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Passport Business Solutions Payroll User Documentation

1. Miscellaneous Wks worked Options Enter the number of weeks worked in this pay period or use the option To use the number of weeks in the employee s pay her period as specified in the Control information Format 99 99 237 Passport Business Solutions Press lt F2 gt to use the number of weeks in a semi monthly sei pay period 2 16 Pay prd start Options Enter a date or use one of the following New Records use the pay period starting date from the initial screen lt F1 gt Existing Records use the date previously entered in this record lt Enter gt To skip this field Format MMDDYY Example Press lt Enter gt to skip the pay period start date Vac accrued Use this field to accrue vacation time for the employee Options Enter the number of vacation hours to accrue or use the option To accrue the vacation hours using the method spec SE ified in the employee s record Format 999 999 Example Press lt F2 gt Vac hours start accruing mm dd yy Press lt Enter gt to accept lt F2 gt to change This displays only if the employee is not due to accrue vacation time yet i e the pay period ending date for this transaction is before the employee s vacation hours due date Press lt F2 gt to change the entry or lt Enter gt to override the limit Sick accrued Use this field to accrue sick time for the employee Options Enter the number of sick hours to
2. The Payroll package reports the supplemental benefit amount that the employer is required to contribute but it will not create the G L distributions for expense and liability These G L entries must be made manually based upon the reported supplemental benefit amount Format 99 99 Press lt Enter gt since supplemental benefits are not appli Example cable to California 44 Supp benefit max wages Options Enter the maximum dollar amount of the employee s annual wage on which this employer contribution is calculated For employees taxable by more than one state the work state s sup Note plemental benefits maximum is applied to the employee s wages reported to all states lt Enter gt For no maximum Format 99999999 99 Example Press lt Enter gt 45 Base wkly wg for qtr rpt If your state requires a base weekly wage for the Quarterly Payroll Report enter the amount here Otherwise press lt Enter gt to skip this field Format 99999 99 Example Press lt Enter gt 46 State w h allowance amt Enter the value of a single withholding exemption This amount is applicable only if the state tax is calculated based on earnings In the Employees selection you can specify both an exemption amount and a number of exemptions The total withholding exemption for an employee is Number of exemptions times the withholding allowance exemption amount This computation method applies to e Federal withholding tax
3. Field ouster co change 77 3 i Passport Business Solutions maA Field nebar co chame Field muab Find mebur co ohanga 7 C T 78 ka ee OEE Business Solutions mA Field ouster co ohame k For non cash taxable benefits that may or may not be part of a Cafeteria plan enter the amount of the benefit as an earning with Benefits included in wage checked This will include this benefit in the employee s Federal Withholding Tax fwt gross and will add it to the W 2 box amount At the same time the employee can set up a deduction with a matching amount preventing the benefit from being paid out in cash Note Before tax deduction Code Next enter the information for a Before tax deduction code Enter the Code and Description fields as they appear below and select Before tax deduction for the type field The rest of the fields display Enter the information in fields as follows G L acct Options This account number is for the liability account for this deduction 719 Passport Business Solutions lt F5 gt For varies by employee Your standard account number format as defined in Com Format i pany information Example Enter account 2020 000 Inclusions In Taxable Base The following Include for fields are used to control calculation of taxes in the various categories FWT FICA FUI etc Before tax deductions are normally exempt from i
4. 1 SINGLE or HEAD OF HOUSEHOLD 2 MARRIED With Both Spouses amt amt on amt over amt amt On amt over 54 57 55 58 56 59 GD MARRTED without Spouse filing mt amt on amt over 60 61 62 54 through 62 Advanced Earned Income Credit Tables The fields on this screen are used to calculate the earned income payment for employees who have filed EIC certificates The Passport Business Solutions Payroll uses the percentage method to calculate advance EIC payments Values for these tables are contained in the Internal Revenue s Circular E Employer s Tax Guide Refer to the tables for an annual payroll period In withholding tables Format 99999999 99 for dollar amount 99 99 for percent 99999999 for on amount over In advance EIC tables Format 99999 99 for dollar amount 99 999 for percent 99999 for on amount over Field number to change Make any changes and press lt Enter gt to complete entry of federal tax code information for the Passport Business Solutions Payroll 112 Passport Business Solutions fzzma STATE TAX CODES Explanations of fields which are the same for state tax codes as for federal are not repeated in this section 1 Tax authority This identifies whether the taxing authority is the federal government the state or a city Format One letter either F S or C Example Type S 2 Tax code A two charact
5. Direct Deposit There are different sets of options depending on what you select for the Direct Deposit method Method Enter No direct deposit if direct deposits are not to be used and skip to the end of this tab Enter Report only if only a report is to be printed for employees who are directly deposit pay Enter Electronic payment for payments via direct deposit ACH file generation In order to use the electronic payment method you must be licensed for this feature See ACH or Automated Clearing House If you enter Report only then the remainder of the fields on this screen are enterable Direct deposits are allowed for one or two financial institutions by writing checks to the institutions and providing the information about each employee s deposit using the Direct Deposit Register printed form during check posting You must set up the Direct Deposit field in Employees for each person who will have their funds deposited directly If you can enter Electronic payment then you are licensed for the PBS Payroll ACH Direct Deposit system You must set up at least one entry in Ctl Banks for your company s bank and one for each bank where the employees funds are deposited In Employees you must set up field Direct Deposit When checks are run an ACH file is created which you send to your bank Format Drop down list box Example Select Report only If you selected the direct deposit ACH payroll method of Electronic payment then enter fields
6. Field number is selected exactly as described previously for the Field column on this screen except that you cannot enter a text in here It is not required that the field entered here be included elsewhere in this record layout or anywhere else in this format Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows zip code SSN This special entry window displays for the following employee fields e EF 018 ZIP code last four digits e EF 019 ZIP code last four digits e EF 023 Social security nine digits e EF 024 Soc sec first three digits e EF 025 Soc sec middle two digits e EF 026 Soc sec last four digits Fill text Enter the text to replace the field shown in the title of the window when that field is not numeric You might for instance force non numeric e g Canadian postal codes to be recorded as asterisks Usually the replacement fill text is blank A number of characters up to 40 equal to the length of Porny this field as shown by the beginning and ending position Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows FIPS numeric state code This special entry window is displayed for the following fields e EF 021 FIPS numeric state code emp e RF 032 FIPS numeric state code empr 504 Passport Business Solutions Magne
7. When using a laser printer you can save check forms and mailers by printing the alignment on plain paper After printing the alignment on plain paper place the plain paper on top of one of the pre printed check forms and mailers and hold them up to a bright light to verify the alignment Make any adjustments necessary and continue printing alignments on plain paper until you have the correct alignment Load the pre printed check forms and mailers in the paper tray before answering N to Print alignment e Use the up down and left right adjustments for laser alignment to position the check and mailer information so that it exactly aligns with the pre printed form The pre printed PBS check and mailers forms are produced according to very exact spec ifications but the print position of laser printers may vary slightly from model to model or between manufacturers These adjustment amounts allow you to compensate for the dif ferences between laser printers so that your form information can be positioned correctly on the form e Windows only printers such as LaserJets InkJets and most multi purpose printers scanners fax machines do not support an adjustment feature The adjustment amounts are ignored or respond poorly with these printers Selecting Windows printer may not work for printing checks or mailers The printing area is less when using Windows printer which may cause the data from one check to print on the next form
8. inclusion on the W 3 form Print screen in Windows is lt Ctl P gt and in UNIX Linux it will print to the first printer in Company information with lt Sft F10 gt 7 This step is optional If you have not already done so you may want to make an adjustment of the FICA employer Social Security wages for each employee It should be reduced to zero for any Hire Act eligible employees You may check in Employees Enter on the YTD Totals tab the YTD empr soc sec field To be accurate this amount should be zero for eligible employees Even though the employee record amounts are wiped out when the PR year is closed an adjustment would also update Payroll history and distributions which are more permanent files If you have already done an adjustment in G L then you will need to take that into account 678 I n d ex forms and Windows magnetic 443 forms magnetic 443 forms printing 441 cash account 268 information entering 437 information printing 440 before tax deduction code Type B 79 magnetic media forms enter 443 by City QTD YTD Time Worked 357 reporting 437 Report 1099 s completed processing magnetic 446 by State QTD YTD Time Worked 355 Report 1099 s processing magnetic 446 deduction code Type D 72 13 check marks W 2 computed box 421 earning code Type E 73 4 EIC Earned Income Credit 4 401 k catchup 108 employer matching contribution code 82 401 k Contributions Report 360 Type 4
9. lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 8 Section 408 k 6 contributions W2 box 12F This field is for reporting employee contributions to a deferred compensation plan according to section 408 k 6 of the IRS code Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 9 Section 457 contributions W2 box 12G This field is for reporting employee contributions to a deferred compensation plan according to section 457 of the IRS code Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 10 Section 501 c 18 d contributions W2 box 12H This field is for reporting employee contributions to a deferred compensation plan according to section 501 c 18 D of the IRS code Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 417 Passport Business Solutions 11 Sick pay not included as income W2 box 12 When an employee contributes to a sick pay plan and then receives sick pay such sick pay is not included as income
10. lt F4 gt To select a date from the calendar lookup Format MMDDYY The system date is displayed as the default Example Type 110104 Pay employees with pay frequencies You may select all frequencies The All check box is defaulted as checked If you uncheck it then you may select the individual frequency options Options Check the boxes of the pay frequencies of the employees for which standard payroll entries are to be generated Valid frequencies are Daily Semi Monthly Weekly Monthly Bi Weekly Quarterly 225 Passport Business Solutions Check boxes one for each pay frequency listed above and Formal one for All Example Select lt Enter gt to take the default of All Number of holiday hours to take If you want every entry to include the same amount of holiday hours enter that amount here For hourly employees the amount of regular hours are reduced by the amount of holiday hours entered here You can press lt Enter gt for zero For a salaried employee the holiday hours are considered a part of the employee s regular salary Format 99 99 Example Press lt Enter gt Make any needed changes If continuing click on the OK button There will be a period of processing while entries are generated for each selected employee If you do not want to process standard payroll select the Cancel button and you are returned to the main menu Standard payroll entries are generated for all employees
11. Field Definition Screen When defining a new form or if you specified to view the layout of an existing form the screen appears as such Master information Positive pay forms XYZ Company Form ID CSV Positive Pay CSV Format Field group gO Line number Sequence number Field number uw wnm Conditional print H Header L Check Lines T Totals lt Fi gt next lt SFi gt prev lt F2 gt display On this screen you determine each field to be written to the positive pay file Many fields may be selected to be written to the file For each field enter the information as follows 554 Passport Business Solutions 1 Field group Enter H if the field is part of the Header group L for the Check lines group or T for the Totals H For Header group L For Lines group T For Totals Options You may also use one of the options lt F1 gt For next field on file lt SF1 gt For previous field on file lt F2 gt To display the form as it appears so far see the section titled Displaying a Form later in this chapter Format One letter from above Example Type H 2 Line number Enter the line number on which this field is to be generated in the file or press lt F1 gt to the display the next field on file within this group Format One digit 1 through 9 Example Type 1 If this is a text file field 3 will display as Column and if it is a CSV file it will display as sequence number 3
12. e If Field 3 is a double length field Field 4 is not available Field 5 is available and can be either a normal or a double length field e IfField 11 and Field 14 are both double length fields Field 13 is available but can be only a normal length field There is no requirement that double length fields be either odd numbered or even numbered When a double length field is purged the space that is freed can be used either for another double length field or for two normal fields Or it can simply be left unused fields are not required to be numbered consecutively Gaps in the numbering sequence are not closed up when a field is purged However these gaps are not apparent to the operator who is using the Employees selection or the Control information selection because the extended fields are identified only by their description not their numbers Undefined fields are not displayed Two screens are required You begin by specifying whether you want to work with employer fields or employee fields You can then use the second screen to access as many extended fields as you wish each screen represents a single extended field Press lt Esc gt from the second screen to return to the first screen Press lt Esc gt from the first screen to the main menu Select Enter from the Define extended fields menu The following screen displays Define extended fields Enter XYZ Company Select extended fields for C E Employee
13. 154 Passport Business Solutions Hrs due Sick When setting up your Payroll system for the first time you would normally set this field to zero for each employee entered Also enter zero here for each new employee added Then on the third screen described later in this chapter enter the fields for accruing sick time When sick hours are taken by the employee the amount in this field is reduced when you enter the hours taken using Time Worked or Adjustments Then when entering Adjustments to set up your Payroll History files note the sick time paid and due for each employee and this field will be updated automatically After setup you can review this field for each employee and make any adjustments needed Format 9999 999 Example Type 30 Hrs paid Sick This field contains the number of sick hours paid so far this year to this employee It is automatically updated when sick hours are paid to the employee through Time worked The only time you would enter this field is when you first install the package in the middle of a year or when you enter a manual correction to this field You can press lt Enter gt to default to Zero Format 9999 999 Example Press lt Enter gt Options You can also enter one of the following from the Options menu Extended information To enter extended information Employee notes To enter notes To enter multi city state detail In order for this selection to be available o
14. 16 999999999 99 This prints the grand total of employer medicare contributions for all employees printed on your report 53 FUI maximum wages 9 99999 99 589 Passport Business Solutions This is the maximum employee annual wage amount upon which FUI is assessed You entered this for the Federal unemp max wages field in the federal tax table using the Tax tables function 54 FUI 5 99 99 This is the percentage at which FUI is calculated also from your federal tax table 55 SUI maximum wages 9 99999 99 This is the maximum employee annual wage amount upon which SUI is assessed You entered this for the SUI maximum wages field in your state tax table using the Tax tables function 56 SUI percent 5 99 99 This is the percentage at which SUI is calculated also from your state tax table 57 Suppl benefits max wages 10 999999 99 This is the maximum employee annual wage amount upon which supplemental benefits are assessed You entered this for the Suppl benefit max wages field in your state tax table using the Tax tables function 58 Suppl benefits 5 99 99 This is the percentage at which supplemental benefits amounts are calculated also from your state tax table 59 System date 18 This date is obtained from your computer system at the time the report is printed 60 Dash line 80 columns 80 This field prints a dashed line of 80 columns in length 61 Dash line 13
15. 4 Order by Options Specify the order in which to print the employees on the worksheet 1 Employee number 2 Employee name Employee number within department only available if printing All departments Format 9 Example Type 1 221 Passport Business Solutions Field number to change Make any needed changes then press lt Enter gt to print the worksheet 222 Passport Business Solutions STANDARD PAYROLL This selection generates standard payroll entries for employees who do not have their pay manually distributed This feature is optional If used you should run this first then adjust individual entries as needed for example to add overtime using Enter If any payroll time entries are already on file Standard payroll cannot be run and the program displays a message advising you of the existing time entries You can either delete the entries or use Calculate payroll and Checks to post the existing entries before coming back to use Standard payroll When you enter Control information for the payroll system you can specify Note how salary and wages are distributed You have three choices e Never distribute General ledger distributions are never entered for employee time entries e Always distribute General ledger distributions for employee time entries must always be entered e Selectively distribute Whether general ledger entries are entered depends upon the answer to the Distribute
16. 44 Employer SS tips 16 999999999 99 This prints the grand total of employer social security tips for all employees printed on your report 45 Empr SS gross 16 999999999 99 This prints the grand total of employer social security gross wages for all employees printed on your report 46 Empr SS 16 99999999999 This prints the grand total of employer social security contributions for all employees printed on your report 47 Empr medicare max wages 588 Passport Business Solutions 10 999999 99 This is the maximum employee annual wage amount upon which medicare is assessed for payment of the employer s share of medicare You entered this for the Maximum medicare wages field in the federal tax table using the Tax tables function This field applies to both employee and employer 48 Empr medicare percent 5 99 99 This is the percentage at which medicare is calculated for the employer s share of medicare also from your federal tax table 49 Empr medicare wages 16 999999999 99 This prints the grand total of employer medicare wages for all employees printed on your report 50 Empr medicare tips 16 999999999 99 This prints the grand total of employer medicare tips for all employees printed on your report 51 Empr medicare gross 16 999999999 99 This prints the grand total of employer medicare gross wages for all employees printed on your report 52 Total emplr medicare
17. Check the box to pay this employee his regular salary for this pay period Leave it unchecked to treat this employee as an hourly employee for purposes of this payroll only If paying a salaried employee by hours you can press lt F1 gt to use the calculated hours based on the employee s pay frequency If you want to pay a salaried employee holiday hours in addition to his salary answer N to enter regular hours and then enter holiday hours at Field 8 Format Check box checked is yes and unchecked is no Example Press lt Enter gt for the default of unchecked Regular If the employee type as recorded in Employees is salaried then the Pay Salary field can be entered If the employee type is Hourly only the Regular field can be entered Options For hourly employees and for salaried employees being paid hourly for this particular pay period enter the number of regular hours worked Default all fields to their typical values as described for sae Pay salary To clear all other fields and position the cursor at the lt F2 gt first temporary D E field for entering a single sup plemental earning This enables you to rapidly enter a single supplemental earning Format 99 999 99 Pompe does not occur in this example because employee is being paid a salary 234 Passport Business Solutions Rather than enter zero hours which results in a check amount of zero you Note should delete the time worked entry inste
18. Description 1 Account 1 and Direct mailer form If you selected Report only enter Description 1 Account 1 Description 2 Account 2 and None for Direct mailer form If you select No direct deposit for the other fields on this tab cannot be entered For more information on Electronic direct deposit see the Payroll documentation appendix Implement Positive Pay and ACH Description 1 Enter the description code for the bank which will process the direct deposit records This description will display when entering direct deposit employee information Format Ten characters Example Type DD Bank 55 Passport Business Solutions Account 1 When posting payroll checks for employees using direct deposit this General Ledger account will be credited for the amount directly deposited A full discussion on using this account appears in the Checks chapter Your standard account number format as defined in Com Format pany information Example Type 1010 000 This account is not on file would you like to add it If you entered an account number that is not one of the Valid G L accounts then you will get this message Select Yes if you want to add the account to the Valid G L accounts or select No to re enter the account number Format Yes No window Example Select No If you elect to add the account then you must enter an account description Direct Deposit Account must be set up in Check Rec Thi
19. Ezz Field number to change Make any changes needed Press lt Enter gt to continue with the next screen Enter the information as follows 11 Employer fed ID Options Enter the employer s federal tax identification number or use the option For the tax ID number from the federal tax record avail able only if the tax ID number in the federal tax record oie is entered as nine digits in one of the formats 99 9999999 999 99 9999 or 999999999 Format 999999999 Example No example is given 12 Employer state ID Options Enter the employer s state withholding tax identification number or use the option For the tax ID number from the state tax record avail lt F2 gt able only if Field 4 corresponds to at least one entry in Tax tables Format 15 characters Example No example is given 389 Passport Business Solutions 13 Employee rpt name sequence This field is skipped unless the format you are using as defined in Magnetic media formats includes the field RF 031 Employee report name sequence Enter F to specify that employee names are reported with first name first or enter L to specify that employee names are reported with last name first When you include employee names in a magnetic media report you can choose from a variety of formats Some states require notification of how you are reporting employee names either first name first or last name first You use this pa
20. Fid 1 Employer name 5 Federal ID number 2 Address 1 7 Quarter number 3 Address 2 3 Quarter ending date 4 Address 3 3 Quarter year 5 Tax rpt ID number 10 Page nunber Enter fid PaDn for mare fields leave blank for tect lt F1 gt to see report At the bottom of this screen a list displays showing the first ten fields available to you for printing in the header area of your report Refer to the Quarterly Report Fields Appendix for an explanation of each of these fields 1 Field Options Enter the number of the field that you want to select for the report or use one of the options lt Enter gt To enter a piece of text lt F1 gt To see a picture of your report lt PgDn gt To scan through ten more fields lt PgUp gt To return to the previous ten fields There are approximately eighty fields in all listed in the Appendix Not every field is eligible for printing in the header area some can appear only in the Employee area or in the Totals 467 Passport Business Solutions area You are shown only the ones that you can select These are numbered consecutively This means that the numbers you see associated with the fields on the screen are not generally the same numbers you see in the Appendix You can select any of the fields shown by entering the corresponding number but only when it displays in the window Any field which you have already selected displays with an asterisk next to it This p
21. Multiple Companies If you have set up your software to process information for more than one company refer to Define Multiple Companies in the PBS Administration documentation you will be prompted to enter the Company ID Your Initials You are prompted to enter your initials Password You will be prompted to enter your password A user may reset his or her password during login to PBS For security the characters you type will not display on the screen For the set up of passwords refer to PBS Users chapter in the PBS Administration documentation Menus A menu is a list of things from which something can be selected Selecting items from a menu on a computer is the way you tell your computer what you want to do The Windows and Thin Client versions of Passport Business Solutions can have three different menu types They are the Tree view Windows and Menu bar types 28 Passport Business Solutions The SCO Open Server and Linux versions only use the Menu bar Tree View Menu The following is the Tree view menu mp a hyo PSP PSR Enployees Attendance worksheet Time worked Standard payenit Caleulats payroll Cheeks n Adjim imenis Word hwek Kapor Ls Laployeu taployer i Heportls Leneral EJ Haster information Quarterly report formats Hagmetic media fomats Yoar end W Del ime valouded relde ULitely ren SIA The corresponds to expandable menu sections One cl
22. Select Employer payroll expense from the Reports Employee Employer menu of the P R menu A screen displays for you to enter the following information 1 Starting date and 2 Ending date Options Date refers to either pay period date or check date as will be determined in Field 7 Enter the range of dates desired or use the option lt F2 gt For the Earliest at Field 1 or Latest at Field 2 date Format MMDDYY at each field Example Press lt F2 gt at both fields 339 Passport Business Solutions 3 Starting employee and 4 Ending employee Options Enter the range of employees who have transactions or adjustments to include in the report or use the option For the First at Field 3 or Last at Field 4 lt F2 gt employee in employee number sequence Format 999999 at each field Example Press lt F2 gt at both fields for a range from First to Last 5 Group by state city code This field allows you to report payroll history by state or city code Answering this question Y allows you to specify the state or city code at the next field Answering this question N allows you to report payroll history by employee no matter which states your employees worked in for the date range entered above Example Type Y 6 State city code If you answered N to the previous question this field is skipped Otherwise select State or City by entering S or C Format One letter either S or C Exa
23. There is a style of benefit plan under IRS Section 125 that is commonly referred to as Cafeteria Plan The interpretation of the IRS regulation is outside the scope of this package This is because the taxability of benefits and company policy related to amounts of benefits may vary from employee to employee However the Earning Code tab documented in this chapter includes a field regarding whether or not to add benefits to an employee s wages Select Deductions Earnings from the Master information menu The following screen displays 67 Passport s Business Solutions P Deductions Earnings Company 00 XYZ Company File Tools Select deduction code Code Description Type Code al Description Type Deduction Ghaat ooo an B S tabiiy act PO Expense acct ns ral a Include for Exempt from Special tax 7 W comp class Include for Fed w7h i Ful ost2 r Social Security EIC M Empr OST rm Medicare F W comp i je su T Suppl ben F City w h Deductions and Earnings List Box The list box displays up to 6 existing deductions and earnings at a time You may sort the deductions and earnings by the deductions and earnings code in ascending or descending order Only columns with red labels may be sorted To select a field or change the sort order click on the column name or the arrow to the right of the column name or use the View options To locate a deduction or earning start ty
24. lt F2 gt For 80 columns corresponding to regular 8 x 11 paper ten characters inch with left and right mar gins 462 Passport Business Solutions Format 999 Example Press lt F2 gt 3 Print header data on first page only Press lt Enter gt to print the header information on only the first page of the report Answer N to print it at the top of every page of the report Format One letter either Y or N Example Type N 4 Print all info in capital letters Some states require that all information be printed in capital letters on their quarterly report forms Answer Y if you want all information on the report to print as capital letters Answer N if you want all information to print as you originally entered it For instance for an employee name entered as Jim Smith this name would print as JIM SMITH if you answer Y or Jim Smith if you answer N Format One letter either Y or N The default is N Example Press lt Enter gt Answer Y if you want a blank space to print between each character of information on the report Answer N to print information without any extra spaces inserted between characters Format One letter either Y or N The default is N Example Press lt Enter gt 5 Print a space between each letter Some states require a space between each letter so the agency can scan the form Answer Y for spaces or N for no spaces Format One letter either Y or N Example
25. on the layout worksheet This lists all of the fields available for printing with the definition length and appearance of each You can print the layout worksheet on a preprinted form as well if you prefer it over the location grid Select Layout worksheet from the Quarterly report formats menu The following screen displays Enter the information as follows 1 of rows on the form top to bottom Options Enter the number of rows to appear on the worksheet or use the option For 66 rows corresponding to regular 8 x 11 paper gt oo 6 rows inch with no top and bottom margins Format 99 Example Press lt F2 gt 2 of print columns left to right Options Enter the number of columns to appear across the page on the worksheet up to 132 or use the option For 80 columns corresponding to regular 874 x 11 lt F2 gt paper ten characters inch with left and right mar gins 458 Passport Business Solutions fez Format 999 Example Press lt F2 gt for 80 The following screen displays The printer should always be ready to print in location 1 1 row 1 column 1 The worksheet then prints After the worksheet prints you are asked whether you want to print it again If you answer Y another worksheet prints if N you are asked to mount regular paper Laser printers are unable to print on the first 1 6th inch at the top of a page and on the last 1 6th inch a
26. valid G L accounts file 566 14 11 16 XX verify verify a format verifying report formats versions upgrading from earlier voided checks printing and posting voiding and purging checks definition of voiding checks W 2 check marks for box 13 computed and entered box 10 12 amp 14 fields first screen forms magnetic forms printing forms printing notes grand totals information entering information printing second screen W 2 processing is complete when W 2 processing is occurring while W 2 reporting requirements W 2 s and year end 481 516 488 14 291 285 285 421 422 413 435 430 433 434 413 428 413 436 436 413 434 W workers compensation code Type 84 wage report definitions 453 wage report format wage reports designing your own Pay roll wages distribute wages summarize Windows magnetic 1099 forms and withholding tax calculating state words and concepts key work state work units using worked edit list printing time Worked Report by City QTD YTD Time Worked Report by State QTD YTD Time worked report QTD YTD time worked entering time worked recording the time workers compensation compensation premium report compensation report working with employee records worksheet attendance worksheet layout X X special tax code Type XDBC 453 453 48 49 443 568 59 566 255 357 355 13 2
27. 3 Description 4 Tax rpt id 5 Tax liab acct 6 Suppl earn w h Refer to the information previously provided about these Forma fields 7 Minimum wage The state minimum wage is used for calculating the state tip credit for an employee There are also two special state minimum wages 0 and 99 99 The 0 signifies that the state tip credit will be 0 The 99 99 signifies that the state tip credit will be the sum of all reported tips for the employee Format 99 999 Example Type 4 25 8 through 13 Exemptions Specify which types of pay are exempt from the various state taxes Exemptions are entered for state tax codes in the same way as already described for the federal tax The rows are the same but the columns are different Define exemptions DST State Wkrs Suppl 9 8 Regular pay wih SUI 1 2 Empr Comp Ben 8 Regular pay X X X X X X X 114 Passport Business Solutions X X X X X X X X X X 9 Overtime pay 10 Special pay 11 Holiday pay 12 Sick pay x a K HK x K KR HK x KK K HK x KK KR HK x KK K KR HK 13 Vacation pay State w h OST 1 OST 2 State withholding tax State w h other state tax 1 OST 1 and other state tax 2 OST 2 are all employee taxes and are deducted from employees paychecks When a type of pay is exempt from one of these taxes this means that the gross wages on which the amount of the tax is calculated does not include the pay
28. Allows lt SF5 gt 33 Sick pay exp acct Allows lt SF5 gt 34 EIC advance acct 35 Loan repayment acct 36 Garnish liability acctState Tax Code 5 Tax liab acct 29 SUI expense account 30 SUI liability account 34 Emp OST 1 liability acct 38 Emp OST 2 liability acct 41 Empr OST liab acct 42 Empr OST expense acct City Tax Code Fields The affected City tax code account field is 5 Tax liab acct Maximum wages There is frequently a ceiling on the dollar wages subject to a particular tax In each such case a field called xxxx max wages is provided so you can specify this ceiling where xxxx is the name of the tax When no such ceiling applies the maximum is infinite To be correct arithmetically a value such as 9999999 99 should be entered here To simplify matters PBS adopts the convention that a zero maximum is to be interpreted as infinity Thus if no maximum applies you need only press lt Enter gt No maximum will display on the screen Select 97 Passport Business Solutions maA Tax tables from the Master information menu The following screen displays From this screen you can work with both new and existing tax codes If a tax code has already been entered for the tax authority and code you specify that tax code will appear and be available for changes or deletion 98 Passport Business Solutions ENTERING TAX TABLES Enter the following in
29. Business Solutions Enter a gross amount for each tax category applicable to your situation Consult with your accountant for advice on which taxes apply to your business State Wages and Taxes General Deductions E arnings Federal Wages and Taxes State Wages and Taxes State gross amounts r State taxes State withholding tax SWT gross State withholding tax SWT Other state tax OST 1 gross Other state tax OST 1 Other state tax OST 2 gross l Other state tax OST 2 City withholding tax CWT gross City withholding tax CWT State unemployment ins SUI gross State unemployment insurance SUI State unemployment ins SUI wages Employer other state tax OST gross Employer other state tax OST Supplemental benefits gross l Supplemental benefits Workers compensation gross Workers compensation Net pay 00 State gross amounts State withholding tax SWT gross Options Enter the SWT gross amount on which the state withholding tax was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Other state tax OST 1 gross Options Enter the OST 1 gross amount on which the first other state withholding tax was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero 314 Passport Business Solutions Other state tax OST 2 g
30. Business Solutions Type amount This field cannot be entered if you selected None for the Employee 401k plan field For the Type field select either blank per period percent or per hour per period Asa flat dollar amount per pay period percent As a percent of the gross per hour As arate per hour Drop down list box select 1 or three options or leave it blank Example Press lt Enter gt to default to blank Format Initially the per period is defaulted Enter an amount 99999 99 for dollar amount Format 99 99 for percent 99999 99 for rate Since no 401 k type was selected for this employee this Example field is skipped The 401 k deduction both the Employee s deduction and Employer s co pay will be deducted when one of the pay frequencies selected during Cal culate payroll matches the frequency of the employee s 401 k contribution Note specified in the next field The 401 k frequency can be different from the employee s pay frequency for example the employee could be paid semi monthly but the 401 k could be taken out only monthly Frequency This field cannot be entered if you selected None for the Employee 401 k plan field Options Otherwise enter how often the accumulated 401 k deduction is applied to this employee s pay It must be one of the Payroll package s valid pay frequencies Daily Weekly Bi weekly Semi monthly Monthly or Quarterly For the employee s pay f
31. Format MMDDYY Example Type 101598 146 Passport Business Solutions Terminated Enter the employee s termination date This field applies only for a terminated employee for whom payroll records are kept until both the Year End Payroll and the Close a Year selections are run Press lt Enter gt to skip this field if the employee is still working for the company Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Press lt Enter gt Wages Rates The Wages Rates tab has the following fields General Wages Rates Taxes Exemptions Fixed deductions Deductions Eamings YTD totals Wage account E al t NNC Employee type l x Salary Pay frequency f z Regular rate Work Comp class l Al Unit Overtime rate Special Pay 1 j Vacation Rate Description Accumulate by manual entry W Comp i al es Unit Im Hours start date jea k z Fraction per Hrs due Hrs paid Special Pay 2 a z Rate a Description E seins s Sick W Comp alj Unit E ET by manual enty x Hours start date l Special Pay 3 Rate Deecnation e Fraction per il Hrs due Hrs paid W Comp a Al Sa Unit al Max Sick Hours _ i Wage account Enter the number of this employee s wage account The number entered here is used as a default when entering information in Time Worked and
32. Format One digit from 1 through 4 Example Type 1 357 Passport Business Solutions mA Any change Answer Y to re enter the screen or N to print the report 358 Passport Business Solutions mA WORKERS COMPENSATION REPORT This report shows estimated workers compensation premiums for a range of pay period dates The report is printed by workers compensation code so that estimated premiums for one type of work are shown together For security purposes only the last 4 digits print of the social security number print on the report The first five digits are replaced with asterisks Select Workers compensation from the Reports Employee Employer menu The following screen displays Enter the following information 1 Starting pay period date and 2 Ending pay period date Options Enter the date range of the pay periods for which the Workers Compensation Premium Report is to print or use the option lt F2 gt For Earliest starting date or Latest ending date Format MMDDYY at each field Example Press lt F2 gt at each field Field number to change Make any needed changes then press lt Enter gt to print the report 359 Passport Business Solutions maA 401 K CONTRIBUTIONS REPORT This report shows employee and employer contributions to 401 k plans For security purposes only the last 4 digits print of the social security number print on the report The first five
33. In character the following screen displays 260 Passport 3 Business Solutions maA Enter the following information Enter the frequencies of permanent deductions earnings applied in this payroll calculation for each of 5 checks These 5 checks are for the current pay period called THIS PAY PERIOD on the screen and up to 4 weeks of vacation paid in advance For further information refer to the description and example given for deduction earning frequencies in Employees This pay period These are the frequencies of permanent deductions and earnings that are to be applied to the payments for the current pay period You can enter up to 6 pay frequencies Options Character Graphical D Daily W Weekly B Bi Weekly S Semi Monthly M Monthly Q Quarterly Enter the frequencies or use one of the options at the first frequency field lt F5 gt For All frequencies To skip this set of fields without specifying any frequen Down Arrow cies No permanent deduction earning codes are taken on this run 261 Passport Business Solutions Up to six frequencies with a check box for each selected Foe from the list above Select Weekly then Bi Weekly then Semi Monthly to include weekly biweekly and semi monthly deductions Example and earnings on the payroll checks for the current pay period Any Loan Union or Garnishment deductions will be taken regardless of your setting for this field ist vacat
34. Options Enter the number of the account that accumulates the employer portion of medicare tax liability For variable cost center Refer to the Account Numbers lt F5 gt section Your standard account number format as defined in Com Format pany information Example Enter account 2121 000 25 Emp medicare liab acct Options Enter the number of the account that accumulates the amount of the medicare tax withheld from employee pay lt F5 gt For variable cost center Refer to the Account Numbers section Your standard account number format as defined in Com Format pany information Example Enter account 2121 000 Field number to change Make any desired changes Press lt Enter gt to view the third screen 106 Passport Business Solutions maA 26 Federal unemployment In PBS Payroll this employer tax is known as Federal Unemployment Insurance and is abbreviated to FUI You may know it as FUTA which is an abbreviation for Federal Unemployment Tax Act Format 99 99 Example Type 6 0 27 Federal unemp max wages Options Enter the maximum annual wage on which unemployment tax can be assessed lt Enter gt For no maximum Format 99999 99 Example Type 7000 28 FUI expense account Options Enter the number of the expense account that accumulates federal unemployment insurance contributions For variable cost center Refer to the Account Numbers lt F5 gt i FS section Yo
35. Passport Business Solutions 28 State to include CWT Field 28 is unique to city tax tables If you want a specific city s year to date CWT to be added to the state s SWT for reporting purposes enter two characters representing the state The state entered must already have been entered in Tax tables Enter If CWT is to be reported with SWT then all the tax code records for a particular city for example Fresno single Fresno married and Fresno head of household should have this entry set the same such as CA Not doing so may produce unexpected amounts In the State Tax Codes section Field 47 Include CWT in SWT for reporting be sure to enter the flag Y this will link the fields For example New York State requires taxes withheld for New York City or Yonkers be included in the state s Total tax withheld field on the annual quarter to date or magnetic media reports Format Two character state code Example Press lt Enter gt to leave blank 29 through 43 City w h table These fields are entered in the same way as the corresponding state withholding table Fields 49 63 There is a difference here from the state table using calculation P If you are using calculation basis P for percent you enter the percent of state withholding tax to take not the percent of the federal withholding tax 99999999 99 for dollar amount Format 99 99 for percent 99999999 for on amount over Example Enter the D
36. Passport Business Solutions FUI exempt Is this employee exempt from the federal unemployment insurance FUI tax usually paid by the employer If you check the box the employer s FUI tax liability for this employee is zero Format Check box checked is Yes and unchecked is No Example Press lt Enter gt for the default of unchecked Primary state exemptions SWT Exemptions Enter the number of state withholding tax SWT exemptions claimed by this employee or press lt Enter gt to default to zero Format 99 Example Press lt Enter gt SWT Exemption Enter an additional dollar amount if needed Format 99999 99 Example Type 2580 Other state Exemptions The following five fields are used to enter exemptions for OST other state tax Refer to the discussion of the types of OST provided for in PBS Payroll at the beginning of the Deductions Earnings chapter Emp OST 1 Exemptions Enter the number of exemptions for employee OST 1 Format 99 Example Press lt Enter gt Emp OST 1 exemp Enter an additional dollar amount if needed Format 99999 99 Example Press lt Enter gt Emp OST 2 exemptions Enter the number of exemptions for employee OST 2 Format 99 Example Press lt Enter gt 160 Passport Business Solutions Emp OST 2 exemp Enter an additional dollar amount if needed Format 99999 99 Example Press lt Enter gt Empr OST exemp If there is an
37. This prints the grand total of reported tips for all employees printed on your report 29 Employee SS max wages 10 999999 99 This is the maximum employee annual wage amount upon which social security is assessed for deduction of social security from the employee s wage You entered this for the Maximum soc sec wages field in the federal tax table using the Tax tables function 30 Employee SS percent 5 99 99 This is the percentage at which social security is deducted from an employee s wages also from the federal tax table 31 Employee SS wages 6 999999999 99 This prints the grand total of employee social security wages for all employees printed on your report 32 Total employee SS tips 16 99999999999 This prints the grand total of employee social security tips for all employees printed on your report 33 Total employee SS gross 16 999999999 99 586 Passport Business Solutions This prints the grand total of employee social security gross wages for all employees printed on your report 34 Total employee SS 16 999999999 99 This prints the grand total of employee social security contributions for all employees printed on your report 35 Employee medicare max wages 10 999999 99 This is the maximum employee annual wage amount upon which medicare is assessed for deduction of medicare from the employee s wage You entered this for the Maximum medicare wages field in the fe
38. e Field description The following example shows the format each field in the appendix The field number and name appear to the left of the page with the longest field size and longest field appearing under the column heading A field description follows the field and form information Longest Field Size Pies Description Longest Form 11 Gross pay 15 99999999 99 Field Number and Name Field number and name means the number and name of the field as shown in the Available fields window in the Header area Employee area and Totals area functions Gross pay from Employee area is shown above as an example of a field number and name Longest Field Size Longest field size means the maximum number of columns that this field can occupy when printed on your report Use this fact to determine whether or not you need to specify a shorter printed length for a field in order to fit it into the space provided on your form For instance the Employer name field has a maximum length of 25 characters It cannot occupy more than 25 characters when printed When you select the Employer name field to print using the Header area function you can specify a length of less than 25 characters but never more The longest field size for a numeric field such as Gross pay is determined by several factors e The maximum size of the number e The use of commas in the number Passport Business Solutions e How to show a negative value
39. 999 00 Rate tt Amount oOo Regular hours remaining 00 Regular pay remaining 18 736 25 Overtime hours remaining 999 00 Overtime pay remaining 28 096 88 Special hours remaining 00 Special pay remaining 00 Distribution List Box The list box displays several existing distributions at a time To locate an distribution you may also use the up down arrows Page up Page down Home and End keys Distributions that display in the list box are available for changes or deletion The fields for the selected distribution display in the lower part of the screen When an distribution is found you may select the lt Enter gt key or Edit button to start editing Distribution Buttons You may select a button for editing deleting or adding a new distribution Button New Delete Edit Save Save New Cancel Exit Keyboard Description Alt n To enter a new distribution Alt d To delete the distribution selected in the list box Alt e To edit the distribution selected in the list box Altts To save a new distribution or changes to an edited dis tribution Alt w Same as Save button plus the New button Alt c To cancel adding or editing an distribution Alt x To exit the screen You may also use the lt Esc gt key 321 Passport Business Solutions fez Character Mode Enter the distribution information for this screen as follows Type For a new distribution This is the distribution type which r
40. Example Press lt Enter gt Field number to change Make any needed changes then press lt Enter gt to print the report 380 Passport Business Solutions Ezz USING CUSTOMIZED QUARTERLY REPORT FORMATS If you answer Y to use a customized quarterly report format the following screen displays Enter the following information 1 Report format number Options Enter the report format number to use for this report This must previously have been entered and verified in Quarterly report formats You can also use one of the options lt F1 gt For the next report format lt SF1 gt For the previous report format Format 99 No example is given because customized formats will not Example be entered until a later chapter in this documentation 2 Which quarter Enter the quarter for which the report is being printed Format One number from 1 through 4 Example No example is given Ending Enter the ending date corresponding to the quarter The month and day portion of the date must be 3 31 6 6 30 9 30 or 12 31 for quarters 1 through 4 respectively The year must be consistent with the Current payroll year field in Control information 381 Passport Business Solutions Format MMDDYY Example No example is given 3 In order by Options Your answer determines the order in which employee items are printed in the Employee area of the report Your choices are S To print the employees in soc
41. FUI total wages 15 99999999 99 This is the total of an employee s earnings for the reporting period which are subject to Federal unemployment insurance The amount for this field does not cut off when the FUI maximum wage limit for the calendar year has been reached For example if the annual FUI maximum wage is 7 000 and the employee is being paid 1 000 per month then the FUI wages would be 3 000 for the first quarter 3 000 for the second quarter 3 000 for the third quarter and still 3 000 for the fourth quarter 65 YTD SWT plus selected CWT 15 99999999 99 The year to date SWT plus selected year to date CWT is the amount contributed by the employee for the state tax withholding plus the amount contributed by the employee for withholding for selected cities The cities to be included are selected in the Tax table Enter screen 602 Passport Business Solutions New York State as an example requires that Yonkers and New York City withholding tax be added to the New York State withholding tax The addition of these two cities is required for the Total tax withheld reported to New York State 603 Passport Business Solutions TOTALS FIELDS These are the fields available to you for printing in the Totals area of your report Field number and name Longest Field Size Longest Form 1 Page number 3999 This prints the current page number on each page of your report 2 Number of pages 3
42. FWT e State withholding tax SWT e Other state tax 1 OST 1 e Other state tax 2 OST 2 e City withholding tax CWT 128 Passport Business Solutions Note that for employer OST Empr OST there is only an exemption amount which you define in the Employee file Format 99999 99 Example Type 1000 47 Include CWT in SWT for reporting Setting this flag to Y will allow you to connect specific cities to a state when city tax tables are entered The year to date CWT for these cities will be added to the year to date SWT for reporting purposes If CWT is to be included in SWT then all the tax code records for a particular state for example California single California married and California head of household should have this flag set the same Y Not doing so may produce unexpected amounts In the City Tax Code section Field 28 State to include CWT be sure to enter the two character representation for the state this will link the fields New York State currently requires that taxes withheld for New York City and Yonkers be included in the state s Total tax withheld field on annual quarter to date or magnetic media reports Format One letter either Y or N There is no default Example Type Y 48 Round SWT after calculation applicable only Currently Missouri requires dollar rounding the SWT amount withheld from employees It this tax table is for Missouri residents or residents of another state t
43. From this screen you can access Employee History information using the Drill down feature lt SF8 gt This feature is explained in the PBS System documentation General Tab This is the first of six tabs required for each employee Enter the information on this tab as follows Personal Employee number This employee number is used throughout the Payroll package to identify the employee Enter the employee number You may enter any number between 1 and 999999 Format Numeric 999999 Example Type 1 Employee name sequence Options If you choose to look up the employee by name enter the name of the employee or the first few characters of the name Upper lower case is significant lt F1 gt For the next employee on file in employee name lt SF1 gt For the previous employee on file Blank To return to looking up the employee by number Format 25 characters Example not used in this example Do not change the pay frequency of an employee who has a payroll entry transaction on file If you do the payroll is calculated with the employee s original pay frequency If you want to 140 Passport Business Solutions use a new pay frequency delete the payroll entry change the pay frequency and then re enter the payroll entry Entries on the fourth screen showing year to date amounts are protected from change For protected changes refer to the System Manager documentation YTD information is updated automatical
44. If this occurs then you must Note use a Company information laser printer to print checks Do not use Windows printer to print to a dot matrix printer as the printer performance is often quite slow Post Checks and Direct Deposit ACH Transactions During calculate payroll and check and ACH posting you will be prompted to print registers The following is a description of each register and when it may be printed REGISTER NAME WHEN DESCRIPTION This provides the employee details Time Worked regarding salaries vacation hours sick Calculate Register hours temporary deductions and wage account Provides the deductions and earnings Payroll Register Calculate totals by department Provides the union fees loans gar Deductions Reg Calculate nishments and permanent deduc nee tions earnings by employee Payroll Check Provides the check and direct deposit Posting Register amounts by employee 278 Passport Business Solutions REGISTER NAME WHEN DESCRIPTION Provides the direct deposit amounts by Tayre ed Postin employee Also provides the location of Deposit Register 8 p oyee p the direct deposit file The Payroll Direct Deposit Register will not print if you are not using the Payroll ACH Direct Deposit features The payroll payment information is then posted to the Payroll Distribution file the Employee file the Payroll History file the QTD History file YTD History file and the YTD State and
45. KK K KR HK 13 Vacation pay One character for each exemption either Y or N In add F t ore mode you can press lt Enter gt for N Example Enter N for each field Field number to change Options Make any desired changes In change mode you can also use one of the options lt F1 gt To display the next code lt SF1 gt To display the previous code To delete this tax code Do this only when the code is lt F3 gt no longer assigned to any employee Press lt Enter gt to view the second screen 132 Fie aS Business Solutions mA D G on arni ng A g t aat Wo maximun Olo maximum Mo maximum to maximum Field ouster co change 14 through 26 City withholding tax is calculated basically the same as state withholding tax The fields are identical to those for Fields 14 26 of state Format tax codes Those descriptions will not be repeated here Example Enter the information shown on the screen above Field number to change Make any desired changes Press lt Enter gt at Field number to change for the third screen Here too the requirements are generally the same as those for states except that you enter city withholding figures instead of state figures 27 City w h allowance amt Enter the city withholding allowance amount in the same way as the state withholding allowance amount was entered in Field 46 of the State tables Format 99999 99 Example Type 600 133
46. Last at Field 7 lt F2 gt employee in employee number sequence Format 999999 at each field Example Press lt F2 gt at both fields Field number to change Make any needed changes Press lt Enter gt to print the report 343 Passport Business Solutions EMPLOYEE GROSS HOURS AND WAGES REPORT The Gross Hours and Wages report for each employee shows regular pay hours overtime pay hours vacation pay hours holiday hours sick pay hours and special pay hours by a specific date It will group the data by state or city tax code You may either select to print check details or totals only Select Employee gross hours and wages from the Reports Employee Employer menu of the PR menu Graphical Mode The following screen displays P Reports Employee gross hours and wages Company 00 XYZ Co Report criteria Starting date Earhest Ending date Latest E Starting employee Fist gA Ending employee Last g Group by state city code State city code a Al By what date Pay period date Show check detail lt F2 gt Earliest Character Mode The following screen displays 344 Passport Business Solutions Reports Employee Gross Hours and Wages XYZ Company Starting date Ending date Starting employee Ending employee Group by state city code State city code By what date oN OU aw NF Show check detail lt F2
47. N A will display Enter year to date employer 401 k matching contributions 185 Passport Business Solutions Format 999999 99 Example oh adie set to zero by the lt F2 gt at the YTD gross Total hours worked Enter the total number of hours worked since joining the company This is the only field on the screen that is not year to date It accumulates from one year to the next unless you choose to set it to zero at year end using an option in the Close a year selection Format 999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field You can also use one of the selections from the Options menu Extended information To enter extended information Employee notes To enter notes To enter multi city state detail In order for this selection to be available on the Taxes Exemptions tab you must have indicated that this employee will be taxed by multiple states or cities Multi city state detail To enter direct deposits In order for this selection to be available on the General tab you must have indi Direct deposits cated that this employee will be paid via direct deposit and in Control information you must indicate that this is an Electronic payment direct deposit type 186 Passport Business Solutions MULTI CITY MULTI STATE INFORMATION There is little consistency in how different states and cities calculate their withholding taxes To allow for these inconsistenci
48. Options Enter the Supplemental benefits gross amount on which supplemental benefit contributions are calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Workers compensation gross Options Enter the Workers compensation gross amount on which the employer s contribution to workers compensation is calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero State taxes State withholding tax SWT Enter the amount of state withholding tax SWT deducted from the employee s pay 316 Passport Business Solutions Format 999999 99 Example Press lt Enter gt for zero Other state tax OST 1 Options Enter the amount of other state tax 1 OST 1 deducted from the employee s pay or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Other state tax OST 2 Options Enter the amount of other state tax 2 OST 2 deducted from the employee s pay or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero City withholding tax CWT Enter the amount of city withholding tax CWT deducted from the employee s pay Format 999999 99 Example Press lt Enter gt for zero State unemployment insurance SUI Options Enter the employer s state unem
49. Payroll module should know about can be automatically transferred to the Payroll module Look ups There are two kinds of lookups Data Lookup and Date Lookups Data Lookup Look ups refer to a list of available entries for a particular field Many fields allow you to press a designated key lt F8 gt to show all available data on file For instance when entering an invoice you may press this key at the Account number field to bring up a list of all G L accounts on file Selecting an entry from this list is often easier and faster than remembering the account number or stepping through all possible entries until the right one is reached Date Lookup The date lookup provides a point and click window for finding and entering date fields In Graphical mode the date lookup is available via the lt F4 gt key In Character mode access the date lookup via the lt F7 gt key Depending on where you press lt F8 gt this function will return a Look up Note window or context sensitive Help If a Look up window is returned press ing lt F8 gt a second time will display Help for the field if available Multi Company Multi Company refers to the capability to do accounting functions for multiple companies with the same set of software Payroll Payroll defines the wages you pay as an employer to your employees Payroll is often abbreviated PR Payroll Taxes Payroll taxes are those amounts related to payroll wages that are paid to government ag
50. Report this in this box Follow the IRS W 2 instructions Options Enter the dollar amount or use the option To set this field and all remaining fields to zero lt F2 gt Format 9999999 99 Example Press lt Enter gt 12 Tax on excess Golden Parachute Pmts W2 box 12K This field applies only for employees who have received excess golden parachute payments Follow the IRS W 2 instructions Options Enter the dollar amount or use the option To set this field and all remaining fields to zero lt F2 gt Format 9999999 99 Example Press lt Enter gt 13 Nontaxable business exp reimbursements W2 box 12L This field applies to employees who receive reimbursement for business expenses Follow the IRS W 2 instructions Options Enter the dollar amount or use the option To set this field and all remaining fields to zero lt F2 gt Format 9999999 99 Example Press lt Enter gt 14 Uncoll Soc Sec tax on cost of term ins W2 box 12M Use this field to report uncollected Social Security tax on the cost of group term life insurance coverage generally above 50 000 which you provided to your former employees including retirees Follow the IRS W 2 instructions Options Enter the dollar amount or use the option 418 Passport Business Solutions lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 15 Uncoll Medicare tax on cost of term ins W2
51. Total empr OST gross 16 999999999 99 This prints the grand total of employer OST gross wages for all employees printed on your report 14 Total CWT gross 16 999999999 99 This prints the grand total of CWT gross wages for all employees printed on your report 15 Total FWT gross 16 999999999 99 This prints the grand total of FWT gross wages for all employees printed on your report 16 Total FUI gross 16 999999999 99 This prints the grand total of FUI gross wages for all employees printed on your report 17 Suppl benefits gross 16 999999999 99 This prints the grand total of supplemental benefits gross wages for all employees printed on your report 18 Total SWT 14 9999999 99 This prints the grand total of state tax withheld for all employees printed on your report 19 Total OST 1 14 9999999 99 This prints the grand total of OST 1 for all employees printed on your report 20 Total OST 2 14 9999999 99 This prints the grand total of OST 2 for all employees printed on your report 605 Passport Business Solutions 21 Total empr OST 14 9999999 99 This prints the grand total of employer OST for all employees printed on your report 22 Total SUI 14 9999999 99 This prints the grand total of SUI for all employees printed on your report 23 Total suppl benefits 14 9999999 99 This prints the grand total of supplemental benefits for all employees printed on your report 24 Tot
52. Wilson a sales rep receives a salary of 1 000 00 on a semi monthly basis Additionally he receives sales commissions and bonuses which are entered in the Time worked selection 197 assport A Eo Business Solutions mma He is in department 325 has 4 withholding exemptions belongs to the pension plan and his pay is manually distributed to G L accounts Wilson has amounts deducted from his paycheck to repay a loan to donate to charity and to make contributions to the pension plan CF1 gt nxt employee Field meber to change F5 e Finld numbar oe x C 1 ded info FO note Field ouster to change 7 198 po e af Ga a A Business Solutions ma F5 extended F6 Field number to change Example Enter employee number 5 as follows Employee number 5 Wilkenson receives a salary of 1 200 00 semi monthly and in addition receives sales commissions and bonuses which are entered during the Time worked selection Wilkenson pays 75 00 semi monthly on a loan and he contributes 30 00 each pay period to the pension plan Also on screen 3 note that Wilkenson receives a type of non taxable earning called TRAVEL This is a regular semi monthly advance of 200 00 towards his travel expenses Payment for additional travel expenses during a particular pay period can be made through the Time worked selection Adjustments for overpayment can be made through the Adjustments selection o
53. distributions Format Drop down list box with one option from the list above Select Salary to indicate that the distribution entered is E l ae for the salary amount Account This is the G L account to which the number of hours or the percentage of salary specified on this line is distributed Options Enter the G L account number or use one of the options lt F1 gt Next valid G L account lt SF1 gt Previous valid G L account 244 Passport Business Solutions Wage account number for this employee in the lt F7 gt E7 Employee file F Your standard account number format as defined in Com ormat pany information Example Press lt F7 gt Hrs Sometimes pay is distributed by allocating a percentage of each type of pay to different accounts and sometimes by allocating the actual number of hours In no case is the dollar amount entered directly e Ifthe employee is specified as hourly enter the number of hours distributed to the account you entered on this distribution line e Ifthe employee is salaried enter the percent of the salary or the number of hours if being paid on an hourly basis distributed to the account entered on this line e Overtime and special hours are distributed on an hourly basis even for a salaried employee An employee s pay for holiday hours sick hours and vacation hours is always computed using the regular rate These pay amounts are distributed to accounts speci
54. he is being paid hourly To bring Regular hours to the screen select to not Pay salary then enter the number of hours Enter enter 24 for the Sick hours field you see Hours available 9 99 Press lt F2 gt at this point and 24 is accepted Complete the fields Enter the distribution as shown below by following the steps below DESCRIPTION Press lt Enter gt to select Regular for Type Enter the account number as shown Press lt F2 gt to use the Hrs displayed Press lt F2 gt to use the Rate displayed The distributions window now displays as 246 Passport Business Solutions Ezz Display the next employee and enter her information including distributions as follows Press lt Esc gt at the next distribution Type then press lt F2 gt Example to bring up the final employee Enter the information as follows If Job Cost is Used The distribution screen when interfaced to J C is shown below The purpose of distributing wages to jobs is to automatically transfer the cost of the labor into the Job Cost system You do not have to enter the same information twice 247 Passport s Business Solutions E Time worked Company 00 XYZ Company File Tools Help i New E Save Save 7 New J Delete l Cancel I Exit l Select distribution Employee 1 Palmer Edward W Salary Pay Regular Job Cost item Type Account Pct Hrs alul gt Amounts remaining to distribute Regular
55. in which employer information is reported Employee detail records used to report employees their wages and other information one record set per employee and File total records The different kinds of records File header Employee detail File total are called record classes Because this selection covers all states record classes are provided as solutions to the problems presented by individual state rules and regulations Defining Magnetic Report Formats The format for a magnetic media report is defined by entering some general information about the report using the General appearance option and then entering specific layouts for each of the record classes included in the report using the Record formats option A record class can contain more than one record type For example many states base their formats on the Federal W 2 magnetic media report format which uses three different record types for reporting 487 Passport Business Solutions employee detail You would enter a record format for each of these record types You can print a list of your report formats and their specifications using Format specifications Verifying Report Formats After a report format is entered it must be verified before it can be used This is done with the Verify option The Sample report option allows a sample magnetic media report to be produced which can be viewed with a word processing program text file viewer or printed with the
56. s processing magnetic media producing annual reports on producing Quarterly reports on report fields 93 563 135 615 528 255 331 558 453 455 214 581 582 26 89 393 443 443 443 446 446 395 386 614 report state 573 reporting 22 573 reporting state 487 reports 575 reports organization of 572 reports printing 404 magnetic media annual report file loca 402 tion magnetic media forms enter 1099 443 magnetic report formats defining 487 magnetic W 2 forms 435 mailer form direct 57 manual distributions to general ledger 320 manual about this 26 manual how to use this 26 marks W 2 computed box 13 check 421 matching contribution code Type C 82 employer maximum field sizes 615 meals 50 meals and tips use 50 meals expense report 366 media report fields magnetic 614 media report state magnetic 573 media reporting magnetic 22 573 state magnetic 487 xii media reports magnetic 575 organization of magnetic 572 printing magnetic 404 media producing annual reports on mag395 netic media producing Quarterly reports on 386 magnetic menu tree view 29 menu bar 29 menus 28 method direct deposit 55 multi company definition 6 multi city multi state information 187 multi city multi state information print 212 ing multi companies and year end 436 multi company 6 multi state information multi city 187 multi state information printing multi 212 city multiple
57. you must calculate the paycheck for each time transaction This is done by selecting and running this selection Calculate payroll Before this selection can begin calculating it must be told which categories 259 Passport Business Solutions of permanent deductions or earnings to invoke for that calculation run You use the next screen to enter your selections If you are using direct deposit there is a field that determines if direct deposit processing is being done for the check run following this calculate Select Calculate payroll from the PR menu The following screen displays 2 Calculate payroll Company 00 XYZ Company File Tools Payroll criteria Enter the frequencies of employee permanent deductions earnings to be taken on this run This pay period x M Daily Weekly Bi weekly Semi monthly Monthly l Quarterly Ist vacation check M All l Daily Weekly Bi weekly Semi monthly Monthly Quarterly 5 2nd vacation check M All l Daily Weekly Bi weekly Semi monthly Monthly Quarterly 3rd vacation check M All l Daily Weekly Bi weekly Semi monthly Monthly Quarterly z 4th vacation check M All M Daily Weekly Bi weekly Semi monthly Monthly Quarterly Commission Pay frequency None x From To m Payment date for this payroll run 0170272009 Process print direct deposit register V lt F5 gt All
58. 17 Field Text Row 12 Column 12 Text Enptoyer 1DA 2 relai 2m hte ery 2H Erta hth pp Suppress N Aval lable oer Fm used Fid Description 4 Description 1 Employer name 5 Federal ID number 2 Address 1 7 Quarter number 3 Address 2 4 Quarter ending date 4 Address 3 3 Quarter year 5 Tax rpt ID number 10 Page nunber Field number to change C Pross CF1 to view report 476 Passport Business Solutions Press lt F1 gt to see how your text displays on the report Now press lt Enter gt at Field number to change to return to Field ready to select another field Next you learn how to delete text and change its location or content Changing or Deleting Text To delete a text or change the location or wording of a text you have entered get to the text screen by pressing lt Enter gt at the blank Field field The following screen displays Quarterly report formats Header area XYZ Company Format 11 Example Format Header area rows 1 through 17 Field Text fun g Suppress Text previously entered Row Column Text Suppress Fle d 12 12 Employer De N Enter row from 1 through 17 A window shows information on the text already entered To delete a piece of text enter its row and column number then press lt F3 gt when prompted to do so To change the wording of the text enter its row and column number select Field 4 and ente
59. 3 Employer address 2 A 25 This is the second address line for the employer as entered in the Payroll Control File 4 Employer address 3 A 25 This is the third address line for the employer as entered in the Payroll Control File 5 Empr name entered A 44 This is the employer s name entered as a parameter when outputting the magnetic media report 6 Empr address entered A 35 This is the employer s address entered as a parameter when outputting the magnetic media report 7 Empr city entered A 20 This is the employer s city entered as a parameter when outputting the magnetic media report 8 Empr state entered 650 Passport Business Solutions A 2 This is the employer s state entered as a parameter when outfitting the magnetic media report 9 Empr ZIP code entered A 10 This is the employer s ZIP code entered as a parameter when outputting the magnetic media report 10 Empr ZIP First 5 digits A 5 This is the first 5 of the employer s ZIP code entered as a parameter when outputting the magnetic media report 11 Empr ZIP Last 5 chars A 5 This is the last five characters of the employer s ZIP code entered as a parameter when outputting the magnetic media report 12 Foreign address indicator A 1 Y This field indicates whether the employer s address is foreign or not It has two single character values one value indicating that the employer s address is
60. 4 Press lt Enter gt in Field 5 Example 6 Record length Enter the record length for this magnetic media format All records output for the report have this length The record length is given in the magnetic media reporting specifications provided to you by your state agency Record length does not include the optional CR LF specified in the next field If you answer Y to Field 7 the actual record length will be two characters longer than what you enter here If 490 Passport 3 Business Solutions mA you want a record length of 512 and you are select Y to field 7 then enter 510 for the record length Format 999 Example Type 128 7 End each record with CR LF Carriage return Line feed Answer Y to append carriage return and line feed characters in that sequence to the end of each record in the report file Answer N to not append The magnetic media reporting specifications provided to you by your state agency specify whether this is to be done or not Format One letter either Y or N Example Type Y Field number to change Options Make any desired changes For an existing entry you can use one of the options lt F1 gt For the next existing format lt SF1 gt For the previous format Press lt Enter gt for the next entry screen which displays as follows Enter the following information 8 Employee names are entered If you enter your employees names with the personal name first
61. 6 2 15 Employee soc sec pct Enter the employee s share percent of social security tax Format 99 99 Example Type 6 2 103 Passport Business Solutions 16 Maximum soc sec wages Options Enter the current maximum amount of wages subject to Social Security lt Enter gt For no maximum Format 99999 99 Example Type 72600 WARNING The value you enter in field 16 is used as a maximum cutoff amount when calculating social security and for creating Printed and Mag netic W 2 Forms If you process W 2s after your first check run for the next year this value must represent the correct value for the year that you are processing W 2 Note Forms for You may not have any employees that reach the maximum before you proc ess your W 2 s but if necessary change to the new maximum before your first check run Then change it back to the previous year maximum just before the processing of W 2 s Change it back to the current year amount after processing W 2 s 17 Empr soc sec exp acct Options Enter the number of the expense account that accumulates employer social security tax expenses For variable cost center Refer to the Account Numbers lt F5 gt section Your standard account number format as defined in Com Format pany information Example Type 6100 then press lt F5 gt 18 Empr soc sec liab acct Options Enter the number of the account that accumulates the employer portion of so
62. 999 This field prints the total number of pages on either the first last or all pages of your report 3 Number of employees 5 9999 This is the total number of employees printed in the Employee area of the report 4 Gross pay 16 999999999 99 This prints the grand total of employee gross pay for all employees printed on your report 5 Total hours 14 9999999 99 This is the grand total of regular overtime and special hours for all employees printed on your report 6 Total SUI gross 16 999999999 99 This prints the grand total of SUI gross amounts for all employees printed on your report 7 Total SWT gross 16 999999999 99 This prints the grand total of SWT gross amounts for all employees printed on your report 8 Total OST 1 gross 16 999999999 99 This prints the grand total of OST 1 gross amounts for all employees printed on your report 9 Total OST 2 gross 16 999999999 99 This prints the grand total of OST 2 gross amounts for all employees printed on your report 10 Wages over SUI max 16 999999999 99 604 Passport Business Solutions This prints the grand total of wages over SUI maximum for all employees printed on your report 11 Wages over FUI max 16 999999999 99 This prints the grand total of wages over FUI maximum for all employees printed on your report 12 Total base weeks 6 999 99 This prints the grand total of base weeks for all employees printed on your report 13
63. AND REPORT This option is only available if you are using the direct deposit Electronic payment method as set in the PR Control information You must be licensed for Payroll ACH Direct Deposit in order to use the Electronic payment method There are two possible statuses for an ACH employee Pre Notification and Normal e A Pre Notification means that you are notifying the bank that there are new employees or changes to existing employee s bank account information when using ACH payments This gives your bank time to verify the routing and bank account numbers before you do your next check run e A Normal status means that the account has gone through the pre notification process with your bank and it is now OK to make a payment to the employee via ACH electronic proc essing This utility is used to create an ACH file of Pre Notification employee bank accounts or to update an employee bank account Pre notification status from Pre note to normal You can also report Pre notification bank accounts using the Checks function You are not required to use this utility to report Pre notification bank accounts The advantage of using this utility is you do not have to wait to print checks to report the Pre note accounts to your bank However you should give your bank people ample time to verify the pre notification accounts and update the status to normal before you do your next check run Otherwise you will report the same Pre note accounts a sec
64. Adjustments for pay being distributed to various accounts In other contexts the cost center or one segment of it assigned here can be used in combination with main and subaccount in the Tax Tables selection to create a composite account number for payroll deductions Assigning employee wages to a cost center causes these expenses to be distributed to that same cost center 147 Passport Business Solutions Your standard account number format as defined in Com pany information Example Enter account 6000 000 Format Employee type Options Specify the employee type The three choices are Hourly Salary Non Employee An hourly employee is paid at an hourly rate A salaried employee is paid an amount that depends on the employee s salary and pay frequency Refer to the Pay frequency field Non employees can also be considered vendors and paid through the Accounts Payable package Both PBS Payroll and Accounts Payable can produce 1099 MISC reports for non employees and specified vendors Use one package or the other to produce your 1099 MISC forms Do not use both Format One option from the drop list box Example Select Salary Pay frequency Options Enter the pay frequency code for this employee The choices are Daily also called Miscellaneous by the IRS Weekly Bi Weekly Semi Monthly Monthly Quarterly Withholding tax is calculated according to the employee s pay frequency Do not change the pay frequency
65. Business exp re imbursements N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the non taxable portion of business expense reimbursements when there was also a taxable portion which should be included in FWT gross as an earning The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 140 Uncoll soc sec on term ins N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the uncollected social security tax on the cost of group term life insurance coverage in excess of 50 000 provided to former employees The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 141 Uncoll Medicare on term ins 641 Passport Business Solutions N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the uncollected Medicare tax on the cost of group term life insurance coverage in excess of 50 000 provided to former employees The Passport Busin
66. City b State 8 Fip code 7 Phone 0 3 30c sec B 9 Birth date 16 Marital status 11 Hire date 1 bast raise 13 Review date 14 lerminate date 15 Fp type 16 Pay requency 17 Work Comp clase 18 Home department 19 Salary 26 Wage account FIs next emplayre lt SF1 gt XYZ Company 21 Regular rate 27 Quertime rate 23 Special ratet Special W Compl Spec descriptiont 24 Special rale2 Special W Comp2 Spec description 25 Special rate Special W Comps Sper dese riptian3 26 Payment group 2 Vac hours due 28 Var haurs paid 29 Sick duespd hr 38 Pension plan 31 Distrib wages J2 W 2 ins premium 33 Can get tip CR prev coplayer lt Fiter gt Took up biy ruam Use this screen to work with both new and existing employees Options You have the following options on the character mode screen 139 Passport Business Solutions For the next employee on file in employee number lt F1 gt sequence lt SF1 gt For the previous employee on file Blank To look up the employee by name Ifan employee has already been entered for the employee number you enter or select by function key then that employee displays the cursor is positioned at Field number to change and you can change or delete that entry If you enter an employee number that is not already on file the cursor progresses through all the fields in sequence so you can enter information about this new employee
67. City History file The following graph represents the files involved with a Payroll payment run from the entry of Time worked or use of Standard payroll to the posting ajl e A En ar Te Cetcuiate Worked Time worted or Use Stanina Le OS m m Payroll VTD State amp i y Chy History OTD Hertary TO History History Pi _ in k aS a Hi n Cetikters Enployees to General atzar If Payroll is interfaced to the Job Cost package distribution information is also posted to the Job Detail file After the payroll information is posted the Time Transaction file is cleared of entries for all checks that were correct If some checks or direct deposit transactions were not correct and thus voided but not reprinted the entries remain on file 279 Passport Business Solutions Multi city and Multi state If you use multi city and multi state capability an employee will receive one check with the total amounts 280 Passport Business Solutions DIRECT DEPOSIT AND PAYROLL PROCESSING Direct deposit is an option that is set up in the Payroll Control Information Your choices are not use it to produce a Report only direct deposit or to use the Electronic payment for producing and ACH file direct deposit The direct deposit Report only method is a standard part of the Payroll module The Electronic payment Direct Deposit method is a separately licensed add on feature to PBS Payroll and
68. Column or Sequence number Options Enter the sequence number or column in which to generate this field or use the Option lt F1 gt To display the next field past line one lt F2 gt To insert a new line lt F3 gt To delete the current line Format Up to three digits 555 Passport Business Solutions Example Type 1 Your entry may not be greater than the width of the form At Field number field the screen displays as follows Master information Positive pay forms XYZ Company Form ID CSV Positive Pay CSV Format Field group Header Line number 1 Sequence number 1 Field number g uw wnme Conditional print Header Fields Fld Description Fld Description Fld Description Company report name 10 Transmission date Company display name Company address 1 Company address 2 Company address 3 Company bank name Company bank acct Company bank ABA Company phone number lt F1 gt next field on or after Line 1 column 1 The window that displays at the bottom of this screen shows the 10 fields available for printing from the Header group If you specify a Line or Totals group a window with different fields will display The line group has more fields than will display in the window To see the other fields press lt PgDn gt To return to a previous window press lt PgUp gt If you had previously selected any of these fields to print on this form an aster
69. Control Information Fourth Screen Extended Employer Fields 0 0 0 cc cece eee eeeeee eee 38 Passport Business Solutions CUSTOMIZING PAYROLL WITH CONTROL INFORMATION You use the Control information selection to set up the Payroll module for your business requirements The information you enter here will control various operations throughout this module Several screens are needed to contain all the information required None of the information is saved until the last screen is entered Like other selections Control information can be used to enter a new record add mode or alter an existing one change mode Be aware that you will normally use add mode only upon initial setup of your company and you will not be asked to enter another record e In change mode some fields are protected against change This feature is described in the Sys tem User documentation Select Control information from the Master information menu Three tabs are required for entering control information In character mode 4 screens are needed All the fields on the fourth character mode screen are on the second graphical mode tab 39 Passport Business Solutions CONTROL INFORMATION FIRST TAB SCREEN If you cancel your entry by pressing lt Esc gt before you have entered all the fields for all the screens none of your entries are accepted Using graphical mode the window along with the first tab dis
70. DESCRIPTION EQ equal to NE not equal to GT greater than LT less than GE greater than or equal to LE less than or equal to value Then enter the value that the dependent field must contain to complete the condition Press lt Enter gt to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field 25 characters alpha Format 999 999 999 99999 numeric MMDDYY date Example Not used in this case 557 Passport Business Solutions Fields With Multiple Conditions If you need to write a field to the positive pay file when either one condition or another is met define the field specifying the first condition as described above Then redefine the field using the same line number column number and field number After entering the field number the following message displays This field is already defined Do you wish to define a duplicate Answer Y to define the duplicate field and complete the definition specifying the other condition under which the field is to print This allows printing under one condition or the other There is no way to request printing when both conditions are true Alphanumeric Numeric Date and Literal Fields The remaining fields control how the data is written to the file The fields displayed depend on the type of field you selected in the 4 Field number field There are four different types Alphanumeric Fields These may contain any combination
71. Direct Deposit for the steps needed to use this feature A form file can be used with stub header stub lines and certain check fields Payroll comes with several predefined file forms These predefined forms are provided following a new PBS installation in Company 00 They are also available in export files and can be restored for additional companies MULTI COMPANY NOTE If you are using multiple companies and are using a company D other than Note 00 copy the PRFRMFOO EXP file replacing 00 with your company ID for each company Then do a restore of the file for each company using the file utilities When you enter a bank using the CTL Banks selection you must specify a positive pay form ID to be used The form must exist in the Form file The bank is associated with a cash account When you select Checks and select a cash account the form associated with the cash account in the bank will be used For a list of the predefined forms use the Reports General Positive pay forms selection If you select to use a different form you can make a copy of an already existing form and modify the copy You may also design your form from scratch An unlimited number of forms can be defined with this selection We suggest that you first become familiar with the predefined forms provided 549 Passport Business Solutions FORM DEFINITIONS Described below are definitions for certain terms used in this selection and in this chapte
72. For example when 1234 56 in a data field is transferred to the report field 999999 999 the result is 001234 560 The decimal point is shown for clarification in this example but does not actually appear in the report field since numbers are reported without punctuation in a magnetic media report file An integer field is transferred in the same way as the integer portion of a decimal field For example when 1234 in a data field is transferred to the report field 999999 the result is 001234 The integer part of a numeric data field is truncated on the left if it is too large for the integer part of the report field The decimal part of a numeric data field is truncated on the right if it is too large for the dec imal part of the report field Note Date Field A date field is transferred in the same manner as an integer field The list of employee data fields begins on the next page 618 Passport Business Solutions EMPLOYEE DATA FIELDS TYPE EF 1 TEXT Type Left Right Neg Total Special A 40 Y A40Y This field allows you to define the format of text for display in the report The maximum length of text that can be entered is 40 characters or the space allocated for the field whichever is smallest The space allocated for a field is calculated from the Beg and End fields by End Beg 1 The text entered can be suppressed This is done by answering Y to the suppress question and then specifying another fiel
73. Format 9999 999 99 Example Press lt Enter gt 4 Nonqual plan dists section 457 W2 box 11G This field is for reporting distributions from non qualified plans that are section 457 plans Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 5 Uncoll social security tax on tips W2 box 12A If you could not collect all the social security tax due on an employee s tips out of their paychecks then report this amount here Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 6 Uncollected Medicare tax on tips W2 box 12B If you could not collect all the Medicare tax due on an employee s tips out of their paychecks then report this amount here Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 7 Section 403 b contributions W2 box 12E This field is for reporting employee contributions to a deferred compensation plan according to section 403 b of the IRS code Follow the IRS W 2 instructions 416 Passport Business Solutions Options Enter the dollar amount or use the option
74. John The NOTE for field 7 also applies to this field 12 Employee last name A 25 This is the last name of an employee from the name as entered in the Employee file A name entered either as John A Doe or Doe John A returns the last name Doe The NOTE for field 7 also applies to this field 13 Street address A 25 This is the employee s street address as entered in the Employee file 14 City A 20 This is the employee s city as entered in the Employee file 15 State A 2 This is the employee s state as entered in the Employee file 16 ZIP code as entered A 10 This is the employee s zip code as entered in the Employee file 17 ZIP code First 5 digits A 5 This is the first five characters of the employee s zip code as entered in the Employee file 18 ZIP code last 4 digits A 5 Y 621 Passport Business Solutions This field is the last four digits of the employee s zip code as entered in the Employee file These four digits are then prefixed with a hyphen giving 9999 If the employee s zip code is entered as 99999 9999 or 999999999 or 9999999999 then this field displays 9999 in the report Fill text can be defined for this report field which is used when the last four digits of the employee s zip code are not all numeric Usually the fill text should be left blank 19 ZIP code Last 4 digits A 4 Y This field is the same as the previous one except the last
75. Magnetic media report list selection which is accessed directly from the Reports general main menu selection The Copy option allows an existing format to be copied to a new one This is useful when two report formats are almost the same and have only slight differences Use the Delete option to delete a magnetic media report format when it is no longer needed A format is sometimes called a layout For more information refer to the State Magnetic Media Reports Appendix Not all states require quarterly or annual reports made on magnetic media Note but many states allow such reports without requiring them 488 Passport Business Solutions fzzm GENERAL APPEARANCE Use this option to e Create a new format e Assign a name and description to it e Define its general characteristics such as how long each record is what record classes are included in the report and what the record types are for each included record class Select General appearance from the Magnetic media formats menu The following screen displays From this screen you can work with new and existing formats Enter the information as follows 1 Report format code Enter a code to identify this new or existing format Each segment of the code is required The first segment is intended to identify the state and the second segment to contain further identification such as the effective date or revision number Neither segment is validated and
76. Once this is done manual distributions can be entered for an employee s payroll adjustments depending upon the answer to the field Distribute wages in Control information e Ifthis field is answered Never then manual distributions are never entered e If this field is answered Always then manual distributions are always entered e If this field is answered Selectively then entry of distributions depends upon how the field Distribute wages _ is answered for an employee in the employee s record If this question is unchecked for an employee then distributions are not entered for that employee If this question is checked for an employee then distributions are entered for that employee Distributions can be entered for Job Cost only when manual distributions to General Ledger are being entered In the case of employee 5 the answer to the Distribute wages manually field in the Employee file is check marked Yes and you are not interfaced with Job Cost in this example so the screen for entering G L distributions is displayed as follows 320 Passport Business Solutions Graphical Mode New dit Save Save New elete Cancel Exit Select distribution Employee 4 Wilson Amold J Check 2085 Calculated gross 46 818 13 Gross pay 46 828 13 Empl type Salary Type Account _ Account Description __Hes Rate Distrib amount 2 Distribution oc T G L Account 6000 100 Sh Salaries and wages expense Percent
77. Or you may have an employee who performs maintenance as well as administrative duties In this case you could set up a special pay rate based on worker s compensation deduction codes You cannot enter regular pay and special pay on the same screen If you select Regular pay the special pay fields cannot be entered If you select pay type Special 1 9 special pay the cursor skips over the fields in Regular pay hours Temporary deductions earnings and Miscellaneous boxes Once you enter a special pay code you must enter the Special hrs field then a data selection window displays displaying special pay codes Refer to the Special Pay Codes section below for more information Format One digit The default is 0 Example Press lt Enter gt Pay salary Options If the employee type as recorded in Employees is salaried then the Pay Salary field can be entered If the employee type is Hourly only the Regular field can be entered 233 Passport Business Solutions Defaults all fields to their typical values For a salaried employee Pay salary is set to Y other wise Regular hours is set according to the employee pay frequency Holiday hours are set to the amount entered on the first screen lt F1 gt Vac accrued and Sick accrued are set to the amounts in the Employee record Wks worked is set to the number for the employee s pay frequency Pay prd start is set to the date entered on the first screen
78. PBS G L is not used If the 372 PBS G L is used If the 372 PBS Payroll starting 28 PCL 7 Plans 401 k 4 positive pay fields introduction to 670 forms list printing a 563 forms entering 551 generate 52 getting started with direct deposit and 659 header fields 671 introduction to forms for 549 line fields 672 setup 660 positive pay and ACH processing using659 both positive pay data file security 661 positive pay file name path and backup 667 xiv post 6 post checks 278 posting adjustments 331 adjustments printing and 331 voided checks 291 voided checks printing and 291 PR 6 PR control file 16 PR data files 16 PR distribution notes 374 Pre note ACH file and report 215 pre notification 7 premium report workers compensation 13 prep report 941 364 preparing to use Payroll 16 print check number on check 51 print company name on check 52 printer command language 7 printers 14 printers for checks using laser 270 printersk for direct deposit mailers using274 laser printing 1099 forms 441 1099 information 440 a list of extended fields 528 a positive pay forms list a year end Payroll report adjustments edit lists an employee change log and posting adjustments and posting voided checks and purging extended fields by employee name by employee number employee labels employee reports list of deductions earnings magnetic media reports multi city multi state information notes W 2 form
79. Passport Business Solutions Options Enter the employee s Empr medicare wages amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Empr medi tips This is the amount of tips on which the employer s contribution for medicare tax was calculated Options Enter the employee s Empr medicare tips amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero FUI gross Options Enter the FUI gross amount on which the employer s contribution to federal unemployment insurance was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero FUI wages FUI gross is the portion of wages paid up to the maximum wages on which FUI is calculated during the year If an adjustment will take an employee over the FUI maximum then only the amount needed to bring the employee to the maximum should be entered For example if an employee has earned 6 800 and an adjustment for 400 regular pay is entered then the amount to enter for FUI gross is 200 since the limit is 7 000 for FUI On the other hand FUI wages should be set to 400 since this field accumulates the total wages paid subject to FUI regardless of any maximum wage limit for FUI 310 Passport Business Solutions Options As in the field above enter the wa
80. Press lt F2 gt 42 Passport Business Solutions Hours in quarter Options Enter the number of hours in a work quarter or use the option lt F2 gt For 13 times the Hours in week Format 9999 99 Example Press lt F2 gt Hours in year Options Enter the number of hours in a work year or use the option lt F2 gt For 52 times the Hours in week Format 9999 99 Example Press lt F2 gt Yearly Payroll Calculation Yearly days This information is used to calculate payroll taxes based on IRS and state annual withholding tax tables Options Enter the number of work days in a year or use the option lt F2 gt For 260 Format 9999 Example Press lt F2 gt Yearly weeks Options Enter the number of work weeks per year or use the option lt F2 gt For 52 43 Passport Business Solutions Format 99 Example Press lt F2 gt Yearly bi weeks Enter the number of bi weekly periods per year used to figure withholding tax or use the option lt F2 gt For 26 Format 99 Example Press lt F2 gt Options Yearly semi months Enter the number of semi monthly periods per year used to figure withholding tax or use the option lt F2 gt For 24 Format 99 Example Press lt F2 gt Yearly months Options Enter the number of months per year used to figure withholding tax or use the option lt F2 gt For 12 Format 99 Example Press lt F2 gt Yearly quarters Options Ent
81. Quarterly report The design of this report is to reference the input fields from the report creation screen to the fields in the report and the 941 form 941 Preparation report XYZ Company Which Quarter rT Are wages tips or other compensation subject to social security or Medicare tax line 4 Section 3121 q Notice and Demand line 5e Current qrtr fractions of cents adj line 7 Current qrtr sick pay adj line 8 Current qrtr tips amp group term adj line 9 Total deposits amp prior qrtr ovrpaymnts line 10 COBRA premium assistance payments line 12a Number of individuals provided COBRA line 12b Enter the following information Which Quarter Are wages tips and other compensation subject to social security or Medicare tax line 4 Section 3121 q Notice and Demand line 5e Current qrtr fractions of cents adj line 7 Current qrtr sick pay adj line 8 Current qrtr tips and group term adj line 9 Total deposits and prior qrtr ovrpayments line 10 COBRA premium assistance payments Line 12a Number of individuals provided COBRA line 12b Make any needed changes and press lt Enter gt to continue The Company address is from Payroll Control information 364 Passport Business Solutions The Printer selection screen will be displayed Choose to print the 947 Preparation Report to a Company information printer Windows printer Print to disk or Display on the screen If you choose to
82. The Valid G L Accounts file is used by Payroll to ensure that every G L account entered into the system is a valid account refer to the Valid G L Accounts chapter of the System User documentation Enter your cash accounts using Cash accounts The Passport Business Solutions software allows you to use an unlimited number of cash accounts These must also have been entered in the Valid G L Accounts file refer to the Cash Accounts chapter of the System User documentation Enter Payroll control information using Control information The information in the Payroll Control file controls how Payroll is used by your company For example you specify whether or not you want your company name printed on paychecks etc Be 18 Passport s Business Solutions DESCRIPTION sure to set the field PR is in setup mode field to checked or Y refer to the Control Information chapter Enter codes for deductions and earnings using Deductions Earnings Deduction and earning codes define deductions and earnings that affect an employee s wages Codes for all possible employee deductions and earnings except wages and withholding taxes should be entered Examples of deductions are insurance charitable donations and savings bonds as well as 401 k deductions Earnings include entertainment allowances travel subsidies commissions meals tips bonuses etc refer to the Deductions Earnings chapter Enter the federal and appropri
83. USA Field number to change One letter either Y or N The default is N even when a me foreign zip or state has been entered Example No example is given Make any changes needed Press lt Enter gt to continue with the next screen 397 Passport 3 Business Solutions maA Enter the information as follows Options 11 Employer fed ID For the tax ID number from the federal tax record available only if the tax ID number in the federal tax Se record is entered as nine digits in one of the formats 99999999 999 99 9999 or 999999999 Format 999999999 Example No example is given 12 Employer state ID Options Enter the employer s state withholding tax identification number or use the option For the tax ID number from the state tax record avail lt F2 gt able only if Field 4 corresponds to at least one entry in Tax tables Format 15 characters Example No example is given 13 Employee rpt name sequence This field is skipped unless the format you are using as defined in Magnetic media formats includes the field RF 031 Employee report name sequence Enter F to specify that employee names are reported with first name first or enter L to specify that employee names are reported with last name first 398 Passport Business Solutions When you include employee names in a magnetic media report you can choose from a variety of formats Some states require notification of how
84. You can select the row you want by pressing lt Up gt lt Down gt lt PgUp gt lt PgDn gt lt Home gt and lt End gt You can add a new row at the existing location by pressing lt F2 gt The remaining rows will scroll down by one line You can delete the existing row with lt F3 gt Distribution Tab You can have more than one entry for the same account This lets you enter different distributions for overtime pay at varying rates 243 Passport Business Solutions Entries are not required to be in any particular sequence For instance you could distribute half the regular hours then all the overtime hours then the other half of the regular hours A running total shows the amount of each type of pay remaining to be distributed The possible types depend on whether the employee is salaried or not Enter the distribution information as follows Type Options Enter one of the following values for the type of distribution Note that hourly employees includes salaried employees who are paid hourly The options for hourly employees are Regular Overtime Special The options for salaried employees are Salary Overtime Special To exit from distributions press lt Esc gt If you do this while any pay of any type remains undistributed you will see Amount remaining to distribute do you wish to delete the entire entry If you answer Yes you will have to re enter the entire entry not merely its
85. a pre notification status If you select a check mark then the direct deposit amounts will be processed during the check run For ACH Electronic direct deposit this means the direct deposit amounts are processed the ACH file is created and the direct deposit register is printed For Report only selecting a check mark determines that direct deposit amounts are processed and the direct deposit register form is printed If either case if no check mark then the full pay amount will print on the checks regardless of the direct deposit setup Format Check box checked indicates yes and unchecked is no Example Select check box The screen should now appear as follows 264 Passport Business Solutions fezzma P Calculate payroll Company 00 XYZ Company file Toos Payment date for this payroll run i 1270272008 ES In character mode the following screen displays In graphical mode you may select Cancel to return to the menu and not process payroll In character mode select the lt Esc gt key When you select OK in graphical mode or press lt Enter gt there will be a period of processing as the payroll is automatically calculated 265 Passport Business Solutions At the end of processing three reports are printed These are the Time Worked Register Payroll Register and Deductions Register The Deductions Register shows voluntary deductions and does not print if no voluntary deductions were calculated
86. accrue or use the option 238 Passport Business Solutions To accrue the sick hours using the method specified in sie Employees Format 999 999 Example Press lt F2 gt The following message displays only if the employee is not due to accrue sick time yet i e the pay period ending date for this transaction is before the employee s sick hours due date Sick hours start accruing mm dd yy Press lt Enter gt to accept lt F2 gt to change Press lt F2 gt to change the entry or lt Enter gt to override the limit Adv vac wks Enter the number of weeks of advance vacation pay up to 4 weeks to pay the employee You can press lt Enter gt to leave this field blank If the number of weeks of advance vacation pay plus the number of vacation hours entered in the Vacation field is more than the vacation hours due as entered in the Employee file a message displays as in the Sick accrued field above and is handled in the same way Four weeks of advance vacation pay is the maximum that can be paid at a time to an employee A separate check is printed for each week of advance vacation pay Any vacation hours entered above in Vacation field are part of the employee s regular paycheck Format One digit Example Press lt Enter gt Work units Companies in states which base workers compensation premiums upon the number of work units such as employee weeks employee days etc must enter here the number of work unit
87. an annual report this field would have the value 12 000 80 FUI max wages N 5 2 Y Y This field is the annual maximum wage for Federal unemployment insurance calculations Federal unemployment insurance is only calculated on an employee s income up to this amount 81 FUI wages over max N 8 2 Y Y This field is calculated by subtracting field 78 from field 79 82 FUI tax N 5 2 Y Y This is the employer s Federal unemployment insurance tax expense based upon an employee s earnings for the reporting period 83 SWT gross N 8 2 Y Y This is the total of an employee s earnings for the reporting period subject to state withholding tax 84 YTD SWT gross N 8 2 Y Y This is the year to date total of an employee s earnings subject to state withholding tax 632 Passport Business Solutions For example if the employee s SWT gross was 3 000 for each quarter this field would be 3 000 for quarter 1 6 000 for quarter 2 9 000 for quarter 3 and 12 000 for quarter 4 For an annual report this field and the previous one are the same 85 State income tax withheld N 6 2 Y Y This is the state income tax withheld from an employee s earnings for the reporting period 86 OST 1 description employee A15 This field is the description of OST 1 entered in a state tax code record OST 1 is other state tax 1 An employee can have two other state taxes This field makes the description for the first one
88. and special X distributions the calculations are made in terms of the number of overtime or special hours times the appropriate rate overtime or special The dollar amount entered for a particular distribution does not have to equal the hours times the rate entered Hours and dollars can be distributed independently providing extreme flexibility in making adjustments to quantities in various payroll files Format 99999999 99 Example Type 2500 If you want to delete the distribution press lt Esc gt You can then re enter the entire distribution line With all 48 hours of the regular hours distributed the Reg hrs remaining at the bottom of the screen shows zero so you can exit from the distribution of this adjustment If Job Cost is used Note If you are not using Job Cost skip this section 324 Passport Business Solutions If you are interfacing to Job Cost in the previous case the following screen displays for distribution to G L accounts or jobs rather than the previous distribution screen that was shown Graphical Mode ie dit Save Save New Delete Cancel Exit Select distribution Employee 4 Wilson Amold J Check 2085 Calculated gross 46 818 13 Gross pay 46 828 13 Empl type Salary Job Cost item Type Account Account Description Hrs Rate Amount iG Distribution hng ord nl tel GA Account aA Hours it 4 Amount a ntity Foei Un Regular hours remaining 999 00 Regular pa
89. are printed in order by employee number within each department and by department number After the mailers are printed you are asked if they are correct This is a precaution in case printer failure destroys some mailers If you respond that the mailers are not correct you are asked whether to void all mailers or void selected mailers When you select to void one or more mailers then these payments will not be written to the ACH file For hourly employees the overtime and a special rates may print on the mailer See the Print overtime special rates on stub field in the Control information chapter If you choose to void any mailers you prevent any distributions for those mailers Follow the screen instructions If mailers are reprinted each mailer printed previously with the same department employee number mailer date and mailer number is considered void by the package When the Payroll Direct Deposit Register prints the ACH file is generated Press Cancel or lt Esc gt print check register and post distributions When the mailers have been printed you are ready to post the transactions For a description of the register see Post Checks and ACH Transactions Please mount regular paper on printer Check the box or type DONE in character mode after you have mounted the regular paper Using Laser Printers Follow the guidelines below when printing checks or mailers with a laser printer 277 Passport Business Solutions
90. as physical reports or on magnetic media Select Print 1099 information from the Year end menu Starting employee and Ending employee Options Enter the range of employee numbers for whom to print 1099 information or use the option lt F2 gt For the First or Last employee number on file Format 9999 at each field Minimum 1099 reportable amount required Enter the threshold amount for annual non employee gross earnings You are required to include on the 1099 report all non employees who earned more than this threshold All non employees are included on the report even those below the threshold The ones below the threshold are marked with asterisks so you can review them They will not be included in the 1099 forms themselves either on paper or on magnetic media Format 99999999 99 Example Type 60 Any change Answer Y to re enter the screen or N to print the 1099 Information Report 440 Passport Business Solutions PRINTING 1099 FoRMS If you have no entries in Employees with the employee type non employee skip this section The Print 1099 Information section explains non employees We recommend that you run that selection and review the resulting report before running this one 1099 s like W 2 s can be printed either as paper documents or as magnetic media This section deals only with paper The next section describes the magnetic formats Select Print 1099 forms from the Year end menu A
91. at each field Example Press lt F2 gt at each field for a range of First through Last Starting employee name and Ending employee name Enter the range of employee names for this label printing Format 25 characters at each field Example Press lt F2 gt at each field for a range of First through Last 3 Department Options Enter the department for which you want these employee labels printed or use the option Follow the screen instructions lt FS gt To print employees for All departments For the null department blank if department is defined lt gt L i Enter as alphanumeric zero if defined as numeric Format 9999 Example Press lt F5 gt 4 Include non terminated Answer Y if you want to include non terminated employees Format One letter either Y or N Example Type Y 210 Passport Business Solutions 5 Include terminated Answer Y if you want to include terminated employees Format One letter either Y or N Example Type N Field number to change After making any needed changes press lt Enter gt to print the labels or to obtain a count if that is what you requested in Field 1 Mount labels on the printer and then type DONE Choose a printer Enter the number of columns of labels to print when asked 1 for one across 2 for two across labels Any change displays after this question to allow you to change your answer Next Print label alignment displays Answer Y
92. available for reporting 87 OST 1 gross employee N 8 2 Y Y This field is the amount of the employee s pay subject to other state tax 1 up to the maximum amount on which this tax can be assessed 88 Other state tax 1 N 6 2 Y Y This field is the amount contributed by the employee for other state tax 1 89 OST 2 description employee A15 This field is the description of OST 2 entered in a state tax code record OST 2 is other state tax 2 An employee can have two other state taxes this field makes the description for the second one available for reporting 90 OST 2 gross employee N 8 2 Y Y This field is the amount of the employee s pay subject to other state tax 2 up to the maximum amount on which this tax can be assessed 91 Other state tax 2 employee N 6 2 Y Y This field is the amount contributed by the employee for other state tax 2 92 OST description employer 633 Passport Business Solutions A 15 This field is the description of employer OST entered in a state tax code record Employer OST is other state tax paid by the employer not by the employee This field makes the description of this employer tax available for reporting 93 OST gross employer N 8 2 6 6 This field is the amount of the employee s pay subject to employer other state tax up to the maximum amount on which this tax can be assessed 94 Other state tax employer N 6 2 Y Y This field is the amou
93. aware that the record type is not automatically emitted to the record You have to define it as text along with all the other fields in that record e You must assign a name to each type of record so that the programs can recognize it on the different screens where it is referenced The state recognizes the records by a certain code which it expects to find in certain positions of each record We strongly recommend that you make these two names be the same This is not however a requirement and may not even be possible if the state s code is more than three characters long The following example illustrates the use of record types Many states base their formats on the Federal magnetic media format for diskettes In this case employee information is reported in supplemental records There are two supplemental records They are identified by the characters 1S and 2S at the beginning of each record Therefore in this case the record class EMPLOYEE contains two record types The first record type is for the 1S supplemental record and the second record type is for the 2S supplemental record If a state format also required the usual employee information records per the Federal W 2 report the EMPLOYEE record class contains 5 record types 1W 2W 3W 1S and 2S in that order Identifiers 1W 2W and 3W are for the three usual employee records for Federal W 2 reporting Record Classes Contents The following items describe the kind of informa
94. before you can Note output a sample report Select Sample report from the Magnetic media formats menu A screen displays asking for the disk drive to which the sample report is to be written You are then asked to mount a diskette on the drive just specified The sample report is written to this disk drive in its current directory The file name of the sample report will be XXXXXXXX SAM where XXXXXXXX is the file name you entered in General appearance for the format After the sample report is finished you are asked to remove the diskette from the drive Because the sample report is a text file you can look at it with a program that displays a text file to the screen or you can use the selection Magnetic media report list on the Reports general menu to print the file 517 Passport Business Solutions Copy FORMAT If you have already created a magnetic media format that you want to keep and you are going to add another similar format use this option to copy the existing format Then make changes to the copy Select Copy from the Magnetic media formats menu A screen displays for you to enter the format code to copy from and the code to be assigned to the new format Enter the information as follows 1 Copy from report format Options Enter the code of the format you want to copy from or use the option lt FI gt For next magnetic media format lt SFI gt For previous magnetic media format Format T
95. box 12N Use this field to report uncollected Medicare tax on the cost of group term life insurance coverage generally above 50 000 that you provided to former employees including retirees Follow the IRS W 2 instructions Options Enter the dollar amount or use the option To set this field and all remaining fields to zero lt F2 gt Format 9999999 99 Example Press lt Enter gt 16 Excludable moving expense reimbursements W2 box 12P This field applies to employees who receive moving expenses that are excludable from income Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example Press lt Enter gt 17 Medical Savings account contributions W2 box 12R Options This field applies to employees entitled to exclude income deposited in a medical savings account Follow the IRS W 2 instructions Enter the dollar amount or use the option To set this field and all remaining fields to zero lt F2 gt Format 9999999 99 Example Press lt Enter gt 419 Passport Business Solutions 18 Adoption benefit reimbursements W2 box 12T Options This field applies to employees entitled to exclude certain adoption expenses from income Follow the IRS W 2 instructions Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 9999999 99 Example P
96. by State QTD YTD time worked report QTD YTD tips tips use meals and 79 13 10 135 99 568 80 156 74 49 561 54 256 227 219 255 357 355 13 50 50 xix totals area 480 defined 454 fields 604 file 577 group 577 intermediate 577 W 2 grand 434 totals group positive pay form definition550 totals positive pay 550 totals YTD 180 training support and 24 transactions described 8 Payroll 10 Transactions Purging Payroll 292 tree view menu 29 Type B before tax deduction code 79 Type C employer matching contribution 82 code Type D deduction code 72 Type E earning code 13 Type M meals code 89 Type S supplemental earning code 83 Type T tips code 91 Type W workers compensation code 84 Type X special tax code 87 type record 574 type 401 k elective deferral 80 types in report formats using record 577 classes and U union deductions report 13 353 units using work 566 UNIX or Linux magnetic 1099 forms 443 and upgrading from earlier versions 14 use meals and tips 50 use of Payroll regular 23 use Payroll preparing to 16 use this manual how to 26 user defined reporting state and 425 using customized Quarterly report for 381 mats using laser printers for checks 270 using laser printers for direct deposit 274 mailers using Payroll start 21 using record classes and types in report 577 formats using work units utilities file vacation pay
97. can use one of the options For the next cash account on file The lt F1 gt and lt SF1 gt lt FI gt options do not appear if only one cash account has been defined lt SFI gt For the previous cash account on file lt F2 gt For the default cash account in Control information Your standard account number format as defined in Com Format 5 pany information Example Press lt F2 gt Pay period date Options Enter the pay period ending date or use the option lt Enter gt For the date entered for the check date lt F4 gt To select a date from the date lookup Format MMDDYY Example Type 31405 Regular Pay Regular pay Enter the amount of regular pay or salary for this adjustment You cannot enter regular pay and special pay on the same screen Special pay must be on its own adjustment Format 99999999 99 Example Type 2500 Regular hours Enter the regular hours worked You can press lt Enter gt to use zero 300 Format Example If you enter a non zero number here for a salaried employee you can distribute to G L accounts by hours instead of by percentages of salary Refer to the section for the third screen Passport Business Solutions 999 99 Type 40 in this chapter Overtime pay Enter the overtime pay You can press lt Enter gt to use zero Format Example 99999999 Press lt Enter gt Overtime hours Enter the overtime hours worked Format Exa
98. center from the employee s wage account is used during posting All tildes dis lt F5 gt j f 3 play for cost center and varies by employee displays for account description Note If you use two cost center segments in your account number you can enter lt F5 gt in either segment If pressed in the first segment both segments of 72 SE E Ba Ml Business Solutions mA the employee s wage account are used Your standard account number format as defined in Com Format pany information Example Enter account 2040 000 The completed screen displays as follows nde Maka chang rt nex d o c Fiml mmber to change Earning Code Next enter the information for the earning code that displays on the following screen Enter the Code and Description fields as they appear below and select Earning for the Type field Enter the information as follows G L acct Options This account number is for the expense account for this earning lt F5 gt For varies by employee 73 Passport Business Solutions Your standard account number format as defined in Com Format pany information Example Enter account 6010 100 Exemptions from Taxes The Exempt from fields are used to control the calculation of various types of taxes A check mark answer indicates that this deduction is exempt from normal inclusion in the wage base on which the tax type FWT FICA FUI etc is c
99. choices displayed at the bottom of the screen are divided into two groups of employees e Hourly employees or salaried employees with non zero regular hours e Salaried employees with regular hours that are not equal to zero Options for hourly employees are Regular Overtime Special Options for salaried employees are Salaried Overtime Special Enter the distribution type or use the option lt Enter gt For the last distribution type entered 327 Passport Business Solutions Format One option from the list above Does not occur in this example because not using Job Example Cost G L Account This is the number of the G L account to which the number of hours or the percentage of pay is distributed Options Enter the account number or use the option lt F1 gt For the cost account for the cost item if for a job For the wage account number for this employee in the Employee file if not for a job Your standard account number format as defined in Com Format pany information Does not occur in this example because not using Job Example Cost Hours or pct If the employee is specified as hourly in the Employee file or is specified as salary but Regular hrs is non zero enter the number of hours to be distributed If the employee is salaried and Regular hrs equal zero enter the percent of the salary regular pay distributed Overtime and special hours are distributed on an hour
100. city state If this employee is subject to taxation by more than one state and or by more than one city check the box here For instance this might happen to employees who live in one state but work in another Home state and work state designations relate to the field SUI reporting method as defined in the SUI reporting method field in Control information The first state you enter in the State tax code field is considered the home state The work state is determined by what state is entered in the State field in Time worked Further particulars can then be entered for this employee Format Check box either checked for Yes or unchecked for No Example Select Enter for the default of unchecked City tax code Enter the city tax code that applies to this employee similarly to the state tax code Ifa city code is not used skip this field by pressing lt Enter gt Two characters for the city Format One character for the table Example Press lt Enter gt Entering Exemptions The following fields allow you to enter the number of exemptions claimed by the employee and an additional dollar amount The number of exemptions is multiplied by the annual withholding allowance you entered in the federal state or city tax table Then the dollar amount of the exemption entered here is added to give the total allowance By entering both fields complicated state and city tax situations can be handled For most states or cities y
101. column wide The current field is highlighted Use lt Up gt lt Down gt lt PgUp gt lt PgDn gt lt Home gt and lt End gt to move to the desired field Alternately you can enter a field number directly The table will scroll to that point Either way when you have selected the desired field press lt Enter gt to select it 390 Passport Business Solutions Format Two characters EF or EX followed by 999 Example No example is given 15 Did you pay wages for this reporting period Answer Y if you paid wages for the reporting period Answer N if you did not pay wages for the reporting period Format One letter either Y or N The default is Y Example No example is given 16 Did you have workers for this reporting period Answer Y if you had workers for the reporting period Answer N if you did not have workers for the reporting period Format One letter either Y or N The default is Y Example No example is given 17 Employee type Options The Social Security Administration requires that you identify the type of employee you are reporting Enter the employee type for the employees you are including in the report Your choices are Agricultural Household Military Medicare qualified government employee Railroad ax Ozu Regular i e all others Format One letter from the list above Example No example is given 18 Include employees with no wages Answer Y to include employ
102. contributed by the employee for Federal tax withholding This prints the employee FWT amount for all payroll checks posted for each employee for the quarter specified on your report 27 FUI 11 99999 99 FUI is the amount contributed by the employee for Federal unemployment insurance This prints the employee FUI amount for all payroll checks posted for each employee for the quarter specified on your report 28 CWT 12 999999 99 CWT is the amount contributed by the employee for city tax withholding This prints the employee CWT amount for all payroll checks posted for each employee for the quarter specified on your report 29 Reported tips 15 99999999 99 Reported tips is the amount of tips reported by the employee for a pay period This prints the employee reported tips posted for all payroll checks for each employee for the quarter specified on your report 30 Emp SS wages 15 99999999 99 Employee social security wages is the amount of the employee s wages subject to social security up to the maximum amount of wages on which social security can be assessed This prints the employee s social security wages for all payroll checks posted for each employee for the quarter specified on your report 31 Emp SS tips 15 99999999 99 Employee social security tips is the amount of the employee s tips subject to social security up to the maximum amount of tips on which social security can be assessed This print
103. delete the definition of a field it removes the contents of that field from each employee s record or from the Control file record in the case of employer data Two screens are required You begin by specifying whether you want to work with employer fields or employee fields You can then use the second screen to access as many extended fields as you wish each screen represents a single extended field Press lt Esc gt from the second screen to return to the first screen Press lt Esc gt from the first screen to the main menu Select Purge from the Define extended fields menu The following screen displays Enter the following information Select extended fields for Enter E to work with employer extended fields or R to work with employer extended fields 528 Passport Business Solutions maA Format One letter either E or R Example Type R Any change Answer Y to re enter the screen or N to continue to the second screen The following screen displays From this screen you can work only with existing entries Enter the following information 1 Ext field Options Enter the number of the extended field to be purged or use one of the options lt F1 gt For the next existing extended field lt SF1 gt For the previous extended field You cannot enter a number above 36 nor one that is already in use as the second half of a double length field Be careful not to purge any field while there
104. deposit mailers This field also determines if the data is viewable from the entry screens in Employees gt Enter If you do not want the social security number to print on checks and mailers also see the Incl Soc sec on check field Check the box to mask the numbers for printing and viewing Leave the box unchecked to print and view full social security numbers and bank account numbers Some reports forms and file outputs never have masked numbers These include quarterly reports quarterly and yearly mag media file generation year end W 2 forms including mag media and year end 1099 forms including mag media Format Check box checked is yes and unchecked is no Example Select lt Enter gt for the default of unchecked Encrypt export files Specify whether or not to encrypt social security numbers and bank account numbers when generating an export file using the standard or extended file utilities Check the box to encrypt the fields Leave the box unchecked to not encrypt The restore program will interpret the fields being restored to determine the encrypted state Whether or not they are encrypted and not matter how this field is set it will restore the data properly 45 Passport Business Solutions See Encryption Files and Fields for a list of data effected Format Example Encryption Files and Fields Check box checked is yes and unchecked is no Select lt Enter gt for the default of checked The fil
105. designing a very short form and had specified the first row for employee item printing to be 9 and the last row to be 17 the rows per employee item could not be larger than 9 17 9 1 9 Format 99 Example Type 1 9 Skip a row between employee items If the number of rows per employee item is 1 either answer Y to skip a row between line items double space them or N to print them single spaced If the number of rows per employee item is 2 or more this is automatically set to Y and cannot be changed Format One letter either Y or N Example Enter N 464 Passport Business Solutions 10 Split employee items between pages If the number of rows per line item is 2 or more answer Y if you want to allow employee items to be split between pages Or answer N to keep all information for an employee item on the same page If the number of rows per employee item is 1 Not applicable displays Format One letter either Y or N Example Automatically set to Not applicable 11 First row for totals area Enter the row number of the first row of the totals section If it takes more than one page to print an employee the totals area is usually left blank on all but the last page however the system is capable of printing page totals as well as report totals Options You can also use the option To float the totals after the last employee item printed lt F1 gt leaving two blank rows instead of printing them on a
106. digits are replaced with asterisks Select 401 k contributions from the Reports Employee Employer menu The following screen displays Enter the following information 1 By what date You can have the report print in either pay period date P order or check date C order The starting and ending dates that you enter below refer to the type of date you choose here Format One letter either P or C The default is P Example Press lt Enter gt 2 Starting date and 3 Ending date Options Enter the date range for which the 401 k Contributions Report is to print or use the option lt F2 gt For Earliest starting date or Latest ending date Format MMDDYY at each field Type 30105 as the starting date and 33105 as the end E 1 ice ing date 360 Passport Business Solutions 4 Show check detail Answer Y to see 401 k contributions for each check within the date range and by the date type Pay period or Check Answer N to see 401 k contributions within the date range and by date type summarized by employee Format One letter either Y or N The default is N Example Press lt Enter gt Field number to change Make any needed changes then press lt Enter gt to print the report Passport Business Solutions maA EMPLOYEE DEDUCTIONS EARNINGS REPORT This report shows total employee deductions and earnings for a specified pay period This report does not include deduction amou
107. during processing If you make changes to employee information temporary or permanent deductions earnings or payroll time entries you must run the Calculate payroll selection again before you print the payroll checks Payroll has a multi city multi state feature that calculates the taxes pro rated on fixed earnings fixed before tax deductions and fixed 401 k Note deductions If an employee s wages are for more than one city or state fixed earnings before tax deductions and fixed 401 k deductions are pro rated by the amount of wages for tax purposes 266 Passport Business Solutions Ezz Checks This chapter contains the following topics Producing OT ons cate wecicadaeislcsscenanceeeandoideninae aden Direct Deposit and Payroll Processing 0 2 2 267 Passport Business Solutions PRODUCING CHECKS Use the Checks selection to print payroll checks after you run Calculate payroll After the checks are printed the Payroll Check Register prints The payroll check information is then posted to the Payroll Distribution file the Employee file the Payroll History file the QTD History file YTD History file and the YTD state and city History file You can enter time transactions and print checks and post them up to the end of the 1st quarter in the new year For example assuming the year just ended is 2009 and the new year is 2010 In this case the Control file specifies that t
108. entering the same date range and same employee range for both reports the full data for the selected payroll transactions can be obtained Payroll history information can be optionally purged when printing Employee Payroll History 334 Passport 3 Business Solutions maA EMPLOYEE PAYROLL HISTORY REPORT The Employee Payroll History Report shows all payroll transactions and adjustments that have taken place within a specified period for a specified range of employee numbers Payroll transactions and adjustments include regular and special pay transactions advanced vacation and separate vacation transactions and adjustments Select Employee payroll history from the Reports Employee Employer menu of the PR menu The following screen displays Enter the following information 1 Starting date and 2 Ending date Options Date refers to either pay period date or check date as will be determined in Field 7 Enter the range of dates desired or use the option lt F2 gt For the Earliest at Field 1 or Latest at Field 2 date Format MMDDYY at each field Example Press lt F2 gt at both fields 335 Passport Business Solutions 3 Starting employee and 4 Ending employee Options Enter the range of employees who have transactions or adjustments to include in the report or use the option For the First at Field 3 or Last at Field 4 lt F2 gt employee in employee number sequen
109. exemption amount for employer OST then enter the amount of the exemption here Format 99999 99 Example Press lt Enter gt Added SWT An additional amount may be withheld from the paycheck at the employee s request over and above the calculated amount of the tax There are three ways of entering this information e As a percent of the taxable gross pay that is to be added The caption displayed is percent e Asa flat dollar amount The caption displayed is amount It is treated as the amount of addi tional tax withheld per pay period You can enter up to 7 figures including 2 decimal places As a surcharge The percent of the calculated tax is added to the calculated tax to arrive at a final tax amount The caption displayed is surcharge Enter the additional state tax to be withheld 99999 99 amount Peru 99 99 percent and surcharge Example Press lt Enter gt to default to zero Options ae To move between the three methods of data entry described above If the employee s state tax code specifies a gross wage cut off amount this percent is calculated on only the taxable gross pay over the cut off amount Note A negative amount or percent reduces the tax amount State tax credit Enter the annual dollar amount of the tax credit for which this employee is eligible or use the option 161 Passport Business Solutions If a percent is entered the amount of the credit calculated and deducted b
110. favorite forms supplier If you do not have one then you may call Passport for a recommendation Format Drop down list box Example Select Format 1 on blank stub Print check on The check number can be printed on the check on the stub or on both Enter Check Stub or Both check and stub 51 Passport Business Solutions Format Drop down list box with choices of Stub Check or Both Example Select Both Print comp name on check The company name as entered in Company information can be printed on the check Check the box if you want to print Format Check box checked is yes and unchecked is no Example Press the lt Space bar gt for the check mark Print overtime special rates on stub Specify whether or not to print pay rates on the employee s payroll check and direct deposit mailer stubs Check the box to print regular overtime and special rates on the stub When this field is checked the rates and the remainder of the data on the line will print in compressed mode See Check format to use and Direct mailer form When this field is not checked then only the regular rate will print for hourly employees and no rates will print for salaried employees Also when this field is checked e The regular rate and overtime rate will always print even if no hours are entered for those rates e The special pay rate is zero when no special rate transaction has been entered for the employee e Ifthere is more
111. field first All alphanumeric fields allow the same set of choices as shown in the screen above The maximum size of the field depends on the particular field chosen and is shown in the Quarterly Report Fields Appendix Enter the information for an alphanumeric field as follows 468 Passport Business Solutions 2 Row Specify the row where this field should print Format 99 Example Type 7 3 Column Specify the starting column in which to print this field Format 999 Example Type 14 4 Length to print maximum Enter the number of characters you want to print in this field up to the maximum number shown The maximum number shown is the size of that field as it is stored in the software You can choose to print all or part of the information in this field Format 99 Example Press lt Enter gt to accept the default of 25 5 Justify Here justify means to adjust characters within the space allowed Example This paragraph is left justified since the group of characters is aligned with the left hand margin There are no blank spaces between the left hand margin and the first character Example This paragraph is right justified since the group of characters is aligned with the right hand margin of the space that is there are no spaces between the right hand margin and the last character Options Your choices are To left justify R To night justify N For no justification to print the informat
112. fields when entering an employee record Additionally the hire and termination dates cannot be in the period covered by the magnetic media report This special entry field allows you to specify the text to use when the hire or termination date has not been entered or is not in the period covered by the report Fill text Enter the text to replace the hire or termination date shown in the title of the window when that field has not been entered or is not covered by the period being reported Usually this replacement fill text is blank A number of characters up to 40 equal to the length of Korma this field as shown by the beginning and ending position Example Does not occur in this example 506 Passport 3 Business Solutions maA Enter Y to re enter the window or Y to return to the main screen Any change Special entry windows was employed This special entry window is displayed for the following fields e EF 049 Was employed month 1 EF 050 Was employed month 2 e EF 051 Was employed month 3 Employee Fields 49 50 amp 51 are for use on quarterly reports They relate respectively to the first second and third month of the quarter and let you specify whether an employee was employed or paid wages for each month of the quarter Date in month Enter the date in the month used as a criterion for determining whether an employee worked or was paid wages for the month Format 99 Exampl
113. for a specified range of employee numbers and arranged by specific departments Select Employee leave from the Reports Employee Employer menu of the PR menu The following screen displays Reports Leave report XYZ Company Starting dept Ending dept By what date Starting date Ending date Starting employee Ending employee NO nau NE lt F2 gt First Enter the following information 1 Starting dept and 2 Ending dept Options Enter the range of departments that have vacation and sick time to include in the report or use the option For the first at Field 1 or last at Field 2 alee department Format 9999 at each field Example Press lt F2 gt at both fields 3 By what date You can have the report print in either pay period date P order or check date C order Format One letter either P or C The default is P Example Press lt Enter gt 342 Passport Business Solutions 4 Starting date and 5 Ending date Options Date refers to check date Enter the range of dates desired or use the option lt F2 gt For the Earliest at Field 4 or Latest at Field 5 date Format MMDDYY at each field Example Press lt F2 gt at both fields 6 Starting employee and 7 Ending employee Options Enter the range of employees who have vacation or sick time to include in the report or use the option For the First at Field 6 or
114. for any employee for whom you have entered a Terminate date using the Employees Enter function 59 Hire date 18 This prints the hire date for any employee for whom you have entered a Hire date using the Employees Enter function 60 Hire date if this qtr 18 601 Passport Business Solutions This prints the hire date for the employee that you entered in Employees Enter but only if the date falls within the quarter specified for the report 61 Term date if this qtr 18 This prints the termination date for the employee that you entered in Employees Enter but only if the date falls within the quarter specified for the report 62 Line number 7 9999999 This is a counter for the number of employee items printed For example for the first employee printed in the report the value of 1 would be printed for this field for the second employee printed it would be 2 and so on 63 SUI total wages 15 99999999 99 This is the total of an employee s earnings for the reporting period that are subject to state unemployment insurance The amount for this field does not cut off when the SUI maximum wage limit for the calendar year has been reached For example if the annual SUI maximum wage is 16 000 and the employee is being paid 2 400 per month then the SUI wages would be 7 200 for the first quarter 7 200 for the second quarter 7 200 for the third quarter and still 7 200 for the fourth quarter 64
115. for reporting on Federal W 2 forms It is an employee s deferred compensation under an arrangement covered by section 501 c 18 D of the Internal Revenue Service code The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 136 Deferred comp total N 7 2 Y Y 640 Passport Business Solutions This field is included mainly for use on annual reports although it can be used as a quarterly field It is the sum of an employee s deferred compensation plan contributions 1 e fields 130 132 133 134 and 135 above 137 Non taxable sick pay N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field Non taxable sick pay is a field required to be reported on Federal W 2 forms The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 138 Tax on excess parachute pmts N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the excise tax on excess golden parachute payments The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 139
116. for the number The maximum size of Gross pay is 99999999 99 Using commas it becomes 99 999 999 99 and using parentheses to show a negative value it becomes 99 999 999 99 A count of all the digits commas and parentheses reveals that the longest field size possible for Gross pay is 15 Longest Form Longest form means the longest possible form that a numeric field can take when printed It shows the appearance of the field when printed at its longest field size Longest form is not listed for alphanumeric fields because their printed form does not vary their content is always printed but the printed form of numeric and date fields vary according to your specifications When you select a numeric field to print you have control over the use of commas the number of digits printed to the left of the decimal integers the number of digits printed to the right of the decimal decimals and how to print a negative value for the field The longest form for any numeric field is printed when you choose e The maximum of integers for the field e The maximum of decimals if it has decimals e To use commas e To print a negative value using parentheses if the number can contain a negative value For the example above Gross pay the longest form is depicted as 99 999 999 99 If the longest form shown for a number lacks the parentheses that indicates that the number cannot ever be negative For instance the longest form for Page nu
117. for the pre notification accounts Enter the date to be used for the employee pre notification ACH records Format MMDDYY Example Type 30208 4 Company ACH bank code Enter the bank account code for which you are reporting The bank information will be written to the ACH file Format 4 characters Example Enter 1 Field number to change Make any changes or select Enter to generate the ACH file or update the bank account records 216 Passport s Business Solutions EmA 217 Passport Business Solutions Time Worked This chapter contains the following topics Recording the Time Worked oc cccssscccncasesssacedimnsadesaacna Attendance Worksheet 20 2 0 00 ccc c cece cece ccccceccceeees Standard Payroll eresse nade edna seen ies Gedeepeounace Entering Time Worked 2 0 22 202s2cc0cccccncescnsneuhesocecancs Pirie Time Worked Edit List oooi 218 Passport Business Solutions RECORDING THE TIME WORKED Use this selection to enter records of time worked by your employees When you have finished entering time worked use Calculate payroll to calculate the check amounts for each of your employees With this selection you can Print a payroll attendance worksheet Attendance worksheet This lists employees eligible for pay this pay period with spaces for writing down the information to enter in the computer This worksheet helps you organize and prepare your payroll information
118. for your site W 2 fields area employee area Quarterly report header area totals attendance worksheet automated clearing house available fields list available fields list headings B B before tax deduction code Type bank changes following initial direct deposit setup employee additions or bar menu base inclusions in taxable basic information for employees enter ing basis D or L calculation basis P calculation benefit supplemental box 13 check marks W 2 computed C 402 395 489 462 413 479 467 480 220 2 581 615 79 665 29 80 138 568 569 421 C employer matching contribution code 82 Type C R calculate direct deposit processing calculating earnings deductions and taxes calculating state withholding tax calculation basis D or L calculation basis P calculation Payroll calculations Payroll calculations setting up Payroll calendar year operations checklist cash account cash accounts file catchup 401 k center cost change log printing an employee character check format to use check formats check lines group positive pay form definition check marks W 2 computed box 13 check number print on check check printing check reconciliation check register history report 12 264 258 568 568 569 11 259 95 36 268 16 108 214 51 269 550 421 iii checklist calendar year operations 36 daily operati
119. four digits of the employee s zip code are not prefixed with a hyphen 20 ZIP code Last 5 A 5 This is the last five characters of the employee s zip code as entered in the Employee file 21 FIPS numeric state code emp N 2 Y FIPS is an abbreviation for Federal Information Processing Standard Part of this standard assigns numeric codes to each state This field is the standard numeric code for the employee s state and is obtained by using the two character state abbreviation in the Employee file In the Passport Business Solutions Payroll module these FIPS numeric codes are stored by state abbreviation Fill text can be entered for this field When the employee s two character state is not a valid postal abbreviation the fill text is used for reporting this field 22 Social security as entered A 12 This is the employee s social security number as it is entered in the Employee file 23 Social security 9 digits A 9 Y This field is the employee s social security number from the Employee file with any punctuation removed For example if entered as 999 99 9999 it is converted to 999999999 If it is entered as 999999999 it is treated as a valid social security number Fill text can be entered for this field which is used when the result of the conversion is not numeric 24 Soc sec 1st 3 digits 622 Passport Business Solutions A 3 Y This field is similar to field 23 except that
120. from the wages the employee receives and the employer can report the employee s total compensation on the W 2 form at the end of the year When an employee receives tips and is being paid less than minimum wage the difference between the wage and the minimum wage is called the tip credit according to the Fair Labor Standards Act Employer FICA FUI and SUI contributions are calculated using reported tips as opposed to the former practice of using tip credit Format Check box checked is yes and unchecked is no Example Press the lt Space bar gt to check the box Current payroll year Enter the current year for which payroll checks are being printed This field will be updated automatically to the new year when you run Close a year from the Payroll menu After you have started calculating payroll printing and posting payroll payments you should never change this date Format 99 Example Type 15 PR is in setup mode When first installing Payroll answer Yes with a check mark After you have completed setting up Payroll set this field to No by leaving it unchecked 50 Passport Business Solutions This field is provided so that you can enter information into Payroll regarding the amounts you have paid to each employee this calendar year prior to installing the software Refer to the Getting Started chapter Format Check box checked is yes and unchecked is no Example Select lt Enter gt for the default of uncheck
121. help to see how the net pay is computed BUTAN Regular Pay Union Deduction Loan Deduction Garnish Deduction Permanent Deductions Other Deductions Social security Permanent Earnings Medicare Other Earnings not including Tips and Meals FWT Options Make any needed changes or use the option lt F1 gt To review the entries for the second screen Press lt Enter gt to view the distribution screen 319 Passport Business Solutions MANUAL DISTRIBUTIONS TO GENERAL LEDGER Adjustment transactions are distributed to General Ledger for regular hours and pay overtime hours and pay and special hours and pay The distribution screens in this selection are essentially the same as those for Time worked The only significant difference is that Adjustments lets you manipulate the hours and the dollar amounts independently of one another and requires both to balance before letting you exit the screen Whether or not you enter manual distributions to General Ledger is determined by how you have set up your Payroll system When setting up Payroll the system should be put into setup mode by selecting a check mark Yes to the field PR is in setup mode in Control information In this case entry of manual distributions is always skipped and posting of G L distributions does not occur After setup the system should be taken out of setup mode by un checking the box to the above question
122. in box 14 of the W 2 form It is not necessary that the same information be entered in the same field for each employee For example an employee who commutes from out of state might have his other state tax entered in the top portion of Box 14 while his charitable contributions appeared lower down in the same box An employee who resides in state would have only a charitable contribution which you might want to place at the top of Box 14 Alternately you might wish for the sake of consistency to enter charitable contributions in Field 6 in both cases 426 Passport Business Solutions Format 15 characters 7 User defined W2 box 14 amount 2 If Field 2 is Y this field displays as Not applicable If Field 6 is not entered the cursor skips this field and it is left blank Otherwise enter the amount of whatever you have described in Field 6 You can enter zero Format 9999999 99 8 User defined W2 box 15 text If Field 1 is blank this field displays as Not applicable because what you are entering is Federal information not state This field is optional It is provided so that you can enter text in box 15 of the W 2 New Jersey requires the state employer registration number on New Jersey Note W 2 This number can be entered in this field Options Except for the first entry of the session you can also use the option lt F2 gt For the same text as the previous entry Format 18 characters Field number to chan
123. is any format still using that field in either Magnetic media formats or Quarterly report formats Format 99 Example Type 1 529 Passport Business Solutions 2 Field name 3 Type 4 Definitions and 5 Prompt These fields display for your information and have the same meaning as the fields of the same name in the Enter screen The cursor does not move to them and you cannot change these fields from this screen Ok to purge Options Answer N to re enter the screen or Y to purge the extended field definition There will be a period of processing as purging occurs No purge report is printed You can also use one of the options lt F1 gt For the next existing entry lt SF1 gt For the previous existing entry 530 Passport Business Solutions Jurisdictions This chapter contains the following topics Introduction to Jurisdictions acces secdanvess sdadapnessedsacnsensaioes Entering RA Submitter Information 00 0 02 0 02 Entering RE Employer s Information 2 2 2 Passport Business Solutions INTRODUCTION TO JURISDICTIONS The Jurisdictions selection enables you to define data used for year end W 2 magnetic media processing Here You define RA Submitter information and RE Employer s Information that will be part of the magnetic media file If you do not create W 2 magnetic media you can ignore this chapter 532 Pas
124. is checked A number of characters up to 20 equal to the length of Poemat this field as shown by the beginning and ending position 508 Passport Business Solutions mA Example Does not occur in this example When box is not checked Enter the code which indicates that the check mark field shown in the window title is unchecked A number of characters up to 20 equal to the length of POCEO this field as shown by the beginning and ending position Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows foreign address indicator This special entry window is displayed for the following field e RF 012 Foreign address indicator It allows you to specify the values that indicate whether the employer s address is foreign or not This field is used for the Federal W 2 magnetic media format and any state format that is based upon that format When employer address is in the USA Enter the value which indicates that the employer s address is not foreign Format One character Example Does not occur in this example When employer address is not in the USA Enter the value which indicates that the employer s address is foreign 509 Passport Business Solutions Ezz Format One character Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main scr
125. is the amount of the employee s wages subject to medicare up to the maximum amount on which medicare can be assessed plus the employee s reported tips subject to medicare up to the maximum amount of tips on which medicare can be assessed This prints the employee s medicare gross amount for all payroll checks posted for each employee for the quarter specified on your report 37 Emp medicare 597 Passport Business Solutions 11 99999 99 Employee medicare is the amount contributed by the employee for medicare This prints the employee medicare amount for all payroll checks posted for each employee for the quarter specified on your report 38 Empr SS wages 15 99999999 99 Employer social security wages is the amount of the employee s pay subject to an employer contribution of social security up to the maximum amount on which the employer contribution can be assessed This prints the employer social security wages amount for all payroll checks posted for each employee for the quarter specified on your report 39 Empr SS tips 15 99999999 99 Employer social security tips is the amount of the employee s tips subject to an employer contribution of social security up to the maximum amount on which the employer contribution can be assessed This prints the employer social security tips amount for all payroll checks posted for each employee for the quarter specified on your report 40 Empr SS gross 15 99
126. it must be a labor cost item The description of the cost item displays automatically Options Enter the cost item number or use the option lt F1 gt For the next labor cost item for the job Seven characters category Format 999 sub job not present in all cases 999 change order not present in all cases Example Does not occur in this example Distribution type Enter one of the following types of distributions Note that hourly employees includes salaried employees who are paid hourly The options for hourly employees are Regular Overtime Special The options for salaried employees are Salary Overtime Special Format One letter from the list above The default is the first pay type which is not yet completely distributed Example Does not occur in this example Passport Business Solutions Account Enter the number of the G L account to which the number of hours or the percent of salary is to be distributed Options Enter the account number or use the option To use the account for the cost item if the distribution is for a job lt F1 gt To use the account for this employee in the Employee file if the distribution is not for a job F Your standard account number format as defined in Com ormat pany information Example Does not occur in this example Hours or pct Sometimes pay is distributed by allocating a percentage of each type of pay to different accounts and
127. lt Enter gt again Number of holiday hours to take The number of hours you enter here determines the default number of holiday hours when entering each time transaction When entering time transactions you can default the transaction to its typical values When you do this holiday hours for the transaction are set to the value you enter here For a salaried employee the holiday hours are considered a part of the employee s regular salary Format 99 99 Example Press lt Enter gt Make any needed changes then press lt Enter gt or the OK button to continue If you do not want to enter time worked records select the Cancel button 229 Passport Business Solutions Graphical Mode In graphical mode the following screen displays 2 Time worked Company 00 XYZ Company File View Print Tools f Edit Save Save New Delete Cancel Edit distrib Exit Select time transactions by employee number End date 11 03 2009 Holiday hours 0 00 Frequencies All Pmt gip Dept i Emp Emp name State City Pay type General Employee aa al T Type Pay frequency Weekly State z lam al w a Pay type X Regular pay hours Temporary deductions earnings Miscellaneous Pay salary Separate Bop AE Deductions E arnings Amount check Wk worked 00 Regular 00 l p p Pay prd start IET Overtime 00 i Vac accrued 000 Holiday 00 F z Sick accrued 000 Sick 00 i Adv vac wks 0 Vacation 00 F Wo
128. maximum wages field in your state tax table using the Tax tables function 60 SUI 5 99 99 This is the percentage at which SUI is calculated also from your state tax table 61 Suppl benefit max wages 10 999999 99 This is the maximum employee annual wage amount on which supplemental benefits are assessed You entered this for the Suppl benefit max wages field in your state tax table using the Tax tables function 62 Supp benefit 5 99 99 This is the percentage at which supplemental benefits amounts are calculated also from your state tax table 63 System date 18 This date is obtained from your computer system at the time the report is printed 64 Dashed line 80 columns 80 This field prints a dashed line Jof 80 columns in length 65 Dashed line 132 columns 132 This field prints a dashed line of 132 columns in length 66 Empr name 25 This is your company name as entered in the Employer name field in Control information 67 Address 1 25 68 Address 2 25 69 Address 3 610 Passport Business Solutions 25 This is your company s address as entered in Address 1 Address 2 and Address 3 in Control information 70 Tax rpt ID number 15 This is the value that you entered for each tax code in the Tax rpt ID field in Tax tables Enter When you print a report using this field it prints the Tax rpt ID for the tax code that you have selected for the r
129. medicare w h x pct of medicare to adjust not to exceed max medicare adjustment Total exemption amount employee exempt SWT employee exempt SWT x state w h allowance amt Standard deduction the larger of min standard adjustment or SWT base work amount x yearly pay frequency factor x standard adj pct of gross pay not to exceed max standard adjustment Additional deduction the larger of zero or additional adjustment percent x SWT base work amount x yearly pay frequency factor employee SWT exempt x additional adjustment exemption value additional adjustment base deduction 100 SWT base work amount SWT gross wages up to gross wage cut off amt Calculation Basis P If you enter P as the calculation basis SWT is calculated in the following manner Added SWT If added SWT calculation method is by percentage supplemental earnings x suppl earn w h the larger of zero or SWT gross wages gross wage cut off amt x employee added SWT If Added SWT calculation method is simply an amount supplemental earnings x suppl earn w h employee added SWT State w h tax for the period tax from table using tax table income added SWT Note tax from table is already for the period If added SWT calculation method is by surcharge percentage total state w h tax state w h tax for the period state w h tax for the period x employee added SWT surcharge 569 Passport Busines
130. must send with your paper 1099 MISC forms to the IRS At year end you should produce Federal W 2 Wage and Tax Reports as well as any 1099 Miscellaneous Reports for the year just ended as soon as possible The software allows you to continue to process current payroll time transactions and any adjustments until March 31st of the new year The software does not allow you to process any checks dated later than this unless you first close the year for payroll Payroll history and quarterly figures are accumulated for checks processed for the new year dated before March 31st 409 Passport Business Solutions HIRE Act List UPDATE If you have employees that are eligible for the Hire Act refer to the Hire Note Act appendix 410 Passport Business Solutions fez PRINTING A YEAR END PAYROLL REPORT This selection prints the Year End Payroll Report that is used to verify the information that is printed on the W 2 forms If an employee has a term insurance premium the report shows the dollar amount that is added to the employee s FWT gross Social Security gross and Medicare gross when printing W 2 forms The following screen displays Print grand totals only Answer N to print a Year End Payroll Report prints for each employee and an accumulation report for employee grand totals If you answer Y to print only the latter The Employee to print and State to print will be set to All and the cursor w
131. not be asked for a drive letter when creating the file For all operating systems After IRSTAX has been created a summary information screen displays to show the grand totals The same information prints on the exception report This information is provided to you to help you complete form 4804 which you must send to the IRS with your magnetic 1099 report 446 Passport Business Solutions This screen may be printed in Windows by selecting lt Ctl P gt and then select a Windows printer In UNIX Linux select lt Sft F 10 gt to print the screen to the first printer entered in Company information 447 Passport 3 Business Solutions Close a Year This chapter contains the following topic Closme Cauca cn tae canoe ue AANA ET EIRIAN 448 Passport Business Solutions CLOSING OUT A YEAR This selection is used to clear i e to set to zero the following e Year to date YTD totals in the Employee file e Quarter to date QTD and year to date totals in the QTD and YTD History files The new year QTD amounts for the first quarter as well as the new year YTD amounts are maintained separately from the old year figures This is so you can continue to enter payroll transactions and to print and post checks during the transition period after the old year has ended but before all its year end reports have been printed Once all tax reports have been printed you should run this selection so that the
132. notification status or leave it unchecked no for normal Direct Deposit ACH status A Pre notification status means that checks will be written normally and when the ACH file is generated it will include the employee bank account with a zero dollar amount to deposit along with the bank routing number and bank account information This file is sent to your bank to verify the employee s bank routing number and bank account Once this verification is done the bank will notify you and you can then remove the Pre notification status Following the removal of the pre notification status when payroll checks are run the ACH file will be generated with the designated payment amount as per a normal Direct Deposit check run Format Check box checked means Yes and unchecked is No Example lt Space bar gt for check mark 166 Passport Business Solutions The initial setup of direct deposit or any subsequent changes to the fields on this screen initiates a pre notification setting for the employee bank account Overriding is not recommended When you have pre notification records for any employee you can either Note print checks with pre notification records as part of the ACH file or you utility is intended for reporting pre notification employee bank accounts only It also provides a feature that allows you to change the status of employee bank accounts from pre notification to normal Calculation method This is the calculation me
133. on which the employer s contribution to federal unemployment insurance was calculated The amount should not exceed the federal unemployment maximum wages entered in Field 27 of Tax tables for federal taxes Format 999999 99 Erini o set to zero by the lt F2 gt at the YTD gross YTD Work Comp grs Enter the year to date gross wages on which the employer s contribution to workers compensation was calculated Format 99999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field 182 Passport Business Solutions YTD suppl ben grs Enter the year to date gross wages on which supplemental benefit contributions are calculated The amount should not exceed the supplemental benefit maximum wages entered in Field 44 of Tax tables for state taxes Format 99999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD SUI gross Enter the year to date gross wages on which the employer s contribution to state unemployment insurance was calculated The amount should not exceed the SUI maximum wages entered in Field 28 of Tax tables for state taxes If you have specified Work state for SUI reporting method in Control information the default value displayed in the YTD SUI gross field includes the employee s SUI amount for only the state previously entered in the State tax code field Format 999999 99 Example automatically set to zero by the lt F2 gt a
134. options are discussed in separate sections below They cause a window to appear for viewing and changing additional information about this entry Press lt Enter gt You are asked Enter change state W 2 reporting information If you need to report additional information in box 14 of the W 2 form for this employee then answer Y To terminate this entry and proceed to another employee answer N Check Marks for W 2 box 13 These fields can be viewed by pressing lt F6 gt This lets you set check marks for some of the items in Box 13 of the W 2 form which contains the following check boxes Enter Y if there are earnings sub ject to Social Security tax and medicare tax but not Federal income tax See IRS pub lications 15 and 15 A for details about Statutory employees Statutory employee Y if you are a third party sick Third party sick pay pay payer filing a W 2 for an insured s employee Automatically set by the PBS W 2 program for an employee Retirement plan that was an active participant in a retirement plan except non qualified plans or 457 plans All of these items are initially set to N meaning do not check the box To check a box move the highlight to the box item by pressing lt Up gt or lt Down gt and then pressing lt F1 gt To remove a check press lt F 1 gt again on that box item Your response to Third party sick pay here only affects the Form W 2 for this employee Your response here also supe
135. or Work state YTD SWT Enter the year to date state withholding tax Format 999999 99 Example automatically set to zero by the lt F2 gt at the YTD gross field YTD emp OST 1 Enter the year to date other state tax withheld Format 999999 99 Fuample oo set to zero by the lt F2 gt at the YTD gross YTD emp OST 2 Enter the year to date other state tax withheld 184 Passport Business Solutions Format 999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD empr OST Enter the year to date employer portion of other state tax Format 999999 99 Example ao set to zero by the lt F2 gt at the YTD gross YTD CWT Enter the year to date city withholding tax Format 999999 99 Example a set to zero by the lt F2 gt at the YTD gross YTD other taxes Enter year to date other taxes Format 999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD tip credit If the control info field sets Use meals and tips to N N A will display Enter year to date tip credit Format 999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD 401 k deferral If the control info field for 401k is set to N N A will display Enter year to date 401 k elective deferrals Format 999999 99 ee a set to zero by the lt F2 gt at the YTD gross YTD empr 401 k If the control info field for 401k is set to N
136. or just press lt Enter gt for zero Format 999999 99 Example Press lt Enter gt 33 Emp OST 1 annual max wages or 33 Emp OST 1 weekly max wages This field specifies the taxable wage base for OST 1 after any withholding allowance amount has been deducted 123 Passport Business Solutions Options Initially this allows entry of an annual maximum but the option lets you change to a weekly maximum When this field is a weekly maximum tax its amount is adjusted to the employee s pay period at the time that the tax is calculated For example if the weekly maximum tax is 25 but an employee s pay period is bi Note weekly then the actual maximum tax used on each of this employee s bi weekly paychecks is 50 For employees taxable by more than one state the work state s OST 1 max imum is applied to the employee s wages reported to all states To toggle between entering annual and weekly lt F2 gt amounts lt Enter gt For no maximum Format 99999999 99 Example Type 25149 34 Emp OST 1 liability acct Options This account is used to accumulate the amount of OST 1 tax you owe the state government lt F5 gt For variable cost center Your standard account number format as defined in Com pany information Example Enter account 2160 000 Format 35 Emp OST 2 percent This field and the following three fields relate to the second employee other state tax These fields are provided to h
137. over SUI max Wages over FUI max Base weeks Employer OST gross CWT gross FWT gross FUI gross Suppl benefits gross 16 This prints the grand total of OST 2 gross amounts for all employees printed on your report 16 This prints the grand total of wages over SUI maximum for all employees printed on your report 16 This prints the grand total of wages over FUI maximum for all employees printed on your report 8 This prints the grand total of base weeks for all employees printed on your report 16 This prints the grand total of employer OST gross wages for all employees printed on your report 16 This prints the grand total of CWT gross wages for all employees printed on your report 16 This prints the grand total of FWT gross wages for all employ ees printed on your report 16 This prints the grand total of FUI gross wages for all employees printed on your report 999999999 99 999999999 99 999999999 99 999 99 999999999 99 999999999 99 999999999 99 999999999 99 16 999999999 99 This prints the grand total of sup plemental benefits gross wages for all employees printed on your 585 Passport Business Solutions report 27 Base weekly wage 6999 99 This prints the base weekly wage entered in Tax tables for this report s state tax code selected when you run the report 28 Total reported tips 16 999999999 99
138. print a report showing estimated Workers Compensation premiums Refer to the Employee Reports chapter 401 k contributions Report You can print a report of 401 k contributions Both elective and non elective contributions are shown The report can be printed with check detail or summarized by employee The report can be printed in either check date or pay period data order Refer to the Employee Reports chapter Tax Reports You can print a Quarterly Payroll Report a Year End Payroll Report W 2 forms 1099 forms for non employees and a 1099 Information Report Additionally you can report Federal W 2 information 1099 MISC information state quarterly unemployment insurance reports and state annual employee withholding tax reports on magnetic media Interface to General Ledger The software automatically records the distributions to various GL accounts for all payroll activity You can print a Payroll Distribution to GL Report on request You would normally do this at the end of each accounting period You can either automatically interface this module to General Ledger or use it as a stand alone product Password Protection Passwords are required to access PBS A password is a unique code you assign to each individual using the Passport Business Solutions software Each potential user must first enter a valid password before being allowed to use a protected function 13 Passport Business Solutions File U
139. print to screen then you may copy the amounts from the html page one field at a time to the downloaded 941 form The cents are entered separately 365 Passport Business Solutions Ezz MEALS EXPENSE REPORT This report is designed to help you in posting meals expenses to the general ledger It shows meals expense by employee for either a selection of pay periods or for all pay periods If meals and tips are not selected for use in Control information skip this section Meal expenses may be taxable or not taxable as specified in the meals type earning code records This report provides a concise summary of the meal expense amounts entered and posted for time transactions Depending on your company policy meal expenses may or may not be reimbursed to each affected employee If you do reimburse your employees for their meal expenses then you could use this report for this purpose by printing it after each run of payroll checks is posted Select Meals expense from the Reports Employee Employer menu The following screen displays CF2 gt Earliest Enter the following information Pay period start date and Pay period end date Options Enter the date range of pay periods for which the Meals Expense Report is to print or use the option lt F2 gt For the Earliest starting date or Latest ending date Format MMDDYY at each field punk Type 30105 as the starting date and 31405 as the end ing date 366
140. qualifications and information needed to implement positive pay e Contact your bank to determine their requirements for positive pay processing Ask them for the file specifications This will include the fields that are required for the pos itive pay file You must determine the file type that is required PBS payroll can produce fixed length tab delimited text or comma separated values CSV file types You will also need to know the method that they want you to use to submit the positive pay file It may require that you upload the file via the Internet This will probably require a login and password which the bank will provide e In order to set up your company s Positive Pay information you will need the routing number of your bank your bank account number and Federal Tax ID number Positive Pay Setup Steps Once you have the information needed you may start the implementation process for Payroll positive pay Step 1 Create a Positive Pay Format You must design a positive pay form based on your bank s specifications Please see the Positive Pay File Forms chapter for more information on setting up a form A means of testing the file generation is provided Before you test the form you should first complete steps 2 and 3 During the test you will be asked to enter a bank Step 2 Payroll Control Information There is one field in the Payroll Control information that pertains to this feature It is Generate positive pay Set
141. rate 113 Overtime hours N 3 2 Y Y This field is the total of hours worked for which an employee was paid at the overtime rate 114 Special hours N 3 2 Y Y This field is the total of hours worked for which an employee was paid at the special rate 115 Total hours worked N 5 2 Y Y This field is the sum of the previous three fields i e 112 113 amp 114 116 Sick hours N 3 2 Y Y This field is the total of sick hours taken by an employee 117 Sick pay taxable N 6 2 Y Y This field is the amount an employee is paid for sick hours taken 118 Vacation hours N 3 2 Y Y This field is the total of vacation hours taken by an employee 119 Vacation pay N 6 2 Y Y This field is the amount an employee is paid for vacation hours taken 120 Holiday hours N 3 2 Y Y This field is the total of holiday hours taken by an employee 637 Passport Business Solutions 121 Holiday pay N 6 2 Y Y This field is the amount an employee is paid for holiday hours taken 122 Weeks worked N 3 2 Y Y This is the number of weeks for which the employee has been paid during the reporting period The number of weeks is based upon payroll checks posted for the employee during the reporting period 123 Base weeks worked N 2 2 Y Y This field only has meaning for states which specify a base weekly wage Base weeks are kept for tax codes for which you have entered in Tax tables a Base wkly wg for Qtr Rpt greater than
142. reported Last name first one character Thus when the report is being output and the report parameter is F the first value entered above is reported for this field When the report parameter is L the second value entered above is reported for this field 32 FIPS numeric state code empr N 2 Y FIPS is an abbreviation for Federal Information Processing Standard Part of this standard assigns numeric codes to each state This field is the standard numeric code for the employer s state using the two character state abbreviation entered as a parameter when outputting the report In the Passport Business Solutions Payroll module these FIPS numeric codes are stored by state abbreviation Fill text can be entered for this field When the employer s two character state is not a valid postal abbreviation the fill text is used for reporting this field 33 Tot emp covered by UI month 1 N 4 Y This field totals the number of employees who were employed or have received wages during the first month of the quarter being reported This field is meaningful only for quarterly reports and should not be used for annual reports When this field is entered the day in the month must be specified This day is contained in the specifications for magnetic media reporting provided by the state agency requiring the report The day in the month is used to determine whether an employee was employed or received wages during the month This is deter
143. reported tips subject to the employer portion of Medicare tax It does not include the employee s term insurance premium 70 Medc wages tips ins emp amt N 8 2 Y Y This is the sum of earnings and reported tips subject to the employee portion of Medicare tax It also includes the employee s term insurance premium 71 Medicare tax emp amt N 5 2 Y Y This is the employee s portion of Medicare tax on earnings for the reporting period 72 Medicare tax emp amt N 5 2 Y Y 630 Passport Business Solutions This is the employer s portion of Medicare tax on an employee s earnings for the reporting period 73 FWT gross N 8 2 Y Y This is the total of an employee s earnings for the reporting period subject to Federal withholding tax This amount does not include term insurance premiums for coverage in excess of 50 000 refer to the next field 74 FWT gross term ins prem N 8 2 Y Y This is the total of an employee s earnings for the reporting period which are subject to Federal withholding tax This amount includes term insurance premiums for coverage in excess of 50 000 refer to the previous field 75 Federal income tax withheld N 8 2 Y Y This is the Federal income tax withheld from an employee s earnings for the reporting period 76 EIC gross N 8 2 Y Y This is the total of an employee s earnings for the reporting period on which advance earned income credit payments have been calcu
144. sales performance of each office Refer to the Account Number Format chapter in the PBS Administration documentation for complete information on Cost Centers Data Organization Most of the information you enter into your computer is stored on the disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process data logically data must be organized in some predictable way The Passport Business Solutions accounting software organizes your data for you automatically as it stores it on the disk There are five terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name address and account balance might be grouped together into a record called the customer record Entry A record in a data file is often referred to as an entry Data file A data file is a group of one or more related records A data file is often referred to simply as a file without the word data The Employee File in Payroll is an example of a data file Such a file is made up of several records each of which contains the name ad
145. screen displays If bank accounts have previously been entered for this employee then the cursor will be at Field number to change You may also enter notes for each employee s group of bank accounts Enter the following Electronic payment Direct Deposit fields Bank code If you are using the Electronic payment method you may then enter this field The bank code is where the bank information has been entered This record includes the bank name and routing number 165 Passport Business Solutions Options You can also use one of the following options lt FI gt For the next bank code on file lt SFI gt For the previous bank code on file To delete this bank account line This option is only lt F3 gt available if you have entered the bank account pre viously Format 4 characters Example MNH Bank name This is a display only field that displays the Bank code name Bank account Enter the employee s bank account number This will appear on the Direct Deposit Register and will be written to the ACH file Format 17 characters Example 999999999 Account type The account type field designates the type of banking account Select Checking or Savings The account type is written in the Direct Deposit ACH file Format Drop list Example Savings Pre note This is the Pre notification field and is used to determine if the employee bank account has a pre notification or normal status Check the box yes for pre
146. screen displays for you to enter the following Year end Print 149 torms xY Lompany Sterlim employee number Ending employee number Minimum 1699 reportable amount required Payor s phone number Company information printer is recommended for printing 1699 s lt F2 gt First Starting employee and Ending employee Options Enter the range of non employee numbers for whom to print 1099 form information or use the option For the First at Field 1 or Last at Field 2 ane employee number on file Format 9999 at each field Minimum 1099 reportable amount required Options You are required to print the 1099 forms for all non employees who earned more than this threshold Enter the threshold amount for annual gross non employee earnings or use the option 441 Passport Business Solutions lt F2 gt For the default of 600 Format 99999999 99 Example Select lt F2 gt for default If no valid non employees have a dollar amount in the YTD Gross field of at least the minimum reportable amount you see No valid non employees on file Payor s phone number Enter a phone number where the IRS can reach you Poma 15 characters The default is your corporate phone number from Company information Any change Answer Y to re enter the screen or N to print the forms If there are no non employees on file who meet the threshold amount nothing is printed and you are told No valid non employ
147. selection prints W 2 physical forms For producing W 2 s on magnetic media refer to the next section We recommend that you run and review Print W 2 information described in the previous section before attempting either Refer to the Employees chapter in this documentation for information regard Note ing the format of employee names Employee names must be formatted cor rectly or they will not be printed correctly on Form W 2 Make sure the Maximum Social Security wages is set to the amount for the tax year that you are printing W 2 s If you are printing W 2 s to a laser printer you may have to set the printer to 60 lines Many laser printers by default are set to 66 lines Select Print W 2 forms from the Year end menu The following screen displays 1 Starting employee 2 Ending employee Options Enter the range of employee numbers for whom to print W 2 forms or use the option For the First at Field 1 or Last at Field 2 ee employee number on file Format 999999 at each field 430 Passport Business Solutions 3 Information type to print Options The IRS has designed the W 2 form so that you can report both Federal and state amp local information at the same time In order to offer maximum flexibility this function allows you to choose which type of information to print on your W 2 forms F Print only federal information S Print state and local information B Print both I
148. sequence or name sequence This selection gives the former The next selection describes the latter For security purposes only the last 4 digits print of the social security number print on the report The first five digits are replaced with asterisks Select Employees by employee from the Reports Employee Employer menu You may also select this report while in Employees from the Print menu The following tab displays Employees by number Starting employee Eise Al Ending employee Last Al Department 0000 Show detail V Include non terminated V Include terminated l Show extended information f Print notes l Print direct deposit accounts OK Cancel F2 First In character mode the following screen displays 204 Passport Business Solutions maA Enter the following information Starting employee Ending employee Enter the range of employee numbers to print in the report Format 999999 at each field Example Press lt F2 gt at each field for a range of First to Last Department Options Enter the number of the department to print employees for or use one of the options lt F5 gt To print employees for All departments lt E For the null department blank if department is defined nter gt as alphanumeric zero if defined as numeric Format Four characters Example Press lt F5 gt Show detail Press lt Enter gt to show details on the report or select the sp
149. sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the first state amount The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 157 State box 14 line 3 A 15 This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the description for the second state amount The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 158 State box 14 line 4 N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to r
150. short batch This is always the last batch on the file Format 999 493 Passport Business Solutions Example Type 41 Field number to change Make any desired changes then press lt Enter gt for the next entry screen Magnetic media formats General appearance XYZ Company Report format code XY SAMPLE SITATE Annual Report format description Sample State Annual 2 report Record types in order of appearance in the report 18 File header LC 19 Group header Not applicable 20 Intermediate header Not applicable 21 Employee 22 Intermediate total 23 Group total Not applicable 24 File total Enter further information as follows 18 File header 19 Group header 20 Intermediate header 21 Employee 22 Intermediate total 23 Group total 24 File total These fields correspond respectively to Fields 9 through 15 on the previous screen Record classes which are absent from this format i e which were entered as N on the previous screen appear as Not applicable on this screen and cannot be entered Conversely any record class which was entered as Y on the previous screen must have at least one record type defined for it on this screen The following fields allow up to ten record types to be named for each record class The name for a record type can be up to three characters These names are used as identifiers when adding record formats When a magnetic media report contains several different recor
151. sometimes by allocating the actual number of hours In no case is the dollar amount entered directly e Ifthe employee is specified as hourly enter the number of hours distributed to the account you entered on this distribution line e Ifthe employee is salaried enter the percent of the salary or the number of hours if being paid on an hourly basis distributed to the account entered on this line e Overtime and special hours are distributed on an hourly basis even for a salaried employee An employee s pay for holiday hours sick hours and vacation hours is always computed using the regular rate These pay amounts are distributed to accounts specified in the federal tax code record For hourly paid employees pay for regular hours is distributed as described above in addition to holiday pay sick pay and vacation pay For salaried employees when being paid salary and not hourly holiday pay sick pay and vacation pay are first deducted from their salary Distribution percentages are then applied to the salary remaining Options Enter the hours or percent or use the option For the hours percent remaining to distribute for this lt F2 gt pay type 252 Passport Business Solutions Zero entry is permitted only when changing an existing distribution and only for the purpose of deleting it The distribution remains visible in the table but the Hours or pct column displays as Deleted 999 99 hours F
152. specified line Floating totals are useful if your report is printed on plain paper They are not useful for preprinted forms because the totals are required to print at a specific location on the form Format 99 Example Enter 62 Floating totals and laser printers Certain precaution are needed when floating totals are used in conjunction with a laser printer e The location of the multi part label is part of the print process not part of the report it does not float If you put the Laser multi part label field at row 10 of the floating totals area the label prints on the 10th row after the format s Last row for employee item printing Field 7 above If you enter 55 in Field 7 put the Laser multi part label field at row 10 of the floating totals area the label prints on row 65 of each page 55 10 65 e When printing a report with floating totals it is possible that a totals field may overlap the fixed location of the Laser multi part label field To avoid this put the Laser multi part label field on or near the last row of the floating totals area and locate it so that it does not print in the same columns as any other totals area fields e It is also possible to position the Laser multi part label field so that its printed location cal culated as described above falls beyond the of rows on the form To avoid this make sure that the row of the Laser multi part label field plus the last row for item printing does n
153. state is determined by the state that is entered in Time worked The work state and home state can be one and the same Format Drop down list box Example Select Home state Deductions for Separate Checks You may or may not want separate checks to receive the same deductions that regular checks do Options The next four fields let you decide how to handle four different types of deductions loans garnishment union and 401K 59 Always and always fixed Never and never fixed Always and fixed with same frequency Passport Business Solutions Take this deduction on separate checks commission or supplemental earning regardless of the frequency of this deduction as set up in the Employee entry Do not take this deduction on separate checks If this deduction is set up in the Employee entry as a percentage separate checks always take this deduc tion If this deduction is set up in the Employee entry as a fixed amount separate checks take this deduction only when the frequency of this deduction matches either The frequency of the pay run in the case of a sup plemental earning check The commission pay frequency of the pay run in the case of a commission check Loan on sep comm suppl ck Enter a one letter code whether or not to take loan deductions on separate checks commission or supplemental earning Options Because this deduction is always a fixed amount and never a percentag
154. than one special rate transaction entered per employee then it will print the average of the special rates used for the employee s special rate transactions e When an employee is being paid a salary then the regular rate is calculated based on the employee s pay frequency The matching pay frequency number of hours entered in one of the Control information Hourly payroll calculation fields is used The number of hours is saved in Time worked during entry of a transaction During printing it is divided into the sal ary to get the rate per hour The overtime and special rates are based on the rates in the employee record e Ifitis a salaried employee and the Pay salary field in Time worked is not checked set to N in character mode then the regular overtime and special pay rates are all based on the employee record Format Check box checked is yes and unchecked is no Example Select lt Enter gt for the default of unchecked Generate positive pay Specify whether or not to generate a positive pay file during a check run 52 Passport Business Solutions For more information on positive pay see the appendix Implement Positive Pay and Direct Deposit Check the box to generate a positive pay file during a check run Leave the box unchecked to not use the positive pay feature Format Check box checked is yes and unchecked is no Example Select lt Enter gt for the default of unchecked An employee setup for generatin
155. the ACH file It may require that you upload the file via the Internet This will probably require a login and pass word which your bank contact will provide e In order to set up your company s Direct Deposit information you will need your bank s rout ing number account number and Federal Tax ID number e Determine which employees want to receive their payments via ACH You may support up to 15 accounts per employee each from the same or different bank For each bank account you will need their bank name ABA routing number and checking or savings account number Direct Deposit Processing Setup Steps Once you have the information needed you can start the implementation process for Payroll Direct Deposit processing Pre Notification Introduction Direct Deposit Processing requires that the first time an employee is set up to deposit a payment into their bank account s or any time an employee s bank account number changes a pre notification pre note process is initiated A pre note indicator is defaulted for each pre note employee s bank account in the ACH file either during the normal check printing cycle or when running the Pre note ACH file and report program A pre note record has no associated dollar amounts and is sent to the processing bank to verify two sets of information 1 The employee s bank routing number is correct 2 The employee s bank account number is valid In order to implement Direct Deposit processin
156. the file If you purge distributions here in PR before transferring them to the G L module you have to enter these distributions again 372 Passport Business Solutions manually in the G L module using General journal This defeats the purpose of the Get distributions selection The purpose of printing this report is to obtain an accurate list of the debits and credits that are transferred to G L You may want to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report is needed After printing the report back up your data files and run Get distributions When running this selection specify to purge the distributions as they are copied to the General Journal Transaction file If a power failure and computer crash occur while running Get distributions simply restore your backup and repeat the procedure When Get distributions is run print a General Journal Entry Edit list and compare this report with the PR Distributions to G L Report to verify that all debits and credits transferred The debits and credits are comparable only if you purged the distributions each period If you have not purged the PR Distributions to G L file in a previous period then the reports are not comparable An alternative procedure follows DESCRIPTION Back up your data files Run Get distributions specify not
157. the first three characters of an employee s social security number are reported Fill text can be entered for this field which is used when this field is not numeric 25 Soc sec Middle 2 digits A 2 Y This field is similar to field 23 except that the middle two characters of an employee s social security number are reported Fill text can be entered for this field which is used when this field is not numeric 25 Soc sec Last 4 digits A 4 Y This field is similar to field 23 except that the last four characters of an employee s social security number are reported Fill text can be entered for this field which is used when this field is not numeric 27 Hire date MMDDYY D 6 Y This is the date the employee was hired It is reported in MMDDYY format as a six digit integer number Fill text can be entered for this field which is used when the hire date has not been entered This allows reporting blanks for this field when a hire date has not been entered for the employee 28 Hire date month MM N 2 Y This is the month of the employee s hire date It is reported as a two digit integer number Fill text can be entered for this field which is used when the hire date has not been entered This allows reporting blanks for this field when a hire date has not been entered for the employee 29 Hire date day DD N 2 Y This is the day of the employee s hire date It is reported as a two digit intege
158. the maximum employee annual wage amount upon which medicare is assessed for deduction of medicare from the employee s wage You entered this for the Maximum medicare wages field in the Federal tax table using the Tax tables function 34 Emp medicare percent 599 99 This is the percentage at which medicare is deducted from an employee s wages also from the Federal tax table 35 Emp medicare wage 16 999999999 99 This prints the grand total of employee medicare wages for all employees printed on your report 36 Emp medicare tips 16 999999999 99 This prints the grand total of employee medicare tips for all employees printed on your report 37 Emp medicare gross 16 999999999 99 This prints the grand total of employee medicare gross wages for all employees printed on your report 38 Emp medicare 12 999999 99 This prints the grand total of employee medicare contributions for all employees printed on your report 39 Empr SS max wages 10 999999 99 607 Passport Business Solutions This is the maximum employee annual wage amount upon which social security is assessed for payment of the employer s share of social security You entered this for the Maximum soc sec wages field in the Federal tax table using the Tax tables function 40 Empr SS 5 99 99 This is the percentage at which social security is calculated for the employer s share of social security also from your Federal tax table
159. this point become lt F2 gt For next employee in employee name sequence 414 Passport Business Solutions lt SF2 gt For previous employee Blank To return to looking up employees by number The employee entered must exist in the Employee File and must also have been paid at least one check during the year W 2 forms cannot be printed for non employees If you enter the number of a non employee an error message displays For an existing W 2 information record Options Enter the employee number whose W 2 information you want to change or delete or use the option lt F1 gt For next entry lt SF1 gt For previous entry Format 999999 Example Type 1 2 Allocated tips W2 box 8 This field is required for tipped employees of certain food and beverage establishments above a certain size Refer to the appropriate IRS publication for information on calculating this amount for each of your tipped employees Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero Format 99999999999 Example Press lt Enter gt 3 Nonqual plan dists not section 457 W2 box 11 This field is for reporting distributions from non qualified plans that are not section 457 plans Follow the IRS W 2 instructions Options Enter the dollar amount or use the option lt F2 gt To set this field and all remaining fields to zero 415 Passport Business Solutions
160. to print and post checks You can do this up to the end of the first quarter of the new year For example assume the year just ended is 2010 and the new year is 2011 In this case the Control file specifies that the current payroll year is 2010 Transactions dated in 2010 can be entered and posted Transactions dated in the first quarter of 2011 can also be entered and posted Transactions dated before 2010 or after the first quarter of 2011 i e after March 31st cannot be entered and posted When Close a year is run using this example the quarterly data for 2010 and the year to date data for 2010 are purged and any data already posted for the first quarter of 2011 is made available for reporting The current payroll year in the control information is updated to 11 from 10 Select Enter from the Adjustments menu 295 Passport Business Solutions How TO ENTER ADJUSTMENTS Adjustment screens strongly resemble Time worked screens Graphical Mode The following screen displays lalmle General Deductions E amings Federal Wages and Taxes State Wages and Taxes Employee Ap Correcting entiy I7 sf aA w PaA Check Check dte i Cashaccount a Pay period date i Regular pay Special pay Regular py Vacation pay Special pay o Regular hours Vacation hous Special hows Overtime py Vac hours accrued Special description Overtime hous Sick pay Special rate 7 Holiday pay Sick hows Special W
161. types that are exempt SUI OST Empr W COMP SUPPL BEN State unemployment insurance SUI employer other state tax Empr OST workers compensation W comp and supplemental benefits Suppl ben are all employer contributions within this section rather than being employee deductions When a type of pay is exempt from one of these contributions this means that the gross wages on which the amount of the contribution is calculated does not include the pay types that are exempt One character for each exemption either Y or N In add Format 3 mode you can press lt Enter gt for N Example Enter N for each field Field number to change Options Make any desired changes In change mode you can also use one of the options lt F1 gt To display the next code lt SF1 gt To display the previous code To delete this tax code Do this only when the code is lt F3 gt no longer assigned to any employee Press lt Enter gt to view the second screen 115 Passport s Business Solutions vesion z Dedirectly on earnings P pct of 14 Calculation basis Options When you enter the state withholding tax table the tax to withhold is based on either earnings or federal withholding tax depending on your answer here For a state tax is calculated directly on the basis of L earnings in ladder steps The state of Iowa uses this method D For a state tax is calculated based directly on earnings P For a state tax
162. wages question in the Employees record When the answer is Yes then general ledger distributions must be entered for the employee When the answer is No gen eral ledger distributions are never entered for the employee Standard payroll never creates time entries for non employees Non employees contractors etc can indeed be paid but only using Enter When you specify Never distribute then you can generate time entries for all employees both hourly and salaried regardless of how the employee s Distribute wages question has been answered When you specify Always distribute you cannot generate time entries for any employee When you specify Selectively distribute time entries are generated only for employees whose Distribute wages question has been answered No Select Standard payroll from the PR menu The following screen displays 223 Passport s Business Solutions Calculate payroll Company 00 XYZ Company File Tools Help Payroll criteria Enter the frequencies of employee permanent deductions earnings to be taken on this run This pay period M Daily Weekly Bi weekly Semi monthly Monthly Quarterly r 1st vacation check M All l Daily Weekly Bi weekly Semi monthly Monthly Quarterly r 2nd vacation check F All l Daily Weekly Bi weekly Semi monthly Monthly Quarterly 3rd vacation check M All I Daily Weekly Bi weekly Semi monthly Monthly Quarte
163. which the tax type FWT FICA FUI etc is calculated In each case check the box to include this 401 k amount in the calculation of this tax Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked in each case Workers compensation Code Next you will enter the information for the workers compensation code A workers compensation code can be entered in the Work Comp class Note fields only in the employee record Enter the Code and Description fields as they appear below and select W comp class for the Type field The rest of the fields display 84 Passport Business Solutions Deduct ions Ea nings Enter XYZ Company x 1 Code we2 alls tLe class Rato basis C Premium rate YTD parnings limit Current earnings limit Rate for overtime hours esas 2 om N Work unit descriptor P gt pereent on subject sages W work unite Enter the information as follows Rate basis Select Percent of subject wages to calculate the premium amount as a percent of wages Select Work units to calculate the premium amount as a fixed amount per work unit Your answer here determines the requirements for the next fields Format Drop down list box with the choices explained above Example Type Percent of subject wages Refer to the Use of Work Units appendix for more information Premium rate If the rate basis entered above is a percent of wages enter a percent h
164. 0 are not applicable for this format Example For Field 21 type 1W 1S and then press lt Enter gt For Field 22 type 1I and then press lt Enter gt Field 23 is not applicable for this format For Field 24 type 1T 1F and then press lt Enter gt Field number to change Make any desired changes then press lt Enter gt to complete the transaction 495 Passport Business Solutions maA RECORD FORMATS Use this option to enter the formats for each record in a magnetic media report First you select which magnetic media report format to work with and then you select the record class and record type whose format you want to enter or change Select Record formats from the Magnetic media formats menu The following screen displays From this screen you can work only with existing formats To create a new format use the General appearance selection Enter the information as follows Report format code Options Enter the report format code you want to work with or use one of the options lt F1 gt For next format lt SF1 gt For previous format Format Two characters followed by 15 characters Example Type XX then type SAMPLE STATE Upon selection of an existing format the following screen displays 496 Passport Business Solutions Magnetic media formats Racord formats XYZ Company Report format code XX SAMPLE SITATE Annual Report format description Sample State Annual 2 Re
165. 0 hours of vacation For a salaried employee vacation hours are treated the same as holiday hours Refer to Field 8 above Hours available 999 99 Press lt Enter gt to change lt F2 gt to accept This displays only when the number of hours entered exceeds the number of hours due Pressing lt F2 gt overrides the limit Temporary Deductions Earnings 1 through 6 In these fields enter the Deductions Earnings code for temporary deductions or earnings Any deduction or earning that does not occur every pay period or that occurs in varying amounts qualifies as temporary For instance e Ifyou are a restaurant meals and employee reported tips are temporary earnings they vary from one pay period to the next e Ifyou dock an employee s pay for losing a tool this is a temporary deduction In either case a code for the earning or deduction must previously have been set up in the Deductions Earnings selection If you want to pay supplemental earnings you can do so here by using a type S earning code for supplemental earnings Enter the appropriate deduction earning code or leave blank to not use this field The formats are the same for all six fields but examples will be given only for the first Copy the examples for the remaining fields from the screen appearing below Format Three characters Example Type EC1 The description Comissn displays Amount Enter the dollar amount or press lt Esc gt to clear th
166. 01 k deferral 108 meals Code Type M 92 401 k elective deferral code 80 special tax code Type X 87 401 k Plans 4 supplemental earning code Type S 83 iodo enplore renas 174 pe code Type A1 401 k contributions report 13 Type EF employee data fields 619 9 workers compensation code Type W 84 SA pep repel 364 i A D or L calculation basis 568 douis nenu 26 L calculation basis D or 568 PEA 268 ob ealenlotion basis ed account number default cash 54 1 account numbers 96 aka account general ledger 5 forms and UNIX or Linux magnetic 443 accountant consult your 16 accounting accounting direct deposit accounts file cash accounts file valid G L accruals entering employee ACH ACH file data security ACH processing implement information required for setup steps ACH processing file name path and backup ACH processsing using both positive pay and adding and extending fields adjustment adjustments entering how to enter posting printing and posting adjustments edit lists printing alphanumeric alphanumeric field alphanumeric positive pay fields 282 16 16 180 668 662 662 663 667 659 522 12 294 296 331 331 331 2 617 558 alphanumeric numeric date and literal 558 positive pay fields annual report file location mag media annual reports on magnetic media pro ducing appearance general appearance Quarterly report general applicable
167. 14 for Column From the Field number to change field you can select and change any of the information about this field Options Enter a field number to change or use one of the options lt I gt To see a picture of the report as described earlier in the chapter To delete this particular usage of the field Any other She usages will not be affected Enter 3 at Field number to change to enter a new Col umn Enter 12 for Column so that the Employer name Example field now prints in column 12 of the report Press lt F1 gt if you want to see the change in location for Employer name 478 Passport Business Solutions After making changes press lt Enter gt at the Field number to change field and you return to Field ready to select another field Printing a Field in More Than One Location You can print any field in up to four different locations in the Header area To use a field again enter its number in Field Example Enter 1 at Field to use Employer name again The following screen displays Quarterly raport formats Header area XYZ Company Format 11 Example Format Header area rows 1 through 17 Field Row C Column Length to print aximum 25 a fpr gt Field usage Column Column Fid Description Column 1 loyer nam Column Address 1 Address 2 4 Quarter ending date Address 3 3 Quarter year Tax rpt ID number 10 Page nunber A
168. 2 columns 590 Passport Business Solutions 132 This field prints a dashed line of 132 columns in length 62 Total SUI total wages 16 999999999 99 This is the grand total of SUI total wages for all employees printed on your report 63 Total FUI total wages 16 999999999 99 This is the grand total of FUI total wages for all employees printed on your report 64 YTD total SWT plus selected CWT 16 999999999 99 This is the grand total of YTD SWT plus the YTD CWT for selected cities Passport Business Solutions EMPLOYEE FIELDS These are the fields available to you for printing in the Employee area of your report Under each field name the Longest field size and the Longest form is provided For some fields only the field size is provided Longest field Size 1 Social security number 12 This is the social security number for each employee exactly as entered for the Soc sec field in Employees Enter 2 First 3 social security digits 3 This is the first three digits of the social security number for an employee exactly as entered for the Soc sec field in Employees Enter 3 Middle 2 social security digits 2 This is the middle two digits of the social security number for an employee exactly as entered for the Soc sec field in Employees Enter 4 Last 4 social security digits 4 This is the last four digits of the social security number for an employee exactly as ent
169. 27 219 13 359 137 220 457 87 14 xxi Y year end operating system file dif 443 ferences year end Payroll report printing a 411 year end Payroll producing 409 year end W 2 s and 434 year operations checklist calendar 36 year closing out a 449 year current payroll 50 your accountant consult 16 your initials 28 your own Payroll wage reports design 453 ing your own Quarterly reports creating 455 your site W 2 fields applicable for 413 YTD totals 180
170. 41 Empr SS wages 16 999999999 99 This prints the grand total of employer social security wages for all employees printed on your report 42 Empr SS tips 16 999999999 99 This prints the grand total of employer social security tips for all employees printed on your report 43 Empr SS gross 16 999999999 99 This prints the grand total of employer social security gross for all employees printed on your report 44 Empr SS 12 999999 99 This prints the grand total of employer social security for all employees printed on your report 45 Empr medicare max wages 10 999999 99 This is the maximum employee annual wage amount upon which medicare is assessed for payment of the employer s share of medicare You entered this for the Maximum medicare wages field in the Federal tax table using the Tax tables function 46 Empr medicare 599 99 This is the percentage at which medicare is calculated for the employer s share of medicare also from your federal tax table 47 Empr medicare wage 16 999999999 99 This prints the grand total of employer medicare wages for all employees printed on your report 48 Empr medicare tips 16 999999999 99 608 Passport Business Solutions This prints the grand total of employer medicare tips for all employees printed on your report 49 Empr medicare gross 16 999999999 99 This prints the grand total of employer medicare gross for all employees printed on y
171. 433 Passport Business Solutions For details on all this and further information on the capabilities of laser printers refer to the Starting PBS Menus and Printing chapter of the System User documentation W 2 s and Year End The information used for printing W 2 forms is available until Close a year is run at which time the information is purged from the payroll system W 2 Grand Totals A summary screen displays when the W 2 s have finished printing Select lt Ctl P gt to print this screen in Windows Select lt Ctl F10 gt to print this screen in UNIX or Linux You can use this information as an aid in filling out your W 3 form When you file paper W 2 forms you must also file a W 3 that summarizes the information on the W 2 s As your W 2 forms are printed this function keeps a running total for various boxes on the W 3 form and shows you the results on the screen above You can use this information as an aid in filling out your W 3 form Refer to the IRS instructions for the W 3 form for full information on how to complete it 434 Passport Business Solutions MAGNETIC W 2 FORMS This selection writes W 2 information to magnetic media on your hard disk We recommend that you run and review Print W 2 information before running this selection This selection writes the W 2 records to a file on your hard disk The file is written to the top level directory under the following Format Make sure the
172. 7 Fed w h allowance amt l Single w h table Marr ied w h table am amt on amt over amt amt On amt over 38 46 39 47 40 48 41 49 42 50 43 51 44 52 45 53 37 Fed w h allowance amt The withholding allowance amount is the amount by which gross pay is reduced for each exemption e g for spouse and dependent children the employee claims Enter the dollar amount of the annual federal withholding allowance Format 99999 99 Example Type 2050 38 through 53 Federal Tax Tables The rest of the fields on this screen are filled out using information contained in the Department of the Treasury Internal Revenue Service Circular E Employer s Tax Guide This information may be available at this address http Avww irs go v publications p15 index html The IRS may change this information at any time Please revisit the IRS web site often for any updates Use the values from the ANNUAL Payroll Period table for the percentage method of withholding Each of the tables is structured to allow entering a tax amount in dollars AMT plus a percent of income AMT where the income exceeds a minimum level ON AMT OVER Field number to change Make any desired changes then press lt Enter gt to view the fifth screen 111 Passport Business Solutions A Tax tables Enter xYZ Company Advanced Earned Income Credit table
173. 941 submitted to IRS Format 999999999 Example Press F2 2 Personal ID PIN Enter the Personal Identification Number PIN that was assigned to you by the Social Security Administration when you registered to use the MMREF 1 format Format 17 characters Example 123456789A1F11213 3 Resub indicator Enter 0 if this file is a new submission Enter if the file is being re submitted Format One number either 0 or 1 Example Type 0 534 Passport Business Solutions 4 Resub Wage file ID WFID If you re submitting and you entered 1 in field 3 enter the Wage File Identification WFID Format 6 characters Example Type wage file identification number 5 Software code Enter 98 for a program you created in house or 99 for a program that is off the shelf Format 2 digits either 98 or 99 Example PressEnter to use the default of 99 6 Company name Options Enter the company name that should receive the MMREF 1 annual filing instructions To select the name entered in Company information dis ie play name field Format 50 characters Example Type XYZ Company 7 Location address Enter the company s location address This can be Attention Suite number Room etc Format 22 characters converted to uppercase Example Type Suite 200 8 Delivery address Enter the company s address This is the street or P O Box number Format 22 characters converted to uppercase Example T
174. 999999 99 Employer social security gross is the sum of the employer social security wages and the employer social security tips This prints the employer social security gross amount for all payroll checks posted for each employee for the quarter specified on your report 41 Empr SS 11 99999 99 Employer social security is the amount contributed by the employer for an employee s social security This prints the employer social security amount for all payroll checks posted for each employee for the quarter specified on your report 42 Empr medicare wages 15 99999999 99 Employer medicare gross is the amount of the employee s pay subject to an employer contribution of medicare up to the maximum amount on which the employer contribution can 598 Passport Business Solutions be assessed This prints the employer medicare wages amount for all payroll checks posted for each employee for the quarter specified on your report 43 Empr medicare tips 15 99999999 99 Employer medicare tips is the amount of the employee s tips subject to an employer contribution of medicare up to the maximum amount on which the employer contribution can be assessed This prints the employer medicare tips amount for all payroll checks posted for each employee for the quarter specified on your report 44 Empr medicare gross 15 99999999 99 Employer medicare gross is the sum of the employer medicare wages and employer medicare
175. Comp Holiday hours Sick hours accrued 7 Special work units an The General tab displays first You may select any tab Adjustments List Box The list box displays up to 6 existing adjustments at a time You may sort the adjustments by employee number in ascending or descending order Only columns with red labels may be sorted To select a field or change the sort order click on the column name or the arrow to the right of the column name or use the View options To locate an adjustment start typing the employee number You may also use the up down arrows Page up Page down Home and End keys to locate an adjustment The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys Adjustments that display in the list box are available for changes or deletion The fields for the selected adjustment display in the lower part of the screen When an adjustment is found you may select the lt Enter gt key or Edit button to start editing 296 Passport s Business Solutions vesion z Adjustment Buttons You may click on a button or enter the keyboard equivalent for adding editing deleting or canceling a new adjustment Button Keyboard Description New Alt n To enter a new adjustment Delete Alt d To delete the adjustment selected in the list box Edit Alt e To edit the adjustment selected in the list box Save Altts n pees a adjustment or changes to an edited Save New Alttw Same as Save button p
176. D W B S November 22 2004 D W November 29 2004 D W B December 1 2004 D S M 170 Passport Business Solutions PAY ee Boies Bal EARNING FREQUENCIES December 6 2004 D W December 13 2004 D W B December 15 2004 D S December 20 2004 D W December 27 2004 D W B January 1 2005 D S M Union When Calculate payroll is run a union deduction is taken regardless of whether other permanent deductions and earnings frequencies are selected A union deduction is taken regardless of whether the pay is from regular special vacation or holiday hours Type amount For the Type field select either blank per period percent or hour Drop down list box select 1 or three options or leave it blank Example Press lt Enter gt to default to blank Format For the amount field enter the amount of deduction for union dues paid by this employee 9999 999 fixed amount per pay period 99 999 percentage of gross wages regular pay plus over time pay plus special pay Format 9999 999 dollar amount per hour of work reported for regular hours vacation hours overtime hours and special hours Example Not enterable in this example Frequency Ifa union deduction is not entered this field is skipped These are the valid pay frequencies Daily Weekly Bi Weekly 171 Passport Business Solutions Semi Monthly Monthly Quarterly Enter a pay frequency or use the option Pnie To use the emplo
177. D empr medicare 00 YTD emp medicare grs fs YTD SWT 0 YTD empr soc sre grs si YTD emp OST 1 00 YTD empr medicare grs 0 YTD emp OST 2 0 YTD FUI gross 0 YTD empr OST 00 YTD Work Comp grs 0 YTD CWT 0 YTD suppl ben grs ee YTD other taxes YTD SUI gross 0 YTD Tip credit 0 YTD FWT 00 YTD 401 k deferral 00 YTD EIC 00 YTD empr 401 k 00 YTD emp soc sec 0 Total hours worked 000 The final character screen displays as follows Employees Enter XYZ Company Employee 11 Palecr Jane M 69 Vac accumulate code C Vac hrs start date Fract per 70 Sick accumulate code None Sick hrs start date Fract per Max vac hrs Max sick hrs Employee Year to date Totals a 71 YTD gross Accunulate frequencies icare 72 YID FT gross P per pay freq Gc sec 73 YID emp soc sec gr H per hour worked dicare 74 YTO emp medicare ar M per month worced 75 YTD empr soc sec gr Q per quarter worked 76 YTD empr medicare T per third of year worked 77 YID FUL gross S per half year worked T 78 YTD Work Comp grs X manual entry 79 YTD supp ben ars Y p r year workad axes 50 zn SUI gross dit 81 YID FRE 3 YID 401 deferral 82 VID Eic 35 YTD empr 401 Ck 03 YTD emp soc sec 36 Total hours worked Enter an accunmulation accrual code 180 Passport Business Solutions This screen contains year to date YTD figures for earnings deductions withholding etc Normally a new employee wo
178. Enter or edit individual payroll entries Enter Generate payroll entries Standard payroll automatically for many employees at once This optional feature is useful when pay is routinely distributed to G L accounts and when overtime special pay and temporary deductions earnings are not a consideration Even when such complications are present it is often more efficient to run all the employees through Standard payroll first then use Enter to fine tune the exceptions Print an edit list of payroll entries Edit list to verify that all the payroll entries from both Enter and Standard payroll are correct At this point you are ready to run Calculate payroll and Checks to be discussed in the chapters following Select Attendance worksheet from the PR menu If you answered Always manually distribute to the Distribute Wages question Note in Control information the selection 4 above Standard payroll does not dis play 219 Passport Business Solutions ATTENDANCE WORKSHEET The Payroll Attendance Worksheet lists employees with a line next to each employee where you can note payroll information This includes hours worked temporary deductions and earnings and details concerning G L distributions Printing this is not a requirement but some users find it convenient to print a worksheet each pay cycle then hand write the coming payroll data on it and use that as a guide when doing the Enter selection The f
179. Example Does not occur in this example Options Make any needed changes Press lt Esc gt to cancel this distribution it will not be added to the table displayed Press lt Enter gt to accept the distribution add it to the table displayed and allow entry of a new distribution You can also use either of the following options If you do the current entry is accepted and added to the table before the next previous distribution is displayed lt F1 gt For the next distribution on file for this entry lt SF1 gt For the previous distribution on file In Character mode note the absence of lt F3 gt for deletions Delete individual Note distributions by entering zero hours or percent 254 Passport Business Solutions PRINTING TIME WORKED EDIT LIST Select Edit list from the Time worked menu In Graphical mode while on the time worked screen you may also select Edit list from the Print menu A list of available printers will display Select a printer from this list You may also print the file to disk 255 Passport Business Solutions DATA IMPORT Select Data import from the Time worked menu Use this menu selection to import csv or fixed length time worked transactions into the time worked file and matching distributions Data import is a separately licensed application and it may not be available on your system For information on using data import see the Data Import documentation 256 P
180. Example No example is given Field number to change Make any changes needed or press lt Enter gt to continue 401 Passport Business Solutions Location of Report File On Windows based systems you are next asked for the disk drive on which to output the magnetic media report file Enter the drive letter and press lt Enter gt On Thin client UNIX and Linux systems the report is written to the server host hard drive and you are not prompted for a drive letter A report file is created with the file name entered when the report format was defined Refer to your state reporting guidelines for the disk format required by your state Totals of the number of reported employees and other information will display following the creation of the report Regardless of operating system it is a good idea to have three copies of this file one to send to the IRS another as an archive and a third for a working copy for reference 402 Passport s Business Solutions Magnetic Media Report List This chapter contains the following topic Printing Magnetic Media Reports 00 0 2 2 2 2200 403 Passport s Business Solutions Ezz PRINTING MAGNETIC MEDIA REPORTS Use this selection to obtain a printed copy of the magnetic media report file produced with the Quarterly reports mag media or the Annual reports mag media selections You can also use this selection to obtain a printed copy
181. Field number to change Make any desired change or select the Enter key to go to the next screen You will see a screen like the following Continue entering the fields for the RA submitter information 16 Submitter name Enter the name of the organization that should be notified of data that cannot be processed Format 57 characters converted to uppercase Example Type XYZ Company 17 Location address Enter the submitter s location address This can be Attention Suite number Room etc Format 22 characters converted to uppercase Example Type Suite 200 18 Delivery address Enter the submitter s address This is the street or P O Box number Format 22 characters converted to uppercase Example Type 8900 Oliver Street 19 City Enter the submitter s city Format 22 characters converted to uppercase Example Type Chicago 537 Passport Business Solutions 20 State abbr Enter the submitter s state code Format 2 characters converted to uppercase Example Type IL 21 Zip code Enter the submitter s zip code Format 5 characters converted to uppercase Example Type 60000 22 Zip code 4 Enter the submitter s zip code 4 Format 4 characters converted to uppercase Example Type 0000 23 Foreign state prov Enter the submitter s foreign state or province if applicable Format 23 characters converted to uppercase Example Press Enter 24 Foreign postal code Enter t
182. File The backup file is written at the same time and to the same directory as the primary ACH file as defined in Ctl Banks Each backup file has a different name for each check run and serves as a security copy because it is not overwritten during consecutive check runs or when running the Pre note ACH file and report utility The backup file name represented by PRY YMMDDACCBILBK ACH has the following meaning tee DESCRIPTION PR Represents the Payroll module Date of run Year Month and Day The month and YYMMDD day will be 1 digit each when 1 to 9 In order to prevent the backup file from being over written if more than one check run is done on the same day the file name is incremented alpha betically A B C D etc However once the file name gets to Z 26 files in one day it will start over with A again on the 27th check run and delete the previous A file This represents the company number 667 Passport s Business Solutions Soca DESCRIPTION The B means that the bank number follows The bank number may be to 4 characters In the example it is ILBK which is four characters If your bank number is A then it is one character If the bank number is all numeric like 1 then it writes 0001 to the file ACH This is the extension and it indicates that is a file f that contains ACH information The backup file contents are the same as the main ACH file Therefore if your main ACH fil
183. For the previ a nt on fil Sparone or the previous account o e lt Page Down gt For the next group of accounts lt Page Up gt For the previous group of accounts lt End gt For last account lt Home gt For first account 164 Passport Business Solutions You may select a button for editing deleting or adding a new account New To enter a new account Delete To delete the account selected in the list box Edit To edit the account selected in the list box Save To save a new account or changes to an edited account Save New Same as Save button plus the New button Cancel To cancel adding or editing an account Exit To exit the screen You may also use the lt Esc gt key Character mode In character mode you must select field 55 Then a screen like the following displays Direct deposit accounts XYZ Company Employee 1 Name Palmer Edward W Soc sec 415 59 6691 Bank Bank name Bank account Acct Pre Calc Ded amt Start Code Type Note Meth Percent Date 1 L__Is 2 3 4 SE 6 tls 8 9 lt F1 gt Next bank code lt SF1 gt Prev bank code lt Esc gt finish Field number to change 1 The second line displays the employee number name and social security number These fields are display only and are not editable You may enter up to 15 bank accounts per employee If you are entering direct deposit accounts for the first time for this employee the cursor will be on the Bank code field when this
184. I total wages field twice in the Employee area First to specify the dollar integer figure and sec ond to specify the cents decimal figure To specify the dollar figure Note select this field and enter a Column and Row that properly positions the dol lar amount on the form specify the Number of integers you want and enter 0 for Decimals To specify the cents amount select this field again enter Column and Row to properly position the cents amount on the form and enter 0 for Number of integers 5 Print lead zeros This field does not appear when you select a numeric field that contains a decimal Answer Y if you want to print lead zeros when they occur in this number otherwise answer N For instance if the Page number is 34 and you answer Y here it prints as 034 if you answer N it prints as 34 Example Type N Type N If the numeric field contains decimals the screen offers several more choices For example if you select field 14 Total Hours the screen displays as Quarterly report formats Header area XYZ Company Format 11 Example Format Header area rows 1 through 17 Field 14 Maxinum 9 999 999 99 stead can be neg 1 2 3 Column 4 Number of integers p Use commas 7 7 Show negative with B Page or report total Available fields used Fid Description Fld Descripzion 11 Total number of pages 15 Total SAT gross 12 Total number of employees 17 Total OST 1 gross 13 Total gross p
185. IZED TO MAKE ANY MOD IFICATIONS OR ADDITIONS TO THIS WARRANTY THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU ASSUME THE ENTIRE COST OF ANY NECESSARY SERVICING REPAIR OR CORRECTION AND ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES IN NO EVENT WILL PASSPORT ITS PROGRAMMING LANGUAGE SUPPLIERS AND OTHER VENDORS DISTRIBUTORS OR DEALERS PASSPORT PARTNERS BE LIABLE FOR ANY DAMAGES INCLUDINGLOSS OF DATA LOSS OF PROFITS OR DIRECT OR INDIRECT INCIDENTAL SPECIAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE EVEN IF THEY HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES OR LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU THE FOREGOING RESTRICTIONS DISCLAIMERS AND LIMITATIONS SHALL APPLY AND REMAIN IN FORCE EVEN IN THE EVENT OF A BREACH BY PASSPORT HEREUNDER OF A CONDITION OR FUNDAMENTAL TERM HEREUNDER OR IN THE EVENT OF A BREACH WHICH CONSTITUTES AFUNDAMENTAL BREACH 5 General Terms and Conditions Nothing contained in this Agreement shall be deemed to constitute either party as the agent or representative of the other party or both parties as joint venturers or partners for any purpose Licensee s supplier of the Software referred to herein as a Passport Partner is an independent con tractor in relation to Passport and is not
186. Maximum Social Security Wages is set to the amount for the tax year that you are processing W 2 s You must first enter Jurisdiction RA and RE information before you run this selection See the Jurisdictions chapter Select Magnetic W 2 forms from the Year end menu The following screen displays Year end payroll Magnetic W 2 forms XYZ Company 1 Process Magnetic Media 2 For the tax year The year entered here will update the Jurisdiction RE record 1 Process magnetic media Answer Y here if you want to process your magnetic media or answer N if you do not Format One letter either Y or N 2 For the tax year Enter the tax year or accept the default as entered in the jurisdiction file If you change the year then it will write the change to the jurisdiction file Format CCYY 435 Passport Business Solutions Field number to change Make any needed change then press lt Enter gt to create your magnetic W 2 file The Passport Business Solutions Printer selection screen will display Select a printer destination for the Mag W 2 Summary Exception Report While Processing Occurs As W 2 records are written to disk the program checks the social security number state code and zip code for each employee If the program finds an error that employee is reported on an exception report This enables you to get the social security number state code or zip code for each employee who appear
187. ND CONDITIONS OF THE LICENSE AGREEMENT BELOW THE ENCLOSED SOFTWARE LICENSE AGREEMENT 1 License Grant Passport Software Inc Passport hereby grants to Licensee and Licensee accepts a non exclusive license for the enclosed Software with the rights terms and conditions as detailed in this License Agreement a You may install and use the Software on a single computer system or single computer file server for your own internal business purposes provided you the Licensee do not exceed the number of concurrent users licensed by Passport to access the Software If Licensee wishes to increase the number of licensed concurrent users Licensee must contact Licensee s Passport Partner your Passport Software supplier or Passport directly b You may make backup copies of the Software as required for your own internal business purposes provided that you reproduce all copyright notices and other proprietary notices on each copy made Backup copies may be used at any time to re install the enclosed Software in the event of loss destruction or other malfunction of the Software c You may only transfer the Software and this license to a successor to the whole of Licensee s business provided the successor agrees to accept the terms and conditions of this agreement If you transfer the Software you must report to Passport the name of the new user of the Software and you may not retain any copies of the Software yourself once you have transferred it No
188. PBS Administration documentation How to Use This Documentation Each chapter of this documentation provides instructions on how to use a particular selection of your software The instructions include many examples In fact you can go through the documentation and enter the examples shown in each chapter This will demonstrate the capabilities of your new software If you enter the examples you will want to initialize the data files before you begin entering your actual business information When you initialize a file you mean to clear out all the information you have entered for that file After initialization you restart with this chapter and enter your actual business information Initialization is described in the PBS Administration documentation Help and LookUps You can press lt F8 gt at any time for on line help about a task or selection you are currently using In many fields you can press lt F8 gt to access a LookUp window for data lookup This lists all valid entries for the field Instead of keying in the entry you want you simply select it from among those displayed To display Help on a Field that has a LookUp press the lt F8 gt twice The menus A menu is a list of things from which something can be selected 26 Passport Business Solutions Selecting items from a menu on a computer is the way you tell your computer what you want to do The Passport Business Solutions menu system is based on
189. PE Enter tow from 1 through 17 The field usage window displays the row and column for any existing usages of this field At this point you can enter the row and column of an existing usage to modify it or enter the row and column of a new usage When you print your report this field prints in all of the locations that you have specified Press lt Esc gt to exit without entering another usage for Epi Employer name Employee area Adding changing or deleting Employee area fields and text is handled in exactly the same way as header area fields and text except that the row refers to the relative row not the absolute row That is employee area row 2 means the second row from the top of the employee area not the second row from the top of the report form Select Employee area from the Quarterly report formats menu The following screen displays 479 Passport Business Solutions Quarterly report formats Employer area XYZ Company Employee area rows 18 through 6 amp 1 Format 11 Example Format 1 ows per eaployee item 1 Field Aval lable fields used Fid Description Fid Description 1 Social security number 5 Employes Ist initial 2 First 3 social security digits 7 Employee siddle initial 3 Middle 2 social security digits 3 Employee first nane 4 Last 4 social security digits 3 Employee last name 5 Eaployes name 10 Employes number Enter fid PgDn for ore f
190. Passport Business Solutions mA Field number to change Make any needed changes then press lt Enter gt to print the report 367 Passport s Business Solutions Distributions to General Ledger This chapter contains the following topics 368 Passport Business Solutions REPORTING DISTRIBUTIONS TO G L Use this selection to print a report of distributions to General Ledger and to purge the PR Distribution to G L file After transactions entries are posted in Time worked and Adjustments print this report to show the resulting distributions to the various accounts in your general ledger If you answered Y to Summary post distribs in Control information you are not able to show detail Select Distributions to G L from the Reports Employee Employer menu 369 Passport Business Solutions mA PRINTING THE DISTRIBUTION REPORT The following screen displays Enter the following information 1 Starting account and 2 Ending account Options Specify the range of account numbers to include or use the option lt F2 gt For the First starting account or Last ending account If you intend to purge at Field 6 described below then you must select First through Last Your standard account number format as defined in Com Format pany information Example Press lt F2 gt at each field 3 Starting date and 4 Ending date Options Specify the range of dates f
191. Passport Software Inc at 1 800 969 7900 If you wish to receive support directly from Passport please call our End User Support Department at 1 800 969 7900 You can contact your own dealer for training however if your dealer does not offer training call Passport at 1 800 969 7900 24 Passport Business Solutions Using Payroll This chapter contains the following topics About This Documentation 2 0 2 0 20 e cece cece eee eee eeee Starting PBS Payroll cccncncdssangecedrosnunndsasccdennteranesnas Expag Payroll orere en iA 25 Passport Business Solutions ABOUT THIS DOCUMENTATION This documentation provides the information needed to learn and use the Passport Business Solutions Payroll Organization The next chapter is a guide to daily operations It explains how you use Payroll to perform various daily weekly and periodic tasks After the guide the next few chapters provide instructions on entering basic information to set up your module according to your needs and to prepare you for daily operation Next are the chapters that you use most frequently They describe how to use Payroll on a daily basis The last few chapters describe selections which you use periodically including such selections as printing quarterly payroll reports Additional information such as defining multiple companies passwords advanced features and file recovery utilities can be obtained from the
192. Payroll Passport Business Solutions Accounting and Business Software Version 12 0 June 2011 Passport Business Solutions Passport Passport Software Inc 181 Waukegan Road Suite 200 Northfield Illinois 60093 847 729 7900 or 800 969 7900 FAX 847 729 7909 www pass port com Passport Business Solutions Accounting and Business Software Copyright Passport Software Inc 2011 All Rights Reserved PROPRIETARY RIGHTS NOTICE No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in con nection with any information storage or retrieval system without the permission in writing from Passport Software Inc Passport Software Inc Passport or PSI have taken reasonable preventive measures to ensure the accu racy of the information contained in this manual However Passport makes no warranties or representations with respect to the information contained herein and Passport shall not be held liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual AcuCorp is a trademark of AcuCorp Inc All rights reserved All other tradenames and logos are trademarks of their respective companies ATTENTION ONLY LICENSEES CURRENTLY ENROLLED IN THE PASSPORT UPDATE PROGRAM PUP ARE PERMITTED TO INSTALL AND USE SUBJECT TO THE TERMS A
193. Print W 2 forms using Print W 2 forms Alternatively if you are required to sub mit to the Federal government W 2 forms on magnetic media enter Jurisdiction information and then use Magnetic W 2 forms to create the required disk file If you are required to submit annual state withholding tax reports on magnetic media use Annual Reports Magnetic Media to create the required disk file You can view this file with Magnetic media report list 36 Passport s Business Solutions EACH CALENDAR YEAR AS EACH CALENDAR YEAR NEEDED Make a backup of your Payroll files and keep the backup in a safe place for as long as required by the various tax author ities Refer to the Backing Up Your Data Files chapter in the PBS Administration documentation for more information on backing up your data files You should also consider backing up the entire PBS directory Close payroll for the calendar year using Close a Year You can also purge ter minated employees using this option if you choose to do so Optional Print and purge employee his tory for the year just closed using Payroll history 37 Passport Business Solutions Control Information This chapter contains the following topics Customizing Payroll with Control Information Control Information First Tab Screen 2 2 222 Control Information Second Tab Screen Control Information Third Tab Screen
194. Revenue Code The JOBS Act states that Deferred compensation can include supplemental employee retirement plans SERPS stock appreciation rights SARs restricted stock units and in some cases severance arrangements The law also applies to employer stock purchase plans if they have an exercise price less than the fair market value of the underlying stock and offshore rabbi trusts which will be taxed immediately The law explicitly says that the new rules do not apply to qualified compensation arrangements such as pension or 401 k plans and bona fide vacation leave sick leave compensatory time disability pay and death benefits Sect 409A Non qual comp plan income W 2 box 122Z Enter the non qualified compensation income amount Format 9999999 99 Example Press lt Enter gt See above for an explanation of the JOBS Act Sect 401k Roth contributions income W 2 box 12AA Enter the Roth contributions income Format 9999999 99 Example Press lt Enter gt Designated Roth contributions are a type of contribution that can be accepted by new or existing 401 k or 403 b plans This feature is permitted under a Code section added by the Economic Growth and Tax Relief Reconciliation Act of 2001 EGTRRA effective for years beginning on or after January 1 2006 If a plan adopts this feature employees can designate some or all of their elective contributions as designated Roth contributions which are included in gross income
195. SC reports are written to a disk file named IRSTAX no extension You are asked for the disk drive letter of the disk to which the IRSTAX file is written We strongly recommend that you make three copies of this file one to send to the IRS another as an archive and the third for a working copy for reference should the IRS have questions about your 1099 MISC reports If you need to produce magnetic 1099 MISC reports for more than one company remember to rename each company s file before creating the next company s otherwise each company will overlay the previous one Do not report 1099 MISC forms on magnetic media using both Payroll and Accounts Payable unless separate and distinct taxpayer identification numbers are used one for Payroll and a different one for Accounts Payable Magnetic 1099 Forms and UNIX or Linux 1099 MISC reports are written automatically to your hard disk to the current directory You are asked for the disk drive as described above when you are running Windows We strongly recommend that you make three copies of this file one to send to the IRS another as an archive and the third for a working copy for reference should the IRS have questions about your 1099 MISC reports If you need to produce magnetic 1099 MISC reports for more than one company then complete the reporting for one company at a time since the IRSTAX file on the hard disk for the first company is overwritten by the same file for the second
196. Solutions AVAILABLE FIELDS LIST HEADINGS This list has two sections Employee fields and Employer fields Each section uses the following headings 52 Gross wages Type Left Right Neg Total Special N 8 2 Y Y Y These headings are described next Field Number and Name Field number and name means the number and name of the field as shown in the field selection windows in the Record format entry option Gross wages from the Employee field list is shown above as an example Type This is the type of data A field can be Alphanumeric Numeric or a Date Alphanumeric data is character data Such a field can consist of alphabetic characters number characters and special characters such as and others The size of alphanumeric fields is given in the Left column Numeric data can be an integer a number without decimals or a decimal number The size of an integer is given in the Left column A decimal number has a left length that is the number of integers and a right length that is the number of decimals These are noted in the Left and Right columns respectively Usually a decimal number can also be negative and if so this is noted by Y in the Neg column The total length of a decimal number is the sum of the numbers shown in the Left and Right columns plus one if the number can be negative No allowance is made for punctuation of integers or decimals use of commas and the decimal point because all amount field
197. State City code Options Enter the work city or work state tax code that applies to this employee This field is entered in two parts just as in the Tax tables selection lt I gt For the next multi city multi state entry for this employee lt SF1 gt For the previous entry Format Two characters for the state or city One character for the table Example Type MI then type A Ifa state tax code is entered you will not be allowed to enter information or make changes to the CWT Exemptions CWT Exemption and Added CWT fields If a city tax code is entered you will be allowed to enter information and make changes only to the CWT fields SWT exemptions Enter the number of work state withholding tax SWT exemptions claimed by this employee or press lt Enter gt to default to zero Format 99 Example Press lt Enter gt SWT exemption Enter an additional dollar amount allowed by work state if needed Format 99999 99 Example Type 2200 188 Passport Business Solutions OST Exemptions The following 5 fields are used to enter exemptions for OST other state tax Refer to the discussion of the types of OST provided for in PBS Payroll at the beginning of the Deduc tions Earnings chapter Emp OST 1 exemptions Enter the number of work state exemptions for employee OST 1 or press lt Enter gt to default to zero Format 99 Example Press lt Enter gt emp OST 1 exemption Enter a work state a
198. T for selected cities 612 Passport Business Solutions State Magnetic Media Report Fields This appendix contains the following topics Magnetic Media Report Fields 22 2 0 02 e cece eee eee Available Fields List Headings 0 0 0 02 2222 0202 Entering Fields in a Record Format 2 0 0000 022222222 Reporting Data Fields Rules os ccs ci cascvactissadansecaasaceuneeviis Employee Data Fields Type EF 0 00 c1ccessessssesessnuesis Employer Data Fields Type RF 0 0 0 22 2 2 Extended Data Fields 22 000 0 ooo occ ccc eee ec eee ee eee 613 Passport Business Solutions MAGNETIC MEDIA REPORT FIELDS This appendix describes the fields available in state magnetic media reports They are entered using the Magnetic media formats selection You should become familiar with this selection and its options and with the State Magnetic Media Reports Appendix before using this appendix For fields used in the printed reports refer to the preceding appendix The following pages list all of the standard fields available for inclusion in your magnetic media reports The list includes the sizes and formats of all available fields as well as their definitions You can also define other fields using Define extended fields Use this list when you are entering the formats for each of the records of a state magnetic media report 614 Passport Business
199. This is the amount of tips subject to employee withholding for medicare tax Options Enter the employee s Medicare tips amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero FWT gross Options Enter the FWT gross amount on which federal withholding tax was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 308 Passport Business Solutions Example Press lt Enter gt for zero EIC gross Options Enter the EIC gross amount on which any EIC payment was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Empr soc sec wages This is the amount of wages paid on which the employer s contribution for social security tax was calculated Options Enter the employee s Empr soc sec wages amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Empr soc sec tips This is the amount of tips on which the employer s contribution for social security tax was calculated Options Enter the employee s Empr soc sec tips amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Empr medicare wages This is the amount of wages paid on which the employer s contribution for medicare tax was calculated 309
200. Type N 6 First row for employee item printing Enter the row number that you want the first employee item to start printing from 3 to maximum rows on form minus 4 As an illustration if you had specified in field 1 above that the number of rows on the form was 66 you could enter a number from 3 to 62 66 minus 4 463 Passport Business Solutions Be sure to leave room for the header area and for any blank rows to separate the header area from the line items Format 99 Example Type 18 7 Last row for employee item printing Enter the row number of the last row in the employee item area Employee item information is not printed after this row number This number must be larger than the row on which you want the first employee item to start printing entered above but smaller than the maximum rows on the form minus 3 Continuing with the example if you entered 18 for the first row number for employee item printing you could enter a number from 19 to 63 66 minus 3 Be sure to leave room for the totals area and for any blank rows to separate the totals area from the employee items Format 99 Example Type 61 8 Maximum of rows per employee item Enter the maximum number of rows to print per employee item from 1 to 12 This number cannot be larger than the difference between the numbers entered for First row for employee item printing and the Last row for line item printing plus 1 For instance if you were
201. W2 box 14 User defined 2 box 14 text 2 User defined WZ box 14 amount 2 ex ones upo User defined 2 box 15 text lt FID Nxt state rec lt SF1 Prev state rec lt F2 gt Nxt QTD rec lt SF2 gt Prev QTD rec From this screen you can work with both new and existing entries 1 State code Enter the abbreviation of the state for which you wish to enter additional information A state can be entered only when there exists quarter to date information on file for that state and that employee If a state tax table has been assigned to an employee in the Employees selection but no history has yet accumulated for that state you will not be able to enter it here Options You may also use one of the options lt F1 gt For the next existing entry federal or state for this employee lt SF1 gt For the previous existing entry for this employee For the next state for which QTD information exists for lt F2 gt this employee whether or not this corresponds to an existing entry for this employee in this selection For the previous state for which there is QTD infor lt SF2 gt h mation lt Enter gt For additional federal information Format Two characters 425 Passport Business Solutions 2 Print OST 1 in W2 box 14 If Field 1 is blank this field displays as Not applicable because what you are entering is Federal information not state Otherwise specify whether you want to print the first other state tax in
202. Y or N Include file header and total records Include intermediate total records but exclude intermediate headers Exclude group header records and group totals Include employee detail records Example 16 Group ordered by field If you have entered N for both Field 10 and Field 14 groups are not used and the report is ordered in straight employee number sequence This field then displays as Not applicable and cannot be entered Otherwise this field is required the software will allow you to leave it blank but the resulting format cannot be verified Enter the number of the field to be used in grouping employees Field numbers consist of two segments a prefix EF or EX followed by am arbitrary number The prefix indicates whether this is a regular or extended field respectively All of these fields are in the Employees selection 492 Passport Business Solutions Upon entry of a valid field number its name displays alongside Regular fields are listed in the State Magnetic Media Report FieldsAppendix of this manual Extended fields are user defined You can view them via Define extended fields Options To avoid looking up the field number you can use one of the following options instead of entering a field number lt F1 gt To display a list of employee fields lt F2 gt To display a list of employee extended fields If you enter the first segment of the field number as EF then instead of entering the se
203. You can choose to have taxes calculated on fixed amounts specified for the employee rather than using standard calculations Options must be used in the Employee File to indicate this You can use daily weekly biweekly semi monthly monthly quarterly and miscellaneous pay frequencies Payroll and Deductions Registers After the payroll is calculated the Payroll Register and Deductions Register are automatically printed These show full detail of all pay taxes EIC and deductions for each employee The current pay period s gross pay social security medicare federal state and city taxes any EIC net pay and any voluntary deductions are summarized for the current period and year to date The report also shows employer liability totals for workers compensation social security medicare and federal and state unemployment Check Printing You can print payroll checks at any time after the payroll has been calculated The starting check number is entered at the beginning of the printing procedure Provisions are included for restarting check printing from any specified check and if necessary to recover from a printer jam All or specific checks can be voided if desired After 11 Passport Business Solutions printing checks a Payroll Check Register is automatically printed showing each check number payee name and amount If you are directly depositing amounts from your employees paychecks a Register of Di
204. a requirements W 2 state and user defined state magnetic media W 2 federal reporting method SUI reports creating your own Quarterly designing your own Payroll wage 614 483 487 484 459 381 577 488 453 462 467 281 360 437 617 369 573 413 425 487 414 59 455 453 xvii magnetic media 575 on magnetic media producing annual 395 on magnetic media producing Quarterly organization of magnetic media printing employee printing magnetic media printing Payroll printing Quarterly producing standard or custom tax requirements W 2 reporting row line or rules reporting data fields S 386 572 349 404 334 384 376 13 413 453 617 S supplemental earning code Type 83 sample report screen Control information first Control information fourth Control information second Control information third screen W 2 first screen W 2 second second screen W 2 second tab Control information security ACH file data 482 517 40 59 47 54 413 413 413 47 668 security data 29 security positive pay data file 661 selection void individual 286 selection void range 288 separate checks deductions for 59 setting up Payroll 18 setting up Payroll calculations 95 setup mode PR is in 50 setup steps direct deposit processing 663 setup positive pay 660 site W 2 fields applicable for your 413 size longest field 581 sizes maximum field 615 special pay
205. a for existing employees using Employees Print labels for employees using Print employee labels Print a list of your employees using Print by employee or Print by employee name Print payroll history information for selected employees using Payroll history Refer to the Payroll History chapter for a full description of the different types of information that can be printed Enter and post adjustments to employees pay using Adjustments This selection can be used to log hand written checks into Payroll to correct pre viously printed payroll checks and to make adjustments to quarter to date and year to date figures You can also adjust dis tributions to G L accounts using this selec tion Print the following employee reports using Employee reports Union Deductions Report QTD YTD Time Worked Report Print an attendance worksheet using the Attendance Worksheet Fill in this worksheet for each employee 33 Passport s Business Solutions EACH DAY EACH DAY AS NEEDED Generate standard payroll entries for employees who do not require manual dis tribution of their pay to specific G L accounts using Standard Payroll Change these entries as needed per the Attendance Worksheet using Time Worked Enter time transactions for employees receiving pay for work in more than one city or state or who require manual distribution of their pay to specific G L accounts using Time worked Use the info
206. a menu bar format where pull down menu items are displayed for each separate PBS module To navigate horizontally between individual modules use your keyboard s left and right arrow keys Up to ten modules and your Passport Business Solutions System Manager may be displayed on the menu bar If you are using more than ten modules a More function is added to the menu bar To access your additional modules highlight More and press your lt Enter gt key To navigate vertically within a module you have two choices You may use the up and down arrow keys on your keyboard or you may type the first letter of a displayed menu item If more than one menu item starts with the same letter pressing the letter again will position your cursor over the next menu item starting with that letter 27 Passport Business Solutions STARTING PBS PAYROLL To start your Passport Business Solutions software select one of the following options If you are unsure how to proceed please contact your supplier For Windows Start gt Programs gt Passport Business Solutions gt PBS For UNIX Ensure you are logged in as a user authorized to use PBS software Refer to the PBS Administration documentation for more information Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following pbs Then when the master menu appears select the module you wish to use from the master menu
207. a you want to put into those fields e Extended fields for both employer and employees are defined in this selection e Employer related extended data is entered via Control information e Employee related extended data is entered via Employees Whatever extended fields you define are available for all employees You cannot for instance define one set of fields for hourly employees and another for salaried employees However all extended fields are optional so for each employee you need to enter only the fields that are meaningful for that employee Here is what you can specify for each extended field e Field number Field name e Field type alphanumeric numeric or date e Field size e Default that automatically displays in this field and can be selected by lt Enter gt like any other default e Prompt that displays at the bottom of the screen during entry of the field 522 Passport Business Solutions ENTERING EXTENDED FIELDS Extended fields are entered the same way for employees and for employers You can define up to 36 extended fields for each They are not numbered from 1 to 72 Each group is separately numbered from 1 to 36 In order to make efficient use of space a single extended field if alphanumeric is allowed to span two normal fields This allows a single field to contain fifty instead of twenty five characters It does however impose certain restrictions which can be illustrated by two examples
208. abling you to select pre defined special pay options from the Employee Record or to enter one on the fly using the OTHER option When you press lt Enter gt the calculated field Special pay Field 18 will automatically be calculated for you You cannot enter regular pay and special pay on the same screen Format 999 99 Example Press lt Enter gt 302 Passport Business Solutions Deductions Earnings This is the Deductions Earnings tab General Deductions E arnings Federal Wages and Taxes State Wages and Taxes Temporary deductions earnings Permanent deductions earnings Deductions E arnings Amount Amount 1 al Union deduction 2 wl Loan deduction 3 A D Garnishment deduction A a a No DZE sS ai o No D E al i m No D E 6 f mu No D E No D E No D7E No D E No D7E Amount No D E Employer match Temporary deductions earnings D E 1 through D E 6 These fields correspond to the temporary deduction earning codes that you can enter for Time worked transactions In each field enter the appropriate deduction earning code or leave it blank to not use this field The code if entered must be a valid code already present in Deduction earnings Format Three characters Example Press lt Enter gt at each field to skip all of them Amount If you entered a code in the previous field enter the dollar amount here Note that this field unlike the
209. ace bar to remove the check mark to show only a summary Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Include non terminated Press lt Enter gt to include non terminated employees on the report or type N to exclude them 205 Passport Business Solutions Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Include terminated Check the box to include terminated employees on the report or press lt Enter gt to exclude them Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Show extended information If showing detail this field is not applicable If showing summary check the box to show extended information leave it unchecked to not show it Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Print notes Check the box if you want to print employee notes or press lt Enter gt to not print notes Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Print direct deposit accounts Check the box if you want to print employee direct deposit bank accounts or press lt Enter gt to not print the accounts Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Press lt Enter gt or Click on OK to print the report 206 Passport Business Solutions PRINTING BY EMPLOYEE NAME Employees can be printed in num
210. acent to the first employee item 54 Quarter year 600 Passport Business Solutions 4 9999 This is derived from the quarter ending date entered in the Ending field of the Quarterly payroll report screen For instance if you entered a quarter ending date of 3 31 97 the Quarter year would print 1997 This field prints only once in the Employee area in row 1 and in the column that you specify It is included as an Employee area field because some states e g North Carolina as of 1990 require it to print in the left margin of their employee wage reporting forms adjacent to the first employee item 55 Total hours 12 999999 99 This is the total of regular overtime and special hours for which the employee has been paid for the quarter specified on your report 56 Wages over FUI maximum 15 99999999 99 Wages over FUI maximum is the amount of an employees wages that exceed the maximum amount on which FUI can be assessed This prints the wages over FUI maximum amount for all payroll checks posted for each employee for the quarter specified on your report 57 Wages over SUI max 15 99999999 99 Wages over SUI maximum is the amount of an employees wages that exceed the maximum amount on which SUI can be assessed This prints the wages over SUI maximum amount for all payroll checks posted for each employee for the quarter specified on your report 58 Termination date 18 This prints the termination date
211. ad Overtime Enter the number of overtime hours Format 999 99 Example Press lt Enter gt for zero The overtime rate can be printed on the stub See the Print overtime special rates on stub field in the Control information chapter Holiday Options Enter the number of holiday hours in this pay period or use the option For the number of holiday hours from the first screen lt F2 gt ne provided this was non zero Format 999 99 Example Press lt Enter gt for zero For a salaried employee the holiday hours entered here are considered a part of the salary If you want to pay a salaried employee holiday hours in addition to his salary uncheck the Pay salary field and pay regular hours for the salaried employee then enter the holiday hours here Sick Enter the number of sick hours used in the pay period The amount of sick hours due is held in the Employee file Format 999 99 Example Press lt Enter gt For a salaried employee sick hours are treated the same as holiday hours Refer to Holiday above Hours available 999 99 Change current entry Select Yes to change or select the default of No to accept This displays only when the number of hours entered exceeds the number of hours due Pressing lt F2 gt overrides the limit 235 Passport Business Solutions Vacation Enter the number of vacation hours taken during this pay period Format 999 99 Example Type 8 to enter 8 0
212. ady have been defined for this employee either as his primary state or as one of the other states to which he is liable for taxes The code entered for the primary state is the default and displays if you press lt Enter gt Otherwise this field is filled automatically from the Employees entry for this employee Two letters state Format One character tax table Example displayed automatically in this example 232 Passport Business Solutions City If this is a multi city state employee so designated in the Multi city state check box field of the selection Employees enter the City Tax Code This must already have been defined for this employee either as his primary city or as one of the other municipalities to which he is liable for taxes The code entered for the primary city is the default and displays if you press lt Enter gt Otherwise this field is filled automatically from the Employees entry for this employee Two letters city Ponal One character tax table Example displayed automatically in this example Pay type Enter Regular or Special 1 9 for special Special pay types enable you to enter multiple pay rates and or worker s compensation codes for an employee in the same pay period For example an employee can receive a set rate per hour plus a shift differential In this case you can set a special rate in the employee record equal to the regular hourly rate plus the differential percentage
213. agnetic media report 20 Report year 20xx N 4 This is the four digit report year entered as a parameter when outputting the magnetic media report 21 Report year last 2 digits N 2 This is the last two digits of the report year entered as a parameter when outputting the magnetic media report 22 Report year last digit N 1 652 Passport Business Solutions This is the last digit of the report year entered as a parameter when outputting the magnetic media report 23 1 digit quarter N 1 When outputting a quarterly report the quarter number is requested either 1 2 3 or 4 This field is that quarter number For an annual report this field is 4 24 2 digit quarter N 2 This field is the quarter number expressed in two digits i e 01 02 03 or 04 For annual reports this field is 04 25 Last month of quarter letter A 1 Y This field is the last month of the quarter expressed as a letter When this field is entered into a format a letter code can be assigned to the last month of each quarter This field reports the letter code corresponding to the quarter number entered for the magnetic media report 26 Last month of quarter number N 2 This field is the month number of the last month of each quarter i e March is 03 June is 06 September is 09 and December is 12 27 Number of employees N 4 Y This field is a count of the number of employees For employee class record
214. ainly for use on annual reports although it can be used as a quarterly field The field is required to be reported on Federal W 2 forms It represents medical savings excludable from income 165 Adoption benefit reimbursement N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field The field is required to be reported on Federal W 2 forms It represents adoption benefit expenses excludable from income 166 Date of birth MMDDYY D 6 Y This is the employee s birth date It is reported in MMDDYY format as a six digit integer number 167 Date of birth month MM N 2 Y This is the month of the employee s birth date It is reported as a two digit integer number 168 Date of birth day DD N 2 Y This is the day of the employee s birth date It is reported as a two digit integer number 169 Date of birth year YY N 2 Y This is the year of the employee s birth date It is reported as a two digit integer number 170 State of MA 648 Passport Business Solutions EmA N 2 Y Social Security and Medicare Taxes are added together 649 Passport Business Solutions EMPLOYER DATA FIELDS TYPE RF 1 Employer name Type Left Right Neg Total Special A 25 This is the employer name as entered in the Payroll Control File 2 Employer address 1 A 25 This is the first address line for the employer as entered in the Payroll Control File
215. al CWT 14 9999999 99 This prints the grand total of CWT for all employees printed on your report 25 Total weeks worked 6 999 99 This prints the grand total of weeks worked for all employees printed on your report 26 Total reported tips 16 999999999 99 This prints the grand total of reported tips for all employees printed on your report 27 Emp SS max wages 10 999999 99 This is the maximum employee annual wage amount upon which social security is assessed for deduction of social security from the employee s wage You entered this for the Maximum soc sec wages field in the Federal tax table using the Tax tables function 28 Emp SS 599 99 This is the percentage at which social security is deducted from an employee s wages also from the Federal tax table 29 Emp SS wages 16 999999999 99 This prints the grand total of employee social security wages for all employees printed on your report 30 Emp SS tips 16 999999999 99 This prints the grand total of employee social security tips for all employees printed on your report 606 Passport Business Solutions 31 Emp SS gross 16 999999999 99 This prints the grand total of employee social security gross for all employees printed on your report 32 Emp SS 12 999999 99 This prints the grand total of employee social security contributions for all employees printed on your report 33 Emp medicare max wages 10 999999 99 This is
216. alculated In each case the only allowable entry is checked or unchecked and the default value is unchecked Exempt from Fed w h This controls exemption from federal withholding tax calculations Check box checked is yes it is exempt and unchecked is Format ee no it 1s not exempt Example Press lt Enter gt for the default of unchecked Emp Soc Sec This controls exemption from the employee social security tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked Medicare This controls exemption from the employee medicare tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked Empr Soc Sec This controls exemption from the employer social security tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked Medicare This controls exemption from the employer medicare tax calculations Format Check box checked is yes and unchecked is no 74 Passport Business Solutions Example Press lt Enter gt for unchecked FUI This controls exemption from the employer federal unemployment insurance FUI contribution calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked EIC This controls exemption from the earned income credit EIC calculations Format Check box checked is yes and unch
217. ame format as the Payroll Adjustments Register Posting Adjustments After you have examined the edit list and you are sure that the adjustments are correct you can post them Select Post from the Adjustments menu Also from the Adjustments Enter screen you may select Options gt Post All distributions are posted to the Payroll Distribution file If any inapplicable adjustment was made such as a CWT amount for an Note employee without an associated city tax code the distribution is posted to an undefined account When the posting of distributions is complete the adjustment amounts are posted to the employee s record in the Employee file Any vacation or sick hours entered for the employee are subtracted from his vacation or sick hours due and vacation hours are added to his vacation hours paid amount in the Employee file Vacation and sick hours accrued are added to vacation and sick hours due The adjustments are posted to the Payroll Payroll QTD Payroll YTD and YTD State and City History files Passport Business Solutions DIRECT DEPOSIT When the ACH file is fully processed using the Direct Deposit system the payment amount is in transit to the employee s account or has already been deposited in the employee s account In this case the employee must reimburse the company for the amount deposited Assuming that the journal entries for the cash account and direct deposit account have been made
218. ample Type 03846 Max vac hrs Options Enter the maximum number of vacation hours which the employee is allowed to accrue or use the option lt F2 gt For Unlimited vacation hours Format 999 999 Example Type 80 152 Passport Business Solutions Hrs due Vacation When setting up your Payroll system for the first time you would normally set this field to zero for each employee entered Also enter zero here for each new employee added Then on the fourth screen described later in this chapter enter the fields for accruing vacation time Then when entering adjustments to set up your Payroll History files note the vacation time due and paid for each employee and this field and the next 28 will be updated automatically After setup you can review these fields for each employee and make any adjustments needed Format 999 999 Example Type 35 Hrs paid Vacation This field contains the number of vacation hours paid so far this year to this employee It is automatically updated when vacation hours are paid to the employee either through Time worked or Adjustments The only time you would enter this field is when you first install the package in the middle of a year or when you enter a manual correction to this field You can press lt Enter gt to default to Zero Format 999 999 Example Press lt Enter gt Sick Accumulate Options Enter the rate by which the employee will accrue time during each pay pe
219. ample is given 7 Employer city Enter the employer s city to use in the report This field is required Format 20 characters Example No example is given 8 Employer state Enter the state postal abbreviation to use in the report Unless this is left blank it must be the standard Post Office abbreviation for a state or territory within the United States Ifa non USA address is being entered press lt Enter gt to skip this field You will be asked to confirm that you wish this field left blank Press lt Enter gt to confirm or lt F2 gt to enter a valid state territory abbreviation Format Two letters Example No example is given 9 Employer ZIP code Enter the employer s ZIP code to use in the report Ifa non USA address is being entered press lt Enter gt to skip this field or enter a non standard foreign postal code You will be asked to confirm that this is what you wish to do Press lt Enter gt to confirm or lt F2 gt to enter a standard American zip code Ten characters Standard format is either 99999 or 99999 Format 9999 Example No example is given 10 Is this a foreign not USA address Answer Y if the employer address entered is a foreign non USA address Answer N if the employer address entered is in the USA One letter either Y or N The default is N even when a poem foreign zip or state has been entered Example No example is given 388 Passport Business Solutions
220. an employee agent or partner of Passport This License Agreement is governed by the laws of the State of Illinois and jurisdiction for any claim or controversy raised by Licensee against Pass port Software Inc shall only be in the Circuit Court of Cook County State of Illinois If either party commences any action or proceeding against the other party to enforce or interpret this License the prevailing party in such action or proceeding shall be entitled to recover from the other party the actual costs expenses and attorneys fees including all related costs and expenses incurred by such prevailing party in connection with such action or proceeding and in connection with obtaining and enforcing any judgment or order thereby obtained This License and the rights and obligations hereunder may not be assigned in whole or in part by Licensee except to a successor to the whole of Licensee s business without the prior written consent of Passport In the case of any permitted assignment or transfer of or under this License this License and all of its terms and conditions shall be binding upon and inure to thebenefit of the successors executors heirs representatives admin istrators and assigns of the parties hereto This is the complete and exclusive statement of the License between you and Passport and this License supersedes any prior agreements or under standing oral or written with respect to the subject matter of this License If
221. ance of check for all the Direct Deposit employees An example is to set up the Employees Payment group field to ACH for ACH file generation and CHK for check printing When you print checks and post use the payment group of CHK when printing checks and ACH for generating an ACH file 666 Passport Business Solutions FILE NAME PATH AND BACKUP The conventions for saving ACH and positive pay files are similar In this section of the documentation the ACH file name path and backup will be explained In the cases where positive pay is different it will be noted An ACH file can be created during the check printing process or when running the Pre note ACH file and report utility An ACH file information about your account and bank also contains vendors who have either a normal Direct Deposit account status or are set up for pre notification There are two files created during each Direct Deposit run There is a main file and the backup file Primary File The ACH file name and path are entered on screen 2 Field 12 in the Ctl Banks menu selection field 11 for Positive pay The default is PRACH PRACH00B0001 TXT Positive pay default is POSPAY PRPOS00B0001 TXT however you can enter a path and file name of your choosing The directory must exist or the path can not be entered An existing primary ACH file will be overwritten each time you do a ACH check run or when you run the Pre note ACH file and report utility Backup
222. and Totals Fields for each group are described in this appendix 670 Passport Business Solutions maA POSITIVE PAY HEADER FIELDS The following table lists the fields available from the Header field group ll 7 PAY STUB HEADER peas teport The display name from Company information pJ Pa display The display name from Company information La Company address 1 Address 1 from Company Address 1 from Company information 4 Company address 2 Address 2 from a ne information Ea Company address 3 Address 3 from Company Address 3 from Company information pos Carmpany bank Bank name from Banks name 7 Company bank Bank account number from Banks account number Company bank EZ ABA number Bank ABA routing number from Banks Company phone Passport Business Solutions mA POSITIVE PAY LINE FIELDS The following table lists the employee file fields and time worked fields available for the Check lines field group roar arin mins printed on the line even if it is defined Ca emen ewone OO O Canon eenean isisa oe field for printing on checks E Employee address line address line a C ime emee Popa eae i i Ci feam fome m2 Cheeky O V V for void and blank for not void void and blank for not void pe Company bank acct Bank account number from CTL gt Banks 672 Passport Business Solutions mA POSITIVE PAY TOTAL FIELDS The following table lists the fields available fr
223. and right mar gins Format 999 Example Press lt F2 gt for 80 The following screen displays The printer should always be ready to print in location 1 1 that is row 1 column 1 If you are using a laser printer load the form in the printer s paper tray according to the instructions in the printer s user manual The grid prints After the grid prints you are asked whether you want to print it again If you answer Y another grid prints if N you are asked to mount regular paper Laser printers are unable to print on the first 1 6th inch at the top of a page and on the last 1 6th inch at the bottom of a page Because of this physical limitation the first row of a location grid is not printed on a laser printer The last row is not printed when it falls within the last 1 6th inch of the page For example if you enter 66 for of rows on the form and print on letter size 8 1 2 x 11 paper row 1 and row 66 do not print Note Layout Worksheet The layout worksheet is a tool to help you lay out your report on blank paper The location grid is used to design a report for preprinted report forms Whereas the location grid has rows and columns of numbers the layout worksheet has rows of dotted lines on which you can fill in report information in the way you want it printed on blank paper Note Use the Quarterly Report Fields Appendix to aid you in laying out your fields 457 Passport Business Solutions mA
224. and subsequent companies Do not report 1099 MISC forms on magnetic media using both Payroll and Accounts Payable unless separate and distinct taxpayer identification numbers are used one for Payroll and a different one for Accounts Payable Enter 1099 Magnetic Media Forms Select Magnetic 1099 forms from the Year end menu of the Payroll menu The following screen displays 443 Passport Business Solutions Year end Magnetic 1099 forms XYZ Company Enter 4 digit payment year i Taxpayer identification Transmitter control code Company name Address CIty State Zip code Contact Name Contact Phone Number Contact Email Address m pa RK DOOMNOUD wne _ N Minimum 1099 reportable amount required Enter the information as follows 1 Enter 4 digits of payment year Enter the year for which 1099 forms are being produced Format 9999 2 Taxpayer identification Options Enter the ID number of the taxpayer or use the option For the ID number in the Federal entry of Tax tables ve provided its format is valid Format 999999999 3 Transmitter control code Enter your company s control code This field is required The code is supplied to you by the IRS Five characters All five must be present no spaces Format allowed 4 Company name Options Enter the company s name This field is required You may use the option lt F2 gt For the company display name in C
225. andle various tax situations other than SWT SUI and OST 1 Entries for this field and the next three fields are handled in the same way as for the OST 1 fields above Like OST 1 when you enter a percent you can also enter a 15 character description for this OST 2 tax Enter the appropriate percent for your situation Format 99 9999 Example Press lt Enter gt 124 Passport Business Solutions Description If you have entered a non zero amount for this other state tax enter a description to correspond Format 15 characters This field is skipped because you entered zero for per Example cent 36 Emp OST 2 w h allow amt Enter the value of one withholding exemption for OST 2 or press lt Enter gt for zero Format 999999 99 This field is skipped because you entered zero for Field Example 35 37 Emp OST 2 annual max wages or 37 Emp OST 2 weekly max wages Enter the annual wage maximum If no maximum applies then press lt Enter gt to set this field to Zero For employees taxable by more than one state the work state s OST 2 max Note imum is applied to the employee s wages reported to all states Options Initially this allows entry of an annual maximum but the option lets you change to a weekly maximum lt F2 gt To toggle between entering annual and weekly amounts lt Enter gt For no maximum Format 99999999 99 Pan field is skipped because you entered zero for Field 38 Em
226. annual report format Two characters followed by 15 characters The first two Tomp characters typically represent a state abbreviation No example is given as magnetic media format will not Example be entered until a later chapter in this manual 2 Report year Enter the report year for the annual magnetic media report 395 Passport Business Solutions 9999 The default is the current payroll year from Control Format information Example No example is given 3 Report date Enter the date for the report Format MMDDYY The default is 12 31 of the report year Example No example is given 4 State tax code Enter the state code Any value can be entered however only a state code already defined in Tax tables is meaningful Even when a state has more than one tax table defined only the first portion of the tax code is entered This is because all taxes for the state are included in this report regardless of which table they were calculated from In the case of multi state employees taxes are included whether this is the employee s home state or an alternate state Format Two characters Example No example is given 5 Employer name Options Enter the employer name to use in the report or use the option lt F2 gt For the employer name from PR Control information Format 44 characters Example No example is given 6 Employer address Options Enter the employer address to use in th
227. any input is accepted Options You can also use one of the options lt F1 gt For the next existing format lt SF1 gt For the previous format 489 Passport Business Solutions Two characters first segment F t ee 15 characters second segment CI Example Type XX then type SAMPLE STAT 2 Report format description For a new format enter up to four lines of description For an existing format the description displays automatically Format Four lines of 30 characters each Type Sample State then press lt Enter gt On line 2 type Annual W 2 report On line 3 type Ref On line 4 press lt Enter gt Example 3 Annual or quarterly report Enter A if this format is for an annual report used by Annual reports Mag media or Q if it is for a quarterly report used by Quarterly reports Mag media Reports created by either selection can be printed using Magnetic media report list Format One letter either A or Q Example Type A 4 Report file name and 5 Report file name extension Enter the appropriate file name and extension for the magnetic media report For example the Federal W 2 magnetic media report uses the file name W2REPORT The file name to use is given in the magnetic media reporting specifications provided to you by your state agency The extension is usually blank Eight characters for file name F t SERR Three characters for extension Type W2REPORT in Field
228. ar salary of 100 and receives commissions of 400 on the last check of the month would have withholding based on a weekly salary of 500 A truer estimate of the weekly salary would be 200 Using 200 instead of 500 for tax estimation is smoothing since it removes sharp weekly swings for withholding amounts Enter the starting pay period date and ending pay period date for commissions respectively MMDDYY at each field A default date displays in each field the calculated beginning and ending date of the cur Format rent week month or whatever other frequency you have chosen Example Enter 110109 for the beginning date Enter 113009 for the ending date Employees who have additional tax deductions set up in their employee rec ord will have the additional tax deductions withheld on the separate com mission check Note If an employee has a fixed additional tax deduction that starts after the Commissions from date or is terminated before the Commissions to date too little tax may be withheld This would not be the case with percentage additional tax deductions Payment date for this payroll run This is the check date for all the payroll checks being calculated in this run The payment date must be specified here and not when printing checks for the reason described below PBS Payroll allows you to continue calculating printing and posting checks beyond the end of a year into the first quarter of the next year Many
229. arachule pwls W2 tux 12K 13 Nontaxable business exp reimbursements W box 171 14 Uncoll Soc Sec tax on cost of term ins W2 box 12M 15 Uncoll Medicare tax on cost af term ins WI box 12N 16 Excludutile aoving expense reimbursements W tux 12P 1 Medical savings account contributions Wi box 12R 18 Adaption benefit reimbursements Ww box 12T 19 Income from nonsLlutulory slok opliauts CW box 12 20 Empr contrib to Empe Health Savings Acct W2 box 12W Fiv next W2 lt SFle prev W2 F2 gt next emp lt 5F2 gt prev emp sENTER by name Federal Reporting From this screen you can work with both new and existing W 2 information records If one has already been entered for the employee number you specify it displays and is available for changes or deletion From this screen you can access Employee History information using the Drill down feature SF8 This feature is explained in the PBS System documentation Enter the following information 1 Employee For a new W 2 information record Options Enter the number of the employee for whom to enter W 2 information or use one of the options lt F2 gt For next employee in employee number sequence lt SF2 gt For previous employee Blank To look up employees by name If you choose to enter by name the cursor moves to the name field and lets you enter an employee name or just the leading characters of one Upper lower case is significant Your options at
230. aracter Description For a new payroll entry To delete the payroll entry selected in the list box To edit the payroll entry selected in the list box To save a new payroll entry or changes to an edited pay roll entry Same as Save button plus the New button To cancel adding or editing a payroll entry To edit the distributions for the selected payroll entry See the Distribution section for more information To exit the screen You may also use the lt Esc gt key In character mode the following screen displays Time worked Enter lt F1 gt next entry ma SPO CNMOUSDAWNKE State City Pay type Overtime hrs Special hrs Holiday hrs Sick hrs Vacation hrs State XYZ Company End date 6 11 07 Holiday hrs 60 Freq All Employee 11 Temp D E 1 12 Temp D E 2 13 Temp D E 3 14 Temp D E 4 15 Temp D E 5 16 Temp D E 6 17 Wks worked Pay prd start 18 Vac accrued 20 Adv vac wks 19 Sick accrued 21 Work units City lt SFi gt prev entry lt F2 gt next empl lt SF2 gt prev empl From this screen you can work with both new and existing payroll entries If an existing entry is selected either by explicit data entry or by using the option keys its data displays on the screen and the cursor is positioned at Field number to change to allow change or deletion If a new entry is selected the cursor moves to the next field to allow data entry From this screen you can access Employee His
231. are Start Using Payroll Begin using the Passport Business Solutions Payroll module on a regular basis From this point on enter all payroll activity through this module refer to the Guide to Daily Operations chapter If you want to print customized quarterly reports enter quarterly report formats using Quarterly report formats Not Predefined quarterly report formats are available Refer to the Quarterly _ ore Report Formats chapter in this manual 21 Passport Business Solutions MAGNETIC MEDIA REPORTING If you will be reporting either state unemployment insurance information or state annual withholding information on magnetic media enter formats for these reports using Magnetic media formats Prior to doing this you should obtain the specifications for such reporting from your state taxing agency Study these specifications to determine whether any additional employer or employee data is needed that is not already stored in the Payroll system Your state may require you to report whether an employee is an officer of the company Some states require that an employee s name be reported in distinct segments of First name Middle initial or name and Last name You may want to define these as additional fields for an employee A complete list of employer and employee fields available for magnetic media reporting is provided in the State Magnetic Media Report Fields Appendix If you need to include additional
232. arious payroll reports to give a breakdown of wages and deductions by department You should not change an employee s home department number if the employee has a payroll entry on file The word department as used here has no connection with the cost center of your account number format The default name of the cost center or of one segment of it if there are two is indeed department but the system does not validate whatever you enter here against the Cost Center file Format 9999 Example Type 247 W 2 ins premium If you purchase group term life insurance for an employee and the coverage of this insurance exceeds an IRS specified limit e g in 1990 it was 50 000 then enter the cost premium of the coverage in excess of the limit This cost should be computed from a table provided by the IRS Although this cost is considered taxable wages paid to the employee it is not subject to withholding for income tax purposes The amount entered here will be added to FWT gross and FICA gross on the employer s W 2 form when it is printed or reported on magnetic media Refer to the Year End Payroll documentation Format 9999 99 Example Type 5 to enter 5 00 as the term insurance premium Distribute wages Check the box if this employee s pay is distributed manually to G L accounts Otherwise leave it unchecked 144 Passport Business Solutions The default appearing in this field depends upon what you answered to t
233. ased upon an employee s earnings for the reporting period 103 Worker s comp gross N 8 2 Y Y 635 Passport Business Solutions This field is the total of an employee s earnings applicable to estimation of the worker s compensation premium 104 Est workers comp prem N 6 2 Y Y This field is the estimated worker s compensation premium for an employee 105 Suppl benefits gross N 8 2 Y Y This field is the total of an employee s earnings applicable to calculation of supplemental benefits 106 Suppl benefits N 6 2 Y Y This field is the calculated supplemental benefits for an employee 107 CWT gross N 8 2 Y Y This is the total of an employee s earnings for the reporting period which are subject to city withholding tax within the state selected for the report 108 City inc tax withheld N 6 2 Y Y This is the city income tax withheld from an employee s earnings for the reporting period within the state selected for the report 109 Reported tips N 6 2 Y Y This field is the total of tips reported by an employee to the employer 110 Federal tip credit N 5 2 Y Y This field is the total Federal tip credit taken for an employee 111 State tip credit N 5 2 Y Y This field is the total state tip credit taken for an employee 636 Passport Business Solutions 112 Regular hours N 3 2 Y Y This field is the total of hours worked for which an employee was paid at the regular
234. assport Business Solutions Calculate Payroll This chapter contains the following topics Calculating Earnings Deductions and Taxes Payroll Calculations 0 2 0 0 0 o oo occ cece eee Commissions From andCommissions To 257 Passport Business Solutions CALCULATING EARNINGS DEDUCTIONS AND TAXES You use the Calculate Payroll selection to calculate the employees earnings deductions and withholding taxes and to prepare for printing payroll checks in the Checks selection Payroll is calculated for the current pay period and for up to four weeks of advance vacation pay The advance vacation checks are calculated on the basis of a normal working week s pay at the regular hourly rate even if the employee is usually salaried or is usually paid at a frequency other than weekly After payroll calculations are made the Time Worked Register Payroll Register and Deductions Register are printed These registers detail the time entries what is paid to the employees and what is withheld or deducted from the employee s pay You can print and post checks for time transactions in the new year before reporting W 2 and as necessary 1099 forms for the year just ended You can also enter time transactions and print checks and post them up to the end of the 1st quarter in the new year For example supposing the year just ended is 2004 and the new year is 2005 In th
235. ate state and city tax tables using Tax tables All companies require the federal tax code and some companies may require tax codes for several states and cities refer to the Tax Tables chapter Enter each employee using Employees refer to the Employees chapter Do not enter employee year to date totals on the last screen of Employees Note These totals must be set by entering and posting transactions as described in the next steps Follow the steps below to enter employee and company information 19 Passport s Business Solutions DESCRIPTION Verify that Payroll is in setup mode by selecting Control Information and then viewing Field 26 on the second screen PR is in setup mode For the next two steps it is critical that this field is set to Y indicating that Payroll is in setup mode For each employee enter an adjustment transaction using Adjustments for each quarter that has already been processed for the calendar year When entering the transactions you see SETUP MODE at the top right of the screen You will not be asked for G L distributions for these transactions because you are in setup mode and are entering information to initialize Payroll s files not for the purpose of creating distributions to the General Ledger For each employee enter an adjustment transaction using Adjustments for the current quarter that summarizes all payroll checks already cut for the employee in the current qua
236. atted file for automated clearing is generated during a Payroll check run to interface with the processing bank The steps to setup Payroll for Electronic payment direct deposit is documented in the Implement Positive Pay and Direct Deposit appendix Direct Deposit Accounting When Payroll posts a check for which all or part of the check is directly deposited the portion that is directly deposited is posted as a credit to the General Ledger account specified for this purpose in Payroll Control information rather than as a credit to the cash account selected when printing checks When check amounts are directly deposited and the ACH file is created a register prints showing a summary of the deposit amounts for each employee The table below describes what to do with or without General Ledger G L and Accounts Payable A P Find the row and column that corresponds to what you have and follow those instructions DIRECT DEPOSITS ELECTRONIC No G L G L 282 No A P A P Passport Business Solutions Distributions are stored in the Pay roll distributions file There is nothing to do in A P because the amounts are properly pulled into G L when Get dis tributions for Payroll is run There is nothing to do in G L because the amounts are properly pulled into G L when Get distributions for Pay roll is run Do the same as at left 283 Passport Business Solutions Voiding and Purging Checks T
237. ax to be withheld To select one of the three methods of data entry lt Arrows gt described in the Additional amount to be withheld sec tion If the employee s state tax code specifies a gross wage cut off amount this percent is calculated only on the taxable gross pay over the cut off amount Note A negative amount or percent reduces the tax amount 99999 99 amount Format 99 99 percent and surcharge Press lt F2 gt then type 5 to specify a bi weekly increase in Exampl XamP S tate withholding of 5 00 CWT exemptions Enter the number of exemptions that apply for work city withholding tax CWT or press lt Enter gt to default to zero Format 99 Example Press lt Enter gt CWT exemption Enter the annual dollar amount of the work city withholding tax exemption or press lt Enter gt to default to zero 190 Passport Business Solutions Format 99999 99 Example Press lt Enter gt Added CWT Options Enter the additional city tax to be withheld To toggle between the three methods of data entry lt F2 gt described in the Additional amount to be withheld sec tion If the employee s city tax code specifies a gross wage cut off amount this percent is calculated only on the taxable gross pay under the cut off amount 99999 99 amount Format 99 99 percent and surcharge Example Press lt Enter gt to default to zero Options Make any needed changes or use one of the followin
238. ay 13 Total OSI 2 gross 14 Total rs 13 Total wages over SU maxinun 15 Total SUI gross 20 Total wages over FU maxinun Enter cow from 1 through 17 Since this is a numeric field having decimals several more items appear on the screen These fields are described below 5 Use commas This field displays as field 5 when you select a numeric field that contains a decimal Answer Y to use commas when printing this field on a report 6 Decimals If this field has no places to the right of the decimal point this choice does not appear Enter the number of decimal places you want to print up to the maximum shown 471 Passport Business Solutions 7 Show negative with If this field cannot contain a negative value this choice is not applicable Options Enter either M P or N M show negative with a minus sign P show negative by enclosing number in parentheses N not shown prints same as positive number If P is chosen the question Print where displays Answer F for fixed or N for next to number When printing Michigan Form MESC 1017 the not shown option is useful when printing each employee s SUI total wages amount in the Employee area This field must be printed in two parts the dollar amount and the Note cents amount In order to do this the field must be used twice to print the dollar amount separately from the decimal amount In this case the sign should be shown only for either the d
239. ay subject to Federal unemployment insurance up to the maximum amount on which this tax can be assessed This prints the employee s FUI gross amount for all payroll checks posted for each employee for the quarter specified on your report 17 FWT gross 15 99999999 99 FWT gross is the amount of the employee s pay subject to Federal withholding up to the maximum amount on which this tax is assessed This prints the employee s FWT gross amount for all payroll checks posted for each employee for the quarter specified on your report 18 CWT gross 15 99999999 99 CWT gross is the amount of the employee s pay subject to city withholding up to the maximum amount on which this tax is assessed This prints the employee s CWT gross amount for all payroll checks posted for each employee for the quarter specified on your report 19 Supp benefits gross 15 99999999 99 Supplemental benefits gross is the amount of the employee s pay subject to an employer contribution of supplemental benefits up to the maximum amount on which the supplemental benefit is assessed This prints the employee s supplemental benefits gross amount for all payroll checks posted for each employee for the quarter specified on your report 20 Employer OST gross 594 Passport Business Solutions 15 99999999 99 Employer OST gross is the amount of the employee s pay subject to an employer contribution of other state tax up to the ma
240. ayment direct deposit Method If you are using Report only then enter None as report only provides a special form print out not related to this field This field does is not for selecting a check but for selecting a form to print direct deposit payment information The forms are similar to checks with a few differences depending on the type of printer selected For selecting a check format see Check format to use When printing to a laser printer it will print both an upper stub check and lower stub DDP Fmt 1 DDP fmt 1 on blank form and Direct mailer on blank form are intended for a Company information laser printer DDP fmt 1 on blank and Direct mailer on blank form forms may be printed on plain paper using a Company information or Windows printer For DDP Fmt 1 and DDP fmt 1 on blank formthe upper stub prints the check payment information deductions earnings and totals similar to the checks stubs The bottom stub prints a list of the bank accounts and an amount to be deposited to each account Depending on the printer model you should know that selecting Windows printer usually provides less printing area on a page vs a Company information laser printer So if you find that the mailer is not fitting on one page using Windows printer then try a Company information laser printer Any mailer format can be selected for a dot matrix printer pin feed however the Matrix mailer carbon and Matrix mailer double are intended only for matrix p
241. be left blank Example Press lt Enter gt 526 Passport Business Solutions 5 Prompt Enter the prompting message for this extended field This message displays at the bottom of the screen during data entry of this extended field The message should describe what is to be entered for this extended field and can include a brief list of allowable codes Format 60 characters Prompts are optional and can be omitted Example Type Enter employee s first name Field number to change Options Make any desired change For an existing entry you can also use one of the options lt F1 gt For the next existing entry lt SF1 gt For the previous existing entry Note the absence of lt F3 gt To delete an extended field definition use the Purge function described later in this chapter 527 Passport Business Solutions Ezz PRINTING AND PURGING EXTENDED FIELDS This section explains how to print a list of extended fields and how to purge them Printing a List of Extended Fields Select Extended field definitions from the Reports Employee Employer menu No selection screen displays because all extended fields both employee and employer are printed unconditionally Purging extended fields Use this function to delete any extended field that you no longer need Purge does not imply that all extended fields are deleted The selection is called purge rather than delete because it does not merely
242. be used as a quarterly field This field is one of the check boxes on the W 2 form When this field is specified in a report format two report values can be specified One value is reported when the box is checked and the other value is reported when it is not checked The box is checked or not automatically by the Passport Business Solutions Payroll module depending upon the settings of other fields If the employee s pension plan flag is Y in the Employee file this box is checked If the sum of deferred compensation for 401 k 403 b 408 k 6 and 501 c 18 D plan amounts is non zero this box is checked Otherwise the box is not checked Note that section 457 deferred compensation amounts are not included 147 Legal rep check mark A 1 Y This field is included mainly for use on annual reports although it can be used as a quarterly field This field is one of the check boxes on the W 2 form When this field is specified in a report format two report values can be specified One value is reported when the box is checked and the other value is reported when it is not checked This box can be checked or not using the Enter W 2 information option of the Year end selection 148 Hshld emp check mark A 1 Y 643 Passport Business Solutions This field is included mainly for use on annual reports although it can be used as a quarterly field This field is one of the check boxes on the W 2 form When this fiel
243. be valid If the number is not valid a message indicator will display If you enter a social security number that is already in a history record then the program will display this warning Social security exists in history file Birth date Enter the employee s birth date This field is optional Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Type 10177 Marital status Options Enter the employee s marital status It can be one of the following Single Married Head of Household This field determines which federal tax table is used when payroll taxes are calculated Head of Household employees have their federal withholding taxes com Note puted from the table for single employees Format One option from the drop down list Example Select Married 143 Passport Business Solutions Payment Payment group You can assign employees to different payment groups For example all employees paid out of the same cash account can be assigned to the same payment group Later in Checks printing you can restrict check printing to only those employees in a specific payment group Entering a payment group is optional You can leave it blank Format Three characters Lower case is converted to upper case Example Type ENG Home department Enter the employee s home department number This field is optional The home department number is used in v
244. being claimed by the employee for state withholding tax purposes 46 OST 1 exemptions N 2 This is the number of exemptions being claimed by the employee for other state withholding tax 1 purposes 47 OST 2 exemptions N 2 This is the number of exemptions being claimed by the employee for other state withholding tax 2 purposes 48 CWT exemptions N 2 This is the number of exemptions being claimed by the employee for city withholding tax purposes 49 Was employed month 1 A 1 Y This field identifies whether an employee was employed or received wages during the first month of the quarter being reported When this field is entered additional information must be specified The additional information specified is e the date in the month e the value to report if the employee was employed e the value to report if the employee was not employed e The values to enter are contained in the specifications for magnetic media reporting as pro vided by the state agency requiring the report The date in the month is used to determine whether an employee was employed or received wages during the month This is determined by checking whether the date in the month falls on or after the employee s hire date and then checking whether a pay check was received by the employee with a pay period ending date that is on or after the date in the month 50 Was employed month 2 A 1 Y 627 Passport Business Solutio
245. ber sequence or name sequence This selection gives the latter Number sequence has already been described in the previous section For security purposes only the last 4 digits print of the social security number print on the report The first five digits are replaced with asterisks Select Employees by employee name from the Reports Employee Employer menu of the PR menu You may also select this report while in Employees from the Print menu The following screen displays Employees by name Starting employee name A Ending employee name Last Al Include terminated Include Employee information v Print extended information Print notes OK Cancel F2 First In character mode the following screen displays Reports Employees by employee name XYZ Company 1 Starting mployee nane Co o o 2 Ending employee name 3 Include tarainated amployeen 7 4 Print phone or employee information Print extended information 6 Print notas lt F2 First Enter the following information 207 Passport Business Solutions Starting employee name Ending employee name Enter the range of employee names to print on the list Follow the screen instructions The names you enter do not have to be actual employees names so long as they define the desired range Format 25 characters at each field Example Press lt F2 gt at each field for a range of First through Last Incl
246. bility account for this special tax It is used for accumulating distributions from the employee s pay for this tax If you use cost centers refer to the previous note under a Deduction type lt F5 gt For varies by employee 87 Passport Business Solutions Your standard account number format as defined in Com Eee pany information Example Enter account 2060 000 Rate basis Enter Percent of subject wages to calculate the amount as a percent of wages Select Work units to calculate the amount as a fixed amount per work unit If you are using a fixed amount per work unit refer to the Use of Work Units appendix Your answer here determines the requirements for the next fields Format Drop down list box Example Select Percent of subject wages Rate If the rate basis entered above is a percent of wages enter a percent here If the rate basis is a fixed amount per work unit enter that amount Format 9999 99999 Example Type 5 YTD earnings limit If the rate basis is a Percent of wages type and there is a YTD maximum amount on which the percent is allowed enter that amount here If the rate basis above is Work units then this field cannot be entered Press lt Enter gt to default to zero if there is no limit Format 999999 99 Example Press lt Enter gt Current earnings limit or Current deduction limit If the rate basis is a Percent of wages type this field displays as Current earnings limit If
247. bove Example Select FWT gross Meals Code The code for meals is used to show only the value of meals received on the employee s check stubs and in the employee s earnings history This is because any expenses related to meals are part of the overall expenses of operating the restaurant or cafeteria 89 Passport Business Solutions Enter the Code and Description fields as they appear below and select Meals for the Type field The rest of the fields display Deduct ions Ea nings Enter XYZ Company x 1 Code u Description Meals lype Meals G L acct Not applicable Exempt from fed h Ni Exempt from emp Soc Sec Wedi care Exempt from empr Soc Sec Wedi care Exempt from FUI Exempt from EIC Exempt from state w h Exempt from SUI Exempt from OST 1 7 Exempt from OS1 2 Exempt from empr OST Exempt from wocomp Exempt from suppl ben 7 Exempt from city w h SOP EN Sweaner eN Note that the G L account number field cannot be entered From the company s viewpoint there are no relevant journal entries at this point because the company is reporting additional income that the employee received and spent but which is not a part of his paycheck Taxes can be assessed on this income but the tax amounts are withheld from other income on the paycheck Reimbursement of an employee for a work related meals expense should be handled using an earnings code In this case cash changes
248. calculated as a percentage of the employ ee s federal withholding tax amount Format One letter from the list above annie Type D since the tax in California is assessed directly upon earnings Note Refer to the State Withholding Tax Calculations Appendix for SWT cal culations 15 Gross wage cut off amt Some states impose income tax only on a portion of an employee s income up to a cut off amount You enter the annual cut off amount here If your state does not specify a cut off then press lt Enter gt to skip this field in which case no cut off is applied to the employee s income The result from this cutoff calculation is used as input to the calculation specified by the next field This field is applicable only if the state tax calculation is based on earnings 116 Passport Business Solutions Only the portion of income in excess of the cut off is taxed at the Added SWT percentage rate in the Employee record when that employee field is specified as a percentage Added SWT in the Employee File can also be Note specified as an amount or as a surcharge percent In these cases the excess portion of income above the cut off amount is not used for computing Added SWT Refer to the State Withholding Tax Calculations Appendix for additional information Enter the gross wage cut off amount or just press lt Enter gt for no cut off amount Format 99999999 99 Example Press lt Enter gt 16 Base gross percent Th
249. ce Format 999999 at each field Example Press lt F2 gt at both fields 5 Group by state city code This field allows you to report payroll history by state or city code Answering this question Y allows you to specify the state or city code at the next field Answering this question N allows you to report payroll history by employee no matter which states your employees worked in for the date range entered above Format One letter either Y or N Example Type N 6 State city code If you answered N to the previous question this field is skipped Otherwise select State or City by entering S or C Format One letter either S or C Does not occur in this example because you entered N at Example the preceding field Options After selecting state or city enter the desired tax code Any input is accepted however only a valid tax code already defined in the Tax tables selection is meaningful You can also use the option lt F5 gt For All states or All cities In the case of multi city multi state employees history will be selected for inclusion in the report without regard to whether the state or city is an employee s primary state city or one of the alternates to which he may be liable for taxes 336 Passport Business Solutions Two characters for state or city Format One character for the individual tax table within that state or city Example These fields are skipped 7 By what date Y
250. ch of the federal taxes shown below The federal taxes are e Fed w h Federal withholding tax e Employee Soc sec e Employee Medicare These are taxes deducted out of an employee s pay check e Employer Soc sec e Employer Medicare 101 Passport Business Solutions e FUI Federal unemployment insurance also known as FUTA Federal Unemployment Tax Act These are taxes paid by an employer An employee is not responsible for these taxes e EIC Earned income credit is not really a tax at all but is a payment to the employee The tables for calculating Earned Income Credit are contained in the federal tax code record Use the following table to define exemptions for the federal tax authority EMPLOYEE EMPLOYER ais en Medicare en Medicare FUI EIC 8 Regular pay X X X X X X X 9 Overtime pay X X X X X X X 10 Special pay X X X X X X X 11 Holiday pay X X X X X X X 12 Sick pay X X X X X X X 13 Vacation pay X X X X X X X In place of each X enter a Y or an N to specify whether the pay type is exempt from inclusion in the wage base on which that deduction type is calculated Answer Y if the pay type is exempt from that particular tax deduction or contribution The default is always N For example the first X should be entered as a Y or an N as if in response to the question Js regular pay exempt from federal withholding After you enter the first field the cursor moves one column right and you ente
251. changed 5 From Enter W 2 information on the Year end menu you may make any additional changes to other employee deductions 6 Once the amounts are correct you may print W 2 forms or generate the W 2 magnetic media file Following the printing of W 2s a window similar to the following displays Year end Print W 2 forms XYZ Company Please copy the following information for inclusion on form W3 Wages tips and other compensation Box 1 1 006 82 Federal income tax withheld Box 2 33 81 Social security wages Box 3 1 006 82 Social security tax withheld Box 4 62 42 Medicare wages and tips Box 5 1 006 82 Medicare tax withheld Box 6 14 60 Social security tips Box 7 00 Allocated tips Box 8 00 Advance EIC payments Box 9 66 Dependent care benefits Box 10 68 Nonqualified plan Box 11 60 Deferred compensation Box 12a 090 HIRE exempt wages and tips Box 12b 1 006 82 Third party sick payer Box b N Number of forms W2 Box c 2 Federal ID Box e 77 1234567 Employer name Box f XYZ COMPANY Employer address Box g P O Box 460 Merrimack NH 03227 2 printing complete press lt Esc gt After generating magnetic media a slightly different but similar window displays When printing W 2s the sixth line from the bottom has the total HIRE exempt wages and tips for magnetic media it is the last line on the right Print this screen or copy the information for 677 Passport Business Solutions
252. check Uncheck the box to exclude sick hours from printing on check Format Check box Example Select lt Enter gt for the default of unchecked Incl vac hrs on check Specify whether or not to print employee s available vacation hours on check 62 Passport Business Solutions When printing vacation hours on a check they are calculated by adding the vacation hours due from the employee file the calculated vacation hours are accumulated based on vacation accumulation setup in the employee file and any addition or subtraction of vacation hours as entered in time worked Check the box to print vacation hours on check Uncheck the box to exclude vacation hours from printing on check Format Check box Example Select lt Enter gt for the default of unchecked If the employee is at the maximum sick or vacation hours allowed as defined in the employee fields 69 and 70 then an accumulation of addi Note tional sick time is not allowed when printing a check Therefore no addi tional accumulated time will print on the check stub only the maximum amount Incl Soc sec on check Specify whether or not to print the employee s Social Security number on the check stub Check the box to print the Social Security number on the check stub If check this box and you select to mask the social security number based on the Use encryption mask field then only the last 4 digits will fully print The other digits will print as aste
253. cial security tax liability For variable cost center Refer to the Account Numbers lt F5 gt section 104 Passport Business Solutions Your standard account number format as defined in Com pany information Example Type 2120 then press lt F5 gt Format 19 Emp soc sec liab acct Options Enter the number of the account that accumulates the amount of the social security tax withheld from employee pay For variable cost center Refer to the Account Numbers lt F5 gt 3 section F Your standard account number format as defined in Com ormat pany information Example Enter account 2120 000 20 Employer medicare pct Enter the employer s share percent of medicare tax Format 99 99 Example Type 1 45 21 Employee medicare pct Enter the employee s share percent of medicare tax Format 99 99 Example Type 1 45 22 Maximum medicare wages Options Enter the maximum amount of wages subject to medicare taxes lt Enter gt For no maximum Format 99999 99 Example Press lt Enter gt 23 Empr medicare exp acct Options Enter the number of the expense account that accumulates employer medicare tax expenses 105 Passport Business Solutions For variable cost center Refer to the Account Numbers lt F5 gt section F Your standard account number format as defined in Com ormat pany information Example Type 6100 then press lt Enter gt 24 Empr medicare liab acct
254. cifications from the Quarterly report formats menu A screen displays for you to enter the starting and ending numbers of the formats that you wish to print specifications 1 Starting format and 2 Ending format Enter the range of the formats you want to print or use the option For the First at Field 1 or Last at Field 2 format aie on file Format 99 Example Press lt F2 gt at both fields 485 Passport Business Solutions Magnetic Media Formats This chapter contains the following topics State Magnetic Media Reporting 2 2 2 2 Gen ral App arance soosi a cigamees ceca icedoa tn Record Formats ig vicss cdstsannseduunesdsavanuaneid aaien Format Specifications au ieis cissenneisccbeecbacediiadewedadsdieeeunes Venia Formal gasesaicincteeiscneasactucmaniinveeecatsiencsnvanseaees Sample Boia ch siags dre cetesantoncneh nbskidadesan sdahascobuaie ON ecean de OR E S Delete Format cccc cccanncaccesssannnpesssescanhieeetanaeassevacs 486 Passport Business Solutions STATE MAGNETIC MEDIA REPORTING This selection allows you to define state quarterly and annual magnetic media reports according to specifications provided by each state Some states have mandatory magnetic media reporting requirements for quarterly unemployment insurance reports and or annual wage reports If this is the case in your state you need to use this selection to enter the formats for these reports Magn
255. cked This box can be checked or not using the Enter W 2 information option of the Year end selection 145 Deceased employee check mark A 1 Y This field is included mainly for use on annual reports although it can be used as a quarterly field This field is one of the check boxes on the W 2 form 642 Passport Business Solutions When this field is specified in a report format two report values can be specified One value is reported when the box is checked and the other value is reported when it is not checked This box can be checked or not using the Enter W 2 information option of the Year end selection This field appears on Federal W 2 forms reported both on paper and magnetic media However it is reported on magnetic media not as a one character value but as an addition to the employee s name For example if JOHN A DOE is a deceased employee this fact can be indicated in the Federal magnetic W 2 report by JOHN A DOE DECD To achieve this result reduce the field width for an employee s name by five characters and allocate the last four characters for this field This allows at least 1 space between the employee s name and the DECD indicator When entering this field specify DECD as the value to report when this box is checked and blanks for the value to report when this box is not checked 146 Pension plan check mark A 1 Y This field is included mainly for use on annual reports although it can
256. companies 28 N name format employee 141 name field number and 581 name printing by employee 207 notes employee 192 PR distribution 374 W 2 forms printing 433 number and name field 581 number printing by employee 204 numbers account 96 numeric field 618 numeric fields positive pay 558 O occurring while W 2 processing is 436 ODBC 14 operating system file differences year 443 end operations checklist calendar year 36 daily 33 Quarterly 35 organization 26 organization of magnetic media reports 572 organization data 3 overtime pay factor 47 own Payroll wage reports designing 453 your own Quarterly reports creating your 455 P password 28 xiii password protection 13 path and backup ACH processing and 667 positive pay file name pay overtime factor 47 special factor 48 pay setup positive 660 pay vacation 11 Payroll ACH direct deposit adjustments 332 and deductions registers 11 calculations 11 259 calculations setting up 95 checklists 32 current year 50 described 6 exiting 30 expense report employer 339 history report 12 history report employee 335 preparing to use 16 producing year end 409 regular use of 23 report printing a year end 411 reports printing 334 setting up 18 setup mode 50 standard 223 start using 21 starting PBS 28 taxes 6 transactions 10 Transactions Purging 292 wage reports designing your own 453 with Control information customizing 39
257. compress or No compress If you answer Date compress for Summarize wages Summarize taxes Sum marize deductions and Summarize earnings wages are summarized by date Note when transferred to the G L If you answer Period compress wages are summarized by period If you answer No compress wages are not sum marized Format Drop down list box with the three options listed above Example Select Date compress Summarize taxes Answer Date compress Period compress or No compress Format Drop down list box with the three options list above Example Type Date compress Summarize deductions Answer Date compress Period compress or No compress Format Drop down list box with the three options list above Example Type Date compress 49 Passport Business Solutions Summarize earnings Answer Date compress Period compress or No compress Format Drop down list box with the three options list above Example Type Date compress Use meals amp tips Check the box for Yes or uncheck it for No The default is unchecked Meals Restaurants and businesses with a cafeteria may want to check the box if employees get free meals as part of their compensation Taxes must be paid on employer supplied meals just as if the value of the meals were paid as wages These taxes include both the employee and employer share of FICA Tips Tips must be reported by the employee to the employer so that taxes on tips can be deducted
258. cond segment you can use the option lt F1 gt To display a list of employee fields If you enter the first segment of the field number as EX then instead of entering the second segment you can the option lt F2 gt To display a list of employee extended fields If you choose to display a window of either the regular or the extended fields all of the fields are displayed in a scrollable table one column wide The current field is highlighted Use lt Up gt lt Down gt lt PgUp gt lt PgDn gt lt Home gt and lt End gt to move to the desired field Alternately you can press to enter a field number directly The table will scroll to that point Either way when you have selected the desired field press lt Enter gt to select it Two characters EF or EX first segment 999 second seg Format ma Example Does not occur in this example 17 Intermediate record frequency If you have entered N for both Field 11 and Field 13 employees are not batched This field then displays as Not applicable and cannot be entered Otherwise this field is required the software will allow you to leave it blank but the resulting format cannot be verified Enter how many employees there are in each batch For example in the Federal W 2 magnetic media report intermediate totals must be output after each set of 41 employee records If the number of employees is not an exact multiple of the frequency entered one batch is necessarily a
259. corresponding field in Time worked may be negative because this is an adjustment Format 99999 99 Example Does not appear in this example Union deduction Enter the amount of any union deduction Entering any union deduction is permitted only if the employee s record in the Employee file contains a valid union deduction account number 303 Passport Business Solutions Format 999999 99 This field is skipped since this employee does not have a Example i P union deduction or a union deduction account number Loan deduction Enter the amount of any loan payment deducted from the employee s pay Format 999999 99 Example Press lt Enter gt Garnishment deduction Enter the amount of any garnish deduction taken from the employee s pay Format 999999 99 Example Press lt Enter gt permanent deductions earnings In these nine fields the program displays the descriptions of any permanent deduc tions earnings on file for this employee in the Employee file Any fields that are marked with NO D E are skipped In each field that has a valid permanent deduction earning taken from the Employee file you can enter a deduction earning amount When the deduction is a special tax type X the basis for the deduction displays at the bottom of the screen If the employee has direct deposit the second to the last field can not be entered If the employee has a 401 k the last field is not avai
260. count in Control information The same cash account will be used for check printing and ACH direct deposit processing for a check run If you want to use different accounts for both you must do them in a separate run After you select the Enter key for the selected cash account the check date format will display beneath the cash account name The check date format is set up in Cash accounts under Ctl The PBS System manual has more information on this set up Check and Direct Deposit Mailer Forms Checks and ACH direct deposit mailer forms will print according to the format selected in the PR Control file There are several form types for checks and ACH direct deposit forms See the Control Information chapter for more information on the forms choices for each Checks will print first then the direct deposit mailer and ACH direct deposit processing will run next Check Processing Please mount check forms on printer Mount the check forms on the printer with the perforation even with the top of the print head If you are using a laser printer load the check forms in the printer s paper tray according to the instructions in the printer s user manual If you use checks preprinted with check numbers note the first serial number of the checks you have mounted You use this to ensure the first and last check s are entered correctly The serial number is the number preprinted on the check in contrast to the check number recorded in
261. creen lets you enter employee fixed and variable deductions earnings 177 Passport Business Solutions Deductions Earnings The fields on this tab consist of nine groups of fields Each group specifies a type of deduction or earning that is applied regularly to the employee s pay the amount of the deduction or earning and the frequency with which it is applied D E 1 through 9 Enter the first deduction earning code D E for this employee The code entered must exist in the Deduction Code File After you enter the code the description of that D E code from the Deduction Code File displays If you press lt Enter gt for the D E code this field is skipped the amount rate percent field is set to zero and the frequency field is skipped The D E codes entered here are for permanent deductions or earnings deductions or earnings that are applied every pay period according to the deductions earnings frequency entered D E codes for meals tips supplemental earnings or worker s compensation are not allowed here The only codes allowed are type D for deductions B for before tax deductions E for earnings and X for special tax deductions Very irregular earnings or deductions should be entered using the Time worked selection Format Three characters Example Type D1 Type Amount If this is a Type X deduction the amount of the deduction is calculated automatically by Calculate payroll based upon the rate or percen
262. cs pn cecnichonsddnidisdencepasndabonns eeisenods Magnetic Media Reporting ace ce dens ddccnecnacmascncndsenuenenes Regular Use of Payroll og cic ccccccacensesccancaskssocsccidacicecoss Sapport and Ten op ccsacsuxbenGuienson catnmeebensees 15 Passport Business Solutions PREPARING TO USE PAYROLL Before getting started ensure that the Payroll software is installed on your computer Refer to the PBS Administration documentation to install the Payroll module before proceeding You may want to familiarize yourself with the main features of this module by reading the Understanding Payroll chapter in this manual Consult Your Accountant You should consult with your accountant before using the Passport Business Solutions software Your accountant should be familiar with your accounting software and can advise you on converting from your existing Payroll system PR data files Before you use the Payroll module you enter data file information about your current payroll There are six different data files you enter if necessary refer to the Data Organization section in the Understanding Payroll chapter before you use the module on a regular basis A brief explanation of those files follows Company information This menu selection contains basic information about your company or each of your companies if you are using multiple companies Here you specify information such as your company s name and address and whether or n
263. cted state will be included regardless of whether that is the primary state or an alternate state for any par ticular employee 378 Passport Business Solutions For city information You will not be asked to specify what city the report can be printed only for all cities In the case of multi city employees information for a city will be included regardless of whether that is the primary city or an alternate city for any particular employee Format One letter from the list above Example Type S Which state This field displays only if you entered S in the preceding Enter the state whose information is to print There must be one or more state entries on file in Tax tables whose tax code begins with this state abbreviation Format Two characters Example Type CA 5 In order by Options If you selected Brief or SUI Expanded format in Field 1 or summary format in Field 3 this field displays as Not applicable and cannot be entered Otherwise choose between S To print the employees in social security number order To print the employees in employee name order If these have been entered in Employees with the per n sonal name preceding the surname the report will not be in surname order Format One letter from the list above Example Type N 6 Print last name first If you selected Brief or SUI Expanded format in Field 1 or summary format in Field 3 this field displays as Not applicable and ca
264. ctions from the accounting area called inventory control Workers Compensation Workers compensation is insurance which provides for payment to an employee in the event of certain kinds of on the job injuries The premiums for such insurance are normally paid by the employer to a state or private agency A few states require that the employee pay part of the workers compensation premium Passport Business Solutions PRODUCT DESCRIPTION The Passport Business Solutions Payroll module provides the following features Has employee file maintenance and lists Handles both hourly and salaried employees on daily weekly bi weekly semi monthly monthly and quarterly pay frequencies Prints a payroll worksheet to assist in gathering payroll input information Allows entering and editing of time worked information with an edit list and a register Handles a wide variety of special deductions and earnings including 401 k plans and direct deposits Handles supplemental earnings specifically Automatically calculates standard payroll Allows reports to be stored on disk to save computer time then printed later at your con venience Allows use of multiple printers Prints a payroll register and deductions register Prints payroll checks and a check register Can be interfaced to Check Reconciliation to reconcile the checkbook from which payments to employees are made Allows entering editing and posting of hand
265. d It is required for reporting on Federal W 2 forms It is an employee s deferred compensation under an arrangement covered by section 403 b of the Internal Revenue Service code The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 133 Deferred comp 408 k 6 N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is required for reporting on Federal W 2 forms It is an employee s deferred compensation under an arrangement covered by section 408 k 6 of the Internal Revenue Service code The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 134 Deferred comp 457 N T 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is required for reporting on Federal W 2 forms It is an employee s deferred compensation under an arrangement covered by section 457 of the Internal Revenue Service code The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 135 Deferred comp 501 c 18 D N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is required
266. d The text is suppressed when the other field is blank or zero 2 Hyphen A 1 This field is simply the hyphen character for use in punctuating an employee s social security number Some states ask for the social security number to be reported with punctuation 3 Fed record control N 7 This field starts at the value 1 for the first employee reported and increments by one for each successive employee reported It is also incremented by one when a set of intermediate level records is reported either headers or totals or both 4 State record control N 7 This field starts at the value 1 for the first employee reported and increments by 1 for each successive employee reported It is not incremented when a set of intermediate level records are reported Refer to the previous field 5 Employee number N 6 This is the employee s number from the Employee file 6 Empl name as entered A 25 619 Passport Business Solutions This is the employee s name exactly as it is entered in the Employee file 7 Empl name first last A 25 This is the employee s name showing the first name first If an employee s name is entered as Doe John A it is reported as John A Doe If an employee s name is entered as John A Doe it is reported unchanged as John A Doe The report program knows which way employee names were entered In Note General appearance the Employee names are entered field is used to spec ify
267. d contain no spaces Examples Edward Susan lt Space gt Enter a space if you are going to enter a middle initial or middle name lt Initial Name gt A middle name or initial is optional If you do use a middle name or initial no spaces should be imbedded in the text You may enter an initial with one trailing period or without a trailing period Examples George L or L Street address Enter the employee s street address This field is optional Format 25 characters Example Type 715 Orange Tree Terrace City Enter the name of the employee s city This field is optional Format 20 characters Example Type Orchard City State Enter the standard postal code to identify the employee s state This field is optional Format Two characters Example Type CA for California Zip code Enter the employee s zip code This field is optional Format Ten characters Example Type 90701 Phone Enter the employee s phone number This field is optional 142 Passport Business Solutions Format 25 characters Example 987 773 8892 Soc sec Enter the employee s social security number You must also enter the hyphens for it to appear in the correct format Following entry or change when the cursor is no longer on the field only the last 4 digits of the number displays This field is optional Format 12 characters Example Type 415 59 6091 The first three digits of the social security number must
268. d field depends upon how you have defined it An extended field can be either a character field such as a name or a numeric field such as number of employees or salary or a date field Whatever the type of the field you can enter information up to the size specified when the field was defined Options Extended fields are displayed sequentially down the screen in a window To enter or change a field first use the lt Up gt and lt Down gt keys to get to it Graphical Mode To edit a field select the enter key or click on it A box will display at the bottom of the window where you can make your entry You have the following button options Save To save what was entered or changed on a field If no field changes or new entries were made then you will be returned to the last Control information tab Exit If you made any changes a Cancel Entry message will display If you select Yes then any changes will be abandoned If you select No then you will return to the last field you edited Cancel Discard what was entered changed Character Mode If there are more than 18 fields press lt PgDn gt and lt PgUp gt to see all the fields When done with entry or changes press lt Esc gt and choose one of the file options as follows 64 File Save amp con tinue Abandon changes Delete Passport Business Solutions Save what was entered changed like pressing lt Enter gt at Field number to chan
269. d function and the Adjustments function for the G L accounts where employee regular pay overtime pay and special pay get distributed If you answer Selectively selectively distribute you will be asked to enter manual G L distributions only for employees specifically designated for manual distribution in the Employee File Format Drop down list box Example Select Selectively 48 Passport Business Solutions Summary post distribs Select the lt Space bar gt to check the box or press lt Enter gt for unchecked If you leave it unchecked one distribution is made to each appropriate G L account for each check that is printed during the Checks function If you check the box only one summary distribution is made as above to each appropriate G L account no matter how many checks are printed using that account If unchecked is selected selections Summarize wages Summarize taxes and Summarize deductions must be set to unchecked Format Check box checked is yes and unchecked is no Example Press lt Enter gt for the default of unchecked Summarize wages Answering Date compress or Period compress for selections Summarize wages Summarize taxes Summarize deductions and Summarize earnings enable the payroll user to keep detailed distribution information for reports and voiding checks but will not allow unsummarized personal payroll information to be transferred to the General Ledger Answer Date compress Period
270. d is specified in a report format two report values can be specified One value is reported when the box is checked and the other value is reported when it is not checked This box can be checked or not using the Enter W 2 information option of the Year end selection 149 Deferred comp check mark A 1 Y This field is included mainly for use on annual reports although it can be used as a quarterly field This field is one of the check boxes on the W 2 form When this field is specified in a report format two report values can be specified One value is reported when the box is checked and the other value is reported when it is not checked The box is checked or not automatically by the Passport Business Solutions Payroll module depending upon the settings of other fields If the sum of deferred compensation for 401 k 403 b 408 k 6 457 and 501 c 18 D plan amounts is non zero this box is checked Otherwise the box is not checked 150 Term ins prem over 50 000 N 4 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the cost of group term life insurance coverage in excess of 50 000 provided to employees The Passport Business Solutions Payroll module does not calculate this field It is entered as part of employee information 151 Federal box 14 line 1 A 15 This field is included mai
271. d to handle various tax situations other than SWT and SUI One example of this is California State Disability Insurance Another example is the need for computing tax for another state in the case where an employee lives in one state but works in another state This tax is calculated by applying the percentage entered for this field to an employee s income up to the maximum specified in Field 33 This calculation is done after deducting any allowance amount as specified by Field 32 If you do not need to calculate other state tax for your employees then just press lt Enter gt to set this percent to zero Enter the appropriate percent for your situation Format 99 9999 Example Type 9 You can report this tax on an employee s W 2 form in box 18 Refer to the Year End Payroll chapter After entry of a non zero percent you can enter Note a 15 character description for this other state tax which is used to identify the tax amount when reporting it in box 18 on the employee s W 2 form Description If you have entered a non zero amount for this other state tax enter a description to correspond Format 15 characters Example Type CASDI 32 Emp OST 1 w h allow amt This field allows you to specify the value of one withholding allowance for OST 1 This value is multiplied by the number of withholding exemptions for OST 1 and the result is deducted from the employee s wages Enter the value of one withholding exemption
272. data fields define them as employer or employee extended fields using Define extended fields and then enter the data for them using Control Information for extended employer fields and Employees for extended employee fields Once this is done all the data fields you need for building your report formats are available for selection during entry of the report format If you will be using direct deposit or positive pay read the Implement Positive Pay and Direct Deposit appendix in this documentation for a list of steps to set up these features 22 Passport Business Solutions REGULAR USE OF PAYROLL When you have finished building your data files as above you are ready to use Payroll on a regular basis The remaining chapters in this manual show you how to Process payroll transactions and adjustments Calculate payroll and print payroll checks Print the various reports Enter quarterly report formats Define extended data fields for employer and employees Enter magnetic media formats Close the calendar year Print reports from disk The appendices contain material which is used only for particular states or which is referenced from within several different chapters 23 Passport Business Solutions SUPPORT AND TRAINING If you have problems with this software module contact your dealer or authorized consultant For the name and location of a Passport dealer or an authorized consultant near you contact
273. dditional dollar amount if needed Format 99999 99 Example Press lt Enter gt emp OST 2 exemptions Enter the number of work state exemptions for employee OST 2 or press lt Enter gt to default to zero Format 99 Example Press lt Enter gt emp OST 2 exemption Enter a work state additional dollar amount if needed Format 99999 99 Example Press lt Enter gt empr OST exemption If there is a work state exemption amount for employer OST then enter the amount of the exemption here otherwise press lt Enter gt Format 99999 99 Example Press lt Enter gt State tax credit Options Enter the annual dollar amount of the work state tax credit for which this employee is eligible or use the option 189 Passport Business Solutions To select an annual amount for the credit a percentage rate used to calculate the tax credit or a surcharge per lt Arrows gt centage If a percent is entered the amount of the credit calculated and deducted before Added SWT is added into the tax amount The default is amount 99999 99 annual amount Format 999 99 percentage rate Example Type 64 A tax credit is an amount that is deducted from the calculated tax Added SWT is added into the tax amount after the credit is taken Not all states allow a tax credit so you don t need to enter an amount here if it is not applicable to this work state Added SWT Options Enter the additional state t
274. de Table file The employee number check number check date and amount distributed are shown for each distribution An account total is printed following each account and a grand total is printed at the end of the report In the summary report the total distribution per journal per distribution account is printed An account total is printed following each account and a grand total is printed at the end of the report All distributions within the date range and account number range are printed Distributions outside the ranges are not printed or purged 374 Passport Business Solutions Quarterly Payroll This chapter contains the following topics Producing Standard or Custom Reports 0 2 Printing Quarterly Reports ooo cece nesses cesccnsens dideceueust 375 Passport gt Business Solutions Ezz PRODUCING STANDARD OR CUSTOM REPORTS Use this selection to print the standard quarterly payroll reports supplied with the Payroll system or optionally to print your own customized quarterly payroll reports Payroll is supplied with two customized payroll reports The formats for these reports can be viewed and printed using Quarterly report formats The standard quarterly payroll reports allow you to print a list of federal state and city taxes and unemployment insurance liabilities for any given quarter There is also an option to print the SUI Expanded report Select Quarterly payroll
275. default cash account specified in Control lt F2 gt 5 information lt F5 gt To include checks for all cash accounts Format Your standard account number format as defined in Com 350 Passport Business Solutions pany information Example Press lt F2 gt for the default cash account 2 Starting date Enter the starting date for the range of checks you wish to include in this report or use the option lt F2 gt For Earliest Format MMDDYY Example Press lt F2 gt for the earliest check date you wish to print 3 Ending date Enter the ending date for the range of checks you wish to include in this report or use one of the options lt F2 gt For Latest lt Enter gt For the same date as the starting date Format MMDDYY Example Press lt F2 gt for the latest check date you wish to print 4 Starting employee Enter the employee number of the first employee you wish to print on this report or use the option lt F2 gt For first employee on file Format 999999 Example Press lt F2 gt for the first employee 5 Ending employee Enter the number of the last employee you wish to print on this report or use one of the options lt F2 gt For last employee on file sinter For the same employee number as the starting employee Format 999999 Example Press lt F2 gt for the last employee Passport Business Solutions Field number to change Make any desired changes and then press lt Enter gt t
276. default of unchecked in each case 92 Passport Business Solutions Ezz PRINTING LIST OF DEDUCTIONS EARNINGS Select Reports Employee Employer from the Reports General menu A screen displays to enter which deductions earnings codes to print 1 Starting code and 2 Ending code Specify the range of deductions earnings codes to print The codes specified must already be on file Follow the screen instructions Format Three characters Press lt F2 gt at each field to enter the defaults shown Example below To print a single code enter that code in the Starting code field and press lt Enter gt to skip the Ending code field Any change Accepting the default N displays a screen showing the printer selections Make the appropriate selection and the report prints 93 Passport Business Solutions vesion z Tax Tables This chapter contains the following topics Setting Up Payroll Calculations c 0c0csiscnnnecssedsonnccesss Account Numbers 0 0200 0cceccec cece ec eececeec essen Entrnne cede a beta aED sled ats cedecassateeganceeiedacuecoseehbueaces ree re O E a es tatorieenee aise eens Cis Tak Codes ies aerscracnncessnnasnadnres rattan ETEL Pointing Tax Tables List e sssroriiiiiisderoii risene ri iiiaiusieit 94 Passport Business Solutions SETTING UP PAYROLL CALCULATIONS The Tax Tables selection enables you to define how the payroll software calculat
277. deral tax table using the Tax tables function 36 Emp medicare 5 99 99 This is the percentage at which medicare is deducted from an employee s wages also from the federal tax table 37 Medicare wages 16 999999999 99 This prints the grand total of employee medicare wages for all employees printed on your report 38 Medicare tips 16 999999999 99 This prints the grand total of employee medicare tips for all employees printed on your report 39 Medicare gross 16 999999999 99 This prints the grand total of employee medicare gross wages for all employees printed on your report 40 Emp medicare 16 999999999 99 587 Passport Business Solutions This prints the grand total of employee medicare contributions for all employees printed on your report 41 Empr SS max wages 10 999999 99 This is the maximum employee annual wage amount upon which social security is assessed for payment of the employer s share of social security You entered this for the Maximum soc sec wages field in the federal tax table using the Tax tables function This field applies to both employee and employer 42 Empr SS 5 99 99 This is the percentage at which social security is calculated for the employer s share of social security also from your federal tax table 43 Empr SS wages 16 999999999 99 This prints the grand total of employer social security wages for all employees printed on your report
278. displayed is surcharge If 99 exemptions were entered for a particular withholding type no tax will be withheld per pay period other than what is specified for its corresponding added tax amount here Refer to the Entering Exemptions section for more information For example if there are 99 exemptions for federal withholding all that is withheld per pay period is the added FWT amount in dollars entered here Enter the additional federal tax to be withheld 99999 99 amount Poema 99 99 percent and surcharge Example Press lt Enter gt to default to zero Options SATOWSS To select one of the three methods of data entry described above 158 Passport Business Solutions EIC table Enter the number of earned income credit EIC certificates that this employee has in his household The number can be 0 1 2 or 3 depending on whether the employee has filed a W 5 form or whether the employee and spouse have both filed W 5 forms The amount entered here is used in the payroll calculation to determine how much if any earned income credit should be advanced to the employee Enter if the employee is single or is head of household Enter 2 if the employee is married and both the employee and spouse have filed W 5 forms Enter 3 if employee is married and spouse is not filing a W 5 form The calculation of the EIC amount advanced to an employee is based on federal tax tables included in IRS Circular E supplement o
279. dot matrix printer only the layout is sim 42 N A mailer 7 ilar to check format 1 No form will print during a direct deposit payment run None If you are using the Electronic payment method you should NOT select this option Use this option for the Report only method Format Drop down list box with the options listed above Example Select lt Enter gt Press lt F5 gt for extended employer information or press lt Enter gt to move to screen four 58 Passport Business Solutions CONTROL INFORMATION FOURTH SCREEN This screen only displays in character mode The fourth screen displays as follows Control information XYZ Company 40 SUI reporting method O 41 Loan on sep comm suppl ck 42 Garn on sep comm suppl ck 43 Union on sep comm suppl ck 44 401K on sep comm suppl ck 45 SIMPLE IRA 408 p plan 46 Incl sick hrs on check 47 Incl vac hrs on check 48 Incl Soc sec on check H Home state W Work state Enter the following information SUI reporting method Enter the State Unemployment Insurance SUI reporting method used Select Home state if the SUI is to be computed based on the home state The first state you enter in Employees for the State tax code field is considered the home state No matter what state you enter in Time worked the SUI is calculated on the home state Select Work state if SUI is to be computed based on the state in which the employee worked The work
280. dress etc for one employee Each file is kept separately from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise DDP This means Direct Deposit Processing Direct Deposit Payroll or Direct Deposit Protocol For Payroll ACH Direct Deposit we use Direct Deposit Payroll See Direct Deposit Passport Business Solutions Deduction or DED A deduction is an amount taken from the wages of an employee by the employer However unlike a tax a deduction is not normally paid to a government agency Deductions are typically made for voluntary activities such as savings plans medical insurance car allowances etc The frequency of a deduction is how often the deduction is taken For example a deduction taken every week has a weekly frequency A deduction taken only once a month has a monthly frequency Direct Deposit Instead of receiving a paycheck an employee can choose to have the pay deposited directly into their bank account s Alternatively the employee can choose to have only a portion of the paycheck deposited directly and receive the balance as an actual check As a proof of payment a direct deposit mailer can be supplied to the employee Distribution As used in the PBS Payroll distribution means either e The act of alloca
281. ds they are identified by codes which appear in the same place in each record Each record uses a different code For example one of the Federal W 2 diskette reports uses the following record identifiers File headers 1A 2A 1B 2B 1E 2E Employee 1W 2W 3W IS 2S Intermediate totals II 21 File totals 1T 2T 1F 494 Passport Business Solutions To make a magnetic media report format easy to use use the record identifiers as specified in your state s magnetic media format as the names for the record types in the fields below Each record type you enter here must be subsequently be defined using the Record formats selection otherwise the report format cannot be validated Record types should be entered in the order in which it is intended that they appear on the report Two identically named record types are not permitted within the same record class This is legal though not recommended within different record classes When it happens each record type is distinct and must be defined separately Enter the names of the record types in each record class included in the magnetic media report format Three characters for each record type Up to ten record types for each record class When finished entering types for a record class press lt Enter gt at the next empty type field to proceed to the next class Format For Field 18 type 1A 1B 1E and then press lt Enter gt to go to Field 21 Fields 19 and 2
282. e This adds one new row to the table If this is an existing entry you can either add new rows as above or you can press lt F1 gt to view the next existing distribution Once you have done this you can change or delete this existing distribution or simply confirm that it is correct by pressing lt Enter gt at Field number to change It is important to realize that if you do not press lt F1 gt for any existing dis tribution that distribution is still there and continues to contribute to the total already dis tributed even though the system has not shown it to you Therefore when changing existing distributions you should press lt F1 gt until no more existing distributions remain to be processed 249 Passport Business Solutions General Information You can have more than one entry for the same job cost item or account This lets you enter different distributions for overtime pay at varying rates You can have entries for more than one job Also some distributions can be to jobs and some not Entries are not required to be in any particular sequence For instance you could distribute half the regular hours then all the overtime hours then the other half of the regular hours A running total at the bottom shows the amount of each type of pay remaining to be distributed The possible types depend on whether the employee is salaried or not Distribution Tab Fields Enter the distribution information as follo
283. e Does not occur in this example Was employed code Enter the code specified by your state which indicates that an employee worked or was paid wages for the month A number of characters up to 20 equal to the length of roana this field as shown by the beginning and ending position Example Does not occur in this example 507 Passport 3 Business Solutions mA Was not employed code Enter the code specified by your state which indicates that an employee did not work and was not paid wages for the month A number of characters up to 20 equal to the length of Format this field as shown by the beginning and ending position Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows W 2 box 6 check marks This special entry window is displayed for the following fields EF 144 Statutory employee check mark EF 145 Deceased employee check mark EF 146 Pension plan check mark EF 147 Legal rep check mark e EF 148 942 employee check mark e EF 149 Deferred comp check mark Employee Fields 144 149 are used to report the status of the check boxes on the Federal W 2 form Box 6 check boxes This special entry window is used to specify the values to report which indicate that a box has been checked or not checked When box is checked Enter the code which indicates that the check mark field shown in the window title
284. e arithmetic of the adjustment transaction The software calculates its own value for net pay based on the amounts entered for pay taxes and voluntary deductions If the entered net pay does not match the calculated net pay the software will not let you end the entry until the entered amount matches the calculated net pay Adjustments like the checks themselves do not take effect immediately They must be posted and until posted they can be changed and deleted When Payroll is in setup mode you are not asked to enter distributions Once you have switched Payroll into its normal mode for day to day operations you can then enter distributions for adjustment transactions The decision of whether to enter distributions depends on the setting of the Distribute wages flag in Control information and the setting of the corresponding flag for each employee If you have entered distributions for an adjustment and later change regular hours or pay overtime 294 Passport Business Solutions hours or pay or special hours or pay then you must change the distributions until all the hours and pay are distributed If you are using the Payroll module with the Passport Business Solutions Job Note Cost module all employees whose wages are applied to jobs must have the Distribute wages manually question checked in Employees Year end considerations Even after printing W 2 s and 1099 s you are allowed to enter time transactions and
285. e gets overwritten you can rename the backup to the name your bank expects and submit that file to your bank Both the ACH file path and name and the backup file path and name are printed on the Direct Deposit Register and on the Pre note ACH file and report and utility See the Pre note ACH File and Report in the Employees chapter There is no purge function for the ACH file backups You may want to delete them manually on a regular basis ACH File Data Security The main and backup ACH files contain confidential employee payment amounts It is recommended that access to the ACH directory be restricted only to the person or persons producing and transmitting the ACH file 668 Passport Business Solutions fzzm Positive Pay Form Fields This appendix contains the following topics Introduction to Positive Pay Form Fields 0 Positive Pay Header Fields ca dacs c ie Positive Pay Line Fields occ case scsscasneeaxicvsaciceieaveaeueness Positive Pay Total Fields oi csccecseiaxcsencbeeeis idawwsisiveeenees 669 Passport Business Solutions INTRODUCTION TO POSITIVE PAY FORM FIELDS This appendix only contains information about the fields you can use to design a positive pay file There is additional information in the Positive Pay File Forms chapter on how to design a positive pay file There are three sections to a positive pay form which are Header Checks lines
286. e your selection displays as Always Never With same frequency Format Example Take fixed loan deductions on separate commission checks regardless of the frequency of loan deductions set up in the employee record No loan deductions on separate commission checks With same frequency Take fixed loan deductions on separate commission checks for employees whose loan deduction frequency matches the commission pay frequency for the pay run Drop down list box Select Never Garn on sep comm suppl ck Enter a one letter code whether or not to take percentage and fixed garnish deductions on separate checks commission or supplemental earning 60 Always and always fixed Never and never fixed Always and fixed with same frequency Format Example Passport Business Solutions Take percentage and fixed garnish deductions on sep arate commission checks regardless of the garnish deduction frequency set up in the employee record No garnish deductions on separate commission Take percentage garnish deductions on ALL separate commission checks Take fixed garnish deductions only for employees whose frequency for garnish deductions match the frequency for commission pay Drop down list box Select Never and never fixed Union on sep comm suppl ck Enter a one letter code whether or not to take union deductions on separate checks commission or supplemental earning under the follow
287. e amount and return to the code field 999 999 99 Earnings and Supplemental Earnings types Format 99 999 99 All deduction types Example Type 125 to enter the amount as 125 00 236 Passport Business Solutions Never enter or calculate deduction amounts that are greater than the Note amount of a check The system cannot calculate taxes on negative amounts Separate check This applies only to earnings not to deductions Supplemental earnings Multiple separate checks are allowed for supplemental earnings codes Deductions for loans garnishments or union fees will be taken based on the flags in Control information Non supplemental earnings Only one type of non supplemental earnings commissions is eligible for separate checks Furthermore If this is a multi city state employee the check is taxed only for the employee s primary state and city No deductions will be taken for loans garnishments or union fees Format Check box checked is yes and unchecked is no Example Select the lt Enter gt key for the default of unchecked If you are using ACH direct deposit and if you select to print a separate N check the program will generate a physical check and not include either ote the supplemental earnings and non supplemental earnings amount as part of the direct deposit r Miscellaneous Wks worked Pay prd start Vac accrued 1 481 Sick accrued 1 481 Ady vac wks o Work unit
288. e amount or N to accept the amount entered Benefits included in box 1 W 2 box 14 This field shows the total of benefits provided to the employee that have been reported as part of the box 1 amount for wages tips and other compensation Benefits included in box 1 are entered as earnings deductions and are posted to the payroll history after printing checks Cost of group term ins above 50 000 W 2 box 12C This field shows the value contained in the employee s record for the employee W 2 ins premium field The value displayed here can be changed using Employees Section 401 k or 408 p contributions W 2 box 12D or 12S This field shows the value of elective deferrals for the employee Elective deferrals are calculated amounts and are posted to payroll history after printing checks These can be for either a 401 k or a 408 p plan depending on your answer to the question Simple IRA 408 p plan_in Control information Non taxable combat pay W 2 box 12Q Enter the non taxable combat pay The amount of your non taxable combat pay will be shown on the Form W 2 in box 14 with Code Q 422 Passport Business Solutions Format 9999999 99 Example Press lt Enter gt Sect 409A Non qual comp plan deferral W 2 box 12Y Enter the non qualified compensation deferral amount Format 9999999 99 Example Press lt Enter gt The American Jobs Creation Act of 2004 or JOBS Act added a new section 409 A to the Internal
289. e any totals by state Select OTD YTD time worked by state from the Reports General menu The following screen displays Enter the following information Starting department and Ending department Options Enter the range of department numbers to include in the QTD YTD Time Worked Report or use the option lt F2 gt First starting department or Last ending department number Format 9999 at each field Example Press lt F2 gt 355 Passport Business Solutions This Quarter Enter the number of the quarter which the report is to be printed Format One digit from 1 through 4 Example Type 1 Any change Answer Y to re enter the screen or N to print the report 356 Passport Business Solutions maA QTD YTD TIME WORKED REPORT BY CITY This report is identical to the preceding except that the city the first two characters of the employee s city tax code is shown for each employee in addition to the state Select QOTD YTD time worked by city from the Reports General menu The following screen displays Enter the following information Starting department and Ending department Options Enter the range of department numbers to include or use the option lt F2 gt First starting department or Last ending department number Format 9999 at each field Example Press lt F2 gt This Quarter Enter the number of the quarter for which the report is to print
290. e cleared Adjustments Entering and posting of transactions for hand written payroll checks and adjustments are provided Handwritten checks can be entered or computer written checks reversed and adjustments can be made to employees quarter to date and year to date totals or to G L distributions A Payroll Adjustments Edit List is provided as an aid to doing these actions When adjustments are posted a Payroll Adjustments Register is automatically printed Payroll History Report You can print a Payroll History Report on request showing the earnings taxes and total voluntary deductions for each check for each employee within the specified range of pay period dates or check dates A second report showing employer expenses for these checks can also be printed 12 Passport Business Solutions QTD YTD time worked report You can print a QTD YTD Quarter to date Y ear to date Time Worked Report at any time to show regular overtime special holiday vacation and sick hours Vacation holiday and sick pay are also shown Information for each employee quarter to date and year to date totals are included Refer to the Employee Reports chapter Union deductions Report You can print a Union Deductions Report on request showing each applicable employees hours rates of pay and amount deducted within the selected time period Refer to the Employee Reports chapter Workers compensation premium Report You can
291. e day of the employee s hire date It is reported as a two digit integer number Fill text can be entered for this field which is used when the hire date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported 34 Hire date if this quarter YY N 2 Y This is the year of the employee s hire date It is reported as a two digit integer number 624 Passport Business Solutions Fill text can be entered for this field which is used when the hire date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported 35 Termination date MMDDYY D 6 Y This is the date the employee was terminated It is reported in MMDDYY format as a six digit integer number Fill text can be entered for this field which is used when the termination date has not been entered This allows reporting blanks for this field when a termination date has not been entered for the employee 36 Termination date month MM N 2 Y This is the month of the employee s termination date It is reported as a two digit integer number Fill text can be entered for this field which is used when the termination date has not been entered This allows reporting blanks for thi
292. e ending position in the field This cannot exceed the record length must be less than the beginning position of the next field if there is one and must not be less than the beginning position of this field The length of the field as determined from its beginning and ending locations cannot exceed fifty characters Be aware that it is permissible to define a receiving field smaller or larger than the defined size of the sending field Truncation or padding will occur as required Editing symbols minus 499 Passport Business Solutions sign decimal point do occupy space and you must allow for them when defining the beginning and ending positions Format 999 Example Type 1 Field Specify a code identifying what employee or employer information you want to put into this field Field numbers consist of two segments Options A prefix which is one of the following EF Employee fields EX Extended employee fields RF Employer fields RX Extended employer fields An arbitrary number identifying the field Upon entry of a valid field number its name displays alongside Regular fields are listed in the State Magnetic Media Report FieldsAppendix of this manual Extended fields are user defined You can view them via Define extended fields Options To avoid looking up the field number you can use one of the following options instead of entering a field number lt F1 gt To display a list of employee fields lt Ctrl g
293. e following screen displays Enter the following information Please select Select the jurisdiction type Enter 1 to work with RA Submitter s information or 2 to work with RE Employer s information Format One number either lor 2 Example Type 2 The following screen displays 541 Passport Business Solutions maA From this screen you can work only with existing entries Enter the following information 1 Tax year Enter the reporting year four digits for which the W 2 forms are being written Format 4 digits Example Type 2006 2 Agent indicator code Options Leave blank or enter one of the following if applicable 1 For a 2678 Agent approved by IRS For a Common Paymaster This is a corporation that 2 pays an employee who works for two or more related corporations at the same time 3 3504 Agent Format 1 number either 1 2 or 3 Example Press Enter 3 Employer Agent Empr EIN Options Enter the EIN entered on the IRS Form 941 submitted to IRS If you entered a code in the Agent Indicator Code field position 7 enter your Agent EIN For the default EIN number from the Federal tax table a field 4 Tax rpt ID 542 Passport Business Solutions Format 9 digits Example Press F2 4 Agent for EIN IF you entered a in the Agent Indicator Code field enter the Employer s EIN for which you are an Agent Format 9 digits Example Press Enter 5 Terminating busin
294. e g Martin van Buren in each employee record enter F here If you enter them with the surname first e g van Buren 491 Passport Business Solutions Martin enter L here Format One letter either F or L Example Type L 9 File header records 10 Group header records 11 Intermediate header records 12 Employee records 13 Intermediate total records 14 Group total records 15 File total records These fields let you select which record classes to include for this format Consult the specifications provided to you by your state agency for which record classes you need Generally those records which appear only once at the beginning of the report file are in the file header class Those that appear for each employee are in the employee class Those that appear only once at the end of the report file are in the file total class If your state requires employee records to be grouped by a field for example plant number you may need to include either or both the group header class and the group total class If your state requires intermediate totals after a specified number of employees have been reported you need to include the intermediate total class The software will allow you to respond N to each of these fields but a report with no classes at all is not meaningful Answer Y to include a record class or N to exclude it from the report Format One letter for each field either
295. e made and shall bear any expense or tax payable in respect thereof This non exclusive license is effective for the useful life of the Software However this license will immediately terminate if you fail to comply with any term or condition of this Agreement Upon termination you must destroy all copies of the Software Anew version of the Software replaces the version of the Software previously licensed Use of a new Software version terminates the license to use that part of the Software replaced by the new Software version and Licensee shall destroy or return to Passport all copies of any prior Software ver sion previously licensed EXCEPT AS STATED ABOVE YOU MAY NOT COPY TRANSFER OR DISTRIBUTE THE SOFTWARE TO OTHERS AND ANY UNAUTHOR IZED COPYING TRANSFER OR DISTRIBUTION SHALL AUTOMATICALLY TERMINATE YOUR LICENSE 2 Passport Update Program Passport makes available its subscription update service Passport Update Program PUP to licensees of the Software Only licensees having cur rent and up to date enrollment in PUP are permitted to install and use any updates Contact your Passport Partner your Passport Software supplier or Passport directly to enroll in this program Updates to the Software made available to Licensee shall be treated for all purposes as Software under this License and all intellectual property rights therein shall be retained by Passport 3 Passport s Proprietary Rights The Software is copyrighted by Pass
296. e plan that requires matching contributions from the employer If this box is checked the 401 k fields will be used to store salary reductions and matching contributions under the SIMPLE retirement plan Headers will still display as 401 k not 408 p A 408 p or SIMPLE IRA plan is considered both a pension plan and deferred compensation Salary reductions and matching contributions will not be included in any deferred compensation totals in sub total W 2 s W 3 totals or magnetic media In W 2 s Box 12 a code S for SIMPLE plan will display before the total instead of the D which displays for a 401 k PBS software allows either a 401K plan or a 408 p plan but not both You should consult your accountant before setting up a 408 p plan using PBS Software Your accountant should be familiar with your software and can advise you on the correct way of setting it up Format Check box checked is yes and unchecked is no Example Select the lt Space bar gt to check the box Sick Vacation Hours and SS On Check Incl sick hrs on check Specify whether or not to print employee s available sick hours on check When printing sick hours on a check they are calculated by adding the sick hours due from the employee file the calculated sick hours are accumulated based on sick accumulation setup in the employee file and any addition or subtraction of sick hours as entered in time worked Check the box to print sick hours on
297. e report or use the option For the first employer address line from Control infor lt F2 gt i mation 396 Passport Business Solutions Format 35 characters Example No example is given 7 Employer city Enter the employer s city to use in the report Format 20 characters Example No example is given 8 Employer state Enter the state postal abbreviation to use in the report Unless this is left blank it must be the standard Post Office abbreviation for a state or territory within the United States If a non USA address is being entered press lt Enter gt to skip this field You will be asked to confirm that you wish this field left blank Press lt Enter gt to confirm or lt F2 gt to enter a valid state territory abbreviation Format Two letters Exam ple No example is given 9 Employer zip code Enter the employer s ZIP code to use in the report Ifa non USA address is being entered press lt Enter gt to skip this field or enter a non standard foreign postal code You will be asked to confirm that this is what you wish to do Press lt Enter gt to confirm or lt F2 gt to enter a standard American zip code Ten characters Standard format is either 99999 or 99999 Format 9999 Example No example is given 10 Is this a foreign not USA address Answer Y if the employer address entered is a foreign non USA address Answer N if the employer address entered is in the
298. e sequence as described above Select Location grid from the Quarterly report formats menu 455 Passport s Business Solutions Ezz The field location grid is a tool to help you lay out your report properly when you are using a preprinted report form When you print this grid on top of your report form you see the exact rows and columns of every piece of report information You can then specify the exact row and column for each piece of information when you use the Enter function described later in this chapter Use the Quarterly Report Fields Appendix to aid you in laying out your fields Note on the location grid This lists all of the fields available for printing with the definition length and appearance of each Enter the information as follows 1 of rows on the form top to bottom Enter the number of rows to appear on the grid The number you enter here corresponds to the number of rows on your report form Options You can also use the option For 66 rows corresponding to regular 8 x 11 paper eae 6 rows inch with no top or bottom margins Format 99 Example Press lt F2 gt for 66 2 of print columns left to right Options Enter the number of print columns to appear across the page on the grid up to 132 or use the option 456 Passport Business Solutions Ezz For 80 columns corresponding to regular 8 x 11 lt F2 gt paper ten characters inch with left
299. e through existing notes use the up and down keys arrow keys In the Notes entry area shows three fields Date Use this field to change the date Today s date is always the default on a new entry Time Use this selection to change the time of a note The time on your workstation is always the default on a new entry Text entry box When you select to enter a New note or edit an existing note the cursor is positioned for you to enter the first line of the text of the note This selection use the PBS text editing function You enter text in much the same way as most word processing programs using lt Enter gt lt Up gt lt Down gt lt Left gt lt Right gt or lt Delete gt When you are finished entering text press lt Esc gt and follow the screen instructions Format Ten lines of 77 characters each Example Does not occur in this example 192 Passport Business Solutions File options Options When you select File options you have these choices Save Save what was entered changed Save New Save what was entered changed and start a new note The program will ask if you want to Cancel entry ance Select Yes to cancel or No to continue editing If you are not editing a note the program will exit If Exit you are editing a note the program will ask if you want to Cancel entry Select Yes to cancel or No to con tinue editing When you are through using notes press lt Esc gt 193 Pa
300. e which record classes are used by the format and e for each record class specified names for each of the record types required Up to ten record types may be named for each record class The order in which you enter the names determines the order in which records corresponding to these named record types will be output Only records for named record types are emitted Using the example for the Employee record class above two types of records must be reported for each employee the 1S and 2S record For this case the record types could be named 1S and 2S and would be the first and second record types in the employee record class The third through tenth record types would not be used Now having defined which record classes are used and the names of the record types included in those classes the Record formats option is used to enter all the data fields and their beginning and ending positions for each record type given a name in the magnetic media 577 Passport Business Solutions report format This option is designed so that data entry follows the magnetic media specifications as provided by most states Both of these options General Appearance and Record Formats are explained further in the Magnetic Media Formats chapter 578 Passport Business Solutions Quarterly Report Fields This appendix contains the following topics Quarterly Report Field Specifications 0 0 02 0 Available Fi
301. ecified in field 6 Format Up to 30 characters Testing Forms A test file can be generated To test your form file at the first Forms screen press lt F5 gt A window displays where you must enter a bank Enter your Company ACH bank type as defined in Ctl Banks Then select lt Enter gt and the form file will be generated to the same path as defined in the bank record If you are on Windows or Thin client and you have selected to merge data with a form file then the form file will print with the test check form Copying Forms You can rapidly produce a new positive pay form by copying an existing form that is similar to the new one After copying the form tailor the new form by changing the form and field information as necessary Passport Business Solutions To copy a form at the first Forms screen Display the existing check form that you wish to copy and press lt F6 gt A window displays for you to enter the following information Copy to form ID Enter the ID of the new form The form ID will be automatically created during the copy process if it does not already exist After the copy process is complete you may change the new form as needed 562 Passport Business Solutions PRINTING A POSITIVE PAY FORMS LIST This selection prints a report that lists the positive pay forms you have defined You may select to print a specific form type or all form types for the forms For each form type
302. eck and others via Direct Deposit You may also use one or the other by itself You may also pay an employee partially by Direct Deposit and partially by check The implementation of Positive pay and Direct Deposit processing is documented in this appendix Using both Positive Pay and Direct Deposit Processing These conditions exist if your system is setup for both Positive Pay and Direct Deposit processing An employee set up for generating the full net amount to an ACH file will not have a positive pay file record generated during the check run If the employee is being paid partially through Direct Deposit and partially by check then the check net amount will be generated in the positive pay file and the ACH record will be gen erated for the remaining amount If the employee is not set up for Direct Deposit then the full net amount will be generated in the positive pay file 659 Passport Business Solutions POSITIVE PAY SETUP Positive pay is notifying your bank via a file of the checks that they will be expected to clear from your bank account In Payroll you may design a custom positive pay file This file can be a comma delimited CSV or text file format This file gets generated during a check run All positive pay processing is contained within PBS except the actual transmission of the positive pay file to your bank which you must do manually Information Required for Positive Pay Processing There are bank
303. ecked is no Example Press lt Enter gt for unchecked State w h This controls exemption from state withholding tax SWT calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked SUI This controls exemption from employer state unemployment insurance SUT contribution calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked OST 1 This controls exemption from the employee OST 1 state tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked OST 2 This controls exemption from employee OST 2 state tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked 75 Passport Business Solutions empr OST This controls exemption from employer OST state tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked W comp This controls exemption from workers compensation premium calculations This field is used only for states in which these premiums are calculated based on wages Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked Suppl ben Some states require an employer to contribute a percentage of employee wages to supplemental benefits Refer to the Supplemental Benefit definition in the Understanding Pay
304. ed Check format to use Options Specify the check format The choices are FORMAT TYPE FORMAT DESCRIPTION Format 1 Format 1 Format 1 on blank stub Format 1 on blank stub When you are using electronic direct deposit you must enter the direct deposit form mailer type on the Direct mailer form field When you are using Report only a check of one of the 2 above types is printed for each payment and following that a direct deposit form prints that lists all the direct deposit amounts If you use Accounts Payable as well as Payroll the same blank stub check forms can be used for A P and PR the stubs are not preprinted and appropriate captions are printed by each Refer to the A P user documentation for details on setting up payables checks When using a company information laser printer or Windows printer the check prints between 2 stubs Keep in mind that Windows printer may not be a workable method of printing checks Checks require an alignment and when printing to Windows printer the alignment adjustment is limited and the printable area on the page is less than compared to a Company information laser printer So Windows printer may not be usable Printing to a Company information laser printer may be your only option When using a company information laser printer setup your printer must respond to PCL codes when doing an alignment When using a dot matrix printer one stub with the check prints Please order your checks through your
305. ederal unemployment This field allows you to enter the federal unemployment percentage thus affecting only the run ning of the report and eliminating the need to update of the Federal tax table Federal unem ployment field in order to calculate the correct percentage on the report The percentage from the Federal tax table Federal unemployment field is provided as a default Format 99 99 Example Press lt Enter gt for the default from Federal Tax Table Starting in July 1 2011 the federal unemployment FUTA percentage Note changed See IRS Publication 15 for 2011 http www irs gov pub irs pdf p15 pdf 3 Summary or detail Options If you selected Brief or SUI Expanded format in Field 1 Report format this field displays as Not applicable and cannot be entered Otherwise your choices are Summary format Only the totals for each state and the i federal totals are printed D Detail format Totals for each employee are printed in addition to the state and federal totals Format One letter either S or D Example Type D 4 Federal state or city report Options If you selected Brief or SUI Expanded format in Field 1 or summary format in Field 3 this field displays as Not applicable and cannot be entered Otherwise select which taxes you wish to appear on the report F For federal information For state information You will be asked which state In the case of multi state employees information for the S sele
306. een Special entry windows quarter letters This special entry window is displayed for the following field e RF 025 Last month of quarter letter ist quarter code Enter the letter which is used to represent the first quarter of the year Format One character Example Does not occur in this example 2nd quarter code Enter the letter which is used to represent the second quarter of the year Format One character Example Does not occur in this example 3rd quarter code Enter the letter which is used to represent the third quarter of the year Format One character Example Does not occur in this example 510 Passport Business Solutions A 4th quarter code Enter the letter which is used to represent the fourth quarter of the year Format One character Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows no workers no wages indicator This special entry window is displayed for the following field e RF 029 No workers no wages indicator Magnetic media formats Record formats XYZ Company Fornat XX SAMPLE STATE Annual Record class oe header Desc Sample State Record type Annual 2 Report Dass TRANSII TTER RECORD Beg End Field Decimals Weg Justify Fill Special 25 33 RF 029 No orkerne wages indicator L 9 No worke rs ro wages indicator Enter the values for the indicator When you have no workers and n
307. ees on file It is recommended that you select a Company information printer when printing 1099 s When using a dot matrix printer mount the 1099 forms on the printer aligning the perforation at the top of the forms with the print head It is important to start the actual forms from the top of the page and to do the printing with a carbon based black ink ribbon The matrix size must be 7_ 9 per character The IRS requires this for their forms scanner Adjust the printing pressure according to the thickness of the forms If you are printing to a laser printer you may print an alignment Follow the screen instructions and print enough alignment forms to bring the paper forms to the top of a page If you are using a laser printer each alignment form is automatically ejected from the printer When the alignment is correct and the next form to print is also the first form on the page answer N to the alignment question and the 1099 forms print After the forms are printed a summary information screen displays to show the grand totals You can print this by using lt Ctl P gt in Windows and lt Ctl F10 gt in UNIX or Linux 442 Passport Business Solutions MAGNETIC 1099 FORMS If you have no entries in Employees with the employee type non employee skip this section Year End Operating System File Differences Magnetic media is handled a little differently for Windows vs UNIX Linux Magnetic 1099 Forms and Windows 1099 MI
308. ees with no wages or N to exclude them Format Example Passport Business Solutions One letter either Y or N The default is Y No example is given Which wage amount Options This field displays only if you answered N to the preceding Enter what type of wage it is whose absence prevents an employee from being included Your choices are A nA oO sS es G Format Example Gross wages SWT gross Soc sec wages employee OST 1 gross employee Medicare wages employee OST 2 gross employee FWT gross OST gross employer EIC gross SUI gross up to the maximum wage FUI gross up to the maximum wage SUI total wages FUI total wages One letter from the list above No example is given 19 Show SUI exempt employee Answer Y if you want to print items for employees exempt from state unemployment insurance payments A Y answer means that such employees are included in addition to not instead of the employees who are not exempt Format Example One letter either Y or N The default is N No example is given 392 Passport Business Solutions Field number to change Make any changes needed then press lt Enter gt to continue Location of Report File On Windows based systems you are next asked for the disk drive on which to output the magnetic media report file Enter the drive letter and press lt Enter gt On Thin client UNIX and Lin
309. efault is N Example Press lt Enter gt 9 Format If you have answered Y to Field 8 this field 9 is set to D full detail with deductions and earnings detail automatically so you will have a permanent record of what has been purged Options Otherwise choose one of three formats B Brief 337 Passport Business Solutions Full detail without deductions and earnings detail p taxes and total deductions are shown Full detail with deductions and earnings detail Tax D and deduction detail are shown as are detail lines for the permanent and temporary deductions and for earn ings taken via D E codes Format One character from the list above The default is F Example Press lt Enter gt 10 Show check detail To see check detail for each employee appearing on the report answer this question Y To see a summary for each employee without check detail answer N Format One letter either Y or N The default is N Example Type N Field number to change Make any needed changes Press lt Enter gt to print the report 338 Passport Business Solutions mA EMPLOYER PAYROLL EXPENSE REPORT The Employer Payroll Expense Report shows employer expenses for all payroll transactions and adjustments that have taken place within a specified period for a specified range of employee numbers This report shows employer expenses such as social security medicare FUI SUI Employer OST Other State Tax etc
310. efers to the type of hours or pay being distributed on this line The choices displayed at the bottom of the screen are divided into two groups of employees e Hourly employees or salaried employees with non zero regular hours e Salaried employees with regular hours that are not equal to zero Options for hourly employees are R Regular O Overtime X Special Options for salaried employees are S Salaried O Overtime X Special Enter the distribution type or use the option lt Enter gt For the type of the previous distribution entered Example Type R 322 Passport Business Solutions For an existing distribution Options Enter the key fields Type and Account for the distribution you want to change or use the option lt F1 gt To scan through the distributions on file Make any changes You are not allowed to change the key fields Account This is the number of the G L account to which the number of hours or the percent of pay specified on this line is to be distributed Options Enter the account number or use the option For the wage account number for this employee in the SPa Employee file Example Type 6000 then type 200 Hours or Options If the employee is specified as hourly in the Employee file or is specified as salary but Regular hrs is non zero enter the number of hours to be distributed to the account entered on this distribution line If the employee is salaried and Regular
311. efore Added SWT field is added into the tax amount 99999 99 annual amount a 999 99 percentage rate Example Type 64 A tax credit is an amount that is deducted from the calculated tax Added SWT field is added into the tax amount after the credit is taken Not all states allow for a tax credit so you don t need to enter an amount here if it is not applicable to your state Options To toggle between entering an annual amount for the lt Arrows gt credit or a percentage rate used to calculate the tax credit SUI Exempt Is this employee exempt from the state unemployment tax normally paid by the employer If you check the box there is no SUI tax liability calculated for this employee Format Check box checked is Yes and unchecked is No Example Press lt Enter gt for the default of unchecked City Exemptions The following fields are used to enter exemptions for city tax CWT Exemptions Enter the number of exemptions that apply for city withholding tax CWT or press lt Enter gt to default to zero Format 99 Example Press lt Enter gt CWT Exemption Enter the annual dollar amount of the city withholding tax exemption or press lt Enter gt to default to zero Format 99999 99 Example Press lt Enter gt Added CWT An additional amount may be withheld from the paycheck at the employee s request over and above the calculated amount of the tax 162 Passport Business Solutions T
312. either Y or N The default is N Example No example is given 8 Show SUI exempt emp Answer Y if you want to print items for employees exempt from state unemployment insurance payments A Y answer means that such employees are included in addition to not instead of the employees who are not exempt Format One letter either Y or N The default is N Example No example is given 9 Print compressed Answer Y if you want to print a compressed font approximately 17 characters per inch allowing 132 print columns to appear on 834 paper Format One letter either Y or N The default is N Example No example is given Field number to change Make any needed changes then press lt Enter gt to print the customized report 383 Passport Business Solutions PRINTING QUARTERLY REPORTS If this report format is for pre printed forms you are asked to mount the forms in your printer given an opportunity to print a sample form to check alignment and told to mount regular paper after printing is completed If you are using a laser printer you can print multiple copies and can adjust the alignment of the printer on the screen For details refer to the Starting PBS Menus and Printing chapter of the PBS System documentation The custom quarterly payroll report then prints If you are using a laser printer and this report format is for pre printed forms you are asked to enter the number of copies and the labe
313. elation to the pre noti fication status pre notification data on the employee record Note e If the employee pre note status is set to no an ACH record is generated and no check is printed e If the employee pre note status is set to yes then a check is printed and no ACH record is generated Send ACH file to Your Bank Send the ACH file to the processing bank per your banks submission requirements Update Employee s Information After you have received the pre notification confirmation verification from the bank you must update the status by either method e In Employees Enter update the pre notification status by changing the pre notification field to N unchecked The employee s next check will be written to the ACH file e Ifyou have multiple employees to update rather than entering the pre notification status man ually you may run the Pre note ACH file amp report to automatically update the status to N unchecked for multiple employees Employees setup for ACH processing but who have pre notification status accounts will require a printed check Note If there are multiple accounts an exception is one of the accounts des ignated as Balance of check is not in pre notification Then no check will be written for the employee even if one of the accounts is pre notification Payment Group and ACH You may want to print your checks separately from the ACH file generation This is workable if you are selecting bal
314. eld in the Quarterly payroll report screen 9 Quarter year 4 9999 583 Passport Business Solutions 10 Page number 11 Total of pages 12 Total of employees 13 Total gross pay 14 Total hours 15 Total SUI gross 16 Total SWT gross 17 Total OST 1 gross This is derived from the Quarter ending date For instance if you entered a quarter ending date of 3 31 97 the Quarter year would print 1997 3 This prints the current page number on each page of your report 3 This field prints the total number of pages on either the first last or all pages of your report 5 This is the total number of employees printed in the Employee area of the report 16 This prints the grand total of employee gross pay for all employees printed on your report 10 This is the grand total of regular overtime and special hours for all employees printed on your report 16 This prints the grand total of SUI gross amounts for all employees printed on your report 16 This prints the grand total of SWT gross amounts for all employees printed on your report 16 This prints the grand total of OST 1 gross amounts for all employees printed on your report 584 999 999 9999 999999999 99 9999999 99 999999999 99 999999999 99 999999999 99 20 21 22 23 24 25 26 Passport Business Solutions Total OST 2 gross Wages
315. eld into its corresponding report field Alphanumeric Field When specifying an alphanumeric field its justification and fill requirements are also specified If the report field is left justified the data field is transferred from the left starting with the first non blank character If the data field is larger than the report field after dropping leading spaces the data is truncated on the right XXX is transferred as XXX If the report field is right justified then the data field is transferred into the report field from the right starting with the first non blank character on the right If the data field is larger than the space allocated for it after dropping trailing spaces it is truncated on the left In this case the report field is filled with spaces or zeros on the left as directed by the format XXX is transferred as XXX space filled or 000XXX zero filled 617 Passport Business Solutions Numeric Field A decimal number is transferred by aligning the decimal point of the data field to the decimal point of the report field The decimal point in the data field is determined by the Right length The decimal point in the report field is determined by the number of decimals as specified during format entry In the Record formats option of the Magnetic media formats selection a decimal field allows the number of Decimals entered This is the number of decimals to show in the report
316. elds List soecou a ELL lae Header Fields uc lt ccsscvvsscvevvevedsscivevyvesssevsvyvuviessiavvveess Employee BS es spss ddan seep iiuinsude acd aiesko kii dias Toae SC SC ee nee ern eae 579 Passport Business Solutions QUARTERLY REPORT FIELD SPECIFICATIONS The purpose of this appendix is to describe all of the fields available to you for printing on the quarterly payroll reports that you design using the Quarterly report formats selection You should become familiar with the Quarterly report formats Enter functions before using this appendix For fields used in the magnetic media reports refer to the State Magnetic Media Report Fields Appendix The following pages list all of the fields available for printing on your custom quarterly reports The list includes the size and format of all available fields as well as their definitions what they are where they come from what they look like This list of fields is useful when you are laying out your report format Use it when you are designing your report on a location grid or a layout worksheet to determine the length and appearance of fields that you select to print 580 Passport Business Solutions AVAILABLE FIELDS LIST This list has three sections e Header fields e Employee area fields e Totals fields Format of Each Field Each section provides the following information e Field number and name e Longest Field Size e Longest Form
317. empt from empr Soc Sec Medicare B Exempt from FUI B Exempt from EIC 10 Exempt from state w h 11 Exempt from SUI 12 Exempt from OST 1 7 13 Exempt from OS1 2 14 Exempt from empr OST 15 Exempt from wocomp 16 Exempt from suppi tan 7 17 Exempt from city w h Note that the G L account number field cannot be entered Normally the employee pays taxes on reported tips But when taxes are withheld they must be deducted from other income for the pay period For companies where tips are pooled and disbursed on paychecks or where the tips are included in the cost of a banquet using the tips code is not enough In these or similar cases where the cash is actually disbursed by the company an earnings code must be used so that appropriate journal entries are generated 91 Passport Business Solutions Exempt from Fed w h Emp Soc Sec Empr Soc Sec FUI EIC State w h SUI OST 1 OST 2 Empr OST W comp Suppl ben City w h The Exempt questions in the following fields 5 through 17 are used to control the calculation of various types of taxes A Y answer indicates that tips are exempt from normal inclusion in the wage base on which the tax type FWT FICA FUI etc is calculated In each case answer Y to include tips as part of the employee s income for purposes of calculating this tax Format Check box checked is yes and unchecked is no Example Press lt Enter gt for the
318. encies Commonly four payroll taxes are paid to the federal U S government social security tax medicare tax personal income tax federal withholding and federal unemployment insurance FUD Many states and local governments also assess payroll taxes additional personal income tax state withholding state unemployment insurance SUD etc The employer and employee typically each pay part of the required social security and medicare taxes with the employees portion being withheld from their pay checks The employer usually pays the entire FUI and SUI amounts Post To post means to take transactions from a temporary file and move them to a permanent file where other transactions probably already exist For example Payroll time transactions are Passport Business Solutions initially entered into a temporary Time Transaction File After the transactions have been entered and edited pay calculated and checks printed they are posted to the permanent payroll history files Often during transaction posting information in other data files is also updated For example in Accounts Receivable when sales are posted the account balance and historical sales figures in the Customer File are also updated Pre Notification This is a Direct Deposit ACH verification test conducted with your processing bank to verify the accuracy of the employee receiving bank s routing transit number and bank account number Processi
319. entage this equals Supplemental Earnings x suppl earn w h SWT Gross Wages gross wage cut off amt x employee added SWT with the restriction that SWT Gross Wages gross wage cut off amt may not be negative If Added SWT calculation method is simply an amount this equals Supplemental Earnings x suppl earn w h employee added SWT State W H Tax for the period Annual Tax from Table using Tax Table Income State Cr Yearly Pay Frequency Factor Added SWT If Added SWT calculation method is by surcharge percentage Total State W H tax State W H tax for the period State W H tax for the period x employee Added SWT surcharge Tax Table Income SWT Gross Work Amount Adjustment for FWT Adjustment for social security Adjust ment for medicare x Yearly pay frequency factor Total exemption amount Standard deduction Additional deduction State CR If employee state cr is an amount this equals employee state cr if employee state cr is a percentage rate this equals annual tax from table x employee state cr 100 SWT gross work amount SWT base work amount x base gross pct Adjustment for FWT FWT w h x pct of FWT to adjust not to exceed max FWT adjustment Adjustment for social security 568 Passport Business Solutions social security w h x pct of social security to adjust not to exceed max social security adjust ment Adjustment for medicare
320. entries Enter the following information Code Each deduction earning code must be unique You cannot use the same code for both a deduction and an earning For example you could assign codes as follows D1 D2 D3 etc for deductions B1 B2 B3 etc for before tax deductions El E2 E3 etc for earnings M1 M2 etc for meals T1 T2 etc for tips S1 S2 S3 etc for supplemental earnings Options Enter the code of a new or existing entry To locate an existing entry you can use one of the options lt F1 gt For the next code on file lt SF1 gt For the previous code on file Format Three characters Example Type D1 Description Enter a description This description prints on the payroll check stubs and payroll reports to identify the deduction or earning Format Seven characters Example Type Charity Not Only the first three letters of the description will print on the payroll ore check stub to identify the deduction or earning 70 Type Options Enter the code Deduction Before tax ded Earning W comp class Supplemental earn 401 k elec tive deferral Employer matching con tribution Special tax Passport Business Solutions type as follows Deduction from employee net pay after tax cal culations Read Deduction Code for more information Deduction from employee gross pay before tax cal culations Read Before tax deduction Codefor more information Earnings suc
321. eport 71 Federal ID number 15 This is the Tax rpt ID that you entered for the Federal authority in Tax tables Enter 72 Quarter number 19 This prints the quarter number as entered for the Which quarter field in the Quarterly payroll report screen 73 Quarter ending date 18 This prints the quarter ending date as entered for the Ending field in the Quarterly payroll report screen 74 Quarter year 49999 This is derived from the Quarter ending date For instance if you entered a quarter ending date of 3 31 97 the Quarter year would print 1997 75 Laser multi part label 25 This is the multi part label that prints on each copy of a report when printing on a laser printer When printing reports on a laser printer you can choose to print from 1 to 9 copies of each report to produce multi part forms You are also asked to enter a different label for each copy of the report such as Original copy on the first copy File copy on the second copy and so on This field determines where these labels print 76 Total SUI total wages 16 999999999 99 This is the grand total of SUI total wages for all employees printed on your report 77 Total FUI total wages 16 999999999 99 This is the grand total of FUI total wages for all employees printed on your report 78 YTD Total SWT plus selected CWT Passport Business Solutions 16 999999999 99 This is the grand total of year to date SWT plus the year to date CW
322. eport any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the second state amount 646 Passport Business Solutions The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 159 Uncoll FICA on tips emp N 7 2 Y Y This field is the sum of fields 128 and 129 i e it is the sum of uncollected social security and Medicare taxes on reported tips 160 YTD state income tax withheld N 6 2 Y Y This is the year to date total for state income tax that has been withheld from an employee s earnings For example if the employee s SWT was 120 for each quarter this field would be 120 for quarter 1 240 for quarter 2 360 for quarter 3 and 480 for quarter 4 161 Employee name last first mid A25 This is the employee s name showing the last name first If an employee s name has been entered as John A Doe it will be reported as Doe John A If an employee s name has been entered as Doe John A it will be reported as Doe John A The report program knows which way employee names have been entered In Genera
323. er code should uniquely identify a city or state NY can be used for both New York State and New York City However NY should not represent any other city or any other state This is particularly important if city taxes are to be paid to state authorities The program does not validate that the first two characters correspond to a valid U S postal abbreviation but you should ensure that they do Otherwise you will not be able to report information for that state on the year end W 2 statements For state and city codes the code is in two parts First enter the state or city then enter the table code Format Two characters for state one character for the table Example Type CA then type S Do you wish to copy this code from another state code If this is a new entry you are asked this question Answer Y to use an existing table as a model for this new table 113 Passport Business Solutions This feature can be very useful if you are entering several codes for the same state or city since the first and second screens are usually the same only the third screen is different usually married instead of single Format One letter either Y or N Example Type N Enter the code to be copied from If you answer Y enter the table you will use as a model This must already be on file Two characters for state or city one character for the Format table Bampi m not appear because you are not copying in this exam
324. er the number of quarters per year used to figure withholding tax or use the option lt F2 gt For 4 44 Passport Business Solutions Format 9 Example Press lt F2 gt Optional encryption of social security number and employee s bank account Encrypt data files This field cannot be changed on this Control information screen If you are a PBS administrative user you can run a utility that will either encrypt or decrypt the social security numbers and bank account numbers fields in the appropriate Payroll files In Windows use the batch ENCRYPT BAT In UNIX Linux run the script encrypt Data encryption was introduced in 12 00 07 with a utility that only encrypted the data Running this newer utility will alter the fields in one of two ways It will either decrypt the fields if already encrypted or encrypt the fields if not yet encrypted Running this utility will also change this field letting you know which was run last If this is a new install immediately after running EZ Convert the fields start as encrypted Normally you will want to leave the fields encrypted However if you are using XDBC ODBC tool to view the data then you may need to have the unencrypted Social Security number or Bank Account numbers fields See Encryption Files and Fields for a list of data effected Use encryption mask Specify whether or not to mask social security numbers and bank account numbers when printing reports checks and direct
325. ere If the rate basis is a fixed amount per work unit enter that amount This rate is used for reporting purposes only so you can estimate your workers compensation liability No G L distributions are automatically created for workers compensation but your approximate liability for each pay period is calculated so you can manually make the necessary G L entries Format 9999 99999 Example Type 5 YTD Earnings limit If the rate basis is a Percent of subject wages and there is a YTD maximum amount on which the percent is allowed enter that amount here Press lt Enter gt to default to zero if there is no limit This option is not applicable for a rate basis of type Work units Format 999999 99 Example Press lt Enter gt 85 Passport Business Solutions Current earnings limit If the rate basis is a Percent of subject wages and there is a current pay period maximum amount on which the percent is allowed enter that amount here Press lt Enter gt to default to zero if there is no limit This option is not applicable for a rate basis of type Work units Format 999999 99 Example Press lt Enter gt Rate for overtime hours This option is applicable if the rate basis is a Percent of subject wages You can use the employee s regular rate or his overtime rate to calculate workers compensation for overtime and special hours Press lt Enter gt to default employee s regular rate or select employee s over
326. ered for the Soc sec field in Employees Enter 5 Employee name 25 This is the employee s name exactly as entered for the Employee name field in Employees Enter 6 Employee 1st initial 1 This prints the first character of the employee s first name provided that the name was entered in Last First Middle initial format in the Employee name field in Employees Enter For example an employee name of James A Smith would need to be entered as Smith James A Otherwise it is uncertain which character of the employee name is printed 7 Employee middle initial 1 592 Passport Business Solutions This prints the middle initial of the employee s name provided that the name was entered in Last First Middle initial format in the Employee name field in Employees Enter 8 Employee first name 10 This prints the employee s first name provided that the name was entered in Last First Middle initial format in the Employee name field in Employees Enter Otherwise it is uncertain which character of the employee name is printed 9 Employee last name 14 This prints the employee s last name provided that the name was entered in Last First Middle initial format in the Employee name field in Employees Enter Otherwise it is uncertain which part of the employee name is printed 10 Employee number 6 999999 This prints the contents of the Employee number field for an employee exactly as entered i
327. erfaced and you answer Y all information in the PR Distributions to G L file within the date range is purged after the report is printed If G L is interfaced and you answer Y Field 7 displays 7 Dists to purge This field displays on the screen only if you are interfaced to the Passport Business Solutions General Ledger module and if you have answered Y to Field 6 Whether or not you are considered to be interfaced depends on whether both PR and G L are installed on the same top level directory It does not depend on any field in Company information or in either module s Control information Type 1 or 2 to select which distributions to purge Passport Business Solutions e Ifyou type 1 all distributions within the date range entered above are purged even if they have already been interfaced to G L e Ifyou type 2 only those distributions that are within the date range and which have already been interfaced to G L are purged Format One digit either 1 or 2 Does not appear in this example because you answered N Pee dyr Field number to change Make any needed changes then press lt Enter gt If you selected to purge there is a period of processing while the file is being purged If the PBS G L is Not Used The PR Distributions to G L Report lists the debits and credits which must be entered into your manual ledger You should print out this report at the end of an accounting period after all PR transacti
328. eriod Answer Y if you had workers for the reporting period Answer N if you did not have workers for the reporting period Format One letter either Y or N The default is Y Example No example is given 17 Employee type RF 030 Options The Social Security Administration requires that you identify the type of employee you are reporting Enter the employee type for the employees you are including in the report Usually the type will be R Your choices are Agricultural Household Military Medicare qualified government employee Railroad 5 xOz Regular i e all others 400 Passport Business Solutions Format One letter from the list above Example No example is given 18 Include employees with no wages Answer Y to include employees with no wages or N to exclude them Format One letter either Y or N The default is Y Example No example is given Which wage amount Options This field displays only if you answered N to the preceding Enter what type of wage it is whose absence prevents an employee from being included Your choices are A Gross wages H SWT gross B Soc sec wages employee I OST 1 gross employee C Medicare wages employee J OST 2 gross employee D FWT gross K OST gross employer E EIC gross L SUI gross up to the maximum wage F FUI gross up to the maximum wage M SUI total wages G FUI total wages Format One letter from the list above
329. ers Example Type 95 1135917 5 Tax liab acct Options Enter the number of the G L account to which withholding taxes payable are posted 100 Passport Business Solutions For variable cost center Refer to the Account Numbers lt F5 gt f section F Your standard account number format as defined in Com ormat k A pany information Example Enter account 2100 000 6 Suppl earn w h You can specify that an employee is to receive supplemental earnings by entering a temporary earning code of type S in Time worked Such earnings will be taxed at the flat percentage rate that you enter here Alternatively you can have such earnings taxed at the regular rate by specifying a zero percent here In this case supplemental earnings are added to regular earnings and then the sum is taxed at the rates contained in the federal tax rate table as described later in this chapter Enter the flat percentage rate at which supplemental earnings should be taxed Format 99 99 Example Type 20 7 Minimum wage Enter the minimum wage here Format 99 999 Example Type 5 15 8 through 13 Exemptions Next you specify which types of pay are exempt from the various federal taxes The pay types are regular overtime special holiday sick and vacation Salary is considered regular pay here Earnings codes are not included since you can specify for each earnings code entered in Deductions Earnings whether it is exempt or not for ea
330. es RECEIVING FIELD RESULT SIZE JUSTIFIED 6 N bbXYbb 6 L XYbbbb 6 R bbbbXY 1 N b 1 L X 1 R Y Format One character from the list above Example Type L Fill If the field selected is alphanumeric character and is justified to the right enter S to fill the unused positions on the left with spaces blanks or Z to fill the unused positions on the left with zeros Format One letter either S or Z Example This field is skipped Special Special information is associated with certain fields This information varies with the type of field and cannot be represented in the simple row column arrangement of this screen When such information is present a Y displays in this column A special window displays to enter or change the data Each of these windows is explained separately in the following sections If you want to change special entries for an existing line you can use the lt F6 gt option from the leftmost column Alternately you can press lt Enter gt repetitively until the Special column is reached at which point the window will appear The special column can never be entered directly A Y in this column does not imply that any non blank value has been specified for whatever special processing is available nor is there 502 Passport Business Solutions any way you can change the Y to an N the Y is merely there to inform you that a special window is in fact associated with this field type En
331. es an employee who works in many states may need many multi city multi state withholding information records If an employee is working in cities or states referred to as work cities and work states that have withholding requirements different from the employee s home city or home state you may need to create multi city multi state records for each work city or work state in order to calculate the employee s withholding correctly This is in addition to setting up the work city or work state withholding information using the Tax Table menu If you select multi city multi state information the following screen displays fj Multi city state Company 00 XYZ Company File Tools New Edit Save Save 7 New Delete Cancel Exit Select multi city state By code Multi city Multi state Employee 11 Anderson John State City code l Al Sa State City SWT exemptions o CWT exemptions o SWT exemption 00 CWT exemption 00 Emp OST 1 exemptions o Added CWT 00 Emp OST 1 exemption 00 tt Emp OST 2 exemptions o Emp OST 2 exemption 00 Empr OST exemption 00 State tax credit annua 00 Added SWT w The fields on this screen correspond to Fields on the Taxes Exemptions tab In character mode the following screen displays 187 Passport s Business Solutions fzzm You can work with new or existing tax code records Enter the following information
332. es and adjustments to distributions An adjustment does not result in a check generated by the computer although an adjustment can be used after the fact to enter a hand written check into the system e You can use an adjustment to correct a computer generated check after it has been printed and posted so long as the amount of the check has not changed This might be the case if a deduction had mistakenly been assigned to the wrong account e Ifyou discover an error in a check before it is printed by reviewing the edit list for instance do not use this selection to correct it Instead use Time worked to correct the error before print ing the check e You can use a single Adjustments entry to correct systematic errors to your payroll spread out over many checks for instance after having introduced a new deduction code two weeks ago you might only now discover that you have mistakenly assigned it the wrong account number e You can use this transaction to void Direct Deposit checks This function does not automatically calculate the various gross amounts taxes and voluntary deductions for a paycheck Each of these items must be entered individually The software calculates default values for certain fields where possible If you decide to accept a calculated default amount you must be sure that it is the correct amount for the field One of the last fields to be entered is Net pay The software uses this field to cross check th
333. es and fields that are effected by encryption include File EMPFIL EMPDDA KHISFL KHISFL MANTRX VDMTRX CNGEMP File description Employee file Employee direct deposit accounts PR history file PR history file Adjustment transaction file Void PR check main file Employee change log file Fields Social Security number and bank account number Up to 15 Bank account numbers Social Security number Up to 15 Bank account numbers Social Security number Social Security number Social Security number The bank accounts number fields that can be entered and posted depends on the direct deposit Method selected If it is Report only then only 2 bank account numbers may be entered in the employee record If it is Electronic payment then up to 15 bank account numbers may be entered in a Employee direct deposit accounts record Where and how these accounts are posted to history also depends on the method selected See the PBS Field Definition Guide for more file and field details Make any needed changes In change mode you can also press lt F5 gt for extended employer information Press lt Enter gt for the second screen or tab 46 Passport Business Solutions CONTROL INFORMATION SECOND TAB SCREEN Using graphical mode the second tab displays as follows New Edit Save Save New Cancel Delete Exit General Options Direct deposit Payroll options Overtime pay factor Check formattouse For
334. es federal state and city or local taxes You can define a federal tax code and one or more state codes as well as one or more city or local codes You must enter the federal tax code and at least one state tax code The payroll calculation functions assume that the federal tax code is defined and since employee entry forces you to enter a state code you must have entered at least one state tax code before entering employee information You can enter as many state and city or local tax codes as you require Such tax codes must be defined for each company whose payrolls you run using Passport Business Solutions Payroll The tax codes you enter here interact with other information contained in employee records during payroll calculation which results in your being able to handle a wide variety of individual tax requirements on an employee by employee basis Since state tax requirements are quite volatile there may be some tax situations that you cannot handle by simply entering an appropriate tax code record You may yet be able to handle such a situation by entering a type X deduction code described in the Deductions Earnings chapter and then using it as a permanent deduction for the employees affected by it Tax Payables Tax amounts due are accumulated in Payroll but they are not paid to the Note taxing entity If you are using PBS Accounts Payable you may make a NON A P entry specifying the appropriate cash account a
335. es for the date Format 1 MM DD YY 473 Passport Business Solutions 2 MM DD 3 DD MMM YY 4 DD MMM 5 Month fully spelled When you make the choice the right side of the screen shows how the date looks The length of the field displays so you know how much room this field occupies on the report Example Type 1 Field number to change Press lt Enter gt to return to Field Viewing the Report While entering the report specifications you can press lt F 1 gt to see a picture of the report This gives you an idea of the appearance of your report Example Press lt F1 gt The following screen displays ooo ton tb Pa0p PaDn lt a gt ta 1278 414 SAT AGE 3123 3 res ahift or lt Eno The width of the report is what you entered previously for of print columns in General appearance The number of lines is what you entered for rows on the form X s appear to represent the alphanumeric fields that you have selected for the report and occupy the length and locations you have selected 9 s appear for your numeric fields Dates are represented differently depending on the format you chose for the date Question marks appear where any of the fields overlap in which case you need to change the position of a field 474 Passport Business Solutions Options Text displays exactly as entered entering text will be described below Any location where you have not yet e
336. es in the various categories FWT FICA FUI etc 81 Passport Business Solutions In each case check the box to include this 401 k amount in the calculation of this tax or leave it unchecked to not include the amount Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked in each case Employer matching contribution Code An employer matching contribution is a non elective contribution to a 401 k plan by an employer on behalf of the employee It is called a matching contribution because an employer often contributes an amount related to the elective deferral For example an employer might contribute 50 cents for every dollar of elective deferral deducted from the employee s pay Enter the Code and Description fields as they appear below and select Employer matching for the Type field This code can be entered into the 401 k empr code field only in the Note Employee screen The rest of the fields display Deduct ions Ea nings Enter XYZ Company x 1 Code c2 2 Description M contr 3 ype matching contribution 4 B S liability acct 5 Expense acct lt F5 gt varies by sub account Enter the following information B S liability acct Options This account number is for the balance sheet account for this employer matching contribution This account is credited for the appropriate amount when a payroll check is printed and posted for an employee for
337. ess Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 142 Dependent care benefits N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the cost of dependent care assistance provided to employees The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 143 Fringe benefits incl in box 10 N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is a field required to be reported on Federal W 2 forms This field is the total of taxable fringe benefits included in box 10 It should not include items reported elsewhere on the W 2 form The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 144 Statutory employee check mark A 1 Y This field is included mainly for use on annual reports although it can be used as a quarterly field This field is one of the check boxes on the W 2 form When this field is specified in a report format two report values can be specified One value is reported when the box is checked and the other value is reported when it is not che
338. ess indicator Options Enter 1 if you have terminated your business during this tax year Otherwise enter 0 zero or press Enter to use the default 0 For business currently active 1 For business terminated during this tax year Format 1 number either Oor 1 Example Press Enter 6 Establishment number For multiple RE Records with the same EIN you may use this field to designate store or factory locations or types of payroll Enter any combination of blanks numbers or letters Otherwise leave the field blank Format 4 characters Example Press Enter 7 Other EIN For this tax year if you submitted an IRS Form 941 or 943 to IRS or W 2 data to SSA and you used an EIN different from the EIN in Field 3 Employer Agent Employer Identification Number EIN enter the other EIN Otherwise leave the field blank This does not apply to Puerto Rico Virgin Islands American Samoa Guam or Northern Mariana Islands employees Format 9 characters Example Press Enter 543 Passport Business Solutions 8 Employer name Options Enter the name associated with the EIN entered in positions 8 16 or use the option This field is required To select the name entered in Company information dis ad play name field Format 57 characters converted to uppercase Example Type XYZ Company 9 Location address Enter the employer s location address This can be Attention Suite number Room etc This field is optional F
339. etic media formats is similar to but more powerful than the Quarterly reports formats described in the preceding chapter e Both types of formats are mechanisms by which you define the structure and appearance of a report a printed report in the first case or a report stored on tape or disk in the second case e Once a format has been specified any number of reports can be printed from that format e Both quarterly and annual reports can be printed on paper or generated on magnetic media However some states require complicated formats that are supported for magnetic media but not for printed reports e Magnetic media reports can if desired be printed out after being generated using Magnetic media report list e A line on the printed report corresponds to a record on magnetic media Whereas the printed report has only three kinds of lines header employee or total the magnetic report allows sev eral different kinds of detail records Records can be grouped and sorted according to some field in the record Each such group can be preceded by a group header record and or followed by a group total record Records can also be batched at arbitrary intervals so many employees to a batch Each such batch can be preceded by a header record called an intermediate header record and or fol lowed by an intermediate total record General Formats The general format for magnetic media reports typically consists of File Header records
340. etroit withholding table as it appears on the screen above Field number to change Make any desired changes Press lt Enter gt at Field number to change to conclude processing of this tax code 134 Passport Business Solutions Ezz PRINTING TAX TABLES LIST Select Select Tax tables from the Reports menu Select a printer 135 Passport Business Solutions fzzm Employees This chapter contains the following topics Working with Employee Records 0 0 0 2 2 0 220000 Multi city multi state information 0 0 000 02 0 02222 Employ s Notes srci sidciaxcnchvnaiiniheee ESSEE EENEN ER Extended Employee Information 052 cssccceesssesacascadssascns Example Employees sc cesccuna scssenteens ddnauvoacscsadvexabiacads Printing by Employee Number o oo ccc cs cage cxesnnseaesane Printing by Employee Name 22 2 0 0 202 0 c eee eee Printng Employee Labels eena Printing Multi City Multi State Information Printing an Employee Change Log 0 0 0 0 00 0222 Pre note ACH File and Report soo ccccstesnceccvessotevaccsva hace 136 Passport Business Solutions WORKING WITH EMPLOYEE RECORDS The Employees selection enables you to enter employees print employee lists or employee labels or print changes made to employee information Each employee record contains fields for employee number address pay rate deductions earning
341. executed as often as needed until you are satisfied that all the void checks and only those checks have been correctly flagged You can void a range of checks and then use the individual selection method to unvoid any checks that you do not want to void You can then post void checks A Payroll Voided Check Register will print Void checks is intended tor checks written in the recent past A check cannot be voided if e Any of the following have been purged The check s G L distributions The check s J C distributions The check itself e The year has been closed since the check was written Note that if the year has not been closed a check can be voided even though W 2 s have already been printed When this happens it is your responsibility to rerun the W 2 process for that employee Void checks will not reverse electronic deposits Select Individual checks from the Void checks menu 285 Passport Business Solutions mA INDIVIDUAL SELECTION If you choose Select individual checks this is the screen that displays From this screen you can work with both new and existing void check entries whether these originated by the Void individual payroll checks selection or the Void range of payroll checks selection 1 Cash account Options Enter the cash account number lt F1 gt For the next void check entry lt SF1 gt For the previous entry lt F2 gt For the next cash account lt SF2 gt For the prev
342. f contribution is based on IRS rules and regulations Consult your tax guides to determine the maximum employer contribution Format 99999 99 Erangi Since no 401 k type was selected for this employee this field is skipped Frequency This field cannot be entered if you selected None for the Employee 401 k plan field Otherwise it is set automatically and is the same as the employee s 401 k deduction frequency Options You can also enter one of the following from the Options menu 176 Passport 3 Business Solutions maA Extended information To enter extended information Employee notes To enter notes To enter multi city state detail In order for this selection to be available on the Taxes Exemptions tab you must have indicated that this employee will be taxed by multiple states or cities Multi city state detail To enter direct deposits In order for this selection to be available on the General tab you must have indi Direct deposits cated that this employee will be paid via direct deposit and in Control information you must indicate that this is an Electronic payment direct deposit type Deductions Earnings On this tab you enter the employee fixed deductions General Wages Rates Taxes Exemptions Fixed deductions Deductions E arnings ae totals Code Description Type Amount Frequency Balance ai CE F E m a aa eee ee a ee ai ee The third character s
343. f the Employer s Tax Guide This guide shows two separate tables Table A is for an employee who is either single or who is married but the spouse has not filed a W 5 form Table B shows the amounts for an employee who is married and both the employee and spouse have filed W 5 forms If 1 is entered here for EIC CERTS then the EIC payment is calculated using the first EIC Table entered in the Federal Tax Table using Tax Tables If 2 is entered here then the calculation is made using the second EIC Table entered using Tax tables Further information on earned income credit advance payments and their calculation can be obtained from the IRS Circular E Format One digit either 0 1 2 or 3 The default is 0 Example Press lt Enter gt Soc sec exempt Is this employee exempt from paying social security taxes If you check the box the payroll calculation does not withhold social security tax for the employee nor is any employer social security liability calculated for this employee Format Check box checked is Yes and unchecked is No Example Press lt Enter gt for the default of No Medicare exempt Is this employee exempt from paying medicare taxes If you check the box the payroll calculation does not withhold medicare tax for the employee nor is any employer medicare liability calculated for this employee Format Check box checked is Yes and unchecked is No Example Press lt Enter gt for the default of unchecked 159
344. f you have employees who work in more than one state during the year then the accumulated totals for these employees are stored by state in the Quarter to date History File by employee number When W 2s are printed the federal totals are summed and printed on one W 2 form while the state amounts are printed one state to a form e You can choose to print only federal totals F in which case no state information prints You can then print state information in a second run S e Ifall your employees worked only in one state for the year then print both federal and state information B Format One letter from the list above There is no default 4 Single double or dbl laser This field allows you to indicate the format of the W 2 forms you are printing Options Enter one of the options below To print on single width W 2 forms The single width S can be used for either single 80 column dot matrix W 2 forms or single laser W 2 forms To print on double width W 2 forms The double width D W 2 forms can be used only on a 132 column dot matrix printer To print double laser W 2 forms The double laser for mat prints four copies of an employee s W 2 on a sin gle portrait page Be aware that if you choose this l format the IRS requires submission of W 2 data on another format such as magnetic media or dot matrix printer forms Format One letter from the list above The default is S 431 Passport Business Solution
345. factor 48 specifications format 484 515 specifications Quarterly report field 580 spool 7 standard or custom reports producing 376 standard Payroll start using Payroll starting PBS Payroll state and user defined reporting state magnetic media report state magnetic media reporting state tax codes state withholding tax calculating 223 21 28 425 573 487 113 568 xviii State QTD YTD Time Worked Report355 by state city taxes entering employee 156 submitter information entering RA 533 SUI reporting method 59 summarize deductions 49 earnings 50 taxes 49 wages 49 summary post distributions 49 supplemental benefit 8 supplemental earning 8 support and training 24 T T tips code Type 91 tab Control information second 47 tab Control information third 54 tables list printing tax 135 tables entering tax 99 tables tax 10 tax code city 97 tax code federal 96 100 tax code table file 16 tax codes city 131 tax codes state 113 tax deduction code Type B before tax reports tax tables tax tables list printing tax tables entering tax calculating state withholding taxable base inclusions in taxes entering employee state city taxes exemptions from taxes payroll taxes summarize testing positive pay forms third tab Control information time worked data import entering recording time worked edit list printing Time Worked Report by City QTD YTD Time Worked Report
346. fied in the federal tax code record For hourly paid employees pay for regular hours is distributed as described above in addition to holiday pay sick pay and vacation pay For salaried employees when being paid salary and not hourly holiday pay sick pay and vacation pay are first deducted from their salary Distribution percentages are then applied to the salary remaining Options Enter the hours or percent or use the option lt F2 gt For the hours percent remaining to distribute for this pay type 999 99 hours Format 999 99 percentage Press lt F2 gt to distribute the entire salary to the default Example account Note Before entering hours remember to convert minutes to hundredths of hours For example convert 3 hr 45 min to 3 75 hr 245 Passport Business Solutions Rate If you entered hours in the previous field enter the rate of pay This will be multiplied by the hours to determine the dollar amount of this distribution Options You can also use the option For the employee s hourly rate regular overtime or ee special depending on type from the Employee file For salaried employees the Rate column is skipped Format 99 999 999 Example This field is skipped Further examples Press lt Esc gt at the Type field Press lt F2 gt to select the Example next employee and enter his information as it displays on the screen on the next page Although Employee 5 is salaried
347. field Vertical movement is possible only when the cursor is in the leftmost column in which case the options available are lt Up gt Move to the previous or next line on the screen Scroll lt Down gt ing occurs when the top or bottom border is reached lt PgUp gt lt PdDn gt Move to the previous or next screen lt Home gt lt End gt Move to the first or last screen Insert a new line at the current location The existing line and all following lines will scroll down leaving a lt F2 gt 3 blank line for your insertion To cancel the insertion press lt Esc gt lt F3 gt Delete the current line the remainder of the screen will scroll up to close the gap Change special entries for a field applies only to fields lt F6 gt that have special entries These will be defined later in this section Note that lt Left gt and lt Right gt are not active and that lt Up gt and lt Down gt are active only when in the leftmost column However lt Esc gt is active in all columns in the leftmost column it terminates screen entry and returns you to the previous screen in any other column it cancels changes to this line and returns you to the leftmost column Enter information by column as follows Beg Enter the beginning position of the field This cannot exceed the record length and must be greater than the ending position of the preceding field if any Format 999 Example Type 1 End Enter th
348. file you see an error message informing you of this and that you must delete the existing format first before you can use this format number Enter another format number that is not already used then enter a description of the new format 99 format number Format 25 characters format description Type 99 Example p Type Copy of format 11 When the format is copied press lt Esc gt Delete Report Formats Use this option to delete report formats which you no longer want to keep Select Delete from the Quarterly report formats menu Options A screen displays for you to enter the format number of the format to delete Enter the number or use the option lt F1 gt For next format lt SF1 gt For previous format To delete a format answer Y when you are asked to confirm the deletion Otherwise press lt Enter gt to keep it If you answer Y a message displays stating that the format has been deleted Enter the number of another format to be deleted or press lt Esc gt Format 99 Example Type 99 Answer Y to OK to delete this format Format Specifications Use this option to print a full list of the exact specifications that define one or more report formats This is different from a sample report A sample report shows what the report will look 484 Passport Business Solutions like The format specification shows all the information you entered to obtain the report you want Select Format spe
349. for the total amount directly deposited as described above the amount reimbursed is entered as a General Journal transaction with a debit to the cash account and a credit to the direct deposit account If A R is in use then instead of using General Journal enter a non A R cash receipt for the cash account distributing the direct deposit amount to the direct deposit account 332 Passport Business Solutions Payroll History This chapter contains the following topics Printing Payroll ReporiS pies dads naa dacdaleeesas cadauneesanivenenss Employee Payroll History Report 0 0 0 00 0 0 2 22222 Employer Payroll Expense Report 2 22 22 2 Employee Leave Report oc 225 4ccsescdsccccesacesccccnebessaece Employee Gross Hours and Wages Report 333 Passport Business Solutions PRINTING PAYROLL REPORTS Use this selection to print either of the following reports e Employee Payroll History Report Use this report to show the history of payroll transactions and adjustments for employees who have received computer printed or handwritten payroll checks The report shows employee pay earnings taxes and voluntary deductions e Employer Payroll Expense Report Use this report to show the history of payroll employer expenses for employees who have received computer printed or hand written payroll checks The selections for both of these reports are very similar By
350. foreign the other that it is not These two values are defined when this field is entered into a magnetic media format Which value is reported depends upon what is entered for the field Is this a foreign not USA address when the magnetic media report is output 13 FWT identification A 15 This field is the employer s Federal tax identification number as entered in the Federal tax code record 14 SWT identification A 15 This field is the employer s state tax identification number as entered in the first state tax code record for the reported state 15 CWT identification Passport Business Solutions A 15 This field is the employer s city local withholding tax identification number This number is obtained from the employee s current city tax code 16 Employer federal ID entered N 9 This field is the employer s Federal tax identification number as entered during parameter entry when the magnetic media report is output 17 Employer state ID entered A 15 This field is the employer s state withholding tax identification number as entered during parameter entry when the magnetic media report is output 18 System date D 6 This is usually the current date It is obtained from the computer system s clock 19 Report date D 6 This is the quarter ending or year ending date for which the magnetic media report is being made This date is entered as a parameter when outputting the m
351. formation 1 Tax authority Options Enter F for federal S for state or C for city to designate the tax authority for this code or use one of the options Fl gt To display the next code SF1 gt To display the previous code Format One letter either F S or C Example Type F For state and city codes you must also enter the tax code Field 2 in addition to the tax authority 99 Passport Business Solutions fzzm FEDERAL TAX CODE For the federal tax authority the screen displays as follows Federa Hot applicable E Continue entering information as follows 2 Tax code You do not have to enter this field since there is only one federal tax code State and city tax codes will be described later in this chapter 3 Description Enter a description of this tax code The first nine characters print on W 2 forms For state or city this name of the state or city is typically entered in this field Format 25 characters Example Type Federal tax code 4 Tax rpt id Enter your federally assigned employer identification number Although 15 characters are allowed in this field you should enter your taxpayer identification number correctly formatted starting with the first character position of the field Your federal taxpayer identification number is in the format of an employer identification number 99 9999999 or in the format of a social security number 999 99 9999 Format 15 charact
352. from the Reports General menu Answer Y to print a report using one of your custom quarterly report formats Answer N to print the standard quarterly payroll report Format One letter either Y or N Example Type N If you answered N the following screen displays 376 Passport 3 Business Solutions maA Enter the following information 1 Report format Type F for a full format B for a brief format or S for SUI expanded format Format One character Example Type F The SUI expanded report is similar to the brief report except the Gross wages column becomes SUI wages total SUI wages and wages over SUI max are added to the state SUI contribution section The SUI totals are for the quarter not the year to date totals However if you are reporting the second through fourth quarter the Wages over SUI Max total field is determined by adding up all quarters and then subtracting the previous quarters to get the total for the quarter being reported 2 Which quarter Enter the quarter for which the report is being printed Format One number from 1 through 4 Example Type 1 Ending Enter the ending date corresponding to the quarter The month and day portion of the date must be 3 31 6 30 9 30 or 12 31 for quarters 1 through 4 respectively The year must be consistent with the Current payroll year field in Payroll Control information Format MMDDYY Example Type 33105 377 Passport Business Solutions F
353. g certain control records tables and employee information must be set up The set up of Direct Deposit processing requires specific information about the company processing and receiving banks and the employees This information includes each bank routing number and the employee s bank account number s These numbers are usually found at the bottom of a check or deposit slip The following steps are needed to send an ACH file including employee pre note records to your bank Step 1 Bank Setup This step is done under the menu selection CTL gt Banks A bank record contains information required for Direct Deposit processing bank name and bank ABA routing number There must be a bank code set up for each bank that will receive a deposit the receiving bank plus a unique deduction code for the ACH processing bank See Processing Bank and Receiving Bank 663 Passport Business Solutions There are two types of banks ACH only Receiving Bank and Company ACH Processing Bank ACH Bank An ACH bank is for employees and vendors if you are using Direct Deposit processing in Accounts Payable Multiple employees and vendors may bank at the same location That is why the bank information for Direct Deposit processing is entered in a central location Company ACH Bank The company bank is your processing bank There must be at least one company bank Each company bank must have a unique bank account number A compan
354. g options For the next multi city multi state entry for this lt F1 gt employee lt SF1 gt For the previous entry lt F3 gt To delete this entry for this employee available only if this is an existing entry Press lt Enter gt to accept this screen and return to the screen you came from one of the four primary screens for this employee 191 Passport Business Solutions A EMPLOYEE NOTES If you select to use notes the following screen displays Employees Enter XYZ Company Employee 1 Palner Edward 69 Vac accunulate code P pay freq 70 Sick accumulate code P Vac hrs start date 1 01 01 Sick hrs start date 1 01 01 Fract per oM Fract per 03846 Wax vac hrs BO 00 Max est hrs Unlimited Zee sess Enei avas Year to date Tota Bodie t YTD gross E YTD jii modicaro 00 2 YID FOI gross oo 45 YTD empr soc sec 00 Add Notes Date 10 08 04 lime 15 56 lt PgUp gt earlier lt PgDn gt later lt Home gt earliest End gt latest lt F1 jump Using Notes You can enter notes about this employee Each note is given a date time stamp so that you can browse through the notes in time sequence later Although notes can be entered from each of an employee s tabs be aware that the note is attached to the employee and not to the screen you will see the same note s for an employee regardless of which screen you happen to be on when you choose to look at notes To brows
355. g the full net amount to an ACH file will not have a record generated in the positive pay file If the employee is being paid partially through ACH and partially by check then the check net amount will be generated in the positive pay file Make any needed changes In change mode you can also press lt F5 gt for extended employer information provided that these fields have been defined Press lt Enter gt for the third screen 53 Passport Business Solutions CONTROL INFORMATION THIRD TAB SCREEN The third tab displays as follows New Edit Save Save New Cancel Delete Exit General Options Direct deposit Default cash account A Direct deposit Method No direct deposit v Description 1 Accont E ae Descriptc as Direct mailer form None x lt F5 gt Extended employer information In character mode the third screen displays as follows Lontrol intermation x Campany 32 Detault cash acct I ae eee Direct deposit 33 Method 34 Devcriplion 1 35 Account 1 36 Description 2 37 Acvcount 38h Direct mailer farm 39 Renerate positive pay Enter the following information Default cash acct Enter the usual cash account from which payroll checks are issued It must be in Ctl Cash accounts Your standard account number format as defined in Com Format pany information Example Enter account 1000 000 54 Passport Business Solutions
356. ge Options Make any needed changes then press lt Enter gt to process another new or existing entry for this employee For an existing entry you can also use one of the options lt F1 gt For the next existing entry federal or state for this employee lt SF1 gt For the previous existing entry for this employee lt F3 gt To delete this entry 427 Passport Business Solutions mA PRINTING W 2 INFORMATION Select Print W 2 information from the Year end menu The following screen displays 1 Starting employee and 2 Ending employee Options Enter the range of employee numbers for whom to print W 2 form information or use the option For the First at Field 1 or Last at Field 2 ones employee number on file Format 999999 at each field 3 State to print Options Enter the code for the state to print or use one of the options lt F5 gt To print information for All states For none i e to print federal information with no state Blank information Format Two characters 428 Passport Business Solutions Field number to change Make any needed changes then press lt Enter gt to print the report If you answered Y in Control information to the question SIMPLE IRA 408 p plan e In W 2 s Box 12 a code S for SIMPLE plan will display before the total instead of D for 401 k 429 Passport Business Solutions Ezz PRINTING W 2 FORMS This
357. ge in other selections Save what was entered changed but leave the infor mation on the screen for continued editing Discard what was entered changed like pressing lt Esc gt at Field number to change in other selections Delete the entire comment like lt F3 gt in other selec tions You will be asked to confirm the deletion with an OK to delete message 65 Passport Business Solutions Deductions Earnings This chapter contains the following topics Introduction to Deductions and Earnings Entering Deductions Earnings 0 0 02 2 0 222 cee ee eee Printing List of Deductions Earnings 2 02 2 22 2 66 Passport Business Solutions INTRODUCTION TO DEDUCTIONS AND EARNINGS The Deductions Earnings selection enables you to enter the codes that affect an employee s wages Wages withholding taxes loan repayments garnish amounts and union dues are all handled elsewhere Everything else that is added to or subtracted from an employee s paycheck must first have its code defined here Deductions These include insurance 401 k deductions charitable donations savings bonds etc Earnings These include entertainment allowances travel subsidies commissions meals tips bonuses etc Workers Compensation Class Even though this is neither an earning nor a deduction special codes for it must still be entered here Cafeteria Plan
358. ge limit for the calendar year has been reached Thus if the annual SUI maximum wage is 16 000 and the employee is being paid 2 400 per month this field would be 7 200 for quarter 1 7 200 for quarter 2 7 200 for quarter 3 and 7 200 for quarter 4 When this field is used on an annual report this field would have the value 28 800 98 YTD SUI total wages N 8 2 Y Y This is the year to date total for the reporting period and all prior periods of an employee s earnings which are subject to state unemployment insurance The amount for this field does not cut off when the SUI maximum wage limit for the calendar year has been reached Thus if the annual SUI maximum wage is 16 000 and the employee is being paid 2 400 per month this field would be 7 200 for quarter 1 14 400 for quarter 2 21 600 for quarter 3 and 28 800 for quarter 4 When this field is used on an annual report this field would have the value 28 800 99 SUI max wages N 5 2 Y This field is the annual maximum wage for state unemployment insurance calculations State unemployment insurance is only calculated on an employee s income up to this amount 100 SUI wages over max N 8 2 Y Y This field is calculated by subtracting field 95 from field 97 101 YTD SUI wages over max N 8 2 Y Y This field is calculated by subtracting field 96 from field 98 102 SUI tax N 5 2 Y Y This is the employer s state unemployment insurance tax expense b
359. ges amount on which the employer s contribution to federal unemployment insurance was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Empl social security Options Enter the amount of social security taxes withheld from the employee s pay or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Employee medicare Options Enter the amount of medicare taxes withheld from the employee s pay or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero FWT Enter the federal withholding tax deducted from the employee s pay Format 99999999 99 Example Press lt Enter gt for zero EIC Enter the amount of earned income credit EIC advanced to the employee Format 999999 99 Example Press lt Enter gt for zero Passport Business Solutions Empr social security Options Enter the amount of social security taxes paid by the employer on the earnings of this employee or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Employer medicare Options Enter the amount of medicare taxes paid by the employer on the earnings of this employee or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero FUI Opt
360. gnetic media formats menu Enter the starting and ending codes for the report formats for which you want to print specifications Starting format code and Ending format code Enter the range of the formats you want to print Follow the screen instructions Format 999 Example Press lt F2 gt at both fields for a range from first to last 515 Passport Business Solutions VERIFY A FORMAT Use this option to verify a format before using it Select Verify from the Magnetic media formats menu A screen displays allowing you to enter the format code for the magnetic media report you want to verify Options Use the following options lt F1 gt For next format lt SF1 gt For previous format After you have selected the report format to verify the printer selection menu displays On selecting a printer the program begins checking the report format for errors As the format is verified the following screen displays counts of errors and warnings found An error report prints at the end of the verification process Under the column Error warning error messages are identified with an E and warning messages with a W You must correct errors before you can use a report format You can either correct warnings or leave them as they are 516 Passport Business Solutions SAMPLE REPORT Use this option to make a sample report from a magnetic media format You must verify and correct any errors in a report format
361. gt Earliest Enter the following information 1 Starting date and 2 Ending date Options Date refers to check date or pay period date depending on the setting for field 7 Enter the range of dates desired or use the option lt F2 gt For the Earliest at Field 1 or Latest at Field 2 date Format MMDDYY at each field Example Press lt F2 gt at both fields 3 Starting employee and 4 Ending employee Options Enter the range of employees who have hours worked to include in the report or use the option For the First at Field 3 or Last at Field 4 lt F2 gt employee in employee number sequence Format 999999 at each field Example Press lt F2 gt at both fields 345 Passport Business Solutions 5 Group by state city code This field allows you to report payroll hours worked by state or city code Answering this question Y allows you to specify the state or city code at the next field Answering this question N allows you to report hours worked by employee no matter which states your employees worked in for the date range entered above Format One letter either Y or N Example Type Y 6 State city code If you answered N to the previous question this field is skipped Otherwise select State or City by entering S or C Format One letter either S or C Example Type S Options After selecting state or city enter the desired tax code Any input is accepted however only a val
362. h as commissions added to employee pay that may or may not be taxable as defined Read Earn ing Code for more information Workers compensation classification for employer contributions Read Workers compensation Code for more information Supplemental earning such as a bonus that is added to the employee s pay If taxed supplemental earnings are taxed at a flat percentage rate specified in the federal state and city tax table records If the rate in the tax code record is set to zero then supplemental earnings are added to the regular earnings and the sum is taxed at the regular rate Read Supplemental earning Code for more information 401 k elective deferral of employee s salary Read 401 k Elective deferral Code for more information 401 k employer matching contribution Read Employer matching contribution Code for more information Special tax such as SUI or workers compensation where part of these taxes come out of the employee s pay Read Special tax Code for more information If meals and tips are used Options The Control information Use meals amp tips field determines whether this feature is used Meals Tips The value of meals given to an employee a type of earning Read Meals Code for more information Tips received by the employee and reported to the employer Read Tips Code for more information 71 Passport Business Solutions Meals and tips are given special ta
363. hands and the proper expense account is debited Exempt from Fed w h Emp Soc Sec Empr Soc Sec FUI EIC State w h SUI OST 1 OST 2 Empr OST W comp Suppl ben City w h The Exempt check boxes are used to control the calculation of various types of taxes A checked box indicates that this work related income is exempt from normal inclusion in the wage base on which the tax type FWT FICA FUI etc is calculated In each case check the box to include the cost of the meals as part of the employee s income for purposes of calculating this tax 90 Passport Business Solutions Check box checked is yes and unchecked is no The es default in each case is unchecked Example Press lt Enter gt for unchecked in each case Tips Code The tips code is designed to handle reported tips only For this reason a G L account number does not apply The company is recording only on the employee s check stub and in the employee s earnings history the value of tips that the employee reported as received from customers The money does not go through the company so company accounts are not affected Enter the Code and Description fields as they appear below and select Tips for the Type field The rest of the fields display Deductions Ea nings Enter XYZ Company x 1 Code T2 peace Tips lype lips G L acct Not applicable 2 3 4 5 Exempt from fed m h E 6 Exempt from emp Soc Sec Wedi care 7 Ex
364. hat employee names are reported as Last name first Format One character Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows total employees covered by UI This special entry window is displayed for the following fields e RF 033 Tot emp covered by UI month 1 e RF 034 Tot emp covered by UI month 2 e RF 035 Tot emp covered by UI month 3 Employer Fields 33 34 and 35 are on quarterly reports and are not meaningful if used on annual reports They refer respectively to the first through third month of the quarter and let you to specify whether an employee was employed or paid wages for each month of the quarter Day in month Enter the day in the month used as a criterion for determining whether an employee worked or was paid wages for the month Format 99 Example Does not occur in this example 513 Passport Business Solutions mA Any change Enter Y to re enter the window or Y to return to the main screen 514 Passport Business Solutions FORMAT SPECIFICATIONS Use this option to print a full list of the exact specifications that define one or more magnetic media report formats This is different from a sample report A sample report shows what the report looks like The format specification shows all the information you entered to get the report to look like that Select Format specifications from the Ma
365. hat requires rounding answer Y Format One letter either Y or N The default is N Example Press lt Enter gt for the default 49 through 63 State withholding table On this screen enter the annual state withholding table from your state s Tax Guide for Employers The requirements for this screen are the same as those for the Federal withholding tables discussed earlier in the manual If the table you enter does not require all 15 fields press lt Enter gt for each unused field to advance to the bottom of the table 99999999 99 for dollar amount Format 99 99 for percent 99999999 for on amount over Field number to change applicable only Make any desired changes No option keys apply at this point Press lt Enter gt to conclude processing this tax code The screen clears for the next tax code 129 Passport Business Solutions If the state calculation basis had been P percent of federal withholding Note you would have entered the percent to be applied against the federal with holding amount rather than against the income amount 130 Passport 3 Business Solutions maA CITY TAX CODES The third type of tax code is the city code for city withholding tax The information requirements for this code are similar to those for a state code although there are fewer fields These codes although here called city codes would also be used for any municipal taxing authority such a county b
366. he current payroll year is 2009 Transactions dated in 2009 can be entered and posted Transactions dated in the first quarter of 2010 can also be entered and posted Transactions dated before 2009 or after the first quarter of 2010 i e after March 31st cannot be entered and posted When Close a year is run using this example the quarterly data for 2009 and the year to date data for 2009 are purged and any data already posted for the first quarter of 2010 is made available for reporting The current payroll year in the Control file is updated to 10 from 09 Select Checks from the PR menu Cash Account If you are using multiple cash accounts the following screen displays File Tools Posting criteria Cash accountit hy ry E lt F1 gt next account lt SF1 gt previous account lt F2 gt 1000 000 Cash account 13557 000 Cancel 268 Passport Business Solutions If you are using only one cash account the first screen is skipped and the cash account in Control information is used automatically Options Enter the cash account to use to pay the employees you select later The account must already be in existence in CTL Cash accounts You can use one of the options For the next entry in Cash accounts The lt F1 gt and lt F1 gt lt SF1 gt options are not available if only one entry has been defined in Cash accounts lt SF1 gt For previous cash account lt F2 gt For the default cash ac
367. he question Distribute wages in Control information e Ifyou answered Never distribute this field defaults to unchecked e Ifyou answered Always distribute this field defaults to checked e Ifyou answered Selectively distribute there is no default You can override the default if there is one In the Standard Payroll selection entries are generated only for employees whose pay is notmanually distributed If you answered Selectively distribute to Distribute wages in Control information a standard payroll entry is generated only if this field contains an unchecked If you interface with Job Cost you must enter check the box for all Note employees whose wages are to be distributed to jobs Format Check box checked is Yes and unchecked is No Select lt Enter gt to signify that this employee s pay is auto Example matically distributed to the wage account on the employ ee s record Pension plan Does this employee participate in a pension plan Press the lt Space bar gt to check the box or press lt Enter gt to default to unchecked This information is required to correctly print the W 2 Form Format Check box checked is Yes and unchecked is No Example Selected the lt Space bar gt to check it Can get tip CR Are tip credits applicable to this employee Select the space bar to get tip credit or press lt Enter gt to default no get tip credit This field is allowed only if the PR Control File specifies that meals a
368. he submitter s foreign postal code Format 15 characters converted to uppercase Example Press Enter 25 Country code Enter the country code Leave this field blank if one of the following applies One 50 states of the U S A District of Columbia A Military Post Offices MPO AS for American Samoa GU for Guam MP for Northern Mariana Islands PR for Puerto Rico VI for Virgin Islands 538 Passport Business Solutions Otherwise enter the applicable Country Code as stated in the Specifications for Filing Forms W 2 Electronically publication Appendix G published by the Social Security Administration Format 2 characters converted to uppercase Example Press lt Enter gt to leave it blank 26 Contact name Enter the name of the person to be contacted by the SSA concerning processing problems Format 27 characters converted to uppercase Example Type Susan M Levine 27 Contact phone number Enter the contact s telephone number including area code Format 15 characters converted to uppercase Example Type 847 555 1212 28 Contact phone ext Enter the contact s telephone extension Format 5 characters converted to uppercase Example Type 4000 29 Contact email Internet Enter the contact s e mail internet address Format 40 characters Example Type slevine xyzcompany com 30 Contact fax Enter the contact s fax number including area code Format 10 characters converted to up
369. here are three ways of entering this information e Asa percent of the taxable gross pay that is to be added The caption displayed is percent e Asa flat dollar amount The caption displayed is amount It is treated as the amount of addi tional tax withheld per pay period You can enter up to 7 figures including 2 decimal places e As a surcharge The percent of the calculated tax is added to the calculated tax to arrive at a final tax amount The caption displayed is surcharge Enter the additional city tax to be withheld If the employee s city tax code specifies a gross wage cut off amount this percent is calculated on only the taxable gross pay under the cut off amount 99999 99 amount Forme 99 99 percent and surcharge Example Press lt Enter gt to default to zero Options To select one of the three methods additional amounts lt Arrows gt to be withheld as described above Direct Deposit The Direct deposit field is not available for entry if you opted for no direct deposit in Payroll Control information It is available if either the Report Only Method or Electronic Payment Method has been specified The order in which you enter the fields and number of direct deposit fields will vary depending on if you selected the Electronic Payment Method or the Report Only Method Check box checked indicates the employee is paid via Format direct deposit and unchecked employee is not being paid via direct deposit Exam
370. his chapter contains the following topics Definition of Voiding and Purging Checks 2 2 fadividual Selection oea a a Range Selecto oa esau cnncudnacsenaedenensuncandademansacnunecs Printing and Posting Voided Checks 0 0 0 00 020020222 Purging Payroll Transactions 0 0202 02 ceeeeceeeeeee eee 284 Passport Business Solutions DEFINITION OF VOIDING AND PURGING CHECKS Checks are said to be purged when old checks are removed from the file after the employee has cashed them They are said to be voided when they are removed from the file because the employee has not cashed them at all for instance if a check was lost in the mail or if the employee points out an error and requests a replacement Purging is a one step process and occurs as soon as you enter the transaction Voiding is a two stage process transactions are first entered and then posted Purging Checks As many as 999 999 pay cycles can be accumulated at any one time so the only reason to purge checks is to free up disk space You should not however purge a pay cycle until you are confident that all checks in that cycle have been cashed or otherwise accounted for Voiding Checks If you have set the Summary post distribs_ field in Control information to Y skip this selection This feature lets you void individual checks or ranges of checks at will A separate selection is provided for each method and each can be
371. hours Overtime hour Distribution Job number Al Status Cost item aAa Type T Sub job Chngord i Distribution type Regular X Account 6000 100 AA Salaries and wages expense Hours 80 00 Rate 25 000 Quantity Unit Reference lt F1 gt next job lt SF1 gt previous job lt Blank gt non job distribution Job Cost Distributions List Box The list box displays up to 6 existing distributions at a time You may sort the distributions by job number in ascending or descending order Only columns with red labels may be sorted Click the field label or arrow to the right of the column name to change the sort or use the View menu options To locate a distribution start typing the job number You may also use the up down arrows Page up Page down Home and End keys to locate a distribution Distributions that display in the list box are available for changes or deletion The fields for the selected distribution display in the lower part of the screen When a distribution is found you may select the lt Enter gt key or Edit button to start editing Job Cost Distribution Buttons You may select a button for editing deleting or adding a new distribution New Alt n To enter a new distribution Delete Alt d To delete the distribution selected in the list box Edit Alt e To edit the distribution selected in the list box 248 Passport Business Solutions mA To save a new distribution or changes to an edited di
372. hout Accounts Payable and General Ledger Find the row and column that corresponds to the packages you have and follow those instructions DIRECT DEPOSITS REPORTS No G L G L Passport Business Solutions Pay the direct deposit amount to the finan cial institution using a manual check Do not record this check in your payroll sys No tem Instead record the check amount in A P your manual or other General Ledger sys tem as a debit to the direct deposit account and a credit to the cash account from which the check was drawn Do the same as at left but post the check into your PBS General Ledger by entering General Journal transactions Pay the direct deposit amount with a man ual check and enter a Non A P check type voucher in your PBS Accounts Payable sys A P tem for the amount of the check For this voucher enter the cash account from which the check was drawn and distribute the full amount to the direct deposit account Do the same as at left Electronic Payment Direct Deposit Method The PBS Payroll ACH Direct Deposit product allows a company to offer direct deposit processing and ACH file generation for its employees One processing bank is designated per cash account used with the number of receiving banks being unlimited The employees participating in direct deposit can choose up to fifteen bank accounts to multiple banks to deposit their pay Once Payroll is setup for direct deposit an ACH form
373. hrs is zero then enter the percent of the salary regular pay to be distributed to the account number entered on this line Overtime and special hours are distributed on an hourly basis even for a salaried employee lt F2 gt To distribute all of the remaining hours to this account 999 99 hours Forma 999 99 percentage Example Press lt F2 gt The Hours field for distribution types R O and X can be skipped if you are distributing only an amount not hours The rate and amount fields can be skipped if you are distributing only hours Rate For a salaried employee the Rate column is skipped 323 Passport Business Solutions This is the rate of pay that is multiplied by the Hours entered to determine the amount of this distribution Options Enter the rate of pay or use the option For the employee s hourly rate regular overtime or er special as entered in the Employee file Format 99999 999 Press lt F2 gt to use this employee s regular pay rate The Example regular rate is selected because R is entered as the TYPE on this distribution line Amount If the employee whose pay is being distributed is salaried the Amount field is skipped for an S salary type distribution line Options This is the amount of pay for this distribution line For an hourly employee enter the amount or use the option To use an Amount equal to the number of hours times a the rate For overtime O
374. ial security number order To print the employees in employee name order If these have been entered in Employees with the per i sonal name preceding the surname the report will not be in surname order E To print the employees in employee number order Format One letter from the list above Example No example is given 4 Starting employee and 5 Ending employee Options Enter the range of employees to print in the Employee area of the report or use the option For the First in Field 4 or Last in Field 5 a employee number on file Format 999999 Example No example is given 6 State tax code Enter the state whose information is to print There must be one or more state entries on file in Tax tables whose tax code begins with this state abbreviation The employee wage figures printed on the quarterly report are obtained from your Quarter to Date History file The report will print the Quarter to Date wage information only for the state whose tax code you enter here Format Two characters Example No example is given 382 Passport Business Solutions 7 Show employees with no wages for quarter Answer Y if you want to include employees who earned no wages during this quarter hired after the quarter ended terminated before it began or on unpaid leave A Y answer means that such employees are included in addition to not instead of the employees who did earn wages Format One letter
375. icable only if the state tax calculation is based on earnings lt Enter gt For no maximum Format 999999 99 Example Press lt Enter gt 24 Addnl adj pct of gross pay This field and the next two fields are primarily for use by Oklahoma employers The State of Oklahoma allows a second adjustment to an employee s gross income before computing SWT The adjustment percentage entered here is applied to an employee s gross income after subtracting two amounts The first amount subtracted is an amount calculated by multiplying the exemption value Field 25 by the number of SWT exemptions The second amount subtracted is the base deduction entered at Field 26 The percentage entered for this field is applied to an employee s gross income after subtracting the two amounts described above When the result of the subtractions is zero or negative this additional adjustment is set to zero Enter the additional adjustment percentage or just press lt Enter gt for no adjustment percentage Format 999 999 Example Press lt Enter gt 25 Addnl adj exemption value This field is used in conjunction with Field 24 Refer to the description for that field for an explanation of how this field is used If Field 24 is zero then any value entered here is ignored when SWT is Note calculated Enter the additional adjustment exemption value or just press lt Enter gt for no exemption value Format 999999 99 Example Press lt Enter g
376. ick will open the menu selection for the application or the sub menu of a particular menu entry Clicking on the closes the menu item Viewing application menus will cause a vertical slider bar to display and sometimes depending on size and proportions of the screen and associate font the slider bar as well These sliders are mouse enabled In addition to the mouse based menu operation you can use the keyboard to navigate the tree view menu The home end page up page down and arrow keys provide a quick and easy method of maneuvering around the menu Menu Bar To navigate the Menu bar vertically within a module you have two choices You may use the up and down arrow keys on your keyboard or you may type the first letter of a displayed menu item If more than one menu item starts with the same letter pressing the letter again will position your cursor over the next menu item starting with that letter To navigate horizontally between individual modules use your keyboard s left and right arrow keys Up to ten modules and your Passport Business Solutions System Manager Ctl may be displayed on the menu bar If you are using more than ten modules a More function is added to the menu bar To access your additional modules highlight More and press your lt Enter gt key To select one of the functions use the arrow keys or press the first letter of the function name and then press lt Enter gt Data Security Social secu
377. id one or more checks then no ACH file will be generated For hourly employees the overtime and a special rates may print on the stub See the Print overtime special rates on stub field in the Control information chapter If you choose to void any checks you prevent any distributions for those checks Follow the screen instructions If checks are reprinted each check printed previously with the same department employee number check date and check number is considered void by the package A positive pay file will be generated if you are using this feature during posting You should submit this file to your bank for processing The location of the file is written on the Payroll Positive Pay Register When the checks have been printed you are ready to post the transactions For a description of the posting registers see Post Checks and ACH Transactions Direct Deposit Mailer and ACH File Processing If you are using electronic payment direct deposit then the program will ask if you want to print the direct mailers Select lt Esc gt to print the mailers Please mount mailer forms on printer Mount the mailer forms on the printer with the perforation even with the top of the print head If you are using a laser printer load the check forms in the printer s paper tray according to the instructions in the printer s user manual After mounting the mailer forms you are asked to select a printer Print alignment form If pri
378. id tax code already defined in the Tax tables selection is meaningful You can also use the option lt F5 gt For All states or All cities In the case of multi city multi state employees history will be selected for inclusion in the report without regard to whether the state or city is an employee s primary state city or one of the alternates to which he may be liable for taxes Two characters for the individual tax table within that Format state or city One character Type CA for California E l S Type M for Married 7 By what date You can have the report print in either pay period date P order or check date C order Format One letter either P or C The default is P Example Press lt Enter gt 346 Passport Business Solutions 8 Show check detail To see check detail for each employee appearing on the report answer this question Y To see a summary for each employee without check detail answer N Format One letter either Y or N The default is N Example Type Y Field number to change Make any needed changes Press lt Enter gt to print the report 347 Passport Business Solutions Employee Reports This chapter contains the following topics Printing Employee Rep Otis 5 scacnncsssscenancesssaccdnnssaevaacnn Employee Deductions Eamings Report 2 941 cs Ale lt 7 RR ee ER eRe TC ee Pe Meals Expense 2s dine adic esameennarssincncodadw
379. ields leave blank fer tect lt F1 gt to see report Refer to the Quarterly Report Fields Appendix for an explanation of each of these fields There are six more windows of employee fields which you can see by pressing lt PgDn gt Three fields which would normally print in the Header or Totals area are also included in the Employee area This is because a few state forms require these fields in the body of the report These are e Page number e Total number of pages e Quarter of year These can be positioned in any column of the Employee area but are printed only once per page in the first row of the Employee area Totals Area Adding changing or deleting Totals area fields and text is handled in exactly the same way as Header area fields and texts except as described below Entering a Row for Totals If floating totals are selected in General appearance for First row for totals section when entering a Row for a totals field enter the relative number of the row within the totals area where you want the field to print For instance to print the field on the first total row enter 1 In the example you did not select floating totals so the message on floating totals does not appear and you enter the exact row number on the form 61 62 63 etc on which to print the totals field Non total Fields in the Totals Area There are numerous non total type fields included for your selection in the Totals area For instance Emplo
380. ify that form appears and is available for changes or deletion Enter the following information 1 Form ID Options Enter the ID for this form or use the options lt F1 gt For next form lt SF1 gt For previous form Display a representation of the file output as Xs for alphanumeric fields 9s for numeric fields and over lapping fields as question marks This option is only available after you have selected an existing form lt F2 gt Passport Business Solutions To generate a test file This option is only available after you have selected an existing form In the file it ee represents Xs for alphanumeric fields 9s for numeric fields and overlapping fields as question marks lt F6 gt To copy a file to a different name This option is only available after you have selected an existing form Format Up to five characters Example Type NMH 2 Description Enter the description of this form Format Up to 30 characters Example Type NMH Bank CSV Format 3 File type Enter the character that designates the type of positive pay file that will be used The types are listed below Text file This is a fixed length text format CSV format This indicates a Comma Separated Value format It C is also called Comma Delimited There is a comma after every field and will open in most spreadsheet applications Format 1 character either T or C Example Enter C 4 File format This field determines if
381. ignated in Multi city state field of the selection Employees enter the State Tax Code This must already have been defined for this employee either as his primary state or as one of the other states to which he is liable for taxes The code entered for the primary state is the default and displays if you press lt Enter gt Otherwise this field is filled automatically from the Employees entry for this employee Two letters state Format One character tax table Example displayed automatically in this example City If this is a multi city state employee so designated in Multi city state field of the menu selection Employees enter the City Tax Code This must already have been defined for this employee either as his primary city or as one of the other municipalities to which he is liable for taxes The code entered for the primary city is the default and displays if you press lt Enter gt Otherwise this field is filled automatically from the Employees entry for this employee Two letters city Format One character tax table Example displayed automatically in this example 298 Passport Business Solutions Check You are not required to enter a check number since not all adjustments involve checks However unless a check number is entered the net pay amount of this entry can only be zero If a check number is entered it is assumed to be the number of a check which you hand wrote to pay the adjustme
382. ii 4 Limited Warranty and Disclaimers Passport warrants that the CD ROM and or other media on which the Software and User Documentation is recorded are readable by a compatible hardware system For aperiod of 90 days the Warranty Period after the initial date of this license if Licensee discovers any defects in the read ability of the original CD ROM and or other media Licensee may return it to Licensee s Passport Partner your Passport Software supplier or Pass port for a free replacement which is Licensee s sole and exclusive remedy in the event of such defect s EXCEPT AS SPECIFICALLY PROVIDED HEREIN THE SOFTWARE IS NOT ERROR FREE AND IS BEING PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND PASSPORT SOFTWARE INC ITS PROGRAM LANGUAGE SUPPLIERS AND OTHER VENDORS HEREBY DISCLAIM ALL WAR RANTIES WHETHER EXPRESS OR IMPLIED ORAL OR WRITTEN WITH RESPECT TO THE SOFTWARE INCLUDING WITHOUT LIM ITATION ALL IMPLIED WARRANTIES OF TITLE NON INFRINGEMENT MERCHANTABILITY FITNESS FOR ANY PARTICULAR PURPOSE COURSE OF DEALING OR TRADE USAGE NO WARRANTY IS MADE REGARDING THE RESULTS OF ANY SOFTWARE OR SERVICES OR THAT ALL ERRORS IN THE SOFTWARE WILL BE CORRECTED REGARDLESS OF THE FORM OR NATURE OF ANY CLAIM SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES AND DO NOT ALLOW A LIMITATION ON HOW LONG ANY IMPLIED WARRANTY LASTS SO THE ABOVE LIMITATIONS MAY NOT APPLY NO PASSPORT EMPLOYEE SUPPLIER OR AGENT IS AUTHOR
383. ill move to Any change Format One letter either Y or N The default is N Example Press lt Enter gt Employee to print This field is set to All and cannot be changed if you answered Y to the first field Options Otherwise enter the employee number for this report or use the option lt F5 gt For All employees Format 999999 Example Press lt F5 gt 411 Passport Business Solutions State to print This field is automatically set e to Allif you answered Y to the first field e to Not applicable if you specified an individual employee in the preceding field In both cases this field is not entered and cannot be changed Options Otherwise enter the code of the state for which you want to print a report or use the option lt F5 gt For All states If the state tax code is not on file in Tax tables an error message displays Format Two characters Example Press lt F5 gt Any change Answer Y to re enter the screen or N to print the report Employee number 3 is a non employee so she should receive a Form 1099 based on the Non Employee Compensation Report 412 Passport Business Solutions ENTERING W 2 INFORMATION The Passport Business Solutions Payroll module automates the majority of your reporting needs as an employer by accumulating wage and tax amounts for each employee as you pay them their weekly monthly or otherwise payroll checks throughout the year Reporting Requi
384. ime worked Enter function You can also designate other special pay codes up to 9 by entering unique description in the Description field OTHER that what the drop down list box displays First enter the hours then enter a five character description of the special pay code Then enter a numeric rate 99 999 999 format for this employee Next enter a worker s compensation code for this employee The Workers compensation Code is set up in the Deductions Earnings table If the worker s compensation code entered uses a rate basis of Work units enter the number of work units for this employee The work unit set up in the Deductions Earnings Table hrs day wk will appear A special pay rate can be printed on the stub See the Print overtime special rates on stub field in the Control information chapter Special hrs Enter the number of special hours Format 999 99 Example Press lt Enter gt for zero Make any needed changes Options For an existing entry you can also use the option lt F3 gt To delete this entry 240 Passport Business Solutions Distribution What happens when you press lt Enter gt depends upon whether this is a new entry or an existing entry and also upon whether this employee s pay is distributed manually or automatically That in turn depends upon what you have answered to the fields Distribute wages in Employees and Distribute wages in Control information If wages are dist
385. iness Solutions T 2j Time worked Company 00 XYZ Company File Tools New Edit Insert Save Save New Delete Cancel F Select distribution Employee 1 Palmer Edward W Salary Pay Regular Type Account t Account description Pet Hrs a z X Amounts remaining to distribute Regular hours Overtime he Distribution Account e Hl D Hours 0 Rate 00 In the screen above no distributions have been entered You may enter an unlimited number of distributions Distribution List Box The list box displays several existing distributions at a time To locate an distribution you may also use the up down arrows Page up Page down Home and End keys Distributions that display in the list box are available for changes or deletion The fields for the selected distribution display in the lower part of the screen When an distribution is found you may select the lt Enter gt key or Edit button to start editing Distribution Buttons You may select a button for editing deleting or adding a new distribution New Alt n To enter a new distribution Edit Alt e To edit the distribution selected in the list box To insert a distribution between two other existing dis tributions Insert Alth 242 Passport Business Solutions To save a new distribution or changes to an edited dis nave ee tribution Save New Alt w Same as Save button plus the New button Delete Alttd To delete the d
386. ing circumstances Always and always fixed Never and never fixed Always and fixed with same frequency Format Example Take union deductions both percentage and fixed on separate commission checks regardless of the frequency of union deductions set up in the employee record No union deductions on separate commission checks Take percentage union deductions on ALL separate commission checks Take fixed union deductions only for employees whose frequency for union deductions match the frequency for commission pay Drop down list box Q Select Never and never fixed 401K on sep comm suppl ck Enter a one letter code whether or not to take 401K deductions on separate checks commission or supplemental earning Always and always fixed Never and never fixed Take 401K deductions both percentage and fixed on separate commission checks regardless of the frequency of 401K deductions set up in the employee record No 401K deductions on separate commission checks 61 Passport Business Solutions Always Take percentage 401K deductions on ALL separate and fixed commission checks Take fixed 401K deductions only with same for employees whose frequency for 401K deductions frequency match the frequency for commission pay Format Drop down list box o Example Select Never and never fixes Simple IRA 408 p plan A SIMPLE IRA is an employer sponsored retirement savings incentiv
387. ion lt F5 gt For All union accounts on file The description of the union account is displayed after you enter the account number Your standard account number format as defined in Com Format pany information Example Press lt F5 gt 2 Pay period start date Options Enter the starting date of the first pay period for which the Union Deductions Report is to be produced or use the option lt F2 gt For Earliest 353 Passport Business Solutions Format MMDDYY Example Type 30105 3 Pay period end date Options Enter the ending date of the last pay period for which the Union Deductions Report is produced or use the option lt F2 gt For Latest Format MMDDYY Example Type 31405 Field number to change Make any needed changes then press lt Enter gt to print the report 354 Passport Business Solutions Ezz QTD YTD TIME WORKED REPORT BY STATE This report shows the hours and pay for each employee with quarter to date and year to date totals Each type of hours regular overtime special sick vacation and holiday and of pay vacation holiday and sick is shown separately There is a separate entry for each employee in sequence by employee number within department with totals and averages for each department State is shown for each employee This is the first two characters of the employee s state tax code Multi state information if any is not shown nor are ther
388. ion check 2nd vacation check 3rd vacation check and 4th vacation check Options Enter the frequencies of permanent deductions and earnings that are applied on the vacation check for the first week of vacation the second week etc These are entered in the same way as the previous field lt F5 gt For All frequencies Down Arrow To skip this field without specifying any frequencies Format In each field 6 frequencies of a check box each Select Weekly deductions earnings on the payroll checks for the first vacation week Press lt Enter gt at each of the remaining fields to indicate that employees will not get deductions from their pay checks on the second and subsequent weeks of their vaca tions Example Commission pay frequency This is the frequency for commission payments Enter the frequencies as displayed in the pop up selection window Daily Weekly Bi weekly Semi monthly Monthly and Quarterly or press lt Enter gt to skip the field If lt Enter gt is pressed skips field and separate check commissions are set up through the Time work selection then this process Calculate payroll will terminate and return to the Calculate Payroll parameters screen Format Check box Example Select Monthly 262 Passport Business Solutions Commissions From and Commissions To The commission date range is used to smooth tax withholding for an employee For example a weekly employee who receives a regul
389. ion exactly as it is entered Format One letter from the list above The default is L Example Press lt Enter gt 469 Passport Business Solutions maA Field number to change Now press lt Enter gt so that you are back at Field ready Example to select another field Select Page number by entering 10 The following screen displays Numeric Fields If you select a numeric field that lacks decimals such as Page number the screen has the above appearance The choices for a numeric field depend on the characteristics of that particular field For instance its maximum length whether negative numbers are allowed does it have any decimal places etc The Page number field has no decimal and it cannot contain commas so the screen displays as above For our example enter a Row of 7 and a Column of 74 After specifying the Row and Column you specify the remainder of the information as follows 4 Number of integers Options Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown above or use the option lt Enter gt To print the maximum Example Press lt Enter gt to accept the default of 3 470 Passport Business Solutions When printing Michigan Form MESC 1017 each employee wage amount must be printed so that the dollars figure is separated from the cents figure by a few blank spaces To do this you must use the SU
390. ions Enter the employer s federal unemployment insurance FUI contribution for this adjustment or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Options Make any needed changes or use the option lt F1 gt To review the entries for the first screen Press lt Enter gt to view the third adjustment screen 312 Passport 3 Business Solutions maA Vac accrued Options Enter the amount of vacation time to accrue for this adjustment transaction or use the option lt F2 gt For the default from the Employee file Format 999 999 Example Press lt Enter gt Options Sick accrued Enter the amount of sick time to accrue for this adjustment transaction or use the option lt F2 gt For the default from the Employee file Format 999 999 Example Press lt Enter gt Fields 63 through 67 allow you to specify the gross amounts for the various state and city taxes calculated by the Payroll system Fields 63 through 67 have default values calculated for them For the default value use the lt F2 gt option on these fields The default value is calculated only if the applicable tax is defined The Calculated gross amount calculated gross pay is computed internally based on your information for Regular pay Overtime pay Vacation pay Holiday pay Sick pay Special pay and any applicable permanent and temporary deductions and earnings 313 Passport
391. ious cash account Format Your standard account number format as defined in Con trol information Example Enter account 1000 000 2 Check number Enter the number of the check you want to void Format 999999 Example Type 1025 286 Passport Business Solutions 3 Check date Enter the date of the check that was written Format MMDDYY Example Type 30205 4 Employee number Enter the employee number Format 999999 Example Type 5 5 Reference Enter whatever reference you want Format 25 characters Example Press lt Enter gt Field number to change Options Make any needed changes then press lt Enter gt You may also use one of the options lt FI gt For the next void check entry lt SF1 gt For the previous entry lt F3 gt To delete this entry valid for existing entries only 287 Passport Business Solutions mA RANGE SELECTION If you choose Select a range of checks the following screen displays This selection lets you create new void check entries Refer to the previous section for processing existing entries 1 Checks with check date of Enter the date the checks were written Format MMDDYY Example Type 30299 2 Checks with pay frequency Options Enter the pay frequency of the checks to be voided You can specify Daily Weekly Bi weekly Semi weekly Monthly Ozawa Quarterly lt F5 gt All frequencies 288 Passport Business Solution
392. irect deposit setup employee area 479 employee change log printing an 214 employee data fields Type EF 619 employee deductions entering 177 employee deductions earnings report 362 employee fields 592 employee file 10 17 employee information extended 194 employee labels printing 209 employee leave report 342 employee name format 141 employee name printing by 207 employee notes 192 employee number printing by 204 employee Payroll history report 335 employee records working with 137 employee reports printing 349 employee state city taxes entering 156 employees entering basic information 138 for employees example 196 employees general tab 140 employer fields extended employer name employer Payroll expense report Employer s information entering RE encryption files and fields end W 2 s and year enter 1099 magnetic media forms enter adjustments how to entering RA submitter information RE employer s information a report format adjustments basic information for employees deductions earnings employee accruals employee deductions employee state city taxes extended fields fields in a record format tax tables time worked W 2 information entering 1099 information entering positive pay forms entry 64 4 339 541 46 434 443 296 533 541 459 294 138 70 180 177 156 523 616 99 227 413 437 551 vii example employees exemptions from taxes exiting Payroll e
393. is OK to delete it Otherwise press lt Enter gt to keep it If you answer Y a message displays stating that the format has been deleted Press lt Enter gt and then select the code of another format to delete or press lt Esc gt Format Two characters followed by 15 characters Example Type XX then type SAMPLE STATE 1 520 Passport Business Solutions Define Extended Fields This chapter contains the following topics Adding and Extending Fields 2 0 0 0 020222 cc cece cece Entering Extended Fields oiui Printing and Purging Extended Fields 0000000000000000000 521 Passport Business Solutions ADDING AND EXTENDING FIELDS Use this selection to tailor Payroll for the types of information you require This is useful when additional fields are required for quarterly or annual state magnetic media reports Although this facility is provided primarily for magnetic media reporting you may also find this useful for storing additional information about employees For instance one state requires you to identify in your quarterly unemployment insurance report those employees who are officers of the corporation Another state requires separate fields for employee first name middle initial and last name There are other instances of irregular data that are reported to states on magnetic media It is important to distinguish between defining what kind of extended fields you want and what dat
394. is case the Control File specifies that the current payroll year is 2004 Transactions dated in 2004 can be entered and posted Transactions dated in the first quarter of 2005 can be entered and posted Transactions dated before 2004 or after the first quarter of 2005 i e after March 31st cannot be entered and posted When Close a year is run using this example the quarterly data for 2004 and the year to date data for 2004 are purged and any data already posted for the first quarter of 2005 is made available for reporting The current payroll year in the Control File is updated to 05 from 04 258 Passport Business Solutions PAYROLL CALCULATIONS In Employees one of the items you enter for an employee is how often that employee is paid This is referred to as the employee s pay frequency If you specify that an employee is paid weekly then that employee s pay frequency is Weekly When you specify bi weekly once every two weeks the pay frequency is bi weekly etc The valid pay frequencies are e Daily e Weekly e Bi weekly e Semi monthly e Monthly e Quarterly In addition to specifying the regular overtime and special rates of pay for an employee you can also specify up to 9 deduction or earning codes These codes can be entered in any combination or as all deduction codes or as all earning codes These codes are referred to as permanent deduction earning codes since they are stored with the Employee rec
395. is is the percentage of pay subject to state withholding tax First the cut off amount calculation is applied as described above for Field 15 Then the result of that calculation is used with the percentage entered here to get the base amount for calculation of state withholding tax If this field is zero no tax is computed If your state does not specify use of a percent of pay then set this field to 100 to use the full amount of the result from the Field 15 calculation for computing state withholding tax This field is applicable only if the state tax calculation is based on earnings Further adjustments to the taxable pay amount may occur depending upon Note how you enter the following fields Refer to the State Withholding Tax Cal culations Appendix for additional information about SWT calculations Options Enter the percent of pay to be used for SWT calculation or use the option lt F2 gt To use 100 percent Format 999 Example Press lt F2 gt for 100 17 Percent of FWT to adjust This field and the next field are used for computing an adjustment to gross pay for federal income tax withheld Enter the percentage of FWT by which to adjust the gross pay or press lt Enter gt if there is no adjustment This field is applicable only if the state tax calculation is based on earnings Format 999 99 Example Press lt Enter gt 117 Passport Business Solutions 18 Maximum FWT adjustment This field allows yo
396. isk appears next to the field number Refer to the Positive Pay Form Fields appendix D for a description of each field from each group Continue entering the information as follows 4 Field number Options Enter the number of the field that you wish to select or use one of the options To display the next field on file that is on or after this ora line number and column number lt SF1 gt To display a previous field This will not display until a field has been selected through lt F1 gt lt Enter gt To enter a Literal text instead of a field number Refer to Literal Fields section of this chapter 556 Passport Business Solutions Up to three digits however there are less than 99 fields Format per field group available Example Type 1 See Alphanumeric Numeric Date and Literal Fields 5 Conditional print Answer Y if this field is to print only when some field to be specified next meets a specific condition Answer N if this field should always print Format One character Example Type N If you answer Y these additional fields appear When Field 999 When the field selection window appears enter the number of the field upon which printing is dependent Use the lt PgUp gt and lt PgDn gt keys to view additional windows Format Three characters Enter the conditions that this field must meet when being generated is First enter one of the following abbreviations CONDITION
397. istribution selected in the list box Cancel Alt c To cancel adding or editing an distribution Exit Alttx To exit the screen You may also use the lt Esc gt key Character Mode The character distribution screen without Job Cost is Time worked mnter xyz Cempany End date 9 09 05 Holiday hrs 0D Freq ALL 4 Empleyee S Wilkensun William 5 Nourly Semi monthly 2 State ca 2 11 Temp D E 1 Fel Farming ant 125 00 2 city 12 Tanp p rR 2 4 Pay type o 13 Temp D E 3 5 neqular hrs 40 00 14 Teng p n 4 6 Overtime hra 09 15 Temp D F 5 7 M R 16 Tep P T G LL MHtributim Ies Rocount Description Kre t Rate ee St AE EE T S Amount remaining to distribute Kequiear hours 4V UU Overtime bours Special hours se ri Pglp gt gin lt sPO gt ficst lt SP9 gt last P2 insert lt Pio delet regular O overtime X special The distribution screen consists of an unlimited number of rows divided into columns identifying what kind of pay you are distributing what account you are distributing it to and how much of it goes to each account e Ifthis is a new entry the cursor is initially positioned at the first row As you enter each new line the cursor proceeds to the next When you reach the bottom of the window you remain there lines previously entered scroll upwards and out of sight but are not lost e Ifthis is an existing entry the row you are currently on is highlighted
398. it produces an electronic payment ACH file used for direct deposit If you are using PBS Check Reconciliation the ACH direct deposit amounts are transferred with a transaction number They may be fully cleared dur ing the transfer depending on your Check Reconciliation Control infor Note mation setting The check number and transaction number are set up in Ctl information on setting up your system Report only Direct Deposit Method In PBS Payroll direct deposits are allowed to one of two financial institutions You can specify an account number for each employee who has a direct deposit amount deducted from his her paycheck and sent to a financial institution When Payroll posts a check for which all or part of the check is a direct deposit the portion that is directly deposited is posted as a credit to the General Ledger account specified for this purpose in Control Information rather than as a credit to the cash account selected when printing checks When check amounts are directly deposited a register prints showing a summary of the deposit amounts by employee account number with the financial institution After check printing and posting is completed write a check for the total amount of the direct deposit to the financial institution Send a copy of the register as well as the check to the financial institution so that your employees accounts can be correctly credited The table below describes what to do with or wit
399. justments to amounts and hours in various payroll files Quantity If this is a distribution for a job and there is a unit other than hours associated with the cost item entered above enter the quantity of this unit for this distribution If this is not a distribution for a job or there is no unit associated with the Note cost item this field is skipped Format 9999999 9 Does not occur in this example because not using Job Example Cost Make any desired changes When you press lt Enter gt the distribution is filed and displayed at the bottom of the screen and the remaining hours and amounts displayed on the screen are updated as appropriate You can now enter another distribution for this adjustment 329 Passport Business Solutions You are not allowed to exit entering distributions until all amounts remaining as shown on the screen are zero 330 Passport Business Solutions PRINTING AND POSTING ADJUSTMENTS The section below explains how to print an edit list of adjustments from the Reports menu and how to post adjustments Printing Adjustments Edit Lists Select Edit list from the Adjustments menu or Adjustments edit list from the Reports menu Also from the Adjustments Enter screen you may select Print gt Edit list Check the adjustments on the edit list to see if they are correct and to determine if they are ready for posting Except for the title the edit list has exactly the s
400. k run This file contains the employee payment information needed for the processing The file is then transmitted to your bank where the payments are made electronically to your employees Information Required for Direct Deposit Processing There are bank qualifications and other information needed for an Direct Deposit system to work e Contact your bank to determine their requirements for Direct Deposit processing Many banks have the capability to process an ACH file But your bank may prefer to forward the file to the Federal Reserve System for Direct Deposit processing PBS can provide the set up for either case You will need this information when setting up the bank record Let them know that the software has a pre notification feature that allows you to produce an ACH file that they may use to verify your employee s bank account information Find out the file type they want you to use when generating the ACH file Do they want Car riage returns and Line feeds Windows DOS text file format at the end of each line or just Line feeds UNIX Linux text file format If they do not know send them a test ACH file to verify that they can read it properly There is a field in the bank record that determines if the Carriage return and Line feeds are created If you are not sure which is correct use the oper ating system default 662 Passport Business Solutions You will also need to know the method that they want you to submit
401. l appearance the field Employee names are entered is used to specify whether employee names are first name first or last name first If the report format specifies first name first all employee names should be entered as John A Doe If the format specifies last name first all employee names should be entered as Doe John A These name formats should be adhered to so that employee first names middle initials and last names can be extracted correctly If these rules are not followed unpredictable results may occur 162 Excludable moving exp reimb N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field The field is required to be reported on Federal W 2 forms It represents the portion of reimbursed expenses excludable from income 163 YTD SWT plus selected CWT N 7 2 Y Y 647 Passport Business Solutions This field is included mainly for use on fourth quarter reports to New York State although it can be used as a quarterly field It represents the amount contributed by the employee for withholding for selected cities and the state being reported An example would be adding Yonkers and New York City YTD withholding tax to the New York State YTD withholding tax to obtain the figure to print The addition of these two cities is required for the Total tax withheld reported to New York State 164 Medical savings contributions N 7 2 Y Y This field is included m
402. l appearance Quarterly report general formats general ledger general ledger account general ledger interface to general ledger manual distributions to generate positive pay 549 443 435 441 430 561 443 443 563 433 59 16 372 372 369 489 462 487 13 320 52 getting started with direct deposit and positive pay grand totals W 2 grid location group headers group totals group positive pay form definition check lines H header header area Quarterly report header fields header fields positive pay header positive pay form definition headers file headers group headers intermediate headings available fields list help help and Lookups history report check register history report employee Payroll history report Payroll home state how to enter adjustments how to use this manual 659 434 455 576 577 550 454 467 583 671 550 576 576 576 615 26 350 335 12 59 296 26 I If the PBS G L is not used If the PBS G L is used import time worked data inclusions in taxable base Income Credit EIC Earned individual selection void check information company customizing Payroll with Control entering W 2 extended employee first screen Control for employees entering basic multi city multi state printing 1099 printing multi city multi state printing W 2 second tab Control third tab Control information fourth screen Control information re
403. l file 10 control file PR 16 Control information customizing Payroll with 39 first screen 40 second tab 47 third screen 54 Control information fourth screen 59 copy format 518 copy report formats 483 copying positive pay forms 561 cost center 2 creating your own Quarterly reports 455 Credit EIC Earned Income 4 current payroll year 50 custom reports producing standard or 376 customized Quarterly report formats 381 using customizing Payroll with Control infor 39 mation D D deduction code Type 72 daily operations checklist 33 data field 617 data fields Type EF employee 619 rules reporting 617 data fields extended 657 data file 3 data file security positive pay 661 data files PR 16 data import time worked 256 data organization 3 data security 29 data security ACH file 668 date field 618 date fields positive pay 558 DDP defined 3 DED defined 4 deduction code file 17 deductions 4 deductions and earnings introduction to 67 deductions for separate checks 59 deductions registers Payroll and 11 deductions report union 13 353 deductions entering employee 177 deductions fixed 169 deductions summarize 49 deductions earnings printing list of 93 deductions earnings codes 10 deductions earnings report employee 362 deductions earnings entering 70 default cash account number 54 deferral code 401 k elective 80 defining magnetic report formats 487 definition of voiding and purgi
404. lable for this purpose and is described separately below Format 999999 99 at each field For employee number 3 no permanent deduction earn Example ings are entered in the Employee file Fields 29 through 37 are marked NO D E and skipped 401k and M 401k If the employee does not have a 401 k plan this field is available for permanent deductions earnings as described above Otherwise enter the amounts for the employee s 401 k contribution and the employer s 401k contribution 304 Passport Business Solutions mA Format 999999 99 Example Press lt Enter gt Options Make any needed changes then press lt Enter gt If this is an existing entry you can also use the option lt F3 gt To delete this entry The second screen for adjustments displays If this is an existing entry or if this is a new entry and you have reached this point by backing up from a later screen using the lt F1 gt feature the information already on file is displayed and the cursor is positioned at Field number to change Otherwise the cursor is initially in Field 38 Federal Wages and Taxes This is the Federal Wages and Taxes tab 305 Passport Business Solutions General Deductions Earnings Federal Wages and Taxes State Wages and Taxes r Weeks worked Wages and Tips FICA and Taxes Weeks worked i Calculated gross 0 00 Work units Gross pay l Empl social security A i Social sec
405. late these numbers ACH or Automated Clearing House The ACH Network is a highly reliable and efficient nationwide batch oriented electronic funds transfer system governed by the NACHA OPERATING RULES that provide for the inter bank clearing of electronic payments for participating depository financial institutions The Federal Reserve and Electronic Payments Network act as ACH Operators central clearing facilities through which financial institutions transmit or receive ACH entries NACHA National Clearing House Association is The Electronic Payments Association out of Herndon VA that develops electronic solutions to improve the payment system For more information on NACHA go to their web site at www nacha org Check Reconciliation Reconciliation means bringing into agreement When reconciliation is applied to checkbooks it means balancing your checkbook or bringing into agreement the balance of your checkbook and the balance shown on your bank statement Cost Center A cost center is a part of your company for instance a department or a regional office for which sales and or expenses and sometimes costs can be calculated separately from the total sales and expenses of the whole company Passport Business Solutions Cost centers also apply to sales A typical use for tracking sales by cost center is for a company which has several sales offices By making each sales office a cost center you can separately track the
406. lated 77 Earned income credit N 6 2 Y Y This is the total of advance earned income credit paid to an employee for the reporting period 78 FUI gross to max N 8 2 Y Y This is the total of an employee s earnings for the reporting period which are subject to Federal unemployment insurance The amount for this field cuts off when the FUI maximum wage limit for the calendar year has been reached Thus if the annual FUI maximum wage is 7 000 and the employee is being paid 1 000 per month this field would be 3 000 for quarter 1 3 000 for quarter 2 1 000 for quarter 3 and 0 for quarter 4 When this field is used on an annual report this field would have the value 7 000 Passport Business Solutions This field is the description of OST 2 entered in a state tax code record OST 2 is other state tax 2 An employee can have two other state taxes This field makes the description for the second one available for reporting 79 FUI total wages N 8 2 Y Y This is the total of an employee s earnings for the reporting period which are subject to Federal unemployment insurance The amount for this field does not cut off when the FUI maximum wage limit for the calendar year has been reached Thus if the annual FUI maximum wage is 7 000 and the employee is being paid 1 000 per month this field would be 3 000 for quarter 1 3 000 for quarter 2 3 000 for quarter 3 and 3 000 for quarter 4 When this field is used on
407. ld or change the sort order click on the column name or the arrow to the right of the column name or use the View options To locate an employee start typing an employee number or name depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an employee The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys 138 Passport Business Solutions Employees that display in the list box are available for changes or deletion The fields for the selected employee display in the lower part of the screen When an employee is found you may select the lt Enter gt key or Edit button to start editing Employee Buttons You may select a button or keyboard equivalent for adding editing or deleting an employee Here is a list of the functions for each button Button Keyboard New Alt n Delete Alt d Edit Altte Save Alt s Save New Alt w Cancel Alt c Exit Alt x Description To enter a new employee To delete the employee selected in the list box To edit the employee selected in the list box To save a new employee or changes to an edited employee Same as Save button plus the New button To cancel adding or editing an employee To exit the screen You may also use the lt Esc gt key Character Mode Screen In character mode the following screen displays Employees Enter 1 Tip no pe 2 Emp name 3 Street 2 4
408. lds These are listed below Which subfields are present depend upon what type you have entered in Field 3 On an existing entry the only one of these subfields that you can change is the Default Thus there is no possibility of leaving invalid data on file for an employee or for the employer when a field is changed for instance from alphabetic to numeric Length Alphanumeric field only Enter the number of characters you want to enter in this field Any number from 1 to 50 An entry greater than 25 Format defines this as a double length field described in the intro duction to this section Example Type 25 PBS does not allow you to modify the field Type or Definition Length for an extended field once it has been entered This is control feature that pre vents you from modifying or deleting data that already has been entered Note that exists in the defined fields You can remove a field and all entered data if it exists by using the purge function Then you can re enter the field Integer len Numeric field only Enter the maximum number of integers digits to the left of the decimal point to allow in this field Format Any number from 0 to 12 Example This subfield does not appear in this example 525 Passport Business Solutions Decimal len Numeric field only Enter the number of decimal places digits to the right of the decimal point to allow in this field Format Any number from 0 to 5 Exam
409. le totals valid G L accounts 617 604 46 670 16 10 17 10 17 576 16 14 16 577 16 file differences year end operating sys 443 tem file name path and backup file security positive pay data files and fields encryption files PR data first screen Control information first screen W 2 fixed deductions following initial direct deposit setup employee additions or bank changes 667 661 46 16 40 413 169 665 form direct mailer 57 form definitions 550 form longest 582 format copy 518 delete 520 entering a report 459 entering fields in a record 616 of each field 581 specifications 484 515 verify a 516 wage report 453 formats check 269 copy report 483 defining magnetic report 487 delete report 484 general 487 record 496 using customized Quarterly report 381 using record classes and types in report577 verifying report forms copying positive pay enter 1099 magnetic media entering positive pay 488 561 443 551 1X introduction to positive pay magnetic 1099 magnetic W 2 printing 1099 printing W 2 testing positive pay forms and UNIX or Linux magnetic 1099 forms and Windows magnetic 1099 forms list printing a positive pay forms printing notes W 2 fourth screen Control information function G G L accounts file valid G L is not used If the PBS G L is used If the PBS G L reporting distributions to general appearance genera
410. ledgers General Ledger Account A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses under which you categorized your telephone bills General ledger account is often abbreviated GL account Typically an independent business has a hundred or more GL accounts In the Passport Business Solutions accounting packages each time any financial activity occurs in any area of accounting the dollar amount is recorded under the appropriate GL account numbers defined by the user Refer to the Account Number Format chapter in the PBS Administration Manual for complete information on General Ledger Account Numbers Help Help refers to descriptions of functions which appear on your screen by pressing a designated key lt F8 gt in Character mode and lt Ctl F1 gt in Graphical mode The Help text gives you a quick reference to the highlights of the function you are running Integrated When a set of accounting packages is integrated any information generated in one area that is needed in another area is automatically supplied to that other area You do not have to enter the information twice Passport Business Solutions Passport accounting software is fully integrated When Payroll is used with other Passport Business Solutions packages any information recorded in those other packages which the
411. lignment forms You would enter 161 for last check used as this number is one less than the serial number of the first check form you placed in the printer prior to printing any test alignments The check register would then show that checks 158 161 are unaccounted for on this register Checks numbered 162 and 163 will be marked as void when the procedure for Starting check is followed as described below 999999 The default is the check number recorded as the Format last one used for that cash account Example Press lt Enter gt Passport Business Solutions Starting check number This field is entered to ensure that the check number printed by the computer on the check form corresponds to the serial number on the check form If the number displayed here corresponds to the serial number of the check form which is currently mounted on the printer then press lt Enter gt Otherwise enter the serial number of the check form which is currently mounted on the printer If the starting check is not one greater than the last check used then the computer logs all checks between these numbers as void on the check register These correspond exactly to the check forms used for test alignment Continuing the example from above if you enter 161 for the last check used the computer displays 162 as the starting check number However since 2 test alignments were printed the serial number of the check form which is next to prin
412. ll earnings of an employee that are subject to the employee portion of Medicare tax It does not include reported tips subject to Medicare tax 64 Medcr wages empr amt N 8 2 Y Y This is the total of all earnings of an employee that are subject to the employer portion of Medicare tax It does not include reported tips subject to Medicare tax 65 Medc wages amp ins emp amt 629 Passport Business Solutions N 8 2 Y Y This is the total of all earnings of an employee that are subject to the employee portion of Medicare tax It also includes the term insurance premium for the employee The term insurance premium is the cost of coverage in excess of 50 000 This cost is obtained from tables provided by the IRS This field does not include reported tips subject to Medicare tax The term insurance premium amount is obtained from the Employee record 66 Medcr tips emp amt N 8 2 Y Y This is the total of tips reported by an employee that are subject to the employee portion of Medicare tax 67 Medicare tips emp amt N 8 2 Y Y This is the total of tips reported by an employee that are subject to the employer portion of Medicare tax 68 Medc wages amp tips emp amt N 8 2 Y Y This is the sum of earnings and reported tips subject to the employee portion of Medicare tax It does not include the employee s term insurance premium 69 Medc wages amp tips emp amt N 8 2 Y Y This is the sum of earnings and
413. ll not have to be voided that is that they have cleared the bank you should run Purge payroll transactions to free up disk space Select Purge payroll transactions from the Utility menu The following screen will appear P R check cut off date This is the latest check date for which to purge saved check information Format MMDDYY There is no default Example Type 10197 Once information for a check is purged you can no longer void that check using Void checks Instead you must key in a negative check and post it If many checks need to be voided this can be a greater task than processing payroll therefore be careful not to purge the saved check information until you are sure you will not need to void those checks 292 Passport Business Solutions Adjustments This chapter contains the following topics Entering Adjustments eos dsc eles d sc dalacce seg RANAR L iaiia How to Enter Adjustments 2 2 2 0 0 20 000 e cece cece ee Manual Distributions to General Ledger 0 2 Printing and Posting Adjustments 22 0 2 0 02 2 Peet Depa a 293 Passport Business Solutions ENTERING ADJUSTMENTS You use the Adjustments selection to enter adjustments print an adjustment edit list and post adjustments to other files Adjustments include entries for hand written checks corrections to previously printed payroll checks adjustments to quarter to date and year to date figur
414. ls for each copy before printing After printing begins you can press lt F1 gt at any time to stop the printer 384 Passport s Business Solutions Quarterly Reports on Magnetic Media This chapter contains the following topic Producing Quarterly Reports on Magnetic Media 385 Passport Business Solutions Ezz PRODUCING QUARTERLY REPORTS ON MAGNETIC MEDIA Use this selection to produce quarterly reports to state agencies on magnetic media These reports can be written directly to your hard disk or other media No provision exists for reporting city taxes on magnetic media While states rarely change rates during a quarter if such a change is entered the actual State totals SUI may differ from the sum of the figures in calculated taxes Enter a SUI change only after reports for the quarter are processed Note The report format selected must be verified prior to using it Select Quarterly reports Mag media from the Reports general menu The following screen displays Enter the information as follows 1 Report format code Options Enter the format code for the report you want to make The report must previously have been entered and verified in Magnetic media formats and moreover must have been defined as a quarterly report rather than an annual one You can use one of the options lt F1 gt For the next quarterly report format on file lt SF1 gt For the previous q
415. lumn If you entered a report format code in Field 1 these fields display as Not applicable and cannot be changed Options Otherwise enter the range of columns within the record which you want to print on the report Column here refers to ordinal position within the record layout For instance if the record length is 207 characters you might find it convenient to print one report showing only positions 1 102 and a second report showing positions 103 207 You can use the option lt F2 gt For the First at Field 7 or Last at Field 8 column The number of columns defined by these two fields cannot exceed 128 whether you enter the columns explicitly or by using the option key If you violate this rule truncation will occur Format 999 Example No example is given 9 Starting column for record identifier Usually each record in a magnetic media report has a record identifier one to three characters long that is used by the recipient of the report to process it In order to show this identifier on the Magnetic Media Report List the program needs to know the location of the record identifier Enter the starting column of the record identifier Format 999 Example No example is given columns Enter the length of the record identifier Format 1 2 0r 3 Example No example is given 406 Passport Business Solutions Field number to change Make any needed changes then press lt Enter gt to prin
416. lus the New button Cancel Alttc To cancel adding or editing an adjustment To edit the distributions for an existing adjustment See Edit Distrib Alt b the Manual Distributions to General Ledger section for more information on distributions Exit Alttx To exit the screen You may also use the lt Esc gt key Edit list and Post From the menu selections you have two options You may select Options gt Post to post the adjustments You may select Print gt Edit list to print a list of adjustments Character Mode In character mode the following screen displays CFi gt next entry lt SFI gt prey entry lt Ff2 gt next employee 297 Passport Business Solutions From this screen you can work with both new and existing adjustments If an adjustment has already been made for the employee you specify it displays and is available for changes or deletion General Enter the following information Employee If the employee whose number you entered is terminated you have the choice of entering the adjustment anyway Format 999999 Example Type 5 Follow the screen instructions to make any changes If the adjustment includes manual distributions you are asked if you want to modify those If so at the distribution screen you can select existing distributions in order by pressing lt F 1 gt You can enter new values for the hours rate and amount fields State If this is a multi city state employee so des
417. ly basis even for a salaried employee Format 999 99 Does not occur in this example because not using Job Example Cost Rate For a salaried employee the RATE field is skipped This is the rate of pay that is multiplied by the HOURS entered to determine the amount for this distribution Enter the rate of pay or use the option For the employee s hourly rate regular overtime or lt F2 gt special depending on the distribution Type for this dis tribution The rate is obtained from the Employee file 328 Passport Business Solutions Format 99999 999 Does not occur in this example because not using Job Example Cost Amount If the employee whose pay is being distributed is salaried the Amount field is skipped for an Salary type distribution Options This is the amount of pay for this distribution For an hourly employee enter the amount or use the option For an amount equal to the number of hours times the lt F2 gt rate Format 99999999 99 Does not occur in this example because not using Job Example Cost For overtime O and special X distributions the calculations are made in terms of number of overtime or special hours times the appropriate rate overtime or special The dollar amount entered for a particular distribution does not have to equal the hours times the rate entered Hours and dollars can be distributed independently providing extreme flexibility in making ad
418. ly by the software Employee name Enter the employee name The employee name is entered as Last Suffix First Middle Format 25 characters Example Type Palmer Edward W The payroll check printing function prints the name in First Middle Last order as long as a comma is entered after the last name Employee Name Format The following rules must be followed when entering employee names You must follow these rules if you want your employee names to print properly on Form W 2 and be properly represented in magnetic W 2s Enter the employee name using the following rules lt Last gt lt Space gt lt Suffix gt lt Space gt lt First gt lt Space gt lt Initial Name gt lt Last gt Enter the employee s last name Embedded spaces and multi segment names are allowed Example Palmer Van der Camp lt Space gt Enter a space only if you are going to enter a suffix such as Jr or Sr lt Suffix gt Entry of a suffix is optional If you do enter a suffix and you are going to be submitting magnetic W 2s you are limited to the following formats SR Sr sr SR Sr sr JR Jr jr JR Jr jr Il ii Il iii IV iv 141 Passport Business Solutions Comma Entry of a comma is required immediately following the employee s last name or if you are using one the suffix Only one comma may be present in the employee name field lt First gt Enter the employee s first name The employee s first name shoul
419. m For other frequencies you need to manually set the pay period starting date Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Press lt Enter gt Pay period ending date This is the ending date of the pay period for which these payroll time entries are being created The date you enter remains on file until the current entries have been posted If there are no entries on file the current date is displayed If entries are already on file the pay period ending date that was entered for them is displayed Options Enter a date or use the options lt Enter gt For the displayed date lt F4 gt To select a date from the calendar lookup 228 Passport Business Solutions Format MMDDYY Press lt Enter gt to accept the date that was entered during eer Standard payroll Pay employees with pay frequencies Select the pay frequencies of the employees The All check box is defaulted as checked If you uncheck it then you may select the individual frequency options Options Check the boxes of the pay frequencies of the employees for which time worked payroll entries are to be generated Valid frequencies are Character Graphical Daily Semi Monthly Weekly Monthly Bi Weekly nw eeuy Quarterly Check boxes one for each pay frequency listed above and Format one for All Select Bi Weekly select Semi Monthly then Example j press
420. mat lt SF1 gt For previous format Format 99 Example Type 11 2 Description For a new format enter a description of it For an existing format the description displays automatically Format 25 characters Example Type Example format Field number to change Options Make any needed changes You can also use one of the following options 460 Passport Business Solutions Ezz lt F1 gt For next format lt SF1 gt For previous format Press lt Enter gt to continue 461 Passport Business Solutions Ezz QUARTERLY REPORT GENERAL APPEARANCE The following screen displays Enter the information as follows 1 of rows on the form top to bottom Options Enter the number of rows on the report form or use the option lt F2 gt Format Example Note For 66 rows corresponding to regular 8 x 11 paper at 6 rows per inch 99 Press lt F2 gt for 66 rows If you wish to use a form with more than 66 rows on a laser printer you must use Company information to set up an Other laser printer with the proper Job control codes To print on legal size paper you must use the appropriate Job control codes to set the text length to 84 rows Refer to the the PBS Administration documentation for an explanation of the codes used for job control 2 of print columns left to right Options Enter the number of columns on the report form up to 132 or use the option
421. mat 999999 99 If a zero balance due is entered you are asked Balance due is 0 0 is this OK Respond Y to confirm or N if this is an error Garnish Type amount For the Type field select either blank per period percent of gross or percent of net Drop down list box select 1 or three options or leave it blank Example Press lt Enter gt to default to blank Format For the amount field enter the amount of any garnishment deduction from the employee s pay 9999 999 fixed amount per pay period Format 99 99 percentage of gross pay 99 99 percentage of net pay after taxes Example Not enterable in this example Frequency If the amount entered for garnish deduction was zero this field is skipped This is the frequency at which the garnish deduction is taken The frequency entered consists of one letter and must be one of the valid pay frequencies for the Payroll package Daily Weekly Bi weekly Semi monthly Monthly or Quarterly Enter the frequency or use the option To use the employee s pay frequency specified in Field lt gt Enter 16 Format Drop down list box Enamgi Since no garnish type was selected for this employee this field is skipped 173 Passport Business Solutions Balance due If the garnish deduction was entered as zero this field is skipped Otherwise enter the balance due for which the employee s pay is being garnished The balance due is automatically adju
422. matl Special pay factor Print comp name on check Distribute wages Never Print check fon Stub v Summary post distribs Loan on sep comm suppl ck Always Summarize Wages No compress v Garn on sep comm suppl ck Always and fixed with same freq Summarize Taxes No compress v Union on sep comm suppl ck Always and fixed with same feq Summarize Deductions No compress v 401K on sep comm suppl ck Always and fixed with same req v Summarize Earnings No compress Incl sick hrs on check Use meals and tips Incl vac hrs on check M Current payroll year 00 Incl Soc sec on check PR is in setup mode I Print overtime special rates on stub SUI reporting method Home state v Generate positive pay Simple IRA 408 p plan I lt F5 gt Extended employer information In character mode the second screen displays as follows Lontrel intermation xz Lampany 14 Dvertime pay tactor 19 Special pay factor 20 Distribute wages 21 Summary posl distribs 22 Summarize Wayes 23 Sumumrize Taxes 24 Summarize Deduc Lions 25 Summarize Earnings 26 Use meals amp tips 27 Check format to use 28 Prant comp name on check 29 Print check on 30 Current payroll year 31 PR 18 in setup mode 7 Payroll Options Enter the following information Overtime pay factor Enter the overtime pay factor This factor is the number by which the employee s regular pay rate is multiplied to compu
423. max imum is applied separately to the employee s wages reported to that state Options Enter the maximum dollar amount on which SUI is to be calculated for each employee lt Enter gt For no maximum Format 99999 99 Example Type 7000 29 SUI expense account Options This account is used to accumulate the expense of SUI tax lt F5 gt For variable cost center Format Your standard account number format as defined in Company information Example Type 6120 then press lt F5 gt 30 SUI liability account This account is used to accumulate the amount of SUI tax you owe the state government Periodically you must pay the amount accumulated to the state government Consult with your accountant or your state government for how often this must be done Use a manual check drawn on a cash account defined in your PBS system to make the payment Options If you are not using Passport Business Solutions PBS Accounts Payable but you are using PBS General Ledger then enter this check as a general journal entry showing a credit to the appropriate cash account and a debit to this liability account lt F5 gt For variable cost center Your standard account number format as defined in Com pany information Example Enter account 2150 000 Format 122 Passport Business Solutions 31 Emp OST 1 percent This field and the following three fields relate to the first employee other state tax These fields are provide
424. mber is depicted as 999 as it cannot be negative You can choose to print a date field in any one of five different forms The longest form of a date field is printed when you choose to have the month fully spelled out depicted as September 30 1999 September is the longest name of all the months This will not be shown in the list since it is always the same 582 Passport Business Solutions HEADER FIELDS The fields listed below are available to you for printing in the Header area of your report Longest Field Size Piei Description Longest Form 1 Employer name 25 This is your company name as entered in the Employer name field in Control information 2 Address 1 25 3 Address 2 25 4 Address 3 25 This is your company s address as entered in Address 1 Address 2 and Address 3 in Control information 5 Tax rpt ID number 15 This is the value that you entered for each tax code in the Tax rpt ID field in Tax tables Enter When you print a report using this field it prints the Tax rpt ID for the tax code that you have selected for the report 6 Federal ID number 15 This is the Tax rpt ID that you entered for the Federal authority in Tax tables Enter 7 Quarter number 9 This prints the quarter number as entered for the Which quarter field in the Quarterly payroll report screen 8 Quarter ending date 18 This prints the quarter ending date as entered for the Ending fi
425. ment group Otherwise use one of the options To print mailers for only those employees who do not lt Enter gt have a payment group lt FS gt For All payment groups Format Three characters Example Press lt F5 gt Starting department number and Ending department number Options Enter the range of departments for which you wish to generate ACH direct deposit mailers or use the option For the First or Last department for which mailers are anes to be printed If you want only one department press this in Ending oe department number field Format 9999 at each field Example Press lt F2 gt at each field 276 Passport Business Solutions Starting employee number and Ending employee number Ifa range of departments or All departments has been specified then Not applicable displays here and these fields are skipped It is assumed that if you ask for more than one department you want checks for all eligible employees of those departments Options Otherwise enter the range of employee numbers to be included or use the option For the First or Last employee for which Direct oad Deposit ACH payments and mailers are to be printed Format 999999 at each field If the transaction mailer range is incorrect those that did not show on register a message displays asking the user to OK this transaction number gap in the mailer run There will be a period of processing as mailers are printed The payroll mailers
426. mined by checking whether the day in the month falls on or after the employee s hire date and then checking whether a pay check was received by the employee with a pay period ending date that is on or after the day in the month If you purged payroll history then this feature would not be available since the pay period date is stored in history 34 Tot emp covered by UI month 2 655 Passport Business Solutions N 4 Y This field is the same as field 33 but is for month 2 The field is meaningful only for quarterly reports and should not be used for annual reports 35 Tot emp covered by UI month 3 N 4 Y This field is the same as field 33 but is for month 3 The field is meaningful only for quarterly reports and should not be used for annual reports 36 Number of records written N 5 Y When used for file header and total records this field reports the number of magnetic records written Otherwise this field reports zero 656 Passport Business Solutions EXTENDED DATA FIELDS Extended data fields for both the employee and employer can be used to augment the fields listed above Up to 36 employee and 36 employer extended data fields can be defined Type EX applies to employees and RX for employers After they have been defined data can be entered for them and they can be selected for use in magnetic media report formats This feature allows almost any state reporting situation to be handled Fo
427. mple 999 99 Press lt Enter gt Holiday pay Enter the amount of holiday pay Format Example Holiday hrs 99999999 Press lt Enter gt Enter the amount of holiday hours Format Example 999 99 Press lt Enter gt Vacation pay Enter the amount of vacation pay Format Example 999999 99 Press lt Enter gt Vacation hours Enter the amount of vacation hours 301 Passport Business Solutions Vacation hours are checked against the amounts in the Employee file A warning message displays if the hours entered here are greater than what the employee has available but the hours are accepted Format 999 99 Example Press lt Enter gt Sick pay Enter the amount of sick pay Format 999999 99 Example Press lt Enter gt Sick hrs Enter the sick hours hours of sick pay taken Sick pay hours are checked against the amounts in the Employee file A warning message displays if the hours entered here are greater than what the employee has available but the hours are accepted Format 999 99 Example Press lt Enter gt Special Pay Special pay This is a calculated field based on special hours Field 19 as well as the special pay rate Data cannot be entered changed into this field Format 999999 99 Example Press lt Enter gt Special hrs Enter the number of hours worked at the special pay rate When you press lt Enter gt a data entry window will appear en
428. mple Type S Options After selecting state or city enter the desired tax code Any input is accepted however only a valid tax code already defined in the Tax tables selection is meaningful You can also use the option lt F5 gt For All states or All cities In the case of multi city multi state employees history will be selected for inclusion in the report without regard to whether the state or city is an employee s primary state city or one of the alternates to which he may be liable for taxes Two characters S for state or C for city Format One character for the individual tax table within that state or city 340 Passport Business Solutions Type CA for California E l ee Type M for married 7 By what date You can have the report print in either pay period date P order or check date C order Format One letter either P or C The default is P Example Press lt Enter gt 8 Show check detail To see check detail for each employee appearing on the report answer this question Y To see a summary for each employee without check detail answer N Format One letter either Y or N The default is N Example Type Y Field number to change Make any needed changes Press lt Enter gt to print the report 341 Passport Business Solutions EMPLOYEE LEAVE REPORT The Employee Leave Report shows vacation and sick time that has accrued and been used within a specified period
429. mployees then you must run the Hire Act List update program by selecting Y to Update the Federal aux file 4 You may verify that the Federal Aux file has been updated by selecting Print W 2 information from the Year end menu For all employees that have been updated Box CC will have any amount other than zero You may also view the amount by selecting Enter W 2 information from the Year end menu Enter the employee number and then select lt F7 gt for W 2 box 10 12 14 fields A window similar to the following will display W 2 computed fields and additional entry fields Dependent care benefits 0 00 W2 box 10 Benefits included in box 1 0 00 W2 box 14 Cost of group term ins above 50 000 0 00 W2 box 12C Sect 401 k or 408 p contributions 0 00 W2 box 12D or 12S Non taxable combat pay 175 00 W2 box 12Q Sect 409A Non qual comp plan deferrals 250 00 W2 box 12Y Sect 409A Non qual comp plan income 25 00 W2 box 12Z Sect 401K Roth contributions income 100 00 W2 box 12AA Sect 403B Roth contr salary reduction 200 00 W2 box 12BB HIRE exempt wages and tips 1 006 82 W2 box 12CC lt F7 gt Add to dependent care ben lt SF7 gt Enter box 12 Q Y Z AA amp BB Notice that the last line has the Hire exempt wages and tips If you installed the 12 00 08 01 fix you may update this field manually by selecting lt SF7 gt and selecting enter through the other fields Otherwise it cannot be
430. mployer s information entering receiving bank reconciliation check record record class record classes and types in report for mats using record classes contents record format entering fields in a record formats record type recording the time worked records working with employee recovery procedure file 455 386 384 533 288 576 616 496 574 219 137 14 xvi register history report check 350 registers Payroll and deductions 11 regular use of Payroll 23 report 401 k contributions 13 941 prep 364 check register history 350 definitions wage 453 employee deductions earnings 362 employee Payroll history 335 employer Payroll expense 339 meals expense 366 Payroll history 12 printing a year end Payroll 411 printing the distribution 370 QTD YTD time worked 13 sample 482 517 state magnetic media 573 union deductions 13 353 workers compensation 359 workers compensation premium 13 Report by City QTD YTD Time 357 Worked Report by State QTD YTD Time 355 Worked report field 617 report field specifications Quarterly 580 report fields magnetic media report formats copy defining magnetic delete entering using customized Quarterly using record classes and types in verifying wage report general appearance Quarterly report header area Quarterly report only direct deposit Report 401 k Contributions reporting 1099 data fields rules distributions to G L magnetic medi
431. mployer s share of Social Security for employees that are Hire Act eligible For information to determine if an employee is qualified please review the document at this link www irs gov pub irs pdf iw2w3 pdf A list of the changes for the Hire Act processing include e Anew field has been added per employee to identify each Hire Act eligible employee For year end processing a new report and update program will accumulate the exempted amount from Payroll history and write it to the Federal Auxiliary file for year end reporting e The new code CC has been added to the box 12 of the W 2 to report the exempted amounts for each employee e Anew field has been added to the W 2 magnetic media to report the employer s amount exempted for each eligible employee e Ifyou do not have any Hire Act eligible employees as compared to 2009 there are no func tional changes for W 2 processing If you do include the following steps to your procedure 675 Passport Business Solutions mA STEPS FOR W 2 PROCESSING WITH HIRE ACT ELIGIBLE EMPLOYEES If you have hire act eligible employees before you print W 2s or run W 2 magnetic media in Employees Enter you must do the following 1 Select and edit each Hire Act eligible employee If no hire date has been entered then you must first enter the hire date If the date has been entered then you may select lt SF3 gt and in graphical mode the following message displays HIRE Act eligibili
432. n Cash accounts The Cash Accounts field was updated with the highest number used the last time you generated direct deposit ACH payments If you enter a transaction number instead of using the displayed number then ACH direct deposit transactions numbered from one greater than the number originally displayed up to the transaction number you enter here are logged on the ACH direct deposit register as Not accounted for on this register 999999 The default is the transaction number recorded as kormat the last one used for that cash account Example Press lt Enter gt 275 Passport Business Solutions Starting mailer number If the number displayed here corresponds to the next Direct Deposit ACH number in Cash Accounts Press lt Enter gt to accept the default Otherwise enter the next mailer number If the starting mailer number is not one greater than the Last ACH used then the computer logs all direct deposit numbers between these as void on the direct deposit register Format 999999 Example Press lt Enter gt Payment group When you enter employee information you can specify a 3 character code for the payment group that the employee belongs Subsequently when generating ACH direct deposit you can selectively make payments for a payment group by entering the appropriate 3 character code for the payment group here Options If you want to pay only employees in a specific payment group then enter the pay
433. n Employees Enter 11 Gross pay 15 99999999 99 This prints this employee s gross pay for all payroll checks posted for each employee for the quarter specified on your report 12 SWT gross 15 99999999 99 SWT gross is the amount of the employee s pay subject to state withholding This prints the employee s SWT gross amount for all payroll checks posted for each employee for the quarter specified on your report 13 SUI gross 15 99999999 99 SUI gross is the amount of the employee s pay subject to taxation for state unemployment insurance This prints the employee s SUI gross amount for all payroll checks posted for each employee for the quarter specified on your report 14 OST 1 gross 15 99999999 99 593 Passport Business Solutions OST 1 gross is the amount of the employee s pay subject to other state tax 1 up to the maximum amount on which this tax is assessed This prints the employee s OST 1 gross amount for all payroll checks posted for each employee for the quarter specified on your report 15 OST 2 gross 15 99999999 99 OST 2 gross is the amount of the employee s pay subject to other state tax 2 up to the maximum amount on which this tax is assessed This prints the employee s OST 2 gross amount for all payroll checks posted for each employee for the quarter specified on your report 16 FUI gross 15 99999999 99 FUI gross is the amount of the employee s p
434. n the Taxes Exemptions tab you must have indicated that this employee will be taxed by multiple states or cities Multi city state detail To enter direct deposits In order for this selection to be available on the General tab you must have indi cated that this employee will be paid via direct deposit and in Control information you must indicate that this system is using and Electronic payment direct deposit type Direct deposits If you press lt Enter gt with this field blank the next tab displays 155 Passport Business Solutions fez Taxes Exemptions Graphical Mode This tab provides fields for entry of the taxes and exemptions General Wages Rates Taxes Exemptions Fixed deductions Deductions Eamings YTD totals ae a Bs J al Multi city state 7 State Medicare exempt FUI exempt r Character Mode This is second screen lets you enter state and city tax information for employees State tax code You must have at least one state tax code entry or you cannot complete the entry of the employee See the State Tax Codes section in the Tax Tables chapter Enter the state tax code that applies to this employee This field is entered in two parts just as in the Tax tables selection and must already be on file in that selection 156 Passport Business Solutions Two characters for the state Format One character for the table Example Type CA then type M Multi
435. n the system You can define as many as you like The Deductions Earnings Report can be printed on request Tax Tables You can easily maintain tables of federal state and city withholding amounts earned income credits employer and employee social security and medicare taxes and FUI and SUI percentages and maximums Workers compensation premium calculation information is also included and easily maintainable The Tax Tables List can be printed on request Employee File Besides the usual name address social security number pay frequency and rates taxable status and control information and year to date figures the Employee record contains hire review information and available vacation and sick hours for control Each employee can be assigned any of the three fixed deductions union dues loan repayment and wage garnishment plus up to nine deductions earnings which you define The union deduction as well as any other deduction you define can be a fixed amount a rate per hour or a percentage of gross wages You can assign a frequency code to each employee s deduction earning to indicate how often it is to be deducted or paid to that employee You can print an employee list by employee number or name on request Payroll Transactions In the Time worked selection you can automatically generate standard payroll transactions entries for employees whose pay is being automatically distributed not designated for manual di
436. name of a record type for the class entered above or use the option lt F1 gt For the next existing record format entry of this class lt SF1 gt For the previous entry 497 Passport 3 Business Solutions mA Format Three characters Example Type 1A 3 Record description Enter a description for this record format Format 30 characters Example Type TRANSMITTER RECORD Field number to change Options Make any desired changes For an existing entry you can also use one of the options lt F1 gt For the next existing record format entry of any class lt SF1 gt For the previous entry lt F3 gt To delete this entry Press lt Enter gt for the next entry screen This is a scrollable screen containing a single row for each defined field in the record Fields are in ascending sequence by their position Fields cannot overlap each other and the record length defined for this format in General appearance is the rightmost available location for any field However gaps may exist between fields All fields are in straight ASCII format you cannot define binary or packed decimal fields Any field in either the employer or employee record regular or extended can be included in the record layout as well as any predefined text 498 Passport Business Solutions Options The current field is highlighted and can be changed To move horizontally press lt Enter gt The cursor will move to the next
437. nclusion in the taxable wage base The answer to the nclude for fields for before tax deductions indicates whether the before tax deduction is included in the taxable base Include for Fed w h Emp Soc Sec Empr Soc Sec FUI EIC State w h SUI OST 1 OST 2 Empr OST W comp Supp ben City w h In each case answer Y to include this deduction in the corresponding tax calculations The meaning of each field has been described in the previous section Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked in each case 401 k Elective deferral Code Next enter the information for the 401 k elective deferral code Enter the Code and Description fields as they appear below and select 401 k elective deferral for the Type field This code can be entered only into the 401 k code field in the Employees Note screen The rest of the fields display 80 Passport Business Solutions Ezz Enter the information as follows G L acct Options This account number is for the liability account for the 401 k deduction lt F5 gt For varies by employee F Your standard account number format as defined in Com ormat pany information Example Enter account 2170 100 Include for Fed w h Emp Soc Sec Empr Soc Sec FUI EIC State w h SUI OST 1 OST 2 Empr OST W comp Suppl ben City w h These Include for questions are used to control calculation of tax
438. nd distributing the full amount to this liability account 95 Passport Business Solutions ACCOUNT NUMBERS When you set up your Tax Table entries you will need to enter G L account numbers in order to accumulate payroll tax expenses and liabilities You can enter these numbers using your standard full account number format as defined in Company Information Or you can also track tax expenses and liabilities by specifying a variable cost center or sub account if your account number structure includes cost centers or sub accounts To set up a variable cost center or sub account in the tax account number field press lt F5 gt at the cost center or sub account position Enter the main account number in the standard manner When a check is posted the cost center or sub account from the employee s wage account will automatically be used Every employee has a wage account entered in the Employees selection The variable account function works similarly for cost centers or sub accounts As a simple example of the variable account function assume that the account number structure consists of main and sub accounts A wage account for an employee is 6010 100 main sub Assume also that the Federal tax liability main account number is 2100 You wish to vary the Federal tax liability account by the individual employee s sub account When you set up the Federal tax table press lt F5 gt at the sub account entry position
439. nd tips are used in the Payroll package Otherwise it is automatically skipped Tip credits are used for an employee who is being paid less than minimum wage and receives tips The tip credit is the difference between the employee s wage and the minimum wage If an employee works at different hourly wages only the hourly wages that are below the minimum wage are used to calculate the tip credit 145 Passport Business Solutions Refer to the IRS Circular E booklet and the Federal Wage and Hour Equal Pay law for more information on tips and tip credits Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Dates Hire date Enter the date the employee was hired This field is optional but recommended if you are using magnetic media Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Type 70697 Not If you have employees that are eligible for the Hire Act refer to the Hire ote Act appendix Review date Enter the date the employee s performance and pay are next scheduled for review This field is optional Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Type 80505 Last raise Enter the date of the employee s last pay raise This field is optional Options You have the following option lt F4 gt To select a date from the calendar lookup
440. ng Bank Processing Bank is the direct deposit bank that will process payments in the ACH file In most cases this is your bank However if your bank were sending the ACH file to a Federal Reserve for processing then it would be the Federal Reserve Bank This information becomes the Immediate Destination in the Ctl Banks setup and gets written to the direct deposit ACH fils See ACH or Automated Clearing House Receiving Bank Receiving Bank is every unique bank that is used by employees entered in the payroll system for direct deposit ACH processing The routing information is set up in Ctl Banks There can and often will be multiple bank account numbers entered in Employees for each receiving bank See ACH or Automated Clearing House Spool SPOOL is an acronym meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight PCL Printer Command Language Printer command language also know as PCL was developed by Hewlett Packard in the mid 1980 s for inkjet printers Many PBS forms provide an alignment when using a Company information laser printer This alignment is done using PCL codes PBS works with printers that use either PCL 3 4 5 and 6 standard Passp
441. ng checks285 definitions 573 definitions form 550 definitions wage report 453 delete format 520 delete report formats 484 deposit adjustments Payroll ACH direct332 deposit processing setup steps direct 663 deposit processing direct 662 deposit direct 4 12 description product 9 designing your own Payroll wage 453 reports direct deposit 4 12 adjustmens Payroll ACH 332 getting started with 659 method 55 Payroll ACH 332 direct deposit accounting 282 direct deposit processing 662 information required for 662 setup steps 663 direct deposit processing calculate 264 direct deposit report only 281 direct mailer form 57 distribute wages 48 distribution 4 distribution notes PR 374 distribution report printing the 370 distributions summary post 49 distributions for report only 281 distributions to G L reporting 369 distributions to general ledger manual 320 E E earning code Type 73 each field format of 581 earlier versions upgrading from 14 Earned Income Credit EIC 4 earning code Type S supplemental 83 earning supplemental 8 earnings entering deductions 70 earnings introduction to deductions and 67 earnings printing list of deductions 93 earnings summarize 50 edit list printing time worked 255 edit lists printing adjustments 331 elective deferral code 401 k 80 employee 454 576 vi employee accruals entering 180 employee additions or bank changes fol 665 lowing initial d
442. nly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the description for the first Federal amount The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 152 Federal box 14 line 2 N 7 2 Y Y 644 Passport Business Solutions This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the first Federal amount The Passport Business Solutions Payroll mod
443. nnesanats 348 Passport Business Solutions PRINTING EMPLOYEE REPORTS Use the Employee Employer Reports selection to print the Check Register History Report Union Deductions Report QTD YTD Time Worked Report by State or City Workers Compensation Report 401 K Contributions Report Employee Deductions Eamings Report Meals Expense Report and Form 941 Employer s Quarterly Federal Tax Return Form 349 Passport Business Solutions Ezz CHECK REGISTER HISTORY REPORT This report will print a register of employee checks by employee number Check information included on this report is the employee s number and name the check type check date pay period date the check gross total tax amount taken from the check total amount of deductions taken from the check the employee s net pay and tips meals amount A subtotal is printed for each employee showing total gross pay total taxes total deductions and total tips meals amount Grand totals are printed for the range of checks printed on the report Select Check register history from the Reports Employee Employer menu A screen similar to this will be displayed Enter the following information 1 Cash account Options Enter the cash account you wish to print this report for or use one of the options lt Fl gt To scroll forward through the cash accounts on file lt SFI gt To scroll backward through the cash accounts on file To list the
444. nnot be entered If you have entered your employees in surname first order in the Employee file you can choose to print the name in the normal sequence personal name then surname by answering N to this question This controls only the print format not the sequence of the report The 379 Passport Business Solutions osition of the comma determines the surname thus multi word surnames like van Horn or 3 2 de la Mare are accommodated If your employees are already on file in personal name first surname last sequence Field 6 cannot be used to reverse the sequence because there is no way of knowing which is the surname Format One letter either Y or N Example Type N 7 Show employees with no wages for quarter If you selected summary format in Field 3 this field displays as Not applicable and cannot be entered Otherwise if you have employees you have paid during the year but with no wages for the quarter you are printing you can choose whether or not to include them on the report Format One letter either Y or N The default is N Example Press lt Enter gt 8 Show subtotals after how many employees If you selected Brief or SUI Expanded format in Field 1 or summary format in Field 3 this field displays as Not applicable and cannot be entered Otherwise enter how many employees you want printed before the report prints subtotals Zero is interpreted as no subtotals Format 99
445. none of the fields are applicable to your reporting needs then you do not need to use this function at all In this case all the information you are required to report has been accumulated for you within the main body of the PBS Payroll system W 2 Second Screen The second allows you to report amounts in box 14 of the W 2 form This box is provided for any thing additional you want to report that is not covered elsewhere on the form A typical use for this would be the reporting of an additional state tax that your employees are required to pay but which may vary from state to state In many cases there is no such tax and so you would not have to report anything in box 14 If you need to run this function start as follows 413 Passport Business Solutions Select Enter W 2 information from the Year end menu A screen similar to the following appears Year end ENTER FEDERAL REPORTING INFO XYZ Company 1 Employee 2 Allocated tips W bax 2 3 Nongual plun dists nol section 457 W box 11 4 Nonqual plan dists section 457 W2 box L1G A Uneell Social Security tax on tips LWI bax 17A 6 Uncollected Medicure Lux om Lips W box 126 7 Section 403 b contributions W2 box 12E Section 404 k 6 contributions W1 box 12F 9 Section 447 innl ribal tons WI hux 12h 1G Section 501 c 18 D contributions W2 box 12H 11 Sick pay not included as income Wi box 123 19 Tax an excess golden p
446. ns This field identifies whether an employee was employed or received wages during the second month of the quarter being reported This field is similar to 49 51 Was employed month 3 A 1 Y This field identifies whether an employee was employed or received wages during the third month of the quarter being reported This field is similar to 49 52 Gross wages N 8 2 Y Y This is the total of gross wages paid to an employee during the reporting period either a quarter or the calendar year depending upon whether the report is quarterly or annual This does not include non cash earnings such as meal allowances 53 Soc sec wages emp amt N 8 2 Y Y This is the total of all earnings of an employee that are subject to the employee portion of social security tax It does not include reported tips subject to social security tax 54 Soc sec wages empr amt N 8 2 Y Y This is the total of all earnings of an employee that are subject to the employer portion of social security tax It does not include reported tips subject to social security tax 55 SS wages amp ins emp amt N 8 2 Y Y This is the total of all earnings of an employee that are subject to the employee portion of social security tax It also includes the term insurance premium for the employee The term insurance premium is the cost of coverage in excess of 50 000 This cost is obtained from tables provided by the IRS This field does not include re
447. nt calculated gross pay is computed internally based on your information for Regular pay Overtime pay Vacation pay Holiday pay Sick pay Special pay and any applicable permanent and temporary deductions and earnings Enter a gross amount for each tax category applicable to your situation Consult with your accountant for advice on which taxes apply to your business Wages and Tips Gross pay Options Enter the Gross pay amount or use the option lt F2 gt For the amount displayed in Calculated gross Format 99999999 99 Example Type 1200 Social security wages This is the amount of wages paid subject to employee withholding for social security tax Options Enter the employee s Soc sec wages amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Social security tips This is the amount of tips subject to employee withholding for social security tax 307 Passport Business Solutions Options Enter the employee s Soc sec tips amount or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Medicare wages This is the amount of wages paid subject to employee withholding for medicare tax Options Enter the employee s Medicare wages amount or use the option F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Medicare tips
448. nt and are now entering into the computer There is no conflict in the Payroll module if the employee actually has an existing check with the same number This feature allows you to hand write a change to an existing check after printing it but before issuing it to the employee Options For adjustments to amounts on file e g QTD figures or G L distributions where no change in pay is involved you can use a check number of 0 Alternatively you can enter your own identification number lt F1 gt For the next entry for this employee lt SF1 gt For the previous entry for this employee Format 999999 Example Type 112 Check date This is the date used when recording this adjustment in the Quarter to date History file and the Payroll Distribution to G L file For the first adjustment the current date is the default and can be selected by pressing lt Enter gt For subsequent adjustments in this session the date of the adjustment becomes the default for the next Enter the date of the adjustment If you have an entry in the Check field this date should be the date of the check Options You may also use the option lt F4 gt To select a date using the calendar lookup Format MMDDYY Example Type 031505 299 Passport Business Solutions Options Cash account Enter the cash account applicable for this adjustment This must already have been defined in the Cash accounts selection of the System Manager module You
449. nt contributed by the employer for other state tax 95 SUI gross to max N 8 2 Y Y This is the total of an employee s earnings for the reporting period which are subject to state unemployment insurance The amount for this field cuts off when the SUI maximum wage limit for the calendar year has been reached Thus if the annual SUI maximum wage is 16 000 and the employee is being paid 2 400 per month this field would be 7 200 for quarter 1 7 200 for quarter 2 1 600 for quarter 3 and 0 for quarter 4 When this field is used on an annual report this field would have the value 16 000 96 YTD SUI gross N 8 2 Y Y This is the year to date total for the reporting period and all prior periods of an employee s earnings that are subject to state unemployment insurance The amount for this field cuts off when the SUI maximum wage limit for the calendar year has been reached Thus if the annual SUI maximum wage is 16 000 and the employee is being paid 2 400 per month this field would be 7 200 for quarter 1 14 400 for quarter 2 16 000 for quarter 3 and 16 000 for quarter 4 When this field is used on an annual report this field would have the value 16 000 97 SUI total wages N 8 2 Y Y 634 Passport Business Solutions This is the total of an employee s earnings for the reporting period which are subject to state unemployment insurance The amount for this field does not cut off when the SUI maximum wa
450. ntered anything is left blank Options for viewing the report are To scroll your report up and down by one row at a time lt Up gt This is useful to bring a row to the bottom of the screen lt Down gt to be near the column numbers where you can more easily judge a field s column position To shift your view of the report up and down by a lt gt ee pl i screen full at a time This is useful when your report gDn gt Eas size is larger than can be displayed on the screen To shift your view to the right edge of the report This lt F2 gt is useful when your report size is wider than can be dis played on the screen Press lt F2 gt again to shift back to the left ase To leave this view report screen and return to the lay out screen 99 to enter a line number where you wish to begin view Format ing Press lt Esc gt to leave this screen and you are back at Field Example ready to select another field Inserting Text on the Report This allows you to enter text and position it where you want it to print on each report You can also use this option to print dashed lines or symbols on your reports The following explains how to define textual information to print on your report 1 Field Press lt Enter gt with this field blank Text displays to indicate that you are working with text rather than fields 2 Row Enter the row that you want the text to print Format 99 Example Type 12 3 Column Enter
451. nting checks with a laser printer you are first asked to enter Up down adjustment and Left right adjustment amounts to adjust the alignment of the laser printer The values last entered for these amounts are shown After entering new values or accepting the values shown you are then asked Print alignment After the alignment is printed you are asked Print alignment If printing mailers with a laser printer you are given the chance to adjust the alignment before printing another alignment form Enter number of copies to print If you are printing mailers with a laser printer you are asked to enter the number of copies and the labels for each copy If you print more than one copy the second and subsequent copies have VOID NOT NEGOTIABLE printed in the signature area of the check Enter the following direct deposit fields 274 Passport Business Solutions Posting criteria Last mailer number used 3430 ooo Starting mailer number faa Payment group iz Starting department number Fist Ending department number Ease In character mode enter the following fields Mailers XYZ Company 1 Last mailer used ATEZ 2 Starting mailer w Payment group Starting department Ending department Starting employee Nn OO WwW A Ending employee Enter the following information Last mailer number used The Direct Deposit mailer number displayed is obtained from the Last PR ACH field i
452. nts for 401 k and union Select Deductions Earnings Employee from the Reports Employee Employer menu The following screen displays Enter the following information 1 Deduction code Options Enter the deduction code This must on file in Deductions earnings You can also use the option lt F5 gt For All deduction codes Format Three characters Example Press lt F5 gt 2 Include loan Enter Y yes or N no Format One letter either Y or N Example Type Y to include loans 362 Passport Business Solutions 3 Include garnish Enter Y yes or N no Format One letter either Y or N Example Type Y to include garnishments 4 Pay period start date and 5 Pay period end date Options Enter the range of pay period ending dates to be included in the report or use the option lt F2 gt For the Earliest at Field 4 or Latest at Field 5 date Format MMDDYY at each field Example Enter a range of 10105 through 13105 Field number to change Make any needed changes then press lt Enter gt to print the report 363 Passport Business Solutions 941 PREP REPORT This report allows you to prepare a 941 Quarterly Report The 941 form is the Employer s Quarterly Federal Tax Return The instructions for filling out the 941 form are available online from IRS http www irs gov Select 941 Prep Report from the Reports General menu This report allows you to prepare a 941
453. o print the report 352 Passport Business Solutions UNION DEDUCTIONS REPORT This report shows union deductions by employee for a selected union deduction account number or all union deduction account numbers and for a selected pay period or all pay periods The report can be used internally by payroll personnel and can also be submitted to the unions along with remittance of the amount deducted Note that this report uses information in the Payroll History file Information for certain periods is no longer available if the Payroll History file is purged for those periods The Union Deductions Report includes the employee s social security number employee name hours worked regular overtime and special subject pay pay subject to union deductions the method used to calculate the union deduction per hour deduction percentage of gross pay or fixed amount per pay period and the amount of union deduction per employee Union totals are printed on the report Only the last 4 digits print of the social security number print on the report The first five digits are replaced with asterisks Select Union deductions from the Reports Employee Employer menu Enter the following information 1 Union account Union account merely means one of the accounts entered in the Union deduction field of Employees Options Enter the number of the account for which the Union Deductions Report is produced or use the opt
454. o submitting your magnetic media file Multi companies If multi companies are used use a separate file for each company Save the W2REPORT file from the first company to another location before you write the file for the second company or the first file will be overwritten 436 Passport Business Solutions ENTERING 1099 INFORMATION This option allows you to enter 1099 information for each non employee on file A non employee is an employee in the sense that there is an entry for him in the Employees selection but this entry s Employee type code is N Often these people are contractors or consultants whom you have chosen to pay through the Payroll system as a matter of convenience instead of treating them as vendors or cutting purchase orders for their services Although non employees are responsible for their own taxes to prevent tax evasion the federal government requires you to report all such employees above a certain earnings threshold which varies from year to year If you have no such employees you can skip this section To enable you to effectively use the payroll system for 1099 reporting this function allows you to record additional non employee information in a temporary file so that it is available to the 1099 reporting functions The entry screen contains information entry fields that correspond to the 1099 form by box number Refer to the Federal reporting instructions for filling out W 2 forms for inf
455. o take lt Enter gt blank This selection works in two stages First you select the frequencies of the employees you intend to pay in the next payroll run then a second screen displays so you process all the employees who have that frequency e You can rapidly bypass employees who need no change 227 Passport Business Solutions e Conversely you can select employees who do not match the selected frequency When done processing those employees you can return to the first screen to select a different frequency Suppose you intend to pay all your monthly and weekly employees in the next pay run and only those employees There are two ways of doing this e You can state in the first screen that you want to look at all the monthly and weekly employ ees On the second screen page through each employee in turn skipping the ones that require no change e You can process all the monthly employees first then return to the first screen and repeat the process for all the weekly employees This is convenient if the kind of special handling required for monthly employees tends to be consistently different from that required for weekly employees Pay period starting date If your state requires a pay period starting date as well as an ending date enter the starting date here Otherwise press lt Enter gt to skip this field If you are adding entries for several pay frequencies the starting date applies to only one of the
456. o wages to report Whan you do have workers and wages to report Report file totals when o workers and no wages When making a magnetic media report Quarterly or Annual you are asked the following questions e Did you pay wages for this reporting period Did you have workers for this reporting period If the answer to both of these questions is N then the first value entered in the window above is reported in the magnetic media report file If the answer is Y to one or both of these questions then the second value entered in the window above is reported in the magnetic media report file When you have no workers or wages to report then no employee records intermediate header or total records or group header or total records are output Additionally you can specify to not output any file total records when you have no workers or wages to report by answering N for the third entry in the window above When you have no workers and no wages to report Enter the code which indicates that you had no workers or wages for the reporting period Passport Business Solutions Format One character Example Does not occur in this example When you do have workers or wages to report Enter the code which indicates that you did have workers or wages for the reporting period Format One character Example Does not occur in this example Report file totals when no workers and no wages Answer Y to report file totals when y
457. of an employee who has a payroll entry on file If you do the payroll still calculates the employee s original pay frequency If you want to use a new pay frequency delete the payroll entry change the pay frequency then re enter the payroll entry Note 148 Passport Business Solutions Use the Arrow keys to select one option from the drop list F t orma hae Example Select Bi weekly Work Comp class Enter the deduction earning code for the workers compensation classification that applies to this employee This function checks the code you entered to see if it exists in Deductions and Earnings This field is optional but if present it must be an existing code in the Deductions Earnings selection Go to Deductions Earnings for more information You can refer to the Deductions Earnings selection for a definition of worker s compensation classifications Format Three characters Example Type WC1 Salary Enter the employee s salary If the employee is not type S salaried this field is automatically skipped If the employee is type S after you enter the salary amount the amounts for Fields 21 23 regular rate overtime rate and special rate are automatically calculated and displayed based on the pay frequency specified and the number of hours in the pay period Format 99999999 99 Example Type 1500 Regular rate If the employee type entered in Field 15 was H hourly or N non employee ente
458. of employees are reported This is similar to paper unemployment insurance reports that sometimes have page totals For example the Federal W 2 format specifies that intermediate totals are reported after each set of 41 employees are output There are two record types for intermediate totals in the Federal W 2 diskette format i e 1I and 2I records Some states may have similar requirements Group totals This record class allows reporting group totals As with all other record classes up to ten record types can be specified For example as described above under Group headers states can specify that employees be grouped by plant number in which case plant totals could be reported with this record class File totals This record class is used for reporting totals for all employees reported in the file and also for records used to signify the end of the magnetic media report There are 3 record types in the Federal W 2 diskette format i e 1T 2T and 1F records Using Record Classes And Types In Report Formats A magnetic media report format specifies how a magnetic media report is output In the Passport Business Solutions Payroll module magnetic media report formats are entered using Magnetic media formats From this selection the two options General appearance and Record formats are the ones used to enter magnetic media report formats First the general appearance of a format is entered This includes specifying
459. of field 5 Tax liab acct The sub account field will then display on the screen as 2 00 Sub Accts vary w employee This sets up the variable account function so that when you post Payroll checks the accounting distribution for the tax liability will be posted to account 2100 100 for this employee If another employee s wage account is 6010 200 then the distribution for this employee would post to account 2100 200 If you are using cost centers and your cost center has two segments you can press lt F5 gt in either segment Pressing it in the first segment makes both segments variable Pressing it in the second segment makes only the second segment variable There is no way to make the first segment variable without making the second variable also Some account fields allow an lt SF5 gt option as well as lt F5 gt What this does is make the entire account number variable that is the whole account number is picked up at posting time from the employee s wage account Federal Tax Code Fields The Federal tax code account fields affected by this are summarized below 5 Tax liab acct 17 Empr soc sec exp acct 18 Empr soc sec liab acct 19 Emp soc sec liab acct 23 Empr medicare exp acct 96 Passport Business Solutions 24 Empr medicare liab acct 25 Emp medicare liab acct 28 FUI expense account 29 FUI liability account 31 Vacation pay exp acct Allows lt SF5 gt 32 Holiday pay exp acct
460. of letters digits and special symbols Numeric Fields They only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Date Fields These only contain dates Check date fields may be formatted Literal Fields These contain text that you type Literal fields are defined by pressing lt Enter gt at Field number rather than specifying a field number Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Enter the number of characters you want to be written to the file for this field up to the maximum number shown or press lt Enter gt for the maximum length of the field Format Up to two digits 7 Justify Enter R to right justify the field or press lt Enter gt for no justification to print the characters as entered 558 Passport Business Solutions If you specify right justify the characters will be aligned with the right hand margin of the space for this field Numeric Fields The following five fields display for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown or press lt Enter gt for the maximum shown Format Up to two digits 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print up to the maximum
461. of the Federal W 2 magnetic media report or the magnetic 1099 MISC report Select Magnetic media report list from the Reports general menu The following screen displays Enter information as follows 1 Report format code Options Enter the format code for the report you want to make The report must previously have been entered and verified in Magnetic media formats It can be either an annual or a quarterly format You can use one of the options lt F1 gt For the next report format on file lt SF1 gt For the previous report format To print the Federal W 2 magnetic media report or mag netic 1099 MISC report lt Enter gt Upon entry or selection of a valid format its description displays alongside its code Two characters followed by 15 characters The first two F t AR ee characters typically represent a state abbreviation 404 Passport Business Solutions No example is given as magnetic media format will not it be entered until a later chapter in this manual 2 Disk drive Enter the disk drive where the input file is located No path is specified The file is assumed to be on the current directory of the disk drive specified Format One letter Example No example is given 3 Report file name and 4 Report file name extension If you entered a report format code in Field 1 the report file name and extension are displayed automatically from the general appearance record of the rep
462. old year figures are cleared out and the new year figures are moved from their temporary storage to permanent storage for the new year This selection also adds one to the current year in the Control information Close a year should not be run until all yearly tax information and reports are printed Select Close a year from the Year end menu Year end Close a year XYZ Company There are time entries on file is It 0K to procaed This screen displays only when unposted Time worked or Adjustments transactions or both are present One of the messages is displayed e There are time transactions on file e There are manual transactions on file e There are time and manual transactions on file Is it OK to proceed Answer N to return to the main Payroll menu or Y to continue anyway Format One letter either Y or N 449 a e spot Business DAN version 12 The screen displays the following Are you sure you want to do this Answer N to retreat to the main Payroll menu or Y to proceed to the next screen Format One letter either Y or N The default is N The screen displays the following Purge terminated employees Answer Y to purge terminated employees from the Payroll History file Individual employees who have no history on file can be deleted via the Employees selection but a wholesale purge is possible only via this selection This is because employees must remain on file at lea
463. ollar amount or the cents amount so that the sign is printed only once on left or right This question displays only if the answer to 7 is M Options Enter either L or R print negative sign to left of number for example 1234 R print negative sign to right of number for example 1234 Format One letter from the list above Example L 8 Page or report total This field displays only if you have selected a field that contains a total Although totals normally print at the end of a report some states require totals to print in the Header area of a form Enter P to print a page total R to print a report total Format One letter from the list above Example R If you enter R the following field displays 472 Passport Business Solutions maA Print on Options Enter either F L A F Print this total on first page of report only L Print this total on last page of report only A Print this total on all pages of the report Format One letter from the list above Example Type A Field number to change Press lt Enter gt so that you are back at Field ready to Example select another field Select Quarter ending date by enter ing 8 The following screen displays Date Fields If you select a date field such as Quarter ending date the screen displays as above For our example Quarter ending date field enter a Row of 7 and a Column of 56 4 Date format to use Options Enter one of these choic
464. ollowing screen displays Time worked Attendance worksheet XYZ Company 1 Print employees with pay frequencies 2 Number of distribution lines Lo print 3 Nepariment ta print 4 Urder by F gt All D daily Weweekly G bi weekly S semi monthly H monthly Q quarlerly Enter the information as follows 1 Print employees with pay frequencies Options Enter the pay frequencies of the employees you want to appear on the report Valid frequencies are D Daily S Semi Monthly W Weekly M Monthly B Bi Weekly Q Quarterly lt F5 gt For All pay frequencies Format Up to six frequency codes each consisting of a single 220 Passport Business Solutions letter selected from the list above The first blank ter minates data entry Example Type B then type S then press lt Enter gt again 2 Number of distribution lines to print A number of lines are provided for distribution of an employee s hours or salary to various G L accounts Enter a number up to 9 to specify how many lines to print for noting distribution information Format 9 Example Type 3 3 Department to print When you enter an employee s record you enter a 4 digit department number for the employee Then at this field you can select an employee department for which to print an attendance worksheet Options Enter a specific department or use the option lt FS gt For All departments Format 9999 Example Press lt F5 gt
465. om the Totals field group aS POSITIVE PAY TOTAL FIELDS FIELD FIELD NAME DESCRIPTION ee topor The display name from Company information le ial display The display name from Company information Em Company address 1 Address 1 from Company Address 1 from Company information Company address 2 Address 2 from Company information Company address 3 Address 3 from Company information E Company bank Bank name from Banks name 7 eae D Bank account number from Banks account number Company bank EJ ABA n mber Bank ABA routing number from Banks Company phone a Total checks Total number of checks in the check run number of checks in the check run Ea Total checks Totals amount of the checks in the check run amounts a Total voided chks Total number of voided checks in the check run number of voided checks in the check run 673 Passport Business Solutions Ezz Hire Act This appendix contains the following topic Introduction to The Hire Act 200 000 o occ cece cece eee Steps for W 2 Processing With Hire Act Eligible Employees 674 Passport Business Solutions INTRODUCTION TO THE HIRE ACT The Hire Act was passed into law early in 2010 It may be temporary so most of the documentation related to The Hire Act is in this appendix With this 12 00 08 Payroll year end update we are providing a means of handling W 2 printing and Magnetic Media reporting of the exempted e
466. ompany information Format 40 characters 444 Passport Business Solutions 5 Address Options Enter the company s address This field is required Format 40 characters 6 City Enter the company s city This field is required Format 25 characters 7 State Enter the employer state This is required and must be a valid U S Post Office abbreviation for a state or territory Canadian provincial abbreviations or other foreign designation are not accepted Format Two characters 8 Zip code Enter the company s zip code Canadian or other foreign postal codes are not permitted It may be in two segments 99999 in the first segment This segment is required and all five digits must be entered 9999 in the second segment This segment is optional but if present all four digits must be entered Format 9 Contact name Enter the contact name Format Up to 40 characters 10 Contact phone number Enter the contact phone number The phone number is four separate fields They include area code exchange number and extension Area code three digits Exchange three digits Number four digits Extension five optional digits The extension is optional Format 11 Contact email address Enter the senders email address This field is optional but recommended if there is one available 445 Passport Business Solutions Format Up to 50 characters 12 Minimum 1099 reportable am
467. on lets you change to a weekly maximum To toggle between entering annual and weekly lt F2 gt amounts lt Enter gt For no maximum Format 99999999 99 Bampi This field is skipped because you entered zero for Field 39 Note For employers taxable by more than one state the work state s employer OST maximum is applied to the wages reported to all states 126 Passport Business Solutions mA 41 Empr OST liab acct Options Enter the appropriate account number lt F5 gt For variable cost center Your standard account number format as defined in Com Format pany information This field is skipped because you entered zero for Field Example 39 42 Empr OST expense acct Options Since this tax is employer paid you must enter an expense account in addition to the liability account lt F5 gt For variable cost center Your standard account number format as defined in Com Format pany information This field is skipped because you entered zero for Field Example 39 Field number to change Make any desired changes Press lt Enter gt to view the fourth and final screen for state tax codes 43 Suppl benefit percent If your state requires an employer contribution for supplemental benefits enter the percent of employee pay that must be contributed by the employer This is an employer expense not an employee withholding 127 Passport Business Solutions
468. on the list you are shown general information The field definitions for each form type may also be optionally printed Select Positive pay forms from the Reports General menu This is the screen you see Reports Positive pay forms XYZ Company 1 Starting form ID Lo G 2 Ending form ID 3 Print field detail lt F2 gt First On the screen that appears enter the following 1 Starting form ID 2 Ending form ID Enter the range of form IDs for which to print the list Follow the screen instructions Options You may also use the following option lt F2 gt For First and Last on fields 1 and 2 Format Up to five digits Example Press lt F2 gt at both fields 1 and 2 3 Print field details Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is printed Format One letter either Y or N the default is Y Example Press lt Enter gt to accept the default 563 Passport s Business Solutions EmA 564 Passport Business Solutions Use of Work Units This appendix contains the following topic Usne Wok UMIS ccci ocietneweesgauunnsestnencanecansasedeces becins 565 Passport Business Solutions USING WORK UNITS While making payroll entries an employee can have one work unit defined for him or her for regular and overtime pay and one for each special pay rate In general the number of work unit
469. ond time during the next check run The ACH file created using this process will only contain Pre notification records The name of the file will be the same as when creating a check run ACH file See Appendix F Implement ACH Direct Deposit for more information on the ACH file and where it is created on the system Select Pre note ACH file and report from the Utilities menu You will see a screen like the following Pre note ACH file and report XYZ Company 1 Update pre note status O 2 Thru start date cut off 3 Date for pre note file 215 Passport Business Solutions Enter the following fields 1 Update pre note status Enter Y if you want to update the status of the pre note employee bank accounts from Pre notification to Normal status Enter N if you are generating a Pre note ACH file Format 1 letter either Y or N Example Enter N If you enter N for the this field then the next field will be skipped and display as Not applicable 2 Thru start date cute off Enter the cut off date This field relates directly to the start date entered for the employee bank account on Employees Direct deposit field If the date you enter here is on or after the bank account start date then the status will be updated to Normal If it is before the start date then the bank account start date will not be effected Format MMDDYY Example Type 10107 3 Date for pre note file This is the date written to the ACH file
470. ons have been entered and posted for the period Do a backup of your data files and then print this report All accounts should be printed The date range should be from Earliest to the date which is the end of your accounting period Specify that the file should be purged By purging the distributions that are printed on the report the only distributions remaining in the file if any are for transactions that apply to the future accounting periods If a power failure and computer crash occurs while printing the report and purging the file simply restore the backup and repeat the procedure You may want to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report is needed If the PBS G L is Used The PR Distributions to G L file contains debits and credits created by PR transactions that must be transferred to the Passport Business Solutions General Ledger The distributions are actually transferred by selecting Get distributions from the G L menu and then specifying that you want to get distributions from the PR module Refer to the Get Distributions chapter in the G L user manual Prior to running Get distributions print the PR Distributions to G L Report All accounts should be printed The date range should be from Earliest to the date which is the end of your accounting period Do not specify to purge
471. ons 33 Quarterly operations 35 checklists Payroll 32 checks deductions for separate 59 definition of voiding and purging 285 post 278 posting voided 291 printing and posting voided 291 printing edit list of voided 291 producing 268 purging 285 voiding 285 city tax code 97 city tax codes 131 class record 573 classes and types in report formats 577 using record classes contents record 576 closing out a year 449 code city tax 97 federal tax 96 100 Type B before tax deduction 79 Type C employer matching con 82 tribution Type D deduction 72 Type E earning 73 Type M meals 89 Type S supplemental earning 83 Type T tips 91 Type W workers compensation 84 Type X special tax 87 code file deduction 17 code table file tax 16 codes city tax 131 codes deductions earnings 10 codes state tax 113 column 453 commissions from and commissions to 263 commissions to commissions from and 263 companies multiple 28 company information 16 company name on check print 52 compensation premium report workers 13 compensation report workers 359 compensation code Type W workers 84 compensation workers 8 complete when W 2 processing is 436 completed processing magnetic 1099 s 446 computed box 13 check marks W 2 421 concepts key words and 2 iv consult your accountant 16 contents record classes 576 contributions report 401 k 13 Contributions Report 401 k 360 contro
472. or distributions to G L or use the option For the Earliest at Field 3 or the Latest at Field 4 er date Format MMDDYY for each field 370 Passport Business Solutions Type 30111 for the starting date and press lt F2 gt for the E le eee ending date 5 Detail or summary You can print the report in full detail showing every distribution made for every transaction posted or print it in summary Enter D to print the detailed report or S to print the summary report If you answered Y to Summary post distribs in Control information no detail is available and only S is meaningful Format One letter either D or S Example Type D to print the detailed report 6 Purge file If you entered anything other than First through Last in Fields 1 and 2 this field displays as Not applicable and cannot be entered Purging only some accounts would put the PR Distributions to G L file out of balance This is true even if the Passport Business Solutions General Ledger is not interfaced Answer Y to purge the file after printing the report or N if you do not want the file to be purged In a multi user environment you should not purge distributions while another user is posting payroll checks or adjustments If the distributions for a check are purged you will not be able to void Note that check Format One letter either Y or N The default is N Example Press lt Enter gt If G L is not int
473. or paper where the Employee area starts and ends where the Totals area begins etc Then use the Header area function to choose the fields that you want in the top portion of the report and position them where you want them to print Next use the Employee area function to choose and position the fields for the employee wage information Then use the Totals area function to choose and place the page and report totals for the report After you have selected and placed all of the fields for your report use the Verify function to obtain a list of any problems such as overlapping fields that would prevent you from printing the report If any problems are indicated in the Verify report use the appropriate Enter function to correct them Then use the Sample report function to print a report sample If you are using a preprinted form for the report the sample shows you how your fields fit on the form so that you can make any adjustments needed Finally use the Format specifications function to print a list of your report specifications that can be filed for later reference When you want to create another report if it is similar to an existing one that you have already designed you can use the Copy function to copy the existing one to the new report format Then use the functions described above to tailor the new copied format rather than having to create it from scratch Location Grid This chapter describes how to create a report in the sam
474. or the differences between laser printers so that your report information can be positioned correctly on the report form The early models of 482 Passport s Business Solutions Ezz Hewlett Packard laser printers such as the LaserJet do not support this adjustment feature The adjustment amounts are ignored by the original LaserJet printer the LaserJet model the LaserJet II model and laser printers manufactured by others that are compatible only with these older Hewlett Packard models You can press lt F1 gt at any time to stop printing After one sample report prints you can print another or press lt Esc gt to exit If you are using preprinted forms replace these with plain paper and type DONE then press lt Esc gt Copy Report Formats If you have already created a report format that you want to keep and you are going to add another similar format use this option to copy the existing format Then make changes to the copy Select Copy directly from the Quarterly report formats menu The following screen displays Enter the information as follows 1 Copy from format Options Enter the number of the format you want to copy or use the option lt F1 gt For next format lt SF1 gt For previous format Format 99 Example Type 11 483 Passport Business Solutions 2 Copy to format Enter the number you wish to assign to the new format If you enter the number of a format already on
475. ord and can be used over and over again Up to 6 temporary deduction and earning codes can be entered for each time transaction but are not saved for use in the next payroll run When you enter permanent codes into the Employee record you also specify how often such a code is invoked For example a Weekly paid employee can also earn a fixed additional amount that is paid every two weeks This additional earning is described as a Bi weekly earning Similarly the employee can have a monthly deduction to a savings plan This deduction is described as a Monthly deduction Therefore permanent deduction and earnings codes are categorized by frequency of invocation Their frequency of invocation can be different employee to employee If you use the multi city and multi state capability then fixed earnings Note fixed 401k amounts and fixed before tax deductions will be prorated for state and city tax calculations When you select Time worked you enter the pay frequencies for the employees for whom you are entering transactions This enables you to limit the employees you are paying to just those who are paid at the selected pay frequencies For example by specifying that you are entering transactions for employees paid Weekly the software warns you if you select an employee who is not paid Weekly Entering time transactions does not invoke permanent deductions or earnings After you have completed entry of all time transactions for a payroll run
476. oreign postal code If applicable enter the employer s foreign postal code Otherwise leave the field blank Format 15 characters converted to uppercase Example Press Enter 545 Passport Business Solutions 17 Country code Enter the Employer s country code Leave the field blank if one of the following applies One of the 50 states of the U S A District of Columbia A Military Post Offices MPO AS for American Samoa GU for Guam MP for Northern Mariana Islands PR for Puerto Rico VI for Virgin Islands Otherwise enter the applicable Country Code as stated in the Specifications for Filing Forms W 2 Electronically publication Appendix G published by the Social Security Administration Format 2 characters converted to uppercase Example Press lt Enter gt to leave it blank 18 Employment code Options Enter the appropriate code from one of the following options R Use Regular for all except the following A Agriculture H Household M Military Q Medicare Qualified Government Employment X Railroad Format 1 letter either R A H M Q or X The default is R Example Enter R 19 Tax jurisdiction code Enter the tax jurisdiction code Leave the field blank or if applicable enter one of the following S for American Samoa G for Guam 546 Passport Business Solutions N for Northern Mariana Islands P for Puerto Rico V for Virgin Islands Format 1 character converted to uppe
477. ormat 22 characters converted to uppercase Example Type Suite 200 10 Delivery address Enter the employer s address This is the street or P O Box number This field is required Format 22 characters converted to uppercase Example Type 8900 Oliver Street 11 City Enter the employer s city This field is required Format 22 characters converted to uppercase Example Type Chicago 12 State abbr Enter the employer s state This is required and must be a valid U S Post Office abbreviation for a state or territory If it is a Canadian province or other foreign designation leave blank Format 2 characters converted to uppercase Example Type IL 13 Zip code Enter the employer s zip code For a foreign address leave blank 544 Passport Business Solutions mA Format 5 characters converted to uppercase Example Type 60000 14 Zip code 4 Enter the employer s four digit extension of the zip code If not applicable leave the field blank Format 4 characters converted to uppercase Example Type 0000 Field number to change Make any desired change or select the Enter key to go to the next screen The following screen displays Continue entering the fields for the RE submitter information 15 Foreign state prov If applicable enter the employer s foreign state province Otherwise leave the field blank Format 23 characters converted to uppercase Example Press Enter 16 F
478. ormat 999 99 percentage Example Does not occur in this example Not Before entering hours remember to convert minutes to hundredths of hours ote For example convert 3 hr 45 min to 3 75 hr Rate If you entered hours in the previous field enter the rate of pay that is multiplied by those hours to determine the dollar amount of this distribution Options Enter the rate of pay or use the option For the employee s hourly rate regular overtime as over entered in the Employee file For salaried employees the Rate column is skipped Format 99 999 999 Example Does not occur in this example Quantity If this is a distribution to a job and there is a unit connected with this cost item such as SQYD square yards CUFT cubic feet etc then enter the quantity of these units that was accomplished for this distribution Even if quantity is entered hours or percent must be entered as well If there is no unit connected with the cost item or this is not a distribution for a job this field is skipped Format 99 999 999 9 Example Does not occur in this example Reference If this is a distribution for a job you can enter any reference or comment you want to make This field is skipped if the distribution is not for a job 253 Passport Business Solutions 25 characters The default is the same value as the pre Format vious distribution for this entry there is no default for the first distribution
479. ormation on each of these fields The instructions refer to these fields by referencing the 1099 box number Each field on the screen is followed by the corresponding 1099 box number If you need to run this function start as follows Select Enter 1099 information from the Year end menu A screen similar to the following appears Year end ENTER 1099 REPORTING INFO XYZ Company 1 Non employee l 2 Section 409A Non qual comp plan deferrals 1699 box 15a 3 Section 409A Non qual comp plan income 1099 box 15b lt Fi gt next 1099 lt SFi gt prev 1099 lt F2 gt next emp lt SF2 gt prev emp lt ENTER gt by name 1099 Reporting From this screen you can work with both new and existing 1099 information records If one has already been entered for the non employee number you specify it displays and is available for changes or deletion 437 Passport Business Solutions From this screen you can access Employee History information using the Drill down feature SF8 This feature is explained in the PBS System documentation Enter the following information 1 Non Employee For a new 1099 information record Options Enter the number of the non employee for whom to enter 1099 information or use one of the options lt F2 gt For next non employee in employee number sequence lt SF2 gt For previous non employee Blank To look up non employee by name If you choose to enter by name the cursor moves to
480. orms for employees who did not receive any FWT or SWT wages during the year To exclude them answer N Format One letter either Y or N The default is Y 7 Starting control number Box d of the W 2 form is an identification box The number printed here identifies the paper W 2 form so that if the IRS has questions about a particular W 2 form it can easily be identified by its control number Format 9999999 Zero is not allowed 8 Third party sick payer Answer Y here if you are a third party sick payer printing W 2 forms for an insured s employees Format One letter either Y or N 432 Passport Business Solutions If you answer Y here Third party sick pay in W 2 form box 13 will be marked on the W 2 forms unless superseded by an entry in W 2 information for an employee If you answer N here Third party sick pay in W 2 form box 13 will not be marked on the W 2 forms unless superseded by an entry in W 2 information for an employee 9 Sort option Select the order in which you want the W 2s to print Enter one of the options below To print the W 2s in employee number order N To print the W 2s in employee name order S To print the W 2s in employee social security number order Format One letter from the list above Field number to change Make any needed changes then press lt Enter gt to print the forms W 2 Forms Printing Notes e Mount the W 2 forms on the printer so that the print head i
481. orough etc For a city tax code there are only three entry screens whereas for a state tax code there are four screens The second screen for a city tax code is identical to the second screen for a state tax code The first screen for this code displays as follows Fields which are the same for city tax codes as for state are not explained again in this section 1 Tax authority This identifies whether the taxing authority is the federal government the state or a city Format One letter either F S or C Example Type C 2 Tax code Format Two characters for city one character for the table Example Type DT then type 1 Do you wish to copy this code from another city code City codes can be copied as state codes can 3 Description 4 Tax rpt id 5 Tax liab acct 6 Suppl earn w h Format Refer to previous sections for descriptions of these fields 131 Passport Business Solutions 7 Minimum wage Refer to previous sections for descriptions of this field Format 99 999 Example Press lt Enter gt 8 through 13 Exemptions Specify which types of pay is exempt from city tax Exemptions are entered for city tax codes in the same way as already described for the federal tax The rows are the same but there is only one column The table for city tax is as follows Define exemptions C1TY w H 8 Regular pay 9 Overtime pay 10 Special pay 11 Holiday pay 12 Sick pay x
482. ort Business Solutions Supplemental Benefit A supplemental benefit is an amount contributed by the employer to a fund from which employees generally have a right to benefits only upon layoff and after meeting eligibility requirements Supplemental benefit funds are used to augment state unemployment insurance In the Payroll system supplemental benefits are calculated and reported only No G L distributions are made as a result of these calculations Supplemental Earning Supplemental earning is a special category of earning such as a commission or bonus that is usually taxed at the supplemental rate specified in federal and state tables Transactions As used in accounting transaction means a business event involving money and goods or services For example a transaction occurs each time you fill your gas tank you pay money in exchange for gasoline goods Because computer software deals primarily with business events which have already taken place in the Passport Business Solutions software the word transaction means the record of a completed business event involving money and goods or services The records of sales made and payments received are examples of transactions from the accounting area called accounts receivable The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable The records of quantities of goods received or sold are transa
483. ort format You can change these if desired from Field number to change Otherwise enter the file name and extension The Federal W 2 magnetic media report is W2REPORT There is no extension The 1099 MISC magnetic media report is IRSTAX There is no extension Eight characters for the file name t i Kynni 3 characters for the extension Example No example is given 5 Record size If you entered a report format code in Field 1 this field is displayed for you and cannot be changed If you did not enter a report format code enter the record size for the report file The record size for the Federal W 2 magnetic media report is 128 and for the magnetic 1099 MISC report it is 420 Format 999 Example No example is given Note Do not include carriage return and line feed characters at the end of each record as part of the record size 6 Record is followed by CR LF If you entered a report format code in Field 1 this field is displayed for you and cannot be changed If you did not enter a report format code answer Y if the report file has carriage return and line feed characters after each record Answer N if it doesn t 405 Passport Business Solutions Neither the Federal W 2 magnetic media report nor the magnetic 1099 MISC Note report have carriage return and line feed characters after their records Format One letter either Y or N Example No example is given 7 Starting column and 8 Ending co
484. ot exceed the of rows on the form 465 Passport Business Solutions Ezz 12 Use preprinted forms If this report format is used with preprinted forms answer Y otherwise answer N If you answer Y you are prompted to mount preprinted forms on the printer when you use this format to print your report Format One letter either Y or N Example Type Y Field number to change The screen should now appear as Make any desired changes then press lt Enter gt to return to the Quarterly report formats Enter menu 466 Passport Business Solutions QUARTERLY REPORT HEADER AREA Here you choose which payroll information fields you want to print in the header area of your report You can also enter text to print in the header area of the report When you select a field to print you are not selecting the title of the field to print only the actual information to print For example if the field is Employer name and the information in the field is XYZ Company you are selecting to print XYZ Company not the Employer name title If you want to print a title on the report you must specify a piece of text to print This is explained in detail below Select Header area from the Quarterly report formats menu Quarterly report formats Header area XYZ Company Format 11 Example Format Header area rows 1 through 17 1 Fiela Aval lable fields used Description Fid Description
485. ot you use sub accounts and cost centers Valid G L Accounts file The number and description from your G L Chart of Accounts for each G L account used in Payroll activity must be entered in this file This includes your wage tax and deduction accounts and any other cash checking accounts that you use in PR Cash Accounts file This file contains a list of all your cash accounts including those used by the Passport Business Solutions Accounts Receivable Accounts Payable Check Reconciliation and Payroll These accounts must also exist in the Valid G L Accounts file and the Chart of accounts file PR Control file This file contains control information that defines the method you use to process your company payroll This information changes or controls some of the features of the Passport Business Solutions programs For example part of this control information determines whether you want to manually distribute wages to G L accounts when you make payroll entries Tax Code Table file This file allows you to maintain your own tax tables for federal state and local if any taxes and related payments The functions for maintaining these tables are easy to use but do require 16 Passport Business Solutions that you supply the correct numbers You may want to get help from your accountant in setting up your tax tables Deduction Code file In this file you define all the voluntary deductions and miscellaneous earning
486. other transfers of the Software are permitted without the prior written consent of Passport Software Inc Licensee shall not export or re export directly or indirectly including via remote access the Software Documentation or other information or mate rials provided by Passport hereunder to any country for which the United States or any other relevant jurisdiction requires any export license or other governmental approval at the time of export without first obtaining such license or approval from Passport It shall be Licensee s responsibility to comply with the latest United States export regulations and Licensee shall defend and indemnify Passport from and against any damages fines penalties assessments liabilities costs and expenses including reasonable attorneys fees and court costs arising out of any claim that Software Documentation or other information or materials provided by Passport hereunder were exported or otherwise accessed shipped or transported in violation of applicable laws and regulations Licensee shall comply with all laws legislation rules regulations and governmental requirements with respect to the Software and the performance by Licensee of its obligations hereunder of any jurisdiction in or from which Licensee directly or indi rectly causes the Software to be used or accessed Inthe event that this Agreement is required to be registered with any governmental authority Licensee shall cause such registration to b
487. ou can have the report print in either pay period date P order or check date C order Format One letter either P or C The default is P Example Press lt Enter gt 8 Purge file Answer Y if you want to purge the Payroll History file of information for the range of dates and employee numbers that you have specified above Although purging is necessary if file space is not to grow indefinitely great caution should be exercised not to purge information which you still need Purged information is no longer available for printing In particular e Ifyou use the PBS Check Reconciliation The Payroll History file is used to transfer your payroll checks to your checkbook Do not purge checks which you have not yet transferred Refer to the Get Checks chapter in the C R User Manual e Do not purge if you answer P to Field 7 above Some fields in magnetic media report proc essing for example employees covered by unemployment insurance for month 1 through 3 use the Employee History file to check if an employee was employed at a specific period in time If the records are deleted then this feature is not available e If commissions are paid by separate checks rather than the regular payroll be sure not to purge the history until commissions have been paid for it For example if commissions earned October through December are to be paid on January 15 wait till then before purging those months Format One letter either Y or N The d
488. ou have no workers and no wages for the reporting period Answer N to not report file totals when you have no workers and no wages for the reporting period Format One letter either Y or N Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows extended date fields This special entry window displays for e Any extended employee or employer date field Select date format to use for this extended field Options Select which date format to use for this field Your choices are 1 YYMMDD 4 YY only 2 MMDDYY 5 MM only 3 DDMMYY 6 DD only Format One digit from the list above Example Does not occur in this example 512 Passport Business Solutions Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows employee report name sequence This special entry window displays for the following field e RF 031 Employee report name sequence Some magnetic media formats need to know how employee names are reported either as First name first or as Last name first This field allows this information to be reported Employee names are reported First name first Enter the code which indicates that employee names are reported as First name first Format One character Example Does not occur in this example Employee names are reported Last name first Enter the code which indicates t
489. ou have to enter only one of these Currently federal withholding requires the number of exemptions only When entering the number of exemptions up to two digits are allowed If you enter 99 exemptions this means that the withholding tax calculations are not to be made When an employee has 99 exemptions the only tax that is withheld is that specified as an added tax amount Refer to the discussion of added withholding tax following in the State tax credit field 157 Passport Business Solutions Federal exemptions FWT Exemptions Enter the number of federal withholding tax FWT exemptions claimed by this employee or press lt Enter gt to default to zero Format 99 Example Type 4 FWT Exemption Enter an additional dollar amount if needed Format 99999 99 Example Press lt Enter gt to skip this field Added FWT An additional amount may be withheld from the paycheck at the employee s request over and above the calculated amount of the tax There are three ways of entering this information e As a percent of the taxable gross pay that is to be added The caption displayed is percent e Asa flat dollar amount The caption displayed is amount It is treated as the amount of addi tional tax withheld per pay period You can enter up to 7 figures including 2 decimal places e As a surcharge The percent of the calculated tax is added to the calculated tax to arrive at a final tax amount The caption
490. ount required You are required to create 1099 magnetic media for all non employees who earned more than this threshold Enter the threshold amount for annual gross non employee earnings or use the option lt F2 gt For the default of 600 Format 99999999 99 Example Select lt F2 gt for default Field number to change Make any needed changes Press lt Enter gt to create the file Processing Magnetic 1099 s You are asked for the printer on which the Magnetic 1099 Exception Report is to be printed This is an audit trail report and may not be directed to the monitor but may be spooled to disk The 1099 MISC forms are then written to the disk drive selected The screen displays the number of the payee whose 1099 MISC form is being written out While Processing Is Occurring As 1099 forms are written to disk the program checks the taxpayer identification number TIN state code and zip code for each payee getting a 1099 If the program finds an error the information for that payee is reported on an exception report This enables you to get the TIN state code or zip code for each payee who appears on this report quickly corrected If the program finds any errors the IRSTAX File containing your 1099 reports is not produced All errors must be corrected before the program produces this file Magnetic 1099 s Completed Processing Under Windows If you selected a hard disk enter DONE at this point Under Linux UNIX You will
491. our report 50 Empr medicare 12 999999 99 This prints the grand total of employer medicare contributions for all employees printed on your report 51 Earned income credit 14 9999999 99 This prints the grand total of earned income credit for all employees printed on your report 52 FWT 16 999999999 99 This prints the grand total of FWT for all employees printed on your report 53 FUI 12 89999899 This prints the grand total of FUI for all employees printed on your report 54 Emp 401 k ded 16 999999999 99 This prints the grand total of employee 401 k deductions for all employees printed on your report 55 Empr 401 k ded 16 999999999 99 This prints the grand total of employer 401 k deductions for all employees printed on your report 56 Base weekly wage 6 999 99 This prints the base weekly wage entered in Tax tables for this report s state tax code selected when you run the report 57 FUI maximum wages 9 99999 99 This is the maximum employee annual wage amount upon which FUI is assessed You entered this for the Federal unemp max wages field in the Federal tax table using the Tax tables function 58 FUI percent 609 Passport Business Solutions 599 99 This is the percentage at which FUI is calculated also from your Federal tax table 59 SUI max wages 9 99999 99 This is the maximum employee annual wage amount on which SUI is assessed You entered this for the SUI
492. ously entered in this field will be deleted 9999999 99 for dollar amount Format 99 99 for percent 99999 99 for rate Example Press lt F2 gt Start date Enter the date when the ACH direct deposit process is started for this employee s bank account This field is used when you run the Pre note ACH File and Report utility You can automatically update the pre notification status from pre note to normal based on the date entered in the utility Cut off date field If this date is before the cut off then the status is changed Format MMDDYY Example Type 70697 If you are using PBS Check Reconciliation during the transfer of checks direct deposit amounts are transferred as a direct deposit ACH type and not a check type There is a transaction number rather than check number associated with the ACH direct deposit payment The transaction number is incremented based on an entry for the corresponding Cash account Note Report Only Method Description The following options are available if you selected the Report only method for direct deposit in Payroll Control information The available options depend on the entry in Direct Deposit direct deposit description fields Enter the first 1 or 2 option to deposit all or part of this employees pay The Options second option is only available if you have entered more than one direct deposit account with description in Control information Format Drop down list box Exam
493. oyees Enter for employees participating in Direct Deposit processing This field is on the General tab When you set up each bank account information for the first time or change it at any time it will default to a pre notification status Please see the Pre note field in the Employees chapter for more information 664 Passport Business Solutions Step 5 Send ACH File to your Bank You may create an ACH file with the pre notification ACH records by running the Pre note ACH file amp report found under the Utility menu You may read about the Pre note ACH File and Report in the Employees chapter Send the ACH file to the processing bank per your banks submission requirements For ACH file location information read the File Name Path and Backup section later in this appendix Step 6 Employee Setup following Pre Notification Update Pre note Status After the ACH file employee pre notification bank information has been determined to be satisfactory by the processing bank you can either update the employee s bank account status to normal manually through Employees direct deposit fields located on the General tab or you can run the Pre note ACH file and report again which has an option to update one or more employees from the Pre note status to the normal status Also see the Pre note ACH File and Report section in the Employees chapter Normal Direct Deposit Check Run With a Direct Deposit normal status the employee
494. oyees by name lt Enter gt To order employees by employee number If you enter the first segment of the field number as EF then instead of entering the second segment you can use the option lt FI gt To display a list of employee fields If you enter the first segment of the field number as EX then instead of entering the second segment you can use one of the options lt Ctrl gt lt F1 gt DOS Networks Window To display a list of employee 399 Passport Business Solutions extended fields lt F3 gt To display a list of employee extended fields If you choose to display a window of either the regular or the extended fields all of the fields are displayed in a scrollable table one column wide The current field is highlighted Use lt Up gt lt Down gt lt PgUp gt lt PgDn gt lt Home gt and lt End gt to move to the desired field Alternately you can press to enter a field number directly The table will scroll to that point Either way when you have selected the desired field press lt Enter gt to select it Two characters EF or EX first segment Poema 999 second segment Example No example is given 15 Did you pay wages for this reporting period Answer Y if you paid wages for the reporting period Answer N if you did not pay wages for the reporting period Format One letter either Y or N The default is Y Example No example is given 16 Did you have workers for this reporting p
495. p OST 2 liability acct Options Enter the appropriate account number lt F5 gt For variable cost center F Your standard account number format as defined in Com ormat pany information This field is skipped because you entered zero for Field Example 35 125 Passport Business Solutions 39 Empr OST percent The previous eight fields allowed two additional state taxes to be defined OST 1 amp OST 2 These taxes are deducted out of an employee s pay check and are referred to as employee paid In addition this field and the next three fields allow you to define an additional state tax which is employer paid Like OST 1 and OST 2 when you enter a percent you can also enter a 15 character description for this Empr OST tax Enter the appropriate percent for your situation followed by a description Format 99 9999 Example Press lt Enter gt Description If you have entered a non zero amount for this other state tax enter a description to correspond Format 15 characters This field is skipped because you entered zero for per Example cent 40 Empr OST annual max wages or 40 Empr OST weekly max wages Entry for this field is handled in the same way as for the annual maximum fields for OST 1 amp OST 2 above Enter the annual wage maximum If no maximum applies then press lt Enter gt to set this field to zero Options Initially this allows entry of an annual maximum but the opti
496. percase Example 847 555 1212 31 Pref method of problem notification Enter Ito be notified by Email Internet or Enter 2 to be notified by the U S Postal Service Format One number either 1 or 2 Example Type 1 539 Passport Business Solutions 32 Preparer code Options Enter one of the preparer codes that indicate who prepared this file or select the default option A Accounting firm L Self prepared default S Service bureau P Parent company O Other Format 1 character either A L S P or O Example Press Enter 33 Software vendor code This is a display only field and indicates that Passport Software is the software vendor Field number to change Make any desired change Note the absence of lt F3 gt You can not delete the RA record you can only change it 540 Passport Business Solutions maA ENTERING RE EMPLOYER S INFORMATION This section explains how to enter the RE employer s information fields You must first enter the RA record before you can enter the RE record Two screens are required You begin by specifying whether you want to work with RA Submitter information or RE Employer s Information You can then use the second screen to access Press lt Esc gt from the second screen to return to the first screen Press lt Esc gt from the first screen to the main menu Select Jurisdictions from the Master information menu Th
497. ping a deduction or earning code You may also use the up down arrows Page up Page down Home and End keys to locate a deduction or earning The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys The deductions and earnings that display in the list box are available for changes or deletion The fields for the selected deduction or earning display in the lower part of the screen The tab that displays depends on the type selected When a deduction or earning is found you may select the lt Enter gt key or Edit button to start editing Deductions and Earnings Buttons You may select a button for adding editing or deleting an employee 68 Button New Delete Edit Save Save New Cancel Exit Passport Business Solutions mA Keyboard Alt n Alt d Altte Altts Alttw Alttc Alttx Character Mode Description To enter a new deduction or earning To delete the deduction or earning selected in the list box To edit the deduction or earning selected in the list box To save a new deduction or earning or changes to an edited deduction or earning Same as Save button plus the New button To cancel adding or editing a deduction or earning To exit the screen You may also use the lt Esc gt key In character mode the following screen displays 69 Passport Business Solutions ENTERING DEDUCTIONS EARNINGS This screen lets you work with both new and existing
498. played for the following fields e EF 027 Hire date MMDDYY e EF 028 Hire date month MM e EF 029 Hire date day DD e EF 030 Hire date year YY e EF 035 Termination date MMDDYY e EF 036 Termination date month MM 505 Passport Business Solutions EF 037 Termination date day DD e EF 038 Termination date year YY Hire and termination dates are not required fields when entering an employee record This special entry field allows you to specify the text to use when the hire or termination date has not been entered Fill text Enter the text to replace the hire or termination date shown in the title of the window when that field has not been entered Usually this replacement fill text is blank A number of characters up to 40 equal to the length of Format this field as shown by the beginning and ending position Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows hire termination dates this quarter This special entry window displays for the following fields e EF 031 Hire date if this quarter e EF 032 Hire date if this quarter MM e EF 033 Hire date if this quarter DD e EF 034 Hire date if this quarter YY e EF 039 Termination date if this qtr e EF 040 Term date if this qtr MM e EF 041 Term date if this qtr DD e EF 042 Term date if this qtr YY Hire and termination dates are not required
499. plays as follows P Control information Company 00 XYZ Company heme File Options Tools Help New Edit Save Save New Cancel Delete Exit General Options Direct deposit Employer Nme o Address 1 Addes 0 S S Address 3 Hourly payroll calulation Yearly payroll calculation Hours in dy Hours in month Yearly days Yearly semi months Hours in week Hours in quater Yearly weeks Yearly months Hours in bi week i Hours in year _ Yearly bi weeks E Yearly quarters E Hours in semi month Oo Optional encryption of social security number and employee s bank account Encrypt data files run encrypt script from the command prompt to change this field Use encryption mask Encrypt export files lt F5 gt Extended employer information In character mode the first screen displays as follows Control information XYZ Company Employer name a e Address 1 Address 2 Address 3 Hours in day Hours in week Hours in bi week Hours in semi mon Hours in month Hours in quarter Hours in year Dovan AWNH ee 12 Yearly days 13 Yearly weeks 14 Yearly bi weeks 15 Yearly semi mons 16 Yearly months 17 Yearly quarters Employer Enter the following information 40 Passport Business Solutions Name Enter the employer name This name and the address entered below will be printed on the year end W 2 forms and the Quarterly Payroll Report Format 25 characters Example Type XYZ Compan
500. ple This subfield does not appear in this example Commas Numeric field only Answer Y if commas are to appear in a number when it displays or prints Commas appear at every third digit For instance Y means that an entry of 1234 will display and print as 1 234 N as 1234 Format One letter either Y or N Example This subfield does not appear in this example Negatives Numeric field only Answer Y to allow negative number entry If you answer N then negative numbers are not allowed Zero entry is always allowed Format One letter either Y or N Example This subfield does not appear in this example Default All types Enter the default which you wish to appear in the field during data entry When you are defining a new extended field do not assume that the default is propagated into every occurrence of that employee or into the single occurrence of the employer It is still necessary to update each record individually however the operator can ratify the default merely by pressing lt Enter gt Once a non blank value has been entered into a field that value not the default displays in that field the next time that employee or employer entry is viewed Options Date field only You can use the option During data entry the current system date displays as a the default Any text consistent with the defined format and length of Format the field for instance MMDDYY for a date Defaults are optional and can
501. ple Does not happen with this example Type amount Enter the amount to be directly deposited There are four ways of doing so 168 Passport Business Solutions per period As a flat dollar amount per pay period percent As a percent of the gross per hour As arate per hour Balance of check For the balance of the net check Initially the per period method is assumed If Balance of check is used a check is printed for 0 00 This check is marked as Void The check is printed so that you can give the stub to the employee If you are using PBS Check Reconciliation the void check is transferred to Check Reconciliation along with other payroll checks when you run Transfer checks deposits in the Check Reconciliation module 99999 99 for dollar amount Format 99 99 for percent 99999 99 for rate Example Press lt F2 gt Bank acct This field displays only if direct deposit has been specified in Control information as the report only method The bank account number cannot be entered if unchecked the Direct Deposit field Otherwise enter the employee s bank account number This will appear on the Direct Deposit Register 17 characters if Electronic payment direct deposit method and 20 if Report only Example 999999999 Format Fixed Deductions This tab provides fields for the fixed deductions entries 169 Passport Business Solutions General Wages Rates Taxes Exemptions Fixed deductions Deduc
502. ple Select lt Space bar gt for Check mark Electronic Payment Method These options are only available if you selected Electronic payment method See Character mode if that applies Graphical Mode If you selected Checked the box you may enter the direct deposit accounts To enter the accounts select Direct deposits from the Options menu A screen displays that looks like the following 163 Passport s Business Solutions E Direct deposit accounts Company 00 XYZ Company Fie otes Tools Help New Edit Save Save New Delete Cancel Exit Select employee direct deposit Bank code Bank account Account type Prenote Calculation method Amount Start date Electronic direct deposits Employee 2 Levine Susan M Soc Sec 543 54 8795 Bank code zz Al e Bank account Account type Checking Pre note V Calculation method Per period v Based on S Amount o Start date 1270772009 lt F1 gt Next bank code lt SF1 gt Previous bank code If you have not entered any accounts the screen will display like above If you have entered some accounts they display in the list box at the top of the screen The details for the first account displays in the fields below You may enter up to 15 bank accounts per employee In the list box you have the following options to locate an existing employee lt F1 gt or lt Down For the next account on file arrow gt lt SF1 gt or
503. ployment insurance SUI contribution for this adjustment or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero 317 Passport Business Solutions Employer other state tax OST Options Enter the amount of employer paid other state tax Empr OST or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Supplemental benefits Options Enter the amount of supplemental benefits for which the employer is liable as a result of this adjustment or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Workers compensation Options Enter the amount of the workers compensation premium for this adjustment or use the option lt F2 gt For the calculated amount Format 999999 99 Example Press lt Enter gt for zero Net pay Options Enter the amount of net pay paid to this employee or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Type 2500 318 Passport Business Solutions Two conditions can prevent you from proceeding e The net pay is not zero and yet no check number was given in the Check field e The net pay as entered does not agree with that calculated In both cases an error message will explain the problem and you can back up to the previous screens to correct the error It may
504. port Record types in order of appearance in the report File header 1A iD 1E A B Group header Not applicable C Intermediate header Not applicable D Employee W 1S E Intermediate total 1l F Group total Not applicable File total 1 iF 1 Record class 2 Record type 3 Record description Enter A G lt F1 gt next record type lt SF1 gt previous ecord type For each record class lettered A through G on the screen the record types already specified for this format in General appearance are listed It will be recalled that there can be up to ten for each class From this screen you can work with both new and existing record types for this report format provided that they are among the record types listed in A through G of the screen itself There is one exception If the General appearance selection has been utilized to eliminate a record type from the format after that record type has been defined in Record formats then that record type is accessible even though it does not appear on this screen The only thing you can do with it after it has been accessed is to delete it Enter the information as follows 1 Record class Options Enter a record class A through G as shown in the above screen or use the option lt F1 gt For the next existing record format entry of any class lt SF1 gt For the previous entry Format One letter from A to G Example Type A 2 Record type Options Enter the
505. port Software Inc and some portions of the Software are copyrighted by AcuCorp Inc a Micro Focus Inter national PLC company All rights reserved Passport and its third party licensors retain all proprietary and intellectual property rights in the Software and Documentation and in any trademarks affixed to the Software or the Documentation Licensee shall not take any action inconsistent with such title and ownership Licensee shall not alter or remove any printed or on screen copyright trade secret proprietary or other legal notices contained on or in copies of any Software or Doc umentation LICENSEE ACKNOWLEDGES AND AGREES THAT THE SOFTWARE MAY CONTAIN CODE OR REQUIRE DEVICES THAT DETECT OR PREVENT UNAUTHORIZED USE OF THESOFTWARE Licensee shall notify Passport immediately in the event of unauthorized pos session or use of Software or Documentation Licensee is not permitted a to decompile disassemble reverse compile reverse assemble reverse translate or otherwise reverse engineer the Software b to use any similar means to discover the source code of the Software or to discover the trade secrets in the Software or c to other wise circumvent any technological measure that controls access to the Software Updates to the Software made available to Licensee through the Passport Update Programs shall be treated for all purposes as Software under this License and all intellectual property rights therein shall be retained by Passport i
506. ported tips subject to social security tax The term insurance premium amount is obtained from the Employee record 56 Soc sec tips emp amt N 8 2 Y Y This is the total of tips reported by an employee that are subject to the employee portion of social security tax 57 Soc sec tips empr amt N 8 2 Y Y 628 Passport Business Solutions This is the total of tips reported by an employee that are subject to the employer portion of social security tax 58 SS wages amp tips emp amt N 8 2 Y Y This is the sum of earnings and reported tips subject to the employee portion of social security tax It does not include the employee s term insurance premium 59 SS wages amp tips empr amt N 8 2 Y Y This is the sum of earnings and reported tips subject to the employer portion of social security tax It does not include the employee s term insurance premium 60 SS wages tips amp ins emp amt N 8 2 Y Y This is the sum of earnings and reported tips subject to the employee portion of social security tax It also includes the employee s term insurance premium 61 Soc sec tax emp amt N 5 2 Y Y This is the employee s portion of social security tax on earnings for the reporting period 62 Soc sec tax empr amt N 5 2 Y Y This is the employer s portion of social security tax on an employee s earnings for the reporting period 63 Medcr wages emp amt N 8 2 Y Y This is the total of a
507. printed forms that are available as continuous forms for use in your printer The general format for these pre printed forms typically consists of a Header area in which employer information is printed an Employee area in the middle area of the report where a list of employees and their wages are printed and a Totals area at the bottom of the page where the wage totals are printed This selection can be used to design almost any quarterly payroll report that conforms to the general format described above Wage Report Definitions First here are definitions of some terms used in this chapter to describe the report formatting process The field location grid is a set of vertical and horizontal lines of numbers that you can print on your preprinted report form to aid in positioning information so that it matches up horizontally and vertically with the titles and lines already on the form The report layout worksheet is a set of numbered vertical and horizontal lines that you can print on a blank sheet of paper to create your report from scratch layout is an alternate term used interchangeably for format In either case the basic concept is Line or row Number of print lines down from the top margin Column Number of spaces to the right of the left print margin Location Row and column of the printed information on the page Wage Report Format The report format consists of three areas 1 Header 2 Employee 3 To
508. quired for direct deposit processing initials your integrated interface to general ledger intermediate headers 372 372 256 80 286 16 39 413 194 40 138 187 440 212 428 47 54 59 662 28 13 576 intermediate totals introduction to deductions and earnings jurisdictions positive pay fields positive pay forms J jurisdictions introduction to K key words and concepts L labels printing employee laser printers for checks using laser printers for direct deposit mailers using layout worksheet leave report employee ledger account general ledger general ledger interface to general ledger manual distributions to general line fields positive pay line or row 577 67 532 670 549 532 209 270 274 457 342 5 5 13 320 672 453 Linux magnetic 1099 forms and UNIX 443 or list available fields 581 xi of deductions earnings printing printing positive pay forms printing tax tables list headings available fields list of extended fields printing a list printing time worked edit lists printing adjustments edit literal fields positive pay location location grid log printing an employee change longest field size longest form Lookups help and M M meals code Type mag media quarterly report file location magnetic 1099 forms magnetic 1099 forms and UNIX or Linux magnetic 1099 forms and Windows magnetic 1099 s completed processing magnetic 1099
509. r Each file consists of three information groups Header Check lines and Totals Header is the first line s of the file There is usually one line per file This may contains information about your company your bank your bank account number and more Check lines are written under the header line There will be as many check lines as there are checks printed In other words there is one line per employee being paid on the check run Totals are written usually as the last line of the file The fields that are available are similar to the header fields Normally payment amount totals are included in this record type 550 Passport Business Solutions ENTERING POSITIVE PAY FILE FORMS An unlimited number of positive pay file forms can be defined with this selection Positive pay forms allows you to select most of the fields from the employee and time transaction files Select Positive pay forms from the Master Information menu The following screen displays Master information Positive pay forms XYZ Company Form ID L__J Description File type File format Width Include voided checks Void format NOUDAWNR lt F1 gt next form lt SF1 gt prev form On this screen you identify the positive pay form with an ID type and description You also define its general appearance From this screen you can work with both new and existing forms If a form exists for the form ID and type you spec
510. r the new wording You can also change the Suppress information by selecting Field 5 and entering a new answer or new field number To change the row or column in which the text starts enter its current row and column numbers Then select Field 2 or 3 and enter the new row or column number Press lt Esc gt at Field number to change to leave the TENDIS text unchanged Next you learn how to change the location and appearance of a field that you have previously selected to print on your report Modifying Fields Sometimes you need to change the appearance or print location of a field that you have already selected to appear on your report This section tells you how to change a field s appearance change its location delete it or print it in additional locations on the report The first step is to select the field that you want to modify by entering its number in Field 471 Passport Business Solutions maA Exam ple Type 1 to reselect the Employer name field The following screen displays The field usage window shows how many times that you have used this particular field in your report and where you have used it You can use each field up to four times In this example Employer name has been used only one time in row 7 column 14 The next step is to select which usage of the field you wish to modify by entering its row in Row then its column number in Column Example Enter 7 for Row then enter
511. r each field in turn The cursor then drops to the first column of the next row and continues to move to the right after each answer Fill the entire table this way In change mode you can change any one row independently of the others but you must enter each column of the row In add mode the cursor moves successively through all the rows and columns The row descriptions for state and city are the same as for federal but the column headings vary for each tax authority The federal column headings are shown above State and city column headings will be described in a later section of this chapter One character for each exemption either Y or N In add t Forma mode you can press lt Enter gt for N Example Enter N for each field 102 Passport Business Solutions fez Field number to change Options Make any desired changes In change mode you can also use one of the options lt F1 gt To display the next code lt SF1 gt To display the previous code lt F3 gt To delete this tax code Do this only when the code is no longer assigned to any employee Press lt Enter gt to view the second screen Examples for this screen relate to past tax years For the correct values for Note the current year consult with your accountant Refer also to IRS Circular E Enter the following information 14 Employer soc sec pct Enter the employer s share percent of social security tax Format 99 99 Example Type
512. r example all states have employer identification numbers for unemployment insurance reporting These ID numbers are not the same as state income tax ID numbers for which a field is provided in each state s tax code record By using an employer extended data field both ID numbers can now be recorded for use with state magnetic media reporting 657 Passport s Business Solutions Implement Positive Pay and Direct Deposit This appendix contains the following topics 658 Passport Business Solutions GETTING STARTED There are three ways of handling employee s payroll Writing a check and providing it to the employee This is the traditional method and has been in PBS RealWorld for many years Positive Pay Processing Write checks provide them to the employees and you also notify your bank of the checks that are expected to clear The positive pay file is generated during a check run You transmit this file to your bank If a check is received by your bank that is not in the positive pay file then the bank will not clear the check Direct Deposit Processing In lieu of writing checks create a file of a specific format that you send to your bank Your bank then deposits the pay amounts directly into the employee s bank accounts Both Positive Pay and Direct Deposit processing can be used at the same time in Payroll If you are using both there can be a combination of some employees receiving payments via ch
513. r number 623 Passport Business Solutions Fill text can be entered for this field which is used when the hire date has not been entered This allows reporting blanks for this field when a hire date has not been entered for the employee 30 Hire date year YY N 2 Y This is the year of the employee s hire date It is reported as a two digit integer number Fill text can be entered for this field which is used when the hire date has not been entered This allows reporting blanks for this field when a hire date has not been entered for the employee 31 Hire date if this quarter D 6 Y This is the date the employee was hired It is reported in MMDDYY format as a six digit integer number Fill text can be entered for this field which is used when the hire date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported 32 Hire date if this quarter MM N 2 Y This is the month of the employee s hire date It is reported as a two digit integer number Fill text can be entered for this field which is used when the hire date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported 33 Hire date if this quarter DD N 2 Y This is th
514. r stock purchase plans if they have an exercise price less than the fair market value of the underlying stock and offshore rabbi trusts which will be taxed immediately The law explicitly says that the new rules do not apply to qualified compensation arrangements such as pension or 401 k plans and bona fide vacation leave sick leave compensatory time disability pay and death benefits Refer to the IRS publications on reporting 1099 s for more information 3 Section 409A Non qual comp plan income box 15B This field is for reporting the section 409A non qualified compensation plan income amount For more information see the previous field and refer to IRS publications on reporting 1099 information Enter the dollar amount Format 9999 999 99 Example Press lt Enter gt Field number to change Options Enter the field number for which you want to change an amount of use the option To delete the entry this is only available if the selec lt F3 gt Ka tion had previous been saved To save a new record save the changes or retain the lt Enter gt ie existing record 439 Passport Business Solutions PRINTING 1099 INFORMATION This option prints 1099 information for each non employee on file If you have no entries in Employees with the employee type non employee skip this section We recommend that you run this selection and review the resulting report before producing the 1099 forms either
515. r the regular hourly pay rate for this employee If the employee type entered is S salaried the regular rate is calculated as the salary entered in Field 20 divided by the number of hours in the employee s pay period The pay frequency that defines the pay period was entered in Pay frequency field The number of hours in the pay period was entered in the PR Control File through Control Information Options Enter the employee s regular rate or use the option lt F2 gt For the calculated rate shown where applicable 149 Passport Business Solutions Overtime rate If the employee type entered is S salaried the overtime rate is automatically calculated and is equal to the regular rate Field 21 times the overtime factor specified in the Control information If the Employee type is entered is Hourly or Non employee you can press lt F2 gt to have the overtime rate calculated from the regular rate times the Overtime pay factor field entered in Control information Format 99999 999 Example Press lt F2 gt to accept the calculated rate Options Enter the employee s overtime rate or use the option lt F2 gt For the calculated rate shown where applicable Format 99999 999 Example Press lt F2 gt to accept the calculated overtime rate Special pay 1 An employee can receive different pay for various work or different pay for various shifts An employee can have up to three default special pay rate
516. r with standard pin feed holes on the sides or laser label sheets for laser printing There must be exactly one inch vertically from the top of one label to the top of the next label Labels can be either one across one label wide or two across two labels side by side 3 1 2 X 15 16 labels are recommended If two across labels are used the best results are obtained when there is a 1 10 space between 3 1 2 X 15 16 labels 4 X 1 butt cut labels can also be used Butt cut labels have no space between labels For a laser printer you can use any one of the following label sizes e 4 inches wide by 1 inch high 20 per page e 4 inches wide by 1 1 3 inches high 14 per page e 4 inches wide by 1 1 2 inches high 14 per page When printing employee labels on a laser printer you are asked to choose one of these labels sizes Select Employee labels from the Reports Employee Employer menu The following screen displays 1 labels per employee Options Enter the number of labels to print for this employee or use the option lt Enter gt To get a count of labels without actually printing them 209 Passport Business Solutions Format 9 Example Press lt Enter gt 2 Print by employee s Enter either 1 for by employee name or 2 for by employee number Format 9 Example Type 2 Starting employee number and Ending employee number Enter the range of employee numbers for this label printing Format 999999
517. ral tax return This prints the earned income amount for all payroll checks posted for each employee for the quarter specified on your report 50 Weeks worked 7 99 99 This is the number of weeks for which the employee has been paid for the quarter specified on your report 51 Base weeks 7 99 99 This field only has meaning for states that specify a base weekly wage Base weeks are kept for tax codes for which you have entered in Tax tables a Base wkly wg for Qtr Rpt of greater than zero Base weeks is the total number of weeks in the quarter in which the employee received an average weekly wage computed per pay period that equals or exceeds the base weekly wage specified by that state 52 Page 3 999 This prints the current page number on each page of your report This field prints only once in the Employee area in row 1 and in the column that you specify It is included as an Employee area field because some states e g Oregon as of 1990 require it to print in the left margin of their employee wage reporting forms adjacent to the first employee item 53 Total of pages 3 999 This field prints the total number of pages on each page of your report This field prints only once in the Employee area in row 1 and in the column that you specify It is included as an Employee area field because some states e g Oregon as of 1990 require it to print in the left margin of their employee wage reporting forms adj
518. rameter in conjunction with field RF 031 Employee report name sequence to provide this notification to your state Format One letter either F or L Example No example is given 14 Report employees in order by Enter which employee field you want the report to be sorted by Each field has a number and these are listed in the State Magnetic Media Report Fields Appendix of this manual The format of a field number consists of a prefix EF or EX followed by am arbitrary number The prefix indicates whether this is a regular or extended field respectively All of these fields are in the Employees selection Recall that extended fields are user defined Employees are sorted on this field within the Group ordered by field specified in the report format s General appearance screen Upon entry of a valid field number its name displays alongside Options To avoid looking up the appendix you can use one of the following options These let you select the three most popular fields directly or to display a window from which you can select any field lt FI gt To display a list of employee fields lt F3 gt To display a list of employee extended fields lt F5 gt To order employees by social security number lt F6 gt To order employees by name lt Enter gt To order employees by employee number If you choose to display a window of either the regular or the extended fields all of the fields are displayed in a scrollable table one
519. rather than traditional pre tax elective contributions So starting in 2006 elective contributions come in two types traditional pre tax elective contributions elective contributions are also referred to as elective deferrals and designated Roth contributions Sect 403b Roth contr salary reduction W 2 box 12BB Enter the Roth contributions salary reduction amount Format 9999999 99 Example Press lt Enter gt 423 Passport Business Solutions See above for an explanation of Roth contributions HIRE act wages and tips Enter the Hire act wages and tips amount There may be an calculated amount in this field if you ran the HIRE Act List Update Format 9999999 99 Example Press lt Enter gt Any change Select Y to re enter the amount or N to accept the amount entered 424 Passport Business Solutions STATE AND FEDERAL USER DEFINED REPORTING This screen is viewed by answering Y to the question Enter change state W 2 reporting infor mation It allows you to report additional information in box 14 for this employee There can be more than one of these screens on file for an employee one for each state and one for federal information The following screen displays Year end ENTER STATE USER DEFINED INFO XYZ Company Employee 1 Palmer Edward W State code C Print OST 1 in W2 box 14 User defined W2 box 14 text 1 User defined 2 box 14 amount 1 Print OST 2 in
520. rcase either V G S N or P Example Press Enter 20 Third party sick pay indicator Options Answer Y here if you are a third party sick payer creating Magnetic W 2 form s for an insured s employee s 0 Non sick pay indicator 1 Sick pay indicator Format 1 letter either 0 or 1 Example Press Enter If you answer 1 here Third party sick pay in W 2 form box 13 will be marked on the W 2 forms unless superseded by an entry in W 2 information for an employee If you answer 0 here Third party sick pay in W 2 form box 13 will not be marked on the W 2 forms unless superseded by an entry in W 2 information for an employee Field number to change Make any desired change Note the absence of lt F3 gt You can not delete the RA record you can only change it 547 Passport Business Solutions Positive Pay File Forms This chapter contains the following topics Introduction to Positive Pay File Forms Form Deft ooo oe ech teense ea ceebeentiadeedebens Entering Positive Pay File Forms 2 0 2 2 Printing a Positive Pay Forms List 02 2 c0 2 0005 548 Passport Business Solutions INTRODUCTION TO POSITIVE PAY FILE FORMS This selection allows you to design a text file that may be used to send to your bank for positive pay following the printing of checks Before you start read the appendix Implement Positive Pay and
521. re that the amounts for each pool be calculated separately Fields 39 through 42 are provided for this situation The rate at which SUI is calculated and the maximum wage amount are set by the state government Generally there is a rate for new employers Once an employer has been in business for a length of time specified by the state this rate is changed to an experience rate which is generally lower than the new employee rate Consult with your accountant or state government for the right rate to use In some states an employee may also be required to contribute to SUI in which case use Fields 31 through 34 and 35 through 38 as needed Enter the appropriate rate at which you are being charged for state unemployment insurance Format 9 9999 Example Type 3 4 28 SUI maximum wages You use this field to specify the maximum annual wage subject to SUI This maximum is for each employee 121 Passport Business Solutions For example if an employee earns 26 000 per year and this field is set to 7 000 then only the first 7 000 of an employee s income is taxed At a rate of 3 4 the maximum annual tax is 238 If the employee is paid weekly then the employer is charged at the rate of 3 4 on 500 i e 17 00 weekly until the employee has earned 7 000 for the year For employees taxable by more than one state if the SUI reporting method Note field of Control information is set to Work state then each state s SUI
522. rect Deposit amounts are also printed Direct Deposit If you are using direct deposit for your employees pay a direct deposit register is printed after each check run This shows you the amount that will be transferred to the employee account s There are two types of direct deposit in Payroll Electronic ACH payment and Report only Electronic ACH payment is separately licensed where Report only is a standard feature in PBS Payroll Electronic Payment If you are using the PBS Payroll ACH Direct Deposit add on feature then during a check run your system will print mailer forms and create a direct deposit ACH file which may be trans ferred to your bank A Pre Notification feature provides a means of verifying an employee s bank account infor mation before you start directly depositing the employee s pay For setting up electronic payment direct deposit read the Implement Positive Pay and Direct Deposit appendix Check Reconciliation The Check Reconciliation C R module can be integrated with any or all of the Passport Business Solutions Accounts Payable Accounts Receivable and Payroll packages You can transfer information from these packages automatically into C R Using C R you can reconcile checkbooks periodically with bank statements and produce a reconciliation report a checkbook and a checking account activity report Both check and direct deposit payments are pulled into C R Direct deposit payments may be pr
523. red under section 457 of the Internal Revenue Service code It is a field required to be reported on Federal W 2 forms The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 128 Uncollected SS on tips N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field Uncollected social security tax on tips is a field required to be reported on Federal W 2 forms 129 Uncollected medicare on tips N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field Uncollected Medicare tax on tips is a field required to be reported on Federal W 2 forms The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 130 401 k deferral employee N 8 2 Y Y This field is the total of elective contributions made by an employee to a 401 k plan for the reporting period 131 401 k contribution employer N 8 2 Y Y This field is the total of employer matching contributions made by an employer on behalf of an employee to a 401 k plan for the reporting period 132 Deferred comp 403 b N 7 2 Y Y 639 Passport Business Solutions This field is included mainly for use on annual reports although it can be used as a quarterly fiel
524. rements There are several different tax authorities to whom taxes are due and with whom you as an employer are expected to file various reports on a periodic basis The primary tax reports you are expected to file are annual wage and tax statements to employees known more familiarly as W 2s The PBS Payroll module also allows you to pay non employee compensation which is generally reportable on form 1099 MISC Although as described above much of the information you must report is accumulated for you the full requirements of W 2 reporting go beyond the scope of the day to day operations of the payroll system W 2 First Screen To enable you to effectively use the payroll system for W 2 reporting this function allows you to record additional employee information in a temporary file so that it is available to the W 2 report ing functions The first screen contains information entry fields that correspond to the W 2 form by box number Refer to the IRS instructions for filling out W 2 forms for information on each of these fields The IRS instructions refer to these fields by referencing the W 2 box number Each field on the screen is followed by the corresponding W 2 box number Fields applicable for your Site Many of these fields may not be applicable to your situation In this case just press lt Enter gt for the field to set it to zero In fact after reviewing this screen and the next one which can be used for state information if
525. report Format 999999 at each field Example Press lt F2 gt at each field for a range of First through Last Select the lt Enter gt key or click on OK to print the report Select lt Exc gt or click on Cancel to not print When selecting the print a list of printers will display Select a printer 213 Passport Business Solutions PRINTING AN EMPLOYEE CHANGE LOG If use of change logs has been specified in Company information you are allowed to print the Employee Change Log The Change Log shows any changes or deletions to the Employee File It also prints the initials of the user who made the changes and the date these changes were made For security purposes only the last 4 digits print of the social security number print on the report The first five digits are replaced with asterisks Select Employee change log from the Reports menu You are asked Purge change log Answer Y if you want the Change Log File to be cleared or N if you want the change log information to remain on file If you answer Y a menu displays for you to select where to print the Change Log You do not have the option of displaying the report since you are purging the Change Log If you answer N the same menu displays with an additional option to display the log on the screen Follow the screen instructions Example Press lt Enter gt for N to not purge the change log 214 Passport Business Solutions PRE NOTE ACH FILE
526. requency specified in the Pay Sinter frequency field Format Drop list fat Since no 401 k type was selected for this employee this field is skipped 175 Passport Business Solutions Employer contributions Code This field cannot be entered if you unchecked the Employee 401 k plan field Otherwise if the employer provides a matching contribution to the 401 k plan then enter the code for the employer s portion of this plan This must have already been defined as a Employer matching contribution deduction type in the Deductions Earnings selection If no matching contribution is provided then press lt Enter gt Format Three characters Eugi Since no 401 k type was selected for this employee this field is skipped Amount This field cannot be entered if you selected None for the Employee 401 k plan field Otherwise enter the employer s contribution The mode of entry amount percent or rate must be the same for the employer as for the employee although the actual numeric value may be different 99999 99 for dollar amount Format 99 99 for percent 99999 99 for rate Since no 401 k type was selected for this employee this Example field is skipped Maximum This field cannot be entered if you selected None for the Employee 401 k plan field Otherwise enter the maximum annual amount for this employee of employer matching contribution to the 401 k plan The employer maximum annual amount o
527. ress lt Enter gt 19 Income from nonstatutory stock options W2 box 12V This field applies to income from exercise of nonstatutory stock options Follow the IRS W 2 instructions Enter the dollar amount or use the option Format 9999999 99 Example Press lt Enter gt 20 Empr contrib to Empe Health Savings Acct W2 box 12V This field applies to the employer contributions made to the employee Health Savings Account Follow the IRS W 2 instructions Enter the dollar amount or use the option Format 9999999 99 Example Press lt Enter gt Field number to change If this is a new entry the Check Marks for W 2 box 13 window described in the next section displays at this point Only after you have entered this window are you positioned at Field number to change If this is an existing entry you are positioned at Field number to change first and can view the window if desired Options In both cases make any needed changes or use one of the options lt F1 gt For the next W 2 entry lt SF1 gt For the previous W 2 entry lt F3 gt To delete this entry lt F6 gt To view W 2 box 13 To enter W 2 box 10 box 12Q 12Y and 12Z Also to ae view computed box 12 C 12D and box 14 420 Passport Business Solutions lt Enter gt then Y To enter change box 14 information The lt F1 gt lt SF1 gt and lt F6 gt options are available only if this is an existing entry The lt F6 gt and lt F7 gt
528. ributed manually In add mode the distribution screen displays automatically In change mode If you have changed any of the amounts to be distributed for instance the number of regular hours the distribution screen displays automatically Otherwise you are asked Do you wish to change distributions Answer N to terminate this entry or Y to view and possibly change the distribution screen If wages are distributed automatically the distribution screen occurs in neither add mode nor change mode That is the advantage of automatic distribution Pressing lt Enter gt terminates this entry and positions you for the next There are two formats for the distribution screen one for use when the PBS Job Cost is interfaced and one for use when it is not The former screen allows but does not require that some or all of an employee s pay be allo cated to one or more cost items of one or more jobs Otherwise the two screens function iden tically Distribution to jobs is never automatic so an employee s wages cannot be distributed to a job unless manual distribution has been specified for that employee Each screen will be discussed separately below In this example the employee is designated to have his pay manually distributed so a distribution screen displays This example assumes that Job Cost is not interfaced If Job Cost is Not Used Graphical Mode The distribution screen without Job Cost is 241 Passport s Bus
529. ribution or changes to an edited dis tribution Same as Save button plus the New button To cancel adding or editing an distribution To exit the screen You may also use the lt Esc gt key Enter the distribution information as follows Job number For a new distribution If this distribution is for a job this is the job number The job must be on file and its status must be active The job description and status display automatically upon entry of the job number Options Enter the job number or use one of the options lt F1 gt Blank Format To scan through the active jobs on file For a non job distribution The cursor moves to the dis tribution Type field Seven characters The last job number entered if any dis 326 Passport Business Solutions plays as the default Does not occur in this example because not using Job Example Casi Cost Item Options Enter the cost item This must be on file for the job and it must be a labor type cost item The cost item description is displayed automatically You can use the option lt FI gt To scan through labor cost items for the job Seven characters category Format 999 sub job not present in all cases 999 change order not present in all cases Does not occur in this example because not using Job Example Cost Type This is the distribution type which refers to the type of hours or pay being distributed on this line The
530. rinters When printing to a matrix printer and a Company information Type 6 Epson printer is selected it prints the upper stub and check only The bank account information will not print as per DDP Fmt 1 and DDP fmt 1 blank form You may experiment with other printer types as needed Options The format options are 57 Passport s Business Solutions Number of Description Dot Matrix Lines Form Type Direct deposit check format 1 This format is intended f for either Windows printer or Company information Prints bank DDP Fmt 1 laser printer The top stub and check are similar to account infor check format Fmt 1 The bottom stub prints See Check mation format to use Direct deposit check format 1 on blank stub This for Prints bank mat is intended for either Windows printer or Company information laser printer The top stub and check are similar to check format Fmt 1 on blank form mation account infor Similar to DDP fmt 1 on blank form but with no bank account information Both stubs are similar to check Like top stib format Fmt 1 on blank form but the middle check P section is shorter Intended for a dot matrix printer using a preprinted stub It will print 1 employee per form and with mul N A tiple carbon copies It is 5 5 tall Intended for a dot matrix printer using a preprinted stub This type will print the same employee twice and 33 then print the next employee It is 5 5 tall Intended for a
531. riod If the manual entry type is selected then the Sick hrs start date Fraction per and Max sick fields can not be entered The options are Per pay frequency Per hour worked Per month worked Per quarter worked Per third of year worked 153 Passport Business Solutions Per half year worked By manual entry Per year worked When manual entry is selected you will have to update the Hrs due Sick field manually or enter sick hours in time worked Use arrow keys to select an option from the drop down oe list box Example Select Per pay frequency Hours start date Enter the date on which to start accruing sick hours for this employee e Leave this field blank to indicate that no automatic accrual of sick hours should take place for this employee e Ifyou enter a number of hours to be accrued in Time worked or Adjustments when the pay period ending date is before the date entered here you are warned that sick hours should not be accrued for this employee Format MMDDYY Example Type 10105 Fraction per This field automatically displays the accumulate frequency method selected above for example Fract per hour or Fract per six mo Enter the accrual rate Format 999 99999 Example Type 03846 Max sick hours Options Enter the maximum number of sick hours which the employee is allowed to accrue or use the option lt F2 gt For Unlimited sick hours Format 999 999 Example Press lt F2 gt
532. risks Uncheck the box to exclude the Social Security number from printing on the check stub Format Check box Example Select lt Enter gt for the default of unchecked For security reasons the employees social security number is masked on Pay roll reports by printing only the last 4 digits of the number The first five Note digits are printed as asterisks The Employees Enter program masks the dis play of the social security number Only during entry will you see the full number Press lt F5 gt for extended employer information described next or press lt Enter gt to return to the module menu after accepting your changes on this screen and the preceding screens of this selection 63 Passport Business Solutions EXTENDED EMPLOYER FIELDS Use extended fields to store additional employer data for use in making state quarterly and annual reports For example in many states the department of revenue uses one employer identification number and the department of labor uses a different number With this feature you can enter both Before you enter employer extended fields they must be defined using Define extended fields Y ou are allowed to define up to 36 employer extended fields Similar fields can also be defined for each employee These are described in the Employees chapter You can access extended employer data fields by pressing lt F5 gt at any of the tabs What and how much you can enter in an extende
533. rity numbers and bank account numbers are encrypted in files in which they are contained 29 Passport Business Solutions For social security numbers and bank account numbers data security also includes e For all Payroll reports and registers that include Social Security numbers or bank account numbers only the last four digits of the number will print The other digits print as asterisks If dashes have been entered they print or display as dashes e On the Employees Enter screen only the last four digits of the Social Security number will display unless the Social Security number field is being entered or edited then the entire number can be seen e For the employees direct deposit bank account numbers only the last four digits of the bank account number will display unless the bank account number field is being entered or edited then the full number can be seen The entry is the same when using either the Electronic pay ment or Report onlydirect deposit methods e Fora Report only direct deposit check run only the last 4 digits of both the social security number and employee bank account number are written to the Direct Deposit Register The full social security number is written to year end forms and magnetic media files The full bank account number is written to the Electronic payment direct deposit file Please take proper precautions to ensure that these documents and files are secure Exiting Payroll To exi
534. rk units l l Special pay Work units ae Description Rate E From this screen you can work with both new and existing payroll entries Payroll Entries List Box The list box displays up to 6 existing payroll entries at a time You may sort the payroll entries by payment group department or employee number all in ascending or descending order Only columns with red labels may be sorted To select a field or change the sort order click on the column name or the arrow to the right of the column name or use the View options To locate a payroll entry start typing a payment group department or employee number depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an entry The lt F1 gt and lt SF1 gt keys function the same as the up down arrow keys Payroll entries that display in the list box are available for changes or deletion The fields for the selected payroll entry display in the lower part of the screen When a payroll entry is found you may select the lt Enter gt key or Edit button to start editing 230 Passport Business Solutions Payroll Entries Buttons You may click on a button or enter the keyboard equivalent for adding editing deleting or canceling a payroll entry Button Keyboard New Alt n Delete Alt d Edit Altte Save Altts Save New Alt w Cancel Alt c Edit distrib Alt b Exit Alt x Ch
535. rly z 4th vacation check M All M Daily Weekly Bi weekly Semi monthly Monthly Quarterly r Commission Pay frequency None m From ml To m Payment date for this payroll run 0670972009 Process print direct deposit register V lt F5 gt All OK Cancel In character mode the following screen displays lime worked enter XY E Company 1 Pay period starting date 2 Pay period ending date 3 Pay employees with pay frequencies 4 Number of holiday hours to take eEuler gt blank Pay period starting date If your state requires a pay period starting date as well as an ending date enter the starting date here Otherwise press lt Enter gt to skip this field Even if you specify a starting date here you are not forced to use that date for each employee in this payroll run The date merely becomes available as a default 224 Passport Business Solutions If you generate entries for several pay frequencies the starting date can apply to only one of them so you need to change this date for the applicable payroll entries Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Press lt Enter gt to leave blank Pay period ending date This is the ending date of the pay period for which standard payroll entries are to be generated This field is required Options You have the following option
536. rly report formats menu You must verify a format and correct any errors before you can print a sam Note ple report You will be instructed to mount report forms on the printer and the following screen displays Guarter y Report Format Sample Report XYZ Company Compressed print Compressed print Answer Y if you want to print a compressed font approximately 17 characters per inch allowing 132 print columns to appear on 83 4 paper Format One letter either Y or N The default is N Example No example is given Any change Answer Y to re enter the screen or N to continue If you are using preprinted forms a screen displays telling you to mount report forms on the printer Mount these forms on the printer then type DONE If you are printing the sample report on a laser printer you are asked to enter Up down adjustment and Left right adjustment amounts to adjust the alignment of the laser printer The values last entered for these amounts are shown After entering new values or accepting the values shown the sample report prints Use the up down and left right adjustments for laser alignment to position the sample report information so that it exactly aligns with the pre printed form Pre printed forms are produced according to very exact specifications but the print position of laser printers may vary slightly from model to model or between manufacturers These adjustment amounts allow you to compensate f
537. rmation for each employee contained on the Attendance Worksheet If you are using Job Cost distribute time worked on jobs to both G L accounts and specific cost items of jobs This infor mation will be transferred to the Job Detail File when Payroll transactions are posted Refer to the Get Costs chapter in the Job Cost User documentation for more information Print the Time Worked Edit List and ver ify your entries Use Calculate payroll to calculate the employees earnings deductions and with holding taxes Print payroll checks using Checks Use Void checks to void an individual check or a group of checks For more information read the Voiding and Purging Checks chapter If using the Payroll ACH direct deposit send the ACH file to your bank following the printing of checks For setup of ACH direct deposit see the Implement Positive Pay and Direct Deposit appendix 34 Passport Business Solutions QUARTERLY OPERATIONS CHECKLIST Use the following guidelines for performing quarterly Payroll tasks EACH QUARTER EACH QUARTER AS NEEDED Print Quarterly Reports using Quarterly payroll These reports can be printed either in a standard format or using a customized format entered using Quarterly Report Formats Alternatively if you are required to make a quarterly report on magnetic media then use Quarterly Reports on Magnetic Media to create the required disk file after spec ifying its la
538. roll chapter Check the box if this earning is not to be included in the calculation of the employer s supplemental benefits amount This field is used only for those states which require supplemental benefits Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked City w h This controls exemption from city withholding tax calculations Format Check box checked is yes and unchecked is no Example Press lt Enter gt for unchecked Benefits incl in wages This field designates how the earnings code will be applied in regards to non cash benefits and what will print on the W 2 Select Included if the benefit is non cash wages and are to be printed in Box 14 of the W 2 Select Dependent care included if the non cash dependent care benefits are to be added to the amount in box 10 on the employee W 2 form If the dependent care amount is not over the limit you may also an additional amount to box 10 under Enter W 2 information You may read about Entering W 2 Information in the Year end Payroll chapter Select Not included if the benefits are cash wages 76 a asSport Ae Business Solutions mA Format Drop down list box with the three choices explained above Example Select Not included The screen now displays as follows Further examples In order to have data on file to be used in future examples in this manual enter the earnings codes type shown in the following screens
539. ross Options Enter the OST 2 gross amount on which the second other state withholding tax was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero City withholding tax CWT gross Options Enter the CWT gross amount on which city withholding tax was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero State unemployment ins SUI gross Options Enter the SUI gross amount on which the employer s contribution to state unemployment insurance was calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero State unemployment ins SUI wages Options As in the field above enter the wages amount on which the employer s contribution to state unemployment insurance was calculated or use the option lt F2 gt For the calculated gross Format 99999999 99 315 Passport Business Solutions Example Press lt Enter gt for zero The information regarding FUI above also applies to SUI gross and SUI Note wages entered in these two fields Employer other state tax OST gross Options Enter the Employer OST gross amount on which employer OST is calculated or use the option lt F2 gt For the calculated amount Format 99999999 99 Example Press lt Enter gt for zero Supplemental benefits gross
540. rovides a convenient way of ensuring that you have included all the fields that you wish to Review all fields by using lt PgDn gt the use lt PgUp gt until Example you return to the first screen Then enter 1 at Field to select Employer name The following screen displays Quarterly report formats Header area XYZ Company Format 11 Example Format Header area rows 1 through 17 Field ft Row Column Length to print aximum 25 Justify a aun Available fields used Fid Descripzion 5 Federal ID number Fid Description 1 Employer name 2 Address 1 7 Quarter number 3 Address 2 3 Quarter ending date 4 Address 3 3 Quarter year 5 Tax rpt ID number 10 Page number Enter row from 1 through 17 This screen allows you to specify where to print the selected field Employer name and how you want it to look when it is printed The appearance of this screen below Row and Column depends on what type of field you have selected A field is one of three types depending on the type of information that it contains e Alphanumeric fields can contain any combination of letters digits and special symbols e Date fields contain only dates e Numeric fields contain only digits along with any decimal points minus signs or parentheses for negative numbers and commas Alphanumeric fields Because our example Employer name is an alphanumeric field we shall discuss this type of
541. rsedes your response to 8 Third party sick payer in the Print W 2 forms selection and to 13 Third party sick payer in the Magnetic W 2 forms selection Note See Printing W 2 Forms on page paranumonly ChapterTitle AppendixTitle 430 and Magnetic W 2_ Forms on page paranumonly ChapterTitle AppendixTitle 435 for additional information When you are done setting the optional items press lt Esc gt to clear the window 421 Passport Business Solutions W 2 Box 10 12 amp 14 Fields These fields can be accessed by pressing lt F7 gt Four of the fields be data entered and the others are computed fields for your information only To access and enter the additional dependent care benefits select lt F7 gt To access and enter Box 12 Q Y and Z select lt SF7 gt lt F7 gt To enter Dependent Care Benefits lt SF7 gt To enter amounts for Box Q Y or Z lt Esc gt Exit window Dependent care benefits W 2 box 10 Box 10 is made up of two fields The first field is accessed by entering lt F7 gt and it allows you add additional Dependent Care Benefits to the computed amount The computed amount field shows amounts paid for dependent care for an employee above a certain limit Dependent care benefits are entered as earnings deductions and are posted to the payroll history after printing checks Format 9999999 99 Example Press lt Enter gt Any change Select Y to re enter th
542. rter up to but not including the first payroll check that will actually be cut using the Passport Business Solutions Payroll When entering the transactions you see SETUP MODE at the top right of the screen You are not asked for G L distributions for these transactions because you are in setup mode and are entering information to initialize Payroll s files not for the purpose of creating distributions to the General Ledger Print an edit list for the adjustments verify your data entry and then post the adjustments If you have set Allow protected changes to checked or Y in Company information then you can now set PR is in setup mode to unchecked or N using Control information Refer to the Overriding Protected Changes section of the System User documentation for 20 Passport s Business Solutions DESCRIPTION a description of how to make protected changes If you have set Allow protected changes to unchecked or N in Company information you must first set this field to checked or Y and then set PR is in setup mode to unchecked or N in Control information Refer to the Overriding Protected Changes section of the System User documentation for a description of how to make protected changes After you set PR is in setup mode to unchecked or N go back to Company information and set Allow protected changes to unchecked or N so that protected changes will not be allowed during your normal use of the softw
543. s DIRECT DEPOSIT PROCESSING Direct Deposit processing is creating a file of a specific format through Payroll that you send to your bank This file contains the information necessary for paying your employees electronically Your bank then deposits the pay amounts directly into the employee s bank account s You are dealing with two bank types when using Direct Deposit processing At least one ACH company bank must be entered This must contain the bank account information where you do your banking You must also enter the employee ACH banks Each employee can have their payments sent from one to fifteen bank accounts each can be the same or different banks Each unique bank is set up for Direct Deposit processing in the Ctl menu selection of Banks The appropriate bank code is entered in the employees in direct deposit fields on the General tab Additional information is also entered including the employee s bank account number Your bank must accept the standard ACH Automated Clearing House format See ACH or Automated Clearing House The first time an employee is set up for Direct Deposit processing an ACH file may be set for the pre notification status Pre notification is used by your bank to verify your employee s bank account information There is more information on the pre notification status later in this appendix Once the Direct Deposit processing setup is complete an ACH formatted file is generated during a chec
544. s Double width W 2 forms specified as type D are available in different for mats that may be acceptable to the IRS The PBS software supports a W 2 form that provides a compressed format for the left hand copy Two printing restrictions have been imposed for type D forms due to the amount of space available on the compressed copy More e If three lines of employer address information are used as specified in Payroll Control information the employer address will exceed the capac ity of box C e Only 6 of the available 7 characters will be printed in box 20 Locality name 5 Are you using W 2 mailers Enter Y if you are printing your W 2 reports on W 2 mailer type forms Enter N if you are printing your W 2 reports on the usual type of form This field is applicable only for single width W 2 forms W 2 mailers enable you to print W 2 reports that are ready for mailing to your employees In order to do this the W 2 report is printed with a 4 inch margin The result is the data prints 3 4 inch further to the right which aligns with the mailer forms Some W 2 mailer forms do not have an additional 34 inch of margin In this case enter N for this field If you are not printing W 2 mailers and Y is Note entered in this field then the W 2 will print with all information shifted to the right Format One letter either Y or N There is no default 6 Print zero wage employees Enter Y to also print W 2 f
545. s Format One letter from the list above Example Press lt F5 gt 3 Checks with cash account Options Enter the cash account of the checks you are voiding This must be a valid entry in Cash accounts You may use one of the following options lt F1 gt For the next cash account lt SF1 gt For the previous cash account lt F5 gt To void All checks regardless of cash account Your standard account number format as defined in Com Format l pany information Example Type 1000 000 4 Checks with payment group Options Enter the payment group code for checks you are voiding or use the option lt F5 gt To void All checks regardless of payment group Format Three characters Example Press lt F5 gt 5 Checks with department number Options Enter the department number for checks you are voiding or use the option lt F5 gt To void All checks regardless of department number Format 9999 Example Press lt F5 gt 289 Passport Business Solutions 6 Check numbers from Check numbers to Options Enter the range of check numbers you are voiding or use the option lt F5 gt To void All checks regardless of check number Only checks that meet all the requirements specified in Fields 1 through 6 Note will be voided Format 999999 Example Type 1025 at each field 7 Reference Enter whatever reference you want Unlike the previous fields this field is not used to select which checks to
546. s Options Enter the employee s special rate or use the option For the calculated rate shown This is the regular rate lt F2 gt multiplied by the special pay factor specified in the Spe cial pay factor field in Control information Format 99999 999 Example Press lt F2 gt to accept the calculated rate Special Pay Description 1 This field is skipped if the special rate is zero Enter a literal to identify the special rate for Example ADMIN WHRHS DLVRY for administration warehouse and delivery or SHFT1 SHFT2 and SHFT3 Format Five characters Example Type ADMIN W Comp This field is skipped if the special rate is zero 150 Passport Business Solutions Each special pay rate is assigned a workman s compensation classification Refer to the Work Comp class field in this chapter if you need additional information on Work Comp class This field is optional but if present it must be an existing code in the Deductions Earnings selection Format Three characters Example Type WC2 Special pay 2 Description W Comp The second special rate is entered the same as the first except that no default rate is calculated and the lt F2 gt option is not available Format Refer to the Special pay 1 field Example Press lt Enter gt to default to zero Special pay 3 Description W Comp The third special rate is entered the same as the first except that no default rate is calculated and the lt F2 gt op
547. s Save Altts tribution Save New Alt w Same as Save button plus the New button Cancel Alt c To cancel adding or editing an distribution Exit Alttx To exit the screen You may also use the lt Esc gt key Character Mode If you are in character mode the following screen displays Time worked Enter XYZ Company Employee 4 Wilson Arnold J Salary 1 Job Cost item Distrib type L acct Hours of pct Rate Quantity Reference Job Cost item Typ Acct Hrs Rate SnenFao Remaining percentage 100 00 Overtime os 00 Special hrs 00 Enter job lt FI gt next job lt Enter gt non job distribution There can be an unlimited number of distributions for each entry These appear as a table occupying the bottom portion of the screen Each row represents one distribution The columns identify what kind of pay you are distributing what account or job you are distributing it to and how much of it goes to each job or account e The table contains only the three most recent entries The others are still on file they are just not visible e You do not enter information directly into this table Instead your entries in the Fields 1 through 8 are displayed in the table as they are entered e The table is initially empty and fills from the top as you make new entries If this is a new entry each new distribution is entered by filling in Fields 1 through 8 and rat ifying the result at Field number to chang
548. s Payroll reports Quarterly reports tax tables list the distribution report time worked edit list void checks edit list W 2 forms W 2 information procedure file recovery processing bank processing magnetic 1099 s processing setup steps direct deposit 563 411 331 214 331 291 528 207 204 209 349 93 404 212 433 334 384 135 370 255 291 430 428 14 446 663 XV processing calculate direct deposit processing direct deposit processing information required for direct deposit processing magnetic 1099 s completed producing annual reports on magnetic media checks Quarterly reports on magnetic media standard or custom reports year end Payroll product description protection password purging checks purging checks definition of voiding and purging extended fields purging extended fields printing and Purging Payroll Transactions Q QTD YTD time worked report QTD YTD Time Worked Report by City QTD YTD Time Worked Report by State Quarterly operations checklist Quarterly report field specifications 264 662 662 446 395 268 386 376 409 13 285 285 528 528 292 13 357 355 35 580 formats using customized general appearance header area 381 462 467 quarterly report file location mag media 393 Quarterly reports creating your own on magnetic media producing printing R RA submitter information entering range selection void RE E
549. s on paper forms With the onset of federal magnetic media reporting for W 2 information on diskette many states have provided specifications for the reporting of the above items by all employers above a certain size meaning usually the number of employees In accordance with this the Passport Business Solutions Payroll module allows magnetic media reporting for all state Departments of Revenue and Departments of Labor e The report that is made to a state s Department of Revenue is usually an annual wage report similar to the W 2 wage report made to the Social Security Administration e The report that is made to a state s Department of Labor is a quarterly report and is generally a list of employees showing their names social security numbers and wages There are a variety of magnetic media report formats Some states provide only one specification i e report format while others support several alternative formats Some may prefer that you file via the Internet Contact your state to determine the media types they accept and prefer This feature is oriented to 33 4 diskettes which most states support State magnetic media report This is a report that is output to disk or diskette and which is eventually transmitted to a state Department of Revenue or Department of Labor These reports consist of a file containing either just one record type or more than one record type All of these report files can be viewed as a multi le
550. s other than salary and wages that you use You assign a code to each deduction or earning For example you might assign the code MI to your medical insurance deduction or XB for a Christmas bonus a miscellaneous earning You also enter the Workers Compensation classification codes in this file Employee file This file contains a record for each of your employees Each employee record contains information such as the employee s name address social security number salary or hourly rate number of withholding exemptions recurring deductions year to date earnings and taxes withheld and stores other YTD information 17 Passport Business Solutions SETTING UP PAYROLL Follow the steps below to set up the Passport Business Solutions Payroll and enter employees DESCRIPTION Study the General Features of Passport Business Solutions in the System Userdocumentation Start Payroll according to the instructions in the Using Payroll chapter The Company file is set up for you as part of the installation procedure Use Company information to modify the Company file to be appropriate for your company refer to the Company Information chapter in the PBS Administration documentation Enter your valid G L accounts using Valid G L accounts If you are also using General Ledger you can enter your Chart of Accounts first then use Setup valid G L accounts within G L to transfer accounts to the Valid G L Accounts file
551. s that pertain to the employee being paid In addition to this if a special tax code based upon work units has been specified in the employee s record then you must enter the number of work units for the special tax amount calculated If the employee does not have a workers compensation code specified or does not have a special tax deduction based upon work units specified then this field displays N A and entry is skipped If applicable the work unit description for this employee displays to the right of the field Total work units for the pay period are reported on the Payroll Register along with the calculated premium amount 239 Passport Business Solutions Enter the number of work units for the employee If the work unit is employee days and the employee is being paid bi weekly you would enter 10 work units unless the employee took days off during the period The work units entered here are only for the non special pay Special pay Note has it s own work units and workman s compensation classification Format 999 99 Buannle The work unit description Week is displayed to the right of the field Special Pay Codes You can enter up to three default pay codes for each employee using the Employees Enter option Read more about the employees Special Pay fields These default special pay codes appear on the data selection window once a special pay code and special hrs are input for the employee in the T
552. s this field reports 1 For intermediate level records this field reports the number of employees reported in the intermediate level For group level records this field reports the number of employees reported in the group level For file header and total records this field reports the number of employees reported in the file 28 Number of groups N 4 Y This field is the number of groups reported in the file At the group level this field is 1 For file header and total records this field is the number of groups reported in the file For employee and intermediate header and total records this field is set to 0 653 Passport Business Solutions 29 No workers no wages indicator A 1 Y This field reports one of two values When entering this field in a format the following additional data is requested Enter the value for the indicator e When you have no workers and no wages to report one character e When you do have workers or wages to report one character Report file totals when no workers and no wages Y N answer When outputting a magnetic media report the following two questions are asked e Did you have workers for this reporting period Y N answer e Did you pay wages for this reporting period Y N answer If these two questions are both answered N the value of this field is the character entered in response to When you have no workers and no wages to report see above If these two question
553. s year to date totals etc You must follow specific formatting rules for employee names to ensure Note proper alignment on Form W 2 and proper recording in magnetic W 2s If you have employees that are eligible for the Hire Act refer to the Hire Note Act appendix 137 Passport Business Solutions ENTERING BASIC INFORMATION FOR EMPLOYEES Select Employees from the PR menu Graphical Screen The following screen displays Te Employees Company 00 XYZ Company Print Options Tools i Edit Save Save New Delete Cancel Exit Select employee By number Lalal l gt General Wages Rates Taxes Exemptions Fixed deductions Deductions E arnings YTD totals Personal Employee Street E R Soc sec City T State e Zip r Birth date j Ol Phone SS Marital status Singlo Payment Payment group Distribute wages Direct deposit FF Description ad Home department oooo Pension plan I7 Type amount l W 2 ins premium 00 Can get tip CR I Bank acct l Electronic payment r Dates Hire date Review date Last raise Terminated m m m l m In the screen above no employees have been entered Employees List Box The list box displays up to 6 existing employees at a time You may sort the employees by employee number or name both in ascending or descending order Only columns with red labels may be sorted To select a fie
554. s R Employer 523 Passport Business Solutions Ezz Enter the following information Select extended fields for Enter E to work with employer extended fields or R to work with employer extended fields Format One letter either E or R Example Type R Any change Answer Y to re enter the screen or N to continue to the second screen The following screen displays From this screen you can work with both new and existing entries Enter the following information 1 Ext field Options Enter the number of the new or existing extended field you want to process You can also use one of the options For the next existing extended field definition not the U next number lt SF1 gt For the previous extended field You cannot enter a number above 36 nor one that is already in use as the second half of a double length field Format 99 Example Type 1 524 Passport Business Solutions 2 Field name Enter a descriptive name for this extended field This name is used in screen displays and on reports to identify the information you enter for this extended field Format 20 characters Example Type First name 3 Type Enter the type of information that you want to enter in this field Alphanumeric Numeric or Date Format One letter either A N or D Example Type A 4 Definitions Field 4 allows you to define the characteristics of this extended field by entering one of more subfie
555. s Solutions e Tax table income FWT wh 570 Passport s Business Solutions State Magnetic Media Reports This appendix contains the following topics Definitions oe oe oes ses ed e a O eae duseken vel Magnetic Media Reports i560 dsccsneecssvssunvecsssescnusncascaesve 571 Passport Business Solutions ORGANIZATION OF MAGNETIC MEDIA REPORTS This appendix describes the general organization of state magnetic media reports You should have your state s magnetic media reporting specifications on hand when reading this appendix Because the Passport Business Solutions Payroll module only handles a single Not employer s payroll state magnetic media reporting does not handle reports ore for multiple employers In other words a report file contains information for one employer only 572 Passport Business Solutions DEFINITIONS Definitions of terms related to magnetic media reports are provided below Magnetic Media Reporting Most employers are required to file two reports with their state agencies One of these reports made to the state Department of Labor is done on a quarterly basis The other made to the state Department of Revenue is done on an annual basis This is the general rule There may be exceptions to this where the report to the Department of Revenue is required every quarter In the past the Passport Business Solutions Payroll module could only produce these report
556. s account is not in Check Rec would you like to add it If you have Check Reconciliation for your company you will be asked to add the checking account and the bank name If you select Yes then you will be asked to enter the bank name Description 2 This field can only be entered if you are using the Report only method of direct deposit Enter the description which is to appear on the check stub to identify the amount which has been directly deposited for the employee in institution two Format Ten characters Example Press lt Enter gt Account 2 This field can only be entered if you are using the Report only method of direct deposit When posting payroll checks for employees using direct deposit this General Ledger account will be credited for the amount directly deposited A full discussion on using this account appears in the Checks chapter 56 Passport Business Solutions Your standard account number format as defined in Com Format f pany information Example Type 1010 000 This account is not on file would you like to add it If you entered an account number that is not one of the Valid G L accounts then you will get this message Select Yes if you want to add the account to the Valid G L accounts or select No to re enter the account number Format Yes No window Example Select No Direct mailer form This field must be entered with a value other than None if you are using the Electronic p
557. s are not both answered with N the value of this field is the character entered in response to When you do have workers or wages to report When there are no workers and no wages to report all records for the employee class intermediate header and total class and group header and total class are suppressed and not output Additionally whether records in the file total class are output or not is determined by the answer to the question Report file totals when no workers and no wages see above 30 Employee type being reported A 1 This field is entered as a parameter when outputting a magnetic media report The parameter is Employee type which can take one of the following values e A Agriculture e H Household e M Military e Q Medicare Qual Gov t Emp e X Railroad e R Regular All others The usual value to use is R Regular All others 31 Employee report name sequence 654 Passport Business Solutions A 1 Y When this field is included in a report format the parameter Employee name sequence is requested before the report is output This parameter can either be set to F for first name first or L for last name first This field reports one of two values in a magnetic media report These values are entered when this field is added to a magnetic media report format They are Enter the value for this field when e Employee names are reported First name first one character e Employee names are
558. s at the top of the form Adjust the printing pressure according to the thickness of the forms If you are using a laser printer load the report forms in the printer s paper tray according to the instructions in the printer s user manual e Ifthere are two W 2 forms on each page the first actual W 2 form printed should be the first one on the page Therefore print sufficient alignment forms so that the first actual W 2 report printed appears on the first form of a page For laser printers this is not a problem because the alignment form is ejected from the laser printer automatically and the first actual W 2 form prints on a new page e You will be asked to mount the forms before and to unmount them after printing occurs In each case you must confirm this by typing DONE e You may be asked to select a printer and allowed to print one or more alignment forms If yours is a laser printer you can fine tune the horizontal and vertical alignment via screen entries You can economize on the expensive forms by using plain paper for the alignments Sandwich the result to a W 2 form and hold up to a bright light e Ifyou are using a laser printer for single width W 2 forms before printing you will be asked to enter the number of copies e Set your laser printer to print 60 lines When you have finished printing W 2 s you may have to set it back to 66 lines e We recommend that you print W 2 s to a printer setup in Company information
559. s designated for this employee is multiplied by a rate to produce either e The total amount of workers compensation due for this employee for this pay period paid by the employer or e The amount of one or more type X special tax deductions paid by the employee An employee can have up to six type X deductions Of these worker s compensation codes and X deductions all some or none can have their final dollar values based upon work units multiplied by a rate which is individual to each code When more than one of these codes for an individual employee are based on work units each such code used for that employee must use the same work unit The Employees selection does not allow different work units defined for the same employee Therefore when setting up deductions earnings codes with a rate basis of work units the above factors should be kept in mind 566 Passport s Business Solutions State Withholding Tax Calculations This appendix contains the following topic Calculating State Withholding Tax 0 0 0 0 0 0 0000002 567 Passport Business Solutions CALCULATING STATE WITHHOLDING TAX This appendix explains the calculations for State Withholding Tax Calculation Basis D or L If you enter D or L as the calculation basis Field 14 of Tax tables entry for state codes SWT is calculated in the following manner Added SWT If Added SWT calculation method is by perc
560. s entered as a special data entry 616 Passport Business Solutions REPORTING DATA FIELDS RULES This section gives the rules for reporting the information for fields specified in a magnetic media report format Report formats control what fields are to be reported and where they are to be reported The field lists that follow provide information which shows the actual sizes of fields as known by the Passport Business Solutions Payroll module The following definitions help in understanding the remainder of this appendix Data Field A data field is the source field whose value can be transferred to a report field defined next by the magnetic media reporting programs The type size and source of all data fields are known by the magnetic media format entry and reporting programs The information that is known for each data field is shown below in the field lists Report Field When entered in report formats the space allocated for a data field is defined by beginning and ending positions This means that a data field s actual size can be smaller than the space allocated for it the same or larger than the space allocated for it The space allocated for a data field in a report format is called the report field In addition to its space allocation the report format also specifies additional information about the report field such as the number of decimals to report The following rules are followed for loading a data fi
561. s field when a termination date has not been entered for the employee 37 Termination date day DD N 2 Y This is the day of the employee s termination date It is reported as a two digit integer number Fill text can be entered for this field which is used when the termination date has not been entered This allows reporting blanks for this field when a termination date has not been entered for the employee 38 Termination date year YY N 2 Y This is the year of the employee s termination date It is reported as a two digit integer number Fill text can be entered for this field which is used when the termination date has not been entered This allows reporting blanks for this field when a termination date has not been entered for the employee 39 Termination date if this gtr D 6 Y This is the date the employee was terminated It is reported in MMDDYY format as a six digit integer number 625 Passport Business Solutions Fill text can be entered for this field which is used when the termination date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported 40 Term date if this qtr MM N 2 Y This is the month of the employee s termination date It is reported as a two digit integer number Fill text can be entered for this field which is u
562. s in magnetic media reports are reported without commas or decimal points The integer number 1 234 is reported as 1234 The decimal number 1 234 56 is reported as 123456 Date fields are reported in the format MMDDYY They are reported without any punctuation Thus the date 03 31 05 is reported as 033105 Such date fields are always six characters wide Maximum Field Sizes The Passport Business Solutions Payroll module knows about the maximum field sizes computed as described above These maximum field sizes are the sizes of fields internal to the Payroll module States are not aware of these internal maximum sizes when they issue their specifications for magnetic media reporting Thus the internal size of a field and the space allocated for it in state agency specifications do not usually match 615 Passport Business Solutions ENTERING FIELDS IN A RECORD FORMAT When a field is entered in a record format the beginning and ending position for the field is entered based on the state agency s specification This defines the space into which the data for a field is transferred when reporting to the state agency Because the internal size of a field does not match the space allocated for it per the state agency s specifications there are rules by which the data for a field is transferred from its internal form to the space allocated for it These tules are described below Left The number in this column is either the comple
563. s next pay will be included in the generated ACH file during a check run Send this file to your bank where it will be processed so that payments are sent to your employee s bank electronically Employee Additions or Bank Changes Following Initial Direct Deposit Setup Your bank may require the employee go through the pre notification process each time a change is made to a bank or bank account number If there are subsequent changes to the employee bank information and you made those changes the status will again default to pre notification When you must make changes to the employee bank information or if you are adding a new Direct Deposit employee you should go through the following steps Changed or New Employees Data Entry First do these data entry steps a Review the information received from the employee regarding their bank account s and account type s b Determine if the employee s bank s is set up in Ctl gt Banks If not assign new bank codes c Go into the Employees gt Enter direct deposit fields and enter the bank code bank account number and account type for each account During the entry the pre notification status defaults to Y 665 Passport Business Solutions Pre Note ACH File and Report Run the Pre note ACH file amp report to create an ACH file with pre note records The following occurs during a check run when you select to print checks and generate an ACH file both on the same run in r
564. s on this report quickly corrected If the program finds errors the W2REPORT file containing your W 2 report is not produced All errors must be corrected before the program produces this file When Processing is Complete A summary screen shows information on who submitted the file who the employer is and totals for the amounts reported Optionally you can print this screen if you want to save a copy of the displayed information Press lt ESC gt to exit this screen Another screen will be displayed that gives the name of the file that was created Press lt ESC gt to exit this screen If no errors were encountered during processing a file named W2REPORT is created on your hard drive This file contains the magnetic W 2 data that you submit to the Social Security Administration The same file name is used for every com pany W2REPORT When filing electronically via the Internet you can send the complete file as is You must obtain a Transmitter Control Code to file electronically The Social Security Administration requires that the file is named W2REPORT so do not change it The file containing the W 2s must be sent to the Social Security Administration Refer to Publication 1220 or Social Security publication MMREF 1 for additional information on submitting Magnetic W 2 data Filing requirements may change at any time We recommend that you contact the Social Security Administration for the up to date requirements prior t
565. s subject to annual adjustments for inflation In addition to elective contributions described above employers can provide matching nonelective contributions These contributions are not subject to taxation Passport Business Solutions Additionally employees can choose to make additional voluntary contributions to the plan Such contributions are after tax deductions and are subject to all applicable taxes Employees over 50 can elect to contribute an additional amount to the 401 k plan Function As used here function means one or more programs that accomplish a specific task Each selection on a menu for a The Passport Business Solutions module is a function When you select a function from a menu one or more programs automatically execute thereby allowing you to accomplish the task you select General Ledger When your company makes sales and receives payments this activity affects not only accounts receivable but also the area of accounting called general ledger General ledger is the area of accounting where all accounting records are brought together to be classified and summarized Financial statements are printed based on this data As used here general means pertaining to many areas general ledger is often abbreviated G L or GL Ledger means a book where accounting records are kept This term evolved from pre computer times when accounting records were kept exclusively by hand in large books called
566. s the 596 Passport Business Solutions employee s social security tips for all payroll checks posted for each employee for the quarter specified on your report 32 Emp SS gross 15 99999999 99 Employee social security gross is the sum of the employee s social security wages and social security tips This prints the employee s social security gross amount for all payroll checks posted for each employee for the quarter specified on your report 33 Emp SS 11 99999 99 Employee social security is the amount contributed by the employee for social security This prints the employee social security amount for all payroll checks posted for each employee for the quarter specified on your report 34 Emp medicare wages 15 99999999 99 Employee medicare gross is the amount of the employee s wages subject to medicare up to the maximum amount on which medicare can be assessed This prints the employee s medicare wages amount for all payroll checks posted for each employee for the quarter specified on your report 35 Emp medicare tips 15 99999999 99 Employee medicare tips is the amount of the employee s reported tips subject to medicare up to the maximum amount of tips on which medicare can be assessed This prints the employee s medicare tips for all payroll checks posted for each employee for the quarter specified on your report 36 Emp medicare gross 15 99999999 99 Employee medicare gross
567. s will be defined until the Define Extended Fields chapter has been reached When you are finished entering notes for an employee press lt Esc gt 195 Ee AA eae Business Solutions mma EXAMPLE EMPLOYEES Enter the next employee as follows Susan Levine is an hourly employee paid bi weekly at a regular hourly rate of 8 00 and has three deductions made from her paycheck each pay period to pay union dues repay a loan and donate to a charitable cause 196 F5 extended info CF6 Field number to ohanga Employee number 3 is actually a non employee Select Non employee in the Employee type field an independent contractor who has been included in the Employee file for administrative convenience You can produce a 1099 Information report that assists in the preparation of an IRS Form 1099 MISC at the end of the year Also on screen 1 note that she is paid semi monthly and is assigned to department 247 because she consults primarily on special projects with the staff of that department She i is paid at the regular hourly rate of 25 00 On screen 2 you need to enter the e field and press lt Enter gt for the Federal State and City fields On screen 3 you can press lt F 2 gt at the first field to enter zero for all of those fields On screen 4 press lt Enter gt at fields 69 and 70 and then press lt F2 gt to enter zeros in the remaining fields Example Enter another employee as shown here Mr
568. sed when the termination date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported 41 Term date if this qtr DD N 2 Y This is the day of the employee s termination date It is reported as a two digit integer number Fill text can be entered for this field which is used when the termination date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported 42 Term date if this qtr YY N 2 Y This is the year of the employee s termination date It is reported as a two digit integer number Fill text can be entered for this field which is used when the termination date has not been entered or is not in the quarter being reported This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported 43 Department number N 4 This is the employee s department number as entered in the Employee file 44 FWT exemptions N 2 This is the number of exemptions being claimed by the employee for Federal withholding tax purposes 45 SWT exemptions 626 Passport Business Solutions N 2 This is the number of exemptions
569. shown or press lt Enter gt for the maximum shown Format One digit You may enter 9 to float the decimal position This means that if there are zeros after the decimal then the zeros do not display 8 Show decimals Answer Y to write decimals to the file Format One letter either Y or N 9 Leading zeros Answer Y to include any beginning zeros when printing this field Format One letter either Y or N 10 Negatives If the field cannot be negative Not applicable displays here Enter the letter that designates how negative numbers are printed as follows R Minus sign to the right of the number 99 99 L Minus sign to the left of the number in a fixed position 99 99 Minus sign to the left of the number in a floating posi F tion 99 99 Format One letter from the table above 559 Passport Business Solutions When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the screen Date Fields The Format field displays for each date field 6 Format For a date field select the format to use when printing this field as follows 1 MM DD YY 03 31 08 2 MMM DD YY Mar 31 08 3 MMM DD Mar 31 4 DD MMM YY 31 Mar 08 5 Month DD YYYY March 31 2008 6 MMDDCCYY Display depends on separator value used 7 DDMMCCYY Display depends on separator value used g CCYYMMDD Display depends on separator value used 9 MMDDYY Forma
570. splay at the bottom of the window where you can make your entry You have the following button options Save To save what was entered or changed on a field If no field changes or new entries were made then you will be returned to the last Control information tab Exit If you made any changes a Cancel Entry message will display If you select Yes then any changes will be abandoned If you select No then you will return to the last field you edited Cancel Discard what was entered changed Character Mode If there are more than 18 fields use lt PgDn gt and lt PgUp gt to see all the fields When done with entry or changes press lt Esc gt and choose one of the file options as follows 194 File Save amp con tinue Abandon changes Delete Format Example Passport Business Solutions Save what was entered changed clear the screen and get ready for another note Like pressing lt Enter gt at Field number to change in other selections Save what was entered changed but leave the infor mation on the screen to continue to work Discard what was entered changed Like pressing lt Esc gt at Field number to change in other selections Delete the entire comment Like Delete in other selec tions You will be asked to confirm the deletion with an OK to delete message As defined for each field in the Define extended fields selection No examples are given because no extended field
571. sport Business Solutions mA ENTERING RA SUBMITTER INFORMATION Two screens are required You begin by specifying whether you want to work with RA Submitter information or RE Employer s Information You can then use the second screen to access Press lt Esc gt from the second screen to return to the first screen Press lt Esc gt from the first screen to the main menu Select Jurisdictions from the Master information menu The following screen displays Enter the following information Select the jurisdiction type Enter 1 to work with RA Submitter ss information or 2 to work with RE Employer s information Format One number either 1 or 2 Example Type 1 The RA record must be entered first before you can enter the RE record The following screen displays 533 Passport 3 Business Solutions maA There is only one RA submitter record You can either enter the full record the first time or edit the record Enter the following information 1 Employer ID EIN Options Enter the submitter s EIN number It should match the EIN on the external label or use the option For the default EIN number from the Federal tax table oer field 4 Tax rpt ID You can only enter this field if the Employer ID Number Tax Report ID number field in the Federal Tax Code has been entered It should be a legal nine digit number and must match the EIN on the Forms
572. ssport Business Solutions EXTENDED EMPLOYEE INFORMATION Use extended employee information to store additional data about your employees e This is often needed for state quarterly and annual magnetic media reports For example some states require separate fields for an employee s first name middle initial and surname e You can also use these fields for any purpose your Personnel Dept may desire For instance to record the name of the employee s supervisor his nationality his job title his military serv ice status his score on the most recent employee review his education level etc Before you enter employee extended fields they must be defined using Define extended fields You are allowed to define up to 36 employee extended fields What and how much you can enter in an extended field depends on how you have defined it An extended field can be either a character field such as a name a numeric field such as number of employees or salary or a date field Whatever the type of the field you can enter information up to the size specified when the field was defined An appropriate prompt will appear if one has been defined as will a default value for the field Options Extended fields are displayed sequentially down the screen in a window To enter or change a field first use the lt Up gt and lt Down gt keys to get to it Graphical Mode To edit a field select the enter key or click on it A box will di
573. st until the W 2 s are printed If retired employees continue to receive benefits or pension you may not want to purge them during their lifetimes if only to ensure that the same employee number is not accidentally re used for a new hire Format One letter either Y or N 450 Passport Business Solutions Clear hours worked to zero If you want each employee s Hours worked field to indicate YTD hours answer Y If what you want is his lifetime hours answer N Format One letter either Y or N Any change Answer Y to re enter the screen or N to continue There will be a period of processing When done press lt Esc gt to return to the main Payroll menu 451 Passport Business Solutions Quarterly Report Formats This chapter contains the following topics Designing Your Own Payroll Wage Reports Creating Your Own Quarterly Reports 00000000000000004 Quarterly Report General Appearance 0 02 2202 2 Quarterly Report Header Area lt i5ccessceacitisasewedsssicssewnes 452 Passport Business Solutions DESIGNING YOUR OWN PAYROLL WAGE REPORTS This selection allows you to design your own quarterly payroll wage reports You can specify which employer and employee information fields to show on the report and the exact arrangement layout of that information on the report Many states require that employee wage information be listed on official pre
574. sted whenever a garnish deduction is made through either the Time worked selection or the Adjustments selection Format 999999 99 Since no garnish type was selected for this employee this Example field is skipped If a zero balance due is entered you are asked Balance due is 0 0 is this OK Respond Y to confirm or N if this is an error Employee 401 k Employee 401 k plan The entry you make in this field defines the employee s 401 k status Options Enter one of the following options Catch up If the employee participates in a 401 k plan and the plan employee is eligible for the 401 k Catch Up provision Yes If the employee participates in a 401 k plan but is NOT eligible for the 401 k Catch Up provision Mone If the employee does not participate in a 401 k plan at all This extended amount will be limited by the sum of the normal 401 k maximum plus the catch up maximum as specified in a Federal Tax Table field See the Federal Tax Code section in Tax Tables for more information Format One option above from the drop down list box Example Select Yes Code This field cannot be entered if you selected None for the Employee 401k plan field Otherwise enter the code for the employee s contribution to this plan This must have already been defined as a Type K entry employee elective deferral code in the Deductions and Earnings selection Format Three characters Example Type 4K1 174 Passport
575. stribution to G L accounts and is not complicated by overtime special pay or temporary deductions or earnings 10 Passport Business Solutions You can also enter individual payroll transactions which you must do for employees designated for manual distribution or edit any existing payroll transactions including the ones automatically generated With the individual payroll transaction you can enter up to six one time temporary deductions or earnings Meals and tips are entered this way You can process hourly and salaried employees together or separately The module also handles supplemental pay such as bonuses or commissions A Payroll Attendance Worksheet can be printed to aid in preparing time entries before you actually enter the information You can print an edit list for corrections before you go on to the next selection Calculate payroll Vacation Pay You can enter up to four weeks of advance vacation pay A separate check is printed for each week Any attempt to over pay vacation or sick pay or to pay a terminated employee results in a warning message Remaining vacation time can be printed on the check stub Payroll Calculation After you have entered and edited all time information the software automatically calculates gross pay taxes EIC and any voluntary deductions The software calculates federal state and city withholding taxes and accommodates multiple state and multiple city payrolls
576. t 26 Addnl adj base deduction This field is used in conjunction with Field 24 Refer to the description for that field for an explanation of how this field is used If Field 24 is zero then any value entered here is ignored when SWT is Note calculated Enter the base deduction or just press lt Enter gt for no base deduction 120 Passport Business Solutions Format 999999 99 Example Press lt Enter gt Field number to change Make any desired changes No option keys apply at this point Press lt Enter gt to view the third screen Tax tables Enter XYZ Company 27 SUI percent C 2B SUI maximum wages 28 SUI expense account 30 SUI liability account 31 Emp OST 1 percent Description 32 Emp OST 1 w h allow amt 35 Emp OST 1 annual max wages MM Emp OST 1 liability acet 35 Emp 0ST 2 percent Description 36 Emp OST 2 w h allow amt 37 Emp OST annual max wages 38 Emp OSI 2 liability acct 38 Empr OST percent Description 40 Empr ONT annual sax wages 41 Empr OS liability acct 42 Empr OS expense acct 27 SUI percent This field and the next three relate to State Unemployment Insurance In general each state has an unemployment insurance program which employers must contribute to SUI is usually calculated as a percent of employee income subject to a maximum above which income is not taxed A few states may also have more than one unemployment insurance pool and requi
577. t lt F1 gt To display a list of employee extended fields lt F2 gt To display a list of employer fields lt Ctrl gt lt F2 gt To display a list of employer extended fields To include predefined constant text in the record layout Seale A window will appear to allow text entry If you choose to display a window of either the regular or the extended fields all of the fields are displayed in a scrollable table one column wide The current field is highlighted Use lt Up gt lt Down gt lt PgUp gt lt PgDn gt lt Home gt and lt End gt to move to the desired field 500 Passport Business Solutions Alternately you can press to enter a field number directly The table will scroll to that point Either way when you have selected the desired field press lt Enter gt to select it Two characters from the list above first segment Format 999 second segment Example Type EF then type 1 If you enter the first segment of the field number explicitly the cursor moves to the second segment and the option key corresponding to the prefix entered remains available For example if you type EF the cursor moves to the second segment and the lt F1 gt option but only that option remains available Decimals Enter the number of decimal positions digits to the right of the decimal point to show in the report for a numeric field The default is 2 decimals Decimal positions are not entered for alphanumeric charac
578. t One digit Field 6 7 and 8 require a separator value Separator The value for this field will display as N A Not applicable if you selected date field formats of 1 2 3 4 or 5 For check formats 6 7 or 8 select the separator value to print between the day month and year 1 None 2 Dash 3 Period 4 Space 5 Slash Format One digit either 1 2 3 4 or 5 560 Passport Business Solutions Leading zeros For formats 6 and 7 you must define whether a leading zero is needed for the month using format 6 and the day for format 7 For example without a leading zero the date could be 4092012 With a leading zero the date is 04092012 Notice that the first example is 7 digits long and does not start with a zero The second is 8 digits long and does start with a zero Format One letter either Y or N When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for each literal field 6 Length max 80 Enter the number of characters to be used when printing this field up to the maximum shown or press lt Enter gt for the maximum shown A total of 1000 characters is available for printing all literal fields on a form with a maximum of 80 characters for each A message displays when less than 150 characters are available Format Up to digits 7 Text Enter the exact text to be printed up to the length sp
579. t PBS press lt Esc gt from the main menu To exit a submenu press lt Esc gt to return to a main menu In Windows you can also exit the main or submenu by clicking on the exit button Exit PBS before shutting down your computer It is recommended that you exit PBS whenever there are long periods of time you are not entering editing or processing data Always exit PBS at the end of the day Never turn off your computer with PBS open Exit PBS first 30 Passport Business Solutions Guide to Daily Operations This chapter contains the following topics Payroll goss nos ccs cs renanira aacra ka 31 Passport Business Solutions PAYROLL CHECKLISTS The following checklists are provided as examples of how you might use Payroll to perform various daily weekly and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations 32 Passport Business Solutions DAILY OPERATIONS CHECKLIST Use the following guidelines for performing daily and periodic Payroll tasks Enter new deduction earning codes using Deductions Earnings Lo Enter new tax tables using Tax Tables Enter new employees using Employees Change deduction and earning codes and other employee dat
580. t are output together 574 Passport Business Solutions MAGNETIC MEDIA REPORTS This section gives a general description of how the Passport Business Solutions Payroll module produces a state magnetic media report A magnetic media report consists of a series of records organized by record class in the following manner Up to ten different records may be output for each record class These are called record types The general sequence and occurrences of record classes is shown in the following table File headers Group headers Intermediate headers Employee Employee Intermediate totals Intermediate headers Employee Intermediate totals Group totals Group headers Intermediate headers Employee Intermediate totals Intermediate headers Employee Intermediate totals Group totals File totals Each of the above lines is called a record class The organization as shown above is the result of analyzing the magnetic media requirements of all states Each line in the table above represents one or more logical records within the file As many as ten different records each with its own layout may be defined for each class The different layouts are recognized by different record types The record type is a code by which the state recognizes each record on the file Typically this code is emitted into the same position of each record usually at the beginning of the record layout 575 Passport Business Solutions e Be
581. t for that deduction so this field is skipped Options Otherwise enter the dollar amount of the deduction or use the option In character mode to toggle between taking the deduc tion as a fixed amount per pay period the initial set Sip ting as a percentage of the employee s taxable gross pay for the pay period or as a rate per hour Type field Format Drop down list box with the choices of per period percent and per hour Example Select per period Amount field 178 Passport Business Solutions 99999 99 fixed amount per period Format 99 99 percentage of gross pay 9999 999 rate per hour Example Type 10 to enter 10 00 as the deduction amount Frequency Options If lt Enter gt is pressed for D E Code 1 this field is skipped For type X deductions the frequency is automatically set to the employee s pay frequency Otherwise enter the frequency with which the deduction earning is applied to this employee s pay It must be one of the Payroll package s valid pay frequencies Daily Weekly Bi weekly Semi monthly Monthly or Quarterly Drop down list with the choices listed in the paragraph Format above The default is the same as in the employee s pay frequency field Example Press lt Enter gt Balance Options Enter the balance due or use the option lt F2 gt For Unlimited Format 999999 99 Feample Press lt F2 gt Skip fields D E 2 through D E 9 If a zero balance due is entered yo
582. t is 164 because the starting serial number was 162 and forms 162 and 163 were used for test alignments Thus you would enter 164 for the starting check The computer logs checks 162 and 163 as void on the register Format 999999 Example Press lt Enter gt Payment group When you enter employee information you can specify a 3 character code for the payment group that the employee belongs Subsequently when printing checks you can selectively print checks by payment group by entering the appropriate 3 character code for the payment group here Options If you want to pay only employees in a specific payment group then enter the payment group Otherwise use one of the options To print checks for only those employees who do not lt Enter gt have a payment group lt FS gt For All payment groups Format Three characters Example Press lt F5 gt Starting department number and 272 Passport Business Solutions Ending department number Options Enter the range of departments for which you wish to print checks or use the option For the First in Field 4 or Last in Field 5 depart Sir ment for which checks are to be printed lt Enter gt For only one department Format 9999 at each field Example Select lt Enter gt for the defaults at each field Starting employee number and Ending employee number Ifa range of departments or All departments has been specified then these fields are gra
583. t the YTD gross field YTD FWT Enter the year to date federal withholding tax Format 99999999 99 Example automatically set to zero by the lt F2 gt at the YTD gross field YTD EIC Enter the year to date earned income credit advance payments The amount should not exceed the YTD maximum Format 9999 99 Example automatically set to zero by the lt F2 gt at the YTD gross P field YTD emp soc sec Enter the year to date employee social security taxes withheld The amount should not exceed the YTD maximum Format 99999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field 183 Passport Business Solutions YTD emp medicare Enter the year to date employee medicare taxes withheld The amount should not exceed the YTD maximum Format 99999 99 Example oe set to zero by the lt F2 gt at the YTD gross YTD empr soc sec Enter the year to date employer social security taxes The amount should not exceed the YTD maximum Format 99999 99 apii a set to zero by the lt F2 gt at the YTD gross YTD empr medicare Enter the year to date employer medicare taxes The amount should not exceed the YTD maximum Format 99999 99 Example automatically set to zero by the lt F2 gt at the YTD gross field The following five fields year to date SWT through CWT are cumulative of Note all states regardless of whether the SUI reporting method field of Control information is set to Home state
584. t the bottom of a page Because of this physical limitation the first row of a layout worksheet is Note not printed on a laser printer The last row does not print when it falls within the last 1 6th inch of the page For example if you enter 66 for of rows on the form and print on letter size 834 x 11 paper row 1 and row 66 do not print Entering a Report format To enter a report format the sequence of steps to follow is Use General appearance to specify the general overall appearance of the Format length width etc Use Header area to select which fields or text to print in the header area of the report where they should print and how they should look Then use Employee area and Totals area sim ilarly Use Verify to check the format for errors Make any corrections necessary Use Sample report to confirm that the format is what you want 459 Passport Business Solutions maA Select General appearance directly from the Quarterly report formats menu The following screen displays for you to either assign a number and description to the new format you are about to add or to retrieve an existing format to change 1 Format If you are adding a new format enter a new number to identify it If the format is not on file you are asked to enter the description of the new format Options If you want to change an existing format enter its number or use the option lt F1 gt For next for
585. t the report You will be informed if a file with the specified name and extension is not present on the current directory of the specified file 407 Passport Business Solutions Year End Payroll This chapter contains the following topics Producing Year End Payill ooo occosvicss sdadapacaredeadeceussiees HIRE Act List GU RGANG oc ocscaceeascuddsenwnsissiseusextanesaiehens Printing a Year End Payroll Report 0 0 0 00 02 00 0222 Entering W 2 Information 2 22 0 0 2 22 State And Federal User Defined Reporting Printing W 2 Informatio cc cscexwnessccseevecsscsdenesesseexes Printing W 2 POU isc ieiiccas seen hiiviaadecicebneeneian des Magnetic W 2 FOrmS oo osccecacccedacoesesectacestecspedensuxancecs Entering 1099 Information oo si5 soos cscsnecsn na conwt doce incesoons Printing 1099 nformation 00002 c0adecsedeeseccernvensswcendaases Printing 1099 Forms discon xneceasnnsnsededsansaxasdsnaneacadads Miagpne e 1099 FOME oiris issar i ERRE ea AAEE 408 Passport Business Solutions PRODUCING YEAR END PAYROLL Run this selection at the end of the year to print the Year End Payroll Report and handle your W 2 and 1099 processing For those using the separate commission check feature If you purge Payroll history at the end of the year or at any time during the year and if com missions are paid by separate checks other than the regular payroll be sure Note no
586. t to purge the history for the periods that the commissions are drawn For example if you pay commissions on January 15 for commissions earned during October to December do not purge October to December history until the January 15 payroll in processed For W 2 forms Refer to the Employees chapter in this documentation for information regarding the Employee Name Format A change to the reporting requirements for tax year 2001 required special for matting of employee names to ensure proper alignment on Form W 2 Enter additional information if applicable for each employee for reporting on W 2 forms or magnetic media See Entering W 2 Information Print a list of employee additional information See Printing W 2 Information Print W 2 forms on preprinted continuous or laser forms or output them to magnetic media e g diskette For paper W 2 forms get the information required to fill out form W3 that you must send with your paper W 2 forms to the Social Security Administration If you have employees that are Hire Act eligible refer to the appendix Hire Act For 1099 MISC forms Note Enter additional information if applicable for each non employee reporting 1099 information Print the 1099 Information Report for non employees Print 1099 MISC forms on preprinted continuous or laser forms or output them to magnetic media e g diskette For paper 1099 MISC forms get the information required to fill out form 1096 that you
587. tals 453 Passport Business Solutions Header The Header area is the first part of the report and usually includes information pertaining to the overall report employer s name and address your tax rpt ID the quarter ending date etc Employee Middle part of the report where the employee wage information employee name and social security number employee gross pay employee state withholding pay etc is printed Within the Employee area are employee items which consist of wage information for one employee Totals Bottom part of the report which includes the totals for the report 454 Passport Business Solutions CREATING YOUR OWN QUARTERLY REPORTS The following gives you an overview of the steps involved in creating a report Each of these steps is explained in detail in the following sections of this chapter First if your report is printed on a preprinted report form use the Location grid function to print a grid on top of the form so that you can see where the information is located on the form If the report is printed on plain paper use the Layout worksheet function to print a layout worksheet on plain paper and sketch the layout of your report on the worksheet Now that you have an idea of what your report looks like use the Quarterly report formats General appearance function to describe the report s general appearance Use this function to define the number of rows and columns on the form
588. taxes have limits based upon how much an employee has earned in one year For example in 2011 social security taxes are levied on the first 106 800 of income Income above that limit is not taxed for social security The Payroll software tracks earnings for the next year separately from the current year so that the correct amount of tax is withheld from an employee s paycheck This also applies to certain employer taxes such as FUI and SUI Therefore when calculating a payroll check the software needs to know whether the check is paid in the current payroll year or the next one so that the right pay records are used for tax calculations such as described above Enter the check date to be used for this payroll run Review date Enter the date the employee s performance and pay are next scheduled for review 263 Passport Business Solutions Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Type 80505 Format MMDDYY Example Type 30208 Direct Deposit Processing Process direct dep for this run or Process print direct deposit register This field will not display if you if you selected to not use Payroll ACH Electronic direct deposit or Report only direct deposit in the Payroll Control information In order for this field to have an effect you must have at least one employee setup to accept direct deposit and the employee bank account is not in
589. te his overtime pay rate 47 Passport Business Solutions When the employee overtime pay rate is requested in the Employees function you can default to the employee s regular pay rate times the overtime pay factor entered here Format 9 999 Example Type 1 5 Special pay factor Enter the special pay factor This factor is the number by which the employee s regular pay rate is multiplied to compute his or her first special pay rate When the employee s first special pay rate is requested in the Employees function you can default to the employee s regular pay rate times the special pay factor entered here Format 9 999 Example Type 2 Distribute wages Options Enter a one letter code as follows Never Never distribute Always Always distribute Selectively Selectively distribute The capability of distributing payroll amounts to G L accounts remains part of the Payroll module no matter what your answer is to this question Your answer here controls whether or not manual versus automatic distributions to G L accounts are made for an employee s regular pay If you answer Never never distribute all employee wages for regular hours or salary overtime hours and special hours will be distributed automatically in the Standard payroll function to the G L account specified for each employee in the Employee File If you answer Always always distribute you will be asked when making entries in the Time worke
590. te length of an alphanumeric field or the length of an integer or the length of the integer portion of a decimal number Whole date fields are always six characters in length Right This column gives the length of the decimal portion of a decimal number Neg This column notes whether or not a numeric field can be negative in the payroll database If the entry in this column is blank the field cannot be negative If Y the field can be negative Total This column notes whether a field can be accumulated into total fields For example a magnetic media report might contain the Gross wages field which has Y in this column When this field is specified in an Employee record the employee s gross wages are reported When this field is specified in an Intermediate header or total record the intermediate total of employee gross wages is reported Similarly this field reports the group total for employee gross wages or the file total for employee gross wages when appearing in group header or total or file header or total records The Right Neg and Total columns do not apply to alpha Note numerics and dates Special This column indicates whether or not special data entry applies to this field An example of this is Text This field allows constant values inserted into the magnetic media report when the format is entered Up to 40 characters of text can be entered for each instance of a text field in a report format Each text field i
591. ter fields or date fields Format A number from 0 to 5 Example This field is skipped Note that the positions to the left of the decimal are not entered because they are implied The number of digits to the right of the decimal are subtracted from the size of the receiving field as determined by its beginning and ending locations Any positions required for editing symbols decimal point minus sign are also subtracted Whatever is left over is what you have available to receive the integer portion of the sending field No warning is issued when this remainder is smaller than the defined size of the sending field nor indeed when it is zero or even negative Neg Options If the field selected can be negative make one of the following selections for showing the minus sign of a negative number Blank do not show the minus sign R show the minus sign to the right of the number L show the minus sign to the left of the number Generally states do not allow negative money amounts to be reported Format One character from the list above Example This field is skipped 501 Passport Business Solutions Justify If the field selected is alphanumeric enter L to justify the contents of the field to the left R to justify the contents of the field to the right or N for no justification Here is an example assuming that the sending field is six characters long and its current value is bbX Ybb where bb represents spac
592. tering Information in Special Entry Windows This section explains how to enter information in different types of special entry windows Special entry windows Text This special entry window is displayed for the following field e EF 001 Any TEXT field All text fields are numbered EF 001 but this is merely a convention and does not imply that they are all the same Magnetic media formats Record formats XYZ Company Format XX SAMPLE STATE Annual Record clase rile header Deso Sample State Record type 1p Annual W 2 Report Desc BASIC AUTHORIZATION Beg Ene Field Decimals Neg Justify Fill Spenial n i 3 rr OOL Text 1 L 2 QE OL p I OAA TEXT SA Y 3 50 RF 001 51 100 nF 006 Text i I 173456789017345 6789017345678901734567890 L 2 3 4 Suppress 1 Any change M ccc re Text Enter the text you want to appear in the magnetic media report in the position specified by Beg through End A number of characters up to 40 equal to the length of Format this field as shown by the beginning and ending position Example Type 1 Suppress Answer N if you want the text to always appear in the report Answer Y if you want to sometimes suppress the text This feature would be used if a text field was intended as a caption for an adjacent field and you wanted the caption not to appear when that field was not present Field This field displays only if the preceding field is Y 503 Passport Business Solutions
593. the column that you want the text to begin printing 475 Passport Business Solutions Format 999 Example Type 12 A ruler appears with numbers starting at the column you just specified and extends up to 40 columns The ruler stops at the right hand edge of your report If your report has at least 40 more columns to the right of the starting column for this text the ruler is 40 columns long Otherwise it is shorter In the example above the ruler starts at column 12 as specified and extends for 40 columns to column 51 4 Text Enter the exact text you want to appear in that location Example Type Employer ID 5 Suppress Answer Y if you want the text suppressed not print when some field to be specified next is zero or blank This is useful when you wish to print a caption for a field only when that field is in fact present Format One letter either Y or N The default is N Example Press lt Enter gt Field If you answered Y to Suppress the available item fields display Enter the number of the field that when it is zero or blank causes the text not to print If you have not selected this field to print on the report you get a warning message However your choice is still accepted Make a note to select the field later The field you select here must also be selected to print on the report Quarterly report formats Header area XYZ Company Format 11 Example Format Header area rows 1 through
594. the maximum adjustment for FWT Options This field is applicable only if the state tax calculation is based on earnings lt Enter gt For no maximum Format 999999 99 Example Press lt Enter gt 21 Std adj pct of gross pay Some states allow you to adjust an employee s income down by a standard percentage before calculating SWT This field allows you to specify that percentage In addition to the standard percentage some states specify that this adjustment be no less than a minimum amount and or no greater than a maximum amount The next two fields allow you to specify these minimum and maximum amounts for this adjustment This field is applicable only if the state tax calculation is based on earnings Options Enter the standard adjustment percentage or just press lt Enter gt For no adjustment of gross pay Format 999 999 Example Press lt Enter gt 22 Minimum standard adj As described above for Field 21 you specify the minimum standard adjustment amount by entering that amount here This field is applicable only if the state tax calculation is based on earnings Enter the minimum standard adjustment or just press lt Enter gt for no minimum adjustment Format 999999 99 Example Press lt Enter gt 23 Maximum standard adj As described above for Field 21 specify the maximum standard adjustment amount by entering that amount here 119 Passport Business Solutions Options This field is appl
595. the name field and lets you enter an non employee name or just the leading characters of one Upper lower case is significant Your options at this point become lt F2 gt For next non employee in employee name sequence lt SF2 gt For previous non employee Blank To return to looking up non employee by number The non employee entered must exist in the Employee File and must also have been paid at least one check during the year The 1099 forms cannot be printed for regular salaried or hourly employees If you enter the number of a regular employee an error message displays For an existing 1099 information record Options Enter the non employee number whose 1099 information you want to change or delete or use the option lt F1 gt For next entry lt SF1 gt For previous entry Format 999999 Example Type 1 438 Passport Business Solutions 2 Section 409A Non qual comp plan deferral box 15A This field is for reporting the section 409A non qualified compensation plan deferral amount Enter the dollar amount Format 999999999 99 Example Press lt Enter gt The American Jobs Creation Act of 2004 or JOBS Act added a new section 409 A to the Internal Revenue Code The JOBS Act states that Deferred compensation can include supplemental employee retirement plans SERPS stock appreciation rights SARs restricted stock units and in some cases severance arrangements The law also applies to employe
596. the positive pay file has line feeds only LF or both carriage returns and line feeds CR LF at the end of each line The choices are different depending on the operating system where PBS is installed The choices on a Windows system are 0 Operating system default CR LF DOS file or 1 Line feed only UNIX Linux file In UNIX and Linux the choices are 0 Operating system default line feed only UNIX Linux file and 1 CR LF DOS file If you are unsure which file format to use ask someone from your bank the format they prefer If you are still unsure select the operating system default and send a test ACH file to your bank using that choice A representative from the bank will let you know if you need to try the other option 552 Format Example Passport Business Solutions For the system default For a system installed on Win dows this is CR LF DOS format For a system install on UNIX Linux LF only in UNIX or Linux For a system installed on Windows the choice will dis play as Line feed only UNIX Linux file Ona UNIX or Linux installed system this will display as CR LF DOS file One number either 0 or 1 Type lt Enter gt for the default 5 Width max 9 999 This field will display as Not applicable if you selected a CSV form type Enter the number of columns that may be written to each record of the text file Format Example Up to four digits Not applicable in this case 6 Incl
597. the software After mounting the check forms you are asked to select a printer 269 Passport Business Solutions Company information laser alignment Print alignment form If printing checks with a laser printer you are first asked to enter Up down adjustment and Left right adjustment amounts to adjust the alignment of the laser printer The values last entered for these amounts are shown After entering new values or accepting the values shown you are then asked Print alignment form After the alignment is printed you are asked Print alignment form If printing checks with a laser printer you are given the chance to adjust the alignment before printing another alignment form Enter number of copies to print If you are printing checks with a laser printer you are asked to enter the number of copies and the labels for each copy Leave the Label for Ist part field blank if you do not want to print a label on the original copy of the check If you print more than one copy the second and subsequent copies have VOID NOT NEGOTIABLE printed in the signature area of the check When you are finished printing alignment forms note the serial number of the first check which is actually printed The following tab displays Posting criteria Last check number used Starting check number 1195 Payment group Starting department number First Ending department number Last 1 Starting employee n
598. there is a current pay period maximum amount on which the percent is allowed enter that amount here Press lt Enter gt to default to zero if there is no limit If the rate basis is Work units this field displays as Current deduction limit This is the maximum dollar amount that the deduction can be in a pay period 88 Passport Business Solutions Format 999999 99 Example Press lt Enter gt Work unit descriptor If the rate basis is a fixed amount per Work unit enter a brief description of what the work unit is e g DAYS This work unit descriptor prints beside the number of work units when special tax information displays or prints Format Four characters Not applicable displays because the rate basis is for a Example percentage Type of earnings If the rate basis is a fixed amount per Work unit this field cannot be entered Options Otherwise select the type of already calculated gross amount of wages that the percent of wages is taken on Available choices are SELECTION DESCRIPTION FWT gross FWT gross Fed unemp gross Federal unemployment insurance gross State unemp gross State unemployment insurance gross Work comp gross Workers compensation gross Emp soc sec gross Employee social security gross Emp medicare gross Employee medicare gross Empr soc sec gross Employer social security gross Empr medicare gross Employer medicare gross Format Drop down list box with one of the choices a
599. this box Format One letter either Y or N 3 User defined W2 box 14 text 1 If Field 2 is Y this field displays as Not applicable Otherwise Box 14 is available for any amounts that you track manually outside of the payroll system for instance charitable contributions or pension plan contributions If you choose to do this enter a description here of what amount you are entering The amount and its description will be printed in box 14 of the W 2 form Format 15 characters 4 User defined W2 box 14 amount 1 If Field 2 is Y this field displays as Not applicable If Field 3 is not entered the cursor skips this field and it is left blank Otherwise enter the amount of whatever you have described in Field 3 You may enter zero Format 9999999 99 5 Print OST 2 in W2 box 14 If Field 1 is blank this field displays as Not applicable because what you are entering is Federal information not state Otherwise specify whether you want to print the second other state tax in this box Format One letter either Y or N 6 User defined W2 box 14 text 2 If Field 5 is Y this field displays as Not applicable Otherwise the remainder of Box 14 is available for any amounts that you track manually outside of the payroll system for instance charitable contributions or pension plan contributions If you choose to do this enter a description here of what amount you are entering The amount and its description will be printed
600. this to Yes or with a check mark If you are not finished with the testing and you need to do a check run reset the Payroll Control information to not generate positive pay before the check run Step 3 Bank Setup This step is done under the menu selection Ctl gt Banks 660 Passport Business Solutions A bank record contains information required for positive pay processing bank name and your bank information You must also enter the positive pay format created in step 1 There must be a bank code set up for your bank that has a bank type of Company ACH bank Company ACH bank The company ACH bank is your bank Enter the fields that pertain to positive pay You may use multiple bank accounts However during a check run you can only use one at a time The bank used is based on the cash account selected during print checks and post For information on entering a bank see the Banks chapter in the System User documentation Print Checks Now you are ready to do a check run During the check printing process a positive pay file is generated Following check printing you may now send the positive pay file to your bank Positive Pay Data File Security The main and backup positive pay files contain confidential employee payment amounts It is recommended that access to the positive pay file directory be restricted only to the person or persons producing and transmitting the positive pay files Passport Business Solution
601. thod for the account Options There are four options for this field Per hour As a rate per hour Percent As a percentage of the gross or net See Based on field below Pay period As a flat dollar amount per pay period Balance of check For the balance of the check Format Drop down list box with the options from above Example Balance of check What you enter in this field relates to amounts entered in the next field The bank accounts on this screen are automatically sorted by the calculation method number However the new sorting will not display until you exit this screen and return to view the data later You are only allowed to enter one balance of the check type per employee Based on If you are not using a percentage Calculation method for this account then you will not be able to enter this field If you are using a percentage enter the percentage type The percentage type can either be based on the Gross pay or the Net pay for the employee accounts Format Drop down list box with the options from above Example Not used in this example Amount Enter the amount to be directly deposited If the balance of the paycheck is selected on the previous field then you can not enter this field and a check is printed for 0 00 This check is marked as 167 Passport Business Solutions Void The check is printed so that you can give the stub to the employee If you change the Calculation method field any amount previ
602. tic media formats Record formats XYZ Company Fornat XX SAMPLE STATE Annual Record class File header Desc Sample State Record type 1A Annual 2 Report Dasc TRANSWITTER RECORD Beg End Field Decimals Weg Justify Fill Special 1 1 EF O01 Text 1 L Ki 2 2 EF 021 21 FIPS numeris state code Cenp 3 6 RF OZ0 Enter text to fill colum s 2 thru 2 when eaployee s state is not found in the FIPS table Fill text A 1 Karamon sates ees akata t Sita hogy Any change MO The FIPS Federal Information Processing Standard state code is not stored in Employees Instead the state territory postal abbreviation is translated to a FIPS code as needed using an internal table The purpose of this window is to specify what substitute will be used when this translation fails because of invalid state abbreviations in Employees or because of new states admitted to the Union since the last Passport Business Solutions upgrade Fill text Options Enter the text to use when the state is not found in the table of FIPS numeric state codes or use the option lt F2 gt To use the state s postal abbreviation as the fill text A number of characters up to 40 equal to the length of Vorma this field as shown by the beginning and ending position Example Does not occur in this example Any change Enter Y to re enter the window or Y to return to the main screen Special entry windows hire termination dates This special entry window is dis
603. tilities One of the file utility function is to provide the capacity to recover corrupted data files See the PBS Administration documentation for instructions on using the file utilities ODBC pronounced as separate letters ODBC is short for Open DataBase Connectivity ODBC is a pipe that connects data from Passport Business Solutions files to popular ODBC compliant spreadsheet and reporting applications like Microsoft Excel Access and Crystal reports ODBC is a separately licensed software and installation which requires a separate purchase XDBC is the product that allows PBS to interface with your data via ODBC Printers In Windows you can easily select any one of more of the most popular printers Additionally instructions are given to allow you to interface the software to other printers Acrobat PDF and HTML file generation provides two ways to save and view reports You may also send some forms to a PDF file but checks are not included Upgrading from earlier versions The functions and instructions to enable you to upgrade from an earlier version of this same Passport Business Solutions or RealWorld classic module are included on the PBS disk or download The EZ Convert Utility provides a fast way to convert multiple companies all in one step 14 Passport Business Solutions Getting Started This chapter contains the following topics Preparing to Use Payroll eerren i RAEES i Setting Up Payroll as iecic
604. time rate Drop down list box either Regular or Overtime The Format default is Regular Example Press lt Enter gt Work unit descriptor If the rate basis is a fixed amount per Work unit enter a brief description of what the work unit is e g DAYS This work unit descriptor prints alongside the number of work units when workers compensation information displays or prints Format Four characters Example Not enterable because the rate basis is for a percentage After these fields are entered the following screen displays An example In order to have data on file to be used in future examples in this manual enter another code for workers compensation as shown below 86 Business Solutions fez Not applicable Not I cable Not applicable WEEK Field ouster co ohanga The Payroll package does not post workers compensation expenses and lia bility entries to the G L accounts The package tells you what liabilities were incurred during a particular pay period so you can post the entries manually Note Special tax Code This type is for a special tax such as SUI workers compensation etc where part of these taxes come out of the employee s pay Enter the Code and Description fields as they appear below and select Special tax for the Type field The rest of the fields display shang CF1 Mak an Field umber co aly G L acct Options This account number is for the lia
605. ting amounts such as wages to GL accounts e An amount allocated to a GL account For example when you pay an employee you enter or the computer calculates information about how much to pay what taxes to withhold what deductions to make etc In addition you distribute allocate the amount of the wages to one of your GL expense accounts for salaries or hourly wages and to your cash account The Passport Payroll module collects all distributions to GL accounts and will either print a report summarizing these distributions or will automatically transfer them to the General Ledger module if you use it Earned Income Credit EIC Earned income credit EIC is essentially a negative income tax Certain classes of wage earners who earn very little are paid by the government for not earning more money Employers make EIC payments to qualified employees on the government s behalf The employer generally pays EIC out of withheld income social security and medicare taxes 401 k Plans A 401 k plan is a deferred compensation arrangement in accordance with IRS Code Section 401 k whereby an employee can elect to have the employer contribute an amount to the plan on the employee s behalf Amounts contributed to the plan per the employee s election are treated as employer contributions to the plan and are not subject to federal income tax withholding There is a yearly maximum on the amount an employee can elect to defer This maximum i
606. tion each record class contains The following descriptions contain examples only and are not intended to match any particular magnetic media report format File headers This record class is used for those records that appear once at the beginning of the file Some states specify 1 record type while others specify more than 1 States that follow the Federal W 2 format have up to 6 record types in this class for diskette reporting 1A 2A 1B 2B 1E and 2E records Group headers This record class is used when a state has specified that employee records are grouped by a field such as plant number All employees for one group are reported together then all the employees for the next group and so on This class allows reporting header or lead in records at the beginning of each group Intermediate headers Although this record class is included it is not currently used by any state magnetic media report specification This record class corresponds to the intermediate totals record class in the same way that the group header class corresponds to the group totals record class Employee This record class and examples of its record types have already been described above It is used for reporting employee information The records contained in this class are output for 576 Passport Business Solutions every employee being reported Intermediate totals Intermediate totals are totals that are reported after a specified number
607. tion is not available Format Refer to the Special pay 1 field Example Press lt Enter gt to default to zero Vacation Accumulate Enter the rate by which the employee will accrue time during each pay period If the manual entry type is selected then the Vac hrs start date Fraction per and Max vac fields can not be entered The options are Per pay frequency Per hour worked Per month worked Per quarter worked Per third of year worked 151 Passport Business Solutions Per half year worked By manual entry Per year worked When manual entry is selected you will have to update the Hrs due Vacation time manually or enter vacation hours in time worked Use arrow keys to select an option from the drop down Formal list box Example Select Per pay frequency Hours start date Enter the date on which to start accruing vacation hours for this employee Leave this field blank to indicate that no automatic accrual of vacation hours should take place for this employee If you enter a number of hours to be accrued in Time Worked or Adjustments when the pay period ending date is before the date entered here you are warned that vacation hours should not be accrued for this employee Format MMDDYY Example Type 10105 Fraction per This field automatically displays the accumulate frequency method selected above for example Fract per hour or Fract per six mo Enter the accrual rate Format 999 99999 Ex
608. tions Earnings YTD totals Union Type amount Frequency G L Acct Al Loan Amount Frequency X Balance due l Garnish Type amount v Frequency Balance due Employee 401k Plan None gt Employer contributions Employee contributions Code a Al Code i al Type amount o Yd Sa Type amount A Frequency Frequency o Maximum aa Deduction Frequencies Each of the deductions below requires a frequency You can enter any valid pay frequency The default is the pay frequency already specified for this employee If the frequency of a deduction or earning entered on this screen is specified as more frequent than the employee s pay frequency the deduction or earning is applied to the employee s pay only when the employee is paid Here s an illustration of deduction frequencies Company ABC Inc has employees in each of the pay frequency categories D Daily W Weekly B Bi monthly S Semi monthly M Monthly Q Quarterly March Ist is the beginning of the current quarter The following table gives an example of how ABC Inc uses the frequencies to process deductions for each of their pay periods Monthly employees are paid on the first day of the month and semi monthly employees are paid on the first and fifteenth day of each month Weekly and bi weekly employees are paid on Mondays PAY ee ei oul EARNING FREQUENCIES November 1 2004 D W B S M Q November 8 2004 D W November 15 2004
609. tips This prints the employer medicare gross amount for all payroll checks posted for each employee for the quarter specified on your report 45 Empr medicare 11 99999 99 Employer medicare is the amount contributed by the employer for an employee s medicare This prints the employer medicare amount for all payroll checks posted for each employee for the quarter specified on your report 46 Empr 401 k amount 15 99999999 99 Employer 401 k is the amount contributed by the employer for an employee s 401 k plan This prints the employer 401 k amount for all payroll checks posted for each employee for the quarter specified on your report 47 Emp 401 k deduction 15 99999999 99 Employee 401 k deduction is the amount contributed by the employee for his her 401 k plan This prints the employee 401 k deduction amount for all payroll checks posted for each employee for the quarter specified on your report 48 Supplemental benefits 12 999999 99 599 Passport Business Solutions Supplemental benefits is the amount contributed by the employer for an employee s supplemental benefit This prints the supplemental benefits amount for all payroll checks posted for each employee for the quarter specified on your report 49 Earned income credit 11 99999 99 This is the earned income credit paid in advance to an employee rather than claimed by the employee at the end of the year on his her annual Fede
610. to cause X s to be printed on the first row of labels Print label alignment displays again If the X s just printed are properly aligned answer N and label printing begins If they are not properly aligned adjust the labels in the printer then answer Y again Repeat this procedure until the labels are properly aligned Remember you can interrupt printing by pressing lt F1 gt When requested mount regular paper back into the printer then type DONE If you selected to print all employees the Employees screen redisplays Otherwise the Print employee labels screen redisplays for entry of another range of employee labels to print You can press lt Esc gt to return to the Employees menu Passport Business Solutions fez PRINTING MULTI CITY MULTI STATE INFORMATION This report lists employees with tax obligations to more than one city or more than one state Select Multi city and multi state info from the Reports Employee Employer menu The following screen displays Multi city Mullti state list List by Sun htt Ad Starting employee First Ending employee Last In character mode the following screen displays Enter the following information List by Enter either Employee number or Tax code Format Drop list either Employee number or Tax code 212 Passport Business Solutions Starting employee and Ending employee Enter the range of employee numbers to print in the
611. to date gross wages on which federal withholding tax was deducted Format 99999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD emp Soc sec grs Enter the year to date gross wages on which the employee portion of social security was calculated The amount should not exceed the maximum social security wages entered in Field 16 of Tax tables for federal taxes Format 9999999 99 181 Passport Business Solutions automatically set to zero by the lt F2 gt at the YTD gross Example field YTD emp medicare grs Enter the year to date gross wages on which the employee portion of medicare was calculated The amount should not exceed the federal tax field 22 Maximum medicare wages entered in Tax tables Format 9999999 99 Primo o set to zero by the lt F2 gt at the YTD gross YTD empr soc sec grs Enter the year to date gross wages on which the employer portion of social security was calculated The amount should not exceed the maximum social security wages Format 999999999 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD empr medicare grs Enter the year to date gross wages on which the employer portion of medicare was calculated The amount should not exceed the maximum medicare wages Format 9999999 99 automatically set to zero by the lt F2 gt at the YTD gross Example field YTD FUI gross Enter the year to date gross wages
612. to purge dis tributions Run Distributions to G L specify the file to purge Only interfaced distributions should be purged Print the General Journal Entry Edit List The debits and credits printed on the edit list should be com parable to the debits and credits on the PR Dis tributions to G L Report provided you followed this procedure each period If you have not purged the PR Distributions to G L file in a previous period then the reports are not comparable Note that if you specify not to purge distributions by Get distributions and you run Get distributions again you never transfer the same distribution from PR to G L more than once because Get distributions prevents this Thus if after step 2 in the alternate procedure above you discover additional PR transactions for the accounting period are not entered into the Passport Business Solutions PR simply enter and post these transactions in PR and repeat the alternate procedure starting with step 1 373 Passport Business Solutions PR Distribution Notes In the detailed report each distribution of regular overtime and special pay made during Time worked or Adjustments as well as each amount automatically posted for taxes deductions additional earnings and cash is shown listed under the account to which the distribution is made The account numbers for automatic postings are obtained from the Employee file the Deduction Code file and the Tax Co
613. tory information using the Drill down feature lt SF8 gt This feature is explained in the PBS System documentation Passport Business Solutions General Information There can be more than one entry for a single employee for different states cities or frequencies These may or may not print on the same check Note also that all the entries on file at any one time are all destined for the next payroll you cannot have entries for more than one payroll run present at the same time Employee Options Enter the number of an existing employee including non employees generally contractors or use one of the options lt F1 gt For the next existing entry lt SF1 gt For the prior entry For the next employee in employee number sequence whose pay frequency matches one of those you spec ee ified on the first screen except terminated employees and non employees lt SF2 gt For the prior matching employee Exception conditions e Ifyou enter the number of an employee whose pay frequency does not match one of the pay frequencies entered on the first screen you see Wrong Frequency Pay Anyway e Ifthe employee you enter has been terminated you see Employee Terminated Pay Anyway In either case answer Y or N Format 999999 Example Type 4 State If this is a multi city state employee so designated in the Multi city state check box field of the selection Employees enter the State Tax Code This must alre
614. ty File Tools Help Reminder A qualified employee is one who Was hired after February 3 2010 and before January 1 2011 Was not hired to replace another employee unless the other employee separated from employment voluntarily or for cause including downsizing Was not a family member or other related individual of the employer and Signed Form W 11 Hiring Incentives to Restore Employment HIRE Act Employee Affidavit or other similar statement under penalties of perjury certifying under penalties of perjury that he or she had not worked more than 40 hours during the 60 days prior to beginning employment Check the box In character mode enter Y You do not have to select or enter a Hire date for any employees that are NOT hire act eligible You may check who has been selected by running the new Hire Act List report 2 Running the Hire Act List Select Hire Act list update from the Year end menu A screen similar to the following displays Year end Employee HIRE Act list update XYZ Company Starting date Ending date Starting employee Ending employee al w ne Update Federal aux file lt F2 gt 61 01 10 earliest 676 Passport Business Solutions When running this as a list only select N for field five Viewing the report will tell you by quarter the amounts that are Hire Act Eligible 3 Once you have confirmed that you have identified all the Hire Act Eligible e
615. u are asked Balance due is 0 0 is this OK Respond Y to confirm or N if this is an error D E 8 through D E 9 D E 8 and 9 are reserved by the system for direct deposit and 401 k plans respectively If either of these features have been chosen for this employee the corresponding field displays as Read only field Never enter or calculate deduction amounts that are greater than the Note amount of an employee s check The system cannot calculate taxes on neg ative amounts Options You can also use one of the selections from the Options menu 179 Passport Business Solutions mA Extended information To enter extended information Employee notes To enter notes To enter multi city state detail In order for this selection to be available on the Taxes Exemptions tab you must have indicated that this employee will be taxed by multiple states or cities Multi city state detail To enter direct deposits In order for this selection to be available on the General tab you must have indi cated that this employee will be paid via direct deposit and in Control information you must indicate that this is an Electronic payment direct deposit type Direct deposits Year To Date Totals The final tab displays as follows General Wages Rates Taxes Exemptions Fixed deductions Deductions Earnings YTD totals YTD gross 00 YTD emp medicare 0 YTD FWT gross 00 YTD empr sec soc 00 YTD emp soc sec grs 0 YT
616. u to specify a maximum amount by which gross pay can be adjusted for FWT If the FWT adjustment is greater than the maximum entered here then this maximum amount is used as the FWT adjustment Options This field is applicable only if the state tax calculation is based on earnings lt Enter gt For no maximum Format 999999 99 Example Press lt Enter gt 19 Pct of soc sec to adjust This field is similar to Field 17 above except it allows you to adjust for social security tax withheld instead of FWT This field is applicable only if the state tax calculation is based on earnings Format 999 99 Example Press lt Enter gt Max soc sec adjustment This field is similar to Field 18 above except it allows you to specify the maximum adjustment for social security instead of the maximum adjustment for FWT Options This field is applicable only if the state tax calculation is based on earnings lt Enter gt For no maximum Format 999999 99 Example Press lt Enter gt 20 Pct of medicare to adjust This field is similar to Field 17 above except it allows you to adjust for medicare tax withheld instead of FWT This field is applicable only if the state tax calculation is based on earnings Format 999 99 Example Press lt Enter gt 118 Passport Business Solutions Max medicare adjustment This field is similar to Field 18 above except it allows you to specify the maximum adjustment for medicare instead of
617. uarterly report format 386 Passport Business Solutions Two characters followed by 15 characters The first two Format characters typically represent a state abbreviation No example is given as magnetic media format will not Example be entered until a later chapter in this manual 2 Report year Enter the report year for the quarterly magnetic media report 9999 The default is the current payroll year from Control Format information Example No example is given 3 Which quarter Enter the quarter number for the report 1 2 3 or 4 The ending date is automatically displayed Format One number from 1 to 4 Example No example is given 4 State tax code Enter the state whose information is to be reported Any value can be entered but no report will be produced unless this entry corresponds to the first two characters of the tax code for at least one state entry in Tax tables Format Two characters Example No example is given 5 Employer name Options Enter the employer name to use in the report or use the option lt F2 gt For the employer name from PR Control information Format 44 characters Example No example is given 6 Employer address Options Enter the employer address to use in the report or use the option 387 Passport Business Solutions For the first employer address line from Control infor lt F2 gt mation Format 35 characters Example No ex
618. ude terminated If you checked the box yes terminated employees in the Employee File are included on the list as long as they fall within the defined alphabetic range You can press lt Enter gt to default to unchecked Format Check box checked is Yes and unchecked is No Example Type lt Enter gt If terminated employees are included in the list the total number of terminated employees and the termination dates are printed Include Enter either employee Phone number or Employee information Format Drop list Employee information is the default Example Select Phone number Print extended information Select the space bar check the box to print extended information or lt Enter gt to not print it Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Print notes Answer Y if you want to print employee notes Format Check box checked is Yes and unchecked is No Example Press lt Enter gt Press lt Enter gt or click on OK to print the report Select Cancel to not print After selecting to print the report then a list of printers will display The software differentiates between upper and lower case letters Names containing lower case letters are printed after names containing all upper case letters 208 Passport s Business Solutions fzzma PRINTING EMPLOYEE LABELS Use this selection to print employee labels The labels printed by this function must be continuous form pape
619. ude voided checks Consult with your bank contact person to determine if they want a list of the voided checks in the positive pay file These are the options Format Example To include voided checks To not included voided checks One character either Y or N N is the default Type Y 7 Void format This field can not be entered if you selected N for field 6 Select how you want the void check amounts to be written to the positive pay file 1 2 3 Format Example Show void amount as zero Show void as a negative amount Show void as a positive amount One character either 1 2 or 3 Type 2 553 Passport Business Solutions 8 Omit header record Consult with your bank contact person to determine if they want a header record in the positive pay file These are the options To remove the header record To include the header record Format One character either Y or N N is the default Example Type Y Field number to change Make changes as needed If it is a new file format after you select lt Enter gt the Field Definition Screen will display For an existing form you are then asked the following View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form Otherwise select N to remain on this screen with the cursor moving back to the Form ID field The default is Y Format One character Y or N Example Type lt Enter gt
620. uld start off with zeros in all these fields Also at the beginning of a new calendar year you normally set all YTD fields to zero through the Year End Payroll selection These fields are protected from change when in change mode For the meaning of this term refer to the System User documentation In add mode the YTD figures can be entered not for the benefit of new employees but for convenience when initially installing PBS Payroll When payroll checks and adjustments are posted the YTD fields in the Employee File are automatically updated These YTD fields are used to control cutoffs on the payroll calculations and to print on the Payroll Register and check stub The quarter to date and year to date history information used to print the Quarterly Payroll Report and Year End Payroll Report is maintained in a separate file and is updated only when adjustments or printed checks are posted If you install this package in mid year initially set these Employee file fields to zero Adjustments should then be entered and posted for each employee s quarterly totals in order to create accurate quarter to date and year to date history information YTD gross Options Enter the year to date gross wages or use the option To set all fields on the screen to zero and move the cur lt F2 gt oe sor to Field number to change Format 99999999 99 Example Press lt F2 gt to set all fields to zero YTD FWT gross Enter the year
621. ule does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 153 Federal box 14 line 3 A 15 This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the description for the second Federal amount The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 154 Federal box 14 line 4 N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is a
622. umbe fh Ending employee number rey In character mode the following screen displays 270 Passport Business Solutions Checks XYZ Company 1 Last check used 822 2 Starting check 3 Payment group 4 Starting department Ending department Starting employee y Aa U Ending employee Enter the following fields Last check number used Enter this field in order to account for any check forms which have been used for manual checks since the last time computer checks were cut The check number displayed on the screen for last check used is obtained from the Cash Accounts file The Cash Accounts file was updated with the highest check number used the last time you printed computer checks If this check number is one less than the serial number on the first check form originally mounted on the printer then press lt Enter gt Otherwise enter a number which is one less than the serial number of the first check form you placed in the printer prior to printing any test alignments If you enter a check number instead of using the displayed number then checks numbered from one greater than the check number originally displayed up to the check number you enter here are logged on the check register as Not accounted for on this register For example assume that the number originally displayed is 157 The first serial number on the checks you mount on the printer is 162 You then print two a
623. unt the software will prompt you to enter a maximum amount for the 401 k Catchup provision Catchup 401 k If applicable enter the Catchup maximum deferral amount or press lt Enter gt to specify no maximum This amount is the additional amount allowed for 401 k catchup Format 99999 99 Example Type 2000 If you have an employee that uses the Catchup feature you will need to setup the employee to use the new Catchup C code in their 401 k For more information please refer to setup details about field Employee 401 k plan in the Employees chapter 108 Passport Business Solutions 31 Vacation pay exp acct Options Enter the main account number of the expense account to use for vacation pay lt F5 gt For variable cost center lt SF5 gt To make the entire account number vary by employee Your standard account number format as defined in Com Format i pany information Example Type 6020 then press lt F5 gt 32 Holiday pay exp acct Options Enter the number of the expense account for holiday pay lt F5 gt For variable cost center lt SF5 gt To make the entire account number vary by employee Your standard account number format as defined in Com Format pany information Example Type 6030 then press lt F5 gt 33 Sick pay exp acct Options Enter the number of the expense account for sick pay lt F5 gt For variable cost center lt SF5 gt To make the entire account number
624. ur standard account number format as defined in Com Format i pany information Example Type 6110 then press lt F5 gt 107 Passport Business Solutions 29 FUI liability account Options Enter the number of the account that accumulates the amount of the FUI contribution calculated by the software lt F5 gt For variable cost center Refer to the Account Numbers section Your standard account number format as defined in Com Format i pany information Example Enter account 2130 000 30 Max 401 k deferral A 401 k plan allows an employee to defer income by having the employer make contributions on behalf of the employee These contributions are specified as type K before tax deduction codes in Deductions Earnings Such contributions are called elective deferrals Once you have defined the type K codes you then enter the actual 401 k deduction amount in each employee s record as a permanent deduction but only if an employee has elected to take this deferral One of the limitations of a 401 k deferred compensation plan is that there is an annual limitation on elective deferrals This maximum is the lesser of any plan specified maximum or the Federal 401 k for the current year Enter the maximum allowed by your plan or the Federal 401 k maximum for the current year or press lt Enter gt to specify no maximum Format 99999 99 Example Type 12000 After you enter the maximum 401 k deferral amo
625. urity wages Employee medicare a Federal tip credit ploy State tip credit Social security tips l ies L Medicare wages eit Medicare tips ase FWT gross a Empr social security Ls EIC gross i Employer medicare e Empr soc sec wages i ea Empr soc sec tips Empr medicare wages i Empr medicare tips SS FUI gross fed FUI wages Enter the fields on this tab Weeks worked Weeks worked Enter the number of weeks worked by this employee Format 99 99 Example Type 2 39 Work units In states where workers compensation premiums are based on work units or special tax type X deductions are based on work units enter the number of work units applicable to this adjustment Format 999 99 Example Not applicable displays Federal tip credit Enter the amount of the federal tip credit Format 999 99 Example Press lt Enter gt for 00 State tip credit Enter the amount of the state tip credit 306 Passport Business Solutions Format 999 99 Example Press lt Enter gt for 00 The fields in the Wages and Tips box enable you to specify the gross amounts for the various federal taxes calculated by the Payroll system The fields in the Wages and Tips box have default values calculated for them For the default value use the lt F2 gt option on these fields The default value is calculated only if the applicable tax is defined The Calculated gross amou
626. ux systems the report is written to the server host hard drive and you are not prompted for a drive letter A report file is created with the file name entered when the report format was defined Refer to your state reporting guidelines for the media format required by your state Regardless of operating system it is a good idea to have three copies of this file one to send to the IRS another as an archive and a third for a working copy for reference in case the IRS has any questions 393 Passport s Business Solutions Annual Reports Magnetic Media This chapter contains the following topic Producing Annual Reports on Magnetic Media 394 Passport Business Solutions Ezz PRODUCING ANNUAL REPORTS ON MAGNETIC MEDIA Use this selection to produce annual reports to state agencies in a magnetic media file These reports can be written directly to your hard disk or other available media Select Annual reports Mag media from the Reports general menu The following screen displays Enter the information as follows 1 Report format code Options Enter the format code for the report you want to make The report must previously have been entered and verified in Magnetic media formats and moreover must have been defined as an annual report rather than a quarterly one You can use one of the options lt F1 gt For the next annual report format on file lt SF1 gt For the previous
627. vailable for inclusion in a magnetic media report This field is the second Federal amount The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 155 State box 14 line 1 A 15 This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these sets comprises a description field and an amount 645 Passport Business Solutions field Both Federal and state additional information can be reported in this manner on W 2 forms and the same information is available for inclusion in a magnetic media report This field is the description for the first state amount The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 156 State box 14 line 2 N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field It is an optional field for reporting on Federal W 2 forms Box 14 of the W 2 form can be used to report any information an employer wishes to report to an employee In box 14 two sets of fields can be reported Each of these
628. vary by employee For these options refer to the Account Numbers section Your standard account number format as defined in Com pany information Example Press lt SF5 gt Format 109 Passport Business Solutions 34 EIC advance acct Options Enter the number of the account that accumulates the value of the earned income credit advances that are made to qualified employees For variable cost center Refer to the Account Numbers lt F5 gt section F Your standard account number format as defined in Com ormat j i pany information Example Enter account 2100 000 35 Loan repayment acct Options Enter the number of the account that accumulates the value of the loan repayments deducted from employee pay For variable cost center Refer to the Account Numbers lt F5 gt h section Your standard account number format as defined in Com Format i pany information Example Enter account 1110 000 36 Garnish liability acct Options Enter the number of the account that accumulates the value of garnishment deductions For variable cost center Refer to the Account Numbers lt F5 gt section F Your standard account number format as defined in Com ormat pany information Example Enter account 2030 000 Field number to change Make any desired changes Press lt Enter gt to view the fourth screen 110 Passport Business Solutions Tax tables Enter xyz Company 3
629. vel organization of record types into one or more record classes The terms record class and record type are defined next These reports are output according to formats that are entered using Magnetic media formats Record class State magnetic media reports use a wide variety of formats but all of them can be viewed in terms of one general scheme of organization This organization consists of record classes each of which contain various record types Up to ten record types may be entered for each record class This allows all of the record types for each record class to be output in the sequence in which they have been entered in the general appearance record see the section General Appearance in the Magnetic Media Formats 573 Passport Business Solutions chapter When a record class is processed all of the record types defined for it are output and they are output in the sequence in which they have been entered as just described Record classes are processed in a fixed sequence as illustrated in the diagram on the next page There are seven record classes File headers Group headers Intermediate headers Employee Intermediate totals Group totals and File totals Each of these record classes is defined later Record type In this context a record type is an individual element of a magnetic media report file Such a file can consist of one or more record types and each record type consists of one or more fields tha
630. void It will be used as the reference in the G L transaction for each voided check Format 25 alphanumeric Example Press lt Enter gt Field number to change Make any needed changes then press lt Enter gt 290 Passport Business Solutions PRINTING AND POSTING VOIDED CHECKS This section explains how to print a void check edit list and post voided checks Print Edit List Select Select Edit list from the Void checks menu The printer selection screen displays Select a printer Create HTML Print to disk or Display on screen Posting Checks Select Select Post from the Void checks menu The printer selection screen displays where you can select a printer or Print to disk Voided check information is posted to the Payroll Distribution file the Employee file the Payroll History file the QTD History file YTD History file and the YTD state and city History file If Payroll is interfaced to the Job Cost package distribution information is posted to the Job Detail file A Payroll Voided Checks Register is printed and the entries on file in the Void individual payroll checks selection are deleted Passport gt Business Solutions Ezz PURGING PAYROLL TRANSACTIONS Select Use this selection to purge payroll transaction records When a check is written information for that check is saved in case the check must be voided at a later date Once you are sure that the checks printed on a specific date wi
631. whether employee names are first name first or last name first If the report format specifies first name first all employee names are entered as John A Doe If the format specifies last name first all employee names are entered as Doe John A These name formats should be adhered to so that employee first names middle initials and last names can be extracted correctly If these rules are not followed unpredictable results may occur 8 Employee name last first A 25 This is the employee s name showing the last name first If an employee s name is entered as John A Doe it is reported as Doe John A If an employee s name is entered as Doe John A it is reported unchanged as Doe John A The NOTE for field 7 also applies to this field 9 Employee first initial A 1 This is the initial of an employee s first name It is one character A name entered as John A Doe or Doe John A returns the first initial J The NOTE for field 7 also applies to this field 10 Employee middle initial A 1 This is the middle initial of an employee s name It is one character A name entered as John A Doe or Doe John A returns the middle initial A The NOTE for field 7 also applies to this field 11 Employee first name 620 Passport Business Solutions A 25 This is the first name of an employee from the name as entered in the Employee file A name entered as either John A Doe or Doe John A returns the first name
632. who e Are not terminated and e Have one of the specified pay frequencies and e Do not have their pay manually distributed to G L accounts Generated entries can be printed on the Time Worked Edit List and they can be changed or deleted through Enter 226 Passport Business Solutions ENTERING TIME WORKED Use this function to enter change or delete time transactions Time transactions can either be entered with this selection of generated automatically with Standard payroll or both and transactions created by either method can be changed deleted or merely viewed by using this selection Enter lets you specify additional information for a time transaction such as overtime holiday sick and vacation hours as well as temporary deductions and earnings You can also specify that an employee is paid up to 4 weeks of vacation pay Select Enter from the Time worked menu A screen like the following displays T2 Time worked Company 00 XYZ Company File Tools Payroll criteria Pay period starting date Pay period ending date 11 03 2009 Pay employees with pay frequencies IV All F Dayr Weekly A Bi weekly F Semi monthiy 7 Monthly M Quarterly Number of holiday hours to take 00 Cancel In character mode the following screen displays Time worked Enter XYZ Company 1 Pay period starting date Pay period ending date Pay employees with pay frequencies win Number of holiday hours t
633. whom you provide a matching contribution to the 401 k plan lt F5 gt For varies by employee 82 Passport Business Solutions maA Your standard account number format as defined in Com Format pany information Example Enter account 2175 100 Expense acct Options This account number is for the expense account for this employer matching contribution lt F5 gt For varies by employee Your standard account number format as defined in Com Format i pany information Example Enter account 6060 999 Supplemental earning Code Next enter the information for the supplemental earning code Enter the Code and Description fields as they appear below and select Supplemental earn for the Type field The rest of the fields display Enter the information as follows G L acct Options This account number is for the expense account for this supplemental earning lt F5 gt For varies by employee 83 Passport Business Solutions Your standard account number format as defined in Com Format pany information Example Enter account 6070 999 Exempt from Fed w h Emp Soc Sec Empr Soc Sec FUI EIC State w h SUI OST 1 OST 2 Empr OST W comp Supp ben City w h The Exempt from questions are used to control the calculation of various types of taxes A check box answer indicates that this supplemental earning is exempt from normal inclusion in the wage base on
634. wo characters followed by 15 characters Example Type XX then type SAMPLE STATE 2 Copy to report format Enter the code you want to assign to the new format If you enter the code of a format already on file you see an error message informing you of this and that you must delete the existing format first before you can use this format code Enter another format code that is not already used Format Two characters followed by 15 characters Example Type XX then type SAMPLE STATE 1 3 Format description Enter up to four lines of description of 30 characters each for the new format Format Four lines of 30 characters each Press lt Enter gt four times to accept the descriptions dis Example ote ea 518 Passport Business Solutions 4 Annual or quarterly Enter A to specify that the copy to format is for an annual report or Q to specify that it is for a quarterly report Format One character Example Type A Field number to change When the format has been copied press lt Esc gt 519 Passport Business Solutions DELETE FORMAT Use this option to delete magnetic media formats which you no longer want to keep Select Delete from the Magnetic media formats menu Options A screen displays for you to enter the format code to delete Enter the code or use the option lt F1 gt For next format lt SF1 gt For previous format To delete a format answer Y when you are asked whether it
635. written checks and adjustments with an edit list and register Prints a report showing all payroll distributions to general ledger Prints a history report union deductions report and hours report Prints a standard quarterly report a 1099 report for non employee compensation and a year end W 2 information report Quarterly reports can be printed in customized formats State quarterly unemployment insurance reports and annual withholding reports can be made on magnetic media Direct deposits can be made to multiple employee financial institutions and bank accounts Social security numbers and employee bank account numbers are masked on screens reports and posting registers Can be interfaced to General Ledger and Job Cost or can be used by itself Includes password protection Has Help built into the software Passport Business Solutions Control File An easily maintainable Control File allows you to set various controls that tailor this module to your business These controls determine factors such as e whether distribution to GL accounts is done automatically or manually If it is done manually you must enter GL account numbers e pay factors for overtime and special pay e the number of hours in your pay periods e whether meals and tips are to be used for restaurants Deductions Earnings Codes The Deductions Earnings Codes File contains the voluntary deductions and miscellaneous earnings that you define i
636. ws Job number If you are distributing this employee s wages to a job enter the job number here The job must be on file and it must be active The description of the job is displayed automatically For a new entry Options Enter the job number or use one of the options lt FI gt For the next active job on file To enter a non job distribution The cursor then moves lt Enter gt tg Field 3 lt Esc gt To exit from distributions If you attempt to exit while any pay of any type remains undistributed you will be informed Distribution is not complete Sure you want to abort this entry If you answer Y you will have to re enter the entire entry not merely its distributions Seven characters The last job number entered if any dis Format plays as the default Does not occur in this example because not using Job Example Cost For an existing entry Options You can access a distribution by entering its key fields 1 through 4 or by using this option 250 Passport Business Solutions lt F1 gt For the next distribution on file for this entry lt SF1 gt For the previous distribution on file If you enter the key fields for a distribution the program searches for one that matches what you entered If one matches you can change any field except the key fields Cost item This is the number of the cost item that this distribution is applied to The cost item must be on file for the job and
637. x handling according to appropriate regulations and are not added to or subtracted from employee net pay by the Payroll package Depending on the deduction earning type additional fields display on the screen Each type of code is described in a separate section below Format Drop down list box Example Select Deduction Options You can change any field except the Code and Type fields For an existing entry you can also use one of the options lt F1 gt For the next code on file lt SF1 gt For the previous code on file To delete this entry Do this only if you are sure that Si this code is no longer used for any employee Deduction Code For a Deduction code type only one additional field is required G L acct This is the liability account for this deduction Enter the cost center numbers then the main and sub account numbers The account number must be a valid G L account Not If you use cost centers enter the cost center which can consist of one or ore two segments The null cost center can be entered for either segment by pressing lt Enter gt This displays as zeroes or blanks depending on how the cost center segment has been defined in Company information Options You can specify that the cost center will be picked up from the corresponding segment of the employee s wage account If you use two cost center segments you can do this for both segments or only for the second one To specify that the cost
638. ximum amount on which the employer contribution is assessed This prints the employer OST gross amount for all payroll checks posted for each employee for the quarter specified on your report 21 Employer OST 12 999999 99 Employer OST is the amount of the employer s contribution of other state tax for an employee This prints the employer OST amount for all payroll checks posted for each employee for the quarter specified on your report 22 SUI 12 999999 99 SUI is the amount contributed by the employee for state unemployment insurance This prints the employee SUI amount for all payroll checks posted for each employee for the quarter specified on your report 23 SWT 12 999999 99 SWT is the amount contributed by the employee for state tax withholding This prints the employee SWT amount for all payroll checks posted for each employee for the quarter specified on your report 24 OST 1 12 999999 99 OST 1 is the amount contributed by the employee for other state tax 1 This prints the employee OST 1 amount for all payroll checks posted for each employee for the quarter specified on your report 25 OST 2 12 999999 99 OST 2 is the amount contributed by the employee for other state tax 2 This prints the employee OST 2 amount for all payroll checks posted for each employee for the quarter specified on your report 26 FWT 595 Passport Business Solutions 15 99999999 99 FWT is the amount
639. xpense report employer Payroll expense report meals extended data fields extended employee information extended employer fields extended fields entering printing a list of printing and purging Purging extending fields adding and factor overtime pay special pay federal reporting W 2 federal tax code field format of each number and name field size longest field sizes maximum field specifications Quarterly report 196 74 30 339 366 657 194 64 523 528 528 528 522 47 48 414 96 100 3 581 581 581 615 580 field alphanumeric field data field date field numeric field report fields Type EF employee data adding and extending applicable for your site W 2 employee entering extended extended data extended employer header in a record format entering list headings available list available magnetic media report positive pay alphanumeric positive pay date positive pay header positive pay line positive pay literal positive pay numeric printing a list of extended printing and purging extended Purging extended 617 617 618 618 617 619 522 413 592 523 657 64 583 616 615 581 614 558 558 671 672 558 558 528 528 528 viii rules reporting data totals fields encryption files and fields introduction to positive pay file cash accounts control data deduction code employee headers PR control recovery procedure tax code tab
640. y lt F1 nxt employes Field member to change 199 Business Solu o gt 4 Field n F5 Field nunt FS rtended info Field number to change Example Enter employee number 6 as shown below 200 re aan By m Eam 8 Po Business Solutions mA Katherine Delaney is an hourly employee paid bi weekly at a regular hourly rate of 4 00 She is a part time employee who works 20 hours a week and is eligible for earned income credit She claimed 1 certificate for advance payment of earned income credit wa FOE gt xtended fo nt Field ombr co change P i 2 CF5 gt ext Field numbas rey 4 extended info F6 gt note Field sumber co shanga 201 Business Solutions fez S 6 SS 29e ogge F5 tended info lt a gt Field number to change Example Enter employee number 7 as shown below Peter G Holmes is an hourly employee paid bi weekly His regular rate of 4 50 is below the minimum wage but is augmented by tips and meals F1 nxt empl oy Field number to ahange Dal i forni 0 F5 tended inf F Field number to change 7 202 Business Solutions maA So that you can see a sample Change Log described Example later change employee 1 s street address Enter a new address of 715 Lemon Grove Crescent 203 Passport Business Solutions PRINTING BY EMPLOYEE NUMBER Employees can be printed in number
641. y Address 1 Enter the first line of the employer s address Format 25 characters Example Type Southern California Div Address 2 Enter the second line of the employer s address Format 25 characters Example Type F Address 3 Enter the third line of the employer s address Format 25 characters Example Type Los Angeles CA 90010 Hourly payroll calculation Hours in day This amount is used in payroll calculations Options Enter the number of hours in your standard work day or use the option lt F2 gt For 8 00 hours Format 99 99 Example Press lt F2 gt 41 Passport Business Solutions Hours in week Options Enter the number of hours in your standard work week or use the option lt F2 gt For 5 times the number of Hours in day field Format 99 99 Example Press lt F2 gt Hours in bi week Options Enter the number of hours in your standard bi weekly pay period or use the option lt F2 gt For two times the Hours in week field Format 999 99 Example Press lt F2 gt Hours in semi month Options Enter the number of hours in your standard semi monthly pay period or use the option lt F2 gt For Hours in week multiplied by 52 and divided by 24 Format 999 99 Example Press lt F2 gt Hours in month Options Enter the number of hours in your standard work month or use the option lt F2 gt For hours in week multiplied by 52 and divided by 12 Format 999 99 Example
642. y bank can also be an ACH bank as one or more of your employees may bank at the same location as your company For information on entering a bank see the System User documentation chapter Banks Step 2 Payroll Control Information There are several fields in the Payroll Control information Direct deposit tab that must be set The first is the field Method Set this to Electronic payment You will not be able to change this setting unless you have a PBS license that allows Payroll Direct Deposit You will also not be able to change this field if you have time transactions or unposted adjustments on file Enter fields Description 1 and Account 1 as well These are the defaults In most situations the account number will match the Payroll Default cash account field You must also print a special form for Direct Deposit processing The form you use is also determined in Control information in the Direct mailer form field Pick a form that suits your needs Step 3 Edit Cash Accounts You must enter in Ctl Cash accounts the transaction number for processing ACH records This is done in field 6 Last PR ACH If you enter 1000 in this field then next transaction number will be 1001 If you are using Check Reconciliation this number is used and transferred for ACH payments No check numbers are used for direct deposit Step 4 Employee Pre Notification Setup Enter account information on the Electronic payment Direct Deposit fields in Empl
643. y remaining 18 736 25 Overtime hours remaining 999 00 Overtime pay remaining 28 096 88 Special hours remaining 00 Special pay remaining 00 lt F1 gt next entry lt SF1 gt previous entry lt F3 gt delete entry Job Cost Distributions List Box The list box displays up to 6 existing distributions at a time You may sort the distributions by job number in ascending or descending order Only columns with red labels may be sorted Click the field label or arrow to the right of the column name to change the sort or use the View menu options To locate a distribution start typing the job number You may also use the up down arrows Page up Page down Home and End keys to locate a distribution Distributions that display in the list box are available for changes or deletion The fields for the selected distribution display in the lower part of the screen When a distribution is found you may select the lt Enter gt key or Edit button to start editing Job Cost Distribution Buttons You may select a button for editing deleting or adding a new job cost distribution 325 Button New Delete Edit Save Save New Cancel Exit Passport 3 Business Solutions maA Keyboard Description Alttn Alttd Altte Altts Alt w Alt c Alttx Character Mode To enter a new distribution To delete the distribution selected in the list box To edit the distribution selected in the list box To save a new dist
644. yed out and not enterable in graphical and they display as Not applicable in character mode and these fields are skipped It is assumed that if you ask for more than one department you want checks for all eligible employees of those departments Options Otherwise enter the range of employee numbers to be included or use the option For the First in Field 6 or Last in Field 7 SE employee for which checks are to be printed Format 999999 at each field Field number to change This field only displays in character mode Make any needed changes then press lt Enter gt Verifications and Check Printing A date message displays and you are asked if the date is correct Select lt Enter gt for Yes If you select No then you must recalculate payroll to change the date If the check range is incorrect those that did not show on register a message displays asking the user to OK this gap in the check run There will be a period of processing as checks are printed The payroll checks are printed in order by employee number within each department and by department number After the checks are printed you are asked if they are correct This is a precaution in case printer failure destroys some checks 273 Passport Business Solutions If you respond that the checks are not correct you are asked whether to void all checks or void selected checks If you are using electronic payment direct deposit when you select to vo
645. yee s pay frequency specified in Pay frequency field Format Drop down list box Example Not enterable in this example Union G L account If no union deduction was entered this field is skipped Otherwise enter the number of the G L account that union deductions are posted Your standard account number format as defined in Com Format pany information Example Not enterable in this example Loan Amount Enter the amount deducted for repayment of a loan The loan may be owed to the employer or the employer may be collecting it for a credit union affiliated with the company You can press lt Enter gt to default to zero Format 99999 99 Example Press lt Enter gt Frequency If no loan deduction is entered this field is skipped The frequency must be one of the valid pay frequencies Daily Weekly Bi weekly Semi monthly Monthly or Quarterly Options Enter the pay frequency or use the option To use the pay frequency specified for this employee in lt gt Bore the Pay frequency Field Format Drop down list box Example Press lt Enter gt 172 Passport Business Solutions Balance due If no loan deduction is entered this field is skipped and set to zero Enter the balance due on the loan When a loan deduction is made from the employee s pay either through the Time worked or the Adjustments selection the balance due is automatically adjusted by the amount of the deduction For
646. yer name and address are included here and in the Header area This allows your quarterly reports to meet the reporting requirements of a government agency whose forms have these fields in the Totals area 480 Passport s Business Solutions vesion z Select Totals area directly from the Quarterly report formats menu The following screen displays 1i Example Format Refer to the Quarterly Report Fields Appendix for an explanation of each of these fields There are seven more windows of totals fields which you can see by pressing lt PgDn gt Totals information is entered exactly as is Header or Employees except for one additional question 8 Page or report total Enter P if this total is to print at the foot of each page or R if it is to print as a report total on the final page for each employee Format One letter either P or R Example Type P Verify Select Verify from the Quarterly report formats menu The printer selection menu displays After you select a printer the program immediately begins checking the report format for errors At the end of the verification an error report prints Some messages shown on the report are only warnings these are identified by WARNING ONLY You must correct errors before you can use a report format You can either correct warnings or leave them as they are 481 Passport Business Solutions Sample Report Select Sample report from the Quarte
647. you are reporting employee names either first name first or last name first You use this parameter in conjunction with field RF 031 Employee report name sequence to provide this notification to your state Format One letter either F or L Example No example is given 14 Report employees in order by Enter which employee field you want the report to be sorted by Each field has a number Field numbers consist of two segments a prefix EF or EX followed by am arbitrary number The prefix indicates whether this is a regular or extended field respectively All of these fields are in the Employees selection Employees are sorted on this field within the Group ordered by field specified in the report format s General appearance screen Upon entry of a valid field number its name displays alongside Regular fields are listed in the State Magnetic Media Report Fields Appendix of this manual Extended fields are user defined You can view them via Define extended fields Options To avoid looking up the field number you can use one of the following options instead of entering a field number These let you select the three most popular fields directly or display a window from which you can select any field lt FI gt To display a list of employee fields lt Ctrl gt lt F 1 gt DOS f or lt F3 gt UNIX To display a list of employee extended fields lt F5 gt To order employees by social security number lt F6 gt To order empl
648. you have any questions regarding this License you may contact Passport at 847 729 7900 or email to psi pass port com iv Passport Business Solutions Understanding Payroll This chapter contains the following topics Key Words and Concepts sis si scasinnes sa donclaneca doascawnnes Product Description cncescsciscenceesssssnnenesescedanneeraveneas Passport Business Solutions KEY WORDS AND CONCEPTS To understand how to use Passport s Passport Business Solutions Payroll you should understand some key concepts and words that are used in this module Major concepts in Payroll are identified in alphabetical order below Accounting Accounting is the function that provides quantitative information about your company through the collection categorization and presentation of financial records ACH See ACH or Automated Clearing House Alphanumeric When the manual refers to alphanumeric it means letters of the alphabet numerals numbers special symbols amp etc or any combination of all three kinds In contrast numeric or digits means only numbers Adjustment An adjustment is a transaction that changes existing payroll information or it can be an entry to record a payroll check you write by hand as opposed to a check printed by the PBS Payroll system When entering an adjustment you must supply all the numbers gross wages taxes deductions etc The PBS Payroll system does not calcu
649. yout using Magnetic media for mats You can view this file with Magnetic media report list If you keep history use Purge payroll trans actions to purge old checks You may elect to not keep more than 99 payroll cycles in history but do not purge more recently than the oldest uncashed check or you will not be able to void it You may read about purg ing checks in Purging Payroll Transactions 35 Passport Business Solutions CALENDAR YEAR OPERATIONS CHECKLIST Use the following guidelines for performing annual Payroll tasks EACH CALENDAR YEAR AS NEEDED Study the Year End Payroll chapter prior to performing year end payroll actions Print year end payroll reports using Year end payroll If applicable use Print 1099 information menu selection as described in Printing 1099 Information to obtain a list of employ ees for whom 1099s must be printed EACH CALENDAR YEAR If applicable print 1099 forms for non employees using Print 1099 forms Alter natively if you are required to submit 1099 forms on magnetic media then use Magnetic 1099 forms to create the required disk file You can view this file with Magnetic media report list Enter W 2 form data using Enter W 2 form information Use Print W 2 information to print the W 2 information entered for each employee in the previous step Verify that this infor mation is correct and make any needed changes using Enter W 2 form information
650. ype 8900 Oliver Street 9 City Enter the company s city Format 22 characters converted to uppercase Example Type Chicago 10 State abbr Enter the company s state code 535 Passport Business Solutions Format 2 characters converted to uppercase Example Type IL 11 Zip code Enter the company s zip code Format 5 characters converted to uppercase Example Type 60000 12 Zip code 4 Enter the company s zip code 4 Format 4 characters converted to uppercase Example Type 0000 13 Foreign state prov Enter the company s foreign state or province if applicable Format 23 characters converted to uppercase Example Press Enter 14 Foreign postal code Enter the company s foreign postal code Format 15 characters converted to uppercase Example Press Enter 15 Country code Enter the country code or leave it blank Leave the field blank if one the following applies One of the 50 states of the U S A District of Columbia A Military Post Offices MPO AS for American Samoa GU for Guam MP for Northern Mariana Islands PR for Puerto Rico VI for Virgin Islands Otherwise enter the applicable Country Code as stated in the Magnetic Media Reporting and Electronic Filing publication Appendix G published by the Social Security Administration 536 Passport Business Solutions mA Format 2 characters converted to uppercase Example Press lt Enter gt to leave it blank
651. zero Base weeks is the total number of weeks in the reporting period in which the employee received an average weekly wage computed per pay period that equals or exceeds the base weekly wage specified by that state 124 Base weekly wage N 5 2 Y This field is the base weekly wage entered in the tax table of the state selected for reporting 125 Allocated tips N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field Allocated tips is a field required to be reported on Federal W 2 forms The Payroll module does not calculate this field It is entered Note using the Enter W 2 information option of the Year end selec tion 126 Non qual plan dist other N T 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field This field is Non qualified plan distributions for plans that are not covered under section 457 of the Internal Revenue Service code It is a field required to be reported on Federal W 2 forms 638 Passport Business Solutions The Passport Business Solutions Payroll module does not calculate this field It is entered using the Enter W 2 information option of the Year end selection 127 Non qual plan dist sect 457 N 7 2 Y Y This field is included mainly for use on annual reports although it can be used as a quarterly field This field is Non qualified plan distributions for plans that are cove

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