CORPORATE HEADQUARTERS

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CORPORATE HEADQUARTERS

Advantage Payroll Services, Inc. 126 Merrow Road PO Box 1330 Auburn, Maine 04211-1330 Tel: 1-800-876-0178 http://www.advantagepayroll.com Edition 19.03.00

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This user guide is provided as an informational service only. Advantage attempts to provide quality information, but makes no claims, promises, or guarantees about the timeliness, accuracy, completeness, or adequacy of the information contained in this user guide. The information provided is the property of Advantage, its affiliates, or its licensors and is protected by copyright, trademark, and other intellectual property laws.

Advantage makes no representations or warranties as to this user guide or any information provided in this user guide. Information provided in this user guide is provided as is without warranty of any kind, either express or implied. Advantage reserves the right to add, delete, change, improve, or update the information on this user guide without notice. Advantage assumes no liability or responsibility for any errors or omissions in the content of this user guide. Your use of this user guide is at your own risk. By using the user guide, you release Advantage from any and all claims that may result from your use of the guide.

© 2015 Advantage Payroll Services, Inc. All rights reserved.

ADVANTAGE® and INSTANT PAYROLL® are registered trademarks of Advantage Payroll Services, Inc. Other trademarks used herein are the property of their respective owners, are registered where indicated, and are used by Advantage under license from their respective owners.

Document number - IP19

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Instant Payroll User Guide

Table of Contents

Introduction

Introduction ... 1

How this Guide is Organized ... 1

System Requirements ... 1

Is Instant Payroll Right for You? ... 2

Chapter 1 - Getting Started Log into Instant Payroll ... 1

Home Screen Overview ... 3

Home Screen Elements ... 4

Navigating Modules, Options, and Employees ... 5

Navigating Modules... 5

Navigating Options ... 6

Notes about Navigating Modules and Options ... 6

Navigating the Employee List ... 6

Employee Drop-down List ... 7

Selecting Employee Records ... 7

Chapter 2 - Tutorial Request a Test Client ... 1

Other Information Regarding the Test Client ... 2

Chapter 3 - Administration Modules Included ... 2

Quick Entry Customize ... 3

Employee Import Process ... 4

Initial Configuration ... 4

Import Data ... 6

Synchronize Process ... 7

Edit Existing Mappings ... 9

Employee List – Pending Employee List ... 9

Audit Reports ... 9

New Hire Wizard ... 11

New Hire Wizard Customize ... 12

PTO Descriptions ... 13

PTO Description Customize ... 13

Preferences – Employee List ... 14

Interfaces ... 14

Input Warnings ... 14

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Chapter 4 - Company Information Company Information ... 2 Company Options ... 3 Company Div/Dept/Job ... 3 Division ... 4 Department ... 4 Deductions ... 7

Company Deduction Information ... 7

Deduction Types ... 10 Deferred Compensation ... 13 Basic Table ... 14 Match Table ... 15 401(k) Catch-Up ... 17 Earnings ... 18 Company Earnings ... 18

Company Earnings Information ... 19

Earnings Types and Description ... 23

Employer Paid Benefits ... 24

Employer Paid Benefit Information ... 25

Employer Paid Taxes ... 27

Company Employer Paid Taxes ... 27

Paid Time Off ... 28

Company PTO Plans ... 28

Company PTO Plan Information ... 29

Vendor List ... 31

Company Vendor Information ... 32

Workers’ Compensation ... 34

State & Local Taxes ... 36

Work/Withholding State ... 36

Active Local Taxes ... 37

Employee Self-Service ... 39

Activation of Self-Service ... 39

Employee Self-Service Access ... 43

Employee Information ... 45

Chapter 5 - Employee List Employee List ... 1

Customizing the Employee List View ... 2

Employee Options ... 3

Add a New Employee Profile ... 4

Employee Information ... 5 Employee Wages ... 6 Rates ... 7 Recurring Earnings ... 8 Group Codes ... 8 Employee Wages ... 9

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Additional State Tax ... 14

Workers Comp Classification ... 15

Local Taxes ... 15

Employer Paid Taxes ... 15

Employee Deductions ... 17

Deferred Compensation ... 21

Employee Deferred Compensation ... 21

Direct Deposit ... 21

Important Facts about Direct Deposit ... 22

Employee Direct Deposit ... 22

Employee PTO ... 24

Employer Paid Benefits ... 25

Paycheck History ... 27

Employee Paycheck History ... 27

User Access ... 29

Online Security Roles... 30

Chapter 6 - Payroll Processing Payroll Header ... 1

Payroll Header Set up ... 2

Employees to be Paid ... 5

Group Codes ... 6

Select Reports ... 6

Report Frequency ... 7

Instant Payroll Reports ... 9

Quick Entry ... 14

Quick Entry with Input Warnings ... 14

Quick Entry Table ... 15

Paycheck Entry ... 16

Paycheck Entry with Input Warnings ... 16

Regular Paycheck ... 17

Void a Paycheck ... 19

Payroll Totals ... 20

Payroll Preview Function ... 21

Submitting your Payroll ... 22

Rebuild Payroll ... 23

Health Care Assessment ... 23

Chapter 7 - Check Calculator Check Calculator ... 1

Employee Paycheck... 2

Earnings Table ... 3

Deductions, Taxes, and Editable Statuses ... 3

Calculating and Saving the Check ... 5

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Chapter 8 - Reports

Reports Payroll List ... 1

Important Reports Information ... 1

Reports Payroll List ... 2

Report List ... 3

Data Export Tool ... 5

Export using Choose filter options ... 7

Export using Generate Extract>>>>... 10

W-2/1099 and W-3/1096 Online Printing ... 17

Chapter 9 - Paperless Payroll Overview ... 1

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Introduction

Welcome to Instant Payroll - the online payroll solution. Instant Payroll is an innovative online application providing comprehensive payroll processing. Now you can manage your payroll from start to finish with online reports and preview features. Use it to

maintain employee records, set up new hires, make rate changes, input payroll hours and dollars, post voids and manual payroll checks, and more, all at your convenience. In addition, it includes powerful features like a paycheck calculator to figure gross-to-net checks online. You benefit from increased payroll control, with an unlimited number of earnings and deduction fields, access to flexible labor distribution options, quick

paycheck entry, administration of pay codes and deductions, an interactive report builder, and the ability to manage 401(k) and other employee benefit programs. Instant Payroll includes robust customization options allowing you to select the utilities needed to accurately process your simple or complex payroll.

Instant Payroll is created to fully protect the integrity and confidentiality of your payroll data. With VeriSign®, the industry leader in Internet security, you can be assured your data is secure from unauthorized access.

Welcome to the next generation of payroll products. Please tell us what you think! Ask your local office for a feedback form. Your suggestions help us continue to enhance this product to meet your needs. We appreciate your business and we look forward to a long and happy relationship!

How This Guide is Organized

The Instant Payroll application is divided into a series of modules that contain several distinct functions called options. Each module is represented by a chapter. The options are sections in the module chapter.

Each Instant Payroll screen is detailed in the appropriate module chapter. Concepts and procedures are presented separately.

In the concepts section, fields are defined in terms of appropriate values and how values affect other functions. Examples are included for more difficult concepts. Screen shots accompany the concepts.

Procedures are identified with the

marker followed by the description of the

procedure. If you do not understand an entry field in the procedure, refer to the concepts immediately preceding it. If you are familiar with payroll terminology, you may find it faster to skip the concepts and go directly to procedures when you have questions.

System Requirements

 PC running Windows 95 (or compatible) or higher

 Internet access (connection speed of 56K or greater recommended)  Internet Browsers:

 Internet Explorer version 4.0 or higher

 Netscape version 4.0 or higher

 128 bit encryption (Cipher Strength). You can update encryption online through your browser,

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To view your browser version and encryption level (Cipher Strength)

Use the steps in this procedure to determine your Internet browser version and encryption level (Cipher Strength).

1. In the Menu Bar of you your browser, click Help | About. 2. Check your version number and cipher strength.

3. Click Update Information next to Cipher Strength and follow the prompts to increase to 128-bit. You can also update your browser version by accessing the web site for your browser.

Is Instant Payroll Right for You?

We have a variety of products to suit varying degrees of payroll processing complexity and want to ensure you have the product that is most closely aligned with your needs. Instant Payroll is a convenient way to process payroll for smaller companies who value the flexibility the Internet provides over the features provided for more complex payrolls. If your company has any of the following needs, contact your Customer Support

Representative (CSR) about the possibility of switching to one of our other payroll solutions, which has a more robust set of features.

 401k fund distribution

 Payroll entry by Division or Department

 Special check use for Direct Deposit (for example, Direct Deposit occurs on the first check only)

 Employee level deduction control

 Frequent use of labor distribution. Distribution has to be done in Paycheck Entry that may be cumbersome for larger companies.

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Chapter 1 - Getting Started

Before jumping into online payroll processing, familiarize yourself with the way Instant Payroll is designed. After you understand the concept of modules, options, and how to navigate the application, you can browse the system with ease.

Objectives

In this lesson, you will learn to:  Log into Instant Payroll

 Use the home screen to navigate

 Use the Menu Options drop-down menu to navigate  Navigate modules, options and employee lists  Identify security access requirements

Log into Instant Payroll

Access Instant Payroll

Instant Payroll provides a secure private site for clients who select this method to process payroll. If you are not enrolled as an Instant Payroll client and you want to preview the application, contact your CSR and a test client can be established for you.

To access the Instant Payroll site, go to https://www.instantpayroll.com.

To log into Instant Payroll:

1. Enter the Instant Payroll Internet Address in your browser window:

https://www.instantpayroll.com. 2. Click Standard Login.

3. Enter your Client number, Username, and Password where prompted, then click

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Figure 1 - Login Fields

Tip: Add the Instant Payroll login screen to your favorites list.

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Home Screen Overview

The Home Screen is composed of three horizontal headers bars and a main navigation screen as shown below.

Figure 2 - Instant Payroll Home Screen

A

B

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Home Screen Elements

A. Logo Bar – The Logo Bar:

 Contains a link to download the most recent copy of the Instant Payroll User Guide.  Displays the Client Name and Client Number.

 Displays the last successful login date.

B. Location Bar – The location bar is your primary navigation tool.

Location The yellow wording on the left tells you

instantly where you are as you navigate through the application. The wording changes to reflect your current location.

On the right of the location bar are links to

Change your Password, Help, Support,

PrintPage, Logout, and Home.

Password Allows you to change your password. Passwords must be between 8 and 25

characters, including spaces, and must include one numeric or one alphabetic character.

Help Accesses comprehensive, context-sensitive assistance. You can also navigate the entire help system from this window.

Support Accesses the Request Support screen. You can either email a question to your local office, or grant them temporary access to your account.

Print Page This allows you to do a print screen of the current screen.

Logout Immediately ends your session and returns you to the login screen. If you are engaged in a process, the system prompts you to save your work. This is the preferred way to exit the system.

Home Returns you to the Home Screen.

Menu Options Each module available in the main window of the Home Screen can also be accessed from this drop-down menu. Use this menu

extensively to navigate through the modules in Instant Payroll. Select a module (or function) from the Home Screen or the Menu Options drop-down menu.

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Navigating

Modules,

Options, and Employees

Instant Payroll functions are grouped into the followings modules:

Administration Tailor Instant Payroll options for your company’s

needs

Company Information Set up and maintain your payroll control information

Employee List Set up and maintain employee demographic and

payroll information

Payroll Processing Enter and submit payroll data

Paycheck Calculator Calculate a paycheck without submitting a payroll

Reports View reports online or create your own reports

Tutorial Activate a demo company and print the user guide

Human Resources If account is set up for HR

Navigating Modules

There are two ways to navigate from one module to another:  Home Screen

 Menu Options drop-down menu

To navigate modules using the Home Screen:

1. Click Home at the top of the screen.

2. Click the title of the selected module. The selected module displays.

To navigate modules using the Menu Options drop-down menu:

1. Click the Menu Options drop-down menu. .

2. Click the highlighted module. The selected module displays.

Tip: Using the Menu Options drop-down menu method of navigation saves time. You do not have to access the Home Screen to select a module.

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Navigating Options

The Administration, Company Information, Payroll Processing, and Employee List modules contain several options that access different utilities in the module. These options are listed as links on the left side of the screen under Client Options. The name of the option in which you are working displays in the black navigation/location bar above the work area.

To select an option

Use this procedure to access a screen or option in a module. Each module contains unique options. The options list is named for the module in which it resides. For example, the Company Information module has Client Options and the Employee List has Employee Options.

Click the link to the option you want to access. The module and the option currently accessed display in the location bar.

Note: To access Employee Options, you must first select an employee record from the employee list. The options display at the top of the screen.

Notes about Navigating Modules and Options

Instant Payroll does not have standard Internet navigation options such as Back or Forward. This is to protect data integrity. You must use drop-down menus and links to navigate in the application

In some instances, the action of clicking Save in the option returns you to the main screen in the module. If not, use the Menu Options drop-down menu in the Location Bar and select the appropriate module.

Navigating the Employee List

In certain modules of the Instant Payroll application, such as Employee List and Payroll Processing, a list of your employees is available. The number of employee displaying in each list depends on your selection in the Administration module, Preferences option. This allows you to access specific information about individual employees. You determine the sort order of the employee list in the Employee List module.

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Employee

List

Figure 3 - Employee list

The following items display in the employee list:

Employee Number: The employee number is automatically assigned.

Employee Name: The employee name displays as Last Name, First Name. This information is pulled from the Employee List module - Information option.

Division Number: If you use Divisions, the division number is created in Company Information module and assigned in the Employee List module. In this example the Div. number is 0001.

Dept. Number: The department number is created in the Company Information module and assigned to the employee in the Employee List module. In this example, the Dept. number is 2.

Note: You must create at least one department.

Selecting employee records

The employee list displays in the Employee List and Payroll Processing modules. For the next procedures, select Employee List from the Menu Options drop-down menu.

To select an employee using the employee list

1. Locate the employee in the list.

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To select an employee using the << >> arrows

It is assumed that you are using the employee drop-down menu. 1. Click >>. The next record displays.

2. Click <<. The previous record displays.

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Chapter 2 - Tutorial

Generate a Test Client to create a practice environment in Instant Payroll. Use the test client as a learning tool in conjunction with the User Guide.

Objective

In this lesson, you will learn to:  Request a test client  Access the user guide

Request a Test Client

Instant Payroll customers can request a test client. The test client is a fictitious company including employees, wage rates, and many typical company settings. Each test client is active for seven days.

The test client is a great way for users to practice Instant Payroll in a risk free environment. It also allows non-Instant Payroll clients a chance to test drive the application.

Click Tutorial. The following screen displays.

Figure 1 - Test Client Request

Create a New Test Client: If you do not have a test client, click this link. If you already have a test client, and click this link, the system generates another test client. The client number changes and the previous test client is deleted.

Tutorial Workbook: The tutorial workbook is quick start guide with practical exercises highlighting the main functions of Instant Payroll. Using a fictitious company, you are guided through several of the most commonly used features of the program. In addition to the tutorial, we recommend you also reference the user guide for concepts with which you are still unfamiliar. The tutorial workbook is in portable document format (pdf) and requires the free Adobe Acrobat Reader program to open. A link to download Acrobat Reader is available in the Instant Payroll application.

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To request a Test Client

1. Select Tutorial from the Menu Options drop-down menu (or from the Home Screen). 2. Click Create New Test Client.

3. Record the test client information that populates the table.

Other Information Regarding the Test Client

If you forget your test client number, log into Instant Payroll with your real client number and click Tutorial again. The screen displays with your test client information.

It is recommended that you log out of your live client before logging into the test client. This minimizes the chance of inadvertently changing your live data while practicing with the test data.

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Chapter 3 - Administration

Customize your payroll functions in the Administration module. Careful set up of the Administration options tailors Instant Payrollto meet your needs, from simple to complex.

Objectives

In this lesson, you will learn to:

 Customize Instant Payroll options

 Customize Quick Entry with your most common earnings types  Customize the New Hire Wizard

 Specify your Paid Time Off (PTO) plans  Establish the Employee List size

 Establish client level limits for hourly and salaried employees

Caution: A user can only access the Administration screen and change options when no other users are logged into the system. When a user accesses the Administration screen, the application prevents any other users from logging into the system.

When you access the Administration module from the home screen or the Menu Option drop-down menu, the screen displays a table that contains the payroll features available to your company. These features are defined in the Company Information module. To streamline your payroll process, deactivate the payroll features you do not use by clearing the Active checkbox. All screens for these modules are hidden in the

application. The hidden feature can be reactivated by selecting the Active checkbox. The Administration module also controls the following options:

 Quick Entry  New Hire Wizard  PTO Descriptions  Preferences  Interfaces  Input Warnings

 Users

These links are explained in more detail on the following pages. The following optional payroll utilities are controlled through the Administration module.

Tip: Keep it simple. Only select features that you use in payroll processing. These are discussed in detail in subsequent chapters in this guide, or contact your local office for more information.

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Modules

Included

Figure 1 - Modules Included Option

Deferred Comp Basic/Match: Manage matching contributions for your Deferred Compensation plans.

Division Use: If your company uses cost centers or divisions to track payroll expenses, use this module to establish and manage them.

Employer Paid Benefits: If your company provides employees with non-taxable benefits that you want to track through payroll, you can do so in this module.

Job Use: If your company uses job costing, you can add or redefine job descriptions in this module. If you are interested in adding a job costing option to your payroll account, contact your local office for assistance before activating this module.

Paid Time Off (PTO): If your company provides employees with paid time off benefits, you may want to track PTO accrued and used through payroll. This utility allows you to set up benefit accrual plans for your employees.

Vendor: If your company makes third party payments based on employee payroll deductions, you can use this module to create those payments based on payroll information.

Workers’ Compensation: This utility estimates your Workers’ Compensation premium on a per payroll basis. You should contact your workers’ compensation carrier for the information required to make this calculation.

To select modules to include or deactivate:

1. Select Administration from the Menu Options drop-down menu. 2. Select the Active checkbox to include the module.

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Quick Entry Customize

Quick Entry is one of two methods of entering payroll. It is most effectively used when:  You do not need to distribute payroll hours to different divisions, departments, or

jobs (labor distribution).

You use the same five (or fewer) earnings types each payroll.

Quick Entry is described in detail in the Payroll Processing module chapter.

In the Administration module, establish which earnings types display in Quick Entry. Define in priority order the five most commonly used earnings types in your payroll.

Figure 2 - Quick Entry Customize

Quick Entry Customize

Order: Specifies the sequence in which the earnings types display in Payroll Processing - Quick Entry.

Wage: Description of the earnings type.

To establish earnings types for Quick Entry:

1. Select Quick Entry from the Admin Options menu on the left side of the screen. 2. Select the most commonly used earnings type for Order - 1 in the Wage drop-down

menu.

3. Select the next most commonly used earnings type for Order - 2 in the Wage drop-down menu up to Order - 5.

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Employee Import Process

Initial Configuration

1. Select Admin Options | Employee Import. The following screen displays when the import option is initially used:

2. Select the type of import: From csv/txt File or From Bamboo HR.

Warning: If you have a method set up for importing data and the method changes, all mappings and historical data are lost.

If From Bamboo HR is selected, complete the following fields.

Important: Advantage cannot advise you about this information. If you are unsure of the API Key or company sub-domain, contact Bamboo.

 The API Key is an alpha-numeric ID created by Bamboo. After the screen is saved, a message displays that the API Key is on file. The actual key does not display. If you are not sure if the API Key is on file, test the import or re-enter and save the screen again.

 The company sub-domain is used to connect you and Bamboo.

3. Customize how information is imported. Required information displays in red text and cannot be changed. Save the screen after making any changes. Enter the appropriate information in the following tabs.

a.

Basic Info

Contains details of the import method. You can also validate imported data. When a file is validated, a verification report displays what will be imported. Two options indicate if deduction or salary amounts are Per Payroll, Monthly, or Annualized. The Bamboo HR import does not currently allow deduction

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b. Employee

Select the employee demographic fields to include in the file. Employee Number, First Name, and Last Name are required.

c. Taxes

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a. Wages

Select the type of wages to import.

b. Deductions

Displays the deduction information to be imported. The Employee Number and Deduction ID are required.

Note: This tab does not display if Bamboo HR is selected.

Import Data

Select Payroll Processing | Employee Import. If the Employee Import option does not display, you must establish and save the Run Header.

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The following information displays.

Note: The same information displays in the Administration (read only) section of the

screen.

 The selected import method: From .csv/.txt or From Bamboo HR.

 Instructions for mappings and how new or existing employees are handled.  The number of pending employees, if any, and instructions to move them from

Pending to Active status. An option displays a list of all Pending employees.  Three different audit reports are available. These are explained below.  Two options display:

o Synchronize initiates the data import and mapping process.

o Map Elements displays the mapping page with the ability to edit existing mappings.

Synchronize Process

When Synchronize Data is selected, the Data Import Wizard displays. The Data Import Wizard uses the following steps.

Step 1 - File Import

If the import is from a file (.csv or .txt), the following screen displays. Click Browse to access the file to import. When the file is selected, click Continue.

Note: The screen does not display if the file is not a .csv or .txt file.

Step 2 - Confirmation Screen

The confirmation screen lists any issues identified with the import. Issues include:

Invalid Data - Source fields that are incorrect (invalid characters, dates formatted incorrectly, etc.). These errors prevent the import process from continuing. Click Cancel to stop the process, and then correct the errors. When complete, import the file again.

Values too long for the target fields - : Includes full middle name instead of middle initial only, numbers with more decimal places than the application allows, etc. Entries in this category are informational only. The screen displays data changed by the system. You are allowed to continue with the process.

Column headers not recognized by the system - Columns not recognized by the system are listed with a message that all data under that column will be ignored during the load. Cancel the process to correct any data or continue with the process.

Step 3 - Mapping

After choosing to continue from step 2, the Data Mapping screen displays. The only mapping categories displayed are categories that require action for the current data import. The system attempts to match the data provided for each category with the

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After the elements in each category are mapped or confirmed, click Continue to move to the next category. At any time, click Abort to exit the process.

 For all categories except Employee Number, the drop-down menu has a blank line (for unknown entries), Do Not Use (entries in the category, but should be ignored), and a list of valid choices in the system.

Employee Number -Create New indicates a new employee needs to be created for this record. Employees created this way are automatically assigned the next employee number (using the same method used by New Employee Wizard) and set to a Pending status. If the employee already exists, you can map to the existing employee.

Client Level Elements - Several mapping elements require the data to be activated at the client level. The following screen displays when this is necessary (for example, work, and withholding states). If a new state for either category is included in the file, a message alerts you that the state just mapped needs additional activation. The mapping elements that cause this message to display are divisions, departments, jobs, deductions, states, and local taxes. Click Activate to activate the elements.

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Step 4 - Data Imported

When mapping is complete, the actual data import occurs. All the data from the source file populates the appropriate fields and the user returns to the HR Console screen.

Step 5 - Audit Report

When the import is complete, an Excel report is automatically created that lists all data that was changed and any data that could not be changed due to invalid content. Refer to Auditing for details about the process.

Edit Existing Mappings

When Map Elements is selected, the Mapping screen displays where any existing mapping can be edited.

A list of all mapping categories displays. You can activate a mapping currently set to be ignored, ignore a currently assigned mapping, or correct a mapping that was set

incorrectly. Changes only affect the mappings for future data imports.

If any of the categories have no elements mapped, the following message displays: “There are no elements that require mapping for this category.”

Employee List - Pending Employee List

Access the Employee List screen. Select the checkbox for Display Only Pending

Employees. The screen displays a list of employees who are pending and need to be completed.

Audit Reports

Three different audit reports are available.

Select changes for a specific data import - Allows you to select a data import by the date and time it was run. This is the same report automatically created when the import completed.

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Select changes by date range - Allows you to indicate who the report is for and select beginning and ending dates. A report is created of all the data imported during the selected time frame.

Select all changes since the last payroll – Displays a list of all changes since the last payroll was submitted.

The following occurs for all three audit reports:

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 If the file is opened, the following warning message displays:

This error occurs because the template file used to display the audit report is in an older version of Excel. No data is actually lost. The message displays until the file is saved using Save as and the version of Excel is updated.

If Excel is currently open on your computer, this message may not display until you click the Excel icon in the user taskbar. The icon may or may not flash, indicating that Excel is requesting user action.

New Hire Wizard

The New Hire Wizard Customize allows you to select the screens in which you must enter information when creating a new employee profile. When you create a new employee profile in the Employee List module, the system automatically displays the first three required screens: employee information, employee wages, and employee taxes. The next five open fields allow you to select other payroll functions you want to include in your new hire process.

You want to customize your new hire order if there are certain options that all new hires are required to have (for example, PTO Plan, Deferred Comp, etc.). The payroll functions listed in the drop-down menu on this screen are the Employee List options.

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New Hire Wizard Customize

Figure 3 – New Hire Wizard Customize

Display Order: The sequence in which the employee list option displays in the New Hire Wizard.

Screen Name: The name of the Employee List option/screen that displays New Hire Wizard.

Select only the functions you require and unnecessary screens do not display during the new hire process. You can change this at any time. If you deactivate any functions in Modules Included, they do not display.

To customize the new hire wizard

1. Click New Hire Wizard from the Admin Options section

2. Select from the drop-down menus, in priority order, the other options to include in your New Hire Wizard. Include the information required for New Hire Entry. 3. Click Save to save changes or Cancel to exit without saving.

If you have deactivated a feature in the Modules Included option in this section, it does not display as an option in the New Hire Wizard.

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PTO

Descriptions

The PTO Descriptions screen displays a table that contains eight generic descriptions that you can change to name your PTO plans. The PTO plans you named in this section must be defined further in the Company Information module in terms of accrual methods, accrual rates, etc. If you deactivated the Paid Time Off module in Modules Included, this option does not display.

Figure 3 - PTO Type Customize

PTO Description Customize

PTO Type: The number assigned to the PTO Type. You can name up to eight types of PTO plans.

Type Description: The alphabetic/numeric description of the type of PTO plan is limited to 20 characters. In the Company Information module, you can create sub categories of the PTO Type Description such as Vacation - Salary Employee, Vacation - Hourly, Vacation - Clerical, etc.

To create or modify a PTO Type (in the Administration module)

1. Click PTO Description from the Admin Options section

2. Enter the name of the PTO Type in the Type Description column. You can leave any of the 8 rows blank.

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Preferences – Employee List

The employee list in the Employee Info module can be customized to show groups of employees. In the Preferences option, establish the number of employees to view in each group.

Figure 4 – Employee List Preferences

Employee Size: The total number employees in your company. Employees are counted based on the value in the Status field in Employee Info. Included in the count are Active, LOA, Re-hire, and Term with Pay. Employees with a terminated or deleted status are not included regardless of whether or not they display in the employee list.

Enter the number of employees you want to view per Employee Group. The limit is 25 per page.

Employees per view: Select the number of employees you want listed in the Employee table and in the drop-down menus in Employee Info and Paycheck Entry.

Number of employee pages: The number of employee pages is determined by the total number of employees in your company (Employee Size) divided by the Employees per

view you select.

Interfaces

Interfaces: Instant Payroll allows specific time clock interfaces to process. Contact your local office for more information on available time clocks.

Input Warnings

Input Warnings: Allows you to establish minimum and maximum values for hourly and salaried employees. Setting these limits provides you with warning messages if an earning or hourly entry is not within the established limits.

Setting Input Warnings

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Figure 5

After the screen refreshes to the Administration section, click Input Warnings on the side bar navigation menu (Fig 6.)

Figure 6

A new screen displays that allows you to enter hours or earning limits based on the two scenarios.

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Figure 7 - Warning Thresholds

This screen is used to establish the warning thresholds you want for your account. If values entered on this screen are greater than zero, they are used to warn you if you accidentally type an incorrect value. For example, while entering payroll for an employee you accidentally type 800 hours instead of the 80 hours you intended to type.

Click Save after completing all values you want to be warned about. Input warnings are now established for the account.

Using Input Warnings

The input warnings established in the previous section are implemented in four sections of the payroll application: setting employee wages, paycheck calculators, paycheck entry, and quick entry. The limits are used to warn you of potentially bad entries. These alerts

are only warnings and do not prevent you from saving what you have entered.

Users

Users: This supplies a list of users that are currently established with Security roles. The Main screen lists the Login ID, User Name, Employee #, Account Status, and last login date. There is also a User Listing Report link above the table of users. This report contains the same information as the table. It also lists the employee’s role and

employees that do not have user accounts.

If you click the employee’s Login ID, a screen displays that provides detailed information of the current user role for that employee.

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Chapter 4 - Company Information

Manage Company information, earnings codes, deductions and benefits in the Company Information module. The Company Information module and Employee List module have a parent/child relationship. It is important to establish the payroll requirements of all employees at the Company level. If a payroll function is not defined at the company level, it cannot be applied at the employee level.

Objectives

In this lesson, you will learn to:

 change company demographic information  create/edit divisions, departments, and jobs  create/edit company deductions

 specify company deferred compensation  create/edit earnings types

 create/edit employer paid benefits  understand employer paid taxes  create/edit paid time off (PTO) plans  create/edit third party vendor payees

 create/edit workers’ compensation vendors and their classifications  load work and withholding state and local taxes

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Company

Information

When you select the Company Information module, the Company Information option screen displays. It contains the basic demographic information about your organization.

Figure 1 - Company Information

Company Name*: The company name entered in this field displays on your payroll checks. This is an alphabetic/numeric field; 50 characters max

DBA Name: Doing Business As (DBA) name, if applicable

Address 1: The first line of your address (physical address)

Address 2: The second line of your address (P.O. Box)

City*: The company city

State*: A drop-down menu of 50 states and DC

Zip Code*: The zip code, up to 10 characters

Country*: Drop-down list - USA or Canada

Contact Name: The contact person for payroll processes at your company

Telephone No./Ext: The phone number of the contact person

Fax No./Ext: The fax number for the contact person or the payroll department

Email Address: The email address for the contact person or another person who receives confidential payroll reports each time a payroll is processed.

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Company

Options

The following options are available in the Company Information module. To access these options, use the Client Options section on the left side of the screen, and select the appropriate link.

 Div/Dept/Job  Deductions  Deferred Comp  Earnings

 Employer Paid Benefits  Employer paid taxes  Paid Time off  Vendor

 Workers’ comp  State taxes  Local taxes  EE Self Service

Note: If you deactivated Deferred Compensation, Employer Paid Benefits or Paid Time off in the Administration module, these links do not display under Client Options.

Company Div/Dept/Job

Depending on what is active in the Administration module, table groups referring to Divisions, Departments and/or Jobs display. Divisions and Jobs can be deactivated in the Administration module, however, departments must always be active (regardless of whether you define or use them).

Company Div/Dept/Job

Each of the tables (Division, Department, and Job) is structured similarly as follows:

Active: Indicates with a Yes or No if the Div/Dept/Job is active.

Division, Department or Job: This column displays the Description entered in the Division, Department, or Job Information table.

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Division

Figure 2 - Company Division Information

Description: A description for your division (up to 20 alphabetic/numeric characters).

This description displays in the division table and is for informational purposes (for example, Los Angeles Branch).

Short Description: An abbreviated description of the division name (up to six alphabetic/numeric characters). This is used for display purposes throughout the

application and on most payroll reports you receive. Use a description you recognize (for example, LABR).

Code: An alphabetic/numeric code (up to four characters) that is used for internal purposes and displays on some reports (for example, 0001).

Note: Codes are used to uniquely identify the Division. After a code is established, it cannot be changed. This is to maintain database integrity. If you require a different code for the division, you must create a new division. Contact your local office if you have any questions or require assistance.

Active: When creating a new division, this checkbox is selected that indicates the Division is active. Click to clear the checkbox

Caution: If you decide to track divisions, you must create a division for each employee. If one employee is assigned a division, all employees must be assigned a division.

Department

Description: Enter the description for your department (up to 27 alphabetic/numeric characters). This description displays in the department table and is for informational purposes (for example, management).

Short Description: Enter an abbreviated description of the department name (up to six alphabetic/numeric characters). This is used for display purposes throughout the application and on most payroll reports you receive (for example, MNGT).

Code: Enter an alphabetic/numeric code (up to four characters) that is used for internal purposes and displays on some reports (for example, 0001).

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Active: When creating a new department, select this checkbox to indicate the Department is active. Click to clear the checkbox.

Job: The Job table lists existing jobs and allows you to create new jobs. To create a New Job, click the appropriate option and complete the steps in the Job Information table.

Description: Enter the description for your job (up to 30 alphabetic/numeric characters). This description displays in the job table and is for informational purposes (for example, Project #3).

Short Description: Enter an abbreviated description of the job name. This is used for display purposes throughout the application and on most payroll reports you receive. (you can use up to six alphabetic/numeric characters, for example, PRO3).

Code: Enter an alphabetic/numeric code (up to six characters) that is used for internal purposes and displays on some reports, for example, 0003.

Note: Codes are used to uniquely identify the Job. After a code is established, it cannot be changed. This is to maintain database integrity. If you require a different code for the job, you must create a new job. Contact your local office if you have any questions or require assistance.

Active: When creating a new job, this checkbox is selected, which indicates that the Job is active. Click to clear the checkbox.

Caution: If you have one active entry in the Jobs table then you must supply a job for each employee in your organization. You cannot track just one Job without tracking all active Job types.

To create a new Division, Department or Job (D/D/J)

Note: The Division, Department, and Job procedures are combined because they are the same.

1. Click Company Div/Dept/Job in the Client Options section in the Company Information module.

2. Click Create New D/D/J. A blank D/D/J Information table displays. 3. Enter a Description and tab to the next field.

4. Enter a Short Description and tab to the next field. 5. Enter a Code and tab to the next field.

6. Verify the Active checkbox is selected (or cleared if the Division is not yet active). 7. Click Save to save changes or Cancel to exit without saving. The Company

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 To edit or deactivate a Division, Department or Job (D/D/J)

The Division, Department, and Job procedures are combined because they are the same.

1. Select Company Div/Dept/Job from the Client Options section in the Company Information module.

2. In the D/D/J table, click the D/D/J name you want to edit. Only the fields you can edit are available/enabled.

3. To edit, make appropriate changes to the Descriptionand Short Description fields. 4. To deactivate, clear the Active checkbox of the D/D/J.

5. Click Save to save changes or Cancel to exit without saving. Changes are reflected in the appropriate table.

 To Discontinue Tracking by Division or Job

Use the steps in this procedure to discontinue tracking by division or job. The Department option must always be available.

1. Select Company Div/Dept/Job from the Client Options section in the Company Information module.

Deactivate each division or job (repeat steps 2 - 4 until all divisions or jobs are deactivated)

2. Click the Division or Job name in the table. 3. Click the Active checkbox to remove the check. 4. Click Save to save the change.

5. Select the Administration module from the Menu Options drop-down menu in the location bar.

6. Click to clear the Active checkbox next to Division Use or Job Use in the Modules Included screen.

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Deductions

The Deductions option allows you to create and modify voluntary deductions for your company.

Note: The Administration module allows you to deactivate certain options to streamline your payroll process. The deductions option is not optional and must always be active.

This list contains a number of commonly used voluntary deduction types. Many of these deductions may have tax implications or special handling processes that are very specific.

For your convenience, these deductions are coded to follow appropriate guidelines to help ensure tax compliance. After you select the appropriate deduction type, the following information must be specified for each.

Figure 3 - Company Deduction Information

Base Deduction: This is a description of the deduction you have selected. It cannot be changed. This is for informational purposes.

Active: This checkbox is selected by default. The record is active. All active voluntary deductions created in this module are in the list of available deductions in the Employee List module. To activate the deduction at the employee level, you must access the individual employee record. When you deactivate a deduction at the company level, the deduction is removed automatically from all employees who have the deduction.

Description: You can customize the description of your deduction. This field is a 20 character, alphabetic/numeric field.

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Short Description: Enter an abbreviated description of the deduction name. This is a five character, alphabetic/numeric field.

Type: This is the calculation type of the deduction you have chosen. It displays as a percentage or flat dollar amount, and defines if the deduction is a percentage or flat dollar amount.

Annual Limit: This is the annual limit associated with this deduction. It only displays when the deduction you selected to copy has an annual limit associate with it. For example, the 401k limit is $15000 for the year 2006. You cannot edit this field.

Priority: This field controls which priority in which deductions are taken from the employee’s pay. Should the employee’s net pay be insufficient to cover all deductions, this field is used to determine which deductions should be taken first. In most cases, accept the predefined default.

Deduction Frequency: The value selected in the Deduction Frequency field, determines how often the deduction is withheld. When a deduction is established at the client level of the system, the default frequency number is every payroll that indicates to withhold this deduction every payroll run. If you want to only withhold the deduction on certain pays of the month, then you would select the appropriate frequency. This frequency applies to all employees with that deduction.

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Limit Per Pay: This field is only used for the special handling garnishment deductions defined in the list of deductions. If no limit applies to your deduction, accept the default value of zero. Contact your Customer Service Representative before using this field.

Vendor: This drop-down menu contains all vendors that have been set up in the Vendor option. By clicking this drop-down menu and choosing the applicable third party payee, you are creating a check payable to that payee for all monies withheld under this deduction each time a payroll processes. If you want to set up Vendors, and none exist in the drop-down menu, select the Vendor option in this module. This field is not required.

Allow on Levy: Because a federal tax levy is mandated by law, this field allows you to control other voluntary deductions that can be withheld on an employee that has a tax levy deduction. The IRS requires payment first, and by typing Yes or No in this field, the system knows whether or not to withhold this deduction on an employee with a tax levy.

 To create a new deduction

Use the steps in this procedure to create a new deduction. If you do not see the exact deduction type in the drop-down menu of standard deductions, use a similar type and rename the deduction. A description of each deduction type follows.

1. Select Deductions from the Client Options section.

2. Select a Deduction Type from the drop-down menu and click Create New

Deduction. The Company Deduction Information screen displays with predefined attributes for the deduction type.

3. Edit and/or verify the predefined information in editable fields (Active, Description,

Short Description, Priority, Limit Per Pay, Vendor,and Allow on Levy). 4. Click Save to save changes or Cancel to exit without saving.

 To modify an existing deduction

1. Select Deductions from the Client Options section.

2. In the Deduction table, click the Description of the deduction to modify. 3. Change the appropriate information in the editable fields.

4. Click Save to save changes or Cancel to exit without saving.

 To deactivate an existing deduction

1. Select Deductions from the Client Options section.

2. In the Deduction table, click the Description of the deduction to deactivate. 3. Click to clear the Active checkbox.

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Deduction Types

Definitions of deduction types in the order they display:

Deduction Description

125 Dependent Use when your company has a qualified dependent care assistance plan under Section 125 of the Internal Revenue Code. Do not use this deduction for another type of Section 125 deductions due to special W-2 coding. 125 Medical Use when your company has a qualified medical reimbursement plan under

Section 125 of the internal revenue code.

125 Premium Use when your company has a qualified premium only plan under Section 125 of the internal revenue code. For more information about Premium only plans, contact your local office.

Pension Plans The next thirteen deduction types refer to qualified pension plans under internal revenue codes 401 through 457. Please select the appropriate deduction based on information in your deferred compensation plan documentation. If you have any questions, contact your local office for assistance.

401-A Qualified Pension, Percent & Amt.

Also referred to as a Qualified Plan, employer contributions are excluded from wages and are not subject to federal income tax withholding and social security, Medicare, and FUTA taxes.

401-K Percent & Amount

Eligible employees have their employer contribute part of their salary to a plan rather than receive the salary in cash. Contributions, as well as the money earned from investing them are not subject to federal (and in most cases state) income tax until they are withdrawn.

401-K Loan Repayment

Repayment of employee personal loan from their 401-k account. 403-B Percent

& Amount

Also referred to as tax sheltered annuities. Frequently used by public schools and tax-exempt religious and charitable organizations. 408-K Percent

& Amount

Simplified Employee Pensions (SEP) for smaller employers (fewer than 100 employees).

408-P Simple Percent & Amt.

Savings Incentive Match Plan for Employees (SIMPLE) for smaller employers (fewer than 100 employees).

457 Percent & Amount

Deferred compensation plan for public-sector and tax-exempt groups other than churches.

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Deduction Description

Child Support Flat

Use when an employee has a fixed dollar amount child support obligation. No special handling or limit checking is contained in this deduction.

Deduction Flat Amount

Use when any voluntary deduction consists of a fixed dollar amount on a per payroll basis. This is the most commonly selected type as it can be customized to match the description of many voluntary deductions your company may need. For example, you would copy this type and rename it Uniforms if your

employees were contributing towards the cost of providing uniforms for work. Deduction

Percent Amount

Use when any voluntary deduction consists of a percentage of gross pay to be withheld from the net pay. This deduction type should not be used for any pension plans or child support deductions. It is not a percentage of net, but a percentage of gross. For example, you would copy this type and rename it Union Dues if your employees were required to contribute a percentage of gross pay as a union deduction.

E Type Garnishment

Use this type of garnishment if your employee’s court order directs you to, for example, take x% of disposable income or $x, whichever is greater. You may want to set up an attached vendor check for this garnishment.

Employee Cash Net

Do not use F Type

Garnishment

Use this type of garnishment if your employee’s court order directs you to, for example, take x% of disposable after exempting minimum/maximum poverty level (defined by IRS and calculated by the system), whichever is greater. You may want to set up an attached vendor check for this garnishment.

G Type Garnishment

Use this type of garnishment if your employee’s court order directs you to, for example, take x% of disposable income after exempting $x. You may want to set up an attached vendor check for this garnishment

Maine State Retirement

Used for Maine state only Medical

Savings Amount

Employee - this fixed dollar deduction type should be used only if your company has a qualified medical savings plan under the internal revenue code.

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Deduction Description

Medical Savings Percent

Employee – this percentage deduction type should be used only if your company has a qualified medical savings plan under the internal revenue code.

N Type Garnishment

Use this type of garnishment if your employee’s court order directs you to, for example, take x% of disposable income or x% of poverty amount is exempt from garnishment, whichever is greater. You may want to set up an attached vendor check for this garnishment.

Non-Qualified DFC Percent

This is a percentage deduction type that should be used only if your company provides a non-qualified deferred compensation plan for certain employees. Contact your plan administrator if you have any questions regarding the type of deferred compensation plan you have in place.

Non-Qualified DFC Amount

This is a fixed dollar deduction type that should be used only if your company provides a non-qualified deferred compensation plan for certain employees. Contact your plan administrator if you have any questions regarding type of deferred compensation plan you have in place.

O Type Garnishment

Use this type of garnishment if your employee’s court order directs you to use it. For example, take x% of disposable income minus the federal poverty level, whichever is less. You may want to set up an attached vendor check for this garnishment.

Pretax Parking Use this deduction if your company provides a qualified pretax parking plan under section 132 of the Internal Revenue Code

S Type Garnishment

Use this type of garnishment if your employee’s court order directs you, for example, to take 75% of disposable earnings when the employee also has a child support deduction.

Savings Bonds Use this deduction if your employees purchase savings bonds through your company. Government savings bonds are purchased at a cost of half of the face value of the bond. The system tracks employee contributions to the purchase price of a bond, and begin accumulating again towards the purchase of additional bonds.

T Type Garnishment

Use this type of garnishment if your employee’s court order directs you to, for example, take x% or $x from disposable income as long as disposable income is not less than $x. You may want to set up an attached vendor check for this garnishment.

Tax Levy Use this deduction if your employee has received Form 668-W, notice of levy from the Internal revenue Service. You may want to set up an attached vendor check for this garnishment.

WA/WC-EE Deduction

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Deduction Description

X Type Garnishment

Use this type of garnishment if your employee’s court order directs you to, for example, take everything above Federal Minimum Poverty Level or x% of disposable, whichever is greater, but does not exceed $x. You may want to set up an attached vendor check for this garnishment.

Y Type Garnishment

Use this type of garnishment if your employee’s court order directs you to use it. For example, take everything above Federal Minimum Poverty Level, but do not exceed $x. You may want to set up an attached vendor check for this

garnishment.

Deferred Compensation

The Deferred Compensation option allows you to set up and manage the employer matching portion of your deferred compensation plan. You need your plan

documentation to complete this section. If you deactivated the Deferred Compensation module in Modules Included, this option does not display.

The Company Deferred Compensation screen is divided into three sections – Basic, Match, and 401K-Catch-up.

Basic

The basic table is reserved for plans that require, for discrimination purposes, your company to contribute a blanket percentage to all or contributing employees. When a Basic is established, the percentage defined in this table calculates on employee gross pay amounts, and updates the Basic benefit record with these calculated amounts. Administrators use this Basic area to keep plans in compliance with discrimination regulations by allocating pension contributions to all applicable employees. Most plans do not require the setup of a Basic contribution. You need not make an entry into this table if it does not apply to your company. If you have any questions, you should contact your plan administrator or your local office for more information. The default setting for this area is None.

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Basic Table

Figure 5 - Company Deferred Compensation, Basic

Eligible Employees:

 None: Default value. No employees are participating in a Basic plan.

 Contributing: Only those employees that have a voluntary deferred compensation deduction have the basic contribution calculated for them.

 All: All active employees receive the basic contribution percentage.

Percent of Gross: This is the percentage of the employee gross that is contributed toward the Basic plan. For a one percent basic, you would enter 1.00 in this field.

Vendor: The drop-down menu contains all third party payees established in the Vendor option in this module. This field is not required. If you want to add a vendor, select

Vendor from the Company Information module

After you establish a basic contribution, the appropriate employees are automatically established with this record. You do not have to assign this benefit individually. Any calculations made in this basic area are reflected in your employer paid totals each payroll.

 To establish or modify a Basic contribution

1. Select Deferred Compensation from the Client Options section (in the Company Information module).

2. Select the Eligible Employees group that should receive the basic contribution by clicking on the appropriate option: All or Contributing.

3. Enter the Percent of Gross that is used to calculate the Basic contribution (enter 10% as 10.00).

4. Select a Vendor from the drop-down menu (if applicable). 5. Click Save to save changes or Cancel to exit without saving.

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 To stop a Basic contribution

1. Select Deferred Compensation from the Client Options section in the Company Information module.

2. Select None from Eligible Employees options; the Percent of Gross field clears. 3. Click Save to save changes or Cancel to exit without saving.

Match

If your plan documentation includes a match of employee contributions, use this table to establish the parameters.

Figure 6 - Company Deferred Compensation, Match

Match Table

Vendor: The drop-down menu contains all third party payees established in the Vendor option. This field is not required. If you want to add a vendor, select Vendor from the Company Information module.

Match, Match Tier 2, Match Tier3: The Match Table is broken into three tiers. Most employers only use a one tiered match. If the checkbox is selected, the match tier is active.

Amount: The amount is the employer match percentage. Refer to the examples on the next page. Enter as a whole percent. For example, 12.5% is 12.50.

Limit: The limit is the maximum amount of the employee contribution to which the employer match percentage (Amount) applies. Refer to the following examples. Enter as a whole percent. For example, 3% is 3.00.

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 To establish or modify a Match Contribution

Use the steps in this procedure to establish or modify a Match Contribution.

1. Select Deferred Compensation from the Client Options section in the Company Information module.

2. Select a Vendor from the drop-down menu (if applicable).

3. Click to select the Active checkbox of the applicable Match group.

4. Enter the percentage of the match in the Amount field. For example, 50% is entered as 50.00.

5. Enter the percentage of the employee contribution to which the match is applied in the Limit field. For example, 10% is entered as 10.00.

6. Repeat the process for up to three tiers of matching.

7. Click Save to save changes or Cancel to exit without saving.

Examples One tier Match

Your company matches 50 percent of the first 10 percent your

employees contribute to the plan. You would enter 50.00 in the amount field, 10.00 in the limit field to set this up.

3 Tier Match

Your company matches 50 percent of the first 3 percent, 25 percent of the second 5 percent, and 15 percent of the third 7 percent, you would enter 50.00 in the match field and 3.00 in the limit field on the first line, 25.00 and 5.00 in the second line and 15.00 and 7.00 in the third line.

 To stop a company level Match contribution

Use the steps in this procedure to establish or modify a Match Contribution.

1. Select Deferred Compensation from the Client Options section in the Company Information module.

2. Click to clear the Match checkbox for the tier(s) you want to deactivate. The

Amount and Limit field clear when the screen refreshes 3. Click Save to save changes or Cancel to exit without saving. If you have any questions, contact your plan administrator or local office.

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401(k) Catch-Up

If you have employees that can contribute to the 401(k) Catch-up, you are able to activate the catch up function so employees are able to contribute both the standard and the catch-up amount using the same deduction code.

You also need to activate the Catch-up field on the Employee Deduction field located in the Employee List module. This is explained in the Employee List section. The Catch-up option only works if the applicable flags are set on both the client and employee levels.

Figure

Updating...

References

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