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1. and or the 144 Make sure you Save and or Commit your changes using the A butions PAYDA Blocking Overriding federal or state taxes on a second check 1 Go into your existing check or create a second check 2 Fill in the check lines sereen as you normally would 3 Click on the manual tax tab 4 Click dhe BASEE on a the bortom oF the grid Tecknen Hasso Hevea Teste Poesen Eases ams ee Eea arue 5 Type in the override amount under Federal amount and el 6 Type in the override amount under State amount and click enter Click the Beset purton 8 Verily totals Note Make sure that Federal and State are the only taxes being overridden You should never override OASDI and Medicare B PAYDATA Tax Calculator il The tax calculator is used to calculate payroll and tax information for an employee Examples of how this feature can be used are manual check calculations net to gross check amounts reviewing the affects of changing tax exemptions and adding or changing deductions on an employee check There are two locations where you are able to access the tax calculator Employee Employee and Payroll Check Lines Using the Tax Caleulator 1 To open the tax calculator click the screen or F9 button in the top tight hand side of the 2 On the Tax tab use the drop down box in the top left hand corner to select the employee you want to do c
2. a s reva 92 eer 3 v hy et Coney ey naw Patel us aoe eager Tm ta Pat TIO 3 i aee eee e fawndee alco ew Ja Eme Fas Sa eres Pie aoa eames test tre E Bowea ae impose Deed oT es Rao aaa Taa tal ara Sacer G 2 The system will pull in the next available scheduled check date based on your company s calendar Review all of the red fields at the bottom of the sereen and change any that are necessary Payroll Check Comments Anything you put in the box will print on all of the check stubs Block Agencies Normally you would always keep this no but if you are running a special type of payroll bonus run correction ete and have agency checks checks Payable to a 3 party Office of Child Support Pension Administrators ete that you do not want to print you can select yes It will only stop the check from printing from this payroll Any amounts that are pulled from employees checks within this payroll will get added to the nest agency check that gets produced Block TO Accrual Normally you would always keep this no but if you are running a special type of payroll bonus run correction ete and your Time Off Accrual is set to accrue with every payroll you may want to block this so your employees do not accrue additional time Block Checks Reports You would always leave this None unless you are tesponsible for printing y
3. IE you get this type of error please follow these steps 1 Click on the Show Details button 2 Click on the E button This wil crente an email with two atachments One will bbe a print sereen of the error and the other will be the details of that error s 3 Inthe LT J std of the email insert your Client Service Representative s email address then click send Here are some examples of different error messages you may get what they mean and what you need to do to fix them eee BEZE ace E stono This is an error you may get when setting up a new employee On the EE Entry tab the State Marital Status field is a red required feld If you Forget to complete a red field it will provide you with a message saying which field has been missed To fix this click OK on the error go back to the EE Jonger on that sereen and select a State Marital Status intry sereen if you are no Sa of ened eresien E Ea rel tesis enskgee Mising don This is an error you may get when setting up a new emplo On the EE Entry tab there are four different labor distribution levels that are available to use Even though you may not be using all four levels if you are using at least one level for example Department then Evolution is expecting that level t0 be selected on every employee you set up in Evolution To fix this you need to find the employee that does not have any of the levels attached
4. ASCII 95 Saving ASCII Files 100 Ad Hoe Reports 103 olution Short Cuts 109 Additional Information for Vermont Employers Regarding Catamount HealthCare 110 PAY Adding an Employee To add a new employee go to Employee Employee 1 Click on the EE Entry tab 2 Click the green plus MB key located atthe top left hand side of the sereen or Alt Insert This will give you a blank employee sereen You will notice that some of the field labels are bold red Any field that is field is a required field and must have data entered into that field to be able to successfully save the data To move around from field to field in all employee screens use your Tab key data click the Green Cheek mack Bor F10 10 these are located in the top right hand comer of Once you have entered all the neces save and the Yellow Sun to Commit your sereen eR Sere FS E a er mer Ce als Se Renesas RGEC mene De OED sea ee ee ton ane rete Depts Ft we HI ci Ate SS li w H Z m se Pood meom o rj say a Side Mn SoS nasus E m Bonde frae osoa ATE peet 3 eS a e ponerse tae il D a Eea m Poa kiose a 3 SSN You must always put in the social security number prior to trying to enter data into any other field When typing in the number the system will place the dashes in for you 4 EE Code All employees must have an EE Code or
5. Change Item Siga button A minus sign will appear in the column showing that this amount will be subtracted from the total To produce an ASCII result c check for Print A box k the Result Type Result check Graphic C ASCII Fixed Length C ASCII Delimited 98 18 If you are making this an ASCII report you will want to selecte delimited or fixed length 19 1f you select delimited you have the ability to choose what symbol is used for the delimited file 20 To select employees that will be shown in this report or file click on the employee tab and put a check box next to the employee s name IF no employees are selected then the file will run for all employees 21 To select to run this report for just one division branch department or team Click on the D B D T and select the D B D T level and put a check box next to the options you would like If no D B D T are selected the file will run for all 22 Once you have completed all of your columns Click Run reports 1 Click on the Reports button on the left hand side of the sereen Click on Run Report Click on open Company if you are unable to see your listing of reports Saving an ASCII file to Excel A Cheek Line Se ge EE cet Fearon 216 Coven 59 Select the file that you would like to run by clicking in the White check bos nest to the Irou wakstos B351 Irie Cover 338 Loer Derinin S107 kew itis Re
6. PAY DATA Working for you PayData Vermont Company Working for You PAY DATA Welcome to the Evolution Employee Set Up and Payroll Processing Reference Manual This manual is one part of an ongoing initiative to provide comprehensive and user friendly learning tools and reference material for your Evolution software This program gives you the dynamic tools with which to perform all payroll tax and human resource functions for your business Introduction As we move forward and continue to develop more training tools and reference materials for you to effectively use our products in your business we consider you our partner in communicating your experiences to help us create the best products and materials possible Overall Goals and Objectives Our goals and objectives are to provide comprehensive training tools and resource materials to assist you in using Evolution effectively Set up new employees in Evolution for your companies Utilize the functionalities listed in the user manual to perform all the tasks associated with employee set up Create payrolls for your companies utilizing the functionalities listed in the user manual to do the following O Enterall the unique data for individual employees to set up their payroll information o Verify all company payroll totals Process all of a company s payroll accurately and in a timely fashion Review payroll register re
7. 23 Under E D Code select the deduction code you would like to setup 24 Under calculation method select the appropriate method for this code in most cases this will be Fixed 25 Lnder either Amount or depending on the calculation method chosen enter the amount ot that you would like to deduct from the employee IF selecting you may need to pull in the appropriate E D Group 26 The Frequency should default for you but always make sure you verify that it is correct If you are using Quarterly Semi Annual Annual or User Entered you will need to fil in the Month and Which Payrolls field so the system is able to deduct these earnings in the appropriate payroll s The two most common frequencies are Every Pay and Every Scheduled Pay Ie is important that you understand how the difference between these two options will affect how you create your payrolls Every Pay This code will pull into every payroll that you create regardless of whether it is your normally scheduled payroll or a special payroll run Every Scheduled Pay This code will only pull into your normally scheduled payrolls For example if you run payroll bi weekly it will only pull into the standard 26 payrolls in a year 46 ter a valid E fective Start Date on this code as it is a required red field Ifyou are setting this up for a future date please make sure you change your Ei Start Date to the date yo
8. 32 To add or delete column click the Add Column or Delete Column buttons located in the bottom left hand corner of the sereen acCatn Deket Move Move Donn 104 33 To move columns around you may move the columns up and down by clicking the Move Up and Move Down buttons 34 Under the column type you will need to select which table you would like to pull information from For example if you are looking for an employee s birth date that would be under the Person table eumntiss Fanon Fever Fr fe cen THe ia Cms ease Sides Talian Vases f1 gStih H Feateian nel in bracona eT ES eJen awe 35 Once you select the column type ete various Fields names will be fi x displayed depending on which la so ireuares Cate o rures Foie lein nae column type you selected Ji hahahahahha Pessoiors 36 Click the check box next to the field you would like to see in the column Each column may only have one value or field in it IF you select more than one field whichever field comes first in the listing will print on the report and all others will be omitted Dependent Cabra Payrrants rest Denes Emergency Coriacts Enpeves Locale Pension Fund Salts Peron Fics Wok x 37 To define the caption or column header on the report enter this in the Column Title box for that column Caurn Tite fanart 438 To define the width of a column
9. Emploi poring ry sins snide eng rear sno cite pied yn fhe BEEE Lape mapiya hw hts de NOT aed bce nthe FTE hhc on seed Empl mpi iss ted aml on ple fr ox per wka eat pay pein of hall OR ann opr ga wh ver ke Tithe of sonal oy crept nt ef a rele eo vel Senna perenne ope and rte MEST rh rn npr nh efi hh care lon o AL of fil ima pier on HAVE becca ern THAP o Mes ally Sul ng vrs 30 or mor hrs a weth for 0 fv ey cls 30 oes ing laa HEAR a perdie engles srs as a an ee 2 hes pr elt fover han ring grag QUARTER ll Tne Egat Th lh ere yl CVCOUERED eps nrg gra id S34 Dino Covrage em sind not erg hl ce coer tas nn on fom oes he ae na eed th len ng ef py opr of firey he ony drain os Ueland ecru of eae cnr fr ono ts A Car Paw Melo evr pln rn ar Mee TAP oval see pon ht NCLIDES Bet hopin and plaian ries reo r mare ope This uber changes to 7 o8 TE w 5 va OLD NOT hare HC coverage OR T ae coverage hon VEAP Me VT Health Care Assessment List Instructions Remote Evolution Client Please update your employees health coverage status using the field located on the employee entry screen called Healthcare Coverage The system defaults to Not Covered for all employees so if you do not assign the correct healtheare coverage you will be assessed on all employees All changes must be made prior to processing your last payroll of the quarter or your quarterly returns may be incors In addition
10. Hoes erg Er eo epi om E 3 In the column labeled E D Code select the Earning or Deduction that you would like to add 4 Depress the Enter key or use the arrow keys until you get to the desired column then put in the necessary data Depress the Enter key or use the arrow keys until your curser moves off of the line 6 Ifyou would like to add a column Right click on the column header 7 Click Add or Delete 8 Choose column title that you need 9 Make sure you Sav Ed and or Commit your changes using the and or the buttons Deleting Check Lines Bites button 10 On the batch screen go to the check lines by using the king on an employee s in the bottom right hand comer of the sereen or double el 111 Make sure you are on the Check Lines tab and then click on the check line that you want to delete Tek nes rua Ta grasi TocOvere Proven Emeka eo EES E0 Dersinin Fooie Fas ol Far ancure Sa nm ranee leE ane em ER antk ET Agu ji a0 12 On your keyboard press the Ctrl and Delete buttons at the same time Tt will ask you if you want to delete this check line Make sure you say OK One ERE 4 If the message says anything other than Delete this check line you need to select Cancel and redo the steps aa ine 13 Make sure you Save and Commit your changes using the bu
11. Pullin the Child Support Case number 50 Lf the Child Support is for a 0 The calculation method should be Ys of Disposable Earnings If you do not have a Disposable Earnings Group please contact your Client Service Representative for assistance a The should equal the percentage given to you on the child support request from the specific state b Pullin the child support case 6 Click on the Details 2 tab Under the Maximum E D Group pull in the Disposable Earnings Group and enter in either the Maximum Pay Period or the Maximum Pay Period Amount based con the state child support order ee oe Sindde Ce Ouch Deut aD CHA Siepot Cans ane fete ima Mua Aero Mee rea a pa gaon Tapesnae bm Oran Naseem 0 tio esi o nan Faas Maman Po Porod z aw Vinmawostnonit cae MARINPMPaCAnont nana Pad snot adnan con es atninawrse a vanFise Tire ee T UePanete 8 Glick the green Bl or F10 to save and the yelow sun ilo commit the changes 10 If the employee has more than one Child Support Order repeat the above steps for each of the Child Support EDs On each Child Support code make sure to pull in the Child Support ED Group in the Multiple Scheduled ED Group field This will tell the system that it needs to look at all Child Support codes when it calculates the Maximums amounts per period If you do not have a Child Support Group please contact your Client Service Representative for assist
12. To reactivate a terminated employee go to Employee Employee 1 Wie onthe Browse a click on shel pun thas located nett he Code Heading This wil open the Employee Per Box Enten eat to ure ile recorde Aona Cie esas pem 2 You will see in the Beld marked Status the word ACTIVE is listed in the fiter Click on the EATE puson at he bortom and it ll move the ACTIVE Status box button ar the bottom and you wil be back on the Browse tab You will now be able to see all employees regardless of their status 4 Find the employee in the list and either double click on their name or go to the EE Entry tab at the top Once you are on the EE Entry tab look in the second column and find the field Current Hire Date Enter the employee s Re Hire date in the Current Hire Date field You ean keep the Original Hire Date their original date of hire 6 Then move down to the Current Termination Date and remove the date for this employee Now you are ready to change the Current Status Code Using the drop down box select the new status for the employee rent Hne Date igralke Date pmm a aae TASETAN DAE TOR prem e Curent Statur Code a Be aware that if you are having the Evolution software calculate Time Off Accruals changing the Current Hire Date may affect the rate at which the employee accrues Please refer to the section on Time Off Accruals for details 8 New Hire Report Go to the Det
13. purton located at the bottom right hand side ofthe sereen z 16 Click on the green plus key or Alt Insert eE Select check type of Void then click ae 18The check finder pop up box will appear on your screen Select the time period of the original check serial number if known and or the EE code menem poran pot penne fae Sea Soak a or a co n 19 Click the E button 20 Select the correct check from the grid 21 Once you have the correct check clic This will void the check Please be aware that you should not void a check that was not created in the current quarter If you receive the below pop up message you must contact your Client Service Representative for assistance prior to voiding any checks metta gune rahe earned ncn Ow 1f you are on PayData s Net Check service any check that you void must be returned to PayData Ifyou no longer have the check a stop payment is required and you need to contact your Client Service Representative prior to voiding this check 8 PAYDATA A manual check is a check that was issued to an employee outside of the payroll system and needs to get posted so that the Employee s W2 information is correct Manual Checks Creating a Manual check within a batch 1 On the batch screen go to the check lines sereen by using the Bast button located at the bottom right hand side of t
14. 26 payrolls in a year 8 Ifyou are setting up a code that is a calculation on other earnings and or deductions ie Pensions you will most likely need to attach an E D Group for the code to look at In most cases these groups will default on the deduction code so you will not be required to pull this in manually Feel free to contact your Client Service Representative if you are unsure if you need to be using an E D Group 9 In some cases the money you deduct from an employee needs to be paid to a third party organization ie Child Support Garnishment Insurance ete In the Agency field select the third party that this money needs to go to If you do not see an option for the specific third party that you are looking for contact your Client Service Representative for assistance 10 Enter a valid Effective Start Date on this code as it is a required red field If you are setting this up for a future date please make sure you change your Effective Start Date to the date you want this earning to start When deciding what date to enter remember that the system is based on Check Dates not Pay Period Dates For example if you put the Effective Start Date as 08 22 2007 and the payroll has a pay date of 08 24 2007 and pay period dates from 08 12 2007 to 08 18 2007 the code will be brought into that payroll even though the pay period does not cover that date 11 1f you run payroll on a weekly or bi weekly basis please be aware that
15. Alt Insert to add the deduction 10 Choose the correct code Example If there are 2 checking accounts and the codes are DO1 Checking 1 and D02 Checking 2 each checking account needs to have its own Deduction cade 11 1f the Direct Deposit is for the sleulation method should be NONE Goto EE direct deposit and pull in the account number Choose yes for Deduct Whole Check Click the Green IM or F10 to save 12 1f the Direct Deposit is for the net check less a specific amount of take home pay the calculation method should be NONE Goto EE Direct Deposit and pull in the account number o Choose no for Deduct Whole Check 0 Enter the amount that the employee wants as a live check in the Take Home Pay Field Click the Green Bl or F10 wo save 13 Ifthe Direct Deposit is for a fixed amount calculation method should be fixed Put in the amount that should be deducted in the amount field Go to EE direct Deposit and pull in the account number Choose no for Deduct Whole Check Click the Green BE or F10 t0 save Stopping a Direct Deposit 1 Go to Employee Scheduled E Ds The Browse Scheduled E Ds tab ists all of the scheduled Earning and Deductions that are setup on the employee 2 Highlight the Direct Deposit that needs to be stopped on the Browse Scheduled E Ds tab 3 Go to the Details 1 tab ai a eS a ars E tec Sunt ter Poe maesan 4 Put the date that it should b
16. Any questions concerning local taxes should be immediately directed to the PayData Tax Department for assistance PAY DATA Adding an Additional Rate of Pay to an Employee ana To add an additional rate of pay to an employee you must start out under Employee rate info 1 While on the Browse tab select the employee 2 Either double click on their name or go to the Details tab at the top 2 Onee you are on the Details ub click on the green plus key Mo add another 4 The system will default the Primary Rate to NO and the Rate Number to the next available number for this employee 5 Enter the rate for this employee in the Rate Amount field 6 Once you have entered all the necessary data click the Green Check mark Bi to save and the Yellow Sun to Commit E These are located in the top right hand corner of your sereen 19 PAYDATA Adding an Override Department to an Additional Rate of Pay To add an additional rate of pay to an employee you must start out under Employee Pay rate info 1 Please be aware that any department assigned to a specific rate on this screen can not be overridden in payroll check lines 2 While on the Browse tab select the employee lene we sere ee 3 Either double click on the employee s name or go to the Details tab at the top 4 You will see a grid in the middle of your sereen Highlight the rate to which you want to add an
17. Entry tab in Employee Example From 13 months through 24 months the employee should receive 2 5 hours per pay period of Vacation time If a new hire should he getting rate of 2 5 hours per pay period load in a hire date of 12 months prior to the Original Hire date Manual Adjusting a Time Off Accrual Type ay a SESE mentee le era 1 To adjust a time off accrual type highlight the type in the grid and go to the field that needs to be adjusted in the bottom of the sereen 2 Highlight the entire field and type in what the new amount should be This will bring up a Reason box at the bottom of the screen Tab down to the reason and type in why you are adjusting that field 8 Click the green Bor F10 to save andl the yellow sun Blo commit the changes Using the Show TOA Time off Acerual History Button a m Fe a aee TEn B ea ea l jemi de r lee E seal AE S Besma een S saraaa ow This is an information Tab only used to show the history of each type of Time OFF Accrual 1 Click on the Show TOA History button and this will add the History tab 2 Use this field to tell if the change was a change made with payroll or a manual adjustment This will also list who made the change according to the Evolution Log Init was made under 58 Employee Shifts Employee Shifts Details Tab 1 In Employee go to Shifts Click on the ET key Pall in th
18. Payrolls vs UnScheduled Payrolls When creating a payroll it is important to understand the difference between a scheduled payroll and an unscheduled payroll A scheduled payroll is a payroll that has been set up in your company calendar according to your normal payroll cycle If you pay your employees on a weekly basis you will process 52 scheduled payrolls in a year A bi weekly pay eyele will result in 26 scheduled payrolls per year a semi monthly cycle pays 24 times ete Any payroll that you run that is not considered one of your scheduled payrolls such as a special bonus payroll or a correction run to fix a check is an unscheduled payroll Prior to creating the payroll you need to look to see how the S on your employees scheduled 3 Ds are set up 1 To look this up go to Employee Scheduled E Ds 2 On the Browse Scheduled E Ds tab highlight a cade that you want to look at 3 Click on the Details Tab 4 In the field called Frequency look to see iit says Every Pay or Every Scheduled Pay Every Pay means that every time you create a payroll regardless of whether it is scheduled or not this code will get brought into the employees check lines Every Scheduled Pay means that this code will only get brought into payrolls that are marked as scheduled When creating your payroll see procedures on creating payroll the system will automatically bring up your next scheduled check date according to your
19. an Employee ID number This number is unique to that employee The system may be defaulted to give you the nest available number If you are using any type of payroll imports for example Time Clock Imports this number must match the ID of the employee in your other system 5 Name Address Phone DOB Complete the necessary fields to enter the employee again focusing on filling in the required Red fields 6 Gender You must select Male or Female gender for your employee as this is now required on all Quarterly Unemployment Returns 7 DBDT Even though the Division Branch Department and Team or DBD ds are not red your company may have specifically been set up to use these fields o select the correct DBDT click on the DBDT Picker or F4 and it will bring up What has been set up for your company EB Select the correct DBDT for this employee then click select and you will see that DBDT now loaded on the employee 1f you need a new DBDT added to the list you must contact your Client Service Representative for assistance 8 Hire Date Enter in the correct Current Hire Date for the employee You should also enter in an Original Hire Date 9 Pay Frequency Your default pay frequency has been set up on your company and all employees will default to that frequency If you are using multiple pay frequencies select the correct frequency for that employee 10 Salary Amount If your employee is a salary p
20. are also receiving other income Current Payrolls This option will force the payment to be made to the employee regardless of whether or not they are receiving any additional compensation 10 Click the green check Ml or F10 to save and the yellow sun El to commit wissen Coe 11 1 the code is already set up go directly to the Details 1 tab and review the data on this screen for accuracy If changes are necessary click on the field that you want to change and enter in the new data 12 1F the code was used at one point and stopped you will see that the Effective End Date is filled in with a date To remove this date lick in the field so that the date is highlighted and click the Delete key on your key board This will remove the date 13 Go to the Details 2 tab to verify the data on this screen Again if the data needs to be removed click on the field and click the Delete key on your keyboard 14 Click the green check Ml or F10 to save and the yellow sun ll co commit theses changes Setting up a new recurring Deduction JE you ate setting up a pension child support direct deposit or insurance deduction using the Benefit Tables please refer to the sections that deal with those codes specifically To set up a new recurring deduction start in Employee Scheduled E Ds 1 From either the Browse Tab or by using the employee drop down boxes at the top select the employee you are working with 2 Click on the Brows
21. bottom of the 1f the taxes in Evolution do not agree with the taxes on the statement verify the kind of sick pay that you are posting Some sick pay is Taxable and some is Non Taxable Always make sure the net check in Evolution agrees with the statement from the insurance company Should you have any questions please contact your Client Service Representative for assistance If you find that you incorrectly posted amounts to 3 Party Sick Pay and you need to correct them you will need to post a negative 3rd Party Sick Pay check To do this you will want to follow the steps above except enter negative numbers instead of positive numbers PAYDATA EsringiendDatiis 1 After you have verified your batch totals under the eriin House Janoun fout i Say 2 o2 eal 7 Jems avenne a Glick on the Pani purton on the bottom left hand corner of the 4 On the payroll tab you will see a E PePren h mutton in the bottom right hand WE Panos 6 The system will ask if you want to pre process this payroll If you would like to pre process Click ok Click on the button 7 Your task will have been added to the queue Click OK 8 When your Task queue says that the preprocessing has finished You may run reports on this waiting payroll 9 verify your totals for taxes 4OIK jy Task Queue 2 New Finished 6 Total G Fished Calculations and more 9 When you are satisfied with your total
22. calendar If that date is wrong for any reason and you change it the following message will appear By OSE aia cs ECE anae 6 You will need to be cautious if you decide to proceed with changing your check date Some examples of why you would change your check date are Your normally scheduled check date falls on a holiday or a weekend Due to ACH regulations you are required to process your payroll 2 business days prior to the check date You are doing a correction run supplemental run and when creating the run the system brings up your next normally scheduled check date It is crucial that you understand what each of the above selections will do Yes you are creating another payroll that is NOT one of your normal 52 26 ete but You want to make sure that this payroll is marked as Scheduled so that ALL of the E Ds set up on the employees as Every Scheduled Pay are automatically brought into employee check lines You want the Time Off Accrual to accrue as normal No you are creating another payroll that is NOT one of your normal 52 26 ete but You want to make sure that this payroll is marked as Unscheduled so that NONE of the E Ds set up on the employees as Every Scheduled Pay are automatically brought into employee check lines You do not want the Time Off Accrual to accrue as normal Replace you are creating a payroll that IS one of your normal 52 26
23. date 33 Go to the Details 2 tab to verify the data on this screen Again if the data needs to be removed click on the field and click the Delete key on your keyboard 34 Click the green check EMM or F10 to save and the yellow sun BA to commit theses changes If you are setting up both Employee and Employer contributions follow steps 6 through 14 as shown above making sure to select the employer code when going through the steps a second time In some cases the employee and employer codes need to be linked together so the total of both codes equals one number a 35 On the Derails 1 tab at the bottom of the first column put in a priority of 2 36 Under the Multiple Scheduled E D Group pullin the H S A group 37 Under Details 2 in the Annual Limit field enter in the annual combined limit of hoth the employee and employer contributions 38 Click the green check BE or F10 to save and the yellow sun commit theses changes 39 Repeat steps 19 22 on the employer code as well PAY Setting up a child support Child Support Case is located under the Employee Scheduled E Ds 1 Glick on the Child Support Tab 2 Click the LAME key Qocated to the right of the custom case and origination state fields Meme Mome Sched 0s Dai Detske 2 Dia Depts CARS Cone Frenne Piasty Number Count Dignan Sate a Eo pae pr StMasical ne Eble OY OM 5 Nectepecle rity Number Enter
24. deal with those codes specifically Setting up an H S A Scheduled E D with Direct Deposit Important Please make sure that the H S A code that you are using has DD or Direct Deposit in the description Ifit does not than the code is not setup to send the money electronically Call your Client Service Representative to confirm if you are not sure You must also make sure to have the FL S A Direct Deposit E D setup on the employee as a scheduled E D prior to pulling into check lines The system will look at the timestamp of the payroll to determine whether or not to send the money via Direct Deposit If you pull the E D into the payroll check lines first and then add as a scheduled E D second the system will see that the authorization to send via Deposit did not exist when the payroll was initially created If this happens the money will be deducted from the employee s check but will NOT be credited to the employee s H S A bank account To set up a new H S A recurring deduction with Direct Deposit start in Employee Scheduled E Ds 17 From either the Browse Tab or by using the employee drop down boxes at the top select the employee you need to work with 18 Click on the Browse Scheduled E Ds tab and verify that the code you are using is not already set up on that employee If the code is already set up go directly to step 15 Do not set up the same code twice as this will result in an error and
25. ete but You are changing the check date due to a holiday and want to make sure that all of the E Ds set up on the employees as Every Scheduled Pay are automatically brought into employee check lines You want the Time Off Accrual to accrue as normal If you are unsure which option you should choose or you chose the wrong option please contact your Client Service Representative immediately for assistance PAY DATA Prior to creating the payroll it is important to understand the different parts of payroll and what information resides in each section Payroll This section is where you verify items that affect the entire payroll Check date type of payroll Regular Correction Run Supplemental Bonus Run ete blocking of Time OFF Acenul ete Creating Payroll Batch In this section you are able to verify pay period dates as well as bring in check templates for specially taxed checks bring in only certain groups of employees or quick add hours and or dollars to your employees paychecks Check Through the Checks sereen you are able to add hours and or dollars to paychecks override paycheck data like departments rates of pay job codes ete You are also able to change deductions and or taxation on a check by check basis To create your payroll go to Payroll and make sure you are on the Payroll Tab at the top 1 To create the payroll click on the Create Payroll button to the right of the red fields
26. from field to field within a sereen and the Enter and or arrow keys will move you from field to field within a grid gt Evolution offers the following shortcut keys To save your data click the green check mark AM or click F10 x or click To cancel your data click the red X 4 To commit your data click the yellow sun Lae or click Cerl s 4 To abort your data click the red abort X or click Shift Ak Bisp To add a new Data Record click the green plus Mill or Alt Ins 4 To delete the current Data Record click the red minus EE Jor Alt Del amp To view field audit history sight click on EBM or click Cret H Ceslt Ale H 4 To view record audit history right click on ll or click e To refresh your data click the refresh button LE J or click F5 To move to a different section of Evolution click on the buttons to the left to ger the appropriate selection menu then dick on the option you want Or you can click Alt and the underlined etter to get the selection menu then just the underlined letter to get to the option you want For example if you want to get to Employee Employee click Alc E to get to MEERE then E to ger to aoe 109 Haw to determine if am employee should be included in the calculation for Full Time Equivalent FTE Bac Dian ne ted deiin eRe amd FAQ
27. match is 100 of 3 put a 3 in the space of the employee code This must be done or you will get an error when ereating the payroll 10 1F the employee will also be contributing to a Catch Up code you must go to the Multiple Scheduled E D Group field in the bottom left portion of the sereen and pull in the Pension Max Multiple E D Group If you do not see any Pension Group with these names please call your Client Service Representative so that one may be setup for you Make sure that the Priority is set at 2 11 Go to the Details 2 screen and pullin the Employee Pension Group in the Max E D Group field and enter the of the employee s deferral in the Maximum Pet Period fields 12 For fixed amount contributions the Maximum Pay Period Amount needs to be populated The maximum pay period amount is equal to the employee s deferral amount For fixed contributions the Maximum E D Group and Maximum Pay Period will be blank a mz 13 Save your changes F10 14 1 the employee is also contributing to the Catch Up go to Employee Scheduled E Ds Make sure you are on the correct employee 15 Click on the browse Scheduled E Ds tab 16 Click the green plus or use your ALT amp INSERT keys to add a new deduction code 17 Seleet the Catch Up code that is scheduled to start when the pension code reaches the designated amount Be careful of the date that you enter for an Effective Start Date Once th
28. menu F vesn Rese 714 ER enker Compensate Ceri Fp S458 tia Eres Reper 15431 lee vc S re Were Fae Cver 0 isg wartete Camp Fie 21728 unter Dsmtuton Temes 585 haw Hire Hisi Repor 5307 ew Hre Reser 52221 lor Ho wa 8250 Foul Reser ret 5 Fasol Regnis S105 Perna teas 28 Select what check dates of information you would like to run this report for 6 Click on the Mise Tab The Grouping and Sorting options that you select will determine how the data is displayed Pe Wie reer ADT Fat i Boek ee sachon I Mask serave oman Boster rer El stew tonnaetenebyen F7 Us Dediiom s Taes Goete m Ral on Gans paa l oe Ascii Langh at TF o ee elmo Cann Caton 3 Cams Cam Cau Cann 7 Cote Chan Calam 70 tame fd on Company Branch Division or Department Group Level allows you to specify whether you want to display your data based 8 Group Type determines whether you see detailed information summary information or both detailed and summary information for the group levels 9 Group Sort determines in which order you would like the Group information to be displayed Valid options are Group Code or Group Name 10 Under the column type you will need to select what type of information you would like to see in the column Crm Tce Eorna Rosin Ewha tow metre Etim Taes sited 11 Once you select the column type you will notice that below yo
29. override department pae Taner O i as f El E e Meos uino ae het I si Ee p va 5 Underneath the grid next to the field Team you will see the DBDT Picker Click on this button or hit the F4 key and it will bring up your Department Listing Highlight the one you want and click Select to pull this onto the rate che jou ue mee EE A E fave and he Yellow Sun to Commie These are Tectia the wp gh hand corner of your sereen PAYDATA Terminating an Employee To terminate an employee go to Employee Employee 1 While on the Browse tab select the employee you want to terminate mapusaga er sve rr a Ere en Meeres aan Fama sna 9 Eee Either double click on their name or go to the EE Entry tab at the top Once you are on the EE Entry tab look in the second column and find the field Current Status Code This should currently be ACTIVE iene Dale igrale Dae Curent Tarindi Dae chire DK fame Re r LE In the drop down box select the new status for that employee 5 Above the Current Status Code field is the Current Termination Date Fill in the applicable leave date for this employee 6 Once you have entered all the necessary data click the Green Check mark Bd to save or F10 and the Yellow Sun to Commit hand corner of your sereen These are located in the top right Reactivating a Terminated Employee
30. the appropriate number to assign priority order if there is more than 1 child support order Use number 1 for only one child support order 4 Case Number Enter the case number assigned to the child support order IF there is not one indicated you can use the employees social security number which is located at the top of the sereen Agency If the company has agency checks you ean pull in the appropriate one This is an information only field You must pull the Agency in on the scheduled E D to force the check to be created 49 6 Arrears You can indicate if the order is in arrears Info only field 7 Once the setup is correc lc the green Bill or F10 o save and the yellow sun Under Employee Scheduled E Ds The Browse Scheduled E Ds tab lists all of the scheduled earning and deductions that are set up on the employee 1 Goto the Details 1 Tab ree ie eben Daa E Em oe i Spr Cass sca Wonk Bara chats fms a er Ho jeer Sanita io Bloc wat 2 ml E e a pawe cae Pek Gon estinti onna wih Pante peme Ee TF J E flock Week 5 Eno Diet Depot CY ho eek al ser Pop T Dadas rate ak fe a in pS tm eu Sousan lene e rears pam a po Loe Te a esis E Mar F tak te Deen op of evolution or Att Taser to ad the duction Choose the correet E D code LEChild Support is for a fixed amount a Calculation method should be fixed b Put in the amount that should be deducted in the amount field
31. their set up On the EE Entry tab click the DBDT se burton or F4 to get your list Choose the appropriate selection for this employee Once this has been added to the employee you can now save and commit your changes Qa ssl eee ee This is an error you may get when trying to delete a Scheduled E D from an employee 88 The system keeps track ofall historical data therefore data should not be deleted but rather an end date should be applied To fix this you will need to click the abort key CAE J atthe top right hand side of your screen Once you have aborted your changes find the Scheduled E D that you want to end on the Browse Scheduled E Ds tab and click on it to highlight Go to the Details 1 tab at the top At the bottom of the first column there is a field called Effective End Date Eater an end date for this code Please refer to Stopping a Recurring Earning or Deduction for more details on the Effective End Date When aborting changes the system reverts back to how the data was when you last committed yout changes If you have made 5 system changes since the last time you committed your changes by aborting you will loose all of those changes and they will need to be redone Qa Su Trasie san dae Same ED scheide wae thari orce can oop This is an error you may get when trying to set up a Scheduled E D and that employee already has the code set up Ifan employee
32. to post a Bonus of 500 00 on this check 3 Because the system will never calculate negative Federal and or State tax amounts you will need to go to the Manual Tax tab and enter this information 4 HE you aed to post negative state ax amounts cick on the LAAT sm 0 get a line to enter the state tax amount Enter the amounts for Federal and or State only as negative numbers Never override the OASDI or Medicare taxes as these are calculated fields 6 Once all the data has been entered click on fax fob thee located at the bottom of the Check Lines sereen This will calculate the taxes and figure a negative net check amount Confirm that the net amount is correct 1ryou feel the system is not calculating the check and or the taxes correctly please contact your Client Service Representative for assistance A 3 Party check is considered to be another type of a manual check If you need to make a correction to a 3 Party posting you will need to post this as a negative 3 Party check See Posting 3 Party Sick Pay Payments for instructions s Posting Group Term Life To verify that the GTL is being pulled into payroll you should prepeocess the payroll and sun a Payroll Register to verify prior to submitting your payroll If you are not having the system calculate the taxable benefit for you you can post the GTL amounts within a normal payroll Since GTL is taxable che system need
33. 2 Either double click on the employee name or go to the Details tab at the top 5 Once you ao the Detail a clk on he ren pus key BB on et a Daiba Oui Tavas Miiri ZO Tauiewios ern n a pee lT I 2E Sinetron taest Enab ee ein Tan oae Use Effective Dates ta Change Tax Statuses Cene Peet ee n ees Coma tek kh om ae 4 Find the red field called Local and click in the drop down bos Select the locality that you would like to add to this employee 5 You now have the option to override the default set ups on this employee IF applicable go through the fields and pull in the override tax amounts and taxation 17 If you are unsure what you should be pulling into these fields contact the Pay Data Tax Department for assistance 6 Local Enabled means that the local will be active on the employee Deduct means you want the local deduction to happen every time never or have no overrides taken 8 Include pretax deductions in tax wages means if you want to include the pretax deductions in your calculations You should always go with the system defaults 9 Onin you av ett i i aoe dll th Geen Chea ny fave and he Yellow Sun to Commie These are Toate the tp sgh hand e hats You need to be extremely cautious concerning overriding of taxes Some local taxes are based on a percentage of earnings and if overridden will require corrections to be done to fix incorrect tax withholdings
34. 2 Once the data has been verified for accuracy you ate able to go back to Payroll by clicking the Payroll button at the bottom left iH FavaH 13 You now have the options of Pre Processing the payroll see the instructions on pre processing for details or submitting the payroll 14 To submit the payroll lick either the submit pa ol buon EEE oe rhe SB Review button 88 Review Submit Payroll sends the payroll to PayData so we can process the pay checks By choosing Submit we will not do any verification of the payroll data that comes in SB Review sends the payroll to PayData so we can process the pay checks but puts the payroll on hold 1f choosing this option you must contact your Client Service Representative so they are aware of why you put the payroll on hold 68 Adjusting Check Lines Adding Check Lines Check Lines is the term that is used to deseribe the individual Earnings and or Deductions that make up a paycheck 1 On the batch screen go to the check lines by using the Ghee huton in the bottom right hand comer of the sereen or double clicking on an employee s 2 Making sure you are on the Check Lines tab click somewhere inside the grid Using the arrow keys on your keyboard arrow down until you get to a blank line Gre Lre awa Tor Boil Tar Orere Femme Eromeioel ate Ep deren Pupe Rae Fe Annan eon San 0 maT is eek am
35. Entry tab look toward the bottom of the second column You will find a field called Default WC 4 Brom the pulldown menu select the appropsiate Woskers Comp code for tht employee Once you have entered all the necessary data click the Green Check mark Bl or 10 to save and the Yellow Sun to Commit Bl These ae located in the top sight Nand corns of your seten Ifan employee has a Workers Comp code that you do not see in the drop down box please call your Client Service Representative for further assistance Adding Workers Comp to Multiple Rates Before utilizing this option please remember that Workers Comp codes that are assigned to specific rates will always override the workers comp code setup on the employee And these workers comp codes can not be overridden on the payroll check lines To add Workers Comp to multiple rates go to Employee Pay Rate Info 1 While on the Browse tab choose the employee you want to add the Workers Comp code to 2 Click on the Detail Tab at the top of the screen k Eo pees e a Sapanani ene tioas tr Fis Dt has avira na EO m e ee f pa aT ee ein Eoen ian ssi Fee aie Puane a f aa jin ate f El ee fer we sae f e 3 On the rate grid in the center of the sereen you will see the different rates of pay for that employee 4 Choose the rate amount you want to attach the Workers Comp code to 5
36. Name inode Manin Taras I Ince Tatie Wener Tosa Be secreComemy Sap 5 asc Pee fon Pace Ten E Brask Emphyse banuso Foose 9 Select Employee from the Employee Filter Tab Select as many employees as needed If you do not select any employees the report will run for all employees Prpas se Ene Fle DBT te fn arene leaner abbhF 10 1f you would like to run this report for a specific Division Branch Department or Team click on the DBDT Filter tab Select your DBDT Level from the drop down menu and then make your selection Parte Mic Enptyes iter DBDT Flr DoD Leest fawn EJ or Any changes made when running a report will not change report default setup 11 Select the Preview or Print option on the upper right hand side of the sereen Ifyou select Print Figg gt the report will print to your default printer IF you select Preview the reports will not physically ES print but will be saved on your task queue 12 Running the report through the queue should also be checked This means that the report will be run on PayData s resources so that you may continue working while the report is running 13 Click Run Report Fra ax 14 Your task has been added to the queue sores R 15 Your report will be finished when your Task Queue becomes bold and the number of items identified as New Finished changes Ven _ Task Queue 2 new Finished6 Total 6 F
37. Toward the bottom of the sereen you will see a field called W C Code 6 Inthe pull down menu choose the appropriate Workers Comp Code 7 Click the Green Check mark B or F10 to save and the Yellow Sun to Commit il These relented in the top right hand comer of your 8 To attach another Workers Comp code to a different rate of pay for this employee repeat steps 3 through 7 Ifan employee has a Workers Comp code that you don t see in the drop down box please call your Client Service Representative to set it up for you Scheduled E Ds Setting up a new Recurring Earning To set up a new recurring earning start in Employee Scheduled E Ds 1 From either the Browse Tab or by using the employee drop down boses at the top select the employee you are working with 2 Click on the Browse Scheduled E Ds tab and verify that the code you are using is not already set up on that employee If the code is already set up go directly to step 11 Do not set up the same code twice as this will result in an error and possible loss of newly added data that has not yet been committed 3 Click the key or Alt Insert to add the new B D Code Brane Bane Seheaistooe wat Dai 2 Die Dent Driu Suraat Camel Em Code Fes Sone pane Freasnes Farw orth Which Paate ow Wd rime ae fal let Stat Date Ese Ose per tnt Don edt Wha Chak Tavera pem Blok Week Cie No lock Week 2 Bl
38. aid employee enter in the per pay period salary amount here If they are not salary leave this blank 11 Average Hours This will take a salary amount and divide it out to come up with an hourly rate Normally you would always leave this at the default of 0 00 to prevent data entry errors in payroll 12 Rate Number This is always a 1 Please refer to the Additional Pay Rate section for information on how to set up multiple rates 13 Standard Hours Any hours put in this field will automatically pull into the payroll This is used for employees in which you want to consistently pay them the same number of hours each payroll 1f you are using a Time Clock Import be very careful that you are not putting Standard Hours on an employee that will also have hours in the time clock 14 Rate Amount Enter in the employee s hourly rate If they are a salaried employee this should always be 0 00 15 Pay Grade This is an HR Module field to be used only if you have the Evolution HR Module 16 Default WC If you are using Workers Comp please select the correct code for this employee 17 Default Job If you are using Job Costing please select the correct code for this employee 18 Federal Marital Status Select the appropriate Status as per the employee s W4 19 Federal Dependents Enter the correct number of dependents per the employee s W4 Ifthe employee has marked Exempt in line 7 you need to enter 99 a
39. ails Tab and change the New Hire Report Sent field to Pending 9 Once you have entered all the necessary data click the Green Check mark BH or 10 save and the Yellow Sun to Commit These are loated in the top right hand eoar of our kien 10 You will now be asked by the system if this employee is a rehire Click Yes and y will be prompted to review specific employee data that was previously setup for this employee Oni Oro Fistovoe dota to rovia for anploye 12387 Fath Om EEIN Tea Compa E 2 Fecnedaled E7 i bu een Brane 4When reactivating a terminated employee all of their previous settings will also be reactivated This includes any Scheduled Earnings or Deductions Direct Deposits Time Off Accrual etc Make sure you completely review the entire employee set up to make sure that the system is current To add Workers Comp to an employee go to Employee Employee Adding Workers Comp to an Employee 1 From the Browse tab select the employee 2 Click on the EE Entry tab bo Tate PF oer dy l ae nam Soy emnzzsree eps Ten Conga 2 EEA in inte tt ffs a S A eon E tel fot ato wa ee ores eet ie ba gttr Dae isal veo ad ange ee me T ea ey Aes FTA abet rats rs ve rennet tana z c e ea i iyon amnion a fe fe fa ratte sett Oa Nate towen Fess 3 Pi C Si a 3 Cie e aaa eee 3 Once you are in the EE
40. alculations on Any scheduled earnings and or deductions will be brought in at this time as well as Federal and State withholding information a ae ery cae f aie eee tet fami fae eee pages Pee ro Pec ess ja Geommnare amr u 3 To enter an amount for a particular earning and or deduction use the arrow down button on your keyboard to create a new line 4 Select a code in the E D Code box and enter to get to the other columns Enter in the data for this check by either putting in a dollar amount in the Amount Column or by entering hours in the Hours Column The system will default the hours to be paid at the primary rate of pay unless you enter an override rate in the Rate Column 6 To delete a scheduled earning and or deduction highlight the line that needs to be deleted and click Ctrl Delete 7 fusing the Tax calculator to calculate a net to gross check check the bos in the bottom of the middle column next to the Net To Gross option and enter the net amount in the field below T Net Tosrses cs 8 Ifyou are using the tax ealeulator to caleulate override taxes changes in pay frequencies differences in Marital Status and or dependents ete you will ned to go through all of the available fields on the Tax Tab and make any necessary changes Remember any changes you put in the Tax Calculator will not carry over into the Employee screens 9 To calculate t
41. already has a code in their Browse Scheduled E Ds sereen you are not able to add that same code a second time Instead you need to update the code that is already out there To fix this you will need to click the abort key M at the top right hand side of your sereen Once you have aborted your changes find the Scheduled E D that you need to reinstate on the Browse Scheduled E Ds tab and click on it to highlight Go to the Details 1 tab at the top At the bottom of the first column there is a field called Effective End Date Most likely there is a date entered in this field To reinstate this code click on the date in the Effective End Date field and click the Delete key on your keyboard The date will now be removed Review the rest of the data on the Details 1 and Details 2 tabs and make any necessary changes You are now able to save and commit your changes When aborting changes the system reverts back to how the data was when you last committed yout changes If you have made 5 system changes since the last time you committed your changes by aborting you will loose all of those changes and they will need to be redone 89 Reports PAYDATA How to Run a Report Click on the 2 886 button on the left hand side of the sereen Click on BS Click on d tememen if you are unable to see your listing of reports Chek Line Ses Repo ETER cret Frente 216 Coe a 53 Select the report that yo
42. ance st ies awe Sche dedE De dae Donali 2 D met Dereat CHAGene Cores AS Saree meee oe nuso A Cotsen aent a j ae aa paee AZ Binme E Mumha which Payot Senne feet il Phew 3 pr zi Block Work 5 Alape Pay PD auc jure lice Hiss Haves tive Stat Date Eine eae fama a Do NOT setup the same ED Code more than once on an employees or errors could occur If you need more Child Support E Ds set up please contact your Client Service Representative PAYDATA There are two ways to post the taxable amount of Group Term Life in the Evolution system Setting up Group Term Life L Have the system calculate and tax the employee on a scheduled basis such as with payroll monthly or quarterly 2 Do not have the system calculate the taxable amount to the employee and instead just post it at the end of the year as a one time entry within a live payroll have the system calculate the taxable amount for Group Term Life you will need to start in Employee Employee 1 Once on the Browse Tab select the employee with the GTL benefit 2 Goto the El towards the Entry Tab and enter the employee s Date of Birth which is located ottom of the first column ian OAT 3 Goto the Details Tab and enter either the Group Term Policy Amount of the GTL Hours and GTL Rate paramen lL GIL STU GIL 1F you choose Group Term Policy Amount you will nee
43. d to enter the total amount of the policy The system will then determine the taxable amount amount over 50 000 to calculate the taxable benefit 1F you choose the GTL Hours and GTL Rate the system will then look at the employee s salary or rate to calculate the policy amount In the GTL Hours field load the number of hours that the employee will work in one year In the GTL Rate field load the rate from the IRS published information deduction chart For example if you have an hourly person making 15 00 per hour the system looks at the GTL hours and multiplies this by their rate of pay Ie then takes that number and multiplies it by the GTL Rate This is now what the system uses for the Group Term Policy Amount s The system then will go through the steps of determining the taxable amount amount over 50 000 to calculate the taxable benefit Regardless of how the system gets to the taxable amount it is necessary to tell the system how often you want to tax the employee for this benefit 4 Goto Employee Scheduled E Ds 5 Make sure you are still on the correct employee then go to the Browse Scheduled E Ds tab 6 Click the HE iyo Aletnset to ald the new E D Code T Under B D Code select the code for GTL This will always start with an E 1f you do not see a code for GTL please contact your Client Service Representative for assistance 8 Under Calculation Method make sure it says Fixed 9 Make sur
44. difference is in the tax calculations you are able to override the Federal State and or Local amounts only Since OASDI and Medicare or FICA is a fixed calculation based on taxable wages and YTD taxable wages you should never override those taxes on a manual check Ifyou feel the system is not calculating these taxes correctly please contact your Client Service Representative for assistance Deleting a Manual Check 1 Ifyou havea manual check in an unprocessed payroll and decide that you do not need to post it you can remove it from the payroll On the batch screen go to the 80 check lines by using the button in the bottom right hand comer of the screen or double clicking an an employee s name on the Quick Entry Sereen 2 Clckon the red mins siga MEB at tne top ofthe sereen 3 A box will appear that will ak if you CP pe yaunseyas ueni ta arete ira ctet Mipan T that is the correct check to be deleted raja Posting a Negative Manual Check If you have previously posted a manual check and need to back those earnings out an employee s year to dates you will need to post a negative manual check as the system does not allow for voiding of manual checks 1 Create a manual check by following the instructions above Enter in the information on the check lines so that itis the opposite of the original manual check that was previously posted Le If you posted a check with a Bonus of 500 00 you will need
45. does not have a specific W4 form use the status from the Federal W4 24 State Dependents Enter the correct number of dependents per the employee s State W4 If the applicable state does not have a specific W4 use the number of dependents per the Federal W4 form If the employee has marked Exempt in line 7 you need to enter 99 as the number of dependents A W4 that indicates an exempt status generally means to not deduct state withholding tax it doesn t necessarily mean that the employee is exempt from state taxable wages 25 Reciprocal Method Please refer to the section on setting up Reciprocal States 26 Reciprocal State Please refer to the section on setting up Reciprocal States 27 Locals If the employee is subject to a Local Tax Withholding click on the Locals button to get the list of available locals Please refer to the section on setting up a local for additional information Entering Notes on an Employee PAYDATA A Payroll Note is viewable from the Payroll Check sereens as well as the Employee Employee screen A General Note is only viewable from the Employee ployee sereen The Payroll Note field should be used for reminders of something that needs to happen in payroll entry take a one time deduction pay out a retro pay etc The General Note field is typically used to log data that the employer might want to view in the future Notes about an employee s termination dates of pay
46. e Scheduled E Ds tab and verify that the code you are using is not already set up on that employee IF the code is already set up go directly to step 13 Do not set up the same code twice as this will result in an error and possible loss of newly added data that has not yet been committed 3 Click the EB key or AtAnsert to athe new B D Code 4 Under E D Code selec the deduction you would like to setup 5 Under calculation method select the appropriate method for this code 6 Under either Amount or depending on the calculation method chosen enter the amount or that you would like to deduct from the employee The Frequency should default for you but always make sure you verify that it is correct If you are using Quarterly Semi Annual Annual or User Entered you will need to fill in the Month and Which Payrolls field so the system is able to deduct these earnings in the appropriate payrolls The two most common frequencies are Every Pay and Every Scheduled Pay Tris important that you understand how the difference between these two options will affect how you create your payrolls Every Pay This code will pull into every payroll that you create regardless of whether it is your normally scheduled payroll or a special payroll run Every Scheduled Pay This code will only pull into your normally scheduled payrolls For example if you run payroll bi weekly it will only pull into the standard
47. e Threshold has been met Evolution will look at the Scheduled E D setup including the Effective Start Date to determine when to start the Catch Up Pleae note that the Employee date of birth needs to be populated 18 Enter in the Amount or that the employee is contributing making sure the Calculation method is ether Fixed if they are contributing a fixed amount or Ya of ED Group Ame if they are contributing a percentage 19 16 the employee is contributing a fixed amount and the company is matching that contribution you also need to enter the employer s matching percent in the 4 field IF the match is 100 of 3 put a 3 in the space of the employee code This must be done or you will get an error when creating the payroll Ifthe employee is contributing a fixed dollar amount and the employer does not match the Catch Up contributions you must enter a 0 in the field on the EE Catch Up Code 20 In the Multiple Scheduled E D Group field at the bottom left portion of the screen pull in the Pension Max Multiple E D Group Make sure that the priority is setat 3 fetes CON E 21 1F the contribution is based on an E D Group on the Details 2 sereen the Employee Pension Group should be pulled in under the Maximum E D Group and the employee pension contribution should be pulled in under the Maximum Pay Period fields 22 For fixed amount contributions the Maximum Pay Per
48. e shift The amount will filter in but can be overridden if needed 2 Ifthe Shift needs to be paid out automatically In Employee Shifts under Auto Shifis pull in the appropriate shift 4 In Payroll check lines when keying in hours that need to paid out in a shift you will need to pull in the shift on each individual earning T Auto shifts have been set up this will happen automatically Auto Labor Distribution From the Employee Employee sereen 1 On the Details Tab Labor Distribution Options should be Distribute Both 2 You ean pull in the Auto Labor Distribution Group under Auto Labor Distribution E D Group now or pull it in from the Auto Labor Distribution screen If you do not have an Auto Labor Distribution E D Group please contact your Client Service Representative 3 Click the green B or F10 to save and the yellow sun Eto commit the changes From the Employee Auto Labor Distribution Sereen 4 Click dhe M key to pull in the Auto Labor Distribution E D Group if you did not add it on the employee Details Tab Click the picker to the sight of Division Code Select the appropriate Division Branch Department 6 Go to the bottom right hand corner and put in the that the employee works in that department 7 Click the green E or F10 to save and the yellow sun E to commit the changes 8 Continue with the above steps until the employee s labor is 100 distributed PAY DATA Scheduled
49. e stopped in the Effective End Date in the bottom left hand corner of the sereen To Change a Direct Deposit Use this process if you have an employee that is stopping an existing bank adding a new bank account Pomel neat Dusk ash Dest Owes i e eo ete steri 1 Go to Employee Scheduled E Ds and Click an the Direct Deposit tab Click the Grenli key or ak insert ro add a new Direct Deposit ABA Number Load the ABA Number Bank Account Number Load the banik account number 3 4 Account Type Choose checking or savings 5 Prenote Choose yes Pay Data highly encourages that remote users allow the pre noting to occur The ONLY times when you should say Pre note NO is if you are setting up a Direct Deposit account that will be used with an HSA In this case if you say Yes the deduction will be taken in payroll but the money will not be sent to the HSA account while it is pre noting 6 Click Green Ml or F10 to save STEP 2 te edad i inte ep pn sammmen maweni z E me peres a Sah wich fire Bal tosa tere 3 E at Ee 7 On the Browse Scheduled E Ds tab Choose the Direet Deposit code that you need to change 8 On the Details 1 tab Choose the new bank account number from the EE Direct Deposit list 9 Click the green El or F10 to save s If you are setting up a pension child support direct deposit or insurance deduction using the Benefit Tables please refer to the sections that
50. e the amount and are left blank Since we want the system to calculate the taxable amount we do not want to override the amount here 10 Choose the correct Frequency Ifyou want to tas the employee on their GTL benefit every payroll select either Every Pay or Every Scheduled Pay Ifyou would prefer to tax this monthly quarterly or annual select the appropriate frequency IF You choose the option for quarterly or annual enter the specific Month and Payroll that you want to have the calculation included within fuss Ts E Example A frequency of quarterly with month 3and which payrolls set to Jast wil result in the calculation occurring with the last payroll of the month in the third month of cach quarter A fequency of annual with month of 12 and which payrolls set to closest to 15 will result in the calculation occurring in December with the payroll check date closest to the 15 of the month 11 1 the set up is correct click the green check MB or F10 to save and the yellow sun gt to commit these changes For instructions on how to post GTL please see the payroll entry section Time Of Accrual Employee Time off Accrual Details Screen _ EEE jee reve MM EEI a T E eo or m Fal en l Adding a New Time Off Accrual Type Click on the LE key or Alt Insert to add a new ime off acerual type Type Use the drop down box to see the selection of t
51. ed for the delimited file Outs f gt nels Lat Mitar Leavo iri Sohbet Coane 50 You can determine which employees to run this ear report for by selecting the particular Current pended Status Code On the mise tab under Current emirates Status code click the check box next to each ae code that this report should be looking at TeriatenDue Lave status code that this report should be looking Tararaian Dueta Feed Teron Duo s Tamir Wala Aesir BEEEESEREEERE 51 Once you have completed a column click the apply changes button to save all of your settings 52 Once you have completed all of your columns and applied all of the changes you can click the OK button on the columns tab 53 To save all of your settings click the green check at the top of the sereen 54 To specify where you would like your ASCII file to be saved you may enter an ASCII output file name and location Dupstascfa nane EideourevshndSeinotGslenOomiepErebecroTe F Adia oseiro e 55 Once saved Click on the Browse tab and Click Run reports 108 PAYDATA gt Lf you want to copy the data from an Evolution grid to excel you just need to click inside the grid then hit Cirl E You will then get a Save As box asking you where you want to save the file Tt will default this file to be a sk file which when you double click will open in excel gt That the Tab key will move you
52. enter the maximum number of positions allowed to print in that column in the Column Size text bos For a paper report this number will not be exact due to the varying widths of printed characters For the fixed length ASCII result this number will be exact a 39 You may want to join two columns together This would be considered a calculated column An example of this would be LastName FirstName To create a calculated column add a new column to your report 40 Select calculated under column type 41 Enter into the expression field the calucations that you want the system to perform When defining expressions for calculated columns columns must be referenced by their Column ID This will always be in the format of COLs where COL is the prefix of every column ID and x is the number of the column The expressions are not ease sensitive and spaces between parts of an expression do not matter EX To join columns 2 and 5 together the expression would be COL2 COLS of Col2 cOL5 or col2 Col5 Erpressin marg NOTE The operator between the two column IDs is a double pipe or two pipe characters This is located on the backslash key on your keyboard 42 1fa comma should appear between these two columns the expression would be as follows COL2 COLS Because of this other valid expressions which mean the same thing as COL2 COLS would be col2 eOL5 or Col2 Cols 43 16 there is a column to be
53. give you the flexibility of creating a custom report on the fly with the functionality of exporting the data to a file Ad Hoe Reports can be customized to show as many columns of information as the user wishes to show as long as they will fit across the report G fain 23 Click on Reports Aai Hac Roots 24 5 set Ad Hoe Reports from the menu 25 To stata new repo Click on the MER tthe sop of he sxe 26 Click on the details tab Biome Desi Descition rano tama SS mw ooo Te Corea ETET eps lattice tras 651134 Berkel goledken Poet SL Da NOTAE Disten Sebeb a Cute Dohn Ranat Conoy This epu can be ouameed 1o show aor aute as he vet wishes to sho ar ra athe ft C T T Dues 103 27 Under Report select the type of report you would like to write ma ten iaoe Coren BITE Fees ma fad hoe Ennioyes E1130 cl arfaa hoe Papal SA i 28 In the description field rename the report to give a better understanding of what is in this report Dame Dasi Description rano tana SS 29 Click the green check at the top of the sereen to save your report 30 Click the button List of Clann M Depending on which repore _ 2festrnit stati iwi you select some columns will PTU _ Gisem rely Cate Tae be defaulted for you under eo kana fase the List of columns You ean eet em case Fae modify delete or add to this listing
54. he amount of the check use the Calculate button in the bottom right hand k FS PF taeste Fal 10 The breakdown of the check will appear in the bottom left hand corner or you ean click on the Check Preview Tab at the top left portion of the sereen 11 To print this data go to the Check Preview Tab and right click in the white area and select print or click FT 12 To copy this data into a payroll select the Copy to Payroll button or F8 Any check that you add to payroll will automatically be entered as a manual check icon tenant 13 You will now be on the Payrolls Tab and any waiting payrolls will be in the grid on the left By clicking on one of those dates the period dates for that payroll will show up on the right Tie ohh Demy Peo oes oon spon Gist eaaa al Fiamermnertant Zatanna ner mseataeh 1f you need to add this manual check to a payroll and batch that have already been created use the option Attach to Selected Batch If you have created the payroll but not the batch or you have not yet started the Payroll you do have the ability to create the Payroll and or Batch at this point If you choose to do this there are then adjustments that will need to be made in payroll prior to submitting Please contact your Client Service Representative for farther 16 PAYDATA How to Void a Check maram 15 On the batch sereen go to the check lines by using the E
55. he sereen or double clicking on an employee s name on the Quick Entry Sereen 4s Es ic pin in MIM ce A ines ck 3 Select the check type of Manual then click Tear Panse oasa the correct employee number in the list or change Name and select the employee by last name Once the correct employee is ie ode to he selected click v 5 Enter a check number for the manual check ie then click ean anirehesenunaer _ don 6 You will now be back on the Check Lines tab in your manual check A manual check is different from a regular check in that it does very little of its own calculations For example the system will not bring in any of the Scheduled E Ds nor will it take any hours that you enter and multiply them by the rate of pay Due to this fact you will need to enter all of the data that needs to be on this manual check Enter all of the earnings and or deductions that occurred on this manual check E Prenk Deck 8 Once all the data has been entered click on located at the bottom of the Check Lines sereen This will calculate the taxes and figure a net check amount 9 Verify that the manual check posting agrees with the check that was paid to the employee If the check does not match review the earnings and deductions entered to see if there was a data entry error 10 IF the
56. his to read Text Files or All Files You should now see the saved ASCII file Highlight the file and click Open 9 This should bring up the Text Import Wizard in Excel As most of the ASCII files created out of Evolution will be a comma or semi colon delimited file click on the Delimited radial then click Next 10 Looking at the file displayed in the Data preview box you can see if the file is a comma or semicolon delimited fle A comma delimited file will have the various data fields separated by a while a semicolon delimited file will use a to distinguish the fields Click on the appropriate radial and select Next amema ME eae Eere 11 Excel will now apply column breaks for the various data elements The formatting Of the columns will default to General If you need to change the format type just lick on the appropriate column and change the format type ex if you have a date field in the file you may need to click on the Date option and tell the system to use the MDY month day year format w 12 Click on Finish and your ASCII file will now be ready to save as an Excel workbook 13 Click on the File and Save As option Change the pop up box to a Microsoft Office Excel Wi been converted to an Excel file je Save as type at the bottom of irkbook Your ASCII file has now 102 PAY DATA Ad Hoc Reports Ad Hoe Reports
57. ick on the Quick Entry tab at the top 2 You will always want to customize this screen to the codes that you are using in payroll To do this right click in the white grid and select B D 6 3 Ifyou need to add another column to the grid select the first Add You will hen get a listing of all of your available codes 4 Highlight the code you want to add and click on either Hrs or Amt 5 Continue with steps 2 4 until you have added all of the necessary codes for payroll 6 Ifyou need to delete a column from the screen in step 3 instead of choosing Add choose Delete You will then get a list of all of the codes that are currently on the 7 Highlight the code you want to delete and click the Hrs or Ame that you want to delete When deleting a column you are only deleting that column from showing on the screen Any hours and or amounts that are in the column will stay in the payroll 8 Once the sereen has been adjusted to show the codes you are working with start keying in the payroll data 9 Use the Enter or the arrows keys on your keyboard to move around within the grid 10 Make sure you are committing your changes often by clicking the yellow sun at the E top 11 When you are done entering all of your payroll information make sure you verify your totals either by reviewing the data at the bottom of each column or by going to the Earnings and Deductions tab at the top 1
58. ient E D Code level You also do not need to enter anything in the Multiple Scheduled E D Group field No information is needed on the Details 2 tab PAYDATA Direct Deposits he HG OA Om Col This is a two step process if both steps are not done the direct deposit will not work STEP1 1 Go to Employee Scheduled E Ds and Click on the Direct Deposit ab 2 Clck the prec key or al inser to add a new direct deposit 3 ABA Number Load the ABA Number The system will not et you load an incorrect ABA number The ABA number s alusy 9 digits long and shold be pulled from a voided check as deposit slips do not always reflect the correct numbers 4 Bank Account Number Load the bank account number Account Type Choose che king or savings for the Account Type 6 Prenote Choose yes this will automatically change to no after the prenote has taken place EJ PayData highly encourages that remote users allow the pre noting to occur The ONLY times when you should say Pre note NO is if you are setting up a Direct Deposit account that will be used with an HSA In this case if you say Yes the deduction will be taken in payroll but the money will not be sent to the HSA account while it is pre noting 7 Click the green or F10 to save STEP2 R paee Bars cosine aint mes pet ee Evie pete a e oy butin po psn me 8 Click on the Details 1 tab 9 Click on the green 2 key or
59. ime off acerual types Select the type that you would like to add Current Accrued If the employee has a beginning balance load it under this field If not Save the info by using the green check mark at the top of the sereen As the employee acerues time this field will be updated Current Used This is updated when an employee uses time within payroll Active If the employee should no longer acerue new time but needs to use the existing balance leave as active Yes 56 6 Override Annual Accrual Maxim Annual Maximum than the company Maximum here j Ifan employee can accrue to a different ime OFF Accrual set up add that Annual Override Rate If the employee can accrue at a different level than the company Time Off Acerual Rates add the different rate This rate will not change if there is a tier on the company level This will have to be done manually 8 Ifthe employee is allowed to rollover time from one acerual type to another A Select the correct type in the grid This should be the type that holds the existing balance B In the override rollover type select the type that you want the balance to transfer to C Override Rollover Date select the date that you want the rollover to happen 9 Override Eff effective Date If the employee should be accruing at a different hire level than what the Employee Hire date is change the Eff Date to be greater than what the Original Hire date is on the EE
60. increases etc To enter either Payroll Notes or General Notes on an employee go to Employee Employee 1 Select the employee to which you are adding the notes Click on the Notes tab Determine if you are entering Payroll Notes or General Notes and enter the data in the appropriate area Seva ya ae eee ol wl 4 ice yo nr onl el di nec E Gace ccd illo save andthe Yellow Sun Commi These loathe top sigh hand bates ena Adding Additional Tax es to an Employee Additional Federal Taxes To add additional Federal tax to an employee go to Employee Employee 1 Select the employee you are working on 2 Click on the Federal Tas tab 3 Override Fed Tax Type Select the option you would like Regular Amount Will rake only what is in the Override Fed Tax Value and not look at what the employee is claiming for Status and Dependents Regular Percent Will take only the percentage in the Override Fed Tax Value and not look at what the employee is claiming for Status and Dependents Additional Amount Will take the amount in the Override Fed Tax Value on top of what is already being calculated based on what the employee is claiming for Status and Dependents Additional Percent Will take the percentage in the Override Fed Tax Value on top of what is already being calculated based on what the employee is claiming for Status and Dependents None You want the system to only
61. inished 16 The system has the capability of emailing you once a report has finished After you have added your Destan FunRepot Capion Fayol egter Sau Benig Nesse the Yew buron In the upper 7 Sedo B len F Dala Com fight hand corner of the sereen click the check box to send updates to your email address report to your task queue click on If you do not see your email address on the screen please contact your client service representative to set up this feature jew Save a Report 1 Click on the ew _ button at the bottom left hand comer of your sereen 2 Your sereen will default to a split sereen view and will show the last report that you ran Your report will be on the bottom of the screen and the list of all reports in your queue will be at the top of the sereen 3 TF you wou lke to review his report and it kas mip pages you can click the DEL BEI Peel 12 arrows to go Forward and bark The double arrow poingiag ro te tigh wil ta joo eet pege acl div donde afo painting to f If ViN mike you batik to the Get page El 9 IF you would like to view the report in a full screen on the right hand side of your sereen you will see tabs for list view split view detail view and full sereen Click on full sereen to see your report larger on your sereen iE i sri pl cn en Pere fda tabi A pas Good ate ier
62. iod Amount needs to be populated The maximum pay period amount is equal to the employee s deferral amount For fixed contributions the Maximum E D Group or Maximum Pay Period 4 will be blank Maximum 70 Group Main ED Gosp EE Forse Mosinum Pay Period ovina Pa Pered 3 a0 Maium ay Foot rout Maimu Pay Pered mcart a 23 In the Threshold E D Group field enter the E D Group Pension Threshold Leave the Threshold Amount field blank and check the Use Pension Limit The Threshold E D Group is ONLY pulled in on the Employees Pension Catch Up code never the regular Employee Pension Code Thweshold ED Group PemenTherds z TheshohAnosrt F UrePamianLi ve your changes F10 25 Go to Employee Employee and verify that they employee has a Date of Birth loaded They system will verify the age of the employee when doing the calculation Employer Code 1 Once you add the employee pension code the system will ask you if you want to set up the match Say yes 2 Te will ask you for an effective date Enter in a date or allow it to default to today EJ 3 The system will save automatically The Caleulation Method should default to Pension Match the E D Group should default to the ER Pension Group and the Priority should be set at 4 You do not need to enter any information in the Amount or Yo fields as the employer matching information is stored at the Cl
63. look at what the employee is claiming for tus and Dependents and not do any types of overrides 4 Override Fed Tax Value Enter in the amount or percent you want Percentages should be put in as whole numbers ic 10 should be entered as 10 EIC If your employee has provided you with a W5 form select the appropriate option by clicking on the drop down arrow Remember that a new W5 form must be filled out each year Cee ner 5 2 sera 4 oe ae ee j al Beneo EE Ey Onde Atta 78 Fete Jee HA meme Use ENative Dates to Change Tan Statutot pepe cee E mome a FEES TEE peenem e on ces Once you have entered all the necessary data click the Green Check mark Bor F10 1o save and the Yellow Sun to Commit your verte These are located in the top right hand corner of Additional State Taxes To add additional State tax to an employee go to Emplayee States 1 While on the Browse tab select the employee in which you are adding additional state tas Click on the Tax Override Tab 3 Override State Tax Type Select the option you would like Regular Amount Will take only what is in the Override State Tax Value and not look at what the employee is claiming for Status and Dependents Regular Percent Will take only the percentage in the Override State Tax Value and not look at what the employee is claiming for Status and Dependents Additional Amount Will ake the amou
64. nae 65337 ie epar 5252 report name 3 Click on the Feoor Faanett tah Select the check date s that you would like to run the file for 4 Select the Print option on the upper right hand side of the sereen Running the report through the queue should also be checked This means that the report will be run on PayData s resources so that you may continue working while the report is running If the Print option is selected and there is no default ASCH path specified then the file will finish with a warning indicating that it could not save to a specific location If the Preview option is selected the file should finish successfully Click Run Report A popup box will appear indicating that your task has been added to the queue Click ok 6 Your report will be finished when your Task Queue becomes bold and the number of items identified as New Finished changes 100 view _ Task Queue 2 New Finished 6 Total 6 Finished 7 To save the file click on the key The save Bile as window will appear on your screen Select where you would like to save the files and make sure that the Save as Type is Text Filet 8 After the file has been saved out of Evolution Open Excel and click on the open file icon Using the drop down bos in the Lookin field locate the saved ASCII file At the bottom of this screen there will be a Files of type field Excel will default to All Microsoft Office Excel Files Change t
65. nt in the Override State Tax Value on top of what is already being calculated based on what the employee is claiming for Status and Dependents Additional Percent Will ake the percentage in the Override State Tax Value on top of what is already being calculated based on What the employee is claiming for Status and Dependents None You want the system to only look at what the employee is claiming for Status and Dependents and not do any types of overrides 4 Override State Tax Value Enter in the amount or percent you want Percentages should be put in as whole numbers i e 10 should be entered as 10 Dollar amounts should be entered in dollar amounts ie 10 00 Once you have entered all the necessary data click the Green Check mark Bi or F10 10 save and the Yellow Sun to Commit EE These are located in the top right hand corner of your sereen PAY Adding a State to an Employee To Add state to an employee you must start out under Employee States 1 While on the Browse tab select the employee Be erse ae e E ape ws Bejonsi tom a i fae 2 Either double click on their name or go to the Details tab at the top tte aw aver ey ae i ar I i E Es Tae MecwcslMetd gg ail tte CN r EN bipgateaices Rec Si z p s a sis 4 Once you ae onthe Detail ck on he green pln key Ano adanci E 4 Go to the bott
66. ok Week t Eia No Mimar Paidest ly 4 Under E D Code select the earning you would like to setup Under calculation method select the appropriate method for this code In most cases this will be Fixed 6 Under either Amount or depending on the calculation method chosen enter the amount or that you would like the employee to receive Under frequency select how often you would like the employee to receive this earning If you are using Quarterly Semi Annual Annual or User Entered you will need to fill in the Month and Which Payrolls field so the system is able to pay these earnings in the appropriate payroll s 8 Enter a valid Effective Start Date on this code as itis a required red field If you are setting this up for a future date please make sure you change your Ei Start Date to the date you want this earning to start 4When deciding what date to enter remember that the system is based on Check Date not Pay Period Dates For example if you put the Effective Start Date as 08 22 2007 and the payroll has a pay date of 08 24 2007 with pay period dates from 08 12 2007 to 08 18 2007 the code will be brought into that payroll even though the pay period does not cover that date 9 Toward the bottom of the third column in the Always Pay Deduct field you will want to choose either None or Current Payrolls None By choosing this option it will only pay the employee this recurring earning if they
67. om of the sereen to the State SDI and SUI fields Pull in the new state on all three fields TF this state is not available to pick than you do not currently have an ID established Please contact the PayData Tax Department for assistance Enter the number of Withholding Allowances and choose the correct Marital Status for the employee Remember marital status options differ by state If you are not sure what to choose confirm with the employee and or state 6 Click the Green Check mat corner of your screen to save This is located in the top right hand Go back to the red field that says Home State Change this to be the new state Confirm that this is the state where the employee s wages are earned NOT the employee s resident state 8 Once you have entered sll she necessary data click the Green Cheek mark lo save and the Yellow Sun to Commit fl These ae located in the top tight hind corner of your screen Setting up a Reciprocal State for an Employee To set up a Reciprocal state for an employee you must start out under Employee States 1 While on the Browse tab select the employee B erse a ae eC ae ae spam ane e 2 Either double click on their name or go to the Details tab at the top 2 Once you ase on the Details wb click on the green pls key HME to add another sat 4 Go to the bottom of the sereen to the State SDI and SUT fields Pull in the new sta
68. on ene fret eal dla ess ad opel BF gah Coe iF ion He nl fl epi pv oh a poe et pd click on amp key This willow you to select the peinter where you would tke fi oe pait 1 you wond eo pit shi pect 0 your det pens Ci o ne I EE A eo employee click on the MY key In the find what field enter what you are looking for You can find all instances of this item by clicking on find next You can also add a password to the report so that emailing the report is more secure To enter a password clickon the Click on one password or two Enter your password and click ok Then click on the FL and save this report to a system directory or your desktop as a pdf From the saved location you ean email it to the intended recipient They will not be able to open the saved pdf file without entering the password on a ee OOOO et moan crt of Labor Distribution Template ASCII Bh ean iG Encione aro Repats 3 On the right hand side of the screen select Labor Distribution Template ASCII 853 If you have not clicked on the open company button you will not see a list of reports to choose 4 Click on the report parameters tal 5 Before you u can access company reports you need to make sure that you have elicked on the open company on Report alah Bal Ha E Hat E al El b button Once you have done this click elect Run Reports from the
69. our own checks and reports at your location Run Nbr Always leave this blank The system will assign this number for you Type This determines the type of payroll you are running Ie will always default to Regular which is your standard payroll If you sunning an extra unscheduled payroll you may want to switch this to a Supplemental Run or a Client If you are running a payroll outside of your normal schedule please contact your Client Service Representative Check Date This will be the date of the payroll Always verify this date Remember that all payrolls must be sent to PayData a minimum of 2 business days prior to the check date Actual Call In Date Ignore this field 3 Once all of the fields have been filled in correctly click the green check mark at the top to save You will now automatically be brought to the Batch sereen If for any reason it did not bring you to the Batch sereen click the Batch button at the bottom Geach 4 To create the batch click the Create Batch button on the right of the red fields 5 The system will pull in the batch or pay period dates that are associated with that payroll If you are doing an unscheduled payroll like a Client Correction or Supplemental you most likely will need to override the Period Begin Date and Period End Date 6 Review all the fields at the bottom of the sereen and change as necessary Payroll Filte
70. oyee Scheduled E Ds 1 From either the Browse Tab or by using the employee drop down boxes at the top select the employee you are working with 2 Click on the Browse Scheduled E Ds tab and highlight the code you need to stop 3 Click on the Details 1 Tab aF era r e ser ay x x Lat oa Sey mmama toce DO meon owes Tt Comoe Bome Boma Schedis EA Deeds Dual 2 Drect Dans CNA Surgo Canoe EM Cade id sumon case Bock Week 1 Po Mee CO Se Gander mae i a Yee No fro ao Beret ers El ee anauri Tipe joes Month 8 Which Fanos ee een pees sl ieS Eson EE Dis Dat zu z mare Pav Dect Deduct Whole Check pa a Ee a Dados to 2010 ocive Slat Dee thereto Taya Ct Ne few even et ee 4 At the bottom of the first column you will see the field Effective End Date Enter fective End Date for this code The system will compare this date to the payrolls period dates to determine when this cade needs to stop the When deciding what date to enter remember that the system is based on Check Date not Pay Period Dates For example if you put the Effective End Date as 08 22 2007 and the payroll has a pay date of 08 24 2007 with pay period dates from 08 12 2007 to 08 18 2007 the code will be brought into that payroll even though the pay period does not cover that date 5 Click the green check IBE or F10 to save and the yellow sun 5 to commit theses changes 3 Setting
71. payroll Please contact us if you would like more information on this option Follow the link below for assistance in determining if your employees should be included in the hutp labor vermont gov Portals 0 UI Covered Uncovered 20T ree 20 420June 202007 pdf m
72. ports for final accuracy verification PAY DATA PayData s Evolution User Manual Table of Contents Employee Maintenan Sening up New Employees 5 Entering Notes on Employees 9 Additional Taxes 10 Adding a State to an Employees 13 Setting up Reciprocal States 14 Adding a Local Tax 17 Additional Rates of Pay 19 Override Departments with Additional Rates of Pa Terminating Rehiring a Terminated Workers Comp 25 Adding Workers Comp to Additional Rates of Pay 26 Scheduled E Ds Earnings Deductions Setting up or Stopping a Recurring Earning or Deduction 28 Setting up Pensions 34 Direct Deposits 39 HSA Health Savings Accounts 44 Child Supports 49 Group Term Life Time OFF Acerual TOA Adding a New TOA 56 Manually Adjusting Balances Viewing TOA History 58 Employee Shifts 59 Auto yor Distribution 60 Payroll Scheduled Vs Un Scheduled Payrolls 61 Creating a Payroll 63 Quick Entry Sereen 67 Adjusting Check Lines 69 Adding Additional Checks 71 Blocking or Overriding Withholding Taxes 73 Using the Tax Calculator 74 Voidinga CI Manual Checks Posting 79 GTL Group Term Lite 82 Posting 3 Party Sick Payments 83 Pre Processing a Payroll 85 Making Corrections to the Pre Processed Payroll 86 Payroll Errors 87 Reports How to Run a Report 90 View or Save a Report 93 Labor Distribution Template
73. possible loss of newly added data that has not yet been committed You will need to set up the direct deposit account number prior to creating the scheduled E D 19 Click on the Direct Deposit tab 20 Click the key that is on the lower right hand side of the sereen to add the new account number Enter in the ABA Bank Routing Number Bank Account Number and Account type t No for In Prenote This is contrary to normal direct deposit set ups While PayData highly encourages remote users to allow pre noting to occur for normal direct deposits this is NOT the case for a H S A direct deposit Direct deposit accounts that will be used for a H S A should always be set up with the Pre Note flag set to NO If the flag is set to Yes the amount will be deducted from the employee s check but the money will not be credited to the employee s H S A bank account as it is in pre noting status 21 Click the green check MRE or F10 to save and the yellow sun E to commit theses changes Damne ives ScetoesE As Daar 1 Duaa Obes aa Sate oe ABA Mambe Bank Account unber Account Tipe In Prete onnon aras ero a ve e e elder Antico 22 cie sve lM yo top of tae sereen or dick Aloe o athe new B D aa Tana rs eakas nae based Daas anana es saclay zo m men Sirol Ralie bape So Sere Anani Twe ge Sg io ss a m men eaea T petan y 2c pee sone
74. r By setting up filters you are able to bring in predetermined groups of employees Payroll Check Template Check Templates enable you to handle all the checks in a batch in a specifie manner For example blocking all scheduled E Ds overriding the taxation of the paychecks ete 1f you are unsure if you should be using a Payroll Filter or a Payroll Check Template please contact your Client Service Representative for assistance Frequency If you only have one payroll pay frequency this will pull in automatically for you IF you are paying multiple pay frequencies select the one you want for this batch Period Begin Date This is this pay period begin date for payroll This will default to the dates set up when your company payroll calendar was created Period End Date This is the pay period end date for payroll This will default to the dates set up when your company payroll calendar was created 8 Pay Salary Select whether you want your salaried employees to automatically get paid the normal salary Pay Standard Hours If you are utilizing the Standard Hours field on the E tab determine whether you want those hours to he brought into the payroll Load Payroll Defaults This controls the codes that automatically fill in the Check Lines screen Calculate Scheduled E Ds If checked it will calculate the Scheduled E Ds at the time the checks are created Select EEs from List If you only wan
75. s and have no other changes to make you may submit your payroll by licking the EAEE punton PAY DATA Making a correction to payroll after pre processing 1 To go back to the payroll to make changes To get there click on the 3 Pavol button 2 Click on your check date that you need to make changes in This will highlight the date Check Date Stas Screed Type 51 status Date N YO R W DBRN 3 Click on the B st putton 4 At the top of the sereen Click on the Quick Entry tab Baich Quick Enty guck Enty W Cverrfes Eaming and Deductions Taxes import 5 Make changes to employee hours or amounts by making changes on the quick entry sereen or going into the checks sereen 6 Once you have verified that your totals are correct on the Earnings and Deduction tab you may choose to preprocess the payroll again or submit for processing 86 pav ra The first type will be an error that may look similar to the error below Unfortunately this ype of error does not give you the option to email it directly from the error What do I do if I get an Error There are two types of errors that may occur in Evolution you get this error please click the print sereen key on your keyboard and save it Then attach the error to an email and send it to your Client Service Representative to be reviewed The second type of error that you may get may look similar to the error below
76. s the number of dependents A W4 that indicates an exempt status generally means not to deduct federal withholding tas it doesn t necessarily mean that the employee is exempt from federal taxable wages 20 State This is the state that the employee works in and is needed for Withholding purposes If the employee is living in one state but working in another state you have the option of withholding income tax for both those states Please see the section on Reciprocal State Setups for details Be aware that you must apply for Tax Withholding ID s for any state in which you will have tax withholdings 21 SDI State Disability Insurance This is the state that the employee needs to have for SDI purposes If the state s that your company has IDH s for does not have an SDI you still need to pull in a state for this field 22 SUI State Unemployment Insurance This is the state that the employee s Wages are getting reported to for unemployment reasons This state should relate to the state in which an employee works Be aware that there are different rules for certain types of employees such as Sales People Ifyou are unsure how to set up an employee please contact the PayData Tax Department for documentation to allow you to make the best decision on the set up prior to paying any wages to an employee 23 State Marital Status Select the appropriate Status as per the employee s State W4 If the applicable state
77. s to have wages to pull the taxes from and must be done in a payroll where the employee is actually receiving earnings 1 Once the payroll has been created make sure you are still in Batch 2 Go to the Quick Entry Tab 4 Right click and go to E D Add GTL Code Amt This will add the column for you to add the GTL taxable amounts 4 Enter the taxable amount on your employees 5 Click the yellow sun Bil to commit these changes 6 When you are done entering all of the data for the payroll make sure you prepeocess and run a payroll register to verify that the calculations are correct PAY DATA Posting 3 Party Sick Pay Payments 1 On the batch sereen go to the check lines by using the HEEE button in the bottom right hand corner of the sereen or by double clicking on an empl fc ie Sn pet ang MIM oe Ac wc wed ad 3 Select the check type of 3 Party then click ea Fens ipeaanpoie te fleet 4 Select the correct employee number in the list or change EE Code to be EE Name and select the employee by last J name Once the correct employee is selected click 5 Enter a check number for the 3 Party check then click te 6 Select the 3 Panty Sick Earning code that you are posting to and add the gross in the amount field 83 7 Click on the inmin button The button is located at the
78. t certain employees to come in you can check that box and a listing of all of your employees will be displayed You ean then choose just the employees that you want Create 945 Checks This is only to be used when creating posting for 1099R pension payouts NEVER CHECK THIS WHEN CREATING YOUR NORMAL PAYROLL Checks per EE You can get the system to create multiple checks for each employee Pay Select the employees you want to pay in this payroll For your normal payroll leave this ALL Create Checks Select the type of checi For your normal payroll leave this you are creating ULAR Once al of the fields have been filled in correctly click the MBA mark a the tp to The system will now ask if you want to Auto Create your checks Ifyou are creating your normal payroll say yes IF you are doing a special payroll run and you do not want all of your employees in the batch say no unless you have manually selected the employees that you want to pay OE EERE Entering payroll using the Quick Entry Screen The purpose of the Quick Entry Sereen is for basie payroll entry Use this sereen if entering your payroll consists of entering just hours and or dollars for your employees If you need to do overrides on your employees in the form of DBDT changes or rate of pay changes please follow the procedures on keying your payroll in on the Check Lines sereen 1 From the Batch Sereen cl
79. te on all three fields IF this state is not available to pick than you do not currently have an ID established Please contact the PayData Tax Department for assistance 5 Enter the number of Withholding Allowances and choose the correct Marital Status for the employee Remember marital status options differ by state If you are not sure what to choose confirm with the employee and or state 6 Cickshe Green Check mat save This ioc he op sigh hand Poiree Go back to the red field that says Home State Confirm that this is the state where the employee s wages are earned NOT the employee s resident state Now you are ready to assign the reciprocation flags to each of the states 8 In the grid click on the state which is the HOME state where wages are earned Inthe Reciprocal Method pull in the desired option In the Reciprocal State field pull in the RESIDENT state 9 In the grid click on the state which is the RESIDENT state state where EE lives The Reciprocal Method should always remain Take None and the Reciprocal State should always be blank 16 10 Once you have entered all the necessary data click the Green Check mark lto save and the Yellow S corner of your sereen ot Commit El These are located in the top right hand Adding Local Taxes to an Employee To add a local tax to an employee you must start out under Employee Locals 1 While on the Browse tab select the employee
80. there are some months in the year that you will run an extra payroll This payroll will always occur in the 5 calendar week of a month If you have done calculations so the a deductions come out only 4 times a month for weekly payrolls or 2 times a month for bi weekly payrolls you will need to mark Block Week 5 as Yes 12 1 the set up is coneet lik the preen check IMA or F10 to save and he yellow sun EBS to commit theses changes 13 1 the code is already set up go directly to the Details 1 tab and review the data on this screen for accuracy If changes are necessary click on the field that you want to change and enter in the new data 14 1F the code was used at one point and then stopped you will see that the Effective End Date is filled in with a date To remove this date click in the field so that the date is highlighted and click the Delete key on your keyboard This will remove the date 15 Go to the Details 2 tab to verify the data on this screen Again if the data needs to be removed click on the field and click the Delete key on your keyboard 16 Click the green check Mor F10 to save and the yellow sun il to commit hese changes Stopping a recurring Earning or Deduction Regardless of whether you need to stop a recurring earning child support deductions pension insurance direct deposit or a miscellaneous deduction the steps are exactly the same To stop a recurring deduction etc start in Empl
81. to identifying the correct Healthcare Coverage it is also important to enter the employees date of birth so that those individuals under the age of 18 can be properly excluded from the calculation When changing the coverage status an effective date box will pop up Please utilize the first date of the current quarter for the date Do not make changes to prior quarters Prior quarter changes must be communicated to PayData in order to correct any previously filed Quarterly Tax Returns The Three options are No ER Paid Ins Not Eligible Your Company does not offer to pay for any portion of the employees health insurance The employee is not eligible to participate in your plan Eligible Covered Employee is covered under your company paid insurance Employee is eligible to participate in your company paid insurance but opts out and has coverage elsewhere Employee either works less than 30 hours a week or is seasonal and works 20 or less weeks annually and has coverage elsewhere Eligible Not Covered Employee is eligible to participate in your company paid insurance but opts out and is not covered elsewhere Salary or Non Hourly Employees Non Hourly employees being paid under Code Type EA Salary will automatically be assumed to have worked 40 hours for a weekly payroll 80 for a biweekly ete If you have salary employees who routinely work less than the pay frequency norm you should consider memo posting hours in
82. ttons w PAYDATA Adding a second regular check to a batch cle 1 On the bitch sereen go to the check lines by using the LBP punon located at the bottom sight hand side of the sereen or double clicking on an employee s name 2 Find the employee that the check needs to be for by using the Employee listing drop down box at the top of the sereen 4 Click on the preen plus key AB Bene sree odao enola for a standard check C a Mear 6 If using a template bring that in now or leave blank 1 7 Ifyou would like to pay salary click yes IF you would not like to pay salary click no Explution Ce CI er 8 Ifyou would like regular hours to be Dozeuasrt topey mgd tors paid on this check select yes If not select no This will only pull in regular EEE _ ow hours if they have been set up in the Standard hours field on the Employee EE Entry sereen 9 Enter the appropriate information into the second check by using the check lines 10 Making sure you are on the Check Lines Tab click somewhere inside the grid Using the arrow keys on your keyboard arrow down until you get to a blank line 11 1n the column labeled E D Code select the Earning or Deduction that you would like to add 12 Depress the necessary data inter key until you get to the desired column then put in the 13 Depress the Enter key until your cursor moves off of the line
83. u would like to run by clicking in the white check box next to the report liii Ee tn Repon 507 ie Repar 522 eyel git 5105 Pene Tas tgs 27 T easte Wage Pepen Fo Pel Suey EZET Click on the PeoeeFaaneste CE wea rg tab Select your check date s You can select as many check dates as needed To select check dates fora range you can utilize the 1 Quarter 4 Quarter or Year radials and all payrolls within those time periods will be marked Please be aware that if you have any payrolls in a waiting status and not yet processed you may want to check the Show Processed Only radial to exclude any amounts from those payrolls Po wae nro paor erl pata peran eS mime D akome 7 Diovan she fm EES eaa we 8 Select any additional sorting or filtering parameters from the Mise tab Reports will have different options on the Mise tab based on the report functionality A few common options are Mask Sensitive Information Remove SSN from the report Show only Summary for Multiple Check Dates If you select multiple check dates it will summarize all of the check dates together o Page Break after each Group Will start the next group level on a new page Fey Mac Employes Fiter DBDT Fier esias T Page Break ater each Group Geptoe Croen E f snou TamnateaEnieyees Gupte Deal C Mast Sere ntin Si Sunay be ae hek dae I Shon Hane DEDT for oach Eros Destsor FnrivreLsi
84. u want this earning to start 4When deciding what date to enter remember that the system is based on Check Date not Pay Period Dates For example if you put the Effective Start Date as 08 22 2007 and the payroll has a pay date of 08 24 2007 with pay period dates from 08 12 2007 to 08 18 2007 the code will be brought into that payroll even though the pay period does not cover that date 28 Go to the EE Direct Deposit field and bring in the bank account to deposit this money into 29 1f you run payroll on a weekly or bi weekly basis please be aware that there are some months in the year that you will run an extra payroll This payroll will always occur in the 5 calendar week of a month If you have done calculations so the deductions come out only 4 times a month for weekly payrolls or 2 times a month for bi weekly payrolls you will need to mark Block Week 5 as Yes 30 1 the set up is comet lik the green check IM or P10 to save and he yellow sun to commit theses changes 31 If the code is already set up go directly to the Details 1 tab and review the data on this sereen for accuracy If changes are necessary click on the field that you want to change and enter in the new data 32 1F the code was used at one point and then stopped you will see that the Effect End Date is filled in with a date To remove this date click in the field so that the date is highlighted and click the Delete key on your keyboard This will remove the
85. u will get different code choices based on which column type you selected ci Calam 2 Cai Cad Caan Catan Can Calam 8 Cla Coben Can Type Ean Fara Cann Tie Reals Fe oie ee owt J fea wr ERTS loz wt ERHEAFanp poo i enades loei wi errsaiwe HAT 2m envo Pro loo ei rads em ea saa POTN os s hay Ene Eten jv et Tes m ee e Es act det bow lEn ew ioes ania a ee Manu gr jf a Matsa eine biabisblabhabitbiababiaha sa 3 12 Click the check box next to the code s you would like to see in the column Each column may have multiple selections If you select more than one code the system will add the amounts together and give you a total under that column 13 To define the caption or column header on the report enter this in the Column Title box for that column 14 You may want to join two columns together This would be considered a calculated column 15 Select calculated under column type options Coirm Coum 2 Cdurn3 Cairn 3 cauen 5 cours Coten Cann Eelam S Ceann 10 OOO e oO ae S ial sie Engi aber BE Coon Eames eau Hese Alsecte ems n te gravit te ummaiceire ene abe 16 Click the check box next to the codes you would like to see in the calculation for this particular column All selected items in the grid will be summarized into one value If you wish to subtract one of the codes from the total than click on the
86. up a Pension E D on the employee The Evolution system has been programmed to know what the Federal Limits are for the various Pension Plan types If you have an employee who is electing to contribute to the Catch Up you must set up the additional code Please review the procedure on setting up pension catch up codes on an employee if they have elected to defer an additional amounts 1 Go to Employee Scheduled E Ds and from the Browse Tab or the employee drop down bos at the top select the employee you would like to work with 2 Click on the browse Scheduled E Ds tab 3 Click the green plus or use your ALT amp INSERT keys to add a new deduction code 4 Under the E D Code select the code for the employee pension Depending on the type of Pension Plan you have this code may be called EE 401k EE 403b etc 5 Pall in the employee deduction All of the defaults will pull in automatically based on your company s standardized setup 6 Ifthe employee is contributing based on a percentage your Caleulation Method should most likely be of E D Group Amount 7 Enter the applicable percent in the field 8 Ifthe employee is contributing a fixed amount change the Calculation Method to fixed Enter the amount in the Amount field u 9 If your employee is contribution based on a fixed amount and the company is matching the contribution you also need to enter the employer s matching percent in the 4 field I the
87. used in a calculated column s expression but this column does not need to appear in the report the Invisible Column check box should be checked for that column This makes the data that would appear in this column available for use in the expressions of calculated columns without occupying space on the report 44 To select employees that will be shown in this report or file click on the employee tab and check the box next to the employee s name If no employees are selected then the file will run for all employees avn Sewates ages uniz aojo 45 To sort the results of the report Click on the Mise tab Enter the column numbers of the columns which you wish to sort on in the order in which they are to be sorted separated by commas EX To sort on columns 3 then 4 then 1 enter the following text in the Sort By box 3 4 1 NOTE The Ad hoe Payroll 1132 report only allows sorting to take place on DBDT Division Branch Department Team ee ages 46 To produce an ASCII result click the check for Print 7 Pinas Resa ASCII Result check box 47 1 pine the column headers box is checked the frst Tie in the fle will show the captions emered for 7 Pint ColumnHeader tach pola Fie Type C FredLerghh 48 IF you are making this an ASCII report you will want G Delmted to selected delimited or fixed length 1t Dated 49 1 you select delimited you have the ability 2 Delimiter to choose what symbol is us

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