a. There are several things that you will need to know before you can set up a new deduction.
After you have the answers to all of the above questions, you are ready to set up the new deduction. There are two ways to create a new deduction and for this question we will show you the easiest way.
Go to the Payroll Master Menu select option 9 Office Manager and press enter. Once in the office manager menu select option 15 Deduction Codes and press enter. Enter a “U” for update and press enter. The cursor will be blinking in the Num field press enter and a list of deductions will appear. Scroll the list of deduction codes until you find a deduction code similar to the new deduction code you wish to create, select the deduction and press enter. Once inside the similar deduction code press F4 and a duplicating record screen will appear at the bottom of the screen. The cursor will be blinking in the parenthesis of the New Key field, enter you next available deduction code and press enter.
NOTE: If
you see “Renumbering Record”, escape and start over. You do not want to renumber
a deduction, but duplicate.
After you press enter, you will see the new deduction code in the Deduction Code field and in Deduction Name field you will see the other deduction’s name; Simply, type over the name with the name of this new deduction. Below is a screen print of the deduction code screen and highlighted in red are the fields you will need to complete for the new deduction, based on your information you gather from the questions at the top. The blue fields are only if you use theses options will they need to be completed.
A few things
about the screen print above, Type field is either % (for percentage deduction)
or S (for a dollar amount deduction); Goal/Times field is either G (for a goal
amount deduction) or T (for a number of times the deduction will be deduct from
the pay); and the Use a * Mask field is for pay types,if
deduction should be deduction from all pay types, the field will be completed
as above. However, if the deduction is exempt from some pay types then you
would enter the pay type to be exempt press enter and type in an E (for exclude)
press enter and the cursor moves to another set of parenthesis. You would then
type in *** and press enter then an I (for include) for the pay types that
are not exempt. Once finished, make sure you see Transaction Complete
at the bottom of the screen before leaving the deduction codes option.
Go to the Payroll Master Menu select option 10 General Ledger and press enter. Once in the general ledger link menu select option 1 Define Link Parameters and press enter. Enter a “U” for update and press enter. The cursor will be blinking in the “Ded” field press enter; the cursor will move to the “Div” field press enter; and a list of deductions will appear. Scroll the list of deduction codes until you find a deduction code similar to the new deduction link you wish to create, select the deduction and press enter. Once inside the similar deduction code press F4 and a duplicating record screen will appear at the bottom of the screen.
NOTE: If you see “Renumbering Record”, escape and start over. You do not want to renumber a deduction link, but duplicate.
The cursor will be blinking in the parenthesis of the New Key field, enter the deduction code that you just created and press enter. The cursor will move to the next field which is division, if the correct division is display, press enter and the cursor will move to the account field, this is not when you enter the link, this field is use only if you will have other funds or line items that will require a different link. If all employees will have the deduction post to the same ledger number in the general ledger then leave the fields blank and press enter until duplication screen goes away.
After you press enter, you will see the new deduction code in the Deduction Code field and you will see the name you gave it in Deduction Name field. Press enter until the cursor is blinking in the division field enter your division and the ledger account you want the deduction linked to. If you do not use vendor checks and this is not a matching deduction press F8 (F9 will not save your information) making sure you see Transaction Complete at the bottom of the screen before leaving the general ledger link definition option.
If you use vendor checks then you will have to complete the “below accounts for fund transfers only” section of the general ledger link definition (if you are unsure how to complete this portion please contact phone support). If this is a matching deduction you will have to complete “below accounts for matching only” section of the general ledger link definition (if you are unsure how to complete this portion please contact phone support). Once finished press F8 (F9 will not save your information), make sure you see Transaction Complete at the bottom of the screen before leaving the deduction codes option.
a. Go to the Payroll Master Menu select option 3 Payroll Process and press enter. Once in the payroll process menu select option 1 Setup Payroll for Processing and press enter. Enter a “C” for Create and press enter. Set up your payroll as normal with two exceptions:
The rest of the set up is completed as you normally do. Once you have set up your payroll, you will only enter time to the employee(s) that need to be pay. Making sure that you do not enter any employees input of time screen that is not to be paid. Once, you have entered the time, finished the payroll as normal.
a. Go to the Payroll Master Menu select option 3 Payroll Process and press enter. Once in the payroll process menu select option 1 Setup Payroll for Processing and press enter. Enter a “C” for Create and press enter. Set up your payroll as normal with this exception: to “turn off” Direct Deposit completely for this payroll. Put an “N” in the Direct Deposit Code Field, this will print all employees a paper check. No ACH transactions will occur in the current payroll. No changes will be needed to be made to the Master File or in Office Manager.
a. Go to the Payroll Master Menu select option 1 Payroll Information and press enter. Once in the payroll information menu select option 22 Employee Check Maintenance and press enter. Enter a “D” for Delete and press enter. Enter the check number you wish to void, making sure to enter the suffix number if needed or making sure the suffix field is blank, and press enter. Once the check to be voided appears at the bottom right hand corner of the screen a V (for void) and a D (for delete), enter a V and press enter. Once you press enter you will see at the bottom of the screen a question, “Are you sure this is the check to void? Y/N”, enter a Y and press enter. Once finished, make sure you see Transaction Complete at the bottom of the screen before leaving the option.
a. At this time, the system will not automatic reverse leave that was taken on a voided check. You will have to manually update the leave screen of the employee
a. Yes, if you track your voided employees’ check in the payroll system. Voiding, the check before you create the payroll packet for the first time could cause your packet to have incorrect information in it.
Q.
How do I run the Worker's Comp Report?
a. There several
things we must check before we run the work's comp report option of payroll.
First, do we know which pay types are straight time, time and half, and double
time?
Have we entered the insurance's worker codes on screen 1 of the master employees' record? (See the screen print below the highlighted red section)
Now we are ready to run the worker's comp report.
In the example
below:
Pay type 001 = regular pay, 003 = vacation pay, 004 = sick pay, 008 = holiday pay, and they are all at straight time.
Pay type 002 is
overtime at (time and a half) or 1.5 times the regular rate.
We have no double
time pay type however; if we did it is double time or 2.0 times the regular
rate.
To convert overtime
at 1.5 back to straight time you must use a factor of 66.67.
To convert double
time at 2.0 back to straight time use a factor of 50.00.
As an example the
employee makes $10.00/hr at the regular/straight time rate.
Straight time = $10.00 x a factor of 100.00% = 10.00
Time and a half = $15.00 x a factor of 66.67% = 10.00
Double-time = $20.00 x a factor of 50.00% = 10.00
The factors convert all the pay rates back to the straight time rate.
The pay types requiring a different factor are printed in separate columns on
the report.
The 'Heading' field is user defined.
An example of the report:
Q. How can I do a mass pay increase?
a. WARNING! - If you do not follow these steps exactly, you could lose important data.
From the Payroll Master Menu select option 50 'Utilities' and press enter. Once in the Utilities menu select option 13 'Mass Pay Rate Increase' and press enter. The Below screen will display.
The increase can be either in a dollar amount or a percentage. We will show
you how to do both in this question. This screen is divided into two sections,
the top section fields are information that is on the employee master record
in payroll and the bottom section is how the increase will be performed.
The Top Section
Fields of the Screen:
The 'Payrolls' field - This field is used if you have multiple payrolls defined.
You can select which payrolls you only want the increase to apply. If you want
all payrolls to be increased then leave blank.
The 'Locations' field -This field is used only if you want the increase to apply
to only certain locations and not to all locations.
The 'Beg Emp #' field - This field is used only if you want a certain employee
number range to receive the increase. This field will be left blank if all employees
are to receive the increase.
The 'End Emp #' field - This field is used to stop the range of employees to
receive the increase. This field must have all 9's in it if there is no range.
Warning! - If you leave this field blank the utility will remove all monies
from your employees' master record.
The 'Statuses' field - This field is used to filter employees with a status
not allowed to receive the increase. This field usually has an 'A' in it for
active employees only to receive the increase.
The 'Shift' field - This field is used to filter the employees with certain
shifts to receive the increase. In most cases it is left blank so all shifts
will receive the increase.
The 'Freqs' field - This field is used to filter out employees with certain
pay frequencies. If you had elected officials that were on a separate pay frequency
and were not to receive the increase. Then you would enter all pay frequencies
except the elected officials so that they would be filtered out of the increase.
The 'Full/Part' field - This field is used to filter which employees will receive
the increase. If all will receive the increase then leave blank. If only the
full time employees will receive the increase enter F for full time this will
exclude all employees that are not full time from receiving the increase.
The 'Groups' field - This field is used to filter out all employees, except
the groups entered from receiving the increase.
The 'Pay Type' field - This field is used to filter out all pay types except
the types enter in this filed. In most cases this field is left blank.
The 'Misc. Codes' field - This field is used to filter out all misc. codes except
the codes entered in this field.
The Bottom Section of the Screen:
You will enter an A for dollar amount of the increase and a P for a percentage amount of the increase. You can have one an 'A' type and one a 'P' type or both the same type.
The system requires you to specify how a salaried employees increase will be entered and how the hourly employees increase will be entered.
The 'Base Salary'
fields - These fields pertain to salaried employees. In the first parenthesis
you will enter the A or P and the second set of parenthesis will be the percentage
or dollar amount of the increase.
The 'Hourly Rate' fields - These fields pertain to hourly employees. In the
first parenthesis you will enter the A or P and the second set of parenthesis
will be the percentage or dollar amount of the increase.
The '#of decimal positions' field - This field is used to specify the number
of decimals you wish to have used on screen 3 of the payroll master record.
The default is 4.
Once you have completed
this screen you will receive a warning answer Y and press enter. Then the system
will begin processing the increase. Once finished it will return you to the
Utilities menu.
Example of a Dollar Amount Increase of $5.00:
The employees screen 3 of the master record before the increase is displayed below.
The Salaried Employee:
The Hourly Employee:
The Mass Pay Increase utility screen complete for $5.00 increase:
Answer Y and press enter.
The employees' screen 3 of the master record after the increase is displayed below:
The Salaried Employee:
The Hourly Employee:
Example of a 3% for salaried and 3.5% for hourly increase:
The employees' screen 3 of the master record before the increase is displayed below:
The Salaried Employee:
The Hourly Employee:
The Mass Pay Increase utility screen complete for a 3% for salaried and 3.5% for hourly increase.
Answer Y and press enter.
The employees' screen 3 of the master record after the increase is displayed below:
The Salaried Employee:
The Hourly Employee:
Q. How do I change the state retirement amounts in the Payroll System?
a. First, we will
look at how to change the amount withheld from the employee's check.
From the Payroll Master Menu select option 9 'Office Manager' and press the
enter key.
Once in the Office Manager Menu select option 9, 'Retirement Codes' and press
the enter key.
The function window will display, choose "U" to update and press the
enter key. Enter your retirement code or press the enter key for the system
to display a list of retirement codes. Select the one you wish to change and
press the enter key. The screen below will display.
Enter the new percentage, in decimal form, in the 'Retirement Percent' field.
Make sure to also update the 'Maximum Percent' field. In our example above,
the employee will withhold 5% to his retirement plan.
Once you have made the changes press the F8 key Hit to save the changes, the
message line will display 'Message: Transaction Complete' showing that your
changes have been saved. Press the escape key as necessary to return to the
desired menu.
Now, let's look
at how to change the amount the employer matches on retirement:
From the Payroll Master Menu select option 9 'Office Manager' and press the
enter key.
Once in the Office Manager Menu select option 8, 'Retirement Departments' and
press the enter key.
The function window will display, choose "U" to update and press the
enter key. Enter your retirement department or press the enter key for the system
to display a list of retirement departments. Select the one you wish to change
and press the enter key. The screen below will display.
Enter the new percentage, in decimal form, in the 'Matching Percent' field.
In our example above, the employer will match 4.97% to the employee's retirement
plan.
Once you have made the changes press the F8 key Hit to save the changes, the
message line will display 'Message: Transaction Complete' showing that your
changes have been saved. Press the escape key as necessary to return to the
desired menu.