A payroll series defines a group of employees or vendors. CLS prepares a separate payroll or vendor journal for the employees or vendors in each series. In addition, CLS prepares all payroll tax forms (W-2, 1099/1098, 940/ 941/943/944 forms, etc.) by series.
Series numbers cannot be less than 100. Each series defines a group of employees or vendors starting with the series number and ending with 9999 or one digit less than the number beginning the next series. Employees or vendors in a series must share taxability characteristics, since you make those decisions for the entire payroll series. If they do not, define more than one series. In the case of a multi-state payroll, we recommend using one payroll series per state.
You may enter the employer name and address, and the employer's federal and state payroll tax I.D.s in program LI, Menu Selection 3 (2). This information will be used as the default when a payroll series is created in PF.
Choose 1 from the PF menu to add or revise a payroll series, and the following screen appears:
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Payroll Series
Enter a series number to add or revise. Press F1 to select the series from a pop-up list.
Series Type
Enter the type of series (E is the default); press F1 to select the series type from a pop-up list. CLS clears type E, 1-9 and A series at the end of a calendar year. An M type series is not related to W-2 or 1099/1098 forms and will be cleared at the end of the fiscal year.
CLS Payroll Series Types
E Employee Series (W-2) 6 Vendor (1099-B) 1 Vendor (1099-MISC) 7 Vendor (1099-S) 2 Vendor (1099-INT) 8 Vendor (1099-R) 3 Vendor (1099-DIV) 9 Vendor (1099-C)) 4 Vendor (1099-PATR) A Vendor (1098)
5 Vendor (1099-A) M Miscellaneous Series (no taxes)
Employer Name 1 Employer Name 2 Address Line 1 Address Line 2 City, State, Zip
For series type E, 1-9 or A: Enter the employer name and address as they should appear on the tax forms.
Federal I.D. No.
For series type E, 1-9 or A: Enter the employer's federal withholding I.D. (FEI) number for this series, up to 12 characters. Enter hyphens (-) as needed.
W/H State #1
For series type E, 1-9 or A: Enter the standard two-character postal abbreviation of the withholding state for this series.
I.D.
For series type E, 1-9 or A: Enter the employer's state withholding I.D. for this series, up to 12 characters.
Employee Series Prompts
The following prompts appear if you are creating or revising an employee series.
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W/H State #2
You may designate a second withholding state, but due to the added complexity of tracking gross wages and withholding by state, we do not recommend it.
I.D.
If you entered a second withholding state, enter the second state withholding I.D., up to 12 characters.
SUTA/SDI State
Enter the abbreviation of the state to be used for unemployment tax reporting. This state may be different from the withholding states above.
State Unemp. I.D.
Enter the employer's State Unemployment Tax I.D. for this series, up to 25 characters. Some codes are used only by the CLS ~ SUTA Magnetic Media add-on program (SM).
• Arizona: Enter a caret (^) in front of the check digit and branch code, if any (used by SM).
If 9 is the check digit, and 123 the branch code, enter 1234567^9^123.
• California: Enter a caret (^) in front of the branch code, if any (used by SM). If 123 is the branch code, enter 1234567^123.
• Florida: Enter a caret (^) in front of the location code. If 000 is the location code, enter 12345678^000.
• Pennsylvania: Enter a caret (^) in front of the check digit and plant number. If 9 is the check digit and 123 the plant number, enter 12-12345^9^123.
• Texas: Enter a caret (^) in front of the unit number, if required. If 0089 is the unit number, enter 12-3456-7^0089.
• Wyoming: Enter a caret (^) in front of the location code (used by SM). If 12 is the location code, enter 123456789^12.
Name Control
CLS defaults to the first four digits of the company name or the first four digits of an individual’s last name, depending on the option selected at the Empl Options prompt. You may change the name control when editing the 940 form in TW.
N.J. Private Plan
Enter the disability insurance private plan number for New Jersey. This number will be printed in Box 14 of the W-2 form.
Journal Format (1,2)
Press Enter to accept the default 1 response if you would like an eight-column payroll journal, or press 2 to select a 16-column payroll journal. Press F1 to select the journal format from a pop-up list.
FICA/FUTA Source (1,2)
Press 1 if you would like the system level FICA and FUTA rates entered in program PF, Menu Selection 4 (2) applied to this payroll series. Press 2 if you want to enter FICA and FUTA rates for this series using program PF, Menu Selection 4 (1). Press F1 to select the source from a pop-up list.
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Empl Options
Press F1 to select name convention, employee type, FUTA/SUTA print options, California unemployment series type. Valid employee series options are listed below.
Employee Series Options
A Agricultural employee (943) R Regular (All Others) B Employer Name 1 is a business S Semi-weekly 941 depositor
C Print FUTA exempt employees U For Minnesota, employees subject to 6.2% FUTA D Print SUTA exempt employees X Railroad employee
E Print state wages on W-2 1 UI and DI Wages (S)
F First name entered first 2 UI Wages Only – Public Entity Employees (A)
G Annual 944 employer 3 DI Wages Only (J) P Print SUTA continuation sheet even if no activity 9 UI Wages Only - Third Party Sick Pay DI Exemption (R) Q Medicare Qual. Gov't Employee
Notes:
• For railroad employees, use option X if the employees are covered by the Railroad
Retirement Tax Act (RRTA), and use option R if the employees are covered by the Railroad Retirement Board (RRB).
• California Unemployment Tax Reporting - Use types 1-5, 8 and 9 for paper DE-6 reporting.
- Use types 1-7 for reporting DE-6 information using magnetic media.
Retirement Plan
Press Y if all (or most) employees in the series are covered by a retirement plan.
Note: If you press Y here, the square for Retirement Plan in Box 13 of the W-2 will be checked for all employees without an employee option N. If only a few employees in the series are covered by a retirement plan, press N here and use employee option Y to indicate covered employees.
Show Weeks Worked
Press Enter to accept the default Y response if you want to show the number of weeks worked by each employee on the quarterly state unemployment continuation sheet. Press N if you do not.
Show Employee Addr
Press Enter to accept the default Y response if you want each employee's address printed on the payroll journal. Press N to suppress the employee address.
CT Options
Select C if you would like the Computed Transactions (CT) program to adjust FICA for other cash wages (not household/agricultural employees) using CT, Menu Selection 3. Select F to adjust FICA against federal withholding using CT, Menu Selection 1. Select S to adjust SDI against state
withholding using CT, Menu Selection 2. Press F1 to select the CT options from a pop-up list.
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Locality #1 Locality #2
If local taxes will be reported on W-2 forms for this series, enter the name of the localities (city, county, school district, etc.) for which you will withhold local taxes. Locality #1 will be used on the W-2 form when reporting amounts in payroll journal columns assigned a D or D1 column type.
Locality #2 will be used on the W-2 form when reporting amounts in payroll journal columns assigned a D2 column type.
Vendor Series Prompts
The following prompts appear if you are creating or revising a vendor series.
Country/Possession
For series type 2 or 3: Enter the appropriate country or possession for this series.
Locality
For series type 8: If local taxes will be reported on a 1099 for this series, enter the name of the locality (city, county, school district, etc.) for which you will withhold local taxes.
Jrnl Format (1,2)
Press Enter to accept the default 1 response if you would like an eight-column payroll journal, or press 2 to select a 16-column payroll journal. Press F1 to select the journal format from a pop-up list.
Show Vendor Addr
Press Enter to accept the default Y response if you want each vendor's address printed on the vendor journal. Press N to suppress vendor addresses.
Vendor Options
Press F1 to select vendor options such as name convention. Valid vendor series options are listed below.
Vendor Series Options
A Show vendor account on 1099/1098 in the account number box in place of the vendor number B Payer is a business
F First name entered first I Payer is an individual L Last name entered last
Payer’s RTN
For series type 2: Enter the payer’s RTN.
Name Control
If you will use the CLS ~ Magnetic Media™ add-on program, enter the Name Control assigned by the IRS; otherwise leave this field blank.
Miscellaneous Series Prompts
The following prompts appear only if you are creating or revising a miscellaneous series.
Report Title
Enter the title you would like to print on a Miscellaneous Distribution Journal.
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Jrnl Format (1,2)
Press Enter to accept the default 1 response if you would like an eight-column journal, or press 2 to select a 16-column journal. Press F1 to select the journal format from a pop-up list.
Accept or Escape (A,Esc)
Press A to save the information you have entered, or press Esc to return to the Payroll Series prompt without modifying the series.
Series '100' has been updated.
Series '2000' has been added.
CLS updates or adds the series and returns to the Payroll Series prompt. You may add or revise another series, or press Esc to return to the PF menu.