Getting Started Guide
• Employee Data
• Payroll
Last revised: September 27, 2007
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Website: www.ProCareSoftware.com
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Get Started with ProCare Today!
1. Install ProCare
Complete installation instructions are included with your ProCare CD. To print an additional copy visit
support.procaresoftware.com and select Print Installation Instructions.
Note: Installation on a network may require you to work with a local computer technician to setup and configure your network prior to installing ProCare. If you (or your technician) need assistance with installation, please contact ProCare Technical Support at
1-(800)-964-1729
.2. Learn ProCare
Learn ProCare through live web based training or use Free Learning Tools, including self-paced
tutorials, to help get the most from your childcare management software.
Get Live Training – 30 Minutes Free for First Time Buyers*
With Live Training you'll learn how to get the most from ProCare while working live on your own data. Just share your computer screen with the instructor for a true hands-on learning experience. A free, 30-minute, online training session is included with your first time purchase of ProCare*. Additional training is available at modest rates. Learn more at training.procaresoftware.com or call
1-(800)-964-1729
and ask for the Training Department. *Note: To qualify you must schedule your training within one month of your initial purchase.Use the Free Learning Tools
Free Learning Tools are always available to let you learn at your own pace and at a time convenient for you.
Online Tutorials
Interactive, step by step tutorials show you how to use each ProCare module. Visit support.procaresoftware.com and select Tutorials.
Getting Started Guides
User Guides (like this one) are a great way to familiarize yourself with the basics of getting around ProCare. We suggest you read a few pages at a time then take a Tutorial related to what you just read.
Frequent Questions & Online Help
Answers to many Frequent Questions and up to date Online Help are available at support.procaresoftware.com. If you’re not online, there is also Help built into ProCare – just click the Red Question Mark located on many ProCare screens or tap the F1 key on your keyboard.
3. Technical Support
Toll free Technical Support is available for installation questions, trouble shooting issues, and answers to specific questions for all current versions of ProCare. If your answer is not available in the many learning resources above please contact
Dear Friend:
Thank you for choosing ProCare Software as your Management System. Your confidence in us is greatly appreciated.
The mission of Professional Solutions is to provide the best management software and quality services to our customers. Specifically, our commitment is centered around the following goals and objectives: • To always remember that the relationship between ourselves and our customer is one of sincere trust
and to do everything possible to achieve and maintain that trust.
• To deliver to each customer the absolute best management software product and quality service, now and into the future.
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standards and putting the interests of our customers first. Thank you for letting us have this opportunity to serve your needs.
Jeffrey R. Blum, President Professional Solutions
Software License Agreement
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Table of Contents
Employee Data & Payroll General Overview...1
Employee Data Setup ...4
Also known as the “Program Configuration”, this is the where you choose the overall settings that affect Employee Data. Examples would be the number of pay periods in a year and the departments (or classrooms) where employees work. Also, this is where you set User Limits to allow only certain people to perform certain tasks in the Employee Data & Payroll Module. General Settings User Limits ...4
General Parameters ...5
Employee Data Settings City, State, Zip ...6
Check-In Email Message (all employees)...6
User Defined Fields ...6
Immunizations ...7 Employee Groups ...7 Employee Tracking ...8 Work Department ...8 Employee Positions ...8 Classroom Links ...9
Payroll Data Settings Federal Withholdings ...10
State Withholdings ...11
General Withholdings ...11
EIC (Earned Income Credit) Calculations ...12
Paycheck Format ...13
Payroll Formula Editor...15
Entering Employee Data Entering a New Employee ...19
Editing / Changing an Existing Employee ...23
Emergency Contacts ...21
Entering Pay Rates ...21
Current Advances...22
Withholdings...23
Variables ...23
Medical Information ...24
User Defined Fields ...24
TimeCards / Scheduling / Vacation and Sick Time / Payroll Time Card ...25
Batch Post Time Card ...27
Current Pay Period ...28
Payroll Checks ...29
Voiding a Check ...33
Posting Year to Date Payroll...34
Batch Print Payroll Checks ...35
Vacation, Sick, and Training ...36
Accumulation Rate for Vacation and/or Sick Time ...37
Batch Post Training ...38
Holidays ...39
Bonus Checks...39
Other
Employee Status...44
Reminders ...44
Log Sheet ...46
Check-In E-Mail Message (one employee)...47
Deleting an Employee ...47
General File Management ...56
Standard Payroll Variables, Functions, Math Operators ...57
Search, Letter Merge... see Help Files Printing Reports Employee Specific Reports ...48
General Reports ...49
Printing Reports ...51
Report Designer ...61
Employee Data & Payroll General Overview
Purpose
The Employee Data module is where you keep track of employee information, like names, addresses, schedules and time cards. If you also have the Payroll module, you’ll be able to print paychecks and payroll reports. Below is a quick summary of the major areas of these modules. Each area will be covered in greater detail as you progress through this Getting Started Guide. You may also get more information by tapping the F1 key while in ProCare to bring up the Help screens.
The Main Menu
The Main Menu (also known as the ABC’s screen) is the starting point of the Employee Data & Payroll module. From this screen you may access all areas of the module by clicking buttons, like New to enter a new employee, or clicking the alphabet letters across the top to look up a particular employee. Other features are listed under the pulldown menus at the top of the screen like Options or
Functions.
Program Configuration
Also known as the Employee Data Setup screen, the
Program Configuration is where you choose the overall settings that affect Employee Data. Examples would be the
number of pay periods in a year and the departments (or classrooms) where employees work. Also, this is where you set User Limits to allow only certain people to perform certain tasks in the Employee Data & Payroll Module. This is the first place you’ll go to begin setting up the module.
Employee Information
The Employee Information screen is where you keep basic information about each employee, like name, address, social security number, pay rate, and
withholdings. This is the screen you will see after clicking the New or Edit buttons from the Main Menu. If you have the Attendance Tracker module, this is the screen where you enter an ID Code for the employee to use when checking in.
Time Card
The Time Card is used to keep track of the number of Straight Time and Overtime hours for each employee. These hours may be imported to the Paycheck or used simply as a time clock if your center does not do its own payroll.
Schedule
Allows you to schedule individual employees or a
department of employees at once. The employee’s schedules are linked to the children’s schedules, and will warn you if the required Teacher/Child ratios are not being met. A smiley face means the ratios are okay!
Payroll Check Calculation
The Check Calculation screen is where the amounts and withholdings for each paycheck are determined. If you are using the Attendance Tracker module as your time clock, those hours can be automatically imported to the paycheck.
Batch Print Checks
The Batch Print Payroll Checks feature allows you to print individual checks or a group of checks. For example, you could select all the checks for your current payroll at once.
Employee Data Reports
You may print reports that show various employee information. For example, Employee Time Cards or a simple directory of names and addresses. Most reports allow you to select a particular group of employees to be included.
Payroll Reports
These reports are for specific payroll information like a Tax Deposit report, or a Payroll Check Summary.
Employee Data & Payroll Program Configuration
Getting there...
From the Functions Menu, click on Program
Configuration.
Purpose
The Program Configuration, also known as the “Employee Data Setup” screen is where you choose the overall settings that affect Employee Data & Payroll. Examples include the number of pay periods in a year, the departments (or classrooms) where employees work and Income Tax Withholding Tables. Also, this is where you set User Limits to allow only certain people to perform certain tasks in the Employee Data & Payroll Module.
General Configuration
User Limits
User Limits (Security Level) allows you to have only certain persons perform certain tasks. For instance, you may not want everyone to be able to post paychecks, or to add new employees, etc. Each module has its own set of User
Limitations. There are also “Global” limitations for the entire
General Parameters
This is the place you assign “general” things like the number of pay periods per year and how overtime is determined, etc. If you have the Employee Data module only (and not Payroll) skip to item #6.
1.) Select the Current Payroll Year by clicking on the small, black up and down arrows. You can only print checks that have a Post Date within the year entered here. For example, if it were January 2001, but your payroll year were still set to the year 2000 you would have to change this screen to 2001 before you could print a check with a 2001 date. 2.) Select the Start Day of Pay Week by clicking on the pulldown list. This affects how overtime (above 40 hours per
week) is calculated. It has nothing to do with the Current Pay Period. For example, let’s say the calendar was as follows:
Sun = 3rd / Mon = 4th / Tues = 5th / Wed = 6th /
Thurs = 7th / Fri = 8th / Sat = 9th
Sun = 10th/ Mon = 11th / Tues = 12th / Wed = 13th /
Thurs = 14th / Fri = 15th / Sat = 16th
Sun = 17th, etc.
If you select Monday, as the Start Day of Pay Week then overtime is determined on a Monday - Sunday basis. If an employee worked over 40 hours from the 11th - 17th it
would be considered overtime (unless you have NONE selected for Overtime Calculation - see below). Any hours worked on the 10th would count toward overtime for the
week of the 4th - 10th.
This is not related to the Pay Period. If your Pay Period were from the 1st - 15th, it would have no bearing on the overtime
calculation. Since the Pay Week runs from the 11th - 17th (and is not yet over) any hours worked as overtime on the 16th or
17th would show up on the next paycheck.
The important thing is to be consistent. You can’t choose Monday - Sunday one time then switch to Tuesday - Monday. This would make overtime calculations impossible, as well as causing a great deal of confusion.
3.) Select the number of Pay Periods in a Year from the pulldown list or you may type in a number of your choosing. This is one of several factors used to determine how much to withhold in taxes from each check. The standard choices are: 12 = Pay once a month
24 = Pay twice a month 26 = Pay every 2 weeks 52 = Pay every week
Note: When entering a New Employee, the number of Pay Periods assigned to that employee automatically defaults to the number set here. If the number in the Program Configuration has been changed since an employee was first entered, it would be necessary to also change the number on each “Employee Pay Rate” screen.
4.) Select the method used for Overtime Calculation. To have overtime automatically calculated, select either Over 40
hrs/week or Over 8 hrs/day and over 40 hrs/week. If you calculate overtime in some other way or not at all, then
choose None, which means all hours would be considered straight time. Make any adjustments on the Payroll Check Calculation screen. It is strongly recommended that you seek advice from a professional accountant before using the “None” option.
5.) General Ledger Assignments is where you indicate which account the money for payroll comes from, known as the
Payroll Checkbook, and where to post Employee Advances (if you give an employee money before your normal
Enter the appropriate General Ledger Numbers from your chart of accounts in the GL Number box. Be sure to use
“Asset” account numbers. The General Ledger Description will automatically be entered based on the GL Number
you used, however, if the GL Number is not already in your chart of accounts, the description will be blank. In this case it would be necessary to add this number to the chart of accounts. The default numbers are 1000.00 Primary Bank
Account and 1013.00 Employee Advances. Your numbers may vary. Ask your accountant.
6.) The Monitor Employee Training section is used to track the number of hours an employee spends in training or on work related travel. You may choose to enter a date range using the “Between the dates of” option or select to view a certain number of months using “for the Prior... Months”.
Employee Data Configuration
City, State, Zip
This feature allows you to set a default City, State, and Zip Code. If you have a number of employees who live in the same city this can be a great time saver. Each time you enter a new employee the City, State, and Zip will automatically be filled in using these default settings. You can always type over the information for a particular employee if their City, State, or Zip are different.
General E-Mail Message
You can send Check-In Email Messages to all employees at once. They will see the messages when checking in/out at a check-in computer (running ProCare Attendance Tracker) or using a ProCare Time Clock. Messages can be assigned in the following ways:
General Employee Message
This message will go to every employee. You may use up to 150 characters. Click on Exit to save the message, or Cancel to exit without saving the message, or Clear to delete an existing message.
Individual Employee Message
This message will go only to one specific employee. See page 47.
User Defined Fields
Gives you the ability to track information for employees that is not otherwise shown. In other words you can create your own data fields. You might use this to track “Spouse’s Name”, or “First Aid Certified”, etc. You can keep track of words, numbers, dates, or things with Yes/No answers.
Immunizations
You can track the immunizations required for each employee and generate reports showing when each immunization is due. After completing these steps, enter the immunization history for each employee under the
Medical button on the Employee Information Screen.
1.) Click on the Immunizations button under the heading
“Employee Data”.
2.) Click the line next to Immunization Name and enter a name like “Polio” or “DPT”, etc. Then tap the TAB key to move to the next blank box and enter another name. You can enter up to 12 immunization names. Note: You can look at the Data Field Information box in the upper left-hand corner for a brief description of what to do.
3.) Click on the line next to Immunization Type. You have 2 choices:
#1 Employee’s Age When Due: Enter the employee’s age in months (for 1st Due, 2nd Due, etc.) when each
immunization is due.
#2 Time Between Immunizations: Enter the number of months between each immunization.
4.) Click on the line next to 1st Due and enter the employee’s age in months when the first immunization is due. Note: This
step is the same regardless of whether you chose Immunization Type #1 or #2.
5.) Click on the line next to 2nd Due and if you chose Immunization Type #1 enter the employee’s age in months, however,
if you chose Immunization Type #2 enter the number of months between the 1st and 2nd immunizations.
6.) Repeat step #5 for 3rd Due through 8th Due. If an immunization does not require all eight due dates, simply leave that
due date blank.
Employee Groups
You may categorize your employees into groups for issuing paychecks, running reports, etc. For example, you might have categories for the type of work they do, such as Administration or Clerical. If you have more than one center, the group could be the location where they work like “Lincoln School”, “Fifth Avenue Center”, and so on. You may assign one group per employee.
Note: Most Payroll Reports can be sorted by group, so if you’d like to break down payroll into different categories this is a good way to do it.
1.) Click on the Employee Groups button under the heading “Employee Data”.
Employee Tracking
This feature allows you to track other information on each employee. You might use this to track which employees are CPR certified, or special classes/training they may have completed. The possibilities are vast. You may assign more
than one tracking category to each employee.
1.) Click on the Employee Tracking button under the heading “Employee Data” .
2.) Click on a blank line and enter a category for Employee Tracking.
Work Department
Describes the place an employee works. Usually these will be the names of your classrooms, but you might also have departments like Kitchen, Office, etc.
1.) Click on the Work Departments button under the heading “Employee Data”.
2.) Click on a blank line and enter the name of a department.
Employee Positions
Defines the type of work an employee does, like Teacher, Cook, Bus Driver, Office Assistant, Administrator, etc. Having separate categories allows you to track the amount you spend on salary or wages for each category. You may also want positions for things like Holiday, Jury Duty, Bereavement, and Bonus. A few positions are pre-defined and cannot be changed including Vacation, Sick Time, and Training.
1.) Click on the Employee Positions button under the heading “Employee Data”.
2.) Click on a blank line under the heading “Description” and enter the name of a position.
3.) Place a check mark in the “No Overtime” column (shown as “No OT”) if you want hours for this position to be excluded from overtime. This would be appopriate for positions like Holiday.
4.) Next, click on or TAB to the GL Number box. Enter the appropriate General Ledger Number from your chart of accounts. Be sure to use an “Expense” account. Then click on or TAB to the General Ledger Description which will automatically be entered based on the GL Number you used. The default number is 5040.00 Payroll Paid. Your numbers
may vary. Ask your accountant.
5.) Assign each employee their position(s) on the Pay Rate screen. See page 21.
Note 1: If you want to track the amounts paid for each position separately, you must use different GL Numbers for each position. For example, Teacher might be 5040.10 and Office Assistant 5040.20, etc. These numbers must be defined in the Chart of Accounts first.
Note 2: To track payroll expenses associated with a grant create a separate position like "Teacher - Grant" and assign a separate GL number. If a teacher's pay is partially subsidized by the grant they would be assigned 2 positions, the regular "Teacher" and "Teacher - Grant" to track the payroll Expense. If their pay is also divided between 2 bank accounts it would be necessary either to issue 2 paychecks (one from each account) or issue the check from a single check book then transfer funds from one account to the other with a Journal Entry in the General Ledger module.
Classroom Links
This function links the children’s classrooms from the Family Data & Accounting module with the employee
work departments so you can use the “automatic
scheduling” feature of Employee Data.
1.) Click on the Classroom Links button under the heading “Employee Data”.
2.) At the “Classroom Links” screen you will see the names of the employee departments and the children’s classrooms. In many cases the department and classroom names will be the same.
a.) Click on the Employee Department, for example, “Toddlers”.
b.) Click on the Classroom you wish to “link” to the Employee Department selected in step A. This
might also be named “Toddlers”. You will now see this “link” appear on the bottom section of the screen as follows:
Toddlers --->Toddlers [0:1]
This indicates the employee department called “Toddlers” has been linked to the classroom of the same name and the currently assigned Student / Teacher Ratio is zero to one.
c.) Repeat steps A and B for all departments and classrooms. Some departments like kitchen, or office, may not need any classroom links.
3.) Assign the Student / Teacher Ratio by clicking the
Ratio button. A “Child to Teacher Ratios” screen will
appear. Simply enter the number of children allowed per teacher for each classroom. When you are finished click Exit and you will notice the ratios have changed. For example, if you entered 8 on the “Child to Teacher Ratios” screen, the “link” would change as follows:
Toddlers --->Toddlers [8:1]
4.) To delete a link simply select that link, at the bottom section of the screen, and click the Unassign button. To delete all links at once, click Unassign All.
Payroll Data Configuration
Federal Withholdings
These tax tables are automatically installed when you load the Employee Data & Payroll disk. To modify them: 1.) Click on the Federal Withholdings button under the heading “Payroll Data”.
2.) Next to the words “Federal Income Withholding” is the date these tables were current. For example, Jan 2000 indicates these were the current tables as of that date, however, if you make any changes to the tables the date
will still say Jan 2000.
Updating Federal Withholdings:
You may order a W-2 disk at the end of each year which includes the new tax tables (both Federal and State) for the coming year and enables you to print W-2 information on pre-printed forms you obtain from your local office supply store or other third party vendor.
If you choose to do W-2’s by hand or have your tax consultant prepare them then you may order a complete update of
ProCare with the new tax tables.
A third option is to manually update the tables each year based on the “Circular E” (from the IRS) by clicking the appropriate button under the heading “Modify the formula for...” (like Fed - Single, etc.). Be sure to use the tables for ANNUAL PAY PERIOD.
Note: For more information on editing payroll formulas, see page 15.
3.) The appropriate figures for Social Security, Medicare, and Federal Unemployment (FUTA) will automatically be entered based on the disk installed in step #2. To manually update these amounts simply type over them.
Note: Wage Base means the amount of earnings subject to that particular tax. For example, a tax (like FUTA) may apply to only the first $8,000 in wages. If a tax applied to all earnings (with no limit) the wage base would be entered as a very large number like 1,000,000 or 9,999,999.
4.) GL Number is where you indicate to which general ledger account the withholding (employee’s share), is posted. Enter the appropriate numbers from your chart of accounts. Be sure to use “Liability” account numbers (this is for the
employee’s share only - the employer’s share is posted separately in the Accounts Payable module). The General
Ledger Description will automatically be entered based on the GL Number you used, however, if the GL Number is not
already in your chart of accounts, the description will be blank. In this case it would be necessary to add this number to
the chart of accounts.
The default numbers are 2011.10 FICA (Social Security), 2011.20 FICA (Medicare), and 2010.00 Federal Tax
Liability. At the time of this writing, FUTA was paid by Employers, not Employees, however, it is still necessary to
assign a GL number to FUTA – you may use 2010.00 Federal Tax Liability here as well. If future tax changes require employees to pay, it would be necessary to add their percentage and perhaps create a separate GL number for FUTA Liability.
Note: The percentage the Employer pays should be entered here, while the actual amount the Employer pays should be entered as an expense in the Accounts Payable module. Your numbers may vary. Ask your accountant.
State Withholdings
1.) Click on the State Withholdings button under the heading “Payroll Data”.
2.) State tax tables are NOT automatically installed. If you have not already done so, install as follows: a.) Select your state from the list by clicking on it. b.) If tax tables for that state have never been
installed, a message will pop up asking if you want to install them. If you do not get the message it means those tax tables are already installed. If you wish to update tables for a state that is already installed, simply click the Install button.
c.) Repeat above for any other states for which you withhold income tax.
3.) Next to the name of each state (for which tax tables were installed) is the date these tables were current. For example,
Jan 1999 indicates these were the current tables as of that date, however, if you make any changes to the tables the date
will still say Jan 1999. In many cases state tax tables do NOT change from year to year. The states do NOT notify us
of changes. It is up to you to verify your tables are up to date. If you are unsure contact your state revenue department.
Updating State Withholdings:
You may order a W-2 disk at the end of each year which includes the new tax tables (both Federal and State) for the coming year and enables you to print W-2 information on pre-printed forms you obtain from your local office supply store or other third party vendor.
If your State changes it’s tax tables in mid-year or if you choose to do W-2’s by hand or have your tax consultant prepare them then you may order a complete update of ProCare with the new tax tables. To install tax tables from an update simply follow step #2 above.
A third option is to manually update the tables by clicking the appropriate button under the heading “Modify the
formula for...” (like GA-Single, etc.). Be sure to use the tables for ANNUAL PAY PERIOD.
Note: For more information on editing payroll formulas, see page 15.
4.) If your state has a State Unemployment tax (SUTA) simply enter the figures in the appropriate boxes.
Note: Wage Base means the amount of earnings subject to that particular tax. For example, a tax (like FUTA) may apply to only the first $7,000 in wages. If a tax applied to all earnings (with no limit) the wage base would be entered as a very large number like 1,000,000 or 9,999,999.
5.) GL Number is where you indicate to which general ledger account the withholding is posted. Enter the appropriate numbers from your chart of accounts. Be sure to use “Liability” account numbers. The General Ledger Description will automatically be entered based on the GL Number you used, however, if the GL Number is not already in your chart of accounts, the description will be blank. In this case it would be necessary to add this number to the chart of accounts. The default number is 2012.00 State Tax Liability. You could add a new liability to your chart of accounts for SUTA, if needed. The amount paid by the employer (if any) should be posted as an expense in the Accounts Payable module. Your numbers may vary. Ask your accountant.
General Withholdings
This allows you to create customized withholdings for things like: Employee Child Care, Health Insurance, Retirement or Pension Plans (like 401k or 403b), Local Taxes (City, County, etc.), a Garnishment, or anything else you would withhold.
1.) Click on the General Withholdings button under the heading “Payroll Data”.
a.) Enter a Category name. This is what the program will use internally to track the withholding. You may use up to 6 characters. For health insurance you might use “Health”.
b.) Enter a Formula Name. This is the name you will see for the withholding. You may use up to 25 characters. For health insurance you could use the full name “Health Insurance”.
Once you Exit, the name of the Category and Formula
Name are permanent*. If you are not sure, click Cancel
instead.
This will take you back to the “General Withholdings” screen where you will have a button with the new formula
name on it (assuming you did not cancel), right below the
words “Modify the formula for...”
*Note: If it becomes necessary to change the Category or
Formula Name at a later time please contact Technical
Support for assistance.
3.) GL Number is where you indicate to which general ledger account the withholding is posted. Enter the appropriate number(s) from your chart of accounts. Be sure to use “Liability” account numbers. The General Ledger Description will automatically be entered based on the GL Number you used, however, if the GL Number is not already in your chart of accounts, the description will be blank. In this case it would be necessary to add this number to the chart of accounts. If you are unsure what numbers to use, ask your accountant.
4.) Withholding Formulas are necessary to tell the program how to calculate the amount to withhold. To set up a new formula (or change an existing one) click on the button with that withholding’s name on it (for example, Health Insurance) right below the words “Modify the formula for...”. This will bring up the Payroll Formula Editor screen. 5.) Once you have created the withholdings, you need to assign them to the individual employees at the Employee
Withholdings screen.
EIC Calculation
The EIC (Earned Income Credit) tables are automatically installed when you load the Employee Data & Payroll disk.
If you have questions about how EIC works please refer to your Circular E or contact the IRS.
1.) To modify the EIC formulas, click on the EIC Calculation button under the heading “Payroll Data”.
2.) Next to the words “Federal Earned Income Credit” is the date these tables were current. For example, Jan 2000 indicates these were the current tables as of that date, however, if you make any changes to the tables the date will still say Jan 2000.
Updating Earned Income Credit Tables:
You may order an updated Employee Data & Payroll disk at the beginning of each year with the new tables for that year. Simply click the Install button, insert the disk, and the tables will be automatically installed.
–OR–
You may manually update the tables each year based on the “Circular E” (from the IRS) by clicking the appropriate button under the heading “Modify the formula for...”. Be sure to use the tables for ANNUAL PAY PERIOD. Note: For more information on editing payroll formulas, see page 15.
3.) GL Number is where you indicate to which general ledger account the Earned Income Credit is posted. Enter the appropriate numbers from your chart of accounts. It should be your Federal Tax Liability account. When an EIC is posted, it is a CREDIT (or decrease) in your Federal Tax Liability.
The General Ledger Description will automatically be entered based on the GL Number you used, however, if the GL
Number is not already in your chart of accounts, the description will be blank. In this case it would be necessary to add this number to the chart of accounts.
The default number is 2010.00 Federal Tax Liability. Your numbers may vary. Ask your accountant.
Paycheck Format
This is the place to select the printer type of check you use, for example, 3-part inkjet or laser checks, or 2-part dot matrix. You also have the ability to move text around so things like the employee’s name, and amount, print in the proper location. Note: You must obtain preprinted checks that include standard information like the check number, the name of your
company, your banking institution and routing and account numbers. The check stubs must be blank. In most cases the paper size will be 8-1/2 x 11. The check must be either in the middle or at the top of the page. Click the Sample button to print a sample check layout on plain paper.
Ordering Checks: ProCare recommends checks be ordered from Dynamic Systems at 1-800-782-2946 for guaranteed
compatibility, however, you may purchase checks through your bank or other supplier. You may place an order online at www.ProCareForms.com.
1.) Click on the Paycheck Format button under the heading
“Payroll Data”.
2.) Select the Check Printer, Font Type and Font Size, then check Bold, or Italic, if appropriate. Times New Roman - 12 point, is generally a good choice.
Note: If you select Bold or Italic, all of the text will print that way. You can’t select just one thing, like the Employee’s Name, to be Bold or Italic.
3.) All items appearing on the check are listed in the Check
Item list box on the lower right side of the screen. It is
NOT NECESSARY to click them unless you’ve deleted a category and want to re-insert it. The default setting is that all text fields will be on the check unless you choose
otherwise. SEE STEP #5 BELOW.
4.) In the bottom-center of the screen select the Check Style that is appropriate for your printer. Be sure to order checks with BLANK STUBS. ProCare will print the lines on the stub for you.
Laser, Ink-Jet, or Bubble-Jet (single sheet) printers take 3-part checks in 1 of 2 formats:
a.) Stub / Check / Stub (check is in middle of page) –OR– b.) Check / Stub / Stub (check is at top of page)
These checks (including stubs) are 8-1/2 x 11 inches.
Dot Matrix (continuous feed) printers take 2-part checks in 1 of 2 formats:
a.) Stub / Check (check is at bottom of page) –OR– b.) Check / Stub (check is at top of page)
These checks (including stub) are 8-1/2 x 7 inches.
Note: Since dot matrix checks have a shorter than normal page length (7 inches) it is important to have the proper paper
size selected in Windows. If you had 8-1/2 x 11 as the paper size, but the check was only 7 inches long, the paper would
advance the full 11 inches and obviously the next check would not be lined up correctly. You must select 8-1/2 x 7 as the paper size when printing this type of check. Check your printer manual or contact the printer manufacturer if you need assistance.
5.) Print a sample check (on plain white paper) by clicking the Sample button in the lower right-hand corner. Hold the sample up to the light against a real check to see if the text is properly aligned.
Adjusting Position of Text on the Check
If you need to make an adjustment, say for example, the dollar amount is printing too high, simply click and drag the dollar amount on screen (shown as ***$955.50***) to a new location and try a test print again until everything is properly positioned. As you drag the text on screen, note the Position of Left and Top change (in lower left-hand corner of screen). This lets you know the exact position of the text on the check. It is generally NOT necessary to change the
Margin settings.
Deleting Text from the Check
You may choose to delete text, for example, the Employee’s Social Security Number (shown as 999-99-9999). Simply click and drag the text to the Trash Can.
Replacing Text that has been Deleted
If you wanted to place the Social Security Number back on the check, simply double click the Social Security Number line in the Check Item list. This places the SS Number symbol (shown as 999-99-9999) in the upper left-hand corner of the check, then simply drag it to the desired position.
Setting everything back to the default (standard) settings
To put all text back to its original position, simply click the Resize button in the upper right-hand corner of the screen. Any changes you have made by repositioning, deleting, or adding text will be gone.
Payroll Formula Editor
The Formula Editor is where you create formulas that determine how much to withhold. Most withholding formulas will be fairly simple, like a percentage of gross pay (example: County Income Tax), or a flat dollar amount (example: Health Insurance).
Comment
The comment field is a place to enter a short description of what the formula is intended to do. If the formula, on line 1 for example, was meant to take 6% of gross, you could enter “6% of gross” as the comment. It is NOT necessary to enter a comment, it is simply a way to make a note to yourself.
Formula
This is where you enter a formula using variables (like “gross” for Gross Wages) that determines the amount to withhold. A simple formula might be only one line long, for example, 6% of gross would be entered as: .06 * (gross). If the percentage varied for each employee, a variable would be created to replace the .06.
Result
This is the result of the formula for that particular line number. If the formula were .06 * (gross) and the gross had been entered under the Sample button as $500, the result for that line would be $30.
Withholding is Exempt
If the withholding is exempt from any of the following items, simply click on it to place an “X” in the box. This means the amount withheld is NOT subject to a particular tax, for example, a retirement plan might be exempt from federal income tax.
If you are not sure, ask your accountant.
Example: Gross wages $500. Amount withheld $100. If the withholding was exempt they would pay taxes on just $400. If the withholding was not exempt taxes would be paid on the full $500.
You may make a withholding exempt from the following taxes: • Federal Income Tax
• Social Security • Medicare
• Federal Unemployment • State Income Tax • State Unemployment
Create a Variable
You would create a variable for something like a flat dollar amount or percentage that VARIES from employee to employee. If the amount or percentage is CONSTANT you would not need to create a variable.
1.) Click on the Variables button in the lower right-hand corner of the Payroll Formula Editor screen. The abbreviation
VAR1 means variable #1. There may be up to 5 variables per withholding, but most withholdings won’t need more than
2.) Select a Format from the pulldown list. Formats are used in the following ways:
Format Valid Numbers Possible Use
01 0 or 1 only yes and no answers (like 0=no, 1=yes) 012 0, 1, or 2 only anything that requires a number from 0 to 2 0123 0. 1. 2. or 3 only anything that requires a number from 0 to 3 9 any 1 digit number anything that requires a number from 0 to 9 99 any number up to 2 digits number of exemptions
9999 any number up to 4 digits anything that requires a 3 or 4 digit number ####.## up to 4 digits with 2 decimals dollar amounts
##.#### up to 2 digits with 4 decimals percentages
Note: If the Format says “Not
Used” it indicates this variable
is not currently being used and you may assign a new format, however, changing an existing format could cause data stored in that variable to be lost. If you are not sure what an existing variable is used for, do NOT change its format.
3.) Enter Instructions to remind yourself of the purpose of this variable. For example, if the variable was used to withhold a certain dollar amount per check for health care, the instructions might simply say “Amount to withhold for Health Care”.
Sample Data
Entering sample data is a way to test a withholding without posting a check. This includes “variables” like Gross Pay, Straight Time, Overtime, etc. Figures entered in the sample data are used to calculate the “result” for each line of the formula and the amount to be withheld shown in the “Withholding for Sample Data” box in the top right-hand corner of the Payroll Formula Editor screen.
1.) To enter sample data of your own, simply click the
Sample button in the lower
right-hand corner of the Payroll Formula Editor screen and enter data in the
Value column for any
variables you choose.
Note: It is not necessary to enter values for everything, just the variables used in the formula. For example, if the formula were .06 * (gross), the only variable that would need sample data would be GROSS. If $500 were entered as GROSS the result of the formula would be $30.
Standard Variables and Functions
Standard Variables (see page 57) are things like Gross Pay, or Overtime, while Functions and Math Operators include
things like IF statements, addition and multiplication. These are pre-defined for you and may be used in formulas. Syntax is the way a variable or function must be entered, for example, a variable must always be enclosed in parentheses, like (gross). For testing purposes, the figures come from the Sample Data described above, but when you actually post a paycheck, the figures come from that employee’s data.
Payroll Formula Example 1
Flat amount withheld - Different for each employee. This formula would be typical for a Health Insurance Plan, Employee Child Care, Retirement Plan, etc.
1.) First you must Create a Variable to use in the formula and select the ####.## dollar/cents format. 2.) Then enter the following formula. It is not necessary to enter a comment, but you may if you wish.
Line Comment Formula
1 Health (var1)
3.) Next go to each employee that will have this withheld and assign it to them on the Employee Withholdings screen. At that screen be sure to click the Variables button and enter the amount per paycheck to withhold for that employee.
Payroll Formula Example 2
Flat amount withheld - Same for each employee. This formula would be typical for a Health Insurance Plan, Employee Child Care, Retirement Plan, etc.
1.) Since the amount is the same for each employee it is not necessary to create a variable.
2.) Then enter the dollar amount (per check) as the formula. It is not necessary to enter a comment, but you may if you wish. Line Comment Formula
1 Health 50 (or whatever dollar amount you want to withhold per check)
3.) Next go to each employee that will have this withheld and assign it to them on the Employee Withholdings screen.
Payroll Formula Example 3
Percentage of Gross - Different for each employee. This formula would be typical for a Retirement Plan, Garnishment, etc. 1.) First you must Create a Variable to use in the formula and select the ##.#### percentage format.
2.) Then enter the following formula. It is not necessary to enter a comment, but you may if you wish. Line Comment Formula
1 Retirement (gross) * ((var1) / 100)
3.) Next go to each employee that will have this withheld and assign it to them on the Employee Withholdings screen. At that screen, be sure to click the Variables button and enter the percentage per paycheck to withhold for that employee. If you wanted to withhold 5%, you’d enter it as 5.00.
Payroll Formula Example 4
1.) Percentage of Gross - Same for each employee. This formula would be typical for a Retirement Plan, Garnishment, etc. 2.) Since the percentage is the SAME for each employee it is not necessary to create a variable.
3.) Then enter the formula as (gross) times the percentage (per check). The example below is using 5% which is entered as .05 but you may enter any percentage like 4.75% which would be .0475. It is not necessary to enter a comment, but you may if you wish.
Line Comment Formula 1 Garnishment (gross) * .05
Next go to each employee that will have this withheld and assign it to them on the Employee Withholdings screen.
Payroll Formula Example 5 - California SDI
This formula is for California SDI or any tax that uses a taxable wage base.
1.) Since the tax rate is the same for each employee it is not necessary to create a variable.
2.) Enter the following formula. The taxable wage base and tax rate may vary from year to year. Please verify this information with the appropriate state agency or your accountant. The example below is for the year 2004.
Line Comment Formula 1 Taxable Wage Base 68829
2 Tax Rate % 1.18
3 Max[(Line[1] - (ytdgross)), 0]
4 If[Line[3] >= (gross), (gross), Line[3]]
5 (Line[4] * Line[2]) * .01
Employee Information Screen
Entering a New Employee
1.) From the main “alphabet” screen of the Employee Data & Payroll module there are several ways to begin: a.) Click on the New button –OR–
b.) Tap the F2 key –OR–
c.) Click on the Options Menu and select Add a New Employee. Now go to step #2 below.
Editing or Changing an Existing Employee
1.) From the main “alphabet” screen of the Employee Data & Payroll module, call up the employee whose information you want to modify. Then simply click on the box you wish to change and enter your changes.
2.) At the “Employee Information” screen your cursor will be flashing in the Employee Key field. The employee key is used to sort your employees alphabetically. Normally you would enter the first four letters of the Employee’s Last Name (although you may use up to 8 characters, either letters, numbers, or a combination of both).
Hint: the Employee Key will automatically be capitalized.
Note: the BLUE “Data Field Information” box and the YELLOW BAR right below it will give you brief instructions as you move from box to box and point at different things.
3.) Next, click on or TAB to Employee Status. You have two choices: Active or Deactive. The program will automatically select Active, although you may change it if needed.
4.) Continue entering data in the appropriate boxes (also known data “fields”). You may Click or TAB to move between boxes. Some areas require further explanation as follows:
a.) Group, Employee Tracking, Work Departments, and City, State, Zip Code are defined in the Program Configuration. City, State and Zip are defaults that will save time if many of your employees live in the same area. You may simply type over those boxes if the defaults do not apply. b.) Employee Group: You choose the appropriate
group from the pulldown list or simply tap the first letter of the group name, for example, “T” for Teacher, “A” for Administrator.
Hint: to delete a group (have no group name assigned) tap the spacebar.
c.) Employee Tracking: Click in the white box for a list of choices you defined in the Program Configuration. Click
the boxes that apply to this employee–a RED CHECK MARK will indicate they are selected (click a second time to remove the Check Mark). You may assign multiple tracking codes to the same employee.
SAVE will save your selections CANCEL will cancel your selections
REMOVE ALL will remove the Check Marks
SELECT ALL will place Check Marks next to every category
d.) Work Departments and Priority: This is where you assign the departments, or areas of the center, in which an
employee works and prioritize them for scheduling. The choices you make here determine how an employee will be scheduled when using the Auto Schedule feature. If you are not using Auto Schedule, the “priority” is not
Example 1: An employee works only in one department, say “Administration”. Select that department (on the first
line) by clicking on the pulldown list, or by tapping the first letter of the department name, “A” for “Administration”. Leave the second and third lines blank.
Hint: if more than one department begins with the same letter, for example, “Administration”, and “After School”, keep tapping “A” until the correct department appears.
Example 2: An employee works in more than one department, say mostly in “Administration”, but also in the
“Infant Classroom” every now and then. Select “Administration” on the first line and “Infant Classroom” on the
second line. If they also worked in a third department, you would select that on the third line. If not, leave the third
line blank.
Example 3: An employee floats around the center, filling in where needed. Their department varies from day to
day. Select “All Departments” on the first line. Leave the second and third lines blank.
Example 4: Combination of 2 and 3. There are one or two departments in which they most often work, but also fill
in as needed in other departments. Select their most common departments on the first and second lines. Choose “All Departments” for the third line.
Hint: to delete a work department, tap the spacebar.
Priority determines who will receive maximum hours in that particular work department, when using the Auto Schedule feature. For instance, a head teacher would be priority 1, an assistant teacher priority 2, and a floater or fill
in person priority 3. Priorities can range from 1-20. If two employees are assigned the same priority number for the
same department then Auto Schedule will randomly choose one of them to receive more hours.
Note: if you are not using Auto Schedule, the “priority” is not important. In this case everyone could be priority 1. e.) Employee’s Name: You must enter both a FIRST and LAST NAME. It’s fine to enter an initial rather than a full
name if you prefer. The First Letter of the First and Last Names will automatically be capitalized.
f.) ID Code: If you have the Attendance Tracker Module, enter a 4-Digit Identification Code, otherwise leave the box blank. This is the code your employees will use to check themselves in and out. Besides having an ID Code, each employee MUST ALSO HAVE a Work Department (see above) and a Primary Position. Position Types are assigned by clicking the Pay Rate button.
For the ID Code, you may use letters or numbers or a combination of the two. Commonly used codes are the last 4 Digits of their Social Security Number, or their first and last initials followed by a number like AS01 for “Adam Smith”. Note: be aware, sometimes it’s difficult to see the difference between the number “0” and the letter “O”.
It is strongly suggested that you use a different system of ID Codes for Employees and Families. The Attendance
Tracker will first search the Family Codes to find a match, thus if an employee and a family had the same code, the check-in screen would ALWAYS bring up the FAMILY and NEVER the EMPLOYEE. A good option is to use the “AS01” system for families and the last 4-digits of SSN for employees.
If an employee has children attending the center, they will need 2 different codes. One for checking their children in
and out and one for checking themselves in and out.
Note: you may link the ID code to a picture file so that when they check in, their picture comes up on the screen. See the Attendance Tracker section of the manual for more information.
g.) Employee ID Number: If you use an Employee ID Number in addition to the Social Security Number. If you don’t have one, leave the field blank.
h.) Employee Alert: This can be anything you need to alert yourself to concerning this employee, for example,
“Allergic to Penicillin”. If you enter data in this box, an Alert button will appear at the “Employee Data & Payroll” main screen when this employee is called up.
5.) When you are finished, simply click the Exit button to return to the main “Employee Data & Payroll” screen or continue to the next section.
Emergency Contacts
This is where you keep track of things like Doctor, Dentist, Hospital names, Emergency Contacts, and Authorized Pick Up persons.
1.) Click on the Contacts button (with the Ambulance) and simply enter the appropriate information in each box. You may use the TAB key to move between the boxes (SHIFT+TAB to move backwards), or just click on the box you want.
Pay Rate
This is where you assign the employee’s Position (defined in the Program Configuration), like teacher, cook, etc. and enter their Pay Rate either as a salary or an amount per hour. You may also adjust the number of Pay Periods per year for this employee and enter previously paid advances (see below).
This is necessary for payroll calculations, but even if you
do not use payroll (for example, an outside company does
payroll for you), it is still important to assign each employee a Position Type in order to generate a Time Card or check in/out with Attendance Tracker or the ProCare Time Clock.
1.) From the Employee Information screen, click the Pay
Rate button in the lower right-hand corner.
a.) You can also access the Pay Rate screen by clicking the Payroll button at the alphabet screen, or choosing Payroll Ledger from the Options Menu, or simply tapping the F8 Key. Then click the Pay Rate button at the bottom of the screen. –OR–
b.) Go to the Employee’s Time Card screen by clicking the Hours button (with the time clock on it) at the alphabet screen, or choosing Time Card from the Options Menu, or by tapping CTRL+F2. Then click the Pay Rate button at the bottom of the screen.
2.) Change the Pay Periods in a year (if necessary) for this employee by clicking on the pulldown list and choosing a number or you may type in a different number.
Note: the number of Pay Periods automatically defaults to the number originally set in the Program Configuration when this employee was first entered. If the number in the Program Configuration has been changed since that time it would be necessary to also change the number on each “Employee Pay Rates” screen.
3.) Assign a Position Type under either Hourly Pay (upper half of screen) or Salary (lower half of screen) by clicking on the pulldown list, or by tapping the first letter of the position name, like “T” for “Teacher”. You must fill in at least one position. If you are not using the payroll portion of the program you may choose to leave the amounts zero.
Hint: if more than one position begins with the same letter, for example, “Assistant Teacher”, and “Administrator”, keep tapping “A” until the correct position appears.
a.) For hourly employees, enter the amount per hour they earn for Straight Time under ST Pay and the amount for
b.) For salaried employees, enter the amount per paycheck they earn in the Amount Box.
Example 1: An employee has TWO (or three) different hourly rates, for example, they make one amount as Head
Teacher, but also fill in as an Assistant Teacher at a different rate, then enter a position type and pay rate for BOTH.
Example 2: An employee is BOTH salaried and hourly, for example, they make a flat salary per check for
book-keeping, but also receive hourly pay as a teacher, then enter a position type and pay rate in BOTH places.
Example 3: Employee gets a RAISE.
a.) If their position stays the same, simply type in the new amount (after you have paid their final check at the old
amount).
b.) If their position changes, say from Assistant to Head Teacher:
i.) Add the new position and amount on the next line. You must do it this way if they are being paid partly at the old rate and partly at the new rate within the same pay period.
–OR–
ii.) Change their existing position and amount (after you have paid their final check at the old position and amount). You must do it this way if it is a change in SALARY.
Note: you cannot use the SAME position TWICE for the same employee. In all examples it would be
necessary to have 2 positions, like “head teacher” and “assistant”, etc.
4.) You must select a position as the Primary Position by clicking the bullet-area (little white circle) next to the Position Type. When you do so a black dot (bullet) will appear. Only one position can be Primary at a time. If an employee has more than one position (as in the above examples) select the position they work at most often.
The Primary Position acts as the “default” or standard position for that employee as follows:
a.) When importing time from the Schedule to the Time Card. It may be changed on the Time Card if needed. b.) When an employee checks in (if you have the Attendance Tracker module). They may change it at the Check-In
screen if they are checking into another position.
Current Advances
This box is to be used only in very specific instances where it is necessary to adjust an advance amount without posting it through the normal Payroll Check method. Use this box with EXTREME CAUTION. Figures entered here are NOT posted to any financial reports or the Chart of Accounts.
When to use the Current Advance box:
1.) An advance was given to an employee BEFORE you began using the Employee Data & Payroll module. a.) Enter the amount they still owe.
b.) If you are using the General Ledger module, be sure to include this amount in your Beginning Balances. The default General Ledger number is 1013.00 Employee Advance (asset). The GL number is established in the Chart of Accounts and linked to the Payroll module in the Program Configuration. Your numbers may vary. Ask your
accountant.
2.) An employee no longer works for you, but still owes money on an advance, and you need to write-off the advance as a loss.
a.) Change the amount to zero.
b.) If you are using the General Ledger module, make a journal entry to DECREASE your Employee Advance (asset) and INCREASE your Uncollectable Advance (expense). Since “uncollectable advance” is not a pre-defined category it would be necessary for you to add it to the Chart of Accounts.
3.) An employee no longer works for you, but still owes money on an advance. They will be paying you back by cash or check.
a.) Change the amount to zero.
b.) If you are using the General Ledger module, make a journal entry to DECREASE your Employee Advance (asset) and INCREASE your Bank Account (asset) when they pay you back.
Withholdings
This is where you assign the withholdings that apply to a particular employee. These include things like Federal, State, and Local Taxes, Health Insurance, Retirement or Pension Plans, money for Employee Child Care,
Garnishments, etc. These withholding types are defined in the Program Configuration.
Note: Paying back an Advance is NOT a withholding. This is handled separately at the Payroll Check Calculation screen.
1.) From the Employee Information screen, click the
Withhold button in the lower right-hand corner.
a.) You can also access the Withholdings screen by
clicking the Payroll button at the alphabet screen, or choosing Payroll Ledger from the Options Menu, or simply tapping the F8 Key. Then click the Withhold button at the bottom of the screen.
2.) If the employee is exempt from any withholdings, in other words they are not required to pay certain taxes, simply click the appropriate boxes under the heading “Employee is exempt from...” in the upper left-hand corner.
Note: In most cases employees are NOT exempt even if they do not pay a particular tax, for example, even though most employees do not pay a portion of SUTA (State Unemployment) that does NOT make them exempt because the employer still must contribute to SUTA on their behalf.
3.) Click the appropriate Earned Income Credit eligibility status in the upper right-hand corner. If you have questions about how Earned Income Credit (EIC) works and its eligibility requirements please contact your accountant or the IRS. 4.) Under “Employee Withholdings...” click the appropriate boxes below the word Selected (a RED CHECK will appear). The Category name and Withholding Description simply indicate the type of withholding. These are defined in the
Program Configuration.
You may check off only one withholding per category. For example, you may check either Fed - Single, or Fed -
Married, not both.
Note: If an employee is exempt from a withholding, like Federal Income Tax, or does not participate in a Health Plan, etc., simply leave those categories unchecked.
Variables
Variables are things related to withholdings that “vary” from one employee to the next. These include the number of allowances claimed for Federal and State Taxes, as well as the amount to withhold (per check) for things like Health Insurance, Retirement and Pension Plans, Employee Child Care, etc. Variables are defined in the Payroll Formula Editor.
After checking the appropriate withholding categories, you MUST enter the variables.
1.) Click on the Variables button and enter information under the Value column.
Note: Variables will NOT be displayed if that Withholding category was NOT checked. For example, if neither Federal tax category was checked the variable for Allowances claimed on Form W-4 would NOT be shown.
Medical Information
This is where you keep track of the dates for an employee’s immunizations and physicals. Simply enter the appropriate dates for each category. You may use the date short-cuts. If you are required to track when immunizations are due, place an “X” in the Track Immunizations box by clicking on it. If an immunization is DUE it will appear in RED. If you do not check this box the employee will NOT show up on the Immunizations Due Report. You define
Immunization Requirements in the Program
Configuration.
Note: if immunizations are DUE you will also see a Shot button appear at the main “Employee Data & Payroll” screen. Clicking on it will show you which shots are due.
Fields
Allows you to track customized information based on the User Defined Fields that you created in the Program Configuration. Simply click on the Fields button to enter information for this employee.