Employees Employees
This program is used for maintenance of all information pertaining to an employee. New employees are added through this option and existing employees may have any or all data fields edited.
An employee’s file is referenced by the Employee number. Data in the employee records file may be thought of as a stack of ‘pages’ in a basket, with one page for each employee. Pages of employee data may be added to the file using one of two methods.
A. Specify the number for a new employee. This method has certain advantages. It allows for 'holes' or blank sections to be left in the file. This allows the employee number to have some additional significance. For example: it is possible to set aside numbers 1 through 20 for office employees, 21 through 50 for foremen and supervisors, 51 through 100 for field employees, etc. Of course, not all of these ‘pages’ need to have actual data in them. Disk space utilization is not as efficient with this method as with method two, and certain reporting processes will require slightly more time; however, since several areas of the payroll system allow ‘ranges’ of employee numbers to be selected, the ability to obtain reports by employee categories as defined by employee number ranges may well offset these disadvantages.
B. Let the system automatically generate a new employee number. When an employee number greater than the maximum number of 'pages' in the file is entered, a new 'page' is added to the end of the file and the employee number is altered to match this new 'page' number. The number of 'pages' in the file increases as new employees are entered.
Select Employees from the Payroll menu. The following screen will come into view.
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Various columns of information are listed for each employee. Click on any column header to sort the listed items. This will be useful when the list of employees has grown.
List of Employees
Enter the desired employee number in this field and the system will automatically search for the matching record. Press the lookup button to search for specific keywords. The following screen will come into view when the lookup button is pressed.
Enter one or more keywords in the blank field and press the Go button. The accounting system will return all employees whose name or address contains the entered keywords. Select the desired employee and press the OK button.
Add or Change
Highlight the employee whose record is to be accessed. To Add a record, press the Add button and the system will assign the next number in line. To Change a record, highlight the desired employee and press the Change button. For more information, see Add or Change an Employee Record.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.
This button closes the program and returns to the main screen.
Show Active Employees (check box)
If this option is selected, active employees will be listed in black.
Show Inactive Employees/Terminated Employees (check box)
If this option is selected, Inactive Employees will be listed in green and Terminated Employees will be listed in red.
Print Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for this address. See the Printing Envelopes and Labels help topic for more information.
Send an Email Message (button) 
If an Email address has been entered for the highlighted employee, clicking this button will allow the user to immediately send an email.
Add or Change an Employee Record
Employee data is categorized into ten tabs with each tab having its own screen. The tabs may be selected in any order, the only limitation being that employees may only be added or deleted through the main Employee Entry screen.
Care should be taken in setting up the data in the employee record file. Many of the data fields, such as ‘Pay Periods Per Year,’ ‘Marital Status,’ ‘Federal/State Exemptions,’ etc., are critical to payroll posting. Other fields such as the ‘Regular/Overtime Wage Rates,’ ‘Craft Code,’ ‘Union Rate Table,’ etc. are used as default values to streamline entry of weekly timesheets. Ensuring that data in the records is complete and accurate can do much to improve the efficiency and reliability of the entire payroll system.
To Add or Change a record, press the Add button and the system will assign the next number in line or highlight the desired Employee and press the Change button. The following screen will come into view with the General tab selected.
Each tab may be selected by clicking on it or by pressing <Alt> and the underlined letter. For example: To select the Personal tab, press <Alt> 'P' or click on the tab with the mouse.
The General tab contains important employee information including the employee number, name and address. This screen also contains the phone number(s) and email address of the employee. For more information, see the General Tab.
From this tab, personal information on the employee may be entered. This information includes the Social Security number, Drivers license and emergency contact information. A photograph of the employee may also be added. For more information, see the Personal Tab.
This tab is used to enter and edit information for payroll calculation. The state for unemployment, liability, withholding, and worker's compensation insurance for this employee may be entered in this screen. Wage information is also entered through this tab. For more information, see the Rates Tab.
The Description of each of the Deductions and the rates for this employee are listed. Also displayed are the amounts withheld for Quarters 1 through 4 and for the Year. A list of fringe benefit amounts is also included. For more information, see the Deductions/Fringes Tab.
Federal Earnings and Withholding Information are displayed in this screen. This screen is also used for entering or editing beginning balances for new employees. For more information, see the Federal Tab.
This screen displays Month-to-Date, First Quarter, Second Quarter, Third quarter, Fourth Quarter, and Year-to-Date state wages earned for each state in which the employee works. This screen is also used for entering or editing beginning balances for new employees. For more information, see the State Tab.
This screen displays the state wages earned and taxes paid for each locality in which the employee works. For more information, see the Local Tab.
This tab contains the expiration dates for different documents of the employee and any user defined information entered. For more information, see the Documents/User Tab.
Dependent information is entered through this tab. See the Dependent Tab for more information.
See the History / Notes Tab for more information.
The General tab allows for entry of the employee's name, address, and phone number(s). The employee’s number is also displayed. This tab is automatically open when the Add or Change button in the Employee screen is pressed.
Employee ID
This is the number of the employee whose record is to be accessed. From this screen it cannot be changed once it is assigned. This field will only be available when entering a new employee. The system will automatically assign the next available number. Enter any desired number.
If timesheets are being imported from an external source, that external source may have a different numbering system for the employees. If this is the case, enter this employee's external identification number in this field. When importing timesheets from the external source, the External ID will be used to link the imported timesheet with the correct empolyee.
First, Middle, Last, and Preferred Name
Enter up to 25 characters for the employee name.
Address 1 & 2
Enter up to 30 characters for the address. Enter the employee’s street address or post office box.
City, State, Zip
Enter the city, state, and up to ten digits for the zip code of the employee’s address.
Province / Country
These fields are only useful if the employee resides outside the United States.
View Map of Address (button) 
Clicking this button will allow the user to display a map of the address or driving directions from the company address to this address.
Different Physical Address (check box)
If this box is checked, a second set of address fields will be displayed so a different physical address can be entered.
Mobile / Home Phone
Enter up to two phone numbers for the employee.
Email Address
Enter up to two email addresses for the employee.
Send an Email Message (button)
If an Email address has been entered, clicking this button will allow the user to immediately send an email.
Print Envelope/Label (button)
Click this button to immediately print an envelope or a mailing label for this address. See the Printing Envelopes and Labels help topic for more information.
The Personal tab allows the entry of personal information for the employee. This information includes the Social Security number, Drivers license, and emergency contact information. A photograph of the employee may also be added. Press the Personal tab and the following screen will come into view.
Employee is Currently Active (check box)
Check this box if the employee is currently active.
Marital Status
Indicate the marital status of this employee.
Ethnicity
Specify to which ethnic group an employee belongs. Use the arrow to view a list of choices. Select the correct choice.
Gender
Indicate whether the employee is male or female.
Social Security Number
Enter the social security number of the employee. Dashes will be inserted automatically.
Driver’s License
Enter the employee’s drivers license number
Classification
This field is for information only. Input a brief description of the employee's work class (e.g. foreman, laborer, apprentice, office worker, owner, etc.). After a classification is entered or selected, a color can be chosen for the Classification by pressing the Color Wheel button. After the Classification color is chosen, all Classifications of that type will be displayed in the selected color.
Executive Employee (check box)
By checking this box, a user without access to Executive Employee information cannot process or view any information about this employee.
Mailing List (check box)
Check this box to include the Employee on the Employee Mailing List. This list can then be used to limit the number of Employees in the Employee Listing Report.
Disabled (check box)
Indicate whether this employee is disabled.
Veteran (check box)
Indicate whether this employee is a veteran. This information will be used on the Employment Utilization report.
Nonresident Alien (check box)
Indicate whether this employee is a nonresident alien. This information will be used on the 941 report.
Health Coverage (button)
Click this button to update the employee's health coverage for the current year.
Birth Date
Enter the birth date of the employee. Slashes will be inserted automatically. Press the lookup button and a Calendar comes into view. Highlight the desired date and press the OK button.
Hire Date
Enter the date the employee started to work for the company. Press the lookup button and a Calendar comes into view. Highlight the desired date and press the OK button.
Termination Date
Enter the date the employee was terminated. Press the lookup button and a Calendar comes into view. Highlight the desired date and press the OK button.
Reason
Enter the reason for the termination of this employee. This field will only be available if a date was entered in the Term. Date field.
Re-Hire Date
If this field applies, enter the date the employee was rehired. Press the lookup button and a Calendar comes into view. Highlight the desired date and press the OK button.
Last Date Worked
Enter the date the employee last worked. This field is updated automatically each time a timesheet is posted for the employee.
Job Category for EEO Survey (drop down list box)
This setting is used for printing the EEO-1 form under Payroll > Reports > Employment Utilization. In order for the report to accurately print employee totals by category, each employee should have one of these categories assigned here.
Enter the name and relationship of the employee's emergency contact. Enter up to two contact phone numbers.
Superintendent (check box)
If this box is checked, this employee will be available to be assigned to any job as a job superintendent.
Project manager (check box)
If this box is checked, this employee will be available to be assigned to any job as a project manager.
This field is for changing the password this employee will use to access Overview information about jobs to which he has been assigned as project manager or superintendent.
Click on the Overview Password button and the following screen comes into view. Enter the current Password and then enter the New Password. Press the OK button and the program returns to the previous screen.
Image File
Press the lookup button and choose the correct file name for the photo.
This tab is used to enter and edit information for payroll calculation. Care should be taken in setting up the data in this tab of the employee record file. Many of the data fields, such as ‘Pay Periods Per Year,’ ‘Marital Status,’ ‘Federal/State Exemptions,’ etc., are critical to payroll posting. The state for Withholding, Worker's Comp, Liability and Unemployment for this employee may also be entered in this screen.
Note: When entering a new employee record, if the states for Withholding, Worker's Comp, Liability, and Unemployment for this employee are the same as the default state for new employees, enter no states at this time. The Default State for new employees is entered through Setup:Miscellaneous Payroll. When the OK button is pressed, a message will come into view that will allow for the computer to insert the states automatically.
Other fields such as the ‘Regular/Overtime Wage Rates,’ ‘Workers Comp Id,’ Liability ID,’ and ‘Union’ are used as default values to streamline entry of weekly timesheets. Direct Deposit and Vacation/Sick Pay/ and Pension information is edited through this tab.
Press the Rates Tab and the following screen comes into view.
Information for Payroll Calculation
Enter W-4 Information (button)
Click this button to enter information from the W-4 Form completed by the employee.
Form W-4 Settings
Use Old W-4 (2019 or older) (radio button)
Number of allowances claimed
Enter the number of federal exemptions the employee is claiming. If the employee is exempt from all federal tax withholding, enter 99 here.
Use New W-4 (2020 or newer) (radio button)
Step 2c (check box)
Enter the setting indicated by the employee on the Form W-4. If this box is checked, the timesheet posting calculation will use an alternative tax withholding table.
Amount claimed - Step 3
Enter the amount indicated by the employee on the Form W-4.
Other income - Step 4(a)
Enter the amount indicated by the employee on the Form W-4.
Deductions - Step 4(b)
Enter the amount indicated by the employee on the Form W-4.
Federal Tax Withholding Table (radio buttons)
Select which withholding table will be used to calculate federal tax withholding for this employee.
Extra withholding
Enter the amount or percent of additional federal tax to be withheld each pay period.
Calculate FICA (Soc Sec & Medicare) (check box)
Normally this box would be checked. The box would not be checked if the employee is exempt from FICA deductions. Normally, this would apply only to dependents of the owner of the company who are under 12 years of age.
DO NOT withhold Social Security (check box)
In the second half of 2020, there was a federal relief policy during the Coronavirus Pandemic that allowed employees to defer the collection of the employee-paid portion of social security. If this box is checked, timesheet postings will not calculate the withholding portion of the social security tax.
Pay Periods Per Year
Enter the number of times in a year that the employee is to be paid. Note: In cases where multiple postings for an employee occur before paychecks are generated, this value should indicate the number of postings per year, not the number of paychecks generated per year.
Withholding State
Enter the two-letter ID of the state in which the employee is usually working. State tax will be calculated for this employee according to the Tax tables of the state specified here. Pressing the lookup button will cause a list of Available States to come into view. Highlight the correct state and press the OK button.
State Exemptions
Enter the number of state exemptions the employee is claiming. If the employee is exempt from State Tax, enter 99 here.
Workers Comp State
Enter the abbreviation of the State under which worker’s compensation is to be calculated for this employee. Ordinarily worker’s compensation will be calculated according to the laws of the employee's state of residence; however, some states have formed a compact which allows the employer to pay worker’s compensation to any of the states included in the compact. For example: If the company is based in Utah, and the employee is working in Nevada, worker’s compensation may be paid under either Utah law or Nevada law. Worker’s compensation rate tables are established for each state in State & Local Tax Tables. Pressing the lookup button will cause a list of available states to come into view. Select the correct state and press the OK button.
Liability State
Enter the abbreviation of the State under which Liability is to be calculated for this employee. Pressing the lookup button will cause a list of Available States to come into view. Select the correct state and press the OK button.
Unemployment State
Enter the abbreviation of the State under which unemployment is to be calculated for this employee. Pressing the lookup button will cause a list of Available States to come into view. Select the correct state and press the OK button.
Locality 1 & 2
Enter the three-letter ID of the locality in which the employee is working. Local tax will be calculated for this employee according to the Tax tables of the locality specified here. If an employee works in more than one locality within a single pay period, enter both localities. Pressing the lookup button will cause a list of Available localities to come into view. Highlight the correct locality and press the Select button.
Do Not Override Locality During Timesheet Entry (check box)
If this box is not checked, the locality entered in Timesheet Entry will override the locality entered here in employee entry.
Direct Deposit Information (button)
The following screen comes into view when this button is pushed.
Use Direct Deposit for this Employee (check box)
If this field is selected, the other fields will be available.
Pre-Notification (check box)
Select this box to send a Pre-Notification test record to the bank. A real paycheck will still be printed for this employee. This is useful when Direct-Deposit is first set up for an employee.
Direct Deposit Full Amount of Check (check box)
If this box is checked, the user will be able to select from the list of accounts. If no accounts are listed, press the Add or Change button.
Password for emailed voucher pdf
The system prints a payment voucher for each direct deposit employee during Paycheck Printing. After that time, the voucher can be attached to an email and sent to the employee. For security, the operator may assign a password here that will allow the employee to view the payment voucher pdf that is attached to the email message.
If the Add button is pressed, the following screen will come into view.
General Information
Bank Name
Enter the bank name for this account. If this is the same bank as has been entered for a previous employee, click the lookup button and select from a list of previously entered banks.
ABA Routing Number
Enter the ABA (American Banking Association) Routing Number.
Bank Account Number
Enter the employee's Bank Account Number.
Account Type
Checking (radio button)
Select this option to enter a savings account for Direct Deposit.
Savings (radio button)
Select this option to enter a checking account for Direct Deposit.
Deposit Totals
Year to Date
This field will display the total amount Directly Deposited to this account so far.
Last Check Run
This field will display the amount Directly Deposited on the last check run.
This screen allows vacation, sick, and pension pay information to be tracked. In each of the three categories, both units 'earned' and units/dollars 'taken' are maintained. Earned amounts may be in terms of either hours or dollars. There is no automatic calculation or accrual of 'Currently Earned' units; however, the 'taken' units are updated during payroll posting.
When the Time Off Accruals button is pressed, the following screen will come into view.
Each of the different accrual types is calculated separately. Press the Change button to modify the selected accrual type. The following screen will come into view. The fields are identical for each accrual type.
Tracking of Hours/Dollars Accrued and Used
These lines are self explanatory and each field under each category functions in the same manner. These fields may be used for other ‘pay' items. For example: the pension data may be used as an account to track personal, all purpose or miscellaneous hours an employee has accrued. The posting process uses the general ledger account number associated with that field name to update the amounts ‘taken' during posting.
The Currently Earned field is an information field only. This field expects the operator to enter the amount according to the units previously selected. This field does no calculation and is not consulted during calculations, posting or timesheet entry.
Methods of accruing pay in these categories vary widely from company to company and may also be different from employee to employee depending on the number of years employed with the company, total hours worked and other factors. Because of these complexities, earned values must be hand-calculated for each employee at the beginning of the calendar year and entered through this screen. An example of a possible vacation benefit schedule is as follows.
LENGTH OF PAID VACATION
EMPLOYMENT DAYS EARNED SPECIAL CONDITIONS
1 year 5 days Vacation not taken in a prior
2 years 10 days year may be taken in the first
3 years 14 days six months of the following year
4 years 18 days or may be received in cash at
5 years + 21 days 80% of its dollar value.
In order to enter an employee's earned vacation units, the number of days earned this year would first be determined. This value would then have to be converted to either hours or dollars. Any remaining earned units from prior years would be added and the result entered under the ‘Currently Earned' column.
Track This Accrual Based On Hours / Dollars (radio button)
Check the Hours radio button to indicate that the 'Accrue' amount is to be tracked in hours or check the Dollars radio button to indicate tracking by dollar amounts.
Accrue
Enter the amount of hours or dollars that will be accrued during the specified time interval.
Every
Define the accrual time interval by selecting the type from the drop down (Hour, Pay Period, Month, or Year). Based on the type selected, the numeric interval field will be available. If Month or Year is selected, the numeric interval selector will be available as well as the Next Accrual Date and Limit fields. For Example: If vacation hours accrue every other month, the interval would be 2 and the type would be Month.
Next Accrual Date / Limit Reset Date
If this accrual will occur once each Year or Month, enter the next date when an accrual will occur for the selected employee. If this accrual is based on Hours or Pay Periods, this date will be enabled only if the Annual Limt box is checked. If this is the case, enter the next date when the limit will be reset.
Remaining
Enter the number of hours or dollars the employee has currently earned and not used.
Limit
Enter a maximum amount that an employee may accrue during the specified time interval.
Annual Limit (check box)
If this box is checked, the employee will accrue until the limit is reached. At that point, they will not accrue any more until the Limit Reset Date has been passed, even if they use some of the accrued hours/dollars.
Reset Currently Earned total to 0 each time new units are accrued (check box)
Check this box to reset the Currently Earned amount each time a new accrual occurs. For example: If vacation hours are earned on a yearly basis and cannot be use in the following year, this box would be checked. At the beginning of the new year when hours are accrued, the currently earned amount would be reset to 0.
Carried over from Prior Year
If the Annual Limit box is checked, use this field to show how many hours/dollars were carried over from the previous year.
Maximum Carry-over Allowed
If the Annual Limit box is checked, use this field to specify the maximum number of hours/dollars that can be carried over from the previous year.
Handling of amounts ‘taken' is much more straight forward. Normally, no operator input is required for these fields. The only exceptions would be in cases where corrections need to be made, or during the initial installation of the payroll system as ‘beginning balances' are entered.
Week to-Date
This field contains the amounts taken during the last payroll posting. Both the hours and dollars lines will be updated. This field may be edited if desired.
Month to-Date
The week field contains the amounts taken during payroll posting since the beginning of the month. Both the hours and dollars lines will be updated. This field may be edited if desired.
Year to-Date
The year to date field contains the amounts taken during payroll posting for the year. Both the hours and dollars lines will be updated. This field may be edited if desire
Charge Rates for Billing Employee Time
Employee Charge Rates per Hour
Enter up to three charge rates for the employee here. Automatic Job Billing and Time Billing programs can then find hours this employee worked and bill them using these rates. Regular hours worked will be billed using Rate 1, Overtime hours will be billed using Rate 2 (if filled) and Premium hours will be billed using Rate 3 (if filled).
Billing Craft
If this employee's time is to be billed to the customer using Automatic Job Billing, the user may set up a Job Billing Craft Code Table specific to the job that stores the rates to be used for billing. The craft code entered here will be the default when a timesheet is entered for this employee, but may be changed during the timesheet entry process.
Social Security Number Printing
Specify whether the employee social security number should be printed on the paycheck stub. There is a system default setting that can be set using Setup > Payroll > Postings and Paychecks. To have this employee follow that setting, select the "System Default" radio button. Otherwise, select the desired style of printing this employee's social security number.
Check Stub Message
Enter a message to be printed on this employee's check stub. This message can be modified during Paycheck Printing.
Force WC Code Match (check box)
By checking this box, the Worker's Compensation codes entered will match the defaults for the employee.
GL Account
Enter the default account to which the selected employee's payroll will be charged during each timesheet posting. The account entered here will be automatically selected when new timesheet detail is added.
Worker's Comp ID
Enter the default Worker's Compensation craft code for this employee or press the lookup button and the Worker's Comp Code Setup screen will come into view. Highlight the desired code and press the Select button. The program returns to the previous screen.
The default Worker's Compensation craft code would be the craft the employee works at most often. During timesheet entry, the system will automatically use this craft to determine the proper rate. During timesheet entry, this code may be overridden manually. Also, this craft may be automatically overridden by a different Worker's Compensation code which has been set up in the Budget Tab of Job Setup.
Liability ID
Enter the Liability ID number or click on the lookup button. The Liability Codes screen comes into view. Highlight the desired Liability ID and Description. Press the Select button and the program returns to the previous screen.
Union
Enter the union table number or click on the lookup button. The Union Table Lookup screen comes into vxiew. Highlight the correct union and press the Select button. The program returns to the previous screen.
Job / Cost Code
Enter the default Job and Cost Code to which the selected employee's payroll will be charged during each timesheet posting. The Job and Cost Code entered here will be automatically selected when new timesheet detail is added.
Enter the default pay package that should be added to this employee's time during timesheet entry. Click the lookup button button to select, add, or modify a pay package. Click here for a description of Pay Packages.
Pay Type
This field indicates the method by which the employee is normally paid. Four options are currently available: Hourly, Salary, Piecework, or Commission. The information below Pay Type will depend on the option selected.
1. If Salary is selected, the Wage Information changes to Pay Type, Yearly Salary and Hours Per Pay Period.
2. If Hourly is selected, the Wage Information changes to Pay Type, Regular Rate and Overtime Rate.
3. If Piecework is selected, the Wage Information changes to Pay Type, Piecework Unit and Piecework Rate
Enter the amount per year the employee receives. When timesheet information is entered, the system will assume this rate unless specified differently.
Enter the number of hours per pay period the employee normally works. When timesheet information is entered, the system will assume this amount unless specified differently.
Enter the amount per hour the employee receives for regular hours. When timesheet information is entered, the system will assume this rate unless specified differently.
This field holds the employee’s normal overtime rate. It is used as a default value during timesheet entry. A value may be input to this field by one of two methods. The first is the usual method of simply typing in the desired value. The second method is to enter a decimal value (no units). This value will be multiplied by ten and then multiplied by the regular rate. The result will be the overtime rate. For example: typing .15 <Enter> would result in an overtime rate of one and a half times the regular rate. Typing .2 <Enter> would result in a ‘double time’ overtime rate.
This field holds the employee’s premium rate. Whenever an employee works at overtime rates, the premium hours may be tracked separately from regular and overtime hours. It is used as a default value during timesheet entry. A value may be input to this field by one of two methods. The first is the usual method of simply typing in the desired value. The second method is to enter a decimal value (no units). This value will be multiplied by ten and then multiplied by the regular rate. The result will be the premium rate. For example: typing .15 <Enter> would result in a premium rate of one and a half times the regular rate. Typing .2 <Enter> would result in a ‘double time’ premium rate.
Check this box if the employee can earn commission in addition to their regular pay. If the Commission box is checked, a Rate field will appear. Enter the Commission Rate or percentage of Commission this employee will earn.
Enter the unit for piecework. For example: piece of drywall, per square foot, etc.
Enter amount for piecework. For example: $0.25 for a piece of drywall hung
If the Tax State is not entered through the Rates tab, when the OK button is pressed, the following screen will come into view. This is useful if the employee's state of residence for tax withholding and accrual calculations purposes are the same as the default state.
Change (button)
If the Change button is pushed, the General tab will come into view. Go into the Rates tab and select the employee's state of residence for tax withholding and accrual calculation.
Accept (button)
If the Accept button is pushed, the default tax state will be inserted for this employee in the Rates tab. The Withholding, Worker’s Comp, Liability and Unemployment States will be automatically filled in. The Default State for new employees is setup through the Setup:Miscellaneous Payroll option.
The Deductions listed in this screen will be used by the Timesheet entry program. The Description of each of the Deductions and the rates for this employee are listed. Also displayed are the amounts withheld for Quarters 1 through 4 and for the Year. To view the standard Deductions for this employee, press the Deduction tab and the following screen will come into view.
The employee can have an unlimited number of Standard Deductions. These are deductions that are taken each time timesheets are posted for this employee. Use the Add / Change / Delete buttons to add, modify or delete deductions.
Move Entries Up/Down (buttons) 
Use these arrows to order the list of Deductions. Order the list according to the desired order of deduction during posting.
Add or Change an Employee Deduction
Press the Add or Change button and the following screen will come into view.
The deductions entered using this screen are repeating deductions that are meant to be be automatically deducted from the employee's wage each pay period. Examples might be Health Insurance, wage garnishments or Credit Union deposits.
The name, the method of calculation (Hourly, Percent, or Flat Amount), the General Ledger Liability Account into which deducted amounts are accrued, and the limit basis for all deductions are specified in Standard Deductions under Payroll setup and are the same for all employees. The rate, the limit amount, the week-to-date and the year-to-date values may vary from employee to employee.
Enter the Deduction number or press the lookup button and the Standard Deduction screen comes into view. Highlight the desired deduction and press the Select button. The program returns to the previous screen. After the Deduction number is entered, the name of the deduction is listed after the lookup button.
Notice that this Deduction is based on a Rate per Pay Period, subject to a Monthly Limit and an Annual Gross Pay Limit.
General
Rate Per Pay Period / Percent of Gross Pay / Percent of Net Pay / Rate Per Hour
The rate field is the rate at which the deduction is to be calculated for the employee. The method of calculation can be hourly, percent of gross wage, or flat amount and is specified in Standard Deductions .
Limit Per Pay Period
This deduction limit puts a cap on the dollar amount that can be deducted in any given pay period. For instance, if the deduction is 3%, but not more than $50, the $50 is entered here.
Monthly Deduction Limit
Deduction limits may be based upon either the value of the year-to-date gross wage or the year-to-date deduction amount. This ‘basis’ is specified in Standard Deductions. A value of zero in the limit field indicates that there is no limit and the deduction will be calculated at the given rate each time payroll is posted for that employee. Limit values may also be entered in Standard Deductions and will act as defaults when new employee records are created. Common uses for limits include handling employee purchases or wage garnishments.
Annual Gross Limit / Deduction Limit / Remaining Balance
This limit puts a cap on the dollar amount that can be deducted in total. If the limit is based on Gross Pay, the deduction will no longer be taken once the employee reaches this annual gross pay amount. If the limit is based on Deduction, the deduction will no longer be taken once this amount has been deducted for the year. If this limit is being treated as a Remaining Balance, the amount in this field represents the current amount owed by the employee. Each time a deduction is taken, this amount will be reduced by the amount of the deduction.
Ignore Tax Exempt Flag (check box)
When deductions are created in the Deduction Setup program, they can be specified as being exempt from certain withholding taxes or accruals. If the 'Ignore Exempt Flag' is checked, the exemptions specified for the deduction will be ignored and the deduction will be processed after all taxes have been subtracted from the gross. This box will generally not be checked.
Special Considerations for Percentage of Net type Deductions
If the selected deduction has been set up as a Percentage of Net deduction type, the General group will look like this:
Notice how the Rate field now holds a Percentage figure. Also, there is an extra group of radio buttons.
Percentage of Net After Taxes (radio button)
If this option is selected, the percentage listed above will be calculated directly after taxes have been withheld from the gross pay amount.
Percentage of Net Check Amount (radio button)
If this option is selected, the percentage listed above will be calculated after taxes AND other standard deductions have been subtracted from the gross pay amount. For calculations of this type, the ORDER in which deductions are listed on the Deductions tab becomes important. For example, if there are five standard deductions listed for this employee, and this Percentage of Net Check deduction is listed third, the amount of this deduction will be calculated as a percentage of the gross pay amount less taxes less the first two deductions.
Minimum Net Pay
Enter the least amount of net pay the employee is allowed per pay period. The deducted amount will never cause the net pay to dip below this threshold.
The software can automatically generate an Accounts Payable Invoice during Payroll Posting for payment of amounts deducted through this setting. Use these settings to indicate the vendor to whom payment should be made and the A/P Invoice Batch to be used.
Vendor ID
Enter the Vendor ID or use the lookup button to lookup and pick the appropriate vendor.
Batch ID
Enter the Vendor ID or use the lookup button to lookup and pick the appropriate Accounts Payable Invoice Batch.
Year to-Date
Earnings Year
Select the desired earnings year and the system will display quarter and year to date figures for the selected year.
Month to-Date Deducted
The cumulative amount deducted and matched during all payroll postings for the current month is displayed in this column. This row is only displayed if the current year is selected.
Quarter 1 Deducted
The cumulative amount deducted and matched during all payroll postings for Quarter 1 is displayed in this column.
Quarter 2 Deducted
The cumulative amount deducted and matched during all payroll postings for Quarter 2 is displayed in this column.
Quarter 3 Deducted
The cumulative amount deducted and matched during all payroll postings for Quarter 3 is displayed in this column.
Quarter 4 Deducted
The cumulative amount deducted and matched during all payroll postings for Quarter 4 is displayed in this column.
Year to-Date Deducted
The cumulative amount deducted and matched during all payroll postings for the selected year is displayed in this column.
Edit Values (button)
Click this button and the system will display this window for editing the displayed values.
Edit the desired values here. Values displayed in Green have already been edited by the user, and are not the original values generated during timesheet postings.
Restore All Calculated Figures (button)
Click this button and the system will recalculate the actual figures from timesheets posted during the selected year.
If the employee has the Direct Deposit information entered under Payroll: Employees: Rates, this field will be available for selection. Select the correct account from the drop down list.
Fringe benefits are amounts that are accrued on the employee's behalf. These amounts are usually paid by the employer, but may be paid by the employee (i.e. Union Dues). Fringe benefits are not set up here in the employee entry screen. They are built using a series of setup screens. A dictionary of available Fringe Benefits is entered using Setup > Accounting Options > Payroll > Fringe Benefit Dictionary. Fringe Benefits are grouped into Fringe Benefit Tables using Setup > Accounting Options > Payroll > Unions. An employee can be assigned a default Fringe Benefit Table in Payroll > Employees. An individual timesheet will inherit the Fringe Benefit Table listed in the Employee Record. This table can be automatically overwritten by a Fringe Benefit Table entered using the Job Wage Rate Table. In either case, the Fringe Benefit Table can be overwritten by the user during Timesheet Entry.
Once timesheets with Fringe Benefits have been posted, the fringe benefit information will be displayed on this screen.
The list box shows the fringe benefit description as well as the amount accrued for the four quarters and year to date for the current year. To view fringe benefit totals for other years, click the View Prior Years button.
To view Federal Earnings and Withholding Information, press the Federal tab and the following screen will come into view. The information listed here comes directly from the timesheets posted for this employee. This screen displays Month-to-Date, First Quarter, Second Quarter, Third quarter, Fourth Quarter, and Year-to-Date federal earnings and withholdings. This screen is also used for entering or editing beginning balances for new employees.
Earnings Year
Select the desired earnings year and the system will display quarter and year to date figures for the selected year. The Month to-Date column will only be displayed if the current year is selected.
The regular hours worked for this employee are listed in this row. The Month-to-Date, Quarters 1-4, and Year-to-Date hours are automatically updated as the payroll is posted.
The overtime hours worked for this employee are listed in this row. The Month-to-Date, Quarters 1-4, and Year-to-Date hours are automatically updated as the payroll is posted.
The premium hours worked by this employee are listed in this row. The Month-to-Date, Quarters 1-4, and Year-to-Date hours are automatically updated as the payroll is posted.
This is the gross pay earned by the employee during the past month, quarters 1-4, and total for the year that is federally taxable. These figures are automatically updated as the payroll is posted.
This is the amount of non-taxable other income paid to the employee for the Month to Date, Quarters 1-4, and Year-to-Date. An example of non-taxable other income might be travel and subsistence or other reimbursements. These figures are automatically updated as the payroll is posted.
The amount of federal tax paid by the employee for the Month-to-Date, Quarters 1-4, and Year-to-Date hours. These figures are automatically updated as the payroll is posted.
The amount of social security paid by the employee for the Month-to-Date, Quarters 1-4, and Year-to-Date. These figures are automatically updated as the payroll is posted.
The amount of Medicare paid by the employee for the Month-to-Date, Quarters 1-4, and Year-to-Date. These figures are automatically updated as the payroll is posted.
The amount of EIC paid by the company to the Employee for Quarters 1-4 and Year-to-Date. These figures are automatically updated as the payroll is posted.
Press this button and a screen with a W-2 form comes into view. This screen allows entry of additional amounts to the W-2 form for any given employee. Enter any additional amounts that should show up on this employee’s W-2 form. Only boxes 7 through 14 may be entered or altered. Other boxes cannot be changed using this entry screen.
When this button is pressed, the following screen comes into view.
Edit the desired values here. Values displayed in Green have already been edited by the user, and are not the original values generated during timesheet postings.
Restore All Calculated Figures (button)
Click this button and the system will recalculate the actual figures from timesheets posted during the selected year.
This screen displays Month-to-Date, First Quarter, Second Quarter, Third quarter, Fourth Quarter, and Year-to-Date state and local wages earned for each state and locality in which the employee works. This screen is also used for entering or editing beginning balances for new employees.
States
This field displays the gross amount earned by the employee in that state during the most recent payroll posting.
This field displays the gross amount earned by the employee in that state for the quarter. This is the gross amount used to calculate the tax withholdings in this state for the quarter. This field may be edited if desired.
This field displays the gross amount earned by the employee in that state for the year. This is the gross amount used to calculate the tax withholdings in this state for the year. This field may be edited if desired.
Use these buttons to change the order of the states listed in the list box. This is used to determine the order when printing W-2 forms with multiple states.
Add or Change an Employee State Tax Record
Press the Add or Change button and the following screen will come into view.
State
The name of the state will be displayed. This field will be available if inserting a new Employee State tax record. Enter the state abbreviation or press the lookup button and the State Setup screen comes into view. Highlight the desired state from the list of states and press the Select button. The program will return to the previous screen.Warning: A State must be selected before a tax table can be selected. If no state is selected, the Tax Table field will appear to not work, it will just flicker when the arrow is pressed.
Tax Table
Enter the tax table or select the appropriate choice from a list of tax tables by pushing the down arrow. Click on the desired table or using the arrow keys on the keyboard Highlight the desired table and press the enter key. Warning: A State must be selected before a tax table can be selected. If no state is selected, the Tax Table field will appear to not work, it will just flicker when the arrow is pressed.
Amount (radio button)
Specify the additional amount of taxes to be taken out of each pay period.
Percent of Gross (radio button)
Specify the percent of gross to be taken out of each pay period
These fields are used to override State wage limits for the selected employee. If values are designated in these fields, the values set in State Setup will be overridden during timesheet posting.
Workers Comp
Enter the Workers Comp Wage Limit in this field.
General Liability
Enter the General Liability Wage Limit in this field.
Earnings Year
Select the desired earnings year and the system will display quarter and year to date figures for the selected year. The Month to-Date column will only be displayed if the current year is selected.
Gross Pay
This is the gross pay earned by the employee during the past month, quarters 1-4, and total for the year that is taxable by the state. These figures are automatically updated as the payroll is posted.
State Tax
The amount of state tax paid by the employee for the Month -to-Date, Quarters 1-4, and Year-to-Date. These figures are automatically updated as the payroll is posted.
Other Pay
This is the other pay earned by the employee during the past month, quarters 1-4, and the total for the year that is taxable by the state. These figures are automatically updated as the payroll is posted.
Tax-Exempt Deductions
This field displays the total amount of state tax-exempt deductions which were deducted during all payroll postings for an employee in that state for the Month-to-Date, Quarters 1-4, and Year-to-Date.
Unemployment Wages
This field displays the total amount of Unemployment wages paid to this employee for Quarters 1-4 and Year-to-Date.
Unemployment
The amount of unemployment paid by the employee for the Month to Date, Quarters 1-4, and Year to Date. These figures are automatically updated as the payroll is posted.
State Disability
The amount of disability paid by the employee for the Month to Date, Quarters 1-4, and Year-to-Date. These figures are automatically updated as the payroll is posted.
SDI Wages
The total amount of the employee's wages that is subject to State Disability Insurance calculation.
Worker's Comp
The amount of Worker's Comp. paid by the employee for the Month to Date, Quarters 1-4, and Year to Date. These figures are automatically updated as the payroll is posted.
Additional W/C
The amount of Additional Worker's Comp. paid by the employee for the Month to Date, Quarters 1-4, and Year to Date. These figures are automatically updated as the payroll is posted.
General Liability
The amount of Liability insurance paid by the employee for the Month to Date, Quarters 1-4, and Year to Date. These figures are automatically updated as the payroll is posted.
When this button is pressed, the following screen comes into view.
Edit the desired values here. Values displayed in Green have already been edited by the user, and are not the original values generated during timesheet postings.
Restore All Calculated Figures (button)
Click this button and the system will recalculate the actual figures from timesheets posted during the selected year.
Add or Change an Employee Local Tax Record
To enter information for a locality, press the Add or Change button and the following screen comes into view.
Locality ID
The name of the locality will be displayed. This field will be available if inserting a new employee Local tax record. Enter the name of the Locality or press the lookup button and the Select Locality screen will come into view.
Additional Local Tax
Amount (radio button)
Specify the additional amount of taxes to be taken out of each pay period.
Percent of Gross (radio button)
Specify the percent of gross to be taken out for taxes of each pay period
Earnings Year
Select the desired earnings year and the system will display quarter and year to date figures for the selected year.
Gross Pay
This is the gross pay earned by the employee during the past month, quarters 1-4, and Total for the Year in that locality. These figures are automatically updated as the payroll is posted.
Local Tax
This is the amount of local tax withheld during all payroll postings for an employee in that locality for the Month-to-Date, Quarters 1-4, and Year-to-Date. These figures are automatically updated as the payroll is posted.
Other Pay
This is the other (non taxable) pay earned by the employee during the past month, quarters 1-4, and the total for the year that is taxable by the locality. These figures are automatically updated as the payroll is posted.
Non Tax Ded.
This field displays the total amount of local tax-exempt deductions which were deducted during all payroll postings for an employee in that locality for the Month -to-Date, Quarters 1-4, and Year-to-Date.
When this button is pressed, the following screen comes into view.
Edit the desired values here. Values displayed in Green have already been edited by the user, and are not the original values generated during timesheet postings.
Restore All Calculated Figures (button)
Click this button and the system will recalculate the actual figures from timesheets posted during the selected year.
To view the information for different employee documents or user-defined fields, press the Documents/User tab and the following screen comes into view.
These are any documents that the employee must have for the job. For example: A driver's license or Certification. Insurance information can also be added in this list.
Expiration Date
This is the date the Insurance or license expires is listed.
Press the Add or Change buttons and the following screen comes into view. Fill in the appropriate fields and press the OK button.
Document Name
This is any document that the employee must have for the job. Enter the type. For example: A driver's license or certification. Insurance information can also be added in this list.
Effective Date
The date the insurance or license expires is listed.
Expiration Date
The date the insurance or license expires is listed.
Administrative Agency
Enter the name of the administrative agency. If this is an insurance document, enter the insurance carrier.
Document Number
Enter the document number. If this is an insurance document, enter the policy number.
Copy of Document on File (check box)
If a copy of the document is on file, check this box.
Warn of expired documents during timesheet entry (checkbox)
If this box is checked, the system will test during timesheet entry to see if this employee has any expired documents. If any are found, the system will display a warning message.
The white boxes to the right of the prompts are specific to the employee. This can be any information. To edit the prompts, check the Edit Prompt box and the prompts are no longer grayed out. The prompts apply to all employees. For example: the prompt could be shoe size and the dropdown box value could be size 10.
To view attached employee Notes or a list of employee Dependents, press the Notes/Dependents tab and the following screen comes into view.
These fields are for information only. It may be used for any additional employee information. There is no limit to the number of entries.
Date
The date the note was entered.
Subject
The subject of the note is displayed. This is user defined. For example: Adding Notes
Add or Change (button)
see Adding or Changing a Note.
Print (button)
See Printing Notes.
The name of each dependent, relationship to the employee, birth date and any user defined comments are listed.
Add or Change a Dependent
Click on the Add or Change button and the following screen will come into view. Type in the relevant information and press the OK button.
First Name
The first name is entered here. It may be up to 20 characters long.
Middle
Enter the middle initial here.
Last Name
The last name is entered here. It may be up to 20 characters long.
Relationship
This is the relationship of this person to the employee. For example: husband, son, etc.
Birth Date
Enter the birth date. This field is optional.
SSN
Enter the dependent's Social Security Number.
Health Care Coverage (Drop down list box)
This field is used for filling out the federal form 1095-B or 1095-C Health Care Coverage forms for submission to the IRS.
Comments
This field is user definable. To enter comments, use the Tab key to get to this field or click in the comments field and start typing.
To view the Employment and Payment History for an employee, press the History tab and the following screen comes into view.
Date
This is the date the note was entered.
Type
This is the type of the action, i.e.: raise, new hire, promotion, demotion, etc.
New Wage
This is the new wage or salary
Description
A brief description of the action is listed here. For example: Merit raise on anniversary.
Print (button)
Click this button to print one or more of the history entries in the list box.
Using this window the operator can print just the entry highlighted in the list box, all the entries in the list box, the entries tagged in the list box, or all entries that fall within the entered date range.
Add or Change an Employee History Record
Press the Add or Change button and the following screen comes into view.
Standard History Entry (tab)
The first tab allows for the entry of a standard history record. This can be any bit of information about the employee that will be useful to know in the future. Pay raises, reprimands, commendations, awards, and other occasions can all warrant a history entry.
Date
Enter the date or press the lookup button and a Calendar will come into view. Select the date and press the OK button.
Type
Enter the type of the action. For example: raise, new hire, promotion, demotion, etc.
New Wage
Enter the new wage or salary
Description
Enter a brief description of the action. For example: Merit raise on anniversary.
Notes
This field holds up to a 1000 characters. Enter any notes on the employee here concerning the action.
OSHA Reportable Injury or Illness Information (tab)
This tab allows for detailed entry of all the information necessary for filling out OSHA's Form 301 - Injury and Illness Incident Report. Fill in all the information here and it will be used to print the official form, as well as forms 300 and 300a at year's end.
Print OSHA Form 301 (button)
Click this button to print the OSHA Form 301 for the incident currently being entered. View the Report Sample here.
This list box shows all timesheets posted for this employee in reverse chronological order, with the newest at the top.
Hide Voids (check box)
If this box is checked, the listed payment history entries will exclude timesheets that have been voided.
View Highlighted Payment (button)
Click this button to view details from the highlighted payment. The following window comes into view:
Review the payment details here. The two icons in the Pay Information section give access to pdf copies of posting reports and paychecks.
View Details (button)
Click this button to view the details for the highlighted line item in the Timesheet Detail list box. The following window will appear:
Use this window to review the information from a single line item of the employee's pay.
Press the Attachments tab and the following screen comes into view. This tab allows the user to attach outside files to the employee record. For example: a scanned copy of a the employee's W4 form can be attached.
See the Attachments topic for a full description of how attachments work.
Employees displayed in the list box on the main Employee Browse window can be filtered by the Employee Active flag. There may be a time when the operator desires to mark multiple Employees as Inactive based on the date of the last Employee activity. Click this button and the following window will appear:
Enter the desired cutoff date in the date field. The list will be filtered to include only Employees who have had no activity (timesheets or payments) posted since the cutoff date. Those Employees can now be tagged or untagged. When the Deactivate Tagged Employees button is pressed. The Active flag on all the tagged Employees will be set to "Inactive."
