in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or non-disclosure agreement.
The purchaser may make one copy of the software for backup purposes. No part of this manual and/or database may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than the purchaser’s personal use, without the express written permission of OnePlace, Ltd., Church Software Division.
© 2009 OnePlace, Ltd. and Phoenix Phive Software Corporation. All rights reserved.
Unless otherwise noted, all names of companies, products, street addresses, and persons contained herein are part of a completely fictitious scenario or scenarios, and are designed solely to document the use of a CCIS Church Management Software product.
CCIS Payroll ® is a registered trademark of OnePlace, Ltd.
Windows®, WordPad® and Notepad® are registered trademarks of Microsoft Corporation.
Adobe, the Adobe logo, Acrobat, Adobe Reader and the Acrobat logo are registered trademarks of Adobe Systems, Incorporated in the United States and/or other countries.
Other product names mentioned in this manual may be a trademark or a registered trademark of their respective companies and are hereby acknowledged.
THIS PRODUCT IS NOT ENDORSED OR SPONSORED BY ADOBE SYSTEMS INCORPORATED, PUBLISHER OF ACROBAT READER.
OnePlace, Ltd.
CCIS Church Management Software 3759 Georgetown Road NW Cleveland, TN 37312 (800) 873-7435 (Voice) (423) 614-5191 (Fax) [email protected] [email protected] www.CCISSoftware.com
INTRODUCTION... 1
Space requirements: ... 1
Installing CCIS Payroll... 2
Starting for the first time... 4
CHAPTER 1 - GETTING STARTED... 6
Getting started overview... 6
Navigating around the program... 6
Function keys ... 7
How CCIS Payroll stores data... 7
Mid year startup ... 8
Passwords ... 8
Password security and recovery ... 9
CHAPTER 2 - THE FIRM ... 10
Overview of the Firm ... 10
Specifying the Firm ... 10
CHAPTER 3 - MANAGING CLIENTS... 12
Client management overview... 12
Retrieving a Client ... 12
Changing to another client ... 13
How to print or view client information ... 13
The Consolidated Client ... 14
How to make a special Consolidated Client ... 14
How to print consolidated reports ... 15
Producing input sheets... 15
CHAPTER 4 - MAINTAINING THE CLIENT MASTER FILE ... 16
Adding a new client... 16
Viewing a Client: ... 16
Changing a Client's record... 16
Deleting clients ... 16
Changing income and deduction labels ... 17
Setting the New Jersey S-Corp switch... 17
Special purpose and reserved labels ... 18
CHAPTER 5 - DETAILS OF THE CLIENT MASTER RECORD ... 19
Identification Section... 19 Payroll States ... 20 Departments ... 21 Bank Information ... 21 Preferences... 22 Labels ... 23
CHAPTER 6 - GENERAL LEDGER... 25
General Ledger Postings Overview... 25
General Ledger list structure... 25
How to edit the GL Account List ... 25
How to print the General Ledger Account list ... 28
Values output to the GL Report ... 28
How to print the General Ledger report... 28
CHAPTER 7 - MANAGING EMPLOYEES... 29
Employee management overview ... 29
Retrieving employee records ... 29
How to print or view employee listings... 31
Protecting Social Security Numbers... 32
CHAPTER 8 - MAINTAINING THE EMPLOYEE MASTER FILE ... 33
Adding a new employee ... 33
Viewing an employee: ... 33
Changing an employee's record ... 34
Deleting employees ... 34
Restoring a deleted employee ... 34
Multi-state employees ... 35
1099 "employees", deductions and backup withholding ... 35
How to change the sick/vacation rates and accruals... 36
How to remove an employee's YTD earnings... 36
How to print the new hire report ... 36
Advance EIC ... 37
CHAPTER 9 - DETAILS OF THE EMPLOYEE MASTER RECORD... 38
Details of the Employee Master Record ... 38
Identification ... 38
Pay Rates ... 41
Federal and State Taxes ... 41
Deductions ... 42
Biographical information... 43
Local Taxes... 43
Special entries for Arizona... 44
Special entries for Connecticut ... 44
Special entries for Louisiana... 44
Special entries for New York City ... 44
Special entries for Maryland ... 44
Special entries for Washington L & I... 45
CHAPTER 10 - TREATMENT OF SPECIAL INCOME, TAX AND DEDUCTION CASES46 Special case overview... 46
Flat rate and fixed amount withholding... 46
How to inhibit withholding... 46
Recording fringe benefits... 47
Accruing SUTA for a different state ... 47
Sick, Vacation and Comp pay... 48
Deferred compensation plans ... 48
125 cafeteria plans... 49
CHAPTER 11 - CALCULATING AND RECORDING PAYROLL INFORMATION ... 51
Recording payroll overview... 51
How CCIS Payroll records payroll... 51
The Payroll Recording Window... 51
How withholdings are computed... 52
Payroll jobs ... 52
The payroll recording process ... 52
Payroll recording dates ... 54
Input controls - hash totaling ... 55
Current Payroll Register ... 56
Department register ... 57
Calculation Properties ... 58
Using the Windows calculator ... 59
Preparing payroll for Direct Deposit ... 60
How to record Rents, Royalties etc ... 60
CHAPTER 12 - AFTER THE FACT PAYROLL... 62
Recording After the Fact payroll... 62
Real-time A-T-F recording method... 62
Batch A-T-F Recording Method ... 64
Gross-Up calculations ... 67
How Gross-Up works ... 67
Correct payroll period essential... 68
How to use the Gross-Up calculator:... 68
CHAPTER 13 - LIVE OR CHECK WRITING PAYROLL ... 70
Doing live payroll... 70
Automatic ... 70
Time entry... 71
Importing data for calculations ... 72
Expense reimbursement... 74
CHAPTER 14 - TIPPED EMPLOYEES... 75
Processing tipped employees ... 75
Processing of reported tips and tips deemed wages ... 75
Reducing withholdings for tipped employees ... 76
How TDW is computed ... 76
Forcing payment of Minimum Wage ... 76
How to force State minimum wage ... 77
Recording meal allowances ... 78
Recording charge tips ... 78
CHAPTER 15 - PRINTING PAYCHECKS... 79
Choosing a check format ... 79
How to specify two vouchers on laser checks... 79
Printing all checks in a job... 80
Printing or reprinting a single check... 81
Reprinting a group of checks ... 81
Check register ... 82
How to align checks ... 82
CHAPTER 16 - CORRECTING RECORDING ERRORS... 83
Correcting errors overview ... 83
Correcting errors while a job is open... 83
Correcting errors after a job has been closed ... 84
Correcting an employee's pay rate after issuing a check ... 85
Removing an employee who shouldn't have been paid ... 85
Paying an employee you forgot to pay ... 86
Correcting errors recording cafeteria plans... 86
Correcting Deferred Compensation contributions recorded as §125 plans... 87
Reprinting a check... 88
Canceling checks... 88
Adjusting payroll... 88
Removing an entire year ... 89
Correcting errors after transmitting Direct Deposit to NPC ... 89
Correcting errors after transmitting Direct Deposit to your bank ... 90
CHAPTER 17 - DIRECT DEPOSIT ... 91
The Direct Deposit environment ... 91
Setting up and using Direct Deposit ... 92
Setting up Clients for Direct Deposit ... 92
Preparing payroll for Direct Deposit ... 93
Transmitting Direct Deposit to your bank ... 93
Sending Direct Deposit files to NPC... 95
Changes in payroll reports ... 96
CHAPTER 18 - DIRECT DEPOSIT (EMPLOYEES)... 97
Direct deposit employee setup ... 97
Employee Direct Deposit authorization forms... 97
Recording employee bank information ... 98
Reviewing employee Direct Deposit information... 99
Prenoting... 99
How to record a successful prenote... 100
CHAPTER 19 - REPORTS AND WORKSHEETS ... 101
Reports overview ... 101
All month, all quarter report ... 101
Company profile report ... 102
Earnings Report... 103
History ... 103
Register ... 104
Sick, Vacation and Comp report ... 105
CHAPTER 20 - PERIODIC REPORTS AND WORKSHEETS ... 107
Quarterly and monthly report sets ... 107
Printing the worksheet sets ... 107
Federal tax report ... 107
State tax report ... 108
Deduction report... 108
Local tax report ... 108
The Tax Summary report ... 108
CHAPTER 21 - FORMS 940, 941, 941-SS, 943 AND 944... 109
Federal 900 series forms overview... 109
Form 940... 109
Form 941... 110
Form 941-SS ... 111
Form 943... 111
Form 944... 112
How to specify a third-party designee ... 112
How to have reports signed by Client ... 113
How to Specify a Paid Preparer ... 113
The fractions of cents adjustment... 114
Editing reports on-screen ... 114
Resizing a viewed report ... 114
How to align laser forms... 115
How to use Forms on a ... 115
Changing the Liability section ... 116
Liability Reporting Thresholds ... 116
Changing Liability on Form 940... 116
Changing Liability on Form 941 and Form 941-SS ... 116
Changing Liability on Form 944... 117
CHAPTER 22 - STATE WAGE AND TAX REPORTS... 118
Electronic wage reporting... 118
Generic reports ... 119
How to specify generic reports ... 120
How to enter weeks worked... 121
CHAPTER 23 - STATE SPECIFIC REPORTS ... 123
State specific forms ... 123
Entering Paid Preparer information... 123
Arizona ... 123 California ... 124 Michigan... 125 New Jersey... 125 New York... 126 North Carolina... 127 Ohio... 127 Texas ... 127 Washington State ... 128 CHAPTER 24 – W-2 PREPARATION ... 129 W-2 filing overview ... 129
W-2 filing using paper forms ... 129
How to print a summary W-2 ... 131
How to print optional information on Form W-2... 131
W-3 filing using paper forms ... 132
Partial printing of W-2's ... 133
The Medicare test ... 133
Reporting uncollected FICA on tips ... 133
Splitting New Jersey UC and TDI on Form W-2 ... 133
Laser W-2 and 1099 alignment procedures ... 133
CHAPTER 25 - W-2 FILING USING THE INTERNET ... 135
Approvals and the PIN ... 135
Preparing the submission ... 136
Sending the W-2 file to SSA... 137
Testing W-2's using Accuwage... 139
CHAPTER 26 - THE W-2 EDITOR... 140
Overview of the W-2 editor ... 140
W-2 Editor Examples ... 140
Recording 3rd Party FIT... 141
How to create a W-2 Edit file ... 141
How to add W-2's for an existing employee ... 142
How to change an employee's W-2 ... 142
How to add W-2's for non-payroll Clients ... 143
How to print edited W-2's ... 143
How to open the W-2 edit file... 144
How to find a W-2 in the Edit file... 144
How to delete the W-2 Edit file ... 144
How to print the W-2 Edit file for review... 145
CHAPTER 27 - 1099 PREPARATION ... 146
1099 preparation overview ... 146
1099-MISC filing using paper forms... 146
1096 filing using paper forms ... 147
Partial printing of 1099's... 147
Getting IRS approval ... 148
Preparing the submission ... 149
Sending the 1099 submission... 150
How to view an electronic file ... 152
Reviewing electronic files ... 152
CHAPTER 29 - TAX YEARS... 153
Tax years overview ... 153
How tax years are stored... 153
Starting a new tax year ... 153
Changing between tax years ... 154
Deleting tax years... 155
CHAPTER 30 - TAX TABLES... 156
How CCIS Payroll stores tax tables ... 156
Tax table updating overview... 157
Principles of wage bracket method recording ... 158
Principles of incremental table method recording... 159
How to change the Federal tax tables ... 160
How to change FICA and Medicare ... 161
How to print the tax tables ... 161
Recording the FUTA rate and limit ... 161
Entering new SUTA rates and limits ... 162
CHAPTER 31 - STATE TAX TABLES ... 163
How to change state tax tables ... 163
Alabama... 164 Arizona ... 164 California ... 165 Connecticut ... 165 Delaware... 166 Louisiana ... 166 Maryland... 167 Massachusetts ... 167 Mississippi ... 168 Missouri ... 168 New Jersey... 168 New York... 168 North Carolina... 168 Ohio... 169 South Carolina... 169 Utah ... 169 Wisconsin ... 170
CHAPTER 32 - USERS AND SECURITY ... 171
Users and security overview ... 171
The Logon procedure ... 171
Adding a User ... 171
Changing a User's password ... 172
Deleting a User... 172
Security zones ... 172
Fingerprints ... 173
How to terminate and reestablish password protection ... 174
CHAPTER 33 - UTILITY FUNCTIONS ... 175
Backing up Client Data... 175
Restoring Client data from a backup ... 177
Developing a backup strategy ... 177
How to change the appearance of the toolbars... 178
Installing updates and options ... 179
CHAPTER 34 - PRINTERS ... 180
Printers overview ... 180
The Primary Printer ... 180
The Check Printer... 181
CHAPTER 35 - HELP ... 183
Help overview ... 183
Contacting CCIS Payroll support ... 183
Support for Direct Deposit using NPC ... 183
Help from within the program... 183
Common input errors... 184
Moving CCIS Payroll ... 184
Introduction
Welcome to CCIS Payroll, version 3 for Windows.
The purpose of this document is to provide you with an overview of the key elements of processing payroll and how CCIS Payroll solves your payroll problems, and to answer those "How do I . . ." questions that arise while you’re processing payroll. We suggest that you read the overviews of the Getting Started, Managing Employees and Managing Clients sections before you proceed.
If you’ve already done payroll for this year, the section called Mid Year Startup tells you exactly how to record that payroll quickly and easily. You may even be able to import that data.
From its beginning in 1989, CCIS Payroll has solved the most demanding payroll problems. Such problems as cafeteria plans, 401(k), 403(b), SIMPLE and SARSEP deferred compensation, and Fringe benefits are handled easily. You can also pay and report Rents, Royalties, Nonemployee Compensation, Other Income and Payments to Attorneys on Form 1099-MISC including computing of backup withholding effortlessly. Electronic filing of forms W-2 and 1099-MISC at the federal level is built in.
CCIS Payroll is a true multi-state program, capable of processing and consolidating three states per
client file. If a Client needs more than three, CCIS Payroll can create a consolidated client for reporting purposes. Moreover, any employee can simultaneously operate in any two of those states. Employees may also have taxes withheld from one state, and SUTA accrued for another.
CCIS Payroll solves the problems posed by fringe benefit recording, including Subchapter 'S' medical
payments. Advance EIC payments are computed and reported. Multiple city/local taxes are also processed quickly and easily, as are the special cases of minor children employed by their parents, and spousal employment.
In addition to preparing Forms 941 and 944, CCIS Payroll also solves the problems of farm employment by producing Form 943, and handles household employment.
Federal Unemployment Tax liabilities are easily tracked using CCIS Payroll's comprehensive worksheets. Changes in the Federal Tax Deposit Liability are reported on every register for any period. Annual FUTA reporting problems are solved by its ability to prepare Forms 940. Even the problems associated with Experience Rate changes are taken care of.
Finally, CCIS Payroll solves one of the worst problems facing preparers of live payroll - the year end crunch. That stressful period between the issuance of the last check of one tax year and the first check of the new will be a lot easier thanks to CCIS Payroll's ability to process multiple tax years concurrently.
Despite its great power, CCIS Payroll is extremely easy to install and manage. Each function is intuitive and can be easily selected from menus. Help is provided everywhere and, of course, our support staff stands ready to assist you.
Space requirements:
Programs and reference files ± 80 M Bytes
Client Data Files 2600 Bytes each client
Employee files for 1 year 3465 Bytes each employee
Installing CCIS Payroll
These instructions are for a single, stand-alone installation.
1. Choose the computer that you are using for payroll.
2. Close any programs that are running. We also recommend that you temporarily disable any
anti-virus software, and any other software that might stop you from performing the installation.
3. Put the CD into your CD drive and wait a few seconds. The opening screen of the installer
should appear.
4. If it does not appear, choose Start | Settings | Control Panel | Add Remove programs.
5. Follow the wizard for installing from a CD.
6. The Installer initializes then presents this opening screen.
7. Choose Next and the License Agreement window opens.
8. You can either accept or reject the terms of the license. If you reject the terms, the installer stops.
9. Choose Next and the Read Me window opens. This window contains news and other
10. The Customer Information window shows your name and the name of the Organization you work for, if you recorded this information in your Windows installation. They can be left blank.
11. Then choose whether you want anyone to be able to use this installation, or just you. (Please
refer to Windows Help to learn the distinction between these two methods.) This is a personal
choice that doesn’t affect CCIS Payroll.
12. Choose Next.
13. The Setup Types window appears.
14. Select Typical and choose Next.
15. The Ready to Install window appears and presents a summary of the choices you made
earlier. Choose Install.
16. The Installer presents a progress screen during the installation. When complete, the
17. Choose Finish to exit the wizard.
Starting for the first time
1. Choose the icon to start CCIS Payroll for the first time.
2. The first window you see asks for the payroll year. It defaults to the current year. Generally
you should accept this value.
3. Next you are asked if you want to enable access control.
4. Access control is a way to ensure that everyone who uses CCIS Payroll has been properly authorized by you. Enabling access control also lets CCIS Payroll tag every entry with the login name of the person who made then entry. Please see Users and Security (page 171) for more information. Choose either Yes or No.
This window provides some handy pointers to jobs that you may want to do now that CCIS Payroll is installed.
You are at the CCIS Payroll Main Menu, also called the Home Page.
The next step is setting up the Firm (page 10). This is a special entity that is used as a gathering place for some system-wide information. If you prepare payroll for others, the Firm represents your own company.
You then want to set up a Client (page16). Clients are our term for the entities that issue paychecks. To you they might be companies, churches or any other organization.
Chapter 1 - Getting started
Getting started overview
In this section, you will learn:
• How to negotiate the windows.
• How CCIS Payroll stores payroll data.
• How to start during the year.
• About passwords.
Navigating around the program
The easiest way to move around in CCIS Payroll is to use the web browser like interface. It is modeled after the familiar methods found in Microsoft Internet Explorer.
There are three elements to this interface:
• The Navigation bar.
• The Current Client locator bar.
• The Links bar.
The Navigation toolbar is used to move around the elements of the current screen, and to jump back to the calling screen, and the Home screen. Each button represents a function, such as Add, Edit, or Print. The buttons become enabled only when they can be useful.
The Current Client bar is similar to the URL bar on browsers. It contains the name of the client that is being accessed or the current client. It can also be used to change to another client.
The Links toolbar provides instant access to the major parts of the program.
You are able to customize the appearance of the buttons and the position of each toolbar.
If you tire of using the web style navigating, CCIS Payroll is a Windows program and also supports the Windows menu style of navigation. The top row of most screens contains a menu. Every item on the menu contains a single letter that is underlined. That menu choice can be opened by pressing Alt + the underlined letter. We show those underlined letters in this manual as a guide.
Function keys
CCIS Payroll uses certain function keys to speed input. They are:
Key Function What it does Where it’s available
F1 Help Provides context-sensitive help Throughout the program
F4 Copy Copies the last entry A-T-F Batch
F6 Jump Jumps to the next column All Payroll recording functions
F10 Save Saves the current record Firm, Client, Employee, Calculations
F10 serves a dual purpose in Calculations. The first time you press F10 with an employee’s check on the screen, CCIS Payroll does the calculations and pauses. This action is repeated every time you make a change. Pressing F10 is the same as clicking on the Compute button.
When you press F10 twice without making changes, the entry is saved. At this point, pressing F10 is the same as clicking on the Post or Save button.
How CCIS Payroll stores data
CCIS Payroll is a multi-company payroll processing system. Certain information, such as Federal
Unemployment Tax rates, is the same for every company. This type of global information is kept in an area that is called the Firm. There is only one firm.
Other information, such as State Tax ID Numbers, applies to only one of all possible companies. It is unique to that particular payroll. Such information is kept in areas called Clients. Each Client has a unique 3-digit number that you assign.
You need to have a Firm and at least one Client. If you process payroll for only one company, the Firm and the Client will probably contain the same name and address. If you assign a Firm payroll number here, you are able to restrict access to the Client file with that number.
The main program and all its required files are kept in a folder called ISPAYW off the root directory of the computer it is installed on. For most systems, this is drive C. So the main program path is C:\ISPAYW.
CCIS Payroll is also a multi-year payroll system. The payroll data for all Clients is grouped by year.
It is kept in directories off the program directory. The directories are named for the year that they apply to. For example, all of the Clients in 2008 are contained in the directory called, \ISPAYW\2008.
Having the data in folders off the program folder is the only supported configuration. The software will not function properly if it is installed in any other manner.
Mid year startup
CCIS Payroll can be started at any time during the year. You can even use it to record an entire year's
worth of data in order to prepare W-2's. The software does not need to know the breakdown of prior earnings, unless you want it to prepare quarterly reports. If so, you need to break the current quarter out of the totals.
There are two ways to bring your payroll information into CCIS Payroll.
You can import the data (page 30). If you have been keeping your payroll information on a spreadsheet, you can export it into a CSV or TXT file and bring it over. Or, if you use payroll software, it might be able to export the information. You’ll need to check its documentation. The other method is to enter the information manually.
1. First, be sure to create the client's Employee Master File by clicking on the Employees link
or choosing File | Employees. Please see Chapter 7.
2. Total the Earnings, Deductions, Withholdings and Net Pay from January 1 to the end of the
last quarter for each employee. The program needs to have the prior earnings separated by the last quarter to properly prepare the current quarter 941 and other reports.
3. Accumulate the same figures for the current quarter.
4. Choose Calculate Pay from the Main Menu, or select the Calculations link.
5. Choose Start a New Job. (You may have to select Close this Job first.)
6. Select After the Fact.
7. Set the Check date to the last payroll date in the previous quarter. You may also elect to set
period begin and end dates but they aren’t required.
8. Enter Hash Totals if desired.
9. Enter the values from Step 2 for each employee.
10. When done, choose the Print button, then Register | All employees, or select File | Print |
Register | All employees to print these transactions.
11. Press the Stop button.
12. Choose Close this job.
13. Choose Start a new job.
14. Select After the Fact.
15. Set the Check date to the last payroll date in the current quarter.
16. Repeat to record the current quarter.
17. To verify your entries, choose the Reports link. Then print a Year-to-date payroll register. Use it to prove your postings.
Passwords
CCIS Payroll has sophisticated routines to control program access. These routines are enabled during
installation, or on demand.
Passwords may be up to 12 characters long, chosen from the upper and lower case letters of the alphabet, the numbers 0 to 9, and the characters !@#$%^&*(:)_-+=[];<>.,?/\. Approximately 3,548,160 distinct passwords can be made from this character set.
Passwords are case-sensitive.
Users can change their password any time they log on to CCIS Payroll.
Password security and recovery
Passwords are encrypted and stored in the Windows Registry. Encryption makes it very difficult for anyone to guess your password and breach your security.
Since both upper and lower case letters are allowed, you need to remember not only what your password is, but also how you entered it. For example, if your password is CAT (all upper case letters), then cat, Cat, cAt, caT, CAt, CaT, and cAT will all fail since the case is incorrect.
Chapter 2 - The Firm
Overview of the Firm
The Firm file holds data that is used by all the Clients in CCIS Payroll to compute FUTA, determine Deferred Compensation limits, and electronic filing of Forms W-2 and 1099-MISC.
If you are an Accounting Firm or other person that is doing payroll for others, the data from the Firm is used to complete the Paid Preparer areas of Forms 941 and other such forms.
Also, if you are an accounting firm that prepares payroll for yourself as well as other Clients, you can restrict access to your particular Client data here.
Specifying the Firm
The information from this screen is used by the Electronic Filing functions and also sets global operating parameters. For instance, this screen specifies FUTA and 401(k) limits. Access to the Firm can be restricted.
In case you haven’t had a chance to read the section on Navigating around the program yet, any fields that have blue labels are required. They cannot be blank, even if you don’t think you need them. Also, please press the Tab key to exit any field that you have changed. Pressing tab activates the data checking routines, whereas clicking out of a field does not.
This window appears automatically during the initial setup. At any other time, it is reached by choosing File | Firm from the Home Screen menu. (We also call it the Main Menu.)
Begin by entering all the identifying information in the blue fields from Name through Zip Code. Use the information that you used when you applied for your Federal Tax ID Number as this is the way that the IRS recognizes you.
The fields Contact Person, Title, Telephone and e-mail Address are optional. CCIS Payroll uses this information on reports.
The Magnetic Media area applies to electronic filing of Forms 1099-MISC.
values but these are not updated by any update service. You are responsible for the accuracy of these values.
The IRC allows certain taxpayers to contribute extra amounts. Enter the adder only in the column Age 50+ "catch-up" adders.
This file also contains the FUTA values in the box labeled Tax Constants.
The FUTA Maximum Wage is the maximum FUTA employee taxable earnings. The FUTA Rate % is the NET FUTA rate (after deduction any Federal credits) expressed as a percentage, not a multiplier.
To change these values at any time, select the Edit button or choose Edit | Change Firm
Information. Navigate to the field you want to change, type the new data and press the Tab key.
Select File | Save, choose the Save button, or press F10 to save any changes. If the Save option is not available, check that all the fields with blue labels are complete. Also look for any field that is red. Red indicates a problem. Point your mouse at the field to learn about the problem.
Chapter 3 - Managing clients
Client management overview
CCIS Payroll can manage up to 998 separate payrolls of up to 5,000 employees each. Each payroll
can be active in three states, and each employee can be simultaneously active in two of those states. A payroll consists of a master file containing company information, and employee files holding as
many employee records as necessary. This set of information is what we refer to as a Client.
It is not necessary that every payroll have a separate taxpayer identification number. CCIS Payroll can easily be used to manage very complex situations, such as a Headquarters with departments, multiple plants and sales offices, or a group of retail stores.
CCIS Payroll can also create a special Consolidated Client to use for reporting of complex Client
structures.
In this chapter and the next two, you learn:
• How to change the current client.
• How to add, change, and delete clients.
• How to make a special Consolidated Client.
• How to share files with your Clients.
• How to change the payroll labels.
• How to change the Department labels.
• How to print payroll input sheets.
• About special purpose labels.
• How to set preferences for a client.
• How to set ‘S’ Corp status in New Jersey.
• How to select checks.
Retrieving a Client
This Select Client screen appears each time that you want to change to another Client.
There are two ways to find a Client, by the number you assigned to the Client when you created it, and by the Client’s name.
1. To retrieve a client by number:
• Type the number.
2. To retrieve a Client by name:
• Start typing the name. CCIS Payroll shows you the Client who most closely matches the
name you type. Press the Tab key then select OK or
• Select the down arrow on the right of the entry box. Scroll or type until the desired Client
is found.
• Select the correct Client name.
• Press Tab then click OK.
Changing to another client
The name of the Client that is currently open, called the Current Client, appears in the Current Client locator bar.
To change the client that is being processed:
1. Select the down arrow at the right side of the Current Client locator bar.
2. Select Change Client
3. The Select Client window displays. Select the client from the drop-down list.
4. Choose a Client and select OK.
If you are in the middle of a process that can’t be stopped, a message drops down saying ‘Can’t change Clients now.’
How to print or view client information
CCIS Payroll produces four client listings.Billing - A list showing the Client Number, Name, DBA and Address, Telephone, Contact and Standard Charge in a columnar, 3-row format in alphabetical order by Client Name.
Quick Reference – A list showing the Client Number, Name, DBA and Telephone in a single-line format in alphabetical order by Client Name.
Master Record – Prints the entire Client record for one or all Clients.
Labels – Prints mailing labels in 3-across format on Avery #5260 labels for lasers, or Avery #8160 Labels for inkjet, or 1" x 2½" for dot matrix printers.
Of these reports, the Billing and Quick Reference can be viewed on-screen. To print or view a report,
1. Select the Clients link.
2. Retrieve the client.
3. Choose View from the menu.
4. Select the report you want from the drop-down menu.
5. Click the Stop button when done.
To print a report:
1. Select the Clients link.
2. Retrieve the client.
3. Choose File | Print or select the Print button from the menu.
4. Select the report you want from the drop-down menu.
The Consolidated Client
There are many occasions where you may want to be able to separate Clients for payroll operations, and merge them for reporting purposes.
One such occasion arises when a company operates in more than three states. You must make several instances of the Client to accommodate the separate states, yet you probably want to file a single 941 for the group.
Or you might operate several stores or restaurants and want to keep the books separate to be able to better judge their individual performance.
CCIS Payroll can consolidate Clients for reporting purposes. All Clients must use the same FEIN for
this to work.
On demand, CCIS Payroll creates a special Consolidated Client whose number is 999. This special Consolidated Client is static, meaning that any changes you make to it do not get passed to the individual underlying Clients. In a like vein, any changes you make to the underlying Clients are not automatically carried to the special Consolidated Client.
Another thing to remember is that there can only be one special Consolidated Client. This means that, in the case you have more than one Client group; every new consolidation replaces the existing one.
How to make a special Consolidated Client
1. Choose one Client to be the Headquarters Client.
2. Make that Client the Current Client.
3. Choose Reports | File | Consolidate.
4. Answer this question.
6. Note the highlighted area. CCIS Payroll offers you the means to choose which parts of the group to consolidate. You might want this feature to print reports for a subset of your main group. Check this box and the next window appears for every consolidation candidate.
7. When the option becomes available select Done.
How to print consolidated reports
1. Make the current client number 999.
2. Choose Reports.
3. Every report is available with one possible exception. If the Special Consolidated Client has
more than 3 payroll states, the Unemployment and Wage reports are not available. 4. View or print the reports as desired.
Producing input sheets
CCIS Payroll prepares a Time Input Sheet as a tool for gathering information for input into the
Calculation module. These sheets can be faxed or e-mailed to a Client, or used by a clerk on the telephone with the client. Each employee is fully identified, including the SSN. There is room for four types of earnings. The first three earnings correspond to Income Labels 1 – 3 and include the
rate. The 4th is blank. There is room for four Deductions or reimbursements. A column is provided
for new pay rates as well.
How to print the input sheets:
1. Select the Clients link.
2. Choose File | Open from the menu, or select the Open button.
3. Retrieve the Client.
4. Select the Print button, or choose File | Print.
Chapter 4 - Maintaining the Client Master File
Adding a new client
CCIS Payroll uses a three-digit number to identify Clients. All of the files associated with that Client
include the number, usually as an extension. Once a Client is assigned a number, it cannot be changed.
Creating a new Client:
1. Select the Clients link.
2. Choose File | New from the menu, or choose the New button.
3. Type the number you chose to identify this new Client in the box, and select OK.
4. Complete the client’s information.
5. Select the Save button, File | Save or Press F10.
Viewing a Client:
1. Select the Clients link.
2. Choose File | Open from the menu, or select the Open button.
3. Retrieve the Client.
4. Select Next to view another client or Stop button.
Changing a Client's record:
1. Select the Clients link.
2. Choose File | Open from the menu, or select the Open button.
3. Retrieve the Client.
4. Select the Edit button.
5. Change the record.
6. Choose F10, File | Save, or select the Save button.
Deleting clients
CCIS Payroll provides a way to permanently remove all files of any client. The Client’s files are only
removed for the current year. If the Client exists in other years, they are not touched.
Note: Deleted client files cannot be recovered, even using an undelete utility.
This procedure is the only way to remove a client. If you remove a client using Windows Explorer, DOS or a file management utility, CCIS Payroll will no longer function properly.
To Delete a Client:
1. Select the Clients link.
2. Choose File | Open from the menu, or select the Open button.
3. Retrieve the Client.
5. Choose, Yes to confirm the deletion, or No to stop.
Changing income and deduction labels
CCIS Payroll has 16 income labels, eight for regular employees, and eight for 1099-MISC recipients.
Every income label can have a rate associated with it in the Employee Master file. When a label is not blank, the contents of that field become visible both literally and figuratively. Blank labels are omitted from all reports and all calculations. The space they would normally occupy on input screens is blank and the cursor doesn't stop. However, all non-zero amounts print in the registers, whether or not a label exists.
Also, the names of certain labels determine the availability of a feature to the program. Please read
Special purpose labels, below
There are eight income labels for regular pay and eight for 1099 pays for one-state employees whose Master Record has a blank in Payroll state 2.
For two-state employees, whose Master Record has a state in Payroll State 2, labels numbered 1 to 4 and 9 to 12 apply to Payroll State 1. Labels numbered 5 to 8 and 13 to 16 apply to Payroll State
2.
All employees in a Client have the same 12 deduction labels. To change the labels:
1. Select the Clients link.
2. Choose File | Open from the menu, or select on the Open button.
3. Retrieve the Client.
4. Select the Edit button, or choose File | Edit.
5. Select the Labels tab.
6. Change the labels. Select the Save button, or select File | Save.
Setting the New Jersey S-Corp switch
1. Select the Clients link.
2. Choose File | Open from the menu, or click on the Open button.
3. Retrieve the Client.
4. Select the Edit button, or choose File | Edit.
5. Select the Preferences tab.
6. Check or clear the Client is a New Jersey ‘S’ Corp checkbox.
7. Click the Save button, or select File | Save.
Special purpose and reserved labels
Several features of CCIS Payroll are activated only if a reserved label name is present. These features include: sick, comp, and vacation pay accruals. Also, fringe benefits recording and processing. Once activated, no other information may be stored at these locations. For example, if a Client has a Deferred Compensation plan, the label is reserved for deferred compensation regardless of an individual employee’s status.
• To learn more about Sick, Vacation and Comp pay please see page 48.
• To learn more about Fringe Benefits please see page 47.
• In other cases, CCIS Payroll reserves label names and positions.
• If there is a deferred compensation plan in effect for this client, deduction label #1 (the label
numbered 17), is reserved. It will show the Deferred Compensation setting in the client.
• Reported tips are always stored in the last deduction, label #28.
• Fringe Benefit deductions are always stored in the second-to-last deduction, label #27.
Chapter 5 - Details of the Client Master Record
The Client Master Record contains everything that CCIS Payroll needs to process payroll for a Client. Each client “file" is divided into six sections denoted by tabs; these sections are:
• Identification - Information that identifies the Client.
• Payroll States - Information about the states the Client operates in.
• Departments - Information about the Client’s departments.
• Bank Information - Information about the Client’s bank.
• Preferences - Information about various operating particulars such as type of check to use.
• Labels - An area that defines the labels to use for the Client.
Identification Section
This section contains basic identification information.
The selection you make for Type of Filer determines which Federal reports to file, and when deposits are required. Choose from:
• Form 941 Monthly
• Form 941 Semi-weekly
• Form 943
• Form 944
• Household Employer
The section from Name to Zip Code contains the Client’s principal address. The Continuation or
D/B/A field can hold either the continuation of the Client’s name, or the name under which the
Client does business. If it is a trade name, add the letters DBA to the front of the name, as in Tom Jones Enterprises DBA Alice’s Restaurant
The Federal Tax ID must be the one issued to the entity in the Name field. Only FEIN’s can be entered.
Entries in the Contact Person and Title print on reports (if specified under Preferences), and Client bills.
The EFTPS PIN is used for IRS electronic deposits and prints on the EFTPS report. Enter the number of hours in a standard work week for this Client in Work Week.
Payroll States
A Client can have taxes withheld or accrued for up to three different states. This section provides definitions of the states for which this Client is reporting payroll. No state needs to be the same as the Client’s home state. Employees can only have taxes withheld or accrued for states that appear here.
If a Client needs to be able to withhold and report for more than three states, set him up under as many client numbers as you need to accommodate his needs.
When it comes time to create reports such as Form 941, create a consolidated Client to group all of the clients together for the purposes of preparing the report.
1. Type the state code, or press the down arrow to select a state from the State 1 box. (The Client’s mailing state is the default.) The name of the state now replaces None assigned.
2. Enter the State Tax ID Number, if applicable. Try to maintain the formatting that is used by
the state, including spaces. If there’s not enough room, remove spaces, dashes, and other punctuation.
3. Enter the SUTA ID Number. This field is required. Try to maintain the formatting that is used by the state, including spaces. If there’s not enough room, remove spaces, dashes, and other punctuation.
4. Enter the SUTA Maximum Wage and SUTA Rate % from your files.
• Note for New Jersey Clients. Enter your NJ Registration number with no
punctuation plus /000 (e.g. 123456789/000) in the State Tax ID.
• Enter the 4-character Alpha Code that New Jersey has assigned to this client. Alpha
codes print beside the Registration Number on most forms you get from the state. An alpha code usually is the 1st 4 characters of the client's name.
5. The last part of each state is where you define the tax status of contributions to §125
Cafeteria Plans for:
• State Tax Withholding – W/H
• State Unemployment – SUTA
• State Disability – DI
6. The default is Taxable for all three taxes. To exempt plan contributions from a specific tax,
7. Repeat for States 2 and 3 if needed. Note – States must be assigned in order.
Departments
Each Client can have up to 20 departments. Departments can be used to group input, and special forms of the Registers showing department totals are available. An employee can be attached to one department during the year. If you need to divide an employee between departments, try using different income labels to identify the department.
This screen shows the default labels supplied for any new client.
• The Code is an identifier. It appears in the Department box of the employee Pay Rates tab,
and wherever a shorthand form of the department name is printed. It can be up to eight characters. Alpha characters are converted to upper case automatically.
• To blank out a code, press the Delete key with the code highlighted in Edit mode.
• The Description is a 19-character descriptive name for the Department.
Bank Information
Bank information is used when you have the MICR option, and by Direct Deposit. In all other cases, this window can be left blank.
1. Enter the Name and Street Address of the bank as it appears on the check.
2. Fraction refers to the tracing number that is printed on most checks. It is often in very small
print, and usually formatted like a fraction 12-34/5678.
3. If you are doing MICR for this Client, enter the three elements into the three Fractions fields.
If there is no fraction on the check, enter zero in all three fields.
4. Put the bank account number into the Account Number field. Use a capital C to represent the
on-us symbol and include any spaces between the last routing and transit symbol and the start of the Account number. Include any imbedded blanks and dashes.
5. Enter the nine-digit Routing and Transit number into its field. CCIS Payroll verifies the entry by computing the Check Digit and comparing it to that in the number.
7. The MICR Information area contains three options used with the MICR Encoder. Select
Use logo file if you have purchased a logo file for this Client from us.
8. Choose from three signature options:
• One signature line to print 1 signature line on the check
• Two signature lines to print 2 signature lines on the check
• Use Signature File to have the check signed using an optional purchased signature.
9. Enter the number of copies to print where indicated.
10. The Direct Deposit area holds information used for Direct Deposit.
Preferences
Many of the options for this Client are set on the Preferences Tab
The Checks area is where you choose the type of check, how you want them to be sorted, and options for the check stub. Select a style from the Check Format section. The available styles are:
• Business-size QuickBooks® format PPQ3L1 with the check on top and two blank vouchers.
• Complete current and YTD information is printed on a Phoenix Phive PP1L1 laser check
with preprinted top stub and blank bottom stub.
• Complete current and YTD information and associated titles are printed on a Phoenix Phive
PP3L1 laser all purpose check that has a blank stub on top and bottom.
• The Voucher Only option produces vouchers to give to your employees using Phoenix Phive
VOUCHERCONT (dot matrix) or tri-perforated VOUCHERLASER.
Checks can be sorted in four different ways. Choose the one you prefer from the Arrange checks by section. Selecting, Don’t sort results in checks being printed in the order that the employees were entered into the Employee Master file.
In the Stub Options area, choose any of:
• Print message causes CCIS Payroll to stop before printing and request a message to print on
the check stub or voucher.
• Print FEIN prints the Client’s FEIN on the check stub. This is required of certain
agricultural employers.
• Print available Sick Hours and Print available Vacation hours causes the selected item to
be printed in the message box on the check stub or voucher. The section on Tipped Employees offers two options:
• Select Force Minimum wage to have CCIS Payroll add enough wages to the employees’
earnings so that they are paid at least the Federal Minimum Wage as stored in the Tax Table.
CCIS Payroll computes the hourly rate after allowing for tips deemed wages. If it is below
• Sometimes there are insufficient cash wages and charge tips to pay the required withholdings. By checking Reduce W/H to cover taxes on tips, you tell CCIS Payroll to reduce first Federal, then State and Local withholdings enough to achieve a zero-balance check, if possible. FICA and Medicare are not changed.
The Reports area sets options for Form 941 and other reports.
Select Sign reports with Contact Name and CCIS Payroll inserts the Contact Person’s name and title if the report has room for it, into the report.
If the Firm is a Paid Preparer for the Client, select Firm is Paid Preparer for Client. CCIS Payroll will insert information from the Firm as appropriate on the report being prepared.
Select the appropriate selection in the Deferred Comp area.
Labels
CCIS Payroll has 16 income labels, eight for regular employees, and eight for 1099-MISC recipients.
Every income label can have a rate associated with it in the Employee Master file. When a label is not blank, the content of that field becomes visible both literally and figuratively. Blank labels are omitted from all reports and all calculations. The space they would normally occupy on input screens is blank and the cursor doesn't stop. However, all non-zero amounts print in the registers, whether or not a label exists. Some features of Industrial Strength Payroll, such as fringe benefit recording, require certain labels.
1. For one-state employees, whose Master Record has a blank in Payroll State 2, there are eight
2. For two-state employees, whose Master Record has a state in Payroll State 2, labels numbered 1 to 4 and 9 to 12 apply to Payroll State 1. Labels numbered 5 to 8 and 13 to 16 apply to Payroll State 2.
3. All employees in a Client have the same 12 deduction labels. When you create a new Client,
these labels are created by default: To change a label:
1. Click in the field of the label you want to change.
2. Enter whatever you want as the label.
Chapter 6 - General Ledger
General Ledger Postings Overview
CCIS Payroll can assign values to a GL list and print a report that can be used to input these values
into your General Ledger.
Each Client can either have its own list, or share the entries from a Master list. If CCIS Payroll finds a GL list for a Client, it uses that list. If there isn’t one that is specific to the Client, CCIS Payroll looks for the master list and uses it to print the report. If no list is found, the menu option is grayed indicating that the report is not available.
The General Ledger Report prints from the Calculations window. This section discusses:
• The structure of the General Ledger list
• How to add, remove, or change list items
• How to print the list
• The values that CCIS Payroll assigns to the list
• How to print the General Ledger report
General Ledger list structure
The General Ledger list file contains sections that correspond to the typical Chart of Accounts. There are two parts, an Account Number, and a Description. The Account Number can consist of any number or letter, and can be up to 15 characters long. The Description holds up to 25 characters.
CCIS Payroll has a set of defaults that are based on an accrual-based chart of accounts. Creating a
master list can change these defaults. Once you create a master list, CCIS Payroll always uses those values as the default.
If you have a chart of accounts already established for a Client, we recommend that you use exactly the same Account Numbers and Descriptions.
You can have a GL Account for every label per Client. CCIS Payroll cannot make an entry into a field if you have not entered a label for that field.
CCIS Payroll adds two Bank Accounts, areas to separate Officer and Other earnings, and a series of
debits and credits for Unemployment Insurance in addition to the labels that you provide.
How to edit the GL Account List
You select the file to work with by choosing the radio button on the GL Accounts window. You can make or change a file for one specific Client, or edit a Master file that is used by all Clients who do not have a file of their own.
There are five sections in the file: Earnings, Taxes, Deductions, Unemployment and Non-employee.
Earnings:
The Earnings section is reached by clicking the Earnings button.
The Earnings sections contain the postings for all W-2 employees. There are three columns, GL
Account Number, GL Name, and Label in Client.
The GL Account Number can contain any character. It accepts up to 15 characters. The GL Name can contain any character. It accepts up to 25 characters.
We recommend using the same numbering and naming system you use for your General Ledger. The default values for the first eight income fields are "Salary and Wages –” and the Label from CCIS
Payroll. Income labels are number 1 through 8 from the label window. If an income field is not
labeled in the Client, the word [Unused] appears and the GL fields are left blank.
CCIS Payroll adds the two income labels that cannot be changed, Non-Tax/Tips, and TDW to
complete the earnings.
CCIS Payroll adds three GL accounts. One for Officers, another for other employees (i.e. employees
that are not officers), and an offset to the bank called Payroll Bank Account. These accounts contain the totals from the previous 10 accounts, split between officers and others.
To use this feature, put the word Officer into the Position field of any employee that is a corporate officer.
Withholdings:
Select the Taxes button to display the Withholdings section. It contains fields for Federal Income Tax, FICA, Medicare, Advance EIC, three State Withholdings, three State Disability withholdings and two City/Local withholdings.
Deductions:
Select the Deductions button to display the Deductions section. It contains a GL Account and GL Name for every deduction label set up in the Client.
Non-employees:
Unemployment:
The Unemployment section contains Liability and Expense accounts fro FUTA and three states.
How to print the General Ledger Account list
The entire contents of the General Ledger Account list can be printed when the update window is visible.
To open the update window, go to the Home window. Then choose Maintenance | GL Accounts. The Print button will be enabled if there is a file for this Client, or there is a Master file. Select the
Print button to print the file. It prints on the System Printer.
Values output to the GL Report
Here is the way that CCIS Payroll outputs the GL values when it is processing a Time Entry situation. The signs of the output change according to the job. Cancel check would be the exact reverse of the values shown here.
In the Earnings section, CCIS Payroll outputs the first 12 accounts as positive numbers. The offset to the Payroll Bank Account is output as negative. The special summary fields for Officers and Others are output as positive but they are not included in the GL Totals. Instead, they print at the end of the report.
All amounts withheld in the Withholdings section are output as negative. The FICA Employer’s Expense and Medicare Employer’s Expense are output as positive.
All Deductions are output as negative unless they are a reimbursement in which case they are positive.
In the Non-employees section, CCIS Payroll outputs the first 8 accounts as positive numbers. The offset to the Operating Bank Account is output as negative.
For Unemployment, all payables are negative, and all expenses are positive.
How to print the General Ledger report
The General Ledger report is available in the Calculations window. It uses the values from the current payroll job.
Chapter 7 - Managing Employees
Employee management overview
The next three chapters discuss the Employee Master File. This file contains all information about any given employee. Each employee must have a record in this file. However, it is not necessary to complete every field.
In this chapter, you will learn:
• About the Employee Master Record
• How to Import Employees from common file types
• How to set up an employee for Direct Deposit
• How to Add, View, Change and Print employee information
• About multi-state employees
• How to retrieve employee records
• How to enter 1099 recipients
• How to print employee lists
• How to change the FICA, Medicare, FUTA and SUTA accrual status
• How to record W-5 information for Advance EIC
• How to remove an employee's payroll data
• How to print New Hire reports
• How to Protect Social Security Numbers
Retrieving employee records
Employees can be retrieved three ways: by the Employee Key, a unique number that was assigned by the software when the employee was created, by the Pay ID, a unique number from 1 to 32,000 that you assigned to the employee, and by Last name.
Whenever CCIS Payroll needs an employee, you see this window.
1. To retrieve one employee by Last name select, Last Name. Start typing the name. CCIS
Payroll shows you the employee who most closely matches the name you type. You can also
select the down arrow to the right of the entry box and scroll or type the name of a particular employee. Choose the employee name to select a particular employee. Press Tab then choose
OK.
2. To retrieve all employees in Last Name order: select Last Name and select Retrieve all
3. To retrieve an employee by Pay ID: Select Pay ID. Start typing the Pay ID. CCIS Payroll shows you the employee who most closely matches what you type or scroll down the list of names in the dropdown list until you find the employee.
4. To retrieve all employees in the Pay ID order select Pay ID, the Retrieve all employees.
5. To retrieve one employee by Key select Key and enter the employee key.
6. To retrieve all employees in Key order select Key then Retrieve all employees.
How to import employees
CCIS Payroll can import data from other software programs to save you the trouble of keying it all in.
The data that you can import includes employee identification information and certain YTD values including wages, withholdings, and deductions. You can import as much or as little data as you wish.
The most common types of files are supported:
• Comma-delimited (.CSV) files
• Tab-delimited (.TXT) files
• Fixed record length flat files
When you choose to import your employee data, the imported data completely replaces any data that exists in CCIS Payroll for that Client.
Your payroll or other software must be able to produce files in one of these formats. Sometimes you may have an intermediate step. For example, to import from QuickBooks, you first must export from QuickBooks to an Excel spreadsheet.
Here is the information you need to know before beginning an import.
For tab-delimited or comma-delimited files:
• The name and location of the file,
• The total number of fields in the each record,
• The number of each time field.
For example, your file might have a total of 40 fields. The Pay ID might be #5. The First Name field might be #32; The Social Security Number might be #33, and so on.
For fixed-length files:
• The name and location of the file,
• The length of each record,
• The beginning and end of each time field.
•
For example, your file might be 356 characters (=bytes) long. The Pay ID might start at byte 20, and end at byte 24. The Regular time field might begin at 93 and end at 105, the Social Security Number might run from 64 to 72, and so on.
1. If you haven’t already done so, create a Client to hold the imported employees.
2. Next, make that Client into the current Client.
3. Choose the Employees link.
4. Select File | Import. CCIS Payroll warns you if there are employees in the Client.
5. The Import Employee Information window displays. This window has all the information
6. Start by entering the location of the file. You can also press Choose file to search for the file. 7. Next enter the number of Fields in the file, or the length of one record.
8. Select the radio-button that properly describes your import file.
9. Enter the number of the field in the Field Position column for every field you want to import. For fixed-length files, enter the start and end position.
10. Now check the box called Default Values for All Employees. Every employee will be
given these values by default so change them if necessary. Obviously these won’t fit all your employees but they can always be changed after the import.
11. Choose Save Spec to save this layout for the future.
12. Select Begin Import to bring the employees over.
13. Lastly, check your imported data using the Register reports.
How to print or view employee listings
There are five reports and listings available from the Employee File Maintenance screen. They are:
• Full Record - includes the entire contents of an employee's file.
• One Line - includes the Key, Pay ID, Name, Social Security Number, and Pay Rate in a single-line format.
• Roster - includes all of the One Line, plus full mailing address, Telephone, Date Hired, Pay
method, and Frequency.
• Tip Reporting - produces a substitute IRS Form 4070.
• New Hire - prints the New Hire Report.
Of these reports, the Full Record, and the One line, can also be viewed on screen.
All reports can be customized to include only employees of a given Type, and Status. Each can also be sorted three ways, by Last name, Pay ID, or in Key order (not sorted).
To print or view a report:
1. Select the Employees link.
2. To view a report, choose View from the menu.
3. To print a report, choose File | Print from the menu or select on the Print button.
4. The window shown below opens.
5. Choose the Report Type, Employee Status, Employee Type, and Sort Order from their
respective areas.
6. Select the Print Report button.
Protecting Social Security Numbers
CCIS Payroll has the ability to hide part or all of an employee’s Social Security Number from check
stubs, input sheets and other reports where the full SSN is not required. SSN’s can be printed in three different formats:
• Totally hidden ***-**-****
• Partially hidden – last 4 are revealed ***-**-1234
• Open 123-45-6789
CCIS Payroll defaults to ***-**-****
You specify the format to use in the Check Properties for a Client. To get there:
1. Choose the Calculations link.
2. Select File | Properties.
3. Choose Edit.
Chapter 8 - Maintaining the Employee Master File
You can add, edit, delete or view any employee record.
Adding a new employee
1. Select the Employees link.
2. Select the New button, or choose File | Add from the Employee File Maintenance menu.
3. Complete the employee information tabs using the instructions contained in the sections
titled; Identification, Pay Rates, Federal and State Taxes, Deductions, Biographical, and
Local Taxes. Required information has a blue label.
4. Choose F10 or the Save button to save this employee and advance to the next.
5. Choose the Stop button to close the tabs view. The Employee File Maintenance window
displays
The fields are all complete so why can’t I save my data? CCIS Payroll checks the data in every field
as you leave it by pressing Tab or Enter. If you simply click off the field, CCIS Payroll does not check the data. Some items, especially drop-down boxes, retain the value they had from the last employee – it may be correct but CCIS Payroll doesn’t know that because it hasn’t tested it. To fix this just return to the Identification page and Tab through all the fields through to the Federal and State taxes page.
Viewing an employee:
1. Select the Employees link
2. Choose the Open button, or select File | Open from the Employee File Maintenance menu.
