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OPEN SYSTEMS® Accounting Software Payroll User`s Manual

1. Company H 08 16 2005 Terminal T000 OVR 1 The ID of the terminal you are working at appears in the Ref ID field To work with comments for only the default reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter 2 Enter the date of the most recent comment you want to work with in the End Date field or press Enter to work with all comments The comments are arranged by date the most recent date first then by reference ID 10 24 Payroll User s Manual File Maintenance Employee 3 Use the commands to work with the comments on the screen e Press R to return to the Ref ID field to enter a new reference ID e Press Dto return to the End Date field and enter a new end date by which to sort comments e Press A to add a new comment The Append Comment screen appears e Press Eto edit a selected comment The Edit Comment screen appears e Press N to save your changes and move to the next screen you selected If you did not select another screen the Employee selection screen appears e Press P to save your changes and return to the previous screen Append Edit Comment Screen The Append Comment screen appears when you add a new comment The Edit Comment screen appears when you edit an existing comment Other than the title these screens are identical Append Comment a E Com
2. 14144 4 Ph bt Switch to Tax Amounts r edit Appen Next page change quarter Quarter Totals Company H 08 17 2005 Terminal TODO See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to go to the Employee History Inquiry selection screen Enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual 4 19 Time Ticket History Use the Time Ticket History function to view an employee s time ticket history for each quarter and for the year Time Ticket History Screen Select Time Ticket History from the Employee Inquiry menu The Time Ticket History screen appears Time Ticket History Commands Modes Other Scroll Commands Information Help NO es bano Employee ID BOL Bourne Linda C Start Date Code Date Tax Group 01 08 2005 500 000 D 225 00 01 15 2005 09 01 2005 09 01 2005 Employee First Prev View Start Date Company H 08 17 2005 Terminal TODO Inquiry 1 Enter the employee ID whose time ticket information you want to view 2 Enter the start date for the time period you want to work with 3 Use the commands to find the information you need e Press Eto view a different employee record e Press F to view the first employee record on fi
3. Earning 001 of 003 Done dEductions vwthholcinas Company H 08 17 2005 Terminal TODO Field Descriptions Field Description Earn Code The employee s earning code appears Description Dept The earning code description job and phase IDs Job Phase appear Tax Group Cost The tax group and job cost code appear Code Hours Rate The amount of hours and the rate of pay for the earning code appears Amount The amount earned for each earning code appears Payroll User s Manual 4 25 Check History Employee Inquiry Commands Use the commands on the Check History Earnings screen to perform the function you want and to find the information you need e Press Dto return to the Check History Inquiry screen e Press Eto view deductions for the selected entry The Check History Deductions screen appears e Press W to view withholdings for the selected entry The Check History Withholdings screen appears e Press Gto go to a specific earning code This command is available only when there is more than one page of earning codes Check History Deductions Screen The Check History Deductions screen appears when you use the appropriate command on the Check History Inquiry Check History Earnings or Check History Withholdings screen to view deductions for a selected entry Check History Deductions 2 Commands Edt Modes Other Scroll Commands Information Help
4. Payroll User s Manual 8 3 Printing a Personnel Report Personnel Reports 8 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains entry fields for example for entering date ranges birth months or report headings enter the appropriate values to use when printing the report If the screen contains options that control the order in which information is sorted or printed select the option you want to use to sort the information You can select only one sort option If the screen contains check boxes or Yes No fields that control how additional information prints on the report select the check box or enter Y in text mode to use that option or print that field when printing the report Clear the check box or enter N in text mode if you do not want to use that option or print that field If the screen contains options or combo boxes that control which types of information print on the report for example active or terminated employees or start date or adjusted hire date select the option corresponding to the type of information you want to print You can select only one print option Select the output device to begin printing the report See Reports on page
5. O Company H 0714 2005 Terminal TODO OVR If you have printed W 2s and backed up your data files see Before You Begin on page 9 56 select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files use the Exit F7 command to exit to the menu and do so before closing Use the Proceed OK command to begin purge processing When the purge finishes the Periodic Processing menu appears 9 60 Payroll User s Manual File Maintenance Employee Employee History Leave Adjustments Direct Deposit Departments Payroll Information Recurring Entries Tables Tax Tables Formula Maintenance Change Fields Payroll User s Manual 10 3 10 31 10 49 10 51 10 55 10 61 10 69 10 77 10 97 10 99 10 103 10 1 Employee Use the Employees function to add employee records change descriptive data in employee records that are on file and delete employee records only when they have been added in error You cannot use the Employees function to change earnings or withholdings figures You can however use the Employee History function see page 10 31 to change withholding figures If you edit employee history a log is printed so that you can maintain an audit trail Because you must print W 2 forms and other year end reports for all employees including terminated ones you cannot delete employee records that have amounts in their history files Ins
6. 13 1 Printing a Master Code List The functions on the Master Codes List menu let you print lists of the codes you entered using the Codes Maintenance menu These lists do not contain any calculations formulas or transaction amounts but rather list only the codes the system uses to make the necessary calculations for employee payroll and federal state and local taxes If any of the information on a master code list is incorrect use the appropriate function on the Codes Maintenance menu to correct it then reprint the master code list You produce all master code lists in the same way Use the instructions below to print a master code list modifying the procedure as necessary for the list you are printing For example if the screen for the list you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a master list 1 Select the list you want to print from the Master Codes List menu The selection screen for that list appears The Withholdings List screen is shown below as an example Withholdings List Commands Edit Modes Other Help Print Federal Vvithholdings Federal Withholdings From Thru State Withholdings State From Thru State Withholdings From Thru Local Withholdings Locality From Thru Local VVithholdings From Thru o gt wo ee LE aa A A Sort By Withholding Code GL Account
7. Company H 08 17 2005 Terminal TODO INS 1 Enter the ID of the employee for which you want to void a check Enter the check number you want to void N 3 If Payroll interfaces with Bank Reconciliation enter the bank account to which the check was posted This field appears only if Payroll interfaces with Bank Reconciliation 4 The current period appears Press Enter to accept the current period or enter a different GL period to which you want the resulting journal entries posted 5 If last year files exist in General Ledger select the fiscal year to which you want to post 6 38 Payroll User s Manual Payday Work Void Checks 6 Enter the payroll tax month to which you want to post 7 Ifthe check originated from transactions you entered in the Transactions function and you want to create a copy of the voided check in the Transactions file select the box or enter Y in text mode if not clear the box or enter N in text mode If the check originated from entries made in the Manual Checks or Calculated Checks function and you want to create a copy of the voided check in the Checks file select the box or enter Y in text mode if not clear the box or enter N in text mode 8 Select the output device to print the Void Checks Audit Log See Reports on page 1 41 for more information After the audit log is produced the Payday Work menu appears Void Checks Audit Log 08 17 2005 Builders Supply PAG
8. Employer City Employer State Zip Code 5 digit SHAKOPEE MN 55379 Employer Phone Extension Employer Fax 952 496 2465 952 496 2495 For Help press F1 DRAFT Page 1 of 1 Use the FormsViewer tools and commands to verify and complete the form 7 When you finish working with the form close Forms Viewer and save the form if necessary When you return to OSAS press F7 to exit the Enhanced Payroll Tax Reports function When the Do you wish to erase AUF file message appears select Yes to delete the file or No to retain it Delete the file if you want to prevent unauthorized users from opening it If you want to use the file with another form be sure to select No to retain it Payroll User s Manual 9 7 Enhanced Payroll Tax Reports Periodic Processing Creating Files on UNIX Linux or Mac OS X 9 8 Follow these steps to create the file from OSAS Payroll data on a UNIX Linux or Mac OS X system then work with it to create forms in FormsViewer on Windows 1 Select Enhanced Payroll Tax Reports from the Payroll Periodic Processing menu The Enhanced Payroll Tax Reports screen appears Enhanced Payroll Tax Reports Commands Edit Modes Other Help View Mode Form Type Year File Name Pick Date From Thru Zip File Company H 11 03 2005 Terminal T000 OVA Because you cannot automatically launch Forms Viewer from OSAS o
9. Personnel Information Screen One Use the first Personnel Information screen to record and maintain miscellaneous personnel information for each employee Personnel Information One 2x0 208 10 70 08 IK baron Employee ID BOU001 Bourne Linda C Comments 1 Linda is on the board of directors for Mulcahy Companies Comments 2 Comments 3 Degree BA a Bachelor of Arts Major Business Administration Degree MA a Master of Arts Major Business Finance Degree Major Pay Change Bonus Issued Date Reason Old Rate Date Reason 1112 2004 Anni Review 04 04 2004 Board Review 12 31 2003 08 23 2002 7250 00 6750 00 6500 00 8150 00 00 00 00 00 00 00 00 00 00 00 00 00 Company H 108 16 2005 Terminal TODO OVR 1 Enter miscellaneous comments about the employee Co Performance Performance A BREBBEBE FERRBBBS Inquiry 2 Enter up to three degrees for the employee a description of each degree appears Set up degree codes in the Payroll Information function see page 10 61 3 Enter the employee s academic major for each degree 4 Enter the date of up to 10 pay changes 5 Enter the reason for the pay changes the pay rate preceding each pay change appears in the Old Rate field 6 Enter the issue date of up to 10 pay bonuses 10 22 Payroll User s Manual File Maintenance Employee 7 Enter th
10. When you install the Direct Deposit application after you install Payroll the Payroll application menu on the main menu changes to Payroll with Direct Deposit to indicate that you added functionality Installing Direct Deposit also adds to the following Payroll menus Payday Work Enhancements are added to the Calculate Checks and Manual Checks functions to produce vouchers for employees participating in direct deposit In addition the Print Direct Deposit Vouchers and Create Direct Deposit File functions are added to the menu to print employee vouchers and create the file you need to send to your company s bank Periodic Processing The Create Prenotification File function is added to the menu to create a file containing account numbers and routing codes for trial runs Payroll User s Manual 1 17 Introduction Payroll with Direct Deposit File Maintenance The Direct Deposit function is added to the menu to set up and maintain information for employees participating in direct deposit In addition enhancements are added to the Employer Bank Information screen in the Payroll Information function to enter routing code and account number information Master File Lists The Employee Direct Deposit Information function is added to the menu to print a list of direct deposit transaction records and check prenotificaiton status See Installation and Conversion on page 2 1 and Setup on page 3 1 for more information on inst
11. Company H 08 16 2005 Terminal T000 ovr Enter the ID of the tax group you want to add or change For the selected tax group ID a description appears If you are entering a new tax group enter a description Payroll User s Manual 11 27 Tax Groups Codes Maintenance 2 Press PgDn to move to the scroll region 3 Use the commands to work with the line items in the scroll region e Press A to add a line item The Append Tax Groups screen appears e Press Dto delete the selected withholding code from the tax group e Press G to go to a specific withholding code in the tax group This command is available only when there is more than one screen of tax groups e Press T to move the cursor to the Tax Group field to select a new tax group 4 When you are finished entering and editing deductions use the Exit F7 command to return to the Codes Maintenance menu Append Tax Groups Screen Append Tax Groups Commands Edit Modes Other Help 2X te melmal 2 e ee Gn State CA Locality MIO Withholding Code sul Employer Employee Employer The Append Tax Groups screen appears when you press A on the Tax Groups screen to add a withholding code to a tax group Enter the state for the employee s withholding code Enter the local withholding code if any for the employee e Enter the withholding code to include in the tax group Use the Proceed OK command to save your changes and return to the Tax Groups
12. Company H 108 16 2005 Terminal TODO OVR Six entries appear The first three appear on the Employees General Information screen Enter the labels you want to appear on the screen The last three appear on the first Personnel Information screen Enter the labels you want to appear on the screen 10 92 Payroll User s Manual File Maintenance Tables VACccxxx Table The VACccxxx cc represents the vacation code abbreviation table is used to calculate the accrual rate per pay period of vacation time for employees based on the number of years worked When you enter the table ID the rest of the VACccxxx table appears om DER aa Table ID 4 Description Vacation Pay Accruals Table Number of Cols 4 Column Length 12 Up to Year Hrs Hrs Wkd Max Hours Min Accrual 10 016 13 3334 Company H 0846 2005 Terminal TODO JOYR Field Description Up to Year Enter the number of years worked by employees that the entries affect For example enter 1 for employees with 1 year of employment 3 for employees with up to 3 years of employment and so on Hrs Hrs Wkd The system multiplies the number in this field by the number of hours worked to calculate the total hours accrued Payroll User s Manual 10 93 Tables Field Max Hours Min Accrual LASERW2 Table 10 94 File Maintenance Description Enter the maximum number of hours an employee can work to calculate the accru
13. GL Acct Enter the default General Ledger account for each type Payroll User s Manual 10 83 Tables File Maintenance GLPAYxxx Table The GLPAY xxx table stores the General Ledger cash and advance EIC account numbers used by Payroll It is used when checks are posted to the GLJRxxx Journal file If Payroll does not interface with General Ledger you must still build this table because the account numbers appear in the posting report If Payroll interfaces with Bank Reconciliation however the cash account is assigned from the bank account in Bank Reconciliation When you enter the table ID the rest of the GLPAYxxx table appears 8 DDTB de es Table ID Description General Ledger Accounts Number of Cols 2 Column Length 12 Type A v Description GL Number 100000 Adv EIC Pynt 203000 Company H fosa 6 2005 Terminal TODO OYR Field Description Description Enter a description for the accounts that cash disbursed and advance EIC payments made or press Enter to use the current description GL Number Enter the account numbers you use for these purposes 10 84 Payroll User s Manual File Maintenance Tables GTLIxxx Table If your company pays premiums for group term life insurance over 50 000 for current or former employees you must report the taxable cost of excess coverage on W2s as determined from tables provided by the IRS Formerly OSAS reported the Cost
14. 1079 Next Voucher 1963 Routing Code 000000000 Account 192839182939128 Federal Reserve F Federal Reserve Routing Code 000000000 Log DX Record LOGDX123456 BATCH 33112551125 CMPY DOME HOMES ACH Batch Number 000000 a Log DX Pad Record Length 58 Degree Code Description Bachelor of Arts Bachelor of Science Master of Arts Master of Science End of Report Payroll User s Manual 12 17 Recurring Time Ticket List Use the Recurring Time Ticket List function to produce a list of the entries you entered using the Recurring Entries function Sample List 08 16 2005 4 14 PM Employee Type Group Cutoff JONOOL Jonchim M K ROSO01 Rossini LA STOOO1 Stockard AW End of Report Payroll User s Manual Builders Supply Recurring Time Ticket List By Employee Dept Job Phase Cost Class Code Seq SEC REG Regular Pay 000 Pieces Totals REG Regular Pay Employee JONOO1 Totals SEC REG Regular Pay 000 Pieces Totals REG Regular Pay Employee ROSOO1 Totals SHP REG Regular Pay 000 Pieces Totals REG Regular Pay Employee ST0001 Totals Pieces Totals REG Regular Pay Grand Total 12 19 Recurring Deductions List Use the Recurring Deductions List function to produce a list of deductions used in the Recurring Entries function and the withholdings and amounts for the deductions Sample List 08 16 2005 Builders Supply 4 17 PM Recurring Deductions List By Emp
15. Both Department Print History Print User Defined Fields Print Documents Company H 108 16 2005 Terminal TODO OVR Payroll User s Manual 12 3 Printing a Master File List Master File Lists 12 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains options that control how information is sorted select the option you want to use to sort the information You can select only one sort option If the screen contains options that control what prints on the list select the option corresponding to the type of information you want to print You can select only one print option If the screen contains check boxes or Yes No fields that control how additional information prints on the list select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option Select the output device to begin printing the list See Reports on page 1 41 for more information After you produce the list the Master File Lists menu appears Payroll User s Manual Employee Detail List The Employee Detail List shows the information that is on file for eac
16. Next page Previous page Company H 08 17 2005 Terminal TODO OVR See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry MUDA 10144 41D Ph pl selection screen appears enter another employee for which to view history or use the Exit F7 command to exit to the Employee Inquiry menu Payroll User s Manual 4 15 Employee History Employee Inquiry Employee Deductions History Inquiry Screen This screen appears when you select Employee Deductions History on the selection screen 4 Employee Deductions History Employee ID B0U001 Bourne Linda C Code State October November December QTR 4 YTD 42 24 42 24 42 24 14 08 14 08 14 08 308 84 308 84 308 84 200 00 200 00 200 00 1389 77 1389 77 1389 77 525 00 525 00 525 00 Next page Previous page Change quarter i Quarter Totals t Company H 08 17 2005 Terminal T000 See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Empl
17. e Click Start and select Run e When the Run dialog box appears type the letter of the CD ROM drive a colon and a backslash Then type autorun to start the installation program For example e autorun e Click OK to launch the installation program Payroll User s Manual D 7 FormsViewer 3 When the installation screen appears double click Install Enhanced Payroll Tax Reporting Viewer to launch the installation program OSAS Enhanced Payroll v7 01 4 When the OSAS Enhanced Payroll Tax Reporting Welcome screen appears click Next OSAS Enhanced Payroll Tax Reporting Welcome to the InstallShield Setup Wizard The InstallShield Wizard will install the OSAS Payroll Tax Reporting software on your computer It is strongly recommended that you exit all programs before running this Setup program Click Cancel to quit Setup and then close any programs you have running Click Next to continue with the Setup program Cancel D 8 Payroll User s Manual FormsViewer 5 Read the license agreement carefully then click Accept to continue OSAS Enhanced Payroll Tax Reporting License Agreement Please read the following license agreement carefully Press the PAGE DOWN key to see the rest of the agreement SOFTWARE LICENSE AGREEMENT PLEASE READ THIS LICENSE AGREEMENT CAREFULLY BEFORE USING THIS SOFTWARE BY CLICKING THE ACCEPT BUTTON OR BY USING THIS SOFTWARE YOU AGREE TO BECOME BOUND BY THE TER
18. Check Register Paycheck Received Report Withholding Report Employer s Tax Report Employer s Liability Report Pay Period Deduction Report Employer Department Expense Report Post Checks Payroll User s Manual 6 3 6 9 6 21 6 25 6 27 6 29 6 33 6 37 6 41 6 43 6 45 6 47 6 49 6 51 6 53 6 55 6 57 6 1 6 2 Payday Work Introduction Perform the functions in the order they appear on the menu but do not use the Void Checks function until you have posted checks First calculate checks and enter manual checks Then produce the Edit Register to check your work Print the checks and the Check Register Produce the reports you need and then post Several of the functions in this chapter appear on an additional Payroll Reports and Posting menu that appears on the Payday Work menu To access these functions select Payroll Reports and Posting from the Payday Work menu and then select the appropriate function Payroll User s Manual Calculate Checks The Calculate Checks function uses the information in the PATPxxx Transactions Post file to calculate checks for your employees The PATPxxx file is updated when you post transactions to calculate taxes and deductions and to build the PACDxxx Checks Deductions PACExxx Checks Earnings PACHxxx Checks and PACWxxx Checks Withholdings files in preparation for check printing If Direct Deposit is installed you can also use the Calculate Checks function to calcul
19. Enhanced Payroll Tax Codes Codes Maintenance To view and change enhanced payroll tax codes select Enhanced Payroll Tax Codes from the Codes Maintenance menu The Enhanced Payroll Tax Codes screen appears and lists all code mappings Enhanced Payroll Tax Codes Commands Edt Modes Other Scroll Commands Information Help AatrixlD State Locality W H Code Description Yithholding Withholding 3001 Withholding 3002 Withholding 3003 Withholding 3004 Withholding 3005 Withholding 3006 Withholding 3007 Withholding 3008 HI Withholding 3009 IA Withholding 3010 ID Withholding 3011 IL Withholding 3012 IN Withholding 3013 KS Withholding 3014 KY Withholding 3015 LA Withholding 3016 Line No 0001 of 0142 Company H 11702 2005 Terminal T000 OVR Select a command e To edit an existing tax code mapping select the record to edit and press Enter To add a new mapping press A or click Append The Edit Append Enhanced Payroll Code screen appears See page 11 31 for details e To go to a specific code in the list press G or click Goto e When you finish press W or click Write to save your changes and return to the main menu 11 30 Payroll User s Manual Codes Maintenance Enhanced Payroll Tax Codes Adding or Editing Code Mappings To add a new tax code press A or click Append on the Enhanced Payroll Tax Codes screen
20. Formula Factors Formula factors are variables used to change the base rate in a formula without changing the formula Each formula can have six factors Factors can be used in formula lines by entering FCn where n is the number of the factor For example you can set up a formula that multiplies taxable earnings by a percentage The formula can be one line long TAXEARN FC1 If you set factor one to 05 the employee s taxable earnings will be multiplied by five percent Later you can change the factor or override it in the employee record Formula factors can be overridden for deductions on the Employees Salary Information screen see page 10 3 or for withholdings on the Employees Tax Information screen see page 10 97 Formula Lines Each line of a formula sets the value of a variable LInnn nnn is the line number Lines are calculated in sequential order line LIOO1 is calculated before L1002 and so on You can use the results of previous lines with other variables in later formula lines The result of the entire formula is the result of the last line you defined Operations C 4 Formulas are calculated line by line Calculations in a line proceed according to the standard order of mathematical operations numbers are multiplied then divided then added and finally subtracted Below is a table of the valid operations and the order in which they are performed 1 performed first 5 performed last Operator Priority De
21. IX 8 print company name on vouchers 3 32 printing checks 3 32 printing voucher stubs 3 33 printing vouchers 3 32 save check history 3 31 time card calculator 3 33 Options and Interfaces 3 14 3 24 7 13 7 17 screen 3 10 setting up 3 7 3 9 shared or owned 3 10 options and interfaces 3 31 OPT xxx table 10 77 OSAS converting from 3 x and 4 x 2 8 converting from version 5 x and earlier 2 10 MDI menu 1 29 modes 1 27 graphical 1 27 text 1 35 setup considerations 2 7 starting in other operating systems 1 23 starting in Windows 1 23 other pay 5 4 6 59 override deductions 5 8 factors 10 14 pay 3 21 10 11 overtime 11 13 P PASOCNVT table purpose of 2 8 set up before conversion 2 8 PACDxxx file 1 11 1 15 6 3 9 55 PACExxx file 1 11 1 15 6 3 9 55 PACHxxx file 1 11 1 15 1 18 6 3 6 9 6 37 6 39 6 57 9 13 9 55 B 3 PACO file 1 9 3 7 11 5 13 7 PACTLxxx table 3 14 6 58 9 55 10 77 10 87 PACWxxx file 1 12 1 15 6 3 9 55 PADDxxx file 1 9 3 7 9 55 11 17 PADExxx file 1 9 1 15 9 55 12 5 13 11 PADPxxx file 1 9 1 13 1 14 1 16 3 7 5 25 5 27 9 13 9 15 9 16 9 55 10 55 PADXxxx file 1 9 9 55 11 17 Payroll User s Manual Index PAECxxx file 1 9 3 7 9 55 11 9 13 9 PAEDxxx file 1 12 1 14 1 15 1 16 3 8 4 13 6 57 7 5 9 35 9 55 12 5 PAEExxx file 1 12 1 14 1 15 3 8 4 13 6 57 7 5 7 7 9 19 9 21 9 25 9 35 9 55 12 5 PAEGxxx file 1 8 1 14
22. Installation and Conversion 2 14 10 11 12 13 The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode 1f you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Payroll files your answer to this prompt makes no difference Answer the questions that appear relating to the conversion of the employee history and last year files If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device for the error log After the conversion finishes and the error log prints the main menu with Payroll or Payroll with Direct Deposit added appears Payroll User s Manual Setup Setup Considerations 3 3 Setup Checklist 3 7 Setup Functions 3 9 Setting Up Direct Deposit 3 31 Payroll User s Manual 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the choi
23. Managers might want to know how much vacation time employees have left so that they can plan staffing for projects And the personnel department might want to acknowledge perfect attendance records with an award Sample Report 08 17 2005 Builders Supply 2 43 PM Sick Leave and Vacation Report for Quarter Number 3 Quarter 3 Remaining Employee Vacation Vacation Vacation ID Name Pay H Hours Hours BOUOO Bourne 000 GEROO L Gerard Timothy G 000 JENOO1 Jenkins Kathy M 000 JONOO1 Jonchim Maria K 000 Lukas George 000 ROS001 Rossini Lucinda A 000 STOO0O1 Stockard Albert W TOTALS End of Payroll User s Manual 7 7 Transaction History Report Use the Transaction History Report function to print a detail or a summary report of the miscellaneous deductions and time ticket entries you recorded The information in this report comes from the PAEGxxx Employee General Information and PATHxxx Transaction History files If you did not elect to save transaction history in the Resource Manager Options and Interfaces function you cannot produce this report Sample Report 08 17 2005 2 48 PM Builders Supply Transaction History Report Detail by Employee Employee Name Emp ID H S Date Phase Cost Code Class Pieces Type Code Hours sToool sToool sToool sToool sToool sToool sToool sToool sToool sToool STOOOL sToool sToool sToool sToool sToool sToool sToool sToool sToool
24. ROSOOL Rossini Lucinda A 460 39 9982 STOOOl Stockard Albert Y 449 58 4392 End of Report Payroll User s Manual 8 15 Additions and Terminations Report Use the Additions and Terminations Report function to produce a report listing new and former employees for verification or for information purposes such as scheduling benefits meetings orientation sessions or both Information for the report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Sample Report 08 17 2005 Builders Supply 3 48 PM Bouoo1L GEROO1 JENOO1 JONOO1 ROSOOL STOOOL Additions and Terminstions Report Ey Employee ID Supervisor Name Start Date End Date Bourne Linda C George Lukas 459 30 1099 01 09 1998 501 N Hamilton Ave Edina MN 55435 Gerard Timothy G Linda Bourne C 468 22 4819 01 23 1992 13330 E 32nd Ave Minneapolis MN 55055 Jenkins Kathy M 460 39 9093 05 31 1992 1200 24 Wright Blvd Apt 402 Minneapolis MN 55055 Jonchim Maria K George Lukas 468 80 9944 03 31 1998 3321 W 52 Ave Minneapolis MN 55055 Lukas George 488 30 1281 04 01 1991 4862 Sky View Dr Plymouth MN 55427 Rossini Lucinda A 460 39 9982 11 04 1994 2285 West Lake Drive Minneapolis MN 55055 Stockard Albert W 449 58 4392 11 30 1997 9201 W Broadway St Paul MN 55101 End of Report Payroll User s Manual 8 17 Periodic Processing Enhanced Payroll Tax Reports Create Prenotificat
25. STOOOL Stockard Albert W 449 58 4392 358 00 358 00 20 358 State Total MN Number of employees 7 24238 00 24238 00 1502 76 Grand Total Number of employees 7 4 7 24238 00 24238 00 1502 76 24238 00 5013 00 6384 86 1113 00 End of Report 6 52 Payroll User s Manual Pay Period Deduction Report The Pay Period Deduction Report is a list of your company s payroll deductions and the employees who had amounts deducted from their paychecks for each deduction Pay Period Deduction Report Screen Select Pay Period Deduction Report from the Payday Reports and Posting submenu The Pay Period Deduction Report screen appears 4 Pay Period Deduction Report a O Commands Edit Modes Other Help Payroll Number 000054 Quarter 3 Group Code 0123 Period End 0815 2005 Date on Checks 08 15 2005 GL Period 08 Page Break After Deduction Print Employee Deductions Employer Deductions Both Employee and Employer Deductions Company H 08 7 2005 Terminal T000 INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 If you want each deduction to be printed on a separate page select the box or enter Y in text mode if not clear the box or enter N in text mode Payroll User s Manual 6 53 Pay Period Deduction Report Payday Work 2 Select the type of deductions yo
26. State mn Last Review Date Zip Code 55435 Country Next Review Date Phone No 612 555 1212 o Last Check Date SS No 1459 30 1099 Ins Coverage Sex F e User Label 2 EEO Class 2 User Label 3 1112 2004 1112 2005 c c c E Ee Family Blue Cross Emergency Contact Jim Bourne 612 567 3319 612 555 1212 Husband W 2 Fields Retirement Plan v Statutory Employee O Name Work Phone Home Phone Relation Ibourne builders_supply com Company H 08 16 2005 Terminal TODO OVR Field Description Enter the employee s last and first name and middle initial Last Name First Name Middle In W 2 Name Enter the employee s name as it should appear on the W 2 forms you print Payroll User s Manual 10 5 Employee 10 6 Field Address 1 2 3 Res City State Zip Code Country Phone No SS No Sex EEO Class Retirement Plan Statutory Employee Job Title Work Phone Extension File Maintenance Description Enter the employee s street address city and state of residence Enter the employee s city state zip or postal code and country of residence The Inquiry F2 command 1s available in the State and Country fields Enter the employees home phone number using the mask that appears Enter the employee s social security number Enter M if the employee is male or F if the employee 1s female Enter the employee s Equal Employment Oppo
27. Toggle between YES or NO to indicate whether you want to print the company name on checks Toggle between PREPRINTED BLANK or LASER to indicate whether you want to print checks on preprinted forms blank check stubs or laser forms If you use preprinted checks the stub is printed first 1f you use blank check stubs the check is printed first Toggle between YES or NO to indicate whether to print employees social security numbers on checks and vouchers Toggle this option to NO to protect your employees sensitive information Toggle between YES or NO to indicate whether you want to print the company name on direct deposit vouchers Toggle between BLANK LASER FORM or PREPRINTED to indicate whether you want to print vouchers on blank paper or preprinted forms Payroll User s Manual Setup 14 15 16 17 18 Setting Up Direct Deposit Toggle between BLANK or PREPRINTED to indicate whether you want to use preprinted vouchers with blank stubs or preprinted stubs If you use preprinted stubs the stub is printed first if you use blank stubs the voucher is printed first If you use laser vouchers toggle to BLANK Toggle between YES or NO to indicate whether to print full account numbers on Direct Deposit vouchers If you select NO the system prints only the last four digits of the account number on vouchers Toggle between YES or NO to indicate whether you want to use the time card calculator during entry
28. in the system Tip amounts are accumulated in the FICA Tips field for government reporting An earning code of type F also has special meaning Fringe in the system Any earning code of type F that an employee receives throughout the year is accumulated and printed as fringe on an employee s W 2 form Use this type for Cost of GTLI Cost of DCB 457 Plan and non 457 Plan earning codes Earning codes of type V or S determine the amount of vacation and sick time taken during the year Any earning codes that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay 11 11 Earning Codes 11 12 Field GL Account Multiplier Add to Base Codes Maintenance Description Enter the number of the account to which the earning code is posted The Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger The GL account is debited when you post checks for the selected earning code That account is credited in the department when you post expense to GL The number you enter in this field is multiplied by the employee s base hourly pay rate For example you enter an earning code with a multiplier of 1 2500 Then you enter a time ticket for an employee who uses that earning code and whose base hourly pay rate is 10 per hour The system performs the calculations resulting in a pay rate of 12 50 per hour You must enter a val
29. salaried employees with the group code you enter are paid their salary amount less deductions and taxes Hourly employees with the group code you enter are paid according to the earnings accumulated in the PATPxxx file from transactions entered less deductions and taxes Enter the date the pay period ends The system uses this date and the period beginning date you enter for each group code and checks each employee s start and termination dates in the employee records to verify employment during the pay period Enter the date you want to print on the checks The General Ledger period is used when you post checks The totals for the checks produced are posted to the General Ledger period you specify The totals in the Payroll system are affected in the current period regardless of the period you enter Press Enter to post the checks to the current period or enter a different period 6 5 Calculate Checks Field Grp Period Beg Pd Code Calculate Direct Deposit Include Salary Wages 6 6 Payday Work Description The group codes you entered above appear The system uses this date and the period ending date you entered above to verify employment during the pay period For each group code you entered enter a date for the start of the pay period or press Enter to accept the current date The period code you entered in the Scheduled Deductions section of the Employee Salary Information screen
30. 1 13 Grp Period Beg Pd Code Manual Checks Description Enter the last day of the pay period Enter the date you want to print on the checks Press Enter to post the General Ledger entries to the current accounting period or enter a different period The group codes you entered above appear For each group code you entered above enter a date for the start of the pay period Enter the period code 1 5 that indicates which scheduled deductions should be taken for the manual checks in the group or enter 6 if you do not want deductions to be taken for these checks If you do not want deductions to be taken for certain checks zero out deduction amounts as you enter checks When you finish making selections the Manual Checks screens appear Options If checks are already on file select the action you want to take You can e enter a manual check see Manual Checks Screens on page 6 12 e change a manual check that is on file see Manual Checks Screens on page 6 12 for more information e change calculated checks you can edit deductions and withholding information for calculated checks but not earnings information e erase the manual checks that are on file and then enter new manual checks Payroll User s Manual 6 11 Manual Checks Payday Work Manual Checks Screens Manual Checks Screen One When you proceed from the Manual Checks selection screen the first of three Manual Che
31. 10 19 10 20 Master File Lists 1 7 Master Lists printing 7 3 8 3 12 3 13 3 MAXVSxxx table 3 15 10 77 10 86 setting up 3 14 MED 3 16 Medicare 6 49 6 51 7 13 9 32 9 35 10 36 menus drop down menus 1 31 graphical main menu 1 28 MDI 1 29 shortcut 1 31 text main menu 1 35 messages in text mode 1 40 miscellaneous deductions 7 9 IX 7 Index Miscellaneous Deductions Journal function 5 21 sample 5 22 miscellaneous entries reversing incorrect 5 4 miscellaneous payroll entries 5 4 5 25 modes graphical 1 27 text 1 35 Monthly Withholding Report function 9 19 sample 9 20 multilocal taxes B 2 multiple checks 6 3 multistate taxes B 2 N naming conventions for formulas 10 101 navigating graphical function screens 1 30 graphical main menu 1 28 MDI menu 1 29 text function screens 1 37 text main menu 1 36 to directories and files 1 34 negative gross pay 6 29 manual checks 6 19 net pay 6 29 Non 457 Plans 9 35 10 36 numbers alphabetical sorting of 3 4 O OAS 3 16 OASDI 3 22 6 49 6 51 7 13 10 36 11 24 OP2xxx table 10 77 operations table of valid C 4 option accrual of vacation sick time 3 32 first or last name first 3 32 include vacation sick hours in accrual 3 32 Payroll transaction history 3 31 post employer taxes deductions 3 33 post voided checks to Bank Reconciliation 3 32 post voided checks to check history 3 32 print company name on checks 3 32
32. Amount Enter the amount paid for the time ticket If you change the calculated amount the rate is recalculated Inquiry Deduction Enter the code for the deduction Note If you want enter a note about the deduction Hours Enter the number of hours associated with the deduction Amount Enter the amount to be deducted Save your changes and enter a new recurring entry or use the Exit F7 command Viewing Transaction Totals The Employee Transaction Totals screen appears when you press T on the Recurring Entries screen Employee Recurring Entry Totals a Commands Modes Other Scroll Commands Information Help 2xs jaajan ejee mrm Employee ID JON001 Jonchim Maria K SE SEP AN Posted Unposted Total Posted Unposted 000 40 000 40 000 300 00 a 8 6 B 5 E 300 00 Deductions A 25 00 Rpt Tips Press Enter to continue Pieces Payroll User s Manual 10 75 Recurring Entries File Maintenance The posted unposted and total hours and pay appear for each earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces appear at the bottom of the screen When you finish viewing employee transaction totals press any key to return to the Recurring Entries screen 10 76 Payroll User s Manual Tables Use the Tables function to set up and maintain t
33. Builders Supply Change Field Log New Total Records 10 107 Codes Maintenance Labor Classes Tax Authority Setup Earning Codes Earning Types Deductions Withholdings Tax Groups Enhanced Payroll Tax Codes Payroll User s Manual 113 11 5 11 9 11 13 11 17 11 23 11 27 11 29 11 1 Labor Classes Use the Labor Classes function to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for mid level managers and so on The classes you set up can be useful for report sorting Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function Labor Classes Screen Select Labor Classes from the Codes Maintenance menu The Labor Classes screen appears Labor Classes Commands Edit Modes Other Help 2xalaelma l elee Labor Class q Description Shipping Company H 08 16 2005 Terminal TODO OVR Inquiry 1 Enter the labor class code 2 Enter a description of the labor class code Payroll User s Manual 11 3 Labor Classes Codes Maintenance 3 Use the Proceed OK command to save your changes The cursor returns to the Labor Class field Enter another labor class code or use the Exit F7 command to return to the Codes Maintenance menu 11 4 Payroll User s Manual Tax Authority Setup Use the Tax Authority Setup function to enter and
34. For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors Consult Appendix A in the Resource Manager guide for more information on how to use the functions on the Information menu Favorites The Favorites menu gives you quick access to the OSAS functions you use most Menu by allowing you to add selections for entire menus or particular functions to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions The Favorites menu saves you time by eliminating the need to switch between applications You can add functions from several different applications to the Favorites menu and access them all there rather than switching between applications on the main menu to access the functions you need To add a function to the Favorites menu select the function you want to add and press F10 Press F2 to switch to the Favorites menu to confirm that your selection was added To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again 1 32 Payroll User s Manual Navigating OSAS Introduction Toolbars As with menus graphical screens also contain toolbars that give you fast access to the most frequently used OSAS commands The toolbar for the main menu differs slightly from that of func
35. KATHY M JENKINS 1200 24 WRIGHT BLVD APT 402 MINNEAPOLIS MN 55055 JONOD1 MARIA K JONCHIM 3321 W 52 AVE MINNEAPOLIS MN 55055 Payroll User s Manual 12 9 Employee Direct Deposit Information Use the Employee Direct Deposit Information function to produce a list of the direct deposit transaction records You can use the list to verify that you have entered information correctly and to check prenotification status This function is available only if Direct Deposit is installed Before the system creates the direct deposit file the In column on the list must have a value of Y and the Out column must have a value of N You can change this status using the Create Prenotification File or Direct Deposit functions Sample Information List 08 16 2005 Builders Supply 3 23 PM Employee Direct Deposit Information Empl ID Employee Name Acct Type Acct Number Bouool Bourne Linda Checking N Y 234989834982934 000133333 Savings N x 983997577485875 000133333 Paycheck 100350 GEROOL Gerard Timothy Checking 54353355345335333 000000013 Savings 53453353453535353 000000013 Savings 54353434535345333 000000013 Savings 53453353535343353 055000165 Checking 53535345353533334 055000165 Checking 54353535353345333 055000165 JONOOL Jonchim Maria Savings N 0213561321 055002341 LUKOOL Lukas George Savings N Y 569885623 000000026 Checking N Y 232134641 000000026 sToool Stockard Albert Savings N Y 456789574 000000039
36. MED FWH DAS MED FWH DAS MED FWH DAS MED Employees FWH DAS MED FWH DAS MED 449 58 4392 00 20 a 00 20 19 Builders Supply Quarterly Withholding Report in Detail For the Quarter Ending 09 30 2005 Gross Earnings Payroll User s Manual Quarterly State Unemployment Report The Quarterly State Unemployment Report consists of two parts a detailed wage report and a worksheet that shows the calculation for the employer s quarterly unemployment contribution Depending on a state s requirements you can sort the report by social security number or employee name and you can choose to exclude employees with zero earnings from the report These options must be set up in the PAINxxx Payroll Information file page 10 61 You must use the Set Up State Unemployment Reports option in the Payroll Information function to define this report before you can print it If a state uses SUI or SDI employee withholding retrieve that information from the Quarterly Withholding Report Quarterly State Unemployment Report Screen Select Quarterly State Unemployment Report from the Periodic Processing system The Quarterly State Unemployment Report screen appears Quarterly State Unemployment Rpt a Commands Edit Modes Other Help aa Employee ID From BOU001 Thru STODO1 y State From Thru Company Name Builders Supply Address 6477 City West Parkway Eden Prairie MH 55344 Quarter 3 Quarter Ending
37. To edit an existing code select the code to edit and press Enter The Append Edit Enhanced Payroll Code screen appears the title of this screen changes depending on the command you selected A Edit Enhanced Payroll Code E 20688 Aattix ID 1066 State Code MN a Local Code q Withholding Code sul Description MN Unemployment Company OSAS ID 3065 Type State Enter or edit the information in the fields on the screen as needed e The code used by FormsViewer appears in the Aatrix ID box When a new code is added contact Open Systems for the ID you need to enter here e Select the State Code to associate with the FormsViewer code e Ifthe tax code is for a local tax authority select the Local Code to use e Select the Withholding Code to associate with the FormsViewer code Enter or edit the code mapping s Description e The OSAS ID is a unique number that is used to identify the code mapping to Forms Viewer When a new code is added contact Open Systems or your software provider for information on the ID you need to enter here e Select the tax code s Type State or Local When you finish use the Proceed OK command to save your changes and return to the Enhanced Payroll Tax Codes screen Payroll User s Manual 11 31 Master File Lists Printing a Master File List Employee Detail List Employee Comments List Employee Labels Employee Direct Deposit Information Formulas List Departme
38. sToool EEE 01 08 2005 100 01 08 2005 100 01 15 2005 100 01 15 2005 100 01 15 2005 100 01 22 2005 100 01 29 2005 100 01 29 2005 100 01 29 2005 100 02 05 2005 100 02 12 2005 100 02 19 2005 100 02 26 2005 100 02 26 2005 100 03 04 2005 100 03 11 2005 100 03 18 2005 100 03 25 2005 100 04 08 2005 100 04 15 2005 100 04 15 2005 100 wo o w o o w o o w o o o o o o HMO Employee ST0001 Stockard Albert W Earning Totals Deduction Totals Grand Totals Earnings Grand Totals Deductions End of Report Payroll User s Manual 7 9 401 k Report The 401 k Report displays the deductions and matching codes and amounts for each employee in the selection Use the report to audit employee and employer contributions to employee retirement plans Sample Report 08 17 2005 Builders Supply 2 50 PM 401 k Report Detail Report Quarter 3 by Employee ID rrrrerrr Year to Date rrtttrrr BOU001 Bourne Linda C 459 30 1099 GEROOL Gerard Timothy G 468 22 4819 JENOOlL Jenkins Kathy M 460 39 9093 JONOOL Jonchim Maria K 468 80 9944 LUROOl Lukas George 488 30 1281 ROS001 Rossini Lucinda A 460 39 9982 STOOOL Stockard Albert W 449 58 4392 GRAND TOTALS End of Payroll User s Manual 7 11 Check History Register The Check History Register shows the payroll checks you have written for the employees and dates you select Use the register as a record of earnings deductions withholdings and cash disbursements
39. the Next Check Number field is the only field that appears on the screen Use the field to set up the next check number to be used when you print payroll checks If Direct Deposit is installed use the screen to identify your company s bank name routing code account number and ACH security code for file transfers The settings on the Bank Information screen control the way in which your direct deposit media is created for your bank Check with your bank for the proper settings before you set up this screen Payroll Information Commands Edit Modes Other Help BE aa Employer Bank Information Builders Supply Company Bank Name Company Routing Code Company Account Number Next Check Number Next Voucher Number Print Field on ACH File Federal Reserve Routing Code Last Direct Deposit Run Was Posted On Last Batch Used Company Identifier Type Number Include 627 Record on All DD Files Security Code For File Transfer One Line of 94 Characters AMERICAN SECURITY BANK 000000000 192839182939128 0001079 0001963 Federal Tax ID 000000000 0000000 i 1 Ml O 1234567890123456789012345678901234567890123456789012345678901234567890 LOGDX123456 BATCH 33112551125 CMPY DOME HOMES G Pad Security Code to a Length of Company H 08 16 2005 Terminal T000 OVR 1 Enter the name of the bank to which you transmit your ACH file 2 Enter the routing code of your com
40. 000 Withholdings Emplr With Total 40 000 Withholdings Emplr With Total 584 750 5809 67 Vithholdings Emplr With 1404 00 495 74 Total Total Payroll Reports Deductions Emplr Ded Deductions Emplr Ded Deductions Emplr Ded Deductions Emplr Ded Payroll User s Manual Detail Leave Report The Detail Leave Report serves as an audit trail of your employees sick and vacation time accruals and earnings It gets the information from the PAHVxxx Leave Adjustment History file Sample Report 08 17 2005 2 54 PM Employee B0U001 Bourne Linda C Total For BOU0Ol Bourne Linda C GEROOl Gerard Timothy G Total For GEROOl Gerard Timothy G JENOO1 Jenkins Kathy M Total For JENOOlL Jenkins Kathy M JONOO1 Jonchim Maria K Total For JONOOlL Jonchim Maria K LUK001 Lukas George Total For LUKOOl Lukas George ROS001 Rossini Lucinda A Total For ROS001 Rossini Lucinda A ST0001 Stockard Albert Y Total For STOOOl Stockard Albert W GRAND TOTAL End of Report Payroll User s Manual Builders Supply Detail Leave Report Posted And Unposted Leave by Employee Vacation 7 15 Profit Sharing Census Sample Census 08 17 2005 3 05 PM Bouool Bouool Bouool BOVOOL Bouool Bouool Employee BO 459 30 1099 GEROOL GEROOL GEROOL GEROOL GEROOL Tool The Profit Sharing Census shows the total hours and gross dollars invested by an employee base
41. 1 15 3 7 4 3 4 13 6 57 7 5 7 7 7 9 7 17 8 5 8 7 8 9 8 11 8 13 9 19 9 21 9 25 9 35 9 36 9 49 9 55 12 5 12 9 PAEM xxx file 1 12 1 14 1 15 3 8 4 13 6 57 9 21 9 35 9 36 9 55 12 5 PAEPxxx file 1 8 1 16 3 7 4 11 8 5 8 7 8 9 8 11 8 13 9 55 PAES xxx file 1 8 1 14 1 15 9 55 12 5 PAETxxx file 1 10 3 7 9 55 11 13 PAEWxxx file 1 12 1 14 1 15 1 16 3 8 4 13 6 57 9 19 9 21 9 25 9 35 9 55 12 5 PAEXxxx file 1 10 9 55 PAFMHDR file 1 10 3 7 10 99 PAFMLIN file 1 10 3 7 10 99 PAGDxxx file 1 10 PAGHxxx file 1 10 PAHCxxx file 1 12 1 14 1 15 1 16 6 37 6 57 7 13 7 17 9 31 PAHDxxx file 1 12 1 14 1 15 6 57 7 13 PAHExxx file 1 12 1 14 1 15 6 57 7 13 PAHVxxx file 1 13 3 7 6 57 7 15 9 49 10 49 PAHWxxx file 1 13 1 14 1 15 6 57 7 13 9 31 PAINxxx file 1 10 3 7 9 27 9 55 10 61 PALCxxx file 1 10 3 7 9 55 11 3 13 5 PARExxx file 1 10 9 53 PATB copying to DDTB 3 34 PATBxxx file 3 7 9 55 12 23 PATGxxx file 3 7 PATHxxx file 1 13 1 14 1 16 5 25 5 27 6 37 7 9 PATPxxx file 1 11 1 13 1 14 1 15 5 25 5 27 6 3 6 57 PATRxxx file 1 11 1 13 1 15 5 19 5 21 5 25 5 26 6 37 9 13 PATXxxx file 3 7 9 56 10 97 PAWIxxx file 1 11 3 7 9 56 11 23 13 13 PAWXxxx file 1 11 9 56 11 23 Pay Period Deduction Report function 6 53 sample 6 54 Paycheck Received Report function 6 45 sample 6 46 Payroll User s Manual Paycheck Received Report
42. 1 41 for more information After you produce the report the Personnel Reports menu appears Payroll User s Manual Salary Review Report The Salary Review Report shows employees who are due for a salary review It can help you determine when employees are due for a review or you can use it to review salary and bonus history A worksheet version of the report is also available which you can use while figuring salary increases or bonuses The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Sample Report 08 17 2005 3 41 PM Builders Supply Salary Review Report By Employee ID Emp ID Employee Name Dept Next Review Title Sup ID Supervisor Name Hire Date Last Review Labor Class Bouool LUKOOL GEROOL Bouool JENOOL JONOO1 LUKOOL LUKOOL Rosool sToool Bourne Linda C 11 12 05 Admin Asst George Lukas 01 09 98 11 12 04 President Gerard Timothy G 500 04 01 06 V P Sales Linda Bourne C 01 23 92 04 01 05 Vice President Jenkins Kathy M 500 05 31 92 Vice President Jonchim Maria K 501 Secretary George Lukas 03 31 98 Secretary Lukas George 500 04 01 31 Management Rossini Lucinda A 501 11 04 94 Secretary Stockard Albert W 100 Report 11 30 97 Shipping Payroll User s Manual 8 5 Employee Birthday Report Use the Employee Birthday Report function to produce a list of employees born during a specifie
43. 15 e Print the quarterly tax withholding and unemployment reports necessary for the states where you do business e Use the Periodic Maintenance function see page 9 55 to prepare your files for the next quarter Return to step 1 and begin entering payroll transactions for the next quarter Repeat the above steps until you are up to the current pay period Entering Manual Checks If you need to enter manual checks use steps 1 3 below instead of the steps for entering payroll transactions above Follow these steps to enter your initial balances based on manual checks 1 Enter manual checks for the first pay period see page 6 9 Enter a check number for each entry Print the Edit Register see page 6 21 and verify that you entered the checks correctly If you find an error in the Edit Register use the Manual Checks function again to change or delete the incorrect check Repeat steps 1 and 2 until everything is correct If you have not assigned check numbers use the Print Checks function see page 6 29 to assign check numbers When the check numbers for all the checks have been entered post the checks see page 6 57 If you use the Void Checks function page 6 37 after the checks are posted to history you must print checks to assign check numbers Payroll User s Manual Setup Setup Functions Recurring Time Tickets and Recurring Deductions Instead of entering the same time tickets and nonscheduled de
44. 35 10 36 457xxx table 3 13 10 77 10 79 941 Worksheet 3 11 9 57 function 9 31 sample 9 33 942 reporting 9 35 A access code company specific 3 27 setting up 3 8 3 27 what to protect 3 27 access codes changing 1 24 command 1 24 entering 1 24 setting up 3 34 3 35 Accrual Adjustments 6 25 accrual of vacation sick time option 3 32 accruals of vacation and sick time 6 14 ACH file 1 20 6 41 B 5 adding employee record 3 20 10 3 scheduled deductions 10 13 tables 10 78 transactions 5 10 address company 3 19 Address Lookup 1 34 1 40 address mapping 1 34 1 40 addresses 1 34 1 40 Payroll User s Manual Index ADJMNxxx table 3 13 10 77 10 80 adjusted hire date 10 7 advance EIC payments 10 36 alignment form printing checks 6 30 allocation daily method 2 10 history method 2 11 method of 2 10 monthly method 2 10 split methods 2 11 alphabetical sorting 3 4 audit report for W 2 forms 9 46 B back up all files at once 3 29 before closing last year 3 28 periodic maintenance 3 28 posting checks 3 28 posting expense to GL 3 28 posting transactions 3 28 before closing last year 9 59 9 60 before periodic maintenance 9 58 before posting checks 6 60 before posting expense to GL 9 16 before rolling up leave balances 9 49 data files 3 28 diskettes 3 29 initial balances 3 25 programs 3 29 schedule 3 28 using operating system commands 3 29 using Resource M
45. 6 37 To void a manual check that you have not posted you must delete the check through the Manual Checks function see page 6 9 Payroll User s Manual B 3 Common Questions To void a calculated check you must post checks see page 6 57 Then use the Void Checks function to void it or enter negative time tickets in the Calculate Checks function see page 6 3 and recalculate checks You cannot delete a calculated check because those earnings have already been posted to the departments Can void a check from a previous version of Payroll No because this version of Payroll contains additional information that previous versions of Payroll did not have What happens if delete or void a separate bonus check for an employee Is the other check recalculated The other check is not recalculated but you can use the Calculate Checks function see page 6 3 or the Manual Checks function see page 6 9 to recalculate the deductions and withholdings on the check Periodic Processing How do print periodic quarterly reports for previous quarters On the report function screen enter the quarter number for which you want to produce the report Why aren t federal withholdings printing on my W 2s If you have multistate employees or if you have additional deferred compensation or local withholdings that will not fit on one W 2 form a second W 2 form might be printed Federal guidelines specify that the federal earnings infor
46. 66200 120750 189600 333250 99999999 Company H 1081172005 Terminal TODO INS Payroll User s Manual About Formulas The following formula is used to calculate federal withholding Formula Maintenance X ta a Formula ID Description liding Factor 1 Factor 2 Factor 3 Factor 4 Factor 5 Factor 6 Variable Formula RETVAL LIDO1 EXEMPTIONS IF FICEDEARN gt 0 TH FIXEDEARN FIXEDPCT 00 TAXEARN FIXEDEARN LIOO4 P A YPERIODS LIDO2 IF LIDOS lt 0 TH OJEL LIDOS TABLE LIDOS 1 RETWAL TABLE LIDOS 2 RETWAL TABLE LIOO6 3 RET VAL LIQ09 LIOO6 LIO07 1 00 LI010 LIDOS PA YPERIODS L1011 LIDO3 EXTRAWWH IFCFIKEDVVH gt 0 TH FIXEDVVH EL LIO12 Formula Line 001 of 015 Enter edit Append Goto Header create Program Company H 08 7 2005 Terminal TODO Variable Formula 5 IF LIOA3 lt 0 TH O EL LIO13 LI015 IF EXEMPTIONS 99 TH 0 EL LIO14 MAA Hao Formula Line 014 of 015 1 The table lookup checks the first column of the FEDM tax table until it finds a number larger than 9999999999 Because there can be no larger number the table returns the value found in the second column of the last line 2800 Variable LIOO1 is equal to 2800 2 Variable LI002 is the product of LIOO1 times the value of the variable EXEMPTIONS the
47. 84 00 00 308 84 308 84 004 200 00 00 00 200 00 200 00 1006 1389 77 00 00 1389 77 1389 77 0 525 00 00 00 525 00 525 00 Enter edit Append Next page Change quarter Quarter Totals A Company H 08 16 2005 Terminal TODO Use the commands to work with the information on the screen Press Enter to edit a line item Press A to add a line item Line items are identified by deductions codes which are set up in the Deductions function see page 11 17 Payroll User s Manual 10 39 Employee History File Maintenance 10 40 When you add or edit monthly deduction information you can enter amounts for three months for each deduction Each field s mask is user defined The quarter totals and year to date totals are updated by the sum of the values you enter for the three months If the deduction code is excluded from state withholdings deferred compensation you must enter the state code If you leave the State field empty the system assumes that the withholding is for federal deferred compensation Press N to save your entries and move to the next screen you selected Press P to save your changes and return to the previous screen Press G to go to a specific line item then enter the deduction code or use the Inquiry F2 command to select a code This command is available only when there is more than one screen of items Press C to change t
48. Amount Deduction Note Hours Amount Payroll User s Manual Description Enter the number of regular work hours recorded on the time ticket or enter a negative number of hours to reverse a time ticket that has already been entered The pay rate for the earning code appears Press Enter to accept the rate or enter a different rate for this time ticket The amount the number of hours multiplied by the rate appears Press Enter to accept the amount or enter a different amount If you enter a different amount the rate is recalculated When you accept the amount the cursor moves to the next time ticket line Enter another earning code or press Enter to leave the field blank and enter a deduction entry Enter a deduction code If you entered a job and phase deductions are not posted to the job Use the Maintenance F6 command to enter the Deduction Codes function to edit deduction codes You can enter five line items for an employee on this screen if you have more than five deductions to enter use the Proceed OK command to transfer the transactions to the Payroll Transactions scroll region and then reenter the Enter Transactions screen The deduction s description appears Press Enter to accept that description or enter a different description for this deduction Enter the number of hours associated with the deduction Enter the amount of the deduction 5 13 Payroll Transactions Daily Work Use the
49. Direct Deposit the Direct Deposit icon appears in the margin See page 1 17 for more information Payroll User s Manual The Payroll System Use the Payroll system to automatically figure employee wages federal state and local withholding and deductions The Payroll system also tracks bonus pay and sick and vacation time and accumulates information for tax reporting Finally use the Payroll system to produce paychecks reports and employee W 2 forms Application Interaction Payroll can be used as a standalone application but you get optimal use from it when you interface it with other applications Direct Deposit CN Bank Reconciliation General Ledger ee Job Cost Interfacing applications means that the information you enter in one application can be transferred to and used in other applications reducing data entry time and the number of errors that might creep in along the way Payroll User s Manual 1 5 Introduction The Payroll System Menu Structure 1 6 The Payroll menu structure is similar to the structure of other OSAS applications Functions appear roughly in order of use Codes Maintenance Use the functions on the Codes Maintenance menu to set up such codes for your payroll system as earning codes deductions and withholdings File Maintenance Use the functions on the File Maintenance menu to set up and maintain information about your employees For example use the Employees
50. Dollars Hours Dollars Hours Dollars EOU001l Bourne Linda C 119 500 5170 65 500 21 63 120 000 5192 28 36 000 4153 82 3 344 144 69 99 344 4298 51 GEROOL Gerard Timothy G 160 000 5123 04 40 000 1280 76 120 000 3842 28 80 000 2561 52 3 344 107 07 83 344 2668 59 JENOOL Jenkins Kathy M 80 000 3461 52 14 456 625 50 94 456 4087 02 32 000 1384 61 3 344 144 69 35 344 1529 30 JONOOL Jonchim Maria K 8 000 60 00 13 333 100 00 5 5 333 40 00 16 000 120 00 3 340 25 05 19 340 145 05 Lukas George 80 000 1153 84 14 456 208 50 94 456 1362 34 32 000 461 54 3 344 48 23 35 344 509 77 ROS001 Rossini Lucinda A 40 000 230 00 13 333 76 66 53 333 306 66 000 00 3 340 19 21 3 340 19 21 STOOOL Stockard Albert W 32 000 286 40 13 333 119 33 45 333 405 73 30 000 268 50 3 340 29 89 33 340 298 39 TOTALS 503 500 15365 45 29 411 129 14 532 911 15236 31 286 000 8949 99 23 396 518 83 309 396 9468 82 End of Report 6 28 Payroll User s Manual Print Checks Use the Print Checks function to print checks created through the Calculate Checks function or that you entered through the Manual Checks function that do not have assigned check numbers Checks do not print for employees who have negative gross pay If an employee has negative net pay the employees deductions and withholdings are reduced until the net pay is zero before a check prints Print Checks Screen Select Print Checks from the Payday Work menu The Print Checks screen appe
51. Earnings screen appears e Press W to view withholdings for the selected entry The Check History Withholdings screen appears e Press Gto go to a specific earning code This command is available only when there is more than one page of earning codes Payroll User s Manual 4 27 Check History Employee Inquiry Check History Withholdings Screen The Check History Withholdings screen appears when you use the appropriate command on the Check History Inquiry Check History Earnings or Check History Deductions screen to view withholdings for a selected entry Check History Withholdings Commands Edt Modes Other Scroll Commands Information Help RX ta Employee ID BOU001 Bourne Linda C Start Date Check No 0001073 Employee Withholdings Locality Code Description Txbl Earn Amount WH Federal Emplye OASDI 7633 82 473 30 Federal Emplye Medicare 7633 82 110 69 State MN YH 7190 30 461 04 Mad Withholding 004 of 004 Employer Liability Type Locality Code Description Txbl Earn Amount Federal Nia EO Emplyr OASDI T 7633 82 473 30 Federal N A EME Emplyr Medicare 7633 82 110 69 Federal NA FUT Unemp Ins 7190 30 00 State NA sul MN Unemp Ins 7190 30 00 14144 MJC Contribution 004 of 004 Total Withholdings 2340 73 Employer Liability 583 99 Switch to Liability Earnings L dedUctions Done a Company H 08 17 2005 Termina
52. FICA Tips Excess FICA Lukas George 2500 00 ROSO01 Rossini Lucinda A 230 00 S 00 00 460 39 9982 STOOOL Stockard Albert W 358 00 5 00 00 449 58 4392 State Total MN Number of employees 24238 00 00 SUI Liability 5013 00 09100 Grand Total Number of employees 24238 00 00 OASDI Liability 24238 00 06200 Medicare Liabliity 24238 00 01450 FUTA Liability 1113 00 00800 End of Report 6 50 SUI 23000 Earnings Excess SUI FUTA 7000 Earnings Excess FUTA 18562 50 18562 50 Payroll User s Manual Employer s Liability Report Federal and state authorities may require your company to make a deposit based on the amounts calculated for employer taxes The deposits may be required after each pay period or at the end of every quarter The Employer s Liability Report is a summary of the employer payroll liability amounts for one pay period The Quarterly Employer s Tax Report summarizes the liabilities for one quarter The Employer s Liability Report shows the employer s liability for taxes OASDI Medicare SUI and FUTA based on taxable earnings for the pay period The totals in the report are the actual liability Check them against the approximate totals in the Employer s Tax Report Employer s Liability Report Screen Select Employer s Liability Report from the Payday Reports and Posting submenu The Employer s Liability Report screen appears Employ
53. File Maintenance menu Append Edit Documents Screen The Append Documents screen appears when you press A to attach a document to the employee record The Edit Documents screen appears when you edit an existing document line Other than the name these screens are identical Append Documents E Commands Edit Modes Other Help 7x te Document BournelD jpg tJ Path Pe Description Copy of Linda Bourne s ID for company records Enter the document file name and extension the full file path followed by a terminating slash and a description of the file you want to attach to the master file record 10 28 Payroll User s Manual File Maintenance Employee You can use the Documents directory as specified in the Resource Manager Directories function to simplify entering document information To use this directory make sure all users have access to the Documents directory then store document attachments in that directory When you enter document information in the Append Documents screen enter DOC in the Path field remember to include the parenthesis When you use this convention with the Open command to open an attachment OSAS automatically replaces the DOC variable with the appropriate path and opens the attachment from that directory Use the Proceed OK command to attach the file and return to the Documents screen Payroll User s Manual 10 29 Employee History Use the Employee History fun
54. History Employee Inquiry Employee State Tax History Inquiry Screen This screen appears when you select Employee State History on the selection screen 4 Employee State Tax History RX ta Employee ID BOU001 Bourne Linda C Earnings State Code October November December QTR 4 YTD MH SUI 28969 05 J 4 28969 05 28969 05 MH SWH 28969 05 d 00 28969 05 28969 05 a 8 6 a Tax Amounts November December 00 00 00 00 AO AA Switch to Tax Amounts r l Next page t Change quarter Quarter Totals font Company H 08 17 2005 Terminal T000 See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu 4 18 Payroll User s Manual Employee Inquiry Employee History Employee Local Tax History Inquiry Screen This screen appears when you select Employee Local History on the selection screen Employee Local Tax History fC Commands Edit Modes Other Scroll Commands Information Help RX tz Employee ID BOU001 Bourne Linda C Earnings State Lo Code October November December MODE Tax Amounts October November December
55. Maint flag appears press F6 to launch the appropriate File Maintenance function to edit a master file record or enter a new one on the fly When you finish press F7 to return to the function you were using e When the Inquiry flag appears press F2 to use the Inquiry command to look up additional information and select valid entries for the field you are in e The Verify flag reminds you that you are using verification When this flag appears you must provide verification when you press Page Down or use the Proceed OK command Press Ctrl V to toggle verification on and off Payroll User s Manual 1 39 Introduction Navigating OSAS Command Bar The command bar appears at the bottom of function screen and gives you access to commands that allow you to move around the screen add or edit information change settings for selected lines or select output devices The commands that are available depend upon the function you are using and are analogous to the command buttons available on graphical screens Press the highlighted key to use a command Messages Messages appear at the bottom of the screen when a command is unavailable or when OSAS needs information to continue Verification Press lt PgDn gt to proceed Address Mapping When you are working with a screen that contains an address you can use the Address Mapping command menu to view a map of that address This command combines address information with t
56. Note Description If the employee did piecework enter the number of pieces the employee produced The Payroll system does not use this information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll interfaces with Job Cost you can post pieces to the JOBSxxx file If the employee is salaried the employee s normal salary amount appears If the employee is hourly enter the hourly rate to apply to these transactions or press Enter to accept the current rate Press Enter to accept the current earning code or enter an earning code for the time ticket Use the Maintenance F6 command to enter the Earning Codes function to edit earning codes You can enter five line items for an employee on this screen if you need to enter more items use the Proceed OK command to save these transactions return to the Payroll Transactions scroll region and then reenter the Enter Transactions screen If you elected to use the time card calculator which is for hourly employees only in the Resource Manager Options and Interfaces function a message appears If you elect to use the time card calculator the Time Card Entry window appears see Time Card Entry on page 5 15 A description of the earning code appears Press Enter to accept that description or enter a different description Payroll User s Manual Daily Work Payroll Transactions Field Hours Rate
57. OK command to proceed to the submitter record screen Payroll User s Manual 9 39 W 2 Forms Submitter Record Screen Report W 2 Forms on Magnetic Media MMREF 1 Format Commands Edit Modes Other Scroll Commands Help Periodic Processing Record RA Submitter Record Field PIN Number 12345678 Resub Flag o Resub WFID Software Code 99 Company Name BUILDERS SUPPLY Location Address SUITE 105 Delivery Address 1157 VALLEY PARK DR City SHAKOPEE State MN Zip 55379 Zip Extension Reserved for SSA Foreign State Foreign Postal Code Country Code Submitter Name BUILDERS SUPPLY Line 001 of 037 Enter edit Next page Company H 084 7 2005 Terminal TODO INS For an explanation of these fields and their contents consult the Magnetic Media Reporting and Electronic Filing handbook available from the Social Security Administration Verify the information presented on the Submitter Record screen To change a value press Enter and enter the new value Changing some of these values may cause the Social Security Administration to reject your file Consult the MMREF handbook before you change the values that appear To save your entries press N The Employer Record screen appears 9 40 Payroll User s Manual Periodic Processing W 2 Forms Employer Record Screen ESA on Magnetic
58. Pay United Way 204000 Gross Pay Credit Union 999900 Gross Pay 5 Dues O 899900 al O Gross Pay B 401K i 205000 m Gross Pay IRA Plan J 200000 Gross Pay Parking 801000 Gross Pay Cash Advance 101000 Gross Pay Stock Plan 205000 Gross Pay Uniform 801000 Gross Pay Deduction 001 of 011 Enter edit f Append Formula J Exclude Earn Copy Deduct Company H 08 16 2005 Terminal TODO OYR Payroll User s Manual 11 17 Deductions 11 18 Codes Maintenance Use the commands to work with the information on the screen Press Enter to edit a deduction code See Editing or Adding a Line Item on page 11 18 for more information Press A to add a deduction code See Editing or Adding a Line Item on page 11 18 for more information Press G to go to a specific line item then enter the deduction code or use the Inquiry F2 command to select the code This command is available only if there is more than one screen of deductions Press F to edit deduction formulas The Formula Maintenance screen appears See page 10 99 and appendix C for more information on formulas Press E to exclude earning codes from the selected deduction See Earning Exclusions on page 11 19 for mor
59. Print exclusions Company H 10816 2005 Terminal TODO OVR Payroll User s Manual 13 3 Printing a Master Code List Master Codes List 13 4 If the screen contains options that control what information appears in the list select the check box or enter Y in text mode to include the information or clear the check box or enter N in text mode to exclude that information Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list If the screen contains options that control how information is sorted select the option you want to use to sort the information You can select only one sort option If the screen contains options that control what groups of information appear in the list employee deductions versus employer deductions for example select the group you want to print You can select only one print option Select the output device to begin printing the list See Reports on page 1 41 for more information After you produce the list the Master Codes List menu appears Payroll User s Manual Labor Classes List Use the Labor Classes List function to view the labor classes and descriptions stored in the PALCxxx Labor Class file You set up labor classes using the
60. Select the tax form you want to create from the data in the file After you select the form OSAS automatically launches FormsViewer FormsViewer pulls the information from the file and creates the form OSAS Enhanced Payroll Tax Reporting MN New Hire Report File Edit View Company Help api gt A Red Fields must be filled before continuing 1 page Minnesota New Hire Reporting Form Effective July 1 1996 Minnesota Statute 256 998 requires all Minnesota Employers both public and private to report all newly hired rehired or returning to work employees to the State of Minnesota withhin 20 days of hire or rehire date Information about new hire reporting and online reporting is available on our website www mn newhire com Send completed forms to To ensure the highest level of accuracy please print neatly in Minnesota New Hire Reporting Center capital letters and avoid contact with the edges of the boxes PO Box 64212 The following will serve as an example St Paul MN 55164 0212 Fax 651 227 4991 or toll free fax 800 692 4473 A B C 1 2 3 EMPLOYER INFORMATION Federal Employer ID Number FEIN Please use the same FEIN as the listed employee s quarteny wages wil be reported under 77 7771771 Aatrix 08 11 2009 Employer Name BUILDERS SUPPLY Employer Address Piease indicate the address where the Income Withholding Orders should be sent 1157 VALLEY PARK DR
61. The information in the register comes from the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files Note OASDI and Medicare amounts appear as one sum in the FICA field in the register for history accumulated before installation of Payroll version 4 06 or higher You cannot print this report if you did not elect to save check history in the Resource Manager Options and Interfaces function If Direct Deposit is installed and if you selected the Print Voucher Split Information option employee direct deposit voucher information appears on the register along with check information Payroll User s Manual 7 13 Check History Register Sample Register 7 14 08 17 2005 2 51 PM Employee Albert W Stockard T0001 Gross Wages Net Pay Check Number Date 1432 00 1023 11 0001040 03 31 2005 Stockard Albert W sTOOOL 449 583 4392 Gross Wages 921 85 Net Pay 700 73 Check Number 0001072 Date 07 01 2005 Stockard Albert W sToo001 449 58 4392 Gross Wages Net Pay No Check Printed Vhr 0001967 Date Arrrrrrros74 358 00 281 44 281 44 08 15 2005 500 00 Employee STOOO1 Totals Net Pay Total 4211 63 Builders Supply Check History Register Printed in Summary by Employee ID Earnings Salary or Withholdings Hours Type Code Description Total 120 000 1432 00 Withholdings Emplr With Total 98
62. a Personnel Report 8 3 Salary Review Report 8 5 Employee Birthday Report 8 7 Employment Anniversary Report 8 9 Personnel Roster 8 11 Education Report 8 13 Key Date Report 8 15 Additions and Terminations Report 8 17 Periodic Processing Enhanced Payroll Tax Reports 9 3 Create Prenotification File 9 11 Department Report 9 13 Post Expense to GL 9 15 Monthly Withholding Report 9 19 Quarterly Employer s Tax Report 9 21 Quarterly Withholding Report 9 25 Quarterly State Unemployment Report 9 27 941 Worksheet 9 31 W 2 Forms 9 35 Roll Up Leave Balances 9 49 Purge Recurring Entries 9 53 Periodic Maintenance 9 55 Close Last Year 9 59 File Maintenance Employee 10 3 Employee History 10 31 Leave Adjustments 10 49 Direct Deposit 10 51 Departments 10 55 Payroll Information 10 61 Recurring Entries 10 69 Tables 10 77 Payroll User s Manual v Contents vi Tax Tables Formula Maintenance Change Fields Codes Maintenance Labor Classes Tax Authority Setup Earning Codes Earning Types Deductions Withholdings Tax Groups Enhanced Payroll Tax Codes Master File Lists Printing a Master File List Employee Detail List Employee Comments List Employee Labels Employee Direct Deposit Information Formulas List Department List Payroll Information List Recurring Time Ticket List Recurring Deductions List Tables List Master Codes List Printing a Master Code List Labor Classes List Tax Authorities List Earning Codes
63. about accepted formats Division ID not allowed You must enter a department ID not a division ID for the employee Drive not available The disk drive ID you entered is not available on your system Press Enter and enter a different drive ID If this message appears when you enter the correct drive ID get help from a support technician Payroll User s Manual A 3 System Messages Employee 1D not found Before you can enter history for an employee you must use the Employees function page 10 3 to set up a record for the employee FICA table not found in PATX table You must build this table in the Tax Tables function page 10 97 file name for version 4 x could not be found Unable to continue with conversion file name source file not found Unable to continue with conversion Check the directory you are working in and copy the necessary file into the new directory See chapter 2 for more information about conversion FWH record missing from PAWIx file Cannot assign employer tax ID These codes must be entered in the Withholdings function page 11 23 GL account xxxxxxxxxxxx is not on file If Payroll interfaces with General Ledger you must enter the correct account number or add the account to General Ledger GLDEPx table was not found in xxxxxx You have posted new entries to the PADPxxx Department file but no general ledger account has been specified with the department If the new entries do not exist i
64. deduction formula names Payroll User s Manual File Maintenance Field Copy From Description Factors 1 6 Formula Maintenance Description Names for federal formulas should be in this format PFED_OAS RTN where OASDI withholding would be used for example Names for state formulas should be in this format PMN__SUI RTN where MN would be the state and SUI would be Employer State Unemployment Insurance for example Names for local formulas should be in this format PMNyyLWH RTN where MN would be the state and yy would be the local code This field appears if you entered a new formula ID Enter the ID of the formula from which you want to copy information or press Enter to skip this field Enter a description of the formula Formula factors are variables used to change the base rate in a formula without changing the actual formula Each formula can have six factors Enter up to six formula factors Press PgDn to save your entries and move the cursor from the header section to the scroll region Use the commands to work with the information in this region e Press Enter to edit a formula line See Editing or Adding a Line on page 10 102 for more information e Press A to add a formula line See Editing or Adding a Line on page 10 102 for more information Payroll User s Manual 10 101 Formula Maintenance File Maintenance 10 102 Press G to go to a particular line then enter
65. different employee record e Press F to view the first employee record on file Payroll User s Manual 4 5 Salary Information Employee Inquiry 4 6 e Press L to view the last employee record on file e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press Gto view a specific scheduled deduction then enter the deduction code or use the Inquiry F2 command to select it This command appears only if there is more than one screen of deductions e Press V to view factor information for a scheduled deduction The Factor Inquiry screen appears 3 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents 4 When you finish viewing information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu Factor Inquiry Screen The Factor Inquiry screen appears when you press V or click View to view information for a scheduled deduction Factor Inquiry Medical Ins Commands Modes Other Help 2xts mal al Cx Factor 1 0000 Factor 2 0000 Factor 3 0000 Factor 4 0000 Factor 5 0000 Factor 6 0000 Press Any Key The information listed is pulled from the PADExxx Employee Deductions and PAEGxxx Employee General Information files and is entered in the Employees function see page 10 3 for an explanation of the
66. earnings entry when you calculate checks If the employee is paid a salary enter the salary he or she receives each pay period You must enter a salary for salaried employees to ensure correct calculations Enter the employee s hourly pay rate You can override the rate when you enter time tickets The hourly rate is used to calculate pay for hourly employees calculate amounts allocated to other departments for salaried employees place dollar values on sick and vacation time for salaried employees allocate labor expense to a job if Job Cost is interfaced and calculate overtime pay for nonexempt salaried employees If you change a salaried or an hourly employee s pay rate the following prompt appears Pay Rate has changed Add Change to Pay Change History If you select Yes or enter Y in text mode the Pay Rate Change window appears and lists the date of the change and the old pay rate You can enter a reason for the change Payroll User s Manual File Maintenance Employee Field Override Pay Status Sick Accrual Code Vac Accrual Code Sick Hours Remaining Vacation Hours Remaining Payroll User s Manual Description If a salaried employee is supposed to receive pay other than the usual pay usually when employees start or terminate within a pay period enter the amount When you calculate checks the amount is calculated in the next run only After you post checks this amount is rem
67. employee and the type and amounts of pay each should receive for them Specifically it includes earning code entries from checks tips pieces completed vacation and sick leave hours and pay and deductions and withholdings from pay Payroll User s Manual 1 15 Introduction The Payroll System Year End Maintenance At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure accomplishes the following things e clears out the quarter to date and year to date balances in the PADPxxx file e removes history from the PATHxxx and PAHCxxx files previous to the date you specify optional e clears out month to date and year to date balances and removes records of terminated employees from the PAEDxxx PAEWxxx PAEPxxx PAEGxxx PAEExxx PAEMxxx and PAEWxxx files e creates last year files When you do year end maintenance files for the previous year are created with the extension LY You can begin processing in the new year while you are completing processing for the previous year After you have produced your W 2s and backed up your files you can use the Close Last Year function to delete last year files and to make room for next year s entries Note After you delete last year files you cannot produce W 2s unless you have backed up your files Productivity Reports Payroll includes a number of productivity reports in Microsoft Excel format These reports connect d
68. employees for day care expenses and that you set up deduction codes to track amounts deducted from employee paychecks for dependent care flexible spending accounts amp DDTB de oo Table ID q Description pcB Codes Number of Cols 12 Column Length l 3 Type A v Earning Codes Deduction Codes 12 Company H 08 16 2005 Terminal T000 OVR After you set up the earning and deduction codes to track Cost of DCB amounts use the Tables function to enter the codes you set up into the DCBxxx table under the appropriate heading OSAS uses this table when generating W2s to determine which amounts are Cost of DCB amounts and report them correctly Payroll User s Manual 10 81 Tables File Maintenance FREQxxx Table The FREQxxx table stores the number of hours in a pay period for each group code for salaried employees When you enter the Table ID the rest of the FREQxxx table appears 3 DOTE E Commands Edit Modes Other Help xel elma elee an Table ID 4 Description Frequency of Hours Pay Period Group Cd Number of Cols 2 Column Length 12 Type Group Code Hours Period vlolalaja a lojn Company H 0846 2005 Terminal TODO OVR Field Description Group Code Valid group codes are 0 through 9 Do not change delete or rearrange the codes The system looks for the codes by their position in the table it assume
69. files switch to the current year files Transaction history is not implemented You cannot print the Transaction History Report if you did not elect to save history in the Resource Manager Options and Interfaces function Use the Options and Interfaces function to elect to save transaction history Unable to create sort file You may not have permission set up on your network A 6 Payroll User s Manual System Messages Unable to find original transactions in transaction history Transactions will not be re created in Transaction file If the original transactions are not found in the PATHxxx Transaction History file on a calculated check transactions will not be re created User defined field record USRDD not found in PATB file User defined field record USRDF not found in PATB file These user defined files must be set up in the Tables function page 10 77 Warning GLDEPx table was not found in PATB New department entries needing GL accounts will not have GL accounts You must build this table in the Tables function See page 10 77 for information about the GLDEPxxx table W2CODE was not found in PATB You must set up this table in the Tables function page 10 77 before you print W 2s Year end processing not valid in quarters 1 3 You can use the Year End Maintenance function only if the current quarter in the PACTLxxx table is 4 You must set up codes for federal withholdings first You
70. function 1 20 Payday Work 1 7 Payroll before converting 2 7 before you install 2 3 converting to version 7 0 2 12 installation 2 3 2 5 3 23 installing new version before converting 2 7 interface Bank Reconciliation 3 9 6 37 6 38 6 57 6 58 General Ledger 3 9 6 37 6 57 6 58 6 60 6 61 9 15 9 16 10 58 10 59 10 83 10 84 11 19 Job Cost 3 9 5 3 5 9 5 25 preparing to install 3 3 setup considerations 2 7 system requirements 2 3 Payroll Information 3 19 function 10 61 setting up 3 7 Payroll Information List function 12 17 sample 12 17 Payroll Posting Log 5 27 Payroll Reports 1 7 Payroll Tax Routines 3 16 3 21 Payroll transaction history option 3 31 Payroll Transactions adding 5 10 editing 5 5 function 5 3 initial balances 3 24 Periodic Maintenance deleting history 9 58 function 9 55 Periodic Processing 1 7 periodic tasks procedures 1 21 Personnel Information Inquiry 4 11 Personnel Reports 1 7 Personnel Roster function 8 11 sample 8 11 Post Checks before posting 6 60 before voiding 6 37 function 1 20 6 57 IX 9 Index log 6 62 update earning information 10 37 federal earnings 10 41 local earnings 10 45 state earnings 10 43 Post Expense to GL function 9 15 log 9 17 T accounts 9 15 Post Transactions function 5 25 log 5 27 post voided checks to Bank Reconciliation option 3 32 post voided checks to check history option 3 32 posted checks voiding 6
71. function to establish and update information about your employees Employee Inquiry Use the functions on the Employee Inquiry menu to view but not change information about employees If you are running OSAS through a multiuser network several people can look up the same information at the same time Daily Work Once you establish the employee records using the functions on the File Maintenance and Codes Maintenance menus you can use the functions on the Daily Work menu to enter transactions for your employees The kind of entries you make depends on how your employees are paid whether the employee is paid by the hour or piece or whether the employee is salaried You might not use these functions every day 1f your employees are paid monthly for example you might enter transaction information only once a month After you enter transactions you can edit and review them Then post the transactions so that you can produce paychecks Payroll User s Manual The Payroll System Introduction Payday Work Use the functions on the Payday Work menu to calculate and or enter produce and post checks The system can automatically calculate an employee s pay for example if the employee is salaried or you can manually enter checks for example if the employee is paid according to how many pieces he or she produced You can also void checks adjust vacation and sick hours accruals and produce several reports Reports Payroll
72. in one location applications Menu appear as tabs at the top of the screen their menus and functions appear in a navigation pane on the left side of the screen and function screens appear in the large pane on the right Using this menu you can open more than one function screen at a time and move or minimize screens as needed However you cannot open two functions that lock the same data file at the same time OSAS 7 0 Journal Transacti n E Transactions 2005 Edit Transactions Copy Recurring Entries Commands Edit Modes Other Scroll Commands Help GL Joumal GL Activity Report 32 X f Ba aa aa 0 Abandon GL and Transaction Inquiry Edit Transactions to Master Ls GL Account Debit Credit Reference Cflw Description Date Alle 401000 11838 80 A R SALES 12 03 2005 ER 501000 6934 94 AJA ar Fie List 2 Il COST OF SALES 12 03 2005 100000 12388 25 AJA CASH SALES 12 03 2005 203800 A R SALES TAX 12 03 2005 104400 AJR INVENTORY 12 03 2005 104200 25039 40 AIP AJP LINE ITEMS 12 03 2005 SISSIES SSIS I LS _Enter edit_ allocate _ Goto You can move around the MDI menu these ways e To view an application s menus click that application s tab To view the functions a menu contains click the menu name The menu expands to list the functions it contains Click the function name to en
73. indicates when and how each scheduled deduction is taken During check calculation the period codes are compared to the codes in the employee record to determine which deductions will be taken For each group code you entered enter the appropriate period code 1 5 or enter 6 to skip deductions Select the box or enter Y in text mode to include direct deposit transactions in the check calculations Clear the box or enter N in text mode to exclude direct deposit transactions and to produce checks for all employees If you exclude them paychecks are produced for employees whose pay is normally directly deposited Select the box or enter Y in text mode to include salary wages in the calculation for the group codes entered clear the box or enter N in text mode to exclude the wages Only time ticket and miscellaneous payroll information is processed so you can process bonus checks without processing the salary wage Payroll User s Manual Payday Work Calculate Checks Field Description Calculate Vacation This field appears if you elected to use this option in Sick Accruals the Resource Manager Options and Interfaces function If you want the system to calculate vacation and sick accruals select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device to print the Calculate Checks Log See Reports on page 1 41 for more information After the calculation c
74. information 3 7 3 19 recurring deductions 3 8 3 27 recurring time tickets 3 8 3 27 SICccxxx table 3 14 SOTss table 3 14 state withholding 3 16 STSss table 3 14 STXssm table 3 14 SUTssxxx table 3 14 tables 3 7 3 13 tax authorities 3 7 3 15 tax groups 3 7 tax tables 3 7 3 13 TCALCxxx table 3 14 USRDDxxx table 3 14 USRDFxxx table 3 14 VACccxxx table 3 14 W2CODE table 3 14 W2CODE table 3 14 withholdings 3 7 3 15 3 16 setup steps 3 33 shortcut menu 1 31 SICccxxx table 3 14 10 77 10 89 sick accruals 3 11 6 14 6 25 6 27 7 15 9 49 10 7 10 11 10 89 sick leave 10 49 Sick Leave and Vacation Report function 7 7 sample 7 7 sick time deleting 9 58 SO1 3 16 SO2 3 16 SO3 3 16 Social Security Administration 9 35 Social Security tax 9 32 sorting alphabetical 3 4 codes and IDs 3 3 principles of 3 3 3 4 SOTss tax table 3 14 3 15 10 98 splitting earnings 5 8 IX 11 Index starting OSAS in other operating systems 1 23 in Windows 1 23 state other withholding 3 16 unemployment 10 98 unemployment insurance 3 16 10 19 unemployment reports 3 19 10 61 withholdings 3 13 3 15 3 16 10 15 10 18 10 35 10 97 10 98 11 5 preset 3 15 state tax authority codes 10 44 11 6 11 23 contributions 10 43 earnings 10 43 information 4 7 tables 10 98 STSss tax table 3 14 3 15 10 98 STXssm tax table 3 14 3 15 10 98 SUI 3 16 3 22 6 49 6 51 9 27 SUTssxxx tax tab
75. located for this employee You must enter this information on the Employees Tax Information screen page 10 15 NOTE Check history is not implemented for this company The record of federal tax liability might be incorrect The PAHCxxx Check History file may not be present it is required to provide complete information in 941 reports Payroll User s Manual A 5 System Messages Option for Transaction History is not in use Transactions will not be re created in Transaction file You did not elect to save payroll transaction history in the Resource Manager Options and Interfaces function Quarter end processing not valid in quarter 4 Use year end processing instead You cannot use the Quarter End Maintenance function if the current quarter in the PACTLxxx table is 4 Record is in use Someone else is using the record you are trying to access Press Enter to try again SUI record for state xx not found The SUI record in the PAINxxx Payroll Information file is not on file for the selected state Build the table through the Payroll Information function page 10 61 or restore it from a backup and try again The federal tax authority was not found in the PACO file You must enter this information in the Tax Authority Setup function page 11 5 This function is not allowed with last year data files Switch to current year files first If you are trying to use a function that cannot be used with last year data
76. m ES Commands Edit Modes Other Help es Employee ID From BOL001 j Thru STOOO1 3 State From y Thru 3 Quarter 3 Quarter Ending Date 09 30 2005 Ts Print Detail Report Summary Only Company H 08 7 2005 Terminal T000 INS 1 Enter the range of employees you want to include in the report 2 Enter the range of states you want to include in the report Payroll User s Manual 9 21 Quarterly Employer s Tax Report Periodic Processing 3 Enter the number of the quarter for which you want to produce the report 4 Press Enter to accept the current date or enter a different date The date you enter will print on the report 5 Select the level of detail you want to include in the report 6 Select the output device See Reports on page 1 41 for more information After the report is produced the Periodic Processing menu appears Notes on the Report The number of weeks an employee worked Weeks Worked is calculated from information that is stored in the employee records The employer FICA earnings include FICA tips The numbers in the Employer FICA SUI and FUTA column headings are the limits in the FICA FUTAxxx and SUTyyxxx tables The QTD liability totals are the percentages you set in those tables 9 22 Payroll User s Manual Periodic Processing Quarterly Employer s Tax Report Quarterly Employer s Tax Report 08 17 2005 Builders Supply 12 59 PM Quarterly Employer
77. main menu by pressing Page Up repeatedly or by pressing Tab once e To exit from OSAS press F7 Payroll User s Manual Navigating OSAS Introduction Function Screens Like the text menu OSAS text function screens can be used on all operating systems and in combination with graphical menus EMOS T000 Invoices Transaction Type You can move around the screen these ways e Press Enter or the down arrow to move from field to field e To use a command that is listed in the command bar press the highlighted letter Use hot key commands to access information screens or to toggle commands on and off Refer to Appendix B in the Resource Manager guide for more information on these commands and their corresponding hot keys Ifa screen contains more than one section press Page Down when prompted to move to the next section Payroll User s Manual 1 37 Introduction Navigating OSAS e Ifa menu appears prompting you for the kind of information to enter or maintain such as in the example and on Transaction and File Maintenance screens select the appropriate option and press Enter e To exit the screen and return to the menu press F7 Menus Like the graphical mode the text mode also includes menus that give you access to commands that open additional utilities show additional information about the task at hand or set up a custom menu that contains frequently used commands Refer to Appendix A in the Reso
78. maintain withholding codes for federal state and local tax authorities for which employees need withholdings You can also set up the necessary formula names and tax table IDs associated with each code Changes you make here update the PACO Codes file You can enter 15 employee and employer withholding codes for each federal state and local tax authority Tax Authority Setup Screen Select Tax Authority Setup from the Codes Maintenance menu The Tax Authority screen appears Tax Authority Setup Commands Edit Modes Other Scroll Commands Help E an SaaS Tax Authority State Code WA Local Code WA Description Employee Withholding Codes Employer Contribution Codes No Code Formula Table ID No Code Formula Table ID 1 FWH PFED_FVVH RTN FEDM A EOA PFED_EOA RTN FICA OAS PFED_LOASRTN FICA 2 EME PFED EMERTN FICA MED PFED_MED RTN FICA PFED_FUT RTN FUTAx EIC PFED_EIC RTN EIC Switch to employer withholdings Enter edit Append Company H 08 16 2005 Terminal T000 Payroll User s Manual 11 5 Tax Authority Setup Codes Maintenance 1 In the Tax Authority field enter F to work with federal tax authority codes S to work with state tax authority codes or L to work with local tax authority codes 2 If you entered S in the Tax Authority field the State Code field becomes available Enter the state code you want to set up or adjust Inquiry 3 If yo
79. manual checks the system calculates the employee s pay based on the information you enter here You can have an unlimited number of earning codes Changes you make here update the PAECxxx Earning Codes file You can set up earning codes for types of work for example for assembly and packaging and for overtime or double time work that automatically multiplies or adds amounts to the base pay If your company provides group term life insurance dependent care 457 plan or non 457 plan benefits for employees use earning codes to track these amounts as part of normal payroll processing Previously you entered these amounts on the Employee Miscellaneous History screen in the Employee History function and OSAS simply reported the amounts you entered on W2s Due to changes in federal regulations and to eliminate errors OSAS no longer uses these fields Instead Open Systems strongly recommends that you set up earning codes to track these amounts so that they are reported correctly as required Payroll User s Manual 11 9 Earning Codes Codes Maintenance Earning Codes Screen Select Earning Codes from the Codes Maintenance menu The Earning Codes screen appears Earning Codes al Commands Edit Modes Other Help gt xelselmo e ee Earning Code 4 Description Overtime Pay Include in Net Pay v Fixed Withholding Earning Type 9 Overtime GL Account 202000 Multiplier 1 5000 Add to Base 0000
80. must set up federal withholdings codes in the Tax Authority Setup function page 11 5 You must set up TCALCx table before using time card calculator You must set up this table in the Tables function Payroll User s Manual A 7 Common Questions These commonly asked questions about the Payroll system are divided into the following categories Installation and Setup Daily Work Payday Work Periodic Processing and Direct Deposit Installation and Setup How do set up worker s compensation codes Follow these steps to set up worker s compensation codes 1 Inthe Tax Authority Setup function see page 11 5 enter State as the tax authority 2 Enter the state code 3 Press the Tab key to move to the Employer Contribution Codes screen 4 Press A to append the code you will use for example WKC 5 Enter the formula name you will use for example PMN_ _WKC RTN The formula name must follow this format and have the extension RTN 6 Enter the table ID if necessary for example WKCMN 7 Use the Exit F7 command to return to the File Maintenance menu 8 In the Withholdings function select the state tax authority and the tax code you entered for worker s compensation See page 11 23 for information on how to proceed with setting up the withholding When you have finished setting up the withholding exit to the File Maintenance menu Payroll User s Manual B 1 Common Questions 9 Inthe Formul
81. newhire com Send completed forms to To ensure the highest level of accuracy please print neatly in Minnesota New Hire Reporting Center capital letters and avoid contact with the edges of the boxes PO Box 64212 The following will serve as an example St Paul MN 55164 0212 Fax 651 227 4991 or toll free fax B00 692 4473 A B C 1 2 3 Aanx 0871172004 EMPLOYER INFORMATION Federal Employer ID Number FEIN Please use the same FEIN as the listed employee s quarteny wages will be reported under 77 PREECE Employer Name BUILDERS SUPPLY Employer Address Piease indicate the address where the Income Withholding Orders should be sent 1157 VALLEY PARK DR Employer City Employer State Zip Code 5 digit SHAKOPEE MN 55379 Employer Phone Extension Employer Fax 952 496 2465 952 496 2495 For Help press F1 DRAFT Page 1 of 1 Use the FormsViewer tools and commands to verify and complete the form D 16 Payroll User s Manual FormsViewer Opening Follow these steps to open a report you saved previously in FormsViewer Saved Reports 1 Follow steps 3 5 above to open the FormsViewer importer and select the file to work with 2 When the selection screen reappears click Previous Reports When the Open Report dialog box appears select the report you want to work with and click Edit Payroll User s Manual D
82. number of federal exemptions claimed by the employee this information is taken from the PAEGxxx file Payroll User s Manual C 9 About Formulas 10 11 12 13 14 15 Line LI003 employs a conditional function If the value of the variable FIXEDEARN the total fixed earnings for the employee is greater than zero that value is multiplied by the value of FIXEDPCT the fixed percentage for the withholding tax and then divided by 100 Variable LIO03 is equal to a fixed withholding dollar amount Fixed earnings are subtracted from taxable earnings Variable LIOO4 is multiplied by the total number of pay periods Variable LI002 is then subtracted from the product If the value of LIOOS is less than zero zero is used Otherwise the value of LIO05 is used The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 1 which is LI007 The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 2 which is LIOO8 The table lookup uses LI006 to find the appropriate line of tax table FEDM it then returns the value from column 3 which is LIOO9 L1007 is subtracted from LI006 This number is then multiplied by LIO09 The product is divided by 100 LI010 is added to LI008 the sum is divided by the number of pay periods LIO11 is added to LIOO3 and the value of EXTRAWH the employee s extra withholdings i
83. of GTLI amount you entered on the Employee Miscellaneous History screen in the Employee History function on W2s Because of new regulations and to eliminate errors in W2s Open Systems has discontinued this practice and now strongly recommends using earning codes to automatically track these amounts during payroll runs DDTB aE Commands Edit Modes Other Help aa oan A TableID C0 Description GTLI Codes Number of Cols 6 Column Length 3 Type L m Earning Codes GTL Company H 08 16 2005 Terminal T000 OVR After you set up an earning code to track Cost of GTLI amounts use the Tables function to enter the earning codes you set up into the GTLIxxx table OSAS uses this table to determine which amounts are Cost of GTLI amounts and sum them correctly into the amounts reported on W2s Payroll User s Manual 10 85 Tables File Maintenance MAXVSxxx Table The MAXVSxxx table stores the maximum number of hours an employee can accrue for vacation or sick hours remaining You must set up a MAXVSxxx table for each company that uses the table When you enter the table ID the rest of the MAXVSxxx table appears 3 DDTB ale Commands Edit Modes Other Help gt xaelselmol elee sn Table ID A Description Maximum Yacation and Sick Hours Number of Cols Column Length 12 Type IA Accrual Type Max Hours VACATION SICK Company H
84. of time tickets for hourly employees Toggle between HOME or WORKED to indicate whether you want to post employer paid taxes and deductions to the employees home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period Press W when you finish setting options to save your changes Preparing Your Data Follow these steps to prepare your data Gather your bank information routing codes account numbers and security codes for file transfers Gather account information for your employees such as account numbers and amounts percentages to be allocated to various accounts Entering Your Data When you set up Direct Deposit gather and enter the information in the order below As you complete the setup steps use the Master File Lists functions to print the information you entered in each step use the lists as references throughout the setup process 1 Set up the Direct Deposit tables Payroll User s Manual 3 33 Setting Up Direct Deposit Setup 6 Set up employer bank information Enter direct deposit information for each employee who participates in direct deposit in the Direct Deposit function Create the prenotification file Send the prenotification file to your bank for approval When you receive approval from the bank use the Create Prenotification File function or the Direct Deposit function to mark direct deposit employees approved Set
85. offers two categories of reports Payroll Reports and Personnel Reports Both types summarize information from files Payroll reports list information primarily from the history files Personnel reports list information from the employee files Use the functions on the Reports menu as often as necessary to produce summarized information about transactions tax information employees statuses and salary history Periodic Processing After doing daily work and producing reports you can use the functions on the Periodic Processing menu to produce monthly quarterly and annual reports for federal state and local tax authorities You can also produce a worksheet that helps you fill out the 941 form and you can produce employee W 2s Finally you can close last year s files in preparation for the new year Master File Lists Information that you enter in the functions on the File Maintenance menu is kept in major files Use the functions on the Master File Lists menu to produce lists containing the files contents details about employees withholdings and deductions and payroll formulas Payroll User s Manual 1 7 Introduction The Payroll System File Information The information you enter in Payroll functions is stored in files Each file falls into one of four categories employee files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in
86. reference or to check your entries Sample List 08 16 2005 Builders Supply 4 30 PM Earning Codes List By Earning Code Include Fixed Add or Replace Description GL Account Multiplier Add to Base Double Time Overtime Pay Bonus Travel Exp Cash Value Commissions Rpt Tips Regular Pay Salaried Wage Sick Pay Vacation Pay 202000 202000 202000 202000 Add 202000 Add 202000 Add 202000 Replace 202000 Replace 202000 Add 202000 Add 202000 o o n n F n T R R s v End of Report Payroll User s Manual 13 9 Deductions List Use the Deductions List function to view the deduction codes and descriptions stored in the PADExxx Employee Deductions file You set up deductions using the Deductions function on the Codes Maintenance menu Use the list as a reference or to check your entries Sample List 08 16 2005 Description Medical Ins Dental Ins United Way Credit Union Dues 401K IRA Plan Parking Cash Advance Stock Plan Uniform l 2 3 4 5 6 7 8 El o 1 Re End of Report Payroll User s Manual Builders Supply Deductions List By Deduction Number All Deductions Liab Acct Expense Acct Deferred Comp Employer Paid 535000 535000 204000 999900 999900 205000 200000 801000 101000 205000 801000 Calculate On 13 11 Withholdings List Use the Withholdings List function to list the withholding codes and descriptions stored in the PAWIxxx Withholdi
87. s Tax Report in Detail For the Quarter Ending 09 30 2005 State MN Emp ID Name Soc Sec Weeks Employer FICA 90000 NO LIMIT Worked Earnings FICA Tips ROSOOL Rossini Lucinda A 460 39 9982 4 33 230 00 00 00 4 33 230 00 00 00 STOOOL Stockard Albert W 449 58 4392 4 33 358 00 00 00 4 33 358 00 00 00 State Total MN Number of employees QTD 31738 00 00 YTD 31738 00 00 SUI Lisbility 23575 50 09100 2145 37 Grand Total Nunber of employees QTD 31738 00 00 YTD 31738 00 00 OASDI Liability 24238 00 06200 1502 76 Medicare Liabliity 24238 00 01450 FUTA Liability 23013 00 00800 End of Report Payroll User s Manual Excess FICA SUI 23000 Earnings Excess SUI 23575 50 23575 50 23575 50 23575 50 FUTA 7000 Earnings Excess FUTA 23013 00 23013 00 23013 00 23013 00 9 23 Quarterly Withholding Report Your company may be required to make quarterly tax deposits based on the amounts you withheld from employees checks The Quarterly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Quarterly Withholding Report Screen Select Quarterly Withholding Report from the Periodic Processing menu The Quarterly Withholding Report screen appears Quarterly Wi
88. screen 11 28 Payroll User s Manual Enhanced Payroll Tax Codes The Enhanced Payroll Tax Codes function matches the codes used internally by the Aatrix FormsViewer to the tax codes OSAS uses to build tax forms correctly when you use the Enhanced Payroll Tax Reports function page 9 3 If you do not use the Enhanced Payroll Tax Reports function to generate interactive tax forms you do not need to use this function Because FormsViewer uses different codes for tax withholding than does OSAS you need to match the codes OSAS uses to those used by FormsViewer to correctly generate tax forms The tax codes OSAS uses have already been matched to FormsViewer codes for you but you need to check these mappings especially those with a type of Local to make sure they use the correct codes for your system For example a number of mappings for local tax codes are set up and appear near the bottom of the list However since you can use custom withholding codes to track these tax amounts when they apply in your area no withholding code is specified for these mappings If you are subject to these taxes you must edit these records to specify the withholding code to use so that tax reports are built and generated correctly Periodically new tax codes may be added Contact OSAS technical support or your Open Systems software provider when you need to add a new tax code for information on the FormsViewer code to use Payroll User s Manual 11 29
89. screen Use the Proceed OK command to save your entries The Enter Transactions screen appears and lists the updated hours information 5 16 Payroll User s Manual Daily Work Payroll Transactions Viewing Totals When you press T on the Payroll Transactions screen the Employee Transaction Totals screen appears 4 Employee Transaction Totals Commands Edit Modes Other Scroll Commands Information Help Ce In A 2xejmajmu 2000 IK ww Employee ID BOU001 Bourne Linda C Code Posted Unposted Total Posted Unposted 34 000 34 000 136 00 QUO ORD 34 000 34 000 A 136 00 Deductions A 49 00 Rpt Tips Press Enter to continue Pieces The posted unposted and total hours and pay appear for each earning code assigned to the employee If there are more earning codes than fit on one screen you can scroll up and down to view additional earning codes Deductions reported tips and pieces appear at the bottom of the screen When you finish viewing employee transaction totals press Enter to return to the Payroll Transactions screen Payroll User s Manual 5 17 Time Ticket Journal The time tickets you entered into the PATRxxx Transactions file but have not posted are listed in the Time Ticket Journal Print the journal before you post transactions and use it to verify your entries and as part of your audit trail You cannot use the Time Ticket Journal function if you are
90. screen appears Personnel Information One O E Commands Modes Other Information Help 2xte Employee ID 4 Bourne Linda C Comments 1 Linda is on the board of directors for Mulcahy Companies Comments 2 Comments 3 Degree BA Bachelor of Arts Major Business Administration Degree MA Master of Arts Major Business Finance Degree Major Pay Change Bonus Issued Date Reason Old Rate Date Reason 11 12 2004 Anni Review 7250 00 04 04 2004 Board Review 12 31 2003 Co Performance 08 23 2002 Performance Employee First Next Previous Company H os 7 2005 Terminal TODO OVR Payroll User s Manual 4 11 Personnel Information One Two Employee Inquiry Personnel Information Two Commands Modes Other Information Help RX tz Employee ID 4 Bourne Linda C License 05 13 2003 User Date 06 Last Phys 10 09 2004 User Date 07 Driver Lic 02 04 2008 User Date 08 User Date 04 User Date 09 User Date 05 User Date 10 Employee First Previous Company H 08 17 2005 Terminal TODO OVR The commands and instructions for the two screens are identical Inquiry 1 Enter the ID of the employee whose personnel information you want to see 2 Use the commands to find the information you need e Press E to view a different employee record e Press F to view the first employee record on file e Press L to view the last employee record on file e Press N to view the next empl
91. state s SUI wage limit Total quarter to date SUI wages up to the SUI limit Number of weeks the employee worked taken from the number of quarter to date weeks worked in the PAEHxxx Employee History file 10 63 Payroll Information File Maintenance Hours Worked Number of hours the employee worked taken from the number of quarter to date hours worked in the PAEHxxx Employee History file Use the Proceed OK command to save your entries The cursor returns to the State field Enter the code for the next state you want to work with or use the Exit F7 command to return to the Payroll Information selection screen Company Address Screen Use this screen to define the company address as it should appear on reports Payroll Information Commands Edit Modes Other Help 2Xte mealmal e Company Address Builders Supply 1157 Valley Park Dr Suite 105 Shakopee Jet mu Zip 55379 Company H 08 16 2005 Terminal T000 OVR 1 Enter the company address as you want it to appear in reports Inquiry _ 2 Enter the city state and zip code in which your company is located The Inquiry F2 command is available in the state field 3 Use the Proceed OK command to save your entries The Payroll Information selection screen appears 10 64 Payroll User s Manual File Maintenance Payroll Information Employer Bank Information Screen If you do not have Direct Deposit installed
92. terms of categories to give you a better idea of how each fits in Employee Files The employee files serve as permanent sources of information data stays in the files until you remove it The PAEGxxx Employee General Information file holds the following information which you enter through the Employees function e general employee information employee ID name address and so on e employee codes EEO code vacation codes earning code and so on e department group code labor class and payment type hourly or salaried e salary and or hourly pay rate e pay periods per year e job title e accrued and taken sick and vacation time The PAEPxxx Employee Personnel file holds the following additional employee information which you enter through the Employees function e educational history e pay change and bonus information e ten user defined dates comments The PAESxxx Employee Federal State Local Withholdings file stores the federal state and local withholding codes that an employee is set up to have money withheld for A code is set up for each state or locality in which the employee works 1 8 Payroll User s Manual The Payroll System Introduction Attribute Files The attribute files hold data that you can assign to each employee These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The PACO Payrol
93. the PAETxxx Earnings Types file Payroll User s Manual 11 13 Earning Types Codes Maintenance Earning Types Screen Select Earning Types from the Codes Maintenance menu The Earning Types screen appears EA E Commands Edit Modes Other Help 2 xc selma 7elee Earning Type 3 Description Add or Replace Salaried Wages for Salaried Employees in Time Tickets Add Earnings types B CF M O R 5 7 are reserved for syst Company H l 0846 2005 Terminal TODO OWR Inquiry 1 Enter the ID of the earning type you want to add or change Earning type T has special meaning Tips in the system Tip amounts are accumulated in the FICA Tips field for government reporting Earning type F also has special meaning to the system Any earning types F that an employee receives through the year are accumulated and printed as fringe on an employee s W 2 form Earning types V and S are used to determine the amount of vacation and sick time taken throughout the year Any other earning types that use a user defined type are treated as regular pay using the Multiplier and Add to Base fields to determine pay 11 14 Payroll User s Manual Codes Maintenance Earning Types 2 Enter a description of the earning type 3 The last field on the screen applies only to salaried employees for whom you enter time tickets Press A to add pay entered through time tickets to salary amounts for this earning code Press R to replace
94. the current phase ID or enter a different phase ID The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If this earnings entry contains a job ID press Enter to use the current cost code or enter a different cost code The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost 6 15 Manual Checks 6 16 Field Class Earn Code Hours Rate Amount Payday Work Description Press Enter to accept the employee s labor class or enter a different class Press Enter to accept the employee s earning code or enter a different code Press Enter if the employee worked the number of hours that appears or enter a different number of hours Press Enter to accept the employee s pay rate or enter a different pay rate The check amount appears To change this figure you must change the earning code or number of hours worked The pay rate is then recalculated When you have finished editing or adding transactions use the Proceed OK command to save your changes Use the Next page command to proceed to the second Manual Checks screen Payroll User s Manual Payday Work Manual Checks Manual Checks Screen Two Use the second Manual Checks screen to enter and edit deduction codes for manual checks generated for each employee Manual Checks Commands Edt Modes Other Scroll Commands Information Help es a Page 2 of 3 Emplo
95. the formula line number This command appears only if there is more than one screen of items Press H to return to the header section of the screen Press C to convert the formula to a program when you are finished editing or entering a formula Use the Create Program command anytime you enter or edit a formula If you do not use the Create Program command before exiting from the Formula Maintenance function the system automatically executes the command when you use the Exit F7 command to return to the File Maintenance menu If you use the Abandon F5 command to return to the header section of the screen your changes are not saved and the formula is not compiled into a program Editing or Adding a Line When you press Enter or A on the command bar the Line Entry screen appears 4 Line Entry Commands Edit Modes Other Help 2x lt t almal e ee Line 1 IFCYTDEARNINGS gt L1002 TH O EL LIDOS _ Line 2 Each line in a formula can be 100 characters long You enter the line in two segments When you press Enter to exit the Line Entry window the two lines join to form one longer line only the first 50 characters of which are displayed on the Formula Maintenance screen To delete one line at a time use the Delete F3 command See appendix C for a detailed explanation of how formulas work and for a list of valid variables functions and operations When you are finished entering or editing a formula use the E
96. to LIO06 8 The result of the entire formula is the result of its last line In this case the result is based on a conditional In this case if LIOO7 is less than zero the result of the formula is zero If LI007 is greater than zero that is the result of the formula Payroll User s Manual C 13 FormsViewer Enhanced Payroll Tax Reporting D 3 Installing FormsViewer D 7 Importing Files from UNIX Linux or Mac OS XD 13 Notes D 19 Payroll User s Manual D 1 Enhanced Payroll Tax Reporting Open Systems has partnered with Aatrix Software to bring you enhanced payroll tax reporting via FormsViewer an interactive application that streamlines tax reporting to save you time FormsViewer works by pulling your accounting data from OSAS and placing it into the tax forms that you file with the appropriate authorities Once the data is in the form it is completely editable and color coded areas alert you when data is required or where data can be changed After approving the form you can then print and send it or use the Aatrix eFile service to electronically file the tax information This appendix introduces FormsViewer details how it works with OSAS to generate tax forms from your accounting data and describes how to use FormsViewer to generate tax reports if you use OSAS on UNIX Linux or Mac OS X Finally the appendix ends with tips that you should keep in mind when working with tax reports How FormsViewer Works with OSAS When
97. transaction history before a particular date enter the dates for check and transaction history to indicate where the deletion should stop For example if you enter 12 31 2001 history before and including that date is deleted If you do not want to delete history press Enter to leave the date blank If you want to clear remaining sick and vacation time select the box or enter Y in text mode if not clear the box or enter N in text mode Use the Proceed OK command to save your entries and begin maintenance processing When the procedure finishes the Periodic Processing menu appears Payroll User s Manual Close Last Year After you have performed year end maintenance and completed all processing on last year s files for example printing W 2s use the Close Last Year function to delete last year s files You cannot use the Close Last Year function if you are currently working with prior year files Before You Begin Before you close last year s files print W 2s and back up your data files Once you delete last year s files you cannot reprint W 2s for that year unless you have a backup copy Payroll User s Manual 9 59 Close Last Year Periodic Processing Close Last Year Screen Select Close Last Year from the Periodic Processing menu The Close Last Year screen appears Close Last Year Commands Edit Modes Other Help 2xe BA ma 209 ee Have You Printed W2s Backed Up Your Data Files
98. up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command Inquiry 2 If you entered a new table ID the Copy From field appears To copy a company specific or terminal specific table enter the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID 3 Press Enter to accept the current table Description or enter a different one 10 78 Payroll User s Manual File Maintenance Tables The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimal places N numeric with three decimal places 3 or numeric with four decimal places 4 appear 457xxx Table If your company distributes any amounts from 457 or non 457 plans to employees you must report the amounts distributed on W2s Previously you entered these amounts on the Employee Miscellaneous History screen in the Employee History function Due to changes in federal regulations OSAS no longer reports those amounts on W2s Instead Open Systems strongly recommends that you set up earning codes to track any 457 and non 457 amounts as part of payroll processing DDTB de Table ID HH q Description 457 and Non 457 Codes Number of Cols 12 Co
99. v Company H 08 17 2005 Terminal TOOO INS If you calculated checks or entered manual checks without finishing the payday steps the following message appears Checks are already on file Do you want to start over If you calculate checks again the data that is on file is erased Make sure that the previous day s payday work cycle was completed properly If it was not do not calculate checks again because the checks that were issued are not reflected in the payroll totals or in the General Ledger balances To verify checks that have been calculated print the Check Register 6 4 Payroll User s Manual Payday Work Calculate Checks If you do not want to calculate checks select No or enter N in text mode to exit to the Payday Work menu If you want to calculate checks again erasing the checks that are on file select Yes or enter Y in text mode Field Payroll Number Quarter Group Code 0 9 Period End Date on Checks GL Period 1 13 Payroll User s Manual Description The payroll number from the PACTLxxx table appears The quarter from the PACTLxxx table appears Enter group codes 0 9 The codes you enter determine which employees are paid The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file You cannot add a check for an employee who is not in an included group code If you elect to include salary wages in this check run
100. with the detail posted from Post Checks Void Checks and Leave Adjustments functions If the system determines that there is a difference between the hours posted to the PAHVxxx file and the PAEGxxx file it writes the number from the PAHVxxx file into the PAEGxxx file and creates an audit log recording the change Note Back up your data files before you proceed with this function Print the Sick Leave and Vacation Report because sick and vacation accruals are cleared by this function Payroll User s Manual 9 49 Roll Up Leave Balances Periodic Processing Roll Up Leave Balances Screen Select Roll Up Leave Balances from the Periodic Processing menu The Roll Up Leave Balances screen appears Roll Up Leave Balances 3 O Commands Edit Modes Other Help xalselmal elee Have You Backed Up Your Data Files Consolidate Terminated Employees M Company H 08 17 2005 Terminal T000 INS 1 If you have backed up your data files select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files exit to the menu and do so before proceeding 2 If you want to consolidate terminated employees select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device to print the audit log See Reports on page 1 41 for more information After the log is produced the Periodic Processing menu appear
101. you install Forms Viewer the Enhanced Payroll Tax Codes function page 11 29 and the Enhanced Payroll Tax Reports function page 9 3 are added to the OSAS Payroll application The first function matches the tax codes OSAS uses with those used in FormsViewer so that tax reports are generated correctly The second produces a text file from Payroll check history for use with Forms Viewer and prompts you to select the tax form to create After you select the form OSAS automatically launches Forms Viewer if you use Windows and opens that form Forms Viewer pulls data from the file and places it in the correct locations in the tax form then presents you the completed form for editing and approval After you ve approved the form you can print it and send it to the appropriate tax authority or use Aatrix s optional eFile service to electronically file the tax information Payroll User s Manual D 3 FormsViewer If you do not save check history in OSAS the Enhanced Payroll Tax Reports function generates a blank file FormsViewer will still open and generate a report but the report will be blank you will need to enter all information manually For best results make sure to set the Payroll Save check history option to Yes FormsViewer works only on Windows If you use UNIX Linux or Mac OS X you need to have at least one Windows workstation on which to install FormsViewer Creating tax forms in a mixed environment is a two step proces
102. you print reports containing employee information such as key dates education and degree data or personnel rosters These lists give you valuable information about your employees and help you plan for salary reviews orientation meetings anniversaries or birthdays You produce all personnel reports in the same way Use the instructions below to print a personnel report modifying the procedure as necessary for the report you are printing For example if the screen for the report you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a personnel report 1 Select the report you want to print from the Personnel Reports menu The selection screen for that report appears The Personnel Roster screen is shown below as an example Personnel Roster O xeleelmal elee Employee ID From Bon Print User Defined Fields Thru STO001 Ins Coverage Supervisor From User Label 2 Thru User Label 3 Department From 100 Comments 1 Thru 501 Comments 2 Class From Thru Print Date of Birth Print by Print Salary Information O Employee ID Page Break After Dept Supr O Last Name Print Status Supervisor Print Address Information Department lt lt lt Es 5 x Comments 3 O O O a O Headings 123456789012345678901234567890123456 Personnel Roster All Fields Printed Company H fos 7 2005 Terminal TODO INS
103. z function If Then Else to evaluate formulas conditionally Formula Maintenance Commands Edit Modes Other Scroll Commands Help es a N q Formula ID Description Factor 1 Factor 2 Factor 3 Factor 4 Factor 5 Factor 6 Variable Formula LIOOA TABLE2 1 1 RETVAL LIDO2 TABLE2 1 2 RETVAL TAXEARN YTDEARNINGS IF LIOO2 gt LIOOS THLLIOOSJEL LIDD2 LIOO4 LIOO1 31100 LIDOS YTDWWNTHHOLDINGS IF LIOOS gt TA4XEARN TH TAXEARN EL LIDOS IF LIOO lt 0 TH O EL LIOO Formula Line 004 of 008 Enter edit Append Soto Create Program Company H 1081 7 2005 Terminal TODO INS In the example above lines LIO01 L1002 and LI003 establish values Line LI004 then uses the If Then Else function to evaluate and select the value to use in the rest of the formula Formula Examples To get an idea of how formulas and tables work together read the examples below Payroll User s Manual C 7 About Formulas Federal Withholding When you establish federal tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the federal withholding code The federal withholding formula PFED_FWH RTN uses the tax table FEDM A PATX E Commands Edit Modes Other Help EXOCOCOEOO rem Table ID Description Federal Income Tax Married Table Number of Cols Column Length 12 Type IN v 22600
104. 0 Adv EIC Payment A E 00 Uncol OASDI E 4 F 00 Uncol Medicare Next Page change Quarter l Quarter totals Company H 08 17 2005 Terminal T000 See page 10 3 for an explanation of the commands and fields Payroll User s Manual Employee Inquiry Employee History When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu Employee Earnings History Inquiry Screen This screen appears when you select Employee Earnings History on the selection screen Employee Earnings History Commands E Modes Other Scroll Commands Information Help X xX Employee ID Code P01 P03 BOU001 Bourne Linda C October 000 000 Earning Hours November 000 000 December 000 000 QTR 4 YTD 000 000 000 000 8 500 October 750 00 Earning Amounts November 00 December 00 000 _000 000 000 8 500 8 500 QTR 4 a 750 00 750 00 133 82 133 82 133 82 29738 00 29738 00 29738 00 262 00 262 00 262 00 Gross Pay Net Pay 30883 82 18271 94 Switch to Amounts Change quarter Quarter Totals 30883 82 30883 82 18271 94 18271 94
105. 0 00 00 00 00 00 00 00 00 17 18 19 20 21 22 23 24 17 18 19 20 00 00 00 00 00 00 00 00 00 00 00 00 25 26 27 28 29 30 31 25 26 27 28 _ 2 April May June Use this schedule to show your tax liability for the quarter DO NOT use it to show your deposits You must fill out this form and attach it to Form 941 or Form 941 SS if you are a semiweekly schedule depositor ar became me because your accumulated tax liability an any day was 100 000 or more Write your daily tax liability on the n mbered space that corresponds to the date wages were paid See Sectian 11 in Pub 15 Circular E Employer s Tax Guide for details 00 00 00 00 00 00 00 00 00 00 00 Tax liability for Month 1 00 Tax liability for Moth 2 00 9 34 Payroll User s Manual W 2 Forms You can print W 2 forms after you have processed the payrolls for the year but before you do year end maintenance You can also print W 2 forms from last year Payroll files after you perform year end maintenance The forms summarize each employee s wages and taxes withheld during a calendar year Employees use these forms to fill out local state and federal tax returns and you must send a copy of each employee summary to the tax authorities when you complete the company s tax forms The information on W 2 forms comes from the PAEDxxx Employee Deduction History PAEExxx
106. 00 DATE AMOUNT 08 30 05 300 00 PAY THREE HUNDRED AND 00 100 DOLLARS Maria K Jonchim 1 3321 W 52 Ave Minneapolis MN 55055 SAMPLE VOID FORM 091102 COMPATIBLE ENVELOPE 091500 091508 0014265 00006789L 12315578 Check Log STARTING CHECK NUMBER 1079 ENDING CHECK NUMBER 1082 DATE ON CHECK 08 15 2005 PERIOD ENDING 08 15 2005 TOTAL GROSS 22730 00 TOTAL NET CHECKS 17324 34 NUMBER OF CHECKS 4 End of Report Payroll User s Manual 6 31 Print Direct Deposit Vouchers Use the Print Direct Deposit Vouchers function on the Payday Work menu to print the direct deposit pay vouchers you created in the Calculate Checks and Manual Checks functions This function is available only 1f you have Direct Deposit installed Print Direct Deposit Vouchers Screen amp Print Direct Deposit Vouchers E Commands Edit Modes Other Help xelaelmal elee Payroll Number 000054 Quarter 3 Group Code 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 8 First Voucher Number 1963 If Restart Last Good Form Number Voucher Printing Order Employee ID Print Remaining Leave Both acation Sick Both None Company H osn 7 2005 Terminal TODO INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 The next unused voucher number appears Press Enter to u
107. 00 Adjust to Minimun 000 Group Code 000 Pay Periods Per Year 12 000 Salary 7500 00 000 Hourly Rate 000 Earning Code SAL Status Full time Override Pay 00 User Defined Dates Check Location License 05 13 2003 User Date Work Phone ae ae Last Phys 10 09 2004 User Date Extension Driver Lic 02 04 2008 User Date Sick Accrual Code xx User Date 04 User Date Vacation Accrual Code xx User Date 05 User Date Remaining Sick Leave 96 000 Remaining Vacation 119 500 Tax Group MN E Mail Address lbourne builders_supply com W 2 Name Linda C Bourne Payroll User s Manual 12 5 Employee Comments List Print the Employee Comments List to view the comments you have entered about your employees Sample List 08 16 2005 Builders Supply Page 1 3 20 PM Employee Comments List By Employee ID Date Emp ID Employee Name Date Ref Comment BOUGO L Bourne Linda C 08 16 2005 000 Linda s proposal helped win multi million dollar contract End of Report Payroll User s Manual 12 7 Employee Labels Use the Employee Labels function to print mailing labels for checks notices newsletters and so on or to print the names and addresses of employees in a reference list Information printed on labels comes from the PAEGxxx Employee General Information file Sample Labels Bouool LINDA C BOURNE 501 N HAMILTON AVE EDINA MN 55435 GEROOL TIMOTHY G GERARD 13330 E 32ND AVE MINNEAPOLIS MN 55055 JENOOL
108. 00 00 Vacation Pay 520000 i 00 00 Emplyr Medicare 520000 13 37 13 37 Emplyr OASDI 520000 57 15 5715 Unemp Ins 520000 57 15 57 15 Entry 001 of 016 Company H 08 16 2005 Terminal TODO OYR Inquiry 1 Enter the ID of the department or division whose record you want to add or change If you use divisions each department ID must begin with the two character division ID To delete a department or division record enter the department ID and then use the Delete F3 command You cannot delete department records that have amounts in the GL Period column An error message appears if you try to delete a department record that has balances Inquiry 2 The Copy From field appears if you enter a new department ID Enter the ID of the department or division record you want to copy or press Enter to skip this field 10 56 Payroll User s Manual File Maintenance Departments 4 Enter or edit the department or division name If you enter a new division name approve the entry then enter the ID of another department or division to work with or use the Exit F7 command to exit to the File Maintenance menu Use the Proceed OK command to move to scroll region on the screen Scroll Region General Ledger period to date balances are amounts accumulated since the last time you posted expenses to General Ledger Quarter to date and year to date balances are amounts ac
109. 000 00 00 00 00 00 00 000 000 00 00 00 00 00 00 000 000 00 00 00 00 00 00 000 000 000 000 000 000 17 000 Overtime Description The employee s ID and name appear For each day of the week enter the hour and minute the employee punched in Enter hours in military format For example if the employee started work at 5 00 P M enter 17 press Enter to move to the minutes field then enter 00 5 15 Payroll Transactions Daily Work Field Description Time Out For each day of the week enter the hour and minute the employee punched out Enter hours in military format For example if the employee finished work at 5 00 P M enter 17 press Enter to move to the minutes field then enter 00 Last Out The time elapsed between the time in and the previous time out appears No number appears in the first Last Out field Adjustment Enter hours or minutes adjustments for each day For example if an employee worked after punching out you can compensate for that here Totals The total number of hours and minutes for each time in time out and adjustment if any appears Week Regular The total number of regular hours the employee worked for the week appears Week Overtime The total number of overtime hours the employee worked for the week is displayed depending on how the TCALCxxx table is set up If overtime has been calculated you must enter the overtime codes on the Enter Transactions
110. 002341 000000028 000000026 000000033 000000000 Payroll User s Manual Check Register The Check Register is a record of the checks issued for an employee group and pay period It is similar to the Edit Register except that it contains the number of the check that was printed for each employee and is sorted and subtotaled by department Check Register Screen Select Check Register from the Payday Reports and Posting submenu The Check Register screen appears 4 Check Register a Ed Commands Edit Modes Other Help x laelmal elee Payroll Number 000054 Quarter Group Code Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 08 Print employer tax and deduction information M Print Register In Print By Summary Department Detail Employee ID Sequence No Check No Company H 08 17 2005 Terminal T000 INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 43 Check Register Payday Work 1 If you want employer tax and deduction information in the report select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the level of detail you want to include in the register Detail prints earnings withholdings and deductions information for all checks in the PACHxxx file while Summa
111. 03200 1 Federal WH 203000 2 Emplye Medicare 203200 Emplye OASDI 203200 D MN Unemp Ins 203700 6 MN W H 203400 I Net Cash Entry 100000 32 Hold Acct Regular Pay 202000 Hold Acct Salaried Wage 202000 Emplyr Medicare 530000 Emplyr OASDI 530000 MN Unemp Ins 530000 GL Balance Period 08 A 47 Posted to Tax Month 8 Posted to Bank Account FNBOOL 32 Job Totals End of Report PAGE Credit 21 00 182 50 60 00 15 00 487 50 39 00 175 00 15 00 351 46 502 76 789 23 351 46 502 76 384 86 084 00 456 33 477 08 456 33 Payroll User s Manual Payroll Reports Printing a Payroll Report Earnings and Deductions Report Sick Leave and Vacation Report Transaction History Report 401 k Report Check History Register Detail Leave Report Profit Sharing Census Payroll User s Manual 7 3 7 5 7 1 7 9 7 11 7 13 7 15 7 17 7 1 Printing a Payroll Report The functions on the Payroll Reports menu let you print reports of information resulting from transaction and check entry such as employee earning and deduction amounts or employee leave amounts These lists give you valuable information about your employees payroll totals and serve as part of your company s audit trail You produce all payroll reports in the same way Use the instructions below to print a payroll report modifying the procedure as necessary for the report you are printing For example if the screen for the repor
112. 08 16 2005 Terminal T000 OVR Field Description Accrual Type Enter the accrual type Vacation or Sick Do not change the order of the rows in the table The system expects Vacation to be on the first line and Sick to be on the second 10 86 Payroll User s Manual File Maintenance Tables Field Description Max Hours Enter the maximum number of hours an employee can accrue for remaining vacation and sick time Hours accrue until this number is reached then no more can be accrued until the employee uses some vacation or sick time If you set this field to zero an employee can accrue vacation or sick hours indefinitely PACTLxxx Table The PACTLxxx table stores the current quarter payroll number and current year When you enter the table ID the rest of the PACTLxxx table appears Commands Edit Modes Other Help 2xae amp elmo elee Table ID IS Description Payroll Control Table E Number of Cols i a Column Length 12 Type Description Value CURRENT QTR PAYROLL CURRENT YEAR Company H 08 16 2005 Terminal TODO OVR Field Description Description The descriptions of the information in the table appear Payroll User s Manual 10 87 Tables File Maintenance Field Description Do not delete lines or rearrange the descriptions The system looks for the descriptions by their position in the table it assumes that the current quarter is on the first line the payro
113. 1 13 11 14 earnings in employee history 2 10 information 10 37 Earnings and Deductions Report function 7 5 sample 7 5 edit scheduled deductions 10 13 Edit Register function 6 21 sample 6 23 Education Report function 8 13 sample 8 13 eFile D 5 EIC 3 16 6 58 10 18 10 36 10 84 EIC tax table 3 14 10 97 EME 3 16 Employee Birthday Report function 8 7 sample 8 7 Employee Deductions History inquiry 4 16 screen 10 39 Employee Detail List function 12 5 sample 12 5 Employee Direct Deposit Information function 12 11 setting up 3 34 Employee Earnings History 2 10 screen 10 37 IX 4 Employee Federal Tax History inquiry 4 17 screen 10 41 Employee History 3 22 changing 10 3 10 47 function 10 31 setting up 3 8 3 24 Employee History Inquiry 4 13 Employee Inquiry 1 6 Employee History 4 13 General Information 4 3 Personnel Information 4 11 Salary Information 4 5 Tax Information 4 7 Employee Labels function 12 9 sample of standard size 12 9 Employee Local Tax History inquiry 4 19 inquiry screen 4 19 screen 10 45 Employee Miscellaneous History 10 33 editing 10 34 inquiry 4 14 Employee State Tax History inquiry 4 18 inquiry screen 4 18 screen 10 43 Employees 3 20 changing earnings or withholdings 10 3 Factor Entry window 10 14 Federal Tax Information 10 17 FICA withholding 3 16 function 10 3 General Information 3 20 10 5 Local Tax Information 10 20 Personnel Inform
114. 17 Notes Due to differences between required information on reports and the way OSAS records information you may need to manually verify or enter some required information on the reports FormsViewer generates from your OSAS data The information you need to verify and enter includes pay period beginning and ending dates and the number of employees reported in check runs for state unemployment insurance Pay Period Beginning and Ending Dates Some state reports require that you enter the pay period beginning and ending dates when you file the report However OSAS does not save the pay period beginning and ending dates you enter when you generate checks to history instead OSAS saves only the generated check date to history You need to verify and manually enter these dates when you generate the report Number of Employees Some states require that employees must be still employed by a given date in the month generally the 12th but laws vary from state to state to qualify for state unemployment insurance for that month However OSAS does not track the number of employees in a payroll run as of a given date OSAS does track the number of employees in a payroll run but you must verify and manually change if necessary the number of employees for state unemployment reports W2 Forms To create W2 forms with FormsViewer OSAS pulls information both from Payroll check history for the majority of the values and from employee history
115. 2 ne ma e es EmployeelD BOU001 Bourne Linda Start Date Check No 0001073 Description Amount Gross or Net Emplr Paid Medical Ins 10 56 Gross Dental Ins d 3 52 Gross United Way J 76 34 Gross Credit Union A 50 00 Gross 401K J 343 52 Gross Stock Plan d 100 00 Gross Ppo ppOoDoonoDo al Deduction 001 of 006 Employee Total 583 94 Employer Total 00 Done Earnings Withholdings Company H Josi7 2005 Terminal TODO OYR 4 26 Payroll User s Manual Employee Inquiry Field Descriptions Field Code Description Hours Amount Gross or Net Empir Paid Commands Check History Description The code for the deduction type appears see page 11 17 for more information on setting up on deductions The description for the deduction code appears If the employee has elected to deduct pay by hours worked the amount of hours appears The amount of money for the deductions appears Lists whether the amount is deducted before taxes gross or after taxes net If the box is selected the deduction is paid by the employer for example a 401k matching amount Use the commands on the Check History Deductions screen to perform the function you want and to find the information you need e Press Dto return to the Check History Inquiry screen e Press Eto view earnings for the selected entry The Check History
116. 37 Posting prepost checklist 5 25 prenotification file setting up 3 34 Print Checks alignment form 6 30 function 6 29 log 6 31 restarting 6 30 restricting access to 3 28 print company name on vouchers option 3 32 Print Direct Deposit Vouchers 1 19 6 33 printing checks 3 11 3 19 6 29 printing checks option 3 32 printing on laser forms 3 32 printing voucher stubs option 3 33 printing vouchers option 3 32 Proceed OK command 1 4 productivity reports 1 16 Profit Sharing Census function 7 17 sample 7 17 programs backing up 3 29 Purge Recurring Entries 9 53 Q quarter end maintenance 9 56 9 57 9 58 Quarterly Employer s Tax Report function 9 21 sample 9 23 quarterly reports B 4 IX 10 Quarterly State Unemployment Report 10 63 function 9 27 sample 9 29 Quarterly Withholding Report function 9 25 sample 9 26 R recurring deductions setting up 3 8 time tickets setting up 3 8 Recurring Deductions List function 12 21 sample 12 21 Recurring Entries 10 69 Recurring Time Ticket List function 12 19 sample 12 19 reports 1 7 Resource Manager backing up 3 35 Data File Conversion function 2 7 2 12 Data File Creation function 2 3 2 6 Install Applications function 2 3 2 5 2 7 Options and Interfaces 3 31 restarting Print Checks 6 30 6 34 reversing incorrect miscellaneous entries 5 4 incorrect time tickets 5 4 right click menu See shortcut menu 1 31 Roll Up Leave Balance
117. 5 20 Payroll User s Manual Miscellaneous Deductions Journal The deductions you entered into the PATRxxx Transactions file but have not posted are listed in the Miscellaneous Deductions Journal Print the journal before you post transactions to verify your entries and as part of your audit trail You cannot use the Miscellaneous Deductions Journal function if you are working with last year files Miscellaneous Deductions Journal Screen Select Miscellaneous Deductions Journal from the Daily Work menu The Miscellaneous Deductions Journal screen appears Miscellaneous Deductions Journal Commands Edit Modes Other Help 2e es Employee ID From BOUOO1 Thru STOOO1 y Transaction Date From Thru Print by Transaction Date Employee Department Group Code Company H 08 17 2005 Terminal TODO INS Inquiry 1 Enter the range of employees you want to include in the journal 2 Enter the range of transaction dates to include in the journal Use this option to isolate groups of transactions when printing the journal Payroll User s Manual 5 21 Miscellaneous Deductions Journal Daily Work 3 Select the order in which you want to organize the journal 4 Select the output device to begin printing the report See Reports on page 1 41 for more information After the journal is produced the Daily Work menu appears Miscellaneous Deductions Journal 08 17 2005 Builders Supply 8 08 A
118. 57 9 58 9 59 year end tasks 1 16 IX 14 Payroll User s Manual
119. 8 Department records store amounts posted from time tickets and checks This information is used to update accounts in the General Ledger system Use the Departments function see page 10 55 to set up and maintain departments You can set up earning codes and employer paid withholdings and deductions and through Resource Manager you can specify precision for the Hours fields New entries are automatically appended when you post time tickets or checks The information is stored in the PADPxxx Department file Divisions summarize groups of departments in the Department Report which summarizes the labor expenses posted to each department If you use divisions each department ID must begin with the two character division ID If you do not use divisions department IDs must be at least three characters long Payroll User s Manual Setup Setup Functions Payroll Information Payroll information includes state unemployment reports and the company address This information is essential to the Payroll system and must be set up before you can begin processing It is stored in the PAINxxx Payroll Information file State Unemployment Reports Most states that collect unemployment taxes require a quarterly report that lists employee names wages earned and weeks or hours worked Use the Payroll Information function see page 10 61 to set up your state unemployment reports for the states where you pay unemployment taxes The Payroll system
120. Builders Supply 4 09 PM Department List GL Account WAREHOUSE Earning 520000 Earning 520000 Earning 520000 Earning 520000 Earning 520000 Earning 520000 Earning 520000 Earning 520000 Earning 520000 Earning 520000 Vithholding 520000 Withholding 520000 Withholding 520000 Withholding 520000 RETAIL SALES Earning 510000 Earning 510000 Earning 510000 Earning 510000 Earning 510000 Earning 510000 Earning 510000 Earning 510000 Earning 510000 Earning 510000 Withholding 510000 Withholding 510000 Withholding 510000 Withholding 510000 Payroll User s Manual 12 15 Payroll Information List Use the Payroll Information List function to review state unemployment report setup company addresses employer bank information and degree descriptions set up through the Payroll Information function and stored in the PAINxxx Payroll Information file Sample List 08 16 2005 4 11 PM Builders Supply Payroll Information List State Unemployment Report Setup State MN Self Adjust SUI Month 1 Print employees with zero eernings YES Round all numbers to the nearest dollar YES Sort report by Social Security Number Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked Hours Worked Company Address o o 0 0 0 o D Company Name Builders Supply Address 1157 Valley Park Dr Suite 105 Shakopee MN 55379 Bank Account Information AMERICAN SECURITY BANK Next Check
121. CODE 3 14 10 97 W2CODEZ2 3 14 10 97 TCALCxxx table 3 14 5 16 10 77 10 90 terminal specific table 10 78 Payroll User s Manual Index terminated employees 10 3 10 4 10 7 text mode command line 1 40 commands 1 39 flags 1 39 function screens 1 37 main menu 1 35 messages 1 40 third party sick pay 9 35 time card calculator 3 12 5 12 10 90 B 3 time card calculator option 3 33 Time Card Entry 5 15 Time Ticket Journal function 5 19 sample 5 20 time tickets 3 12 3 18 5 19 5 25 10 55 for salaried employees B 3 record of 7 9 reentering 6 37 reversing incorrect 5 4 tips 9 22 10 35 11 11 11 13 11 14 FICA 10 36 toolbars 1 33 function screens 1 33 main menu 1 33 transaction history 3 11 3 22 3 23 3 24 5 25 Transaction History Report 3 11 function 7 9 sample 11 22 transmitting ACH file 1 20 transmitting direct deposit file B 5 U unemployment insurance 3 16 user defined labels 10 91 USRDDxxx table 3 14 8 15 10 77 10 91 USRDFxxx table 3 14 10 77 10 92 V vacation accruals 3 11 6 14 6 25 6 27 7 15 9 49 10 7 10 11 10 93 leave 10 49 time deleting 9 58 Payroll User s Manual Vacation and Sick Leave Report function 6 27 sample 6 28 VACccxxx table 3 14 10 77 10 93 Void Checks audit log 6 39 function 6 37 manual checks 6 37 marked in Check History Register 6 37 voiding checks 3 9 3 11 B 3 manual checks 6 19 posted checks 6 37 printe
122. City EDINA The Employee Information screen is divided into two parts The top section lists all the employees in the range you specified that have wage and federal tax information on file In the bottom section the federal and state records for the selected employee appear You can edit the federal and state records if needed and you can also append and delete state records from the file To edit an employee s information select the employee in the top section of the screen Then use any of these commands e Press S to switch to the tax record section for the selected employee e Press O to change the order in which the employees are listed You can sort alternately by employee ID social security number department ID and employee name e Press A to add an employee to the end of the file Payroll User s Manual 9 43 W 2 Forms Periodic Processing e Press Cto change the tax authority record type federal or state that appears for the selected employee in the bottom section of the screen e Press Dto return to the Processing Employees selection screen e Press Gto move to a specific employee record in the list then enter the employee code or use the Inquiry F2 command to select an employee When you press S to work with the federal and state information for an employee the bottom of the screen is activated 4 Report W 2 Forms on Magnetic Media MMREF 1 Format O E Comman
123. Company H 108 16 2005 Terminal TODO OYR Field Descriptions Field Description Inquiry Earning Code Enter the earning code Description Enter a description of the earning code The description you enter here appears when you enter or edit time tickets Include in Net Pay If the pay should be included in the employee s paycheck select the box or enter Y in text mode if not clear the box or enter N in text mode 11 10 Payroll User s Manual Codes Maintenance Field Fixed Withholding CERT Earning Type Payroll User s Manual Earning Codes Description Including or excluding the pay from net pay does not affect taxable income To exclude an earning code from taxable income use the exclusion switches in your federal state and local withholding records If you are setting up an earning code to track Cost of GLTI Cost of DCB 457 Plan or Non 457 Plan amounts clear this check box If you use a fixed percentage for all withholding specified in the federal state and local withholding formulas select the box or enter Y in text mode if not clear the box or enter N in text mode If you do not use a fixed percentage withholding is calculated according to the regular federal state and local tax routines Enter an earning type for the earning code Each earning code must be assigned an earning type For more information see page 11 14 An earning code of type T has special meaning Tips
124. Conversion Converting from Version 5 0x and Earlier In previous versions of Payroll earnings and withholdings amounts in employee history were broken down only to the quarter to date level Beginning in version 5 1 those amounts are broken down to a month to date level To accommodate this situation the conversion program must allocate quarter to date figures from previous versions into the new month to date fields The conversion program prompts you to select one of these methods e The monthly method divides total quarterly amounts evenly among the monthly fields For example January 33 3 February 33 3 March 33 3 e The daily method allocates amounts precisely The program calculates days per month and the percentage of each day in the quarter If the last payroll check run was in the middle of a month the system allocates amount percentages correctly up to that date If you select this option you must enter the last check date For example Quarter 1 January 31 days of 90 in Quarter 34 44 February 28 days of 90 in Quarter 1 31 11 March 31 days of 90 in Quarter 1 34 44 If you are converting files from OSAS 4 0x or lower do not use the following option 2 10 Payroll User s Manual Installation and Conversion Conversion e The history method reads check amounts from your previous Payroll version s Check History file producing a quarterly total and calculating the monthly percentage by dividin
125. Date og30 2005 Fs Company H 08 26 2005 Terminal TODO OVR Payroll User s Manual 9 27 Quarterly State Unemployment Report Periodic Processing 9 28 Enter the range of employees you want to include in the report Enter the range of states you want to include in the report If you enter a range of states a report is printed for each state The company name and address and the current quarter appear Enter the quarter for which you want to print the report The workstation date appears Press Enter to print this date on the report or enter a different date If you want the report to include employees with zero earnings select the box or enter Y in text mode if not clear the box or enter N in text mode Select the output device See Reports on page 1 41 for more information After the report is produced the Periodic Processing menu appears Payroll User s Manual Periodic Processing Quarterly State Unemployment Report Quarterly State Unemplyment Report Employer s Quarterly Detailed Wage Report for MN Minnesota Builders Supply 1157 Valley Park Dr Federal ID Number et lt a dede Suite 105 State ID Number 441234 Shakopee MN 55379 Quarter Ending 09 30 2005 Employee Name Soc Sec No Wk Total Excess Taxable Wa Wages QTD Wages QTD Wages QTD Stockard Albert W 449 58 4392 333 00 00 333 00 Bourne Linda C 459 30 1099 7063 00 00 7063 00 Jenkins Kathy M 460 39 9093 7500 00 00 7500 00 Ro
126. Delete department record with GL balance 10 56 division record 10 56 employee record 10 3 10 4 history 9 58 last year files 9 59 manual checks 6 14 6 20 table 10 78 Payroll User s Manual department IDs 3 18 department records information stored in 10 55 Department Report 3 18 function 9 13 sample 9 14 Departments 3 18 deleting with GL balance 10 56 function 10 55 posting to 3 12 setting up 3 7 dependent care benefits 9 35 10 35 10 97 11 18 Depreciation Tables List 10 107 Detail Leave Report function 7 15 sample 7 15 Direct Deposit before you install 2 5 function 10 51 installation 2 5 setting up 3 31 system requirements 2 5 Direct Deposit file 1 18 transmitting B 5 Direct Deposit periodic tasks 1 21 Direct Deposit work flow daily tasks 1 19 periodic tasks 1 21 division ID 3 18 divisions 3 18 10 55 E Earned Income Credit 3 16 Earning Codes 11 13 adding in manual checks 6 15 deductions 3 18 departments 3 18 editing in manual checks 6 15 excluding 3 16 function 11 9 setting up 3 7 3 12 Earning Codes List function 13 9 sample 13 9 Earning Exclusions 11 19 IX 3 Index Earning Types bonus 11 13 changing 11 13 commission 11 13 fringe 11 11 11 13 11 14 function 11 13 miscellaneous 11 13 overtime 11 13 preset 3 12 regular earnings 11 13 screen 11 14 setting up 3 7 3 12 sick 11 11 11 13 11 14 tips 11 11 11 13 11 14 vacation 11 11 1
127. Description ADJEARN Adjusted earnings for net pay deductions ADJHR Adjusted hours minus exclusions ADJMIN Adjust to minimum wage flag Payroll User s Manual C 1 About Formulas C 2 Variable ADJSUIEARN ADJSUIWITH DEDEXCL DEDUCTIONTOT EARNEXCL EICCODES EMPFICAWH EXEMPTIONS EXTRAWH FEDWITH FIXEDEARN FIXEDPCT FIXEDWH FWHWITH GRANDTOTEARN GRANDTOTGROSS HOURS Description Total SUI earnings before the Self Adjust Month changed Total SUI withholdings before the Self Adjust Month changed Total amount of deductions exclusions Total deductions for the current check Total amount of earnings excluded EIC code for each employee N E or B Employee FICA Contribution OASDI and Medicare Number of exemptions per employee taken from the PAESxxx file Extra withholdings for the employee taken from the PAEGxxx file Total employee federal withholdings including OASDI Medicare and EIC Total fixed earnings for the employee taken from the earning codes Fixed percent for the withholding taken from the PAWIxxx file Fixed withholding amount from the PAEGxxx file Employee federal withholdings not including OASDI Medicare and EIC Total gross earnings not including earnings that are not included in net pay Total gross earnings including all earnings Total hours worked Payroll User s Manual Variable LOCALWITH MINWAGE PAYPERIODS PERIODCOD
128. E REGHRS STATEWITH TAXEARN TIPS TOTEARN UNCOLMED UNCOLOASDI YTDEARNINGS YTDFICATIPS YTDTIPS YTDWITHHOLDINGS About Formulas Description Total employee local withholdings Minimum wage Total pay periods for the year from the PAEGxxx file Current deduction run code for the group code the current employee is in Regular hours worked excluding sick and vacation hours Total employee state withholdings Taxable earnings per tax authority total earnings minus all exclusions Tips accumulated for the employee Total earnings Year to date uncollected Medicare Year to date uncollected OASDI Year to date earnings for the withholding Year to date FICA tips used in employee OASDI to figure FICA tips Year to date tips deemed as wages used in employer OASDI adjustments Year to date withholdings for the withholding 1 For Gross ADJERN is set to the same amont as GRANDTOTGROSS minus any earning code exclusions that may exist for that deduction For Net ADJERN is set to GRANDTOTEARN Then DEDUCTIONTOT FEDWITH STATEWITH and LOCALWITH are subtracted to account for all withholdings up to that point So if you have two net pay deductions the first one is calculated and that amount is added to DEDUCTIONTOT The second deduction will follow the same process with DEDUCTIONTOT having the updated deduction total from the previous net pay deduction Payroll User s Manual About Formulas
129. E 10 22 AM Void Checks Post to General Ledger Description GL Account Credit Net Cash Entry 100000 Hold Acct Salaried Wage 202000 GL Balance Period 08 7 500 00 7 500 00 Employee ID BOU001 Check Number 0001080 Tax Month 08 Posted to Bank Account FNBOOL 7 500 00 Job Totals End of Report Payroll User s Manual 6 39 Create Direct Deposit File Use the Create Direct Deposit File function on the Payday Reports and Posting submenu of the Payday Work menu to create an ACH Automated Clearing House file This function is available only if you have Direct Deposit installed The ACH file contains all the direct deposit transaction information for your employees After you have created the ACH file send it to your company s bank You cannot create this file if you are using last year data or if employer bank information has not been set up Create Direct Deposit File Screen Select Create Direct Deposit File from the Payday Reports and Posting submenu The Create Direct Deposit File screen appears gt Create Direct Deposit File Commands Edit Modes Other Help aleg E IIA Payroll Number Quarter Group Code Period End Date on Checks GL Period ACH Output Filename 000054 3 0123 08 15 2005 08 15 2005 08 DDEPOSIT Payroll User s Manual Company H 08 17 2005 Terminal TODO INS 6 41 Create Direct Deposit File Payday Work The payroll number quarter group cod
130. EIC Table payments E if the employee requested EIC payments only for himself or herself or B 1f both the employee and his or her spouse file for advance EIC payments See Circular E for details ID Select FEDM for a married employee or FEDS for a single employee If you do not select the correct table ID an employee may be taxed incorrectly State Tax Information 10 18 When you press Enter or A you can edit or append state withholding tax in an employee s record Edit Tax Information Commands Edit Modes Other Help RX a elma 2 Cr J Field State State mu 3 Stat ny Exemp 4 Extra WH Fixed WH 00 Table ID STKMNM a SUI State mn a State Name Minnesota Description Enter the employee s state postal code The state you enter determines which state tax routines are used when the employee s state withholding is calculated If the employee works in more than one state the first state code must be the code for the employee s home state If you enter the code for a state that is not in the PACO Codes file an invalid entry message appears Payroll User s Manual File Maintenance Field Stat Exempt Extra WH Fixed WH Table ID ETA rau SUI State State Name Payroll User s Manual Employee Description For state withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried he
131. ETVAL The system looks at the first column of the tax table until it finds a gradation greater than 30000 It then goes to the line before that one and returns the value found in the second column of that line You can also use variables in table lookups You can for example use a variable calculated in a previous line to find the gradation in a tax table for example TABLE LI002 2 RETVAL You can use only one table lookup for a formula line Use the TABLE2 function to look up information in a tax table that is not arranged gradationally The format for the command is TABLE2 x y RETVAL where x is the row in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE2 function The tax table the TABLE2 function goes to is specified in the Tax Authority Setup function For example you set up withholding SUI for the state of Minnesota The withholding has a formula assigned to it and refers to tax table SUTMN In the formula you use the command TABLE2 1 2 RETVAL The system returns the value found in the first row and second column of the tax table You can also use variables in table lookups You can for example use a variable calculated in a previous line to specify a location in a tax table for example TABLE2 1 LI002 2 RETVAL You can use only one table lookup for a formula line Payroll User s Manual About Formulas Conditionals You can use the IF x TH y EL
132. Employee Earnings History PAEMxxx Employee Miscellaneous History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files If you have employees who have worked in several states the system prints the deferred compensation for each state You may have to send copies of individual state W 2s to each state when you file your federal income tax return The Payroll system does not handle legal representative and 942 employee reporting third party sick pay Medicare for government employees or golden parachute payments You must calculate these amounts yourself and enter them in each employee s history record in the Employee History function page 10 31 The Payroll system does handle dependent care benefits 457 Plans Non 457 Plans and group term life insurance if you set up the appropriate earnings codes and enter these codes into the 457xxx DCBxxx and GTLIxxx tables Before you use this function to produce magnetic media get the guidelines for this procedure from the Social Security Administration SSA While Open Systems magnetic media has received general approval from the SSA your company must apply for and receive SSA approval before filing on magnetic media Payroll User s Manual 9 35 W 2 Forms Periodic Processing Magnetic media can only be produced in the MMREF 1 format for 2002 Previous formats are not accepted by the SSA and are not supported by OSAS Check SSA regulations befor
133. End of Report Payroll User s Manual 12 11 Formulas List Use the Formulas List function to review the deduction and withholding formulas set up through the Formula Maintenance function and stored in the PAFMHDR and PAFMLIN files Sample List 08 16 2005 Builders Supply Page 3 26 PM Formulas List Formula ID Description Factor 1 Factor 2 Factor 3 Line No Type Detail Factor 4 Factor 5 Factor 6 PAK_SO1 RTN Alaska State Unemployment Emplyee ool 002 003 004 005 006 007 008 009 010 oll TABLEZ 1 1 RETVAL REM GET TAX PERCENT TABLEZ 1 2 RETVAL TAXEARN YTDEARNINGS IF LIOO3 gt LIOOZ TH TAXEARN TAXEARN YTDEARNINGS LIO0Z EL TAXEARN LI004 LI001 100 IF YTDEARNINGS gt L1002 TH O EL LIOOS IF L1006 lt 0 TH 0 EL LIO06 LIOO1 L1002 100 YTDWITHHOLDINGS LI007 IF LI009 gt LI008 TH LI007 LIO09 LI008 EL LI007 IF LIOLO lt 0 TH 0 EL LIOLO See aeaeaeae eae PAK_SUI RIN Alaska State Unemployment Ins 001 002 003 004 005 006 007 TABLEZ 1 1 RETVAL TABLEZ 1 2 RETVAL TAXEARN YTDEARNINGS IF LI00Z gt L1I003 TH LI003 EL LI00Z LI004 LIO01 100 LIOOS YTDWITHHOLDINGS IF LI006 gt TAXEARN TH TAXEARN EL LI006 IF L1I007 lt 0 TH 0 EL LI007 u u u u u u u Alaska State Withholding 0 Payroll User s Manual 12 13 Department List Use the Department List function to review the departments set up for your payroll application Sample List 08 16 2005
134. Exp Regular Pay Salaried Wage Earning Totals Gross Wages Net Wages Regular Pay Salaried Wage Earning Totals Gross Wages Net Wages Overtime Pay Regular Pay Sick Pay Vacation Pay Earning Totals Gross Wages Net Wages Amount YTD 00 00 00 15000 00 00 15000 00 15000 00 12665 21 00 7500 00 7500 00 7500 00 4827 63 Deduction Amount YTD Medical Ins Dental Ins United Way Credit Imion 401K Parking Stock Plan Uni form Emp Totals Emplr Totals Medical Ins Dental Ins United Way 401K Emp Totals Emplr Totals Medical Ins Dental Ins United Way Emp Totals Enplr Totals Medical Ins Dental Ins United Way Credit Union Stock Plan Emp Totals Emplr Totals 7 5 Sick Leave and Vacation Report The Sick Leave and Vacation Report lists the month to date quarter to date and year to date sick leave and vacation hours employees have used the number of such hours they have left for the year and the amounts they have been paid so far for vacation and sick time for both current and terminated employees The report s information comes from the PAEExxx Employee Earnings History and PAEGxxx Employee General Information files This report is useful in several situations For example employees might need to know how much vacation time they have left for the year You can also choose to print remaining sick and vacation time on the employee s paychecks see page 6 29
135. I MN Unemp Ins REG 120 000 EME Emplyr Medicare E0A Emplyr OASDI FUT Unenp Ins SUI MN Unemp Ins Incl Net 39238 00 32456 33 1188 00 160 000 38050 00 1039 980 39238 00 1199 980 351 46 1502 76 00 MN SUI MN Unenp Ins Enployer Totals Deductions Enployer Totals End of Report 6 56 6334 86 Payroll User s Manual Post Checks When you post checks these things happen e The PAEDxxx Employee History Deduction PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEWxxx Employee Withholding History PAEMxxx Employee Miscellaneous History and PAHVxxx Leave Adjustment History files are updated with check information e The PATPxxx Transactions Post file is cleared to accept the next set of transactions entered through the Payroll Transactions function e The department records for salaried employees are updated If an employee works in more than one department the taxes paid by the employer are posted to each of those departments e If Payroll interfaces with Job Cost manual checks are posted to Job Cost e The paychecks detail is transferred to the PAHCxxx Check History PAHDxxx Check Deductions History PAHExxx Check Earnings History and PAHWxxx Check Withholdings History files if you elected to keep check history in the Resource Manager Options and Interfaces function e The pay period detail is posted to the GLJRxxx Journal file for the curren
136. Inquiry F2 command to select the earning code This command is available only when there is more than one screen of earning codes Your changes are saved automatically as you enter them When you are finished with the Earning Exclusions screen use the Exit F7 command to return to the line item scroll region of the Deductions screen Copying Deductions When you press C on the Deductions screen to copy a deduction the Copy Deduction screen appears 2 Copy Deductions B O 20188 Employee ID From Bouon 3 Thru sTO0O1 Group Code From Thru Department Part time Full time Both Married Single Both State Period Code Flags Dollar Percent to be copied Balance Overwrite existing deduction Inquiry 1 Enter the range of employees to whose records you want to copy the deduction 11 20 Payroll User s Manual Codes Maintenance Deductions 2 Enter the range of group codes to which you want the deduction to apply Inquiry 3 Enter the department to which you want the deduction to apply Leave this field blank to apply the deduction to all departments 4 Enter P to appy the deduction to part time employees F to apply the deduction to full time employees or B to apply the deduction to both types of employees 5 Enter M to apply the deduction to married employees S to apply the deduction to single employees or B to apply the deduction to both types of employees Inquiry _ 6 Enter the state code to whi
137. LO1 tax code Deductions Use the Deductions function see page 11 17 to set up and maintain payroll deductions You can enter 999 deductions You must enter a description and a general ledger liability account number before you can use a deduction Payroll User s Manual 3 17 Setup Functions Formulas Setup You can set up deductions that are strictly employer paid You can exclude some earning codes from deductions for example 401 k programs so that deductions will be withheld from specific earnings You can flag deductions as deferred compensation such as flexible spending account dependent care deductions which is reported on employee W 2 forms In addition you can determine whether deductions are to be taken from net or gross pay You can also copy deductions to a group of employees you specify The employer expense account for employer paid deductions is stored along with the deduction record in the PADDxxx Deductions file Deductions information updates the PADDxxx and PADXxxx Deduction Exclusion files Most of the formulas you need are preset but you can use the Formula Maintenance function see page 10 99 to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas see appendix C After a formula has been set up you can use the Deductions function see page 11 17 or the Withholdings function see page 11 23 to edit it Departments 3 1
138. Labor Classes function on the Codes Maintenance menu Use the list as a reference or to check your entries Sample List 08 16 2005 Builders Supply 4 26 PM Labor Class List Labor Class Description Management President Secretary Shipping Vice President End of Report Payroll User s Manual 13 5 Tax Authorities List Use the Tax Authorities List function to view the federal state and local codes and descriptions stored in the PACO Codes file You set up federal state and local codes using the Tax Authority Setup function on the Codes Maintenance menu Use the list as a reference or to check your entries Sample List 08 16 2005 4 27 PM Description Tennessee Texas Utah Virginia Vermont Washington Wisconsin West Virginia Wyoming End of Report Payroll User s Manual Builders Supply Tax Authorities List Page Employee Tax Information Employer Tax Information Code Formula Table ID Code Formula PTN PTX PUT PVA PVT PWA PUI PWV PWY SUI SUI SUI SUI SUI SUI SUI SUI SUI Table ID SUTTNx SUTTXx SUTUTx SUTVAx SUTVTx SUTWAx SUTWIx SUTUVx SUTWYx 13 7 Earning Codes List Use the Earning Codes List function to view the earning codes and descriptions stored in the PAECxxx Earning Codes file You set up earning codes using the Earning Codes function on the Codes Maintenance menu Use the list as a
139. List Deductions List Withholdings List 10 97 10 99 10 103 11 3 11 5 11 9 11 13 11 17 11 23 11 27 11 29 12 3 12 5 12 7 12 9 12 11 12 13 12 15 12 17 12 19 12 21 12 23 13 3 13 5 13 7 13 9 13 11 13 13 Payroll User s Manual References System Messages Common Questions About Formulas FormsViewer Index Payroll User s Manual A 1 B 1 C 1 D 1 Contents Introduction Welcome to OSAS 1 3 The Payroll System 1 5 Payroll with Direct Deposit 1 17 Starting OSAS 1 23 Navigating OSAS 1 27 Payroll User s Manual 1 1 Welcome to OSAS Welcome to the Payroll application for OPEN SYSTEMS Accounting Software OSAS Payroll helps you automatically figure employee wages federal state and local withholding and deductions Payroll also tracks bonus pay and sick and vacation time and accumulates information for tax reporting Finally Payroll helps you produce paychecks reports and employee W 2 forms Payroll plugs into Resource Manager the foundation of OSAS Consult the Resource Manager guide for more information on basic OSAS functionality and details on how Resource Manager works within the OSAS system About This Guide This guide describes the functions that make up the Payroll application and gives details on how Payroll fits into your existing business workflow This guide is divided into these sections e Chapter 1 introduces OSAS and the Payroll application and describes the basics of
140. M Miscellaneous Deductions Journal By Transaction Date Employee Type Group Date ID Name BOUOO Bourne L C 08 15 2005 500 Parking E Parking BOUOO Bourne L C 08 15 2005 500 Uniform Uniform Parking Uniform Tran Date 08 15 2005 Parking Uniform Grand Total End of Report 5 22 Payroll User s Manual Copy Recurring Entries Use the Copy Recurring Entries function to copy recurring time tickets Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu The Copy Recurring Entries screen appears Copy Recurring Entries E Commands Edit Modes Other Help aa Have You Printed the Recurring Time Ticket List and the Recurring Deductions List v Be sure that you have backed up your data files before copying Run Code From p1 Thru 15 Cutoff Date 0801 2005 Fs Time Ticket Date osmsr2005 E Opening files Company H 08 17 2005 Terminal T000 INS 1 Select the check box or enter Y in text mode when you have printed the Recurring Time Ticket List and the Recurring Deductions List Clear the check box or enter N in text mode if you have not printed these lists and do so before proceeding Verify that you have backed up your data files before proceeding 2 Enter the range of run codes you want to copy Payroll User s Manual 5 23 Copy Recurring Entries Daily Work 3 Enter the cutoff date Recurring entries that have a cutoff date after the da
141. MS OF THIS LICENSE IF YOU DO NOT AGREE TO THE TERMS OF THIS LICENSE CLICK THE DECLINE BUTTON DO NOT USE THIS SOFTWARE AND PROMPTLY RETURN IT TO THE PLACE WHERE YOU OBTAINED IT FOR A FULL REFUND Do you accept all the terms of the preceding License Agreement If you choose Decline the setup will close To install OSAS Enhanced Payroll Tax Reporting you must accept this agreement InstallShield Accept Decline 6 Change the installation directory if necessary by clicking Browse and navigating to the directory in which you want to install FormsViewer Click Next to continue OSAS Enhanced Payroll Tax Reporting Choose Destination Location Select folder where Setup will install files Setup will install OSAS Enhanced Payroll Tax Reporting in the Destination folder To install to this folder click Next To install to a different folder click Browse and select another folder r Destination Folder D Program Files OSASEPTR InstallShield lt Back Next gt Cancel Payroll User s Manual FormsViewer 7 Change the folder in which to create a shortcut to FormsViewer and its importer on the Start menu if necessary and click Next to continue OSAS Enhanced Payroll Tax Reporting Select Program Folder Please select a program folder Setup will add program icons to the Program Folder listed below You may type a new folder name or select one from the Existing Folders list Click Ne
142. Media MMREF 1 Format E x Commands Edit Modes Other Scroll Commands Help aa a Record RE Employer Record Field Tax Year Agent Indicator Code 2005 Agent Employer ID No TTTTTTTTT Agent for EIN Terminating Business Establishment No Other EIN Employer Name BUILDERS SUPPLY Location Address SUITE 105 Delivery Address 1157 VALLEY PARK DR City SHAKOPEE State MN Zip 55379 Zip Extension Reserved for SSA Foreign State Foreign Postal Code Line 001 of 023 Terminal T000 INS Verify the information presented on the Employer Record screen To change a value press Enter and enter the new value To return to the Submitter Record screen press P To continue to the Processing Employees selection screen press N Payroll User s Manual 9 41 W 2 Forms Periodic Processing 9 42 Processing Employees Selection Screen Report W 2 Forms on Magnetic Media MMREF 1 Format Processing Employees 5 O Commands Edit Modes Other Help 2x lt te mealmal e Edit employee s information Edit employer information Generate output file Zip output file Write file to diskette Company H 08 17 2005 Terminal T000 INS The Processing Employees selection screen contains five options to edit and create the magnetic media file Select Edit employee s information to edit the feder
143. OL Rossini Lucinda A 11 04 1994 11 04 1994 STOOOL Stockard Albert W 11 30 1997 11 30 1997 End of Report Payroll User s Manual 8 9 Personnel Roster The Personnel Roster is a list of employees and miscellaneous information about them The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Sample Roster 08 17 2005 3 35 PM Emp ID Employee Name sTo001 Stockard Albert W Ins Coverage Comments 1 Comments 2 Comments 3 Bouool Bourne Linda C Admin Asst Ins Coverage Family Blue Cross Comments 1 Linda is on the board Comments 2 Comments 3 GEROOL Gerard Timothy G V P Sales Ins Coverage Family Blue Cross Comments 1 Comments 2 Comments 3 JENOOL Jenkins Kathy M Ins Coverage Single Amer Family Comments 1 Comments 2 Comments 3 LUKOOL Lukas George Ins Coverage Family Amer Family Comments 1 Comments 2 Comments 3 Payroll User s Manual Builders Supply Personnel Roster All Fields Printed D 0 H Group Chk Loc Adj D O H 11 30 1997 449 58 4392 100 11 30 1997 User Label 2 User Label 01 09 1998 459 30 1099 500 01 09 1998 User Label 2 User Label of directors for Mulcahy Companies 01 23 1992 468 22 4819 500 01 23 1992 User Label 2 User Label 05 31 1992 460 39 9093 500 05 31 1992 User Label 2 User Label 04 01 1991 488 30 1281 500 04 01 1991 User Label 2 User Lab
144. OPEN SYSTEMS Accounting Software Payroll User s Manual 2210 PA70 O 2005 Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS and OSAS are registered trademarks of Open Systems Holdings Corp All other product names are trademarks or registered trademarks of their respective companies Open Systems Accounting Software for UNIX uses PKZIP utilities from PKWARE Inc 648 N Plankinton Ave Suite 220 Milwaukee WI 53203 Phone 414 289 9788 Internet www pkware com Printed in U S A This manual is recyclable March 2006 release 7 0 Document Number 2210 PA70 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you encounter an inconsistency Open Systems Inc 4301 Dean Lakes Boulevard Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to OSAS The Payroll System Payroll with Direct Deposit Starting OSAS Navigating OSAS Installation and Conversion P
145. Payroll User s Manual Periodic Processing Post Expense to GL 2 Enter the GL period to which you want to post expenses 1 13 3 If last year General Ledger files exist and Payroll interfaces with General Ledger select the fiscal year to which you want to post 4 Select the output device for the posting log See Reports on page 1 41 for more information After posting completes and the log is produced the Periodic Processing menu appears Post Expense to GL Log 08 17 2005 Builders Supply 10 56 AM Post Expense to GL Posting in Detail Posted to Period 8 Description Department GL Account i Credit Overtime Pay WAREHOUSE 520000 Regular Pay WAREHOUSE 520000 Emplyr Medicare WAREHOUSE 520000 Emplyr OASDI WAREHOUSE 520000 Unemp Ins WAREHOUSE 520000 MN Unemp Ins WAREHOUSE 520000 Salaried Wage EXECUTIVE 30000 Emplyr Medicare EXECUTIVE 530000 Emplyr OASDI EXECUTIVE 530000 MN Unemp Ins EXECUTIVE 530000 Overtime Pay EXEC SECRET 530000 Regular Pay EXEC SECRET 530000 Vacation Pay EXEC SECRET 530000 Emplyr Medicare EXEC SECRET 530000 Emplyr OASDI EXEC SECRET 530000 Unemp Ins EXEC SECRET 530000 MN Unemp Ins EXEC SECRET 530000 Overtime Pay 202000 Regular Pay 202000 Salaried Wage 202000 Vacation Pay 202000 Emplyr Medicare 530000 Emplyr OASDI 530000 Unemp Ins 530000 MN Unemp Ins 530000 Balance 66 145 85 End of Report Payroll User s Manual 9 17 Monthly Withholding Report Your company may be required to ma
146. Payroll menus and the individual functions Payroll User s Manual 3 27 Setup Functions Setup In particular restrict access to the Calculate Checks and Print Checks functions Assign different access codes to each function on the Employee Inquiry menu restricting access to sensitive information such as salary information while leaving general information accessible After you have set up your access codes print a list of the codes and store it in a safe place For more information about access codes see the Resource Manager guide Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up Data Files Back up your Payroll data files whenever they change every day or every pay period and before you run these functions Post Transactions Post Checks Post Expense to GL Periodic Maintenance Close Last Year Use the Backup function on the Resource Manager Data File Maintenance menu to back up files 3 28 Payroll User s Manual Setup Setup Functions You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only
147. Proceed OK command to save the information Although the fields related to earnings and deductions are cleared the employee and job information you entered remains on the screen Change the information or enter a different employee ID If you enter a different employee ID job and phase information remains on the screen making it easy to enter time tickets for the employees who worked on a job When you finish adding transactions use the Exit F7 command to return to the Payroll Transactions screen 5 14 Payroll User s Manual Daily Work Payroll Transactions Time Card Entry Time cards can be filled out daily or weekly for each employee If you elected to use the time card calculator in the Resource Manager Options and Interfaces function and on the Enter Transactions screen for hourly employees the Time Card Entry window appears i Time Card Entry Commands Edit Modes Other Help es Name Jonchim Maria Employee ID Time In Time Out Last Out Time In Time Out Last Out Time In Time Out Last Out Time In Time Out Last Out Time In Time Out Last Out Adjustment Totals Field JOHO01 Day 1 08 00 12 30 000 13 30 17 00 1 000 00 00 00 00 000 00 00 00 00 000 00 00 00 00 000 Day 2 07 12 30 00 12 17 30 00 500 Employee ID Name Time In Payroll User s Manual Week Regular BE Day 3 07 45 00 12 00 00 000 000 00 00 00 00 00 00 000
148. Report 9 14 Printed in Summary by Department Department Expense Type GL Account Period to Date Quarter to Date WAREHOUSE Hours Pieces Department Liability Totals 200 RETAIL SALES Hours Pieces Department Liability Totals Grand Totals Hours Pieces Overtime Pay Bonus Travel Exp Cash Value Commissions Ppt Tips Regular Pay Salaried Wage Sick Pay Vacation Pay Emplyr Medicare Emplyr OASDI Unemp Ins MN Unemp Ins TOTAL End of Report Year to Date 584 750 75 218 15 447 50 00 00 00 00 02 00 00 00 Payroll User s Manual Post Expense to GL After you produce the Department Report at the end of an accounting period post expenses to General Ledger to create accounting entries for the payroll expenses for the period If Payroll interfaces with General Ledger these entries update the GLJRxxx Journal file When you post checks at the end of a payday accounting entries for withholding tax and net pay are created To complete this transaction the gross pay amount is debited to a payroll holding account See page 6 58 for more information The Post Expense to GL function finishes the accounting entries for the period It credits the holding account and distributes the amount to various department expense accounts in the ledger Earnings DB Account in Department Record Employer Employer DB DB Account in Department Record When the general ledger e
149. S X and click Open After you click Open you are returned to the Company Selection screen and the file you selected is listed Click OK to continue D 14 Payroll User s Manual FormsViewer 6 When the selection screen reappears click Process Reports 7 When the Report Selection screen appears select the report information Enhanced Payroll Tax Reports Selection DEED 1 1D Reports DEED 874 Report Mw 5 Report a Gea 107 1 2004 7 Y Federal e In the Report Selection box select the type of report to work with If you select State select the state for which to create the report e Select the report you want to create from the middle of the screen Use the boxes on the right side to select the dates for the report e Click Show Report to create the report and open FormsViewer Payroll User s Manual D 15 FormsViewer 8 After you click Show Report FormsViewer opens pulls the information the report requires from the file you selected and generates the report OSAS Enhanced Payroll Tax Reporting MN New Hire Report File Edit View Company Help Minnesota New Hire Reporting Form Effective July 1 1996 Minnesota Statute 256 998 requires all Minnesota Employers both public and private to report all newly hired rehired or returning to work employees to the State of Minnesota withhin 20 days of hire or rehire date Information about new hire reporting and online reporting is available on our website www mn
150. Screen Select Check History from the Employee Inquiry menu The Check History screen appears Check History E amp Commands E Modes Other Scroll Commands Information Help ax tz Abandon Employee ID Bourne Linda C Start Date ES Check No Check Date Hours Worked Gross Pay Net Pay Void 0001073 10 01 2005 173 330 7633 82 4575 33 0001041 03 31 2004 7500 00 4435 27 0001033 02 28 2004 7500 00 4435 27 0001025 01 31 2004 J 8250 00 4826 07 ENT Check Summary eArnings Deductions Withholdings pRint Company H 08 17 2005 Terminal TODO OVR Inquiry 1 Enter the employee ID whose time ticket information you want to view 2 Enter the start date for the time period you want to view Leave this field blank to view all check history 3 Use the commands to find the information you need e Press Eto view a different employee record Payroll User s Manual 4 23 Check History Employee Inquiry e Press F to view the first employee record on file e Press L to view the last employee record on file e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press Sto change the start date e Press Cto view summary information about the selected check The Check Summary screen appears e Press Ato view summary earni
151. Treasury 13 Overpayment if line 11 is more than line 10 write the difference here 1 5d 00 91 00 67 00 00 Check and to line 6 00 00 1628 58 1628 58 00 1628 58 1628 58 00 Payroll User s Manual 9 33 941 Worksheet Periodic Processing 941 Worksheet Part 2 Name not your trade name Tax liability 15 Check one __ Line 10 is less than 2 500 Go to Part 3 You were a monthly schedule depositor for the entire quarter Fill aut your tax liability for each month Then go to Part 3 00 00 00 00 Total must equal line 10 Employer identification Nurber If you are unsure about whether you are a monthly schedule depositor or a semiweekly schedule depositar see Pub 15 Circular E section 11 14____ Write the state abbreviation for the state where you made your deposits OR write MU if you made your deposits in multiple states You were a semiweekly schedule depositor for any part of this quarter Fill out Schedule B Form 941 Report of Tax Liability for Semiweekly Schedule Depositors and attach it to this fom 941 Worksheet Part 3 Schedule B Form 941 Name not your trade name Month 1 00 00 00 00 00 00 00 00 00 00 00 00 u COIN RWNYP N Employer identification number 10 11 Report of Tax Liability for Semiweekly Schedule Depositors 00 00 00 0
152. Value Enter the number of regular hours reached before overtime is automatically calculated If overtime is calculated a message notifies you that overtime has been calculated and the dollar amount of the overtime appears You should enter the overtime code as the next earning code USRDDxxx Table The USRDDxxx table holds the user defined labels that appear on the second Personnel Information screen and the Key Date Report When you enter the table ID the rest of the USRDDxxx table appears DDTB Ona aa 4 Table ID Description User Defined Dates for Personnel Info Number of Cols 1 Column Length 12 Type A mm License Last Phys Driver Lic User Date 04 User Date 05 User Date 06 User Date 07 User Date 08 User Date 09 User Date 10 Company H 08 6 2005 Terminal T000 OVR Enter up to ten date labels Payroll User s Manual 10 91 Tables File Maintenance USRDFxxx Table The USRDFxxx table holds the user defined labels that appear on the Employees General Information screen and the first Personnel Information screen When you enter the table ID the rest of the USRDFxxx table appears DDTB DER Commands Edit Modes Other Help rralaejas reJes Cos Table ID Ic Description User Defined Fields for Emp Screen 1 Number of pon 1 Column Length 12 Type A v User Def Fld Ins Coverage User Label 2 User Label 3 Comments 1 Comments 2 Comments 3
153. a Maintenance function use the formula ID name you used in the Tax Authority Setup function See page 10 99 for information on how to proceed with setting up the formula There are many ways to calculate worker s compensation Depending on your state the formula could be based on labor class or sex Contact your state tax authorities for more information How do I use multistate or multilocal taxes Use the Tax Information screen in the Employees function see page 10 3 to add states and localities for which the employee may need withholdings When you enter or edit transactions in the Payroll Transactions function see page 5 3 specify the states and localities for the employee s withholding If you use the Manual Checks function see page 6 9 to calculate checks specify the states and localities on the first and third manual checks screens Why are my departments and my employee history blank You have not posted to departments or employee history You can set up entries for employees and departments but the system automatically adds entries in the Post Transactions and Post Checks functions How can set up a 401 k match In the Deductions function enter the employer deduction code Then use the Employees Salary Information screen see page 10 3 to add the deduction code For information on deductions see page 11 17 How can I exclude earning codes from deductions In the Deductions function select the appropriate de
154. a combination of employee history and check history to generate tax reports in the Enhanced Payroll Tax Reports function you must check all values carefully if you make manual changes to make sure that the report s values are correct See Notes on page D 19 for more information Payroll User s Manual 10 31 Employee History File Maintenance Employee History Screen Select Employee History from the File Maintenance menu The Employee History selection screen appears Employee History E Commands Edit Modes Other Help xelaelmal elee Employee ID L _ G Last Name Bourne First Name Linda Middle Initial c Do you want to see Employee Miscellaneous History Employee Earnings History Employee Deductions History Employee Federal Tax History Employee State Tax History Employee Local Tax History lt lt lt Es 5 lt Company H 08 16 2005 Terminal TODO OVR Inquiry 1 Enter the employee ID for whom you want to view and edit history Use the Manr Inquiry F2 or Maintenance F6 commands to select the employee from a list or edit employee information 2 Select the check box or enter Y in text mode next to the type of employee history you want to view or edit clear the box or enter N in text mode if you do not want to view the screen for that type of employee history 3 Use the Proceed OK command to go to the first screen selected Use the Exit F7 command to
155. a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Backing up Programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Backup Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site Payroll User s Manual 3 29 Setting Up Direct Deposit If the Direct Deposit application is installed you need to perform the tasks described in this section to set up the system for direct deposit in addition to those detailed previously Determining Options and Interfaces To set up each company s options and interfaces use the Resource Manager Options and Interfaces function see the Resource Manager User s Manual DD is the application ID Interfaces Payroll with Direct Deposit has slightly different interfaces from Payroll but you must set up the interfaces you want to use with Direct Deposit You must have Payroll installed in order to use Direct Deposit Options Your answers to the following questions determine how the system works and how information flows through it 1 Toggle between YES or NO to indicate whether to interface Payroll Direct Deposit with General Ledg
156. a files menus and functions that provide confidential information or are sensitive to change use the Resource Manager Access Codes function to set up access codes on your system Access codes are company specific When you set up an access code for a user the code is assigned to the company you are in After you set up your access codes print a list of the codes and store it in a safe place Creating a Backup Schedule Back up your Direct Deposit data files whenever they change and before you run the Create Direct Deposit File and Post Checks functions Back up your programs once a month as insurance against media damage or deterioration Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Payroll User s Manual 3 35 Employee Inquiry General Information 4 3 Salary Information 4 5 Tax Information 4 7 Personnel Information One Two 4 11 Employee History 4 13 Time Ticket History 4 21 Check History 4 23 Payroll User s Manual 4 1 Employee Inquiry 4 2 Introduction Use
157. aal ee Employee ID BOU001 Bourne Linda C Tax Group Federal Tax Information Extra WH Fixed WH EIC Code Table ID 00 00 H FEDM E A A A PA aa ee State Tax Information Exemp Extra WH Fixed WH Table ID SUI State Name 4 00 00 STXMHM MH Minnesota Local Tax Information __EraWi FixedWHTablelD Locality Name Switch to State Enter edit Append Withholding setup Next page Previous page Tax Group Company H 08 16 2005 Terminal TODO OVR Payroll User s Manual 10 15 Employee File Maintenance Enter the ID of the tax group that applies to this employee s earnings A tax group can combine withholding codes for several states and localities You can change this tax group if necessary during time ticket and manual check entry Use the commands to work with the information on this screen e Press S to switch between the Federal State and Local Tax Information sections of the screen e Press Enter to edit the selected withholding line The Edit Tax Information screen appears e Press A to add a withholding line The Append Tax Information screen appears e Press G to go to a specific withholding line then enter the line number or use the Inquiry F2 command to select a line number This command is available only when there is more than one screen of withholding items e Press W to exclude withholding tax or to change fa
158. ables e PAWIxxx Withholdings e PAWXxxx Withholding Exclusion The PATB LY LY represents last year data and PATX LY files are created so that the system can distinguish differences between prior year and current year tax percentages You cannot use the Periodic Maintenance function if you are working with prior year files You must be in quarter 4 of the current year to run year end maintenance Because year end maintenance automatically does quarter end maintenance you do not have to perform both quarter end and year end maintenance at the end of period 4 Before You Begin 9 56 Before you do quarter end or year end maintenance produce these reports e Earnings and Deduction Report page 7 5 e Sick Leave and Vacation Report page 7 7 e Quarterly Employer s Tax Report page 9 21 e Quarterly Withholding Report page 9 25 e Quarterly State Unemployment Report page 9 27 e 941 Worksheet page 9 31 e Department Report page 9 13 If you are deleting history you should also produce the Transaction History Report page 7 9 and the Check History Register page 7 13 Back up your data files Then post expenses to General Ledger page 9 15 and back up your data files again Payroll User s Manual Periodic Processing Periodic Maintenance If you delete check history and then print the 941 Worksheet from last year s files the eighth monthly period breakdown on the 941 Worksheet is incorrect Fin
159. ad of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some states do not allow all these codes Check with the state tax authorities for more information Enter the number of exemptions the employee claims for state tax purposes If no state taxes are withheld for the employee enter 99 Rules for determining the number of exemptions vary from state to state see the state regulations for information If the employee wants money withheld in addition to the regular state withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calculated state taxes Enter the STXssm tax table ID used to calculate the withholding tax If you do not enter a table ID the system will use the default in the Tax Authority Setup function see page 11 5 for more information Enter the state used to accrue the employer s unemployment insurance The name of the state tax authority appears 10 19 Employee File Maintenance Local Tax Information 10 20 When you press Enter or A you can edit or append local withholding tax in an employee s record Append Tax Information m 0 2X te TICE State Local Stat Exemp Extra WH Fixed WH 00 Table ID LTCMNO1 Locality Name Minneapolis Field State Local Stat Exemp Description Enter the employee
160. al N A EME Emplyr Medicare 108 75 Federal NIA FUT Unemp Ins 00 State N A r sul MN Unemp Ins 1633 80 Total Withholdings 1709 21 Liability Switch to Liab Enter edit Append 2207 55 Contribution 000 of 004 Net Pay 5165 21 Company H 08 17 2005 Terminal TODO INS MUDA 140144 HZ DT Use the third Manual Checks screen to enter and edit withholding and employer liability information for each manual check generated for each employee The withholding types that appear depend on the state and local taxes that apply to the employee Use the commands to work with the information on the screen e Press Sto switch between the Employee Withholdings and Employer Liability sections of the screen e To edit a withholding or an employer liability press Enter See Editing and Adding Withholding and Employer Liability below for more information Payroll User s Manual 6 19 Manual Checks 6 20 Payday Work e To add a withholding or a liability press A See Editing and Adding Withholding and Employer Liability below for information When you edit a withholding or employer liability you can change only the amounts e To go to the previous page press P e To go to the next check press N e To delete the check press D Using the Exit F7 command does not delete a new manual check Editing and Adding Withholding
161. al amounts for each pay period The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used If you re having alignment problems with W2 forms that you print four per page to a direct printer that is a dev prn dev Iptx dev comx or LPTx printer add the LASERW2 table to Payroll This table allows you to adjust the vertical alignment of forms printed to direct printers Follow these steps to set up the LASERW2 table 1 Select Tables from the File Maintenance menu 2 When the Tables screen appears enter LASERW2 as the Table ID to create the new table 3 Press Enter to skip the Copy From field 4 Enter a Description for the table for example 4 Up Laser W2 Adjustment 5 Enter 2 as the number of columns 12 as the Column Length and A as the table s Type When you press Enter after selecting the table s type OSAS creates the table and lists rows for the tables two columns Payroll User s Manual File Maintenance Tables 6 Enter DESCRIPTION and DATA as the headings for the two columns In the left column enter Top Margin and 1 720 Down In the right column enter the values to use for these settings Adjusting these val
162. al and state tax information for your employees See Employee Information Screen on page 9 43 for more information Select Edit employer information to return to the Submitter Record and Employer Record screens to edit the employer submitter and employer records See page 9 40 and page 9 41 for more information Select Generate output file to generate the magnetic media file See Generate MMREF 1 File Screen on page 9 45 for more information Select Zip output file to compress or zip the output file before you write it to the diskette Use this function if the file is too large to fit on one diskette Select Write file to diskette to copy the MMREF 1 file to a diskette See Write File to Diskette Screen on page 9 47 for more information Payroll User s Manual Periodic Processing W 2 Forms Employee Information Screen Report W 2 Forms on Magnetic Media MMREF 1 Format a E Commands Edit Modes Other Scroll Commands Help a es 5 SN Dept Last Name First Name M 459 30 1099 500 Bourne Linda GEROO1 468 22 4819 Gerard Timothy JENOO1 460 39 9093 Jenkins Kathy JONOO1 468 380 9944 Jonchim Maria LUKOO1 488 30 1281 Lukas George ROS001 460 39 9982 Rossini Lucinda S5TO001 449 538 4392 Stockard Albert ederal Record Field _ am Data Social Security No 459301099 First Name LINDA Middle Initial Cc Last Name BOURNE Suffix Location Address Delivery Address 501 N HAMILTON AWE
163. alling and setting up Payroll with Direct Deposit File Information Payroll with Direct Deposit uses files in addition to those described previously page 1 8 to store employee and company direct deposit information The DDDIxxx Direct Deposit file stores employee information such as names account numbers and bank and routing information The DDVHxxx Voucher History file stores voucher history This file is cleared when you remove check history in the Periodic Maintenance function The DDVKxxx Voucher file stores voucher information used in conjunction with the PACHxxx Checks file 1 18 Payroll User s Manual Payroll with Direct Deposit Introduction Direct Deposit Work Flow Your work flow is divided into daily and periodic tasks Daily Tasks Depending on the size and nature of your company and your payroll you might process your payroll once a month or every two weeks or you might use manual checks weekly or daily to pay employees See File Interaction on page 1 13 for information on organizing other Payroll tasks You must do the following tasks to process direct deposit transactions Calculate checks and manual checks Print checks and vouchers for employees Generate the Direct Deposit file Send or transmit the file to your bank Produce the Paycheck Received Report Post checks Produce the Check History Register ARE ee Calculate Checks and Manual Checks When you have finished posting p
164. ally if you have a multiuser system make sure that no one else is using the Payroll system You cannot perform quarter end and year end maintenance if someone else is using Payroll functions Periodic Maintenance Screen Select Periodic Maintenance from the Periodic Processing menu The Periodic Maintenance screen appears amp Periodic Maintenance E E Commands Edit Modes Other Help xelselmo e ee Have you run the following Earnings and Deduction Report Sick Leave and Vacation Report Quarterly Employer s Tax Report Quarterly Withholding Report Quarterly State Unemployment Report 941 Worksheet Department Report Copy to Backup V Quarter End O Year End O Histories Only Remove check history for items dated before 12 31 2003 A Remove transaction history for items dated before 12 31 2003 A Company H 08 17 2005 Terminal TODO INS Payroll User s Manual 9 57 Periodic Maintenance Periodic Processing 9 58 Before you perform quarter end or year end maintenance print the reports listed on the screen and back up your data files Select the box or enter Y in text mode when you have completed the listed tasks Select the kind of maintenance you want to perform You can perform quarter end or year end maintenance or you can purge history only which does not close the quarter or year If you want to delete history because your files are getting too large or because you no longer need check and
165. als and other pay Department records also store employer withholdings and deductions calculated by the system This information updates expense accounts in General Ledger when you run the Post Expense to GL function see page 9 15 Time tickets update the department in which the employee worked Employer withholdings and deductions are updated in either the home department or the department in which the employee worked depending on which option you selected in the Resource Manager Options and Interfaces function Divisions are used to group some departments together for the purpose of analysis and reporting For example division records summarize groups of departments in the Department Report see page 9 13 If you use divisions each department ID must begin with the two character division ID For example if the ID of the sales division is SA departments in the sales division could be identified as SA001 or SACITY Payroll User s Manual 10 55 Departments File Maintenance Departments Screen Select Departments from the File Maintenance menu The Departments screen appears 4 Departments E es Department ID Name GL Account GL Period 50 000 000 544 750 Pieces 0 Overtime Pay 520000 00 Bonus 520000 J 00 Travel Exp 520000 y 00 00 Cash Yalue 520000 y 00 00 Commissions 520000 4 00 00 Rpt Tips 520000 y 00 00 Regular Pay 520000 00 4786 02 Salaried Wage 520000 00 00 Sick Pay 520000 f
166. alt with in detail in this manual Federal Tax Tables The following federal tax tables are used in the Payroll system e The EIC table stores the percentages that are used to calculate the advance earned income credits for eligible employees The FEDM and FEDS tables store the earnings base tax base and percentage figures that are used to calculate federal tax e The FICA table stores the percentage and maximum earnings limit for employee and employer FICA calculations and the current federal minimum wage It also stores the DCB limit e The FUTAxxx table stores percentage and maximum earnings limit for the employer FUTA calculations The W2CODE table stores the code and the first four characters of the description of the deferred compensation deductions to be printed in box 13 on employees W 2 forms e The W2CODE2 table stores the first four characters of the deductions to be printed in box 14 on employees W 2 forms Payroll User s Manual 10 97 Tax Tables File Maintenance State Tax Tables The following state tax tables are used in the Payroll system e The STXssm tables ss represents the state abbreviation m represents marital status store the earnings base tax base and tax percentages for each state where withholding is required e The SUTssxxx table stores the percentage and earnings limits that are used to calculate employer state unemployment tax e The STSss tables ss represents the state abbrevia
167. amount for the line item in the Quarter field 4 Edit the year to date amount for the line item in the Year field 5 Usethe Abandon F5 command to return to the Department ID field or the Exit F7 command to return to the File Maintenance menu Your changes are saved as you enter them Appending a Line Item The Append Department Entries screen appears when you press A to add a department entry amp Append Department Entries O 20 98 r mm Type Deduction Withholding Type WA State Code WA Local Code WA Code 002 GL Account GL Period Quarter Year 10 58 Payroll User s Manual File Maintenance Field Type Withholding Type State Code Local Code Code GL Account GL Period Quarter Payroll User s Manual Departments Description Enter D if the line item is a deduction E if the line item is an earning or W if the line item is a withholding This field is active only if you entered W in the Type field Enter F if the withholding type is federal S if it is state or Lif it is local This field is active only if you entered W in the Type field and S or L in the Withholding Type field Enter the state tax authority ID for the line item This field is active only if you entered W in the Type field and L in the Withholding Type field Enter the local tax authority ID for the line item If you entered D in the Type field enter the deduction code for the line item If
168. anager 3 28 3 29 when to 3 28 IX 1 Index backing up data files 3 35 operating system commands 3 35 programs 3 35 Resource Manager 3 35 Backup function 3 35 balances setting up initial 3 8 3 23 bank information 3 19 Bank Reconciliation interface with Direct Deposit 1 20 Payroll interface 3 9 3 10 batching 1 20 BBx program 10 102 bonus 11 13 Browse 1 34 BRTRxxx file 6 57 Cc Calculate Checks affect on department records 10 55 changing 6 11 function 6 3 log 6 7 multiple checks 6 3 recalculating checks B 4 restricting access to 3 28 Change Fields sample log 10 107 screen 10 103 changing calculated checks 6 11 earning information 10 31 employee record 3 20 10 3 employee s pay rate 10 10 factors 10 14 manual checks 6 11 scheduled deductions 10 13 tables 10 78 withholding information 10 31 check 3 18 alignment 3 9 calculation 6 3 forms 3 11 history 3 11 3 22 3 23 7 13 7 17 printing 3 19 IX 2 recalculating B 4 voiding 3 11 B 3 Check History Register 1 21 3 11 7 13 Check Register function 6 43 sample 6 44 checks printing on forms 3 32 Checks file 1 18 Checks Log printing 6 30 sample 6 31 Circular E 10 18 10 35 Close Last Year 9 59 codes access codes changing 1 24 establishing a format 3 4 setting up 3 3 sorting 3 3 Codes Maintenance 1 6 commands access code 1 24 flags 1 39 hot keys 1 39 Proceed OK 1 4 commission 11 13 c
169. and Employer Liability Field Type State Locality Code Description Amount Description Press Enter to accept the current withholding type or enter F for federal withholdings S for state withholdings or L for local withholdings Press Enter to accept the current state code or enter a different state code If the withholding is a local type enter the locality code Press Enter to accept the current withholding code or enter a different withholding code The description of the withholding appears Enter or edit the amount of the withholding If you add or change any employee deductions recalculate the check When you have finished entering checks use the Exit F7 command to return to the Payday Work menu The information is automatically saved Payroll User s Manual Edit Register The Edit Register shows the earnings and deductions for the checks you calculated Before you print the checks produce the Edit Register to check the wages earned by hourly and salaried employees and the taxes and deductions You can produce the Edit Register in detail or summary formats If you find inaccuracies in the check calculation enter correcting transactions or change the general information in the Employees function on the File Maintenance menu page 10 3 If you enter correcting transactions through the Payroll Transactions function post the corrections calculate checks a second time then print the Edi
170. and deduction codes to track these amounts as part of normal payroll processing 3 22 Payroll User s Manual Setup Setup Functions Initial Balances Unless you are setting up the Payroll system at the beginning of the year you must enter the payroll history for employees from the beginning of the current calendar year so that reports accurately reflect the payroll for the year How you enter initial balances and payroll history depends on whether you are setting up the system with or without check employee and transaction history If you installed Payroll General Ledger Bank Reconciliation and Job Cost at the same time leave the application interfaces turned on If you are adding Payroll to an existing system turn the application interfaces off to prevent double posting while you set up initial balances Setting up Without Check or Transaction History If you do not need check or transaction history the simplest way to set up Payroll is to collect all the period to date quarter to date and year to date numbers for departments then use the Departments function to enter this information into your records Next collect month to date and year to date numbers for employees then use the Employee History function see page 10 31 to enter this information into your records While this method produces records with accurate month to date and year to date information you will have no history and no audit trail Use this method only
171. ansactions screen appears Post Transactions a Commands Edit Modes Other Help gt s6 m9 ojee Have You Printed the Time Ticket Journal Printed the Miscellaneous Deductions Journal Backed Up Your Data Files Company H 08 17 2005 Terminal T000 INS 1 Before you post print the Time Ticket and Miscellaneous Deductions Journals and back up your data files If you have not performed these tasks clear the box or enter N in text mode and do so now When you have completed these tasks select the box or enter Y in text mode to continue 5 26 Payroll User s Manual Daily Work Post Transactions 2 Select the output device to print the posting log See Reports on page 1 41 for more information The posting log lists the total hours and wages posted to the PADPxxx PATPxxx and PATHxxx files After posting completes and the log is produced the Daily Work menu appears Payroll Posting Log 08 17 2005 Builders Supply 8 14 AM Payroll Posting Pay or Deduction Total Posted Description Regular Pay Salaried Wage EARNING TOTALS Parking Stock Plan Uniform DEDUCTION TOTALS Jobs total End of Report Payroll User s Manual 5 27 Payday Work Calculate Checks Manual Checks Edit Register Accrual Adjustments Vacation and Sick Leave Report Print Checks Print Direct Deposit Vouchers Void Checks Payroll Reports and Posting Create Direct Deposit File
172. ar to produce regular or mailer forms OSAS does support two wide mailers If you select two wide forms change the standard printer to 135 columns in Resource Manager e Choose one of the Laser W 2 options to print W 2 forms on standard laser printers Use the four per page option for employee forms only e Choose MMREF 1 Magnetic Media to produce W 2 magnetic media See MMREF 1 Magnetic Media on page 9 39 for more information Payroll User s Manual 9 37 W 2 Forms Periodic Processing The company name address and federal tax ID appear 3 If you selected any option other than MMREF 1 Magnetic Media select the output device Selecting the File output device option for the W 2 forms is not the same as the magnetic media reporting functions described below Do not send the resulting file to the government 4 If you selected the Printer output device option insert the forms into the printer A control form prints first with CONTROL NUMB printed in the upper left corner of the form If CONTROL NUMB is not printed inside the Control Number box adjust the forms and select No or enter N in text mode at the Is Form Aligned prompt to print it again Continue this procedure until the words print in the correct place and then select Yes or enter Y in text mode W 2 forms are printed two or four to a page The first W 2 that is printed should be the first W 2 on the page If you print four forms to a page to a direct l
173. aried Wag 173 330 7500 00 22500 Federal WH 786 46 Bonus 000 00 750 Emplye OASDI 465 00 Cash Value 000 00 133 Emplye Medic 108 75 Regular Pay 000 00 29738 MN W H 349 00 Vacation Pay 000 00 262 Medical Ins 10 56 401K 337 50 United Way 75 00 Credit Union 50 00 Stock Plan 100 00 Dental Ins 3 52 Vac Remaining 120 000 Parking 34 00 Sick Remaining 99 344 Uniform 15 00 4814 96 YTD 6410 91 2379 80 556 57 2392 61 52 80 1727 27 383 84 250 00 625 00 17 60 34 00 15 00 Pay Rate Curr Earn Curr Ded Net Pay YTD Earn YTD Ded YTD Net Pay 7500 00 2334 79 5165 21 53383 82 14845 40 Payroll User s Manual 38437 15 6 35 Void Checks Use the Void Checks function to void checks that you have printed and posted but need to reverse or void You can create a copy of the voided check so that a new check can be printed for the employee You cannot however void a check from a previous version of Payroll The check you want to void must be posted to history When you select a check to void the system searches for and verifies the check in the PAHCxxx Check History file Then the system checks the PACHxxx Checks file if a batch of checks is in process that is calculated and or entered but not posted you cannot void a check If the check has been calculated the system prompts you to reenter time tickets If you have produced manual checks you are asked to reenter the check Voiding a check is the reverse of pos
174. ars Print Checks E El ES Commands Edit Modes Other Help aa Payroll Number 000054 Quarter 3 Group Code 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 8 First Check Number 1079 If Restart Last Good Form Number F Check Printing Order Employee ID m Print Remaining Leave Both vacation Sick Both None Company H 0817 2005 Terminal T000 INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 29 Print Checks Payday Work 1 The next unused check number appears Press Enter to use it or enter a different check number 2 If you have problems when you print checks you must restart the Print Checks function To reprint checks that did not printed correctly enter the number of the last check that printed correctly 3 Select the order in which you want the checks to print Employee ID Check Location or Department 4 Select the kind of remaining leave you want the checks to include Vacation Sick Both or None 5 Select the output device If you select Printer as your output device a message tells you to mount the checks 6 If you want to print an alignment form to make sure that the forms are lined up select the box or enter Y in text mode if not clear the box or enter N in text mode Whether the company name and address p
175. aser printer that is you selected a dev prn dev Iptx dev comx or LPTx printer for four per page laser forms and you have problems with alignment use the Tables function page 10 77 to add and set up the LASERW2 table This table fine tunes form alignment for direct printers After the forms are produced the Periodic Processing menu appears 9 38 Payroll User s Manual Periodic Processing W 2 Forms MMREF 1 Magnetic Media When you select MMREF 1 Magnetic Media on the W 2 Forms screen the Create Output File screen appears Create Output File Commands Edit Modes Other Help xe elmoa ele Tax Year PIN Number 123456789 Company H 08 17 2005 Terminal T000 INS Press Enter to use the current tax year or enter a different tax year This year is included in the tax file that is created If a work file already exists for this tax year this prompt appears Magnetic media scratch file already exists Do you want to start over To continue working with the existing file select No or enter N in text mode and skip to Processing Employees Selection Screen on page 9 42 To prepare magnetic media from scratch select Yes or enter Y in text mode Next enter the PIN number assigned to you by the Social Security Administration SSA A PIN number is required before you can file using the MMREF 1 format and you must acquire it from the SSA before you create magnetic media Use the Proceed
176. ate direct deposit transactions at the same time you calculate checks You cannot use the Calculate Checks function if you are working with last year files You can calculate multiple checks for each employee each time you produce checks If you have entered manual checks you can use the Calculate Checks function without having fully processed and printed the manual checks manual and calculated checks can be processed in the same check run Note You must calculate checks before you add manual checks If you create manual checks before you calculate checks the manual checks will be erased After you calculate checks the Calculate Checks Log prints Use the log to verify totals and earning code information and as part of your audit trail If an error occurs during check calculation a message prints in the log See appendix A for an explanation of error messages Payroll User s Manual 6 3 Calculate Checks Payday Work Calculate Checks Screen Select Calculate Checks from the Payday Work menu The Calculate Checks screen appears Calculate Checks a 3 E Commands Edit Modes Other Help EETICTIC TIER ICT e Payroll Number 000054 Quarter 3 Group Code 0123 Period End 0845 2005 Fe Date on Checks 0815 2005 Es GL Period 8 Grp Period Beg Pd Code Grp Period Beg 0 08 01 2005 1 1 08 01 2005 2 08 01 2005 1 3 08 01 2005 Calculate Direct Deposit Include Salary Wages Calculate Vacation Sick Accruals
177. ating checks You cannot enter manual checks if someone else is using the PACHxxx file to calculate checks Payroll User s Manual 6 9 Manual Checks Payday Work Manual Checks Selection Screen Select Manual Checks from the Payday Work menu The selection screen appears Manual Checks E Commands Edit Modes Other Help Payroll Number 000054 Quarter 3 Group Code 0123 Period End osmss2005 E Date on Checks 0875 2005 Fa GL Period 8 Grp Period Beg Pd Code Grp Period Beg Pd Code Add New Checks Change Manual Checks O Change Calculated Checks O Start Over Company H 08 7 2005 Terminal TODO INS If manual checks are already on file additional options appear at the bottom of the screen as shown in the example See Options on page 6 11 for more information If no manual checks are on file the entries you make in the other fields on the screen apply to all manual checks you enter until you post checks Field Description Payroll Number The payroll number from the PACTLxxx table appears which is stored in the PATBxxx file Quarter The current quarter in the PACTLxxx table appears Group Code 0 9 The codes you enter determine the employees for whom you can enter manual checks The codes are compared to the group code for each employee in the PAEGxxx Employee General Information file 6 10 Payroll User s Manual Payday Work Field Period End Date on Checks GL Period
178. ation 3 20 3 21 10 22 posting entries T accounts 6 58 Salary Information 3 20 Scheduled Deductions window 10 12 setting up 3 7 State Tax Information 10 18 Tax Information 3 20 3 21 withholding history 2 10 Payroll User s Manual Index employer FICA 3 16 liability information in manual checks 6 19 Employer Bank Information 3 19 10 61 Employer Department Expense Report function 6 55 sample 6 56 Employer s Liability Report function 6 51 sample 6 52 Employer s Tax Guide 10 35 Employer s Tax Report function 6 49 sample 6 50 employer paid taxes deduction option 3 33 employer paid withholdings 3 16 Employment Anniversary Report function 8 9 sample 8 9 Enhanced Payroll Tax Codes 11 29 Enhanced Payroll Tax Reports 9 3 D 3 Forms Viewer 9 3 D 3 on UNIX 9 8 on Windows 9 5 tax codes 11 29 text file 9 3 Enter manual checks 3 24 3 26 6 11 entering data 3 33 procedure 3 33 tables 3 34 EOA 3 16 Equal Employment Opportunity classification 10 6 excluding deductions 3 16 from deferred compensation 10 40 from withholdings 10 40 earning codes 3 16 11 11 from deductions 11 19 exemptions 3 21 10 17 10 19 10 20 F F2 Inquiry button 1 34 flag 1 39 F6 Maintenance Payroll User s Manual flag 1 39 icon 1 34 Factor Entry window 10 14 factors 4 6 entry 10 14 for a deduction 10 12 federal tax amount information 10 41 tax authority codes 10 42 11 6 11 23 ta
179. ation File screen appears _ Create Prenotification File Commands Edit Modes Other Help 2xtl pealmal ee This program will create a direct deposit prenotifications file from the Direct Deposit Accounts file Only records which have been added or changed since the last prenotifications file was created will be included Be sure you have a backup before proceeding The prenotifications file will be called D OSAS progPA idata PRENOTES H Resend All Prenotifications Mark All Prenotifications in this run Approved Company H 08 17 2005 Terminal T000 INS The path for the prenotification file appears The system appends your company ID to the file name Payroll User s Manual 9 11 Create Prenotification File Periodic Processing If you are sending the prenotification file only for employees who have been added or changed clear the Resend All Prenotifications check box or enter N in text mode If you want to resend the prenotification file for all employees select the box or enter Y in text mode To mark all employees in the prenotification run approved select the second check box or enter Y in text mode The system then sets the Prenote In field in the File Maintenance Direct Deposit function to Yes Marking all employees approved here saves you from having to update employees individually in the Direct Deposit function If you do not want to mark all employees in the run approved until yo
180. ation on the screen e Press Enter to edit a line item See page 10 34 for more information e Press N to save your entries and move to the next screen selected e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Payroll User s Manual 10 33 Employee History File Maintenance 10 34 Editing a Line Item To edit a line item select the line in which you want to change information and press Enter The Edit Employee Miscellaneous History screen appears and lists values for the selected line Make your changes then use the Proceed OK command to save your changes and return to the Employee Miscellaneous History screen Refer to the table below for descriptions of the various lines You must enter amounts in the Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB 457 Plan Non 457 Plan FICA Tips Adv EIC Payment Uncol OASDI and Uncol Medicare fields The Hours Worked Weeks Worked Wks Under Limit and Paid Month fields are updated when you post checks The quarter totals and year to date totals are updated by the sum of the values you enter for the three months Field Description Hours Worked Enter the total number of hours the employee worked each month The precision of these fields is defined in Resource Manager see the Resource Manager User s Manual Weeks Worked Enter th
181. ayroll Installation Direct Deposit Installation Conversion Setup Setup Considerations Setup Checklist Setup Functions Setting Up Direct Deposit Employee Inquiry General Information Salary Information Tax Information Personnel Information One Two Employee History Time Ticket History Check History Payroll User s Manual 1 3 1 5 1 17 1 23 1 27 2 3 2 5 2 7 3 3 3 7 3 9 3 31 4 3 4 5 4 7 4 11 4 13 4 21 4 23 iii Contents Daily Work Payroll Transactions Time Ticket Journal Miscellaneous Deductions Journal Copy Recurring Entries Post Transactions Payday Work Calculate Checks Manual Checks Edit Register Accrual Adjustments Vacation and Sick Leave Report Print Checks Print Direct Deposit Vouchers Void Checks Create Direct Deposit File Check Register Paycheck Received Report Withholding Report Employer s Tax Report Employer s Liability Report Pay Period Deduction Report Employer Department Expense Report Post Checks Payroll Reports Printing a Payroll Report Earnings and Deductions Report Sick Leave and Vacation Report Transaction History Report 401 k Report Check History Register Detail Leave Report Profit Sharing Census 5 3 5 19 5 21 5 23 5 25 6 3 6 9 6 21 6 25 6 27 6 29 6 33 6 37 6 41 6 43 6 45 6 47 6 49 6 51 6 53 6 55 6 57 7 3 7 5 7 7 7 9 7 11 7 13 7 15 7 17 Payroll User s Manual Contents Personnel Reports Printing
182. ayroll transactions use the Calculate Checks or the Manual Checks function to create check information before you print checks or vouchers When you use the Calculate Checks function you can have the system calculate direct deposit transactions at the same time When you use the Manual Checks function you can choose to create an employee voucher Print Vouchers After you have calculated checks or created manual checks use the Print Direct Deposit Vouchers function to produce vouchers for employees whose pay is directly deposited Payroll User s Manual 1 19 Introduction Payroll with Direct Deposit Generate and Transmit Direct Deposit File Use the Create Direct Deposit File function to generate the ACH Automated Clearing House file you will send to the bank Contact your company s bank to determine whether the file should be transmitted by modem or on a diskette Back up this file on a diskette each time you process your payroll and keep a copy of the ACH File Report Batching You can process multiple payrolls in a pay period for transmittal to the bank on the same day Banks refer to this process as batching Each direct deposit file you transmit must have a unique batch number When you process several payroll batches in a working day the system increments the batch number If you process one or more additional batches on different working days before sending your direct deposit transactions to the bank the system begins num
183. bering batches starting at 00000001 again This may result in different batches with the same number To edit the batch number use the Employer Bank Information screen in the Payroll Information function For example if you process batches 1 2 and 3 on Monday and process another batch on Tuesday you must change Tuesday s batch number to 4 Note You can have only one batch for each ACH file Print Paycheck Received Report Produce a Paycheck Received Report to see which employees are scheduled to be paid for the pay period The report shows which employees receive vouchers and which receive checks Post Checks Before posting checks you must create the Direct Deposit file If Payroll with Direct Deposit interfaces with Bank Reconciliation a direct deposit transaction is posted to the BRTRxxx Bank Reconciliation Transactions file along with the disbursement entries for the regular checks 1 20 Payroll User s Manual Payroll with Direct Deposit Introduction Print Check History Register Produce the Check History Register as a record of earnings deductions withholdings cash disbursements and amounts that have been directly deposited along with voucher numbers Periodic Tasks You must do the following tasks periodically 1 Create the Prenotification file 2 Print selected reports and lists Create Prenotification File Use the Create Prenotification File function whenever your company needs to add or change inf
184. button appears next to a field you can either click the button or press F2 to open the Inquiry screen and search for valid entries Maintenance The Maintenance command allows you to enter or edit master file records on the fly from within functions For example you can use the Maintenance command to add a new customer or item from within the Transactions function The Maintenance command is available when the Maintenance button appears on the toolbar Click the button or press F6 to open the File Maintenance function associated with that field and enter or edit a new master file record Address Mapping v When you are working with a screen that contains an address you can use the Address Mapping command to view a map of that address This command combines address information with the URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function Payroll User s Manual Navigating OSAS Introduction Text Mode The OSAS text mode is available on all operating systems If you use OSAS on an operating sy
185. cal tax authorities that employees need for withholdings You can also set up the formula names associated with each code for the states and localities You can enter 15 additional employee and employer withholding codes for each federal state and local tax authority Most federal and state codes are preset Payroll User s Manual 3 15 Setup Functions Setup Withholdings Use the Withholdings function see page 11 23 to set up and maintain federal state and local withholdings for your employees The information is stored in the PAWIxxx Withholdings file You can exclude deductions and or earning codes from withholdings and set up employer paid withholdings To establish the order in which withholdings are taken use the Tax Authority Setup function see page 11 5 Federal Withholdings You can set up the following federal tax codes e FWH Federal withholding e OAS Employee FICA e MED Employee FICA e FUT Unemployment insurance e EIC Earned Income Credit e EOA Employer FICA e EME Employer FICA Fixed percent withholding applies to the FWH tax code only If you have forms of other pay that are taxed at a fixed rate enter the fixed percentage to withhold You cannot assign fixed withholding percentages to FICA or FUTA tax codes State Withholdings To use state withholding you must install the Payroll Tax Routines provided by Open Systems For each state authority you can set up the following tax codes e SWH S
186. ceed OK command to open the screen for that information type You can set up or maintain state unemployment report formats the company name and address to use in report headings your employer bank information or the degree descriptions for use in employee personnel information records Payroll User s Manual 10 61 Payroll Information File Maintenance Set Up State Unemployment Reports Screen Use this screen to define and customize Quarterly State Unemployment Reports Payroll Information EIER Commands Edit Modes Other Help 2xt melmal ee bean State Minnesota Self Adjusting SUI Month 1 Print Employees with Zero Earnings Round all numbers to nearest dolar v Sort Report By O Last Name Social Security Number Indicate below the order in which you want these to appear on your report To exclude a field enter O Field CT See Self Adjusting SUI Month 10 62 Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked Hours Worked Company H 10816 2005 Terminal TODO OVR Description Enter the code for the state tax authority This code is verified against the PACO Codes file You can enter report formats for as many states as you need State unemployment insurance SUI withholdings are calculated on a yearly basis Most states that change the SUI rate during the year require that the next check run self adjust for the entire year base
187. ces you make determine how the system operates To properly set up the Payroll system you need to gather and organize your payroll data You need the following information e your payroll department procedures e payroll records for each employee e federal state and local tax publications e the Payroll State Tax Routines media e a chart of accounts for your business e alist of the deductions you use e alist of the other pay types bonuses tips and so on you use Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent spaces see ues 0 ee 1 Sa Z a a 01 ae E 000000 000001 1 Payroll User s Manual 3 3 Setup Considerations Setup 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e Items that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are invol
188. ch you want the deduction to apply 7 Enter the period codes to which you want the deduction to apply 8 Enter the dollar amount or percentage of the deduction you want to copy 9 Ifthe deduction has a declining balance enter the amount in the Balance box 10 If you want to replace any existing deduction information with the same number in your employee files select the box or enter Y in text mode If you want to leave existing deduction information as is clear the box or enter N in text mode 11 When you have finished entering information for the deduction you want to copy select the output device to print the Copy Deductions Log 12 When you are finished entering and editing deductions use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual 11 21 Deductions Codes Maintenance Copy Deductions Log 08 09 2005 Builders Supply 10 58 AM Copy Deductions Log Employee Deduction Code Period Codes Bouool 00l NNNNN GEROOL 00l NNNNN End of Report 11 22 Payroll User s Manual Withholdings Use the Withholdings function to set up and maintain federal state and local withholding tax information for employees You can exclude particular deductions and earning codes from withholding and you can maintain formulas Changes you make here update the PAWIxxx Withholdings and PAWXxxx Withholding Exclusion files Withholdings Screen Select Withholdings from the Codes Main
189. checks Use the report as a means for recording which employees have received their paychecks or to check which employees are scheduled to receive pay for that pay period Paycheck Received Report Screen Select Paycheck Received Report from the Payday Reports and Posting submenu The Paycheck Received Report screen appears amp Paycheck Received Report E o ES Commands Edit Modes Other Help xelselmal elee Payroll Number 000054 Quarter 3 Group Code 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 8 Sort By Check Location Department Employee ID Page Break After Department Check Location O Company H 08 17 2005 Terminal T000 INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 Select the order in which you want to print the report Payroll User s Manual 6 45 Paycheck Received Report Payday Work 2 If you want each department or check location to be printed on a new page select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Paycheck Received Report 08 17 2005 9 48 AM Empl ID Employee Name EOUOOL BOVO0l Bourne Linda BOVO0l Bourne Linda C BOVO0l Bourne Li
190. cks screens appears Use this screen to enter and edit earning codes for manual checks or to change or delete unposted manual checks Manual Checks Page 1 of 3 Employee Bourne Linda C Sequence 4 Gross Pay 7500 00 Pieces Voucher on file Check No Weeks Worked Earn Code Description Tax Group Class Dept Job Cost Code Salaried Wage rs 34 000 500 Salaried Wage 7364 00 500 Earning 001 of 002 Gross Pay Total 7500 00 Company H 08 17 2005 Terminal T000 INS Field Description A Employee Enter the employee ID To change or delete an unposted manual check enter the employee ID then press Enter to list the first check in the file for that employee If the check that appears is not the one you want use the Abandon F5 command to go to the Employee field and enter a different ID 6 12 Payroll User s Manual Payday Work Manual Checks Field Description Inquiry Sequence If you entered more than one check for the employee enter the sequence number of the check with which you want to work Gross Pay The employee s gross pay for the check appears Pieces If applicable enter the number of pieces for which the employee is being paid Pieces are used for management information and job control and are not posted to Job Cost Create voucher This prompt appears if you are entering a check for an employee participating in direct deposit If you want to create a
191. credits employees for the full number of weeks they worked in pay periods they receive pay The system looks at the Weeks Worked Limit field in the SWH record in the PAWIxxx Withholdings file for the minimum number of hours worked to be credited for one week of work Consult the state tax authorities about the appropriate method for determining weeks worked in your state and adjust the Weeks Worked field in the Employee History function as necessary before printing the report Company Address Use the Payroll Information function to enter or change the company address Employer Bank Information Use the Payroll Information function to enter the next check number for printing checks Degree Descriptions Use the Payroll Information function to enter degrees and descriptions for employees These descriptions are used in the Personnel Information function Payroll User s Manual 3 19 Setup Functions Setup Labor Classes Use the Labor Classes function see page 11 3 to set up and maintain labor classes Labor classes can be used to group types of employees For example you might set up labor class EXM for executive managers MIM for midlevel management and so on Labor classes are stored in the PALCxxx Labor Class file and are used in the Employees function They are helpful for report sorting Employees Each employee record consists of four sections general information salary information tax information and personnel inf
192. creen appears Employer Department Expense Rpt E m Commands Edit Modes Other Help oe Payroll Number 000054 Quarter 3 Group Code Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 08 Current Department Split Method Home Dept Print Report In Summary O Detail Company H 08 17 2005 Terminal T000 INS 1 Select the amount of detail you want to include in the report 2 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Payroll User s Manual 6 55 Employer Department Expense Report Payday Work Employer Department Expense Report 08 17 2005 Gr 10 09 AM Pe Employee Soc Department 100 Gross Wages Net Wages Department 500 Gross Wages Net Wages Department 501 Gross Wages Net Wages oup Codes riods Sec No Totals 38050 00 31490 61 Totals 830 00 684 28 Earnings Withholdings Deductions Des Earnings Gross Wage Net Pay criptions s REG Regular Pay SAL Salari Earnings T Witholdings FED EME FED EOA FED FUT ed Wage otal Emplyr Medicare Emplyr OASDI Unemp Ins Builders Supply Employer Department Expense Report Summary For Pay Period Ending 08 15 2005 Earnings Withholdings Salary or Emplyr Medicare E0A Emplyr OASDI FUT Unenp Ins SUI MN Unemp Ins SAL 1039 980 38050 00 EME Emplyr Medicare EOA Emplyr OASDI FUT Unenp Ins SU
193. ction to enter historical information about employees The type of information you enter depends on the method you use to set up initial balances see page 3 23 After your system is set up use the Employee History function to enter values for fields that are not calculated by the system Allocated Tips 100 Use Auto FICA Tips and so on Because of changes in federal regulations and to eliminate errors on W2 forms OSAS no longer reports the values in the Cost of GTLI Cost of DCB 457 Plan and Non 457 Plan fields on the Employee Miscellaneous History screen on W2s While these fields remain on the screen they are no longer used in any processing Instead Open Systems recommends using earning and deduction codes to process and track these values during payroll runs Do not use this function to change earnings or withholding information Instead use the Manual Checks function see page 6 9 to enter adjustments so that you have an audit trail of the changes Note If you use the Enhanced Payroll Tax Reports function page 9 3 to create tax forms use the Check History Only page 3 23 or Transaction Employee and Check History page 3 24 method to enter initial balances and to create the history needed for valid reports before you create tax forms Remember that if you manually change any of the values using this function instead of entering and posting manual checks employee history will not match check history Since OSAS uses
194. ctors All possible withholding codes for the employee appear toggle them on or off e Press N to save your entries and move to the next screen you selected e Press P to save your entries and return to the last screen you selected e Press T to return to the Tax Group ID field to change the assigned tax group 10 16 Payroll User s Manual File Maintenance Employee Append Edit Federal Tax Information The Append Tax Information screen appears when you add a withholding to the Tax Information screen The Edit Tax Information screen appears when you edit an existing withholding line Other than the title these screens are identical Edit Tax Information 4 O Commands Edit Modes Other Help Exemp Extra WH Fixed WH EIC Code Table ID Field Description Fed The Federal tax withholding ID appears Stat Enter M if the employee is married or S if the employee is single Exemp Enter the number of exemptions that are claimed on the employee s W 4 form for federal tax purposes If no federal taxes are withheld for the employee enter 99 Extra WH If the employee wants money withheld in addition to the regular federal withholding enter the extra dollar amount that should be withheld Fixed WH You can enter an amount of withholding to deduct instead of the calculated federal taxes Payroll User s Manual 10 17 Employee Field File Maintenance Description EIC Code Enter N if the employee did not request
195. culate Minnesota state employer side unemployment withholding taxes Formula Maintenance Commands Edt Modes Other Scroll Commands Help es i 1 4 Formula ID Description Factor 1 Factor 2 Factor 3 Factor 4 Factor 5 Factor 6 Variable Formula TABLE2 1 1 RETVAL TABLE2 1 2 RETVAL TAXEARN YTDEARNINGS IF LIOO2 gt LIDO3 TH LIDO3 EL LIOO2 LI004 L1001 100 LIO05 Y TDVVITHHOLDINGS IF LIOO6 gt TAXEARN TH TAXEARNJEL LIOOS IF LIOO7 lt 0 TH O EL LIOO7 Formula Line 001 of 008 Enter edit Append Sato Create Program Company H 084 7 2005 Terminal TODO INS 1 The TABLE2 function looks for the value in line 1 column 1 of the tax table which in this case equals 9 10 2 The TABLE2 function looks for the value in line 1 column 2 of the tax table which in this case equals 19000 3 TAXEARN taxable earnings is added to YTDEARNINGS year to date earnings for that withholding 4 Line 4 of the formula employs the conditional function in this case the result is the smaller of LIOO2 or LI003 5 The value established in LIOO4 is multiplied by LIOO1 the product is divided by 100 6 YTDWITHHOLDINGS year to date withholdings is subtracted from LIOOS C 12 Payroll User s Manual About Formulas 7 The conditional function is used to determine the value of L1007 If LIOO06 is greater than TAXEARN LI007 is equal to TAXEARN if not LI007 is equal
196. cumulated since the last time you completed quarter end and year end maintenance The mask for these fields is defined in Resource Manager for more information see the Resource Manager User s Manual The GL Period Quarter and Year fields accumulate numbers posted to the department from time tickets Use the commands to work with the information on the screen Press Enter to edit a line item See Editing a Line Item on page 10 58 for more information Press A to add a line item See Appending a Line Item on page 10 58 for more information Press G to go to a specific line item then enter the line item number or use the Inquiry F2 command to select the line item number This command is available only when there is more than one screen of line items Press D to move the cursor to the Department ID field to select a new department or division Press H to move the cursor to the Name field to edit the department or division name Payroll User s Manual 10 57 Departments File Maintenance Editing a Line Item When you press Enter on the command bar to edit a line item the Edit Departments screen appears Inquiry 1 Edit the account number associated with this line item The Maintenance Manr F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger 2 Edit the amount accumulated since you posted expenses to General Ledger in the GL Period field 3 Edit the quarter to date
197. d checks 6 37 Voucher file 1 18 Voucher History file 1 18 voucher stubs printing on forms 3 33 vouchers printing 1 19 printing on forms 3 32 voiding B 5 WwW W 2 Forms 3 18 10 3 10 35 11 18 11 19 11 25 alignment 9 38 audit report 9 46 closing last year 9 59 federal withholdings B 4 format 9 37 magnetic media 9 39 W2CODE tax table 3 14 10 97 W2CODE2 tax table 3 14 10 97 withholding codes 11 7 employee 11 6 employer 11 6 withholding formula names 10 100 Withholding Report function 6 47 sample 6 48 Withholdings 3 16 3 18 additional 10 19 calculating deductions 10 99 Earned Income Credit 3 16 employee FICA 3 16 Employee Inquiry 4 9 IX 13 Index employer FICA 3 16 employer paid 3 16 federal 3 13 3 15 3 16 10 15 10 97 11 5 11 23 11 25 fixed 3 17 formulas 10 15 function 11 23 in employee history 2 10 in manual checks 6 19 local 3 13 3 15 3 16 3 17 10 15 10 20 10 97 11 5 11 23 11 25 local other 3 17 order 3 16 preset federal codes 3 15 preset state codes 3 15 record of 7 13 setting up 3 7 state 3 13 3 15 3 16 10 15 10 18 10 35 10 97 10 98 11 5 11 23 11 25 state other 3 16 unemployment insurance 3 16 workers compensation 3 17 Withholdings List function 13 13 sample 13 13 worked department 3 12 worker s compensation 3 17 formula for B 1 setting up codes B 1 workstation date 1 25 Y year end maintenance 9 35 9 55 9 56 9
198. d comprehensive tax reports from your OSAS Payroll data This function works in conjunction with FormsViewer an interactive application from Aatrix Software that creates tax reports based on Payroll data See Appendix D for more details on FormsViewer Before using this function check the code mappings in the Enhanced Payroll Tax Codes function page 11 29 to make sure they are correct for your system This function works in two steps 1 First OSAS builds a text file from Payroll history that contains information that is valid for the dates you specify Note This file contains Payroll information only if you chose to save check history in the Payroll Options and Interfaces function If you do not save check history this file is blank You can still use this function and FormsViewer to create interactive forms and print tax reports but these forms and reports will also be blank You will need to enter all information manually into the forms if you do not save check history 2 If you use Windows OSAS launches FormsViewer to create the form you selected and fill it with data from the file When the tax report appears color coded areas alert you when data is required or where information can be edited After you complete and approve the form you can print it and send it to the appropriate tax authority depending on the state some states require that you file electronically Check your state s requirements carefully or use Aatrix
199. d month or range of months The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Sample Report 08 17 2005 Builders Supply 3 42 PM Employee Birthday Report Ey Employee ID Employee Name Supervisor Name Bouool Bourne Linda C George Lukas GEROOL Gerard Timothy G Linda Bourne C December 31 JENOOlL Jenkins Kathy M October 26 JONOOl Jonchim Maria K George Lukas April 22 LUKO01 Lukas George November 15 ROS001 Rossini Lucinda A July 04 sToool Stockard Albert W December 18 End of Report Payroll User s Manual 8 7 Employment Anniversary Report Use the Employment Anniversary Report function to produce a list of employees their start dates and their length of employment with the company The information in this report comes from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Sample Report 08 17 2005 Builders Supply 3 44 PM Employment Anniversary Report Ey Employee ID Employee Name A Start Date YRS Adj Last Review Date Supervisor Name Next Review Date BOUOO1L Bourne Linda C 01 09 1998 01 09 1998 11 12 2004 LUKOO L Lukas George 11 12 2005 GEROO1 Gerard Timothy G 01 23 1992 01 23 1992 04 01 2005 BOU001 Bourne Linda C 04 01 2006 JENOOL Jenkins Kathy M 05 31 1992 05 31 1992 JONOOL1 Jonchim Maria K 03 31 1998 03 31 1998 LUKOO Lukas George LUKOO Lukas George 04 01 1991 04 01 1991 ROSO
200. d on the new percentage Some states require that you adjust the SUI withholdings only back to the month that the rate changed Payroll User s Manual File Maintenance Field Print Employees with Zero Earnings Round All Numbers to Nearest Dollar Sort Report By Arranging the Report Payroll Information Description Enter the number of the month that the change takes effect The SUI withholding amount is calculated with the new rate from this month forward but the limit is still calculated from the beginning of the year If you want to exclude employees with no pay from the State Unemployment Report select the box or enter Y if not clear the box or enter N If you want all dollar amounts to be rounded to the nearest dollar select the box or enter Y if not clear the box or enter N Select the order in which you want to print the report You can organize the report by employee last name or by employee social security number The Quarterly State Unemployment Report has seven columns To indicate the order of the columns enter a number from 1 through 7 in each of the fields If you do not want the column to appear in the report enter 0 Social Security No Name Total QTD Wages Excess QTD Wages Taxable QTD Wages Weeks Worked Payroll User s Manual Employee s social security number Employee s name Total SUI wages paid to the employee for the quarter Quarter to date wages minus the
201. d on check history The information in the census comes from the PAEGxxx Employee General Information and PAHCxxx Check History files If you did not elect to save check history in the Resource Manager Options and Interfaces function you cannot produce this report 01 31 2004 02 28 2004 03 31 2004 10 01 2008 08 15 2005 08 15 2005 Totals Linda C Bourne 01 31 2004 02 28 2004 03 31 2004 10 01 2005 08 15 2005 Employee GEROOL Totals 468 22 4819 JENOOL JENOOL JENOOL JENOOL JENOOL Employee JE 460 39 9093 JONOOL JONOOL JONOO1 JONOOL JONOOL 1027 1035 1043 1075 1081 NOOL Kathy M Jenkins Timothy G Gerard 01 31 2004 02 28 2004 03 31 2004 10 01 2005 08 15 2005 Totals 01 31 2004 02 28 2004 03 31 2004 10 01 2005 08 15 2005 Employee JONOO1 Totals 468 80 9944 Payroll User s Manual Maria K Joachim Builders Supply Profit Sharing Census by Employee ID Gross Wages 06 07 1964 12 31 1959 10 26 1964 04 22 1969 01 09 1998 01 23 1992 05 31 1992 03 31 1998 7 17 Personnel Reports Printing a Personnel Report Salary Review Report Employee Birthday Report Employment Anniversary Report Personnel Roster Education Report Key Date Report Additions and Terminations Report Payroll User s Manual 8 3 8 5 8 7 8 9 8 11 8 13 8 15 8 17 8 1 Printing a Personnel Report The functions on the Personnel Reports menu let
202. deductions or earning codes e Press N to include all deductions or earning codes in the withholding Payroll User s Manual 11 25 Withholdings Codes Maintenance e Press Gto go to a specific line item then enter the deduction or earning code or use the Inquiry F2 command to select the code This command appears only if there is more than one screen of items e Press Tab to switch between the deductions and earning codes scroll regions e Press F to edit the withholding formula for the withholding you are working with See page 10 99 and appendix C for more information on formulas 11 26 Payroll User s Manual Tax Groups Use the Tax Groups function to create and edit the withholding codes for a tax group used to calculate withholdings from employees earnings The Tax Groups function allows you to set up multiple withholding codes for employees who for example live in one state and work in another and need different withholdings drawn from their paycheck To use the Tax Group function you must first set up withholding codes Tax Groups Screen Select Tax Groups from the Codes Maintenance menu The function screen appears amp Tax Groups Commands RX Modes Other Scroll Commands Help eles Tax Group Description State Locality Withholding Code MN SUL MIN SH Employer Employee Employer Employee Append Delete tax group Zu
203. ds Edt Modes Other Scroll Commands Help aa 7 SSN M Emp ID Last Name First Name BOUOO1 459 30 1099 Bourne Linda GEROO1 468 22 4819 Gerard Timothy JENOO1 460 39 9093 Jenkins Kathy JONOO1 468 30 9944 Jonchirm Maria LUKOO1 488 30 1281 Lukas George ROSO01 460 39 9982 Rossini Lucinda STO001 449 583 4392 Stockard Albert ederal Record Field Social Security No First Name LINDA Middle Initial c Last Name BOURNE Suffix Location Address Delivery Address 501 N HAMILTON AWE City EDINA Hao MA Line 0001 of 0042 To work with an employee s federal or state records use any of these commands e Press S to return to the top section of the screen and select a new employee record e Press Enter to change the current field value 9 44 Payroll User s Manual Periodic Processing W 2 Forms e Press A to add a state record for the employee e Press Cto switch between federal and state records for the employee e Press R to remove the current state record for the selected employee e Press D when you are finished to return to the Processing Employees selection screen e Press G to move to a specific field in the federal or state record then use the Inquiry F2 command to select the field from the list that appears Generate MMREF 1 File Screen Output W 2 Forms to Magnetic Media Generate MMREF 1 File Commands Edit Modes Other Help 2xtlpel
204. duction is for dependent care flexible spending accounts Earning Exclusions You can exclude earning codes from a deduction For example you might set up a pay deduction for uniforms that applies to workers in a store and then exclude particular earning codes for warehouse workers so that uniform costs are not deducted from these employees pay When you press E on the Deductions screen to exclude earning codes from deductions the Earning Exclusions screen appears Earning Exclusions for Deduction 001 Commands Modes Other Scroll Commands Help 2xts malmal ee Earn Code Description Exclude DBL Double Time u OWT Overtime Pay E PO1 Bonus fa P02 Travel Exp PO3 Cash Yalue P04 Commissions POS Rpt Tips REG Regular Pay Salaried Wage JODO Earning Code 004 of 011 Enter Toggle None Payroll User s Manual 11 19 Deductions Codes Maintenance Use the commands to work with the information on the screen e Press Enter to toggle the earning code s exclusion status for the deduction The Exclude check box status changes from selected to cleared for graphical screens or from Yes to No for text screens e Press A to exclude all earning codes from the deduction e Press N to include all earning codes in the deduction e Press G to go to a specific earning code then enter the earning code or use the
205. duction number and then select the earning code s you want to exclude B 2 Payroll User s Manual Common Questions have an employee for example a minister whom I need to exclude from withholdings How do I handle that In the Employees function see page 10 3 select the employee you want to exclude from withholdings On the Tax Information screen use the Withholding Setup command and select the withholdings you want to exclude Daily Work Can enter time tickets for a salaried employee Yes in the Payroll Transactions function see page 5 3 You cannot enter a time ticket that will exceed a salaried employee s wage The system warns you if a posted or unposted amount exceeds the employees wage Can enter one day in the time card calculator and have that day repeat for the rest of the week Yes In the Payroll Transactions Time Card Entry screen see page 5 3 you can enter an employee s time in and time out five times Can pay an employee a vacation and a bonus check in the same pay period Yes If you need separate checks you can change the sequence number in time ticket entry or enter separate manual checks The system accounts for multiple checks in the PACHxxx Checks file when calculating withholdings and declining balance deductions Payday Work How can void a check You can void only checks that have been posted If the check has already been posted use the Void Checks function see page
206. ductions repeatedly you can set up and copy recurring time tickets and recurring deductions After you have set them up print the Recurring Time Ticket List and the Recurring Deductions List to verify that you have set these up correctly Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Payroll system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and CO1 so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Payroll data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Payroll application itself each of the
207. e H or S v 4 Credit Union YNNNN 50 00 00 Exempt 10 Stock Plan YNNNN 100 00 00 Adjust to Minimum O 2 Dental Ins YNNNN 3 52 00 Group Code 0 9 Pay Periods Year Check Location Earning Code Salary Hourly Rate Override Pay J Deduction of Status Sick Accrual Code Sick Hours Remaining 96 000 Vac Accrual Code Vacation Hours Remaining 119 500 Company H 08 16 2005 Terminal TODO OVR Pay Information Field Description Inquiry Dept Enter the employee s department If necessary you can indicate that an employee worked in a different department when you enter payroll transactions Inquiry Labor Class Enter the employee s labor classification Use the Manr Maintenance F6 command to add or edit labor classes 10 8 Payroll User s Manual File Maintenance Field Corporate Officer Seasonal Employee Type H or S Exempt Adjust to Minimum Group Code Pay Periods Year Payroll User s Manual Employee Description The labor class you enter here appears in the Class field when you enter a time ticket for the employee If the employee is a corporate officer select the box or enter Y in text mode if not clear the box or enter N in text mode If the employee is a seasonal employee select the box or enter Y in text mode if not clear the box or enter N in text mode Enter H if the employee is paid by th
208. e period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Press Enter to accept the current file name or enter a different name The system appends your company ID to this file name and lists the file s path Select the output device to print the ACH File Creation Report summarizing the contents of the file See Reports on page 1 41 for more information on output devices After this report is produced the Payday Work menu appears This report is for your information only do not send it to your bank ACH File Creation Report 08 17 2005 Builders Supply 9 41 AM ACH File Creation Report 0000001 Pay Date 08 15 2005 File D 0SAS progPAf data DDEPOSIT H Employee Name Bouool GEROOL Gerard Timothy JONOO1 Jonchim Maria Lukas George sToool Stockard Albert Total Amount Debited to Company Bank Account Total Number of Transactions 12 End of Report 6 42 Checking Savings Checking Savings Savings Savings Checking Checking Savings Savings Checking Savings Batch Account Number 234989834982934 983997577485875 54353355345335333 53453353453535353 54353434535345333 53453353535343353 53535345353533334 54353535353345333 0213561321 569885623 232134641 456789574 192839182939128 Routing Code 000133333 000133333 000000013 000000013 000000013 055000165 055000165 055000165 055
209. e deleted If values greater than zero exist in the employee s record the system warns you that you cannot delete employees with existing history Records of terminated employees are automatically deleted from current year files during year end processing 10 4 Payroll User s Manual File Maintenance Employee Inquiry The Copy From field appears if you add a new employee ID Use this field to copy salary and tax information from another employee s record to save time Select the boxes or enter Y in text mode next to the information types you want to view add or edit If you do not need to change that type of information clear the box or enter N in text mode When you have selected the information you want use the Proceed OK command to go to the first information screen General Information Screen Use the General Information screen to enter basic information about your employees address phone number dates of hire and review and contacts General Information Commands Edit Modes Other Help 2xts gt elmal e ee Bou001 Bourne CR Admin Asst Job Title Work Phone Emp ID Last Name First Name W 2 Name Address 1 Address 2 Linda Middle In C Extension Supr iD LUKDO1 Linda C Bourne Adj Hire Date Start Date 1501 N Hamilton Ave oo9nses 3 ommensss Fs 06 0711 964 E Address 3 Res City _ Birth Date Term Date Edina
210. e hour or S if the employee is paid a salary If the employee is salaried select the box or enter Y in text mode if the employee is exempt and does not receive overtime pay Clear the box or enter N in text mode if the employee is nonexempt and should receive overtime pay If the employee does not receive tips clear the box or enter N in text mode If the employee receives tips as part of his or her earnings select the box or enter Y in text mode so that the wages are adjusted to bring the employee s earnings up to minimum wage if the reported tips do not When you calculate checks use the group code to identify the employees you want to pay Common practice is to use a unique group code for each pay cycle weekly biweekly semimonthly and so on Enter the code that identifies the check processing group to which the employee belongs Enter the number of times the employee is paid during the year This number is used when taxes are calculated during check calculation 10 9 Employee 10 10 Field Check Location Earning Code Salary Hourly Rate File Maintenance Description Enter the check location for the employee This information is used as a sort option when you print checks Enter the default earning code for the employee The earning code you enter here appears in the Earning Code field when you enter a time ticket for the employee For a salaried employee this code is used to create the
211. e information Press C to copy the selected deduction See Copying Deductions on page 11 20 for more information Editing or Adding a Line Item To edit or add a line item follow these steps 1 Enter a description of the deduction If this is a deferred compensation deduction the first four characters of the description you enter are used as the deferred compensation description on W 2 forms If the deduction is for a 401 k program you must enter 401K If the deduction is for dependent care benefits you must enter DCB If the deduction is employer paid select the box or enter Y in text mode if not clear the box or enter N in text mode Payroll User s Manual Codes Maintenance Deductions 3 Enter the number of the liability account to which the deduction is credited The Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger If the deduction is employer paid enter the expense account number The Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger gt 5 Ifthe deduction is deferred compensation or any other pretax deduction that should be reported on employees W 2 forms such as dependent care benefits select the box or enter Y in text mode if not clear the box or enter N in text mode 6 Enter G if the deduction is calculated on gross pay or N if it is calculated on net pay Select G if this de
212. e item You can add or edit 15 tax authority withholding codes for both employees and employers Enter the code for the withholding tax FHW SWH and LWH must be the first employee withholdings Next enter the name of the formula that is to be used when calculating the withholding You must add the extension RTN to the formula name so that the system will not overwrite part of itself Then enter the ID of the tax table that will be used when calculating the withholding If you are working with FWH SWH or LWH these withholdings usually depend on marital status They can be overridden on the Employees Tax Information screen page 10 15 If the table must be company specific for example FUTA and SUI the last character of the table ID must be a lowercase x To accommodate the full three character company ID you must limit the table ID to five characters If the system cannot locate the company specific table the generic table is the default Your work is automatically saved as you enter it When you are finished use the Abandon F5 command to return to the Tax Authority field or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual 11 7 Earning Codes An earning code stores pay rate information the GL account number the earning type and other information for a particular kind of work If you enter an earning code and the number of hours the employee worked when you enter time tickets or
213. e number of weeks the employee worked in the month Hourly employees are credited for the full number of weeks in the normal pay period for example 1 week for weekly pay periods or 2 weeks for biweekly pay periods for any pay period they report regular sick or vacation time The system calculates this number by dividing 52 by the number of pay periods in a year with a maximum of 13 weeks in a quarter Salaried employees are credited for the number of weeks in the pay period for which a check is cut Payroll User s Manual File Maintenance Field Wks Under Limit Paid Month Allocated Tips 100 Use Auto Cost of GTLI Cost of DCB Payroll User s Manual Employee History Description Enter the number of weeks the employee received credit for working but was under the state s minimum number of hours for each month When you set up the information for each state withholding you entered the minimum number of hours an employee must work to qualify for one week of work The Weeks Worked fields track the number of weeks the employee was credited for working For each month select the box or enter Y in text mode if the employee received a paycheck or clear the box or N in text mode if the employee did not receive a paycheck Additional tips are allocated to an employee when reported tips are less than a fixed percentage of house sales This tip allocation is required by the government to encourage accurat
214. e other than the beginning of the year and you elect to create either check or transaction history see Initial Balances below you must collect and enter historical information Fortunately you need enter data for only a handful of deductions for most employees Remember to get month to date quarter to date and year to date figures for all fields The number of weeks worked is calculated on the basis of the number of pay periods the employee received a check for any amount For example if you use biweekly pay periods and an employee received one hour of sick pay in that pay period the employee would be credited for two weeks worked If you entered a week s worked limit for the state in the Payroll Information function the number of hours worked would be compared to the limit and in this case two weeks under limit would be recorded When you calculate FUTA SUI and FICA OASDI remember that there is no withholding above the ceiling on these wages Employee history information is stored in the PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files Note Due to changes in federal regulations concerning Forms 941 and W2 the Cost of GTLI Cost of DCB 457 Plan and Non 457 Plan fields on the Employee Miscellaneous History screen in the Employee History function are no longer used in any OSAS processing Instead set up earning
215. e reason for the pay bonuses the amount of the bonus appears in the Amount field When you save your entries the second Personnel Information screen appears or if you did not elect to modify the screen the Employee selection screen appears Personnel Information Screen Two Use the second Personnel Information screen to record and maintain miscellaneous information for each employee The fields on this screen are user defined the field names are taken from the USRDDxxx table see page 10 91 Personnel Information Two E Commands Edit Modes Other Help aa Employee ID BOU001 Bourne Linda C License 0573 2003 3 User Date 06 Last Phys 1009 2004 User Date 07 Driver Lic 0204 2008 User Date 08 User Date 04 ml User Date 09 User Date 05 Cs User Date 10 Company H 08 16 2005 Terminal T000 OVR Use the Proceed OK command to save your changes If you selected another type of information on the Employee selection screen that screen appears If you did not select any other screens the Employee selection screen appears Payroll User s Manual 10 23 Employee File Maintenance Employee Comments Screen Use the Employee Comments screen to view and add comments about the employee Employee Comments Commands Edt Modes Other Scroll Commands Help aa Employee ID Bourne Linda C Ref ID End Date Date Comment 08 16 2005 000 Linda s proposal helped win multi million dollar contract
216. e tip reporting Enter the dollar amount of tips allocated to the employee If the employee drives a company automobile for personal and business use enter the monetary value of the use of the automobile each month The value in this field is added to W 2s in the appropriate box Use the federal tax publication Circular E Employer s Tax Guide for guidelines Not used in OSAS processing To track Cost of GLTI amounts and report them on W2s set up earning codes and enter them into the GTLIxxx table Not used in OSAS processing To track Cost of DCB amounts and report them on W2s set up earning and deduction codes and enter them into the DCBxxx table 10 35 Employee History Field 457 Plan Non 457 Plan FICA Tips Adv ElC Payment Uncol OASDI Uncol Medicare 10 36 File Maintenance Description Not used in OSAS processing To track nonqualifying 457 plan amounts and report them on W2s set up earning codes and enter them into the 457xxx table Not used in OSAS processing To track nonqualifying non 457 plan amounts and report them on W2s set up earning codes and enter them into the 457xxx table Enter earnings that were subject to FICA withholding Enter the amount the employee received in advance EIC payments each month Uncollected OASDI is the OASDI withholdings that were not collected from an employee For example if an employee receives tips and the OASDI contribution on those tips would red
217. e you submit magnetic media In addition some states now require companies with more than 250 employees to file W 2 information on magnetic media contact your state tax authorities for more information OSAS does not support state magnetic media However some states will accept the federal media format and OSAS includes the state records in the MMREF 1 format file Check with your state for more information Before You Produce W 2 Forms 9 36 Check the relevant fields such as statutory employee and allocated tips in the PAEGxxx Employee General Information file page 10 3 and PAEMxxx Employee Miscellaneous History file to make sure that the information is what you want on the W 2 forms Payroll User s Manual Periodic Processing W 2 Forms W 2 Forms Screen Select W 2 Forms from the Periodic Processing menu The W 2 Forms screen appears EAS Commands Edit Modes Other Help xelselmo elee Pick Employee ID From BOLo01 Thru stoo a Forms One Wide Regular or Mailers O Two Wide Regular O Laser W 2 s 2 Per Page O Laser W 2 s 4 Per Page MMREF 1 Magnetic Media Company Name Builders Supply Address 1157 Valley Park Dr Suite 105 Shakopee MH 55379 Federal Tax ID TR ATITTAT Company H 08 17 2005 Terminal T000 INS Inquiry 1 Enter the range of employees for which you want to produce W 2 forms 2 Select the format for the W 2 forms e Choose One Wide Regular or Mailers or Two Wide Regul
218. each the end of a payroll period calculate checks and post expenses to General Ledger For information see chapter 1 When you post checks you must select the tax month Do quarter end maintenance as necessary and continue processing transactions and printing reports until you are up to the current pay period This method produces the most accurate history and the most thorough audit trail but it is practical only if payroll records are small or if it is early in the year Entering Initial Balances You can enter initial balances in one of two ways by entering payroll transactions or by entering manual checks Entering Payroll Transactions First verify that you have set up the options you want in the Resource Manager Options and Interfaces function Then follow these steps to enter your initial balances based on payroll transactions 1 Use the Payroll Transactions function page 5 3 to enter transactions for the first pay period Payroll User s Manual Setup 10 11 12 13 Setup Functions Print the Time Ticket Journal page 5 19 and the Miscellaneous Deductions Journal page 5 21 to verify that you entered the transactions correctly If you find an error in the journals delete the incorrect transaction and enter the correct one Repeat steps 2 and 3 until the Time Ticket Journal and Miscellaneous Deductions Journal are correct Back up your data files Post the transactions see Post Tran
219. edger and the system detects last year files you must select the current or the previous fiscal year to which to post the checks 3 Enter the payroll tax month you want updated by the post for month end processing The month you enter prints on the Post Checks Log to help you summarize checks for reporting purposes 4 If you want manual check entries to be posted to time ticket history select the box or enter Y in text mode if not clear the box or enter N in text mode 5 If you have created the direct deposit file select the box or enter Y in text mode if not clear the box or enter N in text mode exit the function and do so before continuing 6 Select the output device for the posting log See Reports on page 1 41 for more information The liabilities listed in the posting log may differ from those in the Employer s Tax Report because of rounding differences in the Employer s Tax Report The Post Checks Log and the Employer s Liability Report show actual totals After posting completes and the posting log is produced the Payday Work menu appears Payroll User s Manual 6 61 Post Checks Payday Work Post Checks Log 6 62 08 17 2005 Builders Supply 10 19 AM Post Checks Description GL Account Medical Ins 535000 Dental Ins 535000 United Way 204000 Credit Union 999900 Dues 999900 401K 205000 Parking 801000 Stock Plan 205000 Uniform 801000 Emplyr Medicare 203200 Emplyr OASDI 2
220. el 8 11 Education Report The Education Report shows employees education history and other user defined information The information is taken from the PAEGxxx Employee General Information and PAEPxxx Employee Personnel files Sample Report 08 17 2005 Builders Supply 3 45 PM Education Report By Employee ID Emp ID Employee Name Degree Description Bouool Bourne Linda C 01 09 1998 Bachelor of Arts Business Administration Master of Arts Business Finance Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 Linda is on the board of directors for Mulcahy Companies Comments 2 Comments 3 GEROOL Gerard Timothy G 01 23 1992 Ins Coverage Family Blue Cross User Label 2 User Label 3 Comments 1 Comments Z Comments 3 JENOOL Jenkins Kathy M 05 31 1992 Ins Coverage Single Amer Family User Label 2 User Label 3 Comments 1 Comments 2 Comments 3 Payroll User s Manual 8 13 Key Date Report Use the Key Date Report function to produce a list of employees based on a date you select The key dates are taken from the USRDDxxx table Sample Report 08 17 2005 Builders Supply 3 46 PM Key Date Report Report on License Class Work Phone Job Title BoUOOL Bourne Linda C 459 30 1099 Admin Asst LUKOO1 05 13 03 GEROOL Gerard Timothy G 468 22 4819 V P Sales BOUOOl JENOO1 Jenkins Kathy M 460 39 9093 JONOO1 Jonchim Maria K 468 80 9944 Secretary LUKOOL Lukas George 488 30 1281
221. eleted through the Periodic Maintenance function The PAHVxxx Leave Adjustment History file stores the positive and negative adjustments you make to an employee s sick and vacation pay File Interaction Daily Payday and Periodic Work Once your Payroll system is set up nearly all the new data in the system comes through the PATRxxx file This file stores the detailed records of each transaction entry To view the contents of the file produce the Time Ticket Journal and the Miscellaneous Deductions Journal Periodically you post detailed information from the PATRxxx file to the PATHxxx PATPxxx and PADPxxx files After the information is posted the system prints the totals for the earning codes the grand totals of all hours and wages the totals for deductions and one time contributions and the grand totals of all deductions How often you post this information is up to you but you must post it before you can calculate payroll checks After the information is posted the data from the PATRxxx file is deleted to make room for the next series of entries Here is a closer look at the relationship between the PATRxxx file and other files in the Payroll system Payroll User s Manual 1 13 Introduction The Payroll System Posting Payroll Transactions When you post payroll transactions you can save the details of each transaction in the PATHxxx file It keeps a record of all transactions to help you analyze your payroll exp
222. employee record e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press F to view the first employee record on file e Press L to view the last employee record on file e Press S to switch between the federal state and local sections of the screen e Press Gto view a particular employee tax then enter the line number or use the Inquiry F2 command to select a line This command appears only when there is more than one page of records e Press V to view withholding exclusion information for a particular employee The Employee Withholding Exclusions screen appears 3 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 4 When you finish viewing the tax information for an employee press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu 4 8 Payroll User s Manual Employee Inquiry Tax Information Employee Withholding Exclusion Screen The Employee Withholding Exclusions screen appears when you press V or click View to view withholding exclusion information for a specific employee 4 Employee Withholding Exclusions Commands Modes Other Scroll Commands Help 2xt salaal e ee Type Code Description Exclude FWH Fede
223. enses Posting payroll transactions also updates the PATPxxx file When you post payroll transactions summary information is transferred to the PADPxxx PATHxxx and PATPxxx files They store such information as the number of hours worked and pieces produced if appropriate hourly and premium wages and vacation sick leave or other out of the ordinary payroll transactions The information in the PADPxxx file is used when you print the Department Report and when you post labor expense to General Ledger The information in the PATHxxx file is used when you print the Transaction History Report The information from the PAHDxxx PAEDxxx PAEExxx PAEMxxx PAEWxxx PAHCxxx PAHExxx PAHWxxx PATHxxx PAEGxxx and PAESxxx files is used to produce for example e payroll checks e the Quarterly Employer s Tax Report e the Quarterly Withholding Report e the Sick Leave and Vacation Report e the Employee Detail List e W 2 forms and magnetic media e the Check History Register Calculating Checks With the Payroll system you can calculate checks for any number of pay periods a year 1 14 Payroll User s Manual The Payroll System Introduction To calculate checks for hourly employees the system uses the accumulated totals of the summary information posted from the PATRxxx file to the PATPxxx file since the last time you calculated checks For salaried employees the system reads the amount stored in the PAEGxxx file For both it read
224. er s Manual 4 29 Daily Work Payroll Transactions Time Ticket Journal Miscellaneous Deductions Journal Copy Recurring Entries Post Transactions Payroll User s Manual 9 3 5 19 5 21 5 23 5 25 5 1 Payroll Transactions Use the Payroll Transactions function to enter change or delete the number of hours each employee worked allocate labor dollars hours and pieces to various departments jobs and phases for hourly and salaried employees and enter miscellaneous earnings and deductions that appear on employee payroll checks If Payroll interfaces with Job Cost the JOHIxxx Detail History JOBSxxx Jobs and JOCDxxx Cost Codes Detail files are updated when you post You cannot use the Payroll Transactions function if you are working with last year files How you use the Payroll Transactions function depends on whether employees are hourly or salaried and whether you enter a time ticket or make a miscellaneous payroll entry Hourly employees are paid according to the time ticket data you enter Hour dollar and piece data are distributed to the department you specify and to the job and or phase you specify if Payroll interfaces with Job Cost Salaried employees are paid according to the salary you entered in the PAEGxxx Employee General Information file not according to the time you enter in the Payroll Transactions function but you must use this function to enter payroll transactions for salaried employees fo
225. er Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of YES and NO settings 2 Toggle between YES or NO to indicate whether you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history 3 Toggle between YES or NO to indicate whether you want to save check history You cannot produce the Check History Register or the 941 Report unless you save check history Payroll User s Manual 3 31 Setting Up Direct Deposit Setup 3 32 10 11 12 13 Toggle between YES or NO to indicate whether you want to post voided checks to the PACHxxx Checks file These checks are voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate whether you want to post voided checks to Bank Reconciliation These checks have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate whether you want employees to accrue vacation and sick time automatically Toggle between YES or NO to indicate whether you want to use vacation and sick hours for accrual calculations Toggle between FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first
226. er s Liability Report E Commands Edit Modes Other Help Payroll Number 000054 Quarter 3 Group Code 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 08 Print Other Employer Taxes O Company H 08 17 2005 Terminal TODO INS Payroll User s Manual 6 51 Employer s Liability Report Payday Work The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 If you want to print other employer taxes select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Employer s Liability Report 08 17 2005 Builders Supply 9 59 AM Employer s Liability Audit Report For Pay Period Ending 08 15 2005 Group Codes 0123 State MN DASDI 90000 MEDICARE NO LIMIT SUI 23000 FUTA 7000 Tax Earn Liability Tax Earn Liability Tax Earn Liability Tax Earn Liability BOUOOL Bourne Linda C 459 30 1099 7500 00 00 7500 00 1633 80 GEROOL Gerard Timothy G 468 22 4819 5550 00 E 10 5550 JENOOlL Jenkins Kathy M 460 39 9093 7500 00 E 00 7500 JONOOlL Jonchim Maria K 468 80 9944 600 00 S 20 600 Lukas George 488 30 1281 2500 00 00 2500 ROS001 Rossini Lucinda A 460 39 9982 230 00 a 26 230
227. erent code Description The description of the deduction code appears Hours Press Enter to accept the current number of hours worked or enter a different number Amount Press Enter to accept the current amount or enter a different amount for the deduction Gross or Net If the deduction is taken from gross pay Gross Pay appears If the deduction is taken from net pay Net Pay appears Emplr Paid If the deduction is employer paid the box is selected or Yes appears in text mode if not the box is cleared or No appears in text mode When you press N at the scroll region command bar the third Manual Checks screen appears 6 18 Payroll User s Manual Payday Work Manual Checks Manual Checks Screen Three Manual Checks Commands Ed Modes Other Scroll Commands Information Help If you have entered a negative manual check for example to void a check without using the Void Checks function the system will not calculate negative taxes You must edit this information on Manual Checks screen three RX ta Page 3 of 3 Employee BOU001 Gross Pay 7500 00 State Locality N A Federal Bourne Linda C Employee Vvithholdings Code Description Federal WH Emplye OASDI 465 00 Federal Emplye Medicare 108 75 State MN VH 349 00 Type Locality Employer Liability Code Description Withholding 001 of 004 Amount Federal NA EOA Emplyr OASDI 465 00 Feder
228. eriod Print Earnings As Gross Earnings Taxable Earnings Company H 08 17 2005 Terminal TODO INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 47 Withholding Report Payday Work 1 Select the kind of earnings you want in the report You can choose either gross earnings or taxable earnings 2 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Withholding Report 08 17 2005 Builders Supply 9 51 AM Withholding Report For Pay Period Ending 08 15 2005 Group Codes 0123 Gross Earnings Gross Wages Federal Earnings LUK001 Lukas George 488 30 1281 2500 00 My 00 00 155 00 36 25 ROS001 Rossini Lucinda A 460 39 9982 230 00 FUH o 00 00 DAS 14 26 MED 3 34 STOOOL Stockard Albert W 449 58 4392 358 00 FUH 00 00 DAS N 22 20 MED 5 19 Local Total Number of Employees 7 24238 00 FWH 23575 50 00 DAS 24238 00 MED 24238 00 State Total MN Number of Employees 74 24238 00 FUH 23575 50 00 DAS 24238 00 MED 24238 00 Grand Total Number of Employees Tr 24238 00 FWH 23575 50 00 DAS 24238 00 MED 24238 00 End of Report 6 48 Payroll User s Manual Employer s Tax Report The Employer s Tax Report provides a record of the company s wage limi
229. ess Enter to use the current department code or enter a different code If you enter a department code that is different from the employee s default department it is used to update the employer tax information in the PADPxxx Department file depending on which option you selected in the Resource Manager Options and Interfaces function Enter the job ID to which you want to charge the time and amount The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If you entered a job ID for this entry enter the phase ID to which you want to charge the time and amount if any The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If Payroll interfaces with Job Cost and you entered a job ID for this entry enter the cost code for the job The Inquiry F2 and Maintenance F6 commands are available if Payroll is interfaced with Job Cost Press Enter to accept the employee s current labor class or enter a different class for the time ticket Use the Maintenance F6 command to enter the Labor Classes function to edit labor classes If you want to produce multiple checks for an employee enter all the transactions for the first paycheck under sequence number 0 Then enter the transactions for the second paycheck under sequence number 1 and so on 5 11 Payroll Transactions Daily Work 5 12 Field Pieces Salary or Rate Earn Code
230. eters in OSAS shortcut properties or after the osas command so that the system automatically uses the appropriate user ID company ID and access code to save time logging in In Windows open the OSAS shortcut s properties and enter these parameters after the path in the Target field as in the example below be sure to use the correct directories for your system C basis bin bbj exe osasstrt txt q tT00 cD osas70 progrm config bbx uSam aapple cH Note In Windows the u c and a parameters must follow the separation dash In other operating systems enter the parameters after the osas command as in this example osas t T2 c B a apple Note You can enter these parameters in any order but you must leave a space between the parameter mark t c or a and the parameter itself Refer to the Resource Manager guide for more information on these parameters Payroll User s Manual 1 23 Introduction Starting OSAS Logging In After you start OSAS the login screen appears OSAS Login OPEN SYSTEMS Accounting Software User ID Sam Company ID H Builders Supply Access Code Save Password To log in to OSAS enter your User ID the Company ID you want to work with and your Access Code If you want to save your access code so that you do not need to enter it again select the Save Password check box or enter Y in text mode to save your information Finally click OK or press Enter to log i
231. f any Line LIO13 is equal to one of two values If the employees fixed withholding amount is greater than zero it is equal to that number If the employees fixed withholding amount is zero LIO13 is equal to the value of LIO12 If the value of LIO13 is less than zero the value of LIO14 is zero Otherwise the value of LIO14 is equal to L1013 The result of the entire formula is the result of its last line In this case the result is based on a conditional If the number of federal exemptions is 99 the result of the formula is zero if not the result of the formula is equal to LIO14 Payroll User s Manual About Formulas State Unemployment Insurance When you establish state tax authorities in the Tax Authority Setup function you specify both the formula ID and tax table ID associated with the withholding code The Minnesota state employer side unemployment withholding formula PMN__SUI RTN uses tax table SUTMN PATX E Commands Edit Modes Other Help Fralsejaal efee Crier Table ID MN i Description Minnesota State Unemployment Employer Number of cok 2 Column Length 12 Type 3 v Percent imi 23000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 Company H 08717 2005 Terminal TODO INS Payroll User s Manual C 11 About Formulas The following formula is used to cal
232. fields Press any key to return to the Salary Information screen Payroll User s Manual Tax Information Use the Tax Information function to view employees federal state and local payroll tax information To add to or change this information use the Employees function on the File Maintenance menu Tax Information Inquiry Screen Select Tax Information from the Employee Inquiry menu The Tax Information screen appears Tax Information Employee ID Bourne Linda C Tax Group Federal Tax Information Fed Extra WH Fixed WH EIC Code Table ID FED E 00 N FEDM State Tax Information Extra WH Fixed WH Table ID SUI State Name 00 STXMHM MH Minnesota AA Local Tax Information State Local Stat Exemp Extra WH Fixed VWH Table ID Locality Name Employee it Next Previous I First it Last Il Switch to Local View Company H 08 17 2005 Terminal TODO OVR The information listed is pulled from the PAEGxxx Employee General Information PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PAWIxxx Withholdings files and is entered in the Employees function see page 10 3 for more information Inquiry 1 Enter the ID of the employee whose tax information you want to view Payroll User s Manual 4 7 Tax Information Employee Inquiry 2 Use the commands to find the information you need e Press Eto view a different
233. for employees with up to 3 years of employment and so on Hrs Hrs Wkd The system multiplies this number by the number of hours worked to calculate the total hours accrued Payroll User s Manual 10 89 Tables File Maintenance Field Max Hours Min Accrual TCALCxxx Table Description Enter the maximum number of hours an employee can work to calculate the accrual amounts for each pay period The number in this field is the minimum number of vacation hours an employee can accrue for each pay period If the number in the Hrs Hrs Wkd field is less than the number in this field after calculation the number in this field is used If the calculation of the accrual amount is less than the minimum accrual the minimum accrual is used The TCALCxxx table determines the setting for the time card calculator in the Payroll Transactions function When you enter the table ID the rest of the TCALCxxx table appears DDTB ale Commands Edit Modes Other Help 2X te Table ID Description Number of Cols 2 Time Card Overtime Calculation Column Length 12 Type A v Description Value OVERTIME BY OVERTIME HRS Company H 08 16 2005 Terminal TODO ovr 10 90 Payroll User s Manual File Maintenance Tables Field Description Description Enter Week if you want overtime to be calculated by the week Enter Day if you want overtime to be calculated on a day by day basis
234. for example the value printed in box 8 that OSAS does not track Because you can manually change any of the employee history values using the Payroll Employee History function without those changes appearing in check history you need to check the W2 forms you generate using FormsViewer closely to verify these values Payroll User s Manual D 19 FormsViewer D 20 For example you can manually change an employee s federal tax amounts using the Employee History function in Payroll However because federal tax values are pulled from check history when you generate W2s and not from employee history the values printed on the W2 will not reflect your manual changes and could be incorrect To ensure that the values that are tracked by OSAS are correct use the Manual Checks function in Payroll to enter adjustments to correct values that are in error When you use the Manual Checks function Payroll check history is also updated meaning that your changes will be reflected in the W2s you generate The values that OSAS does not track Allocated Tips for example are always drawn from employee history to generate W2 forms Since these values are not calculated by OSAS and must be manually entered and therefore do not appear in check history there should be no discrepancy between this value in OSAS and the value printed on the W2 Payroll User s Manual Numerics 100 Use Auto 10 35 401 k 3 18 7 11 11 18 match B 2 457 plans 9
235. for hourly employees 13 Toggle between HOME or WORKED to indicate whether you want to post employer paid taxes and deductions to the employee s home department from the PAEGxxx Employee General Information file or the department s they worked in during the pay period 14 After you finish setting options press W to save your entries The system returns you to the Options and Interfaces screen where you can select another application whose options you want to change or exit to the main menu pes Use the Earning Types function see page 11 13 to set up and modify the way the system groups earning codes The system has nine preset earning types which are used by the system in special ways You cannot change or delete the preset earning types You can however set up additional earning types When you set up earning codes you specify the earning type to which the code belongs For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under one earning type Earning Codes An earning code stores pay rate information the GL holding account number the pay type and other information for a particular kind of work When entering time tickets or manual checks you can enter an earning code and the number of hours worked the system calculates the employee s pay based on the information stored in the PAECxxx Earning Codes file Payroll User s Manual Setup Setu
236. for the employee If this amount is deducted for an employee for a fiscal year this deduction is not taken Factor Entry When you press C to change or override the established factors for a scheduled deduction the Factor Entry screen appears Factor Entry Medical Ins aa Commands Edit Modes Other Help RX tz 2088 LX mm Override Factors Factor 1 Factor 2 Factor 3 Factor 4 Factor 5 Factor 6 0000 0000 0000 0000 eo i Payroll User s Manual File Maintenance Employee If you want to override the factors you established for the scheduled deduction select the box or enter Y in text mode if not clear the box or enter N in text mode Next enter up to six override factors The factors you enter here take precedence over the factors established in the Formula Maintenance function page 10 99 Factors can represent anything form dollars to percents depending on how they are used in a formula Use the Proceed OK command to save your changes The Salary Information screen appears with the Scheduled Deductions section active Tax Information Screen Use the Tax Information screen to set up federal state and local withholding information for each employee and to edit withholding formulas If you copied an employee record make sure that the information on this screen is correct for each employee Tax Information Commands E Modes Other Scroll Commands Help 2xte mal
237. g each monthly subtotal into the quarter The system adds only checks that fall within one calendar year This choice requires accurate historic data and is the most time consuming yet accurate of the three methods If you select this option you must enter the current payroll year For example Gross Employee ID eae ar check Totals John Doe 1111 01 15 00 1000 00 John Doe 2222 01 31 00 1200 00 2200 00 John Doe 3333 02 15 00 1000 00 John Doe 4444 02 28 00 800 00 1800 00 John Doe 5555 03 15 00 1000 00 1000 00 Total January 2200 00 out of total earnings of 5000 00 44 February 1800 00 out of total earnings of 5000 00 36 March 1000 00 out of total earnings of 5000 00 20 Any of these split methods can cause leftover amounts to be rounded If this situation happens for the first quarter the amount is entered in the first month of the quarter If it happens for the year the amount is entered in January Payroll User s Manual 2 11 Conversion Installation and Conversion Converting to Version 7 0 2 12 Select Data File Conversion from the Resource Manager Company Setup menu The Data File Conversion function screen appears Data File Conversion Oo Commands Edit Modes Other Help aa Select directory on which to create files Enter directory that contains the files to be converted Do you want source files erased after conversion O Do you want conversion to pause if a problem i
238. h employee from basic personal data to quarter to date and year to date earnings and deductions The information in the list comes from the PAEGxxx Employee General Information PADExxx Employee Deductions and PAESxxx Employee Federal State Local Withholdings files If you print history these additional files are used PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History Sample List 08 16 2005 Builders Supply 3 15 PM Employee Detail List By Employee ID For Both Active and Terminated Employees BOUDO1 Page 1 Bourne Linda C Sst 459 30 1099 Emergency Contact 501 N Hamilton Ave US Citizen Jim Bourne Job Title Admin Asst Work Phone 612 567 3319 Supr ID LUKOOL Home Phone 612 555 1212 Edina MN 55435 Supr Name G Lukas Relation Husband 612 555 1212 Last Review 11 12 2004 Sex F Next Review 11 12 2005 Degree Major EEO Class 2 Last Chk Date EA Business Administration Start Date 01 09 1998 Ins Coverage Family Blue Cross MA Business Finance Birth Date 06 07 1964 User Label 2 Term Date User Label 3 Adj Hire Date 01 09 1998 Dept 500 Pay Rate Change Information Bonus Information Labor Class Prs Date Reason Old Rate Reason Corp Officer 11 12 2004 Annl Review 7250 000 Seasonal Empl 04 04 2004 Board Review 6750 000 Type H or 12 31 2003 Co Performance 6500 000 Exempt From OT 08 23 2002 Performance 6150 0
239. he JOHIxxx Job Detail History file If Payroll does not interface with Job Cost you can enter job and phase information and then organize the Time Ticket Journal by job and or phase for your records or produce the Transaction History Report for a record of job activity 5 7 Payroll Transactions Field Phase Cost Code Class Sequence No Note Earn Code Ded Code 5 8 Daily Work Description If you entered a Job ID for this entry enter the phase ID to which you want to charge the time and amount if any The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If Payroll interfaces with Job Cost and you entered a job ID for this entry enter the labor code for the job Press Enter to accept the employee s current labor class or enter a different class for the time ticket Use the Maintenance F6 command to edit labor classes If you want to split earnings and override deductions for an employee receiving two paychecks enter a sequence number The sequence number you use prints in the Time Ticket Journal Enter a description of the time ticket or deduction entry This field appears only if you are editing a time ticket earnings transaction Press Enter to accept the employee s current earning code or enter a different earning code for the time ticket Use the Maintenance F6 command to edit earning codes This field appears only if you are edi
240. he Payroll system tables Tables store information about the system data options and default settings for other applications The following tables are related to Payroll e ASTXxx e ADJMNxxx e DCBxxx e FREQxxx e GLDEPxxx e GLPAYxxx e GTLIxxx e MAXVSxxx e PACTLxxx e SICccxxx e TCALCxxx USRDDxxx USRDFxxx e WVACccxxx For information about each of these tables see their individual descriptions in this section If you re having alignment problems with W2 forms that you print four per page to a direct printer use this function to add and set up the LASERW2 table This table fine tunes form alignment for direct printers See page 10 94 for more information For information about shareable and unshared tables see page 3 13 Note The OPTxxx and OP2xxx Options tables store options and interfaces settings Maintain the information stored in these tables through Payroll and Resource Manager system functions not through the table itself Payroll User s Manual 10 77 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears 4 DDTB de Commands Edit Modes Other Help O gg Table ID C WN Description Number of Cols 0 Column Length Company H 08 16 2005 Terminal TODO OYR Inquiry 1 To add or change a table enter the Table ID To set up a company specific table enter the table ID plus the one character to three character company ID To set
241. he URL and search variables in the Resource Manager Web Setup function and the Map Lookup ID in the Company Setup function to direct your web browser to a mapping website and generate the map The Address Mapping command is available when the Map flag appears at the bottom of the screen To view a map of the first address on the screen press Shift F4 To view a map of the second address if present press Shift F5 The second command is not available when there is only one address Note Before you can view maps you must set up mapping website information in the Resource Manager Web Setup function select the Map Lookup ID to use in the Resource Manager Company Information function and enter the path to your workstation s web browser in the Resource Manager Defaults function 1 40 Payroll User s Manual Navigating OSAS Introduction Reports All OSAS applications contain a variety of reports to help you view and analyze your business data Each report function includes a selection screen that allows you to select the range of information to include in the report which appears in alphabetical order when the report is produced After you select the information to include use one of these options to output the report e Select Printer or enter P in text mode to send the report to a printer then select the printer to use e Select Print Preview or enter R to view the report in a preview window from which you can print the repor
242. he current quarter Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Payroll User s Manual File Maintenance Employee History Employee Federal Tax History Screen Use the Employee Federal Tax History screen to add or edit federal tax earnings and tax amount information for your employees The Employee Federal Tax History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar The federal earnings and tax amounts are updated when you post checks Employee Federal Tax History a 1 E Commands Edt Modes Other Scroll Commands Help es Employee ID BOU001 Bourne Linda C Earnings Code October November December QTR 4 YTD EME 30883 82 Al 00 30883 82 30883 82 EOA 30883 82 00 00 30883 82 30883 82 28969 05 00 00 28969 05 28969 05 28969 05 00 00 28969 05 28969 05 30883 82 00 00 30883 82 30883 82 3088382 00 00 30883 82 30883 82 Tax Amounts October November December QTR 4 YTD 447 82 00 00 447 82 447 82 1914 80 00 00 1914 80 1914 80 434 00 00 00 434 00 434 00 5624 45 00 00 5624 45 5624 45 447 82 00 00 447 82 447 82 1914 80 00 00 1914 80 1914 80 Switch to Tax Amounts Enter edit Append Next page 4 Change quarter Quarter T
243. he deposit not directly deposited Payroll User s Manual File Maintenance Direct Deposit If the employee s direct deposit transaction is divided by percentages enter the percentage of the employee s pay that is directly deposited into each of the specified bank accounts The sum of the percentages you enter must equal 100 9 Use the Proceed OK command to save your changes The cursor returns to the Employee ID field Enter a new employee ID for which to edit or add a direct deposit record or use the Exit F7 command to return to the File Maintenance menu Payroll User s Manual 10 53 Departments Use the Departments function to add department and division records during installation and when new departments are created change descriptive data about departments and divisions that are in the file track pieces and hours worked and delete department and division records you no longer use Department information is stored in the PADPxxx Department file Along with transactions manual or calculated checks also affect department records Do not use the Departments function to change the dollar amounts in a department record Instead use the Payroll Transactions function or the Manual Checks function to make adjustments so that you have an audit trail of the changes Department Records Divisions Department records store expenses posted from time tickets salaries vacation and sick pay FICA expense SUI and FUTA accru
244. his field appears only if you are editing earning transactions Use the Maintenance F6 command to open the Tax Groups function to edit tax groups Press Enter if you want to use the current tax group or enter a different tax group Payroll User s Manual Daily Work Field Date RT ent Job Payroll User s Manual Payroll Transactions Description Press Enter to accept today s date for the transaction or enter a different date The department ID determines the distribution of expenses in General Ledger It also indicates where the hours amount and pieces are distributed for accumulation in the PADPxxx Department file Salary expense for salaried employees is automatically distributed to the employees departments If you want to distribute expenses to different departments you must enter payroll transactions for each employee to do so Press Enter to accept the current department or enter a different department ID Enter the job ID to which you want to charge the time and amount on the time ticket The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost The description appears at the bottom of the screen for verification If Payroll interfaces with Job Cost and you want to charge the hours amount and pieces on a time ticket to a particular job or phase enter the job ID and if applicable the phase ID below When you post transactions the data updates t
245. hough the information is pulled from OSAS it is possible for it to be incorrect due to data entry errors or invalid transactions Because the reports you generate with FormsViewer are editable simply type in the correct information when you notice an incorrect value Payroll User s Manual D 5 Installing FormsViewer If you use OSAS on Windows the Forms Viewer is installed automatically in the progPA EPTR directory when you install Payroll Data and related files and programs are stored in the progPA EPTRDATA directory If you use OSAS on UNIX Linux or Mac OS X the Enhanced Payroll Tax Reports function page 9 3 and its components are automatically installed when you install Payroll However the Forms Viewer application itself is not Forms Viewer works only on Windows If you use OSAS on UNIX Linux or Mac OS X you need to manually install Forms Viewer on a Windows workstation that is separate from your OSAS system When you install Forms Viewer on a separate Windows workstation all Forms Viewer files are stored in the directory you specify during installation rather than in the progPA directory as in the OSAS combined installation Follow these steps to install Forms Viewer on a Windows workstation 1 From a Windows workstation start the operating system and log in if necessary 2 Insert the installation CD ROM into the drive The installation screen should appear automatically If it does not do the following
246. ields If you selected Monthly Quarterly or Annual OSAS automatically enters the dates that correspond to the month or quarter and year you selected Press Page Down to enable the Zip File check box and continue If you want to compress the file into a ZIP file select the Zip File check box or enter Y in text mode then press Page Down to create the file When you select this check box the file is compressed into a ZIP file which may be easier to transport on a disk You need to unzip the file to a directory on the Windows workstation or on the network and then import the unzipped file into FormsViewer See Importing Files from UNIX Linux or Mac OS X on page D 13 for details on importing the file To save the file as a simple text AUF file without compression clear the check box or enter N in text mode and press Enter then press Page Down when prompted to create the file Although this file is not compressed you still use the FormsViewer importer to open the file and create tax reports from the data it contains See page D 13 for details on importing the file Payroll User s Manual 9 9 Enhanced Payroll Tax Reports Periodic Processing 6 Because OSAS cannot locate the FormsViewer on your UNIX Linux or Mac OS X system since it is not installed a message appears after the file is created Zip File M Unable to locate the forms viewer The MNTAX ZIP file was created in the progPA EPTRDATA folder T
247. ields is where you select the code or ID to change and whether to produce the printed log The lower left Values section is where you build a list of the values you want to change by specifying the old value and the new value The lower right Files section contains a list of the files that are changed in the applications you installed on your system Payroll User s Manual 10 103 Change Fields File Maintenance Header Inquiry 1 Enter the Field ID you want to change You can change only Payroll fields from the Payroll or Payroll with Direct Deposit menus To change IDs and codes from other applications run the Change Fields function in the respective application 2 Select the Print Log check box to print a list of the files that are changed 3 After you enter the Field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Values 4 To edit or add original new values in this section select a line and press Enter to edit the current line The Edit Original New Values dialog box appears Press A to append another value to the list The Add Original New Values dialog box appears 5 Enter the current field value you want to change in the Original Value box 6 Enter the new value that you want to use for this field in the New Value box 7 Select a command e Press S to switch to the File Description section to tag the files to change during processing e Pres
248. if you want to get started as quickly as possible Setting up With Check History Only If you need only check history turn off the interfaces with General Ledger Bank Reconciliation and Job Cost Do not enter period to date quarter to date or year to date numbers in the Departments function and do not enter month to date or quarter to date numbers for employees in the Employee History function Instead enter all the checks for each period post the checks and post expenses to General Ledger Do quarter end maintenance as necessary and continue entering checks and printing reports until you are up to the current payroll period see Entering Manual Checks on page 3 26 This method produces accurate check history employee history records department records and an audit trail It does not produce transaction history Payroll User s Manual 3 23 Setup Functions Setup 3 24 Setting up With Transaction Employee and Check History If you need complete transaction employee and check history you must re create all the entries for the current year After you set up the PAINxxx Payroll Information PADPxxx Department and PAEHxxx Employee History files do not enter QTD and YTD information set the system date to the beginning of the fiscal year and begin entering payroll transactions in sequence Post transactions at the end of each day Then reset the system date and enter the next day s transactions When you r
249. igure the rate is recalculated If you are entering a recurring deduction enter the amount of the deduction Pieces If you are entering a recurring time ticket and the employee did piece work the number of pieces the employee produced appears Press Enter to accept it or enter a different number To save your entries and exit to the Recurring Entries screen use the Proceed OK command 10 72 Payroll User s Manual File Maintenance Recurring Entries Adding a Recurring Entry The Enter Recurring Entries screen appears when you press A to add a recurring entry 4 Enter Recurring Entries Commands Edit Modes Other Information Help 2Xts elmal e e Employee ID E Jonchim Maria K Tax Group MN Run Code 3 Cutoff li 2 Dept 501 Cost Code q Job Phase HOURLY R EXEC SECRETARIA Class SEC 0 Pieces 0 Rate Sequence No 7 500 Earn Code Note Hours Rate Amount REG Regular Pay 000 7 500 00 Deduction Note Field Employee ID Tax Group Run Code Payroll User s Manual Description Press Enter to accept the current employee ID or enter a different employee ID for the recurring time ticket Enter the employee s tax group code Enter the run code for the recurring time ticket The system uses this field to determine which groups of recurring entries to copy when you use the Copy Recurring Entries function You can set up run code
250. ind of information to enter or maintain such as on File Maintenance or Transactions screens select the appropriate option and click OK to continue e Press Page Down if prompted to move to the next section e Click Header when it appears to return to the screens header section e Press F7 to exit the screen and return to the main menu 1 30 Payroll User s Manual Navigating OSAS Introduction Menus Shortcut Menu Other Commands Menu Both the graphical main menu and graphical function screens contain drop down menus that give you access to additional commands without using the function keys While you can use the function keys to access commands in graphical mode you may find it easier to access command through these menus To access a menu s commands click a menu title The commands for that menu appear followed by any associated hot key combinations in brackets lt gt To use a command click the command name or press the hot key combination Refer to the Resource Manager guide for more information on the menus available in OSAS and their commands OSAS gives you quick access to commands relating to the screen you re using via a shortcut menu The commands that are available depend on the function and the field you are currently using To use these commands click the right mouse button and select the command from the menu that appears On the main menu the shortcut menu gives you access to commands that help y
251. ing Prior Quarters Social Security and Medicare Taxes Special Additions to Federal Income Tax Special Additions to Social Security and Medicare Total Deposits for Quarter 2183 14 Effective Adjustment Date jens200s Fs Company H 08 17 2005 Terminal TODO INS 2 Edit the number of the quarter for which you want to print the worksheet along with the date the quarter ends if necessary The current Quarter and Quarter Ending Date appear automatically based on the values in the PACTLx Payroll Control table Payroll User s Manual 9 31 941 Worksheet 9 32 Periodic Processing Enter values for the amounts that OSAS does not track automatically Enter the adjustment for the employee share of social security and Medicare taxes that were withheld by your third party sick pay payer for the current quarter in the first box The value you enter here appears on line 7b of the worksheet Enter adjustment amounts for any uncollected employee share of social security and Medicare taxes on tips and on group term life insurance premiums paid for former employees for the current quarter in the second box The value you enter here appears on line 7c Enter adjustments for the current year s income tax withholding in the third box For example enter the adjustment to make if you made a mistake when withholding income tax from wages paid in earlier quarters of the same calendar year This value appears on line 7d Enter adjustme
252. ion File Department Report Post Expense to GL Monthly Withholding Report Quarterly Employer s Tax Report Quarterly Withholding Report Quarterly State Unemployment Report 941 Worksheet W 2 Forms Roll Up Leave Balances Purge Recurring Entries Periodic Maintenance Close Last Year Payroll User s Manual 9 3 9 11 9 13 9 15 9 19 9 21 9 25 9 27 9 31 9 35 9 49 9 53 9 55 9 59 9 1 9 2 Periodic Processing Introduction The functions explained in this chapter are to be performed periodically some monthly some quarterly some annually Check with the federal state or local governments to determine which of the reports you are required to produce and file At the end of every period produce the Department Report before you post expenses to General Ledger At the end of the month you may need to produce the Monthly Withholding Report Every quarter produce the Quarterly Employer s Tax Report the Quarterly Withholding Report the Quarterly State Unemployment Report and the 941 Worksheet At the end of the quarter perform periodic maintenance At the end of the year perform year end maintenance produce W 2s from last year s files and close last year Periodically you should use the Roll Up Leave Balances function unless you want to have a permanent record of employees sick and vacation time Payroll User s Manual Enhanced Payroll Tax Reports Use the Enhanced Payroll Tax Reports function to buil
253. irectly to your OSAS data via the ODBC JDBC driver included with OSAS 7 0 and allow you to use spreadsheet tools to manipulate the data as you want and produce charts and graphs to visualize trends The spreadsheet reports are listed on the Productivity Reports menu Double click a report name to automatically launch Excel or any other spreadsheet program capable of opening an Excel formatted spreadsheet to open the report Use the selection boxes to filter the information that appears in the report or use the tools within your spreadsheet software to create charts and graphs from the report s data 1 16 Payroll User s Manual Payroll with Direct Deposit The Direct Deposit application is an add on to the Payroll application that you can purchase separately through your value added reseller Direct Deposit adds enhancements to Payroll functions and also adds new functions to help you set up and maintain an automatic method of depositing employee paychecks directly into employees bank accounts You can distribute an employee s pay among as many as six accounts The Direct Deposit application is an optional application that only adds functionality to support employee direct deposits it does not alter normal Payroll processing When you see the Direct Deposit icon in the margin it alerts you that an enhancement or function is available if you have the Direct Deposit application installed If you do not skip that step or paragraph
254. it file to the bank Contact your bank to find out whether to transfer the file by modem or on a diskette If the bank wants you to use a modem you must use your communication software to transmit the file Payroll User s Manual B 5 Common Questions What standard is used to create the prenotification and direct deposit files send to the bank The files are created using NACHA National Automated Clearing House Association standards B 6 Payroll User s Manual About Formulas C The Payroll system uses formulas to calculate deductions and withholdings based on earnings and or tables You can use variables for numbers such as year to date amounts gross earnings and so on which you can manipulate using operations and functions much like a spreadsheet program You can also look up tax rates and other variable factors in tax tables A summary of valid variables operations and functions is below If you are new to formulas or if you need to review them you will find several examples at the end of this appendix The fields and commands available on the Formula Maintenance screen are described on page 10 100 Summary of Variables Operations and Functions Below is a summary of the variables operations and functions you can use in setting up deductions and withholdings Variables You can use positive or negative numbers constants in formulas You can also use these variables in place of the numbers Variable
255. ke monthly tax deposits based on the amounts you withheld from employees checks The Monthly Withholding Report summarizes these statistics The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information and PAEWxxx Employee Withholding History files Monthly Withholding Report Screen Select Monthly Withholding Report from the Periodic Processing menu The Monthly Withholding Report screen appears Monthly Withholding Report a Commands Edit Modes Other Help es Employee ID From Bouon 8 Thru STOOO1 State From AK 9 Thu WY Month a August Month Ending Date 0s 3112005 e Print Earnings As Gross Earnings O Taxable Earnings Print Detail Report Summary Only Company H 08 7 2005 Terminal T000 INS Inquiry 1 Enter the range of employees you want to include in the report 2 Enter the range of states you want to include in the report 3 Enter the month number 1 to 12 for which you want to print the report Payroll User s Manual 9 19 Monthly Withholding Report Periodic Processing 4 Press Enter to use the current month ending date or enter the last day of the month for which you are producing the report You cannot enter a date after the last day of the current month 5 Select the kind of earnings you want to include in the report You can choose either gross earnings or taxable earnings 6 Select the level of de
256. l Codes file stores information about federal state and local tax districts which you enter through the Tax Authority Setup function Each state or local code record contains the withholding code tax table ID and tax formula for the tax district The file stores both employee and employer side withholding information The PADExxx Employee Deductions file stores information for each payroll deduction which you enter through the Deductions function Each deduction has a description and a general ledger account number whether or not the deduction is deferred compensation employer paid and calculated on gross or net pay is indicated The PADExxx file also stores the employer liability account number for employer paid withholdings and the override factors for deductions The PADDxxx Company Deductions file stores the payroll deduction codes and information relating to these codes which you enter through the Deductions function The PADPxxx Department file stores general information for each department you set up each earning code for the department the employer paid withholding and deduction and pieces totals and total hours for the department You enter this information through the Departments function The PADXxxx Deduction Exclusion file stores exclusions of earning codes from payroll deductions which you enter through the Deductions function The PAECxxx Earning Codes file stores information that you use when entering ti
257. l TODO OVR The screen contains two sections Employee Withholdings and Employer Liability The Employee Withholdings section displays information for the amount of taxes for which the employee is liable The Employer Withholdings section displays the taxes for which the employer is responsible 4 28 Payroll User s Manual Employee Inquiry Field Descriptions Field Type State Locality Code Description Txbl Earn Amount Commands Check History Description Lists the tax withholding description The state in which the employee pays taxes appears If the employee is subject to locality taxes that locality appears The code for the withholding type appears The description for the code appears The amount of income subject to the withholding type appears The calculated amount of tax appears Use the commands on the Check History Withholdings screen to perform the function you want and to find the information you need e Press Sto switch between the Employee Withholdings and Employer Liability sections e Press Eto view earnings for the selected entry The Check History Earnings screen appears e Press U to view deductions for the selected entry The Check History Deductions screen appears e Press Dto return to the Check History Inquiry screen e Press Gto go to specific withholdings code This command is available only if there is more than one page of withholdings present Payroll Us
258. lated check Bank Reconciliation When Payroll interfaces with Bank Reconciliation posting checks in Payroll creates summary disbursement entries for the checks in the Bank Reconciliation BRTRxxx Transactions file for the bank account you specify The Payroll system can keep track of checks lost to alignment problems in the Bank Reconciliation application and in Payroll history to account for those lost checks Job Cost When Payroll interfaces with Job Cost you can assign actual labor hours and dollars to the appropriate job and phase in the Job Cost JOBSxxx Jobs file When and where appropriate the interface also updates the number of pieces completed Payroll User s Manual 3 9 Setup Functions Setup 3 10 Options and Interfaces Screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with appears Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter PA as the application ID The Payroll Options screen appears Payroll Options Commands Edit Modes Other Scroll Commands Help Description Interface to General Led Interface to Bank Reconciliation Interface to Job Costing Save Payroll transaction history Save check history Post Voided Checks to Check History Post Voided Checks t
259. le Payroll User s Manual 4 21 Time Ticket History Employee Inquiry e Press L to view the last employee record on file e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press V to view time ticket details for the selected entry The View Transaction screen appears e Press Sto change the start date 4 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 5 When you finish viewing the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu View Transaction Screen The View Transaction screen appears when you select a transactions and press V or click View The screen lists detailed tax employee and amount information about the selected transaction 4 View Transaction Commands Modes Other Help 2X te Mmal 6 S 0 nd Tax Group MH Date 09 01 2005 Dept 500 EXECUTIVE Job Phase Cost Code Class Note Earn Code Cash Value Hours 000 Rate 000 Amount 133 82 Pieces 0 Voided Press Any Key 4 22 Payroll User s Manual Check History Use the Check History function to view an employee s check history for each quarter and for the year Check History
260. le 3 14 3 15 10 98 SWH 3 16 11 25 T table of valid formula operations C 4 Tables 457xxx 3 13 10 77 10 79 adding or changing 10 78 ADJMNxxx 3 13 3 14 10 77 10 80 company specific 3 34 10 78 copying a sample 10 78 DCBxxx 3 14 10 77 10 81 deleting 10 78 FREQxxx 3 14 10 77 10 82 function 10 77 GLDEPxxx 3 14 10 77 10 83 GLPAYxxx 3 14 10 77 10 84 GLTIxxx 3 14 GTLIxxx 10 77 10 85 Lookup C 5 MAXVSxxx 3 14 3 15 10 77 10 86 OWN 3 14 PACTLxxx 3 14 10 77 10 87 PATB 3 34 setting up 3 7 3 13 3 33 3 34 IX 12 SICcexxx 3 14 TCALCxxx 3 14 10 77 10 90 USRDDxxx 3 14 10 77 10 91 USRDFxxx 3 14 10 77 10 92 VACccxxx 3 14 10 77 10 93 Tables List function 12 23 sample 12 23 T accounts for posting checks 6 58 Post Expense to GL 9 15 Tax Authorities List function 13 7 sample 13 7 Tax Authority Setup 3 7 3 15 3 16 3 17 function 11 5 screen 11 5 tax forms creating on UNIX 9 8 creating on Windows 9 5 Forms Viewer D 3 Tax Groups setting up 3 7 Tax Information Inquiry 4 7 tax reports 9 3 Tax Tables EIC 3 14 10 97 federal 10 97 federal withholding 3 13 FEDM 3 14 10 97 FEDS 3 14 10 97 FICA 3 14 10 97 function 10 97 FUTAxxx 3 14 10 97 local withholding 3 13 LTXssllm 3 14 3 15 10 98 setting up 3 7 3 13 SOTss 3 14 3 15 10 98 state 10 98 state withholding 3 13 STSss 3 14 3 15 10 98 STXssm 3 14 3 15 10 98 SUTssxxx 3 14 3 15 10 98 W2
261. ll information PAINxxx file 12 Set up labor classes PALCxxx file 13 Set up employees PAEGxxx and PAEPxxx files 14 Use the Roll Up Leave Balances function on the Periodic Maintenance menu to set up leave adjustments PAHVxxx file Payroll User s Manual 3 7 Setup Checklist 3 8 15 16 17 18 19 20 Setup If necessary set up employee history PAEDxxx PAEExxx PAEMxxx and PAEWxxx files Enter initial balances Set up recurring time tickets and deductions Set up access codes Reset options and interfaces for using the system Set up a backup schedule Payroll User s Manual Setup Functions Options and Interfaces An application can be interfaced to work in conjunction with other applications Payroll can interface with General Ledger Bank Reconciliation and Job Cost General Ledger When Payroll interfaces with General Ledger posting in Payroll makes summary entries such as gross wages payable taxes and other deductions withheld net pay and payroll expenses incurred in the General Ledger GLJRxxx Journal file for transactions that affect the ledger If you void a payroll check after it has been posted the check is backed out from General Ledger and the check record can be added to the Payroll PACHxxx Checks PACDxxx Checks Deductions PACExxx Checks Earning and PACWxxx Checks Withholdings files for a manual check or to the PATRxxx Transactions file for a calcu
262. ll interfaces with Job Cost press Enter to accept the current phase ID or enter a different phase ID If Payroll interfaces with Job Cost press Enter to accept the current cost code or enter a different cost code Press Enter to accept the employee s current labor class or enter a different labor class If you want to produce multiple paychecks for the employee enter the recurring entries for the first paycheck under sequence number 0 Then enter the recurring entries for the second paycheck under sequence number 1 and so on Enter a description of the entry Press Enter to accept the current run code or enter a different run code Press Enter to accept the current cutoff date or enter a different cutoff date 10 71 Recurring Entries File Maintenance Field Description Inquiry Earn Code If you are entering a recurring time ticket press Enter Mant Deduction to accept the employee s current earning code or enter a different earning code If you are entering a recurring deduction enter the deduction code Hours Press Enter to accept the current number of hours the employee worked or that the deduction is based on or enter a different number of hours Rate If you are entering a recurring time ticket press Enter to accept the employee s current pay rate or enter a different pay rate Amount If you are entering a recurring time ticket the amount of the time ticket appears If you change this f
263. ll number is on the second line and the current year is on the third line Value On the first line enter the number of the current quarter This value is updated when you do quarter or year end maintenance On the second line enter the payroll number This value is updated when you post checks and is reset to 1 when you do year end maintenance On the third line enter the current calendar year This value is updated when you do year end maintenance 10 88 Payroll User s Manual File Maintenance Tables SICccxxx Table The SICccxxx table cc represents the sick code abbreviation is used to calculate the accrual rate of sick days for employees based on the number of years worked If no time ticket hours are entered or manual checks are issued salaried employees accrue the minimum number of sick and vacation days Salaried employees sick hours are assigned from their group code in the FREQxxx table When you enter the table ID the rest of the SICccxxx table appears Commands Edit Modes Other Help 2xte mealaal ee Table ID 3 q Description Sick Pay Accruals Table Number of Cols 4 Column Length 12 Type Up to Year Hrs Hrs Wkd Max Hours Min Accrual Company H 08 16 2005 Terminal TODO OVR Field Description Up to Year Enter the number of years worked by employees that the entries affect For example enter 1 for employees with 1 year of employment 3
264. loyee Employee Deduction Code Description JONOO1 Jonchim M K Stock Plan JONOOlL Totals ROSOO Rossini LA Stock Plan Stock Plan ROS001 Totals STOOO Stockard A W Stock Plan Stock Plan STOOO1 Totals 010 Stock Plan Grand Total End of Report Payroll User s Manual 12 21 Tables List The Tables List function shows the number of columns column length and type and data for any or all Payroll tables Use the Tables List function to review information entered into the Payroll tables using the Tables function and stored in the PATBxxx file Sample List 08 16 2005 Builders Supply 4 19 PM Tables List Payroll with Direct Deposit Table ID 457H Description 457 and Non 457 Codes No of Columns 12 Column Length 3 Type A 457 Earning Codes Non 457 Earning Codes 457 45n Table ID ADJMN Description Adjust to Minimum Wage Earning Code No of Columns l Column Length 12 Type A Adjust Code Table ID DCB Description DCB Codes No of Columns 12 Column Length 3 Type A Earning Codes Deduction Codes DCB 12 Table ID FREQH Description Frequency of Hours Pay Period Group Cd No of Columns 2 Column Length 12 Type N Group Code Hours Period VOIHH BONE End of Report Payroll User s Manual 12 23 Master Codes List Printing a Master Code List 13 3 Labor Classes List 13 5 Tax Authorities List 13 7 Earning Codes List 13 9 Deductions List 13 11 Withholdings List 13 13 Payroll User s Manual
265. luded in your direct deposit media files select the box or enter Y if not clear the box or enter N If your bank expects your ACH file to begin with a security code enter the code in the field at the bottom of the screen If your bank does not require a security code leave this field blank Payroll User s Manual File Maintenance Payroll Information 13 Enter the required length of the security code for your bank If your code is shorter than required the system appends the required number of characters to your security code The maximum length you can enter is 94 14 Use the Proceed OK command to save your changes and return to the Payroll Information selection screen Degree Descriptions Screen Use this screen to set up degree codes and their descriptions for use on the first Personnel Information screen in the Employees function Degree codes identify various educational degrees a high school diploma a B A and so on Payroll Information E a Commands Edit Modes Other Help aa Degree Descriptions Degree Description Bachelor of Science Company H 08 16 2005 Terminal TODO OYR Inquiry 1 Enter the degree code you want to add change or delete 2 Enter or edit the degree code s description 3 Use the Proceed OK command to save your entries The cursor returns to the Degree field Enter the next degree you want to work with or use the Exit F7 command to return to the Payroll Info
266. lumn Length 457 Earning Codes Non 457 Earning Codes ii Company H 0876 2005 Terminal TODO OYR After setting up earning codes use the Tables function to enter the 457 and non 457 plan codes you set up into the 457xxx table under the appropriate heading OSAS uses this table to determine which amounts are 457 or non 457 plan amounts and report them on W2s correctly Payroll User s Manual 10 79 Tables File Maintenance ADJMNxxx Table The ADJMNxxx table stores the earning code that is used when adjusting an employee s pay to meet federal minimum wage standards E EIER Commands Edit Modes Other Help EXCIEDOOES aa Abandon Table ID Description Adjust to Minimum Wage Earning Code Number of Cols Column Length 12 Type A v Adjust Code Company H 08 16 2005 Terminal T000 ovr When you enter the Table ID the rest of the ADJMNxxx table appears Enter the earning code that will be used to adjust an employee s pay to meet federal minimum wage standards 10 80 Payroll User s Manual File Maintenance Tables DCBxxx Table Due to changes in federal regulations OSAS does not reports the Cost of DCB amount you entered on the Employee Miscellaneous History screen in the Employee History function on W2s Instead Open Systems strongly recommends that you set up earning codes to track the amounts you paid for on site day care facilities or that you reimbursed to
267. maal ee Output File Name W2REPORT HEW Prefix for Output File D OSAS progPA idatal Include Records for State mN Print audit M Company H 08 17 2005 Terminal T000 INS Follow these steps to create the MMREF 1 file 1 Enter the path where you want the file to be created If the file already exists this prompt appears MMREF 1 output file already exists Do you want to overwrite Payroll User s Manual 9 45 W 2 Forms Periodic Processing 9 46 If you do not want to re create the output file select No or enter N in text mode and enter a different path for the file To erase the existing file and create a new one select Yes or enter Y in text mode If you want to create magnetic media for filing with federal authorities press Enter to leave the Include Records for State field blank The resulting file contains the federal records and the state records for all states with activity If you want to include only a single state s records and the associated federal records enter the state ID or use the Inquiry command to look up and select a state from the list that appears If you enter a state OSAS warns you that the state records that are generated will use the MMREF 1 format approved by the SSA for federal records Your state may require a different format for state records Check with your state for more information If you want an audit report of the information to be printed as it i
268. mands Edit Modes Other Help 2 X te Date osmerzoos C3 Reference 000 Comment Linda s proposal helped win multi million dollar contract O 2 1 Ifyou are working with a new comment the system date appears otherwise the date of the last comment you worked with appears Accept the default date or enter a different date 2 The current terminal ID appears in the Reference field Edit this reference if necessary 3 Enter or edit the comment then press Enter to save the comment record Payroll User s Manual 10 25 Employee File Maintenance User Defined Fields Screen If you elected to add or change user defined field information the User Defined Fields screen appears 4 User Defined Fields Commands Edit Modes Other Help 2 X tz Employee ID Bourne Linda C Last COLA 01 29 2000 Fs Training Done Orientation Diversity Conflict Mgmt Citizenship Visa Exp Date Company H 08 16 2005 Terminal T000 OVR Enter the appropriate information for each user defined field you set up using the Resource Manager User Defined Fields Setup function See the Resource Manager User s Guide for more information on setting up user defined fields When you save the entries using the Proceed OK command the next screen you selected appears If you did not select another screen the Employee selection screen appears 10 26 Payroll User s Manual File Maintenance Employee Documents Sc
269. mation be printed on only one W 2 form B 4 Payroll User s Manual Common Questions Direct Deposit It looks as if the system has not calculated a direct deposit voucher for one employee Why not The system calculates direct deposit vouchers only for employees whose Prenote In status is Y or checked The Prenote In field shows whether the bank has approved the prenotification file for this employee You can check the status by producing the Employee Direct Deposit Information List You can change this information in the File Maintenance Direct Deposit function If you make changes through the Direct Deposit function you must send the prenotification file to the bank for approval Can void a voucher No and you cannot void a check that was created along with the voucher You must enter a negative manual check What is the direct deposit file called The default name for the direct deposit file is DDEPOSIT XXX XXX is the company ID You can change the file name when you use the Create Direct Deposit File function The system appends your company ID to the name you enter Contact your bank to see whether it requires a special file name Can I use Direct Deposit for manual checks Yes See page 6 9 for instructions on using the Manual Checks function Can split an employee s check by percentage and amount You must select either the amount or the percentage you want to deposit in the account How do get my direct depos
270. me tickets or manual checks Each earning code includes the following information which you enter through the Earning Codes function e description e whether the earning code is included in net pay and fixed withholding e the earning type Payroll User s Manual 1 9 Introduction The Payroll System e the general ledger account number e the multiplier and add to base factor The PAETxxx Earnings Types file stores earning codes information which you enter through the Earning Types function Each earning code must be assigned an earning type The PAEXxxx Employee Exclusion file stores withholding code exclusion records for employees and the override factors for each withholding code which you enter through the Employees function The PAFMHDR Formula Definitions file stores the individual formula lines needed to process a function Set up these formulas through the Formula Maintenance function The PAFMLIN Formula Line Detail file stores separate lines of a complete formula The PAGDxxx Tax Group Detail and the PAGHxxx Tax Group Header files store combinations of tax authorities and withholding codes for use in calculating tax withholdings for employees The PAINxxx Payroll Information file stores a variety of general information which you enter through the Payroll Information function e records for state unemployment report e company address e bank account ID e degree codes and descriptions The PALCx
271. mple if any remaining funds are to be paid by check If the bank has notified you that the prenotification file was successfully received for the employee select the Prenote In box or enter Y in text mode to indicate that the employee s record is ready for direct deposit transactions If the bank has not notified you about a successful prenotification file transfer or if you have not yet sent the file for the employee clear the box or enter N in text mode to indicate that live vouchers should not be created for the employee Enter the employee s bank account number You can enter up to six accounts for each employee Enter the employee s bank routing code If you change either of the above two fields in an existing direct deposit record the Prenote In field is cleared or changes to No A new prenotification file must be processed before direct deposit transactions can be processed for the employee If the employee s direct deposit transaction is divided by amount enter the net amount of the employee s pay that is directly deposited into each of the specified bank accounts If any net pay remains after distribution the system applies the remainder to the last authorized account If the employee wants a fixed amount deposited and a balance remains as a result of working overtime for example enter 9999999 99 in the Amount Percent field on the Paycheck line The system then generates a check for the employee for t
272. mployee Federal Tax History Employee State Tax History Employee Local Tax History III Company H 08717 2005 Terminal T000 OYR Payroll User s Manual 4 13 Employee History Employee Inquiry Enter the employee ID for whom you want to view information then select the check box or enter Y in text mode next to each type of history you want to view Clear a check box or enter N in text mode if you do not want to view that type of employee history After you ve selected the information to view use the Proceed OK command to open the screen for the first history type selected Use the commands on the Information menu press Shift F2 in text mode when available to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information Employee Miscellaneous History Inquiry Screen 4 14 This screen appears when you select Employee Miscellaneous History on the selection screen Employee Miscellaneous History RX te Employee ID BOU001 Bourne Linda C October November December QTR 4 YTD Hours Worked 173 330 000 000 173 330 173 330 Weeks Worked 13 00 00 00 13 00 13 00 Wks Under Limit d 00 00 00 PaidiMonth H H YHN Allocated Tips E 00 00 00 100 Use Auto 3 J 00 00 Cost of GTLI F 00 00 Cost of DCB E F 00 00 457 Plan E E j 00 Non 457 Plan E J E 00 FICA Tips A j 0
273. mployee State Tax History screen to add or edit state tax earnings and contributions information for your employees The Employee State Tax History screen has two screens Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar The state earnings and tax amounts are updated when you post checks Commands Edi Employee ID State Code MH sul MH SWH Employee State Tax History Modes Other Scroll Commands Help Eee E O OSO BOU001 Bourne Linda C October 28969 05 28969 05 Earnings November 00 00 December 00 00 QTR 4 28969 05 28969 05 E DES 28969 05 28969 05 October 459 20 Tax Amounts November 00 December 00 eh 459 20 2043 61 2043 61 Switch to Tax Amounts to Tax Amounts _Enter ecit Append Next page tert roe _ Previus paoe 4 Change quarter quarter Quarter Totals Totals Montt Company H 08716 2005 Terminal T000 Use the commands to work with the information on the screen ES MODO 14 44 411 Ph dl ova e Press S to switch between the Earnings and Tax Amounts sections of the screen e Press Enter to edit a line item Press A to add a line item Payroll User s Manual 10 43 Employee History File Maintenance Line items i
274. n This screen appears only after you have set up users and access codes for the OSAS system Access Codes Access codes limit use of the system and protect sensitive information Each code allows access to specific applications menus and functions If you cannot select a menu or function your access code is not authorized for it Use the Access Codes function in Resource Manager to set up access codes To change access codes select Access code from the File menu click the Access Code button on the toolbar or press F4 on the main menu When the Access Code box appears enter the access code to change to and press Enter 1 24 Payroll User s Manual Starting OSAS Introduction Workstation Date To change the workstation date select Workstation date from the File menu click the Change Date button on the toolbar or press F6 Set Workstation Date O 20898 Workstation Date 08 02 2005 5 When the Workstation Date box appears use the button or your keyboard to enter the date and press Enter Payroll User s Manual 1 25 Navigating OSAS OSAS menus and functions are available in two modes graphical and text The graphical mode allows both keyboard and mouse commands and uses data entry fields and buttons similar to those found in any graphical software program The text mode presents information in a simpler text format and uses keyboard commands to access functions and move around the screen If you u
275. n UNIX the View Mode field is not available you always use the Enhanced Payroll Tax Reports function on UNIX to create a new file or prepare an existing one for use with Forms Viewer 2 Select the Form Type to generate e Select Open Date to generate a form that contains data that is valid between the dates you enter After selecting Open Date enter the year to assign to the data and the dates to use when generating the file in the Year and Pick Date fields below Payroll User s Manual Periodic Processing Enhanced Payroll Tax Reports e Select Monthly to generate a form that contains data for the month and year you select When the Month Year fields appear enter the month and year to use when generating the file e Select Quarterly to generate a form that contains data for the quarter and year you enter When the Quarter Year fields appear enter the quarter and year to use when generating the file e Select Annual to generate a form that contains data for the year you enter When the Year field appears enter the year to use Enter the File Name If you select Monthly Quarterly or Annual in the Form Type field OSAS automatically enters a file name based on the month or quarter and year you entered If you select Open Date in the Form Type field be sure to enter the AUF extension after the file name If you selected Open Date in the Form Type field enter the dates to use when generating the AUF file in the Pick Date f
276. n both the Earnings and Tax Amount portions of the screen are identified by state and state tax authority codes State tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined When you add or edit tax amount information you can enter amounts for three months each field s mask is user defined Once you enter a state line you cannot change the state code that withholding is for If you need to enter a different state press A The quarter totals and year to date totals are updated by the sum of the values you enter for the three months e Press N to move to the next screen you selected e Press P to return to the previous screen e Press Gto go to a specific line item then enter the state tax authority code or use the Inquiry F2 command to select the code This command is available only when there is more than one screen of items e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side 10 44 Payroll User s Manual File Maintenance Employee History Employee Local Tax History Screen Use the Employee Local Tax History screen to add or edit local tax earnings and contributions information for your employees The Employee Local Tax History screen has two wind
277. n the department entries are posted to a default general ledger account If you do not want entries posted to the default account you must select a different account Invalid period conversion table The CNVTxxx table for the company is invalid for example because you are on a quarterly system and you have not updated the table with corresponding data for the next quarter Use the Resource Manager Period Setup function to make corrections A 4 Payroll User s Manual System Messages Invalid quarter in PACTLx table The current quarter you entered in the PACTLxxx table is invalid Use the Tables function page 10 77 to correct the table Valid quarters are 1 2 3 or 4 Job has phases If you try to add a payroll transaction for an employee and use the Inquiry F2 command to select a job you must enter the phase associated with that job Last year data files not found for company X The last year data files have been erased manually or by closing them Must build table name table first You must build the table shown in this message before you can use this function No check on file for employee xxxxxx You must calculate checks before printing Use the Calculate Checks page 6 3 or the Manual Checks page 6 9 function You might also see this message if you try to edit an accrual for an employee who does not have a check on file You must use the Calculate Checks or the Manual Checks functions No tax information
278. n to adjust sick and vacation time calculated through the Calculate Checks or Manual Checks functions You can correct accrual errors or add to the accrual for a bonus Accrual Adjustments Screen Select Accrual Adjustments from the Payday Work menu The Accrual Adjustments screen appears A Accrual Adjustments Commands Edit Modes Other Help Employee ID Last Name Bourne First Name Linda Middle Initial c Vacation Current Pay Period Accrual 500 Use File Maintenance to Edit Hours Accrued Year to Date 000 Hours Taken Year to Date 000 000 Hours Taken This Period 000 000 Pre Post Remaining Hours 119 500 Accrual Code XX XX Company H 08 17 2005 Terminal T000 INS Inquiry 1 Enter the employee ID whose accrual record you want to change The employee s name appears 2 Edit the vacation and sick accrual adjustments for the employee The pay period to date and year to date hours accrued and hours taken totals appear in the lower portion of the screen To edit vacation and sick accruals use the Leave Adjustments function see page 10 49 Payroll User s Manual 6 25 Accrual Adjustments Payday Work 6 26 The employee s remaining vacation and sick totals before posting appear Use the Proceed OK command to save your changes The cursor returns to the Employee ID field Enter the next employee you want to enter accrual adjustments for or use the Exit F7 command to return to the Payday Work men
279. nd MDI To switch between the two styles press Shift F5 If you use Visual PRO 5 the graphical main menu is the only graphical menu available Graphical The graphical main menu is shown below Main Menu 4 T000 OPEN SYSTEMS Accounting Software ES File Modes Tools Favorites Other Help Aw hls H Builders Supply v o OPEN SYSTEMS Accounting Software Main Menu General Ledger 2005 Bills of Materials Kitting Journal Transactions Transactions Bank Reconciliation Reports Copy Recurring Entries Payroll with Direct Deposit Productivity Reports GL Journal Fixed Assets Periodic Processing GL Activity Report General Ledger File Maintenance GL and Transaction Inquiry Inventory Statement Maintenance Edit Transactions Job Cost Master File Lists Post to Master Purchase Order Sales Order Resource Manager Company H Terminal T000 08 02 2005 8 50 AM You can move around the graphical menu in these ways e Click an application to view that application s menu Click a menu item to view its functions Double click a function name to enter that function e To exit from the graphical menu click a different application or menu name or press Tab to return to the main menu To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu 1 28 Payroll User s Manual Navigating OSAS Introduction MDI Main The MDI menu centralizes all OSAS functionality
280. nda C GEROOlL Gerard Timothy G JENOOlL Jenkins Kathy M JONOO1 Jonchim Maria K LURO0l Lukas George ROS001 Rossini Lucinda A STOO001 Stockard Albert W 5 Check s For Check Location 5 Voucher s For Check Location End of Report 6 46 Builders Supply Paycheck Received Report Pay Check Date 08 15 2005 459 30 1099 459 30 1099 459 30 1099 459 30 1099 468 22 4819 460 339 9093 468 80 9944 488 30 1281 460 39 9982 449 58 4392 Check Date 0001079 vooo1963 0001153 0001080 voools64 0001081 voools6s VO0001966 0001082 vV0001967 08 15 05 08 15 05 08 15 05 08 15 05 08 15 05 08 15 05 08 15 05 08 15 05 08 15 05 08 15 05 Payroll User s Manual Withholding Report Federal state and local tax authorities may require your company to make a deposit based on the amounts you withheld from employees checks These deposits may be required after each pay period or at the end of every quarter The Withholding Report is a summary of these employee payroll withholding amounts for one pay period The Quarterly Withholding Report summarizes the statistics for one quarter Withholding Report Screen Select Withholding Report from the Payday Reports and Posting submenu The Withholding Report screen appears 4 Withholding Report E E Commands Edit Modes Other Help Payroll Number 000054 Quarter 3 Group Code 0123 Period End Date on Checks GL P
281. nformation Inquiry 4 3 General Ledger last year files 6 38 Payroll interface 3 9 3 10 GLDEPxxx table 3 14 10 77 10 83 GLJRxxx file 6 57 6 60 9 15 9 16 GLPAYxxx table 3 14 10 77 10 84 GLTIxxx table 3 14 golden parachute payments 9 35 graphical mode drop down menus 1 31 function screens 1 30 graphical main menu 1 28 Inquiry button 1 34 Maintenance icon 1 34 MDI menu 1 29 shortcut menu 1 31 toolbars 1 33 group codes 3 21 10 9 group term life insurance 9 35 10 35 GTLIxxx table 10 77 10 85 IX 6 H home department 3 12 hot keys 1 39 l IDs establishing a format 3 4 setting up 3 3 sorting 3 3 including vacation sick hours in accrual calculation 3 32 incorrect miscellaneous entries reversing 5 4 incorrect time tickets reversing 5 4 initial balances 3 23 3 24 10 31 setting up 3 8 Inquiry F2 button 1 34 flag 1 39 Install Applications 2 3 2 5 2 7 installation local tax routines 3 17 Payroll 3 23 Payroll Tax Routines 3 16 preparing data 3 33 installing Direct Deposit 2 5 Payroll 2 5 interfaces 3 23 Direct Deposit 3 31 Payroll and Direct Deposit 3 31 J Job Cost Payroll interface 3 9 3 10 JOBSxxx file 5 3 JOCDxxx file 5 3 JOHIxxx file 5 3 K Key Date Report function 8 15 sample 8 15 Payroll User s Manual Index L Labor Classes 3 20 function 11 3 screen 11 3 setting up 3 7 Labor Classes List function 13 5 sample 13 5 laser fo
282. ng appears Building formula in sample data will erase live formula Y N Select Yes or enter Y in text mode to replace the existing formula Payroll User s Manual 10 99 Formula Maintenance File Maintenance Formula Maintenance Screen Select Formula Maintenance from the File Maintenance menu The Formula Maintenance screen appears amp Formula Maintenance 10 100 Commands Edt Modes Other Scroll Commands Help Formula ID Description A ate npl Factor 1 5 a u 0001 Factor 3 Factor 4 g Factor5 0 Factor 6 Variable Formula TABLE2 1 1 RETVAL REM GET T TABLE2 1 2 RETVAL TAXEARN YTDEARNINGS IF LIOOS gt LIOO2 TH TAXEARN TAXEARN YTDEARNINGS LIO LIOO4 LIO01 100 IFCYTDEARNINGS gt LI002 TH D EL LIOOS IF LIOOS lt 0 TH O EL LIDOS LI001 LI0021 00 YTDVVITHHOLDINGS LI007 IF LIOO9 LIO08 TH LIOO7 LI009 LI008 EL LIO07 IF LI010 lt 0 TH O EL LIO10 Formula ID Formula Line 001 of 011 Create Program Company H 08716 2005 Terminal TODO OYR Enter edit Append Field Description If you are entering the Formula Entry screen through the Employees Pay Information screen Deductions function or Withholdings function the formula ID appears if not enter the formula ID The RTN extension is not automatically appended to the formula ID You should add this extension to the withholding formula names and you must add it to the
283. ngs file You set up withholdings using the Withholdings function on the Codes Maintenance menu Use the list as a reference or to check your entries Sample List 08 16 2005 4 24 PM Withholding Auth Code Description CA W H Earned Income Emplyr Medicare Emplyr OASDI Unemp Ins Federal WH Emplye Medicare Emplye OASDI MN Unemp Ins SWH MN W H Report Payroll User s Manual 203700 203400 203200 203200 203600 203000 203200 203200 203700 203400 Builders Supply Withholdings List By Withholding Code Expense Acct Fixed Pct Tax ID 530000 12345678912 530000 530000 530000 77 7777777 530000 S 441234 46 9783645 Employer WH Weeks Worked Limit 13 13 System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed A bank account is required You must enter a bank account ID if Payroll interfaces with Bank Reconciliation Access to File Maintenance denied Your access code is not set up to use the Maintenance F6 command in this field You must be set up to access the File Maintenance function associated with this field Bank account ID xxxxxx not found The bank account ID you entered if Payroll interfaces with Bank Reconciliation is not on file Enter a different ID or use the Inquiry F2 command to look up and select the ID from the list
284. ngs information about the selected check The Check History Earnings screen appears e Press D to view deductions from the selected check The Check History Deductions screen appears e Press W to view withholdings from the selected check The Check History Withholdings screen appears e Press R to print the entry screen then select the output device 4 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 5 When you finish viewing information press E to clear the screen and return to the Employee ID field Enter a new employee ID for which to view information or use the Exit F7 command to return to the Employee Inquiry menu 4 24 Payroll User s Manual Employee Inquiry Check History Check History Earnings Screen The Check History Earnings screen appears when you use the appropriate command on the Check History Inquiry Check History Deductions or Check History Withholdings screen to view earning information for the selected entry Check History Earnings a ES Commands Modes Other Scroll Commands Information Help gt x malma elso Employee ID BOU001 Bourne Linda C Start Date Check No 0001073 Earn Code Description Tax Group Class Hours Amount Dept Job Phase Cost Code Rate Regular Pay 500 Vacation Pay 500 Cash Value 500
285. non 457 plans for each month advance EIC payments uncollected Medicare and other information The PAEWxxx Employee Withholding History file stores month to date quarter to date and year to date information about each employee s payroll withholdings The PAHCxxx Check History file stores general information employee ID department check number for each check you disburse for payroll expenses Check records are deleted through the Periodic Maintenance function The PAHDxxx Check Deductions History file stores a record of the deductions taken from each check you disburse for payroll expenses Check records and the deductions associated with them are deleted through the Periodic Maintenance function The PAHExxx Check Earnings History file stores a record of the earnings associated with each check you disburse for payroll expenses Check records and the earnings associated with them are deleted through the Periodic Maintenance function 1 12 Payroll User s Manual The Payroll System Introduction The PAHWxxx Check Withholdings History file stores a record of the withholdings associated with each check you disburse for payroll expenses Check records and the withholdings associated with them are deleted through the Periodic Maintenance function The PATHxxx Transaction History file stores the time tickets and miscellaneous payroll entries you make through the Payroll Transactions function Transaction history is d
286. ns Coverage Family Blue Cross User Label 2 User Label 3 Emergency Contact Name Jim Bourne Work Phone 612 567 3319 Home Phone 612 555 1212 Relation Husband Employee First Last Next Previous User fields Company H 08 17 2005 Terminal T000 OVR Inquiry _ 1 Enter the ID of the employee whose information you want to view Payroll User s Manual General Information Employee Inquiry The Direct Deposit flag appears only if Direct Deposit is installed to alert you that the employee participates in direct deposit 2 Use the commands to find the information you need e Press E to view a different employee record e Press N to view the next employee record on file e Press P to view the previous employee record on file e Press F to view the first employee record on file e Press L to view the last employee record on file e Press U to view the employee s user defined fields 3 Press Shift F2 or use the Information menu to access any comments that have been made about the employee or to view any documents that have been attached to the employee record See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information Exiting from General Information Inquiry When you finish viewing information for an employee press E to clear the screen and return to the Emp ID field Enter a different employee ID or use the Exit F7 command to return to the Employee Inq
287. nt List Payroll Information List Recurring Time Ticket List Recurring Deductions List Tables List Payroll User s Manual 12 3 12 5 12 7 12 9 12 11 12 13 12 15 12 17 12 19 12 21 12 23 12 1 Printing a Master File List The functions on the Master File Lists menu let you print lists of the information you entered using the File Maintenance menu These lists do not contain any calculations formulas or transaction amounts but rather list only the basic file information used in the Payroll system If any of the information on a master file list is incorrect use the appropriate function on the File Maintenance menu to correct it then reprint the master file list You produce all master file lists in the same way Use the instructions below to print a master file list modifying the procedure as necessary for the list you are printing For example if the screen for the list you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a master list 1 Select the list you want to print from the Master File Lists menu The selection screen for that list appears The Employee Detail List screen is shown below as an example Employee Detail List a O E Commands Edit Modes Other Help Employee ID From BOUDO1 Thru STO001 y Sort By Print Employee ID O Active Employees Only O Last Name O Terminated Employees Only O Social Security Number
288. ntries are made the general ledger post to date amounts in the PADPxxx Department file are cleared to make way for a new accounting period Earnings CR GL Account in PAECxxx file Payroll User s Manual Employer Employer Withholding Deduction CR CR GL Expense Acctin GL Expense Acct in PAWIxxx file PADDxxx file 9 15 Post Expense to GL Periodic Processing Before You Post If you have a multiuser system make sure that no one else is using the Payroll system before you post expenses to General Ledger Other users cannot access the PADPxxx file in Payroll and if Payroll interfaces with General Ledger other users cannot access the GLJRxxx file while you are posting Back up your data files Power surges or equipment failures can result in the loss of information Be sure that you have a copy of the Department Report Post Expense to GL Screen Select Post Expense to GL from the Periodic Processing menu The Post Expense to GL screen appears Post Expense to GL m Commands Edit Modes Other Help Have you backed up your data files Post to GL Period 08 Post To Post to General Ledger In Summary Detail Company H 08 17 2005 Terminal T000 INS 1 Ifyou have backed up your data files select the box or enter Y in text mode if not clear the box or enter N in text mode If you have not backed up your files exit to the menu and do so before continuing 9 16
289. ntries posted to the PADPxxx Department file from the PATRxxx Transactions and PACHxxx Checks files Produce this report at the end of an accounting period to review the accumulated expense amounts before you post labor expenses to General Ledger Department Report Screen Select Department Report from the Periodic Processing menu The Department Report screen appears 4 Department Report a m Commands Edit Modes Other Help aa Department D From 100 y Thru 50 sj Sort Report By Department ID O SL Account Print Report In Summary Detail Page Break After Department Company H 08 7 2005 Terminal T000 INS Inquiry 1 Enter the range of departments you want to include in the report 2 Select the order in which you want to sort the report Payroll User s Manual 9 13 Department Report Periodic Processing 3 Select the amount of information you want to include for each department selected You can print in the report in summary a summation of the General Ledger accounts 1f you chose to sort by account or in detail 4 If you want each department to begin on a new page select the box or enter Y in text mode if not clear the box or enter N in text mode 5 Select the output device See Reports on page 1 41 for more information After the report is produced the Periodic Processing menu appears Department Report 08 17 2005 10 52 AM Builders Supply Department
290. ntry with negative amounts This procedure provides an audit trail of the change Payroll Transactions Screen Select Payroll Transactions from the Daily Work menu The Payroll Transactions screen appears Payroll Transactions Commands Edit Modes Other Scroll Commands Information Help al Employee ID E Bourne Linda C SALARIED Department 500 EXECUTIVE Date 08 17 2005 Class Prs Date Dept Type Code Amount Pieces 0815 2005 DO 34 000 4 000 136 00 0815 2005 50 0815 2005 Entry 000001 of 000003 Company H 08 17 2005 Terminal T000 OVR 1 Enter the employee ID for which you want to enter change or delete Mat information Data from the employee s record appears 5 4 Payroll User s Manual Daily Work Payroll Transactions 2 Use the commands to work with the information on the screen e To edit the selected transaction press Enter See Editing a Transaction on page 5 5 for more information e To add a transaction press A See Adding a Transaction on page 5 10 for more information e To view a different employee record press E e To view the first employee record on file press F e To view the last employee record on file press L e To view the next employee record on file press N e To view the previous employee record on file press P The four commands above skip employees that have been terminated when locating the appro
291. nts for social security and Medicare taxes for preceding quarters of the calendar year in the fourth box For example enter the adjustment to make if you made a mistake when reporting social security and Medicare taxes on previously filed Forms 941 The value you enter here appears on line 7e If you are an employer with special circumstances enter the adjustment amounts for special additions to federal income tax and social security and Medicare in the fifth and sixth boxes Enter amounts only if you have received a notice from the IRS that instructs you to do so These amounts appear on lines 7f and 7g Enter the total deposits for the quarter in the last box The value you enter here appears on line 11 The remaining values pulled and calculated from OSAS data Enter the date from which the adjustments take effect or the date you realized the adjustments were necessary in the Effective Adjustment Date Select the output device to produce the worksheet See Output the Report on page 1 74 for more information After the worksheet is produced the OSAS menu appears Payroll User s Manual Periodic Processing 941 Worksheet 941 Worksheet Part 1 941 for 2005 Employer s Quarterly Federal Tax Return 1 Number of employees who received wages tips or other compensation for the pay period including Mar 12 Quarter 1 June 12 Quarter 2 Sept 12 Quarter 3 Dec 12 Quarter 4 2 Wages tips and other compensati
292. nu 1 38 Payroll User s Manual Navigating OSAS Introduction Commands and Flags Both the text menu and text function screens let you use commands to drill down to more information change companies or access codes switch to sample data and perform tasks related to the function you are using These commands are analogous to the commands contained on drop down menus in graphical mode You access commands by pressing the hot key combination for the command you want to use If you re working with a keyboard that lacks function keys labeled with an F followed by a number or if you re working with an emulator in UNIX which can cause function keys to become unavailable press the appropriate alternate key combination to access the command Refer to Appendix B in the Resource Manager guide for a list of all OSAS commands and their associated hot keys Not all commands are available for every function or field when a command is available a flag appears at the bottom of the function screen Common flags include Quick Info Maint Inquiry and Verify e The Quick flag reminds you that you are using the Quick Entry mode to skip fields that are not required Press Ctrl F to toggle quick entry on and off When the Info flag appears press Shift F2 to access the Information menu to access additional information about a customer vendor item job bill of material or employee See page 1 32 for more information on this menu When the
293. o Bank Reconciliation Automatic Accrual of Vacation Sick Time Include vacation sick hours for accrual calculation Use First or Last Name First Print company name on checks Print checks on blank preprinted or laser forms Print Social Security Numbers on Checks Use time card calculator Post Employer Taxes Deduction to Home or Worked Department Enter Toggle Option 001 of 015 Company H 0840 2005 Terminal TODO OVR To toggle an option for example between YES and NO press Enter 1 Toggle between YES or NO to indicate whether you want to interface Payroll with General Ledger Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of settings Payroll User s Manual Setup 10 Setup Functions Toggle between YES or NO to indicate whether you want to save Payroll transaction history You cannot produce the Transaction History Report unless you save transaction history Toggle between YES or NO to indicate whether you want to save check history You cannot produce the Check History Register or the 941 Worksheet unless you save check history Toggle between YES or NO to indicate whether you want voided checks to be posted to the PAHCxxx Check History file These check forms have been voided as a result of printing payroll checks not as a result of using the Void Check
294. o continue copy the ZIP file to a computer where the forms viewer is installed or map a drive from the forms viewer to the current location Use the OSAS Enhanced Payroll Tax Reporting software that is installed on a Windows workstation to process your tax reports Refer to the Enhanced Payroll Tax Reporting user s guide for more information Company H 11 03 2005 Terminal TODO OVA The file is created in the directory listed in the message You need to transfer the file to the Windows workstation on which you installed FormsViewer then import the file using the Forms Viewer importer See page D 13 for more information 7 After the file is created press F7 to exit to the OSAS menu When the Do you wish to erase AUF file message appears select Yes to delete the file or No to retain it Delete the file if you want to prevent unauthorized users from opening it If you want to use the file with another form be sure to select No to retain it 9 10 Payroll User s Manual Create Prenotification File Use the Create Prenotification File function to create the file necessary for your bank to verify account numbers and routing codes in a trial run You cannot produce vouchers until you receive approval from your bank This function is available only if you have Direct Deposit installed Create Prenotification File Screen Select Create Prenotification File from the Periodic Processing menu The Create Prenotific
295. o switch to the Values section of the screen e Press Enter to toggle a file as included or excluded from the copy process e Press A to tag all of the files e Press N to untag all of the files e Press B to begin the change field process 10 105 Change Fields 10 106 12 13 File Maintenance e Press H to return to the header section to change the selection you made for printing the log e Press Gto go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved When you have tagged the files you want to change press B to begin the change process When the changes are complete the log prints if you elected to produce it Enter a new Field ID to change or use the Exit F7 command to return to the File Maintenance menu Payroll User s Manual File Maintenance Change Fields Change Fields Log 08 16 2005 2 46 PM File Name Records Read Records Converted Original Total Record ARSPH CJBSH Could not open file PACDH PACEH PACHH PACWH PADEH PAEDH PAEEH PAEMH PAEPH PAESH PAEWH PAEXH PAHCH PAHDH PAHEH PAHVH PAHWH PAREH PATHH PATPH PATRH PAEGH PAEGH DDDIH DDVHH DDVEH JOBSH JOHIH Field ID PA EMPLOYEE ID Original Value BouUool JENOOL LUKOOL Payroll User s Manual 6 4 D D D 0 15 15 13 6 z 9 27 0 15 24
296. ompany access codes for 3 27 deductions setting up 3 7 Company Address 3 19 10 61 10 64 company name on checks option 3 32 company specific table 10 78 conditionals C 5 C 7 conversion allocating QTD figures to MTD fields 2 10 before converting 2 7 2 8 set up table PASOCNVT 2 8 setup considerations 2 7 converting to OSAS version 7 0 2 12 Copy Recurring Entries 5 23 copying employee salary information 10 5 employee tax information 10 5 sample table 10 78 Create Direct Deposit File 1 20 6 41 Create Prenotification File 1 21 9 11 creating prenotification file 3 34 Payroll User s Manual Index D daily tasks 1 19 Daily Work 1 6 data entering 3 33 data dictionaries 2 3 2 5 Data File Conversion 2 7 2 12 Data File Creation 2 3 2 6 data files backing up 3 28 conversion 2 8 date fields 1 33 DCB 9 35 10 35 10 97 11 18 DCBxxx table 3 14 10 77 10 81 DDDIxxx file 1 18 DDVHxxx file 1 18 DDVKxxx file 1 18 Deduction Codes editing for manual checks 6 17 entering for manual checks 6 17 Deductions 3 17 3 18 5 21 adding 11 18 changing factors 10 14 editing 11 18 excluding 3 16 formula names 10 100 formulas 10 12 10 99 function 11 17 information 10 39 log 11 22 overriding factors 10 14 record of 7 13 using the same number twice 10 13 Deductions List function 13 11 sample 13 11 deferred compensation 3 18 10 40 11 18 B 4 Degree Descriptions 3 19 10 61 10 67
297. ompletes and the log prints the Payday Work menu appears Calculate Checks Log 08 17 2005 Builders Supply 8 45 AM Calculate Checks Group Codes 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 3 Grp Period Beg Pd Code Period Beg Pd Code 0 08 01 2005 1 08 01 2005 1 2 08 01 2005 1 08 01 2005 1 BOUOO Bourne Linda Neg Net Pay of 94 96 Gross Pay of 136 00 Deductions Reduced until Net is Zero Calculate Checks Totals REG Regular Pay SAL Salaried Wage Gross Pay Net Pay Checks Number of Employees Number of Checks Number of Vouchers End of Report Payroll User s Manual 6 7 Manual Checks Use the Manual Checks function when you want to produce payroll checks outside the normal payroll cycle For example if an employee resigns is going on vacation or is receiving a bonus or other type of compensation on a separate check you can produce a manual check for the employee before the next payday or produce multiple checks on payday Note If you issue and print a check for a previous year make sure that the check is dated for the correct year You can also use the Manual Checks function to change deductions and withholdings of calculated checks that are already in the PACHxxx Checks file If Direct Deposit is installed use the Manual Checks function to prepare or clear direct deposit vouchers Before You Begin If you have a multiuser system make sure that no one else is calcul
298. on nn mn we a Denen 3 Total income tax withheld from wages tips and other compensatim 4 If no wages tips and other compensation are subject to social security or Medicare tax 5 Taxable social security and Medicare wages and tips Colum 1 Colum 2 5a Taxable social security wages 00 124 5b Taxable social security tips 00 124 5c Taxable Medicare wages and tips 00 029 5d Total social security and Medicare taxes Colum 2 lines 5a 5b 5c line Sd 6 Total taxes before adjustments lines 3 5d line 6 7 Tax adjustments If your answer is a negative number write it in brackets 7a Current quarter s fractions of cents o 7b Current quarter s sick pay T h a e we Ee a B 7c Current quarter s adjustments for tips and group term life insurance 7d Current year s income tax withholding Attach Form Alc 1554 7e Prior quarters social security and Medicare taxes Attach Form 941c TE Special additions to federal income tax reserved use 79 Special additions to social security and Medicare reserved use 7h Total adjustments Combine all amounts lines 7a through 7g 2 22 8 Total taxes after adjustments Combine lines 6 and h osos sosoo e e 11 Total deposits for this quarter including overpayment applied from a prior quarter 12 Balance due lines 10 11 line 12 Make checks payable to the United States
299. or the three months Press N to move to the next screen you selected Press P to return to the previous screen Press G to go to a specific line item then enter the state tax authority code or use the Inquiry F2 command to select the code This command is available only when there is more than one screen of items Press C to change the current quarter Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Payroll User s Manual File Maintenance Employee History Employee History Audit Log The preferred way to change a field on a history screen is to enter a payroll transaction or a manual check and then post the item If you manually change a history field and then exit from the screen the following message appears An Employee Maintenance Audit Log exists You must print it or send it to a file before you leave this function Select the output device After the log is produced the File Maintenance menu appears Audit Log 08 09 2005 Builders Supply 10 17 AM Employee History Audit Log Employee BOUOOL October Weeks Worked was changed from 4 34 to 2 34 End of Report Payroll User s Manual 10 47 Leave Adjustments Use the Leave Adjustments function to make positive and negative adjustments to an employee s sick and vacation pay Any changes you make here will update the PAHVxxx Payroll Leave Adjus
300. ormation Use the Employees function see page 10 3 to set up and maintain employee records The information is stored in the PAEGxxx Employee General Information PAEPxxx Employee Personnel PAESxxx Employee Federal State Local Withholdings PAEXxxx Employee Exclusion and PADExxx Employee Deductions files General Information Use the General Information portion of the Employees function to enter and maintain such fundamental employee information as the employee s home address sex job title and so on Salary Information Use the Salary Information portion of the Employees function to enter and maintain pay information for the employee If the employee s normal salary does not meet federal minimum standards you can use the Adjust to Minimum feature to automatically bring the employee s paycheck up to minimum wage 3 20 Payroll User s Manual Setup Setup Functions Group Codes Group codes identify the employees you want to pay when you calculate checks Common practice is to use different group codes for different pay cycles For example hourly employees who are paid weekly might be group 1 salaried employees who are paid monthly might be group 2 and commissioned employees might be group 3 Override Pay You can enter override pay when you want to pay salaried employees something other than their normal salaries for example when employees start or quit within a pay period Override pay applies only to
301. ormation for employees on direct deposit Only employee records that have been added or changed since the last time you used this function are included in the new file unless you choose to resend all prenotifications You must send the prenotification file to and receive approval from the bank before you can process direct deposit transactions for employees Print Selected Reports and Lists Periodically you will print selected reports and lists to review information about your payroll and direct deposit information Use the functions on the Payday Reports and Posting submenu of the Payday Work menu the Payroll Reports menu the Personnel Reports menu the Periodic Processing menu and the Master File Lists menu Payroll User s Manual 1 21 In Windows In Other Operating Systems Using Parameters Starting OSAS OSAS runs on an operating system supported by 150 MB of permanent storage and 4 MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or access the program from the Start menu To start OSAS on an operating system other than Windows enter osas at the operating system prompt If your operating system has graphical capabilities you can also use the OSAS shortcut to start OSAS You can use the u c a and t param
302. ort representative Note You must install the new versions of Payroll and Direct Deposit if applicable before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number from the application you are converting The Data File Conversion function has no way of determining the information from within the function Before you convert an application s files back up your data files Consider Your Setup Before you convert from your version of Payroll or Direct Deposit if applicable consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure if your system is ready for conversion consult your Open Systems software provider If you are converting from version 6 5x to 7 0 no conversion is necessary You should still use the Data File Conversion function to copy data files from the old data directory to the new directory however Payroll User s Manual 2 7 Conversion Installation and Conversion Converting from Version 4 x and Earlier Before you begin the conversion from a version before 5 00 you must set up one table and gather some additional information Each local code must be assigned to its respective state The system look
303. otals Month Total Company H 08716 2005 Terminal TODO MODE KIKK ELJI Use the commands to work with the information on the screen e Press S to switch between the Earnings and Tax Amounts sections of the screen e Press Enter to edit a line item Press A to add a line item Payroll User s Manual 10 41 Employee History File Maintenance 10 42 Line items in both the Earnings and Tax Amount sections are identified by federal tax authority codes which are set up in the Tax Authority Setup function see page 11 5 When you add or edit earnings information you can enter amounts for three months Your changes are saved and take effect immediately The quarter totals and year to date totals are updated by the sum of the values you enter for the three months Press N to move to the next screen you selected Press P to return to the previous screen Press G to go to a specific line item then enter the federal tax authority code or use the Inquiry F2 command to select the code This command is available only when there is more than one screen of items Press C to change the current quarter Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side Payroll User s Manual File Maintenance Employee History Employee State Tax History Screen Use the E
304. ou manage your Favorites menu switch between sample and live data perform certain setup tasks and view function information On function screens this menu helps you access help documentation move around the function screen work with EIS dashboards and so on The Other Commands or F4 menu is available on both graphical and text menu and function screens and gives you access to additional utilities and commands not directly related to the function you re currently using Among other things these commands open calculators or allow you to view or enter additional information In text mode press F4 twice on the menu or once on function screens to access this menu Consult Appendix A in the Resource Manager guide for more information on the commands available on the Other Commands menu Payroll User s Manual 1 31 Introduction Navigating OSAS Information The Information or Shift F2 menu is available in some graphical or text Menu function screens in certain applications and gives you access to additional information about a customer vendor item job bill of material or employee The commands available on the Information menu are determined by the applications you have installed and can include e General Information Comments e History e Documents e Address Lookup Not all of the commands above appear on every Information menu instead commands are available only as they are relevant to the task you are performing
305. oved from the employee s record Enter F if the employee works full time or P if the employee works part time Enter the code from the SICccxxx table for the accrual rate of sick hours for the employee Enter the code from the VACccxxx table for the accrual rate of vacation hours for the employee This field is updated when you post checks that contain sick pay hours A negative value indicates sick hours taken a positive value indicates sick hours accrued You cannot change this value This field is updated when you post checks that contain vacation pay hours A negative value indicates vacation time taken a positive value indicates vacation time accrued You cannot change this value 10 11 Employee File Maintenance 10 12 Scheduled Deductions Scheduled Deductions No Description 12345 Amount Balance E 1 Medical Ins YNNNN 6 401K PNNNN 4 50 00 E 3 United Way PNNNN 1 00 00 fa 4 Credit Union YNNNN 50 00 00 10 Stock Plan YNNNN 100 00 00 2 Dental Ins YNNNN 3 52 00 18 18 ej Deduction 001 of 006 Press Tab to switch to the Scheduled Deductions section of the screen Each employee can have 999 scheduled deductions Use the commands to work with scheduled deduction information e Press Enter the edit the selected deduction See Editing or Adding a Scheduled Deduction on page 10 13 for more information e Press A to add a scheduled deduc
306. ows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar The local earnings and tax amounts are updated when you post checks Employee Local Tax History Commands Edit Modes Other Scroll Commands Help es u Employee ID BOU001 Bourne Linda C Earnings State Lo Code October November December QTR 4 YTD MODE Tax Amounts October November December YTD 14 44 4 gt 1 br Switch to Tax Amounts Enter edit Append Next page t Change quarter Quarter Totals th Tot Company H 08716 2005 Terminal TODO OYR Use the commands to work with the information on the screen e Press Tab to switch between the Earnings and Tax Amounts sections of the screen e Press Enter to edit a line item Press A to add a line item Payroll User s Manual 10 45 Employee History File Maintenance 10 46 Line items in both the Earnings and Tax Amount portions of the screen are identified by state locality and local tax authority codes Local tax authority codes are set up in the Tax Authority Setup function When you add or edit earnings information you can enter amounts for three months each field s mask is user defined The quarter totals and year to date totals are updated by the sum of the values you enter f
307. oyee click Yes or enter Y in text mode if not click No or enter N in text mode The check is then calculated and the second manual checks screen appears e If you elected not to accrue vacation and sick time for an employee you can enter or edit a manual check or press N to go to the next page of line items To enter or edit the number of pieces the check number or the weeks worked for the paycheck press H e To delete the check press D 6 14 Payroll User s Manual Manual Checks Editing and Adding Earning Codes When you press Enter or A to edit or add a manual check line on the first Manual Checks screen the Manual Checks screen appears Manual Checks EIER Commands Edit Modes Other Information Help 2088 LX Jl RX ta jaa Tax Group Mm Dept 500 Job Cost Code q EXECUTIVE Phase Class Prs President Earn Code SAL Salaried Wage Hours Rate Amount Field Tax Group Dept Job Phase Cost Code Payroll User s Manual 173 330 000 7500 00 Description Press Enter to accept the current tax group ID or enter a different ID Press Enter to use the current department or enter a different department ID If Payroll interfaces with Job Cost press Enter to use the current job ID or enter a different job ID The Inquiry F2 and Maintenance F6 commands are available if Payroll interfaces with Job Cost If this earnings entry contains a job ID press Enter to use
308. oyee Inquiry menu 4 16 Payroll User s Manual Employee Inquiry Employee History Employee Federal Tax History Inquiry Screen This screen appears when you select Employee Federal History on the selection screen 4 Employee Federal Tax History E E Commands E Modes Other Scroll Commands Information Help RX tz i Employee ID BOU001 Bourne Linda C Earnings Code October November December QTR 4 YTD 30883 82 al 30883 82 30883 82 30883 82 al al 30883 82 30883 82 28969 05 al al 28969 05 28969 05 28969 05 al E 28969 05 28969 05 30883 82 A al 30883 82 30883 82 30883 82 A al 30883 82 30883 82 Tax Amourts October November December QTR 4 YTD 447 82 al al 447 82 447 82 1914 80 al al 1914 80 1914 80 434 00 A al 434 00 434 00 5624 45 E al 5624 45 5624 45 447 82 A al 447 82 447 82 1914 80 A al 1914 80 1914 80 Switch to Tax Amounts t t pen Next page Change quarter Quarter Totals Company H 08 17 2005 Terminal TODO MAD 1444 4 gt gt gt bt See page 10 3 for an explanation of the commands and fields When you finish viewing the screen press N to view the next screen you selected If you did not select another screen the Employee History Inquiry selection screen appears enter another employee for which to view history or use the Exit F7 command to return to the Employee Inquiry menu Payroll User s Manual 4 17 Employee
309. oyee record on file e Press P to view the previous employee record on file 3 Use the commands on the Information menu press Shift F2 in text mode to view any employee comments or documents See Employee Comments Screen on page 10 24 and Documents Screen on page 10 27 for more information 4 When you finish viewing the information press E to clear the screen and return to the Employee ID field or use the Exit F7 command to return to the Employee Inquiry menu 4 12 Payroll User s Manual Employee History Use the Employee History function to view employee payroll history hours pay deductions and so on for each quarter and for the year Information comes from the PAEGxxx Employee General Information PAEDxxx Employee Deduction History PAEExxx Employee Earnings History PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files To add to or change this information use the Employee History function on the File Maintenance menu see page 10 31 Employee History Inquiry Selection Screen Select Employee History from the Employee Inquiry menu The Employee History Inquiry selection screen appears Employee History Inquiry E E Commands Edit Modes Other Information Help xelselmao e ee Employee ID L Last Name Bourne First Name Linda Middle Initial c Do you want to see Employee Miscellaneous History Employee Earnings History Employee Deductions History E
310. p Functions Use the Earning Codes function see page 11 9 to set up earning codes You can set up earning codes for types of work For example you can set up an earning code for work involving assembly another for packaging and so on You can set up earning codes for overtime and double time work that automatically multiply or add amounts to the base pay If your company offers Cost of GTLI Cost of DCB 457 Plan or Non 457 Plan benefits use earning codes to track these amounts as part of normal payroll processing Previously you manually entered these amounts in the appropriate fields on the Employee Miscellaneous History screen in the Employee History function However due to changes in federal regulations concerning Forms W2 and 941 and to eliminate reporting errors Open Systems is discontinuing the use of these fields in any processing After setting up these codes use the Tables function to create the tables OSAS uses to identify these amounts then enter the new codes into those tables Tables and Tax Tables Tables store information relating to the system data options and default settings for other applications Tax tables are used to calculate federal state and local tax withholding Use tables only to enter and store data Do not delete lines or rearrange account descriptions The system looks for information by the position of the lines in the table For example in the FREQxxx table the system assumes that the fi
311. pany s bank Payroll User s Manual 10 65 Payroll Information 10 66 10 11 12 File Maintenance Enter your company s bank account number Enter the number you want to use for the next check you print This field is updated when you print checks Enter the number you want to use for the next direct deposit voucher you print This field is updated when you print checks In the Print Field on ACH File field enter F to include your company s federal tax ID number in the ACH file you produce R to include your company s routing code or B to include the federal reserve bank routing code If your bank is a federal reserve bank enter the federal reserve routing code The last direct deposit postig date appears This field is updated when you post checks and vouchers The last batch number transferred to the bank for direct deposit appears Accept this batch number or enter the number of the first batch you want to transfer to the bank if you are transferring several batches posted on different days Enter the identifying code your bank requires for direct deposit records in the Company Identifier Type Number field e Enter 1 if the bank requires your federal tax employer ID number e Enter 3 if the bank requires you DUNS number e Enter 9 if the bank requires a different number of the bank s choosing After you enter the code enter the corresponding number If your bank requires the 627 record to be inc
312. pay periods in some months or five pay periods in which different combinations of deductions are taken For each pay period enter one of these codes N the deduction is not taken in the pay period Y the amount you enter is deducted P a percentage of the employee s gross pay is deducted H a fixed rate per hour worked is deducted D the amount is taken against a declining balance E the amount is a declining balance by percentage G the amount is a declining balance by formula If you enter H for a salaried employee you must enter a time ticket to get the deduction If you press Enter all pay periods are set to N If you entered Y for a pay period enter the dollar amount that should be deducted 10 13 Employee 10 14 Field Balance File Maintenance Description If you entered P for a pay period enter the percentage of the employee s gross pay that should be deducted If you entered H for a pay period enter the dollar amount per hour that should be deducted If you entered D for a pay period the amount that is deducted is less than or equal to the balance If you entered E for a pay period the percentage that is deducted equals an amount less than or equal to the remaining balance If you entered only F as the pay period code for the deduction leave this field blank The formula calculates the deduction If you entered D E or G for a pay period enter the maximum amount that can be deducted
313. ployee ID BOU001 Bourne Linda C Earning Hours Code October November December P01 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 000 8 500 000 000 8 500 8 500 Earning Amounts MODE October November December QTR 4 YTD 750 00 750 00 750 00 133 82 133 82 133 82 29738 00 29738 00 29738 00 262 00 262 00 262 00 Gross Pay 30883 82 Net Pay 18271 94 30883 82 18271 94 30883 82 18271 94 Switch to Amounts Enter edit Next page Il Previous page Total gross and net pay Change quarter Quarter Totals 14 44 MLJAC Company H 08 16 2005 Terminal T000 OVR Use the commands to work with the information on the screen e Press Sto switch between the Earning Hours and Earning Amounts sections of the screen e Press Enter to edit a line item Press A to add a line item Line items in both the Earning Hours and Earning Amounts sections are identified by earning codes which are set up in the Earning Codes function see page 11 9 Payroll User s Manual 10 37 Employee History File Maintenance When you add or edit earning hours information you can enter hours for three months The field masks in the Earning Hours section of the screen are user defined for more information see the Resource Manager User s Manual The qua
314. priate record to speed transaction entry To view terminated employee information select the appropriate employee ID e To view transaction totals for the employee press T See Viewing Totals on page 5 17 for more information e To delete a line item use the Delete F3 command 3 Press Shift F2 or use the Information menu to access employee comments or documents Editing a Transaction When you press Enter at the line you want to edit on the Payroll Transactions screen either the earnings or the deductions Edit Transactions screen appears The deductions screen differs slightly from the earnings screen Payroll User s Manual 5 5 Payroll Transactions Daily Work Edit Transactions Screen Earnings Edit Transactions ae Commands Edit Modes Other Information Help TICE xt Tax Group Date Dept Job Cost Code Class Seq No Note Earning Code Hours Rate Amount Pieces m O 0815 2005 500 EXECUTIVE Phase Prs President 0 Salaried Wage SAL Salaried Wage 34 000 4 000 136 00 o Edit Transactions Screen Deductions Edit Transactions DOR Commands Edit Modes Other Information Help RX le Lea Date Dept Job Cost Code Class Seq No Note Deduction Code Hours Amount Field Tax Group joansr00s Fe 500 EXECUTIVE Phase ho Prs a President 0 Parking 008 Parking 000 34 00 Description T
315. r other types of pay such as bonuses overtime and double time other deductions and vacation and sick pay Salaries can be allocated to different departments by entering time tickets The system keeps track of the employee s posted and unposted dollar amounts You cannot exceed an employee s salary with time tickets if you elected to replace wages for salaried employees in the Earning Types function If no time tickets are entered all expenses go to the home department If time tickets are entered the earnings go to the specified department and the employer withholdings and deductions go either to the home department or the department where the employee worked based on the option you selected in the Resource Manager Options and Interfaces function To determine hours for salaried employees the system uses the information from the FREQxxx table Payroll User s Manual 5 3 Payroll Transactions Daily Work To record other pay that employees have earned in addition to their regular pay commission tips bonuses and so on and to record other deductions that are to be withheld from paychecks items that are not regularly scheduled such as one time contributions make miscellaneous payroll entries Define these deduction types through the Deductions function see page 11 17 To reverse incorrect time tickets and miscellaneous entries that have been posted enter the time ticket with a negative number of hours or the miscellaneous e
316. r you select When the Month Year fields appear enter the month and year to use when generating the file e Select Quarterly to generate a form that contains data for the quarter and year you enter When the Quarter Year fields appear enter the quarter and year to use when generating the file e Select Annual to generate a form that contains data for the year you enter When the Year field appears enter the year to use when generating the file Enter the File Name If you select Monthly Quarterly or Annual in the Form Type field OSAS automatically enters a file name based on the month or quarter and year you entered If you select Open Date in the Form Type field be sure to enter the AUF extension after the file name If you enter an existing file name a message appears warning you that a file with that name exists To overwrite this file with new information based on your selections select Yes If you want to use the information in the current file with a new form select No The system jumps to the Select Form to Process field where you can select the form to use with the existing data If you selected Open Date in the Form Type field enter the dates to use when generating the file in the Pick Date fields If you selected Monthly Quarterly or Annual OSAS automatically enters the dates that correspond to the month or quarter and year you selected Payroll User s Manual Periodic Processing Enhanced Payroll Tax Reports 6
317. ral WH u OAS Emplye OASDI MED Emplye Medicare EIC Earned Income EOA Emplyr OASDI EME Emplyr Medicare Unemp Ins aaa DH Code 001 of 009 View Factors Done Use the commands on the command bar to find the information you need e Press Gto view a particular type of withholding then enter the code or entry number or use the Inquiry F2 command to select a type e Press V to view factors The Factor Inquiry screen appears See Factor Inquiry Screen on page 4 6 for more information e Press Dto return to the Tax Information screen Payroll User s Manual 4 9 Personnel Information One Two Use the Personnel Information function to view miscellaneous personnel information set up for employees The Personnel Information One screen provides miscellaneous comments degrees pay change and bonus information The Personnel Information Two screen is user defined the field names are provided by the USRDDxxx table The information that appears on both screens comes from the PAEPxxx Employee Personnel file and is entered in the Employees function see page 10 3 for an explanation of the fields To add or change this information use the Employees function on the File Maintenance menu Personnel Information Inquiry Screens Select Personnel Information One or Personnel Information Two from the Employee Inquiry menu The appropriate inquiry
318. raphical mode or by pressing Shift F2 in text mode If you are converting from a Payroll version before 5 10 without Direct Deposit to the current version with Direct Deposit you ll see the message Some source files missing for DD Do you want a printout of them Select No or enter N in text mode and continue with the remaining steps 7 If data files already exist for Payroll or Direct Deposit in the intended destination path the PA DD data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists 8 If you are converting Direct Deposit files Payroll and its version number appear automatically You must convert Payroll data files as well in order to use Direct Deposit If data files already exist for Payroll in the intended destination path because you already converted them the PA data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and reconvert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode 9 To begin the conversion process use the Proceed OK command Payroll User s Manual 2 13 Conversion
319. re deleted automatically during year end maintenance Enter the employee s last and next review dates Enter the date of the last check the employee received This field is updated when you post checks Enter information in these user definable fields if necessary You can define the prompts that appear using the USRDFxxx table see page 10 92 Enter the emergency contact information for the employee the name of the person to contact in case of an emergency the emergency contact s home and work phone numbers and the contact s relation to the employee Enter the employee s e mail address Use the Proceed OK command to save your changes If you selected another type of information on the Employee selection screen that screen appears If you did not select any other screens the Employee selection screen appears Payroll User s Manual 10 7 Employee File Maintenance Salary Information Screen Use the Salary Information screen to enter and maintain pay information for your employees If you copied an employee record make sure that the information on this screen is correct for each employee 4 Salary Information Commands Modes Other 2x0 Employee ID BOU001 Bourne Linda C Pay Information e Scheduled Deductions 500 i No Description 12345 Amount Balance Labor Class a 1 Medical Ins YNNNN 10 56 00 Corporate Officer 6 401K PNNNN 4 50 00 Seasonal Employee 3 United Way PNNNN 1 00 00 Typ
320. re you set up the state locality withholding If you entered L in the Tax Authority field both the State Code and Local Code fields become available Enter the state code then enter the local code you want to set up or adjust Local codes must be defined in the Tax Authority Setup function before you set up the state locality withholding In employee records code 00 means that there is no local tax Enter one of the taxation codes displayed at the bottom of the screen in the Withholding Code field The kind of tax code you can enter depends on whether you are working with the federal state or local tax authority These codes are reserved by the system and should not be modified in the Tax Authority Setup function EIC Earned Income Credit EOA Employer OASDI EME Employer Medicare FUT FUTA FWH Federal Withholding MED Medicare OAS OASDI Withholding SUI Employer State Unemployment Insurance SWH State Withholding LWH Local Withholding The description of the withholding code you selected appears Edit it if necessary Enter the account number of the liability account to which the withholding is posted If Payroll interfaces with General Ledger use the Maintenance F6 or Inquiry F2 commands to select the account number Payroll User s Manual Codes Maintenance Withholdings Inquiry 7 The Expense Acct field is available only if the withholding is Mant employer paid Select the account number of the expense accoun
321. rect Deposit function to set up and maintain direct deposit information for employees who want their net pay to be directly deposited into their bank accounts This function is available only if you have Direct Deposit installed Direct Deposit Screen Select Direct Deposit from the File Maintenance menu The Direct Deposit screen appears Direct Deposit O E Commands Edit Modes Other Help es Employee ID a Last Name Bourne First Name Middle Initial v Split by Amount v Type Prenote In Account Number Routing Code Amount Percent Checking 234989834982934 000133333 150 25 Savings 983997577485875 000133333 200 00 Paycheck 39999 99 00 00 00 Total 100350 24 Company H 08 16 2005 Terminal T000 OVR Inquiry 1 Select the employee ID whose direct deposit information you want to add or edit 2 If you want to set up the employee for direct deposit transactions select the Direct Deposit Employee box or enter Y in text mode if not clear the box or enter N in text mode Payroll User s Manual 10 51 Direct Deposit 10 52 File Maintenance In the Split By field enter A if the employee s net pay is to be divided by monetary amounts Enter P if the employee s net pay is to be divided by percentages Enter C if the account type is a checking account S if the account type is a savings account or P if the account type is a paycheck for exa
322. reen If you elected to add or edit employee documents the Documents screen appears Use the screen to attach documents to the employee record Note You must set up file types in Resource Manager before you can attach a document to a master file record Refer to the Resource Manager guide for more information Documents Commands Edit Modes Other Scroll Commands Help es Employee ID BOU001 Bourne Linda C Document Name PASAMPLE DOC PASAMPLE KLS LineNo 001 of 002 Company H 0816 2005 Use the commands to work with employee documents Press Enter to edit the selected document The Edit Documents screen appears e Press A to attach a document to the employee record e Press V to view file information about the attached document Payroll User s Manual 10 27 Employee File Maintenance e Press O to launch the appropriate application and open the document If you have problems opening a document press Enter to change the direction of the slashes used in the attachment s directory path If the directory path contains backward slashes Y change them to forward slashes and vice versa e Press P to save your changes and return to the previous screen e Press Gto go to a specific document line item This command is available only when there is more than one screen of documents Use the Exit F7 command to save your changes and return to the
323. return to the File Maintenance menu 10 32 Payroll User s Manual File Maintenance Employee History Employee Miscellaneous History Screen Use the Employee Miscellaneous History screen to enter and maintain various payroll information You can enter and edit information for three months at a time and view monthly quarterly and year to date totals The Employee Miscellaneous History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is very similar Employee Miscellaneous History Commands Edt Modes Other Scroll Commands Help E A Employee ID BOU001 Bourne Linda C October November December QTR 4 YTD Hours Worked 173 330 000 000 173 330 173 330 Weeks Worked 13 00 00 00 13 00 13 00 amp Wks Under Limit 00 00 00 00 00 PaidiMonth Y N N YHH Allocated Tips 00 00 00 00 00 100 Use Auto 00 00 00 00 00 Cost of GTLI 00 00 00 00 00 Cost of DCB 00 00 00 00 00 457 Plan 00 00 00 00 00 Non 457 Plan 00 00 00 00 00 FICA Tips 00 00 00 00 00 Adv EIC Payment 00 00 00 00 00 Uncol OASDI 00 00 00 00 00 Uncol Medicare 00 00 00 00 00 Enter edit Next Page Change Quarter Quarter totals Company H 08716 2005 Terminal TODO OYR Use the commands to work with the inform
324. rint on the checks depends on your selection in the Resource Manager Options and Interfaces function After the checks are produced the message Mount paper Check log will now print appears Remove the check forms from the printer and insert regular paper When you are ready to print the checks log press Enter If you selected File as your output device the check log prints at the end of the check list After the check log prints the Payday Work menu appears 6 30 Payroll User s Manual Payday Work Print Checks Sample Check YOUR FIRM NAME HERE JONGO1 501 Jonchim Maria K 468 80 9944 08 01 05 08 15 05 1266 1265 EMP NO DEPT EMPLOYEE NAME SOCIAL SECURITY NO PERIOD BEG PERIOD END CHECK NO EARNINGS HRS UNITS CURRENT AMOUNT YEAR TO DATE DEDUCTIONS CURRENT AMOUNT YEAR TO DATE Regular Pay 40 000 300 00 3660 00 Emplyr FICA 00 28 Sick Pay 000 00 240 00 Emplyr FICA 00 223 20 Vacation Pay 200 00 00 Unemp Ins 00 223 20 Federal WH 00 206 25 Emplye FICA 00 52 20 Emplye FICA 00 223 20 MN Unemp Ins 00 147 60 MN W H 00 168 00 Credit Union 00 30 00 Vac Remaining 000 Sick Remaining 16 000 PAY RATE CURRENT EARNINGS CURRENT DEDUCTIONS NET PAY Y TO EARNINGS Y T D DEDUCTIONS 7 5000 300 00 00 300 00 3900 00 1325 85 NATIONAL STATE BANK 12651 YOUR FIRM NAME HERE DOWNTOWN OFFICE 1763 SHERIDAN DR PH 123 456 7890 YOUR CITY STATE 12345 YOUR CITY STATE 04094 00 6789 00
325. rmation selection screen Payroll User s Manual 10 67 Recurring Entries Use the Recurring Entries function to set up or change recurring time tickets for an employee Recurring Entries Screen Select Recurring Entries from the File Maintenance menu The function screen appears Recurring Entries Commands Edit Modes Other Scroll Commands Information Help EE EA SN FETS SI l Employee ID Jonchim Maria K HOURLY A AA Department 501 EXEC SECRETARIAL Cutoff Date 08 16 2005 Class SEC Rate Cutoff Run Dept Type Code Hours Amount Pieces 40 000 7 500 Entry 000001 of 000002 Company H 08 16 2005 Terminal T000 OVR 1 Enter the employee s ID The employee s name department cutoff date Maint class and pay rate appear 2 Use the commands to work with the information on the screen e Press Enter to edit the current recurring entry See Editing a Recurring Entry on page 10 70 for more information Payroll User s Manual 10 69 Recurring Entries File Maintenance e Press A to add a recurring entry See Adding a Recurring Entry on page 10 73 for more information e Press E to enter a recurring entry for another employee The cursor moves to the Employee ID field e Press F to view recurring entries for the first employee on file e Press L to view recurring entries for the last employee on file e Press N to view recu
326. rms 3 11 3 32 last or first name first option 3 32 last year files 1 16 5 19 5 21 5 25 6 3 6 61 9 55 deleting 9 59 launching OSAS in other operating systems 1 23 OSAS in Windows 1 23 Leave Adjustments 3 22 function 10 49 setting up 3 7 Lists printing 7 3 8 3 12 3 13 3 LO1 3 17 local tax authority codes 10 46 11 6 11 23 contributions information 10 45 earnings 10 45 information 4 7 routines 3 17 local withholding 3 13 3 15 3 16 3 17 10 15 10 20 10 97 11 5 local other withholding 3 17 LTXssllm tax table 3 14 3 15 10 98 LWH 3 17 11 25 LY extension 9 55 magnetic media 9 36 9 39 output audit report 9 46 main menu graphical 1 28 MDI 1 29 navigating graphical 1 28 navigating MDI 1 29 navigating text 1 36 text 1 35 toolbars 1 33 Payroll User s Manual Maintenance F6 flag 1 39 icon 1 34 Manual Checks adding earning codes 6 15 affect on department records 10 55 calculated checks 6 3 changing 6 11 6 12 unposted checks 6 12 checks on file 6 10 deleting 6 12 6 14 6 18 6 20 unposted checks 6 12 earning code 3 12 editing deduction codes 6 17 earning codes 6 15 withholding 6 19 entering 6 11 deduction codes 6 17 earning codes 6 12 withholding 6 19 erasing 6 11 function 6 9 10 31 B 5 hours worked 3 12 negative 6 19 recalculating 6 17 unfinished payday 6 4 voiding 6 19 6 37 mapping 1 34 1 40 marital status 3 15 3 21 10 17
327. rmsViewer on a Windows workstation separate from your OSAS system then save the file you create to a diskette or network directory and import the file on the Windows workstation After you ve imported the file you can use it to process tax forms Follow these steps to import the file you created with OSAS on UNIX Linux or Mac OS X into Forms Viewer on a Windows workstation 1 After creating the file with OSAS save that file to a diskette or network directory The message that appears at the bottom of the Enhanced Payroll Tax Reports screen lists the directory in which the file is saved 2 Move to the Windows workstation on which you installed Forms Viewer and insert the diskette into the drive if necessary 3 Double click the OSAS Enhanced Payroll Tax Reports shortcut on the desktop or select OSAS Enhanced Payroll Tax Reports from the Start menu to launch the Forms Viewer importer Payroll User s Manual D 13 FormsViewer 4 When the selection screen appears click Change Company Enhanced Payroll Tax Reports no company selected Press to open a previous report 11 23 2004 5 If the file you want to work with is already listed when the Company Selection screen appears select that file and click OK Company Selection If the file you want to work with is not listed click Browse When the Open dialog box appears navigate to the directory containing the file you created with OSAS on UNIX Linux or Mac O
328. rring entries for the next employee on file e Press P to view recurring entries for the last employee on file e Press T to view transaction totals for the employee See Viewing Transaction Totals on page 10 75 for more information 3 When you are finished with the recurring entries for this employee press E and enter another employee ID for which to add recurring entries or use the Exit F7 command to return to the File Maintenance menu Editing a Recurring Entry When you press Enter on the Recurring Entries screen to edit a recurring entry the Edit Recurring Entries window appears Edit Recurring Entries A O EN Commands Edit Modes Other Information Help Tax Group Dept EXEC SECRETARIAL Job Phase Cost Code Class Secretary Seq No Note o Run Code ar Cutoff Date Earning Code REG sy Regular Pay Hours 40 000 Rate 7500 Amount 300 00 Pieces o 10 70 Payroll User s Manual File Maintenance Recurring Entries Field Tax Group Dept Job Phase Cost Code Class Seq No Note Run Code Cutoff Date Payroll User s Manual Description Press Enter to accept the current tax group or enter a different tax group ID Press Enter to accept the current department ID or enter a different department ID The department name appears If Payroll interfaces with Job Cost press Enter to accept the current job ID or enter a different job ID If Payro
329. rst group code is on the first line the second group code is on the second line and so on You must set up and or review the following system tables and tax tables before you build the Payroll data files e ASTXxXx e ADJMNxxx Payroll User s Manual 3 13 Setup Functions Setup e DCBxxx e FREQxxx e GLDEPxxx e GLPAYxxx e GTLIxxx e MAXVSxxx e PACTLxxx e SICccxxx e TCACLxxx USRDDxxx USRDFxxx e VACccxxx e EIC FEDM e FEDS e FICA e FUTAxxx e LTXssllm e SOTss e STSss e STXssm e SUTssxxx e W2CODE e W2CODE2 You can set up the ADJMNxxx FREQxxx GLDEPxxx GLPAYxxx PACTLxxx SICccxxx TCALCxxx USRDFxxx USRDDxxx and VACccxxx system tables and the FUTAxxx STSss STXssm SUTssxxx W2CODE and W2CODE2 tax tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different You must enter OWN in the Option Table Type field in the Options and Interfaces function to be able to set up company specific options 3 14 Payroll User s Manual Setup Setup Functions For example you can set up table GLPAY for companies that post payroll transactions to the same accounts and you can set up table GLPAYAO1 for company A01 GLPAYBO01 for company B01 and so forth if those companies post payroll transactions to different accounts These tables are identified by a
330. rter totals and year to date totals are updated by the sum of the values you enter for the three months e Press N to save your entries and move to the next selected screen e Press P to save your entries and return to the previous screen e Press G to go toa specific line then enter the earning code or use the Inquiry F2 command to select the earning code This command is available only when there is more than one page of item e Press T to edit gross and net pay e Press Cto change the current quarter e Press Q to view quarter and year to date totals side by side On the Quarter Totals screen press M to view month and quarter to date totals side by side 10 38 Payroll User s Manual File Maintenance Employee History Employee Deductions History Screen Use the Employee Deductions History screen to add or edit deductions information for your employees The Employee Deductions History screen has two windows Month Totals and Quarter Totals Month totals can be edited while quarter totals are for viewing only Only the Month Totals screen is shown in the example the Quarter Totals screen is similar The deduction amounts listed on both the monthly and quarterly screens are updated when you post checks EY History Commands Edit Modes Other Scroll Commands Help Employee ID BOU001 Bourne Linda C Code State October November December QTR 4 YTD 001 42 24 00 00 42 24 42 24 1002 14 08 00 00 14 08 14 08 003 308
331. rtunity classification 1 White 2 African American 3 Latino 4 Asian American or Pacific Islander 5 Native American or Native Alaskan If the employee participates in your company s retirement program select the box or enter Y in text mode if not clear the box or enter N in text mode This information is used on W 2 forms If the employee qualifies as a statutory employee select the box or enter Y in text mode if not clear the box or enter N in text mode This information is used on W 2 forms Enter the employee s job title Enter the employee s work phone number and extension Payroll User s Manual File Maintenance Field Supr ID Adj Hire Date Start Date Birth Date Term Date Last Review Date Next Review Date Last Check Date User Defined Labels 1 2 3 Name Work Phone Home Phone Relation E Mail Employee Description Enter the ID of the employee s supervisor or manager Enter the employee s adjusted hire date which is the date the employee actually began working for the company as opposed to when the employee accepted the job This date is used in personnel reports Enter the date of employment for the employee This date is used to calculate sick time and vacation time Enter the employee s date of birth If the employee no longer works for the company enter the date of the employee s termination Employee records that contain a termination date a
332. ry prints earnings withholdings and deductions involved in the checks 3 Select the order in which you want to print the report 4 Select the output device See Reports on page 1 41 for more information After the register is produced the Payday Work menu appears Check Register 08 17 2005 Group Codes Builders Supply 9 44 AM Periods Check Register Summary Pay Check Date 08 15 2005 For Pay Period Ending 08 15 2005 Withholdings Employee Salary or Soc Sec No Stockard Albert W u Total Withholdings Deductions stToool 449 58 4392 Total Emplr With 54 Emplr Ded Gross Wages 358 00 Net Pay 281 44 No Check Printed Vhr 0001967 281 44 Department 100 Totals Gross Wages 358 00 3 E Vithholdings Deductions Net Wages 281 44 Emplr With Emplr Ded Bourne Linda C 3 Withholdings f Deductions BOUOOL 459 230 1099 Emplr With 5 Enplr Ded Gross Wages 7500 Net Pay 5165 Chk 0001079 4814 Vhrg 0001963 350 Gerard Timothy G 4 a Withholdings Deductions GEROOL 468 22 4819 Emplr With E Emplr Ded Gross Wages 5550 Net Pay 4208 No Check Printed Vhr 0001964 4208 Jenkins Kathy M 8 s Withholdings Deductions JENOOL 460 39 9093 Enplr With a Emplr Ded Gross Wages 7500 00 Net Pay 4827 63 Check Number 0001081 6 44 Payroll User s Manual Paycheck Received Report The Paycheck Received Report lists employees scheduled to receive a paycheck The list has a space for employees to sign for their pay
333. s 9 50 Payroll User s Manual Periodic Processing Roll Up Leave Balances Consolidate Leave Audit Log 08 17 2005 Builders Supply 2 20 PM Consolidate Leave Audit Log Employee Name Detail Differ Summary Differ Error Message Bouool Bourne Linda C GEROOL Gerard Timothy G gt 000 160 000 JENOOL Jenkins Kathy M 5 456 80 000 JONOOL Jonchim Maria K a 333 8 000 LUKOOL Lukas George 456 80 000 ROSOOL Rossini Lucinda A gt 333 40 000 487 578 471 500 276 056 20 056 256 000 End of Report Payroll User s Manual 9 51 Purge Recurring Entries Use the Purge Recurring Entries function to delete recurring time tickets When the PARExxx Recurring Entries file gets too large use this function to create more room on your system Purge Recurring Entries Screen Select Purge Recurring Entries from the Periodic Processing menu The Purge Recurring Entries screen appears Purge Recurring Entries E m Commands Edit Modes Other Help Se Purge Recurring Entries With Cutoff Dates Prior To 11 2 31 2004 A Company H 08 17 2005 Terminal T000 INS Recurring entries with a cutoff date before the date you enter here are purged Use the Proceed OK command to purge recurring entries After the entries are purged the Periodic Processing menu appears Payroll User s Manual 9 53 Periodic Maintenance At the end of each calendar quarter do quarter end maintenance to prepare for next quarter
334. s First use OSAS on UNIX Linux or Mac OS X to create the file and save it to a diskette or a network location Second from the Windows workstation launch FormsViewer and use FormsViewer s tools to open the file from the diskette or network location and create a tax form See Importing Files from UNIX Linux or Mac OS X on page D 13 for more information Registering FormsViewer D 4 When FormsViewer opens the first time it automatically opens in demonstration mode This mode is fully functional that is there are no restrictions when you use Forms Viewer in demonstration mode but registration messages appear when you open Forms Viewer and a DEMO watermark is printed on all tax forms when you print them After you register Forms Viewer these messages and watermark no longer appear allowing you to file the reports you print Registration for Forms Viewer is valid for one year To activate or renew your subscription and receive forms as they are updated you need to enter a registration key Contact your Open Systems software provider for subscription information or to obtain a registration key To register Forms Viewer click Register on the dialog box that appears after you launch Forms Viewer to open a form Enter your registration code and click Enter then click Done to return to the form you generated Payroll User s Manual FormsViewer Although you can print out the forms you create with OSAS and Form
335. s for groups of employees for whom you want to copy recurring time tickets such as seasonal or part time employees 10 73 Recurring Entries 10 74 Field Cutoff Dept Job Phase Cost Code Class Sequence No Pieces Salary Rate Earn Code Note Hours Rate File Maintenance Description Enter the cutoff date for the recurring time ticket This date determines which time tickets are copied when you use the Copy Recurring Entries function Enter the employee s department ID If Payroll interfaces with Job Cost enter the job ID If Payroll interfaces with Job Cost enter the phase ID If Payroll interfaces with Job Cost enter the cost code Enter the employee s labor class code If you want to produce multiple paychecks for the employee enter recurring entries for the first paycheck under sequence number 0 Then enter recurring entries for the second paycheck under sequence number 1 and so on Enter the number of pieces produced if applicable The current information appears You can change hourly employee s salary and rate but not salaried employees Enter the employee s earning code Enter the description of the current earning code Enter the number of hours the employee worked If the employee is hourly enter the pay rate If the employee is salaried accept the current rate Payroll User s Manual File Maintenance Recurring Entries Field Description
336. s function 9 49 sample log 9 51 S Salary Information Inquiry 4 5 Salary Review Report function 8 5 sample 8 5 save check history option 3 31 Scheduled Deductions 4 5 10 14 window 10 12 scheduled deductions 6 6 Payroll User s Manual Index screens graphical function 1 30 graphical main menu 1 28 navigating graphical 1 30 navigating text function 1 37 OSAS MDI menu 1 29 text function 1 37 text main menu 1 35 SDI 9 27 setting up access codes 3 34 3 35 Direct Deposit tables 3 33 employee direct deposit information 3 34 employer bank information 3 34 options and interfaces 3 31 prenotification file 3 34 tables 3 34 setup 3 3 457xxx table 3 13 access codes 3 8 3 27 ADJMNxxx table 3 13 3 14 backup schedule 3 8 3 28 checklist 3 7 company address 3 19 company deductions 3 7 DCB xxx table 3 14 deductions 3 17 degree descriptions 3 19 departments 3 7 3 18 earning codes 3 7 3 12 earning types 3 7 3 12 EIC table 3 14 employee history 3 8 employees 3 7 3 20 employer bank information 3 19 federal withholdings 3 16 FEDM table 3 14 FICA table 3 14 formulas 3 7 3 18 FREQxxx table 3 14 FUTAxxx table 3 14 GLDEPxxx table 3 14 GLPAYxxx table 3 14 GLTIxxx table 3 14 initial balances 3 8 3 23 labor classes 3 7 3 20 Payroll User s Manual leave adjustments 3 7 local withholding 3 17 LTXssllm table 3 14 MAXVSxxx table 3 14 PACTLxxx table 3 14 payroll
337. s Enter to edit the current line e Press A to append another value to the list e Press B to begin the change field process e Press H to return to the header section to change the selection you made for printing the log 10 104 Payroll User s Manual File Maintenance Files Payroll User s Manual 8 Change Fields e Press Gto go to a particular entry This option is only available when there is more than one page of entries e Press F to choose a new field ID this abandons any field changes you entered but have not yet saved Continue entering old values and new values until you have specified all of the values you want to change in the Values section The files that contain the Field ID you selected appear in the File Description section You should change IDs in all of the files as a general rule Exclude files from the change process only when your reseller or support representative instructs you to so 9 The Time field gives you an idea of the relative time it takes to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field The Tag field denotes whether the file is affected by the copy process Tag the file to change fields in the file Select a command e Press S t
338. s data This procedure clears out the quarter to date balances in the PADPxxx Department file deletes history records before the date you specify if you keep history and increments the current quarter number in the PACTLxxx table At the end of each calendar year do year end maintenance to prepare your files for next year s entries This procedure clears out the quarterly and year to date balances in the PAEMxxx Employee Miscellaneous History file and the year to date information in the PADPxxx file deletes records of terminated employees from the PAEGxxx Employee General Information and PAEMxxx files and creates these last year files with the LY extension e PACDxxx Checks Deductions e PACExxx Checks Earning e PACHxxx Checks e PACWxxx Checks Withholdings PADDxxx Deductions e PADExxx Employee Deductions e PADPxxx Department PADXxxx Deduction Exclusion e PAECxxx Earning Codes e PAEDxxx Employee Deduction History e PAEExxx Employee Earnings History e PAEGxxx Employee General Information e PAEMxxx Employee Miscellaneous History e PAEPxxx Employee Personnel e PAESxxx Employee Federal State Local Withholdings e PAETxxx Earnings Types e PAEWxxx Employee Withholding History e PAEXxxx Employee Exclusion e PAINxxx Payroll Information e PALCxxx Labor Class PATBxxx Tables Payroll User s Manual 9 55 Periodic Maintenance Periodic Processing e PATXxxx Tax T
339. s for the PA5OCNVT table and uses it to assign local codes to their respective states To update the PASOCNVT table follow these steps 1 Select Application Tables from the Resource Manager Data File Maintenance menu 2 Inthe Enter Table Filename field enter PATB Application Tables Commands Edit Modes Other Help aan A A Table ID 4 Description Enter File Name Number of Cols Column Length Type Company H 108 16 2005 Terminal TODO OYR 2 8 Payroll User s Manual Installation and Conversion Conversion 3 Use the Inquiry F2 command to select PASOCNVT or enter PASOCNVT in the Table ID field The PASOCNVT table appears PATB Commands Edit Modes Other Help es Table ID 4 Description Conversion for Local Codes Number of Cols 20 Column Length 2 Type E v LO ST LO ST LO ST LO ST LO ST LO ST LO ST LO ST LO ST LO ST 07 os 09 17 pe 19 27 z8 29 37 38 139 47 las as s Ise Iso e7 les 69 _ Pr ro es ez 1881 11894 94 97 98 193 Company H 08716 2005 Terminal TODO OVR One hundred entries are in the table You can enter state codes assigning them to local codes If you do not use local codes or do not add them to the table at this point the conversion still completes successfully When you finish entering codes exit to the main menu Payroll User s Manual 2 9 Conversion Installation and
340. s found v Appl GL AP AR IH PA D 0SAS 605idata E Description Wersion Appl Description Wersion General Ledger 6 05 Accounts Payable 6 12 Accounts Receivable 6 12 Inventory 6 05 Payroll 6 05 Company H 08 02 2005 Terminal T000 INS The system lists all valid OSAS data paths Select the destination directory where your new data files will reside Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination If you want source files to be erased after conversion select the box or enter Y in text mode if not clear the box or enter N in text mode If you want the conversion process to pause if a problem occurs select the box or enter Y in text mode if not clear the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem Payroll User s Manual Installation and Conversion Conversion 5 If you are converting Payoll only enter PA in the Appl column Payroll appears If you are converting Payroll with Direct Deposit enter DD in the Appl column Direct Deposit appears 6 Enter your earlier version number of Payroll or Direct Deposit and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Application Information tool button on the menu screen in g
341. s function Toggle between YES or NO to indicate whether you want voided checks to be posted to Bank Reconciliation if Payroll interfaces with Bank Reconciliation These check forms have been voided as a result of printing payroll checks not as a result of using the Void Checks function Toggle between YES or NO to indicate whether you want to accrue vacation and sick time automatically Toggle between YES or NO to indicate whether you want to use vacation and sick hours for accrual calculations of additional sick and vacation time Toggle between FIRST or LAST to indicate whether you want to print the first names of employees first on checks and in reports or whether you want to print last names first Toggle between YES or NO to indicate whether you want to print the company name on checks Toggle between BLANK PREPRINTED or LASER to indicate whether you want to print checks on blank check stubs preprinted forms or laser forms If you use preprinted checks the stub prints first if you use blank check stubs or laser forms the check prints first Payroll User s Manual 3 11 Setup Functions Earning Ty Setup 11 Toggle between YES or NO to indicate whether to print employees social security numbers on checks and vouchers Toggle this option to NO to protect your employees sensitive information 12 Toggle between YES or NO to indicate whether you want to use the time card calculator during entry of time tickets
342. s optional eFile service to electronically file the information Payroll User s Manual 9 3 Enhanced Payroll Tax Reports Periodic Processing Demo Mode Check Reports Carefully 9 4 Since FormsViewer works only with Windows OSAS cannot launch it automatically if you use Linux UNIX or Mac OS X Instead OSAS creates the file and optionally compresses it into a ZIP file After creating the file copy it to a diskette or network location move to the Windows workstation on which you installed FormsViewer and then use FormsViewer to open the file and create a tax form See Importing Files from UNIX Linux or Mac OS X on page D 13 for details By default FormsViewer opens in demonstration mode Although this mode is fully functional registration messages appear when you open Forms Viewer and a DEMO watermark prints on all tax forms You need to register FormsViewer with an annual subscription to remove these messages and watermarks Contact your Open Systems software provider for subscription information and to receive a registration key If you choose not to register FormsViewer you can continue to use it indefinitely in demonstration mode Be sure to check the forms you create with Forms Viewer carefully Due to differences between required information on forms and how OSAS records data you need to manually check the forms generated in FormsViewer carefully for accuracy See Notes on page D 19 for more informa
343. s state postal code that corresponds to the local tax ID you want to add Enter the local tax code If the employee works in more than one locality the first local tax code must be the code for the employee s home locality If you have not defined a valid local tax record you cannot enter a local code For local withholding enter S if the employee is single M if the employee is married U if the employee is an unmarried head of a household J if the employee is married and files jointly or B if the employee is married to a working spouse and they file jointly Some localities do not allow all these codes others use codes unique to that locality Enter the number of exemptions the employee claims for local tax purposes If no local taxes are withheld for the employee enter 99 Payroll User s Manual File Maintenance Field Extra WH Fixed WH Inquiry Table ID Locality Name Payroll User s Manual Employee Description If the employee wants money withheld in addition to the regular local withholding enter the extra dollar amount that should be withheld You can enter an amount of withholding to deduct instead of the calculated local taxes Enter the LTXssllm tax table ID used to calculate the withholding tax If you do not enter a table ID the default in the Tax Authority Setup function see page 11 5 is used The name of the local tax authority appears 10 21 Employee File Maintenance
344. s that group code 0 is on the first line group code 1 is on the second line and so on Hours Period For each group code enter the number of hours that are in a pay period 10 82 Payroll User s Manual File Maintenance Tables GLDEPxxx Table The GLDEPxxx table stores the default accounts for earnings and employer paid deductions and withholdings used when new expenses for a department are added by posting transactions or checks If you post new transactions or checks to the PADPxxx Department file that do not have a specified GL account they are posted to the default GL account which you can edit in the Departments function If Payroll does not interface with General Ledger you must still build this table because the account numbers appear in the posting report When you enter the table ID the rest of the GLDEPxxx table appears Commands Edit Modes Other Help 2xte elmal eloe Table ID q Description General Ledger Default Department Accts Number of Cols 2 Column Length 12 Type A v GL Acct Earnings 530000 Deductions 530000 Withholdings 530000 Company H 08 16 2005 Terminal TODO OVR Field Description Type The three types of accounts appear Do not change delete or rearrange the types The system looks for the types by their position in the table it assumes that Earnings is on the first line Deductions is on the second line and Withholdings is on the third line
345. s the deduction and withholding information in the PADExxx PAEMxxx PAEWxxx and PAESxxx files to calculate appropriate deductions withholdings and net pay protecting against exceeding withholding limits or declining balance deductions Check records are stored in the PACDxxx PACExxx PACHxxx and PACWxxx files If an employee is set up to receive more than one paycheck for example if the employee worked in different departments or is receiving a bonus the system automatically calculates multiple checks for the employee If you void one of the multiple checks the system does not recalculate the remaining checks If you have produced manual checks you can use the Manual Checks function to recalculate them Information from the PACDxxx PACExxx PACHxxx and PACWxxx files is used to produce e the Edit Register e payroll checks e the Check Register e the Withholding Report e the Employer s Tax Report After you print the paychecks and the related reports post the check detail to the PAHCxxx PAHDxxx PAHExxx and PAHWxxx files These files store the detail of the paychecks so that you can review checks when you need to investigate salary deduction or tax withholding questions Information in these files appears in the Check History Register Posting checks transfers summary information to the PAEGxxx PAEDxxx PAEExxx PAEMxxx and PAEWxxx files This information includes such things as the number of hours recorded for each
346. s written to the diskette select the box or enter Y in text mode if not clear the box or enter N in text mode Use the Proceed OK command to create the magnetic media file After the file is created a message appears describing the size of the resulting file Press Enter to return to the Process Employees selection screen Payroll User s Manual Periodic Processing W 2 Forms Write File to Diskette Screen Report W 2 Forms on Magnetic Media MMREF 1 Format Output to Diskette Commands Edit Modes Other Help xelselma e ee Insert a blank DOS formatted diskette in the output drive File to Output to Diskette Output Drive ID Company H osa 7 2005 Terminal TODO INS To write the file to a diskette follow these steps 1 Insert a blank formatted diskette into the drive 2 Select the type of file to write to the diskette Enter Z if you zipped compressed the file or U if you did not zip the file 3 Enter the drive letter of the floppy drive 4 Use the Proceed OK command to copy the file to the diskette and return to the Periodic Processing menu Payroll User s Manual 9 47 Roll Up Leave Balances The Roll Up Leave Balances function combines all leaves taken and accrued into one total comparing it with the total that has been updated in the PAEGxxx Employee General Information file The beginning vacation and sick balances are kept in the PAHVxxx Leave Adjustment History file along
347. sViewer and send them to the appropriate tax authorities depending on the state some states require you to file electronically Check your state s regulations carefully you can also use Aatrix s optional eFile service to electronically file the information When you use eFile you can file faster reduce deadline worries and eliminate the hassle of paper forms and magnetic media Before you can use eFile you need to sign up with Aatrix and establish an ID and password Manually Verify Tax Reports Due to differences between required information on reports and the way OSAS records information you need to manually verify or enter some required information on the reports FormsViewer generates from your OSAS data The information you need to verify and enter includes pay period beginning and ending dates and the number of employees reported in check runs for state unemployment insurance Because OSAS does not record this information it will not be pulled into the reports you generate and must be entered manually See Notes on page D 19 for more information In addition be sure to check the W2 forms you create in FormsViewer closely If you manually change information in the Employee History function in OSAS the values on these forms may not be correct See W2 Forms on page D 19 for more information As with all information that you file with tax authorities check the tax reports you generate carefully for accuracy Alt
348. sactions on page 5 25 Use the Calculate Checks function see page 6 3 to process the transactions and calculate checks Print the Edit Register see page 6 21 to verify that the checks were calculated correctly If you find an incorrect entry in the Edit Register use the Payroll Transactions function page 5 3 to enter a reversing and a correct transaction Post the correcting transactions calculate checks again and reprint the Edit Register to verify the corrections Repeat this step until the Edit Register is correct If you do not need check numbers in the history skip to step 11 If you want complete check history print the checks on paper or save them in a file If you use the Void Checks function after the checks are posted to history you must print checks to assign check numbers Because you will void these checks immediately use plain paper or send the output to a file Print the reports on the Payday Work menu as an audit trail Back up your data files Post the checks see page 6 57 Tf the pay period falls on a quarter end date skip to step 14 If it does not go back to step 1 and begin entering transactions for the next pay period Payroll User s Manual 3 25 Setup Functions 3 26 14 15 Setup After you post checks for the last pay period in a quarter follow these steps e Print the Department Report see page 9 13 e Back up your data files e Post expenses to General Ledger see page 9
349. salary amounts with pay entered through time tickets for this earning code 4 When you save the earning type the cursor returns to the Earning Type field Enter the next earning type you want to work with or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual 11 15 Deductions Use the Deductions function to work with Payroll deductions Deductions are assigned codes which then can be referenced when you set up employees You can set up 999 deduction codes Changes you make here update the PADDxxx Deductions and PADXxxx Deduction Exclusion files If your company offers cafeteria plans or flexible spending accounts for employee dependent care costs use the Deductions function to set up a deduction code to track these amounts deducted from employee paychecks to report them on W2s as required After you set up these deduction codes use the Tables function to enter the new codes into the DCBxxx table then use the Withholdings function to exclude the new deduction from federal FWH tax Depending on your state s regulations you may need to exclude the deduction from your state s SWH tax as well Select Deductions from the Codes Maintenance menu The Deductions screen appears Deductions Commands Modes Other Scroll Commands Help ee Deduction Codes No Description Emplir Liability Acct Accr Ded Acct Def Comp Calc On Medical Ins 535000 Gross Pay Dental Ins 535000 Gross
350. scription 1 Negative Sign A 2 Exponentiation 3 Multiplication Payroll User s Manual About Formulas Operator Priority Description 3 Division 4 Addition 4 Subtraction 5 Equal to lt gt 5 Not equal to gt 5 Greater than lt 5 Less than gt 5 Greater than or Equal to lt 5 Less than or Equal to Calculations are performed in the order listed in the table above from left to right To change the calculation order use parentheses to group parts of the formula together Calculation is done from the innermost set of parentheses to the outermost set Functions You can use two types of functions when constructing formulas Tables Lookup and Conditionals Both are explained below Tables Lookup Use the TABLE and TABLE2 functions to look up items in tax tables Use the TABLE function to look up information in a tax table that is arranged gradationally The format for the command is TABLE x y RETVAL where x is the line or gradation in the tax table and y is the column number RETVAL is a BB command and must be included in a TABLE function The tax table the TABLE function goes to is specified in the Tax Authority Setup function see page 11 5 Payroll User s Manual C 5 About Formulas C 6 For example you set up withholding SWH for the state of Minnesota The withholding has a formula assigned to it and refers to tax table STXMNM In the formula you use the command TABLE 30000 2 R
351. se an operating system that does not have graphical capabilities the text mode is the only mode available You can use either text or graphical function screens indepently of the main menu For example you can use text function screens while using the graphical main menu and vice versa Select GUI Functions from the Modes menu or press Shift F6 to toggle between the text and graphical modes for function screens When available press Shift F5 to switch between graphical and text menu modes or press Shift F6 to switch between modes on function screens You can also use the Resource Manager Defaults function to select the default mode to use for the main menu and function screens In text mode use the Page Up Page Down arrow and Enter keys to move between menus select and enter functions and move around function screens When a list of commands appears at the bottom of a function screen press the highlighted letter to use a command These methods also work in graphical mode or you can use the mouse to click on fields and command buttons Graphical Mode If you re familiar with other graphical software programs you 1l find it easy to navigate around the OSAS graphical mode which uses buttons toolbars text entry boxes and menus to help you move through your tasks Payroll User s Manual 1 27 Introduction Navigating OSAS Main Menu If you use BBj in graphical mode the main menu is available in two flavors graphical a
352. se it or enter a different voucher number Payroll User s Manual 6 33 Print Direct Deposit Vouchers Payday Work 6 34 2 If you have problems when you print vouchers you must restart the Print Direct Deposit Vouchers function To reprint vouchers that did not printed correctly enter the number of the last voucher that printed correctly 3 Select the order in which you want the vouchers to print by Employee ID Check Location or Department 4 Select the kind of remaining leave you want the vouchers to include Vacation Sick Both or None 5 Select the output device If you select Printer as your output device place the correct forms in the printer Whether the company name and address print on the checks depends on your selection in the Resource Manager Options and Interfaces function A brief voucher log prints after all vouchers are produced After the vouchers print the Payday Work menu appears Payroll User s Manual Payday Work Print Direct Deposit Vouchers Direct Deposit Voucher DIRECT DEPOSIT VOUCHER Builders Supply 1157 Valley Park Dr Suite 105 Shakopee MN 55379 Direct Deposit Account Distribution 08 15 05 Chk Acct 234989834992934 150 25 Savy Acct 983997577485875 LINDA C BOURNE Paycheck 501 N HAMILTON AVE EDINA MN 55435 Builders Supply EMP NO DEPT EMPLOYEE NAME SSN PER BEG PER END Bouool 500 Bourne Linda C 08 01 05 08 15 05 1963 Earnings HRS UNITS Curr Amt YTD Deductions Curr Amt Sal
353. ser s Manual Payday Work Edit Register Edit Register 08 17 2005 Group Codes 9 08 AM Periods Builders Supply Page Edit Register Summary For Pay Period Ending 08 15 2005 Withholdings Deductions D123 DD LL Employee Salary or Soc Sec No Wages Description Description Rossini Lucinda A E 230 00 Total Withholdings Total Deductions ROSOOl 460 39 9982 Total Emplr With Total Emplr Ded Gross Wages 230 00 Net Pay 181 75 Stockard Albert W 358 00 Total Withholdings Total Deductions STO001 4439 58 4392 Total Emplr With Total Emplr Ded Gross Wages 358 00 Net Pay 281 44 Check Amount 00 Direct Dep 281 44 Deductions Descriptions Earnings Incl Net Gross Wages Net Pay Check Amount Direct Deposit REG Regular Pay 5 160 000 SAL Salaried Wage a 1039 980 Earnings Total E 1199 980 Withholdings Employer FED EME Emplyr Medicare YES FED E0A Emplyr OASDI YES FED FUT Unenp Ins YES FED FWH Federal WH NO FED MED Emplye Medicare de NO FED 0AS Emplye OASDI NO MN SUI MN Unenp Ins MN SWH MN W H no Employee Totals Enployer Totals Deductions Employer Deduction 001 Medical Ins NO 002 Dental Ins Y NO 003 United Way X NO 004 Credit Union NO 005 Dues gt NO 006 401K ps NO 008 Parking E NO 010 Stock Plan E NO Oll Uniform s NO Employee Totals Employer Totals End of Report Payroll User s Manual 6 23 Accrual Adjustments Use the Accrual Adjustments functio
354. set up those applications before setting up Payroll Payroll User s Manual 2 3 Direct Deposit Installation Use this section as a guide only if you have purchased the Direct Deposit add on application for use with Payroll If you do not have the Direct Deposit add on application skip this section Before You Install Direct Deposit Make sure your system meets these minimum requirements before you install Direct Deposit Direct Deposit is an add on module to the OSAS Payroll application You must install OSAS Payroll before you install Direct Deposit The Direct Deposit system needs a minimum of 2 megabytes 2 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files in addition to the space required by Payroll Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Direct Deposit 1 Use the Install Applications function in Resource Manager see the Resource Manager User s Manual to install Payroll Install the State Tax Routines after you install Payroll 2 Use the Install Applications function in Resource Manager to install Direct Deposit Setting up Direct Deposit Once you install Direct Deposit on your system you must prepare your data files for everyda
355. ssini Lucinda A 460 39 9982 205 00 00 205 00 Gerard Timothy G 468 22 4819 5400 00 00 5400 00 Jonchim Maria K 468 80 9944 575 00 00 575 00 Lukas George 488 30 1281 2500 00 00 2500 00 Number of employees for this Page Page Totals Total Number of employees this State State Totals 08 17 2005 1 33 PM Builders Supply Employer s Quarterly Unemployment Contribution Report for MN Minnesota Quarter Ending Date 09 30 2005 Total Gross Wages Paid This Quarter 23 576 00 State Taxable Wage Limit 23 000 00 Total Excess Wages Paid This Quarter 0 00 Total Taxable Wages Paid This Quarter 23 576 00 Employer s Tax Rate 9 100 Total Amount of Tax Due 2 145 00 Payroll User s Manual 9 29 941 Worksheet The 941 Worksheet contains the information you need to complete federal Form 941 Using the PAHCxxx Check History and PAHWxxx Check Withholdings History files it also computes the eighth monthly period breakdown You cannot file the 941 Worksheet Use it as a reference while filling out the official government produced form Follow these steps to print the 941 Worksheet 1 Select 941 Worksheet from the Periodic Processing menu The 941 Worksheet screen appears A 941 Worksheet Commands Edit Modes Other Help exelmelmal e ee Ca Quarter 3 Quarter Ending Date osr3o 2005 Es Tax Adjustments Current Quarter s Sick Pay Current Quarter s Adjustments for Tips and GTLI Current Year s Income Tax Withhold
356. st you can post period to date year to date and job to date pieces to the JOBSxxx file Use the Proceed OK command to save the information The Payroll Transactions screen appears Payroll User s Manual 5 9 Payroll Transactions Daily Work Adding a Transaction The Enter Transactions screen appears when you press A on the Payroll Transactions screen to add a transaction Enter Transactions E o ES Commands Edit Modes Other Information Help es Employee ID i Bourne Linda C SALARIED Tax Group MN gt Date oensiz005 Fs Dept 500 EXECUTIVE Job Phase Cost Code 4 Class Prs Sequence No Pieces 0 Salary 7500 00 Earn Code Note Hours Rate Amount SAL Salaried Wage 34 000 4 000 136 00 Deduction Note 008 Parking 4 Uniform Field Description Employee ID Press Enter to add a transaction for the current employee or enter a different employee ID Use the Maintenance F6 function to enter the Employees function to edit employee information Tax Group Press Enter to use the current tax group or enter a different group if the employee is subject to tax in more than one group Use the Maintenance F6 command to enter the Tax Group function to edit tax groups Date Press Enter to use the current date or enter a different date 5 10 Payroll User s Manual Field Dept Job Phase Cost Code Class Sequence No Payroll User s Manual Payroll Transactions Description Pr
357. stem that does not have graphical capabilities the text mode is the only mode available In text mode all screens are presented in an easy to use textual interface that you navigate through using keyboard commands Main Menu The text main menu is shown below OSAS T000 Settings Edit Print Help 06 01 2005 Company H Builders Supply 12327 FH Main Menu General Ledger OPEN SYSTEMS R Accounting Software When you select an application the application s menu is superimposed over the main menu Selecting an entry on an application menu opens a function screen or a submenu Payroll User s Manual 1 35 Introduction Navigating OSAS 1 36 You can move around the text main menu in these ways e Use the arrow keys to move the cursor up and down to highlight the application you want Then press Enter to select it e Press the first letter of the application you want to move the cursor to the first application beginning with that letter Continue to press the letter key or the down arrow until the application you want is highlighted then press Enter to select it e Use the mouse to click an application to view that application s menu e To move to the first application on the menu press Home To move to the last application on the menu press End e Onan application menu press Page Up to move to the menu immediately behind it If you are several levels away from the main menu you can return to the
358. t file stores records that were posted after transactions were entered Records are stored for each earning code deduction code and pieces if you pay employees piece rates Earnings can be split between paychecks if a sequence number is assigned to each transaction The Calculate Checks function creates checks based on the information stored in this file When you post checks this file is cleared The PATRxxx Transactions file stores the detailed records of time tickets and miscellaneous payroll entries you make through the Payroll Transactions function You can view the contents of the file by producing the Time Ticket Journal and the Miscellaneous Deductions Journal The file is cleared when you post transactions Payroll User s Manual 1 11 Introduction The Payroll System The PACWxxx Checks Withholdings file stores the withholdings for each employee paycheck History Files The history files get information as a result of a post The PAEDxxx Employee Deduction History file stores month to date quarter to date and year to date information about each employee s payroll deductions The PAEExxx Employee Earnings History file stores each employee s month to date quarter to date year to date earnings and hours worked both gross and net pay amounts The PAEMxxx Employee Miscellaneous History file stores miscellaneous historical information for each employee weeks worked allocated tips cost of GTLI DCB 457 and
359. t or the last fiscal year if Payroll interfaces with General Ledger e Summary disbursement entries of the checks are created in the BRTRxxx Transactions file if Payroll interfaces with Bank Reconciliation e The information in the PACHxxx Checks file is erased to make way for check calculation for other groups of employees e The number of weeks each employee worked is calculated Payroll User s Manual 6 57 Post Checks Payday Work e The payroll number in the PACTLxxx table is incremented e The vacation and sick hours for employees are automatically updated if you selected this option When you post checks the information that is posted cannot be edited later Employee Posting Entries Below is an illustration of the employee portion of the entries that are made when Payroll interfaces with General Ledger Payroll Adv EIC Holding Cash Payment DB CR DB GL Account in GLPAYxxx table or if GLPAYxxx table Earning Codes interfaced with Bank Rec the BRBAxxx file Fed State Fed WH FICA State Local Deduction Other Other Local Liability Liability Liability Liability Liability Liability 1 3 Other CR CR CR CR CR CR CR OR All these accounts are set up in the PAWIxxx Withholdings file and post to the GL account number entered in the file except for the deduction liability account which posts to the PADDxxx Deductions file If Payroll interfaces with Bank Reconciliation the cash acco
360. t Register again If you find inaccuracies in checks you entered manually use the Manual Checks page 6 9 function to make changes Edit Register Screen Select Edit Register from the Payday Work menu The Edit Register screen appears 4 Edit Register Commands Edit Modes Other Help Payroll Number Quarter Group Code Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 08 Print employer tax and deduction information Print Register In Print By Summary Department Detail Employee ID Sequence No Check No Company H 0847 2005 Terminal T000 INS Payroll User s Manual 6 21 Edit Register 6 22 Payday Work The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions 1 If you want employer tax and deduction information to print in the register select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the amount of detail you want in the register Detail prints earnings withholdings and deductions information for all employees while Summary prints earnings withholdings and deductions involved in the checks 3 Select the order in which you want to print the report 4 Select the output device See Reports on page 1 41 for more information After the register is produced the Payday Work menu appears Payroll U
361. t later This option is only available on Windows or graphical Linux workstations running BBj e Select File or enter F to save the report to a file then change the directory path and file name followed by the txt extension if necessary Directory paths and file names must be less than 35 characters in length Note To preserve formatting view the reports you save to a text file with a fixed width or monospaced font Courier or Lucida Console for example e In text mode enter S to view the report directly in an OSAS function screen then select whether to view it in Standard or Compressed width e When available select Email or enter M to e mail the report then enter the e mail address to sent the message to the subject for the message and whether to include the report as an attachment to the message Generally reports or forms that make up part of your audit trail cannot be e mailed You also must set up your e mail system in Resource Manager before you can e mail reports Note To preserve formatting view e mailed reports or attachments with a fixed width or monospaced font Courier or Lucida Console for example Consult the Resource Manager guide for more information about reports Payroll User s Manual 1 41 Installation and Conversion Payroll Installation Direct Deposit Installation Conversion Payroll User s Manual 2 3 2 5 2 7 2 1 Payroll Installation Before You Install Payroll Make s
362. t to which the withholding is posted If Payroll interfaces with General Ledger use the Maintenance F6 or Inquiry F2 commands to select the account number 8 The Fixed Percent field is available only if the withholding is employer paid If you are working with a FWH SWH or LWH record enter the percentage of pay to be withheld 9 Ifyou are working with a FWH record enter the employer s federal tax ID in the Tax ID field This ID prints on W 2 forms Only the first 10 characters are used If you are working with a SWH or LWH record enter your state or local tax ID If you are entering a SUI record enter the tax ID you want to print in the Quarterly State Unemployment Report 10 The Weeks Worked Limit field is available only if you entered a state withholding tax in the Tax Code field Enter the minimum number of hours an employee must work to qualify as one week of work or enter 00 if the state has no minimum If an employee works less than the minimum number of hours you enter here the Weeks Under Limit field in the employee s history record is updated 11 Press PgDn to save your entries in the header section and move to the scroll region 12 Use the commands to work with the entries in the scroll region e Press Enter to change the Exclusion status of a deduction or earning code The check box status alternates between selected and cleared in graphical mode or YES and NO in text mode e Press A to exclude all
363. t you want to print does not contain check box options ignore that step and continue to the next Follow these steps to print a payroll report 1 Select the report you want to print from the Payroll Reports menu The selection screen for that report appears The Sick Leave and Vacation Report screen is shown below as an example 4 Sick Leave and Vacation Report Eo Commands Edit Modes Other Help aa Employee ID From BOUOO1 Thru ST0001 Print for O Month Quarter Report For Quarter 3 Include Terminated Employees Payroll User s Manual Company H 08 17 2005 Terminal TODO INS 7 3 Printing a Payroll Report Payroll Reports 7 4 Select the range of information to include in the list in the From and Thru fields The Inquiry F2 command is usually available for these fields to let you select beginning and end range values from the list that appears Leave these fields blank to include all values in the list Tf the screen contains entry fields for example for entering date ranges check number ranges codes or financial quarters or periods enter the appropriate values to use when printing the report If the screen contains options that control how information is sorted select the option you want to use to sort the information You can select only one sort option If the screen contains options or combo boxes that control what prints on the report select the option corresponding to the t
364. tail you want to include in the report 7 Select the output device See Reports on page 1 41 for more information After the report is produced the Periodic Processing menu appears Monthly Withholding Report 08 17 2005 Builders Supply 11 00 AM Monthly Withholding Report in Detail For the Month Ending 08 31 2005 Gross Earnings Emp ID Employee Name Gross Wages Federal Earnings STOOOL Stockard Albert W MTD 358 00 FWH 00 DAS MED 358 00 FUH 00 DAS MED Local Total Number of Employees MTD 31738 00 FUH 00 DAS MED 31738 00 FUH 00 DAS MED State Total MN Number of Employees MTD 31738 00 FUH 00 DAS MED 00 FUH 00 DAS MED Grand Total Number Employees MTD 31738 FUH DAS MED FUH DAS MED End of Report 9 20 Payroll User s Manual Quarterly Employer s Tax Report State and federal authorities usually require that your company submit employer withholding and unemployment statistics every quarter The Quarterly Employer s Tax Report shows these statistics in either detail or summary form The information in this report comes from the PAEExxx Employee Earnings History PAEGxxx Employee General Information PAEMxxx Employee Miscellaneous History and PAEWxxx Employee Withholding History files Quarterly Employer s Tax Report Screen Select Quarterly Employer s Tax Report from the Periodic Processing menu The Quarterly Employer s Tax Report screen appears Quarterly Employer s Tax Report a
365. tate withholding e SUI State Unemployment Insurance employer e 501 State other withholding 1 e 02 State other withholding 2 e 03 State other withholding 3 3 16 Payroll User s Manual Setup Setup Functions The state withholding and state unemployment insurance tax codes are used by the system and should not be modified or deleted Use of the state other withholding varies from state to state See the Payroll State Tax Routines for information about the states where employees live These codes must first be set up in the Tax Authority Setup function Fixed withholding applies to the SWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold You cannot assign fixed withholding percentages to SUI or SOx tax codes You can set up other codes for example WKC for worker s compensation as you need them in the Tax Authority Setup function Local Withholdings To use local withholding you must create and install your own local tax routines in the Tax Authority Setup function Contact your dealer or installer for more information For each local authority you can set up these tax codes e LWH Local withholding e LO1 Local other withholding Fixed withholding applies to the LWH tax code only If you have forms of other pay that are taxed at a fixed rate you can enter the fixed percentage to withhold Do not assign fixed withholding percentages to the
366. te you enter here will be copied 4 Enter the date you want the system to use as the transaction date 5 Select the output device to begin printing the Copy Recurring Entries Log See Reports on page 1 41 for more information After the log is produced the Daily Work menu appears Copy Recurring Entries Log 08 17 2005 Builders Supply 8 11 AM Copy Recurring Entries Audit Trail Tax Group Phase Cost Seq Payf Code No JONOO1 ROSOOL CODE Al TOTALS JONOO1 000 ROSOOLl 000 CODE Al TOTALS STOOOLl 000 CODE C9 TOTALS STOOOl 000 CODE C9 TOTALS Grand Total Grand Total End of Report 5 24 Payroll User s Manual Post Transactions When you post transactions time ticket and miscellaneous deduction information is transferred from the PATRxxx Transactions file to the PATPxxx Transactions Post file Once posted you cannot change this information using the Payroll Transactions function You can however view the totals of the posted entries using the Totals command in transaction entry During posting the detail from the time tickets is lost only the summary information necessary to produce the next group of paychecks is stored In addition the PADPxxx Department file is updated so that department records show the number of hours and pieces and the amount of the payroll expenses on the time tickets If Payroll interfaces with Job Cost the job and phase records are updated with labor expenses excluding ded
367. tead terminated employee records are deleted for current year data when you do year end maintenance They are retained in last year s files so that you can produce W 2 forms Payroll User s Manual 10 3 Employee File Maintenance Employees Screen Select Employees from the File Maintenance menu The Employees selection screen appears Employee Commands Edit Modes Other Help 2Xte mealmal e e Employee ID Last Name Bourne First Name Linda Middle Initial c q Do You Want To Maintain General Information Salary Information Tax Information Personnel Information One Personnel Information Two Employee Comments User Defined Fields Documents JKIA Company H 08 16 2005 Terminal T000 OVR Inquiry Enter the ID of the employee whose record you want to add edit or delete If you enter an existing ID the employee s name appears If you need to add an employee for example for W 2 reporting press enter the new ID and select General Information below If you try to add an employee to the PAEGxxx LYx last year Employee General Information file the PAEGxxx current Employee General Information file is not updated Instead the system warns you that adding employees in last year files does not update current year files To delete an employee record use the Delete F3 command Both the employee s record and the employee s history record ar
368. ted correctly Use descriptive IDs For example SALESO1 and MKTGO1 are more descriptive IDs than 000001 and 000002 However if you already use a numbered system you might want to stick with it If you want to sort items by a particular attribute name or group put the attribute in the ID For example to organize employees by their last names put the first characters of the last name in the employee ID To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of ANDOO1 and ANDOOS5 leaves room for three IDs in between Payroll User s Manual 3 5 Setup Checklist Follow the steps below to set up the Payroll system Following the order of the steps should save you from repeating your work Each step is explained in this section 1 Setup the options and interfaces 2 Set up earning types PAETxxx file 3 Set up earning codes PAECxxx file 4 Set up tables PATBxxx file 5 Set up tax tables PATXxxx file 6 Set up withholding codes for tax authorities PACO file 7 Setup withholdings PAWIxxx file and tax groups PATGxxx file 8 Set up company deductions PADDxxx file 9 If necessary use the Formula Maintenance function to add formulas to the PAFMHDR Formula Definition and the PAFMLIN Formula Line Detail files 10 Set up departments PADPxxx file 11 Set up payro
369. tenance menu The Withholdings screen appears 4 Withholdings Commands Edi Modes Other Scroll Commands Help EIER rafselmalelee _ Tax Authority State Code Local Code Withholding Code Description Deduction Description 001 002 003 Medical Ins Dental Ins United Way Fexeral WA WA gt Exclusion 8 amp 6 Liability Acct Accrued Taxes Acct Fixed Percent Tax ID Weeks Worked Limit Earn Code Description _ Double Time Overtime Pay Bonus Exclusion 004 Credit Union Travel Exp 005 Dues Cash Yalue 006 401K Commissions 007 IRA Plan Rpt Tips 008 Parking Regular Pay 009 Cash Advance Salaried Wage Stock Plan Sick Pay oooo000e8000 1 Enter toggle Deduction 004 of 011 All None y Earn Code 001 of 011 Company H 108 16 2005 Terminal TODO OYR In the Tax Authority field enter F to work with federal tax authority codes S to work with state tax authority codes or L to work with local tax authority codes Payroll User s Manual 11 23 Withholdings 11 24 Codes Maintenance If you entered S in the Tax Authority field the State Code field becomes available Enter the state code you want to set up or adjust The state code must be defined in the Tax Authority Setup function see page 11 5 befo
370. ter the function The function screen appears in the right pane e To exit from a menu click a different menu name or application tab To exit from OSAS click the Close box in the upper right corner of the screen press F7 or select Exit from the File menu Payroll User s Manual 1 29 Introduction Navigating OSAS Function Screens Graphical screens contain the same functionality as text screens presented in a graphical format that includes easy access to commands via the mouse A Tax Locations Commands Edt Modes Other Scroll Commands Help Tax Location Name Tax Level H i Tax ID o Authority N Tax on gt Misc Tax Liability Acct Tax Refundable Acct Class Description Sales Tax Purch Tax Tax Collected Tax Paid Consumer Goods Resale Sales 0 000 00 Exempt Sales 000 0 000 00 Ind Agr Prod 0 000 00 Interstate Comm 0 000 00 Motor Vehicles i 000 0 000 00 Food Products 0 000 00 Clothing 000 0 000 00 Gasoline 0 000 00 Services 000 0 000 00 Total 1307 00 Calculated 1307 01 Over Short 01 Enter edit Tax Loc First Last Nee Prev View Header Company H 08 02 2005 Terminal T000 OVR You can move around the screen in these ways e Use the mouse or press Tab to move from field to field Use the scroll buttons to move from line to line in scrolling regions e Ifa screen appears prompting for the k
371. that appears Basic Error nn LINE nnn Program xxxxx A serious error has occurred Write down the information that appears and get help from a support technician Cannot define file The Payroll system cannot create the work file it needs for magnetic media production Make sure that enough disk space is available and that the directory you specified exists If the problem persists get help from a support technician Payroll User s Manual A 1 System Messages Cannot delete during inquiry The functions on the Employee Inquiry menu are read only To delete employee records you must have access to the appropriate File Maintenance functions Cannot delete employee with history Before you can delete an employee record that has quarter to date and or year to date balances in reported earnings or tax withholdings you must change the balances to zero through the Employees function page 10 3 Print W 2s for the employee before you delete the record Records of terminated employees are deleted automatically during year end processing Cannot find last year files for this company You must run the year end maintenance function There are no last year data files for the company Press Enter to return to the main menu Then do periodic maintenance page 9 55 Cannot find table name table Cannot find table name tax table The system cannot find the table shown in this message Use the Tables page 10 77 or the Ta
372. the Payroll system and how to navigate around OSAS e Chapter 2 Installation and Conversion details how to install Payroll using Resource Manager and how to create or convert the data files it requires e Chapter 3 Getting Started gives information and checklists on the steps you need to perform to set up Payroll e Chapters 4 through 12 contain function descriptions organized by menu These chapters mirror the order that appears on the Payroll menu e The Appendixes contain supplimentary material not directly related to Payroll functionality e The Index is a topical reference to the information in the rest of the chapters and concludes this guide Payroll User s Manual 1 3 Introduction Welcome to OSAS Conventions 1 4 This guide uses the following conventions to present information When the Inquiry or Maintenance commands or both are available for a field the Inquiry and Maint flags appear in the margin See page 1 34 and page 1 39 for more information on these commands When you see the phrase use the Proceed OK command in this guide press Page Down in either text or graphical mode to continue In graphical mode you can also click OK to proceed If you use the Direct Deposit application that is available for Payroll additional features and functions were added to Payroll when you installed Direct Deposit When a feature or function has been added and is only available when you use Payroll with
373. the functions on the Employee Inquiry menu to view employee information You cannot use these functions to add or change information If you want to add or change employee information use the functions on the File Maintenance menu instead Payroll User s Manual General Information Use the General Information function to view general information about employees name address phone number and so on The information comes from the PAEGxxx Employee General Information file and is entered in the Employees function see page 10 3 for an explanation of the fields To add to or change this information use the Employees function on the File Maintenance menu General Information Inquiry Screen Select General Information from the Employee Inquiry menu The inquiry screen appears General Information Commands RX Modes Other Information Help Emp ID Last Name First Name W 2 Name Address 1 Address 2 Address 3 Res City Zip Code Phone No SS No Sex EEO Class Retirement Plan Direct Deposit Bourne Linda Middle In Linda C Bourne 501 H Hamilton Ave Edina 55435 612 555 1212 459 30 1099 F 2 W 2 Fields Statutory Employee E Mail Ibourne builders_supply com c Job Title Admin Asst Work Phone Extension SupriD LUK001 Adj Hire Date 01 09 1998 Start Date 01 09 1998 Birth Date 06 07 1964 Term Date Last Review Date 11 12 2004 Next Review Date 11 12 2005 Last Check Date I
374. the pay cycle in which you enter it When the pay cycle is completed override pay is cleared from the system Tax Information Use the Tax Information portion of the Employees function to enter federal state and local tax information Research the state and local tax information before entering the data In particular marital status and number of exemptions can differ among tax authorities The valid marital statuses for federal tax purposes are married and single but in some states employees can be married single unmarried heads of households married filing jointly or married filing jointly and both working Consult the Payroll Tax Routines for information about marital status in the states where employees file Open Systems does not supply information about local tax regulations Personnel Information Use the Personnel Information portion of the Employees function to enter information about the employee s education pay history and so on Payroll User s Manual 3 21 Setup Functions Setup Leave Adjustments Before using the Leave Adjustments function use the Roll Up Leave Balances function see page 9 49 if you elected to include vacation sick hours for accrual calculation in the Resource Manager Options and Interfaces function Then use the Leave Adjustments function see page 10 49 to make positive and negative adjustments to an employee s sick and vacation pay Employee History If you start Payroll at any tim
375. thholding Report 4 O Commands Edit Modes Other Help aa Employee ID From BOU001 SE Thru STO001 State From y Thru a Quarter 3 Quarter Ending Date 09 30 2005 Fa Print Earnings 4s Gross Earnings O Taxable Earnings Print Detail Report Summary Only Company H 08 7 2005 Terminal T000 INS Inquiry 1 Enter the range of employees you want to include in the report 2 Enter the range of states you want to include in the report Payroll User s Manual 9 25 Quarterly Withholding Report Periodic Processing Quarterly Witholding Report 08 17 2005 1 06 PM Emp ID Employee Name Gross Wages Enter the quarter for which you want to print the report Press Enter to accept the current date or enter a different date The date you enter will print on the report Select the kind of earnings you want to include in the report You can choose to include either gross earnings or taxable earnings Select the level of detail you want to include in the report Select the output device See Reports on page 1 41 for more information After the report is produced the Periodic Processing menu appears STOOOl Stockard Albert W QTD 358 00 00 358 00 00 Local Total Number of Employees QTD 31738 00 00 31738 00 00 State Total MN Number of Employees QTD 31738 00 00 Grand Total Number QTD 31738 End of Report 9 26 FUH DAS MED FWH DAS MED FWH DAS
376. three character to five character prefix and a two character to five character suffix The prefix is the table name FUTA for federal unemployment tax for example For company specific tables the suffix is a company ID Generic system wide tables do not have suffixes If you delete a company specific table that company uses the generic table For example if you delete table GLPAYA01 company AO then uses the GLPAY table You can set up the SUTssxxx SOTss STSss and STXssm tax tables for each state where you do business For example you can set up table SUTAZ to store the percentage and earnings limit that Arizona uses to calculate employer state unemployment You can set up the LTXssllm table for each locality where you do business For example you can set up table LTX01 to store the base and percentage figures that the locality uses to calculate tax withholding In addition you can set up the LTXssllm table for marital statuses For example you can set up table LTX01S to store the base and percentage figures that the locality uses to calculate tax withholding for unmarried employees You must set up a MAXVSxxx table for each company that uses the table For more information on setting up tables see page 10 77 For more information on setting up tax tables see page 10 97 Withholding Codes for Tax Authorities Use the Tax Authority Setup function see page 11 5 to enter and maintain withholding codes for federal state and lo
377. ting The check is backed out if Payroll interfaces with General Ledger and Bank Reconciliation the check history is backed out of those applications The check remains in the PAHCxxx file but is marked as a voided check It prints in the Check History Register but its totals are not added to the register You can choose to make a copy of the check record in the PACHxxx file if the check is a manual check If the check is a calculated check you can make a copy of the time tickets used to calculate that check in the PATRxxx Transactions file You can do this though only if the original time tickets are in the PATHxxx Transaction History file The check or the transactions will then be re created in the correct files and you can edit the check in the Manual Checks function or the transaction in the Payroll Transactions function Before You Begin Before you void a check post the checks that you created through the Calculate Checks function or that you entered through the Manual Checks function Payroll User s Manual 6 37 Void Checks Payday Work Void Checks Screen Select Void Checks from the Payday Work menu The Void Checks screen appears Void Checks Ale Commands Edit Modes Other Help xelselmo e ee Employee ID Bouoor a Post To Check Number 1080 a Bank Account FNB001 J Post to Payroll Tax Month 8 August GL Period 3 Do you want to create a copy of this voided check in the Checks File
378. ting a deduction If you want to override an employee s scheduled deduction or give a deduction the employee is not scheduled to receive enter the code for the deduction Use the Maintenance F6 command to open the Deductions function to edit a deduction code Payroll User s Manual Daily Work Payroll Transactions Field Hours Rate Amount Pieces Description If you are entering a time ticket press Enter if the employee worked the current number of hours or enter a different number of hours If you are entering a deduction transaction enter the number of hours to use in calculating the deduction if necessary Press Enter to accept the employee s current pay rate or enter a different pay rate for the time ticket The rate will change depending on the earning code entered and the Multiplier and Add to Base fields for that earning code If you are entering a time ticket the amount calculated for the time ticket appears To change this figure change the earning code rate of pay or number of hours worked If you are entering a deduction transaction enter the amount of the deduction If the employee did piece work the number of pieces he or she produced appears Press Enter to accept it or enter a different number The Payroll system does not use piece information to calculate pay but piece data can be distributed to and accumulated by department In addition if Payroll interfaces with Job Co
379. tion See Editing or Adding a Scheduled Deduction on page 10 13 for more information e Press Gto go to a specific deduction then enter the deduction ID This command appears only when there is more than one screen of deductions e Press F to add or edit a deduction formula The Formula Maintenance screen appears See page 10 99 and appendix C for more information e Press Cto edit factors for a selected deduction See Factor Entry on page 10 14 for more information e Press P to return to the Pay Information section of the screen e Press N to save your entries and move to the next screen you selected Each time you add or edit a deduction line that entry is saved to the employee record You can also use the Proceed OK command to save the change Payroll User s Manual File Maintenance Employee Editing or Adding a Scheduled Deduction When you press Enter to edit a scheduled deduction or A to add a scheduled deduction the fields for the line item become activated Field eT Ne Description 12345 Amount Payroll User s Manual Description Enter the number of the scheduled deduction You cannot use the same deduction number more than once for an employee If you want the same deduction taken twice you must enter a new deduction number The description of the deduction appears Each of the five characters represents a period code You might use the pay periods to identify the five weekly
380. tion store special fields that appear on the Employees Tax Information screen and are required to calculate state withholding e The SOTss tables ss represents the state abbreviation are used to calculate other state employee withholdings such as disability insurance Local Tax Tables The LTXssllm table stores the earning base tax base earnings limit and tax percentages for the locality where the withholding is required A Note on Tax Tables The last entry in the first column of a tax table must be 99999999 99 because the Tables function goes to the next higher entry than the amount it is looking for and then goes back one line 10 98 Payroll User s Manual Formula Maintenance Use the Formula Maintenance function to set up and maintain the formulas needed to calculate deductions and withholdings For a detailed explanation of formulas and a list of valid variables functions and operations see appendix C Once a formula has been set up you can edit it through the Employee Pay Information screen page 10 8 Deductions function page 11 17 or Withholdings function page 11 23 Changes you make here update the PAFMHDR Formula Definitions and PAFMLIN Formula Line Detail files Note If you build a formula while you are in the sample data path to test it the system stores the formula in the program directory destroying the formula that was created with your live data If you try to do this the following warni
381. tion on the values you need to pay special attention to Payroll User s Manual Periodic Processing Enhanced Payroll Tax Reports Creating Follow these steps to create the file on a Windows workstation Files on Windows 1 Select Enhanced Payroll Tax Reports from the Payroll Periodic Processing menu The Enhanced Payroll Tax Reports screen appears Enhanced Payroll Tax Reports Commands Edit Modes Other Help es v View Mode Form Type Year File Name Pick Date From Thru Select Form to Process Live Dpen date vi 2005 MNTAX 10 01 2005 Fs 1115 2005 Pa Company H 1170372005 Terminal T000 OVA 2 Select the View Mode in which to open Forms Viewer e Select Live to use the data in the current file and open FormsViewer to the new form you select below e Select History to work with a form you saved previously OSAS automatically launches FormsViewer which opens a screen from which you can select the existing form that you want to work with Payroll User s Manual 9 5 Enhanced Payroll Tax Reports Periodic Processing 9 6 Select the Form Type to generate e Select Open Date to generate a form that contains data that is valid between the dates you enter After selecting Open Date enter the year to assign to the data and the dates to use when generating the file in the Year and Pick Date fields below e Select Monthly to generate a form that contains data for the month and yea
382. tion screens Main Menu The toolbar for the main menu is shown below Click a button to access that Toolbar command Access Command Calendar Toggle Code Help Favorites 2 60 aa e a Application Calculator Call a BBj Pro5 Date Versions Program Function The toolbar for function screens is shown below Click a button to access that Screen command Toolbar File Start Paste Calendar Online Maintenance Over Documentation 2xre aR aa amp de Delete Copy Calculator Field Address Help Mapping Date Fields If you use BBj in graphical mode click the Calendar button when it appears next to date fields to open a calendar so that you can select the date you want to enter into that field Payroll User s Manual 1 33 Introduction 1 34 Navigating OSAS Browse sd If you use BBj in graphical mode you can use the Browse button when it appears next to fields to navigate to directories and files and automatically enter file paths into that field Click the Browse button to open the Select Directory File screen then navigate to the directory or file and click Open to automatically enter the file path in the field Inquiry The Inquiry command helps you look up and select valid entries for fields that are connected to master file records For example when you use the Inquiry command in a Batch ID field OSAS lists all batches you have set up so that you can select the one you want to enter in that field When the Inquiry
383. tment History file Leave Adjustments screen Select Leave Adjustments from the File Maintenance menu The Leave Adjustments screen appears Leave Adjustments O E Commands Edit Modes Other Help aa 4 Employee ID Last Name First Name Middle Initial Leave Type Description Date Earning Code Adjustment Bourne Linda c Vacation osmerzoos Es vac 45 000 Remaining Leave Wacation 119 500 Sick 96 000 Company H osn 6 2005 Terminal TODO jovr Inquiry 1 Enter the ID of the employee The employee s name appears 2 Enter the leave type you want to adjust Sick or Vacation 3 Enter a description for the adjustment For example you may want a reason for the adjustment in the file Payroll User s Manual 10 49 Leave Adjustments 10 50 File Maintenance Enter the date you make the adjustment Enter an earning code with an earning type of V for vacation or S for sick Enter the amount of the adjustment using a plus sign to add hours and a minus sign to subtract hours Use the Proceed OK command to save your changes The cursor returns to the Earning Code field Use the arrow keys to move to the Leave Type field to enter another adjustment for the employee use the Abandon F5 command to enter an adjustment for a new employee or use the Exit F7 command to return to the File Maintenance menu Payroll User s Manual Direct Deposit Use the Di
384. ts for taxes for example OASDI Medicare SUI and FUTA and wages in excess of the limits The liability calculations in this report are approximate because of rounding differences and may vary from actual posting totals Compare the totals with those in the Employer s Liability Report for the actual liabilities Employer s Tax Report Screen Select Employer s Tax Report from the Payday Reports and Posting submenu The Employer s Tax Report screen appears Employer s Tax Report Commands Edit Modes Other Help Payroll Number 000054 Quarter 3 Group Code 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 08 Print Other Employer Taxes Company H 08 17 2005 Terminal T000 INS The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Payroll User s Manual 6 49 Employer s Tax Report Payday Work 1 Ifyou want to print other employer taxes select the box or enter Y in text mode if not clear the box or enter N in text mode 2 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Employer s Tax Report 08 17 2005 9 55 AM Builders Supply Employer s Tax Report For Pay Period Ending 08 15 2005 Group Codes 0123 Employer FICA 30000 N0 LIMIT Earnings
385. u After you enter accrual adjustments produce the Vacation and Sick Leave Report page 6 27 to verify your changes Payroll User s Manual Vacation and Sick Leave Report The Vacation and Sick Leave Report lists the employees and their current vacation and sick accruals for the payroll run Use the report to verify changes made through the Accrual Adjustments function and as part of your business records Vacation and Sick Leave Report Screen Select Vacation and Sick Leave Report from the Payday Work menu The Vacation and Sick Leave Report screen appears Vacation and Sick Leave Report Commands Edit Modes Other Help Employee ID From Thru Display Dollar Amounts CompanyH 08 7 2005 Terminal tooo INS Inquiry 1 Enter the range of employees you want to include in the report 2 If you want dollar amounts in the report hours information is always included select the box or enter Y in text mode if not clear the box or enter N in text mode 3 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Payroll User s Manual 6 27 Vacation and Sick Leave Report Payday Work Vacation and Sick Leave Report 08 17 2005 Builders Supply Vacation and Sick Leave Report Pay Check Date 08 15 2005 Employee Type Beginning Balance Accrued This Period Taken This Period Ending Balance ID Leave Hours Dollars Hours
386. u Post If you have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using Payroll functions In addition if Payroll interfaces with General Ledger make sure that no one else is accessing the GLJRxxx file Back up your data files Power surges or equipment failures can result in the loss of information If you have Direct Deposit installed you must use the Create Direct Deposit File function before you can post Post Checks Screen Select Post Checks from the Payday Reports and Posting submenu The Post Checks screen appears 4 Post Checks O Commands Edit Modes Other Help gt elmal 7 ele Payroll Number 000054 Quarter 3 Group Code 0123 Period End 08 15 2005 Date on Checks 08 15 2005 GL Period 8 Bank Account FNBOO1 Be sure that you have backed up your data files before posting Post To Post to Payroll Tax Month 8 Post Manual checks to Time Ticket History Have you created the Direct Deposit File Company H 1081172005 Terminal TODO INS 6 60 Payroll User s Manual Payday Work Post Checks The payroll number quarter group code period end date on checks and GL period appear You entered this information in the Calculate Checks or Manual Checks functions Inquiry 1 If Payroll Direct Deposit interfaces with Bank Reconciliation enter the bank account on which these checks are drawn 2 If Payroll interfaces with General L
387. u entered L in the Tax Authority field both the State Code and Local Code fields become available Enter the state code then enter the local code you want to set up or adjust 4 Enter or edit the description of the tax authority For example if you are working with a federal tax authority enter the name of the withholding 5 To move to the scroll region use the Proceed OK command 6 Use the commands on the command bar to move around the screen e Press S to switch between the Employee Withholding Codes and Employer Contribution Codes sections of the screen e Press Enter to edit a line item See Adding or Editing a Line Item on page 11 7 for more information e Press A to add a line item See Adding or Editing a Line Item on page 11 7 for more information e Press Gto go to a particular line item then enter the line item number or use the Inquiry F2 command to select the line item number This command is available only if there is more than one screen of items 7 Your changes are saved as you enter them Use the Exit F7 command when you are finished to close the screen and return to the Codes Maintenance menu 11 6 Payroll User s Manual Codes Maintenance Tax Authority Setup Adding or Editing a Line Item amp Append Tax Authority Setup m 20108 Number Code Formula PFED_FWHRTN Table ID FEDM The Append Tax Authority Setup screen appears when you add or edit a tax authority lin
388. u receive a reply from the bank clear the box or enter N in text mode Once you receive the bank s reply use the Direct Deposit function to mark employees as approved Select the output device for the Create Prenotification File log See Reports on page 1 41 for more information This log file summarizes which employees account information is included in the prenotification file for verification After the log is produced the Periodic Processing menu appears Create Prenotification File Log 08 17 2005 10 47 AM Bouool GEROOL JONOO1 LUKOOL sToool Employee Name Linda Bourne C Timothy Gerard G Maria Jonchim K George Lukas Albert Stockard W End of Report 9 12 Builders Supply Create Prenotification File Log Account Type Checking Savings Checking Savings Savings Savings Checking Checking Savings Savings Checking Savings Account Number tttttttttt t 2934 ttttttttt t 5O75 ttttttttttt 5333 tttttttttt t C353 ARAAARARAARA AAA EDO ttttttttttt 3353 tttttttttt 3334 ARAARARAARAAAA EDO tttttttttt 321l N tttttttttttt 4 64l tttttttttt 9574 Page Routing Number 000133333 000133333 000000013 000000013 000000013 055000165 055000165 055000165 055002341 000000028 000000028 000000039 Payroll User s Manual Department Report The Department Report is a summary of labor expenses posted to each department It serves as an audit trail of the e
389. u want to include in the report You can include employee deductions employer deductions or both 3 Select the output device See Reports on page 1 41 for more information After the report is produced the Payday Work menu appears Pay Period Deduction Report 08 17 2005 Builders Supply 10 02 AM Pay Period Deductions Report 08 15 05 Employee Deductions Bourne Linda C Bouool Gerard Timothy G GEROO1 Jenkins Kathy M JENOOL Jonchim Maria K JONOO1 Lukas George LUKOOL Rossini Lucinda A Rosool Stockard Albert W sToool Total for Deduction 001 Medical Ins Bourne Linda C Bouool Gerard Timothy G GEROOL Jenkins Kathy M JENOOL Jonchim Maria K JONOO1 Lukas George LUKOOL Stockard Albert W sToool Total for Deduction 002 Ins Bourne Linda C Bouool Gerard Timothy G GEROOL Jenkins Kathy M JENOOL Jonchim Maria K JONOO1 Total for Deduction 003 United Way Bourne Linda C Bouool Jonchim Maria K JONOO1 Total for Deduction Credit Union Stockard Albert W sToool Total for Deduction Bourne Linda C Bouool Gerard Timothy G GEROOL 6 54 Payroll User s Manual Employer Department Expense Report Produce the Employer Department Expense Report before posting to see how employer deductions and withholdings post to the department file Employer Department Expense Report Screen Select Employer Department Expense Rpt from the Payday Reports and Posting submenu The Employer Department Expense Report s
390. uce the employee s pay to a negative value OASDI is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate and print checks the amount of uncollected OASDI is deducted from the employee s check Enter the OASDI withholdings that were not collected from the employee each month Uncollected Medicare is the Medicare withholdings that were not collected from an employee For example if an employee receives tips and the Medicare contribution on those tips would reduce the employee s pay to a negative value Medicare is withheld from the check only until the amount is zero The remainder is stored in these fields The next time you calculate checks the uncollected Medicare amount is deducted from the employee s check Enter the Medicare withholdings that were not collected from the employee each quarter Payroll User s Manual File Maintenance Employee History Employee Earnings History Screen Use the Employee Earnings History screen to add or edit earnings information for your employees The Employee Earnings History screen has two screens Month Totals and Quarter Totals Month totals can be edited while quarter totals are view only Only the Month Totals screen is shown below the Quarter Totals screen is similar Earnings information is updated when you post checks Employee Earnings History al ES Commands Edt Modes Other Scroll Commands Help Em
391. uctions and hours If you elected to save transaction history when you installed Payroll the PATHxxx Transaction History file is updated with the detail from the time tickets and miscellaneous deduction entries from the PATRxxx file After the post completes the PATRxxx file is erased clearing the way for more time ticket and miscellaneous deduction entries You cannot use the Post Transactions function if you are working with last year files Before Posting Before you post perform these tasks e Ifyou have a multiuser system make sure that no one else is using the Payroll system You cannot post if someone else is using Payroll functions e Print the Time Ticket Journal see page 5 19 e Print the Miscellaneous Deductions Journal see page 5 21 e Back up your data files Payroll User s Manual 5 25 Post Transactions Daily Work The information in the Time Ticket Journal and the Miscellaneous Deductions Journal comes from the PATRxxx file Posted entries are cleared from this file to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important to maintain an audit trail Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data Post Transactions Screen Select Post Transactions from the Daily Work menu The Post Tr
392. ue in this field If you do not want to use a multiplier enter 1 The number you enter in this field is added to the employee s base hourly pay rate For example you enter an earning code with an Add to Base factor of 0000 50 Then you enter a time ticket for an employee who uses that earning code and whose base hourly pay rate is 10 per hour The system adds the factor to the employee rate resutling in a pay rate of 10 50 per hour for the employee If both a Multiplier and an Add to Base factor exist for the earning code the Add to Base factor is added to the employee s base pay rate first This new base pay rate is then multiplied After you approve the entries enter another earning code or use the Exit F7 command to return to the Codes Maintenance menu Payroll User s Manual Earning Types Use the Earning Types function to create groups of earning codes The Payroll system has nine preset earning types e Bonus e Commission e Fringe e Miscellaneous e Overtime Regular Earnings e Sick e Tips Reported as Federal Earnings e Vacation You cannot change or delete the preset earning types but you can set up additional earning types When you set up earning codes see page 11 9 you specify which earning type the code belongs to For example you might have four kinds of bonus pay You set up each kind of bonus pay as an earning code and group them all under the Bonus earning type Changes you make here update
393. ues allows you to control the position of the form vertically on the page DDTB Commands Edit Modes Other Help 2X te aa TableD 1 Description 4 UP Laser W2 Adjustment Number of Cols 2 Column Length 12 Type A DESCRIPTION DATA Top Margin 1 720 Dow Company H 08 16 2005 Terminal T000 OVR The Top Margin value controls the number of whole inches OSAS moves from the top of the page before printing the first line on the W2 The default value is 2 The 1 720 Down value controls the additional incremental distance OSAS moves down from the top margin value before printing the first line Use this value to adjust the form up or down in fine increments The number you enter here becomes the numerator of the 1 720 fraction For example entering 80 moves the first line down an additional 1 9 of an inch entering 180 moves the first line down an additional 1 4 of an inch and so on The default value is 80 the maximum is 720 8 Use the Proceed OK command to save the new table Payroll User s Manual 10 95 Tax Tables Use the Tax Tables function to set up and maintain the Payroll system tax tables The tax tables are used to calculate state federal and local tax withholding and are stored in the PATX Tax Tables file Tax tables are preset in the system Because the tax tables vary depending on the state s in which the company s employees live and work the tables are not de
394. uiry menu 4 4 Payroll User s Manual Salary Information Use the Salary Information function to view employee salary information pay rate scheduled deductions remaining vacation hours and so on Use the Employees function on the File Maintenance menu to add or edit information Salary Information Inquiry Screen Select Salary Information from the Employee Inquiry menu The Salary Information screen appears Salary Information Commands Modes Other Scroll Commands Information Help XIXI Employee ID L Bourne Linda C Pay Information Scheduled Deductions Dept 500 No Description 12345 Amount Balance Labor Class Prs 4 Medical Ins YHHHH 10 56 00 Corporate 6 401K PHHHH 450 Seasonal Employee 3 United Way PHNHN 1 00 Type H or S 4 Credit Union YHHHH 50 00 Exempt 10 Stock Plan YHHNH 100 00 Adjust to Minimum 2 Dental Ins YHNHH 3 52 Group Code 0 9 1 Pay Periods Year 12 Check Location Earning Code SAL Salary 7500 00 Hourly Rate 000 Override Pay 00 Deduction 001 of 006 Status Full time Sick Accrual Code Sick Hours Remaining 96 000 Vac Accrual Code Vacation Hours Remaining 119 500 Employee First next Previous Company H joa 7 2005 Terminal TODO ovr Inquiry 1 Enter the ID of the employee whose salary information you want to view 2 Use the commands to find the information you need e Press Eto view a
395. unt comes from the BR bank account you enter in the Post Checks function otherwise 1t comes from the GLPAYxxx table The payroll holding account comes from the earnings code and advance EIC payment account comes from the GLPAYxxx table The liability state other and local other accounts come from the PAWIxxx file 6 58 Payroll User s Manual Payday Work Post Checks Employer Posting Entries Below is an illustration of the employer portion of the entries that are made to General Ledger OASDI MED SUI FUTA Other Deductions cr CR CR cr CR CR Liability in PAWIxxx file Liability in PADDxxx file After posting OASDI MED SUI FUTA Other Deductions DB DB DB DB DB DB Expense Account in PAWIxxx Expense Account in PADDxxx The entries required for payroll processing are made in two parts e When you post checks credits for net pay deductions and taxes are posted a payroll holding account is debited for the gross pay advance EIC is debited and employer expenses are posted e Posted amounts do not include the types of other pay that are excluded from the employer s net pay nor are these other pay types posted to department expense accounts Only the types of other pay that are included in net pay are posted e When you post expenses to General Ledger gross pay is distributed to the appropriate departmental expense accounts Payroll User s Manual 6 59 Post Checks Payday Work Before Yo
396. up access codes Direct Deposit Tables Set up the DDTB file before you set up anything else All companies use the DDTB file You can set up company specific tables in the DDTB file See Tables on page 10 77 for table descriptions If you have already set up Payroll and you do not want to set up all the tables again in Direct Deposit use your operating system to make a copy of the PATB file in your data directory Next rename the copy to DDTB Employer Bank Information Use the Employer Bank Information option in the Payroll Information function to enter the bank information necessary to process direct deposit transactions Direct Deposit Use the Direct Deposit function on the File Maintenance menu to set up and maintain direct deposit transactions for employees Have your bank routing codes and employee bank account numbers at hand for this step 3 34 Payroll User s Manual Setup Setting Up Direct Deposit Prenotification File Use the Create Prenotification File function on the Periodic Processing menu to set up a file to use as a trial run before you begin processing direct deposit transactions Whenever an employee changes direct deposit information you must process a new prenotification You cannot produce a direct deposit voucher for an employee until a prenotification file has been sent to and received from your bank Back up your data files before using this function Access Codes To restrict access to dat
397. urce Manager guide for full details about the menus available in OSAS Other The Other Commands or F4 menu gives you access to additional utilities and Commands commands not directly related to the function you re currently using In text mode press F4 twice on the menu or once on function screens to access this menu See page 1 31 for more information on this menu Information The Information or Shift F2 menu gives you access to additional information Menu about a customer vendor item job bill of material or employee In text mode this menu is available when the Info flag appears at the bottom of a function screen The commands on the menu are available only as they are relevant to the task you are performing For example if you are entering a transaction in Accounts Receivable you can access comments or documents about items or customers but not about employees or vendors See page 1 32 for more information Favorites The Favorites menu allows you add the OSAS menus or functions you use most Menu frequently to a custom menu After you ve set up the menu select Change to Favorites from the graphical Favorites menu or press F2 to access the functions To add a function to the Favorites menu select the function you want to add from the main menu and press F10 To remove a function from the menu select the function on the Favorites menu that you want to remove and press F10 again See page 1 32 for more information on this me
398. ure your system meets these minimum requirements before you install Payroll The Payroll system needs a minimum of 13 megabytes 13 Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files You will also need more disk space available for the data files you create and maintain The OSAS system requires at least one megabyte 1 Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Payroll Use the Install Applications function on the Resource Manager Installation menu see your Resource Manager installation manual to install Payroll Install the State Tax Routines after you install Payroll If you intend to use Direct Deposit with Payroll install it after you install the State Tax Routines Setting up Payroll Once you install Payroll on your system you must prepare your data files for everyday use You can prepare files for use with Payroll in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Resource Manager Company Setup menu see your Resource Manager installation manual For instructions on converting your files see Conversion on page 2 7 If you want to use General Ledger Bank Reconciliation or Job Cost with Payroll you must
399. ved Numbers are sorted as if they were letters when the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Payroll User s Manual Setup Setup Considerations If you use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sor
400. voucher for direct deposit select the box or enter Y in text mode If you want to issue a check for the entire amount of the transaction clear the box or enter N in text mode Clear voucher This prompt appears if you are editing a voucher If you want to issue a check for the entire amount of the transaction select the box or enter Y in text mode If you want to create a direct deposit voucher clear the box or enter N in text mode Check No If you are entering the check after 1t was issued enter the number of the check you issued to the employee If you do not enter a check number check numbers are assigned automatically when you print checks Weeks Worked Enter the number of weeks the employee worked Use the Proceed OK command to go to the earning code scroll region then use the commands to work with the information on the screen e To edit an earning code press Enter See Editing and Adding Earning Codes on page 6 15 for more information e To add an earning code press A See Editing and Adding Earning Codes on page 6 15 for more information Payroll User s Manual 6 13 Manual Checks Payday Work e To calculate a check press C If you elected to accrue sick and vacation time for an employee in the Resource Manager Options and Interfaces function this message appears Do you wish to accrue Vacation Sick for this employee If you want to accrue vacation and sick time for the empl
401. working with last year files Time Ticket Journal Screen Select Time Ticket Journal from the Daily Work menu The Time Ticket Journal screen appears Time Ticket Journal 5 a Commands Edit Modes Other Help aa Employee ID From BOUOO1 Thru STOOO1 Y 3 Transaction Date From mi Thru Print by Transaction Date O Employee O Job and Phase Department Labor Class Group Code Company H 0847 2005 Terminal T000 INS Inquiry 1 Enter the range of employees you want to include in the journal 2 Enter the range of transaction dates to include in the journal Use this option to isolate groups of transactions when printing the journal Payroll User s Manual 5 19 Time Ticket Journal Daily Work 3 Select the order in which you want to organize the journal 4 Select the output device to begin printing the report See Reports on page 1 41 for more information After the journal is produced the Daily Work menu appears Time Ticket Journal 08 17 2005 Builders Supply 8 05 AM Time Ticket Journal Ey Transaction Date Employee Tax Group Dept Job Phase Seq EOUOO Bourne L C 08 15 2005 MN SAL Salaried Wage Salaried Wage 000 JONOO1 Jonchim M K 08 15 2005 MN 501 SEC REG Regular Pay Regular Pay 000 Pieces Totals REG Regular Pay SAL Salaried Wage Transaction Date 08 15 2005 Totals Pieces Totals REG Regular Pay SAL Salaried Wage Grand Total End of Report
402. x Tables page 10 97 function to set up the tables Check has already been voided from Bank Reconciliation Cannot void If you have not posted you can remove the voided check from Bank Reconciliation Check history is not implemented You cannot print the Check History Register or use the Void Checks function because you did not elect to save check history in the Resource Manager Options and Interfaces function the file contains no history Use the Options and Interfaces function to elect to save check history A 2 Payroll User s Manual System Messages Check was not found in BRTRx file Cannot void If Payroll interfaces with Bank Reconciliation the check you want to void must be in the BRTRx Transactions file before it can be voided Checks file is empty You cannot print payday reports if the PACHxxx Checks file is empty Return to the Payday Work menu and select the Calculate Checks function Code is not set up in PACO file Federal state and local tax codes must be set up in Tax Authority Setup function page 11 5 Cost code has a type other than labor You must enter a cost code with a type of labor for the job and phase if Payroll interfaces with Job Cost Diskette contains file s directory or label The diskette you want to use for W 2 magnetic media has some files on it or contains a disk label Use a blank formatted disk that does not have a label See page 9 35 for instructions and information
403. x earnings 10 41 tax information 4 7 tax tables 10 97 withholding 3 13 3 15 3 16 10 15 10 97 11 5 preset 3 15 FEDM tax table 3 14 10 97 FEDS tax table 3 14 10 97 FICA 3 16 3 22 6 51 7 13 9 21 9 22 tax table 3 14 10 97 tips 10 36 File Maintenance 1 6 files backing up 3 28 first or last name first option 3 32 fixed withholding 3 16 3 17 11 11 flags in text mode 1 39 forms for checks 3 11 Forms Viewer D 3 creating forms on UNIX 9 8 creating forms on Windows 9 5 demonstration mode 9 4 eFile D 5 Enhanced Payroll Tax Codes function 11 29 Enhanced Payroll Tax Reports function 9 3 importing files from UNIX D 13 installing for use with UNIX D 7 registering 9 4 D 4 formula about C 1 building 10 99 calculations C 5 conditionals C 5 C 7 creating a program 10 102 deductions 10 12 examples C 7 factors 10 101 C 4 federal withholdings C 8 for worker s compensation B 1 IX 5 Index functions C 1 C 5 locality code 3 15 naming conventions 10 101 operations C 1 C 4 sample data path 10 99 setting up 3 7 3 18 state code 3 15 table of valid operations C 4 tables lookup C 5 tax authority setup 11 7 variables C 1 withholding 10 15 Formula Maintenance 10 99 Formulas List 12 13 FREQxxx table 3 14 5 3 10 77 10 82 screen 10 82 setup 3 14 fringe 11 13 11 14 FUT 3 16 FUTA 3 16 3 22 6 49 6 51 FUTAxxx tax table 3 14 10 97 FWH 3 16 11 25 G General I
404. xit F7 command to save your changes and create a program and return to the File Maintenance menu Payroll User s Manual Change Fields Use the Change Fields function on the File Maintenance menu to change any code from one value to another The Change Fields function can change codes within Payroll as well as in other applications To produce a list of fields changed use the Print Log feature A sample of the log appears on page 10 107 When you select Change Fields from the File Maintenance menu the Change Fields screen appears Change Fields Commands Edit Modes Other Scroll Commands Help aa Field ID q Original Value New Value File Description Time ST aR sas Rep Fie Long JENOO1 JENKNS amp Job Cost Master file N A LUKOO1 LUKAS la Payroll Checks Deduction Long Payroll Checks Earnings F Long Payroll Checks File Short Payroll Checks Withholdin Long Payroll Employee Deductoi Short Employee History Deductio Short Employee History Earnings Short Payroll Employee History Short Employee Personnel File Short Payroll Employee Tax Info Short Employee History WWithhold Short Payroll Emp VWthholdings Short Line No 000001 of 000003 Switch to tag Enter edit Append Begin code change Field ID Company H 08716 2005 Terminal T000 OVR The screen contains three sections The top Header section which includes the Field ID and Print Log f
405. xt to continue Program Folder OSAS Enhanced Payroll Tax Reporting Existing Folders Administrative Tools Gen60 Windows Client General 6 0 Server 5 The installation program begins copying and installing files A status screen appears to show you the installation s progress OSAS Enhanced Payroll Tax Reporting Setup Status OSAS Enhanced Payroll Tax Reporting Setup is performing the requested operations D Program Files 0SASEPTR vc_0SA020 dll 29 Cancel Payroll User s Manual FormsViewer 8 When the installation completes successfully the InstallShield Wizard Complete screen appears OSAS Enhanced Payroll Tax Reporting InstallShield Wizard Complete The InstallShield Wizard has successfully installed OSAS Enhanced Payroll Tax Reporting Click Finish to exit the wizard 7 Yes want to view the User s Manual pdf file Select the check box if you want to view the manual and click Finish to complete the installation 9 After completing the installation double click the OSAS Enhanced Payroll Tax Reporting icon on your desktop or launch it from the Start menu to open the Forms Viewer importer Use the importer to select the file to use to create and process tax reports See page D 13 for more information Payroll User s Manual D 11 Importing Files from UNIX Linux or Mac OS X FormsViewer works only on Windows If you use OSAS on UNIX Linux or Mac OS X you need to install Fo
406. xx Labor Class file stores the labor classes and their descriptions which you enter through the Labor Classes function The PARExxx Recurring Entries file stores information about recurring time tickets which you enter through the Recurring Entries function Payroll User s Manual The Payroll System Introduction The PAWIxxx Withholdings file stores payroll information for federal state and local withholdings which you enter through the Withholdings function Each withholding has a description a general ledger account number a tax ID and a fixed percentage 1f appropriate whether or not the withholding is employer paid and the weeks worked limit are indicated If the withholding is an employer paid withholding this file also holds the employer liability account The PAWXxxx Withholding Exclusion file stores the exclusions of deductions and earning codes from payroll withholding which you enter through the Withholdings function Temporary files The temporary files store information created from an action you perform and send that information to a different file usually a history file when you post The PACDxxx Checks Deductions file stores the deductions taken for each employee paycheck The PACExxx Checks Earning file stores the earning codes for each employee paycheck The PACHxxx Checks file stores the latest batch of unposted checks that have been prepared for employees The PATPxxx Transactions Pos
407. y SAL Salaried Wage Earning Totals Gross Wages Net Pay JENOOL REG Regular Pay SAL Salaried Wage Earning Totals Gross Wages Net Pay JONOOL OVT REG SIC VAC Overtime Pay Regular Pay Sick Pay Vacation Pay Earning Totals Gross Wages Net Pay Enployee Name Linda C 00 00 00 15000 00 00 15000 00 15000 00 12665 21 Gerard Timothy G 00 00 5550 00 5550 00 5550 00 4208 10 Jenkins Kathy M 00 7500 00 7500 00 7500 00 4827 63 Jonchim Maria K Payroll User s Manual Builders Supply Earnings and Deductions Report Detail Report August by Last Name SSN Deduction Desc 459 30 1099 ool 002 003 004 006 008 010 oll Dental 401K Stock Plan Uniform Totals Totals Emp Enplr 468 22 4819 ool 002 003 006 MN 401K Dental Emp Totals Emplr Totals 460 39 9093 ool 002 003 Dental United Way Enp Totals Enplr Totals 468 80 9944 ool 002 Medical Ins Dental Ins 003 United Way 004 Credit Union 010 MN Stock Plan Enp Totals Enplr Totals Medical Ins 10 Ins 3 United Way 75 Credit Union 50 337 Parking 34 100 Medical Ins 10 Ins 3 United Way 25 Medical Ins 10 Ins 3 Dept Amount 500 56 52 00 00 so 00 00 500 56 53 00 500 56 52 501 ID Earning Desc Bonus Cash Value Regular Pay Salaried Wage Sick Pay Vacation Pay Earning Totals Gross Wages Net Wages Travel
408. y use Payroll User s Manual 2 5 Direct Deposit Installation Installation and Conversion You can prepare files for use with Payroll with Direct Deposit in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual For instructions on converting your files see Conversion on page 2 7 If you plan to use General Ledger Bank Reconciliation or Job Cost with Payroll with Direct Deposit you must set up those applications before you set up Payroll and Direct Deposit Setting up Direct Deposit Once you install Direct Deposit on your system you must prepare your data files for everyday use See Setup on page 3 1 for setup instructions 2 6 Payroll User s Manual Conversion If you use an earlier version of OSAS Payroll or Payroll with Direct Deposit you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Resource Manager Company Setup menu see the Resource Manager User s Manual to upgrade Payroll or Direct Deposit data files You can upgrade from version 3 2 4 xx 5 xx or 6 xx If you want to convert to version 7 0 from a version earlier than 3 2 contact a client supp
409. yee BOU001 Bourne Linda C Gross Pay 7500 00 Deductions Code Description Hours Amount Gross or N Emplr Paid Medical Ins 000 10 ay 401K J Gross Pay United Way J Gross Pay Credit Union J Gross Pay Stock Plan J Gross Pay Dental Ins J Gross Pay Parking J Gross Pay Uniform J Gross Pay 00000000000 Deduction 001 of 008 Employee Total 625 58 Employer Total 00 Enter edit Append Recalc check ot Next page Delete check Company H 1081172005 Terminal TODO INS Use the commands to work with and add entries to the information on the screen e To edit a deduction code press Enter See Editing and Adding Deductions on page 6 18 for more information e To add a deduction code press A See Editing and Adding Deductions on page 6 18 for more information e To recalculate the employee withholdings and employer s liability for a check press R The deductions are not recalculated e To go to the third Manual Checks screen press N Payroll User s Manual 6 17 Manual Checks Payday Work e To go to the previous page of items press P e To go toa specific deduction press G This command appears only if there is more than one screen of items e To delete a check press D Editing and Adding Deductions Field Description Inquiry Code If you are adding a new a deduction press Enter to accept the current deduction code or enter a diff
410. you entered E in the Type field enter the earning code for the line item If you entered W in the Type field enter the withholding code for the line item Enter the account number associated with the line item The Maintenance F6 and Inquiry F2 commands are available if Payroll interfaces with General Ledger Enter the amount accumulated since you posted expenses to General Ledger Enter the quarter to date amount for the line item 10 59 Departments File Maintenance Field Description Year Enter the year to date amount for the line item Use the Proceed OK command to save your entries and return to the Departments screen 10 60 Payroll User s Manual Payroll Information Use the Payroll Information function to set up and maintain state unemployment reports company address information for use in report headers employer bank information and degree descriptions for use in employee personnel information records Changes you make here update the PAINxxx Payroll Information file Payroll Information Screen Select Payroll Information from the File Maintenance menu The Payroll Information screen appears Payroll Information E O Commands Edit Modes Other Help Se O Set Up State Unemployment Reports O Company Address Employer Bank Information Degree Descriptions Company H 0816 2005 Terminal T000 OVR Select the type of the information you want to work with then use the Pro
411. ype of information you want to print You can select only one print option If the screen contains check boxes or Yes No fields that control how additional information prints on the list select the check box or enter Y in text mode to use that option when printing the list Clear the check box or enter N in text mode if you do not want to use that option If the screen contains options that control whether the report is printed in summary or in detail select the option you want to use Summary reports generally present only grand totals for employees while detail reports print totals for each employee Select the output device to begin printing the report See Reports on page 1 41 for more information After you produce the report the Payroll Reports menu appears Payroll User s Manual Earnings and Deductions Report Use the Earnings and Deductions Report function to print a detail or a summary report of employee month to date quarter to date and year to date earnings and deductions The information in this report comes from the PAEDxxx Employee Deductions History PAEExxx Employee Earnings History and PAEGxxx Employee General Information files Sample Report 08 17 2005 2 45 PM Enp ID Code Earn Desc Bouool Bourne Pol POS REG SAL SIC VAC Bonus Cash Value Regular Pay Salaried Wage Sick Pay Vacation Pay Earning Totals Gross Wages Net Pay GEROOL POZ Travel Exp REG Regular Pa

OPEN SYSTEMS® Accounting Software Payroll User`s Manual

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OPEN SYSTEMS® Accounting Software Payroll User`s Manual