Chapter 1: Setting Up Your CTAS System
Contents
1. AS Payroll Module kdi Employees LastName First Middle Name Emp SSN PERAR Bih Date Active Address Line Balk Jay Allen 10 47 4 28 7538 457080 03 12 1961 Yes 114 Maple Street James Francis 256 67 4862 154879 03 24 1964 Yes 100 Garfield Avenue Fred Leroy 466 66 7840 698574 06 05 1949 Yes 254 Washington Jesse John 483 685 7984 541245 07 03 1961 Yes 100 Jesse James Roa Terry Mark 477 30 6781 457079 07 06 1948 Yes 955 Grant Avenue Wendy Marie 468 74 0285 385810 0713 1957 Yes 620 Elm Street Daniel Davis 477 66 4280 457082 09 22 1949 152 Elm Avenue In the Payroll module click on the Add button to open the Tax Table screen When you click the Add button the New Tax Information screen will be displayed New Tax Information Enter the information into the appropriate fields from the tax table information obtained from the Office of the State Auditor s website at http www auditor state mn us default aspx page ctas A sample of the tax table information from the Office of the State Auditor is shown on the next page Office of the State Auditor June 2012 CTAS User Manual sid 2 Setting Up Your CTAS System Payroll System continued Sample Tax Tables Coo TEO O TE S S Annual Federal Tax CY OOOO Sige Maid Rate Range 78000 15 750 00 0100 Po o ooo asooo 0150 f 3620000 75 650 00 ES AA BOO Withholding 32200 87000 oo A A PS O O O Annual State Tax S d S O OOOO Sge Mamia Rate2. Office of the State Auditor June 2012 CTAS User Manuals Setting Up Your CTAS System Administration Information continued Entering the Names of City Town Officials The Officials tab on the Administration screen provides you a place to enter your local officials whether elected or appointed To begin entering the officials click on the Officials F7 tab K w CTAS Accounting Module Fie Accounting Payroll Investments Indebtedness Accrual Help Administration System Information F3 Year end Processing F4 Utilities F5 Error Log F6 ortiMfals Fr 3 Delete Accounting Payroll C Investments C Indebtedness _ Accrual To begin entering the information for your local officials click the Add button on the bottom of the Officials tab in the Administration section A New Official screen will appear see next page Office of the State Auditor June 2012 CTAS User Manual i Setting Up Your CTAS System Administration Information continued ia New Official N eS Ss When the New Official screen appears complete the following steps Enter the official s last name in the Last Name field Enter their first name in the First Name field Enter their middle name or initial in the Middle field Enter their address in the Address Line fields Enter their city state and zip code in the City State Zip fields Enter their telephone number in the Phone field
3. alele omu o fe Receipts 10 57 AM Date ReceiptNo Remiter Description AmountVoid Cleared DepositDeteD List B Box Radio Buttons The system automatically defaults to the Receipts Menu screen found in the Accounting Module Users can navigate to any other section of CTAS from this screen by clicking on the appropriate Icon To change to the Payroll Investments Indebtedness or Accrual modules click on the applicable radio button found on the bottom of the screen or select one from the Task Bar Once you are in the appropriate module you can move to another screen within the module by clicking on the corresponding Icon Office of the State Auditor June 2012 CTAS User Manual a Setting Up Your CTAS System Administration Information Entering the Information for Your Entity The screen where you enter your entity information in is the Administration section To access the Administration section from within the Accounting Module of CTAS click on File Accounting Payroll Investments Indebtedness Accrual Help 8 8 TR L_ ik Budget Receipts Administration 11 14 AM System Information F3 Year end Processing F4 Utilities F5 Error Log F6 Officials F7 system Information Institution Town of Grand Slam Address 333 Homerun Circle P O Box K Stolen Base MN 55555 I Federal ID Number 24 654124 Current Fiscal Year 2009 l State lO
4. CTAS User Manual id Setting Up Your CTAS System Payroll System continued 4 Entering information in Tab 4 Acct Dist F6 Updating Employee Information 100 General Fund a 41100 Supervisors The fourth tab is for the Account Distribution screen On this screen 1 00 is equivalent to 100 All employee distribution records must equal 100 This allows an employee s wages to be split among several categories The percentages should be entered as a decimal The breakdown that is likely to occur the most often should be entered The account distribution breakdown can be adjusted when entering the employee hours for the payroll period Note At least one fund number account number object code and percentage must be entered for each employee When this screen is completed users can click the Save button or enter Sick and Vacation benefits information by clicking on the Sick amp Vacation F7 tab at the top of the screen Users are not required to complete the Sick amp Vacation tab This tab is provided as an option for the cities or towns that provide these benefits Office of the State Auditor June 2012 CTAS User Manual 1 19 Setting Up Your CTAS System Payroll System continued Payroll Tax Tables Once you ve entered the employee records the second component that needs to be completed is the entering of the tax tables Click on the Tax Tables icon to open the tax table section
5. Enter their e mail address in the E mail Address field Enter their title in the Title field Check the boxes for all of the roles the official performs in the Current Role s box Click on the Save button after completing the information for each official After clicking Save you may add other employees that work for the city town Office of the State Auditor June 2012 CTAS User Manual 17 Setting Up Your CTAS System Chart of Accounts To access the Chart of Accounts section from within the Accounting Module of CTAS click on the Acct_No icon For a more detailed explanation of the Chart of Accounts see Chapter 8 of this mranual _ Descriptor ee a General Fund Special Revenue Road and Bridge Fire Debt Service Special Assessment Bond Capital Projects Street Improvement Accounting C Payroll C Investments Indebtedness C Accrual S To modify the Chart of Accounts click on the appropriate tab to add or delete fund numbers account numbers object codes and program codes as needed The program codes are optional See Chapter 8 for more information on Program Codes N N Note Account numbers should only be added edited or delet d after consulting the Chart of Accounts issued by the Office of the State Auditor Deviating from the Chart of Accounts will result in inaccurate results when printing reports A Setting up the Fund Numbers Le e The Ge
6. O Range 2 05000 7 75000 oosa 2780 00 woo oon TA A Withholdi 1 216 06 1 777 27 SF rica Medicare Employer 0 0620 ooms Employee 0 0620 oos J O O P E R A Rates RS ee ee Employee Employer Employer Employer Rate Rate Nu ce Coordinated effective 01 01 08 6 00 6 00 O 075 6 75 15 Basic effective 01 01 08 9 10 9 10 2 68 11 78 Police amp Fire effective 01 01 08 9 40 14 10 14 10 Defined Contribution Plan elected officials 5 00 5 00 5 00 Defined Contribution Plan City Managers Administrators 6 00 6 00 6 00 Office of the State Auditor June 2012
7. 10100 Fire 0 00 10100 special Assessment Bond 29 505 46 10100 street Improvement 20 222 26 10100 City Center Building 1 462 36 10100 water 0 00 10100 Office of the State Auditor June 2012 CTAS User Manual Setting Up Your CTAS System Cash Control continued To enter beginning balances highlight the fund and click the Edit button CTAS Accounting Module es TT Cash Control 1 387 42 10100 Special Revenue 0 00 10100 Road and Bridge 7 4 798 32 10100 Fire 4582 65 10100 Debt Service P 0 00 10100 Special Assessment Bond F 29 385 46 10100 Capital Projects 0 00 10100 Street Improvement 20 227 26 10100 Update Beginning Balance Fund Number Fund Name Fund Creation Date Account Number Current Balance 1 11 When the Update Beginning Balance screen appears complete the following Steps e Enter the beginning balance for that fund e Click the Save button e To enter the beginning balance for another fund highlight the fund on the Cash Control screen and click the Edit button Office of the State Auditor June 2012 CTAS User Manual Setting Up Your CTAS System Vendors 1 12 To access the Vendors section from within the Accounting Module of CTAS click on the Vendors EI 10 08 AM Vendor Name Federal Address Linet Address line2 OS Blue Ox Co op Daniel Zitske Decker and Associates Fred Cox Gopher state One Call Grinning Bear R
8. from which paychecks the deduction should be withheld The first of the month through the fourteenth of the month is the first pay period The fifteenth of the month through the twenty eighth of the month 1s the second pay period and the twenty ninth of the month through the thirty first of the month is the third pay period When this screen is completed click on the Other amp Employer F5 tab at the top of the screen Office of the State Auditor June 2012 CTAS User Manual 1 17 Setting Up Your CTAS System Payroll System continued 3 Entering information in Tab 3 Other amp Employer F5 Updating Employee Information This screen is for the employee s Other Deductions and the Employer s Share of deductions e fan employee is paying in PERA enter the Type of Plan in the Retirement Type field The retirement type is used to indicate which PERA plan the employee participates in DCP Coordinated etc e Enter the percentage to be withheld The percentage should be entered as a decimal For example to withhold 5 enter 0 05 in the percentage field e Enter the Union Dues or any Other Deductions required to be withheld from an employee s pay e Enter the employer s share of any benefits If the employee is paying into PERA enter the percentage for the employer s share of the Retirement When this screen is completed click on the Acct Dist F6 tab at the top of the screen Office of the State Auditor June 2012
9. the person that is your contact with the vendor Enter the telephone number for the contact Enter the contact s telephone extension if appropriate Enter the fax number for the vendor Enter the vendor s e mail address If the vendor will need a 1099 printed at the end of the year check the Form 1099 Required box e Check the Active box You will then be able to select this vendor when entering transactions e Click the Save button to add the vendor s information Office of the State Auditor June 2012 CTAS User Manual 1 14 Setting Up Your CTAS System Payroll System To select the Payroll Module click on the Payroll radio button on the bottom of the screen or click on Payroll on the task bar 2 CTAS Payroll M dule Pol El Employees 457080 03 114 Maple Street James Francis 258 6 4862 154879 03 24 1964 100 Garfield Avenue Fred Leroy j 468 66 7840 698574 06 05 1949 254 Washington Jesse John 483 85 7984 541245 07 03 1961 100 Jesse James Roa Terry Mark 477 30 6781 457079 07 08 1948 955 Grant Avenue Wendy Marie 468 74 0285 365810 07131957 620 Elm Street Daniel Davis 477 66 4280 457082 09 22 1949 152 Elm Avenue Before doing payroll there are two steps that must be completed entering the employee records and entering the information for the tax tables Entering Employee Information To first add an employee s information to the system click the Add button on the Employees screen shown above T
10. Chapter 1 Setting Up Your CTAS System June 2012 This page left blank intentionally June 2012 CTAS User Manual 1 1 Setting Up Your CTAS System Entering the Program Once you ve loaded CTAS onto your computer double click on the CTAS icon_ using the left mouse button i The Welcome screen will appear Welcome to CTAS Small City amp Town Accounting System CTAS Application Version Mumber 7 0 14 Copyright 2004 2009 Office of the State Auditor All Rights Reserved Repair P Warning This program is protected by copyright laws and international treaties az described in Help Databas H USERS DKAZECKACTAS Grand _ p Pestore Database a _ gt gt is for periodic maintenance to keep the database running efficiently The Restore Database button copies the data from a backup file made by the CTAS system Click the Continue button and the Enter User ID screen will appear The recommended User ID is your first initial and last name Enter your User ID and click on the Continue button Enter User ID Please enter your UserID to continue keer Continue Cancel Office of the State Auditor June 2012 CTAS UserManual id Setting Up Your CTAS System Entering the Program continued After clicking the Continue button the Receipts Menu screen will appear Task Bar _ j w CTAS Accounting Module
11. Number 12368548 Printer Type Laser OSA Code 5555 Accounting C Hayroll C Investments Indebtedness Accrual 1 s To begin entering the information for your local government click on the System Information F3 tab Next click on the Edit button at the bottom of the Administration screen The Updating System Information screen will appear see next page Office of the State Auditor June 2012 CTAS User Manual 14 Setting Up Your CTAS System Administration Information continued Updating System Information Town of Grand Slam 3 Homerun Circle PO Eoxk SE LE 41 6541 24 2368548 mm 5555 a When the Updating System Information screen appears complete the following steps Enter the name of your town or city in the Institution Name field Enter the mailing address of the town or city in the Address fields Enter the Federal Employer ID number in the Federal ID field it begins with 41 Type the State ID number if you have one in the State ID field Enter the OSA Code received from the Office of the State Auditor Click on the up or down arrow in the Current Fiscal Year box to change the fiscal year e Click on a radio button to select the appropriate printer type Select the laser printer for an Inkjet printer e Click on the Save button You will be returned to the Administration screen Note The Federal ID State ID and OSA code are not required and may be entered at any time
12. e 1 as the meeting rate Regular Rate 2 as an hourly rate and Regular Rate 3 as a salary rate The overtime rates are not calculated as time and a half the overtime rate needs to be calculated and then entered Select the pay frequency by clicking on the down arrow and then highlighting your choice Click the Hourly or Salary radio button When this screen is completed click on the Tax amp Insurance F4 tab at the top of the screen Office of the State Auditor June 2012 CTAS User Manual 1 16 Setting Up Your CTAS System Payroll System continued 2 Entering Information in Tab 2 Tax amp Insurance F4 Updating Employee Information e Click the Calculate Tax box to calculate the Federal and State Income Tax Withholding amount e Click the Withhold FICA and or Withhold Medicare boxes if applicable e Select the Tax Status Single or Married from the drop down list e Enter the number of federal exemptions claimed on the W 4 in the Federal Deduction Field e Enter the Tax State for Minnesota enter MN e Enter the number of state exemptions claimed on the W 4 in the State Deduction Field e Enter the appropriate information in the Deferred Income Cafeteria Plan and Insurance Information areas These are the amounts to be withheld from the employee s pay The Deferred Income and Cafeteria Plan amounts are deducted before Federal and State income taxes are calculated o The Payroll Period fields indicate
13. he New Employee screen with 5 tabs will appear as shown on the next page This screen allows you to enter information for an employee Notes on entering the Employee Record information a Enter the appropriate information on the five tabs for each employee b The first four tabs should be completed before clicking the Save button to record the new employee Office of the State Auditor June 2012 CTAS User Manual 1 15 Setting Up Your CTAS System Payroll System continued 1 Entering Information in Tab 1 Demographics amp Job F3 The first screen is for the Employee s Demographics and Position Information Updating Employee Information roms 620 Elm Street 468 7 4 0285 385810 Prin TJ Sender C veie Fenat ons E cn H e peno ee AAA Weekly Enter the employee s name address and Social Security Number The name must be entered as it reads on the employee s Social Security card This information will be printed on the W 2 Assign and enter an Employee number using a method of your choosing Enter the Effective Date This 1s the date the pay rates became effective In the Job Information box enter the Department name This can be Supervisor Council Member Clerk Treasurer Street Department etc Click on the appropriate Employ Type radio button Note Town board members are part time employees Enter the pay types and pay rates For example a board member councilperson could have Regular Rat
14. ice of the State Auditor June 2012 CTAS User Manual 19 Setting Up Your CTAS System Chart of Accounts continued Setting up the Object Codes e Click on the Object Codes F5 tab on the Chart of Accounts screen to add edit or delete object codes The Update Object Code box will appear Update Object Code Code 100 Description ages and salaries Save Cancel Note Object codes should be only to the level of detail needed An unnecessary level of detail may make the chart of accounts cumbersome e Suggested changes and additions to the object codes are 115 Federal Income Tax 120 State Income Tax 121 PERA Contributions 125 DCP PERA e 126 Medicare Withholding e 212 Motor Fuels 213 Lubricants and Additives 221 Equipment Parts 222 Tires for Equipment e 224 Gravel 225 Culverts 226 Signs Repairs 304 Legal Fees e 310 Training 320 Telephone 330 Mileage 351 Legal Notice Publication 355 Dues Subscriptions e 435 Bank Service Charges e 490 Donations to Civic Organizations Office of the State Auditor June 2012 CTAS User Manual i100 Setting Up Your CTAS System Cash Control Entering the Beginning Balances To access the Cash Control section from within the Accounting Module of CTAS click on the Cash icon The Cash Control screen as shown below will appear General Fund 15 569 32 10100 Road and Bridge 4 968 32
15. neral Fund 100 will always be one of the funds ne e Highlight the 200 fund in the Chart of Accounts box and Click the Edit button to change the name and or number of the fund The Update Fund box will open Update Fund Number 200 VF Active Description Special Revenuel Save Cancel e Type the new name and or number and click the Save button e Continue to edit or add fund names and numbers until all your funds are shown e If there are additional funds shown that will not be used highlight the fund and click the Delete button Add or delete funds to match your entity s funds Office of the State Auditor June 2012 CTAS User Manual 1 8 Setting Up Your CTAS System Chart of Accounts continued Setting up the Account Numbers e Click on the Account Numbers F4 tab on the Chart of Accounts screen to add edit or delete account numbers The Update Account Number box will appear Update Account Number Number fa1000 Description Genera Property Taxes Save Cancel Caution Account numbers should only be added edited or deleted after consulting the Chart of Accounts issued by the Office of the State Auditor e The following Account Numbers should be added as appropriate 33418 Gas Tax Highway Use Tax Town Road Allotment 33425 Homestead Residential Market Value Credit 33426 Agricultural Market Value Credit 33427 Manufactured Home Market Value Credit 41410 Elections Ce Tu Off
16. ubbish Jay Balk Jesse James Jim Burton KAK Construction Marquette Bank Marvin ynne Minnesota Power amp Light PO Box 667 152 Elm Avenue Suite 120 254 Washington 14504 Greenview Drive 060 Birch Street 114 Maple Street 100 Jesse James Road 100 Garfield Avenue 193 Birch Street 1400 Park Avenue 104 Washington 30 West Superior Street 514 St Peter Street 1 m a Mi 149 Elm Street suite 002 Stolen Base Stolen Base Stolen Base Stolen Base Laurel Stolen Base Stolen Base Stolen Base Stolen Base Stolen Base Minneapolis Stolen Base Duluth St Paul Dalan Aarna E To enter a vendor s information click on the Add button at the bottom of the Vendors screen After the Add option is selected a New Vendor screen will appear allowing you to enter the information for the vendor An example of the New Vendor screen is shown on the next page Office of the State Auditor June 2012 CTAS User Manual Setting Up Your CTAS System Vendors continued New Vendor 45 8940 Gone Fest Control 123 Nowhere Avenue SOS l Arthur Anderson 651 555 8595 arthuri qonepestcom x E eT Se When the New Vendor screen appears complete the following steps e For vendors that require a 1099 enter their Federal ID Number e Enter the name of the vendor Enter the address of the vendor The first two lines are the street address The third line is the city state and zip code Enter the name of
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