 FUTAxxx 3 13 3 14 11 89 local withholding 3 13 LTXssllm 3 13 3 15 11 90 setting up 3 7 3 13 SOTss 3 13 3 14 11 90 state 11 90 state withholding 3 13 STSss 3 14 11 90 STXssm 3 14 11 90 SUTssxxx 3 14 11 90 Payroll User s Manual W2CODE 3 14 11 89 W2CODE2 3 14 11 89 TCALCxxx table 3 13 3 14 5 15 11 73 11 83 terminal parameter 1 19 terminal specific table 11 74 terminated employees 11 3 11 5 11 7 third party sick pay 9 31 time card calculator 3 12 5 12 11 83 B 3 Time Card Entry 5 13 Time Ticket Journal function 5 17 sample 5 18 time tickets 3 12 3 18 5 17 5 25 11 51 for salaried employees B 3 record of 7 11 reentering 6 33 reversing incorrect 5 4 tips 9 16 10 11 10 13 10 14 11 29 FICA 11 30 toggle between halves of reports
55. Page Did Snook Flan TEA alt Sick Pay Gettin 001 sf 011 Pay Code 001 sf 011 Entaz toggle All Mora Goto Te Encoizmg Codez Formale Field Description Tax Authority Enter F to work with federal withholdings S to work with state withholdings or L to work with local withholdings Payroll User s Manual 10 25 Withholdings Codes Maintenance Field Description State Code A2 This field is active only if you entered S or L in the Tax Authority field The state code must be defined in the Tax Authority Setup function page 3 5 before you set up the state locality withholding Enter the code for the state tax authority If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Local Code A2 This field is active only if you entered L in the Tax Authority field Local codes must be defined in the Tax Authority Setup function before you set up the state locality withholding Enter the code for the local tax authority In employee records code 00 means that there is no local tax If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Tax Code A3 Enter one of the taxation codes displayed at the bottom of the screen The kind of tax code you can enter depends on whether you are working with the federal state or local tax authority These codes are reserved by the system and should not be modified in the Tax Authority Setup func
56. Payroll User s Manual Accrual Adjustments Use the Accrual Adjustments function to adjust sick and vacation time calculated through the Calculate Checks or Manual Checks function You can correct accrual errors or add to accrual for a bonus Accrual Adjustments Screen Select Accrual Adjustments from the Payday Work menu The function screen appears SAS VOU Taig a fee bjp r iccoual kMjwmtrents Eepicpes Th OTL Last Fara Bourse Ficat Wome Lins Middis Initial C Tapsrion ick CutceolL Pay Perisd Kein ooo 000 Tas File Anintenanos to Editi Mora kzerusd Taaer 65 Tears 200 000 Fours Taken Temo Lo Dato foo 000 Hours Taken This Period 000 000 Fre Fart Aemsaizsing kura 112 300 6 000 feccusl Code Y XX r Varificaticm Poess Pgln gt to proceed 1 Enter the ID of the employee whose accrual record you want to change The employee s name appears 2 Edit the vacation and sick accrual adjustments for the employee Payroll User s Manual 6 25 Accrual Adjustments Payday Work 6 26 The pay period to date and year to date hours accrued and hours taken totals are displayed in the lower part of the screen To edit vacation and sick accruals use the Leave Adjustments function The employee s remaining vacation and sick totals before posting are displayed When you save your entries PgDn the cursor returns to the Employee ID field Enter the next employee you want to enter accrual adjust
57. Payroll system cannot create the work file it needs for magnetic media production Make sure that enough disk space is available and that the directory you specified exists If the problem persists get help from a support technician Payroll User s Manual A 1 System Messages References Cannot delete during inquiry The functions on the Employee Inquiry menu are read only To delete employee records you must have access to the appropriate File Maintenance functions Cannot delete employee with history Before you can delete an employee record that has quarter to date and or year to date balances in reported earnings or tax withholdings you must change the balances to zero through the Employees function page 11 3 Print W 2s for the employee before you delete the record Records of terminated employees are deleted automatically during year end processing Cannot find last year files for this company You must run the year end maintenance function There are no last year data files for the company Press Enter to return to the Main menu Then do periodic maintenance page 9 51 Cannot find table name table Cannot find table name tax table The system cannot find the table shown in this message Use the Tables page 11 73 or the Tax Tables page 11 89 function to set up the tables Check has already been voided from Bank Reconciliation Cannot void If you have not posted you can remove the voided check from Ba
58. Pert bjp r Formilaz Liat Priar MitgsoLldi Formales TEB Print ducci n Formula Fick Formala TE from FEH 507 8TH Fiok Formula TE Foros FEN__3T RTH Taru PINSEN ETH Thru FEM Se AT Print derail Focmalas YES Page Bccak afier sach Formula HT Srersen ii od EFt istet p F evier F ila 1 Enter Y or N to indicate whether or not you want to print withholding formulas 2 Ifyou entered Y in the Print Withholding Formulas field enter the range of withholding formulas you want in the list A12 Payroll User s Manual 12 25 Formulas List Master File Lists Enter Y or N to indicate whether or not you want to print deduction formulas 2 If you entered Y in the Print Deduction Formulas field enter the range of deduction formulas you want in the list A12 3 Enter Y or N to indicate whether or not you want to print detail formulas 4 Select the output device 5 Enter Y or N to indicate whether or not you want each formula to begin on a new page A sample Formulas List is at the end of this section After the list is produced the Master File Lists menu appears 12 26 Payroll User s Manual Formulas List Master File Lists Formulas List 08 24 1999 3 43 PM Formula 1D Line No Type PMN__SUI RIN 001 002 003 004 005 006 007 008 PMN__SWH 001 002 003 004 005 006 007 008 009 010 011 012 013 08 24 1999 3 43 PM Formula ID Line No Type
59. References To void a calculated check you must post checks page 6 63 Then use the Void Checks function to void it or enter negative time tickets in the Calculate Checks function page 6 3 and recalculate checks You cannot delete a calculated check because those earnings have already been posted to the departments Can I void a check from a previous version of Payroll No because this version of Payroll contains additional information that previous versions of Payroll did not have What happens if I delete or void a separate bonus check for an employee Is the other check recalculated The other check is not recalculated but you can use the Calculate Checks function page 6 3 or the Manual Checks function page 6 9 to recalculate the deductions and withholdings on the check Periodic Processing How do I print periodic quarterly reports for previous quarters On the report function screen enter the quarter number for the report you want to produce the report for Why aren t federal withholdings printing on my W 2s If you have multistate employees or if you have additional deferred compensation or local withholdings that will not fit on one W 2 form a second W 2 form might be printed Federal guidelines specify that the federal earnings information be printed on only one W 2 form B 4 Payroll User s Manual About Formulas C The Payroll system uses formulas to calculate deductions and withholdings based
60. Supply 2 50 PM Earning Codes List By Earning Code Earn Code Description Include in Net Fixed WH Earn Type GL Account Multiplier Add to Base 202000 202000 202000 202000 202000 202000 202000 202000 202000 202000 202000 Double Time Overtime Pay Bonus Travel Exp Cash Value Commissions Rpt Tips Regular Pay Salaried Wage SIC Sick Pay VAC Vacation Pay sn www HZ ml EOO End of Report Payroll User s Manual 12 14 Deductions List The Deductions List shows the earning codes and descriptions stored in the PADExxx Employee Deductions file You set up deductions in the Deductions function Use the list as a reference or to check your entries Deductions List Screen Select Deductions List from the Master File Lists menu The function screen appears osas Estrge Edi Emi Hol Dedw tions Liet CRUG Vice Pjcinter pjAjaviss Piile coma a aa 1 Enter the range of deductions you want in the list A3 2 Select the item by which you want to organize the list 3 Select the items you want in the list 4 Select the output device A sample Deductions List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 15 Master File Lists Deductions List Deductions List 08 24 1999 2 36 PM Description Medical Ins Dental Ins United Way Credit Union Dues 401K IRA Plan Parking Cash Advance Stock Plan Un
61. The following pages describe how you use each of these types of menus Payroll User s Manual 1 19 Conventions Introduction Favorites Menu The Favorites menu operates in the text based format as well as in the graphical formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you have application entries in Transactions Accounts Payable Transfer Journals Inventory and Edit Transactions General Ledger rather than enabling each application menu by menu you could set up a Favorites Menu where with one press of the enter key or a click on the button your application would be open for work Favorites Menu Graphical Style For Favorites Menu set up information see page 1 35 1 20 Payroll User s Manual Text Menu The Text menu can be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu 0545 TA AE Gato Ei Emi Heip SERLE DATA PETH Oe 0 La Compeng E Beilders Supply 10 12 LN rm Rain Mera r Resource Haaager A Fockriaiien Configuration Colors Fa yboanrd bey Loss leisure TOO OF EN SITE Ej dccommting Softwares ii When you select an application the application
62. Totals window press the Tab key To move to the next screen you selected to work with press N To return to the previous screen you selected press P To go to a particular line item press G and then enter the earning code or use the Inquiry F2 command to select the earning code This command appears only if there is more than one screen of items To view the month totals and quarter to date totals side by side press M Then see Month totals above Payroll User s Manual File Maintenance Employee History The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee Deductions History Screen Use the Employee Deductions History screen to add or edit deductions information for your employees The Employee Deductions History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The deduction amounts displayed on both the monthly and quarterly screens are updated when you post checks Month totals When you enter the Employee Deductions History screen the Month Totals window appears E SAS Diii Gara DE f bein m Fam 2 of i Enp loysa Encoizga History Explopee Li EL BOF RE Linda Esening Hours Code OS TODE E Hiei E become rt GTA 4 TIE geod 000 000 000 000 000 Fo 000 000 000 200 Don BEQ ooo ooo ooo 200 ooo are 000 OOo O00 000 000 Ua 2 300 000 000
63. User s Manual 6 19 Manual Checks Payday Work To edit a withholding or an employer liability press Enter To add a withholding or a liability press A Then see Editing and adding withholding and employer liability below When you edit a withholding or an employer liability you can change only the amounts To go to the previous page press P To go to the next check press N To delete the check press D Pressing F7 does not delete a new manual check Editing and adding withholding and employer liability Field Description Type Press Enter to accept the displayed withholding type or enter the type of withholding federal state or local State Press Enter to accept the displayed state code or enter a different state code Locality If the withholding is a local type enter the locality code Code Press Enter to accept the displayed withholding code or enter a different withholding code Description The description of the withholding is displayed Amount Enter or edit the amount of the withholding If you add or change any employee deductions recalculate the check When you have finished entering checks exit to the Payday Work menu The information is automatically saved 6 20 Payroll User s Manual Edit Register The Edit Register shows the earnings and deductions for the checks you calculated Before you print the checks produce the Edit Register to check the wages earned by hourly and salaried employees a
64. User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Allows certain functions to be set up Works only in certain applications The application s user s manual will describe the function if necessary Allows you to add to and delete from your Favorites menu 1 23 Text Menu Introduction Key Operation Shift FS Switch between text and graphical menu styles without going Change menu style into Defaults Shift F2 Displays information about the applications you have Application Info installed PgUp Move back one menu level Start over Tab Move back to the Main menu Jump Enter Select a menu or function from a menu Up Arrow Move the cursor up or down through the menu selections Down Arrow Ctrl G Tf the bell is turned on it sounds at an error or when you must Bell on off verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back on use this command again 1 24 Payroll User s Manual Graphical Style Menus There are two types of graphical style menus to choose from The standard Graphical menu features application buttons that resemble many Windows functions The Start Main menu is named because of its functional resemblance to the Start menu in Windows 95 and Windows NT Featuring graphical displa
65. User Defined Dates User Date User Date User Date User Date User Date Emergency Contact Work Phone Home Phone Relation Degree Major Jim Bourne 612 567 3319 612 555 1212 Husband Bonus Information 08 15 1994 Reason 457 Plan Distributions Nonqualified Plan Distrib FICA Tips Advanced EIC Payments Uncollected OASDI Uncollected Medicare Tips Deemed Wages DEDUCTIONS Medical Ins Dental Ins Dues End of Report 12 5 Payroll User s Manual Employee Labels Use the Employee Labels function to print mailing labels for checks notices newsletters and so forth or to print the names and addresses of employees in a reference list Information printed on labels comes from the PAEGxxx Employee General Information file Employee Labels Screen Select Employee Labels from the Master File Lists menu The function screen appears FAS DNA Galia Eat fet ie Enployen Labels Fick Eeployes ID From B lach Thru STOOL rink 1 ALL Emp loas 3 Curr Esplogeee 1 Label Type 1 Standard 13 18 x I 1f2 Stardacd 1 7 19 23 12 i ire Labels Aligned Cuipot dewice Ficintea p R arios hate rind 1 Enter the range of employees you want to produce labels for A6 2 Select the information you want the labels to include all employees or current employees 3 Select the label size The larger label size includes the third address line Payroll User s Manual 12 7 Em
66. W 2 Forms Periodic Processing When you save your changes PgDn the 3W screen appears F SAS Pini Sting Lar Pn bjp r Edit Izter File Bess Gequesce Idencifier JU Hams Linds C Teor 1234357257 Jnncoal Redicare lepra A A a Asdicaca Enpioyss Tax Mitiiald oo 7812 r NMerifiostiom Peer Pgln gt o proceed The 3W screen shows the annual Medicare wages and the Medicare employee tax withheld The numbers on this screen have an implied decimal point When you save your changes PgDn the next employee s 1W screen appears Each employee record appears in sequence you must go through the entire file and approve all the records to complete the process When you have finished editing W 2s the W 2 Forms screen appears see earlier in this section From there you can edit the entire file again or proceed with ouputting the edited file to magnetic media 9 42 Payroll User s Manual Periodic Processing W 2 Forms Final output screen Depending on your operating system DOS or UNIX the final output screen you see may differ slightly MESA To r Cutpot MW 2 Foca to Beagnetic Arda Inserte a blank EE GEMALEN JISEELLE in Ele GUELpul dels Prim udit TEH Out pat Drive ID At r Verifications Pome lt Pgin gt o proceed z 1 If you use a DOS system insert a blank DOS formatted diskette in the diskette drive The diskette cannot have a label Use a 5 25 inch diskette in one
67. active only if you entered a state withholding tax in the Tax Code field Enter the minimum number of hours an employee can work to qualify for one week of work or enter 00 if the state has no minimum If an employee works less than the minimum number of hours you enter here the Weeks Under Limit field in the employee s history record is updated 10 27 Withholdings Codes Maintenance When you save the entries PgDn the cursor moves to the scroll region Enter toggle All None Goto Tab Formula To change the exclusion status of a deduction or an earning code press Enter The status alternates between YES and NO To exclude all deductions or earning codes press A To exclude no deductions or earning codes press N To go to a particular line item press G and then enter the deduction or earning code or use the Inquiry F2 command to select the deduction or earning code This command appears only if there is more than one screen of items To move between the deductions and earning codes scroll regions press the Tab key To edit the withholding formula for the withholding you are working with press F The Formula Maintenance screen appears For information about formulas see page 11 91 and appendix C Your changes are automatically saved as you make them When you are finished in the scroll region use the Abandon F5 command to return to the Tax Authority field and enter another tax authority to work with
68. did not elect to save history in the Resource Manager Options and Interfaces function Use the Options and Interfaces function to elect to save transaction history Unable to create sort file You may not have permission set up on your network A 6 Payroll User s Manual References System Messages Unable to find original transactions in transaction history Transactions will not be re created in Transaction file If the original transactions are not found in the PATHxxx Transaction History file on a calculated check transactions will not be re created User defined field record USRDD not found in PATB file User defined field record USRDF not found in PATB file These user defined files must be set up in the Tables function page 11 73 Warning GLDEPx table was not found in PATB New department entries needing GL accounts will not have GL accounts You must build this table in the Tables function See page 11 73 for information about the GLDEPxxx table W2CODE was not found in PATB You must set up this table in the Tables function page 11 73 before you print W 2s Year end processing not valid in quarters 1 3 You can use the Year End Maintenance function only if the current quarter in the PACTLxxx table is 4 You must set up codes for federal withholdings first You must set up federal withholdings codes in the Tax Authority Setup function page 10 5 You must set up TCALCx table before
69. factors can be overridden for deductions on the Employees Salary Information screen page 11 3 or for withholdings on the Employees Tax Information screen page 11 89 Formula lines Each line of a formula sets the value of a variable LInnn nnn is the line number Lines are calculated in sequential order line LIOO1 is calculated before LI002 and so on You can use the results of previous lines with other variables in later formula lines The result of the entire formula is the result of the last line you defined Operations Formulas are calculated line by line Calculations in a line proceed according to the standard order of mathematical operations numbers are multiplied then divided then added and finally subtracted Below is a table of the valid operations and the order in which they are performed 1 performed first 5 performed last Operator Priority Description 1 Negative Sign 2 2 Exponentiation E 3 Multiplication Payroll User s Manual References About Formulas Operator Priority Description 3 Division 4 Addition 4 Subtraction 5 Equal to lt gt 5 Not equal to gt 5 Greater than lt 5 Less than gt 5 Greater than or Equal to lt 5 Less than or Equal to Calculations are performed in the order listed in the table above from left to right To change the calculation order use parentheses to group parts of the formula together Calculation is done from the innermost set of paren
70. information entered into the Payroll tables through the Tables functionand stored in the PATBxxx file Tables List Screen Select Tables List from the Master File Lists menu The function screen appears gara Cot Poe lp Tables Liat Applicatica From FA Ihru Fa Jable IP Foo Abami Thru VACHE press Blank Lines TEA Pays Boom Pee Table FES CPhcintec p F evier Fedde 5 crema Bisa The default in the Application From Thru fields is PA You cannot produce a Tables List for other applications from this function in Payroll To produce a Tables List for another application refer to the appropriate user s manual or see the Resource Manager User s Manual 1 Enter the range of tables you want in the list A8 Payroll User s Manual 12 39 Tables List Master File Lists 2 Enter Y or N to indicate whether or not you want blank lines to be printed in the list 3 Enter Y or N to indicate whether or not you want to print each table on a separate page 4 Select the output device A sample Tables List is at the end of this section After the list is produced the Master File Lists menu appears 12 40 Payroll User s Manual Master File Lists Tables List Tables List 08 25 1999 Builders Supply 7 05 AM Tables List Payroll Table ID ADJMN Description Adjust to Minimum Wage Earning Code No of Columns 1 Column Length 12 Type A Adjust Code Table ID FREQH Description Frequency of Hours Pay Period Group
71. information in the report Payroll User s Manual 6 37 Check Register Payday Work 2 Select the detail earnings withholdings and deductions information for all checks in the PACHxxx file or the summary form earnings withholdings and deductions involved in the checks for the register 3 Select the output device A sample Check Register is at the end of this section After the register is produced the Payday Work menu appears 6 38 Payroll User s Manual Check Register Payday Work Check Register 08 15 1999 Group Code 6 45 AM Period Employee Soc Sec No Bourne Linda C BOU001 459 30 1099 Gross Wages 7500 00 Net Pay 4698 00 Check Number 0001055 Gerard Timothy G GER001 468 22 4819 Gross Wages 5550 00 Net Pay 4139 00 Check Number 0001057 Earnings Withholdings Deductions Descriptions Earnings Gross Wages Net Pay REG Regular Pay SAL Salaried Wage TOTALS Employee Totals Employer Totals Builders Supply Check Register Pay Check Date 12 31 1999 For Pay Period Ending 12 31 1999 Earnings Withholdings Salary or Hours Type Code Description Total Withholdings Total Emplr With 1488 65 173 5550 00 Total Withholdings 1221 73 Total Emplr With 1339 47 Incl Net 23354 00 15733 00 304 00 23050 00 23354 00 6729 76 5364 04 Total Deductions Total Emplr Ded Total Deductions Total Emplr Ded 189 09 00 Deductions 001 Medical Ins 002 Dental Ins 003 Un
72. item number or use the Inquiry F2 command to select the line item number This command appears only if there is more than one screen of items Payroll User s Manual 11 53 Departments File Maintenance To delete a department press D You cannot delete a department or an account in a department if it has a general ledger balance Editing a line item When you press Enter on the command bar to edit a line item the line item is activated Field Description GL Account A12 Enter the general ledger account number associated with this line item The Inquiry F2 command is available if Payroll is interfaced with General Ledger GL Period Enter the amount accumulated since you posted expenses to General Ledger Quarter Enter the quarter to date amount for the line item Year Enter the year to date amount for the line item Your changes are saved as you enter them Use the Abandon F5 command to return to the Department ID field or exit to the File Maintenance menu 11 54 Payroll User s Manual File Maintenance Departments Appending a line item When you press A on the command bar a window appears FAS TOMA Gain Eat foe tjip TapactimatE Departeent 15 Lu Hae NARTECHSE SL ACUDA SL Period aE DEE Tear imertine Far 550000 114 35 a ELA 35 Bonu 50000 00 50 47 20 arel Erp kabel Pepeartmeal Enleles cu Cash Valus Tre beat ion 00 Comm a or Bithholdicsg Type H A 00 npe Tips SALE Caie H
73. keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys Key Fl Key Help F2 Favorites Menu F4 Access Code ES Live Sample swap Operation Displays the list of Icons and Functions keys available to you Displays the Favorites menu Displays the Access Code dialog box Switches between live and sample data Payroll User s Manual Graphical Style Menus Key Operation F6 Displays the current workstation date and allows you to Workstation Date change it F7 Exits from OSAS Exit F9 Allows certain functions to be set up Works only in certain Application Setup applications This application does not use an application setup function F10 Allows you to add to and delete from your Favorites menu Change to Favorites Right click Shift FS Change menu style Shift F2 Application Info Window Title Bar Menus works only with Start style menu Displays the a functions display box Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed When working using the graphical menus you can use the pull down menus and tool buttons graphical icons to access functions without using the function keys While the function keys still work in the graphical menus the menu bar and icons offers you a choice in how you access certain functions Using the
74. left and right halves of a report Payroll User s Manual Introduction Function Commands Key Up Arrow Down Arrow Operation Move a line up and down the screen to line up information when you toggle between halves of a report Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Arrow Up Arrow PgUp PgDn Home End F3 Delete Ins Insert Enter Edit Payroll User s Manual Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt 1 45 Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru f
75. on earnings and or tables You can use variables for numbers such as year to date amounts gross earnings and so on which you can manipulate using operations and functions much like a spreadsheet program You can also look up tax rates and other variable factors in tax tables A summary of valid variables operations and functions is below If you are new to formulas or if you need to review them you will find several examples at the end of this appendix The fields and commands available on the Formula Maintenance screen are described in page 11 91 Summary of Variables Operations and Functions Below is a summary of the variables operations and functions you can use in setting up deductions and withholdings Variables You can use positive or negative numbers constants in formulas You can also use these variables in place of the numbers Variable Description ADJEARN Adjusted earnings for net pay deductions ADJHR Adjusted hours minus exclusions ADJMIN Adjust to minimum wage flag Payroll User s Manual C 1 About Formulas References C 2 Variable ADJSUIEARN ADJSUIWITH DEDEXCL DEDUCTIONTOT EARNEXCL EICCODE EMPFICAWH EXEMPTIONS EXTRAWH FEDWITH FIXEDEARN FIXEDPCT FIXEDWH FWHWITH GRANDTOTEARN GRANDTOTGROSS HOURS LOCALWITH MINWAGE Description Total SUI earnings before the Self Adjust Month changed Total SUI withholdings before the Self Adjust Month changed
76. or enter a different earning code for the time ticket If you use the Maintenance command the Earning Codes function is temporarily called up A description of the code appears If you want to override an employee s scheduled deduction or give a deduction the employee is not scheduled to receive enter the code for the deduction Press Enter if the employee worked the number of hours displayed or enter a different number of hours Press Enter to accept the employee s pay rate that is displayed from the PAEGxxx file or enter a different pay rate for the time ticket The rate will change depending on the earning codes entered and the Multiplier and Add to Base fields for that earning code The amount paid for the time ticket is displayed To change this figure you must change the earning code rate of pay or number of hours worked If the employee did piece work the number of pieces he or she produced is displayed Press Enter to accept it or enter a different number The Payroll system does not use piece information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll is interfaced with Job Cost you can post period year and job to date pieces to the JOBSxxx file When you save the information PgDn the Payroll Transactions screen appears Payroll User s Manual 5 9 Payroll Transactions Daily Work 5 10 Adding a transaction When you press
77. other EIN you used N9 in the Prior EIN field 2 If the transmitter is not a state or local government press Enter to skip the 69 number If the transmitter is a state or local government enter the 69 number assigned by the Social Security Administration N9 3 Enter the name of the employer for example your company s name A50 4 Enter the employer s street address A40 city A25 state A2 and zip code or foreign postal code A 10 5 Enter Y or N to indicate whether or not the address is foreign Payroll User s Manual 9 37 W 2 Forms Periodic Processing 6 The name code indicates how employee s names are stored in the PAEGxxx file Enter S if the employee surnames are before the first names or F if the first names are before the last names 7 Press Enter if your employees do not perform any of the types of jobs below or enter the code for the type of job they perform M Military H Household A Agriculture X Railroad F Federal Q Medicare Qualified Government Employment MQGE R Regular all others 8 Ifthe company reports under the establishment report plan enter the appropriate number A4 9 If the establishment is a state or local government follow these instructions to enter the coverage group and the payroll record unit PRU e Ifyou have neither a coverage group nor a PRU press Enter to skip this field e Ifyou have a PRU but no coverage group enter 0 and then the PRU e Ifyo
78. rate is used to calculate pay for hourly employees calculate amounts allocated to other departments for salaried employees put dollar values on sick and vacation time for salaried employees allocate labor expense to a job if Job Cost is interfaced and calculate overtime amounts for nonexempt salaried employees If you change a salaried or an hourly employee s pay rate the following prompt appears Pay Rate has changed Add change to Pay Change History If you enter Y the Pay Rate Change window appears The date of the change and the old pay rate are displayed You can enter a reason for the change 11 10 Payroll User s Manual File Maintenance Employees Field Override Pay 6 2 Status Sick Accrual Code A2 Vac Accrual Code A2 Sick Hours Remaining Vacation Hours Remaining Payroll User s Manual Description If a salaried employee is supposed to receive pay other than the usual pay usually when employees start or terminate within a pay period enter the amount When you calculate checks the amount is calculated in the next run only After you calculate checks this amount is removed from the employee s record Enter F if the employee works full time or P if the employee works part time Enter the code from the SICccxxx table for the accrual rate of sick hours for the employee Enter the code from the VACccxxx table for the accrual rate of vacation hours for the employee This
79. recurring entry move the cursor gt to the line you want to edit and press Enter Then see Editing a recurring entry below To add a recurring entry press A Then see Adding a recurring entry below To enter a recurring entry for a different employee press E Then enter the employee ID To look at the first employee record on file press F To look at the last employee record on file press L To look at the next employee record on file press N To look at the previous employee record on file press P To look at transaction totals for the employee press T Then see Viewing transaction totals later in this section 11 64 Payroll User s Manual File Maintenance Editing a recurring entry Recurring Entries When you press Enter on the Recurring Entries screen for a recurring entry of type Pay the Edit Recurring Entries Earning window appears SIE einge La Pi biip Employee Th OWO Isurme Linda Depa nt 500 Cutoff bar 061 Edit Feourriz Entrisp Encnizg CULES Mi n Gare E LERT ri Al Field State A2 Locality A2 Dept A6 Job A6 Phase A6 Cost Code N3 Payroll User s Manual Lona lity Dept LL ESE CUTIVE Join Fame Cost Code Beem 17 000 dum ort 83 00 Fiese o Description Pezezceing Enccies President Cutoff Data Sal cicd Maga po 0004 of 00000 JEALARTED dors ue Pisces 23 00 D Accept the displayed s
80. since you posted expenses to General Ledger Quarter Enter the quarter to date amount for the line item Year Enter the year to date amount for the line item When you save your entries PgDn the prompt gt returns to the line item scroll region 11 56 Payroll User s Manual Payroll Information Use the Payroll Information function to set up and maintain state unemployment reports company address information for use in report headers employer bank information and degree descriptions for use in employee personnel information records Changes you make here update the PAINxxx Payroll Information file Payroll Information Screen Select Payroll Information from the File Maintenance menu The function screen appears SET r Payroll Information i Sec Up Icace Desp lopeent Fegorca m any Address Kiez Bank Cn torres Lon Enter the number of the information you want to work with 1 state unemployment report formats 2 company name and address to use in report headings Payroll User s Manual 11 57 Payroll Information File Maintenance 3 employer bank information 4 degree descriptions for use in employee personnel information records Set Up State Unemployment Reports Screen Use the Set Up State Unemployment Reports screen to define customized Quarterly State Unemployment Reports When you select 1 from the Payroll Information menu the following screen appears FAS DONA paige Cat Port bjp
81. ways e select a button from a previous menu e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Payroll User s Manual Introduction Graphical Style Menus Start Main Menu Pis led Fosas Des Hen sO 25eso OMe You can exit from a menu in these ways e press the left arrow key to go to the previous menu one menu up e hold the mouse over a different menu item e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner to close OSAS use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Payroll User s Manual 1 27 Graphical Style Menus Introduction Special Commands in Graphical menus Right click to display the Special Commands menu which allows you to perform these special tasks From the standard menus e add a function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa e display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa e display information about a function e perform special application setup Menu Keys 1 28 Most keyboards have a set of function
82. whom I need to exclude from withholdings How do I handle that In the Employees function page 11 3 select the employee you want to exclude from withholdings On the Tax Information screen use the Withholding setup command and select the withholdings you want to exclude Daily Work Can I enter time tickets for a salaried employee Yes in the Payroll Transactions function page 5 3 You cannot enter a time ticket that will exceed a salaried employee s wage The system warns you if a posted or unposted amount exceeds the employee s wage Can I enter one day in the time card calculator and have that day repeat for the rest of the week Yes In the Payroll Transactions Time Card Entry window page 5 3 you can enter an employee s time in and time out five times Can I pay an employee a vacation and a bonus check in the same pay period Yes If you need separate checks you can change the sequence number in time ticket entry or enter separate manual checks The system accounts for multiple checks in the PACHxxx Checks file when calculating withholdings and declining balance deductions Payday Work How can I void a check You can void only checks that have been posted If the check has already been posted use the Void Checks function page 6 33 To void a manual check that you have not posted you must delete the check through the Manual Checks function page 6 9 Payroll User s Manual B 3 Common Questions
83. withholding percentages to FICA or FUTA tax codes State withholdings To use state withholding you must install the Payroll Tax Routines provided by Open Systems See the literature that came in your Payroll package or contact your dealer for more information For each state authority you can set up the following tax codes SWHState withholding e SUIState Unemployment Insurance employer e SO1State other withholding 1 e SO2State other withholding 2 e SO3State other withholding 3 The state withholding and state unemployment insurance tax codes are used by the system and should not be modified or deleted Use of the state other withholding varies from state to state See the Payroll Tax Routines for information about the states where employees live These codes must first be set up in the Tax Authority Setup function Payroll User s Manual Setup Setup Functions Fixed withholding applies to the SWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold You cannot assign fixed withholding percentages to SUI or SOx tax codes You can set up other codes for example WKC for worker s compensation as you need them in the Tax Authority Setup function Local withholdings To use local withholding you must create and install your own local tax routines in the Tax Authority Setup function Contact your dealer or installer for more information
84. you elected to include vacation sick hours for accrual calculation in the Resource Manager Options and Interfaces function Then use the Leave Adjustments function page 11 49 to make positive and negative adjustments to an employee s sick and vacation pay Employee History If you start Payroll at any other time than the beginning of the year and you elect to create either check or transaction history see Initial Balances below you must collect and enter a lot of history information Fortunately you need enter data for only a handful of deductions for most employees Remember to get month to date quarter to date and year to date figures for all fields The number of weeks worked is calculated on the basis of the number of pay periods the employee received a check for any amount For example if you use biweekly pay periods and an employee received one hour of sick pay in that pay period the employee would be credited for two weeks worked If you entered a week s worked limit for the state in the Payroll Information function the number of hours worked would be compared to the limit and in this case two weeks under limit would be recorded When you calculate FUTA SUI and FICA OASDI remember that there is no withholding above the ceiling on these wages Employee history information is stored in the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx
85. you make through the Payroll Transactions function You can view the contents of the file by producing the Time Ticket Journal and the Miscellaneous Deductions Journal The file is cleared when you post transactions The PACWxxx Checks Withholdings file stores the withholdings for each employee paycheck History files The history files get information as a result of a post The PAEDxxx Employee Deduction History file stores month to date quarter to date and year to date information about each employee s payroll deductions The PAEExxx Employee Earnings History file stores each employee s month to date quarter to date year to date earnings and hours worked both gross and net pay amounts The PAEMxxx Employee Miscellaneous History file stores miscellaneous historical information for each employee weeks worked allocated tips cost of GTLI DCB 457 and non 457 plans for each month advance EIC payments uncollected Medicare and other information The PAEWxxx Employee Withholding History file stores month to date quarter to date and year to date information about each employee s payroll withholdings The PAHCxxx Check History file stores general information employee ID department check number for each check you disburse for payroll expenses Check records are deleted through the Periodic Maintenance function Payroll User s Manual 1 11 The Payroll System Introduction The PAHDxxx Check Deductio
86. you must change the earning code rate of pay or number of hours worked Pieces N6 If the employee did piece work the number of pieces the employee produced is displayed Accept it or enter a different number To save your entries and exit to the Recurring Entries screen use the Proceed PgDn command 11 66 Payroll User s Manual File Maintenance Recurring Entries When you press Enter on the Recurring Entries screen for a recurring entry of type Ded the Edit Recurring Entries Deduction window appears SET Gira L Poe Elo Peceering Entries Espioyee TI HOWO ficures Linda E HAL ARTE Cen peer oat soo Cored Darse Di Edit Feourrisg Entries Deduction CUEGEL Buin dor uc al 23 00 D 41 Depe pra oie 640 00 i don Frame 2410 00 AL Comt Code B40 00 0 Al Class Fria Porsident 1 00 di Seg Mo 0 CLA 41 Bun Coda 41 Cutoff Data 1 00 Hobe bed Code E S0iE Houra L 020 int LD 00007 of Doo Field Description Dept A6 Accept the displayed department ID or enter a different department ID The department name is displayed Job A6 If Payroll is interfaced with Job Cost accept the displayed job ID or enter a different job ID Phase A6 If Payroll is interfaced with Job Cost accept the displayed phase ID or enter a different phase ID Cost Code N3 If Payroll is interfaced with Job Cost accept the displayed cost code or enter a different c
87. 00 Qu a ot 00 Cort of POE 00 00 aa oo 00 457 Plan 00 00 PL DO DO Har 457 Piss g ta a 00 oo FICA Tipe 00 00 a oo OO Ad ECC Payant DO 00 DO DD 00 Ab g a mn 00 00 Unz Hedicare 00 00 ma oo O0 Entec edit Best pepe Change quarter twecter totals See page 11 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or exit to the Employee Inquiry menu 4 14 Payroll User s Manual Employee Inquiry Employee History Employee Earnings History Inquiry Screen If you selected Earnings History from the Employee History Inquiry menu the following screen appears E AAS TER fing a Dn tdo Pera I of 1 Exp loys Encoizga Himiocy Esp lopet LI BOE BOSE HE Linda Esenirg Moura Code OS TObEE e ee Defembe E GTA 4 see AA zPoi 000 000 000 on 000 Fo OOo 000 000 200 000 BED ooo ooo ooo 200 ooo 3Tc 000 iG 000 000 g YAE 2 3500 000 000 5 2500 5 300 ji Fazit Ammi nks Code Gotoh er Hemer henner G7R 4 TTE Fol T30 00 Do OO 730 00 730 00 po 133 82 DO 00 113 82 113 82 REG EsTa 00 00 oo 9715 00 ie 00 JIC 00 00 OO 00 OO MALE 287 00 DO 00 262 00 2862 00 coma Fay BOO 02 Oo DO 30881 3050 01 Het Far 192 7
88. 000 96 000 80 000 32 000 16 000 32 000 000 30 000 286 000 7 9 Payroll User s Manual Transaction History Report Use the Transaction History Report function to print a detail or a summary report of the miscellaneous payroll and time ticket entries you have recorded The information in this report comes from the PAEGxxx Employee General Information and PATHxxx Transaction History files If you did not elect to save transaction history in the Resource Manager Options and Interfaces function you cannot produce this report Transaction History Report Screen Select Transaction History Report from the Payroll Reports menu The function screen appears Ste Transaction Himiocy Faport 15 From pomoni Tiru 510001 DS pak Cet i Fite 11 Thru 03 Job From Tz ii Fraas From Thru Dent Frb O10 Thra iaraif Piok Eraployer Print l Betail Dawa Y EFt istet p F evier Fedde 5 crema im ad 1 Enter the range of employees you want in the report A6 2 Enter the range of departments you want in the report A6 Payroll User s Manual 7 11 Transaction History Report Payroll Reports 7 12 7 8 Enter the range of jobs you want in the report A6 The Inquiry command is available if Payroll is interfaced with Job Cost Enter the range of phases you want in the report A6 The Inquiry command is available if Payroll is interfaced with Job Co
89. 1 base applications definition 1 3 BBx program 11 93 11 94 bell turning on or off 1 24 1 40 bonus 10 13 BRTRxxx file 6 63 c Calculate Checks affect on department records 11 51 changing 6 11 function 6 3 log 6 7 multiple checks 6 3 recalculating checks B 4 restricting access to 3 27 changing calculated checks 6 11 earning information 11 25 employee record 3 20 11 3 employee s pay rate 11 11 factors 11 16 manual checks 6 11 scheduled deductions 11 14 tables 11 74 withholding information 11 25 check 3 18 alignment 3 9 calculation 6 3 forms 3 12 history 3 11 3 22 3 23 7 15 7 23 printing 3 19 recalculating B 4 voiding 3 11 6 9 B 3 Check History Register 3 11 7 15 sample 7 18 Check Register function 6 37 sample 6 39 IX 2 Checks Log printing 6 30 sample 6 32 Circular E 11 19 11 29 Close Last Year function 9 55 codes establishing a format 3 4 setting up 3 3 sorting 3 3 Command help 1 23 1 39 closing window 1 23 1 39 commands in field editing 1 41 report 1 44 scroll region 1 45 commission 10 13 company access codes for 3 27 deductions setting up 3 7 Company Address 3 19 11 57 11 60 company parameter 1 19 Company Setup menu 2 5 2 9 company specific table 11 74 conditionals C 5 C 7 conventions report 1 47 user s manual 1 17 conversion allocating QTD figures to MTD fields 2 6 before converting 2 5 error log 2 10 existing Payroll fi
90. 1 04 OD DO 18271 94 18271 94 Tah ksnuncs Enter sd Appand Meast peg Previous page Tetel groaa ard ost par Drlata Lime Change gquectec Quacter total See page 11 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or exit to the Employee Inquiry menu Payroll User s Manual 4 15 Employee History Employee Inquiry Employee Deductions History Inquiry Screen If you selected Deductions History from the Employee History Inquiry menu the following screen appears Tii USAS Geting La fmi biip m Fam I of 4 Eq lope Beductions History Exp loyee LI aL EMEN Linda Code Steere Cctobar Beveribarr Pence er ATE 4 TTD z 001 LET i Le ma 12 09 14 039 003 14 08 oo At 14 08 14 08 003 305 84 ae Do 102 05 1005 84 004 200 00 oo DO 200 00 206 00 06 MH a 00 1185 797 Lhe 79 D1O HH 525 00 mm Do 223 00 2 00 Enter edit Append Meet page Previcus pepe Delete Lice Checge gquectec Quarter totele See page 11 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or e
91. 1 1999 Beginning Balance Accrued This Period Taken This Period Ending Balance Hours Dollars Hours Dollars Hours Dollars Hours Dollars 5149 13 4153 92 173 08 4327 00 5123 20 00 5123 20 2561 60 128 08 2689 68 3461 60 649 05 4110 65 1384 64 173 08 1557 72 00 104 00 04 00 128 00 24 00 52 00 1153 60 216 30 1369 90 461 44 57 68 519 12 14887 53 15900 15 8689 60 9245 52 Payroll User s Manual 6 28 Print Checks Use the Print Checks function to print checks created through the Calculate Checks function or that you entered through the Manual Checks function that have no check numbers assigned Checks are not printed for employees who have negative gross pay If an employee has negative net pay the employees deductions and withholdings are reduced until the net pay is zero before a check is printed Print Checks Screen Select Print Checks from the Payday Work menu The function screen appears Ser r Frint Chack Pareoll Warber 000053 Ju mr 4 op Cole 1 Faziod End 10 031995 Bate Di Cheeks 10 03 13 GL Period io Firat Chack Hunker Love IE Pestari bert Good Force Bomber Seok Poistiog rder Dea Ce et Frint Remaining bLaawe gt Boch Print Alignment For Cuipet dewice Ficinte piRjevies Fiile Wing The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks func
92. 10 per hour and you use the aforementioned earning code The employee s pay rate will be 12 50 per hour 10 11 Earning Codes Codes Maintenance 10 12 Field Add to Base 4 2 Description You must enter a value in this field If you do not want the multiplier to modify the employee s base hourly pay enter 1 The number you enter in this field will be added to the employee s base hourly pay rate For example you enter an earning code with an Add to Base factor of 0000 50 Then you enter a time ticket for an employee whose base hourly pay rate is 10 per hour and you use the aforementioned earning code The employee s pay rate will be 10 50 per hour If both a Multiplier and an Add to Base factor exist for the earning code the Add to Base factor is added to the employee s base pay rate first This new base pay rate is then multiplied After you approve the entries PgDn enter another earning code or exit to the File Maintenance menu Payroll User s Manual Earning Types Use the Earning Types function to create groups of earning codes The Payroll system has nine preset earning types Bonus Commission e Fringe e Miscellaneous e Overtime e Regular Earnings e Sick e Tips Reported as Federal Earnings e Vacation You cannot change or delete the preset earning types but you can set up additional earning types When you set up earning codes page 3 9 you specify which earning typ
93. 18 Field EIC Code Table ID A8 State tax information Description Enter N if the employee did not request EIC payments E if the employee requested EIC payments only for himself or herself or B if both the employee and his or her spouse file for advance EIC payments See Circular E for details Select FEDM for a married employee or FEDS for a single employee If you do not select the correct table ID an employee may be taxed incorrectly When you press Enter or A on the command bar you can edit or append state withholding tax in an employee s record State Stet Exp Extra WH Fixed VE Tecla 1D mi A 4 Field State A2 Stat Scars Tas Intorsarion STI State Steta Huma EH Ainnmaoba 00 ETEN ta Description Enter the employee s state postal code It determines which state tax routines are used when the employee s state withholding is calculated If the employee works in more than one state the first state code must be the code for the employee s home state If you enter the code for a state that is not in the PACO Codes file an invalid entry message appears For state withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some states do not allow all these codes Consult
94. 23 serial number item lookup 1 44 setup 3 3 access codes 3 8 3 27 ADJMNxxx table 3 13 3 14 backup schedule 3 8 3 28 checklist 3 7 company address 3 19 company deductions 3 7 deductions 3 17 degree descriptions 3 19 departments 3 7 3 18 earning codes 3 7 3 12 earning types 3 7 3 12 EIC table 3 13 employee history 3 8 employees 3 7 3 20 employer bank information 3 19 federal withholdings 3 16 FEDM table 3 13 FICA table 3 13 formulas 3 7 3 18 FREQxxx table 3 13 FUTAxxx table 3 13 GLDEPxxx table 3 13 GLPAYxxx table 3 13 IX 11 Index initial balances 3 8 3 23 labor classes 3 7 3 20 leave adjustments 3 7 local withholding 3 17 LTXssllm table 3 13 MAXVSxxx table 3 13 PACTLxxx table 3 13 payroll information 3 7 3 19 recurring deductions 3 8 3 27 recurring time tickets 3 8 3 27 SICccxxx table 3 13 SOTss table 3 13 state withholding 3 16 STSss table 3 14 STXssm table 3 14 SUTssxxx table 3 14 tables 3 7 3 13 tax authorities 3 7 3 15 tax tables 3 7 3 13 TCALCxxx table 3 13 USRDDxxx table 3 13 USRDFxxx table 3 13 VACccxxx table 3 13 W2CODE table 3 14 W2CODE2 table 3 14 withholdings 3 7 3 15 Shift F2 function key 1 40 Shift FS inventory search command 1 44 Shift F6 inventory search command 1 44 Shift F7 inventory search command 1 44 Shift F8 inventory search command 1 44 SICccxxx table 3 13 3 14 11 73 11 82 screen 11 82 sick accrual
95. 29 sample 12 30 Payroll Posting Log sample 5 27 payroll record unit coverage group 9 38 Payroll Reports 1 6 Payroll Tax Routines 3 16 3 21 11 89 Payroll Transactions adding 5 10 editing 5 6 function 5 3 initial balances 3 24 Periodic Maintenance deleting history 9 54 function 9 51 Periodic Processing 1 7 Personnel Information Inquiry function 4 11 Personnel Reports 1 6 Personnel Roster function 8 15 sample 8 17 PgDn function key 1 40 inquiry command 1 42 report command 1 44 scroll region command 1 45 PgUp function key 1 40 inquiry command 1 42 report command 1 44 scroll region command 1 45 Post Checks before posting 6 66 before voiding 6 33 function 6 63 log 6 68 update earning information 11 32 federal earnings 11 38 local earnings 11 44 state earnings 11 41 Post Expense to GL function 9 7 1X 10 log 9 10 T accounts 9 7 Post Transactions function 5 25 log 5 27 posted checks voiding 6 33 Posting prepost checklist 5 25 previous year files 7 15 Print Checks alignment form 6 30 function 6 29 log 6 32 restarting 6 30 restricting access to 3 27 printing checks 3 11 3 19 6 29 screen contents 1 40 tables 11 87 Proceed function key 1 40 Profit Sharing Census function 7 23 sample 7 25 programs backing up 3 28 PRU 9 38 coverage group 9 38 Purge Recurring Entries function 9 49 Q quarter end maintenance 9 52 9 53 Quarterly Emp
96. 50 23354 00 23354 00 51 22766 50 23354 00 23354 00 459 30 1099 1215 54 465 00 108 75 468 22 4819 477 23 344 10 80 47 460 39 9093 1842 63 465 00 108 75 468 80 9944 00 18 85 4 41 488 30 1281 50 63 155 00 40 00 3586 03 447 95 342 38 5 3586 03 447 95 342 38 5 3586 03 447 95 342 38 1 Earnings 5400 00 7500 00 2500 00 22766 50 22766 50 22766 50 353 40 353 40 6 47 Payroll User s Manual Employer s Tax Report The Employer s Tax Report provides a record of the company s wage limits for taxes for example OASDI Medicare SUI and FUTA and excesses of the limits The liability calculations in this report are approximate because of rounding differences and may vary from actual posting totals Compare the totals with those in the Employer s Liability Report for the actual liabilities Employer s Tax Report Screen Select Employer s Tax Report from the Payday Work menu The function screen appears EAS e Erpioyas z Tas Pept Pageoll Rubber 000053 ear ber 4 roup Code 1 Faziod End 10051995 bare GH CRECES 1008 1998 GL Period i Forint Ot ar Employer Taxas TES Shoreen Mj od Prisa pF evier F ils The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function Payroll User
97. A LU Regular Par Lowel Code Hi i ATA er Selected Paga Coda Tr 00 Sick Fai IL bci Vacation Pay GL Period ev Empir Medica ar bar 00 Enplye GAEDE Temo cu Une Ina HM Tear Tra 20000 37 80 37 80 Eney 1004 of 0361 Field Description Type Enter D if the line item is a deduction E if the line item is an earning or W if the line item is a withholding Withholding Type This field is active only if you entered W in the Type field Enter F if the withholding type is federal S if the withholding type is state or L if the withholding type is local State Code A2 This field is active only if you entered W in the Type field and S or L in the Withholding Type field Enter the state tax authority ID for the line item Local Code A2 This field is active only if you entered W in the Type field and L in the Withholding Type field Payroll User s Manual 11 55 Departments File Maintenance Field Description Enter the local tax authority ID for the line item Code A3 If you entered D in the Type field enter the deduction code for the line item If you entered E in the Type field enter the earning code for the line item If you entered W in the Type field enter the withholding code for the line item GL Account A12 Enter the general ledger account number associated with the line item The Inquiry F2 command is available if Payroll is interfaced with General Ledger GL Period Enter the amount accumulated
98. A on the Payroll Transactions screen to add a transaction to the record the Enter Transactions screen appears E MSAN DA Geinge La Pmi kjip Peyooll Treranct ico ns Eier TEAM Lone Employes TR LOKOOS Lukes George EAL SATE State AM Aizneseoste Lecce lity bare O87 1334 Teepe 300 EXECUTIVE dolo Phasas ar Dacia C Lao TG eo Mio D Fiscez 2 Select 2500 00 Each Code bescripcion aura Pare rana ZAL Seleriad Uae 000 000 2300 00 Deducr ion Description r Varificatica Mora Houra dunt Poems Pgln gt o procand Field Employee ID A6 State A2 Locality A2 Description Press Enter to add a transaction for the employee whose record is displayed or enter a different employee ID If you use the Maintenance F6 command the Employees function is temporarily called up Press Enter to use the displayed state code or enter a different code if the employee is set up for multiple states If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Press Enter to use the displayed locality code or enter a different code if the employee is set up for multiple localities If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up Payroll User s Manual Daily Work Field Date Dept A6 Job A6 Phase A6 Cost Code N3 Class A3 Sequence No N3 Pieces N6 Payroll User s Manual
99. ALS End of Report Builders Supply Profit Sharing Census by Employee ID Gross Wages 7 25 Payroll User s Manual Personnel Reports Salary Review Report Employee Birthday Report Employment Anniversary Report Personnel Roster Education Report Key Date Report Payroll User s Manual 8 3 8 7 8 11 8 15 8 19 8 23 8 1 Salary Review Report The Salary Review Report shows employees who are due for a salary review It can help you determine when employees are due for a salary review or use it to review salary and bonus history A worksheet version of the report is also available which you can use while figuring salary increases or bonuses The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Salary Review Report Screen Select Salary Review Report from the Personnel Reports menu The function screen appears USAS TAN Taig a fe bjp r gt Selercy Hrriar Beport Fick Employes ID From Oot Thru SSpECV IE From Thre Dapertran From THE Wast Reyieu bare From 0105 1505 Thra 12 31 1099 Prins by 1 Espicyam II z Last Hart 3 Super Ar 4 Departra ant Frint Selecy Information YI Print Format ry Prist Rate Aistoey Bona Informacion TES Spereen Mj ca EPhrizker plRieview F ile 1 Enter the range of employees you want in the report A6 2 Enter the range of supervisors you want in the report
100. AS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Operation Esc View the list of commands for the screen you are on and the Command help field you are in To close the commands window press any key Fl Get information about the field you are working on Help F2 Make a selection from a range of entries for a field if the Inquiry Inquiry flag appears at the bottom of the screen F3 Delete the information on the screen Since this command can Delete delete an entire record use it with caution F4 Open a menu of utilities A calculator and Global Inquiry Other which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu FS Move the cursor back to the first field on the screen or to the Abandon first field after the key field The entries and changes you made are erased Payroll User s Manual 1
101. Additional tips are allocated to an employee when reported tips are less than a fixed percentage of house sales This tip allocation is required by the government to encourage accurate tip reporting Enter the dollar amount of tips allocated to the employee each month If the employee drives a company automobile for personal and business use enter the monetary value of the use of the automobile each month The value in this field is added to W 2s in the appropriate box Use the federal tax publication Circular E Employer s Tax Guide for guidelines Enter the cost of group term life insurance attributed to the employee each month The cost of GTLI is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount See Circular E for more information Enter the cost of dependent care benefits provided for the employee each month The cost of DCB is printed on the employee s W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the nonqualifying 457 Plan amounts that were distributed to the employee each month The 457 Plan amount is printed on the employees W 2 and is included in the wages on the W 2 but FICA withholding is not calculated on this amount Enter the nonqualifying non 457 Plan amounts that were distributed to the employee each month 11 29 Employee History File Maintenance Field
102. Alsi Mo 2 Dental Ins TERAH ER group Code 0 9 i Pay Faciodas Tamr 12 Check Local ica Earning Oreck AAL Salarr T200 00 Houciy Bate D02 Cvecride Pay ll beduction Stet Full c in Sick deccual Code xx Mick ts Remining 56 000 Yeo cual Code Vaoacion Houra Pemaiming 119 500 r Meritiostiom Poems Pgln ko proceed 11 8 Payroll User s Manual File Maintenance Employees Pay Information Field Dept A6 Labor Class A3 Corporate Officer Seasonal Employee Type H or S Exempt Adjust to Minimum Group Code N1 Payroll User s Manual Description Enter the employee s department If necessary you can indicate that an employee worked in a different department when you enter payroll transactions Enter the employee s labor classification When you use the Maintenance F6 command the Labor Classes function is temporarily called up The labor class you enter here appears in the Class field when you enter a time ticket for the employee Enter Y or N to indicate whether or not the employee is a corporate officer Enter Y or N to indicate whether or not the employee is a seasonal employee Enter H if the employee is paid by the hour or S if the employee is paid a salary If you entered S in the Type field enter Y if the employee is salaried and exempt and does not receive overtime pay Enter N if the employee is nonexempt and should receive overtime pay If the emp
103. C va Picincerc plRjavsew Tiile 5 cresa nd 1 Enter the range of employees A6 you want in the journal 2 Select the item by which you want to organize the journal 3 Select the output device A sample Time Ticket Journal is at the end of this section After the journal is produced the Daily Work menu appears Payroll User s Manual 5 17 Daily Work Time Ticket Journal Time Ticket Journal 06 21 1999 12 54 PM Employee BOU001 Bourne L C JONO01 Jonchim M K End of Report Builders Supply Time Ticket Journal By Employee Type Date State Local Dept Job Phase Cost Class de Code ID ID Code Seq Code Description 06 20 1999 MN Prs P01 Bonus 000 Pieces Totals P01 Bonus Employee BOU001 Totals H 06 20 1999 MN SEC REG Regular Pay 1 000 Pieces Totals REG Regular Pay Employee JON001 Totals Pieces Totals P01 Bonus REG Regular Pay Grand Total 000 7 500 40 000 40 000 Pieces 500 00 0 300 00 800 00 Payroll User s Manual 5 18 Miscellaneous Deductions Journal The deductions you entered into the PATRxxx Transactions file but have not been posted are listed in the Miscellaneous Deductions Journal Print the journal before you post transactions and use it to verify your entries and as part of your audit trail You cannot use the Miscellaneous Deductions Journal function if you are working with last year files Miscellaneous Deductions Journal Screen Select Miscel
104. Check History Register Check History Register 06 03 1999 12 19 PM Soc Sec No oyee VOID Voided Alignment VOID Gross Wages Net Pay 00 00 Check Number 0001055 Date 12 31 1999 xxx Voided Voided Alignment VOID Gross Wages Net Pay 00 00 Check Number 0001060 Date 12 31 1999 xxx Voided Voided Alignment VOID Gross Wages Net Pay 00 00 Check Number 0001065 Date 12 31 1999 kkk Voided kkk Employee VOID Totals Employee BOU001 Linda C Bourne BOU001 Gross Wages 8250 00 Net Pay 4826 07 Check Number 0001025 Date 07 17 1994 Linda C Bourne BOU001 Gross Wages 7500 00 Net Pay 4435 27 Check Number 0001033 Date 08 14 1994 Linda C Bourne BOU001 Gross Wages 7500 00 Net Pay 4435 27 Check Number 0001041 Earnings Hours Print Salary or Wages 7500 00 750 00 7500 00 7500 00 Builders Supply Check History Register ed in Detail by Employee ID Withholdings Type Code Description FED FWH Federal WH FED OAS Emplye OASDI FED MED Emplye Medicare MN SWH MN WH FED FWH Federal WH FED OAS Emplye OASDI FED MED Emplye Medicare MN SWH MN WH FED FWH Federal WH FED OAS Emplye OASDI FED MED Emplye Medicare MN SWH MN WH 1507 99 511 50 119 63 553 53 1 Medical Ins 1 Medical Ins 1 Medical Ins Payroll User s Manual 7 18 Detail Leave Report The Detail Leave Report serves as an audit trail o
105. Del Delete the character the cursor is on Delete Payroll User s Manual 1 41 Function Commands Introduction Key Ins Insert on off Home End F9 Undo F10 Delete to end of line Inquiry Commands 1 42 Operation Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Delete the characters in the field to the right of the cursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted When you use the Inquiry F2 command several other commands become available for you to use in the inquiry window To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field before you use the Inquiry command The inquiry list will start with J and run through the end of the list Key PgUp PgDn End Operation Display the previous page of the window D
106. Dept Job Phase Payroll User s Manual Description Press Enter to accept the displayed state code or enter a different state code Press Enter to use the displayed locality or enter a different locality Press Enter to use the displayed department or enter a different department ID If Payroll is interfaced with Job Cost press Enter to use the displayed job ID or enter a different job ID If Payroll is interfaced with Job Cost press Enter to use the displayed phase ID or enter a different phase ID 6 15 Manual Checks Payday Work Field Description Cost Code If Payroll is interfaced with Job Cost press Enter to use the displayed cost code or enter a different cost code Class Press Enter to accept the employee s labor class or enter a different class Earn Code Press Enter to accept the employee s earning code or enter a different code Hours Press Enter if the employee worked the number of hours displayed or enter a different number of hours Rate Press Enter to accept the employee s pay rate or enter a different pay rate Amount The amount of the check is displayed To change this figure you must change the earning code or number of hours worked The pay rate then self adjusts When you have finished editing or adding transactions save the transaction When you use the Next page command the second Manual Checks screen appears 6 16 Payroll User s Manual Payday Work Manual Ch
107. Earnings Types file stores earning codes information which you enter through the Earning Types function Each earning code must be assigned an earning type The PAEXxxx Employee Exclusion file stores withholding code exclusion records for employees and the override factors for each withholding code which you enter through the Employees function The PAFMHDR Formula Definitions file stores the individual formula lines needed to process a function Set up these formulas through the Formula Maintenance function The PAFMLIN Formula Line Detail file stores separate lines of a complete formula The PAINxxx Payroll Information file stores a variety of general information which you enter through the Payroll Information function e records for state unemployment report e company address Payroll User s Manual 1 9 The Payroll System Introduction e bank account ID e degree codes and descriptions The PALCxxx Labor Class file stores the labor classes and their descriptions which you enter through the Labor Classes function The PARExxx Recurring Entries file stores information about recurring time tickets which you enter through the Recurring Entries function The PAWIxxx Withholdings file stores payroll information for federal state and local withholdings which you enter through the Withholdings function Each withholding has a description a general ledger account number a tax ID and a fixed percentage if
108. Employee Withholding History files 3 22 Payroll User s Manual Setup Setup Functions Initial Balances Unless you are setting up the Payroll system at the beginning of the year you must enter the payroll history for employees from the beginning of the current calendar year so that reports accurately reflect the payroll for the year How you enter initial balances and payroll history depends on whether you are setting up the system with or without check employee and transaction history If you installed Payroll General Ledger Bank Reconciliation and Job Cost at the same time leave the application interfaces turned on If you are adding Payroll to an existing system turn the application interfaces off to prevent double posting while you set up initial balances Setting up without check or transaction history If you do not need check or transaction history the simplest way to set up Payroll is to collect all the general ledger period to date quarter to date and year to date numbers for departments use the Departments function to enter this information into your records Then collect month to date and year to date numbers for employees use the Employee History function page 11 25 to enter this information into your records While this method produces records with accurate month to date and year to date information you will have no history and no audit trail Use this method only if you want to get started as quickly as po
109. End of Report 9 21 Payroll User s Manual Quarterly State Unemployment Report The Quarterly State Unemployment Report consists of two parts a detailed wage report and a worksheet that shows the calculation for the employer s quarterly unemployment contribution Depending on a state s requirements you can sort the report by social security number or employee name and you can choose to exclude employees with zero earnings from the report These options must be set up in the PAINxxx Payroll Information file page 11 57 You must use the Set Up State Unemployment Reports option in the Payroll Information function to define this report before you can print it If a state uses SUI or SDI employee withholding retrieve that information from the Quarterly Withholding Report Quarterly State Unemployment Report Screen Select Quarterly State Unemployment Report from the Periodic Processing system The function screen appears ESAn 1000 Al Gtia Dat ni bein Quactari Stata Unemployment Peport Pier Eepleqes ID From Toto T cu 270001 ALAabE Feo Ed Taru EN Company Merma Builders Supply beet eos t177 Cate Mest Pee eae Eden Fraicis EH 55144 Qumrtar 4 Duarte Emling Date 13315 1779 Quip device P cintas pR arios Fille Ii na Payroll User s Manual 9 23 Quarterly State Unemployment Report Periodic Processing 1 Enter the range of employees you want in the report A6 2 Enter the range of s
110. Finally if you have a multiuser system make sure that no one else is using the Payroll system You cannot do quarter and year end maintenance if someone else 1s using Payroll functions Periodic Maintenance Screen Select Periodic Maintenance from the Periodic Processing menu The function screen appears USAS TE Gira Eat Fit isi Fericdic Agistensns Mare you rem che fol bowie Esenirgz and Seduction Report OLORE LEAVE ami Vacation PEEL Quarterly Employer Tax F port Quactario Wirk nldirmg Report CSP her LY Bate Une lol Mep 841 Lorkahe 5 Gepercteant Paport Copy to Backup MEA i Jiracker Emil Year End a Historiam Only Beers check history for itara Seced before 1271 1008 rre Ecarmaction bisterg for tera dated before 1211 3998 Clear remaining SickhvscaTl on Tibe Pase end valy Hie r NMeritiostice Peer Pgbn gt o preceed 1 Before you do quarter or year end maintenance print the reports listed on the screen and back up your data files 2 Select the kind of maintenance you want to perform quarter end year end or history but do not close the quarter or year Payroll User s Manual 9 53 Periodic Maintenance Periodic Processing 3 If you want to delete history because the files are getting too big or because you no longer need the check and transaction history before a particular date enter the dates for check and transaction history to indicate where the deletion should stop For e
111. History Register 7 15 Detail Leave Report 7 19 Profit Sharing Census 7 23 Personnel Reports Salary Review Report 8 3 Employee Birthday Report 8 7 Employment Anniversary Report 8 11 Personnel Roster 8 15 Education Report 8 19 Payroll User s Manual Key Date Report 8 23 Periodic Processing Department Report 9 3 Post Expense to GL 9 7 Monthly Withholding Report 9 11 Quarterly Employer s Tax Report 9 15 Quarterly Withholding Report 9 19 Quarterly State Unemployment Report 9 23 941 Worksheet 9 27 W 2 Forms 9 31 Roll Up Leave Balances 9 45 Purge Recurring Entries 9 49 Periodic Maintenance 9 51 Close Last Year 9 55 Codes Maintenance Labor Classes 10 3 Tax Authority Setup 10 5 Earning Codes 10 9 Earning Types 10 13 Deductions 10 17 Withholdings 10 25 File Maintenance Employees 11 3 Employee History 11 25 Leave Adjustments 11 49 Departments 11 51 Payroll Information 11 57 Recurring Entries 11 63 Tables 11 73 Tax Tables 11 89 Formula Maintenance 11 91 Payroll User s Manual Master File Lists Employee Detail List 12 3 Employee Labels 12 7 Labor Classes List 12 11 Earning Codes List 12 13 Deductions List 12 15 Withholdings List 12 17 Tax Authorities List 12 21 Formulas List 12 25 Payroll Information List 12 29 Recurring Time Ticket List 12 31 Recurring Deductions List 12 35 Tables List 12 39 References System Messages A 1 Common Questions B 1 About Formulas C 1 Glossary D 1 Index Payroll Use
112. L ATH baacription Minrarcta tata Dnanployparz Inm Parar i Faoror 3 mi Dd Feos j OD Fsorar 4 Oo Fachoe 4 0 500 xo 6005 Ver rabja Loo Lote TELE 01 5 ERE TLL LANE TRAE APA TT EE AFA ANDE LIJDA IF LIO 210071 TECLEA ELLIOTI 11005 111004 LIDGE 100 Lidge LIDH TTM TITO 16 Lion TF LA TLE Ga TA Te AR EL LO Line IF LEITEN TH 10r EL Ib IITTI Formila Lim sE i r Verification Presa P ro to poocmd a 11 92 Payroll User s Manual File Maintenance Formula Maintenance Header region Field Formula ID A12 Copy From A12 Description A40 Factors 1 6 8 4 Description If you are entering the Formula Entry screen through the Employees Salary Information Deductions or Withholdings functions the formula ID is displayed if not enter the formula ID The RTN extension is not automatically appended to the formula ID You should add this extension to the withholding formula names and you must add it to the deduction formula names Names for federal formulas should be in the following format PFED_OAS RTN where OASDI withholding would be used for example Names for state formulas should be in the following format PMN_ _SUI RTN where MN would be the state and SUI would be Employer State Unemployment Insurance for example Names for local formulas should be in the following format PMNyyLWH RTN where MN would be the state and yy would be the local code This field appe
113. Lira BG ULE pre Emplopes Stree Lodrepe 501 E Hesiizon ive Esployas City Stata i Iip Edirne EH EELEE Blabutocy Enplofes Code r Vacifioatica Poems Pgln to proceed 9 40 Payroll User s Manual Periodic Processing W 2 Forms In most circumstances you will not want to edit the 1W record Instead use the Proceed PgDn command to go the 2W record which contains all the reportable data for the employee 05 AG TEH Edit Iskecrzedinte Fila Reporta Gequesce Jdencifiear ZU Mams Linds C fcurne 12394357297 Ann CARPI Wages ES Annos docial Gecoricy Tipe ceo Total Annusl Gages Tipe Other Comparant iori DE AS oS CASDI Employee Tas PL hbeld 1914180 Federal Trees Tae Tichteid ea eh Honqualitiad Flene 3ec 437 Se OPC MHotrqualilica Plans Hol See 857 OO O OE Control Husker 000004 Erplopac Com of Group Term Lite Ingurecce 5000000 Uncolleciod Enployes FICA Tak of Tips 5000000 kias Escocd Troms Credir 2000000 Allocatad Tipu 0000000 Feit Dimitra CLS Paz Pension Plan I Deterrad Compan dios or don Indidcacor Detected Compensation Jct bepemiene Gare Beiefin ene r Vecrificatioz Peer Pgln gt o procand The numbers on the 2W screen have an implied decimal point For example the value in the OASDI Employee Tax Withheld field above is 1906 50 If you edit any of the values on this screen enter the full amount to the penny without the decimal point Payroll User s Manual 9 41
114. OPEN SYSTEMS Accounting Software Payroll User s Manual O 1998 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Holdings Corp OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO S5 and Visual PRO S are registered tradmarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable September 1998 Document Number 2210 PA600 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsistency Ope
115. Pay 2202 79 Department 500 Totals Gross Wages 23050 00 Net Wages 15469 67 SAL Salaried Wage Earnings Tota Builders Supply Employer Department Expense Report Detail For Pay Period Ending 10 31 1999 Earnings Withholdings Salary or Type Code Description 7500 00 EME Emplyr Medicare 108 75 EUT Unemp Ins 00 SU Unemp Ins 914 90 EOA Emplyr OASDI 344 10 EME Emplyr Medicare 80 47 EUT Unemp Ins 00 SU Unemp Ins 914 90 7500 00 EOA Emplyr OASDI 465 00 EME Emplyr Medicare 108 75 FUT Unemp Ins 00 SU Unemp Ins 914 90 EOA Emplyr OASDI 155 00 EME Emplyr Medicare 40 00 FUT Unemp Ins 00 MN SUI MN Unemp Ins 602 50 23050 00 FED EME Emplyr Medicare 3371497 FED EOA Emplyr OASDI 1429 10 FED FUT Unemp Ins 00 MN SUI MN Unemp Ins 3347 20 23050 00 693 320 YES 23050 00 693 320 Witholdings FED EME Emplyr Medicare FED EOA Emplyr OASDI FED FUT Unemp Ins MN SUI MN Unemp Ins Employer Tota Deductions Employer Tota End of Report 397 91 1429 10 00 3347 20 Payroll User s Manual 6 62 Post Checks When you post checks these things happen e The PAEDxxx Employee History Deduction PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEWxxx Employee Withholding History PAEMxxx Employee Miscellaneous History and PAHVxxx Leave Adjustment History files are updated from the checks The PATPxxx Tra
116. Payroll Tes Honth 7 Jule Port Annual checks to Time Ticket History TEE Quipot dewice Ifieintez pR arios Fiile Wing The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 6 66 Payroll User s Manual Payday Work Post Checks 1 If Payroll is interfaced with General Ledger and the system detects general ledger last year files you must select the current or the previous fiscal year to post the checks to 2 Enter the payroll tax month you want updated by the post for month end processing 3 Enter Y or N to indicate whether or not you want manual check entries to be posted to time ticket history 4 Select the output device for the posting log A sample posting log is at the end of this section The liabilities displayed in the posting log may differ from those in the Employer s Tax Report because of rounding differences in the Employer s Tax Report The Post Checks Log and the Employer s Liability Report show actual totals After posting is completed and the posting log has been produced the Payday Work menu appears Payroll User s Manual 6 67 Post Checks Payday Work Post Checks Log 06 25 1999 Builders Supply 11 57 AM Post Checks Description GL Account Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 401K 205000 Parking 801000 Stock P
117. Payroll Transactions Description Press Enter to use the date that is displayed for the transaction or enter a different date Press Enter to use the displayed department code or enter a different code If you enter a department code that is different from the employee s default department it will be used to update the employer tax information in the PADPxxx Department file depending on which option you selected in the Resource Manager Options and Interfaces function Enter the ID of the job you want the time and amount on the time ticket charged to The Inquiry F2 command is available if Payroll is interfaced with Job Cost Enter the ID of the phase you want the time and amount on the time ticket charged to The Inquiry F2 command is available if Payroll is interfaced with Job Cost If Payroll is interfaced with Job Cost enter the cost code for the job Press Enter to accept the employee s labor class that is displayed from the PAEGxxx file or enter a different class for the time ticket If you use the Maintenance F6 command the Labor Classes function is temporarily called up If you want to produce multiple checks for an employee enter all the transactions for the first paycheck under sequence number 0 Then enter the transactions for the second paycheck under sequence number 1 and so on If the employee did piecework enter the number of pieces the employee produced 5 11 Payroll Transactions D
118. RG FG Fg Fe E Fe FS Fo o fo Rate Pieces 30 000 8 000 2 000 40 000 40 000 40 000 40 000 1 250 40 000 40 000 40 000 40 000 48 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 40 000 48 000 48 000 1019 250 Amount Note 73 84 358 00 107 40 35 80 358 00 268 50 71 60 17 90 358 00 358 00 358 00 358 00 16 78 358 00 358 00 358 00 358 00 429 60 300 00 230 00 300 00 230 00 300 00 230 00 300 00 230 00 300 00 230 00 300 00 230 00 300 00 230 00 360 00 276 00 1572 500 000 36716 77 275 00 7 13 Payroll User s Manual Check History Register The Check History Register shows the payroll checks you have written for the employees and dates you select Use the register as a record of earnings deductions withholdings and cash disbursements The information in the register comes from the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files OASDI and Medicare amounts appear as one sum in the FICA field in the register for history accumulated before installation of Payroll version 4 06 or higher If you did not elect to save check history in the Resource Manager Options and Interfaces function or if you are working with previous year files you can still produce the Check History Register Payroll User s Manual 7 15 C
119. Report is at the end of this section After the report is produced the Payday Work menu appears 6 42 Payroll User s Manual Paycheck Received Report Payday Work Paycheck Received Report 08 15 1999 Builders Supply 6 46 AM Paycheck Received Report Pay Check Date 12 31 1999 Employee Name Check Date Dept ID Signature BOU001 Bourne Linda C 459 30 1099 0001055 08 15 94 GERO01 Gerard Timothy G 468 22 4819 0001057 08 15 94 JEN001 Jenkins Kathy M 460 39 9093 0001058 08 15 94 LUK001 Lukas George 488 30 1281 0001059 08 15 94 4 Check s For Department 500 08 15 1999 Builders Supply 6 46 AM Paycheck Received Report Pay Check Date 12 31 1999 Empl ID Employee Name Check Date Dept ID Signature JON001 Jonchim Maria K 468 80 9944 0001060 08 15 94 501 1 Check s For Department 501 End of Report 6 43 Payroll User s Manual Withholding Report Federal state and local tax authorities may require your company to make a deposit based on the amounts you withheld from employees checks These deposits may be required after each pay period or at the end of every quarter The Withholding Report is a summary of these employee payroll withholding amounts for one pay period The Quarterly Withholding Report summarizes the statistics for one quarter Withholding Report Screen Select Withholding Report from the Payday Work menu The function screen appears 2 USAS 1009 Galia Eat ni bledo pa Bithboalding Fapo
120. Select Void Checks from the Payday Work menu The function screen appears FAS DNA E Explica I BOIL Feat To A Creen Fiscal eae Cheri Humber ord 2 Last Fiscal Year Bank kei Pez co Parodi Tax Beech GL Faciod Do you wert to cramte 5 copy of thim voided chick in bie Chocks File This prozesa will pont to Mistory Caracal Ladger and Bank Peconeiliseion Do you wank te cont imir 1 Enter the ID of the employee you want to void a check for 2 Enter the check number you want to void 3 If Payroll is interfaced with Bank Reconciliation enter the bank account you want to post to This field appears only if Payroll is interfaced with Bank Reconciliation The general ledger period of the check you want to void is displayed 1 Select the year you want to post to if you have last year General Ledger files 2 Enter the payroll tax month you want to post to 3 Enter Y or N to indicate whether or not you want to create a copy of the voided check in the PACHxxx file 6 34 Payroll User s Manual Payday Work Void Checks 4 The voided check will post to history and General Ledger and Bank Reconciliation if it is interfaced Enter Y or N to indicate whether or not you want to continue with the void After the check is deleted an audit log is printed A sample audit log is at the end of this section After the audit log is produced the Payday Work menu appears Payroll User s Manual 6 35 Void Checks Payday Wo
121. TED honras Linda C Steta HH Aiznesotm Locality Bun Code Au LR S Depe 300 EXECUTIVE dol Frases Ogar Doce E Lera Pra Sequence Nao E Pisces a Smlery 7555 00 Each Code Beecrigeion Bours Fare isn Ure Pol Bonus 000 000 30 00 Deduct ion Description r Vaci fiocatica Hota Hours sunt Peer Pgln gt to proceed Field Employee ID A6 State A2 Locality A2 Run Code A2 Payroll User s Manual Description Accept or enter the employee ID for the recurring time ticket The employee name appears Accept or enter the employee s state code The state name appears Accept or enter the employee s locality code The locality name appears Accept or enter the run code for the recurring time ticket The system uses this field to determine which groups of recurring entries to copy when you use the Copy Recurring Entries function You can set up run codes for different groups of employees for whom you want to copy recurring time tickets such as seasonal or part time employees 11 69 Recurring Entries File Maintenance 11 70 Field Cutoff Dept A6 Job A6 Phase A6 Cost Code A3 Class A3 Sequence No N3 Pieces N6 Salary Rate N10 Earn Code A3 Description Hours N8 Rate N10 Amount N12 Description Accept or enter the cutoff date for the recurring time ticket This date determines which recurring time tickets are copied when you us
122. Tab Next page Previous page Goto Month totals To move the prompt gt between the Earnings and Tax Amount portions of the Quarter Totals window press the Tab key To return to the Employee History screen press N To return to the previous screen you selected press P Any changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the local tax authority code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To view the month totals and quarter to date totals side by side press M Then see Month totals above Payroll User s Manual File Maintenance Employee History The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Audit Log The preferred way to change a field on a history screen is to enter a payroll transaction or a manual check and then post the item If you manually change a history field and then exit from the screen the following message appears An Employee Maintenance Audit Log exists You must print it or send it to a file before you leave this function Select the output device A sample Employee History Audit Log is at the end of this section After the log is produced the File Maintenance menu appears Payroll User s Manual 11 47 File Maintenance Employee History Emp
123. To properly set up the Payroll system you need to gather and organize your payroll data You need the following information e your payroll department procedures e payroll records for each employee federal state and local tax publications e the Payroll Tax Routines e a chart of accounts for your business e a list of the deductions you use e a list of the other pay types bonuses tips and so on you use Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces Se 0 ae 1 is Z a ee 01 e 000000 000001 1 Payroll User s Manual 3 3 Setup Considerations Setup 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space Items that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the fir
124. Unemployment Report enter Y if not enter N Enter 1 if you want the report to be sorted by employee last name or 2 if you want the report to be sorted by employee social security number The Quarterly State Unemployment Report has six columns To indicate the order of the columns enter a number from 1 through 6 in each of the fields If you do not want the column to be in the report enter 0 Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Payroll User s Manual employee s social security number employee s name total SUI wages paid to the employee for the quarter quarter to date wages minus the limit for SUI wages for the state total SUI wages paid for the quarter up to the state s SUI limit 11 59 Payroll Information File Maintenance Weeks Worked number of weeks the employee worked which is taken from the number of quarter to date weeks worked in the PAEHxxx Employee History file When you save your entries PgDn the cursor returns to the State field Enter the code for the next state you want to work with or exit to the Payroll Information menu Company Address Screen Use the Company Address screen to define the company address as you want it to appear in reports When you select 2 from the Payroll Information menu the following screen appears HES Gating Dat Pert kjip Payroll Information Copan Meas Boildecm Supply bait i 477 City Geer Parkusp ki
125. V The Factor Entry window appears Factor istry Overcide Factora Factor 1 0 0000 Factor E o 0000 Factor 3 0 0000 Fatir 4 0 0000 Factor 5 0 0000 Factor o When you are finished looking at the information press E to clear the screen and return to the Employee ID field or exit to the Employee Inquiry menu Payroll User s Manual 4 9 Personnel Information Use the Personnel Information function to look at miscellaneous personnel information set up for employees The Personnel Information One screen provides miscellaneous comments degrees a pay change and bonus information The Personnel Information Two screen is user defined the field names are provided by the USRDDxxx table The information displayed on both the screens comes from the PAEPxxx Employee Personnel file and is entered in the Employees function see page 11 3 for an explanation of the fields To add or change this information use the Employees function Personnel Information Inquiry Screens Select Personnel Information One or Personnel Information Two from the Employee Inquiry menu The appropriate inquiry screen appears SAS VEIA Faig La Emi bjp Fazana Information one Esplores ID Ben DHENE LLG Comanta 1 Donea d ance J Degree Paja Degree Major AS Aajur Far Chanje hora Tee Doce aan DLA Face Dace Paman DO Ob 00 DO 00 00 DO r Nerifiostiom Freeze Pg n gt to proceed
126. Y if not enter N and return to the Daily Work menu Verify that you have backed up your data files before proceeding 2 Enter the range of run codes you want to copy 3 Enter the cutoff date Recurring entries that have a cutoff date after the date you enter here will be copied Payroll User s Manual 5 21 Copy Recurring Entries Daily Work 4 Enter the date you want the system to record as the transaction date 5 Select the output device A sample Copy Recurring Entries Log is at the end of this section After the log is produced the Daily Work menu appears 5 22 Payroll User s Manual Copy Recurring Entries Daily Work Copy Recurring Entries Log 06 03 1999 12 13 PM Run Dept State Code Emp ID BOU001 500 JONOO1 501 End of Report Builders Supply Copy Recurring Entries Audit Trail Local Job Seq Pay Pay Pay RUN CODE 1 PAY TOTALS Grand Total Pay 100 000 Grand Total Ded 000 5 23 Payroll User s Manual Post Transactions When you post transactions time ticket and miscellaneous payroll information is transferred from the PATRxxx Transactions file to the PATPxxx Transactions Post file Once posted this information is not accessible through the Payroll Transactions function During posting the detail from the time tickets is lost only the summary information necessary to produce the next group of paychecks is stored In addition the PADPxxx Department file is updated so that
127. a Ina Coverage Tuer Label 2 THer label 3 Comenta 4 Comparta 2 Comments 3 r Macificatica Peer Pgln o proceed Six entries are displayed The first three appear on the Employees General Information screen Enter the labels you want to appear on the screen The last three appear on the first Personnel Information screen Enter the labels you want to appear on the screen 11 86 Payroll User s Manual File Maintenance Tables VACccxxx Table The VACccxxx cc represents the vacation code abbreviation table is used to calculate the accrual rate per pay period of vacation time for employees based on the number of years worked When you enter the table ID the rest of the VACccxxx table appears SAS TAN Seine La Poe kjp PATE Tae CD VA Descripcion Wael ioe Pay Acocuala Tan Le Husker af E 4 Colum Length 11 Typ 4 Tp to Teer Brace Wed Eex Hours Hin Acoruml i 340 c 0417 190 4 Lit Pad 150 sa Ob ao r Veriftoerice Peer Pgln gt o proceed Field Description Up to Year A12 Enter the number of years worked by the employees that the entries affect For example enter 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd A12 The system multiplies the number in this field by the number of hours worked to calculate the total hours accrued Max Hours A12 Enter the maximum number of hours an employee can accrue for t
128. a ter 4 cup Coba 1 Faziod End 10051995 bate GH CRECES 10 08 1999 GL Period if Fuge Iraak iftar Daduction TES Frint L Exployes Deduct tons Teo loyer Dedeet ions Both Employes and Employer Padurct icas Spcceen ii od EFpr istet plfijevier F ila The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Enter Y or N to indicate whether or not you want each deduction to be printed on a separate page Payroll User s Manual 6 57 Pay Period Deduction Report Payday Work 2 Select what you want the report to include employee deductions employer deductions or both 3 Select the output device A sample Pay Period Deduction Report is at the end of this section After the report is produced the Payday Work menu appears 6 58 Payroll User s Manual Payday Work Pay Period Deduction Report Pay Period Deduction Report 08 15 1999 Builders Supply 6 55 AM Pay Period Deductions Report 12 31 99 Employee Deductions Bourne Linda C BOU001 Gerard Timothy G GEROO1 Jenkins Kathy M JEN001 Lukas George 1UK001 Total for Deduction 001 Medical Ins 08 15 1999 Builders Supply 6 55 AM Pay Period Deductions Report 12 31 99 Employee Deductions Dept Check Bourne Linda C BOU001 500 Total for Deduction 010 Stock Plan Total for All Deductions 08 15 1999 Builders Supply
129. abel fields and the three comment fields 6 Enter Y or N to indicate whether or not you want the report to include the employee s degree type 7 Select the items by which you want to organize the report 8 Select the output device A sample Education Report is at the end of this section After the report is produced the Personnel Reports menu appears 8 20 Payroll User s Manual Education Report Personnel Reports Education Report 08 26 1999 Builders Supply 1 25 PM Education Report By Last Name Emp ID Employee Name ID D O H Degree Description BOU001 Bourne Linda C 01 09 1988 BSCE Bachelors Computer Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 An excellent worker rarely misses a shift Comments 2 Comments 3 GER001 Gerard Timothy G 01 23 1982 Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 Needs to push salespeople a little more Comments 2 Comments 3 JONO01 Jonchim Maria K 03 30 1988 Cert Office Studies Ins Coverage None User Label 2 User Label 3 Comments 1 Disciplined for poor work performance on 2 21 94 Has Comments 2 greatly improved attitude Comments 3 End of Report 8 21 Payroll User s Manual Key Date Report Use the Key Date Report function to produce a list of employees based on a date you select The key dates are taken from the USRDDxxx table Key Date Report Screen Select Key Date Report from the Per
130. above 2 Enter Y or N to indicate whether or not you are sure you want to proceed When the purge is finished the Periodic Processing menu appears 9 56 Payroll User s Manual Codes Maintenance Labor Classes Tax Authority Setup Earning Codes Earning Types Deductions Withholdings Payroll User s Manual 10 3 10 5 10 9 10 13 10 17 10 25 10 1 Labor Classes Use the Labor Classes function to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for midlevel managers and so on The classes you set up can be useful for report sorting Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function Labor Classes Screen Select Labor Classes from the Codes Maintenance menu The function screen appears Te U mic Earp Edt Feet Help Labor Classes Labor clasa AGF Dbaccipcion Rara gar ezg Palo o prient Wacificecion qa AR Fee 1 Enter the labor class code 2 Enter a description of the labor class code Payroll User s Manual 10 3 Labor Classes Codes Maintenance When you save the labor class code PgDn the cursor returns to the Labor Class field Enter another labor class code or exit to the File Maintenance menu 10 4 Payroll User s Manual Tax Authority Setup Use the Tax Authority Setup function to enter and maintain withhold
131. aily Work 5 12 Field Rate N8 Earn Code A3 Description Hours Rate Amount Deduction N3 Description The Payroll system does not use this information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll is interfaced with Job Cost you can post pieces to the JOBSxxx file Enter the pay rate for the employee Press Enter to accept the employee s earning code that is displayed from the PAEGxxx file or enter an earning code for the time ticket If you use the Maintenance F6 command the Earning Codes function is temporarily called up You can enter five line items for an employee if you have more than five transactions to enter at a time exit from the Enter Transactions screen which transfers the transactions to the Payroll Transactions scroll region and reenter the Enter Transactions screen If you elected to use the time card calculator which is for hourly employees only in the Resource Manager Options and Interfaces function a prompt appears at the bottom of the screen If you enter Y the Time Card Entry window appears when you press Enter to leave this field see Time card entry below A description of the earning code is displayed Enter the number of regular work hours recorded on the time ticket or enter a negative number of hours to reverse a time ticket that has already been entered The pay rate for the earning code is
132. al 9 51 Periodic Maintenance Periodic Processing PATXxxx Tax Tables PAWIxxx Withholdings PAWXxxx Withholding Exclusion The PATB LY LY represents last year data and PATX LY files are created so that the system can distinguish differences between prior year and current year tax percentages You cannot use the Periodic Maintenance function if you are working with prior year files You must be in quarter 4 of the current year Because year end maintenance automatically does quarter end maintenance you do not have to do quarter end maintenance twice Before You Begin 9 52 Before you do quarter or year end maintenance produce these reports Earnings and Deduction Report page 7 3 e Sick Leave and Vacation Report page 7 7 e Quarterly Employer s Tax Report page 9 15 e Quarterly Withholding Report page 9 19 e Quarterly State Unemployment Report page 9 23 e 941 Worksheet page 9 27 e Department Report page 9 3 If you are deleting history you should also produce the Transaction History Report page 7 11 and the Check History Register page 7 15 Back up your data files Then post expenses to General Ledger page 9 7 and back up your data files again If you delete check history and then print the 941 Worksheet from last year s files the eighth monthly period breakdown on the 941 Worksheet is incorrect Payroll User s Manual Periodic Processing Periodic Maintenance
133. an 3 2 contact a client support representative You do not need to convert data files if you upgrade Payroll from version 5 1 or higher You must install the new version of Payroll before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager version 6 0 Before you convert the application files make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function If posted or unposted time tickets exist or if checks are in the PACHxxx Checks file you cannot convert your data files Consider Your Setup Before you try to convert your version of Payroll to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion or if you have made modifications consult your value added reseller Converting to Version 6 0 Before you begin the conversion you must set up one table and gather some additional information Payroll User s Manual 2 5 Conversion Installation amp Conversion Each local code must be assigned to its respective state The system looks for the PASOCNVT table and uses it to assign local codes to their respective states To update th
134. and MKTGO1 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it e Ifyou want to sort items by a particular attribute name or group put the attribute in the ID For example to organize employees by their last names put the first characters of the last name in the employee ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of ANDOO1 and ANDOOS leaves room for three IDs in between Payroll User s Manual 3 5 Setup Checklist Follow the steps below to set up the Payroll system Following the order of the steps should save you from repeating your work Each step is explained in this section 1 Ze Set up the options and interfaces Set up earning types PAETxxx file Set up earning codes PAECxxx file Set up tables PATBxxx file Set up tax tables PATXxxx file Set up withholding codes for tax authorities PACO file Set up withholdings PAWIxxx file Set up company deductions PADDxxx file If necessary use the Formula Maintenance function to add formulas to the PAFMHDR Formula Definition and the PAFMLIN Formula Line Detail files Set up departments PADPxxx file Set up payroll information PAINxxx file Set up labor classes PALCxxx file Set up employees PAEGxxx and PAEPxxx f
135. ansactions Daily Work 5 14 If you elected to use the time card calculator in the Resource Manager Options and Interfaces function and entered Y at the Use time card calculator prompt on the Enter Transactions screen the Time Card Entry window appears DEAS ID ating Eat Pant bledo Eeplowee Ib 210001 bar 4 Time Tm 8 00 Time fw 13100 mar Orar 000 Tira Im 00 00 Tine n Gordo Last Cra Ooo Tia E je mhna Time T 00 00 Laar crear fit Tina lu 05 00 Time Oma 00600 Last rr O00 Tira Im 00 00 Tint Ont 5 00 Last rez g lidiurtosnt 000 Totals 4 000 r Nsritioatiom Field Employee ID Name Time In N2 N2 Time Out N2 N2 Last Out Tim Card Entry Hit Srockar Albert U Day 2 Day 3 Day 4 bay 5 Day amp 12 30 00 00 00 05 50 00 00 00 15130 2000 Ooi a ELil 00 100 DI O00 Tea 000 Maa e 00 00 50 00 00 05 50 00 00 00 00 ia Coo OO nes roo OO joes DO Ooo DIC 000 Aa 00 00 00 00 00 00 50 00 00 00 OO too roo oiimi 00 00 00107 Dl gN Aaa e 000 E 00 05 00 00 00 05 50 00 00 03 00 07 morun 00107 20 00 00109 OG 000 TED 000 ul 00 0 00 00 00 00 00 00 00 00 00 02 00 00 00 05 50 00 Oo ao a 000 E D00 E DO 000 TE 000 JE 4 000 000 DIO 000 A Peer Pgln to proceed Description The employee s ID is displayed The employee s name is displayed For each day of the week enter the hour and minute the employee punched in Enter hours in military
136. appropriate whether or not the withholding is employer paid and the weeks worked limit are indicated If the withholding is an employer paid withholding this file also holds the employer liability account The PAWXxxx Withholding Exclusion file stores the exclusions of deductions and earning codes from payroll withholding which you enter through the Withholdings function Temporary files The temporary files store information created from an action you perform and send that information to a different file usually a history file when you post The PACDxxx Checks Deductions file stores the deductions taken for each employee paycheck The PACExxx Checks Earning file stores the earning codes for each employee paycheck The PACHxxx Checks file stores the latest batch of unposted checks that have been prepared for employees 1 10 Payroll User s Manual Introduction The Payroll System The PATPxxx Transactions Post file stores records that were posted after transactions were entered Records are stored for each earning code deduction code and pieces if you pay employees piece rates Earnings can be split between paychecks if a sequence number is assigned to each transaction The Calculate Checks function creates checks based on the information stored in this file When you post checks this file is cleared The PATRxxx Transactions file stores the detailed records of time tickets and miscellaneous payroll entries
137. ars if you entered a new formula ID Enter the ID of the formula you want to copy information from or press Enter to skip this field Enter a description of the formula Formula factors are variables used to change the base rate in a formula without changing the actual formula Each formula can have six factors Enter six formula factors When you save your entries PgDn the cursor moves to the scroll region Payroll User s Manual 11 93 Formula Maintenance File Maintenance 11 94 Scroll region Enter edit Append Header Goto Create program To edit a line press Enter To add a line press A Then see Editing or adding a line below To return to the header region of the screen press H To go to a particular line press G and then enter the formula line number This command appears only if there is more than one screen of items When you are done entering or editing a formula press C to convert the formula to a BB program Use the Create Program command anytime you enter or edit a formula If you do not use the Create Program command before exiting from the Formula Maintenance function the system automatically executes the command when you exit F7 to the File Maintenance menu If you use the Abandon F5 command to return to the header region of the screen your changes are not saved and the formula is not compiled into a BB program Payroll User s Manual File Maintenance Formula Maintenance
138. ars worked by the employees that the entries affect For example enter 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd A12 The system multiplies the number in this field by the number of hours worked to calculate the total hours accrued 11 82 Payroll User s Manual File Maintenance Tables Field Max Hours A12 Min Accrual A12 Payroll User s Manual Description Enter the maximum number of hours an employee can work to calculate the accrual amounts for each pay period The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used 11 83 Tables File Maintenance TCALCxxx Table The TCALCxxx table determines the setting for the time card calculator in the Payroll Transactions function When you enter the table ID the rest of the TCALCxxx table appears E DAS TADO I FATE Tesla Ib TALC Description Tos Card Grertimog Celculstica Humber of Cola 2 Column Langeh 32 Tppa 4d ao pea aloe IVERTIEE AT WEEE OWERTIEE IRT 8 pr Vac ification Presa Piro to procesd Field Description Description A12 Enter Week if you want overtime to be calculated
139. articular line item press G and then enter the deduction code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To edit deduction formulas from this screen press F The Formula Maintenance screen appears For information about formulas see page 11 91 and appendix C To exclude earning codes from deductions press E Then see Earning exclusions below To copy a deduction move the prompt gt to the deduction you want to copy and press C Then see Copying deductions below Editing or adding a line item To edit or add a line item follow these steps 1 Enter a description of the deduction If you enter Y in the Def Comp field below the first four characters of the description you enter are used as the deferred compensation description on W 2 forms If the deduction is for a 401 k program you must enter 401K If the deduction is for dependent care benefits you must enter DCB Enter Y or N to indicate whether or not the deduction is employer paid Enter the number of the liability account the deduction is credited to The Inquiry F2 command is available if Payroll is interfaced with General Ledger If you entered Y in the Emplr field enter the expense account number The Inquiry F2 command is available if Payroll is interfaced with General Ledger Payroll User s Manual Codes Maintenance Deductions 5 Enter Y or N to indicate w
140. as needed to calculate deductions and withholdings For a detailed explanation of formulas see appendix C After a formula has been set up you can use the Deductions function page 10 17 or the Withholdings function page 10 25 to edit it Departments 3 18 Department records store amounts posted from time tickets and checks This information is used to update accounts in the General Ledger system Use the Departments function page 11 51 to set up and maintain departments You can set up earning codes and employer paid withholdings and deductions and through Resource Manager you can specify precision for the Hours fields New entries are automatically appended when you post time tickets or checks The information is stored in the PADPxxx Department file Divisions summarize groups of departments in the Department Report which summarizes the labor expenses posted to each department If you use divisions each department ID must begin with the two character division ID If you do not use divisions department IDs must be at least three characters long Payroll User s Manual Setup Setup Functions Payroll Information Payroll Information includes state unemployment reports and the company address This information is essential to the Payroll system and must be set up before you can begin processing It is stored in the PAINxxx Payroll Information file State unemployment reports Most states that collect unemploym
141. at the first employee record on file press F To look at the last employee record on file press L Looking at different localities To move between the federal state and local portions of the screen press the Tab key Looking at withholding information The Goto line command appears only if there is more than one screen of items To look at a particular withholding tax press G and then enter the line number or use the Inquiry command to select a line number 4 8 Payroll User s Manual Employee Inquiry Tax Information To look at withholding information for a particular employee press V To look at withholding information for a particular tax press V again The Employee Withholding Exclusions window appears Employee Withholding Exclusicas Tree ode Pe Loe ion Exo Lud ro FRE Federal WH Fa FEE OLS Esplye ASDI Pai FEE HER Espipe Hedicare Po FES EIC Eecned Incona Ro FES Eli Emplye ASPI a FED ERE Espiye Medicare B FES FUT Urea Ine po Coda 001 of 00 Use the commands on the command bar to find the information you need Goto line Done View factors The Goto line command appears only if there is more than one screen of items To look at a particular type of withholding press G and then enter the code number or entry number or use the Inquiry command to select a type When you are finished viewing type and factor information press D to return to the Tax Information screen To view factors press
142. aves Balances function combines all leaves taken and accrued into one total comparing it with the total that has been updated in the PAEGxxx Employee General Information file The beginning vacation and sick balances are kept in the PAHVxxx Leave Adjustment History file along with the detail posted from Post Checks Void Checks and Leave Adjustments functions If the system determines that there is a difference between the hours posted to the PAH Vxxx file and the PAEGxxx file it writes the number from the PAHVxxx file into the PAEGxxx file An audit log is created Back up your data files before you proceed with this function Print the Sick Leave and Vacation Report because sick and vacation accruals are cleared by this function Payroll User s Manual 9 45 Roll Up Leave Balances Periodic Processing Roll Up Leave Balances Screen Select Roll Up Leave Balances from the Periodic Processing menu The function screen appears 2 USAS Dd Foll Up Lena Belen Tews Tou hacked Up Tour baca Files TES Como lidsta Terminated Emp loyaas fia Quipot device Ifieintez pcR arios Fille Wing 1 Enter Y or N to indicate whether or not you have backed up your data files 2 Enter Y or N to indicate whether or not you want to consolidate terminated employees 3 Select the output device After leave balances have been rolled up the Periodic Processing menu appears A sample audit log is at the end o
143. ax Information Inquiry Screen Select Tax Information from the Employee Inquiry menu The inquiry screen appears W 0545 TOO Gain Ci Pert bjp nn Tas information Esplores Lp BES BOF HE LLAOA E Taderal Tax Information Fed Stet Exp Extra MH Fixed WE EDC Coda Table 1D FED A 4 ou Let H TELA Greece Tax Inforsarion State Jtet Exep Extra MH Fixed FE Tabla I 331 Stata Stata Hua FO A 4 DD Op BTEEME EH LEES EDLE Loma Tas Information Scaca Local Jtet Exp Extra WH Fixed UN Tesla Ib Locality Rare Tab State Entec adic Append Vichholding stup ext page Foreviour pagu The information displayed comes from the PAEGxxx Employee General Information PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PAWIxxx Withholdings files and is entered in the Employees function see page 11 3 for an explanation of the fields 1 Enter the ID of the employee whose tax information you want to look at Payroll User s Manual 4 7 Tax Information Employee Inquiry 2 Use the commands on the command bar to find the information you need Employee Next Prev First Last Tab Goto View withholding information Looking at tax information for a different employee record To look at a different employee record press E Then enter the employee ID To look at the next employee record on file press N To look at the previous employee record on file press P To look
144. by the week Enter Day if you want overtime to be calculated on a day by day basis Value A12 Enter the number of regular hours reached before overtime is automatically calculated If overtime is calculated a message notifies you that overtime has been calculated and the dollar amount of the overtime is displayed You should enter the overtime code as the next earning code 11 84 Payroll User s Manual File Maintenance Tables USRDDxxx Table The USRDDxxx table holds the user defined labels that appear on the second Personnel Information screen and the Key Date Report When you enter the table ID the rest of the USRDDxxx table appears Edip EB Pii Help FATE Table Tb TARS lescriptcion Der betined Panes for Peracesel nto Hober of Cola L Colom Length 12 Typa U Dake Lice Lasa PRS Dedver Lic Us bare 04 Umar Date 05 User pate Us Use Date 07 Umar Dare Of Use Pate 05 Umar Dace LO Tacibication Fees lt FPglins Eo prijeli Enter ten date labels Payroll User s Manual 11 85 Tables File Maintenance USRDFxxx Table The USRDFxxx table holds the user defined labels that appear on the Employees General Information screen and the first Personnel Information screen When you enter the table ID the rest of the USRDFxxx table appears Ste FATE Tanie LO USSF Deseriprion Paer tines Fields loc Esp Bora 1 Husker at Cola i Colum Lengek 12 Type 4 Sauer let Fl
145. can use the Manual Checks function to enter a negative check for the same amount This procedure produces a separate audit trail in the Payroll reports and registers and updates the payroll records in the Payroll General Ledger and Bank Reconciliation systems if Payroll is interfaced with General Ledger and Bank Reconciliation The correction appears in the current period total in Payroll but can be distributed to any general ledger period you specify Before You Begin If you have a multiuser system make sure that no one else is calculating checks You cannot enter manual checks if someone else is using the PACHxxx file to calculate checks Payroll User s Manual 6 9 Manual Checks Payday Work Manual Checks Selection Screen Select Manual Checks from the Payday Work menu The selection screen appears F SAS TH Gaig Cat Pet bjp Manual Chackz Farol Rurber 000051 ear oar a ip ole L Faziod End 1005 1998 Date ff CRECES LOO 1999 GL Period z0 arp Period Bey Fd Code och Feciod Beg Fd Code 1 LO OL 1 r Verificatioz Freer Pg on gt o proceed If no manual checks are on file the cursor is in the Group Code field see the field descriptions below If manual checks are already on file the cursor is at the bottom of the screen skip to Options 1 4 after the field descriptions The entries you make in the fields apply to all the manual checks you enter this session Field Description Payroll Number The payroll n
146. ccounting usually grouping related information under one account number or account ID accounting period A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period advance earned income credit EIC A credit against the employee s federal tax deduction Eligibility is determined by the employee s income and marital status See Circular E Employer s Tax Guide for details allocated tips Additional tips allocated to an employee when the total of reported tips is less than a fixed percentage of house sales as set by the government application A software package made up of several related programs functions and files Usually an application is named after a common accounting practice for example Accounts Receivable Inventory or Payroll audit trail A detailed record of accounting activity used to find the source of every dollar in the accounts back out To cancel a transaction by entering an equal and opposite transaction leaving a clear audit trail back up To make a copy of data for archival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to balance 1 The difference between the total debit entries and the total credit entries for an account 2 The sum of expenses earnings and tax withh
147. ch vacation time some employees have left so that they can plan staffing for projects And the personnel department might want to acknowledge perfect attendance records with an award Payroll User s Manual 7 7 Sick Leave and Vacation Report Payroll Reports Sick Leave and Vacation Report Screen Select Sick Leave and Vacation Report from the Payroll Reports menu The function screen appears F USAS Dia Lame and Vacation Feport _ Fick Eraployes Ib From 800003 Thre 3570001 Frist Sor 3 Morti ua TE er Reporte For Booth 7 Fuly 5jpccuen Mi ma Phrictac plfijevier Fpdda 1 Enter the range of employees you want in the report A6 2 Select the totals you want in the report month or quarter 3 Enter the number of the month or quarter you want to produce the report for N2 4 Select the output device A sample Sick Leave and Vacation Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 8 Payroll User s Manual Sick Leave and Vacation Report Payroll Reports Sick Leave and Vacation Report 08 26 1999 TOTALS End of Report gt gt Vacation Hours Builders Supply Sick Leave and Vacation Report for the Month of August 10 000 32 000 000 000 48 000 80 000 00 240 00 00 00 429 60 669 60 Remaining Vacation 128 000 160 000 80 000 000 80 000 40 000 32 000 520
148. ch you want to organize the report 6 Enter Y or N to indicate whether or not you want the report to include the employee s date of birth 7 Select the basis for the month of hire the employee s start date or the employee s adjusted hire date 8 Enter Y or N to indicate whether or not you want employee review information in the report 9 Select the output device A sample Employment Anniversary Report is at the end of this section After the report is produced the Personnel Reports menu appears 8 12 Payroll User s Manual Employment Anniversary Report Personnel Reports 07 16 1999 6 10 AM Emp ID Employee Name D Supervisor Name Bourne Linda C Lukas George Gerard Timothy G Bourne Linda C Jenkins Kathy M Jonchim Maria K Lukas George Lukas George Rossini Lucinda A Stockard Albert W End of Report Employment Anniversary Report Builders Supply Employment Anniversary Report By Employee ID Start Date YRS Adj Hire 01 09 01 23 05 31 03 30 04 01 11 03 11 30 01 09 01 23 05 31 03 30 04 01 11 03 11 30 06 07 12 31 10 26 04 22 11 15 07 04 12 18 8 13 Payroll User s Manual Personnel Roster The Personnel Roster is a list of employees and miscellaneous information about the employees The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employ
149. clicks and may not perform the desired function Payroll User s Manual 1 17 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS memory and disk space requirements vary according to the operating system you use and the size of your data file Consult the Resource Manager User s Manual for more information Starting OSAS To start OSAS on a Windows machine double click the OSAS icon on the desktop or in the appropriate folder To start OPEN SYSTEMS Accounting Software on a non Windows machine enter osas at the operating system prompt The command can recognize three parameters t c and a 1 18 Payroll User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to work with OSAS On multiuser systems each terminal usually has a defa
150. ctions Recurring Deductions List Screen Select Recurring Deductions List from the Master File Lists menu The function screen appears OSAS T000 olx Settings Edit Print Help Recurring Deductions List Pick Employee ID From BOUOO1 Thru SToOO1 Run Code From Thru Cutoff Date From Thru Print by 1 Employee 2 Department 3 Group Code 4 Run Code 1 Output device P rinter p Rjeview Fjile S jcreen Mina 1 Enter the range of employee IDs you want in the list 2 Enter the range of run codes you want in the list 3 Enter the range of cutoff dates you want in the list Payroll User s Manual 12 35 Recurring Deductions List Master File Lists 4 Select the option by which you want to organize the list 5 Select the output device A sample Recurring Deductions List is at the end of this section After the list is produced the Master File Lists menu appears 12 36 Payroll User s Manual Recurring Deductions List Master File Lists Recurring Time Ticket List 06 03 1999 Builders Supply 1 10 PM Recurring Deductions List By Employee Employee Deduction Amount Note Code Description BOU001 Bourne L C 001 Medical Ins Emp BOU001 Totals 001 Medical Ins Grand Total End of Report 12 37 Payroll User s Manual Tables List The Tables List shows the number of columns column length and type and data for any or all Payroll tables Use the Tables List to review
151. ctory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 If you want source files to be erased after conversion enter Y if not enter N To ensure the protection of your data enter N When you are sure that the conversion has been completed successfully you can delete your old data files 4 If you want the conversion process to pause if a problem occurs enter Y if not enter N The system considers evidence of data not converting correctly or file corruption a problem Whether you enter Y or N the system creates an error log in the DATA subdirectory called CNVTLOG 5 Enter PA in the Appl column Payroll appears 2 10 Payroll User s Manual Installation amp Conversion Conversion 6 Enter the present version number of Payroll and press Enter When you enter OSAS the copyrights screen shows the version of Payroll you have 7 Tf data files already exist for PA in the intended destination path the following prompt appears PA Data files exist Do you want this task to erase them If you want to erase the existing files and convert the files from the version in the source path enter Y if not enter N If you enter N you must change your entries so that no conflict exists 8 Select the method to split payroll employee history into months days or history 9 If you elected to split by days enter the last check date If you elected to split by hi
152. d Icon Key Result Change to F2 Displays the Favorites menu Main Favorites ma menu See Favorites Menu on page 1 35 Payroll User s Manual 1 31 Graphical Style Menus Introduction Other Menu Els foo Favas MA ale be Taibai Esaci n am pasing 3 prian Comer Call a PDS oe Fran Sieger ppd nace piri Ire loba ru Seren doen bey uppa araon Lim Ecarmandz The Other menu contains a set of utilities A calculator and Global Inquiry which consolidates and presents data from other applications are some of the utilities on the Other menu See the Resource Manager User s Manual for information about the utilities on the Other menu Help Menu Ele Dwe Fyon Ote EEJ BSJAmM Hea Command Help About OSAS 1 32 Icon 2 Key Fl Result Displays the online help Displays the About OSAS dialog box Payroll User s Manual Introduction Graphical Style Menus Toolbar Icons mE wie ESE There are three icons on the toolbar that were not described above Icon Key Result Displays the Application Information dialog box Opens an MS DOS prompt Displays a screen for calling any BBx program ge that does not require variables to be passed to it See the Resource Manager User s Manual Other Graphical Screen Features The graphical screens offer more than shortcuts to application functions In version 6 0 you can at a glance or with a mouse click determine the date and tim
153. d characters to restrict or widen the search 1 43 Function Commands Introduction Key Shift ES Detail Lookup Shift F6 Lot Item Lookup Shift F7 Serial Number Item Lookup Shift F8 Item Description Lookup Report Commands 1 44 Operation Search for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Arrow Right Arrow Tab Toggle Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the
154. d for poor work performance on 2 21 94 Has Comments 2 greatly improved additude Comments 3 End of Report 12 31 1949 5550 00 8 17 Class H S Group Chk Loc Yearly Salary 90000 00 66600 00 15600 00 Payroll User s Manual Education Report The Education Report shows employees education history and some miscellaneous information The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Education Report Screen Select Education Report from the Personnel Reports menu The function screen appears 2 AS POMO Gating Dat Fort bein Education Faport Bick Dep loyee Tb From BOO Princ Tee Defimed Fislde Tru 250001 Ine Coverage TE dupervrisor From Bau Use Label amp TES Tiru BTS0 1 Umer Lake 4 YE Departomnt From 100 Coma nt 1 YE Thri 501 mele 1 TES Classe From H r Ce ca WEA Tizu YPF Print Degree Type Peint by i iplos Th lest Planes Spcceen Mi od EPhrizkec pF evirt F ils 1 Enter the range of employees you want in the report A6 2 Enter the range of supervisors you want in the report A6 3 Enter the range of departments you want in the report A6 4 Enter the range of employee classes you want in the report A3 Payroll User s Manual 8 19 Education Report Personnel Reports 5 Enter Y or N to indicate whether or not you want the report to include the user defined fields the three user l
155. d with Job Cost Salaried employees are paid according to the salary you entered in the PAEGxxx Employee General Information file not according to the time you enter in the Payroll Transactions function but you must use this function to enter payroll transactions for salaried employees for other types of pay such as bonuses overtime and double time other deductions and vacation and sick pay Payroll User s Manual 5 3 Payroll Transactions Daily Work 5 4 Salaries can be allocated to different departments by entering time tickets The system keeps track of the employee s posted and unposted dollar amounts You cannot exceed an employee s salary with time tickets if you elected to replace wages for salaried employees in the Earning Types function If no time tickets are entered all expenses go to the home department If time tickets are entered the earnings go to the specified department and the employer withholdings and deductions go either to the home department or the department where the employee worked based on the option you selected in the Resource Manager Options and Interfaces function For salaried employees the system uses the information from the FREQxxx table To record other pay that employees have earned in addition to their regular pay commission tips bonuses and so forth and to record other deductions that are to be withheld from paychecks items that are not regularly scheduled such as one time contr
156. department records show the number of hours and pieces and the amount of the payroll expenses on the time tickets If Payroll is interfaced with Job Cost the job and phase records are updated with labor expense excluding deductions and hours If you elected to save transaction history when you installed Payroll the PATHxxx Transaction History file is updated with the detail from the time tickets and miscellaneous payroll entries from the PATRxxx file When the post is complete the PATRxxx file is erased clearing the way for more time ticket and miscellaneous payroll entries You cannot use the Post Transactions function if you are working with last year files Before Posting Before you post do the following things e Ifyou have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using the Payroll functions e Print the Time Ticket Journal page 5 17 e Print the Miscellaneous Deductions Journal page 5 19 e Back up all the data files Payroll User s Manual 5 25 Post Transactions Daily Work The information in the Time Ticket Journal and the Miscellaneous Deductions Journal comes from the PATRxxx file Posted entries are cleared from this file to make room for the next group of entries Because you cannot reconstruct the journals after you post printing before you post is important Backing up your data files before you post is an important practice Unforeseen
157. displayed The amount the number of hours time the rate is displayed Enter a deduction code If you entered a job and phase deductions are not posted to the job Payroll User s Manual Daily Work Field Description Note A19 Hours Amount Payroll Transactions Description You can enter five line items for an employee if you have more than five deductions to enter use the Proceed PgDn command to transfer the transactions to the Payroll Transactions scroll region and reenter the Enter Transactions screen The name of the deduction is displayed If you enter a brief comment about the deduction it will be printed in the Miscellaneous Deductions Journal and saved in the PATHxxx Transaction History file Enter the number of hours associated with the deduction Enter the amount of the deduction When you save the information PgDn the pay and deduction related fields are cleared but the employee and job information you entered remains on the screen Change the information that is displayed or enter a different employee ID If you enter a different employee ID the job and phase information remains on the screen making it easy to enter time tickets for the employees who worked on a job When you are finished adding transactions exit to the Payroll Transactions screen Time card entry Time cards can be filled out daily or weekly for each employee Payroll User s Manual 5 13 Payroll Tr
158. dit Register page 6 21 to verify that the checks were calculated correctly If you find an incorrect entry in the Edit Register use the Payroll Transactions function page 5 3 to enter a reversing and a correct transaction Post the correcting transactions calculate checks again and reprint the Edit Register to verify the corrections Repeat this step until the Edit Register is correct If you do not need check numbers in the history skip to step 11 If you want complete check history print the checks on paper or save them in a file If you use the Void checks function after the checks are posted to history you must print checks to assign check numbers Because you will void these checks immediately use plain paper or send the output to a file Print the reports on the Payday Work menu as an audit trail Back up your data files Post the checks page 6 63 Ifthe pay period falls on a quarter end date skip to step 14 If it does not go back to step 1 and begin entering transactions for the next pay period Payroll User s Manual 3 25 Setup Functions Setup 3 26 14 After you post checks for the last pay period in a quarter follow these steps 15 e Print the Department Report page 9 3 e Backup your data files e Post expenses to General Ledger page 9 7 e Print the quarterly tax withholding and unemployment reports necessary for the states where you do business e Use the Periodic Maintenance
159. e the phase ID below When you post transactions the data updates the JOHIxxx Detail History file If Payroll is not interfaced with Job Cost you can enter job and phase information and then organize the Time Ticket Journal by job and or phase for your records or produce the Transaction History Report for a historical record of job activity Enter the ID of the phase you want the time and amount on the time ticket charged to The Inquiry F2 command is available if Payroll is interfaced with Job Cost The description appears at the bottom of the screen for verification If Payroll is interfaced with Job Cost enter the labor code for the job Press Enter to accept the employee s labor class that is displayed from the PAEGxxx file or enter a different class for the time ticket If you use the Maintenance F6 command the Labor Classes function is temporarily called up If you want to split earnings and override deductions for an employee receiving two paychecks enter a sequence number The sequence number you use will appear in the Time Ticket Journal Payroll User s Manual Daily Work Payroll Transactions Field Note A20 Earn Code A3 Ded Code Hours Rate Amount Pieces 6 Description This field appears only if you are editing deductions transactions Enter a description of the deduction Press Enter to accept the employee s earning code that is displayed from the PAEGxxx file
160. e Header Delete check To edit an earning code press Enter To add an earning code press A Then see Editing and adding earning codes below To calculate a check press C If you elected to accrue sick and vacation time for an employee in the Resource Manager Options and Interfaces function the following message appears Do you wish to accrue Vacation Sick for this employee Enter Y or N to indicate whether or not you want to accrue vacation and sick time for the employee The check is then calculated and the second manual checks screen appears If you elected not to accrue vacation and sick time for an employee you can enter or edit a manual check or press N to go to the next page of line items To enter or edit the number of pieces the check number or the weeks worked for the paycheck press H To delete the check press D Payroll User s Manual Payday Work Manual Checks You can process a manual check in the middle of a batch of calculated checks without losing the time tickets that were posted Enter the manual check post and then recalculate checks Editing and adding earning codes When you press Enter or A on the command bar of the first Manual Checks screen the following window appears Manual Checks Bale E Eltmresota Locality Dar Oo EXECUTIVE dd Phase Cook Code Cl Pra Prsaidear Bath ode GAL Balacicd Mage Honra Ode Rete Di doe ote Field State A2 Locality A2
161. e and Withholdings is on the third line Payroll User s Manual 11 77 Tables File Maintenance Field Description GL Acct A12 Enter the default general ledger account for each type GLPAYxxx Table The GLPAY xxx table stores the general ledger cash and advance EIC account numbers used by Payroll It is used when checks are posted to the GLJRxxx Journal file If Payroll is not interfaced with General Ledger you must still build this table because the account numbers appear in the posting report 11 78 Payroll User s Manual File Maintenance Tables When you enter the table ID the rest of the GLPAYxxx table appears C USAS ID m PATE Tanie Ib LFP Descciacion Ghee Ledger ittenni Husker af Cola 2 Column Length 13 Typ 4 Description GL Hunkar Caah idy EDC Pymt 203000 Vecifiomtica Pome Pgln o proceed Field Description Description A12 Enter a description for the accounts that cash disbursed and advance EIC payments made or press Enter to use the description that is displayed GL Number A12 Enter the numbers of the accounts you use for these purposes MAXVSxxx Table The MAXVSxxx table stores the maximum number of hours an employee can accrue for vacation or sick hours remaining You must set up a MAXVSxxx table for each company that uses the table Payroll User s Manual 11 79 Tables File Maintenance When you enter the table ID the rest of the MAXVSxxx table appears a Te
162. e multiple checks the system does not recalculate the remaining checks If you have produced manual checks you can use the Manual Checks function to recalculate them Information from the PACDxxx PACExxx PACHxxx and PACWxxx files is used to produce e the Edit Register e payroll checks e the Check Register e the Withholding Report e the Employer s Tax Report After you print the paychecks and the related reports post the check detail to the PAHCxxx PAHDxxx PAHExxx and PAHWxxx files These files store the detail of the paychecks so that you can review checks when you need to investigate salary deduction or tax withholding questions Information in these files appears in the Check History Register 1 14 Payroll User s Manual Introduction The Payroll System Posting checks transfers summary information to the PAEGxxx PAEDxxx PAEExxx PAEMxxx and PAEWxxx files This information includes such things as the number of hours recorded for each employee and the type and amounts of pay each should receive for them Specifically it includes earning code entries from checks tips pieces completed vacation and sick leave hours and pay and deductions and withholdings from pay Year end maintenance At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure accomplishes the following things e clears out the quarter to date and year to date balances in the PADP
163. e switch between live and sample data and switch between companies and their data sets Date and Time Taste dered Tine hes 220 PH The workstation date and time are displayed Payroll User s Manual 1 33 Graphical Style Menus Introduction Data Set Testa Set C Lies Dita Bank Duis Check the Live Data radio button to work with live data Check the Sample Data radio button to work with sample data Change Company Field Select the company to change to 1 34 Payroll User s Manual Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 button or selecting the mouse pull down menu Favorites Menu Text Style Ferocitas Menu TODO F T i E BP TANDA El E s GL Edit Teansections If Transfers Jounal There are two ways you can set up your Favorites menu depending on if you use the text style menu or the graphical style menus To set up the text style Favorites menu follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application 1 Press F2 to display the Favorites menu 2 Move your cursor to th
164. e Checks If you do not want to calculate checks enter N to exit to the Payday Work menu If you want to calculate checks again erasing the checks that are on file enter Y Field Payroll Number Quarter Group Code 0 9 Period End Date on Checks GL Period 1 13 Grp Period Beg Payroll User s Manual Description The payroll number is displayed from the PACTLxxx table The quarter is displayed from the PACTLxxx table The codes you enter determine which employees will be paid The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file You cannot add a check for an employee who is not in the group code If you enter Y in the Include Salary Wages field below salaried employees with the group code you enter will be paid their salary amount less deductions and taxes Hourly employees with the group code you enter will be paid according to the earnings accumulated in the PATPxxx file from transactions entered less deductions and taxes Enter the date the pay period ends The system uses this date and the period beginning date you enter for each group code and checks each employee s start and termination dates in the employee records to verify employment during the pay period Enter the date you want to print on the checks The general ledger period is used when you post checks The totals for the checks produced are posted to the general ledger period
165. e History from the File Maintenance menu The header appears sas 1000 Gaig Ci fore Eloy r Exrpleogen History Erpiopges Th OTe Last Kara Bourne Fiesi Ham Liria Aiddie Initial C Do You Want To Asincaing Esploes Eisctellasegis Elstory TES Erit Tarnicas History TEA Exp YES Emp TES Employee 3 TES Enployen Local Tax Hirtery Ez r Vecifioaticw Peer Pgln to preceed Payroll User s Manual 11 25 Employee History File Maintenance 1 Enter the ID of the employee whose history you want to work with A6 If you use the Maintenance F6 command the Employees function is temporarily called up 2 Select the screens you want to work with When you have selected the screens you want use the Proceed PgDn command to go to the first screen you selected Employee Miscellaneous History Screen 11 26 Use the Employee Miscellaneous History screen to enter and maintain various payroll information You can enter and edit information for one quarter at a time and view monthly quarterly and year to date totals The Employee Miscellaneous History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Payroll User s Manual File Maintenance Employee History Month totals When you enter the Employee Miscellaneous History screen the Month Totals window appears EAS DE Page 1 of 4 Erployen Eizcellaneour Ei
166. e Lists 3 Enter Y or N to indicate whether or not you want the list to include state withholdings 4 If you entered Y in the Print State Withholdings field enter the range of states you want in the list A2 5 If you entered Y in the Print State Withholdings field enter the range of state withholdings you want in the list A3 6 Enter Y or N to indicate whether or not you want the list to include local withholdings 7 Tf you entered Y in the Print Local Withholdings field enter the range of localities you want in the list A2 8 If you entered Y in the Print Local Withholdings field enter the range of local withholdings you want in the list A3 9 Select the item by which you want to organize the list 10 Enter Y or N to indicate whether or not you want the list to include exclusions 11 Select the output device A sample Withholdings List is at the end of this section After the list is produced the Master File Lists menu appears 12 18 Payroll User s Manual Withholdings List Master File Lists Withholdings List 08 24 1999 3 07 PM Withholding Auth Code FED EIC FED EME Exclusions Earning Code FED EOA Exclusions Earning Code FED FUT Exclusions Deduction Deduction Earning Code FED FWH Exclusions Deduction Deduction Earning Code FED MED Exclusions Earning Code FED OAS Exclusions Earning Code Description Earned Income Emplyr FICA P02 Travel Exp Emp
167. e PASOCNVT table follow these steps 1 Select Data File Maintenance from the Resource Manager Main Menu 2 Select Application Tables and press Enter 3 Inthe Enter Table Filename field enter PATB sas min Gaig Dat Pert Elo Application Tab Les Tale U Desar ibe Lon Einer Table Filesore BATE Husker af Cola Colum Length Typ 2 6 Payroll User s Manual Installation amp Conversion Conversion 4 Use the Inquiry F2 command to select PASOCNVT or enter PASOCNVT in the Table ID field The PASOCNVT table appears Faing de Pint hip PA PETE m Tame Ll Pee Desr LED Lon COREE Lon DOE Local Dele Husker az Le 306 Colom Lengch 2 Tree i EC ST LO 57 10 ST LO ST LO ST ST LO ST LO ST LO ST LO IT aT ot Dz ga A Om oT Te Cra 10 11 iz 13 14 1 18 17 15 LE zu ti ai 23 24 25 26 2 23 i a al ais 3a 14 15 16 IT I a 0 al Az 43 44 45 it aT pI ia su 41 iz 3 a Se ET Es 5s an i i sn a Er bE Er 1 En w TL Tz m Ta Ta TE TT Ta Ta Bu Bl Ez 53 SE aT a a ao di 34 oa ag SE ay a oo TE One hundred entries are in the table You can enter state codes assigning them to local codes If you do not use local codes or do not add them to the table at this point the conversion will still be successfully completed When you are finished entering codes exit to the File Maintenance menu Payroll User s Manual 2 7 Conversion Installation amp Conversion In previous versions of Payroll earnings and with
168. e stores the earning base tax base earnings limit and tax percentages for the locality where the withholding is required A Note on Tax Tables The last entry in the first column of a tax table must be 99999999 99 because the Tables function goes to the next higher entry than the amount it is looking for and then goes back one line 11 90 Payroll User s Manual Formula Maintenance Use the Formula Maintenance function to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas and a list of valid variables functions and operations see appendix C Once a formula has been set up you can also edit it through the Employees Salary Information page 11 3 Deductions page 10 17 or Withholdings page 10 25 functions Changes you make here update the PAFMHDR Formula Definitions and PAFMLIN Formula Line Detail files If you build a formula while you are in the sample data path to test it the system stores the formula in the program directory destroying the formula that was created with your live data If you try to do this the following warning appears Building formula in sample data will erase live formula Y N Payroll User s Manual 11 91 Formula Maintenance File Maintenance Formula Maintenance Screen Select Formula Maintenance from the File Maintenance menu The function screen appears iae Edi Dni Hele Tocoula Asintsoaocs Formule II FEH_SDO
169. e submenu or application you want removed 3 Press F10 Payroll User s Manual 1 35 Favorites Menu Introduction Favorites Menu Start Style cy HL Tensei a To set up the graphical style display you can find an example of the graphical style Favorites menu on page 1 20 follow these steps 1 Position the cursor over the submenu or function you want placed into your Favorites menu 2 Right click on the function or submenu The Favorites menu set up box shown below appears 3 Click on Add to Favorites 1 36 Payroll User s Manual Introduction Favorites Menu Screen Use Screen Add to Remove Favorites Change to Favorites Main Sample data Live data Setup Function Information Payroll User s Manual Description Use the Add to Remove Favorites menu button to add the desired submenu or function to or from your Favorites menu Toggles your display menu between your Favorites menu and your Main menu Switches between your sample data and your live data Clicking on this button or pressing F9 sets up the selected application Setup works only in certain applications If an application requires a setup function you will find instructions in that application s user s manual Displays information about the selected function 1 37 Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OS
170. e the Copy Recurring Entries function Accept or enter the employee s department ID The department name appears If Payroll is interfaced with Job Cost accept or enter the job ID If Payroll is interfaced with Job Cost accept or enter the phase ID If Payroll is interfaced with Job Cost accept or enter the cost code Accept or enter the employee s labor class code If you want to produce multiple paychecks for the employee accept or enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second paycheck under sequence number 1 and so on If the employee does piece work accept or enter the number of pieces he or she produced The default information is displayed You can change the salary and rate for hourly employees but not for salaried employees Accept or enter the employee s earning code Accept the description of the displayed earning code Accept or enter the number of hours the employee worked If the employee is hourly enter the pay rate If the employee is salaried accept the displayed rate Accept the amount paid for the time ticket Payroll User s Manual File Maintenance Recurring Entries Field Deduction N3 Description Note A20 Hours N8 Amount N11 Description Accept the code for the deduction The description of the deduction is displayed If you want enter a note about the deduction Enter the numbe
171. e the code belongs to For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under one earning type Changes you make here update the PAETxxx Earnings Types file Payroll User s Manual 10 13 Earning Types Codes Maintenance Earning Types Screen Select Earning Types from the Codes Maintenance menu The function screen appears Ste r Earaing Tree Desoripeidon Com ado Add Gf Meplace Balazicd Mayes Lor dalacied Exployees in Tine Tickets id r Verification Pcerr Pgln o proceed 1 Enter the ID of the earning type you want to add or change Al Earning type T has special meaning to the system Tip amounts are accumulated in the FICA Tips field for government reporting Earning type F also has special meaning to the system Any earning types F that an employee receives through the year are accumulated and printed as fringe on an employees W 2 form Earning types V and are used to determinr the amount of vacation and sick time taken throughout the year Any other earning types that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay 10 14 Payroll User s Manual Codes Maintenance Earning Types 2 Enter a description of the earning type A40 3 To add or replace this earning type for salaried employees wages press A or R When you save the earning ty
172. ear to date uncollected Medicare Year to date uncollected OASDI Year to date earnings for the withholding Year to date FICA tips used in employee OASDI to figure FICA tips Year to date tips deemed as wages used in employer OASDI adjustments Year to date withholdings for the withholding 1 For Gross ADJERN is set to the same amont as GRANDTOTGROSS minus any earning code exclusions that may exist for that deduction For Net ADJERN is set to GRANDTOTEARN Then DEDUCTIONTOT FEDWITH STATEWITH and LOCALWITH are subtracted to account for all withholdings up to that point So if you have two net pay deductions the first one is calculated and that amount is added to DEDUCTIONTOT The second deduction will follow the same process with DEDUCTIONTOT having the updated deduction total from the previous net pay deduction Payroll User s Manual About Formulas References GA Formula factors Formula factors are variables used to change the base rate in a formula without changing the formula Each formula can have six factors Factors can be used in formula lines by entering FCn where n is the number of the factor For example you can set up a formula that multiplies taxable earnings by a percentage The formula can be one line long TAXEARN FC1 If you set factor one to 05 the employee s taxable earnings will be multiplied by five percent Later you can change the factor or override it in the employee record Formula
173. ecks Manual Checks screen two Use the second Manual Checks screen to enter and edit deduction codes for each manual check generated for each employee zer E Pegs I o J Larm Cheka Eng lopee BODO Boer Linde i cross Pay oo Debt Lore de Ter ph loa Bourg Pos 021 00 Sos of HEL Eple faid E 1 Medical Ira Duo 120 00 Geom Far 5 Deduction DOL of 0011 Epp lonee Tobal 120 00 Emp Lowee pa Enter SALE Appen Becale oleh NEL page POS Pye DEIEGE Check Editing and adding deductions Enter edit Append Recalc check Next page Previous page Delete check To edit a deduction code press Enter To add a deduction code press A Then see the field descriptions below To recalculate the employee withholdings and employer s liability for a check press R The deductions are not recalculated To go to the third Manual Checks screen press N To go to the previous page of items press P These commands appear only if there is more than one screen of items To delete a check press D Payroll User s Manual 6 17 Manual Checks Payday Work 6 18 Field Code Description Hours Amount Gross or Net Emplr Paid Description Press Enter to accept the displayed deduction code or enter a different deduction code Press Enter to accept the displayed description Press Enter to accept the displayed number of hours worked or enter a different number Press Enter to accept the displa
174. ecks before you calculate checks the manual checks will be erased When you calculate checks the Calculate Checks Log is produced Use the log to verify totals and earning code information and as part of your audit trail If an error occurs during check calculation a message is printed in the log see appendix A for an explanation of error messages in the log Payroll User s Manual 6 3 Calculate Checks Payday Work Calculate Checks Screen Select Calculate Checks from the Payday Work menu The function screen appears E naas ni Calculate Checkr Farol Warder 000051 ar ber q E be Fariod End LO Ges 2998 Pate GH CRECES 10 10 19939 GL Period it arp Period Beg Pd Code itp Feciod Beg Fi Code 1 LOL LER 1 Ioclude Salary Tages TES ABILIST Yarascaodm GITE APEITEALA TEG r NMerifiostiom Poems Pgln gt o proceed If you entered calculated or manual checks without finishing the payday steps the following prompt appears Checks are already on file Do you want to start over If you calculate checks again the data that is on file will be erased Make sure that the previous day s payday work cycle was completed properly If it was not do not calculate checks again because the checks that were issued will not be reflected in the payroll totals or in the general ledger balances To verify checks that have been calculated print the Check Register 6 4 Payroll User s Manual Payday Work Calculat
175. econciliation if Bank Reconciliation is interfaced with Payroll These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function 6 Toggle to YES or NO to indicate whether or not you want to accrue vacation and sick time automatically 7 Toggle to YES or NO to indicate whether or not you want to use vacation and sick hours for accrual calculations of additional sick and vacation time 8 Toggle to FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first 9 Toggle to YES or NO to indicate whether or not you want to print the company name on checks Payroll User s Manual 3 11 Setup Functions Setup 10 Toggle to BLANK PREPRINTED or LASER to indicate whether you want to print checks on blank check stubs preprinted forms or laser forms If you use preprinted checks the stub is printed first if you use blank check stubs or laser forms the check is printed first 11 Toggle to YES or NO to indicate whether or not you want to use the time card calculator during entry of time tickets for hourly employees 12 Toggle to HOME or WORKED to indicate whether you want to post employer paid taxes and deductions to the employee s home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period Earning Types U
176. ecter Quactar kobals Tab Tax Enter edit Append Next page Previous page Goto Change quarter Quarter totals 11 38 Payroll User s Manual File Maintenance Employee History To move the prompt gt between the Earnings and Tax Amount portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Line items in both the Earnings and Tax Amount portions of the screen are identified by federal tax authority codes A3 which are set up in the Tax Authority Setup function page 10 5 When you add or edit earnings information you can enter amounts for three months each field s mask is 8 2 When you add or edit earnings information you can enter amounts for three months each field s mask is 7 2 The quarter totals and year to date totals are updated by the sum of the values you enter for the three months To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the federal tax authority code or use the Inquiry F2 command to select the code This command appears only 1f there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then
177. ed by LIO08 The product is divided by 100 LI009 is added to LI007 the sum is divided by the total number of pay periods LI010 is added to LI003 and the value of EXTRAWH the employee s extra withholdings if any Line LI012 is equal to one of two values If the employees fixed withholding amount is greater than zero it is equal to that number If the employees fixed withholding amount is zero LIO12 is equal to the value of LIO11 Payroll User s Manual C 9 About Formulas References 13 The result of the entire formula is the result of its last line In this case the result is based on a conditional If the value of LIO12 is less than zero the result of the formula is zero Otherwise the value of the formula is equal to LIO12 State unemployment insurance When you establish state tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the withholding code The Minnesota state employer side unemployment withholding formula PMN__SUI RTN uses tax table SUTMN 15 05 Tibia Sea Edt Free Hap FATE Table Ib UTH lescripcion Hiniesoca pare tempion Beep loyer Hober of Cola Z Coloen Length Lz Typa 1 C 10 Payroll User s Manual References About Formulas The following formula is used to calculate Minnesota state employer side unemployment withholding taxes Baty Ei Birt Help Formule Asintecence Formala Ib FAR Auf PTH Tesctiption MR
178. ed description of the table or enter a different description A40 11 74 Payroll User s Manual File Maintenance Tables The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric N or numeric with one to four decimal places are displayed ADJMNxxx Table The ADJMNxxx table stores the earning code that is used when adjusting an employee s pay to meet federal minimum wage standards USAS VO Gtia Dat Port Bien PATE az Tanie CO APE Descripcion BOWS TO Alnim Aspe ERS cee Husker of Cole i Column Lengrk 11 Typ 4 Adjust Code BEG r Verificado Peer Pgln gt o proceed When you enter the table ID the rest of the ADJMNxxx table appears Enter the earning code that will be used to adjust an employee s pay to meet federal minimum wage standards Payroll User s Manual 11 75 Tables File Maintenance FREQxxx Table The FREQxxx table stores the number of hours in a pay period for each group code When you enter the table ID the rest of the FREQxxx table appears Ssmgo Ed Ein Hels FATE Table Ib FRE beer ption Frequency of Bours Pap Paciod roup Ed Hambar cf Cola 2 Colom Length Lt Tyre N Group Code Roura Period 00 Di ci 1 00 173 14 2 00 50 00 1 00 4 00 5 00 5 00 7 00 8 00 2 00 00 ita 00 Do a mm DO Du IE Yar fick FEess lt Fobie fo Bogen Field Description Group Code Valid group c
179. ed is not available on your system Press Enter and enter a different drive ID If this message appears when you enter the correct drive ID get help from a support technician Payroll User s Manual A 3 System Messages References Employee 1D not found Before you can enter history for an employee you must use the Employees function page 11 3 to set up a record for the employee FICA table not found in PATX table You must build this table in the Tax Tables function page 11 89 file name for version 4 x could not be found Unable to continue with conversion filename source file not found Unable to continue with conversion Check the directory you are working in and copy the necessary file into the new directory See chapter 2 for more information about conversion FWH record missing from PAWIkx file Cannot assign employer tax ID These codes must be entered in the Withholdings function page 10 25 GL account xxxxxxxxxxxx is not on file If Payroll is interfaced with General Ledger you must enter the correct account number or add the account to General Ledger GLDEPx table was not found in xxxxxx You have posted new entries to the PADPxxx Department file but no general ledger account has been specified with the department If the new entries do not exist in the department entries are posted to a default general ledger account If you do not want entries posted to the default account you must select a dif
180. edure until the mark is printed in the correct place and then enter Y W 2 forms are printed two to a page The first W 2 that is printed should be the first W 2 on the page After the forms are produced the Periodic Processing menu appears Magnetic Media When you select Magnetic Media on the W 2 Forms screen the Create Output File screen appears C USAS Tom Faing La Emi bjp Create Output Fila Muber of Become in Jaque File WotR File Haro BI REPURT CUT Munbar of Becomes for Cufput File 12 Frefis for Gurpet File biy Alice ang Le m Neriticatice Pome Pg n gt to proceed Payroll User s Manual 9 33 W 2 Forms Periodic Processing If a work file is already on the diskette the following prompt appears An output file already exists Do you want to start over To complete the function enter N and skip to Editing the file later in this section To prepare magnetic media from scratch enter Y The number of records in the PAEGxxx file and the name of the output file the system uses are displayed 1 Press Enter to accept the number of records in the output file N6 This number reflects the number of employees as well as additional information such as the header 2 Press Enter if you want your output file in the data directory that is displayed or enter a different directory name When you save your entries PgDn the first Report W 2 Forms on Magnetic Media screen appears 9 34 Payroll User
181. ee Personnel files Personnel Roster Screen Select Personnel Roster from the Personnel Reports menu The function screen appears USAS TAN Geige Eat mi bjp Perzsonnel Foster Fick Employee Tb From Good Princ Qec Detsesd Fislde Thu 510001 Ins Coverage TE BUpEervisoe Fidm Braj Uses Lael amp TE Thru NTO004 Teer Lael 2 YI Departamant From 100 Coma nt 1 r Tizi SOL cas 2 TES Zissa From H r ne T WEA Thu WF Friar by l Employee ID Feine Data of Bicch TES Za Gast Par Print Salary Information TES Superriaor Fuge Break After be upr MC 4 Bepertmane Feine Steeus Boch 1 Ecading 1234567290 12454788005 2446S 753901 71454 Ling Facaonnma Rortac Lim 2 LIL Fields Printed Lim 3 maipu device Ppr istet p Fieviar Fedde 5 cromo Bj oo 1 Enter the range of employees you want in the roster A6 2 Enter the range of supervisors you want in the roster A6 3 Enter the range of departments you want in the roster A6 4 Enter the range of employee classes you want in the roster A3 Payroll User s Manual 8 15 Personnel Roster Personnel Reports 8 16 10 11 12 Enter Y or N to indicate whether or not you want the roster to include the user defined fields the three user label fields and the three comment fields Select the item by which you want to organize the roster Enter Y or N to indicate whether or not you want the roster to include the employee s date of b
182. em press Enter To add a line item press A Line items in both the Earnings and Tax Amount portions of the screen are identified by state A2 and state tax authority codes A3 State tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined When you add or edit tax amount information you can enter amounts for three months each field s mask is user defined Once you enter a state line you cannot change the state code that withholding is for If you need to enter a different state press A The quarter totals and year to date totals are updated by the sum of the values you enter for the three months To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the state tax authority code or use the Inquiry F2 command to select the code This command appears only 1f there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter totals below Payroll User s Manual File Maintenance Employee History Quarter totals When you press Q on the Employee State Tax Hi
183. ent Report before you post expenses to General Ledger At the end of the month you may need to produce the Monthly Withholding Report Every quarter produce the Quarterly Employer s Tax Report the Quarterly Withholding Report the Quarterly State Unemployment Report and the 941 Worksheet At the end of the quarter perform periodic maintenance At the end of the year perform year end maintenance produce W 2s from last year s files and close last year Periodically you should use the Roll Up Leave Balances function unless you want to have a permanent record of employees sick and vacation time Payroll User s Manual Department Report The Department Report is a summary of labor expenses posted to each department It serves as an audit trail of the entries posted to the PADPxxx Department file from the PATRxxx Transactions and PACHxxx Checks files Produce this report at the end of an accounting period to review the general ledger post to date before you post labor expenses to General Ledger Department Report Screen Select Department Report from the Periodic Processing menu The function screen appears Ste Paige Cat Poe Bien Depertoaot Feport Piok Department Ib From 100 Thru 501 SHER Repack By il Pepactmesc Th GE kocount Point Fegore la 1 Jeary Patail 1 Page Break ifter Tapar TE Spereen Mi ca EPhrizkecr p Fj evier Fp ide 1 Enter the range of departments you want in the r
184. ent taxes require a quarterly report that lists employee names wages earned and weeks worked Use the Payroll Information function page 11 51 to set up your state unemployment reports for the states where you pay unemployment taxes The Payroll system credits employees for the full number of weeks they worked in pay periods they receive pay The system looks at the Weeks Worked Limit field in the SWH record in the PAWIxxx Withholdings file for the minimum number of hours worked to be credited for one week of work Consult the state tax authorities about the appropriate method for determining weeks worked in your state and adjust the Weeks Worked field in the Employee History function as necessary before printing the report Company address Use the Payroll Information function to establish or change the company address Employer bank information Use the Payroll Information function to enter the next check number for printing checks Degree descriptions Use the Payroll Information function to enter degrees and descriptions for employees These descriptions are used in the Personnel Information function Payroll User s Manual 3 19 Setup Functions Setup Labor Classes Use the Labor Classes function page 10 3 to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for midlevel management and so on Labor classe
185. entage figures that are used to calculate federal tax e The FICA table stores the percentage and maximum earnings limit for employee and employer FICA calculations and the current federal minimum wage It also stores the DCB limit e The FUTAxxx table stores percentage and maximum earnings limit for the employer FUTA calculations e The W2CODE table stores the code and the first four characters of the description of the deferred compensation deductions to be printed in box 13 on employees W 2 forms The W2CODE 2 table stores the first four characters of the deductions to be printed in box 14 on employees W 2 forms Payroll User s Manual 11 89 Tax Tables File Maintenance State Tax Tables The following state tax tables are used in the Payroll system e The STXssm tables ss represents the state abbreviation m represents marital status store the earnings base tax base and tax percentages for each state where withholding is required e The SUTssxxx table stores the percentage and earnings limits that are used to calculate employer state unemployment tax e The STSss tables ss represents the state abbreviation store special fields that appear on the Employees Tax Information screen and are required to calculate state withholding The SOTss tables ss represents the state abbreviation are used to calculate other state employee withholdings such as disability insurance Local Tax Tables The LTXssllm tabl
186. eport A3 2 Select the item by which you want to organize the report Payroll User s Manual 9 3 Department Report Periodic Processing 3 Select the amount of information you want to include for each department you selected summary a summation of the general ledger accounts if you chose to sort by general ledger account or detail 4 Enter Y or N to indicate whether or not you want each department to begin on a new page 5 Select the output device A sample Department Report is at the end of this section After the report is produced the Periodic Processing menu appears 9 4 Payroll User s Manual Department Report Periodic Processing Department Report 08 26 1999 10 43 AM Department Expense Type GL Account WAREHOUSE Hours Pieces Department Liability Totals 08 26 1999 10 43 AM Department Expense Type GL Account Builders Supply Department Report 9 5 Printed in Summary by Department Period to Date Quarter to Date 4959 42 Builders Supply Department Report Year to Date 4959 42 Printed in Summary by Department Period to Date Quarter to Date Year to Date Department Expense Type GL Account Grand Totals Hours Pieces Overtime Pay Bonus Travel Exp Cash Value Commissions Rpt Tips Regular Pay Salaried Wage Sick Pay Vacation Pay Emplyr FICA Emplyr FICA Unemp Ins MN Unemp Ins TOTAL End of Report Printed in Summary by Department Per
187. eral employer identification number are displayed 1 Enter the name of the manufacturer of the computer you are using to produce W 2s A8 2 Press Enter to accept the displayed company name or enter or change the name of the company to whom the file will be returned for example your company s name A50 3 Press Enter to accept the displayed address or enter or change the returnee s street address A40 city A25 state A2 and zip code or foreign postal code A10 4 Enter Y or N to indicate whether or not the address is foreign When you save your entries PgDn the third Report W 2 Forms on Magnetic Media screen appears 9 36 Payroll User s Manual Periodic Processing W 2 Forms Report W 2 Forms on Magnetic Media screen three Ser Gaia Ei Part ein m Fra I of 2 Bepoct W Z Tocere on Magnetic Medis Feyrarnt Taar 1570 Fe ec l EIH TFR Pri EIN ho Humber Emploger Pacari Alsi Foildera Juppip Street ida 5477 City West Fackway LIEF Etta PEaizle A A Hr IIF of foreign Foatal Code 55544 F eceign bidress indicator 0 Haie Dje F Typa of Imp loys E Establichaent or OEA Group Pagroll Racord mit Siete Limttebion Icare Tax Witbeeld by OL LISCLELEy 3rd Party Paper Dee 0 ee r Mecificatioa Peer Pg o proceed The payment year and federal employer identification number are displayed 1 If you used a different EIN on form 941 942 or 943 submitted for the same payment year enter the
188. es statuses and salary history 1 6 Payroll User s Manual Introduction The Payroll System Periodic processing After doing daily work and producing reports you can use the Periodic Processing functions to produce monthly quarterly and annual reports for federal state and local tax authorities You can also produce a worksheet that helps you fill out the 941 form and you can produce employee W 2s Finally you can close last year s files in preparation for the new year Master file lists Information that you enter in the File Maintenance functions is kept in major files Use the Master File Lists functions to produce the contents of the files details about employees withholdings and deductions and payroll formulas File Information The information you enter in Payroll functions is stored in files Each file falls into one of four categories employee files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in terms of categories to give you a better of idea of how each fits in Employee files The employee files serve as permanent sources of information data stays in the files until you remove it The PAEGxxx Employee General Information file holds the following information which you enter through the Employees function e employee ID name social security number address and phone number e equal employment opportuni
189. ess L When you are finished looking at the information press E to clear the screen and return to the Emp ID field or exit to the Employee Inquiry menu Payroll User s Manual Salary Information Use the Salary Information function to look at employee salary information pay rate scheduled deductions remaining vacation hours and so on To add to or change this information use the Employees function Salary Information Inquiry Screen Select Salary Information from the Employee Inquiry menu The inquiry screen appears E SAS TOA Seley Information Esplores Lp A POMERE Linda Pap Information Scheduled aducticos Dept HM DESTE ipo bon 12343 Eis E Labor Clama Pra i Redical Tri HEH 10 66 Corporate Officer HO 401E Farin q 30 densa Emplopes WI 3 United May PERAH Lo Tyme E or Yi a Credit Union THR 1 cece HO Stock Flan THN aa Eo Aisin HO 2 Dental Ine TERAH 3 52 Gode 0 A i Fay Facioda Tanmr 12 Check Local ica Earning Code aiL Snlerp T200 00 Hourly Pate DDI Cvercide Pay ua Deduetian Stet Full time Sick deccual Coda x Sick is Remining Veo hcocual Code EX Vacation Houra Pemaining r NMerifioatiom Peer Pgln gt o proceed 1 Enter the ID of the employee whose salary information you want to look at 2 Use the commands on the command bar to find the information you need Employee Next Prev First Last Goto line View factors Pay
190. f this section 9 46 Payroll User s Manual Roll Up Leave Balances Roll Up Leave Balances Audit Log Periodic Processing 09 14 1999 Builders Supply 9 18 AM Consolidate Leave Audit Log VACATION SICK ID EMPLOYEE NAME SUMMARY DETAIL DIFFER SUMMARY DETAIL DIFFER ERROR MESSAGE BOU001 Bourne Linda C 128 000 128 000 000 96 000 96 000 000 GER001 Gerard Timothy G 160 000 160 000 000 000 80 000 000 JEN001 Jenkins Kathy M 80 000 80 000 000 32 000 32 000 000 JON001 Jonchim Maria K 000 000 000 000 16 000 000 LUK001 Lukas George 80 000 80 000 000 32 000 32 000 000 ROS001 Rossini Lucinda A 40 000 40 000 000 000 000 000 488 000 488 000 000 000 000 000 9 47 Payroll User s Manual Purge Recurring Entries Use the Purge Recurring Entries function to delete recurring time tickets When the PARExxx Recurring Entries file gets too large you can use this function to create more room on your system Purge Recurring Entries Screen Select Purge Recurring Entries from the Periodic Processing menu The function screen appears E 0345 Toe Tig Dat Poe Help Farga Fecuccimg Entrisa Purge Becurring Entcies Bath Cutoff Dates Price To 071711599 r Veriftostice Recurring entries with a cutoff date before the date you enter here will be purged After the entries are purged the Periodic Processing menu appears Payroll User s Manual 9 49 Periodic Maintenance At the end of each calendar
191. f your employees sick and vacation time accruals and earnings It gets the information from the PAHVxxx Leave Adjustment History file If you did not elect to accrue vacation sick time automatically and to include vacation sick hours for accrual calculation in the Resource Manager Options and Interfaces function you cannot produce this report Detail Leave Report Screen Select Detail Leave Report from the Payroll Reports menu The function screen appears Ste Detail Larra Faport Pick Eraployer ID From pooni Tiru 510001 DS pk Cet i Fran 1 Thru poi Deta From 0101 15 Tigi 12 31 7190 FzihE Posted Paposted oc All Detwali All Print iy L Erplogee ID Department Dane Sherman Mj od 1 Enter the range of employees you want in the report A6 2 Enter the range of departments you want in the report A6 Payroll User s Manual 7 19 Detail Leave Report Payroll Reports 3 Enter the range of dates you want in the report 4 Select the leave you want in the report posted unposted or all detail 5 Select the item by which you want to organize the report 6 Select the output device A sample Detail Leave Report is at the end of this section After the report is produced the Payroll Reports menu appears 7 20 Payroll User s Manual Detail Leave Report Payroll Reports Detail Leave Report 09 16 1999 1 10 PM Employee End of Report Builders Supply Detail Leave Report Posted A
192. ferent account Invalid period conversion table The CNVTxxx table for the company is invalid for example because you are ona quarterly system and you have not updated the table with corresponding data for the next quarter Use the Resource Manager Period Setup function to make corrections A 4 Payroll User s Manual References System Messages Invalid quarter in PACTLx table The current quarter you entered in the PACTLxxx table is invalid Use the Tables function page 11 73 to correct the table Valid quarters are 1 2 3 or 4 Job has phases If you try to add a payroll transaction for an employee and use the Inquiry F2 command to select a job you must enter the phase associated with that job Last year data files not found for company X The last year data files have been erased manually or by closing them Must build table name table first You must build the table shown in this message before you can use this function No check on file for employee xxxxxx You must calculate checks before printing Use the Calculate Checks page 6 3 or the Manual Checks page 6 9 function You might also see this message if you try to edit an accrual for an employee who does not have a check on file You must use the Calculate Checks or the Manual Checks function No tax information located for this employee You must enter this information on the Employees Tax Information screen page 11 3 NOTE Check history is n
193. fied month or range of months The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Employee Birthday Report Screen Select Employee Birthday Report from the Personnel Reports menu The function screen appears 2 USAS 1000 Ecployaa Birthday Paport Fick Emplopes ID From Toll L Thra STO SSpECV LE From Thru Japactomat From 100 THE 501 Birch Beach From i Thrz Lz Prins by 1 Employes II 2 Last Home 3 Aur oe Dom peer nn 1 Print Yamar of Birth WES EFt istet plfjevier Foils jorunn iii za 1 Enter the range of employees you want in the report A6 2 Enter the range of supervisors you want in the report A6 3 Enter the range of departments you want in the report A6 Payroll User s Manual 8 7 Employee Birthday Report Personnel Reports 4 Enter the range of birth months you want in the report N2 5 Select the item by which you want to organize the report 6 Enter Y or N to indicate whether or not you want the report to include the employee s year of birth 7 Select the output device A sample Employee Birthday Report is at the end of this section After the report is produced the Personnel Reports menu appears 8 8 Payroll User s Manual Employee Birthday Report Personnel Reports 08 26 1999 10 36 AM Employee Name BOU001 Bourne Linda C GER001 Gerard Timothy G JON001 Jonchim Maria K
194. field is updated when you post checks that contain sick pay hours A negative value indicates sick hours taken a positive value indicates sick hours accrued You cannot change this value This field is updated when you post checks that contain vacation pay hours A negative value indicates vacation time taken a positive value indicates vacation time accrued You cannot change this value 11 11 Employees File Maintenance Scheduled deductions UA TON ee Salar Information Esplores Li AA DHENE LLIBDA Far Information Scheduled Daducticas Dept SU DESSr BE bon 12345 et E Balssce Labor Class Pra E i Aedical Tr HR 10 5 fo Corporate Officer Mo 401K Fai 4 50 DO Beak Emplo pes WI aitaa May PERAH 1 03 oo Type H or Zi a Credit Unica TEARHH a 00 7 Ho Stock Flan bis it Di 00 L Eb Aisin HO 2 Dental Ins TEMAH 3 5 00 coup Code 0 4 Pay Faciodos Taar 12 Check Location Earning Cole AiL Sslsrr T200 00 Houciy Rate D00 Override Pay fe bedoction 004 of 00 Stet Full eims Sick deccual Code XX Sick Bours Femining Yeo hcocual Code Vaostion Hours Aemsising Eztet edit Aypend Formule Changa fectoce Far info Hert Each employee can have 999 scheduled deductions Enter edit Append Goto Formula Change factors Pay Info Next page To edit a deduction move the prompt gt to the line you want to edit and press Enter To add a scheduled deduction to the employee
195. fievier F ils 1 Enter the range of labor classes you want in the list A3 2 Select the output device A sample Labor Classes List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 11 Labor Classes List Master File Lists Labor Classes List 08 24 1999 Builders Supply 1 53 PM Labor Classes List Labor Class Description Manager President Secretary Shipping Vice President End of Report 12 12 Payroll User s Manual Earning Codes List The Earning Codes List shows the earning codes and descriptions stored in the PAECxxx Earning Codes file You set up earning codes in the Earning Codes function Use the list as a reference or to check your entries Earning Codes List Screen Select Earning Codes List from the Master File Lists menu The function screen appears EA idigi EH Fret Help Earning Codes List Pisk Earning ode Fros Bil The TL Suar Ey 1 Earniny Code Gurgur dewioe Piciitez pierre cFilie Brocesa jib mi 1 Enter the range of earning codes you want in the list A3 2 Select the item by which you want to organize the list 3 Select the output device A sample Earning Codes List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 13 Master File Lists Earning Codes List Earning Codes List 08 24 1999 Builders
196. file Then the system checks the PACHxxx Checks file if a batch of checks is in process that is calculated and or entered but not posted you cannot void a check If the check has been calculated the system prompts you to reenter time tickets If you have produced manual checks you are asked to reenter the check Voiding a check is the reverse of posting The check is backed out if Payroll is interfaced with General Ledger and Bank Reconciliation the check history is backed out of those applications The check remains in the PAHCxxx file but is marked as a voided check It is printed in the Check History Register but its totals are not added to the register You can choose to make a copy of the check record in the PACHxxx file if the check is a manual check If the check is a calculated check you can make a copy of the time tickets used to calculate that check in the PATRxxx Transactions file You can do this though only if the original time tickets are in the PATHxxx Transaction History file The check or the transactions will then be re created in the correct files and you can edit the check in the Manual Checks function or the transaction in the Payroll Transactions function Before You Begin Before you void a check post the checks that you created through the Calculate Checks function or that you entered through the Manual Checks function Payroll User s Manual 6 33 Void Checks Payday Work Void Checks Screen
197. finished entering and editing deductions exit to the File Maintenance menu 10 22 Payroll User s Manual Deductions Codes Maintenance Copy Deductions Log 06 26 1999 10 58 AM Employee BOU001 GER001 End of Report Builders Supply Copy Deductions Log Deduction Code Period Codes Amount Balance 001 NNNNN 100 00 001 NNNNN 100 00 10 23 Payroll User s Manual Withholdings Use the Withholdings function to set up and maintain federal state and local withholding tax information for employees You can exclude particular deductions and earning codes from withholding and you can maintain formulas from within the Withholdings function Changes you make here update the PAWIxxx Withholdings and PAWXxxx Withholding Exclusion files Withholdings Screen Select Withholdings from the Codes Maintenance menu The function screen appears SAS TO bsi Lar Pn blip Fathholdiags Ta AUPE LOY federal LIAbLLITF AEC ZI Hare oda RA iccrued Taxes igor Local oda HF A Fixed Parcent 20 00 Pas Lom ray Tae ID SS tie beeoripcian federal UN saka Borked Limit 00 Deducci n Beseriptloh Exclusi n Esch Cole Pee lpliss z Obi Medical Tne Ho GAL boable Tin Doz Dantal Ins KO SAT resi Fay UE mitad Tay Ho Fol Boris E gredir Tico W Pos Travel Erp 005 Puma Ho Fo Ca Velo poe 401K TES Pos Comi ss dora or IBA Piss Wis P s Pon Tipe Dos Packing Ho BEG Rapular Pay DOP Cash hirance MO HAL Salaciod
198. format For example if the employee started work at 5 00 P M enter 17 and 00 For each day of the week enter the hour and minute the employee punched out Enter hours in military format For example if the employee finished work at 5 00 P M enter 17 and 00 The time elapsed between the time in and the previous time out is displayed No number is displayed in the first Last Out field Payroll User s Manual Daily Work Payroll Transactions Field Adjustment Totals Week Regular Week Overtime Description Enter hours or minutes adjustments for each day For example if an employee worked after punching out you can compensate for that here The total number of hours and minutes for each time in time out and adjustment if any are displayed for the employee The total number of regular hours the employee worked for the week is displayed The total number of overtime hours the employee worked for the week is displayed depending on how the TCALCxxx table is set up If overtime has been calculated you must enter the overtime codes on the Enter Transactions screen When you save your entries PgDn the Enter Transactions screen reappears with the updated hours information Payroll User s Manual 5 15 Payroll Transactions Daily Work Viewing totals When you press T on the Payroll Transactions screen the Employee Transaction Totals window appears IAS TEE Gaia A mi bjp Pay
199. format for the command is TABLE2 x y RETVAL where x is the row in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE2 function The tax table the TABLE2 function goes to is specified in the Tax Authority Setup function For example you set up withholding SUI for the state of Minnesota The withholding has a formula assigned to it and refers to tax table SUTMN In the formula you use the command TABLE2 1 2 RETVAL The system returns the value found in the first row and second column of the tax table You can also use variables in table lookups You can for example use a variable calculated in a previous line to specify a location in a tax table for example TABLE 1 LI002 2 RETVAL You can use only one table lookup for a formula line C 6 Payroll User s Manual References About Formulas Conditionals You can use the IF x TH y EL z function If Then Else to evaluate formulas conditionally Poss eo arp Edi Bni Ho Tocoula Asintsoancs Formule I FEH_SUI FIH baacription Minrarota Stata Doeeployeert Inm Parar 1 pa Fa oe A LE Fasa 4 a LE Falta 4 0 2070 Faros A 4 00 D0 Faire HL Ver abla Formula L1003 TABLE ji 1 HETUAL Formula Line 001 cf 0011 Encac adic Appezd liada Create proge Ma In the example above lines LI001 LI002 and LI003 establish values Line LI004 then uses the If Then Else function to evaluate and select the val
200. formation file page 11 3 and PAEMxxx Employee Miscellaneous History file to make sure that the information is what you want on the W 2 forms W 2 Forms Screen Select W 2 Forms from the Periodic Processing menu The function screen appears E USAS 1000 Gti La Poe bien r r Por Piok Employes TD From Bolsa Thre 3TOno Patho i One Bide Regular of Bailere 2 Teo Wide Regular or Eailers 1 Mapeo Media 4 Laser iia 1 Company Wara Duildaca Supply Abed pee ATT City West Paris Federal Tax Ib gt TR TT777777 ls Form ligado Quipot device Ifieintez pR arios Fiile Mina 1 Enter the range of employees you want to produce W 2 forms for A6 2 Select the format for the W 2 forms If you choose two wide forms change the standard printer to 135 columns in Resource Manager If you choose magnetic media see Magnetic Media below The company name address and federal tax ID are displayed 9 32 Payroll User s Manual Periodic Processing W 2 Forms 3 Select the output device Selecting the File output device option for the W 2 forms is not the same as the magnetic media reporting function described below 4 If you selected the Printer output device option insert the forms into the printer CONTROL NUMB is printed in the upper left corner of the form If CONTROL NUMB is not printed inside the Control Number box adjust the forms and enter N to print the alignment mark again Continue this proc
201. formula There are many ways to calculate worker s compensation Depending on your state the formula could be based on labor class or sex Contact your state tax authorities for more information How do I use multistate or multilocal taxes Use the Tax Information screen in the Employees function page 11 3 to add states and localities for which the employee may need withholdings When you enter or edit transactions in the Payroll Transactions function page 5 3 specify the states and localities for the employee s withholding If you use the Manual Checks function page 6 9 to calculate checks specify the states and localities on the first and third manual checks screens Why are my departments and my employee history blank You have not posted to departments or employee history You can set up entries for employees and departments but the system automatically adds entries in the Post Transactions and Post Checks functions How can I set up a 401 k match In the Deductions function enter the employer deduction code Then use the Employees Salary Information screen page 11 3 to add the deduction code For information on deductions see page 10 17 How can I exclude earning codes from deductions In the Deductions function select the appropriate deduction number and then select the earning code s you want to exclude B 2 Payroll User s Manual References Common Questions I have an employee for example a minister
202. function page 9 51 to prepare your files for the next quarter Return to step 1 and begin entering payroll transactions for the next quarter Repeat the above steps until you are up to the current pay period Entering manual checks If you need to enter manual checks use steps 1 3 below instead of the steps for entering payroll transactions above Follow these steps to enter your initial balances based on manual checks 1 Enter manual checks for the first pay period page 6 9 Enter a check number for each entry Print the Edit Register page 6 21 and verify that you entered the checks correctly If you find an error in the Edit Register use the Manual Checks function again to change or delete the incorrect check Repeat steps and 2 until everything is correct If you have not assigned check numbers use the Print Checks function page 6 29 to assign check numbers When the check numbers for all the checks have been entered post the checks on page 6 63 If you use the Void Checks function page 6 33 after the checks are posted to history you must print checks to assign check numbers Payroll User s Manual Setup Setup Functions Recurring time tickets and recurring deductions Instead of entering the same time tickets and nonscheduled deductions repeatedly you can set up and copy recurring time tickets and recurring deductions After you have set them up print the Recurring Time Ticket List and the Recurri
203. g 08 31 1999 Gross Earnings Soc Sec Federal Earnings 459 30 1099 00 00 00 4328 75 21778 75 1582 57 1441 50 337 13 78896 60 5525 48 78896 60 5525 48 78896 60 5525 48 9 13 Payroll User s Manual Quarterly Employer s Tax Report State and federal authorities usually require that your company submit FICA and unemployment statistics every quarter The Quarterly Employer s Tax Report shows these statistics in either detail or summary form The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files Quarterly Employer s Tax Report Screen Select Quarterly Employer s Tax Report from the Periodic Processing menu The function screen appears E USAS 1004 Taig a fee Bien r Cusrtecly Emplopec s Tar Feport Pick Esplopees TD Feo Barony Thcu 250001 dnare Feo M Thru EN Ouartes 4 Quarter Ending bare def aa io L Detail Faporct me aly CPheciztec p Fj evier Fedde 5 crema Bj oa 1 Enter the range of employees you want in the report A6 2 Enter the range of states you want in the report A2 Payroll User s Manual 9 15 Quarterly Employer s Tax Report Periodic Processing 3 Enter the number of the quarter you want to produce the report for 4 Press Enter to accept the displayed date or enter a different date It i
204. ge the descriptions The system looks for the descriptions by their position in the table it assumes that the current quarter is on the first line the payroll number is on the second line and the current year is on the third line On the first line enter the number of the current quarter This value is updated when you do quarter or year end maintenance On the second line enter the payroll number This value is updated when you post checks and is reset to 1 when you do year end maintenance On the third line enter the current calendar year This value is updated when you do year end maintenance 11 81 Tables File Maintenance SICccxxx Table The SICccxxx table cc represents the sick code abbreviation is used to calculate the accrual rate of sick days for employees based on the number of years worked If no time ticket hours are entered or manual checks are issued salaried employees accrue the minimum number of sick and vacation days Salaried employees sick hours are assigned from their group code in the FREQxxx table When you enter the table ID the rest of the SICccxxx table appears BE TAAS 10 Bee Ei Pid Hol FATE Tesla Ib SICH larcrciptios Sirk Pay Arccuala Tabla Humber of Cola 4 Column Lange il Tppa i Op toa Tem Hra Hra Fea Bae Hours Ein daorual 1 ai 140 3 33 Ja 02109 180 3 33 0109 EE ta 3 34 G3 0308 160 1 14 Frege Palr Field Description Up to Year A12 Enter the number of ye
205. gteory Employes TI BOT surne Linda E DELOBEE A A ceder TT 4 11 i Houra Pop kad 177 330 ae El iva aia Geek Yorkad 11 00 00 a 23 00 WES m er Limit oo ei Pie Di Paid Noanch Y H R THM Akllocarced Tips 00 00 ao 00 Look Tae Luto 00 op On DO Cost at GTLE 00 Qu a 00 Cort of POE 00 00 aa D 457 Flan 00 On Aaa DO Hor 457 Flaw 00 Ca ia ifn FICA Tipe 00 00 a 00 hd EIC Payant DO cr Aaa DD Wren OE T J je Eu 00 Unz Medicare 00 00 Aa Do Entec edit Best pepe Change quectec Jmaccer totals Enter edit Next page Change quarter Quarter totals To edit a line item press Enter Then see Editing a line item below To save your entries and move to the next screen you selected to work with press N To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter totals below Payroll User s Manual 11 27 Employee History File Maintenance Editing a line item The Hours Worked Weeks Worked Wks Under Limit and Paid Month fields are updated when you post checks You must enter amounts in the Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan FICA Tips Adv EIC Payment Uncol OASDI and Uncol Medicare fields The quarter totals and year to date totals are updated by the sum of the values you enter for the three months Field Description H
206. he largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are Payroll Inventory Accounts Payable Purchase Order Accounts Receivable Sales Order and General Ledger Payroll User s Manual 1 3 The Payroll System Use the Payroll system to automatically figure employee wages federal state and local withholdings and deductions The Payroll system also tracks bonus pay and sick and vacation time and accumulates information for tax reporting Finally use the Payroll system to produce paychecks reports and employee W 2 forms Menu Structure The Payroll menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use Codes maintenance Use the functions on the Codes Maintenance menu to set up such codes for your payroll system as earning codes deductions and withholdings File maintenance Use the functions on the File Maintenance menu to set up and maintain information about your employees For example use the Employees function to establish and update information about your employees Employee inquiry Use the Employee Inquiry functions to view not change information about employees If you are running OSAS through a multiuser network several people can look up the same information at the same time Payroll User s Manual 1 5
207. he three months To save your entries and move to the next screen you selected to work with press N To return to the previous screen you selected press P To edit gross and net pay press D To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter totals below Payroll User s Manual 11 33 Employee History File Maintenance 11 34 Quarter totals When you press Q on the Employee Earnings History screen to view quarter totals the Quarter Totals window appears P nA Timi geirg a fot bjp Perea I of i Employes Encnizga History Esplopee LI BUAL EHEHE Linda AA Ei Bours Code GTR i GTR 2 STR 3 STH 4 TTF FiDi 000 000 000 gun 000 Po 000 000 000 200 000 BEG 000 ooo 000 uu foo STc 000 Ooo 000 gga 000 TAC O00 000 000 5 200 5 300 li Farthing aunta Code ETR i ETR OTR i OTR 4 TE Pol 00 DO OO 750 00 7202 00 Fol DO DO 00 113 82 113 82 BEG Lil 00 oo 8718 00 tamig 00 Src 00 OO 00 Oo Do HAL DD DO 00 222 00 222 00 Grom Fay 00 DO DO 20001 02 70031 01 Het Pay DO 00 00 18271 94 18271 04 Tab imunte Kezt page Frevioum page Honth to amp ele g Copan H Tab Amounts Next page Previous page Month totals To move the prompt gt between the Earning Hours and Earning Amounts portions of the Quarter
208. he year based on the pay period Payroll User s Manual 11 87 Tables File Maintenance Field Description Min Accrual A12 The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used Printing Tables After you have set up or changed a table use the List F8 command to produce a copy of it You can also use the Tables List function page 12 39 to produce a list of all Payroll tables 11 88 Payroll User s Manual Tax Tables Use the Tax Tables function to set up and maintain the Payroll system tax tables The tax tables are used to calculate state federal and local tax withholding and are stored in the PATXxxx Tax Tables file Tax tables are preset in the system Because the tax tables vary depending on the state s the company s employees live and work in the tables are not dealt with in detail in this manual They are illustrated in the Payroll Tax Routines Federal Tax Tables The following federal tax tables are used in the Payroll system e The EIC table stores the percentages that are used to calculate the advance earned income credits for eligible employees e The FEDM and FEDS tables store the earnings base tax base and perc
209. heck History Register Payroll Reports Check History Register Screen Select Check History Register from the Payroll Reports menu The function screen appears F MSAN TAIA Gating Da fmi bjp Check Eistory Fapirtar Piok Employes 70 From pomoni Thu 570001 ie F Fran 1 Thru PRO Deta From 0101 15 Thru 1231 15 Frias om 1 Emplopes ID a Check 8 Check Bane Frist Remer In 1 EJ y 2 Detail Print Emplear Deduction end Pichhsldinge TES Printed Checks Voided Ckecks ce Both Bath Cutpuk derico EPhrizkec plRievige iFfhile 5 crema Mica 1 Enter the range of employees you want in the register A6 2 Enter the range of checks you want in the register N7 3 Enter the range of dates you want in the register 4 Select the item by which you want to organize the register 5 Select the amount of information you want in the register summary or detail 6 Enter Y or N to indicate whether or not you want to print employer deductions and withholdings 7 16 Payroll User s Manual Payroll Reports Check History Register 7 Enter C if you want to print checks that have been printed V if you want to print voided checks or B 1f you want to print both types of checks in the register 8 Select the output device A sample Check History Register is at the end of this section After the register is produced the Payroll Reports menu appears Payroll User s Manual 7 17 Payroll Reports
210. hen a salaried employee begins work after a pay period has begun or is terminated before a pay period ends overtime pay Pay for work at a rate one and one half times the employee s normal hourly rate usually for hours worked in excess of 40 a week You enter hours worked at an overtime rate on a different time ticket from regular hours phase One step in the series of steps required to complete a job See job post To transfer information from one place to another usually at the end of the day or at a distinct break in business program A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function purge To remove from the system See also restore record A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs Payroll User s Manual References Glossary restore To bring information back to its original place and condition See also purge salaried employees Employees who are paid a fixed amount each pay period regardless of the actual number of hours they worked You do not need to enter time tickets for salaried employees unless you want to distribute the expense to a specific job or to more than one department scheduled deductions Deductions taken regularly for charitable contributions union dues pension contribut
211. hether or not the deduction is deferred compensation or any other pretax deduction that should be reported on employees W 2 forms 6 Enter G or N to indicate whether the deduction is calculated on gross or net pay Earning exclusions You can exclude some earning codes from a deduction For example you might set up a pay deduction for uniforms that applies to workers in a store and then exclude particular earning codes for warehouse workers so that their pay is not deducted for uniforms When you press E on the Deductions screen to exclude earning codes from deductions the Earning Exclusions window appears SAS VOD Taducticos hundo Codes Memoria pod on Emplir Liss door door bed door Def Comp Salo On Ho 1 Amdical Inm a 5353000 Ro Goza Fer 2 Dental fer hives Exclusi ons Foe betwee loa DUL Gross Par 1 mica Y Earn Goes Dermotripeion Eee bude Grose Par 4 Cemdat T DEL Doubla Tima BEI Grogs Fer Diss mT Etim Par Bei Gross Par 5 401k F r Bonus BEI Sopa Far T CBRL Flan Foz Tceral Exp Be Goza Fer 5 Peek iy Poa Cash Veli BEI groas Par Cash Ab F Coria Lona Ja aroas Far IO Stock FL Pid Rpt Tips Lia Goma Fer 11 Moifoca FEG Regular Pay Bo raga Par falaried Page a Earning Code 001 of 011 eduction 001 of 041 Entec topgis All Horm Gobo Enter toggle All None Goto Payroll User s Manual 10 19 Deductions Codes Maintenance To change the exclusion status of an earning code for the deduction
212. holding codes for the employee are displayed toggle them on or off To exclude an employee from a particular withholding or all withholdings toggle the withholdings you want excluded To change the override factors move the cursor to the selected withholding and press C To save your entries and move to the next screen you selected to edit or enter information for press N To return to the last screen you selected press P If you edited or appended a withholding tax that line is saved Federal tax information When you press Enter or A on the command bar you can edit or append federal withholding tax in an employee s record Tas Infor ion Emplopeae TD ia dl Bourne Linda E i Federal Tax Ilsforc mation Pea rar Exemp Extra WH Fined WE Elx Code ande IE FED H 4 Do 00 H FEDM Field Description Fed A3 Enter the ID of the federal withholding tax Stat Enter M if the employee is married or S if the employee is single Exemp N2 Enter the number of exemptions that are claimed on the employee s W 4 form for federal tax purposes Tf no federal taxes are withheld for the employee enter 99 Extra WH If the employee wants money withheld in addition to the regular federal withholding enter the extra dollar amount that should be withheld Fixed WH You can enter an amount of withholding to deduct instead of the calculated federal taxes Payroll User s Manual 11 17 Employees File Maintenance 11
213. holdings amounts in employee history were broken down only to the quarter to date level In version 5 1 those amounts are broken down to a month to date level To accommodate this situation the conversion program must allocate QTD figures from previous versions into the version 6 0 MTD fields The conversion program prompts you to select one of three methods e The monthly method divides total quarterly amounts evenly among the monthly fields January 33 3 February 33 3 March 33 3 The daily method allocates amounts precisely The program calculates days per month and the percentage of each day in the quarter If the last payroll check run was in the middle of a month the system allocates amount percentages correctly up to that date If you select this option you must enter the last check date Quarter 1 January 31 days of 90 in Quarter 34 44 February 28 days of 90 in Quarter 31 11 March 31 days of 90 in Quarter 34 44 2 8 Payroll User s Manual Installation amp Conversion Conversion If you are converting files from OSAS 4 0x or lower do not use the following option e The history method reads check amounts from your previous Payroll version s Check History file producing a quarterly total and calculating the monthly percentage by dividing each monthly subtotal into the quarter The system adds only checks that fall within one calendar year This choice requires accurate historic data and is the most t
214. ibutions make miscellaneous payroll entries Define these deduction types through the Deductions function on page 10 17 To reverse incorrect time tickets and miscellaneous entries that have been posted enter the time ticket with a negative number of hours or the miscellaneous entry with negative amounts This procedure provides an audit trail of the change Payroll User s Manual Daily Work Payroll Transactions Payroll Transactions Screen Select Payroll Transactions from the Daily Work menu The function screen appears C DAS TAE Payroll Traramctior Employes Th STORE Seeckard Albert T TRL Ti Dom peer at Loo Dars 0717 1969 Clams JHP Bare narod bate Dept Job Type Code Hours Pale ieee Pieces Emery 000001 of 0000017 tater edit Add trasa Employes Ficat Last Wext Feev Totals 1 Enter the ID of the employee you want to enter change or delete information for The data from the employee s record appears If you use the Maintenance F6 command the Employees function is temporarily called up 2 Use the commands on the command bar to perform the function you want and to find the information you need Enter Edit Add trans Employee First Last Next Prev Totals To edit a displayed transaction move the cursor to the line you want to edit and press Enter Then see Editing a transaction below To add a transaction press A Then see Adding a transaction below Payroll User s Manua
215. ields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACEO001 the report includes information only about vendor ACE001 Information for reports is sorted first by a space _ then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Payroll User s Manual 1 47 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting
216. iform HOWO JD Obe Wwe Pe End of Report Builders Supply Deductions List By Deduction Number All Deductions GL Account Liability Acct Deferred Comp Employer Paid Calculate On 535000 535000 204000 999900 999900 205000 200000 801000 101000 205000 801000 Pay Pay Pay Pay Pay Pay Pay Pay Pay Pay 383388535388 O Payroll User s Manual 12 16 Withholdings List The Withholdings List shows the earning codes and descriptions stored in the PAWIxxx Withholdings file You set up withholdings in the Withholdings function Use the list as a reference or to check your entries Withholdings List Screen Select Withholdings List from the Master File Lists menu The function screen appears E isas nam Being Eat Pmi Bein r Mithkaoldinegs List Friat Fadecal Uithholdiags TES Fick Fececel Fithholdiaga From EIC ri a tare Michholdiagp TIA Brats From HN Thru Wi BLATE WILES di Fi e Ei Thru UR Local Withholdisga TES Locality From 01 Tt i 1 Local Bit nen dira From ET Thru SEE HEL P i Withholding Code 3 GL iccournt Fcint exclustons TES EFt istet plfievier Fedde 5 crean Bj oa 1 Enter Y or N to indicate whether or not you want the list to include federal withholdings 2 If you entered Y in the Print Federal Withholdings field enter the range of federal withholdings you want in the list A3 Payroll User s Manual 12 17 Withholdings List Master Fil
217. iles Use the Roll Up Leave Balances function on the Periodic Maintenance menu to set up leave adjustments PAHVxxx file Payroll User s Manual 3 7 Setup Checklist Setup 3 8 15 16 17 18 19 If necessary set up employee history PAEDxxx PAEExxx PAEMxxx and PAEWxxx files Enter initial balances Set up recurring time tickets and deductions Set up access codes Set up a backup schedule Payroll User s Manual Setup Functions Options and Interfaces An application can be interfaced to work in conjunction with other applications Payroll can be interfaced with General Ledger Bank Reconciliation and Job Cost General Ledger When Payroll is interfaced with General Ledger posting in Payroll makes summary entries such as gross wages payable taxes and other deductions withheld net pay and payroll expenses incurred in the General Ledger GLJRxxx Journal file for transactions that affect the ledger If you void a payroll check after it has been posted the check is backed out from General Ledger and the check record can be added to the Payroll PACHxxx Checks PACDxxx Checks Deductions PACExxx Checks Earning and PACWxxx Checks Withholdings files for a manual check or to the PATRxxx Transactions file for a calculated check Bank Reconciliation When Payroll is interfaced with Bank Reconciliation posting checks in Payroll creates summary disbursement entries for the checks in
218. ime consuming yet accurate of the three methods If you select this option you must enter the current payroll year Employee Check Check Check Totals Amount John Doe 1111 01 15 95 1000 00 John Doe 2222 01 31 95 1200 00 2200 00 John Doe 3333 02 15 95 1000 00 John Doe 4444 02 28 95 800 00 1800 00 John Doe 5555 03 15 95 1000 00 1000 00 Total January 2200 00 out of total earnings of 5000 00 44 February 1800 00 out of total earnings of 5000 00 36 March 1000 00 out of total earnings of 5000 00 20 Any of these split methods can cause leftover amounts to be rounded If this situation happens for the first quarter the amount is entered in the first month of the quarter If it happens for the year the amount is entered in January Payroll User s Manual 2 9 Conversion Installation amp Conversion Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears Sera Mil E pr a Pini tjip nta File Conversion Mela D1 Peitoey JE Which Co Create Tales i E AIF amp Le i Entec dicectocy thet contains ta ilas to ba corrarted Do poa gant sour files erased afmer gomereion Do yom want comversion to paure if e problem is foend kippi Besoripe ion Bere ion kippi Beaoripe ion Tera ion 1 Enter the number of the target directory The system assigns a number to each OSAS data path with assigned values 2 Enter the path drive and dire
219. ing codes for federal state and local tax authorities that employees need withholdings for You can also set up the necessary formula names and tax table IDs associated with each code Changes you make here update the PACO Codes file You can enter 15 employee and employer withholding codes for each federal state and local tax authority Payroll User s Manual Tax Authority Setup Codes Maintenance Tax Authority Setup Screen Select Tax Authority Setup from the Codes Maintenance menu The function screen appears SET Gatos La fet jodo Tex Authority Setup las SUCRE Fedecal Stata Coda MA Local Coda Ark ESE L pt ics Fedec l LEbbidings Esployss Sitheoldite Codes Emp Loyer Conrriburion Codes Hiatt C Formul Table Lo Alig Lose Formula Table D z FUH PRED FUH FTE FECR Eb BRED TOL ATH FICE 2 We PRED OA3 ETH FICA 2 EHE PFED_INE EM FICA 3 AED PRED 2EG FTE FICA 3 FUT PRED FOT PATH FUTA 4 EIC PFER IIC ATH EN Tet Switch So employer withholdings Enter edit ippend Field Description Tax Authority Enter F to work with federal tax authority codes S to work with state tax authority codes or L yo work with local tax authority codes State Code A2 This field is active only when you are working with state or local tax authorities Enter the state code you want to set up or adjust Local Code A2 This field is active only when you are working with local tax authorities Enter the
220. iod to Date Quarter to Date 1754 000 0 0 00 93 24 00 2245 50 00 00 00 00 00 00 00 00 337 50 11494 21 23050 00 92200 00 00 00 00 00 00 00 00 00 00 00 00 1754 000 0 93 24 2245 50 00 00 00 00 11494 21 92200 00 00 00 00 00 00 23387 50 106032 9 106032 95 Payroll User s Manual Post Expense to GL After you produce the Department Report at the end of an accounting period post expenses to General Ledger to create the accounting entries for the payroll expenses for the period If Payroll is interfaced with General Ledger these entries update the GLJRxxx Journal file When you post checks at the end of a payday the accounting entries for withholding tax and net pay are created To complete this transaction the gross pay amount is debited to a payroll holding account See page 9 55 for more information The Post Expense to GL function finishes the accounting entries for the period It credits the holding account and distributes the amount to various department expense accounts in the general ledger Earnings Employer Employer DB DB DB Account in Account in Department Record Department Record When the general ledger entries are made the general ledger post to date amounts in the PADPxxx Department file are cleared to make way for a new accounting period Earnings Employer Employer 8 Withholding Deduction CR CR
221. ions and so on Scheduled deductions are set up in the employee record sick pay Pay for time an employee spent away from work because of illness or injury that is not work related 69 number A number assigned by the federal government to state and local government employers so named because the numbers start with 69 SUI State unemployment insurance table A grid that holds records and is visible See also file tax routines The programs required to calculate state and local tax withholding time ticket A transaction used to record regular overtime and double time hours worked by hourly employees and to distribute pay to departments and jobs for hourly and salaried employees transmitter The individual who or the firm that prepares magnetic media for FICA and W 2 reporting to the federal government vacation pay Pay for time spent on vacation or extra pay for time an employee did not take a vacation W 2 form A summary of an employee s wages and taxes withheld in a calendar year used to prepare tax returns See also magnetic media Payroll User s Manual D 5 Glossary References W 4 form The Employee s Withholding Allowance Certificate a form that an employee fills out when starting employment It specifies marital status exemptions and extra withholding if any for federal tax withholding purposes D 6 Payroll User s Manual Numerics 100 Use Auto 11 29 401 k 3 17 10 18 11 7 match B 2
222. ir 1 aE city Eden Frairie dc AR Zip 25534 r Meritiostiom Poems Pgln to proceed 1 Enter the company address as you want it to appear in reports A30 11 60 Payroll User s Manual File Maintenance Payroll Information 2 Enter the city A15 state A2 and zip code A 12 your company is in If you have a 10 digit zip code enter a dash between the 5 digit station code and the 4 digit box code When you save your entries PgDn the Payroll Information menu appears Employer Bank Information Screen Use the Employer Bank Information screen to identify your company s next check sequence number When you select 3 from the Payroll Information menu the following screen appears E aan 1600 Payroll Information Eng loyer Dank Informacion Buildecz Supply Rear Check F paniom Vecifiocatica Peer Pg o proceed Enter the next check sequence number you want to use N7 When you save the information PgDn the Payroll Information menu appears Payroll User s Manual 11 61 Payroll Information File Maintenance Degree Descriptions Screen Use the Degree Descriptions screen to set up degree codes and their descriptions for use on the first Personnel Information screen in the Employees function Degree codes identify various educational degrees a high school diploma a B A and so on When you select 4 from the Payroll Information menu the following screen appears esas 1600
223. irnerota State menployment Ine Fantor 1 00000 Faoror 1 0 0000 Faoror 3 0 0000 Factor 4 D 0000 Factor 5 0 0000 Factor 4 0 0000 WEE ab les Formils LIGog TABLES L 1 BETYAL LEO TABLES it i BETRFAL Fotmila Line 002 af 007 Ester S10 dpperd MAT STEHE propia 1 The TABLE function looks for the value in line 1 column 1 of the tax table which in this case equals 4 10 2 The TABLE function looks for the value in line 1 column 2 of the tax table which in this case equals 11200 3 TAXEARN taxable earnings is added to YTDEARNINGS year to date earnings for that withholding 4 Line 4 of the formula employs the conditional function in this case the result is the smaller of LIOO2 or L1003 5 The value established in L1004 is multiplied by LI001 the product is divided by 100 6 YTDWITHHOLDINGS year to date withholdings is subtracted from LI005 Payroll User s Manual C 11 About Formulas References 7 The conditional function is used to determine the value of L1007 If LIOO6 is greater than TAXEARN LI007 is equal to TAXEARN if not LI007 is equal to LI006 8 The result of the entire formula is the result of its last line In this case the result is based on a conditional In this case if LIOO7 is less than zero the result of the formula is zero If LI007 is greater than zero that is the result of the formula C 12 Payroll User s Manual Glossary account A storage unit of financial data in a
224. irth Enter Y or N to indicate whether or not you want the roster to include salary information If you chose to organize the roster by department or supervisor enter Y or N to indicate whether or not you want each department or supervisor to begin on a new page Select active employees terminated employees or both active and terminated employees to list in the report Enter up to three roster headings A36 Select the output device A sample Personnel Roster is at the end of this section After the roster is produced the Personnel Reports menu appears Payroll User s Manual Personnel Roster Personnel Reports Personnel Reports 08 26 1999 12 32 PM Emp ID Employee Name BOU001 Bourne Linda C Admin Asst Ins Coverage Family Blue Cross User Label 2 Builders Supply Personnel Roster All Fields Printed D O H SSN Dept Sex EEO Adj D O H D O T 01 09 1988 459 30 1099 01 09 1988 06 07 1954 User Label 3 Comments 1 An excellent worker rarely misses a shift Comments 2 Comments 3 GER001 Gerard Timothy G V P Sales Ins Coverage Family Blue Cross User Label 2 01 23 1982 468 22 4819 500 M 1 01 23 1982 User Label 3 Comments 1 Needs to push sales people a little more Comments 2 Comments 3 JON001 Jonchim Maria K Secretary Ins Coverage None User Label 2 03 30 1988 468 80 9944 501 03 30 1988 04 22 1959 User Label 3 Comments 1 Discipline
225. isplay the next page of the window Move directly to the last item on file Payroll User s Manual Introduction Function Commands Key Home Down Arrow Up Arrow Ins Look up F7 Exit Enter Esc View commands Operation Move directly to the first item on file Move down one item Move up one item Enter a string of information If you have an idea of what you are looking for and the ID is longer than one character you can make a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field Leave the Inquiry window without selecting anything Select the item the cursor is pointing to Open a window that shows Inquiry window commands and the window ID Inventory Search Commands If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Search commands to search for information about items and select an item for entry in the field you are in Key Shift F3 Alias Lookup Shift F4 Customer Vendor Lookup Payroll User s Manual Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the gt and wildcar
226. ited Way 004 Credit Union 006 401K 008 Parking 010 Stock Plan Employee Totals Employer Totals End of Report Employer Deduction 42 24 NO 14 09 NO 175 00 NO 50 00 NO 487 50 NO 5 00 NO 100 00 NO 6 39 Payroll User s Manual Paycheck Received Report The Paycheck Received Report is a list of employees scheduled to receive a paycheck The list has a space for employees to sign for their paychecks Use the report as a means for recording which employees have received their paychecks or to check which employees are scheduled to receive pay for that pay period Paycheck Received Report Screen Select Paycheck Received Report from the Payday Work menu The function screen appears 2 USAS 1000 Gaig a few Edo Paycheck Beceived Repect Fagroll Warber 000053 Ju mr a op tebe L ort Feport by Ge pee ee nt m u Pozo Bccak after Department Check boost ion tpa dewice Ficinte piRjevies Fiile Wing The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Select the item by which you want to organize the report Payroll User s Manual 6 41 Paycheck Received Report Payday Work 2 Enter Y or N to indicate whether or not you want each department or check location to be printed on a new page 3 Select the output device A sample Paycheck Received
227. l 5 5 Payroll Transactions Daily Work To look at a different employee record press E Then enter the employee ID To look at the first employee record on file press F To look at the last employee record on file press L To look at the next employee record on file press N To look at the previous employee record on file press P To view transaction totals for the employee press T Then see Viewing totals later in this section To delete a line item use the Delete F3 command Editing a transaction When you press Enter at the line you want to edit on the Payroll Transactions screen either the earnings or the deductions Edit Transactions window appears The deductions window differs slightly from the earnings window Edit Tracancticas Eacul g dears Wi Hinnsaoch Locality Dane I Ltt 19799 Depr son TEECUTIVE Job Fheara coat Code Clans E Harager Seq Pio D Earn Code SAL Balacicd Page Houra O Bate 00 Ao unt on as 0 5 6 Payroll User s Manual Payroll Transactions Edit Tranmaociona Deduct ton Date OTANTA LESS Dept sn EXECUTIVE don Frage Comt Coda Clone ASE Anna per deg Be a Nore Ded Code 1 Aedical Ine OnE ole dant 130 00 Field Description State A2 This field appears only if you are editing earnings transactions Press Enter if you want to use the displayed state or enter a different state If you use the Maintenance F6 command the Tax Authority Setup function is temporarily called up
228. l be used when calculating the withholding You must add the extension RTN to the formula name so that the system will not overwrite part of itself Table ID A8 Enter the ID of the tax table that will be used when calculating the withholding If you are working with FWH SWH or LWH these withholdings usually depend on marital status They can be overridden from the Employees Tax Information screen page 11 89 Tf the table must be company specific for example FUTA and SUD the last character of the table ID must be a lowercase x To accomodate the full three character company ID you must limit the table ID to five characters If the system cannot locate the company specific table the generic table is the default Your work is automatically saved as you enter it When you are finished use the Abandon F5 command to return to the Tax Authority field or exit to the File Maintenance menu 10 8 Payroll User s Manual Earning Codes An earning code stores pay rate information the GL account number the earning type and other information for a particular kind of work If you enter an earning code and the number of hours the employee worked when you enter time tickets or manual checks the system calculates the employee s pay based on the information you enter here You can have an unlimited number of earning codes Changes you make here update the PAECxxx Earning Codes file You can set up earning codes for types of wo
229. lan 205000 Emplyr Medicare 203200 Emplyr OASDI 203200 Federal WH 203000 Emplye Medicare 203200 Emplye OASDI 203200 MN Unemp Ins 203700 MN W H 203400 Net Cash Entry 100000 Hold Acct Salaried Wage 202000 23 050 00 Emplyr Medicare 530000 337 97 Emplyr OASDI 530000 1 429 10 MN Unemp Ins 530000 3 401 80 GL Balance Period 12 Posted to Bank Account FNB001 Job Totals End of Report 6 68 Payroll User s Manual Payroll Reports Earnings and Deductions Report Sick Leave and Vacation Report Transaction History Report Check History Register Detail Leave Report Profit Sharing Census Payroll User s Manual 7 3 77 74 7 15 7 19 7 23 7 1 Earnings and Deductions Report Use the Earnings and Deductions Report function to print a detail or a summary report of employee month quarter and year to date earnings and deductions The information in this report comes from the PAEDxxx Employee Deductions History PAEExxx Employee Earnings History and PAEGxxx Employee General Information files Earnings and Deductions Report Screen Select Earnings and Deductions Report from the Payroll Reports menu The function screen appears Enter the range of employees you want in the report A6 USAS VO Gaig Cat Poe Elo F Earnings srd Deductionr Faport Piok Employes 75 From pomoni Thru S7To001 Print Frint tori l Darmil l Hooch Toxale DAE y CRSP REE Torals Munber Frist for Honch Hei July
230. laneous Deductions Journal from the Daily Work menu The function screen appears OAS THU Berge E Fit Hole 1 Enter the range of employees A6 you want in the journal 2 Select the item by which you want to organize the journal 3 Select the output device A sample Miscellaneous Deductions Journal is at the end of this section After the journal is produced the Daily Work menu appears Payroll User s Manual 5 19 Daily Work Miscellaneous Deductions Journal Miscellaneous Deductions Journal 06 21 1999 12 57 PM Employee BOU001 Bourne L C JONO01 Jonchim M K End of Report Builders Supply Miscellaneous Deductions Journal By Employee Deduction Amount Note Code Description 06 20 1999 500 06 20 1999 501 005 Dues Grand Total Payroll User s Manual 5 20 Copy Recurring Entries Use the Copy Recurring Entries function to copy recurring time tickets Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu The function screen appears FAS Ti Baig Cat font kjip Copy Fecuccimg Entrias Tavs Tau Prascsed thea Resorring Tire Ticker Liam aod the Fecucriag sections Liest E Be sure Li You have ESE up four data Files berat SoprLog Bun Coda From 1 Thru Y Cotoft Deta 0717 15 Ficintaz p E avis fiile Mina 1 If you have printed the Recurring Time Ticket List and the Recurring Deductions List enter
231. les and 2 10 modifications and 2 5 pause if a problem occurs 2 9 set up table PASOCNVT 2 6 Copy Recurring Entries function 5 21 copying employee salary information 11 5 employee tax information 11 5 sample table 11 74 Ctrl F function key 1 40 Ctrl G function key 1 24 1 40 Ctrl V function key 1 40 Payroll User s Manual Index cursor moving up or back one field 1 40 selecting item 1 43 customer support 1 3 D Daily Work 1 6 Data File Conversion function 2 5 2 9 screen 2 9 data files backing up 3 28 conversion 2 5 DCB 9 31 10 18 11 29 11 89 Deduction Codes editing for manual checks 6 17 entering for manual checks 6 17 Deductions 3 17 3 18 5 19 adding 10 18 changing factors 11 16 editing 10 18 excluding 3 15 formula names 11 92 formulas 11 13 11 91 printing 12 26 function 10 17 information 11 35 log 10 23 overriding factors 11 16 period code 10 22 record of 7 15 using the same number twice 11 14 Deductions List function 12 15 sample 12 16 deferred compensation 3 17 10 18 11 36 B 4 Degree Descriptions 3 19 11 57 11 58 11 62 Delete department record 11 52 with GL balance 11 54 division record 11 52 employee record 11 3 11 5 history 9 54 last year files 9 55 manual checks 6 14 6 20 Payroll User s Manual table 11 74 delete information on a screen 1 39 line item 1 45 department IDs 3 18 department reco
232. local code you want to set up or adjust 10 6 Payroll User s Manual Codes Maintenance Tax Authority Setup Field Description Tax Authority Enter F to work with federal tax authority codes S to work with state tax authority codes or L yo work with local tax authority codes Description A25 Enter a description of the tax authority For example if you are working with a federal tax authority enter the name of the withholding To move to the scroll region use the Proceed PgDn command Command bar Tab Enter edit Append Goto To move the prompt gt between the Employee and Employer Withholding Codes portions of the screen press the Tab key To edit a line item press Enter To add a line item press A Then see Adding or editing a line item below To go to a particular line item press G and then enter the line item number or use the Inquiry F2 command to select the line item number This command appears only if there is more than one screen of items Adding or editing a line item You can add or edit 15 tax authority withholding codes for both employees and employers Field Description Number The line number of the withholding code is displayed Code A3 Enter the code for the withholding tax FWH SWH and LWH must be the first employee withholdings Payroll User s Manual 10 7 Tax Authority Setup Codes Maintenance Field Description Formula A12 Enter the name of the formula that wil
233. loyee History The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee State Tax History Screen Use the Employee State Tax History screen to add or edit state tax earnings and contributions information for your employees The Employee State Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The state earnings and tax amounts are updated when you post checks Month totals When you enter the Employee State Tax History screen the Month Totals window appears USAS TAM Gtia Cat Poe bien m Prepa 50134 Epployaa Siete Tex Higtocy Explopee LI BYU BOF HE Linda Rata DE _ _ a __ __ A Se Coda October Howarnbec December ETR 4 TTI EAR Sle ce U5 DO un EA AS CERES WG HH ZUR pr 05 Oo 00 ca 0 ch E Tax enc Se Coda Jetcber Hovanbar Dscentar TR 4 Te LE 429 70 DO 00 429 20 429 20 HH BUE mea oi Ot io biti 44 biti di Tah Tax sour Enter adic Appand Pax paa Forevrioum page mlece Lice Change qoecter Quactar totals Payroll User s Manual 11 41 Employee History File Maintenance 11 42 Tab Tax Amount Enter edit Append Next page Previous page Delete Line Change quarter Quarter totals To move the prompt gt between the Earnings and Tax Amount portions of the Month Totals window press the Tab key To edit a line it
234. loyee History Audit Log 08 26 1999 10 17 AM Employee BOU001 October Weeks Worked was changed from 4 34 to 2 34 End of Report Builders Supply Employee History Audit Log Payroll User s Manual 11 48 Leave Adjustments Use the Leave Adjustments function to make positive and negative adjustments to an employee s sick and vacation pay Any changes you make here will update the PAHVxxx Payroll Leave Adjustment History file Leave Adjustments Screen Select Leave Adjustments from the File Maintenance menu The function screen appears arte Gaia La fet biip Cerra Adjurtranty Explopee TD omi Gast Farm Moura FILES Hume Liria Biddle Tririml Leave Type Paras Lon bescciprlica Forgot To Enter E I9 1793 Data OTs of Lae Eareiog ode aie RAJ tmit 5 000 Pharma ici Lage Vacar iyi 111 50 FES i 6 000 r Veriftoetice Poems Pgln gt o proceed 1 Enter the ID of the employee A6 The employee s name appears 2 Enter the leave type you want to adjust sick or vacation 3 Enter a description for the adjustment For example you may want a reason for the adjustment in the file Payroll User s Manual 11 49 Leave Adjustments File Maintenance 4 Enter the date you make the adjustment 5 Enter the earning code V for vacation or S for sick gt 6 Enter the amount of the adjustment using a sign to add hours and a sign to subtract hours 4 3
235. loyee does not receive tips enter N If the employee receives tips as part of his or her earnings enter Y so that the wages will be adjusted to bring the employee s earnings up to minimum wage if the reported tips do not When you calculate checks you use the group code to identify the employees you want to pay Common practice is to use a unique group code for each pay cycle weekly biweekly semimonthly and so on Enter the code that identifies the check processing group the employee belongs to Employees File Maintenance Field Description Pay Periods Year Enter the number of times the employee is paid during the year 1 2 4 12 21 24 26 or 52 This number is used when taxes are calculated during check calculation Check Location A3 Enter the check location for the employee This information is used as a sort option when you print checks Earning Code A3 Enter the default earning code for the employee The earning code you enter here appears in the earning code field when you enter a time ticket for the employee For a salaried employee this code is used to create the earnings entry when you calculate checks Salary 6 2 If the employee is paid a salary enter the salary he or she receives each pay period You must enter a salary for salaried employees to ensure correct calculations Hourly Rate 3 4 Enter the employee s hourly pay rate You can override the rate when you enter time tickets The hourly
236. loyees for this Page Page Totals 148046 76828 75 Total Number of employees this State State Totals 148046 76828 75 71217 08 23 1999 Page 1 of 1 43 PM Builders Supply Employer s Quarterly Unemployment Contribution Report for MN Quarter Ending Date 12 31 1999 Total Gross Wages Paid This Quarter 148 046 60 State Taxable Wage Limit 15 100 00 Total Excess Wages Paid This Quarter 76 828 75 Total Taxable Wages Paid This Quarter 71 217 85 Employer s Tax Rate 9 100 Payroll User s Manual 9 25 941 Worksheet The 941 Worksheet contains the information needed to complete federal form 941 Using the PAHCxxx Check History and PAHWxxx Check Withholdings History files it also computes the eighth monthly period breakdown You cannot file the 941 Worksheet Use it as a reference aid while filling out a government produced form 941 Worksheet Screen Select 941 Worksheet from the Periodic Processing menu The function screen appears E aan 1000 741 Morkriamt Quarter Gusrtse Endsag Deta 1232015 Ad of Income Tex for Foecediag Quarters oo dj of Tax on Third Party Bio Pay oo DEEEF bollmecs dj OF loc Bee 4 Medicare Taxes 00 Total Depocaita foc Querctec 00 Quipot device F cinta pER aviat Fiils Iii na 1 Enter the number of the quarter you want to print the worksheet for 2 Press Enter to use the displayed quarter ending date or enter the last day of
237. loyer s Tax Report function 9 15 sample 9 17 quarterly reports B 4 Quarterly State Unemployment Report 11 59 function 9 23 sample 9 25 Quarterly Withholding Report function 9 19 sample 9 21 Quick entry turning on or off 1 40 Payroll User s Manual Index R recurring deductions setting up 3 8 time tickets setting up 3 8 Recurring Deductions List function 12 35 sample 12 37 Recurring Entries function 11 63 Recurring Time Ticket List function 12 31 sample 12 33 report commands 1 44 Down Arrow 1 45 End 1 44 Exit 1 44 F7 1 44 Home 1 44 PgDn 1 44 PgUp 1 44 Right Arrow 1 44 Tab 1 44 Up Arrow 1 45 Reports conventions 1 47 including all information 1 47 limiting information 1 47 selecting information for 1 47 reports 1 6 Resource Manager 3 29 Data File Conversion function 2 5 2 9 Install Applications function 2 3 2 5 operating systems 1 3 restarting Print Checks 6 30 reversing incorrect miscellaneous entries 5 4 incorrect time tickets 5 4 Right Arrow report command 1 44 Roll Up Leave Balances 11 24 function 9 45 sample log 9 47 Payroll User s Manual S Salary Information Inquiry function 4 5 Salary Review Report function 8 3 sample 8 5 Scheduled Deductions 4 5 6 6 11 16 inquiry 4 6 window 11 13 scroll region commands 1 45 Down Arrow 1 45 End 1 45 Enter 1 45 F3 1 45 Home 1 45 Ins 1 45 PgDn 1 45 PgUp 1 45 Up Arrow 1 45 SDI 9
238. lr Totals Amount YTD 10 56 232 50 150 00 1046 25 1895 99 00 08 26 1999 10 28 AM Earning Deduction August Amount DBL Double Time OVT Overtime Pay 00 P01 Bonus 00 P02 Travel Exp 00 REG Regular Pay 00 SIC Sick Pay 00 VAC Vacation Pay Earning Totals 001 Medical Ins 002 Dental Ins 003 United Way 004 Credit Union 005 Dues 006 401K 008 Parking 010 Stock Plan Employee Deduction Total Employer Deduction Total Gross Wages Net Pay End of Report Builders Suppl Earnings and Deductio Grand Totals Amount YTD Incl i 500 00 79072 50 669 60 81317 85 177 66 63 00 555 00 230 00 45 00 1496 25 15 00 425 00 3006 91 00 00 00 Yy ns Report n Net 7 5 Payroll User s Manual Sick Leave and Vacation Report The Sick Leave and Vacation Report lists the month quarter and year to date sick leave and vacation hours employees have used the number of such hours they have left for the year and the amounts they have been paid so far for vacation and sick time The information in this report comes from the PAEExxx Employee Earnings History and PAEGxxx Employee General Information files This report is useful in several situations For example employees might need to know how much vacation time they have left for the year You can also choose to print remaining sick and vacation time on the employee s paychecks see page 7 23 Managers might want to know how mu
239. lyr FICA P02 Travel Exp Unemp Ins 006 401K 010 Stock Plan P02 Travel Exp Federal WH 006 401K 010 Stock Plan P02 Travel Exp Emplye FICA P02 Travel Exp Emplye FICA P02 Travel Exp End of Report GL Account 203200 203200 203600 203000 203200 203200 Builders Supply Withholdings List By Withholding Code Liability Acct Fixed Pct 530000 530000 530000 20 00 77 7777777 Employer WH Weeks Worked Limit 12 19 Payroll User s Manual Tax Authorities List The Tax Authorities List shows the state and local codes and descriptions stored in the PACO Codes file You set up state and local codes in the Tax Authority Setup function Use the list as a reference or to check your entries Tax Authorities List Screen Select Tax Authorities List from the Master File Lists menu The function screen appears F sa TAIT Faing Dat Fee bjp Tax dechocitima List Feine Federal Code TE Print Grane Codes TE Beate Fosa ri Thru wu Peint Local Codes TES Locality From 01 Thr 01 Shor Withholding Codes T Fage Break per code a Ec plEieviar Fedde 5 crema Mi za 1 Enter Y or N to indicate whether or not you want the list to include federal codes 2 Enter Y or N to indicate whether or not you want the list to include state codes Payroll User s Manual 12 21 Tax Authorities List Master File Lists 12 22 If you en
240. mber 9 35 FEDM tax table 3 13 11 89 FEDS tax table 3 13 11 89 FICA 3 16 3 22 6 53 7 15 9 15 9 16 11 29 tax table 3 13 11 89 tips 11 30 File Maintenance 1 5 files backing up 3 28 Final Output screen 9 43 fixed withholding 3 16 3 17 10 11 forms for checks 3 12 formula about C 1 building 11 91 calculations C 5 conditionals C 5 C 7 creating a program 11 94 deductions 11 13 examples C 7 IX 5 Index factors 11 93 C 4 federal withholdings C 7 for workers compensation B 1 functions C 1 C 5 locality code 3 15 naming conventions 11 92 operations C 1 C 4 sample data path 11 91 setting up 3 7 3 18 state code 3 15 table of valid operations C 4 tables lookup C 5 tax authority setup 10 8 variables C 1 withholding 11 17 Formula Maintenance function 11 91 screen 11 92 Formulas List function 12 25 sample 12 26 fractional adjustment 9 28 FREQxxx table 3 14 5 4 11 73 11 76 screen 11 76 setup 3 13 fringe 10 13 10 14 function keys Ctrl F 1 40 Ctrl G 1 24 1 40 Ctrl V 1 40 Esc 1 23 1 39 Fl 1 39 F2 1 23 1 39 F3 1 39 F4 1 39 FS 1 39 F6 1 40 F7 1 23 1 40 F8 1 40 PgDn 1 40 PgUp 1 24 1 40 Shift F2 1 40 Tab 1 24 1 40 Up Arrow 1 40 FUT 3 16 10 26 FUTA 3 16 3 22 6 49 6 53 IX 6 FUTAxxx tax table 3 13 3 14 11 89 FWH 3 16 10 26 10 27 G General Information Inquiry function 4 3 General Ledger installing before Payroll
241. ments for or exit to the Payday Work menu After entering accrual adjustments produce the Vacation and Sick Leave Report page 6 27 to verify the changes Payroll User s Manual Vacation and Sick Leave Report The Vacation and Sick Leave Report lists the employees and their current vacation and sick accruals for the payroll run Use the report to verify changes made through the Accrual Adjustments function and as part of your business records Vacation and Sick Leave Report Screen Select Vacation and Sick Leave Report from the Payday Work menu The function screen appears beg EH Pit Hol Yacacion ami Sick Lee Beport Fick Employes 1 Feo BOTDOL Tra ato Display Dollar kours TES JUE AU device jPprinter piAjeview Toile 5 cresa jij od 1 Enter the range of employees you want in the report A6 2 Enter Y or N to indicate whether or not you want dollar amounts in the report hours information is always included 3 Select the output device A sample Vacation and Sick Leave Report is at the end of this section After the report is produced the Payday Work menu appears Payroll User s Manual 6 27 Payday Work Vacation and Sick Leave Report Vacation and Sick Leave Report 08 12 1999 Bourne Linda C Gerard Timothy G Jenkins Kathy M Jonchim Maria K Lukas George End of Report Type Builders Supply Vacation and Sick Leave Report Pay Check Date 12 3
242. mouse move the cursor to the menu and click once or click on an icon for the function desired Pictured below is the OSAS pull down menu icon selection 1000 OMN SS TM Accounting Salina Fe Tew Frets he Heb asomo Payroll User s Manual 1 29 Graphical Style Menus File Menu BE ie esis gre Heim Command Icon Key Access code F4 Sample data set FS or Live Data set Workstation date F6 Exit F7 Access Code dialog box 1 Enter the access code Introduction Result Displays the Access Code dialog box See Access Code dialog box below Toggles between the Sample Data and the Live Data Displays the Workstation date dialog box See Workstation Date dialog box below Exits from OSAS 2 Click OK to save your entry and return to the Main Menu or Exit to abandon the dialog box and return to the Main menu 1 30 Payroll User s Manual Introduction Graphical Style Menus Workstation Date dialog box al alain Ciar E or PP eee 1 Enter the date or use the up down buttons to increase or decrease the date 2 Select OK to change the workstation date System Date to change the workstation date to match the operating system date Abandon to exit without changing the date or Exit to return to the Main menu Tools Menu fg ccc AS ma ei 5 5 Command Icon Key Result Calculator Displays the Windows calculator Favorites Menu Ele Loch E oes Hate Cr en Comman
243. mployee s social security contribution as mandated by the Federal Insurance Contributions Act For most types of earnings the employer must also make a similar contribution known as employer s FICA Payroll User s Manual References Glossary field A region on the screen that accepts input from the user also one element of a record in a file On the screen most fields are labeled file A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table function A menu item that leads to a full screen Most functions have a corresponding program See also program FUTA A tax paid by an employer for federal unemployment insurance as mandated by the Federal Unemployment Tax Act general ledger A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it gross pay The sum of an employee s earnings not including those that have been excluded through the PAINxxx Payroll Information file group code A code used to separate employees into groups that are paid at the same time for example one group might represent employees paid weekly another biweekly and so on Checks are calculated for one group code at a time holding acco
244. must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Payroll User s Manual 3 29 Employee Inquiry General Information 4 3 Salary Information 4 5 Tax Information 4 7 Personnel Information 4 11 Employee History 4 13 Payroll User s Manual 4 1 Employee Inquiry 4 2 Introduction Use the functions in this chapter to look at information about employees You cannot use Employee Inquiry functions to add or change information You can use these functions at any point in your work cycle If the employee information has not been posted you can use the Employees or Employee History functions on the File Maintenance menu to look at information about employees Payroll User s Manual General Information Use the General Information function to look at general information about employees name address phone number and so on The information comes from the PAEGxxx Employee General Information file and is entered in the Employees function see page 11 3 for an explanation of the fields To add to or change this information use the Employees function General Informati
245. n Systems Holding Corp 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 612 403 5700 General Fax 612 496 2495 Support Telephone 800 582 5000 Support Fax 612 403 5870 Internet Address www osas com Contents Introduction General Information The Payroll System Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Installation 8 Conversion Installation Conversion Setup Setup Considerations Setup Checklist Setup Functions Employee Inquiry General Information Salary Information Tax Information Personnel Information Employee History Daily Work Payroll Transactions Time Ticket Journal 1 3 1 5 1 17 1 21 1 25 1 35 1 39 1 47 2 3 2 5 3 3 3 7 3 9 43 4 5 4 7 4 11 4 13 5 3 5 17 Payroll User s Manual Miscellaneous Deductions Journal 5 19 Copy Recurring Entries 5 21 Post Transactions 5 25 Payday Work Calculate Checks 6 3 Manual Checks 6 9 Edit Register 6 21 Accrual Adjustments 6 25 Vacation and Sick Leave Report 6 27 Print Checks 6 29 Void Checks 6 33 Check Register 6 37 Paycheck Received Report 6 41 Withholding Report 6 45 Employer s Tax Report 6 49 Employer s Liability Report 6 53 Pay Period Deduction Report 6 57 Employer Department Expense Report 6 61 Post Checks 6 63 Payroll Reports Earnings and Deductions Report 7 3 Sick Leave and Vacation Report 7 7 Transaction History Report 7 11 Check
246. nd Unposted Leave by Department Vacation 7 21 Payroll User s Manual Profit Sharing Census The Profit Sharing Census shows the total hours and gross dollars invested by an employee based on check history The information in the census comes from the PAEGxxx Employee General Information and PAHCxxx Check History files If you did not elect to save check history in the Resource Manager Options and Interfaces function you cannot produce this report Profit Sharing Census Screen Select Profit Sharing Census from the Payroll Reports menu The function screen appears USAS TAN Taig a fe bjp r Profit Shearing Conre Fick Employes 75 From pomoni The check F From Thru Deta From TE ii 12 dL E Friat by 1 Esplogees Ip Chest 8 3 Check Date 4 Exp logce Mar 1 EPhrizker plAjevier Fhile 5 crean Bj oo 1 Enter the range of employees you want in the report A6 2 Enter the range of check numbers you want in the report N7 Payroll User s Manual 7 23 Profit Sharing Census Payroll Reports 3 Enter the range of dates you want in the report 4 Select the item by which you want to organize the report 5 Select the output device A sample Profit Sharing Census is at the end of this section After the report is produced the Payroll Reports menu appears 7 24 Payroll User s Manual Profit Sharing Census Payroll Reports Profit Sharing Census 09 16 1999 1 12 PM GRAND TOT
247. nd commissioned employees might be group 3 Override pay You can enter override pay when you want to pay salaried employees something other than their normal salaries for example when employees start or quit within a pay period Override pay applies only to the pay cycle you enter it in When the pay cycle is completed override pay is cleared from the system You can enter 999 scheduled deductions for each employee Tax Information Use the Tax Information portion of the Employees function to enter federal state and local tax information Research the state and local tax information before entering the data In particular marital status and number of exemptions can differ among tax authorities The valid marital statuses for federal tax purposes are married and single but in some states employees can be married single unmarried heads of households married filing jointly or married filing jointly and both working Consult the Payroll Tax Routines for information about marital status in the states where employees file Open Systems does not supply information about local tax regulations Personnel Information Use the Personnel Information portion of the Employees function to enter information about the employee s education pay history and so on Payroll User s Manual 3 21 Setup Functions Setup Leave Adjustments Before using the Leave Adjustments function use the Roll Up Leave Balances function page 9 45 if
248. nd the taxes and deductions You can produce the Edit Register in detail or summary formats If you find inaccuracies in the check calculation enter correcting transactions or change the general information in the Employees function page 11 3 If you enter correcting transactions through the Payroll Transactions function post them and then calculate the checks and print the Edit Register again If you find inaccuracies in checks that you entered manually use the Manual Checks page 6 9 function to make changes Edit Register Screen Select Edit Register from the Payday Work menu The function screen appears 2 AS De r A Edi Begister Pageoll Rurber 000053 a E 4 Coup Code Faziod End 10051995 bare GH CRECES 10 05 1999 GL Period it Priar employec tax end deduction infoeoratice TES Print Fagirtear Cn Frise By 1 HPNL Y eraj pritet plfijevier Fpidde 5 crean ii za Payroll User s Manual 6 21 Edit Register Payday Work The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Enter Y or N to indicate whether or not you want employer tax and deduction information in the register 2 Select the detail earnings withholdings and deductions information for all employees or summary earnings withholdings and deductions involved in the checks form for the register
249. nformation you can enter amounts for three months each field s mask is user defined When you add or edit earnings information you can enter amounts for three months each field s mask is user defined The quarter totals and year to date totals are updated by the sum of the values you enter for the three months To return to the Employee History screen press N To return to the previous screen you selected press P Any changes you make are saved and take effect immediately you do not need to press N or P to save changes To go to a particular line item press G and then enter the local tax authority code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter totals below Payroll User s Manual 11 45 Employee History File Maintenance 11 46 Quarter totals When you press Q in the Employee Local Tax History screen to view quarter totals the Quarter Totals window appears Sera Garu La Port bid m Prepa 5 3 Exp loys Local Tex Higtocy Esplopee LI BUAIL EENE Linda Earnings Sc Lo Code STR 1 JTF 2 DTE J TR 4 TTD AAA TV eu Sc Lo Code 0TR l Q TR Zen QTR ETR ie TTi Tak Tas kmgunt Hert page Frevisus page Eonch totels
250. ng Deductions List to verify that you have set these up correctly Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Payroll system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A code for each company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 B01 and CO1 so that a user can use the same code for each company What should be protected Because of the sensitive nature of some of the information in the Payroll data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Payroll application itself each of the Payroll menus and the individual functions In particular restrict access to the Calculate Checks and Print Checks functions Assign different access codes to each function
251. nk Reconciliation Check history is not implemented You cannot print the Check History Register or use the Void Checks function because you did not elect to save check history in the Resource Manager Options and Interfaces function the file contains no history Use the Options and Interfaces function to elect to save check history A 2 Payroll User s Manual References System Messages Check was not found in BRTRx file Cannot void If Payroll is interfaced with Bank Reconciliation the check you want to void must be in the BRTRx Transactions file before it can be voided Checks file is empty You cannot print payday reports if the PACHxxx Checks file is empty Return to the Payday Work menu and select the Calculate Checks function Code is not set up in PACO file Federal state and local tax codes must be set up in Tax Authority Setup function page 10 5 Cost code has a type other than labor You must enter a cost code with a type of labor for the job and phase if Payroll is interfaced with Job Cost Diskette contains file s directory or label The diskette you want to use for W 2 magnetic media has some files on it or contains a disk label Use a blank formatted disk that does not have a label See page 9 31 for instructions and information about accepted formats Division ID not allowed You must enter a department ID not a division ID for the employee Drive not available The disk drive ID you enter
252. ns History file stores a record of the deductions taken from each check you disburse for payroll expenses Check records and the deductions associated with them are deleted through the Periodic Maintenance function The PAHExxx Check Earnings History file stores a record of the earnings associated with each check you disburse for payroll expenses Check records and the earnings associated with them are deleted through the Periodic Maintenance function The PAHWxxx Check Withholdings History file stores a record of the withholdings associated with each check you disburse for payroll expenses Check records and the withholdings associated with them are deleted through the Periodic Maintenance function The PATHxxx Transaction History file stores the time tickets and miscellaneous payroll entries you make through the Payroll Transactions function Transaction history is deleted through the Periodic Maintenance function The PAHVxxx Leave Adjustment History file stores the positive and negative adjustments you make to an employee s sick and vacation pay File Interaction Daily payday and periodic work Once your Payroll system is set up nearly all the new data in the system comes through the PATRxxx file This file stores the detailed records of each transaction entry To view the contents of the file produce the Time Ticket Journal and the Miscellaneous Deductions Journal Periodically you post detailed information from
253. nsactions Post file is cleared to accept the next set of transactions entered through the Payroll Transactions function e The department records for salaried employees are updated If an employee works in more than one department the taxes paid by the employer are posted to each of those departments e If Payroll is interfaced with Job Cost manual checks are posted to Job Cost e The paychecks detail is transferred to the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files if you elected to keep check history in the Resource Manager Options and Interfaces function e The pay period detail is posted to the GLJRxxx Journal file for the current or the last fiscal year if Payroll is interfaced with General Ledger e Summary disbursement entries of the checks are created in the BRTRxxx Transactions file if Payroll is interfaced with Bank Reconciliation The information in the PACHxxx Checks file is erased to make way for check calculation for other groups of employees e The number of weeks each employee worked is calculated e The payroll number in the PACTLxxx table is incremented Payroll User s Manual 6 63 Post Checks Payday Work e The vacation and sick hours for employees are automatically updated if you selected this option When you post checks the information that is posted cannot be edited later Employee Posting En
254. ntered only F as the pay period code for the deduction leave this field blank The formula calculates the deduction If you entered D E or G for a pay period enter the maximum amount that can be deducted for the employee If this amount is deducted for an employee for a fiscal year this deduction is not taken Payroll User s Manual File Maintenance Employees Factor entry When you press C to change or override the established factors for a scheduled deduction in the Scheduled Deductions portion of the Salary Information screen the Factor Entry window appears AECE FaDceor i Factor E Factor Pa oe Factor Factor Field Override Factors Factor 8 4 h b e dl Description If you want to override the factors you established for the scheduled deduction enter Y if not enter N You can enter six override factors the factors you enter for the scheduled deduction supersede the factors established in the Formula Maintenance function page 3 91 Factors can represent anything from dollars to percents depending on how they are used in a formula When you save the entries PgDn the Scheduled Deduction screen reappears or if you selected no other screens to work on the Employees screen appears Tax Information Screen Use the Tax Information screen to set up federal state and local withholding information for each employee and to edit withholding formulas Payroll User s Manual 11 15
255. o Maintain Enter Y or N to indicate whether or not you want to add or change information for the General Information screen Salary Information screen Tax Information screen and Personnel Information screens 1 and 2 When you have selected the screens you want use the Proceed PgDn command to go to the first screen you selected Payroll User s Manual 11 5 Employees File Maintenance General Information Screen Use the General Information screen to enter fundamental information about your employees address phone number dates of hire and review and personal contacts ISAS TOA General Information Esp 1 boon fas Title hin ASE Cast Wara Tourna Moria Phora Ficet Hama Lindm Ertansion Alda lh Rope ID LURT Addresas 1 504 H Hamilton bye k j Hire Parta IN Addrwaz Z Start Deta LAST Addresa 3 Birth Data TF 135 Ree icy Tdi na Term at Bes State W Leet Beview Daute Lif 12 1095 Zip ode 128 Heat eviews Date 11r 1371996 Counter Last Cheek Dane Phore Ho ELE 552 1712 Ira Covecaqe Family Glo Coon BB Be i33 20 109 Ms Label 1 Seu F Usar Label ECO Cimam Enmmcgrray Contact Participar in 4017 Ma Led Eligible dor Panic mI Bark Phara Miatutocy EnmployorT mo Home Phorm Deneaned Hic Pelar ic m Meritiostiom Free Pgln to proceed 1 Enter the employee s last name A20 first name A15 and middle initial Al 2 Enter the employee s street address A30 city of residence A15
256. odes are 0 through 9 Do not change delete or rearrange the codes The system looks for the codes by their position in the table it assumes that group code 0 is on the first line group code 1 is on the second line and so on Hours Period 8 2 For each group code enter the number of hours that are in a pay period 11 76 Payroll User s Manual File Maintenance Tables GLDEPxxx Table The GLDEPxxx table stores the default general ledger accounts for earnings and employer paid deductions and withholdings used when new expenses for a department are added by posting transactions or checks If you post new transactions or checks to the PADPxxx Department file that do not have a specified GL account they are posted to the default GL account which you can edit in the Departments function If Payroll is not interfaced with General Ledger you must still build this table because the account numbers appear in the posting report When you enter the table ID the rest of the GLDEPxxx table appears Bose Ei Bird Hole i FATE Tabla Ib GLOEF Pegcription Canace Ledger sfs lt spectmece iccce Wher cf Cola 2 Coleen Langeh if Tree i Tp A io Frege P ro ca poocmd Field Description Type The three types of accounts are displayed Do not change delete or rearrange the types The system looks for the types by their position in the table it assumes that Earnings is on the first line Deductions is on the second lin
257. of the employee s termination 15 Employee records that contain a termination date are deleted automatically during year end maintenance 16 Enter the dates of the employee s last and next reviews 17 Enter the date of the last check the employee received Payroll User s Manual 11 7 Employees File Maintenance 18 Enter information for the user defined labels A20 These labels are defined in the USRDFxxx table page 3 73 19 Enter the emergency contact information for the employee the name of the person who is to be contacted in case of an emergency A20 the emergency contact s home and work phone numbers and the contact s relation to the employee A18 When you save the entries PgDn the next screen you elected to add or change information on appears or if you selected no other screens to work on the Employees screen appears Salary Information Screen Use the Salary Information screen to enter and maintain pay information for your employees If you copied an employee record make sure that the information on this screen is correct for each employee sas TAID Selec Information Employee Lp BULL BOF HE LLAOA Pap Information Scheduled Imducticas Dept O Descrip Lon 12345 Emo int Labor Lap Pra i Medical Jre HRA 10 5 Corporate Officers HI 401E Farin 4 5 densa Employee Mi United May PERA L Tepe Y or Zi a Credit Union YEEKHH 50 Exempt HI Stock Flan TERTHH 100 Adjust Lo
258. of the formats listed below If you use a UNIX system a file named W2REPORT is created in the pathname you specify Before you submit magnetic media W 2 forms to the government copy this file to one of the 5 25 inch media formats listed below If you do not have a porting utility contact your authorized reseller These are the acceptable 5 25 inch magnetic media formats 1 2M double sided high density diskette e 360K double sided double density diskette 180K single sided double density diskette 160K single sided double density diskette Payroll User s Manual 9 43 W 2 Forms Periodic Processing These are the acceptable 3 5 inch magnetic media formats 1 44 double sided high density diskette e 720K double sided double density diskette 2 Enter Y or N to indicate whether or not you want an audit report of the information to be printed as it is written to the diskette If you enter Y make sure that your printer is online 3 Ifyou use a DOS system enter the ID of the drive you are outputting the W 2 information to for example A If you use a UNIX system enter the pathname on the hard disk you want to output the W 2 information to the current pathname is the default When you save your entries PgDn the outputting of the W 2 forms to magnetic media begins When the process is finished the Periodic Processing menu appears 9 44 Payroll User s Manual Roll Up Leave Balances The Roll Up Le
259. oldings over a period of time Payroll User s Manual D 1 Glossary References D 2 check register A report that lists the payroll checks printed at one time Use it as an audit trail of the numbers and amounts of the checks you print Circular E A federal tax publication Employer s Tax Guide class A code used to categorize employees by the position they hold by salary grade or by some other criterion company In OSAS a business record associated with its own files tables and menu of applications conversion The process of updating existing files programs or applications to the current version See also installation deduction An amount withheld from an employee s paycheck for union dues charitable contributions etc See also scheduled deductions department The administrative section or cost center the payroll expense is charged to The department where an employee usually works is his or her home department Diskette Reporting A publication from the Social Security Administration that outlines the regulations for reporting FICA and W 2 information on magnetic media division A group of departments used for summarizing data in the Department Report EIC See advance earned income credit exemptions The number of dependents an employee claims on a W 4 form This number is used to calculate an amount to be deducted from gross earnings to determine taxable earnings FICA A deduction for the e
260. oll ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx MAXVSxxx PACTLxxx SICccxxx TCALCxxx USRDDxxx USRDFxxx VACccxxx For information about each of these tables see their individual descriptions in this section For information about shareable and unshared tables see page 10 5 The OPTxxx and OP2xxx Options tables store options and interfaces settings Maintain the information stored in this table through Payroll system functions not through the table itself Payroll User s Manual 11 73 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears ISAS lo Be Gina Eat Pmi kjip Tanie Eb DESSTIRE Lon Husker af Cola Colum Lengrk Typ PATE 1 To add or change a table enter the table ID A8 To set up a company specific table enter the table ID plus the one to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 If you entered a new table ID the Copy From field appears A8 To copy a company or terminal specific table enter the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID 3 Press Enter to accept the display
261. on Inquiry Screen Select General Information from the Employee Inquiry menu The inquiry screen appears General Information Esp 1F ESOO Poo TLE LE hin ASSL Laer Rare Ture Borie Phore Ficet Hamm Linda Ertansion Migale In Bape Ip LURI kd drsas 1 HOi H Teeilcon bye k j Hire Parcae 010571507 ddrcazza 2 Stac Deta D1 te Laa7T Address 3 Birch bate Des 113853 Ren Cdi na Term Dare Bes Stace Mi Leet Hevia Data Lif 12 1893 Zip Code 22438 Meat Meview Dale L1 1371996 Counter Lass Chert bare Phore Ho LZ SSS LZ12 Tre Coverage Family Dl Coo BB Mo 439 P09 1099 Use Laie 2 Ask F Daar Lae amp KEG Cissa 2 Eeegen r Contacte Participate in Dik ma Maise Jie Fourm Eligikls Sor Fenrica mI Bark Phora 612 5067 1718 Seetutec Employee mo Home Phorm 612 955 1212 Deneaed 105 Pelar bon Huskas d r Meritiostiom Peer Pgln to proceed 1 Enter the ID of the employee whose information you want to look at Payroll User s Manual 4 3 General Information Employee Inquiry 4 4 2 Use the commands on the command bar to find the information you need Employee Next Prev First Last To look at a different employee record press E Then enter the employee ID To look at the next employee record on file press N To look at the previous employee record on file press P To look at the first employee record on file press F To look at the last employee record on file pr
262. on the Employee Inquiry menu restricting access to sensitive information such as salary information while leaving general information accessible Payroll User s Manual 3 27 Setup Functions Setup After you have set up your access codes print a list of the codes and store it in a safe place For more information about access codes see the Resource Manager User s Manual Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up data files Back up your Payroll data files whenever they change every day or every pay period and before you run these functions Post Transactions Post Checks e Post Expense to GL Periodic Maintenance Close Last Year Backing up programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so 1t pays to have a fresh copy in storage in case you need it Diskettes Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup diskettes keeping one set off site 3 28 Payroll User s Manual Setup Setup Functions Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You
263. ort Employer s Tax Report Employer s Liability Report Pay Period Deduction Report Employer Department Expense Report Post Checks Payroll User s Manual 6 3 6 9 6 21 6 25 6 27 6 29 6 33 6 37 6 41 6 45 6 49 6 53 6 57 6 61 6 63 6 1 Payday Work 6 2 Introduction Perform the functions in the order they appear on the menu but do not use the Void Checks function until you have posted the checks First calculate checks and enter manual checks Then produce the Edit Register to check your work Print the checks and the Check Register Produce the reports you need and then post Payroll User s Manual Calculate Checks The Calculate Checks function uses the information in the PATPxxx Transactions Post file The PATPxxx file was updated when you posted transactions to calculate taxes and deductions and to build the PACDxxx Checks Deductions PACExxx Checks Earnings PACHxxx Checks and PACWxxx Checks Withholdings files in preparation for check printing You cannot use the Calculate Checks function if you are working with last year files You can calculate multiple checks for each employee each time you produce checks If you have entered manual checks you can use the Calculate Checks function without having fully processed and printed the manual checks manual and calculated checks can be processed in the same check run You must calculate checks before you add manual checks If you create manual ch
264. ost code Class A3 Accept the employee s displayed labor class or enter a different labor class Payroll User s Manual 11 67 Recurring Entries File Maintenance 11 68 Field Seq No N3 Run Code A2 Cutoff Date Note A20 Ded Code A3 Hours N8 Amount N12 Description If you want to produce multiple paychecks for the employee enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second check under sequence number 1 and so on Accept the displayed run code or enter a different run code Accept the displayed cutoff date or enter a different cutoff date If you want enter a description of the deduction Accept the displayed deduction code or enter a different deduction code Accept the displayed number of hours the employee worked or enter a different number of hours The amount paid for the time ticket is displayed To change this figure you can change the earning code or enter a different amount To save your entries and exit to the Recurring Entries screen use the Proceed PgDn command Payroll User s Manual File Maintenance Recurring Entries Adding a recurring entry When you press A on the Recurring Entries screen the Enter Recurring Entries window appears E sas Poo Gara a mi bjp Receering Entries Expicpee TI Bites Enter Fecurciza Entries HALA R
265. ot implemented for this company The record of federal tax liability might be incorrect The PAHCxxx Check History file may not be present it is required to provide complete information in 941 reports Payroll User s Manual A 5 System Messages References Option for Transaction History is not in use Transactions will not be re created in Transaction file You did not elect to save payroll transaction history in the Resource Manager Options and Interfaces function Quarter end processing not valid in quarter 4 Use year end processing instead You cannot use the Quarter End Maintenance function if the current quarter in the PACTLxxx table is 4 Record is in use Someone else is using the record you are trying to access Press Enter to try again SUI record for state xx not found The SUI record in the PAINxxx Payroll Information file is not on file for the selected state Build the table through the Payroll Information function page 5 3 or restore it from a backup and try again The federal tax authority was not found in the PACO file You must enter this information in the Tax Authority Setup function page 10 5 This function is not allowed with last year data files Switch to current year files first If you are trying to use a function that cannot be used with last year data files switch to the current year files Transaction history is not implemented You cannot print the Transaction History Report if you
266. ou want the list to include employee history If you include employee history the list will take up to three pages for each employee If you do not include employee history the list will take only one page for each employee 5 Select the output device A sample Employee Detail List is at the end of this section After the list is produced the Master File Lists menu appears 12 4 Payroll User s Manual Employee Detail List Master File Lists Employee Detail List 08 15 1999 11 34 AM BOU001 Page 1 Bourne Linda C 501 N Hamilton Ave Edina MN 55435 612 555 1212 Sex F EEO Class 2 Start Date 01 09 1988 Birth Date 06 07 1954 Term Date Adj Hire Date 01 09 1988 Dept 500 Labor Class Prs Corp Officer Seasonal Empl Type H or S Exempt From OT Adjust to Minimum Group Code Pay Periods Per Year 12 Salary 7500 00 Hourly Rate Override Pay 00 Check Location Work Phone Extension Sick Accrual Code Vacation Accrual Code Remaining Sick Leave Remaining Vacation Builders Supply Employee Detail List By Employee ID For Both Active and Terminated Employees SS US Citizen Job Title Supr ID Supr Name Last Review Next Review Last Chk Date Ins Coverage User Label 2 User Label 3 Pay Rate 459 30 1099 Admin Asst LUK001 G Lukas 11 11 1999 11 12 1996 Family Blue Cross Change Information Date Reason Old Rate License Last Phys Driver Lic User Date 04 User Date 05
267. ours Worked Enter the total number of hours the employee worked each month The precision of these fields is defined in Resource Manager see the Resource Manager User s Manual Weeks Worked 2 2 Enter the number of weeks the employee worked each month Hourly employees are credited for the full number of weeks in the normal pay period for example 1 week for weekly pay periods or 2 weeks for biweekly pay periods for any pay period they report regular sick or vacation time The system calculates this number by dividing 52 weeks by the number of pay periods in a year with a maximum of 13 weeks in a quarter Salaried employees are credited for the number of weeks in the pay period for which a check is cut Wks Under Limit 2 2 Enter the number of weeks the employee received credit for working but was under the state s minimum number of hours for each month When you set up the information for each state withholding you entered the minimum number of hours an employee must work to qualify for one week of work The Weeks Worked fields track the number of weeks the employee was credited for working 11 28 Payroll User s Manual File Maintenance Employee History Field Paid Month Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan Payroll User s Manual Description For each month enter Y if the employee received a paycheck or N if the employee did not receive a paycheck
268. pdilde 5 cromo Mi oo 1 Enter the range of employees you want in the report A6 2 Enter the range of states you want in the report A2 3 Enter the month number 1 to 12 to print the report for Payroll User s Manual 9 11 Monthly Withholding Report Periodic Processing 4 Press Enter to use the month ending date that is displayed or enter the last day of the month you are producing the report for You cannot enter a date that is after the last day of the current month which is displayed 5 Select the kind of earnings you want in the report gross earnings or taxable earnings 6 Select the amount of information you want to include in the report detail or summary 7 Select the output device A sample Monthly Withholding Report that shows gross earnings is at the end of this section After the report is produced the Periodic Processing menu appears 9 12 Payroll User s Manual Monthly Withholding Report Periodic Processing 08 26 1999 10 44 AM Emp ID Employee Name Gross Wages BOU001 Bourne Linda C MTD 00 00 00 00 Local Total Number of Employees MTD 00 FWH 00 OAS ED 00 FWH 00 OAS ED State Total MN Number of Employees MTD 00 EWH 00 OAS MED 00 00 MED Grand Total Number of Employees MTD 00 FWH 00 OAS MED 00 FWH 00 OAS MED End of Report Monthly Withholdeing Report Builders Supply Monthly Withholding Report in Detail For the Month Endin
269. pe PgDn the cursor returns to the Earning Type field Enter the next earning type you want to work with or exit to the File Maintenance menu Payroll User s Manual 10 15 Deductions Use the Deductions function to set up change or delete deductions from the Payroll system Deductions are assigned codes which can then be referenced when you set up employees in the Employees function You can set up 999 deduction codes Changes you make here update the PADDxxx Deductions and PADXxxx Deduction Exclusion files Deductions Screen Select Deductions from the Codes Maintenance menu The function screen appears F MSAN BER uducticna duo rio Codes Deecripcion epic Liar door descr Ded doors Bet Comp Salo On Ho Fa 1 Amdical Inm a 5353000 o Goza Fer 2 Dental los BEI 512000 Bo Gross Pag 1 mica Bar Bo KHogn poa Far 4 Credit Onion Bo 2 00 Par Diss BE oo Bea Par amp 401K oa 105000 El Far T CBRL Fis Bea o Far 5 Parking BEI BE Par gt Cash Abano a Be Fay IO Stock Flan ao Bo Fay 11 Tifton Wa BE Par bedusccion 00 of Oiti Eztet edit Arpend Formule Excleds pereing coda Copy Peetoct ion Enter edit Append Goto Formula Exclude earning codes Copy Deduction To edit a deduction code press Enter To add a deduction code press A Then see Editing or adding a line item below Payroll User s Manual 10 17 Deductions Codes Maintenance 10 18 To go to a p
270. played The space beneath each of the five digits represents the period code You might use the pay periods to identify the five weekly pay periods in some months or five pay periods in which different combinations of deductions are taken For each pay period enter one of the following codes N the deduction should not be taken in the pay period Y the amount you enter in the next column should be deducted P a percentage of the employee s gross pay should be deducted H a fixed rate per hour worked should be deducted D the amount is taken from a declining balance E the amount is a declining balance by percentage 11 13 Employees File Maintenance Field Amount 4 2 Balance 11 14 Description G the amount is a declining balance by formula If you enter H for a salaried employee you must enter a time ticket to get the deduction If you press Enter all pay periods are set to N If you entered Y for a pay period enter the dollar amount that should be deducted If you entered P for a pay period enter the percentage of the employee s gross pay that should be deducted If you entered H for a pay period enter the dollar amount per hour that should be deducted If you entered D for a pay period the amount that is deducted is less than or equal to the balance If you entered E for a pay period the percentage that is deducted equals an amount less than or equal to the remaining balance If you e
271. ployee Labels Master File Lists 4 If you are printing mailing labels make sure that they are mounted in the printer When you press Enter a test pattern is printed 5 Enter Y or N to indicate whether or not the labels are aligned A sample employee list is at the end of this section After the labels are produced the Master File Lists menu appears 12 8 Payroll User s Manual Master File Lists Employee Labels Employee Labels standard size BOU001 Bourne Linda C 501 N Hamilton Ave Edina MN 55435 GEROO1 Gerard Timothy G 13330 E 32nd Ave Minneapolis MN 55055 JENOO1 Jenkins Kathy M 1200 24 Wright Blvd Apt 402 Minneapolis MN 55055 JONOO1 Jonchim Maria K 3321 W 52 Ave Minneapolis MN 55055 LUKO01 Lukas George 4862 Sky View Dr Plymouth MN 55427 ROS001 Rossini Lucinda A 2285 West Lake Drive Minneapolis MN 55055 STOO01 Stockard Albert W 9201 W Broadway St Paul MN 55101 Payroll User s Manual 12 9 Labor Classes List The Labor Classes List shows the labor classes and descriptions stored in the PALCxxx Labor Class file You set up labor classes in the Labor Classes function Use the list as a reference or to check your entries Labor Classes List Screen Select Labor Classes List from the Master File Lists menu The function screen appears SAS TAI Sabia Dat Foe Elo Leker Clara List Fick Lakor Clara From MGF hia YP Sherman Mj od CPhciztec pl
272. ployer Bank Unfecmetion 4 Deyree bese i pt one All of che kbove 1 Select the items you want to include in the list 2 Select the output device A sample Payroll Information List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual 12 29 Master File Lists Payroll Information List Payroll Information List 08 25 1999 6 52 AM State Unemployment Report Setup State CA Social Security No Name Total QTD Wages Excess QTD Wages Taxable OTD Wages Weeks Worked State MN Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked Company Address Company Name Builders Supply Address 6477 City West Parkway Eden Prairie MN 55344 Bank Account Information Next Check Degree Code Description Bachelors Computer Eng Bachelors Computer Sci Builders Supply Payroll Information List Payroll User s Manual 12 30 Recurring Time Ticket List Use the Recurring Time Ticket List to produce a list of the entries you made in the Recurring Entries function Recurring Time Ticket List Screen Select Recurring Time Ticket List from the Master File Lists menu The function screen appears P 05 AG hihi BEG gata Dat Poe Elo Facurcin Time Ticket List Pick Expleqes Ib Feo Hei Bun Code Tro Thru cu FEINE bY i Tap lope 2 Job end Foose Depart limes 4 Labor jase 5 Group oda Fan Code
273. posting is completed and the log has been produced the Periodic Processing menu appears Payroll User s Manual 9 9 Post Expense to GL Post Expense to GL Log 08 23 1999 Builders Supply 12 18 PM Post Expense to GL Posting in Detail Posted to Period 12 Description Department GL Account Salaried Wage EXECUTIVE 530000 46 100 00 Emplyr FICA EXECUTIVE 530000 668 45 Emplyr FICA EXECUTIVE 530000 2 858 20 MN Unemp Ins EXECUTIVE 530000 455 00 Salaried Wage 202000 46 100 00 Emplyr FICA 530000 668 45 Emplyr FICA 530000 2 858 20 MN Unemp Ins 530000 Balance 50 081 65 50 081 65 End of Report 9 10 Payroll User s Manual Monthly Withholding Report Your company may be required to make monthly tax deposits based on the amounts you withheld from employees checks The Monthly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Monthly Withholding Report Screen Select Monthly Withholding Report from the Periodic Processing menu The function screen appears ISAs 1600 BEG paige Cat Emi Eo Acachly Pithholding Report Pick Esplopes TD Foo Banos Thcu 230001 ipare From Cb Thru Wi Bente ul Hort Ending Bere OTT hit isa FELNE Eschits AS i roza Eacniage Temeble Earnings 1 Print 1 Detail Pepe Buba y dr Phriztac p Fievicr F
274. press Enter The exclusion status alternates between YES and NO To exclude all earning codes for the deduction press A To exclude no earning codes for the deduction press N To go to a particular earning code press G and then enter the earning code or use the Inquiry F2 command to select the earning code This command appears only if there is more than one screen of earning codes Your changes are saved automatically as you enter them When you are finished with the Earning Exclusions window use the Exit F7 command to return to the line item scroll region of the Deductions screen 10 20 Payroll User s Manual Codes Maintenance Deductions Copying deductions When you press C on the Deductions screen to copy a deduction the Copy Deduction window appears A A VO Mo Geacripe Radical Dental mirad Y Ccadit T Dijes 401K ERA Fima Pack ire cash Ady im da ia Pd i D ib ja Stock FL pa nio Field Employee ID From Thru Group Code From Thru Department Part time Full time Both Payroll User s Manual Teducticoa szuncisn Codes Copr Dederttoane y Comp Esplopes 15 From Tiru Group Coia From THE U Do pair Ce AT 3 Pect c ima Full time Bock Bat 2 ied Fig ler Bh rate Period toe F Leg bollar Perens To be copled 00 Balance O0 rececifte existisy deduction 7 Description Salo Grong be bE Grosa Troan Cross rons Grosa raga Grose Grona Groso
275. quarter do quarter end maintenance to prepare for next quarter s data This procedure clears out the quarter to date balances in the PADPxxx Department file deletes history records before the date you specify if you keep history and increments the current quarter number in the PACTLxxx table At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure clears out the quarterly and year to date balances in the PAEMxxx Employee Miscellaneous History file and the year to date information in the PADPxxx file deletes records of terminated employees from the PAEGxxx Employee General Information and PAEMxxx files and creates these last year files with the LY extension PACDxxx Checks Deductions PACExxx Checks Earning PACHxxx Checks PACWxxx Checks Withholdings PADDxxx Deductions e PADExxx Employee Deductions PADPxxx Department PADXxxx Deduction Exclusion PAECxxx Earning Codes e _ PAEDxxx Employee Deduction History e PAEExxx Employee Earnings History e PAEGxxx Employee General Information e PAEMxxx Employee Miscellaneous History e PAEPxxx Employee Personnel e PAESxxx Employee Federal State Local Withholdings e PAETxxx Earnings Types e PAEWxxx Employee Withholding History e PAEXxxx Employee Exclusion PAINxxx Payroll Information PALCxxx Labor Class PATBxxx Tables Payroll User s Manu
276. r Payroll Information boys Ste L pl ides Da 7 B5 Msacciptica Beckslor Of Science r Verification Peer Pgln o proceed 1 Enter the degree code you want to add change or delete A6 2 Enter a description of the degree code A25 When you save your entries PgDn the cursor returns to the Degree field Enter the next degree you want to work with or exit to the Payroll Information menu 11 62 Payroll User s Manual Recurring Entries Use the Recurring Entries function to set up or change recurring time tickets for an employee Recurring Entries Screen Select Recurring Entries from the File Maintenance menu The function screen appears PAS VENA Serge a Pn blo Resccciog Entciaz Employes TR MOWO fieores Linda C REL ARTE Drperzemrt 500 Curoff bere 07 17 1855 Clase Fra Face a CULOEI Mun Pepe pe ode Eile Pale irous Pieces E Aal 200 Far FOL ono 000 50 00 oO Estey 000001 of Oil Eater edit Add trasas Employer Ficot Last Wext Peev Totels 1 Enter the employee s ID A6 The employee s name department cutoff date class and pay rate appear If you use the Maintenance F6 command the Employees function is temporarily called up 2 Use the commands on the command bar ro perform the function you want Payroll User s Manual 11 63 Recurring Entries File Maintenance Enter edit Add trans Employee First Last Next Prev Totals To edit a displayed
277. r s Manual Introduction General Information The Payroll System Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Payroll User s Manual General Information The OPEN SYSTEMS Accounting Software OSAS M product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user s manual and other OSAS reference materials If you need more information consult a customer support representative The Structure of OSAS Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications To use OSAS you must run Resource Manager through an operating system based on Microsoft Windows95 Windows 98 Windows NT UNIX or Novell NetWare OSAS operates on LAN systems across a web server using the OSAS Web program and within a single computer After you install Resource Manager you can use it to install other applications modify how each application works and specify how the overall system operates Base applications Base applications are designed and produced with t
278. r not you want the system to calculate vacation and sick accruals When you save your entries PgDn you are prompted to select the output device A sample Calculate Checks Log is at the end of this section After check calculation is finished the Payday Work menu appears 6 6 Payroll User s Manual Calculate Checks Payday Work Calculate Checks Log 08 12 1999 11 53 AM Group Code Period End 12 31 1999 Date on Checks 12 31 1999 GL Period 12 Grp Period Beg Pd Code 1 12 15 1999 1 Calculate Checks Totals REG Regular Pay SAL Salaried Wage Gross Pay Net Pay Checks Number of Employees Number of Checks End of Report Grp Period Beg Pd Code Builders Supply Calculate Checks 304 00 23050 00 23354 00 15732 91 5 5 6 7 Payroll User s Manual Manual Checks Use the Manual Checks function when you want to produce payroll checks outside the normal payroll cycle For example if an employee resigns is going on vacation or is receiving a bonus or other type of compensation on a separate check you can produce a manual check for the employee before the next payday or produce multiple checks on payday If you issue and print a check for a previous year make sure that the check is dated for the correct year You can also use the Manual Checks function to change deductions and withholdings of calculated checks that are already in the PACHxxx Checks file If you have to void a check you
279. r of hours the employee worked Enter the amount paid for the time ticket After you save the information PgDn enter another recurring time ticket or exit F7 to the Recurring Entries screen Viewing transaction totals When you press T on the Recurring Entries screen the Employee Transaction Totals window appears FAS DENE Being Ei i bjaip Prucio Enccies Employes Tb GODS Touraa Linda E ZALARTED Employes Toeesnmection Totals HEHE oe PAT Cod Posted npoere Totaj Foart ed Unported Toral P i 000 On Mia 00 15 00 25 00 Toba 000 a000 DIS DO 55 00 0 00 edictions DD oo 00 Bpr Tiga oO oo 00 Prosa ENTER co cortinus Piscean o a aj Payroll User s Manual 11 71 Recurring Entries File Maintenance 11 72 The posted unposted and total hours and pay are displayed for each earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces are displayed at the bottom of the screen When you are finished viewing employee transaction totals press Enter to return to the Payroll Transactions screen Payroll User s Manual Tables Use the Tables function to set up and maintain the Payroll system tables Tables store information about the system data options and default settings for other applications The following tables are related to Payr
280. ransaction History Report The information from the PAHDxxx PAEDxxx PAEExxx PAEMxxx PAEWxxx PAHCxxx PAHExxx PAHWxxx PATHxxx PAEGxxx and PAESxxx files is used to produce for example e payroll checks e the Quarterly Employer s Tax Report e the Quarterly Withholding Report e the Sick Leave and Vacation Report e the Employee Detail List e W 2 forms and magnetic media e the Check History Register Calculating checks With the Payroll system you can calculate checks for 1 2 4 12 21 24 26 or 52 pay periods a year Payroll User s Manual 1 13 The Payroll System Introduction To calculate checks for hourly employees the system uses the accumulated totals of the summary information posted from the PATRxxx file to the PATPxxx file since the last time you calculated checks For salaried employees the system reads the amount stored in the PAEGxxx file For both it reads the deduction and withholding information in the PADExxx PAEMxxx PAEWxxx and PAESxxx files to calculate appropriate deductions withholdings and net pay protecting against exceeding withholding limits or declining balance deductions Check records are then stored in the PACDxxx PACExxx PACHxxx and PACWxxx files If an employee is set up to receive more than one paycheck for example if the employee worked in different departments or is receiving a bonus the system automatically calculates multiple checks for the employee If you void one of th
281. rds deleting 11 52 information stored in 11 51 Department Report 3 18 function 9 3 sample 9 5 Departments 3 18 deleting with GL balance 11 54 function 11 51 posting to 3 12 setting up 3 7 dependent care benefits 9 31 10 18 11 29 11 89 Detail Leave Report function 7 19 sample 7 21 detail lookup command 1 44 division ID 3 18 divisions 3 18 11 51 Down Arrow inquiry command 1 43 report command 1 45 scroll region command 1 45 E Earned Income Credit 3 16 Earning Codes 10 13 adding in manual checks 6 15 deductions 3 17 departments 3 18 editing in manual checks 6 15 excluding 3 15 function 10 9 setting up 3 7 3 12 Earning Codes List function 12 13 sample 12 14 Earning Exclusions 10 19 Earning Types bonus 10 13 changing 10 13 IX 3 Index commission 10 13 fringe 10 11 10 13 10 14 function 10 13 miscellaneous 10 13 overtime 10 13 preset 3 12 regular earnings 10 13 screen 10 14 setting up 3 7 3 12 sick 10 11 10 13 10 14 tips 10 11 10 13 10 14 vacation 10 11 10 13 10 14 earnings in employee history 2 6 information 11 32 Earnings and Deductions Report function 7 3 sample 7 5 Edit scheduled deductions 11 14 edit line item 1 45 Edit Register function 6 21 sample 6 23 Education Report function 8 19 sample 8 21 EIC 3 16 6 64 11 19 11 30 11 78 EIC tax table 3 13 11 89 EME 3 16 10 26 Employee Birthday Report function 8 7 sample 8 9
282. re used to calculate federal state and local tax withholding Use tables only to enter and store data Do not delete lines or rearrange account descriptions The system looks for information by the position of the lines in the table For example in the FREQxxx table the system assumes that the first group code is on the first line the second group code is on the second line and so on You must set up and or review the following system tables and tax tables before you build the Payroll data files ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx MAXVSxxx PACTLxxx SICccxxx TCACLxxx USRDDxxx USRDFxxx VACccxxx EIC FEDM FEDS FICA FUTAxxx LTXssllm SOTss Payroll User s Manual 3 13 Setup Functions Setup 3 14 STSss STXssm SUTssxxx e W2CODE e W2CODE2 You can set up the ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx PACTLxxx SICccxxx TCALCxxx USRDFxxx USRDDxxx and VACccxxx system tables and the FUTAxxx STSss STXssm SUTssxxx W2CODE and W2CODE2 tax tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific options For example you can set up table GLPAY for companies that post payroll tran
283. ress P To go to a particular line item press G and then enter the deduction code or use the Inquiry F2 command to select the deduction codes This command appears only if there is more than one screen of items To change the quarter that is displayed press C To view the quarter totals and year to date totals side by side press Q Then see Quarter totals below 11 36 Payroll User s Manual File Maintenance Employee History Quarter totals When you press Q on the Employee Deductions History screen to view quarter totals the Quarter Totals window appears Sera Garu Cat fort bjsip m Fam 2034 Eng lope Bedustione Higtocy Exploree LI AU E OUERE LLAOA Coda Steta om 1 QTE E QTR 3 TR 4 TTI z 001 oo a DO 42 24 003 gg a a 14 00 003 DO a Aa 100 84 i a od Too 00 Dis EH er Aue Euch 1134 77 010 ZH 00 Man Do 22 00 axe pags Previous page Honth totela Next page Previous page Goto Month totals To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately To go to a particular line item press G and then enter the earning code or use the Inquiry F2 command to select the earning code This command appears only if there is more than one screen of items To view the month totals and quarter to date totals side by
284. rfaces function Divisions Divisions are used to group some departments together for the purpose of analysis and reporting For example division records summarize groups of departments in the Department Report page 9 3 If you use divisions each department ID must begin with the two character division ID For example if the ID of the sales division is SA departments in the sales division could be identified as SA001 or SACITY Payroll User s Manual 11 51 Departments File Maintenance Departments Screen Select Departments from the File Maintenance menu The function screen appears Topactomata Departeent 15 Lo Hama MARTECUSE SL Aone OL Period Jak EL i Houra 550 000 Fiecaz o SEP L ime Par 0000 114 25 Horus ES 0000 00 Treral Exp 50000 00 Cash Value 20000 s00 Cordon 550000 oo Apt Tips 20000 00 Regular Pay 20000 12 00 Salaried Hape E0000 00 Sick Fay 00 Vacation Par 00 Espire Radicare E 13 37 13 Espiye LSPI 57 15 37 15 Unemp Ins T 13 27 13 Ente os Entaz edit Append foto Pelete pac tot AT Field Description Department ID A6 Enter the ID of the department or division whose record you want to add or change If you use divisions each department ID must begin with the two character division ID To delete a department or division record enter the ID of the department or division and then use the Delete F3 command You cannot delete department records that have amounts in the
285. rk Void Checks Audit Log 08 19 1999 Builders Supply PAGE 3 16 PM Description GL Account i Credit Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 401K 205000 Stock Plan 205000 Emplyr FICA 203200 Emplyr FICA 203200 Federal WH 203000 Emplye FICA 203200 Emplye FICA 203200 MN W H 203400 Net Cash Entry 100000 Hold Acct Salaried Wage NONE 7 500 00 Emplyr FICA 530000 108 75 530000 GL Balance A 8 073 75 Posted to Bank Account 00 End of Report 6 36 Payroll User s Manual Check Register The Check Register is a record of the checks issued for an employee group and pay period It is like the Edit Register except that it contains the number of the check that was printed for each employee and it is sorted and subtotaled by department Check Register Screen Select Check Register from the Payday Work menu The function screen appears ET 1 Gaig a mi Edo Chack Register Fazroll Waber 00006 ear cer 4 rip Cole i Paciod End 10 00 208 bare of CREEKS 10 02 1999 aL Period 10 Friant employer tax ard deduction informatica TES Peine Fagirtsr In pritet plPievier Fpdda 5 cromo Mi a The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Enter Y or N to indicate whether or not you want employer tax and deduction
286. rk for example for assembly and packaging and for overtime and double time work that automatically multiplies or adds amounts to the base pay Payroll User s Manual 10 9 Earning Codes Codes Maintenance Earning Codes Screen 10 10 Select Earning Codes from the Codes Maintenance menu The function screen appears Ste Sara Dat Pers bel Earning te Description Chelmie in Bet Poy Fixed Tichtboldindg Earning Typs OL Accotint Hulriplier Add to Dome r NMeritiostioe Earaing Codes DBL Doubla Time TES Hr o Cec tine 202022 0000 00 Pcerr Pgln o proceed Field Earning Code A3 Description A40 Include in Net Pay Description Enter the earning code Enter a description of the earning code The description you enter here will appear when you enter or edit time tickets Enter Y or N to indicate whether or not the pay should be included in the employee s paycheck Including or excluding the pay from net pay does not affect taxable income To exclude an earning code from taxable income use the exclusion switches in your federal state and local withholding records Payroll User s Manual Codes Maintenance Earning Codes Field Fixed Withholding Earning Type A1 GL Account A12 Multiplier 2 4 Payroll User s Manual Description Enter Y or N to indicate whether or not you use a fixed percentage for all withholding specified in
287. roll Toeroect ico Eepicyes TI Stun Brookard Albert T TETRL Y Engloyem Toeneection Totals HIMES r T PAT Dois Posted Inpasred Toca Posted Inposted Toral E REG 000 8 000 6 000 DO 71 40 Fi t Tot la 000 5 000 Deduct tons DO 00 o0 Bpr Tipa Do 00 00 Prosa ENTER co continue Piscean o a a The posted unposted and total hours and pay are displayed for each earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces are displayed at the bottom of the screen When you are finished viewing employee transaction totals press Enter to return to the Payroll Transactions screen 5 16 Payroll User s Manual Time Ticket Journal The time tickets you entered into the PATRxxx Transactions file but have not posted are listed in the Time Ticket Journal Print the journal before you post transactions and use it to verify your entries and as part of your audit trail You cannot use the Time Ticket Journal function if you are working with last year files Time Ticket Journal Screen Select Time Ticket Journal from the Daily Work menu The function screen appears OAS TBB iere Ei Pri Hole Tiss Ticks cal Piot Employee b From FT Tr aT 1 Frim by i Transaction Jaca Ep Lopes dos sad Phase a Departosnt Esbor Clara E Group Code UEBU
288. roll User s Manual 4 5 Salary Information Employee Inquiry Looking at a different employee record To look at a different employee record press E Then enter the employee ID To look at the next employee record on file press N To look at the previous employee record on file press P To look at the first employee record on file press F To look at the last employee record on file press L Looking at scheduled deduction information The Goto line command appears only if there is more than one screen of items To look at a particular scheduled deduction press G and then enter the deduction code or use the Inquiry command to select the code Looking at factors To look at factor information for a scheduled deduction press V The Factor Entry window appears Factor istry Overcids Factora 0 0000 o 0000 0 0000 0 0000 5 0000 0 0000 The information displayed comes from the PADExxx Employee Deductions and PAEGxxx Employee General Information files and is entered in the Employees function see page 11 3 for an explanation of the fields When you are finished looking at the information press E to clear the screen and return to the Employee ID field or exit to the Employee Inquiry menu 4 6 Payroll User s Manual Tax Information Use the Tax Information function to look at employees federal state and local payroll tax information To add to or change this information use the Employees function T
289. rt LO 05 1905 LO a i Print Earnings As 1 00055 Earnie Tarable Earnings Spcceen Mi ma EFt istet plRievige F ils The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function Payroll User s Manual 6 45 Withholding Report Payday Work 1 Select the kind of earnings you want in the report gross earnings or taxable earnings 2 Select the output device A sample Withholding Report that shows gross earnings is at the end of this section After the report is produced the Payday Work menu appears 6 46 Payroll User s Manual Withholding Report Payday Work 08 15 1999 6 48 AM State MN Gross Wages BOU001 Bourne Linda C State Grand Tota Withholding Report Gerard Timothy G Jenkins Kathy M 7500 00 5550 00 7500 00 Jonchim Maria K 304 00 as George 2500 00 H OAS MED Number of Employees FWH OAS MED MN Number of Employees FWH OAS ED Number of Empl FWH OAS IED End of Report Builders Supply Withholding Report For Pay Check Date 08 15 1999 Group Code Gross Earnings Federal Earnings 7062 50 7500 00 7500 00 5400 00 5550 00 5550 00 7500 00 7500 00 7500 00 304 00 304 00 304 00 2500 00 2500 00 2500 00 5 22766 50 23354 00 23354 00 5 22766
290. s 3 11 6 14 6 25 6 26 6 27 7 19 9 45 11 7 11 12 11 82 sick leave 11 49 Sick Leave and Vacation Report function 7 7 sample 7 9 sick time deleting 9 54 SO1 3 16 SO2 3 16 SO3 3 16 Social Security Administration 9 31 magnetic media requirements 9 35 IX 12 Social Security tax 9 28 sorting alphabetical 3 4 codes and IDs 3 3 principles of 3 3 3 4 SOTss tax table 3 13 3 14 11 90 splitting earnings 5 8 Start Over function key 1 24 1 40 state other withholding 3 16 unemployment 11 90 unemployment insurance 3 16 11 20 unemployment reports 3 19 11 57 withholdings 3 13 3 15 3 16 10 5 11 17 11 19 11 28 11 89 11 90 preset 3 15 state tax authority codes 10 6 11 42 contributions 11 41 earnings 11 41 information 4 7 routines installing 2 3 tables 11 90 STSss tax table 3 14 11 90 STXssm tax table 3 14 11 90 SUI 3 16 3 22 6 49 6 53 9 23 10 27 SUTssxxx tax table 3 14 11 90 SWH 3 16 10 27 T T accounts for posting checks 6 64 Post Expense to GL 9 7 Tab function key 1 40 report command 1 44 table of valid formula operations C 4 Tables adding or changing 11 74 ADJMNxxx 3 13 3 14 11 73 11 75 company specific 11 74 copying a sample 11 74 deleting 11 74 FREQxxx 3 13 3 14 11 73 11 76 Payroll User s Manual Index function 11 73 GLDEPxxx 3 13 3 14 11 73 11 77 GLPAYxxx 3 13 3 14 11 73 11 78 Lookup C 5 MAXVSxxx 3 13 3 15 11 73 11 79
291. s Manual Periodic Processing W 2 Forms Report W 2 Forms on Magnetic Media screen one The information you enter on this screen is used to create the header records the Internal Revenue Service and the Social Security Administration require You can change any field Ser gira a mi bjp m Pra 1 of J Beport W 2 Fcora on Angretic Media Payrant Taar 1228 Fedec l EIN TFR PF rr TE aisle ber Alar Foildera Supply Street ld EAT City Gest Fackwsy City Eis Preis ie iraze W IIF or Fozaign Foatal Coda 35344 Focelgo Aires Indicator 0 Verification Preerr Pgbn gt o preceed 1 Enter the payment year 2 Enter the federal employer identification number N9 3 Enter the transmitter s name for example your company s name A50 4 Enter the transmitter s street address A40 city A25 state A2 and zip code or foreign postal code A 10 5 Enter Y or N to indicate whether or not the address is foreign When you save your entries PgDn the second Report W 2 Forms on Magnetic Media screen appears Payroll User s Manual 9 35 W 2 Forms Periodic Processing Report W 2 Forms on Magnetic Media screen two Fas ne m Pra I of 2 Beport W 2 Foca on Magnetic Medis Peyrant Taar 1570 Federal EIH PTH Ee OU ET A File Return law Street Lada Far kuny Cit tare IIF or foreign Foatal Code 55344 F eceign bidress indicator 0 r Vecificatioa Peer Pgln to procand The payment year and fed
292. s are stored in the PALCxxx Labor Class file and are used in the Employees function They are helpful for report sorting Employees 3 20 Each employee record consists of four sections General Information Salary Information Tax Information and Personnel Information Use the Employees function page 11 3 to set up and maintain employee records The information is stored in the PAEGxxx Employee General Information PAEPxxx Employee Personnel PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PADExxx Employee Deductions files General Information Use the General Information portion of the Employees function to enter and maintain such fundamental employee information as the employee s home address sex job title and so forth Salary Information Use the Salary Information portion of the Employees function to enter and maintain pay information for the employee If the employee s normal salary may not meet federal minimum standards you can use the Adjust to Minimum feature to automatically bring the employee s paycheck up to minimum wage Payroll User s Manual Setup Setup Functions Group codes Group codes identify the employees you want to pay when you calculate checks Common practice is to use different group codes for different pay cycles For example hourly employees who are paid weekly might be group 1 salaried employees who are paid monthly might be group 2 a
293. s the date that will be printed on the report 5 Select the amount of information you want to include in the report detail or summary 6 Select the output device A sample Quarterly Employer s Tax Report is at the end of this section After the report is produced the Periodic Processing menu appears Notes on the Report The number of weeks an employee worked Weeks Worked is calculated from information that is stored in the employee records The employer FICA earnings include FICA tips The numbers in the Employer FICA SUL and FUTA column headings are the limits in the FICA FUTAxxx and SUTyyxxx tables The QTD liability totals are the percentages you set in those tables 9 16 Payroll User s Manual Quarterly Employer s Tax Report Periodic Processing Quarterly Withholding Report N 09 12 1999 Builders Supply T 12 41 PM Quarterly Employer s Tax Report in Summary O For the Quarter Ending 12 31 1999 State MN Emp ID Name Soc Sec Weeks Gross Employer FICA 60600 NO LIMIT SUI 15100 FUTA 7000 Worked Wages Earnings FICA Tips Excess FICA Earnings Excess SUI Earnings Excess FUTA State Total MN Number of employees QTD 23250 00 00 23250 00 j 5 15100 00 6678 75 21778 75 14778 75 23250 00 YTD 23250 00 00 23250 00 15100 00 6678 75 21778 75 14778 75 23250 00 SUI Liability 15100 00 09100 1374 10 Grand Total Number of employees ta QTD 23250 00 00 23250 00 15100 00 6678 75 21778 75
294. sactions to the same general ledger accounts and you can set up table GLPAYAO1 for company A01 GLPAYBO01 for company B01 and so forth if those companies post payroll transactions to different general ledger accounts These tables are identified by a three to five character prefix and a two to five character suffix The prefix is the table name FUTA for federal unemployment tax for example The suffix is a company ID or a systemwide table If you delete a company specific table that company uses the generic table For example if you delete table GLPAYAO1 company AO1 uses the GLPAY table You can set up the SUTssxxx SOTss STSss and STXssm tax tables for each state where you do business For example you can set up table SUTAZ to store the percentage and earnings limit that Arizona uses to calculate employer state unemployment Payroll User s Manual Setup Setup Functions You can set up the LTXssllm table for each locality where you do business For example you can set up table LTX01 to store the base and percentage figures that the locality uses to calculate tax withholding In addition you can set up the LTXssllm table for marital statuses For example you can set up table LTXO1S to store the base and percentage figures that the locality uses to calculate tax withholding for unmarried employees You must set up a MAXVSxxx table for each company that uses the table For more information on setting up tables see page 11
295. se the Earning Types function page 10 13 to set up and modify the way the system uses earning codes The system has nine preset earning types which are used by the system in special ways You cannot change or delete the preset earning types You can however set up additional earning types When you set up earning codes you specify which earning type the code belongs to For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under one earning type Earning Codes An earning code stores pay rate information the GL holding account number the pay type and other information for a particular kind of work When entering time tickets or manual checks you can enter an earning code and the number of hours worked the system calculates the employee s pay based on the information stored in the PAECxxx Earning Codes file You can set up earning codes for types of work For example you can set up an earning code for work involving assembly another for packaging and so on You can set up earning codes for overtime and double time work that automatically multiply or add amounts to the base pay 3 12 Payroll User s Manual Setup Setup Functions Use the Earning Codes function page 10 9 to set up and maintain earning codes Tables and Tax Tables Tables store information relating to the system data options and default settings for other applications Tax tables a
296. sed when the employee s local withholding is calculated The name of the state appears at the bottom of the screen If the employee works in more than one state the first state code must be the code for the employee s home state Local A2 Enter the local tax code If the employee works in more than one locality the first local tax code must be the code for the employee s home locality If you have not defined a valid local tax record you cannot enter a local code Stat For local withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some localities do not allow all these codes others use codes unique to that locality Exemp Enter the number of exemptions the employee claims for local tax purposes If no local taxes are withheld for the employee enter 99 Extra WH If the employee wants money withheld in addition to the regular local withholding enter the extra dollar amount that should be withheld 11 20 Payroll User s Manual File Maintenance Employees Field Description Fixed WH You can enter an amount of withholding to deduct instead of the calculated local taxes Table ID A8 Enter the LTXssllm tax table ID used to calculate the withholding tax If you do not enter a table ID the default in the Tax Authori
297. see Quarter totals below Payroll User s Manual 11 39 Employee History File Maintenance Quarter totals When you press Q on the Employee Federal Tax History screen to view quarter totals the Quarter Totals window appears Pegs 4 of Employes Faderel Tax Bistecy ep ioges Tb ap ne Linda E ne _ Facningr Code TA J Tk 4 PEE DO Lii Bou oo FUT igi rra 20 Di HEB od a at Ly 00 DD Tas Amount Coda TA ie 07E E 978 J TR 4 TTO EEE oo ol pa 4417 82 417 52 ESA Ooi 20 Di 1514 20 1514 50 Fit aiii ol Di 434 00 414 00 FEA DO 20 Di 5529 45 3624 45 AEG 00 ae ho 447 035 447 as DO 20 00 1914 20 191 20 Tab Tax our Maxt pegs Feerioun pra Biith torals will Tab Tax Amount Next page Previous page Goto Month totals To move the prompt gt between the Earnings and Tax Amount portions of the Quarter Totals window press the Tab key To move to the next screen you selected to work with press N To return to the previous screen you selected press P To go to a particular line item press G and then enter the federal tax authority code or use the Inquiry F2 command to select the code This command appears only 1f there is more than one screen of items To view the month totals and quarter to date totals side by side press M Then see Month totals above 11 40 Payroll User s Manual File Maintenance Emp
298. side press M Then see Month totals above The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Payroll User s Manual 11 37 Employee History File Maintenance Employee Federal Tax History Screen Use the Employee Federal Tax History screen to add or edit federal tax earnings and tax amount information for your employees The Employee Federal Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The federal earnings and tax amounts are updated when you post checks Month totals When you enter the Employee Federal Tax History screen the Month Totals window appears PE SAS MO m Pra ta Employes Federal Tax Eiabory Employee LI EL BOF RE Linda Earnings Code October Howanber Dezenber JTF 4 TII gene BUSS We DO un 3027 Hi AE End A Di Oo 00 0 20 Ae FUT DE OF 00 00 2096 05 2526 05 FUH EN 05 00 oo 0067 08 06 05 HELD a A b 00 a ES ADA AE 1 10023 BZ DO OD 3000 82 z053 02 Taw A Coda October Hovanbarc Dezenbac JTE 4 Te ERE 447 82 00 00 447 82 4471 82 End 1954 60 ot 1914 90 13214 60 FUT 434 00 DO Oo 434 00 434 00 FUH AL AE DD 00 3224 43 5624 13 AEE 447 BE 00 oo 47 06 417 BE 1314 00 Tab Tax sour Enter adic Append Rexc paja Frerious page mlece Lice Change qo
299. sonnel Reports menu The function screen appears SAS TANT Ghin Cat Poe Bien Key Date Faport Bick Employee Tb From POTO i Fick Omer Dars Field ta Print Thru 20001 1 Licema 6 Tuer Data DE Supervisor From BTA Zu LAST Pays T See ate UF Thru NTO0014 i Driver Lis A Daer bate D Departeant From 100 4 Uzer Jate 04 E at Data OF Thru SOL User Sable OF 10 er bate 10 Clase From H r i Thu VF Piek License Feos 01000 1999F Friant bp Thre idw l Employee ID Za kast Mana Superrisor Fuge Break dtter Dept upr WoO 4 Dapartaant 1 codi 1224567290111454784201345671830171454 Lira 1 Key Data Report Lins I Fepork ca Limense Lire 3 Cetpuk device CPhcintec plfjewier Fedde 5 crema Bj oo 1 Enter the range of employees you want in the report A6 2 Enter the range of supervisors you want in the report A6 3 Enter the range of departments you want in the report A6 4 Enter the range of employee classes you want in the report A3 Payroll User s Manual 8 23 Key Date Report Personnel Reports 5 Select the user date field to organize the report by The dates are taken from the USRDDxxx table 6 The name of the user defined date field you selected in the previous field is displayed Enter the range of dates you want in the report for that date field 7 Select the item by which you want the report to be organized 8 If you chose to organize
300. ssible Setting up with check history only If you need only check history turn off the interfaces with General Ledger Bank Reconciliation and Job Cost Do not enter period to date quarter to date or year to date numbers in the Departments function and do not enter month to date or quarter to date numbers for employees in the Employee History function Instead enter all the checks for each period post the checks and post expenses to General Ledger Do quarter end maintenance as necessary and continue entering checks and printing reports until you are up to the current payroll period see Entering manual checks below Payroll User s Manual 3 23 Setup Functions Setup 3 24 This method produces accurate check history employee history records department records and an audit trail It does not produce transaction history Setting up with transaction employee and check history If you need complete transaction employee and check history you must re create all the entries for the current year After you set up the PAINxxx Payroll Information PADPxxx Department and PAEHxxx Employee History files do not enter QTD and YTD information set the system date to the beginning of the fiscal year and begin entering the payroll transactions in sequence Post transactions at the end of each day Then reset the system date and enter the next day s transactions When you reach the end of a payroll period calculate checks
301. st Enter the range of dates you want in the report Select the amount of information you want to include in the report detail or summary Select the item by which you want to organize the report Select the output device A sample Transaction History Report is at the end of this section After the report is produced the Payroll Reports menu appears Payroll User s Manual Transaction History Report Payroll Reports Transaction History Report 08 26 1999 10 30 AM Employee Name Emp ID H S Date ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO ROS00 JONOO Department 01 08 01 08 01 15 01 15 01 15 01 22 01 29 01 29 01 29 02 05 02 12 02 19 02 26 02 26 03 04 03 11 03 18 03 25 04 08 02 05 02 02 02 02 2 2 9 9 02 26 02 26 03 04 03 04 03 03 03 03 1 1 8 8 03 25 03 25 04 08 04 08 08 25 501 Deduction Totals Grand Totals Earnings Grand Totals End of Report 999 999 999 999 999 999 999 999 999 999 999 999 999 999 999 999 999 999 Earning Totals 50 50 50 50 50 50 50 50 50 50 50 50 50 50 50 50 50 50 Deductions Phase Cost Code Class ANNNNNNN T ANNNNNNNNN fan NNNNNNNN ANNNNNNNNN Builders Supply Transaction History Report Detail by Department Fo Fo Fg Rg FG Fg Fg
302. st characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Payroll User s Manual Setup Setup Considerations e Ifyou use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example SALESO1
303. story enter the current year 10 If the system detects last year files it asks if you want them converted Enter Y or N 11 Enter a default labor class to assign to employees not currently in a labor class 12 To convert use the Proceed PgDn command 13 The following prompt appears Do you wish a printout of error log after each application If you want the error log to be produced after files are converted for each application enter Y if you want the log to be produced after files for all applications are converted enter N If you are converting only Payroll files your answer to this prompt makes no difference 14 Ifa problem occurs and you indicated that you want the system to pause if a problem occurs a prompt alerts you To stop the conversion process enter Y To let the conversion run its course and investigate later enter N 15 When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the Main menu with Payroll 6 0 added appears Payroll User s Manual 2 11 Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Payroll User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choices you make determine how the system will operate
304. story screen to view quarter totals the Quarter Totals window appears Edep Edt Fret Help Pegs of 8 Esployas Trata Tex History ep loe TP ESO Bourne Linda i Farninge Sr Coda AA i OTE EA GTA 1 emm BUD 00 00 i JUE 00 00 Tax Amount Sr Coda TA do QT i In j GT 4 Ar Bua Do en Da 439 20 i SUE 00 00 DE 2043 EL Tab Tax Amaurt Baxt pega Foewiou pegs Aueh torals mmm o O Tab Next page Previous page Goto Month totals To move the prompt gt between the Earnings and Tax Amount portions of the Quarter Totals window press the Tab key To move to the next screen you selected to work with press N To return to the previous screen you selected press P Changes you make are saved and take effect immediately To go to a particular line item press G and then enter the state tax authority code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items To view the month totals and quarter to date totals side by side press M Then see Month totals above Payroll User s Manual 11 43 Employee History File Maintenance The numbers in the Quarter Totals window are for viewing only and reflect quarters rather than months Employee Local Tax History Screen Use the Employee Local Tax History screen to add or edit local tax earnings and contributions information for your employees The Emplo
305. t a sysprint printer and press Enter The report is displayed on the screen 1 48 Payroll User s Manual Introduction Reports e To view the report on the screen select S If the workstation default for compressed characters is inactive the report is displayed in standard character mode If the default is active you can select standard mode or compressed mode See your terminal documentation and the section on the termcap file in the User s Reference Guide PRO 5 If the message End of Page appears at the bottom of the report screen you can press Enter to generate the next page of the report If the message End of Report appears at the bottom of the report screen you can press Enter to exit to the menu you selected the report from If you need to change some selections before you produce the report select E and then press Enter To end the function and return to the menu without producing the report select E and then use the Exit F7 command Payroll User s Manual 1 49 Installation amp Conversion Installation Conversion Payroll User s Manual 2 3 2 5 2 1 Installation You can put this version of Payroll on the system in one of two ways you can install a new system or you can convert the old files and upgrade the system Installation is explained in this section Before Installing Payroll You may need to take some preliminary steps before you install Payroll 1 If you plan to use General Ledger
306. t based on the amounts calculated for FICA The deposits may be required after each pay period or at the end of every quarter The Employer s Liability Report is a summary of the employer payroll liability amounts for one pay period The Quarterly Employer s Tax Report summarizes the liabilities for one quarter The Employer s Liability Report shows the employer s liability for taxes OASDI Medicare SUI and FUTA based on taxable earnings for the pay period The totals in the report are the actual liability Check them against the approximate totals in the Employer s Tax Report Employer s Liability Report Screen Select Employer s Liability Report from the Payday Work menu The function screen appears C USAS De tira Dat Port tjap T Enployerc s Lisbility Report Faproll Marhier 000051 quarter a tip Caie Fariod End LO DSF 1955 Pate of CSeeks 10 GL Period 10 Forint Otbar Enployer Taxas TES Sherman Mj od EFT istet pF evier Fpdda Payroll User s Manual 6 53 Employer s Liability Report Payday Work 6 54 The payroll number quarter group code period end date on checks and GL period are displayed You entered this information in the Calculate Checks or the Manual Checks function 1 Enter Y or N to indicate whether or not you want to print other employer taxes 2 Select the output device A sample Employer s Liability Report is at the end of this section After the repor
307. t is produced the Payday Work menu appears Payroll User s Manual Employer s Liability Report Payday Work 08 15 1999 Builders Supply 6 53 AM Employer s Liability Audit Report For Pay Period Ending 08 15 1999 Group Code 1 6 55 60600 MEDICARE NO LIMIT SUI 15100 FUTA 7000 Liability Tax Earn Liability Tax Earn Liability Tax Earn Liability Bourne Linda C 459 30 1099 7500 00 7500 00 465 00 7500 00 7500 00 Gerard Timothy G 468 22 4819 5550 00 5550 00 344 10 5550 00 5550 00 Jenkins Kathy M 460 39 9093 7500 00 7500 00 465 00 7500 00 7500 00 Jonchim Maria K 468 80 9944 304 00 18 85 304 00 Lukas George 488 30 1281 2500 00 2500 00 155 00 2500 00 2500 00 State Total MN Number of employees 23354 00 23354 00 1447 95 23354 00 23354 00 3554 86 Grand Total Number of employees GE 5 23354 00 23354 00 1447 95 23354 00 23354 00 3554 86 Employee ID Name Gross Earnings Taxable Earnings Liability End of Report Employer s Liability Report Payroll User s Manual Pay Period Deduction Report The Pay Period Deduction Report is a list of your company s payroll deductions and the employees who had amounts deducted from their paychecks for each deduction Pay Period Deduction Report Screen Select Pay Period Deduction Report from the Payday Work menu The function screen appears USAS 1009 Gallo Dat ni bein r Far Fericd Deduction Reporte Fareoli Rubber 000057
308. t to withholding plus other compensation Total income tax withheld from wages tips and sick pay Adjustment of withheld income tax for preceding quarters of calendar year Adjusted total of income tax withheld line 3 as adjusted by line 4 see instructions xable social security wages 80817 85 X 12 40 124 xable social security tips 2 00 X 12 40 124 xable Medicare wages and tips 80817 85 X 2 90 029 tal social security and Medicare taxes add lines 6a 6b and 7 Check here if wages e not subject to social security and or Medicare tax Adjustment of social security and Medicare taxes see instructions for required explanation ick Pay 00 Fractions of Cents 7 49 Other 00 Adjusted total of social security and Medicare taxes line 8 as adjusted by line 9 see ANSEFUCLLONS 6 rat var ae e e dr TS ad a BP ate a Total taxes add lines 5 and 10 E o A ee a TEL Advance earned income credit EIC payments made to employees if any e tee Net Taxes subtract line 12 from line Aue This should equal line 17 column d below or line D of Schedule B Form 941 AM A wie RAR ae ee A Total deposits for quarter including overpayment applied from a prior quarter Balance Due subtract line 14 from line 13 Pay to Internal Revenue Service Over payment if line 14 is more than line 13 enter excess here 00 and check if to be Applied to next return OR Refunded
309. tate or enter a different state Accept the displayed locality or enter a different locality Accept the displayed department ID or enter a different department ID The department name is displayed If Payroll is interfaced with Job Cost accept the displayed job ID or enter a different job ID If Payroll is interfaced with Job Cost accept the displayed phase ID or enter a different phase ID If Payroll is interfaced with Job Cost accept the displayed cost code or enter a different cost code 11 65 Recurring Entries File Maintenance Field Description Class A3 Accept the employee s displayed labor class or enter a different labor class Seq No N3 If you want to produce multiple paychecks for the employee enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second paycheck under sequence number 1 and so on Run Code A2 Accept the displayed run code or enter a different run code Cutoff Date Accept the displayed cutoff date or enter a different cutoff date Earn Code A3 Accept the employee s displayed earning code or enter a different earning code Hours N8 Accept the displayed number of hours the employee worked or enter a different number of hours Rate N10 Accept the employee s displayed pay rate or enter a different pay rate Amount N12 The amount paid for the time ticket is displayed To change this figure
310. tates you want in the report A2 If you enter a range of states a report is printed for each state 3 The company name and address and the current quarter are displayed 4 Enter the quarter number 1 to 4 you want to print the report for 5 Press Enter to accept the displayed date or enter a different date It is the date that will be printed on the report 6 Enter Y or N to indicate whether or not you want the report to include employees with zero earnings 7 Select the output device A sample Quarterly State Unemployment Report is at the end of this section After the report is produced the Periodic Processing menu appears 9 24 Payroll User s Manual Periodic Processing Quarterly State Unemployment Report Quarterly State Unemplyment Report Employer s Quarterly Detailed Wage Report for MN Page 2o0f 2 Builders Supply 6477 City West Parkway Federal ID Number 77 7777777 Eden Prairie MN 55344 State ID Number AA1234 Quarter Ending 12 31 1999 Employee Name Soc Sec No Wk Total Excess Taxable Wd Wages QTD Wages QTD Wages OTD Bourne Linda C 459 30 1099 44278 75 29178 75 15100 00 Gerard Timothy G 468 22 4819 32850 00 17750 00 15100 00 Jenkins Kathy M 460 39 9093 45000 00 29900 00 15100 00 Jonchim Maria K 468 80 9944 3600 00 00 3600 00 Lukas George 488 30 1281 15000 00 00 15000 00 Rossini Lucinda A 460 39 9982 2788 03 00 2788 03 Stockard Albert W 449 58 4392 4529 82 00 4529 82 Number of emp
311. tec Quactar Eotalz See page 11 3 for an explanation of the commands and fields When you are finished viewing the screen press N to go to the Employee History Inquiry menu Enter another employee to view history for or exit to the Employee Inquiry menu Payroll User s Manual 4 19 Daily Work Payroll Transactions Time Ticket Journal Miscellaneous Deductions Journal Copy Recurring Entries Post Transactions Payroll User s Manual 5 3 5 17 5 19 5 21 5 25 5 1 Payroll Transactions Use the Payroll Transactions function to enter change or delete the number of hours each employee worked allocate labor dollars hours and pieces to various departments jobs and phases for hourly and salaried employees and enter miscellaneous earnings and deductions that will appear on employee payroll checks If Payroll is interfaced with Job Cost the JOHIxxx Detail History JOBSxxx Jobs and JOCDxxx Cost Codes Detail files will be updated when you post You cannot use the Payroll Transactions function if you are working with last year files How you use the Payroll Transactions function depends on whether employees are hourly or salaried and whether you enter a time ticket or make a miscellaneous payroll entry Hourly employees are paid according to the time ticket data you enter Hour dollar and piece data are distributed to the department you specify and to the job and or phase you specify if Payroll is interface
312. tered Y in the Print State Codes field enter the range of states you want in the list A2 Enter Y or N to indicate whether or not you want the list to include local codes If you entered Y in the Print Local Codes field enter the range of localities you want in the list A2 Enter Y or N to indicate whether or not you want the list to include withholding codes Enter Y or N to indicate whether or not you want each code to begin on a new page Select the output device A sample Tax Authorities List is at the end of this section After the list is produced the Master File Lists menu appears Payroll User s Manual Tax Authorities List Master File Lists 09 16 1999 1 13 PM Locality Description Federal Withholdings Minneapolis End of Report Tax Authorities List Builders Supply Tax Authorities List Employee Tax Information Code Formula PFED_FWH RTN PFED_OAS RTN PFED_MED RTN PFED_EIC RTN PMNO1L01 RIN Table ID Employer Tax Information Code Formula Table ID PFED_EOA RTN FICA PFED_EME RTN FICA PFED_FUT RTN FUTA 12 23 Payroll User s Manual Formulas List Use the Formulas List to review the deduction and withholding formulas set up through the Formula Maintenance function and stored in the PAFMHDR and PAFMLIN files Formulas List Screen Select Formulas List from the Master File Lists menu The function screen appears E haan 160 Gaig Dat
313. the Bank Reconciliation BRTRxxx Transactions file for the bank account you specify The Payroll system can track checks lost to alignment problems to the Bank Reconciliation system and to Payroll history so that the lost checks are accounted for Job Cost When Payroll is interfaced with Job Cost you can assign actual labor hours and dollars to the appropriate job and phase in the Job Cost JOBSxxx Jobs file When and where appropriate the interface also updates the number of pieces completed Payroll User s Manual 3 9 Setup Functions Setup 3 10 Options and Interfaces screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with is displayed Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter PA as the application ID The Payroll Options screen appears ISAS TO Gira Eat fet ie Fayeoll Opi ion bestr LA Low WH le Interface to General Ledger Bo Emra Peyooll teergection History Bo Bine CHEEK ElSbory BEI Post Yaildei Cheske co Check History BE Automatic Icccusl of Vacation Sick Time Ho ba lbie Vert lon sick boas or accrual c lculaLi n BE Tee First or Last Ware Firar LEST Point compar nesa on checks BES Print IDSES on Blank preptinted oe isger Loco FREPDIMTED Tee tine card pajymlaror Ha Port
314. the PATRxxx file to the PATHxxx PATPxxx and PADPxxx files After the information is posted the system prints the totals for the earning codes the grand totals of all hours and wages the totals for deductions and one time contributions and the grand totals of all deductions Payroll User s Manual Introduction The Payroll System How often you post this information is up to you but you must post it before you can calculate payroll checks After the information is posted the data from the PATRxxx file is deleted to make room for the next series of entries Here is a closer look at the relationship between the PATRxxx file and other files in the Payroll system Posting payroll transactions When you post payroll transactions you can save the details of each transaction in the PATHxxx file It keeps a record of all transactions so that you can analyze your payroll expenses Posting payroll transactions also updates the PATPxxx file When you post payroll transactions summary information is transferred to the PADPxxx PATHxxx and PATPxxx files They store such information as the number of hours worked and pieces produced if appropriate hourly and premium wages and vacation sick leave or other out of the ordinary payroll transactions The information in the PADPxxx file is used when you print the Department Report and when you post labor expense to General Ledger The information in the PATHxxx file is used when you print the T
315. the federal state and local withholding records If you enter N withholding is calculated according to the regular federal state and local tax routines Enter an earning type for the earning code Each earning code must be assigned an earning type For more information see page 3 14 An earning code of type T has special meaning to the system Tip amounts are accumulated in the FICA Tips field for government reporting An earning code of type F also has special meaning to the system Any earning code of type F that an employee receives throughout the year is accumulated and printed as fringe on an employee s W 2 form Earning codes of type V or S are used to determine the amount of vacation and sick time taken throughout the year Any other earning codes that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay Enter the number of the general ledger account the earning code is posted to The Inquiry F2 command is available if Payroll is interfaced with General Ledger The GL account is debited when you post checks for the earning code you selected That account is credited in the department when you post expense to GL The number you enter in this field will be multiplied with the employee s base hourly pay rate For example you enter an earning code with a multiplier of 1 2500 Then you enter a time ticket for an employee whose base hourly pay rate is
316. the report by supervisor or department enter Y or N to indicate whether or not you want each supervisor or department to begin on a new page 9 Enter up to three report headings A36 10 Select the output device A sample Key Date Report is at the end of this section After the report is produced the Personnel Reports menu appears 8 24 Payroll User s Manual Key Date Report Personnel Reports 08 26 1999 Builders Supply 1 40 PM Key Date Report Report on License 8 25 Department Emp ID Employee Name 5 Class Work Phone Ext Job Title BOU001 Bourne Linda C 500 459 30 1099 Prs Admin Asst LUK001 08 21 96 End of Report Key Date Report Payroll User s Manual Periodic Processing Department Report Post Expense to GL Monthly Withholding Report Quarterly Employer s Tax Report Quarterly Withholding Report Quarterly State Unemployment Report 941 Worksheet W 2 Forms Roll Up Leave Balances Purge Recurring Entries Periodic Maintenance Close Last Year Payroll User s Manual 9 3 9 7 9 11 9 15 9 19 9 23 9 27 9 31 9 45 9 49 9 51 9 55 9 1 Periodic Processing 9 2 Introduction The functions explained in this chapter are to be performed periodically some monthly some quarterly some annually Check with the federal state or local governments to determine which of the reports you are required to produce and file At the end of every general ledger period produce the Departm
317. the state tax authorities for information Payroll User s Manual File Maintenance Employees Field Exemp N2 Extra WH Fixed WH Table ID AS SUI State A2 State Name Payroll User s Manual Description Enter the number of exemptions the employee claims for state tax purposes If no state taxes are withheld for the employee enter 99 Rules for determining the number of exemptions vary from state to state see the state regulations for information If the employee wants money withheld in addition to the regular state withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calculated state taxes Enter the STXssm tax table ID used to calculate the withholding tax If you do not enter a table ID the system will use the default in the Tax Authority Setup function See chapter 3 section 14 for more information Enter the state used to accrue the employer s unemployment insurance The name of the state tax authority is displayed 11 19 Employees File Maintenance Local tax information When you press Enter or A on the command bar you can edit or append local withholding tax in an employee s record Local Tar Information Estee MH Finca SH Table Le Loca lit Mateo Hate Local Ela Euer Field Description State A2 Enter the employee s state postal code It determines which state tax routines are u
318. them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output Device Report functions screens offer four output options printer file screen and end When you need a hard copy of a report select P and either accept the printer that appears or enter the code for the printer you want to use If applicable select S if you want the report to be in standard size print or C if you want it to be in compressed print If you want to stop printing after it has begun press Ctrl Break e Ifyou want to save the report as a data file for example to include it in a word processed report in CR LF format select F The data path for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall e To preview the report you must be using the Visual PRO 5 Interpreter and have a sysprint printer in your CONFIG BBX file select R If applicable select S if you want the report to be in standard size print or C if you want it to be in compressed print In the Printer dialog box that appears selec
319. theses to the outermost set Functions You can use two types of functions when constructing formulas Tables Lookup and Conditionals Both are explained below Tables Lookup Use the TABLE and TABLE2 functions to look up items in tax tables Use the TABLE function to look up information in a tax table that is arranged gradationally The format for the command is TABLE x y RETVAL where x is the line or gradation in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE function The tax table the TABLE function goes to is specified in the Tax Authority Setup function page 10 5 Payroll User s Manual C 5 About Formulas References For example you set up withholding SWH for the state of Minnesota The withholding has a formula assigned to it and refers to tax table STXMNM In the formula you use the command TABLE 30000 2 RETVAL The system looks at the first column of the tax table until it finds a gradation greater than 30000 It then goes to the line before that one and returns the value found in the second column of that line You can also use variables in table lookups You can for example use a variable calculated in a previous line to find the gradation in a tax table for example TABLE LI002 2 RETVAL You can use only one table lookup for a formula line Use the TABLE2 function to look up information in a tax table that is not arranged gradationally The
320. three ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu e Use the Exit F7 command to go to the operating system Function Keys Used in the Text menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens 1 22 Payroll User s Manual Text Menu Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help Fl Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu ES Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup F10 Add to Favorites Payroll User s Manual Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager
321. tion EIC Earned Income Credit EOA Employer OASDI EME Employer Medicare FUT FUTA FWH Federal Withholding MED Medicare OAS OASDI Withholding 10 26 Payroll User s Manual Codes Maintenance Withholdings Description A15 Liability Acct A12 Expense Acct A12 Fixed Percent 2 2 Tax ID A17 Weeks Worked Limit N2 Payroll User s Manual SUI Employer State Unemployment Insurance SWH State Withholding LWH Local Withholding Enter a description of the withholding tax you entered Enter the number of the liability account the withholding is posted to The Inquiry F2 command is available if Payroll is interfaced with General Ledger This field is active only if the withholding tax is employer paid Enter the number of the general ledger expense account the withholding is posted to The Inquiry F2 command is available if Payroll is interfaced with General Ledger This field is active only if the withholding tax is employer paid If you are working with a FWH SWH or LWH record enter the percentage of pay to be withheld If you are working with a FWH record enter the employer s federal tax ID you want to print on W 2 forms Only the first 10 characters will be used If you are working with a SWH or LWH record enter your state or local tax ID respectively If you are entering a SUI record enter the tax ID you want to print in the Quarterly State Unemployment Report This field is
322. tion Payroll User s Manual 6 29 Print Checks Payday Work 1 The next unused check number is displayed Press Enter to use it or enter a different check number 2 If you have problems when you print the checks you must restart the Print Checks function To reprint the checks that were not printed correctly enter the number of the last check that was printed correctly 3 Select the order you want the checks to be printed in employee ID check location or department 4 Select the kind of remaining leave you want the checks to include vacation sick both or none 5 Select the output device If you select the printer as your output device a message tells you to mount the checks 6 Enter Y or N to indicate whether or not you want to print an alignment form to make sure that the forms are lined up When you save your entries PgDn the checks are produced A sample check is at the end of this section Whether or not the company name and address are printed on the checks depends on your selection in the Resource Manager Options and Interfaces function After the checks are produced the message Mount paper Check log will now print appears Remove the check forms from the printer and insert regular paper When you are ready to print the checks log press Enter A sample checks log is at the end of this section After the check log is printed the Payday Work menu appears 6 30 Payroll User s Manual Payda
323. tion which you enter through the Deductions function Each deduction has a description and a general ledger account number whether or not the deduction is deferred compensation employer paid and calculated on gross or net pay is indicated The PADExxx file also stores the employer liability account number for employer paid withholdings and the override factors for deductions The PADDxxx Company Deductions file stores the payroll deduction codes and information relating to these codes which you enter through the Deductions function Payroll User s Manual Introduction The Payroll System The PADPxxx Department file stores general information for each department you set up each earning code for the department the employer paid withholding and deduction and pieces totals and total hours for the department You enter this information through the Departments function The PADXxxx Deduction Exclusion file stores exclusions of earning codes from payroll deductions which you enter through the Deductions function The PAECxxx Earning Codes file stores information that you use when entering time tickets or manual checks Each earning code includes the following information which you enter through the Earning Codes function e description e whether or not the earning code is included in net pay and fixed withholding e the earning type e the general ledger account number e the multiplier and add to base factor The PAETxxx
324. tion is turned on you must press a key twice to verify that you want to perform that operation Tf the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back on use this command again Tf this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option on Payroll User s Manual Introduction Function Commands Key Operation Ctrl O Tf this option is turned on the applicable function keys are Show hide function displayed on the screen If this option is turned off no keys are keys displayed Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete the help screen contents Delete To recover a deleted help screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Edit a help screen Maintenance F7 Exit from the help screen and close the window Exit In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operation Right Arrow Move the cursor to the right Left Arrow Move the cursor to the left
325. tion key 1 24 1 40 K Key Date Report function 8 23 sample 8 25 Payroll User s Manual L Labor Classes 3 20 function 10 3 screen 10 3 setting up 3 7 Labor Classes List function 12 11 sample 12 12 laser forms 3 12 last year files 1 15 5 17 5 19 5 25 6 3 6 67 9 51 deleting 9 55 Leave Adjustments 3 22 function 11 49 setting up 3 7 Left Arrow report command 1 44 List function key 1 40 to printer or file 1 40 LO1 3 17 local tax authority codes 10 6 11 45 contributions information 11 44 earnings 11 44 information 4 7 routines 3 17 local withholding 3 13 3 15 3 17 10 5 11 17 11 21 11 89 local other withholding 3 17 Look Up inquiry command 1 43 lot item lookup command 1 44 LTXssllm tax table 3 13 3 15 11 90 LWH 3 17 10 27 LY extension 9 51 magnetic media 9 31 9 33 Internal Revenue Service requirements 9 35 output audit report 9 44 Social Security Administration requirements 9 35 Maintenance function key 1 40 manual conventions 1 17 organization 1 17 IX 7 Index Manual Checks adding earning codes 6 15 affect on department records 11 51 calculated checks 6 3 changing 6 11 6 13 unposted checks 6 13 checks on file 6 10 deleting 6 13 6 14 6 17 6 20 unposted checks 6 13 earning code 3 12 editing deduction codes 6 17 earning codes 6 15 withholding 6 19 entering 6 11 deduction codes 6 17 earning codes 6 13 withholding 6 19
326. tional 11 20 IX 14 calculating deductions 11 91 Earned Income Credit 3 16 employee FICA 3 16 Employee Inquiry 4 8 employer FICA 3 16 employer paid 3 15 excluding an employee from 11 18 federal 3 13 3 15 3 16 10 5 10 25 10 27 11 17 11 18 11 89 fixed 3 17 formulas 11 17 function 10 25 in employee history 2 6 in manual checks 6 19 local 3 13 3 15 3 17 10 5 10 25 10 27 11 17 11 21 11 89 local other 3 17 order 3 15 preset federal codes 3 15 preset state codes 3 15 record of 7 15 setting up 3 7 state 3 13 3 15 3 16 10 5 10 25 10 27 11 17 11 19 11 28 11 89 11 90 state other 3 16 unemployment insurance 3 16 worker s compensation 3 17 Withholdings List function 12 17 sample 12 19 worked department 3 12 worker s compensation 3 17 formula for B 1 setting up codes B 1 Y year end maintenance 9 31 9 51 9 52 9 53 9 55 year end tasks 1 15 Payroll User s Manual
327. tries Here is an illustration of the employee portion of the entries that are made when Payroll is interfaced with General Ledger Payroll Adv EIC Holding Cash Payment DB CR DB GL Account in GLPAYxxx table or if GLPAYxxx table Earning Codes interfaced with Bank Rec the BRBAxxx file Fed State Fed WH FICA State Local Deduction Other Other Local Liability Liability Liability Liability Liability Liability 1 3 Other OR OR OR OR CR OR OR OR All these accounts are set up in the PAWIxxx Withholdings file and post to the GL account number entered in the file except for the deduction liability account which posts to the PADDxxx Deductions file If Payroll is interfaced with Bank Reconciliation the cash account comes from the BR bank account you enter in the Post Checks function otherwise it comes from the GLPAYxxx table The payroll holding and advance EIC payment accounts come from the GLPAYxxx table The liability state other and local other accounts come from the PAWIxxx file 6 64 Payroll User s Manual Payday Work Post Checks Employer Posting Entries Here is an illustration of the employer portion of the entries that are made to General Ledger OASDI MED SUI FUTA Other Deductions CR CR CR CR CR CR Liability in PAWIxxx file Liability in PADDxxx file After posting OASDI MED SUI FUTA Other Deductions Sl dl Expense Account in PAWIxxx E
328. ty Setup function is used Locality Name The name of the local tax authority is displayed Personnel Information Screen One Use the first Personnel Information screen to record and maintain miscellaneous personnel information for each employee Sera being La Pn Bien s Fazna Initin Ona Erpioree Ib 200001 BYE RE LLAOA Cora toa 1 A 21 10 ei anes 3 Saree AGE bezree Major Capra Aujoe t Far Chemye haa Taseed Dore Faazc r Old Face Tata Rana ori kmo 00 00 Oo oo 00 DO DO DO Ot 00 Oo DO Oo 00 00 oo r Vacifiomtica Pome Pgln to proceed 1 Enter miscellaneous comments about the employee A60 2 Enter three scholastic degrees for the employee A6 a description of the degree appears Payroll User s Manual 11 21 Employees File Maintenance Degree codes are set up in the Payroll Information function page 3 57 3 Enter the employee s academic major for each degree A25 4 Enter the date of 10 pay changes 5 Enter the reason for the pay changes A15 the pay rate preceding each pay change is displayed in the Old Rate field 6 Enter the issue date of 10 pay bonuses 7 Enter the reason for the pay bonuses A 15 the amount of the bonus is displayed in the Amount field When you save your entries PgDn the second Personnel Information screen appears or if you did not elect to modify the screen the Employees screen appears Personnel
329. ty code vacation and sick accrual codes and earning code e department group code labor class and payment type hourly or salaried e salary and or hourly pay rate e pay periods per year e job title e accrued and taken sick and vacation time Payroll User s Manual 1 7 The Payroll System Introduction 1 8 The PAEPxxx Employee Personnel file holds the following additional employee information which you enter through the Employees function e educational history e pay change and bonus information e ten user defined dates e comments The PAESxxx Employee Federal State Local Withholdings file stores the federal state and local withholding codes that an employee is set up to have money withheld for A code is set up for each state or locality the employee works in Attribute files The attribute files hold data that you can assign to each employee These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The PACO Payroll Codes file stores information about federal state and local tax districts which you enter through the Tax Authority Setup function Each state or local code record contains the withholding code tax table ID and tax formula for the tax district The file stores both employee and employer side withholding information The PADExxx Employee Deductions file stores information for each payroll deduc
330. u have both a coverage group and a PRU enter the coverage group and then the PRU 10 Ifthe company is not a state or local government press Enter to skip the State Limitation of Liability field If the company is a state or local government enter L if a state limitation of liability is applicable or press Enter if it is not When you save your entries PgDn the Output W 2 Forms to Magnetic Media screen appears 9 38 Payroll User s Manual Periodic Processing W 2 Forms Output W 2 Forms to Magnetic Media screen 2 USAS 1000 Garu La Emi Edo Cutpot M Z2 Forra to Bagnetic Meda 111 Interrediate File uorpuer D a co Raqnecio Hedis r Veriftoerice Peer Pgln gt o proceed To edit any field in a W 2 enter 1 then see Editing the file below To output W 2s to magnetic media without editing enter 2 then skip ahead to Final output screen Editing the file When you elect to edit the intermediate file a temporary file that has two records for each W 2 is created The file is organized by employee ID and is copied to the diskette when you send output to magnetic media You must edit the W 2s in sequence Payroll User s Manual 9 39 W 2 Forms Periodic Processing The Edit Intermediate File 1W screen appears T DEAS ID Gaia Da font kjip Edit Iskecmedinte Fila Baeoord Jequszcs Jdsantifisr 10 121424 78301234956 90121424 783501234505 129012142 Employes St PO CLORe Esplores Maine
331. u selected State History from the Employee History Inquiry menu the following screen appears AMET Ging CE Emi Eolo m Fam I of Employes Stata Tex Higtocy Eeplogee Li BELAY L BOF RE Linda Earnings zt Code Dctacbar Hovanmbar Decenbar ETR 4 TTI EAM SUG ce U5 00 un EA AS CES HH ZUR pr 05 Oo 00 ca 05 ch 05 Tau Asumir gt Coda October Hovanbac Dezenbac TR dem Te AH ul 409 70 DO li 482 20 429 20 HH BUE mea di rot 00 fled di bii di Tah Tax deco Entec adic Append Rexc peg Fowrioum page Dalete Lice Change quarter Quactar totals See page 11 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or exit to the Employee Inquiry menu 4 18 Payroll User s Manual Employee Inquiry Employee History Employee Local Tax History Inquiry Screen If you selected Local History from the Employee History Inquiry menu the following screen appears Sera Gein Cat Duni tjap m Fame 5 13 Exp loys Local Tex History Exp life LI ALA EMEN LLAOA Earrings Se Lo Code october Howanbec December ETR d TTI Tax ene Je Le Coda October Howambar December JTE dem mm TR Tah Tax desu Enter adic Append Rexc peg PrariouE page Caleta Lice Change qoec
332. ue to use in the rest of the formula Formula Examples To get an idea of how formulas and tables work together read the examples below Federal Withholding When you establish federal tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the federal withholding code The federal withholding formula PFED_FWH RTN uses the tax table FEDM Payroll User s Manual C 7 About Formulas References The following formula is used to calculate federal withholding zer EB Ei Help FATX Table Tb FEA lescciprion Federal Trice Tae Bacci d Table Bomber of Cola 3 Colom Length Tye N 00 00 2150 00 15 00 41200 00 25 00 5150000 e EA 0 qu 00 UD 00 3 oo Lv 00 DO Sergi EB Bir Help Formule Aadotecence Formala ID PREG FUH BETH Description Federal Michbeldieg Formale Fantor i 00000 Faoror 1 0 0000 F oror 0 0000 Factor 4 D 0000 Factor 3 0 0000 Factor 0 0000 War Lah be Focrmil TABLE 79 0559 7 59 2 EETUAL ED EEERFT ICH CF PFIXEDEAFH O TH FIXEDEARM F IEU T 100 TALA RR F TSE La CLIO PATPERIOOS L 1002 EF 110055 TH 05 ELILTONS TABLE LLLODE 1 FETAL TABLE LIDO PETFAL TABLE 0006 3 BE Li LIDI w LIDOT 7 Loo ELITO ih PAPER TODA GIOLLELIDOI EXTMAFT EF FTXISU O TW jFIXICUNj EL L1042 Fotmila Line 001 of OLS Faber Edit Appel Ree Ob Veale program C 8 Payroll User s Manual
333. ular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS applications Manual Conventions This User s Manual is divided into these sections made up of several chapters e The Introduction provides an overview of this application and the OSAS system including installation procedures graphical and text based application features and function key references e Installation explains the steps necessary to begin using this application in your company including how to install the application on your system e The last part of your manual is made of several chapters each chapter describing a function group within this application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate
334. ult ID that was assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is lerxst specify that information to enter the system osas t T2 c B a lerxst You can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text Menu Graphical Menu or Start Menu In Windows use the Workstation Configuration Defaults function in Resource Manager to select the style of menu you want displayed
335. umber is displayed from the PATBxxx file Quarter The current payroll quarter is displayed from the PACTLxxx table 6 10 Payroll User s Manual Payday Work Manual Checks Field Description Group Code 0 9 The codes you enter determine which employees you can enter manual checks for The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file Period End Enter the last day of the pay period Date on Checks Enter the date you want to print on the checks GL Period 1 13 Grp Period Beg Pd Code Press Enter to post the general ledger entries to the displayed accounting period or enter a different accounting period The group codes you entered above are displayed For each group code you entered above enter a date for the start of the pay period Enter the period code 1 5 that indicates which scheduled deductions should be taken for the manual checks in the group or enter 6 if you do not want deductions to be taken for these checks If you do not want deductions to be taken for a few of the checks zero out the deduction amount as you enter the checks When you are finished making selections the Manual Checks screens appear Options 1 4 e To enter a manual check enter 1 and then skip to Manual Checks Screens below e To change a manual check that is on file enter 2 and then skip to Manual Checks Screens below e To change calculated checks enter 3
336. unt A general ledger account specified in the GLPAYxxx table that is debited for the total payroll expense at the end of each pay period The amount is distributed among the appropriate expense accounts when you run the Post Expense to GL function at the end of the accounting period hourly employees Employees who are paid at a particular rate for each hour they work You must enter time tickets for hourly employees See also salaried employees installation The process of adding an application to an existing system See also conversion interface To join to another application for the purpose of having information entered in one application update information in another application s files Payroll User s Manual D 3 Glossary References D 4 job A piece of work done for pay or a product or material being worked on A job 1s usually divided into several phases You can post payroll information directly to the appropriate jobs 1f Payroll is interfaced with Job Cost journal A chronological record of transactions journal entries Transactions recorded in a journal magnetic media A diskette that contains FICA and W 2 copy A data submitted to the federal government in lieu of paper W 2s manual check A payroll check issued outside the normal payroll cycle menu A list of applications functions options or other menus override pay An amount paid to employees instead of their regular salary for example w
337. using time card calculator You must set up this table in the Tables function Payroll User s Manual A 7 Common Questions These commonly asked questions about the Payroll system are divided into the following categories Installation and Setup Daily Work Payday Work and Periodic Processing Installation and Setup How do I set up worker s compensation codes Follow these steps to set up worker s compensation codes 1 In the Tax Authority Setup function page 10 5 enter State as the tax authority 2 Enter the state code 3 Press the Tab key to move to the Employer Contribution Codes screen 4 Press A to append the code you will use for example WKC 5 Enter the formula name you will use for example PMN_ _WKC RTN The formula name must follow this format and have the extension RTN 6 Enter the table ID if necessary for example WKCMN 7 Press F7 to exit to the File Maintenance menu 8 Inthe Withholdings function select the state tax authority and the tax code you entered for worker s compensation See page 10 25 for information on how to proceed with setting up the withholding When you have finished setting up the withholding exit to the File Maintenance menu Payroll User s Manual B 1 Common Questions References 9 In the Formula Maintenance function use the formula ID name you used in the Tax Authority Setup function See page 11 91 for information on how to proceed with setting up the
338. ve worked in several states the system prints the deferred compensation for each state You may have to send copies of individual state W 2s to each state when you file your federal income tax return The Payroll system does not handle legal representative and 942 employee reporting third party sick pay Medicare for government employees or golden parachute payments You must calculate these amounts yourself and enter them in each employee s history record in the Employee History function page 10 25 The Payroll system does handle dependent care benefits 457 Plans Non 457 Plans and group term life insurance if you enter the necessary information in the Employee History function Before you use this function to produce the diskette get the guidelines for this procedure from the Social Security Administration SSA In addition some states now require companies with more than 250 employees to file W 2 information on magnetic media contact your company s state tax authorities for more information While Open Systems magnetic media has received general approval from the SSA your company must apply for and receive SSA approval before filing on magnetic media You may also need to contact your company s state tax authorities Payroll User s Manual 9 31 W 2 Forms Periodic Processing Before You Produce W 2 Forms Check the relevant fields such as statutory employee and allocated tips in the PAEGxxx Employee General In
339. with Payroll install and set up the current version of that application 2 Install Payroll 3 If you plan to install Job Cost or Bank Reconciliation install them immediately after installing Payroll 4 Install the Payroll Tax Routines The Payroll system needs a minimum of four megabytes 4M to work correctly with programs sample data Report Writer data dictionaries and Report Writer reports and instructions Having at least another megabyte available is a good idea if you want to keep summary and detail history for transactions The system runs best when at least 640 kilobytes of lower main memory is free for use You might want to make adjustments to your system before you install Payroll Installing Payroll Use the Install Applications function in Resource Manager version 6 0 see the Resource Manager User s Manual to install Payroll No special considerations are necessary for Payroll when you use the function Payroll User s Manual 2 3 Conversion You can put this version of Payroll on the system in one of two ways you can install a new system or you can convert an older version of Payroll to the current version keeping your old files intact Use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual to upgrade Payroll You can upgrade it from version 3 2 4 0x 4 1x 4 5x or 5 x If you want to convert to version 6 0 from a version earlier th
340. xample 1f you enter 12 31 1999 history before and including that date will be deleted If you do not want to delete history press Enter 4 Enter Y or N to indicate whether or not you want to clear remaining sick and vacation time 5 The system asks you which GL year you want to post to if last year GL files exist When you save your entries PgDn the maintenance processing begins When the procedure is finished the Periodic Processing menu appears 9 54 Payroll User s Manual Close Last Year After you have done year end maintenance and all the processing you need to do with last year s files for example printed W 2s use the Close Last Year function to delete last year s files You cannot use the Close Last Year function if you are working with prior year files Before You Begin Before you close last year s files print W 2s and back up your data files Once you delete last year s files you cannot reprint W 2s for that year unless you have a backup copy Payroll User s Manual 9 55 Close Last Year Periodic Processing Close Last Year Screen Select Close Last Year from the Periodic Processing menu The function screen appears SAS Tiii Gaig Dat Port Edo Clogs Lert Teer Heva Fou Printed Dia Becked Up Tour Dete Files ma kre Tou Sure RE 1 Enter Y or N to indicate whether or not you have printed W 2s and backed up your data files see Before You Begin
341. xit to the Employee Inquiry menu 4 16 Payroll User s Manual Employee Inquiry Employee History Employee Federal Tax History Inquiry Screen If you selected Federal History from the Employee History Inquiry menu the following screen appears As TANA Fep 3 of 3 Employes Federal Tax Eiatory Eapbopee LI Boim BOF HE Linda Earnings Code Dctobmar Homarbar Decenbec STR 4 TII gERE PSS Be 00 un 30291 85 AE End PA GT Oo 00 0 205 E FUT De OS OO DO 2026 05 2596 05 FHH DE iE DO oo 000 05 0069 05 AED biagi I b 00 20 aF OE A OLS DI Az DO OD 305053 BZ Bh Amine Coda October Hovambar JTE dem Te ERE 447 82 DO li 447 82 447 82 Et 7214 80 on 00 1914 90 13214 60 FUT 434 00 00 OO 414 00 414 00 FUH A AE DO 00 3224 43 564 13 AEE 447 BE 00 00 47 BE WT BE BO 1514 00 1314 00 Tah Tax decree Enter adic Appand axe pea Previous page Dagiete Lice Change qoecter Quacter totals See page 11 3 for an explanation of the commands and fields When you are finished viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry menu appears enter another employee to view history for or exit to the Employee Inquiry menu Payroll User s Manual 4 17 Employee History Employee Inquiry Employee State Tax History Inquiry Screen If yo
342. xpense Account in PADDxxx The general ledger entries required for payroll processing are made in two parts e When you post the checks credits for net pay deductions and taxes are posted a payroll holding account is debited for the gross pay advance EIC is debited and employer expenses are posted e Posted amounts do not include the types of other pay that are excluded from the employer s net pay nor are these other pay types posted to department expense accounts Only the types of other pay that are included in net pay are posted e When you post expenses to General Ledger gross pay is distributed to the appropriate departmental expense accounts Payroll User s Manual 6 65 Post Checks Payday Work Before You Post If you have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using the Payroll functions In addition if Payroll is interfaced with General Ledger make sure that no one else is accessing the GLJRxxx file Back up your data files Power surges or equipment failures can result in the loss of information Post Checks Screen Select Post Checks from the Payday Work menu The function screen appears SAS DNA Gating Dat Port bein r Feat Chacka Fazeoli Rurber 000057 10031995 Loe 5a Bask doin FARGO Be sura thet pou herea beckad up pour dete files betore portizg Foar To L Carcent Fiscal Teer Zi Last Fiscal Toa L Fost te
343. xxx file e removes history from the PATHxxx and PAHCxxx files previous to the date you specify optional e clears out month to date and year to date balances and removes records of terminated employees from the PAEDxxx PAEWxxx PAEPxxx PAEGxxx PAEExxx PAEMxxx and PAEWxxx files e creates last year files When you do year end maintenance files for the previous year are created with the extension LY You can begin processing in the new year while you are completing processing for the previous year After you have produced your W 2s and backed up your files you can use the Close Last Year function to delete last year files and to make room for next year s entries After you delete last year files you cannot produce W 2s unless you have backed up your files Payroll User s Manual 1 15 The Payroll System Introduction Application Interaction Payroll can be used as a standalone application but you can get optimal use from it when you interface it with other applications Payroll General Ledger Job Cost Bank Reconciliation Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of errors that might creep in along the way Payroll User s Manual Conventions Your manual will help you to install OSAS on any standard machine within many pop
344. y TOO Semi pE Pret Hap FATE Tables Ib Batwa Jesc iption Aaris Waar jon sad Siok Hora Bomber of Cola 2 Colom Length 12 Typa A iggrusl Type Raz Eoura VACATION izo BICE 100 Wacificetion fees Flo Oo pronto Field Description Accrual Type A12 Enter the accrual type either vacation or sick Do not change the order of the rows in the table The system expects vacation to be first and sick to be second Max Hours A12 Enter the maximum number of hours an employee can accrue for remaining vacation and sick time Hours accrue until this number is reached then no more can be accrued until the employee uses some vacation and sick time If you set this field to zero an employee can accrue vacation or sick hours indefinitely PACTLxxx Table The PACTLxxx table stores the current quarter payroll number and current year 11 80 Payroll User s Manual File Maintenance Tables When you enter the table ID the rest of the PACTLxxx table appears F SAS 1000 Serge Cat Fert bjp PATE Tanie Ib Pa ELA lescrigcion Fagcoll Cobol Tale Husker af Cola 3 Column Length 42 Typ 4 Description Valus CURRENT GTR 4 FATROLL 33 CURRENT TEAR 1995 r Vercificatioz Peer Pgln gt o proceed Field Description A12 Value A12 Payroll User s Manual Description The descriptions of the information you can enter in the table are displayed Do not delete lines or rearran
345. y Work Print Checks Sample Check TOUR FAR MAME HERE Je el Jamnia Waris A AAA TINTE RT Is a a ii piira ie nae oan om on i nn it T amri r m E Tom Tan oa cae Pegar Pay um ppa Ter Pr ae IA p er L er er PL e Cepdrr Fic ue ir pe A Powers Inr on Federal Wi p Fepl pe FICA ae Espl pe Tce del EN tiem na dl BY dl B Cecil ls Hi laz Peeing Bi Sica malay bi tt zu sag 12 z ur PE 157 Kaya MLET nr F us u de MAD ab Jie ae 1 a3 i SA k RETA Mam kine 1266 COTA HPL ER Dr BIETE em EA m1 Sa dir A 4 A 8 r FREIE ALADO akh BREA DOLLAR Faria A Juni a7 dl Ay dire Finseepolim AN DAANA nn Ea rad Mil Clap Perdi ee Lih SOR Lbs SOODOE Taka LEITETE Payroll User s Manual 6 31 Print Checks Payday Work Checks Log STARTING CHECK NUMBER 1055 ENDING CHECK NUMBER 1055 DATE ON CHECK 12 31 1999 PERIOD ENDING 12 31 1999 TOTAL GROSS 7500 00 TOTAL NET CHECKS 7500 00 NUMBER OF CHECKS 1 End of Report 6 32 Payroll User s Manual Void Checks Use the Void Checks function to void checks that have been printed and posted but need to be deleted You can create a copy of the voided check so that a new check can be printed for the employee You cannot however void a check from a previous version of Payroll The check you want to void must have been posted to history When you select a check to void the system searches for and verifies the check in the PAHCxxx Check History
346. yed amount or enter a different amount for the deduction If the deduction is taken from gross pay Gross Pay is displayed If the deduction is taken from net pay Net Pay is displayed If the deduction is employer paid Yes is displayed if not No is displayed Payroll User s Manual Payday Work Manual Checks Manual Checks screen three Use the third Manual Checks screen to enter and edit withholding and employer liability information for each manual check generated for each employee If you have entered a negative manual check to void a check without using the Void Checks function the system will not calculate negative taxes You must edit this information on Manual Checks screen three Edep Edt Ei Help Peg J of 3 enol Checks ep iogee BODO Boer Linja i Grom Pap oo Eeployes Githhaldings Tppe Biate Localitp Code Pescrcipli n Emo unt Sate Hu Ha aa W WE 33 00 Bichtaldiag 1003 af 0041 Employer Liability Type Grace Locality Code ewcrigeian imou E m te mm HrA an AR im ine 20 00 Comtrdbutian 001 of 0011 THbo Stole ee 33 00 Liability 20 00 Bek Pay 153 00 Cat Flia Eile Edit ARDELL PEEP Drp PEEL OECK PElene Chee The withholding types that are displayed depend on the state and local taxes that apply to the employee Tab Enter edit Append Prev page Next check Delete check To move between the Employee Withholding and Employer Liability portions of the screen press the Tab key Payroll
347. yee Local Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only The local earnings and tax amounts are updated when you post checks Month totals When you enter the Employee Local Tax History screen the Month Totals window appears F SAS Dini Ging Eat Pmi kjip m Page 8 of 4 Exp loyes Local Tex Higtocy Esplopee LI BEL BOE HE Linda Earnings Se Lo Code October Howanbec December QTR 4 TTI Tax enc Sc Lo Code Jetcber Hovanbac December JTE TTD Tab Tax sous Enter adic Appand Rexc pee Poevriouz page Paiste Lice Change qoecter Quacter totals 11 44 Payroll User s Manual File Maintenance Employee History Tab Tax Amount Enter edit Append Next page Previous page Delete Line Change quarter Quarter totals To move the prompt gt between the Earnings and Tax Amount portions of the Month Totals window press the Tab key To edit a line item press Enter To add a line item press A Once you enter a state and locality you cannot change the state code that withholding is for If you need to enter a different state and locality press A Line items in both the Earnings and Tax Amount portions of the screen are identified by state A2 locality A2 and local tax authority codes A3 Local tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings i
348. you specify The totals in the Payroll system are affected in the current period regardless of the general ledger period you enter Press Enter to post the checks to the displayed period or enter a different period The group codes you entered above are displayed The system uses this date and the period ending date you entered above to verify employment during the pay period 6 5 Calculate Checks Payday Work Field Description For each group code you entered above enter a date for the start of the pay period or press Enter to accept the date that is displayed Pd Code The period code you entered in the Scheduled Deductions portion of the Employees Salary Information screen indicates when and how each scheduled deduction is taken During check calculation the period codes are compared to the codes in the employee record to determine which deductions will be taken For each group code you entered above enter the appropriate period code 1 5 or enter 6 to skip deductions Include Salary Enter Y to include salary wages in the calculation Wages for the group codes entered enter N to exclude the wages Only time ticket and miscellaneous payroll information is processed so you can process bonus checks without processing the salary wage Calculate Vacation This field appears if you elected to use this Sick Accruals option in the Resource Manager Options and Interfaces function Enter Y or N to indicate whether o
349. ys access buttons for your installed applications and allowing access to OSAS functions via both the mouse and function keys both graphical style menus allow you a greater selection of interaction with OSAS and your data Both graphical style menus are available in a Windows environment only Much like the Text menu when you select an application in either graphical menu the application s menu presenting several related functions is displayed beside the Main menu Selecting a function leads you to a function screen or to another menu If you are using the Graphical menu click the appropriate button with the mouse to select an application from the Graphical menu To select a function from an application menu click the function s button with the mouse the same way as you do for an application If you choose the Start menu you can select applications from the Main menu in these ways Use the arrow keys and press Enter Click the selection Hold the mouse over the selection From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on previous menus Payroll User s Manual 1 25 Graphical Style Menus Introduction 1 26 Graphical Main Menu Pa Jos posa Dom en ES Ja Pes Efe mine a rl Lora Did SYSTEMS ING You can exit from a Graphical menu in these

OPEN SYSTEMS® Accounting Software Payroll User`s Manual

Contents

Download Pdf Manuals

Related Search

Related Contents

OPEN SYSTEMS&reg; Accounting Software Payroll User`s Manual

Contents

Download Pdf Manuals

Related Search

Related Contents

OPEN SYSTEMS® Accounting Software Payroll User`s Manual