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Online Payroll System Help

Table of Contents Switch My View ............................................................................................................................................ 3

Employee Maintenance ...................................................................................................................................... 4 Employee Search ........................................................................................................................................... 5 Adding New Employee .................................................................................................................................. 7

Required Information ................................................................................................................................. 8

New Employee Wizard .............................................................................................................................. 9 Demographics .............................................................................................................................................. 10 Job and Labor Info ....................................................................................................................................... 14

Labor Spits ............................................................................................................................................... 16

Additional Personnel Info ............................................................................................................................ 18 Rates and Salary ........................................................................................................................................... 20

Employee Salary History ......................................................................................................................... 26 Deductions ................................................................................................................................................... 28

Activate Employee Deductions................................................................................................................ 31 Add A Date-Activated Deduction ............................................................................................................ 31

Taxes ............................................................................................................................................................ 33 Direct Deposit .............................................................................................................................................. 38

Pay Template ............................................................................................................................................... 41 Payroll .............................................................................................................................................................. 43

Importing Pay Data ...................................................................................................................................... 44 Pay Grid - Basic .......................................................................................................................................... 47

Pay Detail ..................................................................................................................................................... 55 Hours Only Pay Detail Screen ................................................................................................................. 59

Adjustments ................................................................................................................................................. 61 Void Check .............................................................................................................................................. 62 Manual Check .......................................................................................................................................... 63

PreCalc Check .......................................................................................................................................... 69 Submitting The Payroll .................................................................................................................................... 71

Review Payroll Entry ................................................................................................................................... 72 Totals With Details Drilldown ..................................................................................................................... 73

Confirm Dates .............................................................................................................................................. 75 Confirm Deductions ..................................................................................................................................... 78 Confirm Report Selection ............................................................................................................................ 80

Pre-Process Preview..................................................................................................................................... 82 Submit Payroll Final Step ............................................................................................................................ 86

Web Reports..................................................................................................................................................... 87 Preprocess Preview ...................................................................................................................................... 89

Pay Input Transactions Report ..................................................................................................................... 91 Company Schedule ...................................................................................................................................... 96 Employee Profile Report.............................................................................................................................. 98 Employee Labor Splits Report ................................................................................................................... 100 Employee W2 and SSN Report.................................................................................................................. 101

Employee Change History (Was-Is) .......................................................................................................... 102 Check History Report ................................................................................................................................ 104

Custom Reports Module ............................................................................................................................ 106 Company Setup .............................................................................................................................................. 114


Company Options ...................................................................................................................................... 115 Divisions .................................................................................................................................................... 121 User ID Setup ............................................................................................................................................. 122

Departments ............................................................................................................................................... 125 Groups ........................................................................................................................................................ 127 Locations .................................................................................................................................................... 128 Labor Codes ............................................................................................................................................... 129

Edit Labor Codes ................................................................................................................................... 130

Earnings Types........................................................................................................................................... 131 Tax Types................................................................................................................................................... 132 Deduction Types ........................................................................................................................................ 133 Setup WorkersCompensation..................................................................................................................... 135

City Shortcuts............................................................................................................................................. 136 Tax IDs and Rates ...................................................................................................................................... 137 Company Banks ......................................................................................................................................... 139 Master Banks ............................................................................................................................................. 141

Pay Grid Layout ......................................................................................................................................... 142 Pay Grid Code Selection ............................................................................................................................ 145

Security and Login ......................................................................................................................................... 148

Access Levels............................................................................................................................................. 149 Login/Logout ............................................................................................................................................. 152

Refreshing Company Payroll Files ................................................................................................................ 154

The Payroll Cycle ...................................................................................................................................... 155 Starting Over .............................................................................................................................................. 156


Switch My View

OVERVIEW: 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 the selected order.

NOTE: Each user in Online Payroll System has a default view set up in the USER ID SETUP

section under COMPANY SETUP on the left side of the screen. Selecting SWITCH MY VIEW here will switch the default view to the one chosen for this one web session only. If the user logs out 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, Name

Active Employees, by Hourly, by Salary, by Divn, Dept, Employee Name

Active Employees, by Hourly, Salary, Name

Active Employees, by Employee Name, Employee #

Active Employees, by Pay Frequency, Divn, Dept, Name

Active Employees, by Pay Frequency, Name

All Employees, by Employee Name,Employee #


Employee Maintenance

Employee List OVERVIEW: The Employee List is displayed by clicking the 'EMPLOYEES' menu item, and employees will be listed 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 screen

Click on the employee name to link to the EMPLOYEE DEMOGRAPHICS screen


Employee Search

An 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 search by 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 use the „type-ahead‟ feature to show the first match it finds. The drop-down list will continue to shrink as the user keys more data.

Once the user clicks on an employee from the drop-down list, the search window will automatically close and the selected employee will be displayed in whatever screen the user was on before they opened the Search feature. For example, if the user was on the Employee Salary screen when they clicked the Search button, the employee they selected from the Search window will be displayed on the Employee Salary screen. The division/department pull-down list and the Employee pull-down list at the top of the Employee Salary screen will be updated to reflect the newly-selected employee. For Data Entry users, the search will only allow them to find employees in the divisions/departments for which they have been given access. If the user is accessing the Search feature from the PayGrid, and the PayGrid is displaying multiple pages, then when the user selects an employee from the Search screen, the PayGrid will be redisplayed to show the page that the selected employee is on and the employee‟s name will be highlighted on that page.

The user‟s current „View‟ will also affect the Employee Search results. If they are using a view that includes only ACTIVE employees, then only active employees (and those terminated/in-activated in the CURRENT pay period) will show in the Employee Search list. If they are using the “All Employees” view, then terminated/in-activated employees will also be included in the search list,


when the user is searching on Employee Maintenance screens. Terminated Employees from prior pay periods are NEVER included on the Employee Search when the user is searching from the PayGrid, Pay Details, or Adjustments screens.


Adding New Employee

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 a question about Online Payroll System.

As always, if you cannot find the answers to your questions within this documentation,

Please contact your payroll data center.


Required Information

OVERVIEW: When setting up a NEW employee on Online Payroll System, a wizard interface takes you through 4 required screens under the Employee menu. The fields listed below are required for each new employee.

Data Element Screen Default Value Employee Number (4) Saving New Employee Next Highest Number 0001-

9989 Employee Status Demographics New Employee Division Code (2) (If Used) Demographics Must be Selected Employee Name Demographics Must be Entered Employee State (2) Demographics Company Work State Employee Social Security #

Demographics Must be Entered

Gender Demographics Not Reported Race Demographics Not Reported EEO Code Job Data Not Reported Rate Switch (Rate 123 / Salary

Salary Hourly Rate 1

Employment Status Salary Full Time Income Tax State Taxes Employee Residence State Unemployment Tax State Taxes Employer Location State Martial Status (Fed & State)

Taxes S=Single

Rate $ Salary Hourly or Salary Amount must be entered. 0 is a valid amount.

Note: All New Hires MUST be keyed during one session. You cannot save partial information for a new hire then return in another session to complete it.


New Employee Wizard

OVERVIEW: When setting up a NEW employee on Online Payroll System, a wizard interface takes you through 8 required screens under the Employee menu. The fields listed below are required for each new employee. Click on the screen names below to see any screen.

Demographics: Job Data: Additional Info: Salary: Deductions: Taxes Direct Deposit: Pay Template:


Demographics

OVERVIEW: 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 selected by the USER on the last screen of the NEW HIRE WIZARD. The number cannot be changed after a payroll has been run using the new employee number. When the employee has been terminated, the employee number and all associated data will be dropped at year end and may be used again in subsequent years (provided that the payroll data center has set the option for this to happen). NOTE: If an employee is terminated it is very beneficial to enter the TERMINATION DATE in the system. Status: This field contains the status of current employment. By clicking on the look up button, a drop down menu of selections will appear. The selections that appear in the drop down are based on the current employment status. Required Field.

A = Active I = Inactive (Will appear on the Pay Grid for current period only, then will appear on the drop down for terminated/inactive at the bottom of the grid, and will be dropped at end of year if option set) T = Terminated (Will appear on the Pay Grid for current period only, then will appear on the drop down for terminated/inactive at the bottom of the grid, and will be dropped at end of year 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 as terminated)

If an employee is marked terminated, a box appears on the screen with the terminated date pre-filled as today‟s date and a reason field. This information is permanent on the employee demographic screen. Division: (2 Characters) Click on the Lookup box for a choice of company division. Divisions should be used to separate work locations. An employee can not be paid in more than one division per pay period. A payroll can be set up with different period start and period end dates per division, but the payroll can only have 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 end dates by division, the dates can be set on the DATES page under the PAYROLL menu. Totals and 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.


Department: (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 to ZZZZ – 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 name appears 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 printed City: (20 Characters) Enter the employee‟s City of legal residence. For commonly entered cities you may build a table of city spellings with a unique 2 character city abbreviation (This can be set up under CITY SHORTCUTS under the COMPANY OPTIONS link). Then upon keying the two characters in the city field, click on the 'City' field description and you will automatically complete city name and state 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.


Social Security #: Enter the employee‟s nine digit social security number. This field must be completed for all new employees. A company may be fined up to $50 per employee at year end for missing social security numbers on the W-2. Home Telephone: Enter the employee‟s home telephone number. (XXX)XXX-XXXX


Birth 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 to open the calendar and select the date. Gender: Click on the lookup box or enter the employee‟s sex for personnel and the total number of employees by sex by quarterly, (required for most state unemployment returns). Required Field.

N = Not Reported F = Female M = Male

Race: If you wish to utilize the payroll EEOC reporting system and optional report, this field must be completed. Required Field.

N - Not Reported A - Asian B - Black or African American W- White H - Hispanic or Latino

I - American Indian P - Native Hawaiian or other Pacific Islander T - Two or more races


Job and Labor Info

OVERVIEW: The Job Data screen is used to store employee personnel data associated with non-critical information. 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 up to 6 digits. Do not attempt to make clock numbers and employee numbers the same. You may reuse 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 be completed. Required Field.

N - Not Reported (Default) X - Exec/Sr-Level Officials & Mgrs

1 - First/Mid-Level Officials & Mgrs 2 - Professionals 3 - Technicians 4 - Sales Workers 5 - Office and Clerical 6 - Craftsmen 7 - Operative - Semi Skilled 8 - Laborers - Unskilled 9 - Service Workers

Worker‟s Comp Class: Click on the drop down list to select the correct employment class for workers compensation reporting. This field will not appear if Worker's Compensation is not active or setup by Department.


W-2 Pension: If this employee is part of a an IRS qualified pension plan, enter a Check Mark in this field to place a 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 and descriptions. 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 and descriptions. These fields will NOT appear if no lookup table has been built.


Labor Spits

An employee‟s labor splits can be defined either by percentages or by $/Hours. If percentages splits are used, then the $/Hours fields will be left blank. If $/Hours splits are used, then the percentages will be automatically calculated for you.

All labor codes that have been set up for your company are available in the Home Labor Code 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 Labor Code link to add it.

Once the employee‟s HOME labor code is set up, you can add additional Labor Allocations by 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 Home Labor Code will be automatically adjusted, based on the amounts entered for the additional labor codes.


Additional Personnel Info

Overview: You may choose to store additional employee personnel data items on this screen that can be designed and defined by your payroll data center. Up to sixteen data categories may be defined and titled and will display as hyperlink menu items on the left side of this screen. Under each custom labeled category displayed on the left side of the screen, up to eight data fields 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 Info

Educational data

Training data

Other personnel data items

Benefit Information

Vacation / Sick Eligibility data

Employee Skills

Display any MTD, QTD or YTD hours, earnings, taxes, deductions, Gross Pay or Net Pay Amounts


Rates and Salary

OVERVIEW:

This screen displays the employee hourly rates OR salary. Up to three rates can be entered per hourly employee, with the default being the rate checked off. When a salary is entered for a salaried employee, if the Overtime Paid box is checked, then rate 2 will calculate the employee‟s hourly 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:


Hourly Rate 1: Enter the hourly employee‟s primary or base rate in the following format (XXXX.XXXX). This rate unless overridden will be used to calculate overtime. You may also use this rate to pay an employee by the day or the work unit produced. This field is NOT available on salaried employees and therefore allows for hours/days to be posted for any hourly pay category without fear of overpayment. Hourly Rate 2: Use rate 2 to store another rate frequently used for this hourly, daily, or piecework employee. On a salaried employee, the program will calculate and store in Rate 2 the straight time hourly rate computed 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. Salary employees are usually not paid by the hour. Strict regulations issued by the Department of Labor determine the classification of Salary vs. Hourly employees. If these laws are not followed the employer may be subject to strict penalties. If work week hours are entered, an overtime hourly rate 2 will be calculated and used to pay overtime or any other hours for a Non-Exempt Salary employee. Pay Frequency: This field contains the taxing frequency by which the employee is paid.

WKY – Spreads table taxes over 1 week BW1 – Spreads table taxes over 2 weeks SEM – Spreads table taxes over 2.1 weeks MTH – Spreads table taxes over 4.3 weeks QTR – Spreads table taxes over 13 weeks ANN – Spreads table taxes over 52 weeks

Standard Hours: Enter in the following format (XXX.XX) the amount of hours that the company wants to display on the timesheet as normally paid (for an hourly employee). For a salary employee, the amount of hours entered into this field is used to divide the workweek into normal salary to arrive at an interpolated 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 Time Sheet as well as appear on the employee‟s Pay Grid screen as the default hours to automatically pay this employee. Employment Status: Enter or click on the lookup box to display a list of choices for this field: F = Full Time P = Part Time


D = Deceased Employee 2 = 1099 EIN 1 = 1099 SSN S = Statutory Employee T = Temporary Employee H = Household Employee E = Seasonal R = Probation

Probation status can be assigned to employees hired under a probationary period. This is typically the first 3-6 months of employment, during which the employee does not qualify for company benefits. This code is not processed any differently in the payroll system; it is simply provided 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 based on the rate loaded in Hourly Rate 2. When paying overtime on the Pay Detail screen, be sure to select Rate 2. Annual Salary: Any time the employee‟s default rate, salary, standard hours, or pay frequency are changed, the Annual Salary dollar amount is recalculated and redisplayed. After changes have been saved to the employee‟s hourly rate or salary, this Annual Salary amount can be overridden and saved, if necessary. (This may be needed for employees, such as educators, who may be paid a salary, but it is for a period less than a full year. In those types of scenarios, the automatically calculated Annual Salary will not be correct, since the automatic calculation assumes a full 12 month time frame.) The annual salary will appear in the following format (XXXXXXX.XX). This amount may be helpful in employee labor cost and budgeting. Shift: This field identifies the employee‟s work shift. It can be used for tracking and reporting purposes, but it is not used in any calculations. Valid values are: Blank = No Shift (Default) 1 thru 9 A thru Z Note: The default value is a blank. It is only a 1-character field, so if you want to key something else for the Shift, you need to either backspace over the blank and key something else, or highlight the blank and key something else. Last Raise Date: In this field, whenever rate 1 or salary is changed, today‟s date will appear. You may override this date with whatever date you choose. Enter in the following format (MM/DD/YYYY). Next Raise Date:


Whenever rate 1 or salary is changed, this field will automatically be populated with a date that is 1 year greater than the Last Raise Date. You may change this date using the following format (MM/DD/YYYY).


EXTRA AMOUNTS: Extra Timesheet Amounts are Earnings Codes that can be set up to only be used for select employees. These codes are first set up at the payroll data center. When an employee has been set to use one of these Extra Amounts, the field will appear on the bottom right of the Employee Salary Screen. Any amount entered in the Extra Earnings field will automatically be paid when the employee is paid. The amount can be changed on this screen, on the PayGrid (if the amount is set to be listed on the grid), or on the Pay Detail screen on a per payroll basis. Up to 7 Extra Amount Earnings Codes can be displayed on the Employee Salary screen.

EXTRA AMOUNTS: Extra Timesheet Amounts are Earnings Codes that can be set up to only be used for select employees. These codes are first set up at the payroll data center. When an employee has been set to use one of these Extra Amounts, the field will appear on the bottom right of the Employee Salary Screen. Any amount entered in the Extra Earnings field will automatically be paid when the employee is paid. The amount can be changed on this screen, on the PayGrid (if the amount is set to be listed on the grid), or on the Pay Detail screen on a per payroll basis.


Employee Salary History

The Online Payroll System tracks every hourly and salary rate change made on the web. (Note that if a rate change is made at the payroll data center, it will not be recorded in the Salary History displayed online.)

The Salary History screen will display the employee‟s current home rate, the rate being switched, that rate‟s new dollar amount, and the percent and dollar increase of the change (compared to the rate at the beginning of the pay period). Any changes made to an employee‟s Rate 1, 2, 3, or Salary are tracked and tagged w/ the date/time and the LoginID of the user making the change. Multiple changes made in the same pay period are grouped together, with horizontal lines between each pay period. It is important to note that ALL rate changes made in a pay period will be recorded, not just the last change. This means that if you change the rate 4 times prior to submitting the payroll, it will appear 4 times in the Salary History. Only the last change made will affect the payroll. User comments can be added for any rate change made in the current pay period. Comments can be added at the time that the rate changed is saved on the Employee Salary screen, or they can be added, edited, and deleted directly on the Salary History screen. Only current pay period comments are editable. Comments made for rate changes in prior pay periods are part of history and cannot be altered.


To view the rate history, click the View Salary History link on the Employee Salary screen.


Deductions

OVERVIEW: Permanent changes to an employee‟s deductions can be made by editing the amount, percent rate or goal fields.

To delete a deduction and goal, check the box to the left of the deduction and click Save Changes to remove.

In order to set up a new deduction that does not exist for your company, you must contact your payroll data center.

To add a deduction to an employee record, click on the 'ADD a deduction' lookup button to the right of the empty field at the bottom of the deduction column, using the lookup box to select a deduction and enter the deduction amount or percentage rate to be withheld. If this deduction has been programmed to also require a goal or balance, an additional field will appear for posting.

Key '$' amounts for deductions as XXXXX.XX. Key '%' rates as XXX.XXXX.


Deduction: This field contains a 2 digit code and 7 character description that identifies the different types of deductions that an employee can have along with the calculation method. To add a deduction for an employee, position your cursor in the box following the last deduction and click in the lookup box. A list of valid deduction codes will appear. Highlight the one you want to add and click to display. If the code is listed in dark black lettering, it is a code that is deducted from net and automatically printed on the pay stub. If the code is listed in gray lettering, it is a 'Memo' or employer calculation that is not included in the gross, and it is not included in any type of taxable wage calculation or net pay calculations. It will only print on the pay stub if the appropriate coding is entered at the Payroll Data Center. Examples are Vacation/Sick accruals, company 401K match amounts, or employer paid medical amounts.

Rate Amount: Enter the employee deduction amount in the following format (XXX.XXXX). The deduction amount field is used to enter a rate or amount to be withheld whenever this deduction is activated. An amount or rate entered in this employee specific field will always override a rate or amount entered as the default rate in the company deduction record. If you wish to set up a deduction and use the company options default rate, simply enter the code with no amount. The amount field will automatically formatted for either percent, cents per hour, or a flat $ amount.

Goal/Balance: Enter the deduction goal amount in the following format (XXXXXX.XX). The deduction goal amount is used for auto start/stop deductions such as Loans, Christmas Clubs, or Garnishments. The goal amount is where the deduction is to stop or recycle when a limit is met. When the deduction is taken, the goal/balance amount is decreased. The balance will always reflect the remaining value of the goal or accrual balance. IT IS IMPORTANT TO ENTER A GOAL AMOUNT ON ALL GOAL DEDUCTIONS.

Activation Date: The Activation Date refers to a date in the future when the deduction will become active. To make a deduction be active at a future date, refer to the Date-Activated Deduction section. Click on the box "Schedule a New Deduction" to enter a new deduction that will take effect at a future date. Click on the box "Schedule A Change/Stop" to change or stop a deduction at a specified future date.


Activate Employee Deductions

OVERVIEW:

Any deductions that were set up to be activated on a future date need to be activated from the Payroll Dates Screen on the Submit Payroll Process.

If there are date-activated deductions that are scheduled to start on the current pay period, the Date Screen will show a message at the top “There Are Employee Deductions Scheduled To Be Activated This Pay Period”. Click on the link under the message “View Employee Deductions”.

After clicking on „View Employee Deductions‟ you will be directed to the screen below:

To activate the deduction, click on the ACTIVATE DEDUCTIONS button. All deductions scheduled to start during the current pay period will be activated. Any scheduled deductions that need to be deleted must be deleted one by one by clicking in the DELETE box and then clicking on the DELETE CHECKED DEDUCTIONS.

Add A Date-Activated Deduction


Online Payroll System can accommodate the start, stop or rate change of any deduction at a future date. To do this click on the appropriate box as noted below (these boxes are found on the bottom right of the deduction screen.) For more information regarding Date Activated Deductions, see that section of the Help.

NOTE: The above message “This employee has 1 deduction not displayed here because it is set up for Direct Deposit” refers to amounts Direct Deposit account splits.


Taxes

OVERVIEW: The Employee Tax Screen contains all permanent tax information. You may deduct additional federal, state, or local taxes for an employee. When employees move from one income or unemployment state to another, a transfer situation will be required and you must contact your payroll data center to process a tax transfer prior to the processing of the pay checks.

TAX SETUP:

The section below describes the different types of taxes and selections in the tax setup section. You will be able to access all items from the drop down while entering a new hire. If you cannot access the selections at times other than when adding a new hire, please contact your payroll data center. NOTE - TAX TRANSFERS

If an employee is in one income tax state or unemployment state, and you change the state on this screen, a message will appear telling you that a tax transfer will occur. A tax transfer from one state or locality to another state or locality stops the taxes and wages from accumulating for the old code and begins withholding for the new code. When a tax transfer takes place, all wages subject to the old state will be reported on the first state or local return. All wages subject to the new state will be reported on the second state/local return. If you are making a change to the local tax code under the LOCAL TAX INFO section, and you are changing the code from NO LOCAL CODE to a LOCAL CODE, you will receive a message regarding a tax transfer. If this is the first tax transfer of the year, you will be asked to confirm if this is a retroactive tax transfer. Only local codes can be transferred retroactively. If a local tax transfer is done and it is not the first local tax transfer of the year, it cannot be done retroactively.


It is best to make your payroll data center aware when you have done tax transfers. Tax Setup for FICA, Medicare, FUTA, Unemployment, Disability: FICA - This field contains tax information regarding the social security tax status of an employee. Medicare - This field contains tax information regarding the Medicare tax status of an employee. FUTA - This field contains information regarding the FUTA taxability status of an employee. Click on the down arrow to view a list of valid choices for these taxes. Enter the correct code to tell the system this employee‟s use of this tax:

• Take Tax = Tax will be withheld and wages taxable.

• Don't Take = Tax is NOT withheld and wages NOT taxable.

• *Temp Block = Tax is temporarily stopped and will re-start on Jan 1st. Wages remain subject to the tax.

• *Tax Block = Temporarily blocks tax. Drop the tax at the end of the year.

* If these Tax Block options are not in your pull-down lists, then they are only available by contacting your Payroll Data Center.

Note: If an employee should not have been paying this tax and you wish to stop the tax, do this: 1. Change the USE indicator from 'Take Tax' to 'Tax Block'. 2. Refund all employee & employer taxes for both QTD and Prior-QTR's To Date on the next payroll. 3. Then change the USE indicator from 'Tax Block' to 'Don't Take'. If you are trying to change a tax and cannot, please contact your payroll data center.


Federal / State Info

Marital Status: (Federal and State) Click on the down arrow to choose the employee‟s marital status for both federal and state filing.

M = Married S = Single H = Head of Household

# Exemptions: (Federal and State) Enter the number of exemptions or dependents claimed on the federal, state, or local W-4 submitted by this employee. Income Tax State: (2 or 4 Characters) This field contains the postal abbreviation of the state that the employee wishes to withhold income taxes for. Click on the down arrow to view the list of choices in the lookup box. Choose the two character state postal code for the state this employee lives in and pays state income tax to. NOTE: This general rule may not apply where an employee works in one state and lives in a different state and such states do not have a reciprocal agreement between themselves. When employees move from one income or unemployment state to another, a transfer situation will be required and you must contact your payroll data center to process a tax transfer prior to the processing of the pay checks. Unemp.Tax State: Click on the down arrow to view a list of valid choices for this field. Choose the two character state postal code for the state this employee works in and the employer reports wages for unemployment. If the employee moves to a new unemployment state and the employer is responsible to file unemployment returns to that state, you may NOT change the Work state code as this will initiate a Tax Transfer. When employees move from one income or unemployment state to another, a transfer situation will be required and you must contact your payroll data center to process a tax transfer prior to the processing of the pay checks. When an unemployment tax transfer takes place, all wages subject to the old state will be reported on the first state‟s return . Wages earned against the first state will be considered when computing taxable wages of the current state. The system assumes that all states are reciprocal. If this is not the case, set up a new employee number to transfer the employee.

Local Tax Info: Local Tax Code: (6 Characters) Click on the down arrow and select the correct 6 digit local tax code. If you require a new Local Tax code to be setup, go to the Company Tables menu and select local tax table. This field will not appear if the employee or company is not setup for tax code 'LC' for local. Local W-2 Description: View only. Will display a six character abbreviation for this local code that will appear on the employees W-2 form. NOTE: If this code is changed to a new local code, a Tax Transfer will be required. When employees move from one income tax local code to another, a transfer situation will be required and you must contact your payroll data center to process a tax transfer prior to the processing of the pay checks.


A local tax transfer and all wages and tax against the first Local Tax will be saved for local reporting. If the Local Tax code that was not set up in error or left blank and you answer 'R' (Retro) to the transfer, and all wages against the blank Local Tax will be credited against the new Local Tax code. No tax transfer is triggered. If the local tax code was blank or another local tax code was entered for any employee and a new local code is entered, answer 'Yes‟ and a tax transfer option is triggered.

Employee Taxes: Code and Description: The tax code is a 2 digit alpha field used to identify the deduction to the payroll system. All codes are originally created by the master tax and deduction tables and cannot be changed. When the tax is picked the program will display the stored 7 character title. These titles are created at the payroll data center and any changes made to these titles must be initiated by the payroll data center. Take Tax: Click on the down arrow to view a list of valid choices this field. Choose the proper code to tell the system how this employee is set up.

• Take Tax = Tax will be withheld and wages are taxable.

• Do not take tax = Tax is NOT withheld and wages are NOT taxable.

• Exempt from tax = Tax is EXEMPT and NOT withheld but wages are taxable.

• ONLY USE THIS ON FEDERAL, STATE & LOCAL TYPE INCOME TAXES.

• *Block Tax Temp. = This tax will be blocked (tax is not withheld and wages are NOT taxable). Code remains until changed.

• *Block Till EOY. = This tax is temporarily stopped and will re-start on Jan 1 of the new year. (tax is not withheld and wages are NOT taxable). . * If these Tax Block options are not in your pull-down lists, then they are only available by contacting your Payroll Data Center.

Note: If an employee should not be paying this tax and you wish to stop the tax (retroactive back to Jan. 1st), ASK YOUR payroll data center to do this: 1. Change the USE indicator from 'Take Tax' to 'Block Tax Temp'. 2. Refund all employee & employer taxes for both QTD and Prior-QTR's To Date on the next payroll. 3. Then change the USE indicator from 'Tax Block' to 'Don't Take'. Extra Tax Type: Click on the down arrow to view a list of valid choices for this field. Choose the type of Flat or Extra tax to add to or replace the tax that is automatically calculated by the system's tax tables. The choices for this field are:

• Deduct an Extra Tax amount in addition to the system calculated tax.

• Deduct an Extra percentage amount in addition to the system calculated tax.

• Deduct a Flat $ amount instead of the system calculated tax.

• Deduct a Flat % instead of the system calculated tax.

• Multiply the taxable wages times this percent to generate a new taxable wage. Compute the full tax rate on this reduced wage amount.


Extra Tax Amt: Enter the dollar amount or percentage amount (XXXXX.XX) of Flat or Extra tax to add to or replace the tax that is automatically calculated by the system's tax tables. Pers. Exempt $: This field is active based upon the regulations of the employee‟s resident tax withholding state.


Direct Deposit

OVERVIEW:

This screen is used to enter the bank ABA/TR numbers and bank accounts for any checking, savings or NET PAY direct deposits for each employee set up for ACH direct deposit. Any deductions that are to have their deducted amounts directly deposited must be set up at the payroll data center. The deduction rates or amounts to be withheld for direct deposit deductions must also be entered into this screen. The system will automatically calculate the effective date that the 1st ACH transaction pay start by adding the banks default number of Pre-note days (usually 10) to the date you first entered or changed the bank and/or account numbers. The next payroll processing with a Check Date greater than the effective date will allow the deposit to be activated. The ACH deduction will not be deducted until the employee has passed the Pre-note period. Six (6) different ACH splits may be set up per employee. To Delete an entry in this screen, check the box next to the account/bank to be removed and click on 'SAVE CHANGES‟.

Net Pay or Deduction Code: Click on the down arrow to display a list of valid choices for this field. To deposit NET PAY enter the code NP instead of a deduction code.. Bank T/R Number: Click on the link, "Look-Up Bank" for a list of banks and routing and transit numbers. If you click on a bank from that list, the program will populate the Bank ABA/TR # field with that bank Name and Routing #. Instead of using the „Look-up Bank‟ link, you can key a 9 digit bank aba # in this field. Make sure the proper bank name appears when the transit routing number is saved. Always try to reference a Voided check for the account to be added. Note: If the bank has not been used before by your company and does not appear in the lookup selection table, either go to the BANKS link under the Company Options section and add the required bank, or add it here on the Employee Direct Deposit screen and you will be prompted to key in the Bank Name. Be sure that you have keyed the 9 digit bank number correctly before you let the system build another bank. If it does not appear in the Master Bank lookup table contact your payroll data center so they may add it for you.


Type of Account: Click on the drop down arrow to select 'Checking', if this is a Checking account or 'Savings,' if it is a Savings or NOW account. Bank Acct. Number: (17digits/chars) Enter the employee's checking or savings account number to be used when depositing this deduction or NET PAY. Always try and key this information from a Voided check. Amount: Enter the employee deduction amount in the following format (XXX.XX). The deduction amount field is used to enter the dollar amount to be withheld whenever this deduction is activated. When you select “NP” (Net Pay) as the Deduction Code, the Amount field will be dimmed and not editable. Pre-Note Date: The system will automatically calculate the effective date that this transaction will start based upon adding the banks default number of Pre-note days (usually 10 business days) to today‟s date. The next payroll with a Check Date greater than the effective date will activate the direct deposit on this account. Only if you are processing payroll for a bank‟s employees and they give you permission to override the effective date, may it be changed. The pre-note process creates a "dry run" of the direct deposit, by validating the bank routing number and the employee account number BEFORE the direct deposit takes effect. Leaving the date blank will automatically set up the pre-note process to take place, and will schedule the actual direct deposit to start on the paycheck that follows the pre-note paycheck. To skip the pre-note process and have the Direct Deposit take effect with this paycheck, enter a pre-note date that's earlier than the current pay period check date.


Pay Template

Overview: The Pay Template is used to store for any employee, pre-set pay transactions for any hours, earnings, tax or deduction, paid at any hourly rate and charged to any department. All Pay Template transactions will be sent to the first check when the employee is selected to be paid, in the Pay Grid screen. This may be done by either checking the pay box on the left side of the Pay Grid or by pressing the button to 'Pay ALL' employees. If an employee is set up with a Pay Template, it can be over-ridden from the pay details screen for any payroll. If a Pay Template is set up or changed before any pay data is saved for that employee, then the new Pay Template information will be used as the default pay data for that employee. However, if the template is added or changed AFTER pay data has been saved , you will not see it on the Pay Grid until one full pay cycle is complete. Examples of Pay Template transactions uses:

Pay any employee hours at multiple pre-set rates.

Pay an employee from different Departments each pay cycle.

Lock in Deduction or Tax amounts to be charged to a different Department.

Auto pay any extra amounts that will not fit on the Pay Grid screen

Stop ACH Direct Deposit for a temporary without removal of the ACH data.

Add an HOURLY Pay Code: Click on this hyperlink to open a transaction set and select any hours pay type, amount (or no amount), Rate 1, 2, or 3, a Temp Rate or any Department for costing. You may have multiple transactions for this employee, but all will be sent to check 1. Add an EARNINGS Pay Code:


Click on this hyperlink to open a transaction set and select any earnings pay type, amount (or no amount), or any Department for costing. You may have multiple transactions for this employee, but all will be sent to check 1. Add a TAX Code: Click on this hyperlink to open a transaction set and select any tax type, amount (or no amount), Tax STOP or any Department for costing. You may have multiple transactions for this employee, but all will be sent to check 1. Add a DEDUCTION Code: Click on this hyperlink to open a transaction set and select any deduction type, amount (or no amount), Deduction STOP or any Department for costing. You may have multiple transactions for this employee, but all will be sent to check 1.


Payroll

Payroll Entry


Importing Pay Data

Overview: Online Payroll System allows for the import of payroll data from a time keeping

system and from the payroll data center. Payroll data imported from a time keeping system in the form of a .txt file. Payroll Data is imported from the payroll data center in the form of a .csv file. Payroll data may be imported via these two types of file formats:

Comma delimited ASCII files (csv). THESE TYPES OF FILES MUST BE CREATED AT THE PAYROLL DATA CENTER IN THE BATCH PAY FORMAT. PLEASE CONTACT YOUR payroll data center TO GET STARTED WITH THIS TYPE OF IMPORT. Once the spreadsheets are created by the payroll data center, they can be used for any/all employees down to a specific department or employee number. The spreadsheets may be emailed to any remote user or department head, posted, and sent back to a home office for import back up to the web server.

.TXT files from Time clock Software - AS LONG AS THE FILE MATCHES THE PAYCHOICE FILE SPECIFICATIONS. The specifications can be found on the „Importing Pay Detail‟ screen by clicking on the IMPORTING A TXT FILE? Link.

IMPORTANT NOTES:

When using spreadsheet or time clock import, it is critical to pay any salary pay, extra amounts pay, or pay template information that you want to apply to employees. Make sure that you open the Pay Grid and save the default pay data BEFORE importing any files. A warning message explaining this information will appear on the Importing Pay Data screen if you open the screen for a company that does not have any pay data stored.


Multiple import files can be processed for a company. The imported pay data is added to any existing pay data; it does not replace existing pay data.

The message at the top of the Pay Import screen, “If you use .txt files, you are currently set up to import timesheets based on Employee Number. (or clock number or SSN number). If this is incorrect, click Company Setup, in the left menu, and reset your Company Option - "Emp ID for Timesheet Imports", only refers to TIMECLOCK files. This is the name of the employee field that will be used during the import to uniquely identify employees in the TXT file. For example, if your company is set up to import timesheets based on Clock Number, then every employee in the company payroll file must have a UNIQUE clock number assigned.

As you import the file to Online Payroll System, the system goes through four steps to let you know that the file has been uploaded successfully. If there are any types of error in the file, the system will stop on the step where the error is found and explain the problem.


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Pay Grid - Basic

OVERVIEW: The PayGrid shows the most common pay data for all employees. To access the PayGrid, click on the “PayGrid” option under the Payroll menu. The PayGrid opens without the left menu to increase the usable screen area. There is a “Back to Menu” arrow above the grid to allow for navigation back to the left menu.

The Company Worksheet (which is managed by the payroll data center) controls which Earnings Codes are displayed on the PayGrid, and also the order of the codes. Between 5 and 10 Earnings Codes and flat $ amount Deduction Codes can be selected from the Company Worksheet to be used as PayGrid columns. Use the Paygrid Layout function, under the Company Options menu item to select which pay codes from your Company Worksheet should appear as PayGrid columns.

To include flat $ deduction codes as columns on the PayGrid, those codes would first need to exist on your Company Worksheet and you need to select them as PayGrid columns in the Paygrid Layout function.

The employee display order on the PayGrid is based on the view that the User is currently using.

The default number of employees displayed on the PayGrid is 20 employees per page. The default can be changed by the Company Administrator on the PayGrid Layout screen, under the Company Setup menu option. This option can be set to up to 30 employees per page. If the company has more employees than the “# of emps displayed per page”, then the PayGrid will automatically be paginated, and the clickable page links will be displayed above the PayGrid column headers

Users can dynamically add a row to an employee on the grid, to enter pay that needs to be assigned to different hourly rates and/or diff dept/labor codes. Click on the + and the system will add another row for the employee. The number of rows that automatically appear on the grid every time the grid is opened can be set from 1 up to 8 (the default is 1). This option can be set by the Company Administrator on the PayGrid Layout screen.

The sample PayGrid screen below is for a company set up with Department Allocation. You will not see the Rate, Temp rate, or Temp Dept columns on the PayGrid unless the Company Administrator sets the options on the PayGrid Layout screen.


If a company is set up with Labor Allocation, a temporary rate and temporary labor allocation column can be defined on the grid. There is a drop down marked LABOR CODES, where you can select the codes to use for allocation. First, click the PLUS sign on the grid to add an additional row, then use the drop down to highlight the desired code in the Labor Code field. Then move your cursor to the Temp Labor column in the box in the added row for the employee where you are adding the information. Right click and the labor number will appear in the field. You can set up your PayGrid with the “quick paste” feature (which will keep the same labor number chosen in memory so you can allocate easily to multiple employees, or you can choose not to use the quick paste feature. The set up for this is on the PayGrid Layout screen, under the Company Setup menu option. The Company Administrator controls this setting.


ENTERING PAYROLL DATA:

1. You must start the pay process from the PayGrid or Pay Detail screen.

2. The first time into Payroll for a new pay period, if you go to the PayGrid, values for Standard Hours, Salaries or Extra Amounts are shown in the columns as applicable. The PAY box is not checked and all override buttons on left side of the screen are set to a „$‟ sign, meaning that there are NO Pay Detail overrides yet. If a PAY TEMPLATE is being used as the basis

for that employee‟s default pay, then this button will appear as the Pay Details link for that employee.

3. You may edit hours or dollar amounts on the PayGrid in any of the columns for either hourly or salary employees. Click on the Pay Box to pay those amounts. Or you may 'Pay All' to pay all pre-displayed amounts. There is a choice in the Company Options screen that can be set by the Company Administrator describing the PAY ALL feature. It can be set to mean Pay All Employees on the currently displayed page of the grid, or it can be set to Pay All Employees in the Div/Department that is currently selected in the pull-down list at the top of the PayGrid.

4. Adjustment transactions (Voids, Manual Checks, or Pre-Calculated Checks) are never reflected in the PayGrid or Pay Detail screens. The Online Payroll System will display a count of Void and Manual checks on the totals screen. Details of Voids and Manual Checks do appear on the Pay Input Transaction Reports.

5. If you wish to pay a terminated or inactive employee, you must select that employee from the drop down at the bottom of the PayGrid screen. The system will move the employee to the PayGrid and then all other rules apply. If a User pulls back an employee who was terminated in a prior pay period and gives them pay data, then that employee will be flagged with a red „X‟ on the PayGrid (instead of the red „T‟).


6. Paid New Employees, paid Terminated or paid Inactive Employees will be displayed in the PayGrid and Pay Detail screens with an N, T or I in red. Rehired employees will be shown with an „R‟ for this payroll, and then payroll processing will change the status to an „A‟ on the next refresh pay cycle (All employees listed on the PayGrid are Active unless marked with a red N, T, I, or R. Terminated employees will remain on the PayGrid with a red „T‟ next to their name as long as their termination date falls within the pay period dates.

7. A red check mark will appear as the pay details link for employees whom you have chosen to pay and whose pay information includes items which cannot be displayed on the PayGrid . Such items may include a 2nd check, department splits, or a temporary stop on a deduction. The check mark on this icon indicates modified pay information. Click the icon (red check mark) to view the employee's complete Pay Details.

8. If an already paid employee (PAY checkbox is checked) is Terminated or made Inactive, you will be warned to un-check the Pay Box if you don‟t want them paid.

9. If you click on the “Pay All” buttons more than once, the Online Payroll System will post the default pay data for any employee not previously posted but WILL NOT re-post paid employees or double them up. This allows for multiple users to utilize the “Pay All” buttons.

10. To indicate to the system to pay an employee from the PayGrid , you must do one of the following:

Check the PAY checkbox to the left of the employees name either one-by-one, or click the PAY ALL link at the top of the screen. Keying pay data in the columns and then moving to a new employee in the grid will also automatically check the PAY checkbox.

Go to the PAY DETAIL screen by clicking the link to the right of the employee name.

(The green $ sign is the default link to the Pay Detail screen. Based on the

employee‟s current pay situation, though, the link could instead be a red checkmark ,

or a blue T . )

All PayGrid and Pay Detail transactions will be posted and displayed when either of the SAVE buttons are clicked. There is a PAY checkbox on the Pay Details screen, and it works with the same rules as on the PayGrid .

13. If the PAY ALL link is clicked and then the PAY box is unchecked (either on the grid or pay details screen) all transactions are removed and the system recognizes that the employee

has been addressed. The employee is marked with a “DO NOT PAY” symbol , instead of a PAY checkbox on the grid. If you decide to pay the employee after all, all pay information must be entered through the pay details screen.

Note that every time the PayGrid or Pay Details screen is opened and an employee does not have pay data saved yet, the employee‟s default pay will be displayed. Having the “Do Not Pay” designation will prevent default pay from being displayed for the employee every time Paygrid or Pay Details screen is opened, and the PAY ALL links will not save default pay data for employees who are already marked as DO NOT PAY.

14. When the PAY checkbox is clicked and saved, all PayGrid transactions will also be reflected on the pay details screen.

15. When the PAY checkbox is clicked and saved, all Pay Template transactions will also be


reflected on the pay details screen.

16. If an employee who is already marked as paid on the PayGrid is terminated or made Inactive, you will be warned to un-check the PAY box if you don‟t want them paid.

Sample PayGrid with Symbols/Indicators described above:

Saving Payroll Data:

Auto-saving, with no prompting - When you click on different page number links or the „Next‟/‟Prev‟ links, all changes made to the current page will be automatically saved before the new page is displayed.

Saving, with prompting – You‟ll be given the option to save changes whenever you‟ve made grid changes and one of the following occur – you click on the “Back to Menu” arrow, you select a different div/dept from the drop-down list at the top of the screen, or you click on a pay detail icon to view/edit the pay details for a specific employee.

These types of saving are not set up features. They are just the two ways that you payroll data can be saved while working on the grid.

A Note on Web Session Timeouts:


To protect sensitive payroll information, the Online Payroll System has followed the “best practices”

policy of a 20-minute inactivity limit. If you are logged into the Online Payroll System and you have not

saved any changes or navigated to a different screen, or navigated to a different PayGrid page in a 20-

minute span, then you are automatically logged out.

But…some clients has such complicated pay data scenarios that they require more than 20 minutes to

transfer pay data from their various sources to the Pay Details screen or PayGrid. For that reason, if a

client opens the PayGrid or Pay Details screen, their session timeout limit (i.e. their maximum inactivity

period) is automatically extended to 30 minutes.

Please realize that keying data on the PayGrid is only “local” activity on your pc, but it is NOT activity

that the web server can detect. When we talk about a web session timeout, it is based on the fact that

your pc has not communicated with the web server (by navigating to a new web page or saving changes)

within the 20-minute or 30-minute timeframe

MORE PAYGRID INFORMATION CAN BE FOUND UNDER THE COMPANY SETUP MENU OPTION. REVIEW THE COMPANY OPTIONS AND PAYGRID LAYOUT SCREENS. HELPFUL “MOUSE OVER” TIPS: The term “mouse over” refers to positioning your mouse over a certain link, field, or name on the web pages.

MOUSEOVER ON PAGE LINKS – for large companies with many pages on the PayGrid, you can hold your mouse over the page links to see the name of the first employee that will display on that page. If your View is set to display employees by name, then mousing over the page links will allow you to quickly locate on which page a specific employee is located. If your view is set to display employees by division and Department, that information is also displayed when you mouse over the page links, so you will be able to locate on which page a specific division or department starts.

MOUSEOVER ON EMPLOYEE NAME – displays employee‟s default hourly rate (1, 2, or 3) or their salary, and division, home department or home labor number, if the option to view rates has been turned on via the PayGrid Layout screen, under the Company Setup Menu. This option is controlled by the Company Administrator).

MOUSEOVER ON “PAY ALL” LINKS – explains which employees will be affected when you click PAY ALL. Identifies whether all employees on the current page will be paid when you click the


PAY ALL link, or whether all employees within the currently selected division/department (which may extend beyond the current page) will be paid when you click on the PAY ALL link.

THE HOURS-ONLY PAYGRID

The Hours-Only PayGrid Layout controls the display of the PayGrid for Hours-Only Users. The PayGrid Layout option can be found under the Company Setup menu option and is controlled by the Company Administrator.

MOUSE OVER INFO: The option that displays the employee‟s current rate when you mouse over an employee name has been modified for hours-only users to only show “Hourly Rate # (1,2,3) or the word „Salaried”. No actual dollar amounts are ever displayed.

PAY DETAIL LINK: The link to the Pay Detail screen has been deactivated for hours-only users, unless the Hours-Only PayGrid Layout has that option turned on.

EMPLOYEE MAINTENANCE LINK: Employee names on the grid no longer link to Employee Maintenance screens for Hours-Only Users, unless the User has been given access to Employee Demographics, Deductions, and Taxes screens, via the User Maintenance Screen.

RATES ASSIGNED TO LABOR CODES/DEPARTMENTS: If the Labor/Dept column is displayed on the grid, any rates set up for those Labor Codes/Departments will be displayed as “Rate 1(2,3)” or „Rate:$$$” with no actual dollar amount. For Data Entry level users without restricted Hours-Only access, and Company Administrators, if there are rates assigned to Labor or Dept codes, then those dollar amounts are still displayed in the pull down lists with the Labor/Dept codes).

PAY CODE COLUMNS: The same grid columns that are displayed for Data Entry Level users without restricted Hours-Only access will be displayed for Hours-Only users. This is assuming that the Hours-Only PayGrid Layout is set to display the same “# of Pay Code Columns” as the company‟s Basic PayGrid Layout.

SALARY $ COLUMN ON THE PAYGRID: The PayGrid column for Salary $ (earnings codes defined as “SALARY” or “SALAR$” in the Company Worksheet) will always be displayed on the PayGrid for Hours-Only Users as grayed out fields that are not editable, and any $ amount assigned to those fields will always be displayed as “$$$” instead of the actual dollar amount. This will allow the hours-only user to „pay‟ a salaried employee without knowing their salary rate.

OTHER $ COLUMNS ON THE PAYGRID: All other $ Earnings/deduction code columns on the PayGrid will be handled the same as the Salary $ column, described above, unless the company has set up their Hours-Only PayGrid Layout to allow the Hours-Only User to have access to specific $ columns.

In the sample Hours-Only PayGrid below, the “SALARY $” column is grayed-out, indicating that the user cannot edit that column. The fields that show “$$$” indicate that those employees do have a default salary. The “COMM 1 $” column is accessible to the hours-only users in this particular company because the company‟s Hours-Only PayGrid Layout has been set up to allow editing for this pay code. The „OTHER $‟ column is grayed out because the company‟s hours-Only PayGrid Layout has been set up not to allow editing for this pay code.


Pay Detail

While the PayGrid shows the most common pay data for all employees, the Pay Detail screen displays ALL pay data for one employee, including one-time taxes and deductions, and second checks.

Saving changes When you open the Pay Details screen, a temporary workspace is opened up behind the scenes. All changes made on the Pay Details screen are saved in that temporary workspace. Also, every time you add an hourly pay code, earnings pay code, tax, or deduction (by clicking on one of those links), that information is also saved in the temporary workspace. Once you‟ve made all the necessary changes and additions, click the “Save Changes to Check 1” or “Save, next employee” button to permanently save the Pay Details info. If you select a new check to work on, or select a new employee, or select a different left menu item, before you click one of the Save buttons, then any changes that were made to the temporary workspace will be lost when you leave the screen. Default pay If an employee has not yet been “paid” for this pay period, then his/her default pay will be automatically displayed on the Pay Detail screen, similar to how it‟s displayed on the PayGrid, and their PAY checkbox will be checked. All you have to do at that point is click the “Save Changes” or “Save, next employee” button. If a pay template is set up for the employee, that information will be used to determine the default pay. Otherwise, the employee‟s default pay from their Salary screen will determine their default pay. For hourly employees who don‟t have a Pay Template, their default hours will only be displayed if the “Display Hrs” checkbox on their Salary screen is checked.

Cycling thru Employees‟ Pay Details screens


The button on the Pay Detail screen allows you to automatically cycle thru all the employees that are currently in the Employee pull-down list at the top of the screen. The button will first save all changes made to the currently displayed employee, and then display the next employee in the list. The PAY box is automatically checked (ready for you to save) when there are standard hours or a salary listed for an employee. Employee Checkstub Message You can key a check stub message for a specific employee. One message per employee can be saved, regardless of how many checks are generated in the pay period for that employee. This message will appear on all checks for that employee, for that pay period.

Note that a company-wide checkstub message (which appears on all employees‟ checkstubs for that pay period) can be keyed on the Dates screen under the Payroll menu item.) Adding additional Earnings To add additional pay for this pay period, use the links titled Add an HOURLY pay code or Add an EARNINGS pay code. You can specify the earnings code, the hours or dollar amount, and labor or department allocation (if applicable). Also, for Hourly earnings, you can specify which of the employee‟s rates to use, or specify a temp $ rate. The employee‟s home rate (as shown on their Salary screen is always the default rate. NOTE: If you have an earnings code that needs to be applied every pay period, consider setting it up in the employee‟s Pay Template, so that it will automatically be part of their default pay every pay period. Adding one-time Taxes and Deductions You do not have to add all of the tax and deduction codes for the paycheck (the payroll data center will calculate them when the payroll is submitted). The Add a TAX code and Add a Deduction links are provided on the Pay Details screen for one-time adjustments that will only apply to the current pay period. Use the links titled Add a TAX code or Add a Deduction to: 1. Add additional amounts to deductions or taxes that are already scheduled 2. Specify a specific labor code or department allocation for a tax or deduction 3. Stop a deduction or tax from being taken for one pay period NOTE: To save time keying pay data every pay period, if the tax or deduction change applies to every pay period, consider setting it up on the Employee Taxes / Employee Deductions screens. If there are labor allocations or department allocations that need to be applied every pay period for a tax or deduction, consider setting them up via the Employee Pay Template. Stopping Taxes and/or Deductions for just this paycheck The following example shows how to stop a tax from being taken for a specific employee for the current paycheck. The process for stopping a deduction is the same as for a tax.

Click the Add a TAX code link. The following will appear at the bottom of the Pay Details screen:


Next, select the tax to be stopped (FW, in our example, below). Since the amount field cannot be left blank, enter 0 or 1 for the amount. UNCHECK the Take checkbox. Click the “Add to Check 1” button to have the entry appear on the Pay Details

The Pay Details entry to stop Federal Withholding tax for this check is highlighted below. Notice the “Don‟t Take” designation under the Information column. SAVE the changes.

Warning about selecting the “Percent” override option: Do not try to use the Percent override to stop a tax. If you select “Percent” as the override, you‟ll be prompted to key a Federal % and a State %. If you leave these amounts as zero, it will NOT stop the tax. Instead, the system will use the default percentage set for that tax authority. To stop a tax, see the section above, titled Stopping Taxes and/or Deductions for just this paycheck. Adding Second Checks Default pay information is always applied to the first check for each employee. Additional pay details can be added to Check 1, or a second check can be setup. The “New” button, on the right side of the screen, allows you to set up another check for the employee. If multiple checks have been set up for an employee, you can view the details of each check by clicking on the Check buttons. In the example below, Check 2 is being displayed.


Note that if you key an employee check stub message, it will appear on ALL checks for that employee.


Hours Only Pay Detail Screen

Overview

Hours-Only users will only have access to the Pay Detail screen if the company sets that option in their Hours-Only PayGrid Layout. If they are set up for it, they can access Pay Details the same way that Data Entry users can access it --from the left menu or from the Pay Detail link on the PayGrid.

Access to the Pay Detail screen is different for Hours-Only Users than for Data entry Users and Company Administrators. The functions on the screen are:

Employee‟s current salary/rate is now displayed in the header as “Rate 1(,2,3)” or “Salaried Employee”. No hourly dollar rate is displayed and no Salary amount is displayed.

The same rules for displaying $ pay codes on the PayGrid also apply to the Pay Detail screen. If the field is grayed-out on the PayGrid, then the corresponding Amount field on the Pay Detail screen will also be grayed-out.

If there‟s at least one $ pay code that the hours-only users have access to, then the “Add an EARNINGS pay code” link will display on the Pay Detail screen. If the company‟s Hours-Only PayGrid Layout does not allow any $ Earnings Code to be accessed by hours-only users, then the “Add an EARNINGS pay code” link will NOT display on the Pay Detail screen.

The “Add a TAX code” and “Add a DEDUCTION code” links will NOT appear on the Pay Detail screen for hours-only users, so hours-only users cannot assign one-time taxes or deductions and cannot stop a tax or deduction.

When adding a new HOURLY or EARNINGS pay code, the pull-down list of Temp Labor Codes/Depts will not display any $ rates assigned to Labor Codes/Depts.

When adding a new HOURLY pay code, the Rate Type field will display only Rates 1,2,3, and Temp, without any $ amounts displayed for Rates 1,2,3.


The screen shot below is for an hours-only user who has access to the Pay Detail screen. Notice that the Salary amount field is grayed out and not editable. The “$$$” indicates that this employee is to be paid a salary, but the hours-only employee cannot see the amount nor change it. Also, rather than displaying the employee‟s salary, the screen displays “Salaried Employee” under the black header bar. The “Add an EARNINGS pay code” link is displayed on the screen because this company allows their hour-only user to access at least one $ Earnings code.


Adjustments


User HELP Feature!







Void Check

VOID CHECK TRANSACTION When Voiding a check that was previously issued, take the following steps: 1. Select Adjustment menu item. 2. Select 'VOID' as the transaction type under the 'Select Type' lookup. 3. Under the 'Check # to VOID' lookup, select the Check Number (See Check Date) you wish to VOID. If the check has been previously Voided, that will be referenced. Only checks issued this quarter may be selected, since voiding of checks in previous quarters or years will require amended tax returns. Contact your payroll data center if you wish to void a check that was issued in a different quarter.

NOTE - It is very important that before the last pay processing of the quarter, you review to make sure all issued checks were rightfully issued and not returned for cancellation. Review final pays on terminated employees. 4. The Hours, Earnings, Taxes, Deductions, Gross Pay and Net Pay of the previously issued check will be displayed. If you agree and confirm the amounts, click on 'Add this VOID' to complete the transaction. If this is not the proper check to be voided, select 'Cancel'.

5. If this employee has changed their Income Tax State, Unemployment Tax State or Local Tax jurisdiction this year, a field will appear for you to modify if required. The tax classifications that were current when this check to be voided was issued will be displayed and may be modified.

6. If you must VOID a check issued in a previous quarter and those quarterly returns have been filed, contact your payroll data center to make special arrangements.


Manual Check

Manual Check Calculator When calculating a Manual Check that will later be reported to your payroll data center, please take the following steps: 1. Select Adjustment menu item. 2. Select 'MANUAL' as the transaction type under the 'Select Type' lookup.


3. Enter the Check Number that you issued to the manual check written between pay cycles. The default check number is 10 – the check numbers must be at least 2 numbers long. 4. Select the Pay Code from the drop down list. If it is an hourly code, you can enter the hours and then click „Calc Gross Pay‟ to have the system calculate the dollar amount. If you choose a dollar code, you‟ll need to enter that amount. You can also specify which rate to use and a temp department to allocate the check to if necessary. 5. Click „Calc the Check‟. A window with the available tax and deduction options will pop up. Choose the options you wish to calculate the check with, and click „Use these Calculator Settings‟. The Manual Check Calculator will run in a window and will return you to the adjustment page when it finishes. 6. If this employee has previously changed their Income Tax State, Unemployment Tax State or Local Tax jurisdiction this year, fields will appear for you to modify if required.


7. If you are satisfied with the results, click „Add this Manual Check‟ to add it to the current payroll. 8. Once a manual check has been saved, a “Print Check…” button will display on the Manual Check screen. You will not see the button on the Manual Check screen until the check contents have been saved. When the “Print Check…” button is clicked, you will be prompted to key a Check Date for the manual check.

The current date is the default date for Manual Checks, but you can reset that, if needed.


You also have the option of adjusting the printer margins so that the check fields will line up correctly on your particular check stock. When you click the “Show Formatted Check” button, the report viewer will open to display the formatted check over a white background. The Print button on the viewer will allow for the formatted check to be printed.

Suggestion: Before loading the check stock into the printer, print a sample check. Verify that the fields


are lined up correctly on the test check stock provided by the data center. If they do not line up, adjust the "Left Offset and/or "Top Offset" setting and test again. Make note of the offset values that work best for your printer and check stock.


IMPORTANT NOTE: IF YOU CALCULATE THE CHECK MORE THAN ONCE, BEFORE SAVING, THE RESULTS WILL NOT BE ACCURATE! THE TAXES AND DEDUCTIONS WILL DOUBLE. IF YOU NEED TO CHANGE SOMETHING, YOU FIRST HAVE TO DELETE THE TAXES AND DEDUCTIONS THAT WERE CALCULATED THE FIRST TIME. ALSO, PLEASE NOTE THAT IF YOU REMOVE A PRETAX DEDUCTION AFTER CALCULATING, THE TAXES CALCULATED WILL NOT BE CORRECT AND THERE WILL LIKELY BE A QUARTERLY VARIANCE AS A RESULT. A WARNING TO THAT EFFECT WILL POP UP IF YOU ATTEMPT TO MAKE SUCH A CHANGE. PLEASE CONTACT YOUR PAYROLL DATA CENTER IF YOU HAVE A SPECIAL SITUATION. You also have the ability to calculate a „Gross Up‟ check. To do so, you must choose a pay code from the drop down and then enter the amount that you would like the net to be in the Check Amount field. Then click „Calc the Gross Up‟ and proceed as above to perform the calculation.


PreCalc Check

PRE-CALCULATED CHECK TRANSACTION When Issuing a Pre-Calculated Check that will be reported and printed with this week‟s payroll, please take the following steps: 1. Select Adjustment menu item. 2. Select 'PRE-CALCULATED' as the transaction type under the 'Select Type' lookup. 3. The check number will be assigned at the payroll data center. 4. On each Pay Code, Tax and Deduction description, click on the lookup arrow and enter the amount of hours, wages or tax/deduction amount. When completed enter the amount of Net Pay that you wish to have the actually check written for. 5. If Gross Pay, minus live taxes and deductions does not equal Net Pay, a Variance will be shown. This MUST be resolved before the adjustment transaction can be 'SAVED' 6. If this employee has previously changed their Income Tax State, Unemployment Tax State or Local Tax jurisdiction this year, fields will appear for you to modify if required. 7. When the Variance equals '0', click on 'Save Changes'.


Submitting The Payroll

Overview: When the payroll is submitted, it is sent to the payroll data center for processing. The first step in submitting your payroll for the current payroll period is to block all other users from accessing the payroll system. This happens automatically when you click on the "Submit Payroll" menu item and guarantees that no one can make changes to employee records or pay data while you are confirming the payroll to be sent. Other users will be locked out of the system until: 1. The final step is completed in the Submit Payroll process. 2. The submit process is canceled.

If there are users in the system when the payroll is being submitted, a list of users currently logged in will display.


Review Payroll Entry

OVERVIEW: The 'Review' mode gives you a final look at the Payroll Grid with employees sorted into two groups.

Paid Employees Not Paid Employees

Paid employees are displayed with the Pay Grid amounts and a check mark in the column marked MODIFIED indicating those who have had Pay Detail amount overrides. Not Paid employees are displayed at the bottom of the screen. If you notice any changes that need to be made, click on BACK TO PAY GRID to go directly to the grid, or CANCEL SUBMIT to go back to the menu screens. Once you leave the submit process (either by canceling or clicking on BACK TO PAY GRID) you need to start the submit process again.


Totals With Details Drilldown

OVERVIEW:

Select to post control totals by Department, Division or Company.

Key Control totals by Pay Type and Hours or Earnings.

Online Payroll System will display total Variances for each Pay Type.

Any Pay Type that is Out-of-Balance will show as a Variance.

Click on the Pay Type Name to view /change all employee transactions that make up that total. You will see

this screen when you click on the Pay Type Name.

When the difference is discovered, key the corrected hours on the screen above. and click on "Save Changes".

If unable to find Out-of-Balance, run an Input Transaction Report and review.


Confirm Dates

OVERVIEW: The Controls screen is used to control processing variables for each payroll. These variables include: period ending and check dates, selected deductions and optional reports, check stub messages, etc.

These fields are display only: Period Start Date: Verify the period starting date for the payroll being input or click on the down arrow and choose the correct date from the calendar. The period starting date is the first scheduled date that hours were recorded for this payroll. If you know the end date, you can subtract the pay frequency to it to figure the period starting date. (MM/DD/YYYY) Period End Date: Verify the period end date when the check date to be used is selected. The period end date that is displayed is based on the company schedule that is populated when the company is loaded at the payroll data center. (MM/DD/YYYY) Check Date: Verify the check date and communicate with the Payroll Data Center if incorrect. Confirm the correct period end and check date for this payroll. These dates are based the company schedule that was populated when the company was loaded at the payroll data center. (MM/DD/YYYY) Month End By: Your month end totals in the system can be cleared by either check date or by period end date. This field is informational and is for view only. Month End Indicator: This field gives you the status of your month end. This field indicates if your month has been closed or not. If the check date is in the middle of the month, this field will say "Month has not been cut". If the check date is at the end of the month, this field will say, "End of Month". This field is informational and is for view only. Quarter End Indicator: This field gives you the status of your quarter end.This field indicates when and how the quarter end has been cut(either automatically by check date or manually). Week #: This field contains the week number of the payroll that you are currently processing.


Process #: This field contains the process number of the payroll that you are currently processing. Quarter #: This field contains the current quarter that you are processing payroll for. These fields may be edited: Pay # in Month: Indicates which pay number of the month this is. If this is a special payroll in which you want to change which deductions are auto-selected for this pay run, you can change the Pay # in month. Changing this field will change which Deductions are auto-selected. (View the Payroll Deductions screen to see which deductions are currently auto-selected.) Changing the Pay # in Month setting online will not affect any MTD/YTD accumulated totals. It only

changes which deductions are auto-selected for that pay period.

Stop ACH: If the box is checked, all ACH Direct Deposit processing on this payroll will be stopped This s option may be used on Special Bonus payrolls such as XMAS. Also, no Direct Deposit deductions such as Savings will be withheld. Employees will receive live checks instead of having their money direct deposited.

NOTE-If this box is not checked, the normal ACH direct deposit processing will occur. Stop Deduction Checks: If this box is checked, all DEDUCTION payment checks for this payroll only. This option may wish to be used on special bonus payrolls. If this box is not checked, the normal deduction pmt checks will be produced. Check Stub Message: Enter up to a 66 character check stub message that will print on each employees check stub for this pay cycle only. Cut Quarter Manually: Contact us at the payroll data center to either cut the quarter before the scheduled last payroll of the quarter or NOT cut the quarter when it was originally scheduled due to another payroll or adjustment run. Contact your Payroll Data Center support department if you wish to close the quarter before the last scheduled Check date of the quarter. UnCut Quarter Manually:Contact us at the Payroll Data Center to either cut the quarter before the scheduled last payroll of the quarter or NOT cut the quarter when it was originally scheduled due to another payroll or adjustment run. Contact your Payroll Data Center support department if you wish to close the quarter later than the last scheduled Check date of the quarter. ALERT - Dates on this screen may not be modified at this time. Please print a copy of your company schedule report, verify all dates, double check all holiday weeks and FAX it back to our support department. If Period Start, End or Check Dates must be changed for any pay cycle, be sure to reference the corrected dates on the email text box accessed on the „Submit‟ payroll screen.


Confirm Deductions

OVERVIEW: Some deductions are pre-selected because this is the pay of the month they are scheduled or they are active every payroll. You can access this screen by clicking on Screen then Timesheet Controls, then clicking on the Deduction Selection Tab. The week highlighted in yellow is the week that you are currently processing payroll for. Deduction Tag: If this box has a check mark in it, the deduction will be applied to the current payroll. If this box does not have a check mark in it, the deduction will not applied to this payroll. To activate or deactivate a deduction, you can double click on the box or press the space bar. Deduction Code & Name: The deduction is a 2 digit numeric field used to identify the deduction. Description: When the Earnings, Tax or Deduction code is picked the program will display the stored 8 character title.

InNet:

Y = Deduction will be included in the gross to net calculation of the employees' paycheck. N = Deduction will not be included in the gross to net calculation of the employee's paycheck.


Check Taken On:

All = The deduction will be taken on all checks in the event that the employee is issued multiple checks. First =The deduction will be taken on only the first check in the event that the employee is issued multiple checks.

!st Pay of Month: This field identifies the pay cycle(not the week) that the deduction will be activated. The deduction will be activated for only the employees who are set up for it. 2nd Pay of the Month: This field identifies the pay cycle(not the week) that the deduction will be activated. The deduction will be activated for only the employees who are set up for it. 3rd Pay of the Month: This field identifies the pay cycle(not the week) that the deduction will be activated. The deduction will be activated for only the employees who are set up for it. 4th Pay of the Month: This field identifies the pay cycle(not the week) that the deduction will be activated. The deduction will be activated for only the employees who are set up for it. 5th Pay of the Month: This field identifies the pay cycle(not the week) that the deduction will be activated. The deduction will be activated for only the employees who are set up for it.


Confirm Report Selection

OVERVIEW: Reports with the red asterisk in the PRINT column are automatically selected to be run with each payroll processed. All others are optional reports. Control the printing of optional reports by checking or unchecking the print box next to a report and clicking „Save‟. The changes made to this screen are per pay period only.

Reports are displayed in the following sequence:

Checks and Standard Reports Optional Reports Special (Custom) Third Party Reports Special (Custom) Labor Analysis Reports

Report Tag: This field either selects or deselects the chosen report. To select or deselect a report, you click in the box. A check mark in the box means that the chosen report is selected to print with the current payroll. Report Number: This four digit alpha/numeric character identifies each custom report. Description: This field contains the title that is associated with each report. Frequency: This field contains the frequency the report prints.

Each Pay Month End Quarter End On Demand


Pre-Process Preview

OVERVIEW: The Pre-process Preview report is a full Gross-To-Net extension of each employees paycheck so you may see prior to the submit that all pays will calculate correctly, taxes and deduction are properly withheld and the value of each Net Pay amount. Following the pre-process calculations, the summary amounts for each employee are displayed along with a checkbox for each employee to view the check detail. If all employees and totals are to be displayed in detail, click on „Check All‟ and View Reports. When clicking on the PRE-PROCESS PREVIEW button, be sure to use the LOG OUT feature when running the preprocess (see print screens below).

Depending on volume, it may take longer than 15 minutes to calculate the preprocess report. Use the LOG OUT button and return in 20 – 30 minutes to review the preprocess. If you do not log out and the system takes longer than 15 minutes to calculate the preprocess, you will get locked out and will have to contact your payroll data center to reset your company. When you log out and then log in later with this same LoginID, you can choose to either return to the last screen in the Submit Payroll process, where you can view the Preprocess Preview Report and submit the payroll or unlock the company, which cancels the submit payroll process and allows for continued data entry. Please be aware that no other user may access your company data until you've re-logged in and either completed or cancelled the Submit Payroll process.


After the preprocess has completed calculating and you return to the company after logging out, you will see this screen where you can choose to unlock the payroll or go directly to the submit payroll screen. When you go back to the submit payroll screen, there is a link under the Pre-Process Preview button marked “Click Here to View Preprocess Report”

After the preprocess report has calculated, this below screen will appear. You can check all employees or selected employees, and you can also select the show only department/company totals. There is also a selection to Exclude Year-To-Date Amounts from the Pre-Process report, which can be used for larger companies.


After the user clicks on „View Report‟ the check detail and employee YTD amounts are displayed.


Submit Payroll Final Step

OVERVIEW: Each time that you send payroll files to the Payroll Data Center via the 'Submit' process, an email is also sent to the payroll data center to advise them that your payroll is ready for processing and to download it from the central FTP Server. This email announces the date, time, company name and number. You may add any significant message to this email that must be communicated to your payroll data center customer service representative prior to processing this payroll. Suggested Uses for email to the payroll data center:

New Earnings, Taxes or Deduction parameters to be added before processing.

New Divisions to be added before processing.

Income Tax State changes (Tax Transfer required before processing)

Unemployment Tax State changes (Tax Transfer required before processing)

Review of key transactions in question

Modifications to Period Start or Ending Dates

Modifications to Check Dates.

Change indicators on End of Month, Start of Month, End of Quarter/Year, Start of Quarter/Year

Blank Check Requests


YOU MUST APPROVE THE PAYROLL BY CHECKING THE „SUBMIT THE PAYROLL NOW” BOX BEFORE CLICKING ON THE „SUBMIT PAYROLL‟ BUTTON. IF AFTER SENDING THE PAYROLL, YOU REALIZE THAT YOU HAVE FORGOTTEN TO PAY EMPLOYEES, CONTACT YOUR payroll data center AT ONCE.

Web Reports

OVERVIEW: Web Reports are displayed through a Viewer that provides printing, search, and zoom capabilities. The first time you run a Web Report from your PC, a report viewer will need to be downloaded to your PC. This will only be required the first time you run a report. Just click on a report listed in the left menu. If you need the viewer, you'll automatically be stepped through the process. Note: On the Company Options Screen, the field "Mask SSN on Reports" can be used to control whether social security numbers are fully displayed on reports or displayed as #### - -## - XXXX. Web Reports Consist of:

Pay Input Transactions – used to reconcile out of balance totals on complex payroll transaction inputs. Company Schedule – lists the company pay date schedule. This is built and maintained at the payroll data center. Report any changes to the Payroll Data Center. This report can be exported to Excel. Employee List – contains information such as employee name, number, clock number, salary and rates, raise dates, hire and birth dates, federal and state exemptions, gender, and phone number. This report can be exported to Excel. Employee Profile – a more detailed employee report which contains all information on the employee list plus earning codes, deduction codes and rates, tax codes, exemptions, and special tax handling, labor split information, and direct deposit information (bank account and routing number for ACH). Employee W2 and SSN Verification – this report is used to verify information (address, social security number) for W-2‟s. This report can be exported to excel. The employee's social security number is always displayed on this report regardless of the company setting on the "Mask SSN on Reports" field.


Employee Labor Splits – Lists employees and their home labor numbers and labor splits. This is only available to companies using Labor Allocation. Employee Change History (Was/Is) – This report records most changes made to employee master file information. This report can be selected to display all changes for the current pay cycle, all rehires for the current pay cycle, all terminated employees for the current pay cycle, or all rehires and terminated employees for the current pay cycle. Check History – as a list of checks in chronological order for each employee. Check detail can be viewed by clicking on a specific check number. The information on these screens can be copied and pasted into excel if needed. Custom Reports – The Custom Report Generator enables the user to build Custom Reports containing data from pre-configured data groupings.


Preprocess Preview

OVERVIEW: The Pre-process Preview report is a full Gross-To-Net extension of each employees paycheck so you may see prior to the submit that all pays will calculate correctly, taxes and deduction are properly withheld and the value of each Net Pay amount. Following the pre-process calculations, the summary amounts for each employee are displayed along with a checkbox for each employee to view the check detail. If all employees and totals are to be displayed in detail, click on „Check All‟ and View Reports.

After the user clicks on „View Report‟ the check detail and employee YTD amounts are displayed.


Pay Input Transactions Report

OVERVIEW: This report is used to print out and assist in the reconciliation of out of balance totals on complex payroll transaction inputs. The employees on the Input Transactions report can be sorted by employee name, employee number, clock number, labor number, and chronological order.


Input Transaction Transactions Report by Employee Name:

Input Transactions Report by Division, Department, Employee Name:


Input Transactions Report by Employee Number:

Input Transactions Report by Division, Department, Employee Number:


Input Transactions Report by Clock Number:

Input Transactions Report by Division, Department ,Clock Number:


Input Transactions Report by Labor Number:

Input Transactions Report in Chronological Order


Company Schedule

OVERVIEW: This report displays all Period End Dates, Input Dates, Delivery Dates and Check Dates for each pay cycle scheduled this year.


The Employee Roster

OVERVIEW: This report is a simple listing of all employees in Alpha order with the most commonly requested personnel data.


Employee Profile Report

OVERVIEW:

This report is a one page per employee profile of all Personnel data. This report can serve as a paper document to be filed in a 3 ring binder and then as changes are requested, the page is pulled, notated for web change and re-printed to confirm the new status.


Employee Labor Splits Report

Overview This report is available on companies with Labor Allocation. This lists the permanent employee labor splits.


Employee W2 and SSN Report


Employee Change History (Was-Is)


Check History Report

The check history report can be viewed as a list of checks in chronological order per employee. The details for a specific check can be viewed by clicking on the check number. You can choose to view in net only items on check detail or include memo items also by checking/unchecking the box “VIEW IN-NET ONLY ON CHECK DETAILS” The check history information can be copied and pasted into an excel spreadsheet if needed.


Custom Reports Module

Custom Reports option offers the following functionality:

Administrators can build Custom Reports containing data from pre-configured data groupings.

Custom Reports can be saved in the Custom Reports Library.

Reports that have been saved in the Custom Report Library can be viewed, printed and exported to Excel.

Custom Reports Setup Custom Reports is an integral part of Online Payroll System and requires no setup. Accessing Custom Reports

To access custom reports from Online Payroll System, select Web Reports, Custom Reports from the left side of the screen.


To access custom reports from Online Payroll System, select Web Reports from the left side, then Custom Reports.


Press the Create Custom Report Button from the Reports Listing page.

Custom Reports Wizard When you click “Create Custom Reports” from the Reports Listing page, you will be taken to the Custom Reports Wizard. Select Report Grouping The first step is to select the Report Grouping from the dropdown list. When a Report Grouping is selected the box on the left will be populated with the fields available in that grouping.


Select Fields Once the Report Grouping is selected:

1. Highlight fields in the left box that you wish to display in your report. 2. Move and order selected fields as desired using the buttons available. 3. Press Continue to advance to the next step.

Select Report Sort Order Select the fields to determine the sort criteria of the report.

4. Highlight fields in the left box that you wish determine the report sort order. 5. Move and order selected fields as desired using the buttons available. 6. Press Continue to advance to the next step or Back to return to the previous step.


Any number of fields can be selected. The order displayed in the right box represents the order the report items will be sorted. Select Report Filters Select those Report Filters you would like available at runtime. The selections from this step will determine the filters that are available on the Reports Listing Page. The available filters include:

Division/Department Filter (Check Box)

Employee Filter (Check Box)

One Optional Field (Select from left box)


If the Optional field you select is a date field and you wish to display a Date Picker for ease of entry by checking the box labeled: Display the Optional Filter Date Picker. Press Continue to advance to the next step or Back to return to the previous step Save Report Definition Reports are saved by:

1. Supplying a Report Name 2. If Desired enter a Report Description 3. Select who will have access to the report by selecting from the Report Availability dropdown 4. Press Submit to save the report or Back to return to the previous step.


Display Custom Reports Custom Reports are available for selection from the Reports Listing screen.

1. When All Reports is selected from the Report Group Dropdown 2. When Custom Reports is selected from the Report Group Dropdown.


To delete a report select Custom reports from the Report Group Dropdown on the Reports Listing page.

When the Custom Reports group is selected, an administrator can delete the report from the report listing by pressing Delete on the appropriate report listing entry.


Company Setup


User HELP Feature!



them Whenever you have a question about Online Payroll System.




Company Options

OVERVIEW:

Upon entry to this screen you will see both editable fields and fixed fields. Option settings that were set up when your company was originally programmed are displayed; other settings specific to processing your payroll on the web can be managed on this screen. These options affect different functionalities in the Online Payroll System.

General Company Data - These fields are set at the payroll data center and are not editable in the Online Payroll System.

• Company Code, payroll data center ID

• Qtr, Year & Run Numbers

• Company Name, DBA Name

• Address 1, Address 2, City, State, ZIP

• Contact Name, Title, Phone#, Extension

New-Hire Defaults (Set by the company, these defaults are intended to speed data entry

when keying New Hires.)

• Inc.Tax St.: Identifies which state should automatically appear as the default in the Income Tax


State field on the Employee Taxes screen when a New Hire is being added. This field can be left blank if no default is wanted.

• SUI St: Identifies which state should automatically appear as the default in the SUI State field on the Employee Taxes screen when a New Hire is being added. This field can be left blank if no default is wanted.

• Local Tax: Identifies which local tax authority should automatically appear as the default in the Local Tax field on the Employee Taxes screen when a New Hire is being added. This field can be left blank if no default is wanted.

• Display Hours: Identifies whether or not the Display Hours checkbox on the Employee Salary screen should be checked or unchecked. If that field is checked, then the employee‟s hours are automatically displayed on the PayGrid (and on the Pay Details screen) each pay period. This setting only applies to Hourly employees.

New-Hire Reporting Fields (Set by the payroll data center, these settings are intended to provide compliance with the New-Hire Reporting requirements in your state.)

• Full Address Required: Identifies whether or not the employee‟s address (Address1, City, State, Zip) should be required fields for New Hires and Rehires. This setting only affects New Hires and Rehires; it has no affect on active, terminated, and inactive employees.

• Birth Date Required: Identifies whether or not the employee‟s birth date should be a required field for New Hires and Rehires. This setting only affects New Hires and Rehires; it has no affect on active, terminated, and inactive employees.

• Phone Number Required: Identifies whether or not the employee‟s birth date should be a required field for New Hires and Rehires. This setting only affects New Hires and Rehires; it has no affect on active, terminated, and inactive employees.

Installation Options (Set at the payroll data center)

• This Company Uses Divisions: Yes/No

• This Company Used ACH Direct Deposit: Yes/No. The Employee Direct Deposit screen will not be accessible under the Employees menu option unless this setting is set to YES.

• This Company Allocates Hours/Wages to Different Departments: Yes/No

• This Company Uses Tax Alert Service: Yes/No/Checks

• The Payroll Data Center Processes this Company's Taxes: Yes/No

User Choice Options

• Emp ID used as Unique Identifier: identifies which field (Employee #, Clock #, or Social Security) is used to uniquely identify employees. This also identifies the field that will be displayed alongside the employee name on the PayGrid.

• Emp ID used for Timesheet Imports: If you import timeclock data in a .txt or .csv file (via the Pay Data Import feature), then this setting identifies which field in the import file is being used to uniquely identify employees. (Employee # , Clock # , or Social Security).

• Totals by: This setting identifies whether you want to key control totals and view payroll totals by Department, Division, or Company. Note that the Dept and Division options are made available so that you can compare your control totals with system generated totals at a department or division level, but the control totals eventually passed to


the payroll data center when you submit a payroll will always be at the Company level.

• Mask SSN on Web Pages: If checked, only the last 4 digits of the social security number will display on the web pages XXX-XX-1234. This is a recommended practice to protect employee information.

• Mask SSN on Reports: If checked, only the last 4 digits of the social security number will display on the reports XXX-XX-1234. This is a recommended practice to protect employee information.

• Display Division Names: Specify whether the Division Name, DBA (“Doing Business As”) name or only Division Number should display in all Div/Dept drop-down lists.

• OT Code For Salaried Employees: When importing earnings hours, the employee's default rate (Hourly Rate 1,2,3) is automatically assigned to the imported Earning Codes. So if you import hours for a salaried employee, Rate 1 is automatically assigned, which results in those hours not being paid. There are instances, however, when you would want the salaried employee to be paid the additional imported hours, which is the case with paid overtime. The "OT Code for Salaried Employees" setting allows you to identify an Earning Code that should be paid at Rate 2 (instead of being assigned Rate 1) when it is imported for a salaried employee. Remember that the employee must also be set up for paid overtime in order for the Rate 2 to be applied. (There is a checkbox on the Employee Salary screen, titled "Overtime Paid". It must be checked in order for Rate 2 to be applied.) NOTE: This setting only applies to salaried employees; it has no effect on hourly employees.

• Prompt for Comment on Rate Changes: If checked, a pop-up window will be displayed on the Salary screen when you save changes to an employee's hourly rates or salary. You can key a comment associated with the rate change in that window, and the comment will be saved as part of the employee‟s Salary History. If you uncheck this setting, then no pop-up window will display when rate changes are saved. (You can still use the Employee Salary History screen to key comments for any rate changes made in the current pay period.)

• Show Emp # BEFORE Emp Name in pull-down lists: Employee pull-down lists display both employee names and emp #‟s. This setting allows you to control whether the list is displayed as “name - emp #” or as “emp # - name”. If the setting is checked, then the Emp # will be displayed before the Name. If unchecked, the Name will appear first in the lists.

• Use Employee Pay Templates: While the Employee Pay Template provides for quicker pay data entry for clients who have more complicated pay situations, it is unneeded and sometimes confusing for a large number of clients who have simpler pay requirements. For those clients that don‟t need to use Pay Templates, the Company Options screen now has a new checkbox that will remove “Pay Template” from the left menu. (See Pay Template, under the Employee Maintenance in the Help System, for more details on using Employee Pay Templates.)


Company Settings

• Allow Tax Use Changes If checked, then the company can modify the tax set up section of the Employee Tax Screen

• Allow Tax Blocks If checked, then the company will see “Temp Block” and “Block till EOY” options in the pull-down lists in the tax sections of the Employee Tax Screen

• Allow Inc/Sui Tax Exemption If checked, then users in this company can assign “EX” (Exempt) as the Income/SUI Tax State for an employee on the Employee Tax screen.

• Add Income/SUI Tax If checked, then the company can add Income and SUI Tax Authorities online

• Add Local Tax If checked, then the company can add Local Tax Authorities online.

• Add Worker‟s Comp If checked, then the company can add Worker‟s Comp Codes online

• Add Bank Determined by your payroll data center. If checked, then the company can add banks to the payroll data center master bank table online

• Edit Labor Accumulators If checked, then the company can edit Labor Code Month-to-Date and Job-to-Date Accumulators (Applies only to companies that use Labor Allocation.)

• Allow Adjustments: Determined by your payroll data center.

• Allow Voids: Determined by your payroll data center

• Require PreProcess Before Submit: Determined by your payroll data center. If checked, then the company must run the Pre-Process Preview before submitting their payroll. (The Pre-Process Preview is launched from the last screen of the Submit Payroll process.)

Pay Grid Setup Questions

1. Should the "PAY ALL" button on the Pay Grid refer to all employees on current page, or all employees in the selected Div/Dept?

• If "All on Current Page" is chosen, only the employees on that page will be paid when the "PAY ALL" button is selected.

• If "All in the selected Div/Dept" is chosen, all employees in the selected division or department will be paid when the "PAY ALL" button is selected.

Note: If the employees in the selected division/department extend over multiple pages of the Pay Grid, this option will also pay employees that are not displayed on the current Pay Grid page.

• To pay all employees in the company, select the "All in the selected Div/Dept" setting. On the Pay Grid, select all Divs/Depts from the top pull down list, then click the "PAY ALL" button.

2. Should employees on the PayGrid be displayed in alternating row colors?

• If Yes is selected, the employee rows will alternate background colors.


• If no is selected, the employee rows will all have white backgrounds.

3. Can users key temp labor codes on the Pay Grid that are not in the Company Labor table?

• This question will only appear if the Company is using Labor Allocation and if the company PayGrid layout is set up to include a Temp Labor Code column.

• If Yes is selected, the users will be able to enter new labor codes on the Pay Grid.

• If No is selected, the user will not be able to enter new labor codes on the Pay Grid. If the user tries to enter a labor code that is not in the table, a message will display saying:


4. Should users be warned if a keyed temp labor code is not in the Company Labor table?

• This question only applies if the company uses Labor Allocation and if the company PayGrid layout is set up to include a Temp Labor Code column.

• If Yes is selected, then when a user enters a labor code on the Pay Grid that is not in the table, a warning message will appear. The user can click on the Okay button and enter the new code on the Pay Grid.

• If No is selected, the user will be able to enter a new labor code on the Pay Grid with no warning messages.

5. On Pay Data Imports, can users include temp labor codes that are not in the Company Labor table?

• This question only applies if the company uses Labor Allocation.

• If Yes is selected, then users can include “new” labor codes in the import files.

• If No is selected, then users will see an error message displayed when they import pay data containing labor codes that are not currently in the Company Labor Code table on the web.


Divisions

OVERVIEW: The division table is 'View Only' and used for lookup only. You may not add, edit or delete division records on this table. If additional divisions are to be added, contact your Payroll Data Center customer service representative at least one pay cycle before changes or additions are required and they will be reflected in the next refresh file to the web.

Displayed are the Division Code, Name, default Unemployment State and default Pay Frequency. Unemployment State - The State Unemployment code field is the default code for all employees who reside in that division. The State Unemployment State can be overridden on an employee basis on the Employee Taxes Screen. If the State Unemployment code on the Employee Taxes Screen is different than the division level, the code on the Employee Taxes Screen will be used. Pay Frequency - The Pay Frequency field is the default for all employees who reside in that division. Pay Frequency can be overridden on an employee basis on the Employee Salary Screen. If the Pay Frequency is different on the Employee Salary Screen than on the division level, the code on the Employee Salary Screen will be used. The user can control whether the Division Name or the DBA Name is displayed in the Division pull down lists throughout the payroll system. In the field called "Display Division Names" on the Company Options Screen, the user can choose No, Name or DBA Name. If No is selected, neither the Division Name nor the DBA Name will display in the pull down list; only the division number will display.


User ID Setup

OVERVIEW:

The User List displays a list of all users who are authorized to use Online Payroll System for the company. Click on the User name to view/change the User Default View, Division/Department access, and to give Hours Only Access (block salaries and rates).

There are four levels of security setup in Online Payroll System: Administrator: The Administrator may Add, Change, Delete and View all screens and fields in Online Payroll System. The Administrator runs the preprocess and submits the payroll to the payroll data center. Administrator (View Only): This option is located on the User Maintenance Screen for company administrative users. The option must be set by the payroll data center. It identifies whether the company administrative user id has Update access or View-only access to the Employee Maintenance screens. The default value is to give Update access, which all company administrative user id's currently have.


Data Entry: A Data Entry user can maintain static employee information and input pay data. They have access to all the screens under the Employee menu option and the Payroll menu option. They cannot view reports, submit payroll, or have access to any Company Setup menu options. These users have access to all employee pay data in the divisions and departments to which they have been given access, so they can view and maintain hourly rates and salaries. Data Entry (Hours Only): A Data Entry (Hours Only) user have a more restricted access. The main purpose of this access level is to allow a user to key hours into the PayGrid without giving them access to any salaries or rate information. They view a modified PayGrid where, by default, all $ earnings columns are read-only and all salaries and dollar amounts assigned to employees are displayed as “$$$” on the PayGrid, instead of displaying the actual dollar amount. Data Entry (Hours Only) users can be given access to the employee demographic, deduction, and tax screens by checking the appropriate box on the Update User screen.


New Users (Administrator and Data Entry) must be added through Online Employer. Data Entry (Hours Only) access is given through Online Payroll System to a Data Entry level user.


Departments

OVERVIEW: The department table is established when a company uses department codes to classify where the employee works and/or for cost allocation purposes. Departments may be established for the entire company or for each division if the company has been set up for multiple divisions. Department codes must be four characters (alphanumeric). A 30-character description may be entered for each valid department code.

To build the department table, follow the steps outlined below:

1. Select Setup - Company Department from the Setup menu.

2. Go to the top of the screen and select the appropriate Division by clicking on the lookup arrow box.

3. The selected divisions departments codes and descriptions are displayed. The cursor advances to a blank Department # field if you wish to add a department.


Complete the fields in the screen as described below.

Department # - Enter a four-character, alphanumeric department number. The department number must be four characters. Note: Numeric values are higher priority than alpha characters. Therefore, department # 9999 will print before department # AAAA. Name of Department - Enter a 30-character name, which describes the department number that has been established. On Restaurant payrolls, key a 'I' in the last field of the department name for any departments made up of 'INDIRECT' tipped employees. These will be excluded in the end of year Tip Allocation computations. Workers' CompCode - (Optional) If the department is storing workers' compensation numbers, this field will appear in the department table. Enter the workers' compensation code that is to be associated with each department number. All hours and wages paid in this department will be assigned to the W/C code that is entered here. A warning message will appear if the field is left blank. Press Tab to bypass the warning message. Rate to Use - (Optional) Select an employee rate (Rate 1, 2, or 3) to be used whenever this department number is entered as a temporary department for the employee. Rates 1, 2, and 3 refer to the employee rates established on the Employee Salary Screen . For example, if a 3 is entered for department 0100, then each time 0100 is entered as a temporary department number the rate shown in that employee's Rate 3 field will be used to calculate the earnings. To add a new department, scroll down to the end of the department table and click on the 'add' box then TAB to each field.

Departments may only be deleted by the payroll data center.


Groups

OVERVIEW: Establishing group numbers for a company allows the possibility of sorting employees on reports without regard to division or department number. This sort criterion applies to both the time sheet and data entry screens. All other sort options are applied within division and within department. Groups may also be established for any miscellaneous personnel data you wish to collect.

Establishing Group Codes:

Group Codes can be established in the same way that you establish departments. In the Setup menu select Group Codes from the menu. You may establish any six-character, alphanumeric coding convention that you wish. For example, if you want to sort the time sheet by pay frequency, establish group codes of WKY, BWK, MTH, etc.

Group Code - Click on the 'code' box, enter the code.

Group Description - then Tab over to add a description.

Once a group code table has been established, you can enter group codes for any employee on the 'Job Info' screen. This field will not appear on the Job Info screen until the first code has been established.


Locations OVERVIEW: The location table can be used for multi-location employers to build a table of valid six-character location ID numbers and the appropriate 30 character titles. Each employee could be set up with a location number or code to reference his or her work location. The location code is for reference only, but may be used for custom report sorts and data access sorting.

Establishing Location Codes:

Location Codes can be established in the same way that you establish departments. In the Setup menu select Location Codes from the menu. You may establish any six-character, alphanumeric coding convention that you wish.

Location Code - Click on the 'code' box, enter the code.

Location Description - then Tab over to add a description. Make sure to Save Changes. Once a location code table has been established, you can enter location codes for any employee on the 'Job Info' screen. This field will not appear on the Job Info screen until the first code has been established and one payroll cycle has been completed.


Labor Codes

OVERVIEW:

If your company is set up with Labor Codes, this screen shows your current setup. If you company is set up by the payroll data center to use Labor Codes, then at least one labor code needs to be set up. There is a delete box to the left of the code (if you need to delete the code); however, you can only delete labor codes that are not currently assigned to any employees and do not have Month-to-Date or Job-to-Date accumulators (these codes are noted with a red asterisk on the screen).

You can assign a rate or temporary rate to each code.

By clicking on the Edit link for a Labor Code, you can edit the Description, Rate, Temp Rate, and Workers‟ Comp Class associated with that Labor Code. If editing of Labor Code Accumulators is allowed for your company (i.e. if the “Edit Labor Accumulators” checkbox is checked on your Company Options screen), then you can also add, update, or zero out month-to-date and job-to-date accumulators.


Edit Labor Codes

OVERVIEW:

You can edit the description, rate, temp rate, and Workers‟ Comp class for the selected labor code.

All month-to-date and job-to-date accumulators for that labor code are also displayed. In the screen shot, below, the accumulators are view-only, but if the payroll data center has turned on the option to allow Labor Code Accumulators to be updated, then those month-do-date and job-to-date amounts will be editable.

Make sure to click SAVE when you are finished making any changes on this screen.


Earnings Types

OVERVIEW:

The earnings table is 'View Only' and used for lookup only. You may not add, edit or delete earnings pay type records on this table. If additional earnings pay types are to be added, contact your Payroll Data Center customer service representative at least one pay cycle before changes or additions are required and they will be reflected in the next refresh file to the web.

Earnings types are shown with Code, Name and the percentage boost on the hourly rate.

All earnings with a 'Y' under 'Live' are added to Gross Pay and Net.

If any earnings has a built-in rate at a company level, it will be displayed.

Taxation Code represents a key code word that determines the taxable wage status of each earnings. 'GROSS' means that an earning is fully taxable for all taxes. 'NOTAX' means that the earning is fully non-taxable. Everything else is partially taxable and may be looked up. Click on 'Base Accumulators to lookup any taxation code.

Employee Rate Switch Applied:

The Rate Switch column will identify if Rate 1,2, or 3 is always going to be applied for that earnings code, or if the employee‟s default rate (or rate assigned at time of data input) will be used. This column is only intended to show if an earnings code is using a specific employee rate.

Display Value indicates which earnings pre-set amounts are shown on your input payroll Time sheet and on the Pay Grid screen.


Tax Types

OVERVIEW: The taxes table is 'View Only' and used for lookup only. You may not add, edit or delete tax type records on this table. If additional tax types are to be added, contact your Payroll Data Center customer service representative at least one pay cycle before changes or additions are required and they will be reflected in the next refresh file to the web. These tax options are generic tax categories and within each ST, LC and UI a state or local tax jurisdiction is specified.

Each tax type that has been programmed for your payroll is displayed with it's code, name and Tax Table code name. Some Tax Table codes are generic like 'ST'. This code is substituted for each employee with the income tax or unemployment tax state code. All taxes with a 'Y' under 'Live' are added to Net Pay and those with an 'N' are employer paid taxes..


Deduction Types OVERVIEW: The deduction table is 'View Only' and used for lookup only. You may not add, edit or delete deduction pay type records on this table. If additional deduction pay types are to be added, contact your Payroll Data Center customer service representative at least one pay cycle before changes or additions are required and they will be reflected in the next refresh file to the web.

Deduction options are displayed to show you each available employee and employer deduction that has been programmed by your payroll data center. Live - This field refers to whether or not the deduction affects net pay. All deductions with a 'Y' under 'Live' are added to Net Pay. Calc Type - This field refers to how the deduction is calculated. A $ means the deduction is calculated using a flat dollar amount. P means the deduction is calculated on a percentage basis. T means the deduction is calculated using a table. A blank means there are no specific rules as to when the deduction starts or stops. All/1st Checks- An "F" means if an employee receives more than one check, the deduction will be taken on the first check only. An "A" means if an employee receives more than one check, the deduction will be taken on all checks issued.


Co.Rate - The values in this field reflect what is stored on a Company Level as opposed to an Employee Level. The values stored at an employee level are reflected in the "Rate Amount" field on the Employee Deductions Screen. Start/Stop- The values in this field reflect when the deduction starts or stops. A "G" means the deduction is a Goal and the deduction stops when a certain goal is reached. An "A" means the deduction is calculated on an Accrual basis. A "3" means the deduction will stop when a company YTD limit is reached. Allow Deposit- This field denotes whether or not the amounts for this deduction will be direct deposited into a bank account. A "Y" in this column means this deduction will show up in the pull down list of deduction codes on the Employee Direct Deposit Screen. Calc On Adjustment - This field is used for not in net deductions only. A "Y" means the deduction will calculate on Manual Adjustments. An "N" means the deduction will not use the Manual Adjustment to calculate on. Take Pay / Month 1-5 - This field is used to identify the pay cycles when the deduction is to be activated. This only applies to the employees who have the deduction on their Employee Deduction Screen. Taxation Code represents a key code word that determines the taxable wage status of each deduction. If the taxation code is blank or 'STUB', that deduction has no effect on taxable wages.


Setup WorkersCompensation

OVERVIEW:

A table has been established in Online Payroll System, which contains valid Workers' Compensation Class Codes and descriptions. Your payroll data center initially builds this table and may allow you to perform all future maintenance to the table.

To access the table of codes and descriptions, follow these steps:

1. From the Setup MENU, click on the Worker's Compensation.

2. You will observe WC codes and rates that were previously built for your company by (UC) Work state.

3. To add a new WC class code, click on 'Add New'. You may add a new record by keying the Workers' CompClass code or by keying the class alpha description for this new class you wish to add.

4. If you need to change the rate for an existing WC class, click „Schedule a future rate change‟ to add an effective date and the new rate.

Workers‟ Compensation Changes

Any changes or additions to a company‟s Workers Comp codes are recorded and date/time stamped. When the company submits their payroll, the Workers Comp information is included in the body of the Submit email that is sent to the service bureau. Example of a Submit Email with WC changes:

The Payroll Run for 5500 was just submitted by: John Doe for pay period: 4/3/2004 - 4/9/2004 The following Workers Comp Codes have been added for company 5500: WC Code: 3648 - State: AZ - Effective Date: 12/1/2006 - Rate: 0.1522 (Added 10/14/2006 7:23:18 PM)


WC Code: 8102 - State: NJ - Effective Date: 10/14/2006 - Rate: 0.16 (Added 10/14/2006 5:10:40 PM) The following changes have been made to Workers Comp Codes for company 5500: WC Code: 3365 OLD Rate=0, NEW Rate=0.26 (Changes made 10/14/2006 7:22:41 PM)

City Shortcuts

OVERVIEW: You may establish the city name table as an aid to quickly keying city names for your new employees. A 20-character description must be entered for each valid city. This will allow the user on the Demographics Screen to key the first 2 letters of the city name then click on the description 'City' to complete the city name and state postal abbreviation automatically.

To build the city table, follow the steps outlined below: 1. Select „Setup CITY Shortcuts‟ from the Setup menu. 2. Key a two letter abbreviation followed by the correct spelling of the city name. Then key the 2 character state postal abbreviation.

For Example: PH - Philadelphia - PA

3. Click on the 'Save Changes' button to add your cities. 4. To remove a city shortcut, click on the box to the left of the name, then click on 'Save Changes'.


Tax IDs and Rates

OVERVIEW: The Tax ID's and Rates table is 'View Only' as a default. You may not add, edit or delete tax ID's and Rates records on this table unless the Payroll Payroll Data Centerallows access. As you hire new employees that are reported to new Income Tax or Unemployment Tax states, the payroll system will automatically add those states to your Tax ID's and Rates table. If this happens you must immediately contact your payroll data centers customer service department to inform them of the identification numbers, deposit frequencies assigned by the states and unemployment experience rate assigned to you by that state. This information is obtained by filing an application for an ID in the state where you have just started doing business.

ADDING STATE/SUI CODES TO THE TAX AUTHORITIES SCREEN: If you have access to add state and unemployment tax authorities to the table, you will be prompted to choose the code from the dropdown. Choose the code, add the tax ID number, select the frequency, and add any rates as necessary (rates are for SUI only – do not enter a rate for State Income Tax Codes). Be sure to save changes when the screen is complete.

ALWAYS LET YOUR payroll data center KNOW WHEN YOU HAVE ADDED TAX AUTHORITIES TO THIS TABLE


ADDING LOCAL TAX CODES TO THE TAX AUTHORITIES SCREEN: Click on the “Add new LOCAL Tax” Box at the bottom of the screen. The following will appear: Enter the state from the drop down at the top left of the search criteria screen, and click on search for an alphabetical list of local codes for the state to appear. When you find the one you need click on ADD AUTHORITY.

When the new local jurisdiction is added, please complete the local tax ID number assigned by the local tax jurisdiction and the tax deposit frequency (Monthly or Quarterly). If you are not sure how to set this up, contact your Payroll Data Center.

ALWAYS LET YOUR payroll data center KNOW WHEN YOU HAVE ADDED TAX AUTHORITIES TO THIS TABLE


Company Banks

OVERVIEW: Each Online company has its own bank table which consists of banks that are, either currently or at one time, used by the employees of the company for direct deposit. If you are adding an employee direct deposit and they are using a bank that is not on the company bank table, you will need to add the bank from the payroll data center Master Bank Table to the Company Bank Table. To do this, go to the Company Setup Menu and select Banks (third item from the bottom of the list). Click to review a list of all banks previously loaded by your payroll data center into this company table of banks. The addition of new bank names is made when you are setting up an employee for direct deposit for a bank that has not previously used by your company before. Clicking on 'Add a Bank' with your mouse will display the payroll data center Master Bank Table. The Bank Table in Online Payroll System (1) supplies the valid transit routing number and Bank Name/Address for each laser check and (2) validates the bank transit routing numbers for ACH Direct Deposit when setting up both a company and its employees for direct deposit.


ADDING A Bank That Does Not Exist: To ADD a new bank you can call your payroll data center Representative to provide special instructions of follow the steps below: 1. Click on 'Add NEW'. With a sample VOIDED check from the employees checking/savings

account that you wish to add for Direct Deposit, key in the 9 digit TR/ABA# located on the bottom, center of the MICR line on the check edge. You can Search by Transit Number, or the Bank Name. After you click on SEARCH, a drop down will appear.

2. Choose the bank that you need from the drop down. Once you choose a bank it will be added to your Company Bank Table. IF THE BANK YOU NEED IS NOT ON THE TABLE, PLEASE CONTACT YOUR payroll data center.


Master Banks ADDING A Bank That Does Not Exist: To ADD a new bank you can call your payroll data center Representative to provide special instructions of follow the steps below: 1. Click on 'Add a Bank'. With a sample VOIDED check from the employees checking/savings account that you wish to add for Direct Deposit, key in the 9 digit TR/ABA# located on the bottom, center of the MICR line on the check edge. 2. If the bank exists in the Master Bank table it will be brought in and added to your company's lookup list of available banks for employee direct deposit setup. If the 9 digit number you have entered is not a valid bank number, you will be alerted. If this happens, you have either keyed it incorrectly or are looking at the wrong numeric field on the document. 3. If the bank does not exist in the Master Bank table, you will be prompted to add it. If this happens, you must also key the Bank Name. The Bank ID number will be filled in automatically. You may not DELETE banks or change bank information.

If you suspect that the Master bank file on your system is out of sync with the Payroll Data Center bank file, please request a download of a new Bank Name and Address table from your Payroll Data Center.


Pay Grid Layout Each company has two PayGrid Layouts. Select the PayGrid Layout to view/update by using the drop down under the layout title. Data Entry level users with Hours-Only Access automatically use the Hours-Only PayGrid. This screen is where you will make changes to the layout of the PayGrid(s).

Basic Pay Grid

The default company PayGrid layout is used to build the PayGrid for all users except the Hours-only users. Company Basic PayGrid Layout screen with Labor Allocation

Description of the fields on the basic PayGrid layout:

1. # of Emps Per Page: The default number of employees per PayGrid page is 20. You can set the number of employees from 1 up to 30 per page.

2. # of Default Rows Per Employee: The default number of rows per employee is 1. You can set the number

of rows per employee from 1 up to 8 per employee.

3. Pay Code Columns: This link will pop up a new window, allowing you to select the Earnings Codes and flat $ amount Deduction codes to be used as PayGrid columns.


5. Include a Temp Labor/Dept Column: If you answer Y here, you will be asked if you want the column before

or after the pay code columns. Also, if you are using Labor, you will be asked about the QUICK PASTE FEATURE. The Quick Paste Feature lets you define whether to keep the previously selected labor code active in the drop-down list, or reset it back to blank after each use. If you choose the Reset option, then after you‟ve quick-pasted the labor code for one employee, when you click on a second employee labor field on the PayGrid, nothing will be automatically pasted into their labor field. The other option will leave the selected labor code for pasting multiple times.

6. Include Rate and Temp Rate Columns: If you answer Y here, the rate and temp rate column will appear on

the grid. You will also be able to choose if you want the columns before or after the pay code column.

7. Do you want the dollar amounts for employee rates displayed on the grid? (If you turn on this option, then the employee's default rate is displayed when you mouse-over the employee name on the grid. Also, if Rate Columns are included on the Grid, then the dollar amount of rates 1,2, and 3, are displayed when you mouse-over the Temp Rate column.

8. Including recently terminated employees on the PayGrid: Displayed at the bottom of the PayGrid is a drop

down list of Terminated/Inactive employees. You can select an employee from this list if you need to include them in the current payroll. This field will allow you to choose how many months you want to go back to view/select the Terminated/Inactive Employees. Twelve months is the maximum amount of time to look back at these types of employees. If the company has high turnover, you may want to consider a smaller time frame (3, 6, or 9 months). The default for this field in 6 months. THIS IS A COMPANY WIDE SETTING (WHATEVER IS SELECTED HERE IS USED FOR BOTH THE BASIC AND HOURS-ONLY PAY GRIDS). THIS OPTION DOES NOT EXIST ON THE HOURS-ONLY PAY GRID.

Hours-Only Pay Grid

Description of the fields on the hours-only PayGrid layout:

1 thru 6 These settings are identical to the Basic PayGrid layout settings, described above.

7. Do you want the “Hours-Only” users to also have access to the Pay Details screen, or just the Pay

Grid? If you give them access to the Pay Details screen, the hours-only user will not see any $ rates. The user will have access to add hours and an extra check on this screen. Hours-only users will have access to add $ earnings codes only for those earnings codes that you identify in #8, below. If you turned on the “Include Deduction columns on the Grid?” option for hours-only users, then the users will have access to add a deduction code, but only those $ deduction codes that you identify in #8, below. They will not have access to add/change taxes. This setting will be applied to ALL HOURS-ONLY USERS.


Basic PayGrid layout screen with Department Allocation (The only difference between this screen and the Labor Allocation screen, above, is that this screen asks “Include a Temp Dept Column?”, instead of “Include a Temp Labor Column?”


Pay Grid Code Selection

On the PayGrid Layout screen, if you click the link (Identify Earning/Deduction codes to be included on the PayGrid), the following screen will open:

All Earnings codes, Hours codes and flat $ amount Deduction codes from the Company Worksheet are displayed and accessible as PayGrid columns. The pay codes that are currently displayed as PayGrid columns are highlighted and their checkboxes are checked. A company may select / deselect any pay code in the list, as long as they have selected a total of between 5 and 10 pay codes. Note that for Deduction codes, only flat $ amount codes (no % deductions) can be set up as PayGrid columns.

The following PayGrid columns result from the PayGrid Layout in the above screen shot. PayGrid with Deduction Columns


HOURS-ONLY USERS For Hours-Only users, the $ deduction code amounts are not viewable/editable on the grid or in Pay Detail unless the company adds $ Deduction codes to the Hours-Only PayGrid and also identifies those specific deduction codes in their Hours-Only PayGrid Layout to make them accessible. If the specific deduction codes are not identified in the Hours-Only Paygrid Layout, then any amounts in those fields will be displayed as “$$$”, similar to how $ salary amounts are displayed for hours-only users.

When you click the link (Identify Earning/Deduction codes to be included on the PayGrid), the following screen will open for the Hours-Only PayGrid:


Identify the $ Earnings/Deductions for which the Hours-Only users SHOULD be able to view and input actual dollar amounts. This section allows you to identify any earnings for which the Hours-Only user IS ALLOWED to key and view. This option will prove useful if the user needs to key such dollar amounts as restaurant tips. Except for Salary $ (salary is never an option to key/view for an hours-only user), any dollar earnings set up in the company worksheet and displayed on the PayGrid can be set up to be accessible by hours-only users. If the code doesn‟t display on the PayGrid, users can still key it via the Pay Details screen (but only if the hours-only users in the company have been give access to the Pay Details screen)


Security and Login


User HELP Feature!







Access Levels

OVERVIEW: The User List displays a list of all users who are authorized to use Online Payroll System. Click on the User name to view the UserID and Passwords. There are four levels of security setup in Online Payroll System: Administrator: The Administrator may Add, Change, Delete and View all screens and fields in Online Payroll System. The Administrator runs the preprocess and submits the payroll to the payroll data center. Administrator (View Only): This option is located on the User Maintenance Screen for company administrative users. The option must be set by the payroll data center. It identifies whether the company administrative user id has Update access or View-only access to the Employee Maintenance screens. The default value is to give Update access, which all company administrative user id's currently have.

Data Entry: A Data Entry user can maintain static employee information and input pay data. They have access to all the screens under the Employee menu option and the Payroll menu option. They cannot view reports, submit payroll, or have access to any Company Setup menu options. These


users have access to all employee pay data in the divisions and departments to which they have been given access, so they can view and maintain hourly rates and salaries.


Data Entry (Hours Only): A Data Entry (Hours Only) user have a more restricted access. The main purpose of this access level is to allow a user to key hours into the PayGrid without giving them access to any salaries or rate information. They view a modified PayGrid where, by default, all $ earnings columns are read-only and all salaries and dollar amounts assigned to employees are displayed as “$$$” on the PayGrid, instead of displaying the actual dollar amount. Data Entry (Hours Only) users can be given access to the employee demographic, deduction, and tax screens by checking the appropriate box on the Update User screen.

New Users (Administrator and Data Entry) must be added through Online Employer. Data Entry (Hours Only) access is given through Online Payroll System to a Data Entry level user.

To Add a New User for your company to Online Payroll System: 1. Click on 'Add a New User'. 2. Enter the Users Name, User ID, Password, and Access Level. 3. If 'Data Entry' access level has been selected, enter the divisions and department codes that this user will NOT be allowed access to. 4. Save Changes and Logout and Log back in to test the new user status.


Login/Logout

You may not enter into Online Payroll System without the proper User ID and Password to gain access. Following Login you will be presented with message and contact data from us. Please call your customer service representative at our location if you have any questions on the input of data into Online Payroll System.

When you login this starts a payroll data entry session with the Payroll Data Center web server and you MUST Logout to complete it. On each Login a table entry is created with the user identified, company, number of employees and time Online this session. In addition, the database server also tracks each Refresh, Reset, and Submit by user and company code.

Always use the Log Out Button at the bottom of the left menu to end your payroll web session. Do NOT exit your web session by:

Closing your browser

Turning off your PC

Going to another website before you log off

Letting your web browser "Time Out" from more than 15 minutes of inactivity in Online Payroll System.


You will loose data if you enter data on a page and let the web session timeout before you save the page.


Refreshing Company Payroll Files


User HELP Feature!







The Payroll Cycle

Step One - The payroll is processed by the payroll data center. If the end user accesses the payroll after it has been submitted, the status message, "Awaiting A Refresh" will appear. No payroll data can be saved until the refresh for the next payroll cycle is made available.

Step Two- The payroll refresh is made available to the end user. Step Three - New Hires are entered on the web. Step Four- Payroll Input is entered on the web. Step Five- Input Operator Checks Totals. Step Six- Transaction Reports are run to verify the integrity of the data entered. Step Seven- Preprocess is run. Step Eight- Payroll Data is submitted to the Payroll Data Center.


Starting Over

OVERVIEW: There are three types of Data File Resets that may be done during a payroll data entry session. All resets must be done by the payroll data center, so if you feel you need to start over, you will need to contact your Payroll Data Center. You and the Payroll Data Center will need to decide which option is suitable for your situation. The three resets are described below.

After Submit Reset - If after you have submitted the payroll, you realize that pay transactions, adjustments or file maintenance was forgotten, you may contact your Payroll Data Center and have a stop put on the payroll if it is not already processed. The Payroll Data Center can then make a decision to add the missing transactions over the telephone or log on to Online Payroll System and perform an After Submit Reset. This will then allow you to start an additional payroll data entry session and complete the missing transactions. When this is done, you will re-submit the payroll and the Payroll Data Center will delete the first submission and process the second. This function is also used at when a pre-process report has either errored out or hung in the processing. You‟ll need to have an After Submit Reset done to reset the company and allow you access to finish the payroll. Start Over Reset - If you are not sure of what has been entered and what has not and is completely lost, you may start over. You can contact your Payroll Data Centerand ask them to use this option to flush all changes, additions and pay transactions out of the system, putting all data files back the way they were following the last payroll processing. WARNING! This option will remove ALL changes made to the payroll following the last refresh. Delete Pay Data Reset – If you need to start over in data entry but do not wish to lose the employee changes you have made to the current payroll, such as rate changes, address changes, etc., the Payroll Data Center can choose this option to reset the pay grid, deleting all pay data that has been entered, but leaving all employee changes made this pay period. This option will also stop the payroll submission, if it has not yet been processed by the payroll data center. When deleting payroll data, the user can choose to preserve or delete any Voids, Manual Checks, or Pre Calc checks that are already on file for this pay period. The Company Reset screen


displays the number of VOIDS, Manual Checks, and Pre Calc checks that are on file for the current pay period and gives the user the option of either deleting or preserving those adjustments when the Pay Data is deleted.

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