Home

Table Of Contents - Service Technologies

1. 20 21 909 25 Sample Check Register History Pay Ware DOS Manual 05 08 00 Page 128 5 5 4 Direct Deposit History The Direct Deposit History fourth option on the Payroll History Reports Menu is similar to the Check Register History but for Direct Deposit Transactions lt details each Deposit Advice produced in the selected date range and includes DDA number date amount Employee Key Employee Name and department Selecting Direct Deposit History brings up the four Sort Options After selecting the desired Sort the parameters for the DDA History are defined on the Parameter Screen EKESDSPTOOSSS HEZ sCNegrUSoreen lt ESc gt SReturn Eo Men Direct Deposit History Parameters Screen PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING EMPLOYEE KEY Alt Z ENDING EMPLOYEE KEY Alt Z BEGINNING DEPARTMENT KEY Alt Z ENDING DEPARTMENT KEY Alt Z BEGINNING DATE ENDING DATE SUBTOTAL ON EMPLOYEE Alt Z gt Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Employees you wish to include in the report
2. Next Check Number Defaults to the last check printed by the system If a different number is desired type the number of the next paycheck to be printed Message for Stub You may type a message of up to 40 characters to appear at the bottom of each check printed Print Base Pay Rate Specify yes Y to print this information at the bottom of each check Otherwise say no N Print Remaining Vacation Specify yes Y to print this information at the bottom of each check Otherwise say no N Print Remaining Disability Specify yes Y to print this information at the bottom of each check Otherwise say no lt gt Sick Leave 3 2 9 Post Checks Posting is the last step in processing a payroll You may Post immediately after printing checks or elect to do it later If you wait DO NOT perform any Maintenance or Processing UNTIL YOU POST or you may need to regenerate a Computed Edit List amp print checks Performing this operation posts payroll information to the History Totals Register amp D R A and Distribution to GL files MTD QTD YTD and Employee Balance Files are updated and Job Cost Time Cards are posted to the Job Cost Transactions file BankBook Interface is also updated The effects of a Check Post are FINAL so the following must be complete before Posting A Satisfactory Computed Edit has been generated Pay Ware DOS Manual 05 08 00 Page 49 e Preliminary Reports have been generated and approved e Checks must be
3. Enter the reason code for the employee leaving the company These codes are defined in the Processing Code option of File Maintenance Enter the date when the employee is due their next performance review Enter the code that identifies the next activity that is scheduled for this employee These codes are defined in the Processing Code option of File Maintenance Enter the next date that the employee is scheduled for an activity H The employee is being assigned a hourly pay rate S The employee is being assigned a annual pay rate O Indicates that no pay rate is assigned to the employee Enter the rate an employee is to be paid Enter the number of times the employee is to be paid in a year Enter the 2 character Attendance Code to indicate the default earnings type that should be used during Time Card data entry Use ALT Z to present a zoom window from which to select the proper codes OR Use F7 to search for First or Prior codes or F8 to search for Last or Next keys Enter the default Shift Code for this employee 1 2 OR 3 which will appear on the Timecard Entry Screen Enter the number of vacation units the employee is entitled to 05 08 00 Page 148 REMAINING DISABILITY UNITS FEDERAL TAX STATUS STATE TAX STATUS FEDERAL EXEMPTIONS STATE EXEMPTIONS STATE WITHHOLDING CODE lt Alt Z gt SUI TAX CODE lt Alt Z gt LOCAL TAX CODE COUNTY amp OTHER LCL TAXES RATE DOLLAR PERCENTAGE BAS
4. Pay Ware DOS Manual 05 08 00 Page 98 6110 0000 6110 0000 6110 1000 6110 1000 6110 1000 6110 2000 6110 2000 6110 2000 Payroll Taxes Payroll Taxes Payroll Taxes Payroll Taxes Payroll Taxes Payroll Taxes Payroll Taxes Payroll Taxes EMP ER FUI CONTRIB EMP ER SUI CONTRIB EMP ER FICA CONTRIB EMP ER FUI CONTRIB EMP ER SUI CONTRIB EMP ER FICA CONT EMP ER FUI CON EMP ER SUI CON 20 822 32 Sample GL Detail Report Pay Ware DOS Manual 00 00 00 00 00 1 91 8 13 228 58 20 822 32 05 08 00 Page 99 5 1 5 Direct Deposit Register The Direct Deposit Register Fourth option on the Pay Period Reports Menu details each DD Advice produced in the last pay processing cycle and includes check number date amount Employee Key Employee Name and department Selecting Direct Deposit Register brings up the Sort Options After selecting the desired Sort the parameters for the Register are defined on the Parameter Screen 02 lt LAST gt SESS puo 2 EKESSSPITOGGSS E2 sClear Screeny Esc Returnmn tomMenu Direct Deposit Register Parameter Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Descri
5. 96 00 1 8 00 1 96 00 1 100 1 SALE SALESPERSON 06 SAL DEPARTMENT TOTALS 4CARDS 201 00 2291 67 6100 0000 1875 00 6100 0000 2833 33 6100 0000 2416 67 6100 0000 1166 67 6100 0000 100 ALLVO1 Allen Vickie 100 01 Allen Vickie 100 DURJO1 Duran James F 100 GALSO1 Galloway Steve 100 MADDO1 Maddox Dan SUPR SUPERVISOR 06 SAL SUPR SUPERVISOR 07 COM SALE SALESPERSON 06 SAL SUPR SUPERVISOR 06 SAL SALE SALESPERSON 06 SAL 100 1 1000 00 1 100 1 1 00 1 100 1 DEPARTMENTTOTALS 5 CARDS 1004 00 8 50 6100 2000 7 00 6100 2000 1166 67 6100 2000 8 00 6100 2000 7 50 6100 2000 FLRDA 03 31 00 HENDO1 Henry David FLRDA 03 31 00 HENDO1 Henry David FLRDA 03 31 00 MARJO1 Marshall Janet FLRDA 03 31 00 STARO1 Stanton Roger FLRDA 03 31 00 STARO1 Stanton Roger OFFI OFFICE 01 REG OFFI OFFICE 04 VAC SUPR SUPERVISOR 06 SAL OFFI OFFICE 01 REG OFFI OFFICE 02 88 00 1 8 00 1 100 1 96 00 1 8 00 1 DEPARTMENT TOTALS 5 CARDS 201 00 GRAND TOTALS 14 CARDS 1406 00 Sample Time Card Listing Pay Ware DOS Manual 05 08 00 Page 36 3 2 4 Computed Edit This fourth item on the Computed Payroll Menu verifies the data entered and calculates gross net taxes for the current payroll A Computed Edit List is created identifying any incorrect data and gives warnings about various conditions The edit list may be processed for a single employee a specified pay frequency group or for all employees
6. Check this box if the employee was an active participant for any part of the year in any of the following 1 A qualified plan described in section 401 a including a 401 k plan An annuity plan described in section 403 a An annuity contract or custodial account described in section 403 b A simplified employee pension SEP plan described in section 408 k A trust described in section 501 c 18 A plan for Federal state or local government employees or by an agency or instrumentality thereof other than a section 457 plan a fk See Pub 1602 General Rules for Individual Retirement Arrangements Under the Tax Reform Act of 1986 for information on who qualifies as an active participant DO NOT check this box for contributions made to a nonqualified pension plan or any section 457 plan You will also need to check the deferred compensation box See Deferred compensation below legal representative Check this box when the employee s name is the only name shown but is shown as a trust account e g Jane Doe Trust or another name is shown in addition to the employee s name and the other person or business is acting on behalf of the employee Representatives are identified by words such as custodian parent or attorney sometimes the employee is identified as a minor child etc Do not check this box if the address is in care of someone other than the employee Jane Doe c o S
7. EMPLOYEE CODE HIRE DATE REHIRE DATE ADDITIONAL SENIORITY TERMINATION DATE TERMINATION REASON lt Alt Z gt REVIEW DATE NEXT SCHEDULE ACTIVITY lt Alt Z gt NEXT SCHEDULE ACTIVITY DATE HOURLY SALARY lt 27 gt PAY RATE PAY PERIODS PER YEAR DEFAULT ATTENDANCE CODE lt Alt Z gt SHIFT REMAINING VACATION UNITS Pay Ware DOS Manual Enter the social security number of the person listed on this line Enter the appropriate 4 character Position Code as defined in File Maintenance to indicate the combination Pay Grade and Sequence Number for the work performed Use ALT Z to present a zoom window from which to select the proper keys OR Use F7 to search for First or Prior keys or F8 to search for Last or Next keys Enter the appropriate Job or Location Code Enter the employee s home phone number Enter the employee s work phone number Enter the ID number of the employee s supervisor Enter the appropriate Company or Division Code A Active Employee T Termination L Employee is on a leave of absence Assign the employee ID Code up to 6 Alphanumeric characters Enter the date the employee was hired This date is used for vacation amp disability accruals Enter the date an employee was rehired Enter the number of years of employment to be credited to an employee who has left the company and then returned Enter the date when an employee ceased to be employed at this company
8. If this is the correct information to be voided press F5 and the system will process voiding the check You will be warned if the Distribution to General Ledger records for this check is not found and that default distribution based upon the employee s department will be assumed Pay Ware DOS Manual 05 08 00 Page 51 3 3 Manual Payroll Manual Payroll third item on the Pay Period Processing Menu is used to enter after the fact payroll transactions or to quickly generate odd checks advances or handwritten checks outside the normal pay period process It is completely independent of the Computed Payroll It does not process Job Cost details or Employer Paid Expense Plans or make any calculations for taxes or withholdings Pay Period Processing Menu Manual Payroll processing follows the same basic procedure as Computed Payroll Enter the transaction Run a Manual Edit List Generate preliminary reports payroll register D R A detail amp GL detail Print checks if applicable Post checks to update the applicable files with the Manual Payroll information Pay Ware DOS Manual 05 08 00 Page 52 3 3 1 Transaction Entry Maintenance Manual Payroll NUAL TRANSACTION ENTRY MAINTENANCE Add change Delete Inquire First Last Next Prior SDI TAX COUNTY CITY TAX BORO TAX EARNING DETAIL DEDUCTION REDUCT ALLOWANCES AC UNITS AMOUNT DEPT ACCOUNT DESC NT DEPT ACCOUNT F5 Process lt F2
9. Pay Ware DOS Manual Type a Key Name to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt gt it s Key Assigning a Key amp Name is necessary ONLY if the record is to be saved for future use Define the range of Employees you wish to include in the report Press Tab to default lt FIRST gt lt LAST gt or enter the key to begin end with Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on 05 08 00 Page 57 SUBTOTAL ON EMPLOYEE or If these options display enter Y to obtain subtotals by employee and DEPARTMENT department Otherwise enter N When ready to generate the register select the desired Output option and press F5 Review the register for errors and make any appropriate corrections A Sample register follows DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 43 34 PRELIMINARY PAYROLL REGISTER FROM DEPT FIRST FROM EMP FIRST FROM DATE FIRST LAST TOEMP LAST TO DEPT LAST EMP ID NAME DEPT 5 5 0 RES NO DATE ALLOW FEDERAL SDI COUNTY DIST TRANS UNITS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS ADJ GROSS STATE DEDUCT BORO NET CITD01 Citrol Da
10. Balances may be changed here but they will lack an audit trail EMPLOYEE KEY lt ALT Z gt lt ALT gt Enter or select from the Zoom Windows lt Alt Z gt Alt I the Employee Key to be queried CAUTION Balances may be changed here but they will lack an audit trail BATCH NO lt ALT Z gt Enter or select from the Zoom Windows lt Alt Z gt the Batch to be queried CAUTION Balances may be changed here but they will lack an audit trail TRACE NO Enter the Trace to be queried CAUTION Balances may be changed here but they will lack an audit trail CHECK NO Enter the Check No that generated this distribution record TRANSACTION DATE Enter the date that the transaction was deposited TRANSACTION TYPE Enter the deposit type for this transaction i e D Deposit P Pre Note ACCOUNT TYPE Enter the type of account i e C Checking S Savings BANK NUMBER RTN Enter appropriate Federal Reserved Designated RTN that identifies the bank where the employee has their account BANK ACCOUNT NUMBER Enter appropriate account numbers in which the amount is to be deposited DEPOSIT AMOUNT Enter the amount that was deposited into the bank account above Pay Ware DOS Manual 05 08 00 Page 208 6 9 5 Distribution to General Ledger Transactions Maintenance This option allows review of all General Ledger Transaction Activity CAUTION Transactions may be changed here but they will lack an audit trail 0 C 5 0 9 1 5 k Bre
11. Balances may be changed here but they will lack an audit trail Attendance Transactions File Maintenance TRANS NO ALT Z gt ALT I gt EMPLOYEE KEY ALT Z gt ALT I gt ATTENDANCE CODE Alt Z gt TRANSACTION DATE PAY AMOUNT PAY UNITS CHECK NO Pay Ware DOS Manual Select from the Zoom Window Alt Z gt Alt I gt the Direct Deposit and Transaction to be queried Select from the Zoom Window Alt Z gt Alt I gt the Employee key and Transaction to be queried Enter the Attendance Code that identifies the type of earnings that this transaction represents Enter the date that the transaction was processed Enter the gross amount paid by this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the number of units this transaction represents CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the Check No that generated this attendance record CAUTION Transactions may be adjusted here but they will lack an audit trail 05 08 00 Page 207 6 9 4 Direct Deposit History Transactions This option allows review of all Direct Deposit Transaction Activity CAUTION Transactions may be changed here but they will lack an audit trail Direct Deposit Transactions File Maintenance TRANSACTION lt ALT Z gt ALTI Enter or select from the Zoom Windows lt Alt Z gt Alt I the DDA Transaction to be queried CAUTION
12. EMPLOYEE ID ALLVO1 Allen Vickie STATE ID CA DEDUCTION REDEDUCTION ALLOWANCE ds NN Bre NN WO WWOWWWOW OO JOOO0 J 1 1O0y 1 1 10Y00 BPCO IS PPS CONSO NNONNNON WWOWWWOW OO 1O0O0O0 J 1 L 1Oy 1 1 10Y02 OYOY 00OYOY 00s BWR BIS COND NMNONNNCNY WWOWWWOW OO JO0O00 1 1 L Ov 1 10Y00 OYOY000OYOYOOO SUI WAGES Employee Wage Earnings Balances Screen 1 EMPLOYEE ID Alt Z gt Type or select from the Zoom Window Alt Z gt the Employee ID to be queried STATE ID Alt Z gt Type or select from the Zoom Window Alt Z the State ID to be queried DEDUCTIONS Enter the total deductions that were applied to this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail REDUCTIONS Enter the total reductions that were applied to this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail ALLOWANCES Enter the total allowances that were applied to this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail NET PAY Enter the amount of Net Pay CAUTION Transactions may be adjusted here but they will lack an audit trail FEDERAL TAXABLE WAGES Enter the amount that was included in Federal Taxable wages CAUTION Transactions may be adjusted here but they will lack an audit trail Pay Ware DOS Manual 05 08 00 Page 162 EE FICA TAX
13. Pay Ware DOS Manual 05 08 00 Page 185 6 7 4 Pay Rate Tables This Menu option is used to set up Pay Rate tables These tables are used to tie pay to specific Position Code s worked rather than an individual s Employee Master default pay rate They are very useful for larger position specific Industrial or Clerical Payrolls where pay is based on Piece Rate or Labor Contracts Pay Rate Table information is fed to the Position Code File It may be called up in timecard entry only if an Employee s pay category is Setup as Other not Hourly or Salary on Screen 1 of the Employee Master Each Rate Shift Premium in the table must be assigned to a Position Code see Position Code File Maintenance The Position Code in turn may be accessed via Zoom Window from the Position Code P CD field of the Time Card Entry amp Correct Time Cards Screens If a valid Position code is entered AND a Shift Code is entered AND the Employee s Pay Category is Other Pay Ware will pick the Pay Rate and Shift Premium from the Rate Table 6 7 4 a Shift Differentials Premiums Shift Differentials Premiums may also Setup on these tables and used for any Employee pay category This is done by assigning a Rate ID leaving the Unit Hourly Rate Field blank and specifying the desired Dollar amount Pay Premium for each Shift Here again each Rate Shift Premium in the table must be assigned to a Position Code see Position Code File Maintenance The Position Code in turn may
14. 00 00 00 00 2833 33 00 00 00 00 283333 10956 25 00 00 2028 03 GALS01 Galloway Steve CORP 577 77 4123 CA NONE 04 15 97 00 20859 00 00 00 00 SAL 1 00 00 00 00 00 12083 175 64 00 00 00 00 2416 67 00 00 00 00 229584 55 59 00 00 1856 02 01 Maddox Dan CORP 599 57 3456 CA NONE 04 15 97 00 11516 00 00 00 00 SAL 1 00 00 00 00 00 25 00 8732 00 00 00 00 1166 67 00 00 00 00 114167 15 66 00 00 923 53 AL FOR DEPARTMENT SAL COM 4 00 1 000 00 olf Inc PAGE 3 00 PAYROLL REGISTER FIRST FROM DATE FIRST LAST TOEMP LAST TO DEPT LAST DEPT 5 5 0 RES CHK DATE ALLOW FEDERAL SDI COUNTY DIST TRANS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS AD GROSS STATE DEDUCT BORO NET GRAND TOTAL FOR ALL EMPLOYEES UNTS REG 01 SAL COM VAC AMTS 376 00 16 00 6 00 1 000 00 8 00 3 292 00 198 00 11 125 01 100 00 56 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST REDUCT DEDUCT FICA SDI COUNTY BORO occuP 00 14 625 18 1 844 13 402 63 00 00 00 145 83 25 00 1 118 81 00 00 00 00 Pay Ware DOS Manual 05 08 00 Page 91 NETAMT 11 234 61 14 625 18 EMPLOYEE FICA 14 625 18 EMPLOYER FICA 14 625 18 FUI 3 695 98 STATE 14 625 18 SDI 14 625 18 SUI 3 695 98 Sample Payroll Register Pay Ware DOS Manual 05 08 00 Page 92 5 1 2 Check Register The Check Register second option on the Pay Period Reports Menu details each check produced in the last pay processing cycle and inc
15. 00 1166 67 00 1 00 00 114167 15 66 00 00 923 53 AL FOR DEPARTMENT 4 00 1 000 00 Inc PAGE 00 PRELIMINARY PAYROLL REGISTER FIRST FROM DATE FIRST LAST TOEMP LAST TO DEPT LAST DEPT 5 5 0 RES CHK CHK DATE ALLOW FEDERAL SDI COUNTY DIST TRANS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS ADJGROSS STATE DEDUCT BORO NET GRAND TOTAL FOR ALL EMPLOYEES Pay Ware DOS Manual 05 08 00 Page 58 UNTS REG 01 SAL COM VAC AMTS 376 00 16 00 6 00 1 000 00 8 00 3 292 00 198 00 11 125 01 100 00 56 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST TRANS REDUCT DEDUCT FICA SDI COUNTY BORO occuP OTHER 00 14 625 18 1 844 13 402 63 00 00 00 145 83 25 00 1 118 81 00 00 00 00 NETAMT 11 234 61 FEDERAL 14 625 18 EMPLOYEE FICA 14 625 18 EMPLOYER FICA 14 625 18 FUI 3 695 98 STATE 14 625 18 SDI 14 625 18 SUI 3 695 98 Sample Preliminary Payroll Register Pay Ware DOS Manual 05 08 00 Page 59 3 3 4 Preliminary DRA Detail Manual Payroll This report fourth item on the Manual Payroll Menu lists all the Deductions Reductions and or Allowances for each employee in the current pay period It is used to verify D R A information before printing and posting the checks Included in this report are 1 each employee s name key and department 2 the file priority number amp description assigned to each D R A and 3 the date amount amp GL account to which the D R A will
16. A Description is needed ONL DESCRIPTION the report format is to be saved for future use FROM DOCUMENT NO Enter the first Document Number to be Listed TO DOCUMENT NO Enter the last Document Number to be Listed Pay Ware DOS Manual 05 08 00 Page 229 7 9 3 Time Card History Listing Inactive Time Cards Old Time Cards may be printed and reviewed through List Time Card History which also offers Sort Options by Employee Code Date Date Employee Code Dept Employee Code Date or Dept Date Employee Code Ranges of sort keys are available and the user may produce subtotals by Employee and or Department and or Job for Job Cost Users Time Card History File Listing Parameters Screen PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING EMPLOYEE KEY lt Alt Z gt ENDING EMPLOYEE KEY Alt Z BEGINNING DEPARTMENT KEY Alt Z ENDING DEPARTMENT KEY lt Alt Z gt BEGINNING DATE ENDING DATE SUBTOTAL AFTER EMPLOYEE BREAK AFTER DEPARTMENT Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Employees you wish to include in the report
17. APPLY NET PAY lt Alt Z gt REIMBURSE BY A B O Pay Ware DOS Manual Y Adjust employer FICA taxable wages N Do not Adjust employer FICA taxable wages Y Adjust Federal unemployment wages disability wages N Do not Adjust state Y Adjust state taxable income N Do not Adjust state taxable income Y Adjust state disability wages N Do not Adjust state disability wages Y Adjust state unemployment wages N Do not Adjust state unemployment wages Y Use flat rate for tax calculation N Do not Use flat rate tax calculation Y Adjust Net Pay N Do not Adjust Net Pay Specify to reimburse by Allowance lt A gt Savings Bond lt B gt or Other lt O gt 05 08 00 Page 167 6 2 a Earned Income Credit E I C calculations have been built into Pay Ware It calculates this period s credit by annualizing this pay period s earnings Earnings x Pay Periods Yr To activate the E I C it must be set up as an Allowance Plan here in Cafeteria Plans Maintenance as follows Only the first six fields need to be filled out the rest are automatically filled when the desired option One or Both Claiming is selected the W2 Category box BENEFIT PLAN D R A lt Alt Z gt Enter the Allowance code plus the two digit Priority Number generally 01 that identifies this E I C Allowance BENEFIT PLAN DESCRIPTION Enter Earned Income Credit ONE Claiming or Earned Income Credit BOTH Cla
18. After selecting a sort option and the desired Date Range the report parameters screen will display if report formats have been saved selecting Maintenance will bring up the parameters screen DRA Parameter Screen sorted by Employee shown Below 03 RANGE OF D R A FIRST LAST gt LAST gt 0 DO NOT BREAK ON PLAN 1 TOTAL BY EMPLOYEE EKHSPZPPOGOSBS UCNZSCUPSurU SUCreeng wEsc RetuEn stor Mermul D R A Register Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY DESCRIPTION Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use BEGINNING D R A PLAN Alt Z gt Define the range of D R A s you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the Plan Priority to begin with ENDING D R A Plan Alt Z gt Define the range of D R A s you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the Plan Priority that to end on BEGINNING EMPLOYEE KEY lt Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY A
19. Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees you wish to include in the report Press Tab to default to LAST or enter the key that to end on Define the range of Department you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Department you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on Specify the first date of the period to be reported All transactions with dates on or after this transaction date will be reported Specify the last date of the period to be reported All transactions with dates on or before this transaction date will be reported If these options display enter Y in this to obtain subtotals by employee Otherwise enter N If these options display enter Y in this field to obtain subtotals by 05 08 00 Page 230 department Otherwise enter N These options display only if the report is sequenced by Department Select the desired output Option Screen Disk or Printer and press F5 to process A Sample Time Card Listing non Job Cost is shown below 12 26 00 Demo Golf Inc 08 10 45 TIME CARD HISTORY LISTING BY DEPT DATE EMP KEY FROM TO TO POSITION CODE ATT CODE UNITS SHIFT PAY RATE GL ACCT NO 03 31 00 CITDO1 Citrol Daniel OFFI OFFICE A D 6100 1000 03 31 00 CITDO1 Citrol Da
20. Press Tab to default lt lt FIRST gt gt or enter the key to start with Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to start with Define the range of Departments you wish to include in the report Press Tab to default to LAST or enter the key to end on Define the first date you wish to include in the report Press Tab to default lt lt FIRST gt gt Define the last date you wish to include in the report Press Tab to default to lt lt LAST gt gt If these options display enter Y in this to obtain subtotals by employee Otherwise enter N 05 08 00 Page 129 SUBTOTAL ON DEPARTMENT Alt Z gt If these options display enter Y in this field to obtain subtotals by department Otherwise enter N These options display only if the report is sequenced by Department Pay Ware DOS Manual 05 08 00 Page 130 When ready to generate the DDA history select the desired Output option Screen Printer or Disk and press F5 to Process A Sample Direct Deposit History is shown below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 50 35 DIRECT DEPOSIT HISTORY FROM DEPT FIRST FROM EMP FIRST FROM DATE 03 01 00 TO DATE 03 31 00 TOEMP LAST TO DEPT LAST EMP ID NAME DEPT
21. Press Tab to default to lt lt LAST gt gt or enter the key that to end on When ready to generate the register select the desired Output option Screen Printer or Disk and press F5 to Process A sample Check Register is shown below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME07 47 08 CHECK REGISTER BY CHECK NO DATE FROM CHK FIRST FROM DATE 04 15 00 TO DATE 04 15 00 TOCHK LAST EMP ID NAME DEPT CHKNO CHKDATE TD01 Citrol Daniel CALIF 000073 04 15 00 761 44 00B01 Cook Brenda CALIF 000074 04 15 00 718 63 OSW01 Foster Walter CALIF 000075 04 15 00 1 063 21 LLVO1 Allen Vickie CORP 000076 04 15 00 1 606 03 DUR 01 Duran James F CORP 000077 04 15 00 2 028 03 GALS01 Galloway Steve CORP 000078 04 15 00 1 856 02 MADDO1 Maddow Dan CORP 000079 04 15 00 923 53 001 Henry David FLRDA 000080 04 15 00 646 97 MARJ01 Marshall Janet FLRDA 000081 04 15 00 934 76 STARO1 Stanton Roger FLRDA 000082 04 15 00 697 00 SAD NOTFOUND SAD 000083 04 15 00 402 63 FAD NOTFOUND FAD 000084 04 15 00 4 081 75 TOTAL FOR ALLCHECKS 12 CHECKS 15 718 99 Sample Check Register Pay Ware DOS Manual 05 08 00 Page 94 5 1 3 amp 4 Employee Plan Reports D R A s amp Employer Expenses These options on the Pay Period Reports Menu list all the D R A Plans or Employer Paid Expense Plans for each employee in the most recently posted Payroll Sort Options are available by Employee Department and A P Vendor
22. REG 96 00 O T 8 00 00 00 00 00 74 36 00 00 00 00 864 00 108 00 00 00 00 972 00 2274 00 00 76144 CO0B01 Cook Brenda CALIF 555 44 3456 CA NONE 04 15 96 00 10446 00 00 00 00 REG 96 00 00 00 00 00 00 6977 00 00 00 00 912 00 00 00 00 00 912 00 1914 00 00 718 63 FOSWO1 Foster Walter CALIF 345 33 5674 CA NONE 04 15 96 00 83 59 00 00 00 00 SAL 1 00 00 00 00 00 00 95 60 00 00 00 00 1250 00 00 00 00 00 1250 00 7 60 00 00 1063 21 TOTAL FOR DEPARTMENT UNTS REG 0T SAL AMTS 192 00 8 00 1 00 1 776 00 108 00 1 250 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST REDUCT DEDUCT FICA SDI COUNTY BORO OCCUP 00 3 134 00 301 51 49 48 00 00 00 00 239 73 00 00 00 00 NETAMT 2 543 28 ALLVO1 Allen Vickie CORP 558 17 8766 CA NONE 04 15 96 00 430 32 00 00 SAL 00 1000 00 00 00 00 00 182 98 00 00 00 00 2291 67 100 00 00 00 00 2391 67 17234 00 00 1606 03 01 Duran James F CORP 559 13 1922 CA NONE 04 15 96 00 453 99 00 00 00 00 SAL 00 00 00 00 00 00 21675 00 00 00 00 2833 33 00 00 00 00 283333 10956 25 00 00 2028 03 GALS01 Galloway Steve CORP 577 77 4123 CA NONE 04 15 96 00 20859 00 00 00 00 SAL 00 00 00 00 00 120 83 175 64 00 00 00 00 2416 67 00 00 00 00 229584 55 59 00 00 1856 02 01 Maddox Dan CORP 599 57 3456 CA NONE 04 15 96 00 11516 00 00 00 00 SAL 1 00 00 00 00 00 25 00 87 32 00 00 00 00 1166 67 00 00 00 00 114167 15 66 00 00 923 53
23. base if different from default Y Use flat rate for tax calculation N 2 Do Not Use flat rate tax calculation Use these fields to change this D R A s impact on this wage base if different from default Y Adjust Net Pay N Do Not Adjust Net Pay Enter the appropriate Department code assigned to this Plan employee If the A P Interface is Enabled in Name amp Options and if this Plan is Setup with an A P account in Cafeteria Plans Default Maintenance the Default Vendor may be changed for this employee by selecting Alt Z gt an alternative Vendor Use these fields to modify the Plan s impact on Line Item Description of A P transaction if different from default Use these fields to modify the Plan s impact on Check Comment of A P transaction if different from default Enter the GL Account number fields assigned to this D R A if different from Plan default Enter a balance that should be tracked until it is reduced to zero 6 1 1 c Employee Dependent Information Employee Master Screen 2 Pay Ware DOS Manual Enter the relationship of the Dependent to the employee Employee S spouse C Child D Dependent 05 08 00 Page 151 NAME Alt Z gt Enter the name of the Dependent identified in the previous field ADDRESS 1 amp 2 Enter the Dependent s address CITY STATE ZIP Enter the CITY STATE ZIP of the Dependent s address WORK PHONE Enter the Dependent s work phone number SOCIAL SECURITY NO Enter
24. gt Enter the last date whose checks you wish to reprint Press Tab to default to lt lt LAST gt gt Defaults to the last check printed by the system If a different number is desired type the number of the next paycheck to be printed You may type a message of up to 40 characters to appear at the bottom of each check printed Specify yes Y to print this information at the bottom of each check Otherwise say no lt gt 05 08 00 Page 236 8 3 Direct Deposit Utilities See section 6 5 1 for Direct Deposit setup information This Menu contains three options to assist in the processing and maintenance of Payroll Direct Deposit GENERATE DIRECT DEPOSIT PRENOTES 1 Generate Pre Notes for employees new to direct deposit 2 Reprint Direct Deposit Advices to replace those missing or lost by payees 3 Regenerate Direct Deposit File allows recreation of a previous ACH file 8 3 1 Generate Direct Deposit Pre Notes This option will scan current Employee Direct Deposit setups and generate pre notes for any account that has not had one A pre note is a zero dollar transaction utilized to verify that the bank account information generated by the system is valid and accurate and that the transaction processes through the banking system to reach the final payee There are two options available Trial and Final Both options create a listing of all employees accounts that require a pre note and generate a NACHA formatt
25. lt lt FIRST gt gt Enter the last date whose DIRECT DEPOSIT ADVICEs you wish to reprint Press Tab to default to lt lt LAST gt gt You may type a message of up to 40 characters to appear at the bottom of each DIRECT DEPOSIT ADVICE printed Specify yes Y to print this information at the bottom of each ADVICE Otherwise say no lt gt 05 08 00 Page 238 8 3 3 Regenerate Direct Deposit File The regenerate direct deposit advices utility is used to recreate a previously generated direct deposit file which may have been lost or damaged This utility can also be used to create a file that combines previously processed direct deposit batches Ranges of direct deposit batch numbers and dates to be generated may be specified using the familiar Parameters Screen below PARAMETER KEY Type a Key to identity a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed ONLY if the DESCRIPTION report format is to be saved for future use BEGINNING BATCH Enter the first DIRECT DEPOSIT BATCH Number to be included ENDING BATCH Enter the last DIRECT DEPOSIT BATCH Number to be included BEGINNING DATE Enter the first date whose DIRECT DEPOSIT BATCHES you wish to include Tab
26. lt LAST gt gt or enter the Plan Code to end on Note all Employer Expense Plans begin with the code X Define the range of Employees Departments or Vendors you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees Departments or Vendors you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on Specify the first Payroll Date to be included in the Report Specify the last Payroll Date to be included in the Report If these options display enter 0 1 or 2 in this to obtain subtotals and or page breaks by employee department vendor amp priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break 05 08 00 Page 124 SUBTOTALS PAGE BREAKS lt Alt Z gt If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee department vendor amp priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break Pay Ware DOS Manual 05 08 00 Page 125 When ready to generate an Employee Plan history report select the desired Output option Screen Printer or Disk and press F5 to Process A sample D R A History report is shown below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 52 33 DEDUCTION R
27. s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY DESCRIPTION Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY Alt Z Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY lt Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default to LAST or enter the key that to end on BEGINNING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on SUBTOTAL ON EMPLOYEE If these options display enter Y in this to obtain subtotals by employee Otherwise enter N SUBTOTAL ON DEPARTMENT If these options display enter Y in this field to obtain subtotals by department Otherwise enter N These options display only if the report is sequenced by Department When ready to generate the register select the desired Output option Screen Printer or Disk and press F5 to Process Pay Ware DOS Manual 05 08 00 Page 90 A sample P
28. s standard Attendance Code the Pay Rate must be adjusted so it reflects the correct fraction of the Employee s usual 1 Salary Pay Unit per pay period For Example a Salaried employee normally receives 1 unit of Attendance Code 06 Salary for 1000 each month This month 3 Vacation Days Attendance Code 04 were taken To correctly decrement the Accrual and keep Earnings at 1000 the following Time Cards must be entered ATTEND UNITS RATE 06 Salary 84 840 Pay Ware DOS Manual 05 08 00 Page 67 04 Vacation 3 160 Two simpler methods can be used to track available vacation sick days for Salaried Personnel where Earnings Attendance dollars do not have to be tracked separately to different Jobs or Departments 1 Employees default Pay Rate Units amp Salary can be left untouched e g normal 1 Unit of Salary Pay is processed while additional Time Card s are added with the Employee s Vacation or Sick Disability time entered with a 0 Pay Rate 2 Even simpler the Salaried Vacation amp Disability Attendance Codes can be set up for Attendance Only see File Maintenance Processing Codes Attendance Codes in Field 5 Both these options will decrement the Accruals without having to manually adjust pennies between Attendance Codes to hit a fixed total Earnings amount With Hourly personnel it is easiest to Accrue Decrement amp Pay Vacation Disability in Hourly Units Reviewing the Screen below will illus
29. 00 00 100 681 07 CITY TAX 00 00 00 00 00 00 NO OF EMPLOYEES 10 40 000 292 00 14 625 18 85 035 08 14 625 18 00 00 00 00 99 660 26 25 00 150 00 25 00 00 00 175 00 BORO TAX DISTRICT TAX OCCUPATION TAX TRANSPORT TAX 00 00 00 00 00 00 Sample Payroll Journal Pay Ware DOS Manual 14 625 18 85 035 08 14 625 18 00 00 99 660 26 MISC ALLOWANCES ADJUSTED GROSS MISC DEDUCTIONS 1 844 13 10 825 76 1 844 13 00 00 12 00 00 00 00 00 00 00 00 669 89 00 00 00 00 00 00 MISC REDUCTIONS FEDERAL TAXABLE EE FICA TAXBALE ER FICA TAXBALE 3 695 98 61 010 02 3 695 98 00 00 64 706 00 FEDERAL TAX 1 118 81 6 505 20 1 118 81 00 00 7 624 01 00 00 00 00 00 00 FUI TAXABLE STATE TAXABLE 14 625 18 85 035 08 14 625 18 00 00 99 660 26 FICA TAX 402 63 1 546 44 402 63 00 00 1 949 07 00 00 00 00 00 00 SDI TAXABLE 3 695 98 61 010 02 3 695 98 SUI TAXABLE 14 625 18 69 211 06 14 625 18 00 00 83 836 24 64 706 00 STATE TAX 00 00 865 22 00 00 00 00 00 865 22 00 SDI TAX SUI TAX OTHER TAX NET PAY 11 234 61 65 142 46 11 234 61 00 00 76 371 07 05 08 00 Page 119 5 5 Payroll History Reports These History reports are identical to the Registers produced via the Pay Period Reports Menu See Section 5 1 except that History Reports allow a Date Range
30. 00 56 00 ADJ GROSS FEDERAL STATE SUI CITY DIST TRANS DEDUCT FICA SDI COUNTY BORO OCCUP OTHER 2 828 67 334 56 00 00 00 00 00 00 216 39 00 00 00 00 00 2 277 72 2 828 67 2 828 67 2 828 67 1 662 00 2 828 67 2 828 67 1 662 00 SAL COM VAC 16 00 6 00 1 000 00 8 00 3 292 00 198 00 11 125 01 100 00 56 00 ALLOW GROSS FEDERAL STATE SUI CITY DIST REDUC T DEDUCT FICA SDI COUNTY BORO OCCUP Pay Ware DOS Manual 05 08 00 Page 39 00 14 625 18 1 844 13 402 63 00 00 00 145 83 25 00 1 118 81 00 00 00 00 11 234 61 TAXABLE WAGES 14 625 18 EMPLOYEE FICA 14 625 18 EMPLOYER FICA 14 625 18 3 695 98 14 625 18 14 625 18 3 695 98 NO OF TIME CARDS 14 NO OF REGISTER ENTRIES 10 Sample Computed Edit Report Pay Ware DOS Manual 05 08 00 Page 40 3 2 5 Computed Payroll Register Preliminary The PRELIMINARY PAYROLL REGISTER item on the Computed Payroll Menu is used to verify earnings information before checks are printed and posted The Summary at the end of the register provides the following totals Total Earnings units amp amount for each earnings type Total Reductions Total Deductions amp Total Allowances Total Taxable Wages for each class of tax withholding Federal State etc Total number of register entries Total number of departments The following three sort options are available EMPLOYEE KEY Preliminary Payroll Register S
31. 00 Page 7 CHAPTER 1 Installation amp Conversion Pay Ware DOS Manual 05 08 00 Page 8 1 1 Pay Ware DOS Installation Pay Ware will install on the Platinum DOS Applications Menu as an additional Application It does not replace or make Platinum Payroll module inactive Pay Ware does not modify delete or utilize any Platinum Payroll data files EXCEPT IF YOU ARE INTERFACED TO PLATINUM S JOB COST or BANKBOOK from Platinum s Payroll Module Pay Ware will maintain Platinum s time card file PRTIMCRD amp Bank Book interface file PRBB Insure that you have adequate memory available before attempting to install Pay Ware at least 530K Largest Executable Program Size should be available in DOS before starting Platinum To check available MEMORY type MEM from a DOS Prompt Outside Platinum 1 Begin at a DOS Prompt in or out of Windows but be sure 1 To BACK COMPLETELY OUT OF PLATINUM and 2 that Platinum is NOt in use anywhere on your network DO NOT try to install the program from the Platinum Shell 2 Insert Pay Ware Disk 1 into the Floppy Drive of your computer At the DOS prompt switch the default to the floppy drive usually A by Typing A lt Enter gt then type the desired Installation Routine typing INSTALL Will display these Options A gt INSTALL Enter gives the STANDARD PROGRAM INSTALLATION INSTALL M will RESTORE Pay Ware TO THE PLATINUM SYSTEM MENU useful if installation of a Platinum Up
32. 01 Pay Ware DOS Manual 05 08 00 Page 62 6110 1000 Payroll Taxes EMP ER FICA CONTRIB 00 239 73 6110 1000 Payroll Taxes EMP ER FUI CONTRIB 00 15 07 6110 1000 Payroll Taxes EMP ER SUI CONTRIB 00 457 98 6110 2000 Payroll Taxes EMP ER FICA CONT 1 91 214 48 6110 2000 Payroll Taxes EMP ER FUI CON 8 13 5 16 6110 2000 Payroll Taxes EMP ER SUI CON 228 58 86 05 Sample GL Detail Report Pay Ware DOS Manual 05 08 00 Page 63 3 3 6 Print Manual Checks This sixth option on the Manual Payroll Menu will print the paychecks if a check number was not specified in transaction entry after a successful Edit List and Preliminary Registers are run After printing the Post Computed Checks Screen will automatically appear If you do not want to post immediately due to time constraints etc press Esc to exit Computed Payroll However do not do any further Payroll functions until you post or you will have to generate another successful Edit List and reprint checks again If you get an Invalid MANUAL PAYROLL STATUS Message an error free Edit List has not yet been printed If an error free Edit List has been generated the following Screen will appear 000597 THANK YOU FOR YOUR HARD WORK Print Paychecks Screen NEXT CHECK NUMBER Defaults to the last check printed by the system If a different number is desired type the number of the next paycheck to be pri
33. AL FOR DEPARTMENT 4 00 1 000 00 olf Inc PAGE 00 PRELIMINARY PAYROLL REGISTER FIRST FROM DATE FIRST LAST TOEMP LAST TO DEPT LAST DEPT 5 5 0 RES DATE ALLOW FEDERAL SDI COUNTY DIST TRANS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS GROSS STATE DEDUCT BORO NET GRAND TOTAL FOR ALL EMPLOYEES UNTS REG 01 SAL COM VAC AMTS 376 00 16 00 6 00 1 000 00 8 00 3 292 00 198 00 11 125 01 100 00 56 00 ALLOW GROSS FEDERAL STATE SUI CITY DIST TRANS REDUCT DEDUCT FICA SDI COUNTY BORO OCCUP OTHER 00 14 625 18 1 844 13 402 63 00 00 00 00 145 83 25 00 1 118 81 00 00 00 00 00 NETAMT 11 234 61 Pay Ware DOS Manual 05 08 00 Page 43 14 625 18 EMPLOYEE FICA 14 625 18 EMPLOYER FICA 14 625 18 3 695 98 14 625 18 14 625 18 3 695 98 Sample Preliminary Payroll Register Pay Ware DOS Manual 05 08 00 Page 44 3 2 6 amp 7 Preliminary Employee Plan Reports DRA amp Employer Expense Detail These reports on the Computed Payroll Menu list all the Deductions Reductions Allowances as well as Employer Paid Plans for each employee in the current pay period It is used to verify Employee Benefit Plan information before printing and posting the checks Included in this report are 1 each employee s name key and department 2 the file priority number amp description assigned to each D R A or Employer Expense Plan and 3 the date amount amp GL account to which the P
34. Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with 05 08 00 Page 138 FROM TO FROM TO FROM TO FROM TO EMPLOYEE STATUS WAGE BASES DRA PLANS 1 to 4 Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Type lt A gt Active lt T gt Terminated lt L gt Leave of absence or Leave Blank to Include ALL STATUS Type lt A gt to convert all rates of pay to an annual Salary bas
35. Attendance Code Base Pay Units Hours reside in the REGULAR Attendance Code The following Setups must be made in File Maintenance to enable Automatic Overtime In Attendance Codes The REGULAR Attendance Code must have the Include in OT Calc field set to YES A New Code must be set up for Automatic Overtime Code AO is recommended The AO Code should not be INCLUDED IN OT CALCULATION and AO Code Calculation Definition should be set up for Hours 50 assuming a 50 Premium All Tax Switches set the same as the REGULAR Attendance Code In Position Codes Verify that both MAXIMUM DAILY amp MAXIMUM WEEKLY REG HRS are Setup correctly for all Codes Usually 8 Day amp or 40 Week In System Defaults Processing Defaults ENABLE AUTO OT must be set as Yes REG EARN CLASS at 1 AUTO CALC OT CD set at AO or otherwise designated Automatic Overtime Attendance Code The system is now ready to process Automatic Overtime A Review of a typical Weekly payroll will help illustrate how the above setup would calculate Earnings on a Regular pay rate of 10 00 Hour amp Overtime at 5096 of the Regular rate on all daily pay units above 8 Monday 10 Hours 2Hr OT Tuesday 11 Hours 3 Hr OT Wednesday 6 Hours Thursday 9 Hours 1 Hr OT Friday 10 Hours 2 Hr OT Total 46 Hours The Payroll Edit for these Timecards would Generate the following 46 units of REGULAR Earnings Attendance 9 10 00 Unit 460 reported under
36. Attendance Code 01 8 units of AutoOvertime Earnings Premium 5 00 Unit 40 reported under Attendance Code AO Pay Ware DOS Manual 05 08 00 Page 184 6 7 3 Automatic Numbering This option sets up automatic numbering for Transactions Check Nos and Quarterly Tracking The Transaction and Check Numbers should be taken from the last payroll processed by the previous system Enter the number and End Date of the CURRENT Calendar Quarter OR the quarter for any Historical Data you may be inputting and wish Pay Ware to track by Quarter Automatic Numbering File Maintenance NEXT TRANS NO The Transaction and Check Numbers should be taken from the last payroll processed by the previous system NEXT CHECK NO The Transaction and Check Numbers should be taken from the last payroll processed by the previous system CURRENT QUARTER Enter the number and End Date of the CURRENT Calendar Quarter OR the quarter for any Historical Data you may be inputting and wish Pay Ware to track by Quarter QUARTER END DATE Enter the number and End Date of the CURRENT Calendar Quarter OR the 1 2 3 4 quarter for any Historical Data you may be inputting and wish Pay Ware to track by Quarter NEXT ACH BATCH NO Entry here will reset the Direct Deposit ACH Batch Number NEXT ACH TRAN NO Entry here will reset the Direct Deposit ACH Transaction Number preceded by an A that appears on the Payroll Register It serves the same function as a Check Number
37. BANK ID Enter any bank assigned ID for the co if different from Fed ID Leave blank if company s Fed ID is also the bank assigned ID IMMEDIATE DESTINATION RTN Enter the bank s Routing Transit Number RTN IMMEDIATE DESTINATION Enter the bank s name NAME IMMEDIATE ORIGIN Enter number of originating institution Usually company ID or Bank RTN Leave blank if company s Fed ID is also the Origin DIRECT DEPOSIT FILE NAME Enter the Name assigned to the ACH Deposit File to be transmitted GENERATE COMPANY DEBIT Enter Y or N to Produce Company Debit on ACH File s A Yes entry requires that all Cash Accounts be identified with RTN and Account Type s on the Cash Account Setup Menu Your bank must tell you if this is required COMPANY NAME ON ADVICE Enter Y or N to print company name and address on dep advice ADVICE SIZE Specify E leven inch tri fold payroll checks format or S even inch bi fold A P type check format PRINT TITLES ON ADVICE If Advices are to be printed on plain paper enter Y to print the descriptions of all data fields on the Advice ENABLE EFTPS Enter or select from the Zoom Window Y or S to enable direct deposit Pay Ware DOS Manual 05 08 00 Page 175 PROCESSING EFTPS CREDIT BANK NUMBER RTN EFTPS BANK ACCOUNT NUMBER PRENOTE DATE LAST ACH DEPOSIT DATE OPTIONAL FILE HEADERS Pay Ware DOS Manual of Federal Payroll Taxes via the EFTPS Credit method Y will add the Tax
38. BREAK ON EMPLOYEE SPECIAL TITLE EMPLOYEE STATUS SELECT DATE ID BEGINNING DATE RANGE ENDING DATE RANGE INCLUDE PERSONAL INFORMATION INCLUDE PERSONAL HISTORY INCLUDE PAY INFORMATION INCLUDE PAY HISTORY INCLUDE D R A INFORMATION INCLUDE D R A HISTORY INCLUDE INFORMATION Pay Ware DOS Manual DEPENDENT Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define an item Employee key Name State SSN Dept etc from the Zoom Window Alt Z gt you wish to include in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt gt Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt g
39. CASH ACCOUNT lt Alt Z gt AMOUNT Pay Ware DOS Manual Type or select from the Zoom Window lt Alt Z gt the check number to be maintained CAUTION Balances may be changed here but they will lack an audit trail Verify or Edit this information CAUTION Balances may be changed here but they will l an audit trail Verify or Edit this information CAUTION Balances may be changed here but they will I an audit trail Verify of Edit by typing or selecting from the Zoom Window lt Alt Z gt the Cash Account to maintained CAUTION Balances may be changed here but they will lack an audit trail Verify or Edit this information CAUTION Balances be changed here but they will I an audit trail 05 08 00 Page 210 CHAPTER 7 FILE LISTINGS Pay Ware DOS Manual 05 08 00 Page 211 7 0 File Listings File Listings generates user defined reports on information entered in File Maintenance Manual Payroll and Time Card Entry They are useful to verify data entry and a reference source for various Keys The Employee Label Printing program is also accessed from this Menu File Listing Parameters are Setup via the customary Sort Option amp Maintenance Parameters Screens used throughout Pay Ware Most listings require only specifying the sort option for the desired record and selecting a previously defined Report Format or defining a new one Pay Ware DOS Manual 05 08 00 Page 212 7 1 Employee Listing This provide
40. Departments you wish to include in the report KEY AIt Z Press Tab to default to lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY Define the range of Departments you wish to include in the report lt Alt Z gt Press Tab to default to lt lt LAST gt gt or enter the key that to end on BEGINNING DATE Specify the first date of the period to be reported All transactions with dates on or after this transaction date will be reported ENDING DATE Specify the last date of the period to be reported All transactions with dates on or before this transaction date will be reported Pay Ware DOS Manual 05 08 00 Page 240 8 5 PURGE ARCHIVE TERMINATED EMPLOYEES This Option purges Employee Records with a Terminated status on their Employee Master and no current year transactions from the current company Any range of Employee Keys Employee Balances and or Transaction History may be separately Purged or Archived to a designated historical company or left intact in the current company Purging Employees Balances but not History will make these Employee Keys available for re use Purging History may make running Transaction based reports such as Payroll Registers Employees inaccurate Archiving Employees Balances History will place all selected information in the designated historical company from which any report can be generated without effecting the current company PARAMETER KEY PARAMETER DESCRIPTI
41. Do not display the Pay Rate These fields are User defined and may be Used to set up tracking for Company provided property issued to employees i e Pagers Keys Credit Cards by to insure it is accounted for These fields feed the information to the Employee Master where Serial Tracking Numbers or item descriptions may be assigned for each Employee Specify the type of data that will be stored in this field D Date S String of characters N Numeric If the previous TYPE entry is Numeric enter the number of decimals to be maintained for that field 05 08 00 Page 183 6 7 2 a Enable Auto Overtime The Automatic Overtime Option enables Pay Ware to automatically calculate the Overtime Premium for all hours worked above defined limits Enter Y to enable Automatic Overtime calculation otherwise enter N Automatic Overtime normally works by reviewing the time card hours input for employees during a specific payroll Date range Time Card Dates are CRITICAL Cards outside the date range will not be processed This routine compares the total REGULAR as Setup in Attendance Code Maintenance pay units worked during the pay date range to the Daily amp Weekly Regular Hour Maximums Setup in Position Code File Maintenance Any hours in excess of these defined limits are assigned the Premium to Base Pay at the rate Setup for the Automatic Overtime Attendance Code File The Premium portion of Overtime pay is Maintained in the AUTOMATIC OVERTIME
42. EMPLOYEE KEY Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on BEGINNING DATE Define the first date you wish to include in the report Press Tab to default lt lt FIRST gt gt Pay Ware DOS Manual 05 08 00 Page 136 ENDING DATE REPORT TYPE SUMMARY DETAIL RECAP SPECIAL TITLE TITLE FIELD ALT Z gt 5 6 Salary Statistics Define the last date you wish to include in the report Press lt Tab gt to default to lt lt LAST gt gt Type lt S gt to print Summary 1 Total date lt D gt Detail for all records lt R gt for Recap 1Total State Type up to a 50 character name for this report optional Type up to a 10 character working name Type desired 2 digit report field identifier or Press lt Alt Z gt to display a zoom window to find the desired identifier Salary Statistics is a report that provides a list of employees with their salary and specified D R A s and the percentage they make up of the total salary and D R A withholdings It is useful for evaluating compliance with Government regulations regarding top heaviness of Benefits Plans After selecting one of the six Sort Options an already defined report may be run Or a new Report may be formatted via the Parameter Screen accessed through the Maintenance Option FIRST LAST gt DEPARTMENTS A ANNUAL SAL Employee Salary Statistics
43. Enhancements The enhanced Time Card Entry function captures information necessary to easily process complex and multi position worker Payrolls The Time Card Entry screen scrolls automatically one line at a time as the screen is filled easily allowing the operator to view prior entries An option exists to suppress each employee s pay rate for confidentiality The pay rate assigned at time entry is determined from the employee s master file or by predefined pay rate tables that can vary by the position worked Overtime can be automatically calculated on a daily or weekly basis and the shift differentials applied if applicable see appropriate File Maint Sections to Enable these features Tab positions may be temporarily custom set to minimize keystrokes by striking the F3 Key or permanently customized in the File Maintenance Processing Defaults Pay Ware s Hot Window feature allows fast interchange between Time Entry and File Maintenance without having to back in and out through the Menus It can be sampled in the first field Emp of the Time Card Entry Screen by activating the Zoom Window Alt Z and with the Zoom Window still up press the lt insert gt Key Just to the right of the Backspace Key The fully functional Employee Master Screen will pop up and employees Master data changes entered from here instead of backing out to File Maintenance The employee addition or change is processed normally Alt A or Alt C F5 gt Wh
44. LAST or enter the key to end on Specify the first date of the period to be reported All transactions with dates on or after this transaction date will be reported Specify the last date of the period to be reported All transactions with dates on or before this transaction date will be reported If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break When ready to generate the listing select the desired Output option and press F5 Review the list for errors and make any appropriate corrections A sample Time Card Listing appears below DATE 12 26 00 TIME 07 42 58 FROM Demo Golf Inc TIME CARD LISTING BY DEPT DATE EMP KEY FROM TO TO POSITION CODE ATT CODE WORK DATE EMP ID NAME UNITS SHIFT PAY RATE ACCT NO 9 00 6100 1000 9 00 6100 1000 9 50 6100 1000 1250 00 6100 1000 LIF 03 31 00 CITDO1 Citrol Daniel LIF 03 31 00 CITDO1 Citrol Daniel LIF 03 31 00 1 Cook Brenda LIF 03 31 00 FOSWO1 Foster Walter OFFI OFFICE OFFI OFFICE OFFI OFFICE 01 REG 02 OT 01 REG
45. Ledger Module The GL Distribution Report identifies all debit and credit payroll transactions in the GL Distribution file as of a given date Like the GL Detail report details are grouped by their amount types tax categories regular pay D R A s and cash The Report can be run in trial non interfaced mode or final interfaced mode NO INTERFACE These report options are defined on the Maintenance Parameters screen along with the option to print transactions recap or details as well as effective cutoff and Post dates 02 GL Distribution Report Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed ONLY if the report DESCRIPTION format is to be saved for future use Pay Ware DOS Manual 05 08 00 Page 112 AS OF DATE GENERATE INTERFACE PRINT RECAP ONLY GL POST DATE Pay Ware DOS Manual Type the ending date of the payroll period to be reported Type Y for intermediate or direct posting Type N if you want to generate the report without any posting effects Type Y to print only the Recap and lt gt print all detail Type date to be used as the GL posting date only if post
46. Payment to the Employee payment ACH File will create a separate ACH file for the tax payment portion and add numerical suffixes to the designated Filename 001 for the EE Deposits and 002 for the Tax Payment Entering lt N gt disables EFTPS Tax Payments must be made via other means Enter or select from the Zoom Window appropriate IRS Designated RTN numbers for your state s region Mid Atlantic amp Southern Tier AL AZ AR CA So DE FL GA KY MD MS NC NM NV OH OK PA SC TN TX VA WV use Nationsbank RTN 061036000 All Other States amp No CA use First Chicago 071036210 Enter the appropriate IRS Designated Deposit account for your region Mid Atlantic amp Southern Tier AL AZ AR CA southern DE FL GA KY MD MS NC NM NV OH OK PA SC TN TX VA WV Nationsbank Account 23401009 All Others First Chicago Account 04236036 This field specifies the last PRE NOTE transaction date for the Federal Tax Deposit No Entry can be made in this Informational field This field specifies the last ACH DEPOSIT transaction date for the Federal Tax Deposit No Entry can be made in this Informational field Enter any Bank required file header information Information entered here will appear as the first record s of any ACH file generated by Pay Ware ahead of the ACH format file header 1 Record 05 08 00 Page 176 6 6 2 Bank Information Maintenance This Screen is used to set up t
47. Previously Entered Time Cards and additional Cards may be entered through Correct Time Cards Sort options are offered by Employee Code Date Date Employee Code Dept Employee Code Date Dept Date Employee Code and For Job Cost Users Job Employee Date After selecting the desired Sort Option use the Parameter menu displayed below to specify the range of employees dates departments whose time cards are to be reviewed corrected Press F5 to build the Time Card Entry Screen with transactions once the desired information is input REPORT ID 02 RANGE OF DEPARTMENTS lt LAST gt LAST gt LAST imm E FIRST LAST gt lt F5 gt Process lt F2 gt Clear Screen ESC Return to Menu Correct Time Cards File Maintenance Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is DESCRIPTION needed ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY Alt Z Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY Alt Z Define the range of Employees you wish to include in the report Pres
48. Used in the restrictions Enter the first date of the desired range for this report Enter the last date of the desired range for this report Enter a Y if you want the employee s Personal information printed Otherwise enter N Enter a Y if you want the employee s Personal History printed Otherwise enter N Enter a Y if you want the employee s Pay information printed Otherwise enter N Enter a Y if you want the employee s Pay History printed Otherwise enter N Enter a Y if you want the employee s D R A information printed Otherwise enter N Enter a Y if you want the employee s D R A History printed Otherwise enter N Enter a Y if you want the employee s Dependent information printed Otherwise enter N 05 08 00 Page 214 INCLUDE DEPENDENT HISTORY INCLUDE JOB INFORMATION INCLUDE JOB HISORY INCLUDE EMERGENCY CONTACT INFORMATION INCLUDE EMERGENCY CONTACT HISTORY INCLUDE ACCIDENT WORKMENS COMP INFORMATION INCLUDE ACCIDENT WORKMENS COMP HISTORY PRINT HISTORY START DATE PRINT HISTORY END DATE Enter a Y if you want the employee s Dependent History printed Otherwise enter N Enter a Y if you want the employee s Job information printed Otherwise enter N Enter a Y if you want the employee s Job History printed Otherwise enter Enter a Y if you want the employee s Emergency Contact information printed Otherwise enter N Enter a Y if you want the em
49. Ware Employee Master record Use ALT Z to present a zoom window from which to select the proper keys OR Use F7 or F8 to scroll to the desired key CHECK NO Enter the Check Number if a check has already been generated or leave blank and the system will print a check DATE Enter the appropriate date for the day of the week for this line item in the format MM DD YY NET AMOUNT Enter the amount of Net Pay UPDATE MTD Type Y or Press Enter to include check in MTD Totals Otherwise type lt N gt UPDATE QTD Type Y or Press lt Enter gt to include check in QTD Totals Otherwise type lt N gt UPDATE YTD Type Y or Press lt Enter gt to include check in YTD Totals Otherwise type lt N gt VOID CHECK Type Y to void a prior manual check and update Payroll and General Ledgers Pay Ware DOS Manual 05 08 00 Page 53 FED TAX FICA TAX STATE TAX SUI TAX SDITAX COUNTY TAX CITY TAX BORO TAX DIST TAX OCCUP TAX TRANS TAX OTHER TAX Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applic
50. and D R A group for the current payroll period Status information for both the Computed and Manual Payrolls is displayed e COMPUTED PAYROLL provides access to the Computed Payroll Menu Time Card entry Payroll Calculations Edit Check Printing Posting and Void Check processing are on this menu All employee setup maintenance and benefit plan setup maintenance should be completed before selecting the Computed Payroll option The setup maintenance options are contained in the File Maintenance Menu accessed from the Main Payroll Menu For details see Chapter 6 MANUAL PAYROLL provides access to the Manual Payroll Menu This option is primarily utilized for converting employee s pay information to Pay Ware and for processing void checks that were not originally processed by Pay Ware Pay Ware DOS Manual 05 08 00 Page 27 e VOID CHECK is similar to the Platinum Accounts Payable Module s Void Check Process For all checks originally processed by Pay Ware simply enter the Date of the Check and the Check and press F5 Pay Ware DOS Manual 05 08 00 Page 28 3 1 Pay Period Information To start a new pay cycle select PAY PERIOD INFORMATION from the Pay Period Processing Menu This option designates the dates for the current pay cycle Entering new dates begins a new cycle Also shown is status information for current levels of pay processing check printing posting and last posting dates for both Computed and Manual Payrolls D
51. automate Third Party payments through the A P system This information will automatically transfer when the D R A Plan Priority Number is selected on r The Earned Income Credit is also handled here Setup as an Contributions The Entry Option for Screen 2 of the Employee Maste Allowance Decrease Wages AN ve TYPE CE FORWARD ry Period AMOUNT 2225 9500 0000 50 6120 0000 SEND Jj ae PLAN DETAILVEND ID E ABC ADVERTISING m 401 LINE ITEM DESC CHECK COMMENT k yee Benef 01 Payrol Contributions Cafeteria Plans File Maintenance BENEFIT PLAN D R A lt Alt Z gt BENEFIT PLAN DESCRIPTION lt Alt l gt lt Alt Z gt SHORT DESCRIPTION W 2 CATEGORY lt Alt Z gt BALANCE FORWARD ANNUAL FREQUENCY lt Alt Z gt Pay Ware DOS Manual Enter a code Deduction Reduction or Allowance D R or A plus the two digit Priority Number that that identifies the benefit plan Deductions are made from Net Pay after Taxes are Withheld Reductions generally reduce Taxable Pay and Allowances generally Increase Taxable Pay The Priority Number assigned determines the priority in which this D R A will be applied to Earnings Deduction 01 will be taken out before Deduction 02 etc If Earnings are insufficient to cover all D R A s the higher priority numbers will not be withheld Enter the Description of the Benefit Plan that will be printed on the check stub The s
52. be posted It provides current balances for any D R A s being tracked There are three sort options available by D R A and by Employee D R A and Department D R A As with all processing functions If you have previously saved your selection parameters a menu will be displayed for your selection Select one of the options or select MAINTENANCE to display the PRELIMINARY D R A LISTING parameter screen 03 0 1 EHSDIProcess CEZ UlJeuruvSUneeng Esc cReUturEnHvtocsMeru D R A Detail Listing Parameters Screen PARAMETER KEY amp PARAMETER DESCRIPTION PARAMETER KEY DESCRIPTION BEGINNING A PLAN Alt Z gt ENDING D R A Plan Alt Z BEGINNING EMPLOYEE KEY lt Alt Z gt ENDING EMPLOYEE KEY Alt Z SUBTOTAL BREAK ON EMPLOYEE PLAN lt Alt Z gt Pay Ware DOS Manual FIRST LAST gt FROM EMPLOYEE i LAST DO NOT BREAK ON PLAN TOTAL BY EMPLOYEE Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of D R A Plans you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the Plan Code to begin wi
53. by typing or selecting from the zoom window press lt Alt I gt its Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed ONLY if the DESCRIPTION report format is to be saved for future use TIPS EARNING CLASS lt Alt Z gt Type or select from the zoom window the Earnings Type Key that is Used for tips If tips are not applicable to your business specify None by typing a zero lt 0 gt INCLUDE LOCAL TAXES IF ANY Type lt Y gt if local taxes should be reflected on the W 2 s If local taxes should not be reflected type lt N gt YEAR TO SEARCH FOR D R A S Type the last two numbers of the calendar year for which you are generating the W 2 s and searching the DRA file e g 97 IMPORTANT NOTE In order for a D R A plan to appear on the W 2 its Defaults in File Maintenance gt Cafeteria Plans must have a W 2 CATEGORY assigned in field 4 Similarly be sure the LOCL NAME field on Screen 3 of the EE Master contains the name of any Local Taxing Authority to be printed on W 2s We suggest you review these items now to ensure they are Setup correctly Pay Ware DOS Manual 05 08 00 Page 72 3 When entries in all appropriate fields are defined press lt Alt O gt to highlight the Output action commands and press F5 The PBW2 file will be created Pay Ware DOS Manual 05 08 00 Page 73 4 3 2 Print the W 2 Fo
54. default to lt lt LAST gt gt or enter the key to end on Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key to end on If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break When ready to generate the register select the desired Output option and press F5 Review the register for errors and make any appropriate corrections Pay Ware DOS Manual 05 08 00 Page 42 DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 43 34 PRELIMINARY PAYROLL REGISTER FROM DEPT FIRST FROM EMP FIRST FROM DATE FIRST LAST TOEMP LAST TO DEPT LAST EMP ID NAME DEPT S S NO RES NO DATE ALLOW FEDERAL SDI COUNTY DIST TRANS UNITS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS ADJ GROSS STATE DEDUCT BORO NET CITD01 Citrol Daniel CALIF 566 78 3456 CA NONE 04 15 96 00 11346 00 00
55. for all Error Free Entries after it prints a list of all Warnings amp Errors Now run a Computed Edit on all your time cards The next stop after processing a valid Computed Edit is Printing Checks Pay Ware will Print on either 11 3 panel or on 7 2 panel check voucher stock with full earnings detail Also note the option to Print Employee s Remaining Vacation amp Sick Pay Disability on pay stubs Print out some 7 checks on plain paper of course by going to File Maintenance gt System Defaults Name amp Options and specifying Seven Inch Checks don t forget to Process Then Return to Computed Edit Rerun it and then Run the Print Check Routine c Let s move from Computed Payroll to the simple Void Check feature also on the Pay Period Processing Menu A Zoom Window in the Check Date field allows selection of any previously posted check check number and date may also be manually keyed in Press F5 and the Pay Stub Information will be displayed for verification Press F5 again and the Void is completed It s time to see some new File Maintenance Features Go to the Fourth item on Pay Ware s Main Menu The Employee Master has several exciting enhancements To see them pull up the record for Employee Walter Foster Alt and select Foster Walter First press lt 4 gt to view a complete History of everything that has been changed on the Employee s record along with the date it was changed and by w
56. from check CAUTION Transactions may be adjusted here but they will lack an audit trail 05 08 00 Page 163 6 1 5 D R A Balances Current amp Prior Year This screen displays Balances and MTD YTD Contributions for each Employee s D R A Plan s Prior Year Balances are accessed by entering the last two digits i e 97 at the prompt on those Menu Screens CAUTION Balances may be adjusted here but they will lack an audit trail DURJO1 Duran James F 6390 28 6881 84 6 1 6 Attendance Balances Current amp Prior Year This screen shows MTD QTD Quarterly amp YTD Balance Files for Employees Earnings by Attendance Code Prior Year Balances are accessed by entering the last two digits i e 97 LLVO1 Allen Vickie 06 SALARY ST QUARTER 2ND QUARTER 3RD QUARTER YEAR TO DATE EMPLOYEE ID Alt Z ATTENDANCE CODE Alt Z Pay Ware DOS Manual Type or select from the Zoom Window Alt Z gt the Employee ID to be queried Type or select from the Zoom Window Alt Z gt the Attendance Code to be queried 05 08 00 Page 164 6 2 Cafeteria Plans amp E 1 C Maintenance This Menu option is Used to set up Cafeteria Plan parameters and defaults The system tracks an unlimited variety of Deduction Reduction Allowance activity with both Employer and Employee Pre or After Tax effecting Add to Gross provides great control over how these Plans may impact reported Earnings The Interface to A P option can greatly
57. gt 1250 00 6100 1000 DEPARTMENT TOTALS CARDS 03 31 00 ALLVO1 Allen Vickie SUPR SUPERVISOR SAL 6100 0000 03 31 00 ALLVO1 Allen Vickie SUPR SUPERVISOR COM 6100 0000 03 31 00 DURJO1 Duran James SALE SALESPERSON SAL s a 6100 0000 03 31 00 GALSO1 Galloway Steve SUPR SUPERVISOR SAL A 6100 0000 03 31 00 MADD01 Maddox Dan SALE SALESPERSON SAL S 2 6100 0000 1004 00 DEPARTMENT TOTALS 5 CARDS FLRDA 03 31 00 HENDO1 Henry David OFFI OFFICE REG z 6100 2000 FLRDA 03 31 00 HENDO1 Henry David OFFI OFFICE VAC 6100 2000 FLRDA 03 31 00 MARJO1 Marshall Janet SUPR SUPERVISOR SAL 6100 2000 FLRDA 03 31 00 STARO1 Stanton Roger OFFI OFFICE REG 6100 2000 FLRDA 03 31 00 STARO1 Stanton Roger OFFI OFFICE 7 50 6100 2000 DEPARTMENT TOTALS 201 00 GRAND TOTALS 14 CARDS Sample Time Card Listing Pay Ware DOS Manual 05 08 00 Page 221 7 7 System Defaults File Listings This Option lists Pay Rate Tables or State Unemployment Information Pay Ware DOS Manual 05 08 00 Page 222 7 7 1 2 System Defaults File Listings Rate Tables amp State Unemployment Rate Tables amp State Unemployment Information may be printed and reviewed through these File Listings No operator input is required other than selection of an Output option A Sample Unemployment Defaults Listing is shown below DATE 12 26 00 Demonstration Inc TIME 08 57 41 UNEMPLOYMENT DEFAULTS LISTING FIRST LAST STATE ID NO SUI RATE AUTO DEP PAY
58. how most Pay Ware Reports can be set up The Parameter Key and Name indicate how this report will appear on the Previous Report Options Screen this report will be the first 01 one listed and will be titled as State Gross Wages The in the Quarter field means that a valid entry must be made in that field before a report will process for that quarter of the year currently 2000 The yes or no in the Print Company Address and Generate Magnetic Media fields are self explanatory The last two Multi line entry columns of this screen are where the Report Data are selected amp formatted In this case a Nine Column report will be produced with Social Security Number in the first column and SUI Tax Withheld in the last column These Data Fields are selected from the 40 reportable items available in the Field column s Zoom Window Alt 2 Column Descriptions under 11 characters will appear above each column This existing report format may be permanently changed by adding or deleting Fields amp Column Descriptions then pressing Alt C gt and F5 to process the change Pay Ware DOS Manual 05 08 00 Page 16 A new Report is Permanently added by giving it a new Key number amp Description menu name not already on the Report Options Menu Then select the data items in order to be included in the report from the zoom window available in the Field column Alt 2 An Exclamation Point in the QTR field will expedite regenerating
59. key INTERFACE TO JOB Indicate whether you interface with Job Cost P Yes you interface with Platinum s Job COST Cost System B Yes you interface with BA s Job Cost System JOB COST ENTRY Enter P to Default Job Cost Information from the previous line on the Time Card Entry Screen or DEFAULT Enter N to stop JC Information from defaulting from the previous line This allows the PHASE amp COST Columns to remain Blank SATURDAY Enter the Attendance Code to be Used for Saturday time This field will be Used as an edit ATTENDANCE CODE of the Attendance Code during time card entry SUNDAY Enter the Attendance Code to be Used for Sunday time This field will be Used as an edit of ATTENDANCE CODE the Attendance Code during time card entry HOURS WARNING Enter the number of hours that should not be exceeded during time card entry A warning will be issued if you enter hours greater than this number DEFAULT POSITION Indicate where the system should get the default value for the Position Code field during FROM time card entry P Use the value from the previous line M Use the value in Pay Ware s Misc Code field from the Employee Master N Do not Use a default value Pay Ware DOS Manual 05 08 00 Page 182 DISPLAY PAY RATE MISC FIELD 1 5 MISCELLANEOUS FIELD TYPE NUMBER DECIMALS Pay Ware DOS Manual OF Indicate whether the Pay Rate should be displayed during time card entry Y Display the Pay Rate N
60. level Specify the number of Vacation units Hrs Days to be accrued per pay cycle Specify the maximum total number of allowable Vacation Units Specify the number of Disability units Hrs Days to be accrued per pay cycle Specify the maximum total number of allowable Vacation Units 05 08 00 Page 69 4 2 Generate Savings Bond Purchase File REPORT ID EESGSETUUESSS EZ UIGNEPISUECen ESscc ZRetuEnv to Menu Generate Savings Bonds File Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed ONLY if the report format is DESCRIPTION to be saved for future use FRB COMPANY ID Type Federal Reserve Company ID number FRB LOCATION ID Type Federal Reserve location ID Number PRIORITY NUMBER Enter the Deduction Plan Priority number that was Used to withhold money for Saving Bond purchases GENERATE DISK Type Y to create disk to send to FRB otherwise type lt N gt Pay Ware DOS Manual 05 08 00 Page 70 4 3 W 2 Processing The following sections guide you through this process This is the third item on the Period End Processing sub menu The information printed on W 2 forms is contained in a file named PBW2 located in the PLATIN
61. magnetic ON MAGNETIC MEDIA media Enter F for Federal Format S for State Format N None Pay Ware DOS Manual 05 08 00 Page 189 6 7 9 Job Cost Interface Options Maintenance This Option sets the parameters for Pay Ware s Interface to Job Cost PR PR TO JC POSTING METHOD JC POSTING METHOD Dotari Detail WIP Account Department 0000 00000000 p Job Cost Interface Maintenance PAYROLL TO J C POSTING MODE Enter S for Summary or D for Detail Summary posts only totals for each Attendance code amp Account Number Detail posts every transaction CONVERT PREMIUM TO REGULAR Enter Y to convert Premium Pay units to Regular before posting to individual jobs so they are not burdened with premium rates Premium pay will then be sent to the Overhead account specified in the last field on this screen Enter lt N gt to post premium pay to individual jobs POST JC TO GL SUMMARY DETAIL Enter the desired Job Cost to GL posting mode Summary S or Detail D Summary posts only totals for each Attendance code amp Account Number Detail posts every transaction ALLOW GL ACCT OVERRIDE FOR WIP Enter WIP lt W gt or P Premium DEFAULT GL ACCOUNT FROM M D Enter the desired source file for GL Accounts Department D or Employee Master lt M gt WORK IN PROCESS ACCT Enter the GL Account number for WIP PREMIUM PAY ACCOUNT Enter the GL Account number Used for Premium
62. printed If there are any problems with the data the Edit List identifies the appropriate employee key provides a message describing the problem with the transaction entry and designates the message as a Warning or an Error Manual Payroll status is available in the Pay Period Information Screen see Section 3 1 for Status Codes Pay Ware DOS Manual 05 08 00 Page 56 3 3 3 Preliminary Payroll Register Manual Payroll The PRELIMINARY PAYROLL REGISTER is the third item on the Manual Payroll Menu and is used to verify earnings information before checks are printed and posted The Summary at the end of the register provides the following totals There are 3 sort options available Total Earnings units amp amount for each earnings type Total Reductions Total Deductions amp Total Allowances Total Taxable Wages for each class of tax withholding Federal State etc Total number of register entries amp Departments EMPLOYEE KEY Preliminary Payroll Register Sort Menu If you have previously saved report parameters a menu will be displayed for your selection Select one or select MAINTENANCE to display the preliminary payroll register parameter screen ALL EMPLOYEES Preliminary Payroll Register Report Options Screen PARAMETER KEY amp PARAMETER DESCRIPTION BEGINNING ENDING EMPLOYEE KEYS lt Alt Z gt BEGINNING DEPARTMENT KEY Alt Z ENDING DEPARTMENT KEY Alt Z
63. report Press Tab to default BEGINNING EMPLOYEE KEY lt lt FIRST gt gt or enter the key you wish to start with Alt Z ENDING EMPLOYEE KEY Define the range of Employees you wish to include in the report Press Tab to default to Alt Z lt lt LAST gt gt or enter the key that you wish to end on BEGINNING DATE Define the first date you wish to include in the report Press Tab to default lt lt FIRST gt gt ENDING DATE Define the last date you wish to include in the report Press Tab to default to lt lt LAST gt gt Pay Ware DOS Manual 05 08 00 Page 242 8 7 Convert Platinum Payroll This Option is Used with third party time amp attendance reporting systems to Platinum Payroll It allows that data to be imported into Pay Ware Two version options are available 1 Convert only Platinum Time Cards 2 Convert only Platinum D R A s Pay Ware DOS Manual 05 08 00 Page 243 8 8 System Utilities This Last Utilities Option contains System Ultilities which will 1 Backup or 2 Restore Pay Ware to or from a Floppy Disk 3 Set up User Security 4 Initialize data files or 5 Recover Files BACKUP PAY WARE 8 8 1 Backup Pay Ware Use this option to Backup Pay Ware Data files to a Floppy Disk Be sure you have an adequate supply of Disks before proceeding and follow the on screen instructions 8 8 2 Restore Pay Ware Use this Option to Restore Pay Ware Data Files from Floppy Disk Follow the on screen instruction
64. report format A Description is needed DESCRIPTION ONLY if the report format is to be saved for future use BEGINNING ITEM Define the range of Items you wish to include in the report Press Tab to DESCRIPTION Alt Z default lt lt FIRST gt gt or enter the key to begin with ENDING ITEM Define the range of Items you wish to include in the report Press Tab to DESCRIPTION default to lt lt LAST gt gt or enter the key to end on lt Alt Z gt Select the desired output Option Screen Disk or Printer and press lt F5 gt to process A Sample DRA Listing is shown below 12 26 00 Demonstration Inc 08 57 20 CAFETERIA PLANS DRA FIRST LAST DESCRIPTION TYPE RATE HOURS W2 BF A GL ACCOUNT FED EE FICA FUI SDI FLAT REIMBURSE SHORT DESC FREQUENCY MATCH RATE CAP RATE EMPLR DEBIT EMPLR CREDIT STATE ER FICA SUI Medical Medical 401K 401K Sample DRA File Listings 7 3 Department File Listing amp These Listings are processed identically to the preceding D R A Listing No operator input is required just process the Report 7 4 Savings Bonds File Listing Option or format a new listing via the Parameters Screen Pay Ware DOS Manual 05 08 00 Page 216 Pay Ware DOS Manual 05 08 00 Page 217 7 5 Time Sheets Time sheets may be printed or sorted by the supervisor name entered on page 1 of the employee master file The employee ID name and the default information that will show on the Time Card Entry screen will be printed A rang
65. sequential employee s time card s This option allows immediate mid cycle processing of one Employee check without disrupting the Data entry cycle 06 SINGLE EMPLOYEE CHECK Computed Edit Parameter Screen PARAMETER KEY PARAMETER KEY DESCRIPTION FROM EMPLOYEE KEY TO EMPLOYEE KEY CASH ACCOUNT NO s lt Alt Z gt PAY FREQUENCIES 1 to 5 Pay Ware DOS Manual SELECTIVE PROCESSING BY PAY PERIOD GROUP Specify for all five Pay Period to process all Time Cards on file Specify a number for any or all of the Pay Period Groups thus only Time Cards employees whose NO OF PAY match one of the 5 Groups will be Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Use this Field to Process an Emergency Check for one or more sequential Employees from the batch of Time Cards entered in this cycle Type or select from the Zoom Window Alt Z gt the Employee Key s to Process Use this Field to Process an Emergency Check for one or more sequential Employees from the batch of Time Cards entered in this cycle Type or select from the Zoom Window Alt Z gt the Employee Key s to Pr
66. the following year and that 3 the Reduction will be taken Every Pay Period Frequency 9 Also note that the Employee Contribution will be a Percentage 96 of Gross Pay but the amount is blank Amounts Rates are Setup individually on Screen 2 of each Employee s Master File Please notice that the Employee Contribution is Capped at the 2000 Government Maximum of 9500 Now move down to the Employer Match It is Setup at 5096 of the Employee Contribution and will Cap out at 3 of Employees Gross Wages Finally note that the Plan will decrease the Federal amp State Income Tax Wage Bases Yes answers but not affect any other Wage Bases c Enhanced Report Generation Capability is one of Pay Ware s strongest features see the Reports option on the Main Menu You can select from an array of predefined reports or modify them by adding or changing the order of the data fields defining the sort sequence and or specifying which fields you wish to utilize to restrict the information on the report c For Example go to Government Reports where Quarterly Reports are predefined Let s review how one of these reports is setup Selecting in order Quarterly Reports Both gt SSN gt State Gross Wages will reveal the Setup Screen for this report One key thing to notice is that you have a Choice of Quarters and Years All Historical Quarterly data is available for the years that you have been using Pay Ware Reviewing the Screen illustrates
67. the report Press lt Tab gt to default to lt lt LAST gt gt When ready to generate the register history select the desired Output option Screen Printer or Disk and press lt F5 gt to Process A sample report is shown below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME07 52 57 CHECK REGISTER BY CHECK NO DATE FROM CHK FIRST FROM DATE 03 01 00 TO DATE 03 31 00 TOCHK LAST EMP ID NAME DEPT CHKNO CHKDATE TD01 Citrol Daniel CALIF 000049 03 15 00 711 00 OOB01 Cook Brenda CALIF 000050 03 15 00 587 24 051001 Foster Walter CALIF 000051 03 15 00 1 020 42 LLV01 Allen Vickie CORP 000052 03 15 00 1 836 79 DURJ01 Duran James F CORP 000053 03 15 00 1 930 29 GALS01 Galloway Steve CORP 000054 03 15 00 1 779 61 MADDO1 Maddox Dan CORP 000055 03 15 00 887 93 HENDO1 Henry David FLRDA 000056 03 15 00 613 45 MARJ01 Marshall Janet FLRDA 000057 03 15 00 908 94 STARO1 Stanton Roger FLRDA 000058 03 15 00 511 45 CITDO1 Citrol Daniel CALIF 000061 03 31 00 736 23 COOB01 Cook Brenda CALIF 000062 03 31 00 694 17 FOSWO1 Foster Walter CALIF 000063 03 31 00 1 020 42 ALLVO1 Allen Vickie CORP 000064 03 31 00 1 836 79 DURJ01 Duran James F CORP 000065 03 31 00 1 930 29 GALS01 Galloway Steve CORP 000066 03 31 00 1 779 61 MADDO1 Maddox Dan CORP 000067 03 31 00 887 93 HENDO1 Henry David FLRDA 000068 03 31 00 641 59 MARJ01 Marshall Janet FLRDA 000069 03 31 00 908 94 STARO1 Stanton Roger FLRDA 000070 03 31 00 686 16 TOTAL FOR
68. the year based on the later of 1 when the services giving rise to the deferral are performed or 2 when there is no substantial forfeiture risk of the rights to the deferred amount This amount should be included in boxes 3 and 5 as social security wages and Medicare wages and tips Only show an amount in box 11 if it is also included in box 1 3 or 5 The SSA uses this information to verify that they have properly applied the social security earnings test and paid the correct amount of benefits Nonqualified deferred compensation plans do not meet the qualification requirements for tax favored status Nonqualified plans include those arrangements traditionally viewed as deferring the receipt of current compensation Accordingly welfare benefit plans stock option plans and plans providing dismissal pay termination pay or early retirement pay are not nonqualified plans Any amount deferred under a nonqualified plan should be included as social security and Medicare wages as of the later of when the services giving rise to the deferral are performed or when there is no substantial forfeiture risk of the rights to the deferred amount State and local agencies should separately identify section 457 distributions in this box by using code G followed by a space and then the dollar amount However if you are reporting a distribution from both a 05 08 00 Page 80 nonqualified plan and a section 457 plan report it as a single amount in this box
69. they will lack an audit trail 05 08 00 Page 202 UPDATE YTD Type Y or Press lt Enter gt to include check in YTD Totals Otherwise type lt N gt CAUTION Transactions may be adjusted here but they will lack an audit trail VOID CHECK Type lt Y gt to void a prior manual check and update Payroll and General RECURRING APPLY TO QUARTER STATE ID Enter the State Id where the wages were reported CAUTION Transactions may be adjusted here but they will lack an audit trail DEDUCTIONS Enter the total deductions that were applied to this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail REDUCTIONS Enter the total reductions that were applied to this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail ALLOWANCES Enter the total allowances that were applied to this transaction CAUTION Transactions may be adjusted here but they will lack an audit trail GROSS PAY Enter the total amount that was paid based upon the time cards that were entered CAUTION Transactions may be adjusted here but they will lack an audit trail NET AMOUNT Enter the amount of Net Pay CAUTION Transactions may be adjusted here but they will lack an audit trail FEDERAL TAXABLE WAGES Enter the amount that was included in Federal Taxable wages CAUTION Transactions may be adjusted here but they will lack an audit trail FICA TAXABLE WAGES Enter the amount that was include
70. this format in the future Pressing Alt A gt and lt F5 gt will save this format and add it to the Reports Menu To actually run the report escape out one level select it from the menu and replace the exclamation point and other entry fields with the desired parameters and Process and Output the report Changing a defined report Alt C gt is accomplished using this same procedure c Other information laden items on the Reports Menu are the Employee Balance Totals amp Payroll Register Totals found on the Payroll History Reports sub menu These Reports are generated following the same procedure detailed above and are completely user defined Employee Balance Reports may be created for any Month Quarter or Year primarily for individual employees Payroll Register Totals Reports offer reporting on 57 information items detailing Earnings Wages all Tax Withholdings D R A s amp Employee Data These may be easily generated for any Date Range and or Employee Range and sorted by Employee State amp Payroll Date A useful report is defined under the State Payroll Date Sort Option Menu Summary of Range of Pay Dates This Report produces a one line summary of Selected Information for each Pay Date for each State which can greatly expedite reporting Now let s review some sample reports 401k amp Key Workforce Data State Summaries Setup in Payroll Register Totals select Employee Payroll Date Sort Option To Process and revie
71. to correspond with the numbered Boxes on the W 2 forms To recall a particular record position the cursor in either the EE Key Dept or Name field and press lt Alt l gt Highlight the record that needs changes and press Enter to display the record DEPARTMENT ALT Verify this information to insure it is correct and up to date gt ALT Z gt S S NO Verify this information to insure it is correct and up to date ADDRESS Verify this information to insure it is correct and up to date ADDRESS Verify this information to insure it is correct and up to date CITY ST ZIP Verify this information to insure it is correct and up to date CITY ST ZIP Verify this information to insure it is correct and up to date CITY ST ZIP Verify this information to insure it is correct and up to date Pay Ware DOS Manual 05 08 00 Page 76 BOX 15 CODES STATUTORY DECEASED PENSION LEGAL REP SUBTOTAL DEFERRED COMP YEAR VOID BOX 1 WAGES TIPS OTHER COMPENSATION BOX 2 FEDERAL INCOME TAX WITHHELD BOX 3 SOCIAL SECURITY WAGES BOX 4 SOCIAL SECURITY TAX WITHHELD BOX 5 MEDICARE WAGES amp TIPS BOX 6 MEDICARE TAX WITHHELD BOX 7 SOCIAL SECURITY TIPS BOX 8 ALLOCATED TIPS BOX 9 ADVANCE PAYMENTS BOX 10 DEPENDENT CARE BENEFITS BOX 11 NONQUALIFYING PLANS BOX 12 BENEFITS INCL IN BOX 1 BOX 13a 13b 13c BOX 13a 13b 13c BOX 13a 13b 13c BOX 14a 14d BOX 14a 14d BOX 14a 14d BOX 1
72. to pay state taxes Enter the name of the person to be contacted in case of an emergency Enter the phone number of the person to be contacted in case of an emergency Enter the Claim Number being assigned to this Claim Enter the date of the injury which is the basis for the Workman s Compensation claim Enter the date that the Workman s Compensation claim was settled 05 08 00 Page 149 6 1 1 b Employee Benefit Plans Employee Master Screen 2 This screen sets up Dependent information AND appropriate D R A benefits plans for Employees Enter all Dependent Information for this Employee and any Benefit Plans in which they participate Foster Walter EMP ID DEDUCTIONS REDUCTIONS amp ALLOWANCE INFORMATION WEG 2 is im m im US iD wu x 2 Por pe Lo 5 RATE HRS D E R IT I DEPT VEND 04 9 Grp Ins 35 NN NN NN NN Y CORP ON I CREDIT ONE N N Y CORP 2230 DEPENDENTS INFORMATION SOC R L NAME Cae Bel DIE BENEFITS PLANS S FOSTER RAMONA LYNNE 132 45 6789 02 02 56 D20 7 Employee Master Screen 2 of 3 Employee Benefit Plans D R A s BENEFIT PLAN D R A EMPLOYEE MASTER PAGE 2 D R A amp DEPENDENT lt Alt Z gt INFORMATION Enter or select from the Zoom Window the code D R or A plus the two digit Priority Number that identifies this benefit plan s assigned to this employee The plan must be defined in Cafeteria Plan File Maintenance FREQ
73. 0 100 00 DEDUCTIONS REDUCTIONS ALLOWANCES GROSS FEDTXBL EEFICA ERFICA FUITXBL STATE TXBL SDITXBL SUI TXBL M 00 00 00 6975 01 2391 67 2391 67 2391 67 00 239167 2391 67 00 01 00 00 00 13750 02 13750 02 13750 02 13750 02 7000 00 13750 02 13750 02 7000 00 02 00 00 00 239167 239167 239167 239167 00 2391 67 2391 67 00 Q3 00 00 00 00 00 00 00 00 00 00 00 Q4 00 00 00 00 00 00 00 00 00 00 00 Y 00 00 00 16141 69 1614169 1614169 16141 69 7000 00 1614169 1614169 7000 00 FED TAX FICA STATE TAX SDI TAX SUI TAX CNTY TAX CITY TAX BORO TAX DISTRIC TX OCCUP TX TRNSP TX OTHER TX NETPAY M 430 32 182 98 7234 00 00 00 00 00 00 00 00 00 606 03 01 1505 52 1051 86 00 17190 00 00 00 00 00 00 00 00 11020 74 Q2 430 2 182 98 72 34 00 00 00 00 00 00 00 00 00 606 03 Q3 00 00 00 00 00 00 00 00 00 00 00 0 00 Q4 00 00 00 00 00 00 00 00 00 00 00 0 00 Y 1935 84 1234 84 72 34 171 90 00 00 00 00 00 00 00 00 12626 77 KEY 001 DEPT CALIF SSN 566 783456 HIRE 07 10 31 90 REHIRE DT ADD SENIOR NAME Citrol Daniel STATUS ACTIVE REVIEW DT 10 31 91 TERM DT TERM CD HSN HOURLY STATE TAXCD CA STSTATUS S EXEMPTIONS 1 ADDITN WTHLD PAY RATE 9 PAY PERIODS 24 FEDSTATUS S EXEMPTIONS 1 ADDITN WTHLD REG 015 HOL HOURS AMOUNT HOURS AMOUNT HOURS AMOUNT HOURS AMOUNT M 272 00 2448 00 32 00 432 00 00 00 00 00 01 50400 453600 5600 75600 8 00 00 16 00 144 00 02 97 00 864 00 800 108 00 00 100
74. 0 76 108 62 00 00 00 00 465 13 76 01 00 00 00 NETAMT 4 769 48 ALLVO1 Allen Vickie CORP 558 17 8766 CA A00052 03 15 97 00 250 92 28 65 00 SAL 1 00 00 00 00 00 17531 00 00 00 00 2291 67 00 00 100 2291 67 00 00 00 1836 79 ALLVO1 Allen Vickie CORP 558 17 8766 CA A00064 03 31 97 00 250 92 28 65 00 00 00 SAL 1 00 00 00 00 00 17531 00 00 00 00 2291 67 00 00 00 2291 67 00 00 00 1836 79 7 ORP 559 13 1922 CA A00053 03 15 97 00 502 58 35 42 00 00 00 00 00 00 21675 00 00 00 00 00 00 00 00 2853 5 00 00 1930 29 GRAND TOTAL FOR ALL EMPLOYEES 1922 CA A00065 03 31 97 00 502 58 3542 00 00 0 SAL V 00 00 216 75 00 00 00 00 00 2833 33 12329 25 00 00 1930 29 688 00 40 00 12 00 16 00 6 028 00 498 00 22 250 02 116 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST T REDUCT DEDUCT FICA SDI BORO OCCUP OTHER 00 28 600 36 3 636 82 526 26 00 00 00 291 66 50 00 2 187 94 290 09 00 00 00 NETAMT 21 909 25 FEDERAL 28 600 36 Pay Ware DOS Manual 05 08 00 Page 131 EMPLOYEE FICA 28 600 36 EMPLOYER FICA 28 600 36 FUI 13 258 66 STATE 28 600 36 SDI 1 23 205 02 SUI 13 258 66 Sample Direct Deposit History Register Pay Ware DOS Manual 05 08 00 Page 132 5 5 5 Employee Balance Totals The Employee Balance Totals contains a report writer that generates a one line per employee listing of User defined employee payroll totals information for Month to Date Quarter 1 to Date Quarter 2 to
75. 00 00 Q3 00 100 00 00 00 00 00 00 04 00 100 00 00 00 00 00 00 Y 600 00 5400 00 64 00 864 00 8 00 00 16 00 144 00 DEDUCTIONS REDUCTIONS ALLOWANCES GROSS FEDTXBL ERFICA FUITXBL STATE TXBL 501 SUI M 00 00 00 288000 972 00 972 00 972 00 972 00 972 00 9 01 00 00 00 5436 00 543600 543600 543600 543600 5 02 00 00 00 97200 972 00 97200 972 00 03 00 00 100 00 00 00 Q4 00 00 00 00 Y 00 00 Demo Golf Inc PAYROLL JOURNAL BY EMPLOYEE KEY Y lt FIRST gt TO EMP KEY lt LAST gt EMPLOYEE SSTATUS ALL REG 01 DIS PERIODS AMOUNT SALES AMOUNT HOURS AMOUNT HOURS AMOUNT HOURS AMOUNT 18 000 33375 03 1000 000 100 00 1064000 9320 00 56 000 697 00 000 00 36 000 66750 06 000 00 1970 000 17152 00 84 000 1056 00 32 000 204 00 6 000 1112501 1000 000 100 00 376 000 3292 00 16 000 198 00 000 00 000 00 000 00 000 00 000 00 000 00 000 00 000 00 000 00 000 00 000 00 42000 7787507 1000000 10000 2336000 2044400 100000 125400 32000 20400 HOL VAC HOURS AMOUNT HOURS AMOUNT 000 40 24 000 172 00 64 000 51200 32 000 236 00 000 00 8 000 56 00 000 00 000 00 000 00 000 00 Pay Ware DOS Manual 05 08 00 Page 118 M 01 Q Q3 Q4 Y M 01 Q Q3 Q4 Y M 01 Q Q3 Q4 Y 64 000 145 83 874 98 145 83 00 00 1 020 81 00 00 00 00 00 00 COUNTY TAX 00 00 00 00 00 00 512 00 14 625 18 85 035 08 14 625 18 00 00 99 660 26 43 663 03 85 910 06 14 771 01
76. 00 00 00 NETAMT 4 769 48 ALLVO1 Allen Vickie CORP 558 17 8766 CA 000052 03 15 97 00 250 92 28 65 00 00 SAL 1 00 00 00 00 00 17531 00 00 00 00 2291 67 00 00 00 2291 67 00 00 00 1836 79 ALLVO1 Allen Vickie CORP 558 17 8766 CA 000064 03 31 97 00 250 92 28 65 00 00 00 SAL 1 00 00 00 00 00 17531 00 00 00 00 2291 67 00 00 00 2291 67 00 00 00 1836 79 559 13 1922 CA 000053 03 15 97 00 502 58 35 42 00 00 00 00 00 1 00 216 75 00 00 00 00 00 00 00 00 2853 5 00 00 1930 29 GRAND TOTAL FOR ALL EMPLOYEES 1922 CA 000065 03 31 97 00 502 58 3542 00 00 0 SAL V 00 00 21675 00 00 00 00 00 2833 33 12329 25 00 00 1930 29 688 00 40 00 12 00 16 00 6 028 00 498 00 22 250 02 116 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST T REDUCT DEDUCT FICA 00 28 600 36 3 636 82 526 26 00 00 00 291 66 50 00 2 187 94 290 09 00 00 00 NETAMT 21 909 25 FEDERAL 28 600 36 EMPLOYEE FICA 28 600 36 EMPLOYER FICA 28 600 36 FUI 13 258 66 STATE 28 600 36 Pay Ware DOS Manual 05 08 00 BORO Page 122 OCCUP OTHER SDI 23 205 02 SUI 13 258 66 Sample Payroll History Register Pay Ware DOS Manual 05 08 00 Page 123 5 2 Employee Plan History Reports D R A s amp Employer Expenses These options on the Payroll History Reports Menu list all the D R A Plans or Employer Paid Expense Plans for each employee in the specified time period Sort Options are available by Employee
77. 00 22250000 LAN R01 TOTAL 145 83 00 RAND TOTAL 170 83 Sample Preliminary DRA detail Pay Ware DOS Manual 05 08 00 Page 61 3 2 5 Preliminary GL Detail Manual Payroll This report Fifth item on the Manual Payroll Menu shows every amount processed in the Computed Edit List and its corresponding GL Account debit or credit It is used to verify this information before printing and posting checks You need only to specify the desired output Printer Screen or Disk process it F5 review the report for errors and make appropriate corrections until everything is acceptable A sample report follows DATE 12 26 00 Demo Golf Inc TIME 07 43 53 PAYROLL G L DISTRIBUTION REPORT PRELIMINARY ACCOUNT TYPE ACCOUNT NO CHECK EMP ID EMPLOYEE DEPARTMENT DEBIT CREDIT FEDERAL WITHHOLDING 2201 0000 FWT Payable 04 15 00 CITD01 Citrol Daniel 04 15 00 CITD01 Citrol Daniel 04 15 00 1 Brenda 04 15 00 1 Brenda 04 15 00 FOSWO1 Foster Walter 04 15 00 FOSWO1 Foster Walter 04 15 00 ALLVO1 Allen Vickie 04 15 00 ALLVO1 Allen Vickie 04 15 00 DURJO1 Duran James F 04 15 00 DURJO1 Duran James F 04 15 00 GALSO1 Galloway Steve 04 15 00 GALSO1 Galloway Steve 04 15 00 MADD01 Maddox Dan 04 15 00 MADD01 Maddox Dan 04 15 00 001 David 04 15 00 HENDO1 Henry David 04 15 00 MARJO1 Marshall Janet 04 15 00
78. 00 nonelective profit sharing employer contribution are not reported on Form W 2 Check the Deferred compensation checkbox in box 15 and enter the total elective deferral including any excess in box 13 Do not report any excess in box 1 Code J Show the amount of any sick pay NOT includible in income because the employee contributed to the sick pay plan If you issue a separate Form W 2 for sick pay enter Sick in box 13 Use code J for sick pay NOT includible as income Code K If you made excess golden parachute payments to certain key corporate employees report the 20 excise tax on these payments Use code K for the tax on excess golden parachute payments If the excess payments are considered wages report the 20 excise tax as income tax withholding and include it in box 2 Code L Report the employee business expense reimbursement amount treated as substantiated i e the nontaxable portion using code L Use this code only if you reimbursed your employee for employee business expenses using a per diem or mileage allowance and the amount you reimbursed exceeds the amount treated as substantiated under IRS rules See Employee Business Expense Reimbursements on page 3 In box 1 include the portion of the reimbursement that is more than the amount treated as substantiated Do not include any per diem or mileage allowance reimbursements for employee business expenses in box 13 if the total reimbursement is less
79. 15 00 599 57 3456 CORP 04 15 00 PAGE 1 PRELIMINARY DEDUCTION REDUCTION ALLOWANCES BY PLAN EMPLOYEE TO DATE EMP lt LAST gt TO PLAN LAST SSN NUMBER DEPT DATE EE AMOUNT ERAMOUNT ACCTNO 25 00 00 22250000 25 00 00 120 83 25 00 00 22250000 00 22250000 145 83 00 170 83 05 08 00 Page 46 Review the 3 2 7 Preliminary GL Detail This report item on the Computed Payroll Menu shows every amount processed in the Computed Edit List and its corresponding GL Account debit or credit It is used to verify this information before printing and posting checks You need only to specify the desired output Printer Screen or Disk process it F5 review the report for errors and make appropriate corrections until everything is acceptable DATE 12 26 00 Demo Golf Inc TIME 07 43 53 PAYROLL G L DISTRIBUTION REPORT PRELIMINARY ACCOUNT TYPE ACCOUNT NO CHECK DATE EMP ID EMPLOYEE DEPARTMENT DEBIT CREDIT FEDERAL WITHHOLDING 2201 0000 FWT Payable 04 15 00 CITD01 Citrol Daniel 04 15 00 CITD01 Citrol Daniel 04 15 00 1 Brenda 04 15 00 1 Brenda 04 15 00 FOSWO1 Foster Walter 04 15 00 FOSWO1 Foster Walter 04 15 00 01 Vickie 04 15 00 01 Vickie 04 15 00 DURJO1 Duran James F 04 15 00 DURJO1 Duran James F 04 15 00 GALSO1 Galloway Steve 04 15 00 GALSO1 Galloway Steve 04 15 00
80. 2 gt Clear Screen Esc Return to Menu Vacation Disability Accrual Parameters Screen PARAMETER KEY amp DESCRIPTION SAL HR OTH Alt Z HIRE ANNUAL lt Alt Z gt FIELD ID lt ALT Z gt START POS FIELD LEN FIELD VALUE EMP YEARS VAC UNITS MAX VAC DIS UNITS MAX DIS Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Select S Salaried Employee lt gt Hourly Employee or lt O gt Other Select desired accrual base period lt H gt Hire date or lt A gt Calendar Year Letters input here may be used to restrict the Accrual Incrementing Routine to specific groups of employees based on a given Employee Master code The Selectable Codes are D Division M for Miscellaneous lt P gt for Position S for Supervisor or lt W gt for Work Location Press lt Alt Z gt to display a zoom window to find the available Codes Default setting for this is lt N gt None In the above Screen this Accrual level is restricted to Warehouse Employees Further restrict the desired sort to a Portion of the Employee Master code Specify the length of the desired Employee Master sort code Allows selection of a portion of the Employee Master code Specify the number of years of employment for this
81. 4a 14d STATE NAME I D NUMBER STATE TIPS ETC 14b 14c 14b 14c 14b 14c 14b 14c WAGES Pay Ware DOS Manual Box 15 details are system maintained and should not be altered An X may appear in these fields and will print in the appropriate portion of Box 15 of the W 2 If a field requires modification place an X in the proper field Field displays the year specified last time the utility was run will be included in Magnetic Media file This field may be used to exclude an Employee s information from the subtotal total generated by the system Place an X here if the VOID box is to be checked when W 2s are printed If checked the Employee Information will get printed to a form but the system will NOT include the information into subtotal total amounts Leaving field blank includes employee information in all total amounts Verify this information to insure it is correct Verify this information to insure it is correct Verify this information to insure it is correct Verify this information to insure it is correct Verify this information to insure it is correct Verify this information to insure it is correct Verify this information to insure it is correct Verify this information to insure it is correct EIC Advances will appear here and be printed on the W 2 if the Allowance was Setup properly in the Cafeteria Plans File Maintenance Screen Dependent Care Spending Amounts will appear here and be
82. 5 00 HENDO1 Henry David 04 15 00 MARJO1 Marshall Janet 04 15 00 MARJO1 Marshall Janet 04 15 00 STAROI1 Stanton Roger 04 15 00 STAROI1 Stanton Roger 1 844 13 1 844 13 1 844 13 FICA WITHHOLDING 2203 0000 Employee FICA Payable 04 15 00 CITDOLG 01 Citrol DPAYROLL GL DETAIL RECAP CURRENT PERIOD 04 15 00 COOBO 04 15 00 1010 0000 Checking Payroll CASH 15 718 99 15 718 99 2201 0000 FWT Payable FEDERAL WITHHOLD 1 844 13 1 844 13 2203 0000 Employee FICA Payable FICA WITHHOLD 1 118 81 1 118 81 2204 0000 FUTA Payable EMP ER FUI CONTRIB 8 13 37 69 29 56 2205 0000 SWT Payable STATE WITHHOLDING 402 63 402 63 00 2207 0000 SUTA Payable EMP ER SUI CONTRIB 228 58 1 290 62 1 062 04 2225 0000 Accrued Employee Benefits MISC DEDUCTION 00 25 00 25 00 2225 0000 Accrued Employee Benefits MISC REDUCTION 00 145 83 145 83 6100 0000 Salaries SAL PAY NON J C 8 708 34 00 8 708 34 00 0000 Salaries HOL PAY NON J C 100 00 00 100 00 00 1000 Salaries REG PAY NON J 1 776 00 00 1 776 00 00 1000 Salaries OT PAY NON J 108 00 00 108 00 00 1000 Salaries SAL PAY NON J C 1 250 00 00 1 250 00 00 2000 Salaries REG PAY NON J 1 516 00 00 1 516 00 00 2000 Salaries OT PAY NON J C 90 00 00 90 00 00 2000 Salaries VAC PAY NON J C 56 00 00 56 00 00 2000 Salaries SAL PAY NON J C 1 166 67 00 1 166 67 10 0000 Payroll Taxes EMP ER FICA CONTRIB 664 60 00 664 60
83. 5 33 5674 Foster Walter 7 500 00 68 64 555 44 3456 Cook Brenda 4 900 00 94 58 558 17 8766 Allen Vickie 13 750 02 00 559 13 1922 Duran James F 16 999 98 739 74 566 78 3456 Citrol Daniel 5 436 00 130 30 571 11 4123 Galloway Steve 13 775 04 402 90 599 57 3456 Maddox Dan 6 850 02 110 28 CALIFORNIA 69 211 06 1 546 44 Sample State Detail Report Pay Ware DOS Manual 05 08 00 Page 108 5 2 2 Workmens Compensation Selecting Workmens Compensation second item on the Government Reports Menu allows you to compute reportable Workmen s Compensation Wages In addition this report adjusts overtime and double time wages back to regular pay 02 Y S ee 222 SiS Snes Workmens Compensation Report Parameters Screen PARAMETER KEY PARAMETER KEY DESCRIPTION REG HOURS EARNING CLASS OT HOURS EARNINGS CLASS OT PERCENT DBL TIME EARNINGS CLASS DBL TIME PERCENT PRINT GROSS PAY SUMMARY DETAIL FROM DATE TO DATE SPECIAL TITLE Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Enter the class 1 9 assigned in the Attendance Code file Enter the class 1 9 assigned in the Attendance C
84. 5 5 0 RES DEPOSIT CHK DATE ALLOW FEDERAL SDI COUNTY DIST TRANS UNITS ADV NO REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS ADJGROSS STATE DEDUCT BORO NET 001 Citrol Daniel CALIF 566 78 3456 CA A00049 03 15 97 00 117 90 1170 00 00 00 EG 80 00 O T 16 00 00 00 00 00 71 60 00 00 00 00 720 00 216 00 00 00 00 936 00 23 80 00 00 711 00 001 Citrol Daniel CALIF 566 78 3456 CA A00061 03 31 97 00 12330 1215 00 00 00 REG 97 00 O T 8 00 00 00 00 00 74 36 00 00 00 00 864 00 108 00 00 00 00 972 00 2597 00 00 136 23 00801 Cook Brenda CALIF 555 44 3456 CA A00050 03 15 97 00 9150 9 50 00 00 00 REG 80 00 00 00 00 00 00 5814 00 00 00 00 760 00 00 00 00 00 76000 13 62 00 00 587 24 00B01 Cook Brenda CALIF 555 44 3456 CA A00062 03 31 97 00 114 30 1140 00 00 00 REG 97 00 00 00 00 00 00 6977 00 00 00 00 912 00 00 00 00 00 912 00 2236 00 00 694 17 FOSWO1 Foster Walter F 345 33 5674 CA A00051 03 15 97 00 106 88 15 63 00 00 00 SAL 1 00 00 i 00 00 00 95 63 00 00 00 00 1250 00 00 00 00 1250 00 1144 00 00 1020 42 FOSWO1 Foster Walter F 345 33 5674 CA A00063 03 31 97 00 106 88 15 63 00 00 00 SAL 1 00 00 00 00 00 95 63 00 00 00 00 1250 00 00 00 00 125000 1144 00 00 1020 42 TOTAL FOR DEPARTMENT UNTS REG 01 SAL AMTS 352 00 24 00 2 00 3 256 00 324 00 2 500 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST TRANS REDUCT DEDUCT FICA SDI COUNTY BORO occuP OTHER 00 6 080 00 66
85. 6 5 2 6 6 6 6 1 Attendance Earnings Balances Employee Benefit Plans Cafeteria Earned Income Credit Setup Employer Expense Plans Department Maintenance Saving Bonds Maintenance Saving Bond Holders Savings Bond Denomination Direct Deposit Direct Deposit Setup 6 6 1 a EFTPS Credit Tax Payment Setup 6 6 2 6 6 3 6 7 6 7 1 6 7 2 6 7 2a 6 7 3 6 7 4 6 7 4a 6 7 5 6 7 6 6 7 7 6 8 6 8 1 6 8 2 6 8 3 6 8 4 6 8 5 6 8 6 6 8 7 6 8 6 8 1 6 8 2 6 8 3 6 8 4 6 8 5 6 8 6 Chapter7 File Listings Pay Ware DOS Manual 7 1 7 2 7 7 2 Bank Information Cash Account Information System Defaults Name amp Options Process Defaults Enable Automatic Overtime Automatic Numbering Pay Rate Tables Shift Differentials Premiums GL Tax Accounts State Unemployment amp Mag Media Information General Ledger Interface Processing Codes Attendance Position Ethnic EEO Class Workman s Compensation Termination Reason Code Activity Code Transactions History Transactions D R A History Transactions Attendance History Transactions Direct Deposit History Transactions Distribution to General Ledger Bank Book Interface Employee Master Listing Cafeteria Plan Listing Department Listing Savings Bonds Listing Time Sheet Generation Time Cards Listing System Defaults Listing Pay Rate Tables State Unemployment 05 08 00 Page 3 7 8 Process Codes Listings 1 7 Attendance Listings Position Cod
86. ABLE WAGES ER FICA TAXABLE WAGES FEDERAL UNEMPLOYMENT WAGES STATE TAXABLE WAGES STATE DISABILITY WAGES STATE UNEMPLOYMENT WAGES Enter the amount that was included in FICA Taxable wages CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the amount that was included in FICA Taxable wages CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the amount that was included in Federal Unemployment wages CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the amount that was included in State Taxable wages CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the amount that was included in State Disability wages CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the amount that was included in State Unemployment wages CAUTION Transactions may be adjusted here but they will lack an audit trail Screen 2 Alt 2 contains Tax Balance Information FED TAX FICA TAX STATE TAX SDI TAX SUI TAX COUNTY TAX LOCALTAXES BORO DIST ETC Pay Ware DOS Manual Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold
87. Allowances Reductions Adj Gross Income Taxes Deductions Net Pay Deductions do not effect Taxes they are subtracted from Net Pay Reductions are taken from AGI before Taxes immediately lowering Tax liability Allowances are considered to be additional earnings and may raise Tax liability All the fields must be completed to insure each D R A is processed correctly See On Screen Help lt F1 gt Zoom Windows lt Alt Z gt and Chapter 6 in the User Manual for specifics Pay Ware DOS Manual 05 08 00 Page 22 2 6 Department File Maintenance should be set up next You must have at least ONE Department Code entered to process payroll As mentioned earlier Department Codes should be set up to maximize the usability of reporting the way your business works For example one large multi state employer assigns each State a separate Department Code for tracking Most users tend to use a traditional functional department cost center approach The purpose of this screen is to set up groupings by which Employee Labor related costs can be reported including their respective GL Account numbers optional If entered the Department key determines the default GL posting accounts that will be used for Employee related costs earnings D R A s Taxes etc assigned to this Department Code they may be overridden for any given pay period Separate G L account codes were entered in Attendance Code Maintenance for regular premium and WIP job cost environm
88. Company Address on EVERY Page Type Y or N Enter Y to produce a Federal format compatible detail information disk for filing Otherwise enter N Reports of One to Fifteen Columns of information can be generated Items to be reported in each column can be specified in the FIELD area of the screen while User defined column headers up to 10 characters are specified in the COLUMN DESC opposite the appropriate item Reports of One to Fifteen Columns of information can be generated ltems to be reported in each column can be specified from the Zoom Window Alt Z or type the two digit code in the FIELD area of the screen while User defined column headers up to 10 characters are specified in the COLUMN DESC area opposite the appropriate item 05 08 00 Page 103 When ready to generate the report select the desired Output option Screen Printer or Disk and press F5 to Process Pay Ware DOS Manual 05 08 00 Page 104 Sample Federal amp State Summary Detail reports appear below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 48 03 STATE QUARTERLY TAX SUMMARY CALIFORNIA FIRST QUARTER 01 01 00 03 31 97 STATE D 123 4567 1 1 NUMBER OF QUALIFIED EMPLOYEES IN CURRENT QUARTER 2 STATE TAXABLE WAGES 69 211 06 A STATE INCOME TAX WHITHHELD 1 546 44 3 STATE UNEMPLOYM ENTINSURANCE 5 0 1 TAXABLE WAGES 45 186 02 A EMPLOYEE S U 1 WITHHELD RATE 0 000 00 B EMPLOYERS U I CONTRIBUT
89. Date Quarter 3 to Date Quarter 4 to Date or Year To Date balances This information is contained in the Employee Balance File eee EMPLOYER KEY Employee Pay Totals Sort Menu After selecting the desired Sort parameters above an already defined report may be run Or new Reports may be User formatted via the Parameter Screen accessed through the Maintenance Option The below Setup screen will generate a six column report with each selected Employee s Gross wages in the first column State Wages in the second etc to Employee Name shown in column six The Field items to be reported in each column are selected from a long list available in a Zoom Window STATE SUMMARY GR WAGES 11GROSS ST WAGES 17STATE ST TX W H 225 TAX SDI 23SDI TAX QUARTER SUI 24SUI TAX WITHHEL QUARTER 1 2 3 4 EMPL NAME 61EMPLOYEE NAME 97 No Detail Employee Balance Totals Parameter Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Pay Ware DOS Manual 05 08 00 Page 133 PARAMETER DESCR Type your desired Description for the above report format to appear on the Menu PAY PERIOD MQY Type desired Pay Period must be month M Quarter Q or Year Y QUARTER Response must be 1 2 3 or 4 fo
90. Department and A P Vendor After selecting a sort option and the desired Date Range the report parameters screen will display if report formats have been saved selecting Maintenance will bring up the parameters screen DRA Parameter Screen sorted by Employee shown Below 03 EHSPSEPPTOGOSB XEZ CUPGurUSUreeng hse Menu Employer Expense History Parameters Screen PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING PLAN lt Alt Z ENDING Plan Alt Z BEGINNING KEY lt Alt Z gt ENDING KEY lt Alt Z gt FROM PAYROLL DATE TO PAYROLL DATE SUBTOTALS PAGE BREAKS Alt Z Pay Ware DOS Manual 1 X01 0 0 FIRST LAST gt FIRST LAST gt DO NOT BREAK ON PLAN DO NOT BREAK ON EMPLO Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Plans you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the Plan Code to begin with Note all Employer Expense Plans begin with the code X Define the range of Plans you wish to include in the report Press lt Tab gt to default to lt
91. E lt ALT Z gt ADDITIONAL FEDERAL WITHHOLDINGS ADDITIONAL STATE WITHHOLDINGS EMERGENCY CONTACT 1 amp 2 EMERGENCY CONTACT S PHONES WORKMAN S COMPENSATION CLAIM NUMBER INITIAL INJURY DATE CLOSED DATE Pay Ware DOS Manual Enter the number of disability units the employee is entitled to Enter the employee s federal tax status M S H Enter the employee s state tax status M S H Enter the number of exemptions that the employee is claiming for federal tax purposes Enter the number of exemptions that the employee is claiming for state withholding tax purposes Enter the code that identifies the State Withholding taxing authority If State Unemployment Tax is to be withheld and reported in a DIFFERENT STATE than State Withholding Tax in the previous field Enter that State Code Alt Z gt here Note that State s SUI rate must be entered in system defaults Enter the code that identifies the appropriate taxing authority Enter the code that identifies the appropriate taxing authority Enter the NUMERICAL tax rate to be used Enter whether the above rate should be applied as flat dollars or a 96 of wages Select from the Zoom Window Alt Z gt the wage base to which the previous percentage should be applied ST TXBLE ST WITHOLDING FICA TXBLE or GR INCOME Enter an additional amount that the employee would like withheld to pay federal taxes Enter an additional amount that the employee would like withheld
92. EDUCTION ALLOWANCES BY PLAN EMPLOYEE FROM PLAN FIRST FROM EMP FIRST FROM DATE 03 01 00 TO DATE 03 31 00 lt LAST gt TO PLAN LAST PLAN DESCRIPTION KEY EMPLOYEE NAME SSN NUMBER DEPT DATE EE AMOUNT ERAMOUNT ACCTNO D01 Medical DURJ01 Duran James F 559 13 1922 CORP 03 15 00 00 22250000 001 Medical DURJ01 Duran James F 559 13 1922 CORP 03 31 00 00 22250000 LAN D01 TOTAL 50 00 00 01 401K GALSO1 Galloway Steve 577 77 4123 CORP 03 15 00 120 83 00 22250000 01 401K GALSO1 Galloway Steve 577 77 4123 CORP 03 31 00 120 83 00 22250000 R01 Reimburse Acct MADDO1 Maddox Dan 599 57 3456 CORP 03 15 00 25 00 00 22250000 R01 Reimburse Acct MADDO1 Maddox Dan 599 57 3456 CORP 03 31 00 25 00 00 22250000 LAN R01 TOTAL 291 66 00 RAND TOTAL 341 66 D R A Register History Report Pay Ware DOS Manual 05 08 00 Page 126 5 5 3 Check Register History The Check Register History third option on the Payroll History Reports Menu details each check produced in the last pay processing cycle and includes check number date amount Employee Key Employee Name and department Selecting Check Register History brings up the four Sort Options EMPLOYEE ID CHECK NO Check Register Sort Menu After selecting the desired Sort parameters for the Check Register History an already defined report may be run Or a new Report may be formatted via the Parameter Screen accessed through the Maintenance Option KESZSPI
93. EE CALIFORNIA 123 4567 1 2 Yes STATE NATIONAL BANK FLORIDA FA 1122334 Yes STATE BANK OF FLORIDA Sample S U I File Listing Pay Ware DOS Manual 05 08 00 Page 223 7 8 1 7 Processing Codes File Listings Attendance Activity The Processing Codes Listings include Attendance Position Ethnic EEO Workmans Comp Termination and Activity Codes These Listings may be easily printed and reviewed A Range of sorts is available No operator input is required just process the defined Report Option or format an additional listing via the Parameters Screen 02 LAST gt Attendance Code Listing Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed DESCRIPTION ONLY if the report format is to be saved for future use BEGINNING KEY lt 2 gt Define the range of Attendance or other Processing Codes to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Pay Ware DOS Manual 05 08 00 Page 224 ENDING KEY lt Alt Z gt Define the range of Attendance or other Processing Codes to include in the report Press lt Tab gt to default to lt lt LAST gt gt or
94. ERAL SDI COUNTY DIST TRANS UNITS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS AD GROSS STATE DEDUCT BORO NET 001 Citrol Daniel CALIF 566 78 3456 CA 000049 03 15 97 00 117 90 11 70 00 00 EG 80 00 O T 16 00 00 00 00 00 71 60 00 00 00 00 720 00 216 00 00 00 00 936 00 23 80 00 00 711 00 001 Citrol Daniel CALIF 566 78 3456 CA 000061 03 31 97 00 123 30 1215 00 00 00 REG 97 00 O T 8 00 00 00 00 00 74 36 00 00 00 00 864 00 108 00 00 00 00 972 00 2597 00 00 736 23 00801 Cook Brenda CALIF 555 44 3456 CA 000050 03 15 97 00 91 50 950 00 00 00 REG 80 00 00 00 00 00 00 5814 00 00 00 00 760 00 00 00 00 00 1760 00 13 62 00 00 587 24 00B01 Cook Brenda CALIF 555 44 3456 CA 000062 03 31 97 00 11430 1140 00 00 00 REG 97 00 00 00 00 00 00 6977 00 00 00 00 912 00 00 00 00 00 912 00 2236 00 00 694 17 FOSWO1 Foster Walter F 345 33 5674 CA 000051 03 15 97 00 106 88 15 63 00 00 00 SAL 1 00 00 00 00 00 95 63 00 00 00 00 1250 00 00 00 00 1250 00 1144 00 00 1020 42 FOSWO1 Foster Walter F 345 33 5674 CA 000063 03 31 97 00 106 88 15 63 00 00 00 SAL 1 00 00 00 00 00 95 63 00 00 00 00 1250 00 00 00 00 1250 00 1144 00 00 1020 42 TOTAL FOR DEPARTMENT UNTS REG 0T SAL AMTS 352 00 24 00 2 00 3 256 00 324 00 2 500 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST TRANS REDUCT DEDUCT FICA SDI COUNTY BORO OCCUP OTHER 00 6 080 00 660 76 108 62 00 00 00 00 465 13 76 01
95. ION 3 40096 TIMESITEM3 1 536 32 4 STATE DISABILITY INSURANCE S D 1 TAXABLE WAGES 69 211 06 A EMPLOYEE S D 1 WITHHELD RATE 0 000 865 22 Sample State Summary Report Pay Ware DOS Manual 05 08 00 Page 105 DATE 12 26 00 Demo Golf Inc PAGE 3 TIME 07 48 03 FEDERAL QUARTERLY TAX SUM M ARY FIRST QUARTER 01 01 00 03 31 97 1 NUMBER OF QUALIFIED EMPLOYEES IN CURRENT QUARTER 2 FEDERAL TAXABLE WAGES 85 035 08 A FEDERAL INCOM E TAX WHITHHELD 10 825 76 3 EMPLOYEE F I C A WITHHOLDINGS Taxable Tax Actual RateTimes Actual Over Under Wage Maximum Rate Taxable Wgs Taxable Amt Withheld Withheld Soc Sec 64 500 00 6 200 85 035 08 5 272 17 5 272 17 00 Medicare NoMax 1 450 85 035 08 1 233 01 1 233 03 02 4 EMPLOYER F 1 C A CONTRIBUTIONS Taxable Tax Actual Rate Times Wage Maximum Rate Taxable Wgs Taxable Amt Soc Sec 64 500 00 6 200 85 035 08 5 272 17 Medicare NoMax 1 450 85 035 08 1 233 01 5 TOTAL F 1 C A Soc Security 10 544 34 2 466 02 13 010 36 6 FUI FUTA 7 000 00 0 800 61 010 02 488 08 Pay Ware DOS Manual 05 08 00 Page 106 Sample Federal Summary Report Pay Ware DOS Manual 05 08 00 Page 107 DATE 12 26 00 Demo Golf Inc PAGE 4 TIME07 48 03 STATE QUARTERLY TAX SUMMARY CALIFORNIA FIRST QUARTER 01 01 00 03 31 97 Demo Golf Inc 10058 Main Street Suite 100 STATE D 123 4567 1 Irvine CA 92715 SOCSECNO NAME STATE WAGES STATE WTHLD 34
96. IRE Mode To change the Mode press the Alt key plus the first letter of the desired process lt gt will move the process options bar to FIRST and pressing the lt F5 gt key will actually bring up the first record Use the Inquire mode and the options to the right of it FIRST LAST NEXT PRIOR to review records currently in the database A specific record may be Inquired on by typing its Key data if known in an Entry Field and selecting Alt I gt and pressing F5 To select the Next record press lt Alt N gt and then Press F5 to process the command Pressing F5 again Leaving the Next mode highlighted will bring up the next record and so on Pressing lt Alt L gt lt F5 gt will bring up the Last record and lt Alt P gt plus F5 will bring up the Prior record Most data input fields are also equipped with a shortcut Zoom Window Press Alt Z to activate to list all the records keyed to that field Highlighting the desired Record in the window then pressing the Enter key will display that record To process change records in the database press the Alt key plus the first letter of the desired process Add Change or Delete In our example above Pressing lt Alt A gt will add an ethnic code to this data file lt Alt C gt will change an existing ethnic code and lt Alt D gt will delete an ethnic code Press F5 to Process each change after it has been entered Pay Ware DOS Manual 05 08 00 Pag
97. If there are no problems with the data a register summary by state and in total will automatically be printed If there are any problems with the data the Edit List identifies the appropriate employee key provides a message describing the problem with the time card entry and designates the message as a Warning or an Error There are two action items on this Menu If you choose the second item MODIFY PAY PERIOD INFORMATION the Pay Period Information Screen will appear exactly as detailed in Section 3 1 THEE t SELECT EMPLOYEES TO BE PROCESSED m O Edit Processing Options Menu Choosing SELECT EMPLOYEES TO BE PROCESSED initiates the Computed Edit function If you have previously saved your selection parameters a menu will be displayed for your selection Select one of those options or select MAINTENANCE to display the computed edit parameter screen and define a different pay period group for this time only add a new group or change a group SELECT EMPLOYEES TO PROCESS This option selects which Pay Period Groups to Process in this Pay Cycle MODIFY PAY PERIOD INFORMATION This option allows changes to Processing Parameters for this Pay Cycle Pay Ware DOS Manual 05 08 00 Page 37 3 2 4 a Single Employee Check Processing amp 3 2 4 b Selection of Alternate Cash Account for any group of Employees by pay period group or employee ID order Also on this screen is the option to Process a selected Range of one of more
98. Job Cost System Defaults or the STC Job Cost System Defaults The maximum number of Job Cost Keys is four that utilize up to 20 characters Position codes are utilized for reporting assigning pay rates if rate tables are being used and determining the rules for calculating overtime The Position Code will default from the Employee Code entered on Screen 1 of the Pay Ware Employee Master file or from the previous line depending on the option selected in Processing Defaults or enter the appropriate 4 character Position Code as defined in File Maintenance Use lt ALT Z gt to present a zoom window from which to select the proper keys OR Use F7 or F8 keys to scroll to the desired key Enter the 2 character Attendance Code to indicate type of earnings that apply to this line item For example the earnings may pertain to Vacation time Overtime Regular time etc The attendance codes are utilized for reporting and determine how gross pay for this entry is to be calculated The Attendance Code is retrieved from the Default Attendance field from Screen 1 of the Employee Master file or if blank defaulted from the previous line or enter the 2 character code as defined in File Maintenance Use ALT Z to present a zoom window from which to select the proper codes OR 05 08 00 Page 32 HOURS WORK UNITS SHIFT WORK DATE DEPARTMENT RATE GL ACCOUNT ALT Z gt Pay Ware DOS Manual Use F7 and F8 to scro
99. LE 10 31 90 06 30 67 ETHINIC W WHITE 10 31 91 MISCCODE OFFI REM VAC HR 80 REM DIS HR 16 REHIRE DT ADD SENIOR FEDERAL STATE TAX STATUS S S EXEMPTIONS 2 1 ADDITN WTHLD STATE TAX CD SEC RES CD WORK PHONE LOCATION POSITION OFFI OFFICE SUPERVISOR Walter NOT FOUND 714 757 3000 EXT California Warehouse CONTACT ADDR 1 ADDR 2 ADDR 3 STATUS SEX MF ETHINIC ACTIVE REHIRE DT ADD SENIOR 03 22 90 MALE 11 17 50 H HISPANIC 03 31 91 MISCCODE SALE REM VAC HR 160 REM DIS HR 80 FEDERAL M STATE TAX STATUS M EXEMPTIONS 2 2 ADDITN WTHLD STATE TAX CD SEC RES CD DEDUCTIONS REDUCTIONS amp ALLOWANCE INFORMATION FICA ER APPLY TO NET TRK FED BAL BALANCE 2225 0000 WORK PHONE LOCATION POSITION SUPERVISOR 714 757 3543 EXT SALE SALESPERSON Corporate Office CONTACT ADDR 1 ADDR 2 ADDR 3 05 08 00 Page 215 7 2 Cafeteria Plans Listing This provides a User defined listing of all D R A Plans sorted by Plan Code or Description 02 RANGE OF PLANS LAST gt Cafeteria Plans Listing Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above
100. M FIRST TO LAST ESCRIPTION BSENTEEISM Terminations File Listing DATE 12 26 00 Demonstration Inc TIME 08 59 09 ACTIVITY TYPES LISTING FROM FIRST TO LAST KEY DESCRIPTION TRKL TRUCK DRIVER LICENSE Key Activities Listing Pay Ware DOS Manual 05 08 00 Page 226 7 9 Transactions File Listings This provides a complete listing of all D R A Bank Book Interface or Time Card History Transactions during the defined time period Setup is similar to all File Listings TRANSACTIONS 7 9 1 D R A Transactions PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING A PLAN Alt 2 gt ENDING D R A Plan Alt Z BEGINNING EMPLOYEE KEY lt Alt Z gt ENDING EMPLOYEE KEY lt Alt 2 gt SUBTOTAL BREAK PRIORITY PLAN lt Alt Z gt SUBTOTAL BREAK ON EMPLOYEE lt Alt Z gt Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of D R A s you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the Plan Priority to begin with Define the range of D R A s you w
101. MADD01 Maddox Dan 04 15 00 MADD01 Maddox Dan 04 15 00 01 David 04 15 00 001 David 04 15 00 MARJO1 Marshall Janet 04 15 00 MARJO1 Marshall Janet 04 15 00 STAROI Stanton Roger 04 15 00 STAROI Stanton Roger 1 844 13 1 844 13 1 844 13 FICA WITHHOLDING 2203 0000 Employee FICA Payable 04 15 00 CITDO1 Citrol Daniel Go 04 15 00 CITDOLG RIBUTION RECAP PRELIMINARY 04 15 00 1010 0000 Checking Payroll 15 718 99 15 718 99 2201 0000 FWT Payable FEDERAL WITHHOLD 1 844 13 1 844 13 2203 0000 Employee FICA Payable FICA WITHHOLD 1 118 81 1 118 81 2204 0000 FUTA Payable EMP ER FUI CONTRIB 8 13 37 69 29 56 2205 0000 SWT Payable STATE WITHHOLDING 402 63 402 63 00 2207 0000 SUTA Payable EMP ER SUI CONTRIB 228 58 1 290 62 1 062 04 2225 0000 Accrued Employee Benefits MISC DEDUCTION 00 25 00 25 00 2225 0000 Accrued Employee Benefits MISC REDUCTION 00 145 83 145 83 6100 0000 Salaries SAL PAY NON J C 8 708 34 00 8 708 34 00 0000 Salaries HOL PAY NON J C 100 00 00 100 00 00 1000 Salaries REG PAY NON J 1 776 00 00 1 776 00 00 1000 Salaries OT PAY NON J C 108 00 00 108 00 00 1000 Salaries PAY NON J C 1 250 00 00 1 250 00 00 2000 Salaries PAY NON J 1 516 00 00 1 516 00 00 2000 Salaries OT PAY NON J C 90 00 00 90 00 00 2000 Salaries VAC PAY NON J C 56 00 00 56 00 00 2000 Salaries SAL PAY NON J C 1 166 67 00 1 166 67 10 0000 Payr
102. MARJO1 Marshall Janet 04 15 00 STAROI1 Stanton Roger 04 15 00 STAROI1 Stanton Roger 1 844 13 1 844 13 FICA WITHHOLDING 2203 0000 Employee FICA Payable 04 15 00 CITDOLG Golf Inc PAGE 01 Citrol DPAYROLL GL DISTRIBUTION RECAP PRELIMINARY 04 15 00 COOBO 04 15 00 1010 0000 Checking Payroll 15 718 99 15 718 99 2201 0000 FWT Payable FEDERAL WITHHOLD 1 844 13 1 844 13 2203 0000 Employee FICA Payable FICA WITHHOLD 1 118 81 1 118 81 2204 0000 FUTA Payable EMP ER FUI CONTRIB 8 13 37 69 29 56 2205 0000 SWT Payable STATE WITHHOLDING 402 63 402 63 00 2207 0000 SUTA Payable EMP ER SUI CONTRIB 228 58 1 290 62 1 062 04 2225 0000 Accrued Employee Benefits MISC DEDUCTION 00 25 00 25 00 2225 0000 Accrued Employee Benefi MISC REDUCTION 00 145 83 145 83 6100 0000 Salaries SAL PAY NON J C 8 708 34 00 8 708 34 00 0000 Salaries HOL PAY NON J C 100 00 00 100 00 00 1000 Salaries REG PAY NON J C 1 776 00 00 1 776 00 00 1000 Salaries OT PAY NON J C 108 00 00 108 00 00 1000 Salaries SAL PAY NON J C 1 250 00 00 1 250 00 00 2000 Salaries REG PAY NON J C 1 516 00 00 1 516 00 00 2000 Salaries OT PAY NON J C 90 00 00 90 00 00 2000 Salaries VAC PAY NON J C 56 00 00 56 00 00 2000 Salaries SAL PAY NON J C 1 166 67 00 1 166 67 10 0000 Payroll Taxes EMP ER FICA CONTRIB 664 60 00 664 60 10 0000 Payroll Taxes EMP ER FUI CONTRIB 9 33 00 9 33 10 0000 Payroll Taxes EMP ER SUI CONTRIB 518 01 00 518
103. N Transactions may be adjusted here but they wi ill lack an audit trail ill lack an audit trail ill lack an audit trail Il lack an audit trail Enter the amount that was included in State Unemployment wages CAUTION Transactions may be adjusted here but they wi Enter the amount that was included in State Disability wages CAUTION Transactions may be adjusted here but they wi 05 08 00 Il lack an audit trail Il lack an audit trail Page 203 COUNTY TAX CITY TAX BORO TAX DIST TAX OCCUP TAX TRANS TAX OTHER TAX Pay Ware DOS Manual CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will la
104. NC lt Alt Z gt WIP GL ACCOUNT NO lt Alt Z gt Pay Ware DOS Manual Enter or select from the Zoom Window Alt Z gt the 2 character Attendance Code to be Used as a key to the Attendance file Enter the Description of the Attendance Code This field is also Used as a key to the Attendance file The short description entered will be Used as a column header in reports Enter the Earning Class 1 to 9 to be Used for grouping attendance codes during reporting Description of Earning Classes defined on Processing Defaults Y Use all time cards with this attendance code in the calculation of overtime N Do not Use the time cards with this attendance code in the calculation of overtime H The employee is being assigned a hourly pay rate S The employee is being assigned a annual pay rate O Indicates that no pay rate is assigned to the employee Enter for an overtime percentage premium Enter or for straight time earnings If above Formula Type is enter the premium percentage rate for this Attendance Code generally 100 for Straight Time 150 for Time and a Half 200 for Double Time Enter the description of the units of pay generally Hours or Salary Y Include these earnings in Federal Taxable Income N Do not Include these earnings in Federal Taxable Income Y Include these earnings in employee FICA taxable wages N Do not Include these earnings in employee FICA taxable wages Y Includ
105. Name and all default data will display in the remaining fields CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the appropriate Department code the employee worked in for this line item The default Department code will be retrieved from the Pay Ware Employee Master record Use lt ALT Z gt to present a zoom window from which to select the proper keys OR Use lt F7 gt or lt F8 gt to scroll to the desired key CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the DIVISION where the employee worked when the check was generated CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the Check Number assigned to this check CAUTION Transactions may be adjusted here but they will lack an audit trail Enter the check date assigned to this check CAUTION Transactions may be adjusted here but they will lack an audit trail Select from the Zoom Window Alt Z gt Alt I gt the Transaction number assigned when this transaction was posted CAUTION Transactions may be adjusted here but they will lack an audit trail Type Y or Press lt Enter gt to include check in MTD Totals Otherwise type lt N gt CAUTION Transactions may be adjusted here but they will lack an audit trail Type lt Y gt or Press lt Enter gt to include check in QTD Totals Otherwise type lt N gt CAUTION Transactions may be adjusted here but
106. O1 Maddox Dan 599 57 3456 CORP 04 15 00 25 00 00 22250000 LAN R01 TOTAL 145 83 00 RAND TOTAL 170 83 Sample D R A Detail Pay Ware DOS Manual 05 08 00 Page 97 5 1 4 General Ledger Detail This report fourth item on the Pay Period Reports Menu shows the General Ledger details that have accumulated in the Distribution to GL file based on the Payroll Date if cash basis or Period End Date if accrual basis These include e Account Numbers Dates Reference Employee and Departments tied to each GL Transaction e Amounts to be debited or credited to that account You need only to specify the desired output Printer Screen or Disk and process it Press Enter DATE 12 26 00 Demo Golf Inc PAGE TIME 07 43 53 PAYROLL G L DETAIL REPORT CURRENT PERIOD PERIOD 04 01 00 THRU 04 15 97 ACCOUNT TYPE ACCOUNT NO CHECK DATE EMP ID EMPLOYEE DEPARTMENT DEBIT CREDIT FEDERAL WITHHOLDING 2201 0000 FWT Payable 04 15 00 CITD01 Citrol Daniel 04 15 00 CITD01 Citrol Daniel 04 15 00 1 Brenda 04 15 00 1 Brenda 04 15 00 FOSWO1 Foster Walter 04 15 00 FOSWO1 Foster Walter 04 15 00 01 Vickie 04 15 00 ALLVO1 Allen Vickie 04 15 00 DURJ01 Duran James F 04 15 00 DURJ01 Duran James F 04 15 00 GALS01 Galloway Steve 04 15 00 GALS01 Galloway Steve 04 15 00 MADD01 Maddox Dan 04 15 00 MADD01 Maddox Dan 04 15 00 HENDO1 Henry David 04 1
107. OGOSS F2 Cledr Screen ESc Returmn to Menu Check Register History Parameter Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed DESCRIPTION ONLY if the report format is to be saved for future use Pay Ware DOS Manual 05 08 00 Page 127 BEGINNING EMPLOYEE KEY lt Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default to LAST or enter the key that to end on BEGINNING DEPARTMENT KEY lt Alt Define the range of Departments you wish to include in the report Press Z gt lt Tab gt to default lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report Press lt Tab gt to default to lt lt LAST gt gt or enter the key that to end on BEGINNING DATE Define the first date you wish to include in the report Press lt Tab gt to default lt lt FIRST gt gt ENDING DATE Define the last date you wish to include in
108. ON Enter the 2 character Position Code to be Used as a key to the Position file Enter the Description of the Position Code This field is also Used as a key to the Position file If you are using the Pay Rate Tables enter the Code that identifies the Pay Rate Table Enter the Workman s Compensation Code up to 5 characters Enter the appropriate EEO Code for this Position must be set up in EEO Code Maintenance Enter the number of hours that can be worked in a day before overtime starts If overtime is to be calculated only upon a weekly basis enter 99 into this field Enter the Standard number of hours worked in a day for this position This field will be Used as the default for time card entry Enter the number of hours to be worked in a week before overtime starts If overtime is not to be calculated on a weekly basis enter 99 into this field 05 08 00 Page 195 6 8 3 Ethnic Code File Maintenance This option enables tracking of Ethnic Origin Information for reporting to Government Agencies Ethnic Code File Maintenance ETHNIC CODE lt ALT Z gt Enter or select from the Zoom Window the Ethnic Code up to 5 characters ETHNIC DESCRIPTION Enter the Description of the Ethnic Code ETHNIC SHORT DESCRIPTION Enter the Short Description of any Ethnic codes to be tracked Pay Ware DOS Manual 05 08 00 Page 196 6 8 4 EEO Class Code This option allows tracking of EEO Information for reporting to Government Agencie
109. ON KEY BEGINNING EMPLOYEE KEY lt ALT Z gt ENDING EMPLOYEE KEY lt Alt Z gt PURGE OR ARCHIVE EMPLOYEE BALANCES lt ALT Z gt PURGE OR ARCHIVE EMPLOYEE HISTORY lt ALT Z gt ARCHIVE COMPANY lt ALT Z gt Pay Ware DOS Manual ARCHIVE PURGE COMP 97 Type a Key to identify a new parameter record If you wish to view or change a previously saved record type the appropriate key or press Alt I to display a zoom window from which you may choose a predefined report It is not necessary to enter a Parameter Key if you do not intend to save the record Type a Description to identify anew parameter record It is not necessary to enter a Parameter Description if you do not intend to save the record Define the range of Employee Records on which to run the Purge Archive routine Press lt Tab gt to default lt lt FIRST gt gt or enter the key you wish to start with Define the range of Employee Records on which to run the Purge Archive routine Press Tab to default to lt lt LAST gt gt or enter the key that you wish to end on Type or select from the Zoom Window Alt Z gt one of the following P urge deletes all Terminated Employees and their balance information from the current company provided they have no current year Earnings A rchive copies all Balance information to the designated Archive Company while Purging Terminated Employees Balances from the current company Type or select from the
110. P option on the SYSTEM UTILITIES MENU accessed via the UTILITIES Option on the MAIN MENU 10 The next step is Print Posting this good Edit to move all the balances into the history files From the MANUAL PAYROLL Option on the PAY PERIOD PROCESSING Menu select PRINT CHECKS Select any sort option Enter arrow through all fields Check etc and Press Alt O gt lt F5 gt to Output and to save Paper Output to the Screen Enter You will see the checks run to the Screen When complete Press Esc once A Prompt will ask if you to Post the checks Press F5 to post checks Entry of Q1 history into Pay Ware is now COMPLETE Follow the above steps 3 10 for any subsequent quarters and or time periods This exercise has given you a good feel for navigating and operating Pay Ware payroll processing 2 11 Final Balance amp File Reset 11 Once all prior history is entered and posted Go to the REPORTS option on Pay Ware s Main Menu and run a PAYROLL JOURNAL 4 item Select the Sort Option that most closely mirrors your hard copy report On the Parameters Screen specify all Employees FIRST LAST for that time period say Y to Q1 Q2 and YTD to get a first half recap by Quarter for example Output the report to PRINTER Verify these totals against your source document they will agree if you have successfully completed the above Retain this Journal as Validation of Conversion 12 The final step in conversion is to insure tha
111. PLY TO STATE UNEMPLOYMENT TAXABLE WAGES Alt Z USE FLAT TAX RATES lt Alt Z gt APPLY TO NET PAY lt Alt Z gt DEPARTMENT lt Alt Z gt A P VENDOR lt Alt Z gt P LINE ITEM DESCRIPTION A P CHECK COMMENT GENERAL LEDGER ACCOUNT NO lt Alt 2 gt TRACKED BALANCE base if different from default Y Adjust federal taxable wages N Do Not Adjust federal taxable wages Use these fields to change D R A s impact on this wage base if different from default Y Adjust employee FICA taxable wages N Do Not Adjust employee FICA taxable wages Use these fields to change D R A s impact on this wage base if different from default Y Adjust employer FICA taxable wages N Do Not Adjust employer FICA taxable wages Use these fields to change D R A s impact on this wage base if different from default Y Adjust FUI taxable wages N Do Not Adjust FUI taxable wages Use these fields to change D R A s impact on this wage base if different from default Y Adjust state taxable wages N Do Not Adjust state taxable wages Use these fields to change D R A s impact on this wage base if different from default Y Adjust state disability wages N Do Not Adjust state disability wages Use these fields to change D R A s impact on this wage base if different from default Y Adjust state unemployment wages N Do Not Adjust state unemployment wages Use these fields to change this D R A s impact on this wage
112. Parameter Screen PARAMETER KEY PARAMETER KEY DESCRIPTION SPECIAL TITLE FROM TO FROM TO Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Type up to a 50 character name for this report optional Specify the range of the above item s from the Zoom Window lt Alt Z gt you wish to be included in the report Press lt Tab gt to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt gt Specify the range of the above item s from the Zoom Window lt Alt Z gt you wish to be included in the report Press lt Tab gt to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt gt 05 08 00 Page 137 FROM TO FROM TO Pay Ware DOS Manual Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s from the Zoom Window
113. Pay Pay Ware DOS Manual 05 08 00 Page 190 6 7 10 General Ledger Interface Options Maintenance This Option sets the parameters for Pay Ware s Interface to General Ledger Pay Ware is a true subledger to the GL This screen sets up parameters for interfacing to a GL Pay Ware distributions may be moved to GL periodically throughout the month for accurate provisional reporting Each time the Distribution to GL is printed an intermediate GL file PBGLTRAN is created as the source for provisional GL module reporting G L Interface Maintenance G L JOURNAL KEY Enter the code Default is PR which identifies Pay Ware module transactions in the G L CASH ACCRUAL METHOD Enter the Accounting Method in Use Cash C or Accrual A Cash basis posting date is Payroll Date Accrual posting date is Pay Period Ending Date see Pay Period Information SUMMARY DETAIL POSTING Specify the desired G L posting Method Summary S or Detail D Summary posts only totals for each Attendance code amp Account Number Detail posts every transaction DETAIL DESCRIPTION 1 2 3 Use this Option ONLY if you are posting transactions in DETAIL Specify the preferred description format for each transaction 1 Employee Name 2 Employee Key amp Department Key 3 Employee Key amp Transaction Amount DIRECT INTERMEDIATE POSTING Specify D for Direct posting to GLTRAN file Specify lt l gt for Intermediate posting to the PRGLTRAN file DIREC
114. Printed e Complete Backup of the previous Pay Cycle Data is on hand Pay Ware DOS Manual 05 08 00 Page 50 3 2 10 Void Check Void Check process is similar to the Platinum Accounts Payable Module s Void Check Process Simply enter or select from the Zoom Window the Date of the Check and the Check No and press F5 If the Check is found in the History Transaction file the following screen will be displayed CHECK DATE lt Alt Z gt Type the date of the check to be voided Tab enters current processing date CHECK NO Type the number of the check to be voided assigns a V void status in Transactions File POST DATE Type the date you want to indicate as having voided the check Tab enters current processing date _ _ 1349000 1087 05 SSS SSS ESE SSS Sw VICKIE ALLEN SALARY 1 000 00 144 52 ST SD A TAX C 75 245 00 ALLOWANCE GROSS REDUCTION ADJ GROSS NET PAY 742 47 Void Check Screen After Pressing F5 the posted information for the check will fill the screen If the GL Distribution for this period has not been Interfaced to the GL Module that exact transaction data will be voided If the GL Distribution has been interfaced a Default Posting Assumed Message will appear to show the void posting will be made according to the current default settings these may differ if the defaults have been changed since the original check was posted
115. RAL ID Enter Company s Federal Tax ID number CREATE AUTO DEPOSIT Enter Y or N to automatically generate a Fed FICA deposit CHECK check or EFTPS Transaction when Employee Payroll checks are run BANK NAME Enter Payee Bank Name to be printed on auto deposit check CHECK SIZE Specify E leven inch tri fold payroll checks or S even inch bi fold A P type checks COMPANY NAME ON CHECK Enter Y or N to print company name above on checks ENABLE MANUAL PAYROLL Enter Y or N to allow Manual Payroll Processing N removes the Manual Payroll option from the menu ENABLE DIRECT DEPOSIT Enter Y or N to ENABLE or DISABLE Direct Deposit ACH VACATION CLASS Enter the Earnings Class assigned to Vacation Earnings to allow automatic tracking of Vacation time DISABILITY CLASS Enter the Earnings Class assigned to Disability Earnings to allow automatic tracking of Disability time SAVE GL HISTORY Enter Y or N to retain GL History SAVE TIME CARDS Enter Y or N to retain Time Cards INTERFACE TO GL Enter Standard if Pay Ware is to be interfaced to Platinum DOS General Ledger Windows for PFW GL and No for No Interface Pay Ware DOS Manual 05 08 00 Page 180 Cuts processing time INTERFACES TO BANKBOOK Enter Y or N if Pay Ware is to be interfaced to Platinum Bank And ACCOUNTS PAYABLE Book Module And Or Accounts Payable Modules Pay Ware DOS Manual 05 08 00 Page 181 6 7 2 Process Defaults Maintenance This screen sets up Processing Defa
116. T ACH 887 2341 123456789 192837463 C D 300 COT 5 07 005897412 35795178 S D 100 BR 005319687 2654893 CD 100 T5791 Employee Master Screen 3 Direct Deposit Section The Bank Routing Number s 9 Digits selected from the Zoom Window Alt Z gt or Alt I gt plus Next Field Employee s complete Account Number s to which Net Pay should be Directly Deposited are entered here The Bank RTN must be set up in Direct Deposit gt Bank Information and will be edited for validity see Section 6 5 3 Pay may be deposited to as many as Four Checking and or Savings Accounts in different Financial Institutions The most accurate way to obtain this data is from Voided deposit slips or checks provided by the employee for each account These accounts and the Flat Dollars or Percentages of Net Pay to be deposited to each account are specified in this section T2 Account Type Checking or Savings S Last Transaction Status Information PreNote or Deposit M Calculation Method OR 96 and the Amount of Net Pay When multiple Accounts are specified amounts are Deposited sequentially beginning with the first account and ending with the last account Flat Dollar or Percentage amounts may be mixed but any Percentage AMOUNTS will be calculated based on the balance remaining after all deposits above it are made The AMOUNT deposited to the last account listed must be set at 10096 or 99999 99 if Method is to make the total of all De
117. TORY PATH OPTIONAL Specify Directory Path other than GL data files for posting Use only with Intermediate Posting above MULTI FORMAT KEY Specify the Multi Format key if applicable Enter the Key of the chart of accounts to be referenced during Pay Ware transaction entry If no key is entered the Master chart of account will be used Pay Ware DOS Manual 05 08 00 Page 191 6 8 Processing Codes This menu option is Used to set up automated tracking for Attendance Position Ethnic EEO Workmen s Comp Terminations and Other Activities Selecting PROCESSING CODES will display the following options Processing Codes File Maintenance Menu 6 8 1 Attendance Code File Maintenance This option provides Setup for Attendance codes which are interfaced with Department Codes the Employee Master and Time Card Entry Attendance Code File Maintenance Pay Ware DOS Manual 05 08 00 Page 192 ATTENDANCE CODE Alt I Alt Z ATTENDANCE DESCRIPTION lt Alt Z gt Alt I SHORT DESCRIPTION EARNING CLASS lt Alt Z gt USE FOR OVERTIME CALCULATION HOURLY SALARY OTHER AIt Z FORMULA TYPE MULTIPLICATION FACTOR UNITS DESCRIPTION APPLY TO WAGES FEDERAL lt Alt Z gt EMPLOYEE FICA lt Alt Z gt EMPLOYER FICA lt Alt Z gt FEDERAL UNEMPLOYMENT STATE lt Alt Z gt STATE UNEMPLOYMENT lt Alt Z gt STATE DISABILITY lt Alt Z gt USE FLAT TAX RATES lt Alt Z gt APPLY TO NET PAY lt Alt Z gt GL ACCOUNT
118. Table Of Contents General Information And Overview Contact Information for Service Technologies Corp Chapter 1 Installation amp Conversion 1 1 Installation 1 2 Conversion 1 3 Removal of Payroll From Menu 1 4 Demo and Guided Tour Chapter 2 Getting Started With Pay Ware amp Setup 2 1 Navigating Through Pay Ware Pay Ware Setup Procedure from scratch for Non Conversions Setting Up Pay Ware Data Files amp Defaults System Defaults Setup Processing Codes Setup Cafeteria Plans Setup Department File Maintenance Setup Savings Bond File Maintenance Setup Vacation amp Sick Day Balances Accrual Employee Master Setup Manual Input Of Balance Data Final Balance amp File Reset Chapter 3 Pay Period Processing 3 1 Pay Period Information 32 Computed Payroll 3 2 1 Enter Time Cards 3 2 2 Correct Time Cards 3 2 8 List Time Cards 3 24 Computed Edit 3 2 4a Single Employee Check Processing 3 2 4 b Alternate Cash Account Selection 3 25 Preliminary Payroll Register 3 2 6 Preliminary D R A Detail 3 2 7 Preliminary Employer Expenses 3 2 8 Preliminary GL Detail 3 2 9 Print Checks 3 2 10 Post Checks 3 3 Manual Payroll 3 3 1 Transaction Entry Maintenance 3 3 2 Manual Payroll Edit 3 3 3 Preliminary Payroll Register 3 3 4 Preliminary D R A Detail 3 8 5 Preliminary GL Detail 3 3 6 Print Manual Checks 3 3 7 Post Manual Payroll 3 4 Void Checks Chapter 4 Period End Processing Pay Ware DOS Manual 05 08 00 Page 1 Cha
119. UENCY lt Alt Z gt Enter or select from the Zoom Window the frequency if different from Plan default that will be utilized to determine when to process the D R A 1 to 5 Process when this group is selected through Pay Period Information 6 or 7 Process every other pay period 8 Process the next pay period only 9 Process every pay period DESCRIPTION Enter the description if different from Plan default that will be printed on the check stub CALCULATION METHOD Specify if different from Plan default the calculation method OR 96 lt Alt Z gt Flat Dollars Percentage of pay 96 or Dollars Hr for this DRA RATE Specify the amount per pay unit usually one unit salaried employees or per hour hourly employees employee is to be charged for this D R A transaction HOURS If the preceding Formula is Dollars Per Hour this field may be used to cap the number of hours to which the rate will be applied No entry in this field will subject all this Employee s Hourly earnings to this rate APPLY TO FEDERAL Use these fields to change D R A s impact on this wage Pay Ware DOS Manual 05 08 00 Page 150 RELATIONSHIP BENEFITS TAXABLE WAGES Alt Z APPLY TO EMPLOYEE FICA TAXABLE WAGES lt Alt Z gt APPLY TO EMPLOYER FICA TAXABLE WAGES lt Z gt APPLY TO FED UNEMPLOYMENT TAXABLE WAGES lt AIt Z gt APPLY TO STATE TAXABLE WAGES lt AIt Z gt APPLY TO STATE DISABILITY TAXABLE WAGES lt Alt Z gt AP
120. UM Company Key directory When the Prepare W 2 Utility is run the PBW2 file is updated with information from the Employee Master file and the DRA History file The recommended process for generating end of year W 2 forms consists of five steps 1 Run the Prepare W 2 Utility option to update the PBW2 file with all the information necessary to generate W 2 forms 2 Run the Print W 2 Forms option in the Trial mode and check the printed output 3 If corrections are necessary use the W 2 Corrections option to make the needed changes This will update the PBW2 file with the changed details 4 Print the forms again in Trial mode to verify any changes made 5 Print the W 2 s in Final mode IF DESIRED This is not recommended Pay Ware DOS Manual 05 08 00 Page 71 4 3 1 Build W 2 Information This procedure updates the PBW2 file with all information necessary to generate the final W 2 forms BUILD W 2 INFORMATION 1 Select Build W 2 INFORMATION from the sub menu that appears This option when initially accessed provides a Report Maintenance screen similar to all Report Maintenance screens You can define and save selected options by entering a Report ID and Description The saved record will then appear as a report option the next time the Build W 2 Utility option is accessed 2 Fill in the fields as follows PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited
121. User defined fields is Setup in System Defaults 1234 amp 5 Processing Defaults ltem specific data to assign property to this Employee Card Serial etc may be added here EMERGENCY CONTACT Enter the name of the persons to be contacted in case of an emergency 1 amp 2 EMERGENCY CONTACT Enter the address of the people to be contacted in case of an emergency ADDRESS EMERGENCY CONTACT Enter the address of the people to be contacted in case of an emergency ADDRESS EMERGENCY CONTACT Enter the address of the people to be contacted in case of an emergency CITY EMERGENCY CONTACT Enter the address of the people to be contacted in case of an emergency Pay Ware DOS Manual 05 08 00 Page 153 STATE EMERGENCY CONTACT Enter the address of the people to be contacted in case of an emergency ZIP EMERGENCY CONTACT S Enter the phone number of the person to be contacted in case of an PHONES emergency Pay Ware DOS Manual 05 08 00 Page 154 6 1 1 e Employee Direct Deposit Bank Account Information Employee Master Screen 3 Employee bank information entered here allows Pay Ware to include Employee s Deposit information into its fully formatted ACH file to be sent to your bank See Section 6 5 and contact your bank for complete guide requirements for setting up Direct Deposit procedures EMERGENCY CONTACTS FOSWO1 Foster Walter 700 Prospect Place DIRECT DEPOSIT INFORMATION RE E SER S 107 BANK ACCOUNT T 5 AMOUNT PRE NOTE LAS
122. Zoom Window Alt Z gt one of the following P urge deletes all Terminated Employees and their balance information from the current company provided they have no current year Earnings A rchive copies all Balance information to the designated Archive Company while Purging Terminated Employees Balances from the current company S kip will leave all Transaction History in the current company while Purging Terminated Employees Type or select from the Zoom Window lt Alt Z gt the Short Name of the Company to which any Archived data will be saved 05 08 00 Page 241 8 6 Purge History Transactions Terminated Employees This Option purges Payroll Transactions History Information for a given Range of Employees with a Terminated status on their Master Record and no current year balances for any selected Date Range This will prevent reports from being generated on these Terminated Employees PARAMETER KEY Type a Key to identify a new parameter record If you wish to view or change a previously saved record type the appropriate key or press Alt I to display a zoom window from which you may choose a predefined report It is not necessary to enter a Parameter Key if you do not intend to save the record PARAMETER KEY Type a Description to identify a new parameter record It is not necessary to enter a Parameter DESCRIPTION Description if you do not intend to save the record Define the range of Employees you wish to include in the
123. ab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt gt Type lt A gt Active lt T gt Terminated lt L gt Leave of absence or Leave Blank to Include ALL STATUS Type A to convert all rates of pay to an annual Salary basis or H to convert all rates of pay to an Hourly basis 2080 hours per year is assumed Enter the dollar range that you would like employees totaled for e g 1000 will break on every 1000 dollars 05 08 00 Page 143 When ready to generate the report select the desired Output option Screen Printer or Disk and press F5 to Process A sample report is shown below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 57 03 EMPLOYEE HEAD COUNT BY WAGE FROM EMPLOYEE lt FIRST gt TO EMPLOYEE lt LAST gt EM 4 000 01 6 000 00 6 000 01 8 000 00 8 000 01 10 000 00 10 000 01 12 000 00 12 000 01 14 000 00 14 000 01 16 000 00 16 000 01 18 000 00 18 000 01 20 000 00 20 000 01 22 000 00 22 000 01 24 000 00 24 000 01 26 000 00 26 000 01 28 000 00 28 000 01 30 000 00 30 000 01 32 000 00 32 000 01 34 000 00 34 000 01 36 000 00 38 000 01 40 000 00 40 000 01 42 000 00 42 000 01 44 000 00 44 000 01 46 000 00 46 000 01 48 000 00 48 000 01 50 000 00 50 000 01 52 000 00 52 000 01 54 000 00 54 000 01 56 000 00 56 000 01 58 000 00 SUB TOTAL 10 GRAND TOTAL Sample Employee Hea
124. able tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter amount of applicable tax to withhold from check Enter as many attendance lines as is needed to fully detail gross earnings as follows ATTENDANCE CODE AMOUNT UNITS DEPARTMENT ACCOUNT NO Enter the 2 character Attendance Code to indicate type of earnings that apply to this line item For example the earnings may pertain to Vacation time Overtime Regular time etc Use lt ALT Z gt to present a zoom window from which to select the proper codes OR Use F7 or F8 to scroll to the desired value Enter the TOTAL GROSS PAY amount NOT per Unit Amount for this attendance code Enter the number of attendance units to be recorded Enter the appropriate Department code the employee worked in for this line item Use lt ALT Z gt to present a zoom window from which to select the proper keys OR Use F7 or F8 to scroll to the desired value Enter the GL account number for this transaction Use ALT Z to present a zoom window from which to select the proper keys OR Use lt F7 gt or F8 to scroll to the desired value Enter all the Deductions Reductions and Allowances needed to fully detail the adjustments to gross earnings as follows BENEFIT PLAN DESCRIPTION AMOUNT DEPARTMENT Pay Ware DOS Manual Enter a code that identifies the benefit p
125. act us Phone 336 768 1787 Live Bodies generally available 8AM 5 30PM Eastern M F Fax or Electronic Bulletin Board 336 768 1602 Internet World Wide Web WWW pay ware com E mail service technologies worldnet att net Thanks for purchasing Service Technologies award winning Pay Ware payroll system for Epicor s platinum accounting suite Pay Ware has been designed to provide Platinum software users with an enhanced more flexible Payroll Processing Module in tune with today s demanding pay reporting and benefits plans At the same time Pay Ware has the familiar look and feel of all other Platinum modules to make users immediately comfortable processing their payroll with minimal training amp conversion effort After the simple self installation and data import routine outlined in this booklet Pay Ware s efficient processing and enhanced features can be put to work for you The full 200 page manual is available on diskette 2 see information in this booklet Pay Ware comes with 30 days of unlimited support so if after reading the enclosed materials you have additional questions please contact us Service Technologies Corporation makes no representations or warranties with respect to the contents of this guide and disclaims any implied warranties of fitness for any particular purpose We reserve the right to revise this publication No part of this publication may be reproduced in any form without the p
126. ad Me First section You must repeat the appropriate Conversion sequence above for every established company you pay If you want to test Pay Ware s new features without impacting your live data change over to DEMO Company to review Report or D R A setups A full year of 2000 data is available A Guided Tour of Pay Ware Features is available in Section 1 4 Pay Ware DOS Manual 05 08 00 Page 12 1 3 Removal of Programs Menu Options Pay Ware may be Uninstalled i e Removed from the Applications Menu and its Program files amp Pay Ware Directory deleted by running the Uninstall routine From a DOS prompt OUTSIDE of Platinum 1 Change into the Platinum Directory by typing C CD PLATINUM lt Enter gt 2 Run the Uninstall routine by typing C PLATINUM gt INSTALL U Enter Platinum PAYROLL may be Removed from the Applications Menu without affecting the underlying Program Files by the following procedure From a DOS prompt outside Platinum e g C gt 1 Go into the Platinum Directory by typing C gt CD PLATINUM lt Enter gt 2 Ensure that a file named UTREMOVE exists Type C Platinum gt DIR UTREMOVE lt Enter gt If the file is not there create it by typing lt lt CON UTREMOVE Enter Type lt lt REMOVE gt gt amp Press F6 4 Rename the Payroll Menu Program by typing lt lt REN PRMENU EXE PRMENU PLT gt gt Enter 5 Next time you start Platinum the Payroll option will not
127. alized The current balance files will e renamed with an extention of 97 Be sure that you have TS finished processing all Payrolis for the current year and a you have backed up your Payroll data before proceeding NOTE You can still run Quarterly p and Process W 2s even after you have closed the year INSTALL YOUR STC TAX TABLE UPDATE DISK ANY TIME BEFORE RUNNING Pay Ware s YEAR END CLOSE ROUTINE Open a DOS Prompt amp Insert Disk in Floppy drive usually A Change the Prompt to the Floppy Drive amp type INSTALL A gt INSTALL lt Enter gt Type the Drive Letter C where Platinum amp Pay Ware are installed and lt Enter gt Pay Ware will note Update has been successfully installed 1 Completely finish the month of December the Monthly Reports printed and the month closed no January Payroll dates or transactions should be entered yet 2 Print and analyze the final Payroll Journal to be certain each employee s Year To Date earnings are correct including all employees active terminated and leave of absence 3 Make a backup of Pay Ware Payroll for safety purposes Note You do NOT have to copy the PB files from your company key directory to a new company key directory The Year End Close will automatically rename the current year balance files Employee Balances Attendance Balances D R A Balances and the Tax Tables with a file suffix XX where XX is the year being closed e g PBEMPBAL 97 Quart
128. and do not identify it by code G Report distributions to beneficiaries of deceased employees on Form 1099 R Distributions From Pensions Annuities Retirement or Profit Sharing Plans IRAs Insurance Contracts etc Military employers should report military retirement payments on Form 1099 R Box 12 Show the total value of the taxable fringe benefits such as section 125 Cafeteria Plans included in box 1 as other compensation Do not include amounts reported in boxes 10 and or 13 Fringe Benefits Benefits Include all taxable fringe benefits in box 1 as wages tips and other compensation and if applicable in included boxes 3 and 5 as social security and Medicare wages Show the total value of the fringe benefits in box 12 box 1 of Form W 2 You may issue a separate statement or another Form W 2 showing just the value of the fringe benefits in boxes 1 3 5 and a note in box 12 The amounts reported in boxes 13 and or 10 should not be included in the amount reported in box 12 If you provided your employee a vehicle and included 100 of its annual lease value in the employee s income you must separately report this value to the employee in box 12 or on a separate statement The employee can then figure the value of any business use of the vehicle and report it on Form 2106 Employee Business Expenses See Fringe Benefits in Pub 535 Business Expenses for more details Box 13 Complete and code this box for all items describ
129. appear on the applications menu 6 Toreverse the above and make Payroll reappear on the Menu next time Platinum is started Type REN PRMENU PLT PRMENU EXE gt gt Enter If you want to test Pay Ware s new features without impacting your live data change over to DEMO Company to review Report or D R A setups A full year of 2000 data is available A Guided Tour of Pay Ware Features is available in Section 1 4 Pay Ware DOS Manual 05 08 00 Page 13 1 4 Pay Ware Demo TourGuide If you want to test Pay Ware s new features without impacting your live data change over to DEMO Company on the Platinum System Manager Main Menu Change Company Select DEMO Demonstration Inc to review Report or D R A setups A full year of 2000 data is available The curent year is 2000 This Guide highlights the Exciting New Features available in the Pay Ware payroll system and provides the navigation paths to see and test drive them These features make Payroll Processing amp Reporting faster and easier than ever while offering more precision and flexibility This Demo is user directed and provides live hands on access to try out all areas of the program there is no self running track c Let s Get Started by reviewing Pay Ware s many Data Entry enhancements Select gt Pay Period Processing 1 Item on the Pay Ware Menu then Computed Payroll and gt Enter Time Cards In the first field Emp of th
130. ards paid to employees during the year For example if the employee worked from December 24 2000 through January 6 1998 and the wages for that period were paid on January 8 1998 include those wages on the 1998 Form W 2 2 Total noncash payments including certain fringe benefits See Fringe Benefits in Pub 535 for information 3 Total tips reported by employee to employer not allocated tips 4 Certain employee business expense reimbursements see Employee Business Expense Reimbursements on page 3 05 08 00 Page 78 Box 2 Federal income tax withheld Box 3 Social security wages Box 4 Social security Tax withheld Box 5 Medicare wages and tips 5 The cost of accident and health insurance premiums paid on behalf of 2 or more shareholder employees by an S corporation 6 Taxable benefits made from a section 125 cafeteria plan i e employee chooses cash 7 Group term life insurance in excess of 50 000 See Group Term Life Insurance on page 3 8 The amount paid to or on behalf of an employee for educational assistance that is not job related Generally amounts paid for educational assistance that is job related are not included as income See Pub 508 Educational Expenses for more information 9 The amount of your employee s share of taxes paid by you except for household and agriculture employees See Employer Paid Taxes on page 3 10 All other compensation including certain sch
131. ate Information TED PAYROLL STATU EDIT LIST Pay Period Information Screen PAYROLL DATE START END DATES REDUCTION DEDUCTION ALLOWANCES GROUP NEW MONTH Y N Pay Ware DOS Manual To Date Purge 05 08 00 t d Edit List Run No Warnings CHECK PRINT POST cks ready for Print Post LAST POSTING 0 yee Master file updated The date enter here will be utilize as the check date when the payroll is processed All transactions in the computed payroll and any Manual transactions without assigned dates will be given this date It will also be the GL Posting date when cash basis accounting is selected Type start and end dates for the current pay period The end date may be the same as the payroll date Any Deductions Reductions and or Allowances in the D R A file that have the same frequency 1 2 3 4 5 will be processed in this cycle Zero 0 skips all D R A s If this is the first pay period of the month enter Y otherwise enter N 05 08 00 Page 29 EDIT LIST STATUS CODES are maintained automatically by the system N xz zc c rommoousrm Employee Master file updated Time Card file updated D R A Definition file updated Departmental GL Account files updated SUI Rate State ID file updated Earnings Types file update Name and Options file updated Pay Period Information file updated JC Interface Definition file updated GL Tax Accounts file updated Manual Transaction file up
132. ay Ware from the Desktop Icon From the Platinum System Manager Main Menu select the appropriate initialization Sequence to set up Pay Ware for this company Before starting Conversion be sure you have an accurate Payroll Journal for your old system For New Pay Ware Installations For Platinum Payroll Conversions NOT Converting from Platinum PLATINUM APPLICATIONS lt Enter gt PLATINUM APPLICATIONS lt Enter gt Pay Ware Payroll System lt Enter gt Pay Ware Payroll System lt Enter gt UTILITIES lt Enter gt UTILITIES lt Enter gt CONVERT PLATINUM PAYROLL lt Enter gt SYSTEM UTILITIES lt Enter gt CONVERT ALL OF PAYROLL lt Enter gt INITIALIZE DATA FILES lt Enter gt Proceed through the CAUTION Message ALL FILES Page Down to this last item Follow the on screen instructions a Enter whether Depts are used in GL Y or N New Installations should Proceed IF YES to the Getting Started Section b Specify which portion of the GL Account No and or Chapter 2 of the Manual to Contains the department number codes finish setting up thiscompany Press F5 to PROCESS the Conversion d Test Verify conversion Go into Pay Ware and run the Payroll Journal Check all balances against a Hard Copy printout of the Payroll Journal from the last Platinum Payroll you processed THEY SHOULD MATCH e Employee current totals for sick pay and vacation accruals should also be verified corrected now amp accrual parameter
133. ayroll Register is shown below DATE 12 26 00 Demo Golf Inc PAGE TIME 07 43 34 PAYROLL REGISTER FROM DEPT FIRST FROM EMP FIRST FROM DATE FIRST LAST TOEMP LAST TO DEPT LAST EMP ID NAME DEPT 5 5 0 RES CHK NO DATE ALLOW FEDERAL SDI COUNTY DIST TRANS UNITS REDUCT FICA SUI CITY OCCUP OTHER AMOUNTS ADJ GROSS STATE DEDUCT BORO NET CITD01 Citrol Daniel CALIF 566 78 3456 CA NONE 04 15 97 00 11346 00 00 00 REG 97 00 O T 8 00 00 00 00 00 7436 00 00 00 00 864 00 108 00 00 00 00 972 00 2274 00 00 76144 CO0B01 Cook Brenda CALIF 555 44 3456 CA NONE 04 15 97 00 10446 00 00 00 00 REG 97 00 00 00 00 00 00 6977 00 00 00 00 912 00 00 00 00 00 01200 1914 00 00 718 63 FOSWO1 Foster Walter CALIF 345 33 5674 CA NONE 04 15 97 00 83 59 00 00 00 00 SAL 1 00 00 00 00 00 00 95 60 00 00 00 00 1250 00 00 00 00 00 1250 00 760 00 00 1063 21 TOTAL FOR DEPARTMENT UNTS REG 01 SAL AMTS 192 00 8 00 1 00 1 776 00 108 00 1 250 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST REDUCT DEDUCT FICA SDI COUNTY BORO occuP 00 3 134 00 301 51 49 48 00 00 00 239 73 00 00 00 00 NETAMT 2 543 28 ALLVO1 Allen Vickie CORP 558 17 8766 CA NONE 04 15 97 00 430 32 00 00 SAL 1 00 COM 1000 00 00 00 00 00 182 98 00 00 00 00 2291 67 100 00 00 00 00 2391 67 17234 00 00 1606 03 DURJ01 Duran James F CORP 559 13 1922 CA NONE 04 15 97 00 453 99 00 00 00 00 SAL 1 00 00 00 00 00 00 21675
134. be accessed via Zoom Window from the Position Code P CD field of the Time Card Entry amp Correct Time Cards Screens If the Employee s Pay Category is Hourly or Salary AND a valid Position Code amp Shift Code are entered Base Pay will default from the EE Master and Shift Premium will feed from the Rate Table Pay Rate Tables File Maintenance RATE GROUP ID Enter a number from 0 to 9 to be Used as the key to the rate file EXPIRATION DATE Enter the date that the Rates in this table expire RATE LEVEL Enter a number from 0 to 9 to be Used as the key to the rate level BASE PAY RATE Enter the Base Pay Rate to be Used with this rate level SHIFT DIFFERENTIAL Enter the additional amounts to be added to the base rate on this level if the Pay Ware DOS Manual 05 08 00 Page 186 1 2 3 employee is working Shift 1 Shift 2 Shift 3 Pay Ware DOS Manual 05 08 00 Page 187 6 7 5 General Ledger Tax Account Numbers General Ledger Tax Accounts need to be set up for all taxes to be reported as well as interfaced to the General Ledger 1010 0000 2203 0000 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N N F REGULAR OVERTIME DBL TIME VACATION DISABILITY SALARY DAAVAAAAVAO PRREREBEHEE General Ledger Tax Account No File Maintenance CASH ACCOUNT NO s lt Alt Z gt Enter the GL Accou
135. butions Pay Ware DOS Manual 05 08 00 Page 82 not excludable from the employee s gross income also must be reported in box 1 To the extent that it was not reasonable to believe at the time of payment that the employer contributions would be excludable from the gross income of the employee the employer contributions also must be shown in boxes 3 and 5 Code S Use code S for employee salary reduction contributions to a SIMPLE retirement account Show the amount deferred under a section 408 p salary reduction SIMPLE retirement account However if the SIMPLE is part of a section 401 k arrangement the amount is reported using code D Code T Use code T for employer provided adoption benefits Show the total amount paid or expenses incurred by an employer for qualified adoption expenses furnished to an employee under an adoption assistance program Also include benefits from the pre tax contributions made by the employee to a section 125 adoption plan account Pay Ware DOS Manual 05 08 00 Page 83 Box 15 Check the boxes that apply Statutory employee Check this box for statutory employees whose earnings are subject to social security and Medicare taxes but NOT subject to Federal income tax withholding See Pub 15 A for the definition of statutory employees Do not check this box for common law employees Deceased Check this box if the employee died during 2000 See Reporting Deceased Employee s Wageson pg 3 e Pension plan
136. ck an audit trail Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail 05 08 00 Page 204 6 9 2 D R A History Transaction Maintenance This option allows review of all D R A Transaction Activity CAUTION Transactions may be changed here but they will lack an audit trail Taxable k Brenda Warehouse 2225 0000 NO TRANS NO ALT Z gt ALT I gt EMPLOYEE KEY ALT Z gt ALT I gt DEPARTMENT KEY ALT Z gt BENEFIT PLAN D R A lt Alt Z gt DESCRIPTION TRANSACTION DATE FREQUENCY lt Alt Z gt EMPLOYEE AMOUNT EMPLOYER AMOUNT G L ACCOUNT NO lt 2 gt TRACKED Y N TRACKED BALANCE APPLY TO WAGES FEDERAL lt Alt Z gt APPLY TO EMPLOYEE FICA lt Alt Z gt APPLY TO EMPLOYER FICA Pay Ware DOS Manual D R A Transaction Maintenance Select from the Zoom Window Alt Z gt Alt I gt the Transaction number assigned when this transaction was applied Select from the Zoom Window Alt Z gt Alt I the Employee key amp Transaction to be queried Select from the Zoom Window Alt Z gt Alt I gt the Department key Transaction to be queried Enter a code Deduction Reduction or Allowance D R or A plus the two digit Priority Number that identifies this Plan Enter the description that describes the plan this transaction represents Enter the date that the transaction was processed Enter th
137. d Count Report Pay Ware DOS Manual 05 08 00 Page 144 CHAPTER 6 FILE MAINTENANCE Pay Ware DOS Manual 05 08 00 Page 145 6 0 File Maintenance File Maintenance is the fourth item on the Pay Ware Main Menu Processing Payroll Data requires a good deal of information be input to the system to correctly process compute sort etc then store in data files Changes to Data and System Processing Methodology especially the Employee Master are done here Selecting the FILE MAINTENANCE option will display the following menu EMPLOYEE INFORMATION File Maintenance Menu Pay Ware DOS Manual 05 08 00 Page 146 6 1 Employee Information This screen is Used to access all Employee Information In addition to the Employee Master AND Multi line D R A Maintenance it contains the following Employee Balance Files for both the Current Year and Prior Year Employee Balances contains MTD QTD amp YTD Balances for each Employee s Wage Bases Total D R A s amp Taxes D R A Balances contains Balance and Current Year Monthly Contribution Information Employee amp Employer to all Plans for each Employee Attendance Balances shows Employees Earnings Information by Attendance Code for MTD QTD amp YTD 6 1 1 Employee Master File The Employee Master is divided into three pages 1 Employee Pay and Processing information 2 Benefit Plans and Dependent information and 3 Employee Personal and Direct Deposit Information 6 1 1 a Employee Pay an
138. d Processing Information Employee Master Screen 1 ER WALTER orate Executives M 2 2 MN SEE TABLE Employee Master Screen 1 of 3 EMPLOYEE NUMBER EMPLOYEE MASTER PAGE 1 EMPLOYEE HISTORY amp PAY lt lt Alt Z gt PROCESSING INFORMATION Enter the appropriate Employee ID as defined in the Employee Master Use Alt l or Alt Z to display a zoom window and select the correct Employee ID OR Use F7 to search for First or Prior keys or F8 to search for Last or Next keys Upon selecting the correct Employee ID the Employee s Name and all default data will display in the remaining fields EMPLOYEE NAME Enter the appropriate Employee Name as defined in the Employee Alt I Alt Z Master file OR Use Alt l or Alt Z to display a zoom window and select the correct Employee Name Upon selecting the correct Employee Name the Employee s ID and all default information will display in the remaining fields DEPARTMENT Enter the appropriate Department code the employee worked in for this lt Alt l gt lt Alt Z gt line item Use ALT Z to present a zoom window from which to select the proper keys OR Use F7 to search for First or Prior keys or F8 to search for Last or Next keys Pay Ware DOS Manual 05 08 00 Page 147 SOCIAL SECURITY NO Alt I Alt Z POSITION CODE lt Alt Z gt JOB LOCATION HOME PHONE WORK PHONE SUPERVISOR lt Alt Z gt COMPANY DIVISION EMPLOYEE STATUS lt Alt Z gt
139. d in FICA Taxable wages CAUTION Transactions may be adjusted here but they will lack an audit trail STATE TAXABLE WAGES Enter the amount that was included in State Taxable wages STATE UNEMPLOYMENT WAGES STATE DISABILITY WAGES EMPLOYER FICA TAXABLE Enter the amount that was included in Employer FICA Taxable wages WAGES CAUTION Transactions may be adjusted here but they will lack an audit trail FEDERAL UNEMPLOYMENT Enter the amount that was included in Federal Unemployment wages WAGES CAUTION Transactions may be adjusted here but they will lack an audit trail FED TAX Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail FICA TAX Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail STATE TAX Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail SUI TAX Enter amount of applicable tax to withhold from check CAUTION Transactions may be adjusted here but they will lack an audit trail SDITAX Enter amount of applicable tax to withhold from check Pay Ware DOS Manual Ledgers CAUTION Transactions may be adjusted here but they w CAUTION Transactions may be adjusted here but they w Enter the Quarter where the wages were reported CAUTION Transactions may be adjusted here but they w CAUTIO
140. d to calculate this Deposit Flat Dollar or Percentage amounts may be mixed but any Percentage Amounts will be calculated based on the balance remaining after all deposits above it are made The AMOUNT deposited to the last account listed must be 10095 or 99999 99 if Method is specified to make the total of all Deposits equal Net Pay Enter the AMOUNT of Net Pay Flat or 96 to be deposited to this account Flat Dollar or Percentage amounts may be mixed but any Percentage Amounts will be calculated based on the balance remaining after all deposits above it are made The AMOUNT deposited to the last account listed will be automatically adjusted up or down to make the total of all Deposits equal Net Pay and sweep the balance to Zero This field specifies the last PRE NOTE transaction date for this account No Entry can be made in this Informational field Note that Pay Ware will NOT generate a Direct Deposit Transaction for an Employee until 13 days AFTER the Prenote Date Any Payrolls processed before 13 days will automatically Generate a Check for the Employee This field specifies the last ACH DEPOSIT transaction date for this account No Entry can be made in this Informational field 05 08 00 Page 156 6 1 1 f Employee Master Update History A summary of all changes made to the Employee Master by item user date amp time is available Pressing F4 while the Employee Master Screens are up will display the following screen Commen
141. dated Edit List Run with Errors Edit List Run with Warnings Good Edit List Run No Warnings or Errors No transactions processed during Edit List Reset after posting When either the Computed or Manual check post is run the status of the other system is reset to insure up to date totals each time You must run an Edit List for the system with the Reset status before you may post it System Options initialized CHECK PRINT POST STATUS CODES also maintained by the system C TOoOTnmoou Checks ready to Print Post given a successful Edit W or X Checks successfully Printed ready to Post Checks successfully Posted ERROR Check Posting incomplete due to abnormal abort No Checks to Print Check No s assigned at manual entry ready to post Cannot Print Checks error in Edit List Interrupted Check Print may be continued if desired Reset When either the Computed or Manual Print Post is completed status of all other systems is reset including the system that wasn t posted This insures up to date totals each time You must run another Edit List for the system with the reset status before you may again print and post checks Pay Ware DOS Manual 05 08 00 Page 30 3 2 Computed Payroll The Computed Payroll menu provides the functions required to process a computed payroll All these functions are detailed in individual sections later in this chapter Computed Payroll Menu 3 2 1 Enter Time Cards Processing
142. e 19 Most Screens amp Data Fields are equipped with a HELP function Press the lt F1 gt key Pay Ware DOS Manual 05 08 00 Page 20 2 2 Setting Up Pay Ware Data Files There is a good deal of information that must be Set up before payroll processing can begin All of this information is entered in the File Maintenance option Fifth item on the Main Menu The purpose and logic of these files is overviewed here Details about data entry to these files are available in Chapter 6 of the Manual Following this data entry file activation sequence will result in the quickest most efficient setup File Setup Sequence 2 3 System Defaults Files Begin your setup with the following 9 Items Name amp Options specifies the processing company s Name Address Fed ID amp Bank Name Also to be specified are the following defaults Checks Specify Size 7 or 11 x 8 5 Auto Generation of Federal Tax Deposit check with each Payroll amp Payee Name as well as Printing of Company Name on checks Turn On or Off Manual Payroll Direct Deposit Bankbook Interface Retention of GL History and Time Cards Setup Specify Earnings Classes for Vacation amp Disability GL Interface When all fields are completed Press F5 to process the information on the screen Processing Defaults Sets up several items that control Time Card Entry processing and miscellaneous Employee Master fields The Time Card processing options are 1 Tab Se
143. e Listings Ethnic Code Listings EEO Class Listings Workman s Compensation Listings Termination Reason Listings Activity Listings NOOR WD 7 9 Transactions File Listings 7 9 1 Deductions Reductions Allowance Listing 7 9 2 Bank Book Interface Listing 7 9 3 Time Card History Listing Chapter8 Utilities Pay Ware DOS Manual 8 1 Load Time Cards 8 2 Reprint Pay Checks 8 3 Direct Deposit Utilities 8 3 1 Generate Direct Deposit Pre Notes 8 3 2 Reprint Deposit Advices 8 3 3 Regenerate Direct Deposit Advices 8 4 Purge Time Cards 8 5 Purge Archive Employees 8 6 Purge History Transactions 8 7 Convert Platinum Payroll 8 7 1 3 Convert Platinum Data Time Cards D R As 8 8 System Utilities 8 8 1 Backup Payroll 8 8 2 Restore Payroll 8 8 3 Setting User Security 8 8 3a Change User Password 8 8 3b Enable User Security 8 8 4 Initialize Data Files 8 8 5 Recover Data Files 05 08 00 Page 4 8 8 6Pay Ware DOS General Information And Overview Contact Information on Service Technologies Corp We value our customer relationships and take pride in being a responsive Software Developer Since we never stop refining our products our user partners you are a key source of desired new product features as well as occasionally finding the odd glitch in our software There is no such thing as a perfect program ask Bill Gates about Windows 3 0 3 11 95 er 98 er 2000 We enjoy hearing from you and here s how you can cont
144. e Time Card Entry Screen you can sample our Hot Window feature by activating the Zoom Window Alt Z to find the Employee Record of your first time card OOPS suppose it s a new employee there s no record defined No Problem with the Zoom Window still up press the Insert Key Just to the right of the Backspace Key The fully functional Employee Master Screen will pop up and you can enter all of the new employee s data from here instead of backing out to File Maintenance Just process the employee addition normally Alt A F5 and escape back to the T C Entry screen Now that Record can be selected from the Zoom Window and you re ready to input their time This same Hot Window procedure Alt Z Insert works in the other entry Fields Position Codes Attendance Codes amp Departments as well as from the Correct Time Cards Screen While you re here note that the cursor sometimes skips one or more fields when you press Enter This is Pay Ware s user defined TAB function which allows automatic acceptance of Default information without having to Enter on every field Default data may be overridden by simply arrowing to that field The TAB settings can be temporarily changed i e This session only by striking the F3 key or they may be permanently modified in File Maintenance gt System Defaults gt Processing Defaults You may also want to check out the Attendance Codes which Pay Ware uses to track categories o
145. e an EIN when filing Forms W 2 enter Applied For in box b not your SSN You can get an EIN by filing Form SS 4 Application for Employer Identification Number See Agent Reporting on page 2 This entry should be the same as shown on your Form 941 or 943 See Agent Reporting Enter the number shown on the employee s social security card If the employee does not have a card he or she should apply for one by completing Form SS 5 Application for a Social Security Card If the employee has applied for a card but the number is not received in time for filing enter Applied For in box d The employee should be told to show you the card when it is received When you see the employee s card showing the SSN correct your previous report by filing Form W 2c showing the employee s SSN Enter the name as shown on the employee s social security card first middle initial last If the name doesn t fit you may show first name initial middle initial and last name If the name has changed have the employee get a corrected card from any SSA office Use the name on the original card until you see the corrected one Do not show titles or academic degrees at the end of the employee s name This box is combined with box e Employee s name on all copies except Copy A Show in box 1 excluding elective deferrals except section 501 c 18 contributions before any payroll deductions the following items 1 Total wages prizes and aw
146. e frequency that was utilized to process the D R A 1 to 5 Process when this group is selected through Pay Period Information 6 or 7 Process every other pay period 8 Process the next pay period only 9 Process every pay period Enter the amount that was determined as the employee s portion Enter the amount that was determined as the employer contribution CAUTION Enter the GL Account number fields assigned to this D R A Enter Y if this transaction was applied to a plan that had its balance being tracked Enter the balance that remained after this transaction is applied Y Adjust Federal Taxable Income Do not Adjust Fed Taxable Income CAUTION Transactions may be adjusted here but they will lack an audit trail Y Adjust employee FICA taxable wages N Do not Adjust employee FICA taxable wages Y Adjust employer FICA taxable wages N Do not Adjust employer FICA 05 08 00 Page 205 lt Alt Z gt taxable wages APPLY TO FEDERAL Y Adjust Federal unemployment wages N Do not Adjust FUI wages UNEMPLOYMENT lt Alt Z gt APPLY TO STATE lt AIlt Z gt Y Adjust state taxable income N Do not Adjust state taxable income APPLY TO STATE DISABILITY Y Adjust state disability wages N Do not Adjust state disability wages lt Alt Z gt Pay Ware DOS Manual 05 08 00 Page 206 6 9 3 Attendance History Transactions Maintenance This option allows review of all Attendance Transaction Activity CAUTION
147. e of a size that can be copied to a floppy disk and will have extensions of 001 002 etc An instruction screen will list the filenames and provide instructions for copying and submitting the files to the SSA If you have selected to report to magnetic media the government requires that you include the manufacturer s name for the computer used to generate the magnetic media Type the name or the first 8 characters Specify High lt H gt or Low lt L gt Density floppy Disk all 3 3 Diskettes are HIGH DENSITY 05 08 00 Page 75 4 3 3 W 2 INFORMATION MAINTENANCE If after examining the Printed Trial W 2 s corrections are needed use the W 2 INFORMATION MAINTENANCE Option The Correct W 2 s Screen is where you can recall employee records and make any necessary changes This option also updates the PBW2 file when any changes are made and saved Important Note because this option only accesses the PBW2 file changes made will not update any other Pay Ware data file such as the Employee Master or D R A files If information is changed in those files the BUILD W 2 INFORMATION Utility must be rerun so the PBW2 file will contain the most recent information Employee records be recalled by Pressing Alt I gt in the Employee Key Employee Name or Dept field to activate the Zoom Window The necessary Changes Alt C gt or Additions Alt A gt can be made amp Processed F5 Note that most fields displayed are numbered
148. e of supervisors is available Time Sheets Utility Screen PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING SUPERVISOR KEY ENDING SUPERVISOR KEY PRINT PAY RATES Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I gt it s Key Assigning a Key is necessary ONLY to save the record for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Supervisors to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Supervisors to include in the report Press Tab to default to LAST or enter the key that to end on Y Print the Rate of Pay on the interface report N do not print the Rate of Pay on the interface report 05 08 00 Page 218 7 6 Time Card Listing Note this same report is available on the Computed Payroll Menu Active Time Cards may be printed and reviewed through List Time Cards which also offers Sort Options by Employee Code Date Date Employee Code Dept Employee Code Date or Dept Date Employee Code Ranges of sort keys are available and the user may produce subtotals by Employee and or Department and or Job for Job Cost Users Note that once Time Cards have been Purged or p
149. e these earnings in employer FICA taxable wages N Do not Include these earnings in employer FICA taxable wages Y Include these earnings in FEDERAL unemployment wages N Do not Include these earnings in FEDERAL unemployment wages Y Include these earnings in state taxable income N Do not Include these earnings in state taxable income Y Include these earnings in state unemployment wages N Do not Include these earnings in state unemployment wages Y Include these earnings in state disability wages N Do not Include these earnings in state disability wages Y Use flat rate for tax calculation N Do not Use flat rate tax calculation Y Include these earnings in Net Pay N Do not Include these earnings in Net Pay Specify the GL Account for this transaction Specify the GL Account for this transaction 05 08 00 Page 193 PREMINUM GL ACCOUNT NO Specify the GL Account for this transaction lt Alt Z gt Pay Ware DOS Manual 05 08 00 Page 194 6 8 2 Position Code File Maintenance This second Processing Code Menu Option sets up Position Codes to allow processing pay for employees working in multiple positions at multiple pay rates Position Code File Maintenance POSITION CODE POSITION DESCRIPTION PAY RATE CODE WORKMAN S COMPENSATION CODE E E O CODE MAXIMUM REGULAR HOURS IN A DAY STANDARD WORK HOURS IN A DAY MAXIMUM REGULAR HOURS IN A WEEK Pay Ware DOS Manual ADMINISTRATI
150. ear or until the update routine will be processed again see Manual for information EEO Status Job Code Supervisor Department Location Workmens Comp Claims Training or Credentials Renewal status etc Personal Information such as Address Phone Number Dependents Emergency Contacts etc There are extensive Help Screens to aid in entering this information Be aware that any information entered here will overwrite information exported here from any of the File Maintenance screens you have already filled out This completes Setup of Pay Ware s Defaults and Processing Files Inputting Current Year Balances is the next step 2 10 Manual Input of Balance Data The next step is to input payroll balances for each of your employees into the system Pay Ware DOS Manual 05 08 00 Page 23 Input Employee balances into Pay Ware through the Manual Payroll function third item on the Pay Period Processing Menu Entering your historical data through Manual Payroll versus directly entering balance data to history files allows you to use Pay Ware s editing reporting capability to insure that accurate in balance data is entered and provides an automatic conversion audit trail To take full advantage of Pay Ware s reporting capability each quarters balances should be entered separately for each employee This can be optimally accomplished as follows 1 Have the following quarterly payroll balance information available on hard copy for each employ
151. ed below that apply Do not report in box 13 any items that are not listed as codes A T Do not report in box 13 section 414 h 2 contributions Instead use box 14 for these items or for information you wish to give employee For example union dues uniform payments etc should be reported in box 14 Do not enter more than three codes in this box If more than three items need to be reported in box 13 use a separate Form W 2 or a substitute Form W 2 to report the additional items See Multiple Forms on page 2 Use the codes shown with the dollar amount The code should be entered using capital letters Leave at least one space blank after the code and enter the dollar amount on the same line Use decimal points but not dollar signs or commas For example you are reporting 5 300 00 to a section 401 k plan The entry in box 13 would be D 5300 00 See the Reference Guide for Box 13 Codeson page 8 See the detailed instructions below for each code Code A Show the amount of employee social security tax on all the employee s tips that you could not collect because the employee did not have enough funds from which to deduct it Do not include this amount in box 4 Use code A for uncollected social security tax on tips Code B Show the amount of employee Medicare tax on tips that you could not collect because the employee did not have enough funds from which to deduct it Do not include this amount in box 6 Use code B for uncollected Medicare tax o
152. ed pre note file to transmit to the bank If generated in FINAL mode all unprenoted ACH transactions will be given a Pre Note as of today s date when the file is generated If run in TRIAL mode no Pre Note date will be assigned and Pre Notes will be generated during the next pay processing cycle or when the Utility is run in FINAL mode Pay Ware DOS Manual 05 08 00 Page 237 8 3 2 Reprint Deposit Advices The Reprint Direct Deposit Advices utility is used to reprint previously processed direct deposit advices which are lost or missing Ranges of direct deposit advice numbers and dates may be specified using the familiar Parameters Screen below PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING ADVICE ENDING ADVICE BEGINNING DATE ENDING DATE MESSAGE FOR STUB PRINT RATE REMAINING VACATION DISABILITY Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Enter the first DIRECT DEPOSIT ADVICE Number to be reprinted Enter the last DIRECT DEPOSIT ADVICE Number to be reprinted Enter the first date whose DIRECT DEPOSIT ADVICEs you wish to reprint Press Tab to default
153. ee so the information can be keyed into Manual Payroll All Tax Withholdings Fed FICA St SUI SDI Local for the period Earnings Units amp Dollars broken out by type attendance code REG OT DT VAC etc if desired All D R A s withheld for the period 2 Verify that the AUTOMATIC NUMBERING 3 item on the SYSTEM DEFAULTS menu in FILE MAINTENANCE is set to the 1 quarter Be sure to press F5 to process 3 Go to the PAY PERIOD INFORMATION Screen first Menu Item in Pay Period Processing Specify a Payroll Date and Pay Period End Date of 03 31 YR or the date of the last Payroll processed if the Quarter is not over Specify the Pay Period Start Date as 01 01 YR You may ignore the D R A Group field used for Computed Payrolls Press F5 to Process 4a Go to the Manual Payroll Transaction Entry Screen Type or select from the Zoom Window the Key ID of the first employee to be entered from the hard copy report Ignore the Check No amp Date fields enter through them Be sure that the UPDATE MTD QTD YTD Switches are set Y Y Y Also be sure that the Void Check Switch is No 4b Enter all earnings withholding and D R A information for this employee s first quarter If you know the employee s YTD Net Pay enter that also When all fields are complete Press F5 to process If you have not entered Net Pay you will get an error message with the calculated Net Pay needed to balance the entry Enter that amount in N
154. een 05 08 00 Page 177 ACCOUNT NO Enter the Bank Account No of this GL Cash Account number to be used for Direct Deposit DEBIT Transaction ACCOUNT TYPE Specify the type of Cash Account C hecking or S avings to be used for Direct Deposit DEBIT Transaction Pay Ware DOS Manual 05 08 00 Page 178 6 7 System Defaults Maintenance This menu option is Used to input Default information which determine how Pay Ware will accept process and output data as well as interface with other accounting system functions Selecting SYSTEM DEFAULTS on the File Maintenance Menu will display the following options System Defaults File Maintenance Menu Pay Ware DOS Manual 05 08 00 Page 179 6 7 1 Name And Options File Maintenance This first System Default screen specifies the processing company s Name Address Fed ID amp Bank Name Also to be specified are the following defaults Checks Size 7 or 11 x 8 5 Generation of Tax Deposit check with each processing period amp Printing of Company Name on checks Turn On or Off Manual Payroll Direct Deposit Platinum GL and Bankbook Interfaces Retention of GL History and Time Cards Setup Earnings Classes for Vacation amp Disability Inc Street Suite 100 STATE CA 95 1234567 YES First Bank of California ELEVEN YES YES YES lt F5 gt Process Esc Return to Menu Name and Options File Maintenance COMPANY NAME ADDRESS Enter company name and address information FEDE
155. efault lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Define the Sort Criteria Range available in the Zoom Window Alt Z gt you wish to include in the report Define the Sort Criteria Range available in the Zoom Window Alt Z gt you wish to include in the report Type lt A gt Active lt T gt Terminated lt L gt Leave of absence or Leave Blank to Include ALL STATUS Type the desired 2 Digit Year e g 97 Type Y or lt N gt to print or exclude each of these totals 05 08 00 Page 117 DATE 12 26 00 Demo Golf Inc TIME 07 50 05 PAYROLL JOURNAL BY EMPLOYEE KEY FROM EMP KEY FIRST TO EMP KEY LAST EMPLOYEE SSTATUS ALL EE KEY ALLVO1 DEPT CORP 55 558 178766 HIRE DT 06 23 90 REHIREDT ADD SENIOR NAME Allen Vickie STATUS ACTIVE REVIEW DT 06 30 91 TERM DT TERM CD HSN SALARY STATETAXCD CA STSTATUS M EXEMPTIONS 2 ADDITN WTHLD 100 PAY RATE 45000 PAY PERIODS 24 FEDSTATUS M EXEMPTIONS 2 ADDITN WTHLD 100 SAL COM PERIODS AMOUNT SALES AMOUNT M 3 00 6875 01 1000 00 100 00 01 6 00 13750 00 00 00 02 1 00 2291 67 1000 00 100 00 Q3 2 00 00 00 00 Q4 00 00 00 00 Y 700 1604169 1000 0
156. en Vickie CORP 000076 04 15 00 1 606 03 DURJ01 Duran James F CORP 000077 04 15 00 2 028 03 GALS01 Galloway Steve CORP 000078 04 15 00 1 856 02 MADDO1 Maddow Dan CORP 000079 04 15 00 923 53 HENDO1 Henry David FLRDA 000080 04 15 00 646 97 MARJ01 Marshall Janet FLRDA 000081 04 15 00 934 76 STARO1 Stanton Roger FLRDA 000082 04 15 00 697 00 SAD NOTFOUND SAD 000083 04 15 00 402 63 FAD NOTFOUND FAD 000084 04 15 00 4 081 75 TOTALFORALLCHECKS 12 CHECKS 15 718 99 Sample Direct Deposit Register Pay Ware DOS Manual 05 08 00 Page 101 5 2 Government Reports This Report Option includes Quarterly State and Federal Tax Summaries Forms and Workman s Compensation Reports QUARTERLY REPORIS Government Reports Menu 5 2 1 Quarterly Reports Selecting Quarterly Reports Produces State and federal quarterly tax summaries and detail sheets for any quarter of any year at any time You may select state and federal summaries state detail sheets or both Pay Ware produces state and federal quarterly tax summaries and detail sheets for any quarter of any year at any time You may select state and federal summaries state detail sheets or both After selecting the desired sort SSN Employee Name or Employee Key for State Reporting QUARTERLY REPORIS Quarterly Reports Menu Pay Ware DOS Manual 05 08 00 Page 102 After selecting the desired sort option SSN Employee Name or Employee Key for State Reporting
157. en you escape back to the T C Entry screen the last record modified will be displayed on the Entry line it can also be selected from the Zoom Window and you re ready to input their time This same Hot Window procedure Alt Z Insert works in the other entry Fields Position Codes Attendance Codes amp Departments and from the Correct Time Cards Screen Caution When using the Hot Window to do File Maintenance it is critical that file maintenance changes be made BEFORE an employee record is entered via selection from the zoom window Changes made AFTER a record is up on the screen will not reflect any changes subsequently made The time card must be DELETED and re entered AFTER the file maintenance is complete Pay Ware DOS Manual 05 08 00 Page 31 4 4 4 4 4 4 4 4 4 Pow T i Time Card Entry Screen EMPLOYEE NUMBER JOB COST KEY s 1 to 4 POSITION CODE ATTENDANCE CODE Pay Ware DOS Manual Enter the appropriate Employee ID as defined in the Employee Master file OR Use lt ALT Z gt to display a zoom window and select the correct Employee ID OR Use F7 to search for First or Prior keys OR F8 to find Last or Next keys Upon selecting the correct Employee ID the Employee s Name and all default data will display in the remaining fields If you are utilizing Job Cost enter the appropriate Job Cost Keys as defined in either the Platinum
158. ent These codes can be modified for each Department by entering a different G L account code by using a Masking approach The Masking approach places a sign for each place in the assigned GL account codes that should remain intact Any other characters typed will overwrite and or add digits in the indicated positions 2 7 Savings Bonds File Maintenance fourth item on the File Maintenance Menu If Used should be the next item to set up This option will automatically generate the Savings Bond purchase file for transmission to the Federal Reserve Set up all information required on these short screens 2 8 Vacation amp Sick Disability Day Accrual If Vacation and Sick Disability days are to be tracked by Pay Ware information on the accrual levels must be set up in Period End Processing and current unused balances must be entered in File Maintenance Employee Master see below 2 9 Employee Master File The Employee Master contains personal information and payroll data for each employee The following types of information are input into this file along with each employee s Name and Key ID Pay Processing Information such as Base Earnings Rates Attendance amp Position Codes Tax Withholdings and Direct Deposit Bank Information D R A and Benefit Plan Information Human Resource Tracking Information such as Hire Date Review Date Remaining Vacation amp Disability Time for the calendar year if tracked by calendar y
159. enter the key that to end on A Sample File Listing Reports for each Processing Code appears below DATE 12 26 00 Demonstration Inc TIME 08 57 52 ATTENDANCE CODE FILE LISTING LAST DESCRIPTION EARNINGS TYPE HOURS USE FOR OT REGULAR OVERTIME DBL TIME VACATION DISABILITY SALARY COMMISSION HOLIDAYS PERIODS SALES HOURS 222222224 moummtmumutmu KKK HR HR HR HR HR HR HR HR lt HR HR HR HR HR HR HR HR HR HR KKZKKZZZ KK KKK KKK Demonstration Inc POSITION CODE FILE LISTING FROM FIRST TO LAST ckckckckck ck ckck kk HOURS Ck ckckckckck KK kc kk RATI ESCRIPTION MAX DAILY STD DAILY MAX WEEKLY COD OFFICI 99 000 40 000 40 000 SALESPERSON 99 000 1 000 40 000 SUPERVISOR 99 000 1 000 40 000 12 26 00 Demonstration Inc 08 58 13 ETHNIC CODE FILE LISTING FROM FIRST TO LAST ESCRIPTION ASIAN BLACK HISPANIC WHITE Ethnic Code File Listing 12 26 00 Demonstration Inc 08 58 43 WORKMENS COMPENSATION CODE LISTING FROM FIRST TO LAST KEY ESCRIPTION 00001 ADMINISTRATION 00002 OUTSIDE SALES Workmens Compensation Code Listing Pt Pay Ware DOS Manual 05 08 00 Page 225 E 12 26 00 Demonstration Inc E 08 58 54 ERMINATION REASONS LISTING FRO
160. eports information comes from the History Totals and History D R A files PAYROLL REGISTER Pay Period Reports Menu Pay Period Reports should not be confused with the Preliminary Reports under the Computed Payroll and Manual Payroll menus these reports take their information from different files Pay Ware DOS Manual 05 08 00 Page 88 5 1 1 Payroll Register The Payroll Register shows gross to net earnings for each employee paid in the last pay processing cycle Information is provided for each earnings type tax withholding and total deductions Subtotals may be reported for each employee or department with optional page breaks Selecting Payroll Register brings up the three Sort Options EMPLOYEE KEY Payroll Register Sort Options Menu After selecting the desired Sort the Report Options screen will appear for any previously defined reports whose parameters have been saved To define a new report select Maintenance ALL DEPARTMENTS Pay Ware DOS Manual 05 08 00 Page 89 If no reports have been defined the following Parameters Screen will appear to set up and save desired report parameters 02 lt LAST gt lt LAST a SEES N Y SESSSPIOGOSSp XERZOWNGHursUSOPseny ESCPCROUHEFH bosMernul Payroll Register Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it
161. erly Reports and W 2 processing can be completed after you have closed the year 4 Install Tax Table Updates if you haven t already 5 Run the YEAR END CLOSE routine in PERIOD END PROCESSING After Installing Tax Note You may run W 2s and Quarterly Reports at your convenience 6 Set Pay Period Information to NEW MONTH and process your first 1998 Payroll Pay Ware DOS Manual 05 08 00 Page 86 CHAPTER 5 REPORTS Pay Ware DOS Manual 05 08 00 Page 87 5 0 Reports Reports is the third item on the Platinum Main Menu Each report is covered separately in this section PAY PERIOD REPORTS Reports Menu The procedure to generate all reports is consistent throughout Pay Ware The desired Report is selected from the appropriate menu or submenu If applicable the appropriate Sort Option is selected from the Menu If any report Parameters have been saved a report selection menu appears If not select Maintenance to define report parameters for a new report 5 1 Pay Period Reports Pay Period Reports are accessed from this option on the Reports Menu These reports document the calculated information used to print checks in the current pay period Payroll date as entered in the System Defaults file accessed via the Pay Period Information option Manual checks with post dates other than the above date will not show up in the reports but will be reported through the History Reports covered later in this section All Pay Period r
162. et Pay and Press F5 again Once the entry is in balance it will Process 5 Move to the next employee repeating steps 4a amp 4b 6 When all Employees first quarter balances are input go to the MANUAL EDIT just below Transaction Entry Maintenance on the Manual Payroll Menu Select ALL EMPLOYEES to be processed To save Paper you may Output the Edit to SCREEN and Press Enter to Process 7 When the Edit is complete a list of any Warnings or Errors will appear at the bottom of the Edit Error items must be corrected and a new Edit run before you can proceed further Warnings do not stop the process but they should also be reviewed to insure that entries are correct You must adjust all discrepancies until an Error free Edit is run 8 After generating an Error free Edit move down to the next item on the Manual Payroll Menu Preliminary Payroll Register Select the Sort option that will best sync it up with your hard copy printout and Process the Register F5 Compare these two Registers Employee by Employee to verify accuracy of all amounts Go back to Transaction Entry Maintenance and make any Pay Ware DOS Manual 05 08 00 Page 24 necessary corrections You may also decide to run a Preliminary D R A Report to verify individual D R A s Run a final Edit and verify all corrections 9 Once a good Edit is run we recommend you back up this information to a diskette before proceeding further just in case Use the BACK U
163. etup D Input all Required Cash Account Information as detailed below File Maintenance gt Direct Deposit gt Cash Accounts E Input all required Employee Bank Information on Screen 3 of each Employee s Master Record as detailed below File Maintenance Employee Information gt Employee Master gt Alt 3 2 Generate a Test Pre Note File for your Bank to verify Go to File Maintenance gt System Defaults Name amp Options and ensure Direct Deposit is NOT ENABLED and that EFTPS Processing in Direct Deposit Setup is NOT ENABLED Go to Utilities Direct Deposit Utilities Generate Pre Notes TRIAL Mode and process that item An ACH File named PBATRIAL will be generated in the Company Directory It will create an ACH Pre Note record for all payees Setup for Direct Deposit Copy that file onto a floppy disk or use a Modem to send the file to your bank for testing 3 When the Bank OK s your test file you may ENABLE Direct Deposit see Name amp Options and or EFTPS Processing see Direct Deposit Bank Information and go live When the next payroll is run all Enabled ACH transactions for Employee and Tax deposits will receive a Pre Note 0 00 ACH transaction to be sent to the bank as well as a check If desired and the next processing date is some days away you may generate Final Pre Notes as of Today s date for all ACH transactions by running the Generate Direct Deposit Pre Notes Utility in Final Mode see 2 above It
164. f Earnings similar to Earnings Types and Position Codes utilized in Reporting and in the Automatic Calculation of Overtime There are virtually an UNLIMITED number of alphanumeric Codes available for both of them Pressing lt Alt Z gt on either of these fields displays the Default Codes The Shift S column allows automatic default wage adjustments by work shift 1 2 3 All these features simplify Data Entry and significantly enhance tracking reporting of Earnings You should also notice that as the screen fills with Time Cards it Automatically Scrolls Up and maintains a Running Total of Pay Units at the bottom Before You Leave Data Entry Enter 4 or 5 Time Cards For Processing be sure they Pay Ware DOS Manual 05 08 00 Page 14 are within the Pay Period Information Date Range displayed in the lower right hand corner of the Screen While still in Computed Payroll let s go to the Computed Edit to see a couple exciting processing features First is the much requested Mid Cycle Emergency Single Check Generation Feature It allows immediate processing of any single employee check in a batch of entered Time Cards It is activated via selection of Single Employee Check on the Select Employees To Be Processed Report Options Menu Try it out by selecting one of the available time cards and processing it You will also notice the Computed Edit itself has been enhanced to automatically generate the Preliminary Payroll Register Totals by State
165. flat rate tax calculation APPLY TO NET PAY lt Alt Z gt Use these fields to change this D R A s impact on this wage base if different from default Y Adjust Net Pay N Do Not Adjust Net Pay DEPARTMENT lt AIt Z gt Enter the appropriate Department code assigned to the employe if different from the default retrieved from Screen 1 of the Employee Master Use ALT Z to select from the zoom window A P VENDOR If Plan Default is Setup to Interface to A P Enter the Vendor ID if different from Plan default to which Voucher is to be generated for this transaction A P LINE ITEM DESCRIPTION Type the line item description for this plan s transactions to appear in A P reports A P CHECK COMMENT Type the Comment to appear on A P Checks ENERAL LEDGER ACCOUNT Enter the GL Account number fields assigned to this D R A if different from Plan default NO lt Alt Z gt TRACKED BALANCE Enter a balance that should be tracked until it is reduced to zero Pay Ware DOS Manual 05 08 00 Page 159 Employer Expense Plan Allocation This Menu Option is used to assign Employer Paid Benefit Plans to Employees Employee Information Menu These Plans Defaults must be previously Setup in Employer Expense Defaults on the File Maintenance Menu before they can be assigned to Employees The multi line screen allows quick review and updating of Setups for any range of Plans and or individual employees lt is especially useful when a Plan option i
166. g a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed ONLY if the DESCRIPTION report format is to be saved for future use FILE NAME HRS Enter the name of the comma delimited file to be imported DEFAULT WORK DATE This date will be assigned to all time cards in the file without an entry in the date field Pay Ware DOS Manual 05 08 00 Page 235 8 2 Reprint Pay Checks The reprint checks utility is used to reprint previously processed checks which are lost or missing Ranges of check numbers and dates may be specified using the familiar Parameters Screen below PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING CHECK ENDING CHECK BEGINNING DATE ENDING DATE NEXT CHECK NUMBER MESSAGE FOR STUB PRINT RATE REMAINING VACATION DISABILITY Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Enter the first Check Number to be reprinted Enter the last Check Number to be reprinted Enter the first date whose checks you wish to reprint Press Tab to default lt lt FIRST gt
167. grade removes Pay Ware from the System Menu INSTALL U will UNINSTALL Pay Ware FROM The Platinum SYSTEM MENU see following section on Removal of programs 3 You will then be prompted to enter the Letter of the drive where Platinum is installed e g If Platinum is on your C drive type C Then press Enters to install Pay Ware 4 After processing for awhile an Insert Disk 2 message will appear when it is finished Insert Pay Ware Upgrade Disk 2 into the floppy drive and Press Enter An Installation Complete message will appear after a short processing time This completes the program installation Esc back to the DOS Prompt Pay Ware DOS Manual 05 08 00 Page 9 You will not see the Installation Complete Message Instead an error message If you are installing Pay Ware DOS to Interface with Platinum for Windows referencing the UTMENU File will return when all files are read Clear this error message and see the next instruction box IF YOU ARE INTERFACING Pay Ware DOS TO PLATINUM FOR WINDOWS YOU MUST SETUP A SHORTCUT TO START Pay Ware FROM YOUR DESKTOP OUTSIDE PFW PAY WARE DOS WILL NOT INSTALL TO THE PLATINUM FOR WINDOWS MENU Right click mouse on desktop where you want to place the Pay Ware icon Select New Shortcut Type the following Command Line X p
168. gt CLS lt Tab gt Earning Detail DRA Esc Menu Manual Transaction Entry Maintenance Screen The Manual Payroll option is primarily intended for entering after the fact data into the system after Payroll has been processed and checks generated after the fact or for offsetting transactions for any errant prior postings which cannot be negated correctly by the Void Check routine No tax calculations are made to the data Note that all entries in all fields must be Positive Numbers Placing a Y in the Void Check field will appropriately negate all desired fields accounts The Screen will Edit the entries to insure the Gross to Net calculations are accurate and the entry is in balance For Direct Deposit Users the Manual Payroll Negative Check Void procedure as opposed to the Void Check must be used to create an ACH debit to correct a previously processed DD Payment Note Manual Payroll does not process Employer Paid Expense Plans EMPLOYEE KEY Enter the appropriate Employee ID as defined in the Employee Master file OR Use lt ALT Z gt to display a zoom window and select the correct Employee ID OR Use F7 or F8 to scroll to the desired employee Upon selecting the correct Employee ID the Employee s Name and all default data will display in the remaining fields DEPARTMENT Enter the appropriate Department code the employee worked in for this line item The default Department code will be retrieved from the Pay
169. harged for this Employer Expense transaction If the preceding Formula is Dollars Per Hour this field may be used to cap the number of hours to which the rate will be applied No entry in this field will include all this Employee s Hourly earnings in the Expense calculation DEPARTMENT lt Alt Z gt Enter the appropriate Department code assigned to the employee if different from the default retrieved from Screen 1 of the Employee Master Use ALT Z to select from the zoom window A P VENDOR If Plan Default is Setup to Interface to A P Enter the Vendor ID if different from Plan default to which Voucher is to be generated for this transaction A P LINE ITEM DESCRIPTION Type the line item description for this plan s transactions to appear in A P reports A P CHECK COMMENT Type the Comment to appear on A P Checks Pay Ware DOS Manual 05 08 00 Page 161 6 1 4 Employee Balances Current amp Prior Year This Menu is used to review Current amp Prior Year Balance Files for Employees Attendance Earnings Wages Screen 1 amp Taxes Screen 2 CAUTION Balances may be adjusted here but they will lack an audit trail Prior Year Balances are accessed by entering the last two digits of the desired year e g 97 at the prompt on those Menu Screens see below Prior Year Balance Selection Screen This option allows review of all Wage Earnings Transaction Activity CAUTION Balances may be changed here but they will lack an audit trail
170. he Bank Information file This file supplies validated Bank Name amp RTN Routing Transit information to the Zoom Window in the first Direct Deposit Information field on Screen of the Employee Master see Section 6 1 1 6 Bank Information BANK ID NO BANK NAME Enter the RTN of this financial institution 9 digits It will be edited for validity Once entered this information will be a selectable option in the Zoom Window of the Bank Information field of the Direct Deposit Section of Screen 3 of the Employee Master Enter the Name of this financial institution Once entered this information will be a selectable option in the Zoom Window of the Bank Information field of the Direct Deposit Section of Screen 3 of the Employee Master 6 6 3 Cash Account Maintenance This Screen is used to set up the Information for the Company Debit if required for your bank This file supplies validated RTN Routing Transit Account Number amp Account Type information for the optional Company Debit Record for the ACH File Cash Account Information CASH ACCOUNT Enter or select from the Zoom Window ALT I gt A GL Cash Account number to be used for lt ALT Z gt lt ALT I gt BANK NO lt ALT Z gt lt ALT I gt Pay Ware DOS Manual Direct Deposit DEBIT Transaction Select from the Zoom Window ALT I the bank RTN of this GL Cash Account to be used for Direct Deposit DEBIT Transaction RTN s are setup on the Bank Information Scr
171. helby Smith Example An employer with Forms W 2 for 86 employees should show a subtotal on the 42nd statement the 84th statement showing the subtotal for statements 43 through 83 and the 89th statement showing the subtotal for statements 85 through 88 Do not enter any information in boxes d e or f of any Form W 2 that contains subtotals The subtotal amounts to be shown are boxes 1 through 11 and 13 Do not enter codes with subtotal amounts in boxes 11 and 13 However in box 13 subtotal only codes D E F G and H and enter as a single combined amount Do not subtotal any of the other codes See box 13 instructions Also for box 11 show one subtotal amount that is do not separate distributions from nonqualified plans uncoded and distributions from section 457 plans Deferred compensation Check this box if the employee has made an elective deferral to a section 401 k 403 b 408 k 6 or 501 c 18 D retirement plan Check this box if an elective or nonelective deferral was made to a section 457 b plan See also Codes D H instructions under Box 13 Boxes 16 through 21 Use these boxes to report state or local income tax information Enter the two letter State or local income tax abbreviation of the name of the state The employer s state 1 0 numbers are assigned by the information individual states The state and local information boxes can be used to report wages and taxes on two states and two localities Kee
172. his field sets a cap on Employer Matching contributions to this D R A Cap will be total annual dollars if the previous Type field is 96 or If field is Dollars Per Hour H this field may be Used to cap the number of hours to which the rate will be applied No entry in this field will subject all Employee s earnings to this rate Enter or select from the Zoom Window Alt Z gt the GL Account number fields assigned to this D R A Enter or select from the Zoom Window Alt Z gt the GL Account number fields assigned to this D R A Specify or select from the Zoom Window the desired Accounts Payable Interface Mode for this Plan 0 No Interface to A P 12 Generate One Voucher for each EE amp Plan 2 Generate One Voucher for Each Plan with an Employee List 3 Generate One Voucher Per Vendor Summarizing Each Plan Enter or select from the Zoom Window the desired Vendor Name ID Type the line item description for this plan s transactions to appear in A P reports Type the Comment to appear on A P Checks Y Adjust Federal Taxable Income N Do not Adjust Federal Taxable Income Y Adjust employee FICA taxable wages FICA taxable wages N Do not Adjust employee 05 08 00 Page 166 APPLY TO EMPLOYER FICA MED lt Alt Z gt APPLY TO FEDERAL UNEMPLOYMENT lt Alt Z gt APPLY TO STATE lt Alt Z gt APPLY TO STATE DISABILITY T lt Alt Z gt APPLY TO STATE UNEMPLOYMENT Alt Z USE FLAT TAX RATES lt Alt Z gt
173. hom Esc and go to Screen 2 lt Alt 2 gt to see the multi line entry for both Foster s D R A Plans and his dependent information including whether the dependent is covered by any benefit plan Screen 3 lt Alt 3 gt shows the 5 user defined Miscellaneous information fields in the lower left corner that you can define for your own purposes in System Defaults gt Process Defaults These fields can be dates numbers or characters Demo Company uses them to track Office Keys Pagers and Company Credit Cards issued to Employees Direct deposit bank information for the Employee is also maintained here Let s jump to Cafeteria Plans 274 item on the File Maintenance Menu to see how Pay Ware handles both Employee and Employer Contributions to these complex and popular D R A Plans Both Employee amp Employer contributions may be set up as Flat Dollars Dollars per Pay Ware DOS Manual 05 08 00 Page 15 Pay Unit or Percentages of Pay see Help Screens Additionally caps maximums on Total Dollars Number of Hours and or Percentages may be entered for both Employee and Employer portions Let s check how this works by reviewing the setup for Demo Company s 401k Plan Alt b on the first Data Entry Field D R A Type Priority and select the 401 k R 01 and Enter As you read down through the Data Fields note that 1 this Plan will be reported on participating Employees W 2 Forms in box 13D 2 any Year End Balances will be Rolled Forward to
174. hort description entered will be Used as a column header in reports If the amounts represented by this plan should be reported upon the employee s W 2 enter the code that identifies which category these amounts should be included EARNED INCOME CREDIT 09 O ne or 09 B oth Claiming may be selected from the Zoom Window Balance Forward indicates that the any balance remaining at the end of the year should be placed into the being balance of the following year Annual indicates that any balances remaining at the end of the year will be forfeited Enter the frequency that will be utilized to determine when to process the D R A 1 to 5 Process when this group is selected through Pay Period Information 6 or 7 Process every other pay period 8 Process the next pay period only 9 Process every pay period 05 08 00 Page 165 CALCULATION METHOD Flat OR HR lt Alt Z gt RATE MAXIMUM GENERAL LEDGER ACCOUNT NO lt Alt Z gt EMPLOYER MATCHING CALCULATION METHOD AMOUNT MAX CALCULATION METHOD MAXIMUM AMOUNT EMPLOYER DEBIT ACCOUNT lt Alt Z gt EMPLOYER CREDIT ACCOUNT NO lt Alt Z gt A P INTERFACE MODE lt Alt Z gt A P VENDOR lt 2 gt LINE ITEM DESCRIPTION CHECK COMMENT APPLY TO WAGES FEDERAL lt Alt Z gt APPLY TO EMPLOYEE FICA MED lt Alt Z gt Pay Ware DOS Manual Specify or select from the Zoom Window lt Alt Z gt the calculation method for Employee contributions to thi
175. iated forms of the data item they represent You can view examples of Keys by pulling data up via Zoom Windows in the Demo Company 2 1 Navigating through and Using Pay Ware Like many DOS application programs tasks are accomplished in Pay Ware by selecting them from a series of increasingly specific Task Option Menus until the desired task process option can be Selected Defined Processed and Output You move Forward by pressing Enter on a desired Menu Option For example Getting to the Items on the Processing Codes Menu below from Pay Ware s Main Menu is accomplished as follows Arrow down 1 to highlight FILE MAINTENANCE on the Main Menu Press lt Enter gt Arrow down 4 to PROCESSING CODES on the File Maintenance Menu Press lt Enter gt Pay Ware DOS Manual 05 08 00 Page 18 To go back one level to the FILE MAINTENANCE Menu you would press lt Esc gt To select one of the PROCESSING CODE options arrow to highlight it and Press lt Enter gt If you arrow to ETHNIC CODES and press lt Enter gt the following Task Definition or Parameter Screen will appear lt Esc gt Return to Menu These Parameter Screens Set up and control access to any record or database you wish to review or process They are consistent throughout Pay Ware The available process options appear across the top banner of the screen ADD CHANGE DELETE INQUIRE FIRST LAST NEXT PRIOR Parameter Screens always come up in the INQU
176. icts this User s access to Read Only designated by R on the right margin of the Menu 3 Highlighting DISTRIBUTION GL amp BANK BOOK INTERFACE Then Pressing lt F9 gt blocks this Users access designated by N No access on the left margin of the Security Menu and removes the Option from this user s Transactions Menu 8 8 6 Change User s Password Pay Ware DOS Manual 05 08 00 Page 246 This option allows Authorized Users to change their password from the default default password is MASTER ALL CAPS amp lt Enter gt by typing the new Password twice Pay Ware DOS Manual 05 08 00 Page 247 8 8 4 Initialize Data Files Data files need to be Initialized for each amp every Company before Pay Ware can access them for the first time Files may be initialized individually page down through the list and select the desired file s or an ALL FILES option is available at the end of the list CAUTION Initializing Data Files deletes all Company information currently in the file 8 8 5 Recover Files This Utility is available for 35 key data files and has two primary uses 1 In emergency situations where it appears a data file may have been corrupted such that Processing is interrupted it often can restore the file s integrity and allow it to process 2 It can free up disk space by Streamlining large data files which may have had many records added and deleted over time The Recover Files Utility wo
177. ility Accruals Generate Savings Bond File W 2 Processing Year End Close VACATION DISABILITY ACCRUAL Period End Processing Menu 4 1 Vacation amp Sick Day Disability Accrual amp Payments This first item on the Period End Processing Menu automates accrual of Vacation and Disability Hours Days You must select the desired cycle for processing these items As with all processing screens information must be key entered initially but when report parameters are saved only changes need to be key entered Before running the Accrual update routine using Hire Date as the processing criteria it is critical that the date when the routine is to be run be decided If the Accrual is set as Annual the accrual should always be run before any payrolls are processed in the new calendar year Once this date is decided the update routine can be processed Then the REM VAC amp REM DIS fields of each employee s Master Record File Maintenance Employee Information gt Employee Master bottom left must be updated to reflect the days remaining until the update routine will be processed again Once a year is recommended To correctly decrement the Accrual Attendance Codes for Vacation and Sick Disability time found in File Maintenance gt Processing Codes must reflect the same Daily or Hourly basis units as the Accrual More importantly If the Pay for these Vacation Disability Attendance Units should flow to a GL Account other then the Employee
178. iming SHORT DESCRIPTION Enter 1 or E I C 2 to be used as a column header in reports W 2 CATEGORY lt Alt Z gt Select the appropriate EARNED INCOME CREDIT 090 O ne or 09B B oth Claiming from the Zoom Window BALANCE FORWARD ANNUAL This field should be filled out as Annual FREQUENCY lt Alt Z gt Enter the frequency 9 Process every pay period Pay Ware DOS Manual 05 08 00 Page 168 6 3 Employer Paid Plans Pay Ware handles complete management of Employer Paid Expense Plans Assessments e g Employer paid Health Insurance Union Funds etc These Plans are similar to D R As but are completely funded by the employer They do not affect the employee s pay In addition to generating General Ledger distribution records you can specify that the plan be interfaced to A P and or allocated to Job Cost The calculation setup options are the same as for D R A Plans except that all Plans are denoted with an X the Priority Number Employer Expenses can be defined using two new Screens in File Maintenance As with Cafeteria Plans first the Employer Expense Defaults Screen information must be set up before the plan may be assigned to an Employee group Employer Expense Allocation is very similar to that for adding D R As to employees and these Plans can also be interfaced to A P following the instructions for DRA s EMPLOYER EXPENSE PLAN Z gt BENEFIT PLAN lt Alt l gt lt Alt Z gt SHORT DESCRIPTION FREQUENCY l
179. ined in the Employee Master file OR Use F7 to search for First or Prior keys or F8 to search for Last Next keys BOND OWNER NAME Enter the name of the owner of the bond SOCIAL SECURITY Enter the bond owner s social security number NUMBER ADDRESS CITY Enter the bond owner s address information STATE ZIP BENEFICIARY CO Enter the name of the beneficiary or co owner of the bond OWNER TYPE lt ALT Z gt Enter the code denoting beneficiary or co owner DENOMINATION ALT Enter or select from the Zoom Window Alt Z gt the denomination of the 2 gt bond Pay Ware DOS Manual 05 08 00 Page 171 OR Use F7 to search for the First or Prior keys or F8 to search for the Last Next keys BALANCE AVAILABLE Amount available for purchasing bonds 6 5 2 Savings Bond Denominations This option sets up the bond denominations available for purchase Savings Bond Denominations BOND ID lt ALT Z gt Enter or select from the Zoom Window lt Alt Z gt the 2 character Bond D BOND AMOUNT Enter the dollar amount of the bond BOND COST Enter the purchase price of the bond Pay Ware DOS Manual 05 08 00 Page 172 6 6 Direct Deposit Maintenance Setup Process for EFTPS amp Direct Deposit ACH Transactions in general Setup for ACH transactions requires inputting a good deal of bank routing related information on a number of Pay Ware File Maintenance Screens which will allow it to generate a standard NACHA series of file record
180. ing Payroll 15 718 99 15 718 99 2201 0000 FWT Payable FEDERAL WITHHOLD 1 844 13 1 844 13 2203 0000 Employee FICA Payable FICA WITHHOLDING 1 118 81 1 118 81 2204 0000 Payable EMP ER FUI CONTRIB 8 13 37 69 29 56 2205 0000 SWT Payable STATE WITHHOLDING 402 63 402 63 00 2207 0000 SUTA Payable EMP ER SUI CONTRIB 228 58 1 290 62 1 062 04 2225 0000 Accrued Employee Benefits MISC DEDUCTION 00 25 00 25 00 2225 0000 Accrued Employee Benefits MISC REDUCTION 00 145 83 145 83 6100 0000 Salaries SAL PAY NON J C 8 708 34 00 8 708 34 6100 0000 Salaries HOL PAY NON J C 100 00 00 100 00 6100 1000 Salaries REG PAY NON J 1 776 00 00 1 776 00 6100 1000 Salaries OT PAY NON J C 108 00 00 108 00 6100 1000 Salaries SAL PAY NON J C 1 250 00 00 1 250 00 6100 2000 Salaries REG PAY NON J 1 516 00 00 1 516 00 6100 2000 Salaries OT PAY NON J C 90 00 00 90 00 6100 2000 Salaries VAC PAY NON J C 56 00 00 56 00 6100 2000 Salaries PAY NON J C 1 166 67 00 1 166 67 6110 0000 Payroll Taxes EMP ER FICA CON 664 60 00 664 60 6 6 6 6 6 6 6 6 10 0000 Payroll Taxes EMP ER FUI CONTR 9 33 00 9 33 10 0000 Payroll Taxes EMP ER SUI CONTR 518 01 00 518 01 10 1000 Payroll Taxes EMP ER FICA CON 239 73 00 239 73 10 1000 Payroll Taxes EMP ER FUI CON 15 07 00 15 07 10 1000 Payroll Taxes EMP ER SUI CONTR 457 98 00 457 98 10 2000 Payroll Taxes EMP ER FICA CONT 216 39 1 91 21448 10 2000 Pay
181. ing in Summary If posting in Detail the applicable Edit List Payroll Date or Pay Period End Date will be automatically assigned 05 08 00 Page 113 When ready to generate the report select the desired Output option Screen Printer or Disk and press F5 to Process A Sample Report is shown below DATE 12 26 00 Demo Golf Inc TIME 07 43 53 DISTRIBUTION TO G L REPORT AS OR 04 30 97 ACCOUNT TYPE ACCOUNT NO CHECK EMP ID EMPLOYEE DEPARTMENT DEBIT CREDIT FEDERAL WITHHOLDING 2201 0000 FWT Payable 04 15 00 CITD01 Citrol Daniel 04 15 00 CITD01 Citrol Daniel 04 15 00 1 Brenda 04 15 00 1 Brenda 04 15 00 FOSWO1 Foster Walter 04 15 00 FOSWO1 Foster Walter 04 15 00 01 Vickie 04 15 00 01 Vickie 04 15 00 DURJO1 Duran James F 04 15 00 DURJO1 Duran James F 04 15 00 GALSO1 Galloway Steve 04 15 00 GALSO1 Galloway Steve 04 15 00 MADD01 Maddox Dan 04 15 00 MADD01 Maddox Dan 04 15 00 01 David 04 15 00 001 David 04 15 00 MARJO1 Marshall Janet 04 15 00 MARJO1 Marshall Janet 04 15 00 STAROI1 Stanton Roger 04 15 00 STAROI1 Stanton Roger 1 844 13 1 844 13 FICA WITHHOLDING 2203 0000 Employee FICA Payable 04 15 00 CITDOLG Golf Inc 01 Citroll TO G L REPORT RECAP 04 15 00 COOBO AS OR 04 30 00 04 15 00 1010 0000 Check
182. iod End Processing Reports File Maintenance File can be blocked N OR it can be limited to Read only R by Highlighting selecting the desired Sub Menu Area and Pressing F9 will toggle a status indicator in the left margin indicating that Menu area is Not Accessible for that User the item will be removed from that User s Menu Pressing lt 10 gt will toggle an in the right margin of SPECIFIC sub menu Items indicating the Item is Read Only status data may be reviewed but not be changed Once access to all Menu Areas have been set up Pressing F5 will process save that Security Menu setup for that user Reviewing the Security Setup below for the Transactions sub menu will help clarify this process USER LOGIN ENABLED OOOO Security Setup Menu 1 The F7 Key has been toggled to ENABLE LOG IN Security for ALL USERS amp Pressing F5 processes the status change All Users will now be REQUIRED to enter a password to access Pay Ware Security Password Request Screen will appear when Pay Ware is accessed default password for all users is MASTER ALL CAPS amp lt Enter gt Change User Password option will appear on all Users UTILITIES Menu This Users Access to the Transactions Menu File Maintenance Transactions was then restricted by the following 2 Highlighting the first three Transactions Menu Items amp Pressing 10 gt restr
183. iod to be reported All transactions with dates on or after this transaction date will be reported ENDING DATE Specify the last date of the period to be reported All transactions with dates on or before this transaction date will be reported SUBTOTAL BREAK ON If these options display enter O 1 or 2 in this to obtain PRIORITY PLAN lt Alt Z gt subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break SUBTOTAL BREAK ON EMPLOYEE f these options display enter O 1 or 2 in this to obtain Pay Ware DOS Manual 05 08 00 Page 219 lt Alt Z gt subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break Pay Ware DOS Manual 05 08 00 Page 220 Select the desired output Option Screen Disk or Printer and press F5 to process A Sample Time Card Listing non Job Cost is shown below DATE 12 26 00 Demo Golf Inc TIME 08 10 45 TIME CARD LISTING BY DEPT DATE EMP KEY FROM FROM BS DEPT WORK DATE EMP ID NAME POSITION CODE ATT CODE UNITS SHIFT PAY RATE GL ACCT NO 03 31 00 CITDO1 Citrol Daniel OFFI OFFICE d 6100 1000 03 31 00 CITDO1 Citrol Daniel OFFI OFFICE e E 6100 1000 03 31 00 01 Cook Brenda OFFI OFFICE d 6100 1000 03 31 00 FOSWOl Foster Walter SALE SALESPERSON
184. is or lt H gt to convert all rates of pay to an Hourly basis 2080 hours per year is assumed Enter a code that identifies the benefit plan be total for each employee or press lt ALT Z gt to display a list to select from The plan selected has to be defined in the Cafeteria Plan File When ready to generate the report select the desired Output option Screen Printer or Disk and press F5 to Process A sample report is shown below DATE 09 06 00 TIME 11 44 14 FROM KEY lt FIRST gt KEY EMPLOYEE NAME ALLVO1 Allen Vickie CITDO1 Citrol Daniel 1 Cook Brenda DURJ01 Duran James F FOSWO1 Foster Walter GALS01 Galloway Steve HENDO1 Henry David MADDO1 Maddox Dan MARJ01 Marshall Janet STARO1 Stanton Roger GRAND TOTAL Demo Golf nc SALARY INFORMATION BY EMPLOYEE KEY ANNUAL OF CUM RO SOC SEC NO SALARY TO 558178766 566783456 555443456 559131922 345335674 577774123 112349876 599573456 453129871 45000 18 0 5308 2 58000 23 25000 10 TO KEY lt LAST gt EM OF 001 AL 401K OF TOTMedical TOT DRA OF TOTAL TOT 18 0 6277 2 5 20 5 2 45 8 30000 12 0 57 8 44000 17 6 75 4 4513 18 772 27000 10 8 88 0 0 98 0 22 6 175 100 0 175 14 9 845 84 9 845 722 150 15 0 150 12 8 432989987 4805 1 9 99 9 995 175 User Defined Employee Salary Statistics Report Pay Ware DOS Manual 05 08 00 Page 139 Pay Ware DOS Manual 05 08 00 Page 140 5 7 Emp
185. is critical that any valid PreNote files generated get sent to the bank immediately so that the Company and Bank Processing Dates are the same Pay Ware DOS Manual 05 08 00 Page 173 4 Beginning 14 days required by NACHA protocol after any payee s Pre Note Processing date all payments will be made by Direct Deposit and the payee will then receive a Deposit Advice instead of a check Any payrolls processed before the 14 days waiting period will generate Checks for Pre Noted Payees during the period Note EFTPS is ENABLED only when the Auto deposit Check option on the Name amp Options Screen is set to YES Also note that any information on that Screen will be superseded by any entries made on the Direct Deposit Setup Screen 5 During Weekly processing Deposit Advice Transactions are Separated form Checks during the Print routine After Checks are printed Pay Ware will 1 ask if you want to print Deposit Advices 2 verify beginning Advice and 3 notify that the ACH file Named on the Direct Deposit Setup Screen will be overwritten After printing Advices the ACH File named PBATRIAL may be copied off the Platinum Company directory for transfer to the bank As mentioned above Direct Deposit Transactions accumulate in their own Registers similar to Check Registers and have an A Advice prefix Enabling EFTPS Credit processing will generate tax deposit information detail and transfer funds to the IRS authorized receiving financia
186. is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on Define the first date you wish to include in the report Press Tab to default lt lt FIRST gt gt Define the last date you wish to include in the report Press Tab to default to lt lt LAST gt gt If these options display enter Y in this to obtain subtotals by employee and or Department Otherwise enter N F5 to Process A Sample Payroll Register History is shown below Pay Ware DOS Manual 05 08 00 Page 121 DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 50 35 PAYROLL REGISTER HISTORY FROM DEPT FIRST FROM EMP FIRST FROM DATE 03 01 00 TO DATE 03 31 00 TOEMP LAST TO DEPT LAST EMP ID NAME DEPT 5 5 0 RES NO DATE ALLOW FED
187. ish to include in the report Press Tab to default to lt lt LAST gt gt or enter the Plan Priority that to end on Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break If these options display enter 0 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break 05 08 00 Page 227 Pay Ware DOS Manual 05 08 00 Page 228 7 9 2 Bank Book Interface Transactions Listing This option lists all Bank Book Interface Activity by Document Number Bank Bock Interface Listing Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format
188. ity is used to import time card information from another file to Pay Ware s time card entry function Time Cards can be imported if they are stored in a comma delimited file The first line in the file should identify what is stored in each column in the file Listed below are the values that should be used to identify the information to be imported Non required information will default to the information stored on the employee master file record Hours must be stored in columns e g Regular in one column overtime in the next etc with the attendance code stored in record 1 or the attendance code must be in each record with only one other column containing the hours Code Description Required EMP Employee Key Yes RATE Pay Rate No B DATE Work Date No B SHIFT Shift No m DEPT Department No JC Job Level 1 No JC2 Job Level 2 No JC3 Job Level 3 No m JC4 Job Level 4 No mH POS Position No B ATTCD Attendance Code Yes if HRS used BH HRS Hours Yes if ATTCD used XX Attendance Code Yes if HRS amp ATTCD not used Pay Ware DOS Manual 05 08 00 Page 233 XX represents the attendance code to be used for the hrs in this column Pay Ware DOS Manual 05 08 00 Page 234 KRONOS FILE HEN Re f DI ISO 01 15 00 PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assignin
189. l Specify which of the 90 Employee Information item s from the Zoom Window Alt Z you wish to be included in the report Specify the range of the above item s to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify which of the 90 Employee Information item s from the Zoom Window Alt Z you wish to be included in the report Specify the range of the above item s to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the additional Sort Range of the item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt gt Specify the additional Sort Range of the item s from the Zoom Window Alt Z gt you wish to be included in the report Press T
190. l Bank assigned ID No Bank Information Co amp FRBank Name RTN s Acct s Enable EFTPS Job Cost Interface For those using a Job Cost System this information should be provided to automatically interface Payroll information to Job Cost breakouts Pay Ware DOS Manual 05 08 00 Page 21 2 4 Processing Codes Processing Codes last item on the File Maintenance Menu Setup the last five Processing Codes first since these codes Ethnic EEO Workmans Comp Termination Reasons and Activity Type feed information to other fields that you will subsequently setup This information is not used in calculating payroll but is very useful to automatically generate Human Resource Workforce data reports of interest to Management Once the above 5 Processing Codes are complete you may Set up your Position Codes Position Codes are used to group Employees who have similar jobs Consequently they will share a Workmen s Comp and EEO code just Setup above as well as a Pay Rate Code if pay rate tables are used These Employees will also probably work similar schedules This Position Code information is fed to the Employee Master and will come up automatically on the Time Card Entry Screen when an Employee ID Key or Name is entered Default Processing Codes In the Zoom Window are Office Sales Std Hourly Std Salary Supervisor You must edit this list to fit yur Company s reporting needs see above and Chapter 6 Attendance Codes are the las
191. l institution Nationsbank or First Chicago It replaces the Federal deposit check and detail data now being sent via mail telephone or paper Note that Pay Ware does not support the EFTPS Debit Method which requires proprietary software available only from the IRS Direct Deposit Maintenance Company Bank and Electronic Routing Information are entered on these 3 Screens if you plan to utilize the Payroll Direct Deposit and or EFTPS Credit Tax Deposit options See above amp Section 6 11e in depth information for setting up Direct Deposit ACH file transfer protocol with your bank Pay Ware DOS Manual 05 08 00 Page 174 6 6 1 Direct Deposit Setup amp EFTPS Credit Tax Payment Company Bank and Electronic Routing Information is entered here if you plan to utilize the Payroll Direct Deposit and or EFTPS Credit Tax Deposit options The information required for Direct Deposit includes the following Company Information Company name Short name amp Bank Assigned ID IF DIFFERENT From Fed ID No Bank Information Bank Name and FRB ID Routing Information Origin amp Destination Codes amp RTN for Bank amp EFTPS DEMOONSTRATION INC 053011494 ANYBANK MYDDFILE YES No EFTPS BANK NUMBER ESSERTPSUUBANKCSACCOUNT ELEVEN YES FIRSI UFIIUNAL FILE HEADER SECOND OPTIONAL FILE HEADER Direct Deposit Bank Information Maintenance COMPANY NAME Enter company name COMPANY SHORT NAME Enter company short key name COMPANY
192. l is only the portion of the employee s salary or other compensation that he or she did not receive because of the deferral Nonelective contributions by an employer on behalf of the employee are not elective deferrals Nor are voluntary after tax contributions such as voluntary contributions to a pension plan that are deducted from an employee s pay after all other deductions required employee contributions or employer matching contributions You may report these amounts in box 14 Other Only elective deferrals should be reported in box 13 for all coded plans except code G section 457 b plans include both elective and nonelective deferrals The following example shows the amounts to report for a section 401 k plan For calendar year 2000 Employee A elected to defer 9 800 to a section 401 k arrangement and made a voluntary after tax contribution of 600 In addition the employer on Employee A s behalf made a qualified nonelective contribution of 1 000 to the plan and a nonelective profit sharing employer contribution of 2 000 The total elective deferral of 9 800 is reported in box 13 preceded with the code D D 9800 00 Even though the 2000 limit for elective deferrals is 9 500 00 the employer would report the total amount of 9800 00 as an elective deferral The 600 voluntary after tax contribution may be reported in box 14 Other This reporting is optional The 1 000 nonelective contribution and the 2 0
193. l subject all Employee s earnings to this rate Enter or select from the Zoom Window Alt Z gt the GL Account number fields assigned to this D R A Enter or select from the Zoom Window Alt Z gt the GL Account number fields assigned to this D R A Specify or select from the Zoom Window the desired Accounts Payable Interface Mode for this Plan 0 No Interface to A P 1 Generate Voucher for each EE amp Plan 2 Generate One Voucher for Each Plan with an Employee List 3 Generate One Voucher Per Vendor Summarizing Each Plan Enter or select from the Zoom Window the desired Vendor Name ID Type the line item description for this plan s transactions to appear in A P reports Type the Comment to appear on A P Checks 05 08 00 Page 169 6 4 Department Maintenance This menu option is Used to set up Department level tracking of Payroll expenses Companies must have at least one Department Setup in order for Pay Ware to process payroll Note that Pay Ware allows Setup of separate GL Accounts for Employer and Employee contributions to D R A Plans CACLE Clerical 1000 A FIC FUI SUI DEDUCTION REDUCTION ALLOWANCE Department File Maintenance DEPARTMENT KEY Enter the Key that will be Used to identify this department Alt I Alt Z DEPARTMENT DESCRIPTION Enter the Description of the Department This description will be printed on reports lt Alt l gt lt Alt Z gt GENERAL LEDGER E
194. lan be assigned to this employee The plan selected has to be defined in the Cafeteria Plan File Use ALT Z to present a zoom window from which to select the proper keys OR Use F7 or F8 to scroll to the desired value Enter the Description of the Benefit Plan This description that will be printer on the check stub Enter amount of applicable tax to withhold from check Enter the appropriate Department code the employee worked in for this line item Use lt ALT Z gt to present a zoom window from which to select the proper keys OR Use F7 or F8 to scroll to the desired value 05 08 00 Page 54 ACCOUNT NO Enter the GL account number for this transaction Use lt ALT Z gt to present a zoom window from which to select the proper keys OR Use F7 or F8 to scroll to the desired value Pay Ware DOS Manual 05 08 00 Page 55 3 3 2 Manual Payroll Edit This second item on the Manual Payroll Menu processes and verifies gross net calculations of the current payroll creating the Manual Edit List to find any incorrect data and gives warnings about various conditions Unlike the Computed Edit the manual payroll does not verify Employee D R A Plan information against those assigned in the Employee Master Thus it is possible to process an Employee Plan in error It is important to validate all manual entries If there are no problems with the data a register summary by state and in total will automatically be
195. lan transaction will be posted Below is the Preliminary D R A Detail Report f L PLAN 1 Preliminary D R A Detail Sort Options If you have previously saved your selection parameters a report menu will be displayed for your selection Select one of the options or select MAINTENANCE to display the PRELIMINARY D R A Report parameter screen 03 FIRST FROM EMPLOYEE LAST gt LAST gt 0 DO NOT BREAK ON PLAN 1 TOTAL BY EMPLOYEE EESZSPrOOSSS lt l2 gt C lear Screen Egc Returnuto Menu Preliminary D R A Report Parameters Screen Pay Ware DOS Manual 05 08 00 Page 45 PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING A PLAN Alt Z gt ENDING D R A Plan Alt Z BEGINNING EMPLOYEE KEY Alt Z ENDING EMPLOYEE KEY Alt Z SUBTOTAL PRIORITY PLAN lt Alt Z gt BREAK ON SUBTOTAL BREAK ON EMPLOYEE lt Alt Z gt When ready to generate the D R A Detail select the desired Output option and press lt F5 gt Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of D R A Plans you wish to include in the report Press Tab to defa
196. latinumPay WarePay Ware bat username space between bat amp your platinum username Platinum User ID Verify Working Directory is X platinum Pay Ware X Drive where Platinum is installed Test the icon to verify it starts Pay Ware successfully 5 Conversion amp File Initialization are the final steps in the Installation Process When the DOS prompt returns start Platinum as you normally do OR Start Pay Ware from the Desktop Icon From the Platinum System Manager Main Menu select the appropriate initialization Sequence to set up Pay Ware for this company Before starting Conversion 1 Be sure you have an accurate up to date Payroll Journal hard copy for your old system 2 Be aware that if DRA Plan Priority Codes are not consistent across Employees e g the 401k plan is Setup as R02 for a first Employee R04 for a second and R03 for another Pay Ware will assign the Plan Defaults from first employee record it converts which has that Plan Priority R02 in the above example It is strongly recommended that all D R A Plan defaults be consistently and uniquely assigned or reassigned if necessary after conversion This will eliminate constant Warnings about inconsistent Cafeteria Plan Defaults on the Computed Edit and allow generation of meaningful summary reports on all Plans going forward Pay Ware DOS Manual 05 08 00 Page 10 1 2 Conversion When Installation finishes start Platinum as you normally do or start P
197. ll to the desired key Enter the number of hours applicable for this line item The numeric entry may use up to 3 positions past the decimal Work units will default from the value specified in the Position Code file maintenance Enter the appropriate Shift t worked for this line item Valid entries are 1 2 or 3 Enter the appropriate date for this line item in the format MM DD YY Enter the appropriate Department code the employee worked in for this line item The default Department code will be retrieved from the Pay Ware Employee Master record Use lt ALT Z gt to present a zoom window from which to select the proper keys OR Use F7 or F8 to scroll to the desired value Enter the appropriate Pay Rate for the line item This field is ignored if the pay type specified for the attendance code on this line is O other The Rate will default from Screen 1 of the Employee Master or from the Rate Table based on the entered Position and the Employee Pay Type 0 NOTE The Rate may not be changed if selected from the Rate Tables This field is the GL Account Set up for the specified Attendance Code in the Attendance Code File Maintenance and overwritten by any mask specified in the Department Code file maintenance Typing in another Account Number will supercede all default account numbers 05 08 00 Page 33 3 2 2 Correct Time Cards This is the second option on the COMPUTED PAYROLL MENU Corrections may be made to
198. loyee Head Count Employee Head Count Report provides a method of finding defining employee subgroups based on a wide variety of Employee information categories e g Division Position Salary EEO Class etc The report has a user defined option that provides a list of 90 fields from the employee master on which employee subgroups may be selected Employee Head Count Sort Menu After selecting one of the six Sort Options an already defined report may be run Or a new Report may be formatted via the Parameter Screen accessed through the Maintenance Option 01 ALL DIVISIONS DEPARTMENTS FIRST A FIRST LAST Employee Head Count Statistics PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is Pay Ware DOS Manual 05 08 00 Page 141 DESCRIPTION needed ONLY if the report format is to be saved for future use SPECIAL TITLE Type up to a 50 character name for this report optional Pay Ware DOS Manual 05 08 00 Page 142 USER SELECT ALT Z gt FROM TO FROM TO USER SELECT ALT Z gt FROM TO FROM TO USER SORT 1 amp 2 USER SORT 1 amp 2 EMPLOYEE STATUS WAGE BASES RANGE Pay Ware DOS Manua
199. lt Z Define the range of Employees you wish to include in the report Press Tab to default to LAST or enter the key that to end on SUBTOTALS PAGE BREAKS lt 27 gt Enter 0 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break SUBTOTALS PAGE BREAKS lt Alt Z gt If these options display enter O 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break Pay Ware DOS Manual 05 08 00 Page 95 Pay Ware DOS Manual 05 08 00 Page 96 When ready to generate the Employee Plan Detail Report select the desired Output option Screen Printer or Disk and press F5 to Process A sample D R A Detail report is shown below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 47 21 DEDUCTION REDUCTION ALLOWANCES BY PLAN EMPLOYEE FROM PLAN FIRST FROM EMP FIRST FROM DATE 04 15 00 TO DATE 04 15 00 EMP lt LAST gt TO PLAN LAST PLAN DESCRIPTION KEY EMPLOYEE NAME SSN NUMBER DEPT DATE EE AMOUNT ERAMOUNT ACCTNO D01 Medical DURJ01 Duran James F 559 13 1922 CORP 04 15 00 25 00 00 22250000 LAN D01 TOTAL 25 00 00 01 401K GALSO1 Galloway Steve 577 77 4123 CORP 04 15 00 120 83 00 22250000 R01 Reimburse Acct MADD
200. ludes check number date amount Employee Key Employee Name and department Selecting Check Register brings up the four Sort Options CHECK NO n Check Register Sort Menu After selecting the desired Sort the Check Register is defined on the Parameter Screen 02 LAST gt LAST fg el A Check Register Parameter Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY DESCRIPTION Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY lt Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY Alt Z Define the range of Employees you wish to include in the report Press lt Tab gt to default to lt lt LAST gt gt or enter the key that to end on Pay Ware DOS Manual 05 08 00 Page 93 BEGINNING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report
201. n tips Code C Show the taxable amount of the cost of group term life insurance coverage over 50 000 provided to your employee including former employee See Group Term Life Insurance on page 3 Also include it in boxes 1 3 and 5 Use code C for cost of group term life insurance coverage over 50 000 Codes D H Use the following codes to show the amount of deferrals made to the plans listed below Do not report amounts for other types of plans See below for an example of reporting an elective deferral to a section 401 k plan and an explanation for elective deferrals Code D Show the amount of elective deferrals to a section 401 k cash or deferred arrangement plan Code E Show the amount deferred into a section 403 b salary reduction agreement Code F Show the amount deferred under a section 408 k 6 salary reduction SEP Code G Show the amount of elective and nonelective contributions to a section 457 b deferred compensation plan for employees of state or local governments or tax exempt organizations Do not report section 457 f amounts or amounts deferred under section 457 b which are subject to a substantial risk of forfeiture Pay Ware DOS Manual 05 08 00 Page 81 Code H Show the amount deferred under a section 501 c 18 D tax exempt organization plan Be sure to include this amount in box 1 as wages The employee will deduct the amount on his or her Federal income tax return The amount reported as an elective deferra
202. nda Warehouse NDS Distribution to GL Transactions File Maintenance TRANSACTION NO lt ALT Z gt ALT I EMPLOYEE KEY lt ALT Z gt DEPARTMENT KEY lt ALT Z gt CHECK NO TRANSACTION DATE DISTIBUTION TYPE lt ALT I gt ACCOUNT NUMBER DISTRIBUTION AMOUNT Pay Ware DOS Manual Enter or select from the Zoom Windows lt Alt Z gt lt Alt l gt the DDA Transaction to be queried CAUTION Balances may be changed here but they will lack an audit trail Type or select from the Zoom Window lt Alt Z gt the Employee ID to be queried CAUTION Balances may be changed here but they will lack an audit trail Enter the Department Key that was utilized in determining the account number for this transaction Enter the Check No that generated this distribution record Enter the date that the transaction should effect the General Ledger Enter the distribution type for this transaction e g Federal Withholdings Earning Type Employer FICA etc Enter the General Ledger Account Number whose balance should be adjusted Enter the amount that the General Ledger balance for the account number above should be adjusted 05 08 00 Page 209 6 9 6 Bank Book Interface Transactions Maintenance This option allows review of all BankBook Interface Activity CAUTION Transactions may be changed here but they will lack an audit trail Bank Book File Maintenance CHECK NUMBER lt Alt Z gt DESCRIPTION CHECK DATE
203. ng and Reporting Yes N A e Employer 401k Dependent Care Medical Svgs Bond etc Yes N A Human Resource Management Enhancements e Online Employee History File Yes N A e Vacation amp Sick Pay Accrual Tracking Yes N A e Training Credential Renewal Tracking Yes N A e User Defined Open Fields Dates s or characters N A Payroll Processing Enhancements e Automatic Calculation of Overtime Option Yes N A e Rates Based Upon Position Worked Yes N A e Shift Differentials Yes N A e Time Card File Import Yes N A e Number Of Earnings Types Tracked Unlimited 8 Pay Ware DOS Manual 05 08 00 Page 6 Contact Information for Service Technologies Corp We value our customer relationships and take pride in being a responsive Software Developer Since we never stop refining our products our user partners you are a key source of desired new product features as well as occasionally finding the odd glitch in our software there is no such thing as a perfect program ask Bill Gates The key advantage to being a small developer is that we can and do react quickly to your needs Our goal is to have the most usable cost effective Payroll Software in the small medium Business market We enjoy hearing from you and here s how you can contact us Phone 336 768 1787 Live Bodies generally available 8AM 5 30PM Eastern M F Fax or Electronic Bulletin Board 336 768 1602 service technologies worldnet att net Pay Ware DOS Manual 05 08
204. niel CALIF 566 78 3456 CA NONE 04 15 96 00 11346 00 00 REG 96 000 T 8 00 00 00 00 00 74 36 00 00 00 00 864 00 108 00 00 00 00 972 00 2274 00 00 76144 CO0B01 Cook Brenda CALIF 555 44 3456 CA NONE 04 15 96 00 10446 00 00 00 00 REG 96 00 00 00 00 00 00 6977 00 00 00 00 912 00 00 00 00 00 912 00 1914 00 00 718 63 FOSWO1 Foster Walter CALIF 345 33 5674 CA NONE 04 15 96 00 83 59 00 00 00 00 SAL 1 00 00 00 00 00 00 95 60 00 00 00 00 1250 00 00 00 00 100 1250 00 7 60 00 00 1063 21 TOTAL FOR DEPARTMENT UNTS REG 01 SAL AMTS 192 00 8 00 1 00 1 776 00 108 00 1 250 00 ALLOW ADJ GROSS FEDERAL STATE SUI CITY DIST REDUCT DEDUCT FICA SDI COUNTY BORO occuP 00 3 134 00 301 51 49 48 00 00 00 00 239 73 00 00 00 00 00 NETAMT 2 543 28 ALLVO1 Allen Vickie CORP 558 17 8766 CA NONE 04 15 96 00 430 32 00 00 SAL 1 00 COM 1000 00 00 00 00 00 182 98 00 00 00 00 2291 67 100 00 00 00 00 2391 67 17234 00 00 1606 03 DURJ01 Duran James F CORP 559 13 1922 CA NONE 04 15 96 00 453 99 00 00 00 00 SAL 1 00 00 00 00 00 00 21675 00 00 00 00 2833 33 00 00 00 00 283333 10956 25 00 00 2028 03 GALS01 Galloway Steve CORP 577 77 4123 CA NONE 04 15 96 00 20859 00 00 00 00 SAL 1 00 00 00 00 00 12083 175 64 00 00 00 00 2416 67 00 00 00 00 229584 55 59 00 00 1856 02 01 Maddox Dan CORP 599 57 3456 CA NONE 04 15 96 00 11516 00 00 00 00 SAL 1 00 00 00 00 00 2500 8732 00 00 00
205. niel OFFI OFFICE OT B 6100 1000 03 31 00 01 Cook Brenda OFFI OFFICE REG A 6100 1000 03 31 00 FOSW01 Foster Walter SALE SALESPERSON SAL 6100 1000 DEPARTMENT TOTALS CARDS 03 31 00 ALLVO1 Allen Vickie SUPR SUPERVISOR SAL 6100 0000 03 31 00 ALLVO1 Allen Vickie SUPR SUPERVISOR COM E 6100 0000 03 31 00 DURJO1 Duran James F SALE SALESPERSON SAL 5 6100 0000 03 31 00 GALSO1 Galloway Steve SUPR SUPERVISOR SAL x 6100 0000 03 31 00 MADDO1 Maddox Dan SALE SALESPERSON SAL A 6100 0000 DEPARTMENT TOTALS 03 31 00 HENDO1 Henry David OFFI OFFICE d 2 6100 2000 03 31 00 HENDO1 Henry David OFFI OFFICE gt amp 6100 2000 03 31 00 1 Marshall Janet SUPR SUPERVISOR B E 6100 2000 03 31 00 STARO1 Stanton Roger OFFI OFFICE gt E 6100 2000 03 31 00 STARO1 Stanton Roger OFFI OFFICE s 2 6100 2000 DEPARTMENT TOTALS GRAND TOTALS 14 CARDS 1406 00 Sample Time Card History Listing Pay Ware DOS Manual 05 08 00 Page 231 CHAPTER 8 UTILITIES Pay Ware DOS Manual 05 08 00 Page 232 8 0 Utilities Utilities contains options to Load or Purge Time Cards as well as to reprint Pay Checks The Installation routines to Convert Platinum Payroll are here as well as System Utilities Backup to Restore from a floppy disk Initialize Files routine amp User Security Setup The Utilities Menu is mostly self explanatory options are shown below 8 1 Load Time Cards The load time cards util
206. nt number to be Used for these fields GEN LEDGER ACCT NOs lt Alt Z gt Enter the GL Account number to be Used for these field EARNING CLASS DESCRIPTIONS Enter the Description amp GL Account for this earnings class Earnings Class is utilized for grouping similar Attendance Codes for reporting purposes Pay Ware DOS Manual 05 08 00 Page 188 6 7 6 State Unemployment amp Magnetic Media Information This Option sets up the calculation payment and tracking process for SUI It also Enables Federal amp State reporting of Quarterly Payroll Tax related calculations and payments via Diskette Magnetic Media The State format supports states using the Federal SSA TIB 4 standard format If your State requires a Customized format Service Technologies will adapt the file format if the Diskette specifications are provided to us Federal State Unemployment File Maintenance STATE CODE Alt I Alt Z Enter or select from the Zoom Window Att Z gt Alt I the two character State Code STATE ID Enter the identification number assigned to the company for State Tax purposes STATE UNEMPLOYMENT TAX RATE Enter the company s unemployment tax rate percentage 2 536296 is entered as 2 5362 AUTO DEPOSIT CHECK Y Generate a state deposit check for each payroll N Do not generate a deposit check AUTO DEPOSIT PAYEE Enter the name to be printed on the auto deposit check GENERATE QUARTERLY REPORTS Specify if the Quarterly Reports should be on
207. nted MESSAGE FOR STUB You may type a message of up to 40 characters to appear at the bottom of each check printed PRINT PAY RATE REMAINING Specify yes Y to print this information at the bottom of each check Otherwise say no VACATION DISABILITY lt N gt Pay Ware DOS Manual 05 08 00 Page 64 Post Manual Checks Posting is the last step in processing a payroll You may Post immediately after printing checks or elect to do it later If you wait DO NOT perform any Maintenance or Processing UNTIL YOU POST or you may need to regenerate a Computed Edit List amp print checks Performing this operation posts payroll information to the History Totals Register amp D R A and Distribution to GL files MTD QTD YTD and Employee Balance Files are updated and Job Cost Time Cards are posted to the Job Cost Transactions file BankBook Interface is also updated The effects of a Check Post are FINAL so the following must be complete before Posting A Satisfactory Computed Edit has been generated Preliminary Reports have been generated and approved Checks must be Printed A Complete Backup of the previous Pay Cycle Data is on hand Pay Ware DOS Manual 05 08 00 Page 65 CHAPTER 4 PERIOD END PROCESSING Pay Ware DOS Manual 05 08 00 Page 66 4 0 Period End Processing This section contains payroll related items which must be processed periodically although not every pay cycle It contains the following Menu items Vacation Disab
208. nter the GL Account numbers or account number masks to be used for this field ACCOUNT NOs lt Alt Z gt Numbers input here will supersede those previously Setup in GL Account amp Attendance Code or D R A File Maintenance Masking overlaying a portion of the default GL Account Number with the Department Code is done by use of the sign to indicate those portions of the Account No To remain intact For example on the above screen 1000 will leave the first 4 positions of the default GL Attendance Account Numbers intact but will substitute 1000 for whatever digits are in positions 5 8 Pay Ware DOS Manual 05 08 00 Page 170 6 5 Saving Bonds Maintenance This menu option is Used to set up automated tracking of Savings Bond purchases and generates the savings bond purchase information file for transmittal to the Federal Reserve Selecting SAVINGS BONDS will display the following Menu Saving Bonds File Maintenance Menu 6 5 1 Savings Bond Holders File Maintenance This generates the savings bond purchase information file for transmittal to the Federal Reserve ALLVO1 Allen Vickie JAMES ALLEN SSN 1823 BEVERLY ANAHIEM HILLS STATE CA VICKIE ALLEN TYPE POD 123456789 92406 100 00 puu Saving Bond Holder s File Maintenance EMPLOYEE ID NAME Enter or select from the Zoom Window Alt Z gt the appropriate Employee lt ALT Z gt ID as def
209. ocess Enter the GL Account number for the cash account to be used for this batch of checks This field will default to the account specified in System Defaults GL Account Numbers Enter the appropriate Pay Frequency ies to interface Time Cards into the Platinum Payroll system for subsequent tax calculations and check writing Valid entries are 4 for Quarterly 12 for Monthly 24 for Semi Monthly 26 for Bi Weekly 52 for Weekly and 365 for Daily 05 08 00 Page 38 An example of the Computed Edit List follows Warnings may be overridden but Errors MUST be corrected before you Print and Post the Payroll DATE 12 26 00 Demonstration Inc TIME 07 43 14 COMPUTED PAYROLL EDIT LIST EMPLOYEE ERROR KEY WARNING MESSAGE NO OF WARNING S NO OF ERROR S STATE TOTALS CA SAL COM 192 00 8 00 5 00 1 000 00 1 776 00 ALLOW REDUCT 00 145 83 108 00 ADJ GROSS DEDUCT 11 796 51 9 958 34 FEDERAL FICA 1 509 57 100 00 SDI 402 63 STATE SUI CITY DIST COUNTY BORO OCCUP 00 00 TRANS OTHER 00 25 00 902 42 00 00 00 NETAMT 8 956 89 TAXABLE WAGES FEDERAL 11 796 51 EMPLOYEE FICA 11 796 51 EMPLOYER FICA 11 796 51 FUI 2 033 98 STATE 11 796 51 SDI 11 796 51 SUI 2 033 98 STATE TOTALS FL 184 00 1 516 00 ALLOW REDUCT 00 00 TAXABLE WAGES PLOYEE FICA PLOYER FICA STATE SD 376 00 SAL VAC 8 00 1 00 00 8 00 90 00 1 166 67
210. ocial security tips Box 8 Allocated tips Box 9 Advance EIC payment Box 10 Dependent care benefits Box 11 Nonqualified plans Pay Ware DOS Manual 50 000 that is taxable See Group Term Life Insurance on page 3 For reporting of accident and health insurance premiums paid by S corporations for 2 or more shareholder employees see box 3 instructions If you are a Federal state or local agency with employees paying only the 1 45 Medicare tax enter the Medicare wages in this box See Government Employers on page 3 Example The following is an example of how to report social security and Medicare wages in boxes 3 and 5 Assume you paid your employee 140 000 in wages The amount in box 3 social security wages should be 68 400 00 but the amount shown in box 5 Medicare wages and tips should be 140000 00 There is no limit on the amount reported in box 5 If the amount of wages paid was 68 400 or less the amounts entered in boxes 3 and 5 would be the same Enter the total employee Medicare tax not your share withheld or paid by you for your employee Include only taxes withheld for 1998 wages If you are a Federal state or local agency with employees paying only the 1 45 Medicare tax enter the Medicare tax in this box Show the amount the employee reported even if you did not have enough employee funds to collect the social security tax for the tips The total of boxes 3 and 7 should not be m
211. ode file Enter adjustment factor normally 66 67 Enter the class 1 9 assigned in the Attendance Code file Enter adjustment factor normally 50 Type Y or lt N gt Type lt S gt or lt D gt Define the first date you wish to include in the report Press lt Tab gt to default lt lt FIRST gt gt Define the last date you wish to include in the report Press lt Tab gt to default to lt lt LAST gt gt Type up to a 50 character name for this report optional 05 08 00 Page 109 Pay Ware DOS Manual When ready to generate the report select the desired Output option Screen Printer or Disk and press F5 to Process Pay Ware DOS Manual 05 08 00 Page 110 A sample Workmens Compensation Report is shown below DATE 12 26 00 Demonstration Inc TIME 07 48 44 1ST QUARTER 2000 WORKM ENS COMPENSATION INFORMATION WORKMANS COMP CLASIFICATION GROSS WAGES MISC WAGES WAGES OTWAGES 07 DBLWAGES DBL WC WAGES 00001 ADMINISTRATION 47 410 04 46 354 04 1 056 00 66 667 50 000 47 058 04 00002 OUTSIDE SALES 38 500 02 38 500 02 66 667 50 000 38 500 02 85 910 06 84 854 06 1 056 00 85 558 06 Sample Workmens Compensation Report Pay Ware DOS Manual 05 08 00 Page 111 5 3 GL Distribution Report The GL Distribution Report is the final step in payroll processing Whenever the GL Distribution Report is output an intermediate GL file is created as a source for reporting through the Platinum General
212. olarship and fellowship grants and taxable payments for moving expenses see the discussions of these items on page 3 Other compensation is amounts that you pay your employee from which Federal income tax is not withheld You may show other compensation on a separate Form W 2 See Multiple Forms on page 2 Note Payments to statutory employees that are subject to social security and Medicare taxes but not subject to Federal income tax withholding must be shown in box 1 as other compensation See Pub 15 A for definition of a statutory employee Show the amount of Federal income tax withheld from the employee s wages for the year Show the total wages paid before payroll deductions subject to employee social security tax but NOT including social security tips and allocated tips Generally noncash payments are considered wages Include employee business expenses reported in box 1 Also include elective deferrals to certain qualified cash or deferred compensation arrangements and to retirement arrangements described in box 13 codes D E F and G even though the deferrals are not includable in box 1 Include elective and nonelective deferrals for purposes of section 457 plans If you paid any employee social security Medicare and employee state unemployment compensation taxes for your employee rather than deducting them from wages see Employer Paid Taxes on page 3 Report in this box the amount of the cost of group term life insurance cove
213. oll Taxes EMP ER FICA CON 664 60 664 60 10 0000 Payroll Taxes EMP ER FUI CONTR 9 33 00 9 33 10 0000 Payroll Taxes EMP ER SUI CONTR 518 01 00 518 01 10 1000 Payroll Taxes EMP ER FICA CON 239 73 00 239 73 10 1000 Payroll Taxes EMP ER FUI CON 15 07 00 15 07 10 1000 Payroll Taxes EMP ER SUI CONTR 457 98 00 457 98 10 2000 Payroll Taxes EMP ER FICA CONT 216 39 21448 10 2000 Payroll Taxes EMP ER FUI CON 1329 5 16 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 Pay Ware DOS Manual 05 08 00 Page 47 6110 2000 Payroll Taxes EMP ER SUI CONTRIB 314 63 228 58 Sample GL Detail Report Pay Ware DOS Manual 05 08 00 Page 48 3 2 8 Print Checks amp 3 2 9 Post Checks Print Checks This eighth option on the Computed Payroll Menu will print the paychecks after a successful Edit List and Preliminary Registers are run After printing the Post Computed Checks Screen will automatically appear If you do not want to post immediately due to time constraints etc press Esc to exit Computed Payroll However do not do any further Payroll functions until you post or you will have to regenerate this Edit List and reprint checks again If you get an Invalid COMPUTED PAYROLL STATUS Message an error free Edit List has not yet been printed If an error free Edit List has been generated the following Screen will appear PRINT 0597 Yes E Yes EE es Print Paychecks Screen
214. ore than 68 400 00 the maximum social security wage base for 1998 Report all tips in box 1 along with wages and other compensation If you are a large food or beverage establishment show the amount of tips allocated to the employee See the instructions for Form 8027 Employer s Annual Information Return of Tip Income and Allocated Tips Do not include this amount in boxes 1 5 or 7 Show the total amount paid to the employee as advance earned income credit payments Show the total amount of dependent care benefits under section 129 paid or incurred by you for your employee Include the fair market value of employer provided or employer sponsored day care facilities and amounts paid or incurred in a section 125 cafeteria plan This can include the fair market value of benefits provided in kind by the employer an amount paid directly to a day care facility by the employer or reimbursed to the employee to subsidize the benefit or the pre tax contributions made by the employee to a section 125 dependent care flexible spending account Include any amounts over 5 000 in boxes 1 3 and 5 For more information on the amount to report see Pub 535 Show the amount of distributions to an employee from a nonqualified plan or a section 457 plan Also include these distributions in box 1 Enter the amount of contributions under a nonqualified plan or section 457 plan that became taxable for social security and Medicare taxes during
215. ort Menu If you have previously saved your selection parameters a menu similar to the one below will be displayed for your selection ALL DEPARTMENTS Preliminary Payroll Register Reports Menu Select one of the options or select MAINTENANCE to display the following PRELIMINARY PAYROLL REGISTER parameter screen Pay Ware DOS Manual 05 08 00 Page 41 02 ceca N Y F5 Process lt F2 gt Clear Screen lt Esc gt Return to Menu Preliminary Payroll Register Parameter Screen PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING EMPLOYEE KEY Alt Z ENDING EMPLOYEE KEY Alt Z BEGINNING DEPARTMENT KEY Alt Z ENDING DEPARTMENT KEY Alt Z SUBTOTAL BREAK ON PRIORITY PLAN lt Alt Z gt SUBTOTAL BREAK ON EMPLOYEE lt 2 gt FIRST LAST gt FROM DEPARTMENT LAST Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees you wish to include in the report Press Tab to
216. otals The Payroll Register Totals is a very informational and flexible user defined report similar to Employee Pay Totals providing a pre formatted report with 1 to 15 Columns of information A one line per employee summary is generated with up to 15 of 64 payroll related item balance totals for any range of current year pay dates This information is from the Payroll History Register File EMPLOYEE PAYROLL DATE Once the desired sort is specified select a currently defined report or use the Maintenance Screen to define a new one FIELD 01 AME 61EE NAME REPORT NAME SUMMARY OF RANGE OF PAY DATES 2 DATE 65PAY DATE LSS FED WAGES 17FEDERAL TAXAB a EIT ED WTHLD O2FEDERAL TAX W 5 WAGES 18EMPLOYEE FICA FIRST WTHLD O3FICA TAX WITH LAST ESTATE WGS 21STATE TAXABLE WTHD O4STATE TAX WIT ESDI WTHLD O5SDI TAX Payroll Register History Totals Report PARAMETER KEY amp DESCRIPTION Type a Key amp Name to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning these is necessary ONLY if the record is to be saved for future use BEGINNING EMPLOYEE KEY Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING
217. out keying Pay Ware uses these Keys to interface data from several different files to reduce need for data entry For example many companies Setup Departments as GL Account Cost Centers By assigning individual Pay Ware Department codes to these GL Cost Centers and then assigning Employees to Pay Ware s Department Codes all earnings for a department s employees will unless modified automatically be sent to the assigned Cost Center and GL Accounts A good deal of default information Position Code Attendance Code Department will automatically appear on data entry screens when an Employee s Name or ID Both are Keys is placed in its respective field It can be accepted or overridden by the operator Keys work similarly on the data retrieval end Pay Ware uses these same keys to sort organize data and report on it Records always sort alphabetically and or numerically ascending Most Keys are alphanumeric mixed numbers and letters and numbers are given priority over letters i e 1G9 precedes 1GA The most common Sort Keys are Employee Key ID Employee Name and Department Nearly all Pay Ware processing and report generation consists of setting up a Sort or Processing Sequence and running it Because these Keys are so important to how Pay Ware will format your data in reports and file listings you should take time to plan before assigning these fields It is best to base them on the way you are Setup to do business Often Keys are abbrev
218. p each state s and locality s information separated by the broken line If you need to report information for more than two states or localities file a second Form W 2 See Multiple Forms on page 2 Pay Ware DOS Manual 05 08 00 Page 84 4 3 3 Information Maintenance cont d When all changes are made press Esc to return to the W 2 Forms menu select PRINT W 2 FORMS and re print the forms again in a Trial mode to verify the changes Print the Trial on plain paper and review for errors When all corrections have been made and all W 2 s are satisfactory W 2 information should be printed on Form Stock Most organizations do not print in FINAL mode until tax filing is over May 1 in case any duplicate or lost forms are needed There is no requirement to ever run the Final Mode Print the Final W 2 s When you are ready to print the W 2 s in Final mode simply change the entry in the Trial Final field to an F As the system prints each final W 2 the corresponding employee record is removed from the PBW2 file and placed in a file called PBW2H Payroll W 2 History file Remember The recommended procedure is to generate W 2 s for ALL employees not just for a specific range Pay Ware DOS Manual 05 08 00 Page 85 4 4 Year End Close To insure a proper year end close to your payroll system follow this list of procedures WARNING You are about to close the year ending 12 31 97 All balance b files will be reiniti
219. ployee s Emergency Contact History printed Otherwise enter N Enter a Y if you want the employee s Accident Workman s Comp information printed Otherwise enter N Enter a Y if you want the employee s Accident Workman s Comp History printed Otherwise enter N Enter the first date of the desired range for this report Enter the last date of the desired range for this report A sample Employee Listing is Shown below DATE 12 26 00 TIME 08 05 26 FROM EMP KEY FIRST EE KEY 555 44 3456 NAME ADDR 1 ADDR 2 CITY PHONE COOBO1 Cook Brenda 6075 Dunhill SSN Santa Ana CA 714 453 8899 92345 PAY INFORMATION HOURLY 8 5 PAY PERIODS 24 DEFLT ATTEND CD 01 REGULAR WKS WRKD QTD 13 LOCALITY NAME Irvine JOB INFORMATION DIVISION DEPT CALIF CA Warehouse EMERGENCY CONTACTS CONTACT ADDR 1 ADDR 2 ADDR 3 DURJO1 SSN Duran James F 7033 Palmetto 559 13 1922 NAME ADDR 1 ADDR 2 CITY PHONE Irvine CA 92714 714 551 0741 PAY INFORMATION SALARY 58000 PAY PERIODS 24 DEFLT ATTEND CD 06 SALARY WKS WRKD QTD 13 LOCALITY NAME Irvine TYPE ID FREQ DEPT DESCRIPTION DIVISION DEPT EMERGENCY CONTACTS CONTACT ADDR 1 ADDR 2 ADDR 3 Sample Employee Listing Pay Ware DOS Manual CORP Corporate Executives Demo Golf Inc PAGE EMPLOYEE FILE LISTING BY EMPLOYEE KEY TO EMP KEY LAST gt EMPLOYEE SSTATUS ALL STATUS SEX MF ACTIVE FEMA
220. posits equal Net Pay and sweep the balance to Zero For Above Example Employee W Foster has his 1000 net pay deposited to 3 accounts Deposit 1 Setup as T Checking M Amount 300 sends a Flat 300 to a checking account at one bank for family support Deposit 42 T Savings M Amount 100 sends a Flat 100 to the Employee s Savings account at the Credit Union Deposit 43 Setup as T C M AMOUNT 100 will sweep 100 of the Remaining 600 Balance 1000 300 100 to the Employee s Checking Account at another bank The STATUS PRE NOTE and LAST ACH Fields are for INFORMATION ONLY AND NO ENTRIES ARE MADE IN THEM Pay Ware DOS Manual 05 08 00 Page 155 EMPLOYEE BANK RTN amp ACCOUNT INFORMATION Alt Z gt Alt I gt ACCOUNT TYPE ACH TRANSACTION STATUS CALCULATION METHOD FOR THIS ACH DEPOSIT AMOUNT PRENOTE DATE LAST ACH DEPOSIT DATE Pay Ware DOS Manual Enter the Bank RTN amp Employee s complete Account Number to which Net Pay should be directly deposited Bank RTN is edited for validity amp must be selected from the Zoom Window Setup in File Maintenance System Defaults Bank Information Pay may be deposited via Standard ACH Transactions to as many as Four Accounts Enter the TYPE of Account C for Checking or S for Savings This field indicates STATUS of the last ACH Transaction Pre Note or Deposit No Entry can be made in this Informational field Enter the METHOD or 96 Use
221. printed on the W 2 if the Allowance was Setup properly in the Cafeteria Plans File Maintenance Screen Distributions to an Employee from a Nonqualified Plan or Section 457 Plan are reported here and included in Box 1 if the Allowance was Setup properly in the Cafeteria Plans File Maintenance Screen Calculated Amounts for any Box 12 Details will appear here and be printed on the W 2 if they were specified in the Prepare W 2 Utility Maintenance Screen Amounts for any Box 13 Deductions Reductions or Allowances will appear here and be printed on the W 2 if they were specified in the Prepare W 2 Utility Maintenance Screen Amounts for any Box 13 Deductions Reductions or Allowances will appear here and be printed on the W 2 if they were specified in the Prepare W 2 Utility Maintenance Screen Amounts for any Box 13 Deductions Reductions or Allowances will appear here and be printed on the W 2 if they were specified in the Prepare W 2 Utility Maintenance Screen Any applicable amounts for State SUI amp SDI will appear in these fields and be printed on the W 2 Any applicable amounts for State SUI amp SDI will appear in these fields and be printed on the W 2 Any applicable amounts for State SUI amp SDI will appear in these fields and be printed on the W 2 Any applicable amounts for State SUI amp SDI will appear in these fields and be printed on the W 2 Abbreviated State Name Employer State 1 0 Number Verify this information to ins
222. pter 5 4 1 Vacation Disability Accruals 4 2 Generate Savings Bond Purchase File 4 3 W 2 Processing 4 3 1 Build W 2 Information 4 3 2 Print W 2 Forms Trial amp Final 4 3 3 W 2 Information Maintenance 4 3 2a R S W 2 Instructions Box by Box 4 3 3 Print W 2 4 4 Year End Close Reports 5 1 Pay Period Reports 5 1 1 Payroll Register 5 1 2 Check Register 5 1 3 D R A Detail 5 1 4 Employer Expense Detail 5 1 4 GL Detail 5 1 5 Direct Deposit Register 5 2 Government Reports 5 2 1 Quarterly Reports 5 22 Workman s Compensation 5 3 GL Distribution Report 5 4 Payroll Journal 5 5 Payroll History Reports 5 5 1 Payroll Register History 5 5 2 D R A History 5 5 3 Employer Expense History 5 5 3 Check Register History 5 5 4 Direct Deposit History 5 5 5 Employee Balance Totals 5 5 6 Payroll Register Totals 5 6 Salary Statistics 5 7 Employee Headcount Chapter 6 File Maintenance 05 08 00 Page 2 Pay Ware DOS Manual 6 1 Employee Master 6 1 1 Employee Master File 6 1 1a Employee Pay amp Processing Information 6 1 1b Employee Benefit Plans 6 1 1c Employee Dependent Information 6 1 1d Employee Personal Information 6 1 1e Employee Direct Deposit Information 6 1 11 Employee Master Update History 2 Employee D R A Maintenance multi line 3 Employer Expense Allocation multi line 4 Employee Balances Current amp Prior Year 5 D R A Balances Current amp Prior Year 6 1 6 6 2 6 2a 6 3 6 4 6 5 6 5 1
223. ption is needed DESCRIPTION ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY lt Alt Z gt Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY Alt Z Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on BEGINNING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY Alt Z Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on SUBTOTALS Enter Y in this to obtain subtotals by employee Otherwise enter N Pay Ware DOS Manual 05 08 00 Page 100 When ready to generate the register select the desired Output option Screen Printer or Disk and press F5 to Process A Sample Report appears below DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 47 08 DIRECT DEPOSIT REGISTER BY DD ADVICE DATE FROM DDA FIRST FROM DATE 04 15 00 TODATE 04 15 00 TO DDA LAST EMP ID NAME DEPT DDADV DATE DDEP AMT CITD01 Citrol Daniel CALIF 000073 04 15 00 76144 00 01 Cook Brenda CALIF 000074 04 15 00 718 63 FOSWO1 Foster Walter CALIF 000075 04 15 00 1 063 21 ALLVO1 All
224. r appropriate calendar qtr YEAR Type 2 digit year code example 97 PRT COMPANY ADDRESS Print Company Address on EVERY Page Type Y or N SUMMARY DETAIL Type S to print summary D for complete report COLUMN DESC Type desired column header 10 character maximum FIELD ALT Z gt Type desired 2 digit report field identifier or Press Alt Z to display a zoom window to find the desired identifier When ready to generate the register history select the desired Output option Screen Printer or Disk and press F5 to Process A sample report is shown below DATE 12 26 00 Demo Golf Inc TIME 07 53 20 QUARTERLY PAY SUMMARY FIRST QUARTER 01 01 00 03 31 97 GR WAGES FED TAX FICA TAX STATESUI STATE SDI Allen Vickie 13 750 02 1 505 52 1 051 86 00 00 171 90 Citrol Daniel 5 436 00 687 60 415 85 130 30 00 67 95 Cook Brenda 4 900 00 617 00 374 85 94 58 00 61 25 Duran James F 16 999 98 3 015 48 1 300 50 739 74 00 212 52 Foster Walter 7 500 00 641 28 573 78 68 64 00 93 78 Galloway Steve 13 775 04 1 468 50 1 053 78 402 90 00 172 20 Henry David 4 594 00 562 50 35145 00 00 00 Maddox Dan 6 850 02 802 50 524 04 110 28 00 85 62 Marshall Janet 7 000 00 1 010 88 535 50 00 00 00 Stanton Roger 4 230 00 514 50 323 59 00 00 00 00 865 22 Pay Ware DOS Manual 05 08 00 Page 134 User defined Employee Totals Report Pay Ware DOS Manual 05 08 00 Page 135 5 5 6 Payroll Register T
225. rage over 50 000 that is taxable See Group Term Life Insurance on page 3 Report the cost of accident and health insurance premiums paid on behalf of 2 or more shareholder employees by an S corporation only if the exclusion under section 3121 a 2 B is not satisfied The total of boxes 3 and 7 should not be more than 68 400 the maximum social security wage base for 1998 In the case of certain members of the clergy and religious workers who are not subject to social security tax as employees boxes 3 and 5 should be left blank See Pub 517 Social Security and Other Information for Members of the Clergy and Religious Workers Show the total employee social security tax not your share withheld or paid by you for the employee The amount shown should not exceed 4 240 80 68 400 x 6 2 95 Include only taxes withheld for 2000 wages The wages and tips subject to Medicare tax are the same as those subject to social security tax boxes 3 and 7 except that there is no wage base limit for Medicare tax Enter the total Medicare wages and tips in box 5 Be sure to enter tips the employee reported even if you did not have enough employee funds to collect the Medicare tax for those tips If you paid your employee s share of taxes see Employer Paid Taxes on page 3 Report in this box the amount of the cost of group term life insurance coverage over Pay Ware DOS Manual 05 08 00 Page 79 Box 6 Medicare tax withheld Box 7 S
226. rameters REPORT ID 02 RANGE OF DEPARTMENTS FIRST LAST gt FIRST LAST gt lt F5 gt Process lt F2 gt Clear Screen lt ESC gt Return to Menu List Time Cards Parameter Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is DESCRIPTION needed ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY lt AIt Z gt Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Pay Ware DOS Manual 05 08 00 Page 35 ENDING EMPLOYEE KEY Alt Z BEGINNING DEPARTMENT KEY Alt Z ENDING DEPARTMENT KEY Alt Z BEGINNING DATE ENDING DATE SUBTOTAL BREAK ON PRIORITY PLAN lt Alt Z gt SUBTOTAL BREAK ON EMPLOYEE lt Alt 2 gt Define the range of Employees you wish to include the report Press Tab to default to lt lt LAST gt gt or enter the key to end on Define the range of Departments you wish to include in the report Press Tab to default FIRST or enter the key to start with Define the range of Departments you wish to include in the report Press Tab to default to
227. rior written consent of Service Technologies Corporation Trademark Acknowledgments Platinum is a registered trademark of PLATINUM technology Inc Epicor is a trademark of Epicor Software Corporation Pay Ware 1999 by Service Technologies Corp All other trademarks are acknowledged Pay Ware DOS Manual 05 08 00 Page 5 Pay Ware s Powerful Features Pay Ware Platinum Payroll Enhanced Data Entry Features e Suppress Display of Pay Rates Optional N A e Automatic Line Scrolling Yes N A e User Defined Entry Screen Tab Settings Yes N A e On Screen Running Total for Pay Units Yes N A e Windowing to File Maintenance Yes N A e Mid Cycle Emergency Check Processing Yes N A Easy Custom Report Generation e Available Report Period Summaries MTD 01 02 03 04 amp YTD Current Quarter Only e Reprint Prior Year Balances Any Qtr or Yr Curr Yr Only e User Defined Government Report Formats Y Payroll Tax Summary 941 Schedule B Yes N A Y Employee Detail Employment Security Comm Name Key or SSN Sorts SSN Sort Only Y Workmen s Compensation Report Yes N A Y Certified Payroll Report Yes N A Y Formatted Quarterly Reports Yes N A e Magnetic Media File Output Yes N A Easy Output Check Writing Management e Multiple Check Size Options 11 amp 7 A P type 11 inch Only e Simplified Void Check only Date amp Ck Yes Manual payroll e Direct Deposit Option Yes N A Cafeteria Benefit Plan Capability user defined e Enhanced D R A Tracki
228. rks as follows a Reviews all of a file s records for validity with file parameters b Moves all valid records containing data to a temporary file c Reinitializes the original file deleting all remaining empty and non valid records d Moves all valid records back into the original data file RECOVER FILES ______ COMPANY DEMO Demonstration Inc CAUTION It is recommended that files be backed up BEFORE attempting Recovery To use this utility Select the RECOVER FILES Menu Option and Enter through the CAUTION message Select the file to be Recovered from those listed and Enter Verify the file name and Enter again to process End of Document Pay Ware DOS Manual 05 08 00 Page 248
229. rms in the Trial Mode The Print W 2 Forms option allows you to generate Trial W 2 s which should be examined carefully to determine if any changes are necessary You can also specify whether you will be submitting W 2 information on magnetic media diskettes From the W 2 Forms sub menu select PRINT W 2 FORMS From the Sequence By sub menu choose whether you want the W 2 s sorted by Employee Key Department Employee Name or State SSN EMPLOYEE KEY When all appropriate fields are completed press Alt O to select the Output action command and press F5 to process the output Choose your preferred method of output from the Output Selection menu and examine the output for necessary corrections PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING EMPLOYEE KEY lt Alt Z gt ENDING EMPLOYEE KEY lt Alt Z gt Pay Ware DOS Manual TEST lt FIRST gt lt FIRST gt FDONKO LAST gt BEES a Key to identify a new report setup Previously defined report format s be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter
230. rnings to this rate Use these fields to change D R A s impact on this wage base if different from default Y TAXABLE WAGES lt AIt Z gt Adjust employee FICA taxable wages N Do Not Adjust employee FICA taxable wages Use these fields to change D R A s impact on this wage base if different from default Y TAXABLE WAGES lt Z gt Adjust employer FICA taxable wages N Do Not Adjust employer FICA taxable wages APPLY TO FED Use these fields to change D R A s impact on this wage base if different from default Y UNEMPLOYMENT TAXABLE Adjust FUI taxable wages N Do Not Adjust FUI taxable wages WAGES lt AIt Z gt Use these fields to change D R A s impact on this wage base if different from default Y WAGES lt AIt Z gt Adjust state taxable wages N Do Not Adjust state taxable wages APPLY TO STATE Use these fields to change D R A s impact on this wage base if different from default Y DISABILITY TAXABLE Adjust state disability wages N Do Not Adjust state disability wages WAGES lt Alt Z gt APPLY TO STATE Use these fields to change D R A s impact on this wage base if different from default Y UNEMPLOYMENT TAXABLE Adjust state unemployment wages N Do Not Adjust state unemployment wages WAGES lt Alt Z gt USE FLAT TAX RATES Use these fields to change this D R A s impact on this wage base if different from default Y lt Alt Z gt Use flat rate for tax calculation N Do Not Use
231. rocessed in the job cost option they are deleted from this file If the Save Time Cards option in File Maintenance gt System Defaults Name amp Options is set to Yes then old timecards may be listed via the Transactions Time Card History File Listing Time Card File Listing Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description DESCRIPTION is needed ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY Alt Z Detine the range of Employees to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY lt Alt Z gt Define the range of Employees to include in the report Press Tab to default to LAST or enter the key that to end on BEGINNING DEPARTMENT KEY lt Alt Z gt Define the range of Department you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY Alt Z Define the range of Departments to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on BEGINNING DATE Specify the first date of the per
232. roll Taxes EMP ER FUI CONTRIB 13 29 813 5 16 10 2000 Payroll Taxes EMP ER SUI CON 228 58 86 05 00 Pay Ware DOS Manual 05 08 00 Page 114 G L Distribution Report Pay Ware DOS Manual 05 08 00 Page 115 5 4 Payroll Journal Selecting this fourth option on the Reports Menu provides a complete listing of all payroll information The Payroll Journal offers immediate access to current or prior year MTD QTD and YTD totals for all wage and tax categories as well as gross earnings tax withholdings adjusted gross net pay and D R A s on each employee EMPLOYEE KEY Payroll Journal Sort Options Selecting the User Defined Sort Option will make the following Parameters Screen appear Other Sort Options will only require defining the Range of Employees Employee Statuses and Quarters to be processed and Output 01 MTD BY STATE EMPLOYEE KEY MONTH TO DATE EARNINGS BY STATE EMPLOYEE KEY TE TAX CODE EMPLOYEE KEY Payroll Journal Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description is needed ONLY if DESCRIPTION the report format is to be saved for future use SPECIAL TITLE Type up
233. rs ACTIVITY DESCRIPTION Enter a description of the activity e g Renew license training etc Pay Ware DOS Manual 05 08 00 Page 200 6 9 Transactions Maintenance This Menu may be used to review individual Employee Payroll Account History D R A s Attendance amp Direct Deposits as well as GL Distribution amp BankBook Interface Transactions Transactions may be queried via Zoom Windows in designated fields These fields are indicated under each Screen All information will appear on the screen for the selected Transaction PROCESSING COMPANY DEMO Demonstration Inc Transactions Maintenance Menu CAUTION Transactions may be adjusted here but they will lack an audit trail Pay Ware DOS Manual 05 08 00 Page 201 6 9 1 History Transactions Maintenance This option allows review of all Wage Earnings Transaction Activity CAUTION Balances may be changed here but they will lack an audit trail 00210 01 12 00 History Transaction File Maintenance EMPLOYEE KEY lt ALT Z gt ALT I gt DEPARTMENT KEY ALT Z DIVISION CHECK NO DATE TRANS NO ALT Z gt ALT I gt UPDATE MTD UPDATE QTD Pay Ware DOS Manual Enter the appropriate Employee ID as defined in the Employee Master file OR Use lt ALT Z gt to display a zoom window and select the correct Employee ID OR Use lt F7 gt or lt F8 gt to scroll to the desired employee Upon selecting the correct Employee ID the Employee s
234. s 00001 Managers EEO Class File Maintenance EEO CLASS CODE lt ALT Z gt Enter or select from the Zoom Window the EEO Class Codes to be tracked up to 5 characters EEO CLASS DESCRIPTION Enter the Description of the EEO Class Code Pay Ware DOS Manual 05 08 00 Page 197 6 8 5 Workman s Compensation Class This option allows tracking of Workman s Compensation activity ISTRATION Workman s Compensation Class File Maintenance WORKMAN S COMPENSATION Enter the Workman s Compensation Code 5 character CODE lt ALT Z gt max WORKMAN S COMPENSATION Enter the Description of the Workman s Compensation DESCRIPTION Code WORKMAN S COMPENSATION Enter the Workman s Compensation Rate assigned to RATE this code class Pay Ware DOS Manual 05 08 00 Page 198 8 6 Termination Reasons This option allows assignment of tracking codes for analysis amp reporting of Terminations AB ABSENTEEISM Termination Reasons File Maintenance TERMINATION CODE lt ALT Z gt Enter the Termination Code up to 5 characters TERMINATION DESCRIPTION Enter the Description of the Termination Code Pay Ware DOS Manual 05 08 00 Page 199 6 8 7 Activity Types File Maintenance This option allows assignment of tracking codes for Activities to be tracked periodic license credential renewal training etc DRUG Activity File Maintenance ACTIVITY CODE Enter a code that will be used to identify this activity to 5 characte
235. s Pay Ware DOS Manual 05 08 00 Page 244 8 8 3 Setting User Security amp Changing Users Password SET USER SECURITY 8 8 3 Set User s Security This Option is used to ENABLE and to MODIFY Pay Ware Security Settings for each User Pay Ware Security is independent of other Modules Pay Ware installs with Security Disabled amp MASTER all caps as the default Administrator Password Once Security is Enabled each user will be required type a password to access Pay Ware To enable amp customize Security for your company the Administrator Supervisor must type the current password MASTER ALL CAPS at the prompt to access the Menu below DISABLED PAY PERIOD PROCESSING Security Setup Menu SET ENABLE SECURITY Once the Security setup Menu above is successfully accessed security settings should be customized F3 is used to Globally Change the Administrative Password same for all Users by retyping twice It is recommended that the Administrator Supervisor immediately change the Administrative Password upon accessing the Security Screen for the first time F7 will Toggle between Enabling amp Disabling Security for all users Status displays in upper right hand corner of screen Pressing F5 is necessary to Process the changes just Pay Ware DOS Manual 05 08 00 Page 245 SET ENABLE USER ACCESS Once Security is Enabled that User s Access to any Main Menu Area e g Pay Processing Per
236. s Tab to default to lt lt LAST gt gt or enter the key to end on BEGINNING DEPARTMENT KEY Define the range of Departments you wish to include in the report lt Alt Z gt Press Tab to default lt lt FIRST gt gt or enter the key to begin with ENDING DEPARTMENT KEY lt Alt Z gt Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key to end on BEGINNING DATE Specify the first date of the period to be reported All transactions with dates on or after this transaction date will be reported ENDING DATE Specify the last date of the period to be reported All transactions with dates on or before this transaction date will be reported See the Time Card Entry section 3 2 1 for help in the Timecard Entry Screen Pay Ware DOS Manual 05 08 00 Page 34 3 2 3 List Time Cards After time card information has been entered corrected for the current pay period the LIST option should be used to review all time card information and check for duplicate entries Time Cards may be printed and reviewed through List Time Cards which also offers the sort options shown below and the user may produce subtotals by Employee and or Department Note this report is also available in the File Listings Menu EMPLOYEE DATE List Time Card Menu Sort Options Once the desired Sort Option is selected and entered above use the Parameter Screen below to enter the desired Pa
237. s which can be sent to your bank your bank can provide information on their ACH file requirements These files may then be sent to the bank on a diskette or transmitted via Communications Software and Modem ProCom PC Anywhere amp Carbon Copy are widely used packages to the bank s bulletin board You need to ask your bank the following 1 Do they require any Special File Headers to precede the standard file and 2 Do they require an offsetting Debit as an additional 6 Record in each batch in the file or do they generate the Debit automatically Upon receipt of the test file the bank will verify the file for accuracy and automatically process it through its cash management system sending payment and transaction data to all the financial institutions including the IRS for EFTPS Tax payment data if EFTPS is enabled in the file These are the steps generally required to get ACH transactions up amp running 1 Input all File Maintenance information needed for Pay Ware to Generate an ACH File A Collect RTN and Account Numbers for all Company amp Employee Bank Deposits Collecting Voided Deposit Slips or Checks for all accounts is easiest B Input Bank Information Routing Numbers for every bank financial institution as detailed below File Maintenance gt Direct Deposit gt Bank Information C Input all Required Direct Deposit Setup Information as detailed below File Maintenance gt Direct Deposit gt Direct Deposit S
238. s DRA Flat Dollars Per Pay Period Percentage of Gross Pay Dollars Per Hour Specify the rate amount per pay period combined with the Calculation Method in previous box employee is to be charged for this D R A transaction This field sets a cap on Employee contributions to this D R A Cap will be total annual dollars if the previous field is or If field is Dollars Per Hour H this field may be Used to cap the number of hours to which the rate will be applied No entry in this field will subject all Employee s earnings to this rate Enter the GL Account number fields assigned to this D R A Specify or select from the Zoom Window the calculation method Flat Dollars Percentage of Gross pay 96 or Dollars Hr by which Employer will match Employee contributions to this DRA Specify the rate amount per pay period usually Percentage of Gross Pay Fixed Dollars per Pay Period or Per Hour hourly employees employer will match employee contributions for this D R A transaction ALL PERCENTAGE AMOUNTS ARE BASED ON EMPLOYEE CONTRIBUTION e g 50 half of Employee Contribution This field sets a cap on Employee contributions to this D R A Cap will be total annual dollars if the previous Type field is 96 or If field is Dollars Per Hour H this field caps the number of hours to which the rate will be applied No entry in this field will subject all Employee s earnings to this rate T
239. s Setup for Pay Ware to maintain these automatically CONVERSION IS NOW COMPLETE VERIFY SETUP THE FOLLOWING ITEMS BEFORE PROCESSING Cafeteria Plan DRA Setups Unlike Platinum Pay Ware generates Reports on D R A Plan Codes if Priority Codes are consistent from Employee to Employee If the Priority Codes were inconsistent before conversion they should be cleaned up now so that for example Code R03 represents the 401k Plan for all Employees One way to accomplish this is to set Plan defaults and assign NEW Priority numbers to all desired Plans in FILE MAINTENANCE gt CAFETERIA PLANS and then go through the Multi Line Employee D R A Maintenance Screen FILE MAINTENANCE gt EMPLOYEE INFORMATION gt EMPLOYEE D R A MAINTENANCE delete the Old Priority numbers and assign the new ones Setups can also be reviewed and or modified on Screen 2 of each employees MASTER Sections 6 2 and 6 1 1b of the Manual cover Setup of all Cafeteria Plan items Employer Contributions to D R A Plans Platinum did not handle these so they must be set up if you want Pay Ware to handle them The Help Screens amp Sections 6 2 and 6 1 1b of the Manual cover Setup of all Cafeteria Plan items Pay Ware DOS Manual 05 08 00 Page 11 Department GL Accounts Setups Verify that Departmental GL Account Masks are set appropriately in FILE MAINTENANCE gt DEPARTMENT See Section 6 3 of the Manual YOU RE READY TO BEGIN PAY WARE PAYROLL PROCESSING but please review the Re
240. s a User defined listing of employees containing any or all of the following groups of information Personal data Pay information Benefit Plan information Dependent Information Job Information Emergency contacts Accident Workman s Comp Information Ew EMPLOYEE KEY Employee Listings Sort Options Screen A wide range of Sort Options are available including a User Defined option where virtually any information field s of the Employee Master can be queried for selected ranges of data items ALL EMPLOYEES PERSONAL As with all Reports the Parameters Maintenance Screen is used to format a new report or adjust a Range of records to be processed for an existing report format BLANK ALL STATUS 02 A RANGE OF EMPLOYEES BIRTHDAY SELECE DATE a BIRTHDAY STATE DATE INFO HISTORY Pay Ware DOS Manual 05 08 00 Page 213 LEROM STATE FIRST PERSONAL YES Sareea NO NO DEPENDNT NO INFO EMERGENCY SS ACeEDT WC NO NO NO STATE lt FIRST gt lt LAST gt NO SBEC aD EMPLOYEES BY STATE AND ZIP EESZSRIGOSSS leae worcen tO Metu Employee Listings Parameters Screen User Defined PARAMETER KEY PARAMETER KEY DESCRIPTION USER SELECT lt ALT Z gt gt FROM TO FROM TO USER SELECT ALT Z gt gt FROM TO FROM TO USER SORT ALT Z gt USER SORT ALT Z gt PAGE
241. s added or changed since it allows all Employees using any given Plan to be updated on one screen without paging through the employee master HRS DEPT VEND VENDOR NAME CORP ABCA ABC INSURANCE CORP D R A Multi Line Maintenance Screen EMPLOYEE KEY lt ALT Z gt Type or select from the Zoom Window Alt Z the Employee ID to be maintained EXPENSE PLAN D R A Enter or select from the Zoom Window the code X plus the two digit Priority Number that lt Alt Z gt identifies this benefit plan s assigned to this employee The plan selected must be defined in Employer Expense Defaults File Maintenance FREQUENCY lt Alt Z gt Enter or select from the Zoom Window the frequency if different from Plan default that will be utilized to determine when to process the D R A 1 to 5 Process when this group is selected through Pay Period Information 1 2 3 4 5th Payroll of the Month 6 or 7 Process every other pay period 8 Process the next pay period only 9 Process every pay period DESCRIPTION Enter the description if different from Plan default that will be printed on the check stub CALCULATION METHOD Specify if different from Plan default the calculation method Flat Dollars Percentage of pay OR 96 lt Alt Z gt 96 or Dollars Hr H for this DRA Pay Ware DOS Manual 05 08 00 Page 160 Specify the amount per pay unit usually one unit salaried employees or per hour hourly employees to be c
242. t Define an item Employee key Name State SSN Dept etc from the Zoom Window Alt Z gt you wish to include in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with gt gt Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Define the Sort Criteria Range available in the Zoom Window Alt Z gt you wish to include in the report Define the Sort Criteria Range available in the Zoom Window Alt Z gt you wish to include in the report Enter Y if you want to print each employee on a new page Type up to a 50 character name for this report optional Type lt A gt Active lt T gt Terminated lt L gt Leave of absence or Leave Blank to Include ALL STATUS Enter the Selection Code for any DATE field Review Hire Termination Next activity or Birth date from the Employee Master that should be Used to restrict the employees listed in this report Select NONE or Enter through the field if no date field should be
243. t 2 up Multi part Dot Matrix Select A to print Laser 2 up EE amp ER Versions 60 lines pg Select B to print 4 up Box 2x2 EE Version 88 lines pg Four copies of ONE EE per Pg BR prints ER copies of 4 up Box ONE copy ea of Four DIFFERENT Select C to print 4 up 1x4 Full Width EE Version 88 lines pg ONE EE Pg prints ER copies of 1x4 Full Width ONE copy ea of Four DIFFERENT BE SURE TO HAVE GOOD COPIES OF ALL EE amp ER W 2s BEFORE RUNNING FINAL MODE FORMATS Nonstandard Laser Printer SetUps Required see below B amp lt BR gt ER copy C amp CR ER copy 4up Box 2x2 4up 1x4 88 Lines Pg 88 Lines Pg Options B amp C print 4 copies for ONE Employee per Page Options BR amp CR Employer format print 4 DIFFERENT Employee s Pg All the laser forms require NONSTANDARD Other than 66 Lines Pg printer setups Printers must be configured in Platinum System Manager gt System Setup gt Printer Maintenance PRINT COMPANY NAME REPORT TO MAGNETIC MEDIA TYPE OF COMPUTER HIGH LOW DENSITY DISK Pay Ware DOS Manual Specify lt Y gt Yes to print the company name Otherwise specify No lt N gt If records are submitted on Magnetic Media one or more files depending on the amount of disk space needed named W2REPORT will be created in your PLATINUM Company Key directory when you output W 2 s through the Output Selection option Each of the files will b
244. t Alt Z gt SEND TO JOB COST RATE MAXIMUM AMOUNT EMPLOYER DEBIT ACCOUNT NO lt Alt Z gt EMPLOYER CREDIT ACCOUNT NO lt Alt Z gt A P INTERFACE MODE lt Alt Z gt A P VENDOR lt Alt Z gt LINE ITEM DESCRIPTION CHECK COMMENT Pay Ware DOS Manual lt Alt DESCRIPTION Enter or select from the Zoom Window the code X plus the two digit Priority Number that identifies the plan The plan Enter the Description of the Benefit Plan that will be printed on the check stub The short description entered will be Used as a column header in reports Enter or select from the Zoom Window the frequency if different from Plan default that will be utilized to determine when to process the D R A 1 to 5 Process when this group is selected through Pay Period Information 1 2 3 4 or 5th Payroll of the Month 6 or 7 Process every other pay period 8 Process the next pay period only 9 Process every pay period Enter Yes to interface expense to Job Cost otherwise order No Specify the amount per pay unit usually one unit salaried employees or per hour hourly employees employer will be charged for this Plan transaction This field sets a cap on Employer Matching contributions to this D R A Cap will be total annual dollars if the previous Type field is 96 or If field is Dollars Per Hour H this field may be Used to cap the number of hours to which the rate will be applied No entry in this field wil
245. t Processing code to be set up They are fed to the Employee Master and to the Time Card Entry Screen There are virtually unlimited attendance codes 99 numeric plus alphanumeric combinations Attendance Codes are used to define the way various categories of earnings regular pay overtime bonus vacation etc that a given employee s attendance will be calculated on a given pay cycle Attendance codes may be grouped for reporting consolidation purposes by assigning similar codes to an Earnings Class fourth field on the screen to report all Regular Hours for example Again setting these items up consistent with your business reporting up front will greatly enhance your ability to get meaningful data out later 2 5 Cafeteria Plans D R A File Maintenance is the next database to set up This file is utilized to specify the defaults for Benefit Plans that will be assigned to your employees such as 401k insurance expense reimbursement etc Any D R A information keyed in the Employee Master will overwrite default data fed from this file Each D R A is assigned a unique code priority consisting of D deduction after taxes R reduction before taxes or A allowance PLUS a 2 digit Priority Number The Priority indicates the order in which the Items will be applied to available earnings e g deduction code D02 will be deducted before D03 if earnings are insufficient to cover all D R A s D R A s affect earnings as shown below Earnings
246. t Z gt the Employee ID to be maintained BENEFIT PLAN D R A EMPLOYEE MASTER PAGE 2 D R A amp DEPENDENT INFORMATION Enter or select from the lt Alt Z gt Zoom Window the code D A plus the two digit Priority Number that identifies this benefit plan s assigned to this employee The plan selected must be defined in Cafeteria Plan File Maintenance FREQUENCY lt Alt Z gt Enter or select from the Zoom Window the frequency if different from Plan default that will be utilized to determine when to process the D R A 1 to 5 Process when this group is selected Pay Ware DOS Manual 05 08 00 Page 158 through Pay Period Information 1 2 34 4 or 5th Payroll of the Month 6 or 7 Process every other pay period 8 Process the next pay period only 9 Process every pay period DESCRIPTION Enter the description if different from Plan default that will be printed on the check stub CALCULATION METHOD Specify if different from Plan default the calculation method Flat Dollars Percentage of pay OR 96 lt Alt Z gt 96 or Dollars Hr H for this DRA Specify the amount per pay unit usually one unit salaried employees or per hour hourly employees employee is to be charged for this D R A transaction If the preceding Formula is Dollars Per Hour this field may be used cap the number of hours to which the rate will be applied No entry in this field will subject all this Employee s Hourly ea
247. t the historical data now in the Pay Ware balance files does not Interface or Post to your GL no double postings please This is prevented by REINITIALIZING setting back to zero the GL DISTRIBUTION FILE which has been generated To do this go to the Pay Ware MAIN MENU and select UTILITIES then SYSTEM UTILITIES then INITIALIZE DATA FILES enter through the Warning message and arrow down to the GL DISTRIBUTION 16 item Enter The following filename grid will appear with your Company Name replacing DEMO FILE SELECTED FOR INITIALIZATION g G L DISTRIBUTION PBHSTGL Company Key Press lt Enter gt to initialize the file and then lt Esc gt back to the Main Menu Congratulations You are ready to process your first Computed Payroll using Pay Ware Please refer to the Manual and Help screens for any questions you may have from this point forward Pay Ware DOS Manual 05 08 00 Page 25 CHAPTER 3 Pay Period Processing Pay Ware DOS Manual 05 08 00 Page 26 3 0 Pay Period Processing The PAY PERIOD PROCESSING option is used to process Computed Manual payrolls and Void Checks You can enter Time Cards edit data and print and post checks PAY PERIOD PROCESSING Pay Ware System Menu When the Pay Period Processing option is selected the Pay Period Processing Menu below will be displayed PAY PERIOD INFORMATION Pay Period Processing Menu e PAY PERIOD INFORMATION allows you to specify the key processing dates
248. th Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the Plan Code that to end on Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees you wish to include in the report Press Tab to default to LAST or enter the key that to end on If these options display enter 0 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 05 08 00 Page 60 1 Compute sub total but do not page break 2 Compute subtotal and page break When ready to generate the D R A Detail select the desired Output option and press lt F5 gt Review the listing for errors and make any appropriate corrections A Sample report follows DATE 12 26 00 Demo Golf Inc PAGE 1 TIME 07 43 44 PRELIMINARY DEDUCTION REDUCTION ALLOWANCES BY PLAN EMPLOYEE FROM PLAN FIRST FROM EMP lt FIRST gt FROM DATE LAST TO DATE TOEMP lt LAST gt TO PLAN LAST PLAN DESCRIPTION KEY EMPLOYEE NAME SSN NUMBER DEPT DATE EE AMOUNT ERAMOUNT ACCTNO 001 Medical DURJ01 Duran James F 559 13 1922 CORP 04 15 00 25 00 00 22250000 LAN D01 TOTAL 25 00 00 01 401K GALSO1 Galloway Steve 577 77 4123 CORP 04 15 00 120 83 00 22250000 R01 Reimburse Acct MADDO1 Maddox Dan 599 57 3456 CORP 04 15 00 25 00
249. than or equal to the amount treated as substantiated Code M If you provided your former employees including retirees more than 50 000 of group term life insurance coverage for periods during which an employment relationship no longer exists enter the amount of uncollected social security tax on the coverage in box 13 Use code M for uncollected social security tax Code If you provided your former employees including retirees more than 50 000 of group term life insurance coverage for periods during which an employment relationship no longer exists enter the amount of uncollected Medicare tax on the coverage in box 13 Use code N for uncollected Medicare tax Also see Group Term Life Insurance Code P If you made excludable moving expense reimbursements to an employee including payments made directly to a third party and services furnished in kind report the amount in box 13 Use code P for these excludable moving expense reimbursements See Moving Expense Reimbursements on page 3 Code Q If you are a military employer and provide your employee with basic quarters subsistence allowances or combat pay report the amount in box 13 Use code Q for military employee s basic quarters subsistence and combat pay Code R Use code R for employer contributions to a medical savings account If you make contributions to a medical savings account for your employee show all employer contributions in box 18 and use code R Any employer contri
250. the Parameter Screen is used to set up the desired report For State Detail reporting the predefined report format may be selected or reports may be customized via the Maintenance Screen UARTER 1 2 3 4 STATE WASES WITHROLEINGS SOC SEC NO 6280C SEC NAME 61EMPLOYEE STATE WAGES 17STATE STATE WTHLD 22STATE TAX SDI 23SDI TAX Quarterly Tax Summary Parameter Screen Reports of One to Fifteen Columns of information can be generated ltems to be reported in each column can be specified from the Zoom Window Alt Z gt in the FIELD area of the screen over 40 different information fields may be selected including all Wage Bases User defined column headers to appear at the top of each column up to 10 characters are specified in the COLUMN DESC opposite the appropriate item PARAMETER KEY PARAMETER KEY DESCRIPTION QUARTER YEAR PRT COMPANY ADDR GENERATE MAGNETIC MEDIA COLUMN DESC FIELD ALT Z gt Pay Ware DOS Manual Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt gt it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use Type your Description for the above report format A Description is needed ONLY if the report format is to be saved for future use Response must be 1 2 3 or 4 for appropriate calendar qtr Type 2 digit year code example 97 Print
251. the key to begin with Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on 05 08 00 Page 74 BEGINNING DEPARTMENT KEY lt Alt Z gt ENDING DEPARTMENT KEY lt Alt Z gt PRINT EMP KEY AS CTRL NO TRIAL FINAL PRINT LASER FORMS LASER W Selection lt A gt 2Up 2EE per Pg Printer Setting 60 Lines Pg Define the range of Departments you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Departments you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key that to end on The Employee Key as defined in the Employee master file will be printed in Box 1 as the Control number if you specify Y in this field If you enter N Box 1 will be blank A Trial T printing can be generated as often as desired and should be examined to see if any changes should be made before printing in Final F mode All information remains in the PBW2 file until the W 2 s are run in Final mode the details for each employee are then moved to a history file called PBW2H Note that there is no file listing or report for this history file however a third party application for example Xtrieve can be Used to examine the history data Select the appropriate Format Option for the form you are using Select N Default Setting will prin
252. the social security number of the person listed on this line BIRTH DATE Enter the birth date of the person listed on this line BENEFIT PLANS 1234 5 Enter the code for any Benefits Plan in which this person participates Pay Ware DOS Manual 05 08 00 Page 152 6 1 1 d Employee Personal And Direct Deposit Information Employee Master Screen 3 This Screen is Used to record Employees personal information as well as bank account information for direct deposit EMERGENCY CONTACTS FOSWO1 Foster Walter 700 Prospect Place Anaheim STATE CA 92134 DIRECT DEPOSIT INFORMATION Ee 107 BANK ACCOUNT T SM AMOUNT PRE NOTE LAST ACH 887 2341 4 4 Employee Master Screen 3 of 3 ADDRESS 1 Enter the first line of the employee s address ADDRESS 2 Enter the second line of the employee s address CITY Enter the city of the employee s address STATE Enter the state of the employee s address ZIP Enter the zip code of the employee s address BIRTH DATE Enter the employee s birth date SEX lt Alt Z gt Enter a M for male OR Enter a F for female ETHINIC CODE lt Alt Z gt Enter the appropriate Ethnic code to be assigned to the employee The Ethnic code will be Used for report sorts Use ALT Z to present a zoom window from which to select the proper keys Use F7 to search for First or Prior keys or F8 to search for Last or Next keys MISCELLANEOUS DATA Information in these
253. to default lt lt FIRST gt gt ENDING DATE Enter the last date whose DIRECT DEPOSIT BATCHES wish to include Tab to default to lt lt LAST gt gt FILE NAME Enter the Name assigned to the NACHA Deposit File to be transmitted Include Drive and Path Pay Ware DOS Manual 05 08 00 Page 239 8 4 Purge Time Cards Pay Ware time cards may be purged from the system through this utility The purge may be limited to a range of Employees Departments or Dates Be sure that you have backed up Payroll Data before proceeding with purge EESSSEFOGOSSP SEZSSUIGSTCOSCESeny ESc SReDUEH EO Meu Purge Time Cards Parameters Screen PARAMETER KEY Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press Alt I it s Key Assigning a Key is necessary ONLY if the record is to be saved for future use PARAMETER KEY Type your Description for the above report format A Description DESCRIPTION is needed ONLY if the report format is to be saved for future use BEGINNING EMPLOYEE KEY Define the range of Employees you wish to include in the report lt Alt Z gt Press lt Tab gt to default lt lt FIRST gt gt or enter the key to begin with ENDING EMPLOYEE KEY Define the range of Employees you wish to include in the report lt Alt Z gt Press Tab to default to lt lt LAST gt gt or enter the key to end on BEGINNING DEPARTMENT Define the range of
254. to a 50 character name for this report optional Pay Ware DOS Manual 05 08 00 Page 116 USER SELECT ALT Z gt gt FROM TO FROM TO USER SELECT ALT Z gt gt FROM TO FROM TO USER SORT ALT Z gt USER SORT ALT Z gt EMPLOYEE STATUS YEAR TO REPORT PRINT MTD Q1 Q2 Q3 Q4TD amp YTD Pay Ware DOS Manual Define an item Employee key Name State SSN Dept etc from the Zoom Window Alt Z gt you wish to include in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the individual key s you wish to start and end with Define an item Employee key Name State SSN Dept etc from the Zoom Window Alt Z gt you wish to include in the report Press Tab to default lt lt FIRST gt gt to lt lt Last gt gt or enter the key s you wish to start and end with Specify the range of the above item s from the Zoom Window Alt Z gt you wish to be included in the report Press Tab to d
255. to be reported whereas the Pay Period Reports deal only with transactions tied to the most recent Payroll processed PAYROLL REGISTER HISTORY Payroll History Reports Menu Pay Ware DOS Manual 05 08 00 Page 120 5 5 1 Payroll Register History The Payroll Register History shows gross to net earnings for each employee paid in the specified date range Information is provided for each earnings type tax withholding and total deductions Subtotals may be reported for each employee or department with optional page breaks Selecting Payroll Register History brings up the three Sort Options Employee Key Employee Name amp Department Employee Key After selecting the desired Sort the parameters for the Payroll Register are defined on the Parameter Screen KESZZSEZOGOSBE lt i gt Cle ar S SCPGeng ESCCCRSEWENnCEOSZMernul Payroll Register History Parameters Screen PARAMETER KEY PARAMETER KEY DESCRIPTION BEGINNING EMPLOYEE KEY lt Alt Z gt ENDING EMPLOYEE KEY Alt Z BEGINNING DEPARTMENT KEY Alt Z ENDING DEPARTMENT KEY Alt Z BEGINNING DATE ENDING DATE SUBTOTAL ON EMPLOYEE Alt Z gt SUBTOTAL ON DEPARTMENT When ready to generate the register select the desired Output option Screen Printer or Disk and press Type a Key to identify a new report setup Previously defined report format s may be viewed edited by typing or selecting from the zoom window press lt Alt I gt it s Key Assigning a Key
256. trate a typical Accrual Setup It is processed once a year and accrues Annual vacation time in Days to Salaried Employees who are paid Monthly based on their Hire Date Accruals for Salaried personnel are generally more complex than for Hourly Personnel because their Accrual Units Usually Days or Hours are almost always different than their Pay Units This Accrual is restricted to Warehouse Employees and it will increase their available vacation units days as follows when it is processed 1 Year Service gets 0 5 Days Pay Period Vacation to a maximum of 6 Days per year 1 5 Years Service gets 833 Days Pay Period Vacation a maximum of 10 Days per year 5 10 Years Service gets 1 25 Days Pay Period Vacation a maximum of 15 Days per year 10 Years Service gets 1 67 Days Pay Period Vacation to a maximum of 20 Days per year Sick Disability days are Setup similarly to a maximum of 5 days per year If Hourly Units were being accrued the accrual level would generally be 8x the Daily level above Available Days or Hours per period is calculated by dividing total allowable Annual Days or Hours by the of Pay Periods per year If these Employees were paid Bimonthly instead of Monthly the number of Days or Hours accrued per Pay Period would be half the above levels REPORT ID 01 VAC SAL WHSE Salary Hire Date RESTRICTION Work Location 03 06 WHSE Pay Ware DOS Manual 05 08 00 Page 68 lt F5 gt Process lt F
257. ts may be inserted into the History by pressing Alt C Consistent use of the comments provides a complete record of Employee Progress and Status Changes as well as an audit trail All this History information can be output on hard copy by going to the Employee Master Listing on the File Listings Menu and saying Yes to History for each area listed POSITION CODE WMGR EMPLOYEE MISC CODE WMGR ETHINIC CODE W SUPERVISOR ID Steve GALSO1 PAY RATE 45000 65000 REVIEW DATE 07 31 91 07 31 00 PAY PERIODS 24 26 DADENI ANAND Er E E E E EE El ES 0 U 0 U 0 U 0 U 0 U 0 U 0 U Employee Master History Screen Pay Ware DOS Manual 05 08 00 Page 157 6 1 2 Employee Multi line D R A Maintenance EMPLOYEE DRA MAINTENANCE Employee Information Menu The D R A Multi line Maintenance option allows quick review and updating of all D R A Setups for any range of D R A s and or individual employees It is especially useful when Plan option is added or changed since it allows all Employees using any given Plan to be updated on one screen without paging through the employee master E So R m Uw JJ YU 2 es Q DESC RATE PIRS ID gm dep di WAND dup que D04 9 Grp Ins 35 NN NN NN NN Y CORP A09 9 EIC ONE 50 NN NN NN N N Y CORP 2230 D R A Multi Line Maintenance Screen EMPLOYEE KEY lt ALT Z gt Type or select from the Zoom Window Al
258. ttings to speed Input 2 Specifying the Position Code default Previous line Employee Master misc code or None 3 Hours Limit for Warning message 4 Display Suppress Pay Rates 5 Interface to Platinum Job Cost The remaining fields are utilized to define the type and meaning of the miscellaneous field located on screen 3 of the Employee Master file see section 6 5 2 Automatic Numbering shouldn t require any setup except possibly the current quarter or check If you are going to transfer Quarterly balances for the current year set the Current Quarter switch to 1 in preparation for inputting the balances through Manual Payroll Pay Rate Tables should not require any setup unless you utilize shift differentials or set pay rates based upon the position worked General Ledger Interface Entries here define how the Payroll sub ledger interfaces to the G L General Ledger Tax Accounts need to be set up for all taxes to be reported as well as interface to Platinum GL State Unemployment Information SUI should be entered including State Codes Tax IDs SUI Rates percentages and Payee Names for all states where payments are made Select Yes or No to auto generation of the deposit check with each Payroll Direct Deposit Bank Information to be entered if you plan to utilize the Direct Deposit or EFTPS Credit Tax Payment options The information required includes the following Company Information Company name Short name amp Optiona
259. ult lt lt FIRST gt gt or enter the Plan Code to begin with Define the range of D R A Plans you wish to include in the report Press Tab to default to LAST or enter the Plan Code to end on Define the range of Employees you wish to include in the report Press Tab to default lt lt FIRST gt gt or enter the key to begin with Define the range of Employees you wish to include in the report Press Tab to default to lt lt LAST gt gt or enter the key to end on If these options display enter 0 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break If these options display enter 0 1 or 2 in this to obtain subtotals and or page breaks by employee priority plan 0 No subtotal and no page break 1 Compute sub total but do not page break 2 Compute subtotal and page break register for errors and make any appropriate corrections DATE 12 26 00 TIME 07 43 44 Demo Golf Inc FROM PLAN FIRST FROM EMP FIRST FROM DATE LAST PLAN DESCRIPTION KEY EMPLOYEE D01 Medical DURJ01 Duran James F LAN D01 TOTAL 01 401K GALSO1 Galloway Steve R01 Reimburse Acct MADDO1 Maddox Dan PLAN R01 TOTAL RAND TOTAL Sample Preliminary DRA detail Pay Ware DOS Manual 559 13 1922 CORP 04 15 00 571 171 4123 CORP 04
260. ults which effect data entry and processing Items set here include Enabling Automatic Overtime amp Job Cost Interface Entry screen defaults for Tab settings Warning message Special Attendance Codes amp Suppression of Pay Rates Setup of Misc Fields on the Employee Master Also Setup here are automated tracking for Attendance Position Ethnic EEO Workmen s Comp Terminations and Other Activities KEY SET PAGER CO VISA BIRTHDAY MISC 05 ENABLE AUTO See Section 6 5 2 a Below Enter Y to ENABLE otherwise enter N OVERTIME REGULAR EARNINGS Enter the Earnings Class assigned to REGULAR earnings Assigning this Class will CLASS generate a Warning Message on the Attendance Code File Maintenance Screen when any Attendance Code_other than this one is designated to be included in Automatic Overtime Calculation AUTO CALC OT CD Specify the Attendance Code must be set up as a discreet Code on the Attendance Code Maintenance Screen to be Used for automatic overtime calculation AO is recommended TAB START TAB Enter the number of the field the system should Tab from and to during time card entry if the END ENTER key is pressed Any field between Tab Start and Tab End not filled in will be assigned its default value and edited The intent of the Tab Processing is to remove the need to press ENTER for fields that will always Use their default value The Tab values can be adjusted during time card entry by striking the F3
261. ure it is correct 05 08 00 Page 77 STATE INCOME TAX WITHHELD LOCAL LOCAL TIPS ETC LOCAL INCOME TAX WITHHELD TAXING AUTHORITY NAME WAGES Verify this information to insure it is correct This information will default from the LOCL NAME field on SCREEN 3 of the EMPLOYEE MASTER File Maintenance gt EE Information EE Master gt Alt 2 If this field is blank you may wish to enter this information for those Employees having Local Taxes and Rerun the BUILD Utility rather than edit this file every time W 2s are processed Verify this information to insure it is correct Verify this information to insure it is correct 4 3 3 a Box by Box S Instructions for W 2 Information Box a Control number Void Box b Employer s Identification number Box Employer s name address and ZIP code Box d Employee s social security number Box e Employee s name Box f Employee s address and ZIP code Box 1 Wages tips other compensation Pay Ware DOS Manual You may use this box to identify individual Forms W 2 You do not have to use this box Check this box when an error has been made Amounts shown on void forms should NOT be included in your subtotal Form W 2 Show the number assigned to you by the IRS 00 0000000 This should be the same number that you used on your Federal employment tax returns Form 941 or 943 Do not use a prior owner s EIN If you do not hav
262. w the 401K report select 401K Summary Input the desired 2000 Date Range e g 01 01 96 12 31 96 and Press lt 5 gt to Process and Print the report This report easily modified provides a summary of all activity relevant to Plan administration for a given time period Other Pay Ware features that facilitate speed and accuracy and can greatly automate Data Processing are Suppressible Pay Rate Display for confidentiality Automatic Overtime Calculation and Earned Income Credit EIC processing as well as Time Card File Import capability 1 This Completes Your Tour of Pay Ware s highlights Please feel free to test out all its features Add some new Employee Information Process an edit Void a check Print a 7 check Define and Run some especially useful reports on the 2000 workforce Setup and Process an Edit with Automatic Overtime or any other feature your business might use Pay Ware DOS Manual 05 08 00 Page 17 CHAPTER 2 Getting Started With Pay Ware amp Setup 2 0 Getting Started with Pay Ware Pay Ware uses relational database logic to process and track your company s payroll data Its many different files are related to each other by sharing one or more pieces of information These information links are called Key Fields Keys for short Key data fields are almost always equipped with a Zoom Pop Up Window to the source database Press lt Alt Z gt to activate which allows for quick selection with

Table Of Contents - Service Technologies

Contents

Download Pdf Manuals

Related Search

Related Contents