Use this routine to define types of wages and deductions for existing payroll series. The column types you define will appear on the payroll/vendor journal.
Depending on your response to the Medicare Column in PF prompt in program SI, Menu Selection 1 (3,2), CLS will automatically create a Medicare column when a new employee series is added.
Choose 3 from the PF menu and respond to the following prompts:
Payroll Series
Enter a payroll series number, or press F1 to select the series from a pop-up list.
Continue? (Y,N)
Press Y to continue, and the following screen appears:
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Note: The above screen displays account and column definitions for an employee series in the JCC sample ledger, which is set up for an eight-column payroll journal. Your screen will be slightly different if you selected a 16-column payroll journal.
Use this screen to define payroll journal columns 2 through 8. Although several general ledger accounts may be associated with column 1, only one account may be associated with each of the other columns. For an exception to this rule, see the following Range prompt.
Note: Taxability flags are shown for columns affecting gross pay. These flags indicate that a column is included in various gross wage categories. You can more easily determine the flags that are set (and can change them if needed) by referring to Menu Selection 5, Revise Payroll Column Taxability.
Select column to edit: (1-8)
Enter the number of the payroll or vendor journal column to be revised. You must define the columns you want to appear on the payroll or vendor journal. You may skip prompts for columns that will not appear on the payroll or vendor journal.
Col Heading
Enter a 10-character description to be used as the heading for this column on the payroll or vendor journal.
Column Types for Employees
For an E (employee) series, select a column type from the choices below, or leave the column type field blank if the column is not to be reported on payroll reports such as a W-2, 941 or state
unemployment continuation sheet. Press F1 to select from a pop-up list of employee column types.
Employee Column Types
* Gross pay N, N1 Uncollected FICA on tips
A FICA Withheld N2 Uncollected Medicare on tips
B Federal Income Tax Withheld N3 Uncollected FICA on Group Insurance
C, C1 State 1 income tax withheld N4 Uncollected Medicare on Group Insurance
C2 State 2 income tax withheld O Other compensation (also O1-O4)
D, D1 Local 1 income tax withheld O5 Distrib from unqual section 409(a) plan
D2 Local 2 income tax withheld O6 Military basic quarters and subsistence E Earned income tax credit O7 Excludable reimbursed moving expenses F Fringe benefits auto (also F1-F9) O8 Distribution from unqualified section 457 plan G Excess group life insurance O9 Distribution from unqualified non-section 457 plan
H1 Hours worked (in) P, P1 Excess golden parachute payments
H2 Hours worked (out) P2 Nontaxable combat pay
I Information to be printed in Box 14 Q, Q1 Dependent care benefits I1 S-Corp officer’s medical insurance Q2 Health insurance
J Allocated Tips Q3 Medical reimbursements
K, K1 Section 401 (k) contributions Q4 Archer medical savings account contributions
K2 Section 403 (b) contributions Q5 Adoption benefits
K3 Section 408(k) (6) contributions Q9 Employer contrib. to health savings account K4 Section 457 contributions R Per diem for business expenses
K5 Section 501 (c) (18) (D) contributions S Sick pay not included in income K6 Section 408 (p) contributions - SIMPLE IRA T, T1 Straight tips
K7 Section 409 (a) contributions T2 Tips deemed wages
Continued on the next page
Payroll File Maintenance (PF) 2-27
Employee Column Types
K8 Kansas Public Employees Retirement U SUTA withheld
K9 Cafeteria Plan V SDI withheld
KA Roth contribution to Section 401(k) W Income from non-statutory stock options KB Roth contribution to Section 403(b) X Don't clear column at year-end
L Gross earned under prior entity Y FICA portion of Gross (household/ agriculture) M Medicare withheld
Column Types for Vendors
The column type determines where the column balance will print on the 1099 or 1098 form. Enter a valid column type, or leave the column type field blank if the column type does not affect
1099s/1098s. Press F1 to select from a pop-up list of vendor column types. Column types for a 1099-MISC series are listed below.
Note: For 1099 and 1098 forms, CLS uses the box numbers on each form as column types.
1099-MISC Column Types
1 Rents 10 Crop insurance proceeds
2 Royalties 13 Excess Golden Parachute payments
3 Other Income 14 Proceeds paid to an attorney
4 Federal income tax withheld 15 Section 409 (a) deferral (15a)
5 Fishing boat proceeds 16 State income tax withheld
6 Medical/health care payments 18 State income
7 Non-employee compensation 19 Section 409 (a) income (15b) 8 Substitute payments in lieu of dividends and interest X Don't clear column at year-end
+/-
Enter the normal sign associated with each column on the payroll or vendor journal: debit (+) or credit (-). These signs are used in program ET during payroll entry (entry mode 6) and in program EF, Menu Selection 2, to provide the proper sign for an amount entered without a sign.
Account...Account
Column 1 Accounts: Enter a range of gross pay accounts. Payroll or vendor transactions entered in ET with an account within the range, or matching one of the additional accounts, accumulate into column 1 on the payroll journal.
Column 2-8 Accounts: Enter the account associated with this column on the payroll or vendor journal. CLS assigns payroll or vendor transactions with a valid column number or account to the proper column on the payroll journal and to the correct account in the ledger.
Range
Except for column 1, you may normally assign only one account to each payroll or vendor journal column. If you want to associate a limited range of accounts (e.g., 14001 to 14099) with this column, press Y. Only the departmental digits will be allowed to vary.
Add'l
For a column 1 account, you may define up to 12 separate gross pay accounts in addition to, or instead of, setting up a range of accounts. Press F1 to enter additional accounts.
Series '100' has been updated.
CLS updates a column once you return to the Select column to edit: (1-8) prompt. Select another
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column to edit, or press Esc to return to the Payroll Series prompt. You may select another series, or press Esc again to return to the PF menu.