Chapter 11 DRAFT - Office of the State Auditor
Contents
1. Chapter Employee Inform This Page Left Blank tio CTAS User Manual 11 1 Employees Accessing the Employee Module To select the Employee Module click on Payroll tab in the Task Bar and then select the Employee icon UA oOo OOOO ee ye ya T p 7 eae Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Employes y a N sae Employees List Add Employees V Active Employees Only Search Last Name vr First amp Middle Name VR Emp VR SSNS VR PERAS V BirhDate VW Active V Address Linel Y Addressline2 Y City VR State VY Zip Code vr Johnson ike J 555889999 240th Av ewto 4p Hanson AbeK 1 2 999775555 2 03 23 1983 Y 589 Birch Street Overh MN 55564 a Payt waheru Y 3 111223333 3 03 19 1974 Y 659th Avene Lake City MN 55558 a Jones ShirleyP 4 4 999664444 06 22 1999 Y 458 3d Street Here MN 55554 a Bark KteG A 5 333224444 6 04 13 1994 Y 580th Street There MN 55552 a Marti AusinT 4 000554444 8 09 19 1995 Y 654 Highspeed Lane Faster MN 74741 4p Anderson Pete Q i 7 888996666 2 12 24 1991 Y 99 1 2 Avenue West Around MN 32154 t 1 1 1 1 Li Li t DView eat 2 Delete 3 Export to CSV Li 1 Employees Entering Employee Information To Enter New Employees Click the Add Employees tab on the Employees screen above to enter new employees to the system The Add Employee tab will open see next page2. MAX G ANDERSON 4 Effective Date Retirement Plan H RR5 B0X55 Social Security 555 55 5555 Emplovement Date PERA Number Tax Status Single Separation Date i WILDER MN 55555 Tax Information Number of Exemptions Federal Additional Withholdinas 0 00 H State 0 00 insurance Health 0 00 Union Dues i Dental i 0 00 Retirement Percentage f Life 0 00 0 00 Account Information Municipal Liquor Store 609 Liquor Store Merchandise Purchases On Sale 49770 Wages and Salaries Part time employe i Percent Total Date Of Report 7 14 2014 Employee Information Name MARCUS ANDREWS Employee Number 130 Effective Date Retirement Plan i 555 W MENAGE AVE Social Security 1555 55 5555 Employement Date 12 07 2006 PERA Number i Tax Status Single Separation Date LAKEFIELD MN 55555 Tax Information Number of Exemptions Federal Additional Withholdings 0 00 i State Stai 0 00 insurance Health 0 00 Union Dues j Dental 0 00 Retirement Percentage i Life 0 00 Account Information General Fund 100 Fire 42200 Firemens Salary 107 1 00 Current Page No 1 Total Page No 1 Zoom Factor 85 Office of the State Auditor CTAS User Manual 11 15 Employees Printing an Employee s Information Report continued e After clicking on the Printer icon the Print screen appears E a Print General Layout Select Printer SS ee m E Microsoft XPS Document Writer PDF Complete 4 m gt
3. 20 00 i Dental 10 00 Misc2 5 00 Retirement Percentage 5 5 Life 10 00 Misc3 5 00 Account Information i Fund Account Object Code Percent i Road and Bridge aml Paved Streets 43121 Wages and Salaries Fulltime Employees Regulan l0L 50 00 i Road and Bri dge 201 Unpaved Streets 45122 Wages and Salaries Fulltime Employees Regulang l0L 50 00 Percent Total 100 00 Page 1 of 7 Office of the State Auditor
4. The screen has six tabs allowing you to enter the information for a new employee The Demographics and Job F3 Tax and Insurance F4 Acct Dist F6 and Official Role F8 tabs must be completed before clicking the Save button to record the new employee Other and Employer F5 and Sick and Vacation F7 tabs are optional depending on the benefits offered by each entity Instructions for entering a new employee begin on the next page Office of the State Auditor CTAS User Manual 11 2 Employees Entering Employee Information continued Entering Information into the Demographics amp Job F3 Tab The Add Employees tab opens on the Demographics and Job F3 tab p i a a ll ey ooa Accounting Payroll Investments Indebtednes Report Admi Help Exit Employee Payroll Tax Tables Employee FGF A D Y N 3 39 PM Employees List Add Employees e Name V Active Job F3 Tax and Insurance F4 Other and Employer F5 Acct Dist F6 Sick and Vacation F7 Official Role F8 State Employee Number BirthDate Job Information Date Employed Separation Date Department Employee Type Pay Frequency Pay Type Middle Name Last Name Address Line2 Cty zip Email Phone Title SSN PERA z Gender Male Female Effective Date Pay Type Rate Overtime Fields in blue are required and must be completed to save an employee s information Enter the employee s name address
5. and Social Security number The name must be entered as it reads on the employee s Social Security card This information will be printed on the W 2 Assign and enter an employee number using a method of your choosing Enter the Effective Date This is the date the Pay Rates became effective In the Job Information box enter the Department Supervisor Clerk Street etc Enter the Employee Type by clicking either the Full Time or Part Time button Note Town board members are part time employees Enter Pay Type Pay Rate and check the Overtime check box if this is an overtime pay rate For example a board member councilperson could have Regular Rate 1 as the meeting rate Regular Rate 2 as an hourly rate and Regular Rate 3 as a salary rate If overtime rates are not calculated as time and a half the overtime rate needs to be calculated and then entered To select Pay Frequency click on the down arrow and highlight your choice Click the Hourly or Salary radio button in the Pay Type box When this screen is completed click on the Tax and Insurance F4 tab at the top of the screen to continue Office of the State Auditor CTAS User Manual 11 3 e f e e e Employees Entering Employee Information continued Entering Information in to the Tax and Insurance F4 Tab y CS ao x Accounting Payroll Investments Indebtedness Reports Admin Help Eit Employee Payroll Tax Tables Employee y s S40 PM Em
6. After the delete option is selected the Confirm Employee Delete screen will appear see below left e Click on the Yes button to delete the employee s information e You will then receive a screen message that indicates the employee s information was deleted see below right Click the OK button to complete the process Office of the State Auditor CTAS User Manual 11 11 Employees Printing an Employee s Information Report To print an Employee Information Report click on the Reports tab in the Task Bar then select the Payroll Year to Date icon ue s ei EC Lio Accounting Payroll Investments Indebtedness Reports Admin Help Exit SE E 6GH42R 0 a g Receipts Claims Disbursements Budget Cash Chartof Vendors Financial Tax Payroll Year Investments Indebtedness Accounts Reports Filing to Date Accounting Employee Investments Indebtedness sd Payroll Year to Date g A 3 53 PM Report Name Cafeteria Plan Account Distribution Deferred Income Account Distribution Employee s Earnings Record Employee s Information Employee s Sick Leave Vacation Leave Report Federal Taxes Account Distribution Fringe Benefits Account Distribution Other Deductions Account Distribution PERA Annual Exclusion PERA Distribution State Withholding Account Distribution fee JK A Reports screen will appear listing the reports available to assist you in filing you
7. Status Ready C Print to file Preferences Location Comment Find Printer Page Range Al Number of copies 1 Selection Current Page UM Pages 1 14 Collate J Err either a single page number or a single pee 1 1 i p ge range For example 5 12 JE I I The Pages radio button allows you to print only certain pages of the report The Number of copies box allows you to print the number of copies you choose After selecting the printer details click on the Print button to begin printing the report The following page has a sample of the report To close the printing of the report e Click the red X icon on the Report Viewer screen Click the Close button on the Employee s Information Office of the State Auditor CTAS User Manual 11 16 Employees Printing an Employee s Information Report continued Sample Employee s Information Report NewTownship Employee s Information Report 08 27 2014 Date Of Report 08 27 2014 Employee Information Name Pete O Anderson Employee Number 7 Effective Date 02 24 2014 Retirement Plan PERA 991 2 Avenue West Social Security 888996666 Employement Date 02 24 2014 PERA Number 22 Tax Status Singe Separation Date Around MN 32154 i Tax Information Number of Exemptions Federal 1 Additional withholdings Federal 10 00 i State 1 State 10 00 i Deductions Insurance Health 15 00 Other Misc1 5 00 Union Dues
8. a Ml all Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Employee F A b 7 3 43 PM Employees List Add Employees Employee Number Name 7 Active Demographics and Job F3 Tax and Insurance F4 Other and Employer F5 Y Acct Dist F6 Sick and Vacation F7 Official Role F8 Sick Accrual Enable Sick Accrual Curent Balance Accrual Amount Payroll Period Vacation Accrual Enable Vacation Accrual Current Balance Accrual Amount Payroll Period Save Cancel To enter the information on Sick and Vacation leave complete the following steps e For sick leave click the Enable Sick Accrual check box e If there is a current sick leave balance enter the amount in the Current Balance field of the Sick Accrual box Enter the Accrual Amount e Select the Payroll Period from the list by clicking the down arrow at the end of the Payroll Period box e For vacation leave click the Enable Vacation Accrual check box e If there is a current vacation leave balance enter the amount in the Current Balance field of the Vacation Leave box Enter the Accrual Amount e Select the Payroll Period from the list by clicking the down arrow at the end of the Payroll Period box Note The Payroll Period field is to indicate when the employee earns the sick and vacation leave The Ist through the 14th of the month is the first pay period the 15th through the 28th of the month is
9. in DCP Coordinated etc Enter the percentage to be withheld This should be entered as a decimal For Admin Help Sick and Vacation F7 Exit V Active Official Role FB Employer s Share Health Insurance s 00 Payroll Period d Dental Insurance s 0 00 Payroll Period Na Life Insurance Amount s 0 00 Payroll Period y a Retirement Regar 0000 Addtional 0 0005 TOTAL Filed W5 for Eamed Income Credit Employee F Spouse Deduction Name gt Deferred Inco Cafeteria EJ aa Deletes example to withhold 5 enter 0 05 in the Percentage field e Enter the Union Dues or any Other Deductions required to be withheld from an employee s pay in the appropriate fields e In the right column enter the Employer s Share of any benefits If the employee is paying into PERA enter the percentage for the employer s share of the retirement e When this tab is completed click on the Acct Dist F6 tab at the top of the screen to continue Office of the State Auditor Payroll Period Amouni 3 42 PM CTAS User Manual 11 5 Employees Entering Employee Information continued Entering Information into the Acct Dist F6 Tab The fourth tab is for the Account Distribution Acct Dist de f Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Employee v 3 42 PM Employees List Add Employees h Employee Number Name V Active D
10. the second pay period and the 29th through the 3 1st of the month is the third pay period When this tab has been completed click on the Official Role F8 tab at the top of the screen Office of the State Auditor CTAS User Manual 11 7 Employees Entering Employee Information continued Entering Information into the Official Role Tab F8 This tab is to enter the official role of the employee ys eta ee Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Employee v w saa pu Employees List Add Employees Employee Number Name V Active Demographics and Job F3 Tax and Insurance F4 Other and Employer F5 Acct Dist F6 Sick and Vacation F7 Official Role F8 Curent Roles a Primary Contact Administrator Administrative F Attorney City Council Town Board E Chair Vice Chair F Clerk Elected Official Finance Form Preparer Internal Auditor Mayor Town Supervisor Public Safety Treasurer Other TBD Save Cancel To enter the information on Official Role complete the following steps e Each employee must have a role selected to save their employee information e Click on the roles that this employee has with the entity You can choose multiple roles for an employee e Each entity must have one employee selected as the Primary Contact e Fach entity must have one employee selected as a Supervisor Council or Board member e Ifa descripti
11. 1 9 Employees Changing the Employee Information continued After the Edit option is selected the employee s individual tab will open 1 Da Accounting Payroll Investments Indebtedness Report Admin Help Exit Be amp 66a i va r Employee Payroll Tax Tables 4 Employee x VW 4 3 51 PM Employees List Add Employees Johnson MikeJ X Employee Number 1 Name Mike J Johnson V Active Demographics and Job F3 Tax and Insurance F4 Other and Employer F5 Acct Dist F6 Sick and Vacation F7 Official Role F8 lt First Name Middle Name J Last Name Johnson Address Line 240th Ave Address Line2 City Newtown State MN ZIP 55414 Email Phone Title Employee Number 1 SSN 555 88 9999 PERA BithDate 08 14 1990 z Gender Male Female Effective Date 01 01 2014 z Job Infomation Date Employed 01 01 2014 x Pay Type Rate Overtime Separation Date 50 00 a Ext Meetings 75 00 ial Department Town Board 0 00 joyee T Full Time Patt Ti som a Employee Type ull Time art Time 0 00 F Pay Frequency X 0 00 T Pay Type Hourly Salary _Delete j In this tab you can change any field by clicking on the appropriate tab The Active box indicates whether that employee is currently employed By unchecking the box the employee s information will not be displayed when selecting the employees to be paid Note Any changes made to an employee s information will be ef
12. STEDT MONTE ADAM BRANSTAD MITCH BRETZMAN DANA J gt BURDICK DEAN J BURNS MIKE J BURNS TIM J BURNS JOAN BURNS RITA r BURZLAFF RYAN E lt CAIN SHAIN A CHRISTOFFER DONNA CLAUSEN ZEKE CLAUSEN BURT COTTER SAMANTHA L CRANSTON NANCY B CRANSTON BRUCE CROCKER BEN J CROCKER JUDY D y On the Employee s Information screen Select the names of the employees whose information is to be printed by moving the names from the Available Employees box to the Selected Employees box The gt gt button will move all the names and the gt button will move the individually highlighted name s You can also select an individual employee by double clicking on the employee s name The lt and lt lt buttons move names back to the Available Employees box Select how you would like the employee information displayed The default is a separate page for each employee By unchecking the Force new page for each employee box multiple employees will be printed on each page Click the Run button and the print preview Report Viewer screen will appear as shown on the next page Office of the State Auditor CTAS User Manual 11 14 Employees Printing an Employee s Information Report continued 1 After E the preview click on the Printer icon to begin the PE of the Date Of Report 7 14 2014 Employee Information Name
13. ee s pay The Deduction amounts are deducted before Federal and State income taxes are calculated e The Payroll Period fields allow you to indicate from which paychecks a deduction should be withheld The 1st through the 14th of the month is the first pay period the 15th through the 28th of the month is the second pay period the 29th through the 31st of the month is the third pay period e Click on the Other and Employer F5 tab at the top of the screen to continue Office of the State Auditor CTAS User Manual 11 4 Employees Entering Employee Information continued Entering Information in to the Other and Employer F5 Tab This tab is for Employee s Other Deductions and the Employer s Share of deductions Investments Indebtedness ee E N T N T OE o 4 Accounting Employee Payroll Tax Tables Payroll Employee Employees List Add Employees Employee Number Name Demographics and Job F3 Other Deductions Tax and Insurance F4 Other and Employer F5 Reports Acct Dist F6 Retirement Type Percentage 0 0000 Union Dues Amount s 0 00 Payroll Period X Other Deductions 1 Tyre Amount s__0 00 Payroll Period X 2 Type Amount 0 00 Payroll Period X 3 Tyre Amount s 0 00 Payroll Period X Save _ Cane e Ifan employee is paying into PERA enter a type of plan in the Retirement Type field Use this field to indicate which PERA plan the employee participates
14. emographics and Job F3 Tax and Insurance F4 Other and Employer F5 Acct Dist F6 Sick and Vacation F7 Official Role FB Remaining Percentage to Distribute 1 000 Account Distribution Funds Ya Account Numbers Y Object Codes WH Percent vr Delete E PO 4 A CFa3_ AES Save Cancel All employee distribution records must equal 100 On this screen 1 00 is equivalent to 100 This allows an employee s wages to be split among several categories The percentages should be entered as a decimal Also the breakdown that is likely to occur the most often should be entered The account distribution breakdown can be adjusted when entering the employee hours for the payroll period Note At least one Fund Number Account Number Object Code and percentage must be entered for each employee When this tab has been completed you can click on the Sick and Vacation F7 tab at the top of the screen or click on the Official Role F8 tab Users are not required to complete the Sick and Vacation tab This tab is provided as an option for the cities or towns that provide these benefits The following page provides details on entering Sick and Vacation Leave Office of the State Auditor CTAS User Manual 11 6 Employees Entering Employee Information continued Entering Information into the Sick and Vacation Tab F7 This tab is for Employees who earn Sick and or Vacation leave i ee a
15. fective for payrolls created after the changes were made Office of the State Auditor CTAS User Manual 11 10 Employees Deleting an Employee The need to delete an employee s information could result from a decision that there isn t a need for the person to be entered into the payroll system You can only delete an employee s information if they are not included in any payroll period I oal 2 a Payroll e tindeiaedness Repore ll sAdmmall Help sear Employee Payroll Tax Tables roe v ae sazu Employees List Add Employees Johnson MikeJ X n x J Active Employees Only Search LastName Y First amp Midde Name Y Emp V SSN Y PERA V BirthDate Y Active Wa Address Line V Address Line2 Y City YH State V ZipCode Y ba 1 555889999 08 14 1990 Y Newtown 55414 4 Hanson Abe K 2 999775555 2 03 23 1993 Y 589 Birch Street Overhere MN 55564 4p Payton Walter U 3 111223333 3 03 19 1974 Y 658th Avenue Lake City MN 55558 p Jones Shirley P 4 999664444 06 22 1999 Y 458 3rd Street Here MN 55554 p Barker Kate G 5 333224444 6 0471371994 Y 580th Street There MN 55552 p Martin Austin T 6 000554444 8 09 19 1985 Y 654 Highspeed Lane Faster MN 74741 5 Anderson Pete Q 7 888996666 2 12 24 1981 Y 991 2 Avenu West Around MN 32154 D View Edit 2 Delete 3 Export to CSV x s s N s To delete an employee highlight the employee s name on the Employees List tab and click the Delete button e
16. on for an employee is not listed select the Other box When this screen has been completed click the Save button to store the information Office of the State Auditor CTAS User Manual 11 8 Employees Changing the Employee Information To change the information for an employee highlight the employee s name and information and click the View Edit Button on the Employees List tab in the Payroll Module e R A Invesfments Indebtedness Reports Admin Help 4 Payroll Accounting Exit 7 1 I 1 Li I I I Employee Payroll Tax 1 1 Tables I i I 1 5 1 1 e Employee 1 i 3 48 PM a P Employees List Add Employees i i i Ative Employees Orly Last Name V First amp MiddleNdme VW Emp We SSN YR PERA V BirthDate TH Wire WH Address Line WH Addressline2 VW City YH State Y ZipCode YR 555889999 Y Newtown A Hanson Abe K k 2 999775555 2 03 23 1993 T 589 Birch Street Overhere MN 55564 Payton WalterU 4 3 111223333 3 03 19 1974 Y 659th Avenue Lake City MN 55558 4p Jones Shirley P K 4 999654444 06 22 1999 Y 458 3rd Street Here MN 55554 4p Barker KateG 1 5 333224444 6 04 13 1994 y 580th Street There MN 55552 4 Martin Austin T j 6 000554444 8 09 19 1995 Y 654 Highspeed Lane Faster MN 74741 Anderson Pete Q Hi 7 888996666 2 12 24 1991 Y 99 1 2 Avenue West Around MN 32154 I 1 T I I I I I I I I I I f 1 I 1 t I I I I I I I I Office of the State Auditor CTAS User Manual 1
17. ployees List Add Employees Employee Number Name 7 Active Demographics and Job F3 Tax and Insurance F4 Other and Employer F5 Acct Dist F6 Sick and Vacation F7 Official Role F8 Tax and Pretax Benefit Information Insurance Information Calculate Tax Health Plan Withhold FICA Payroll Period Withhold Medicare IER AEA lt e Tax Status Singe Maried ii s 0 00 e ident Amount 0 Federal Deductions PN j5 Es s 0 00 Additional Federal Tax Withheld s 0 00 Dental Plan Tax State Payroll Period lt State Deductions Employee Amount 00 Additional State Tax 5 00 Dependent Amount A 0 Deduction Name Payroll Period Amount Life Insurance Plan 7 Payroll Period Cafeteria Employee Amount 7 s 0 00 Dependent Amount ae h s 0 00 Delete Save Cancel e Inthe Tax and Pretax Benefit Information column click the Calculate Tax box to calculate the Federal and State Income Tax Withholding amount e If applicable click the Withhold FICA and or the Withhold Medicare Box e Select the Tax Status by either clicking the Single or Married button e Enter the number of federal exemptions claimed on the W 4 in the Federal Deduction field e Enter the Tax State For Minnesota enter MN e Enter the number of state exemptions claimed on the W 4 in the State Deductions field e Deferred Income Cafeteria Plan any other deductions and Insurance Information in adjacent column are amounts to be withheld from the employ
18. r withholding tax information Office of the State Auditor CTAS User Manual 11 12 Employees Printing an Employee s Information Report continued To run the Employee s Information Report highlight it from the list and click the Run button a a 7 Accounting Payroll Investments Indebtedness Reports Admin Help Exit gt 4 Ka aE E Banne nn A E M 4 aS Receipts Claims Disbursements Budget Cash Chartof Vendors Financial Tax Payroll Year Investments Indebtedness z Acp unts Reports Filing to Date Accounting Employee Investments Indebtedness 5 7 1 Payroll Year to Date y 4 A 3 53 PM Ea Ti Report Name ee y X4 Cafeteria Plan Account Distribution Deferred Income Account Distribtition Employee s Earnings Recoxf e Employee s Information ge Employee s Sick Leave Vacation Leave Report Pa Federal Taxes Account Distribution A Fringe Benefits Account Distribution Other Deductions Account Distribution a PERA Annual Exclusion 7 PERA Distribution Ki State Withholding Account Distribution Pa Office of the State Auditor CTAS User Manual 11 13 Employees Printing an Employee s Information Report continued After clicking the Run button the Employee s Information Report screen will appear P Available Employees Selected Employees a ANDREWS MARCUS APPEL HAROLD BAERENWALD JENNY A BAUERMEISTER NEIL BLOCK PAT BRAM
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