Transcription

Online Payroll System HelpTable of ContentsSwitch My View . 3Employee Maintenance . 4Employee Search . 5Adding New Employee . 7Required Information . 8New Employee Wizard . 9Demographics . 10Job and Labor Info . 14Labor Spits . 16Additional Personnel Info . 18Rates and Salary. 20Employee Salary History . 26Deductions . 28Activate Employee Deductions. 31Add A Date-Activated Deduction . 31Taxes . 33Direct Deposit . 38Pay Template . 41Payroll . 43Importing Pay Data . 44Pay Grid - Basic . 47Pay Detail . 55Hours Only Pay Detail Screen . 59Adjustments . 61Void Check . 62Manual Check . 63PreCalc Check . 69Submitting The Payroll . 71Review Payroll Entry . 72Totals With Details Drilldown . 73Confirm Dates . 75Confirm Deductions . 78Confirm Report Selection . 80Pre-Process Preview. 82Submit Payroll Final Step . 86Web Reports. 87Preprocess Preview . 89Pay Input Transactions Report . 91Company Schedule . 96Employee Profile Report. 98Employee Labor Splits Report . 100Employee W2 and SSN Report. 101Employee Change History (Was-Is) . 102Check History Report . 104Custom Reports Module . 106Company Setup . 114Page 1

Online Payroll System HelpCompany Options . 115Divisions . 121User ID Setup . 122Departments . 125Groups . 127Locations . 128Labor Codes . 129Edit Labor Codes . 130Earnings Types. 131Tax Types. 132Deduction Types . 133Setup WorkersCompensation. 135City Shortcuts. 136Tax IDs and Rates . 137Company Banks . 139Master Banks . 141Pay Grid Layout . 142Pay Grid Code Selection . 145Security and Login . 148Access Levels. 149Login/Logout . 152Refreshing Company Payroll Files . 154The Payroll Cycle . 155Starting Over . 156Page 2

Online Payroll System HelpSwitch My ViewOVERVIEW: Employees may be accessed in many different sequences. We call these 'Views'.Each View may be selected and all employees are immediately sorted and displayed in theselected order.NOTE: Each user in Online Payroll System has a default view set up in the USER ID SETUPsection under COMPANY SETUP on the left side of the screen. Selecting SWITCH MY VIEWhere will switch the default view to the one chosen for this one web session only. If the user logsout and logs back in, the view will go back to the default.Active Employees, by Hourly/Salaried, Clock #Active Employees, by Hourly/Salaried, Emp#Active Employees, by Clock #, Emp #Active Employees, by Div, Dept, Clock#, Emp#Active Employees, by Div, Dept, by Emp #Active Employees, by Divn,Dept,Name, Employee #Active Employees, by Employee #Active Employees, by Group Code, NameActive Employees, by Hourly, by Salary, by Divn, Dept, Employee NameActive Employees, by Hourly, Salary, NameActive Employees, by Employee Name, Employee #Active Employees, by Pay Frequency, Divn, Dept, NameActive Employees, by Pay Frequency, NameAll Employees, by Employee Name,Employee #Page 3

Online Payroll System HelpEmployee MaintenanceEmployee ListOVERVIEW:The Employee List is displayed by clicking the 'EMPLOYEES' menu item, and employees will belisted in the default or selected 'View' sequence.Select the Division or Department Name or All Divisions/Departments you wish to view.Employee Division, Department, Name and Status are displayed.Soc Sec #, Employee # or Clock # is displayed dependent on the selection made on the„EMP ID NUMBER TO USE AS UNIQUE IDENTIFIER‟ on the Company Options screenClick on the employee name to link to the EMPLOYEE DEMOGRAPHICS screenPage 4

Online Payroll System HelpEmployee SearchAn icon (binoculars) is now accessible from all Employee Maintenance screens (Demographics,Salary,) and Pay Data screens (PayGrid, PayDetail, and Adjustments). It allows the user to searchby Last Name, First Name, SS#, Clock #, or Emp #. The default search criterion is Last Name.The drop-down list only appears as the user types in search criteria, and the resulting list will usethe „type-ahead‟ feature to show the first match it finds. The drop-down list will continue to shrinkas the user keys more data.Once the user clicks on an employee from the drop-down list, the search window will automaticallyclose and the selected employee will be displayed in whatever screen the user was on before theyopened the Search feature. For example, if the user was on the Employee Salary screen whenthey clicked the Search button, the employee they selected from the Search window will bedisplayed on the Employee Salary screen. The division/department pull-down list and theEmployee pull-down list at the top of the Employee Salary screen will be updated to reflect thenewly-selected employee.For Data Entry users, the search will only allow them to find employees in thedivisions/departments for which they have been given access.If the user is accessing the Search feature from the PayGrid, and the PayGrid is displayingmultiple pages, then when the user selects an employee from the Search screen, the PayGrid willbe redisplayed to show the page that the selected employee is on and the employee‟s name willbe highlighted on that page.The user‟s current „View‟ will also affect the Employee Search results. If they are using a view thatincludes only ACTIVE employees, then only active employees (and those terminated/in-activatedin the CURRENT pay period) will show in the Employee Search list. If they are using the “AllEmployees” view, then terminated/in-activated employees will also be included in the search list,Page 5

Online Payroll System Helpwhen the user is searching on Employee Maintenance screens. Terminated Employees from priorpay periods are NEVER included on the Employee Search when the user is searching from thePayGrid, Pay Details, or Adjustments screens.Page 6

Online Payroll System HelpAdding New EmployeeWelcome to the Online Payroll SystemUser HELP Feature!This section is designed to help you understand and get the most benefit fromusing Online Payroll SystemPlease take the time to review the topics within this section, and refer back tothemwhenever you have a question about Online Payroll System.As always, if you cannot find the answers to your questions within thisdocumentation,Please contact your payroll data center.Page 7

Online Payroll System HelpRequired InformationOVERVIEW:When setting up a NEW employee on Online Payroll System, a wizard interface takes you through4 required screens under the Employee menu. The fields listed below are required for each newemployee.Data ElementEmployee Number (4)ScreenSaving New EmployeeEmployee StatusDemographicsDivision Code (2) (If Used) DemographicsEmployee NameDemographicsEmployee State (2)DemographicsEmployee Social Security Demographics#GenderDemographicsRaceDemographicsEEO CodeJob DataRate Switch (Rate 123 / SalarySalaryEmployment StatusSalaryIncome Tax StateTaxesUnemployment Tax State TaxesMartial Status (Fed &TaxesState)Rate SalaryDefault ValueNext Highest Number 00019989New EmployeeMust be SelectedMust be EnteredCompany Work StateMust be EnteredNot ReportedNot ReportedNot ReportedHourly Rate 1Full TimeEmployee Residence StateEmployer Location StateS SingleHourly or Salary Amount mustbe entered. 0 is a validamount.Note: All New Hires MUST be keyed during one session. You cannot save partialinformation for a new hire then return in another session to complete it.Page 8

Online Payroll System HelpNew Employee WizardOVERVIEW:When setting up a NEW employee on Online Payroll System, a wizard interface takes you through8 required screens under the Employee menu. The fields listed below are required for each newemployee. Click on the screen names below to see any screen.Demographics:Job Data:Additional Info:Salary:Deductions:TaxesDirect Deposit:Pay Template:Page 9

Online Payroll System HelpDemographicsOVERVIEW:Changes to an existing employee‟s main personnel information can be made by selecting the'Demographics' menu. The Employee Demographics will appear for current selected employee.Employee #: (4 Characters)This number is assigned to each new employee. The number can be auto assigned or selectedby the USER on the last screen of the NEW HIRE WIZARD. The number cannot be changed aftera payroll has been run using the new employee number. When the employee has beenterminated, the employee number and all associated data will be dropped at year end and may beused again in subsequent years (provided that the payroll data center has set the option for this tohappen). NOTE: If an employee is terminated it is very beneficial to enter the TERMINATIONDATE in the system.Status:This field contains the status of current employment. By clicking on the look up button, a dropdown menu of selections will appear. The selections that appear in the drop down are based onthe current employment status. Required Field.A ActiveI Inactive (Will appear on the Pay Grid for current period only, then will appear on thedrop down for terminated/inactive at the bottom of the grid, and will be dropped at end ofyear if option set)T Terminated (Will appear on the Pay Grid for current period only, then will appear on thedrop down for terminated/inactive at the bottom of the grid, and will be dropped at end ofyear if option set)N New (Will change to 'A' Active after 1st pay cycle)R Rehire (Re activated to 'A' Active Status when rehired within the same calendar year asterminated)If an employee is marked terminated, a box appears on the screen with the terminated date prefilled as today‟s date and a reason field. This information is permanent on the employeedemographic screen.Division: (2 Characters)Click on the Lookup box for a choice of company division. Divisions should be used to separatework locations. An employee can not be paid in more than one division per pay period. A payrollcan be set up with different period start and period end dates per division, but the payroll can onlyhave one check date. If you are interested in different period dates by division for your company,please contact your payroll data center. If you company is already set up with different period enddates by division, the dates can be set on the DATES page under the PAYROLL menu. Totalsand optional page skips are provided by division on all payroll reports.If you need to add a division to your company, please contact your payroll data center.Page 10

Online Payroll System HelpDepartment: (4 Characters)Click on the lookup box to select the department to be used as the home department number.Remember that the alpha characters have a higher value than numbers on a PC. (0001 – low toZZZZ – high). When keying pay data, you may charge an employee to a temporary department.First Name, MI, Last Name: (16,1,16 Characters)This field contains the employee‟s legal name for tax reporting purposes. The employee‟s nameappears on all screens as well as the Employee er Demographics. Required Field.Address Line 1: (25 Characters)This should be the employee‟s legal mailing address, street name and number including any P.O.Box or apartment number, under which their legal W-2 should be printed.Address Line 2: (25 Characters)This should be the employee‟s legal mailing address, street name and number Including any P.O.Box or apartment number, under which their legal W-2 should be printedCity: (20 Characters)Enter the employee‟s City of legal residence. For commonly entered cities you may build a table ofcity spellings with a unique 2 character city abbreviation (This can be set up under CITYSHORTCUTS under the COMPANY OPTIONS link). Then upon keying the two characters in thecity field, click on the 'City' field description and you will automatically complete city name andstate code.State: (2 Characters)Select the 2 digit post office abbreviation code for the legal state address from the drop down list.Required Field.Zip Code 4:Enter the employee‟s zip code 4.Page 11

Online Payroll System HelpSocial Security #:Enter the employee‟s nine digit social security number. This field must be completed for all newemployees. A company may be fined up to 50 per employee at year end for missing socialsecurity numbers on the W-2.Home Telephone:Enter the employee‟s home telephone number. (XXX)XXX-XXXXPage 12

Online Payroll System HelpBirth Date:Enter the employee‟s birth date using the format (MM/DD/YYYY).Hire Date:Enter the hire date for an employee using the format (MM/DD/YYYY) or use the lookup box toopen the calendar and select the date.Gender:Click on the lookup box or enter the employee‟s sex for personnel and the total number ofemployees by sex by quarterly, (required for most state unemployment returns). Required Field.N Not ReportedF FemaleM MaleRace:If you wish to utilize the payroll EEOC reporting system and optional report, this field must becompleted.Required Field.N - Not ReportedA - AsianB - Black or African AmericanW- WhiteH - Hispanic or LatinoI - American IndianP - Native Hawaiian or other Pacific IslanderT - Two or more racesPage 13

Online Payroll System HelpJob and Labor InfoOVERVIEW:The Job Data screen is used to store employee personnel data associated with non-criticalinformation. Fields are used to keep job related information.Job Title: (20 Characters)Enter the employee‟s job description. This field is optional.Clock #: (6 character)If a time clock or electronic time and attendance system is used, you may enter a clock number upto 6 digits. Do not attempt to make clock numbers and employee numbers the same. You mayreuse clock numbers, but you may not reuse employee numbers.EEO Code:If you wish to utilize the payroll EEOC reporting system and optional reports, this field must becompleted. Required Field.N - Not Reported (Default)X - Exec/Sr-Level Officials & Mgrs1 - First/Mid-Level Officials & Mgrs2 - Professionals3 - Technicians4 - Sales Workers5 - Office and Clerical6 - Craftsmen7 - Operative - Semi Skilled8 - Laborers - Unskilled9 - Service WorkersWorker‟s Comp Class:Click on the drop down list to select the correct employment class for workers compensationreporting. This field will not appear if Worker's Compensation is not active or setup by Department.Page 14

Online Payroll System HelpW-2 Pension:If this employee is part of a an IRS qualified pension plan, enter a Check Mark in this field to placea Y in the pension block on this employee‟s W-2 at year end.Group Code: (6 Characters)Click on the drop down list to select the employee‟s group code. You may build a lookup table of'Group' values by accessing the 'Company Tables' menu and built 6 character values anddescriptions. These fields will NOT appear if no lookup table has been built.Location Code: (6 Characters)Click on the drop down list to select the employee‟s location code. You may build a lookup table of'Location' values by accessing the 'Company Tables' menu and built 6 character values anddescriptions. These fields will NOT appear if no lookup table has been built.Page 15

Online Payroll System HelpLabor SpitsAn employee‟s labor splits can be defined either by percentages or by /Hours. If percentagessplits are used, then the /Hours fields will be left blank. If /Hours splits are used, then thepercentages will be automatically calculated for you.All labor codes that have been set up for your company are available in the Home LaborCode pull-down list and in the Add a Labor Split pull-down list.If a new labor code is needed for the company, click on the Add a new Company LaborCode link to add it.Once the employee‟s HOME labor code is set up, you can add additional Labor Allocationsby selecting labor codes from the Add a Labor Split pull-down list and assigning a Split %or Split Amount to it.When you add additional labor codes for an employee, the amount allocated to the HomeLabor Code will be automatically adjusted, based on the amounts entered for the additionallabor codes.Page 16

Online Payroll System HelpPage 17

Online Payroll System HelpAdditional Personnel InfoOverview:You may choose to store additional employee personnel data items on this screen that can bedesigned and defined by your payroll data center.Up to sixteen data categories may be defined and titled and will display as hyperlink menu itemson the left side of this screen.Under each custom labeled category displayed on the left side of the screen, up to eight datafields can be custom titled and entered as text up to 25 characters, dates, telephone numbers,amount fields or lookup fields with mandatory or optional selection values.Examples of Additional Personnel Info that can be setup are:Emergency Contact InfoEducational dataTraining dataOther personnel data itemsBenefit InformationVacation / Sick Eligibility dataEmployee SkillsDisplay any MTD, QTD or YTD hours, earnings, taxes, deductions, Gross Pay or Net PayAmountsPage 18

Online Payroll System HelpPage 19

Online Payroll System HelpRates and SalaryOVERVIEW:This screen displays the employee hourly rates OR salary. Up to three rates can be entered perhourly employee, with the default being the rate checked off. When a salary is entered for asalaried employee, if the Overtime Paid box is checked, then rate 2 will calculate the employee‟shourly rate to be used in case overtime is to be paid.Sample Employee Salary Screen for an Hourly Employee:Sample Employee Salary Screen for a Salaried Employee:Page 20

Online Payroll System HelpHourly Rate 1:Enter the hourly employee‟s primary or base rate in the following format (XXXX.XXXX). This rateunless overridden will be used to calculate overtime. You may also use this rate to pay anemployee by the day or the work unit produced. This field is NOT available on salaried employeesand therefore allows for hours/days to be posted for any hourly pay category without fear ofoverpayment.Hourly Rate 2:Use rate 2 to store another rate frequently used for this hourly, daily, or piecework employee. On asalaried employee, the program will calculate and store in Rate 2 the straight time hourly ratecomputed for O/T purposes.Hourly Rate 3:Use rate 3 to store another frequently used rate for this hourly, daily, or piecework employee.Salary Per Pay:To pay a salary employee, enter in this field, the Salary dollar amount to be paid per pay cycle.This amount will display on the payroll timesheet as well as the Pay Grid screen. Salaryemployees are usually not paid by the hour. Strict regulations issued by the Department of Labordetermine the classification of Salary vs. Hourly employees. If these laws are not followed theemployer may be subject to strict penalties. If work week hours are entered, an overtime hourlyrate 2 will be calculated and used to pay overtime or any other hours for a Non-Exempt Salaryemployee.Pay Frequency:This field contains the taxing frequency by which the employee is paid.WKY – Spreads table taxes over 1 weekBW1 – Spreads table taxes over 2 weeksSEM – Spreads table taxes over 2.1 weeksMTH – Spreads table taxes over 4.3 weeksQTR – Spreads table taxes over 13 weeksANN – Spreads table taxes over 52 weeksStandard Hours:Enter in the following format (XXX.XX) the amount of hours that the company wants to display onthe timesheet as normally paid (for an hourly employee). For a salary employee, the amount ofhours entered into this field is used to divide the workweek into normal salary to arrive at aninterpolated hourly rate 2.Display Standard Hours:If this box has a check mark in it, the hourly employee‟s normal hours will print on the Payroll TimeSheet as well as appear on the employee‟s Pay Grid screen as the default hours to automaticallypay this employee.Employment Status:Enter or click on the lookup box to display a list of choices for this field:F Full TimeP Part TimePage 21

Online Payroll System HelpD Deceased Employee2 1099 EIN1 1099 SSNS Statutory EmployeeT Temporary EmployeeH Household EmployeeE SeasonalR ProbationProbation status can be assigned to employees hired under a probationary period. This istypically the first 3-6 months of employment, during which the employee does not qualify forcompany benefits. This code is not processed any differently in the payroll system; it is simplyprovided for those companies that wish to keep track of the probationary status of new employees.No automatic assumptions are made from this information concerning overtime calculations,benefit access, or vacation/sick accruals. Required Field.Overtime Paid:If this box is checked, the employee is a salary, non-exempt employee who is paid overtime basedon the rate loaded in Hourly Rate 2. When paying overtime on the Pay Detail screen, be sure toselect Rate 2.Annual Salary:Any time the employee‟s default rate, salary, standard hours, or pay frequency are changed, theAnnual Salary dollar amount is recalcula

Welcome to the Online Payroll System User HELP Feature! This section is designed to help you understand and get the most benefit from using Online Payroll System Please take the time to review the topics within this section, and refer back to them whenever you have