COMPANY DATA ENTRY MENU

COMPANY DATA ENTRY MENU

This program is required as the first step in setting up a new payroll system, as it creates the employee master file (if it does not exist) and accepts data that affects all employees on the master file as well as company name, add ress, etc. The program is used to set and maintain the number of pay periods in a year, all re curring ded uction s, and a ll departme nt nam es.

SE SET COMPANY DATA

This menu selection is used only when an entirely new payroll is being set up and no data has bee n pre viously e ntered . It creates a new master file on the Drive or D irectory you choo se, and prompts for initial data required to set up the system. If a payroll master file already exists, use selection CH instead .

CH CHANGE COMPANY DATA

PR PRINTER DEFINITION

Multiple Printer support allows you to (for instance) use one printer for checks and another for reports. Once each printer has been defined, selection is easy: even between dissimilar printers such as a laser and a dot matrix. The definition includes provision for any control codes to be sent to each printer, and also conditions Payroll to produce the proper printed page length for each printer. Up to four printers may be defined. This selection can also be accessed from the pull-down Utilities menu: see Appendix A for a complete description of the P rinter D efinition fac ility.

TC USER-DEFINED TAX CODE DEFINITION

Use r-De fined T ax C ode s allow yo u to instan tly acco mmoda te new a nd un usual tax treatme nts as the U.S. Congress and various State Legislatures invent them. You don't have to bother your entire staff with the details: just define the special tax codes "W", "X", "Y", and "Z" as you need them, and let your o rganization kno w what situations each co de cov ers.

PV PRIVACY POLICY SETUP

This selection controls when the employees’ Social Security Numbers are displayed. The operator can set privacy for each applicable function, and set the character used for masking the SS N. T he pa sswor d leve l required fo r chan ging p rivacy se ttings is also c ontro lled by this selectio n.

EA EXTENDED ACCOUNTING SETUP

Th e op tional E xtend ed A cco unting fea ture allo ws you to pro duce bala nced Payroll Jo urnals each pay period for use by a General Ledger system. The Extended Ac counting system has no effect whatsoever upon your paychecks and tax reports: it is simply another way of

classifying payroll data. The EA selection on the Compa ny Menu allows you to enter account numbers at the Company and/or D epartment level. In simple accounting schemes (everyone uses a common set of accounts), the Company Accounts are the only account numbers you will ever need to enter. In more complex schemes, the Company account numbers will serve as defaults for those cases where no account numbers have been entered at the Department or Employee level. This menu selection will not appear unless the optional feature is enabled and the “U se Ac count Nu mbe rs?” selectio n on the Ba sic Co mpa ny Infor matio n scree n is answe red “Y .”

DD DIRECT DEPOSIT COMPANY SETUP

The op tional Direct Deposit Company Setup selection provides a means to enter the company bank name and Transit Number used for Direct Deposit, and enables or disables the Direct Depo sit feature. This menu selection appears only if the Direct Deposit feature is present and has been installed.

DK DATACHECK COMPANY DATA SETUP

SE: SETTING UP A NEW PAYROLL

NOTE: You can also create a new payroll data directory from DOS by

using the "MD" command, or from Windows by using the File Manager and “Create Directory”; and then copying the TAXTBL.PAY file from your \PAYROLL directory to the new payroll data directory.

The general pro cedure u sed to establish a new payroll is:

1.

W orking from the D AT A P AT H A ND VID EO CH AN GE S me nu, use th e "A L" se lection to add the new payro ll data p ath to the payro ll path libr ary.

2. W orking from the D AT AP AT H A ND VID EO CH AN GE S me nu, use th e "S L" se lection to select the new d ata pa th. Alternatively, you can se t the data path withou t add ing it to the p ath library b y using " CD " selec tion witho ut add ing the d ata pa th to the lib rary.

3.

Select "CO" from the main menu. On the Company Data Entry menu, select "SE" (SET company data) to create the new payroll. If the data path refers to a new directory, the SET com pany data se lection will create it. SET Compa ny Da ta will also c opy th e tax tab le file (TAX TB L.PAY ) from the \PAY ROL L program directory to the new payroll data path. 4. Continue using the SET CO MP ANY DAT A selection to create a MA STE R.PAY file in your

Payr oll D ata dire ctory.

The first step in building a new Payroll Data file is establishing the Master Password and the User Password. Then the program will ask for information about the company and ask you to make some choices as to how this payroll will operate. From this information, SE will create a new Payroll Master file.

The general order in which information is collected during SE is: 1. Company Information

2. Deduction Information 3. Department Names 4. State ID’s

5. Pay Category definitions 6. Locality Names

7. Other Tax Authority Names

CH: CHANGING COMPANY DATA

When "Change Company Data" (CH) is chosen from the menu, the existing company data can be accessed randomly from the Change Com pany Data menu.

IMPORTANT CAUTIONS:

Norma lly, the change company data routines are only used to edit company information when a payroll is being set up and before any employees have been put on the master list. It is seldom used once a payroll file has been established and put in use. If you use this routine on an established employee master file, please note the following:

The com pany name, address and taxpayer I.D. numbers can be changed freely, but remember that the deduction names, department names, and pay period affect every employee on the master list. If you are changing any of this information after employees have been put in the master list, read the inform ation b elow.

If you must remove a deduction name or change the order of the deduction names, wait until a new year begins (so there won't be totals to worry about), change the deduction names, and then correct the deduction amounts and methods for every emp loyee.

The same co nsiderations apply to department names. W hen changing one name, the sequence of the dep artme nt nam es mu st be m aintaine d.

The dep artment number code associated with each employee simply specifies the position of the department in the list, and the list is consulted for the department nam e. T herefo re, scra mblin g dep artme nt nam es will also scram ble the dep artme nts to which employees are assigned. If the order of department names is changed, then the department information for every employee may also have to be changed.

COMPANY BASIC INFORMATION

Your Co mpany Information screen's appearance may be not match the illustration above exactly. The Company Information screens are automatically reconfigured to reflect any optional modules you may have in your system.

COMPANY NAME Enter your company name exactly as you wish it to appear on reports. The

name may contain any letters and any punctuation you desire, up to 32 characters in length.

STREET ADDRESS

Enter street address or post office box number here, using standard postal ID. This information is printed on W-2 forms and associated submittal documents (W-3, IRS forms 655 9 and 656 0).

CITY, STATE, AND ZIP CODE The ope rator is asked for each of these items individually: the

program then formats the last line of the address from the information given. The State must be the Standard Postal ID, which is a two-character abbreviation.

FEDERAL ID #

Enter your federal Ta xpayer's Iden tification N umb er or a s requ ired o n qua rterly reports, W-2 forms etc. Federal ID # should not conta in spac es or h yphens; enter only num eric characters; om it all prefixes and suffixes.

PAY PERIOD SELECTION Select the number of pay periods in one year by entering one of

the numb ered cho ices.

1 WEEKLY (52 PERIODS PER YEAR) 2 BIWEEKLY (26 PERIODS PER YEAR) 3 SEMIMONTHLY (24 PERIODS PER YEAR) 4 MONTHLY (12 PERIODS PER YEAR)

5 Misc/Other (Operator entered # periods/year)

If you choose the Misc/Other period selection, you will be asked to enter the number of pay periods per year. This selection can be used to run Daily, Quarterly, or Annual payrolls. Since taxes are pro-rated based on this entry, you can also use this feature to make a Comp any-wide adjustment of the taxes w ithheld fro m a yea r-end Bo nus or other irr egular ly-occu rring p ayroll.

This pay period interval will then apply to all employees in the current payroll: both hourly and salaried.

This setting is used by the Calculation routine, and will only affect employees whose pay reco rds a re ca lcula ted w hile this se tting is in e ffect. You cannot change current period results b y mere ly chang ing this selec tion witho ut re-calc ulating.

If you ro utinely use severa l different p ayroll p eriod s, you sho uld p rob ably esta blish a se para te payr oll file for each pay period interval in order to simplify your workflow.

Norma lly, the pay period code will never be changed once a payroll system has been established, but if your co mpa ny shou ld cha nge fro m on e pay p eriod to ano ther this is ea sily acco mplish ed. If you

change the pay period code, be sure to also change the pay rate for all salaried employees, since they

are paid by the period. The pay rates for hourly employees will not be affected.

STANDARD HOURS/YEAR:

This selection determines how the system calculates the equivalent hourly rate for salaried employees. A standard 40 ho ur/week situation would be 2080 ho urs per year; but other factors, including state law, may require another value.

DEFAULT EMPLOYEE STATE: This selectio n dete rmine s the de fault state to be use d for sta te

tax purposes (aka “Tax Home”) for new employees. This is a convenience feature only, and can be easily overridden by the operator during employee add or change.

The prog ram s wh ich p rint these form s will also work with a wid e var iety of co mp atible form s wh ich a re no t explicitly listed. Yo u ca n ob tain fo rma tted sa mp le prin touts fo r all available styles by using the Print Samples (PS) selection on the Checks menu.

If you have additional requirements, you can create customized check forms by using the User-De fined C heck Bo dy facility de scribe d in C hapter 10 .

PRINT SALARIED HOURS: As disc ussed in the E mplo yee D ata E ntry cha pter, C ustom Payroll

uses " equivalent ho urs" inte rnally to figu re "e quiva lent hourly rates" for salar ied p erson nel.

Alternatively, the hours associated with salaried personnel will come from operator entries when an employee is set up as “Reporting Salaried.” This selection is used to control whether these "equivalent hour s" are printed on p ay stubs or no t.

OMIT VACATION HOURS: This selection is pro vided for tho se who either d o not wan t to use

Payr oll's Vac ation A ccum ulator feature, o r who are rev ising the V acatio n due amo unts and need to temporarily disable Vacation reporting on check stubs until all Vacation due is entered and verified.

PRINT HOURLY YTD ON CHECKS: This selection controls the appearance of the pay stubs

of hourly employe es.

PRINT DEPARTMENT NAME ON CHECK STUBS: This selection determines the

app earan ce of c heck stubs.

AUTOMATIC DATE STAMP/ AUTOMATIC TIME STAMP: You can cho ose to have

mos t of the l pa yroll rep orts au toma tically stamp ed with the cur rent da te and /or time of day.

This is especia lly useful whe n runn ing large r or mo re com plicated p ayrolls wh ere making corrections is a normal part of your work flow: with the current Date and Time in the hea ding of ea ch p age , you can read ily find th e "m ost rec ent" Pa yroll R epo rt.

USE JOB NUMBERS? If you wish to track payroll expenses by job, check this box. If this box

is not ch ecke d, the syste m will no t ask you to enter any jo b num bers d uring P eriod ic Da ta Entry.

USE ACCOUNT NUMBERS?

The payroll system can store the general ledger account numbers that you associate with various payroll totals, and display these numbers on the Current Report. DAT ASM ITH can also provide a semi-custom module to transfer its totals with these account numb ers to files usable by othe r pro gram s. The acc ount n umb ers ma y be re formatted b y this module to the target system’s specifications during the transfer. For data entry and display purposes while the data is w ithin Pa yroll:

The Standard Acco unt Num ber form at is: nnnnnnnnnnnnnnnn An O ptional Altern ate form at is also a vailab le: nnnn.nnnn.nnnn.nnnn

If you want to store account numbers, check this box and you will be prompted for account numbers during the periodic data entry process. If you leave the box unchecked, the system will not ask for accoun t numbers.

Job N um ber is Alternate Dep t: If your DATASMITH™ Payroll includes the Extended Accounting Option and you have checked the “USE ACCOUNT NU M BE RS” bo x , the scre en will allo w you to make this selectio n. If this bo x is checked, an account number attached to a pay item will be interpreted as the

CARRY POSITIVE BALANCES FORWARD:

This selection, if marked "YES" , allows the system to accumulate pay for employees and defer the payout until a check is actually written in a future pay p eriod .

M in. Paychec k Amo unt: If your DATASMITH™

COMPANY-WIDE REGULAR DEDUCTIONS

You may establish up to twelve (factory-expandable in groups of 12) Company-wide Regular Deductions. Regular Deductions are not used to assess Fed eral, FI CA , State, Loca l, or O ther taxe s: A completely separate mechanism is provided for tax calculation and deduction. You can order a 56-State a nd 1 00-L oca lity configur ation o f Custo m P ayroll an d still have all twelve d eductions a vailab le to use for various benefits and other internal purposes. Use Regular Deductions where more than one employee is affected, the deductions occur on a regular schedule, and a YTD accumulation of each deduction is required. For irregular (especially one-time) deductions, the Special Deduction feature (described in Periodic Entries) is usually more appropriate unless the de duction is pa rtially or tota lly tax exempt. Deductions receiving special tax treatment should always be set up as Company-Wide Deductions in order to make their accumulated YTD value available for reporting on W-2 or 1099 reports.

The amount of each deduction and the method used to ca lcula te the a mo unt is controlled individually for each employee by entries in the Employee Data Record.

Tax treatment of each Deduction is controlled Company-wide by the Company Record. A given ded uction may b e made " active" or "in active" at the time of periodic data entry for a ny given payro ll cycle. This permits you to (for instance) take deductions monthly even though you are running a week ly payro ll.

ESTABLISHING A REGULAR DEDUCTION

negative net pay. To "erase" a deduction, simply enter a blank name. Deductions which are not used by a particular employee will not appear on his pay stub.

TAX TREATMENT CODES FOR REGULAR DEDUCTIONS

Each deduc tion is associated with a code which determines the tax consequences of the deduction and whether or n ot the d eduction a ffects one of the tw o acc umula tors m aintaine d for e ach e mplo yee. Th ese co des c an be repre sented in a table as follow s:

Code Meaning

))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))

A I Q - REGULAR, deducted after tax. B J R - FICA Only, deducted before Fed. & State tax C K S - TAX EXEMPT, deducted before any taxes are computed. D L T - ALL EXCEPT FICA: Fed. & State but no FICA taken. ^ ^ ^

* * *

* * .)) Reduces auxiliary accumulator.

* .)))) Reduces advance accumulator.

.))))) No accumulator affected.

REGULAR

tax handling is selected by using codes A, I, or Q. For these codes, the deduction is subtracted from net income after all taxes have been calculated, so they have no effect on the taxe s paid by the emplo yee.

FICA ONLY

tax han dling is selected by using cod es B , J, or R . The se co des a re usua lly used for tax-deferred amounts, and may be appro priate to handle deductions for qualifying tax-de ferred pension p lans, including IR A, K eogh and 401 (k) pla ns.

TAX EXEMPT

ded uction s are selected with co des C , K, o r S. If this tax ha ndling is selected, the deduction is made from the employee's gross income, and represents a salary redu ction. O nly the am ount after this type of deduction is reported as income to the employee. This type of deduction may be appropriate for certain "cafeteria plans" whereby the employer makes certain payments (such as for health plans) on behalf of the employee, but the paym ents are not co nsidered inc ome .

ALL EXCEPT FICA

tax handling using codes D, L, or T is appropriate for certain other "cafeteria p lan" item s.

You can handle tax situations other than those described above by using codes W, X, Y, and/or Z, which are defined by the User-Defined Tax Code definition facility described later in this chapter.

Always check with a tax advisor who is familiar with your specific situation before using the FICA ON LY , TAX EX EM PT, o r AL L EX CE PT F ICA tax trea tment co des! The app licable laws and

regulations are complicated, State-peculiar, Locality-peculiar (in OH ), and subject to frequent changes. In addition, the tax treatment appropriate for your benefit plan depends upon how (and sometimes when) your plan was established. Never assume that all 401(K), 403(b), or Section 125 plans are the same : check with your plan’s a dmin istrator to be sur e.

Typ ical Regular D eductions includ e group insurance plans to which the emp loyee make s a

ACCUMULATORS

Accum ulators (Adv ance, Aux iliary) are used for paym ent progra ms (adva nces, loans, limited IRA, depo sits, etc.) or for limited deductions. The payroll system maintains two ac cum ulators for eac h emp loyee.

The first accumulator, called the ADVANCE accumulator, is used to keep track of pay advance s or o ther am ounts w hich the emp loyee o wes the emp loyer.

The second accumulator, the AUXILIARY accumulator, is for a user-defined purpose. The auxiliary a ccum ulator c an be used (for instan ce) in any case where a pre deter mined amo unt is to be paid in installme nts. W age ga rnishm ent is a co mmon use of the au xiliary acc umula tor. Deduction codes A, B, and C do not affect an accumulator. Codes I, J, and K affect

the ADVANCE accumulator. Codes Q, R, and S affect the AUXILIARY accumulator.

When a deduction is associated with an accumulator, the balance of the accumulator is reduced each time the deduction is taken. If the amount of the deduction is greater than the balance in the accumulator, the amount is adjusted automatically to equal the accumulator balance, so that the accumulator balance becomes zero. W hen the accum ulator balance reaches zero , the deduction stops.

DEPARTMENTS

Dep artme nt Nam e: You may enter up to 24 department names using from one

to ten characters per name. When the Current Payroll Report is

printed, the system will provide pay totals for each department if you have used the Utility program to create "departmental keys" (see

(but only one) of the departments you specify when employee data is entered. All employees must be assigned to a department, so you must name at least one department. Typical department names might be:

OFFICE, PRODUCTION, SALES, CLERICAL, MANAGEMENT, etc. To "erase" a department, enter a blank name.

STATE ID NUMBERS

A line is provided for each state: the states for which your system is configured will appear in high intensity (info rmatio n for state s show n in low in tensity is NOT US ED ). Ente r the Sta te ID assigne d to the Company for each State exactly as it is to appea r on all reports for that State. This ID is used on W-2's and standard State Quarterly Reports. Some state-peculiar quarterly reports have provision for a different ID for quarterly reporting: use the ID which is used on W-2's on this screen

USER-DEFINED PAY CATEGORIES

This feature allow s the user to classify and accum ulate pay in new ways, with perio d and Y TD totals. In ad dition, the tax treatm ent and hand ling of these cate gorie s can b e altere d to su it your ne eds. W hile the effects of Tax Treatment control can be duplicated using combinations of Predefined Pay

Categories and Defined Regular Deductions, the control of Handling is unique to the User-Defined Pay Categories feature. As a result, the user has unprecedented control over:

* How payroll data is collected and classified * Th e app earan ce of p ay stubs and o ther rep orts * Handling special items such as Imputed Income * Handling tax-exempt or tax-deferred pay

Category Name: The user, through an additional screen in the Company data entry and changes

section, can enter a Pay Category Name o f up to ten alphanumeric characters, including spaces and punctuation. These titles will appear on reports, pay stubs, etc. exactly as entered. To "erase" a User-Defined Pay Category, enter a blank name. Some Category Names can cause special processing:

PRE MIU M/SP ECIAL CAT EGO RIES: If a User-Defined Pay Category Title begins with a plus sign ("+"), the associated hours are not added to Total Hours for the pay perio d, bu t do a ppe ar on the pa y stub with th e asso ciated pay item .

STA ND ARD RAT E CA TE GO RIES: If a User-Defined Pay Category Title begins with an ampersand ("@" ), the Default Rate defined for this pay category will be the Standard Rate used to calculate gross pay for the current line item. The Standard Rate will override any rate on file for a particular employee. This feature is useful when the job deter mines the rate o f pay.

FLAT AM OU NT CAT EGO RIES: If a User-Defined Pay Category begins with a space (" "), then the Default Rate defined for this pay category will be interpreted as the gross amount due for this line item, regardless of any rate on file or the hours entered. This feature is useful when there is a flat amount paid for a particular job. BO NU S/NON REC URR ING PAY CAT EGO RIES: If a User-Defined Pay Category Title begins with an asterisk ("*"), the pay item will go through a special

Tax Cod e: Each User-defined Pay Category is assigned a Tax Code, a default Rate (as a multiple of

Regular rate) and a Handling Code.Valid Tax Codes are the same as used with Special Pay or Regular Deductions (ABCD IJKLQRST ). We recommend that all unused User-Defined Pay Category Tax Codes be set to "A".

Rate: The “Rate” is a Default Rate used to speed the Periodic Entry process by providing the

"normal" rate for each category automatically. This rate can be over-ridden by the operator during Periodic Entry. If a zero "Default Rate" is entered, the operator will always asked to enter Gross Pay rather than hours and a rate when this pay category is used.

Handling: The H andling Code defines the flow of the pay information through the system, and

identifies any special processing involved. Valid Handling Codes identify which of the Standard Pred efined Pa y Categories the p rocessing will emulate as follow s:

1 - Regular Handling. The am ount of pay in this categor y contributes to Ad justed G ross pay an d is includ ed in c alculatio n of net pay.

2 - Overtime Handling. The amount of pay in this category contributes to Adjusted Gro ss pay a nd is inc luded in calcu lation o f net pay.

3 - Holiday Handling. The am ount of pay in this categor y contributes to Ad justed G ross pay an d is includ ed in c alculatio n of net pay.

4 - Vacation Hand ling. The am ount of pay in this categor y contributes to Ad justed G ross pay and included in the calculation of Net Pay. Hours bearing this Handling Code are subtracted from available Vacation Hours in the Employee Record.

5 - Tips Hand ling. The am ount of pay in this categor y contributes to Ad justed G ross pay, is taxed, then is subtracted out again via an automatic deduction entitled "TIPS" before ne t pay is calculated. T he autom atic deduc tion comb ines all pay from the Stand ard T IPS Category a nd an y Use r-De fined C atego ries into a single ad justme nt. 6 - Sick Pay Handling. The amount o f pay in this catego ry con tributes to

Ad justed Gro ss pay a nd is inc luded in calcu lation o f net pay, b ut is

optio nally excluded from wages reported on the Unemp loyment Report. The option is exercised at the time the Unemployment Report is produced.

7 - Non-Cash H andling. The amount of pay in this category contributes to Adjusted Gross pay, is taxed, then is subtracted out again via an automatic deduction (bearing the T itle "N ON -CA SH ") before net pa y is calcula ted.

8 - Other Handling. The am ount of pay in this categor y contributes to Ad justed G ross pay an d is includ ed in c alculatio n of net pay.

NO TE : W e do not r eco mme nd c han ging the c har acte ristics o f a U ser-D efine d P ay C ateg ory after it has been used in any one calendar year. All items requiring special classification and reporting on

The names currently assigned to Localities or Other Tax Authorities are displayed on each numbered line. When you change these User-configurable selections, you must identify the state and tax type on line 5 o f the app licable Ta x T able H ead er (using the T axtab le main tenanc e selec tion).

Behavior of a user-configurable Locality or Other Tax is determined by the entries in Line 5 of the Tax Table Header of the subject locality: 'aaaa is calculated like a type #nn Tax Authority in state = AA". This entry selects the appropriate built-in tax calculation module, assuring that you get a correct tax basis and tax calculation regardless of the name you assign. Tax calculation modules have been developed ba sed on the enabling legislation passed by each state for nearly all localities within the U.S. See the end of C hapter 14 for a com plete list of Tax M odel Lib rary Selection C odes.

Th e T ax M ode l Libra ry mere ly determ ines ho w the tax calcula tion be have s. It is perfec tly accep table to re-title and use Loca lity and/or Other selection s for AN Y tax autho rity (in any state) which can use this type of tax calculation. Spec ialized routines for uniqu e tax situation, such as those for P A towns, New Y ork City, etc., are usually NOT appropriate for localities in other states. Many tax mode ls are widely-usable, such as the Local and Other Tax Models for KY, OH, and IN.

TC: USER-DEFINED TAX CODES

User-Defined Tax Codes are provided to blunt the impact of complex new tax laws which may be passed in the future by giving each payroll user the ability to immediately define and use new tax treatm ents as necessary. Most DAT ASM ITH Payroll users will still find the predefined tax codes ade quate to co ver all tax situations in every sta te. The screen used for establishing User-Defined Tax Codes is illustrated below. If you do not need User-De fined Tax Cod es, there is no reason to use the definition facility: the definitions have no effect on payroll calculations unless you attach Tax Codes W, X, Y, or Z to a deduction or pay item.

W ARN ING : Onc e you d efine an d use T ax C odes W , X, Y, or Z , in any ca lendar y ear, DO NO T CH AN GE the definition d uring the re st of the year. You shou ld no t create

user-define d tax co des wh ich dup licate existing tax co des: the setup screen w ill warn you when a dup lication occu rs.

PV: PRIVACY POLICY SETUP

Authorized to change Privacy Settings: If “Master P asswo rd O nly” is che cked , other u sers will

be abile to view the Privacy Settings, but will not be able to change them. This setting can be changed only by a user who logs on with the Master Password.

Display employee SSN: This area allows the operator to select which payroll modules will display

the em ploye e So cial Se curity N umb er or T axpayer Id entificatio n Nu mbe r.

If a check ma rk appe ars beside the m odule, the SS N or T IN is displayed . If no check ma rk appe ars, the SS N o r TI N is m asked on d isplays an d rep orts from the m odu le, exce pt in cases whe re the S SN is requ ired b y the rep ort (suc h as the W -2 and /or 10 99-M ISC and th e qua rterly rep orts).

NO TE : If no check mark appears beside the EM m odule (Employee data entry and changes), the ope rator w ill not be able to view o r chan ge em ploye e soc ial secur ity numb ers. T his can b e a valu able security feature, but can also be a roadblock to normal operation. Consider the consequences carefully before you leave “EM” unchecked on the Privacy Policy screen.

Re plac e SS N d igits w ith... This area allows the operator to select a filler character from a

DD: DIRECT DEPOSIT COMPANY SETUP

DFI:

This 9-digit number is the “Originating Institution ID” which will be recorded in the Comp any/Batch Header Rec ord and the “Originating DFI” which will be recorded in the Company Batch Control Record of the ACH (Automatic Clearing House) file. This number should be obtained from the bank or financial institution responsible for processing your direct deposit ACH file.

TR N N o: The TRN (Transit Routing Number) number is the first four digits of the

9-digit DFI which is used to identify the source of the funds in the Direct Deposit ACH file.

ABA No : The ABA number is the second four digits of the 9-digit DFI which is used

to identify the source of the funds in the Direct Deposit ACH file.

Che ck Digit: Th e Check D igit is the last digit of the 9-d igit DF I which is used to

identify the sourc e of the fu nds in the Dire ct De pos it ACH file.

Bank/Financial Institution Name:

This name is the “Origin Institution Name” which will be recorded in the File Header Record of the ACH file unless the operator chooses ‘Company Name’ or ‘Third Party Preparer Nam e’ in the Direct Deposit Setup. Obtain the correct information from your bank or financial institution.

DK: DATACHECK COMPANY SETUP

The D ATA CHE CK O ption allows the program to laser-create the body of the payroll check on blank check stock. This option requires blank stock with a safety pattern and special MICR toner to allow mag netic reading of the M ICR line. The D AT AC HE CK Compa ny Setu p scre ens provid e the d ata necessary to compose the body of the check.

COMPANY information (for payment instrument):

The company name information can also be incorporated in one or more PCX images named LOGO1, LOGO2, LOGO3, LOGO 4, or LOGO 5. If the company name is provided in an image, the name and address fields of this screen may be left blank. The Acco unt number must always be entered in order to produce a valid check.

Name Line 1: Th e first line of the Compa ny Na me p rinted o n the ch eck b ody.

Name Line 2: Th e seco nd line of the C omp any N ame printed on the chec k bo dy.

Address: Th e third line of the C omp any N ame printed on the chec k body.

City, ST Zip: Th e fourth line of the C omp any N ame printed on the chec k bo dy.

Account #: This is the Account number which will appear in the MICR line on the check.

BANK/Financial Institution/Payment Processor information:

The bank nam e and “bank fraction” information can also be incorporated in one or more PCX images named LOGO1, LOG O2, LO GO 3, or LOG O4. If the bank name or “bank fraction” is provided in an image, the corresponding name and ad dress fields of this screen may be left blank. Contact your bank for the correct ‘bank fraction’ information.

Name: Th e ban k nam e as you want it to app ear o n the ch eck b ody.

Transit/Routing #: This number appears on the MICR line, and must always be entered in order to produce a valid check. Contact your bank for the correct number.

Ban k Fraction : The ‘City Pre fix’, ‘ABA’ and ‘Fed Reserve Routing’ numb ers will be forma tted for printing as:

(City Prefix) - (ABA) / (Fed Reserve Ro uting)

DATACHECK FEATURE SETUP

Th e DAT AC HE CK Featu re Se tup scr een se lects whic h elem ents are to be included in the chec k bo dy, and positions them. All check features are positioned from the lower right edge of the 3.5" x 8.5" chec k bo dy be cause this is the ph ysical reference poin t used b y all chec k pro cessing equip men t. Each feature can be positioned independently, and features may overlay each other. No graphic or other printing is allowed in the bottom 0.65" of the check body, as this would violate the space reserved for the MICR information. The user should always test-print some checks to verify the correct placement of all features. A MICR Document Template is shipped with the DATACHECK option to assist in this process.

Company Name, Bank Name:

Che ck these items an d spe cify their po sition and the fo nt to be used if they are to be composed from the Company information on the DAT ACH ECK Comp any Setup screen. If the information is provided in a graphic image, leave these items unchecked.

Check # Prefix:

If present, this number will be appended to the front of the 6-digit payroll check number.

Always printed if checked: LOGO1.PCX, LOGO2.PCX, LOGO3.PCX, LOGO4.PCX,

LOGO5.PCX