The Client Master Record contains everything that CCIS Payroll needs to process payroll for a Client.
Each client “file" is divided into six sections denoted by tabs; these sections are:
• Identification - Information that identifies the Client.
• Payroll States - Information about the states the Client operates in.
• Departments - Information about the Client’s departments.
• Bank Information - Information about the Client’s bank.
• Preferences - Information about various operating particulars such as type of check to use.
• Labels - An area that defines the labels to use for the Client.
Identification Section
This section contains basic identification information.
The selection you make for Type of Filer determines which Federal reports to file, and when deposits are required. Choose from:
• Form 941 Monthly
• Form 941 Semi-weekly
• Form 943
• Form 944
• Household Employer
The section from Name to Zip Code contains the Client’s principal address. The Continuation or D/B/A field can hold either the continuation of the Client’s name, or the name under which the Client does business. If it is a trade name, add the letters DBA to the front of the name, as in Tom Jones Enterprises DBA Alice’s Restaurant
The Federal Tax ID must be the one issued to the entity in the Name field. Only FEIN’s can be entered.
Entries in the Contact Person and Title print on reports (if specified under Preferences), and Client bills.
The EFTPS PIN is used for IRS electronic deposits and prints on the EFTPS report.
Enter the number of hours in a standard work week for this Client in Work Week.
Standard Charge is not currently used.
Payroll States
A Client can have taxes withheld or accrued for up to three different states. This section provides definitions of the states for which this Client is reporting payroll. No state needs to be the same as the Client’s home state. Employees can only have taxes withheld or accrued for states that appear here.
If a Client needs to be able to withhold and report for more than three states, set him up under as many client numbers as you need to accommodate his needs.
When it comes time to create reports such as Form 941, create a consolidated Client to group all of the clients together for the purposes of preparing the report.
1. Type the state code, or press the down arrow to select a state from the State 1 box. (The Client’s mailing state is the default.) The name of the state now replaces None assigned.
2. Enter the State Tax ID Number, if applicable. Try to maintain the formatting that is used by the state, including spaces. If there’s not enough room, remove spaces, dashes, and other punctuation.
3. Enter the SUTA ID Number. This field is required. Try to maintain the formatting that is used by the state, including spaces. If there’s not enough room, remove spaces, dashes, and other punctuation.
4. Enter the SUTA Maximum Wage and SUTA Rate % from your files.
• Note for New Jersey Clients. Enter your NJ Registration number with no punctuation plus /000 (e.g. 123456789/000) in the State Tax ID.
• Enter the 4-character Alpha Code that New Jersey has assigned to this client. Alpha codes print beside the Registration Number on most forms you get from the state. An alpha code usually is the 1st 4 characters of the client's name.
5. The last part of each state is where you define the tax status of contributions to §125 Cafeteria Plans for:
• State Tax Withholding – W/H
• State Unemployment – SUTA
• State Disability – DI
6. The default is Taxable for all three taxes. To exempt plan contributions from a specific tax, just click on the label. A checkmark or an X shows beside any exempt tax.
7. Repeat for States 2 and 3 if needed. Note – States must be assigned in order.
Departments
Each Client can have up to 20 departments. Departments can be used to group input, and special forms of the Registers showing department totals are available. An employee can be attached to one department during the year. If you need to divide an employee between departments, try using different income labels to identify the department.
This screen shows the default labels supplied for any new client.
• The Code is an identifier. It appears in the Department box of the employee Pay Rates tab, and wherever a shorthand form of the department name is printed. It can be up to eight characters. Alpha characters are converted to upper case automatically.
• To blank out a code, press the Delete key with the code highlighted in Edit mode.
• The Description is a 19-character descriptive name for the Department.
Bank Information
Bank information is used when you have the MICR option, and by Direct Deposit. In all other cases, this window can be left blank.
1. Enter the Name and Street Address of the bank as it appears on the check.
2. Fraction refers to the tracing number that is printed on most checks. It is often in very small print, and usually formatted like a fraction 12-34/5678.
3. If you are doing MICR for this Client, enter the three elements into the three Fractions fields.
If there is no fraction on the check, enter zero in all three fields.
4. Put the bank account number into the Account Number field. Use a capital C to represent the on-us symbol and include any spaces between the last routing and transit symbol and the start of the Account number. Include any imbedded blanks and dashes.
5. Enter the nine-digit Routing and Transit number into its field. CCIS Payroll verifies the entry by computing the Check Digit and comparing it to that in the number.
6. Choose the appropriate Account Type, Checking or Savings.
7. The MICR Information area contains three options used with the MICR Encoder. Select Use logo file if you have purchased a logo file for this Client from us.
8. Choose from three signature options:
• One signature line to print 1 signature line on the check
• Two signature lines to print 2 signature lines on the check
• Use Signature File to have the check signed using an optional purchased signature.
9. Enter the number of copies to print where indicated.
10. The Direct Deposit area holds information used for Direct Deposit.
Preferences
Many of the options for this Client are set on the Preferences Tab
The Checks area is where you choose the type of check, how you want them to be sorted, and options for the check stub. Select a style from the Check Format section. The available styles are:
• Business-size QuickBooks® format PPQ3L1 with the check on top and two blank vouchers.
• Complete current and YTD information is printed on a Phoenix Phive PP1L1 laser check with preprinted top stub and blank bottom stub.
• Complete current and YTD information and associated titles are printed on a Phoenix Phive PP3L1 laser all purpose check that has a blank stub on top and bottom.
• The Voucher Only option produces vouchers to give to your employees using Phoenix Phive VOUCHERCONT (dot matrix) or tri-perforated VOUCHERLASER.
Checks can be sorted in four different ways. Choose the one you prefer from the Arrange checks by section. Selecting, Don’t sort results in checks being printed in the order that the employees were entered into the Employee Master file.
In the Stub Options area, choose any of:
• Print message causes CCIS Payroll to stop before printing and request a message to print on the check stub or voucher.
• Print FEIN prints the Client’s FEIN on the check stub. This is required of certain agricultural employers.
• Print available Sick Hours and Print available Vacation hours causes the selected item to be printed in the message box on the check stub or voucher.
The section on Tipped Employees offers two options:
• Select Force Minimum wage to have CCIS Payroll add enough wages to the employees’
earnings so that they are paid at least the Federal Minimum Wage as stored in the Tax Table.
CCIS Payroll computes the hourly rate after allowing for tips deemed wages. If it is below the Federal Minimum wage, CCIS Payroll adds the required difference in Income field #8.
• Sometimes there are insufficient cash wages and charge tips to pay the required withholdings.
By checking Reduce W/H to cover taxes on tips, you tell CCIS Payroll to reduce first Federal, then State and Local withholdings enough to achieve a zero-balance check, if possible. FICA and Medicare are not changed.
The Reports area sets options for Form 941 and other reports.
Select Sign reports with Contact Name and CCIS Payroll inserts the Contact Person’s name and title if the report has room for it, into the report.
If the Firm is a Paid Preparer for the Client, select Firm is Paid Preparer for Client. CCIS Payroll will insert information from the Firm as appropriate on the report being prepared.
Select the appropriate selection in the Deferred Comp area.
Labels
CCIS Payroll has 16 income labels, eight for regular employees, and eight for 1099-MISC recipients.
Every income label can have a rate associated with it in the Employee Master file. When a label is not blank, the content of that field becomes visible both literally and figuratively. Blank labels are omitted from all reports and all calculations. The space they would normally occupy on input screens is blank and the cursor doesn't stop. However, all non-zero amounts print in the registers, whether or not a label exists. Some features of Industrial Strength Payroll, such as fringe benefit recording, require certain labels.
1. For one-state employees, whose Master Record has a blank in Payroll State 2, there are eight income labels for regular pay, and eight for 1099 pay.
2. For two-state employees, whose Master Record has a state in Payroll State 2, labels numbered 1 to 4 and 9 to 12 apply to Payroll State 1. Labels numbered 5 to 8 and 13 to 16 apply to Payroll State 2.
3. All employees in a Client have the same 12 deduction labels. When you create a new Client, these labels are created by default:
To change a label:
1. Click in the field of the label you want to change.
2. Enter whatever you want as the label.
3. To blank a label, select it, and then press Delete.