Read ACS - Payroll text version

ACS Version 10 - Payroll

Table Of Contents

1. Payroll........................................................................................................................................................................... 1 Payroll Overview............................................................................................................................................................ 1 Payroll Startup Outline................................................................................................................................................... 2 2. Setup ............................................................................................................................................................................. 3 Defining Payroll Setup ................................................................................................................................................... 3 Getting an Overview of Local or Other Tax Tables........................................................................................................ 4 Adding an Account to the General Ledger Chart of Accounts ....................................................................................... 6 Adding a Worker's Compensation Category.................................................................................................................. 6 Adding a Pay Type ........................................................................................................................................................ 7 Adding an Adjustment.................................................................................................................................................... 7 Procedures Outline ........................................................................................................................................................ 8 Entering Time Sheets Facts .......................................................................................................................................... 8 Entering W-2 Totals ....................................................................................................................................................... 9 Frequently Asked Payroll Questions............................................................................................................................ 10 3. Tax Tables................................................................................................................................................................... 13 Getting an Overview of Local or Other Tax Tables...................................................................................................... 13 Adding Local or Other Tax Tables ............................................................................................................................... 15 Updating Local or Other Tax Tables............................................................................................................................ 15 4. Cost Centers .............................................................................................................................................................. 17 Getting an Overview of the Cost Centers Window ...................................................................................................... 17 Adding a Cost Center .................................................................................................................................................. 19 Deleting Cost Center ................................................................................................................................................... 19 5. Pay Types ................................................................................................................................................................... 21 Getting an Overview of the Pay Types Window .......................................................................................................... 21 Adding a Pay Type ...................................................................................................................................................... 22 Updating a Pay Type ................................................................................................................................................... 22 Deleting a Pay Type .................................................................................................................................................... 22 6. Worker's Compensation Categories ........................................................................................................................ 25 Getting an Overview of the Workers' Compensation Window ..................................................................................... 25 Adding a Worker's Compensation Category................................................................................................................ 26 Updating a Workers' Compensation Category ............................................................................................................ 27 Deleting Workers' Compensation Categories .............................................................................................................. 27 Entering Workers' Compensation Adjustments ........................................................................................................... 27 7. Adjustments ............................................................................................................................................................... 29 Getting an Overview of the Adjustments Window........................................................................................................ 29 Understanding Add/Edit Adjustments .......................................................................................................................... 32 Adding an Adjustment.................................................................................................................................................. 34 Entering Employee Adjustments.................................................................................................................................. 35 Updating an Adjustment .............................................................................................................................................. 36 Deleting an Adjustment................................................................................................................................................ 36 Printing the Payroll Adjustment List ............................................................................................................................. 36 8. Employee Data ........................................................................................................................................................... 39 Entering Employee Data.............................................................................................................................................. 39 Updating an Employee Record.................................................................................................................................... 40 Deleting an Employee Record ..................................................................................................................................... 41

iii

ACS Version 10 - Payroll

Deactivating an Employee Record .............................................................................................................................. 41 Entering a Group-Term Life Adjustment on an Employee's Record ............................................................................ 42 Entering Employee Tax Information ............................................................................................................................ 42 Printing an Employee List ............................................................................................................................................ 43 9. Entering and Posting Payroll.................................................................................................................................... 45 Enter/Post Payroll Outline............................................................................................................................................ 45 Entering Time Sheets Facts ........................................................................................................................................ 45 Import Time.................................................................................................................................................................. 46 Importing Time............................................................................................................................................................. 47 Changing Time Sheet Entries...................................................................................................................................... 47 Printing The Time Sheet Journal ................................................................................................................................. 48 Printing the Payroll Journal.......................................................................................................................................... 49 Previewing Payroll Checks .......................................................................................................................................... 49 Editing Payroll Checks................................................................................................................................................. 50 Issuing Checks ............................................................................................................................................................ 50 Issuing Multiple Checks to an Employee ..................................................................................................................... 52 Printing Payroll Checks................................................................................................................................................ 53 Creating an ACH Transmission File ............................................................................................................................ 54 Reprinting Posted Checks ........................................................................................................................................... 54 Reprinting Unposted Checks ....................................................................................................................................... 55 Resetting Payroll.......................................................................................................................................................... 56 Voiding Payroll Checks................................................................................................................................................ 56 Printing the Check Register Journal ............................................................................................................................ 57 Posting Payroll Checks................................................................................................................................................ 58 Creating a Customized Payroll Batch .......................................................................................................................... 58 Creating a Standard Payroll Batch .............................................................................................................................. 59 Recalling a Saved Batch.............................................................................................................................................. 60 10. Inquiry......................................................................................................................................................................... 61 Viewing Employee Payroll Information ........................................................................................................................ 61 Printing the Payroll Inquiry Report ............................................................................................................................... 62 11. Period End Reports ................................................................................................................................................... 63 Printing Forms W-2...................................................................................................................................................... 63 Common Errors in Preparing W-2 Forms .................................................................................................................... 64 Printing the Form 941 .................................................................................................................................................. 65 Printing the Form 941-A Report................................................................................................................................... 65 Creating a W-2 Extract File.......................................................................................................................................... 66 Editing W-2 Extract Employee Information .................................................................................................................. 66 Editing W-2 Extract Employer Information................................................................................................................... 67 Printing a W-2 Extract Work File.................................................................................................................................. 68 Sending the W-2 Extract File ....................................................................................................................................... 68 Printing the W-3 ........................................................................................................................................................... 69 12. Reports ....................................................................................................................................................................... 71 Available Payroll Reports............................................................................................................................................. 71 Printing the Liability Report.......................................................................................................................................... 72 Printing the Employee Detail Report............................................................................................................................ 73 Printing the Employee Summary Report ..................................................................................................................... 74 Printing Employee Labels ............................................................................................................................................ 74 Printing the Employee Transmittal Report ................................................................................................................... 75 Printing the Workers' Compensation Report ............................................................................................................... 75 Printing the Customized Payroll List Report -- Selecting Columns............................................................................. 76 Printing the Void Check Report ................................................................................................................................... 77 Printing the W2 Adjustment Report ............................................................................................................................. 78

iv

Table Of Contents

Employee Accumulation Report .................................................................................................................................. 78 Printing the Accumulation Report ................................................................................................................................ 79 Wage Records Report ................................................................................................................................................. 80 Printing the Wage Records Report .............................................................................................................................. 80 Report Preview Options............................................................................................................................................... 81 13. Glossary ..................................................................................................................................................................... 83 14. Index ........................................................................................................................................................................... 91

v

Payroll

Payroll Overview

The ACS Payroll module can help you easily manage payroll procedures for your organization. The following is a list of just a few of the many features in the Payroll module that will help you manage your organization's payroll process at a more efficient level.

·

The Direct Deposit feature. Using setup information provided by your bank and checking account information provided by participating employees, generate an ACH (Automated Clearinghouse) file that your bank can use to distribute payroll checks electronically. When you print payroll checks, ACS prompts you to load stock paper in your printer to generate direct deposit stubs. You can run the Payroll program on a different posting period than the ACS General Ledger module. You do not have any difficult or extensive month end closing procedures. Simply close the current month with the click of a button. You can track vacation and sick time. You have two options for entering employee vacation and sick time. You can allow the time to accrue, or you can enter all of the hours at once. If you choose to use the accrual method, vacation and sick time accrues automatically when you process your payroll. You have flexibility in issuing payroll checks. You can process an entire payroll run or issue checks one at a time. Using the new Check Design feature, you can create one or more user-defined check layouts. You can generate a Form 941 for the current quarter and past quarters. You can generate employee W-2 forms at any time during the current year and for past years.

· · ·

·

· ·

1

ACS Version 10 - Payroll

·

ACS includes a wide variety of reports to meet your needs, including the Customized Payroll Listing that offers extensive filtering, sorting, design, and field selection capability for the ultimate in custom report development. You can load standard and custom time sheet information with the click of a button. You can track Workers' Compensation benefits for each employee. You can pay employees from multiple cost centers.

· · ·

Payroll supports IRS requirements, including printing Forms W-2 and the Form 941, which assists an employer in calculating taxes and tax liability for Form 941. ACS also offers annual updates to keep your payroll tax tables up-to-date with federal and state requirements.

Payroll Startup Outline

Before you begin using the ACS Payroll module, use the following startup procedures: 1. If necessary, Add Local Tax tables. 2. If necessary, Add General Ledger accounts. 3. Define Payroll setup options. 4. Define Cost Centers. 5. Define Worker's Compensation categories. 6. Define Pay Types. 7. Enter Adjustments. 8. Enter all employees and employee information into the system. 9. Optional: If beginning Payroll after the beginning of the year, enter any Payroll information that has accumulated for the year for each employee. 10. Begin entering Time Sheets.

2

Setup

Defining Payroll Setup

On the Payroll Setup window, enter the default information that defines your Payroll module. Although the summary method of posting payroll transactions uses less space in the general ledger, you may find it more difficult to locate any errors and reconcile accounts using the summary data without the detail of your transactions. To define Payroll Setup 1. Under Advanced Tools, click the Settings tab. 2. In the drop-down list, select Payroll. 3. Click Go

· ·

.

4. Under Payroll Options, select one of the following: Post Summary to GL Post Detail to GL

5. If you are networked, you can select Optimize Payroll Journal to build check data on your local workstation by copying payroll information from the server. 6. In the Default Payroll Source field, select the appropriate source. Click the down arrow to select a source in the drop-down list. 7. In the Posting Month and Posting Year fields, select the current posting period. Click the up and down arrows in the Month and Year boxes to select a month and year in the drop-down lists.

3

ACS Version 10 - Payroll

8. In the Vacation/Sick Unit field, select the units (Days or Hours) in which to display Vacation and Sick Time Remaining on payroll check stubs. Click the down arrow to select the units in the drop-down list. 9. The following selections are optional:

·

To receive a warning that a federal tax code is missing on an employee's record, select the Warn if Federal Tax Code is not assigned option. To receive a warning that a state tax code is missing on an employee's record, select the Warn if State Tax Code is not assigned option. To Verify the Group Insurance Table, select Refresh Group Term Cost.

·

·

10. Click OK.

Getting an Overview of Local or Other Tax Tables

At the end of each year, ACS Technologies provides a tax table update for the Payroll module that updates the federal and state tax tables. If your local tax authority requires that you withhold local taxes on your employees' wages, you must enter the local or other tax tables in the Payroll module. Local taxes are sometimes imposed by city, county, or district governments. For example, a special city, county, or district tax may apply to all individuals who live or work within that area. Although the tax may be called something other than income tax (such as occupational tax), the withholding process is virtually the same as that of federal and state income taxes. Other taxes are sometimes required by the federal government or state governments. Examples of other taxes are federal unemployment tax (FUTA) and state unemployment tax (SUTA). You need to consult an accountant or tax advisor to determine if these, or any other, taxes apply to your church or organization. Some tax tables use fixed amounts or percentages, while others rely on calculation formulas. Required Fields TB# -- Displays the selected tax table number. Table Name -- Displays the selected tax table name. Tax Auth -- Displays the tax authority of the selected tax table. Optional Fields All amounts are provided by the tax authority, federal, state, or local. Wage Limit -- Displays the maximum taxable federal wage amount. Federal taxes are not withheld once the employee's gross federal taxable wages reach this amount. Exempt Amount -- Displays the allowance amount per exemption claimed.

4

Setup

Alt Amount -- Displays an allowance based on one of the following:

· · ·

an alternate allowance per exemption based on the Alt Trigger value. an additional allowance if Alt Trigger and Ex Percent exist. an allowance amount for additional exemptions on Form W-4 if both Alt Trigger and Ex Percent do not exist.

Alt Trigger -- Displays an exemption number or an amount to which the alternate amount and/or exemption percent applies. Ex Percent -- Displays an extra allowance percentage given in excess of the alternate trigger amount. Sd Mclaim -- Displays the exemption number entered if standard deduction amount depends upon exemptions. Sd Percent -- Displays the standard deduction percentage used. The standard deduction minimum amount (Sd Min) is used if greater. Sd Min -- Displays the standard deduction minimum amount. Sd Max -- Displays the standard deduction maximum amount. EW Minslry -- Displays the annual salary threshold to which the EW Percent is used to calculate taxes for employees who apply. EW Percent -- If an annual salary threshold (EW Minslry) exists, displays the percent used to calculate taxes for employees who apply. Crd Dep -- Displays the additional credit amount that is multiplied by the total number of withholding exemptions. Crd Min -- Displays the additional credit amount given per exemption. Crd Max -- Displays the additional credit amount given per exemption past the Crd Trigger. This information is provided by the tax authority. Crd Trigger -- Displays the number of exemptions in which the additional credit amount per exemption (Crd Max) is given for subsequent exemptions. Federal Cap -- Displays the maximum federal income tax deduction allowed if state gives federal withholding deductions. Low Income Exemption -- Displays the annual salary threshold to which no taxes are applied. Amount Fields Min -- Displays the beginning wage base for this tax bracket. Max -- Displays the ending wage base for this tax bracket. Taxes -- Displays the amount of taxes to withhold for this tax bracket. Percent -- Displays the percentage of taxes to withhold for this tax bracket. If a value is entered in both Taxes and Percent, ACS withholds the Taxes amount plus the percent for the amount that exceeds the minimum wage amount.

5

ACS Version 10 - Payroll

Adding an Account to the General Ledger Chart of Accounts

The only two fields that are required to add an account are the Account Name and the Account Code. No other fields are required to add an account; however, they may be required by your accounting standards. To add an account 1. Under Manage Records, select the Chart of Accounts tab. 2. In the drop-down list, select Add/Edit Chart of Accounts. 3. Click Go .

4. Select the heading you want to associate with this account. 5. Click Add Account. 6. In the Account Code field, enter the code. 7. In the Name field, type an account name. 8. If necessary, select the Department, Fund, Committee, and Areas. 9. If this is a checking account, select Checking. Then select the bank account associated with this checking account. 10. Enter any Comments about the account. 11. Click OK.

Adding a Worker's Compensation Category

Your workers' compensation insurance policy is based on a job type for each of your employees. Job types are based on the risk of injury for the employee. The state in which your organization operates publishes a list of codes that defines an employee's job type. When workers' compensation is calculated, the employee's gross pay is multiplied by the rate you assign in Add/Edit Worker's Compensation Records. Workers' compensation amounts accrue for tracking purposes, but are not posted to the general ledger. To add workers' compensation categories 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click Add. 6. Enter information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Workers' Compensation Records. 7. Optional: To add another list item, select the Add Another check box. 8. Click OK. .

4. Under Available Lists, select Worker's Compensation.

6

Setup

Adding a Pay Type

Pay types indicate the taxable status of an employee's wages by designating which payroll taxes are applicable to all or part of those wages. Assigning the correct pay type to an employee's record makes sure that the appropriate payroll taxes are withheld in the correct amounts and reported to the Internal Revenue Service. You can add pay types and associate them with an employee's record at any time. To add a pay type 1. . 2. Under Advanced Tools, click the Define Lists tab. 3. In the drop-down list, select Payroll. 4. Click Go 6. Click Add. 7. Enter information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Pay Types. 8. Optional: Toadd another pay type, click Add Another. 9. Click OK. .

5. Under Available Lists, select Pay Types.

Adding an Adjustment

Adjustments are used to modify employees' gross pay by an addition to, or a deduction from, their pay. Each adjustment is coded for a particular pay period. The pay periods affected by the adjustment depend upon how an employee is paid (weekly, b-iweekly, semi-monthly, monthly) and whether or not the adjustment is applied to every pay period in which that employee is paid. In addition, each adjustment is calculated as a dollar amount or a percentage of pay; it is applied per hour or per pay period. You cannot assign a per hour adjustment to a salaried employee. You can add adjustments and associate them with an employee's record at any time. To add an adjustment 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Adjustments.

7

ACS Version 10 - Payroll

5. Click Add. 6. Enter information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Adjustments. 7. Optional: Toadd another adjustment, click Add Another. 8. Click OK.

Procedures Outline

Daily/Weekly procedures 1. Gather Payroll information from Time Cards, the Employee Transmittal report or another method of record keeping. 2. Enter Time Sheets. 3. Print the Time Sheet Journal. 4. Print the Payroll Journal. 5. Print Payroll Paychecks. 6. Print the Check Register. 7. If necessary, Reprint Payroll checks. 8. If necessary, Void Payroll checks. 9. Post Payroll to General Ledger. Month-end Procedures 1. Finish all daily/weekly procedures. 2. Print all desired reports. 3. Backup all financial data files. 4. Close out the current month. Quarter-end Procedures 1. Finish all daily/weekly and end of the month procedures. 2. Print the Form 941. Year-end Procedures 1. Finish all daily/weekly, end of the month, and end of the quarter procedures. 2. Backup all financial data files. 3. Print W-2 forms. 4. Enter Vacation and Sick Time information for the new year.

Entering Time Sheets Facts

There are four methods for entering time sheets in Payroll:

·

You can enter time sheets one employee at a time.

8

Setup

· · ·

You can recall a previously saved and named batch. You can load a group of employees based on specific criteria. You can import time sheets that have been entered using a time clock software.

Loading time sheets or recalling a batch gives you access to the records of a group of employees that you want to pay at a particular time. When you load time sheets, you identify filter criteria each time. When you load a batch, the filter settings have been previously saved. The advantage of saving a batch is that you do not have to identify the filter criteria each time. When you save a batch with a name that has already been used, a Yes/No prompt is issued asking whether you wish to overwrite the existing file rather than create a second batch with the same name.

Note

Whether you choose to load time sheets or to create and load batches, the Payroll Module provides a large amount of flexibility with both of these features. For example, you have three groups of employees in your organization: salaried, full-time hourly, and part-time hourly. You want to pay only the fulltime hourly and part-time hourly employees at this time. If you are using batches, you can recall your full-time hourly batch and your part-time hourly batch. Loading one batch and then another does not overwrite the previously loaded batch. Likewise, if you prefer to load employees, you can load one group of employees and add another group. As long as the Keep Existing option is selected, the first group of employees is not overwritten.

Entering W-2 Totals

If you begin using the ACS Payroll module after the first of the year, you can enter accumulated W-2 totals to date using Add/Edit W-2 Totals. If you are editing W-2 totals at some other time during the course of the year, all accumulated period-to-date totals display in the Input W2 Information window for the period selected. For example, if you select Q3, only totals from the third quarter display. If you begin to use the ACS Payroll module mid-year, remember to break-up your beginning total entries by quarter for each employee. Failure to enter employee totals by quarter results in incorrect totals on your Form 941. To enter W-2 totals 1. Under Manage Records, click the Period End Procedures tab. 2. In the drop-down list, select Add/Edit W-2 Totals. 3. Click Go .

4. In the Control Number field, enter the employee number. Click Lookup to select an employee in the Employee Lookup window. 5. In the Year field, select the year for which you are entering or changing W-2 totals. Click the up and down arrows to select the correct year.

9

ACS Version 10 - Payroll

6. Under Transaction information, select the appropriate period. Select Q1, Q2, Q3, or Q4. 7. Enter the appropriate information in each field of the W-2. 8. Click Apply. 9. A message displays that states "You have entered or changed information in the Total Gross, Deduction, or Addition fields." If the statement is true, perform step #10 as necessary for your situation. If it is not true, proceed to step #11. 10. Follow the appropriate steps as they apply to your situation:

·

If you entered initial totals or edited the Total Gross field, the Add/Edit W2 Wages window displays when you click Apply. Distribute this amount to the appropriate pay type and cost center. The default cost centers and pay types that display are defined on the Pay tab of the employee's record. If necessary, edit this information. Click OK to save your changes. If there are deduction or addition adjustments associated with this employee record and you entered or changed information in the Deduction or Addition field, the Add/Edit W2 Additions or the Add/Edit W2 Deductions window displays when you click Apply. Disburse the amount to the appropriate adjustment. Click OK to save your changes.

·

11. Click OK to continue.

Frequently Asked Payroll Questions

Below are some questions that customers frequently ask about the ACS Payroll module. Refer to this list when you encounter challenges in the Payroll module as many of the solutions to common difficulties are provided here. Q: My Pastor's W-2 form did not print. What happened? A: If your Pastor qualifies for special tax treatment, you are not required to withhold Federal or State income taxes from the Pastor's salary. However, you are required to generate a W-2 form showing wages for the minister-employee. If the W-2 form for your pastor did not print, his or her pay type was set up incorrectly. When creating the pay type for your pastor, the flags to withhold federal and state taxes must be turned on. If these flags are not set for all employees (including your pastor), W-2 forms will not generate properly. To set up a pastor's pay type so that a W-2 tax form will show the Pastor's earnings without withholding income taxes, from the Taxes tab of the Add/Edit Employees option, set the number of exemptions (federal and state) to 99. Setting a high number of exemptions will ensure that no taxes are withheld from the minister-employee's earnings. If the Pastor requests voluntary withholding, from Extra Withholding (federal and state), enter the appropriate amounts. The Pastor's pay type is now set up properly and W-2 wages will start to accumulate for the minister-employee. However, in order to generate a correct W-2 form for your Pastor for the current year, you will need to enter wages that accumulated prior to when the pay type setup error was corrected. You can enter accumulated W-2 totals from the Add/Edit W2 Totals option

10

Setup

of the financial suite's Utility tab. For more information see: About Pastor Tax Information and Entering W-2 Totals. Q: I have a full-time, salaried employee who also works on a part-time, hourly basis in the church day care facility. The church day care facility employees are paid from a separate checking account. How do I set up this employee in Payroll so that she is paid from both accounts as appropriate, but receives one payroll check per period? A: You can pay this employee from two Cost Centers. However, you can leave the Pay Type the same. Remember: The Pay Type indicates to Payroll how taxes are calculated on employee earnings while the Cost Center is used to indicate which checking accounts are affected when an employee is paid. If all of the earnings will continue to be taxed in the same way, you can apply the same Pay Type to salaried and hourly wages. Be certain, however, that the checking accounts for both Cost Centers are drawn on the same bank. This is the only way that you can generate one paycheck for the employee while using more than one Cost Center as you cannot cross banks in the same check run. For more information, see: Adding a Cost Center. Q: Whenever I try to process the Payroll Journal report, I receive an error message stating that there is an invalid account for a cost center and I am unable to go any further with payroll processing. What causes this problem? A: Remember that pay types indicate to the system how an employee's earnings are taxed. For example, if you assign an employee a pay type that has the federal income tax withholding flag turned on, Payroll will expect you to associate the appropriate General Ledger tax account with the employee's record. Tax accounts are defined on the Tax Accounts tab of the Add New Cost Center window. Therefore, if you do not indicate a corresponding tax account for every applicable tax, you will receive an error message when processing payroll. To correct this error, edit the cost center. Refer to in the error message and supply the missing account number. For more information, see: Adding a Cost Center. Q: When I enter time sheets and load all employees, all employee time sheet information is not displayed. Why not? A: There are two reasons that this may be happening. Check to see that the Pay tab is completed for each employee in Add/Edit Employees. If a Pay Type and Cost Center are not listed for an employee, a time sheet entry will not appear for the employee when you load time sheets. If Pay Type and Cost Center information is correct for each employee, check to see if you have employees who are being paid from another bank. While you can pay employees from multiple checking accounts drawn on the same bank, you cannot pay employees from two separate banks at the same time. Remember the following rule: You cannot cross banks in one transaction. For example, if you pay your office employee's from an account drawn on the First Union National Bank, you must complete the payroll process for those employees before you can begin the process for your day care employees who are paid from an account at the Educator's Credit Union. To access another bank, follow these steps: 1. Click Enter/Post Payroll.

11

ACS Version 10 - Payroll

2. Select the Enter Time Sheets option. 3. In the Enter Time Sheets window, click Clear All to clear the previous time sheet from your display. 4. In the Select Bank field, select the appropriate bank. 5. Enter Time sheets.

12

Tax Tables

Getting an Overview of Local or Other Tax Tables

At the end of each year, ACS Technologies provides a tax table update for the Payroll module that updates the federal and state tax tables. If your local tax authority requires that you withhold local taxes on your employees' wages, you must enter the local or other tax tables in the Payroll module. Local taxes are sometimes imposed by city, county, or district governments. For example, a special city, county, or district tax may apply to all individuals who live or work within that area. Although the tax may be called something other than income tax (such as occupational tax), the withholding process is virtually the same as that of federal and state income taxes. Other taxes are sometimes required by the federal government or state governments. Examples of other taxes are federal unemployment tax (FUTA) and state unemployment tax (SUTA). You need to consult an accountant or tax advisor to determine if these, or any other, taxes apply to your church or organization. Some tax tables use fixed amounts or percentages, while others rely on calculation formulas. Required Fields TB# -- Displays the selected tax table number. Table Name -- Displays the selected tax table name. Tax Auth -- Displays the tax authority of the selected tax table. Optional Fields All amounts are provided by the tax authority, federal, state, or local. Wage Limit -- Displays the maximum taxable federal wage amount. Federal taxes are not withheld once the employee's gross federal taxable wages reach this amount.

13

ACS Version 10 - Payroll

Exempt Amount -- Displays the allowance amount per exemption claimed. Alt Amount -- Displays an allowance based on one of the following:

· · ·

an alternate allowance per exemption based on the Alt Trigger value. an additional allowance if Alt Trigger and Ex Percent exist. an allowance amount for additional exemptions on Form W-4 if both Alt Trigger and Ex Percent do not exist.

Alt Trigger -- Displays an exemption number or an amount to which the alternate amount and/or exemption percent applies. Ex Percent -- Displays an extra allowance percentage given in excess of the alternate trigger amount. Sd Mclaim -- Displays the exemption number entered if standard deduction amount depends upon exemptions. Sd Percent -- Displays the standard deduction percentage used. The standard deduction minimum amount (Sd Min) is used if greater. Sd Min -- Displays the standard deduction minimum amount. Sd Max -- Displays the standard deduction maximum amount. EW Minslry -- Displays the annual salary threshold to which the EW Percent is used to calculate taxes for employees who apply. EW Percent -- If an annual salary threshold (EW Minslry) exists, displays the percent used to calculate taxes for employees who apply. Crd Dep -- Displays the additional credit amount that is multiplied by the total number of withholding exemptions. Crd Min -- Displays the additional credit amount given per exemption. Crd Max -- Displays the additional credit amount given per exemption past the Crd Trigger. This information is provided by the tax authority. Crd Trigger -- Displays the number of exemptions in which the additional credit amount per exemption (Crd Max) is given for subsequent exemptions. Federal Cap -- Displays the maximum federal income tax deduction allowed if state gives federal withholding deductions. Low Income Exemption -- Displays the annual salary threshold to which no taxes are applied. Amount Fields Min -- Displays the beginning wage base for this tax bracket. Max -- Displays the ending wage base for this tax bracket. Taxes -- Displays the amount of taxes to withhold for this tax bracket. Percent -- Displays the percentage of taxes to withhold for this tax bracket. If a value is entered in both Taxes and Percent, ACS withholds the Taxes amount plus the percent for the amount that exceeds the minimum wage amount.

14

Tax Tables

Adding Local or Other Tax Tables

You can add local or other payroll tax tables that apply to your organization at any time. If you want to take deductions from an employee's wages based on the new tax table, you must add the tax table code to an employee's record after adding the new table. Tip To add the tax table code correctly, you must press ENTER through all of the tax table fields, even if there is no information typed in the field.

To add a local or other tax table 1. Under Advanced Tools, click the Admin Utilities tab. 2. In the drop-down list, select Edit Tax Tables. 3. Click Go .

4. Select Local/Other, and click Add. 5. Enter information in the appropriate fields. For more information on these fields, see Getting an Overview of Local or Other Tax Tables. 6. Click OK.

Updating Local or Other Tax Tables

When you receive notification from a local tax authority of a tax table change, you need to update the tax tables to reflect those changes. Make sure to update the tax tables at the proper time to affect the employees' pay checks correctly. If you have any questions about when the tax changes go into effect, contact the tax authority from whom you received notification. You can update local or other tax tables from either the Classic Menu or the Workbench Menu. To update a local or other tax table 1. Under Advanced Tools, click the Admin Utilities tab. 2. In the drop-down list, select Edit Tax Tables. 3. Click Go .

4. Select Local/Other. 5. Select the tax table you want to update. 6. Enter the revised information in the appropriate fields. For more information on these fields, see Getting an Overview of Local or Other Tax Tables. 7. Click OK.

15

Cost Centers

Getting an Overview of the Cost Centers Window

A cost center is used to specify which general ledger accounts (checking and expense) to debit and credit for the wages of each employee. In the general ledger, the gross salary amount posts to the expense account while the net amount posts to the checking account. By associating cost centers with an employee's record, the user can:

· · ·

Track wages paid to a single employee or group of employees Pay different portions of employees' wages from multiple checking accounts Track other forms of employee compensation such as pensions and housing allowances

In order to track employee wages, you can use cost centers to associate each employee or a group of employees with a general ledger expense account. How specific you want to get is up to the user and depends on the needs of your organization. Use a general personnel account to associate a group of employees with an account if you only need to know total expenses generated by the entire group, or use an expense account created for a specific position in your organization to track an individual's wages. You can make cost centers as general or as specific as you need. The following table gives examples: Cost Center Type General More General Ledger Account Name Type General personnel account Expense account for employee's General Ledger Account Name Office Personnel or Day Care Personnel Salary/Senior Pastor, Salary/Financial

17

ACS Version 10 - Payroll

specific Very Specific

position Specific line item expense account

Secretary Employee Health Insurance, Housing Allowance/Associate Pastor

When determining how many cost centers are needed for your organization, print the Analysis of Revenue and Expense report from the General Ledger module. Use the Salary Expense section as a general guide to the number of cost centers needed, verify account numbers, and create cost center descriptions. Multiple Accounts Each cost center is associated with a checking account (as defined in the general ledger). By assigning multiple checking accounts to cost centers, you can pay employees from multiple accounts. Example: An employee works in the church office 25 hours per week as a secretary and 15 hours per week in the church day care as an attendant. The church office and the church day care pay their employees from separate checking accounts; therefore, you set up the following cost centers: Description Secretary Day Care Attendant Expense Account 005050 005515 Checking Account 001025 001020

To pay the employee from the checking accounts shown in the table, distribute the appropriate number of hours for each cost center used when you enter the hours in the employee's time sheet. You can also use cost centers to track compensation in addition to hourly or salaried wages. These cost centers are tied to specific line-item general ledger accounts. For example, the pastor's housing allowance and pensions are additional forms of compensation, but you want to track them separately from the pastor's salary. In addition, you want to pay the pastor's pension from a separate checking account. You set up the following cost centers: Description Pastor's Housing Allowance Pastor's Pension Expense Account 005012 005034 Checking Account 001015 001000

Cost Centers Code -- Displays the unique identifier assigned to the selected cost center. Description -- Displays the label or name of the selected cost center.

18

Cost Centers

Active -- Displays the status of the selected cost center. The valid statuses are:

· ·

Blank -- The cost center is active. No -- The cost center is not active.

Other Options Show Inactive -- To include cost centers marked as not active in lists, select the check box.

Adding a Cost Center

A cost center is used to specify which general ledger accounts (checking and expense) to debit and credit for the wages of each employee. You can add cost centers at any time, and you can add as many cost centers as you want to meet the needs of your organization. To add a cost center 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Select Cost Centers, then click Add. 5. On the Data tab, enter information in the appropriate fields. For more information on these fields, see Understanding the Add/Edit Cost Centers Data Tab. 6. Click Tax Accounts. 7. If necessary, enter information in the appropriate fields. Otherwise, verify the existing information. For more information on these fields, see Understanding the Add/Edit Cost Centers Tax Accounts Tab. 8. Optional: To add additional cost centers, select the Add Another check box. 9. Click OK.

Deleting Cost Center

You cannot delete a cost center that is associated with an employee record. To delete a cost center 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Cost Centers. 5. Select the cost center that you want to delete and click Delete. 6. Click Yes.

19

ACS Version 10 - Payroll

20

Pay Types

Getting an Overview of the Pay Types Window

Pay types define which taxes apply to an area of pay. Once you define a pay type, you can then assign it to an employee's record. When you assign the appropriate pay type to an employee, you are making sure that:

· · · ·

The correct wages are paid. The correct taxes are withheld. Workers' compensation insurance is calculated, if necessary. The appropriate vacation or sick hours accrue.

When setting up pay types, keep in mind that pay type descriptions print on employee pay stubs. Careful planning makes sure that you have meaningful descriptions for all pay type categories in your organization. In addition, any changes that you make to a pay type description are global and affect every occurrence of the pay type. For instance, if you change pay type 122 from Salaried to Salaried Office Personnel, on the next pay period, Salaried Office Personnel prints on the pay stubs of every employee associated with pay type 122. Pay Types Code -- Displays the unique identifier for the selected pay type. Description -- Displays the label or name of the selected pay type. This is the name or description that prints on the check stubs. Active -- Displays the status of the selected pay type. Valid statuses are:

· ·

Blank -- The pay type is active. No -- The pay type is not active.

Other Options Show Inactive -- To include records marked as not active in the list, select the check box.

21

ACS Version 10 - Payroll

Adding a Pay Type

Pay types indicate the taxable status of an employee's wages by designating which payroll taxes are applicable to all or part of those wages. Assigning the correct pay type to an employee's record makes sure that the appropriate payroll taxes are withheld in the correct amounts and reported to the Internal Revenue Service. You can add pay types and associate them with an employee's record at any time. To add a pay type 1. . 2. Under Advanced Tools, click the Define Lists tab. 3. In the drop-down list, select Payroll. 4. Click Go 6. Click Add. 7. Enter information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Pay Types. 8. Optional: Toadd another pay type, click Add Another. 9. Click OK. .

5. Under Available Lists, select Pay Types.

Updating a Pay Type

You can update pay type information at any time. To update a pay type 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Pay Types. 5. Select the pay type that you want to change, then click Edit. 6. Enter the revised information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Pay Types. 7. Click OK.

Deleting a Pay Type

You cannot delete a cost center that is associated with an employee record.

22

Pay Types

To delete a pay type 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Pay Types. 5. Select the pay type that you want to delete and click Delete. 6. Click Yes.

23

Worker's Compensation Categories

Getting an Overview of the Workers' Compensation Window

Your workers' compensation insurance policy is based on a job type for each of your employees. Job types are based on the risk of injury for the employee. The state in which your organization operates publishes a list of codes that defines an employee's job type. The following is a list of additional information about workers' compensation categories:

· · · ·

Using workers' compensation codes is optional. When the codes are applied to employees, the Payroll module tracks the estimated cost of premiums for each workers' compensation group. You can print a list of workers' compensation codes in the Add/Edit Worker's Compensation window. If a workers' compensation code is assigned to an employee, you cannot delete it.

The following table shows examples of possible workers' compensation codes and descriptions. This list is designed for instructional purposes only. Contact your insurance provider for an up-to-date list of workers' compensation codes for your state. If your insurance agency cannot provide you with a list of codes, you can create a list of codes by using a unique code for each category. Your policy lists the insurance premiums for each job type. Workers' Compensation Code 000001 000002 Description Professional Maintenance/Industrial Applies To ... Office Personnel in a low-risk environment. Maintenance personnel involved in the upkeep and

25

ACS Version 10 - Payroll

cleaning of buildings and/or grounds. 000003 Light Construction Maintenance personnel who perform any type of carpentry, or operate over 10 feet above ground.

Worker's Compensation Code -- Displays the unique identifier for the selected workers' compensation category. State -- Displays the two-character postal abbreviation for the state in which your organization is located. Active -- Displays the current status of the selected code. The valid statuses are:

· ·

Blank -- The code is active. No -- The code is not active.

Other Options Show Inactive -- To include workers' compensation codes that are marked as not active in lists, select the check box.

Adding a Worker's Compensation Category

Your workers' compensation insurance policy is based on a job type for each of your employees. Job types are based on the risk of injury for the employee. The state in which your organization operates publishes a list of codes that defines an employee's job type. When workers' compensation is calculated, the employee's gross pay is multiplied by the rate you assign in Add/Edit Worker's Compensation Records. Workers' compensation amounts accrue for tracking purposes, but are not posted to the general ledger. To add workers' compensation categories 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click Add. 6. Enter information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Workers' Compensation Records. 7. Optional: To add another list item, select the Add Another check box. 8. Click OK. .

4. Under Available Lists, select Worker's Compensation.

26

Worker's Compensation Categories

Updating a Workers' Compensation Category

You can update a workers' compensation category at any time. To update a workers' compensation category 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Worker's Compensation. 5. Select the workers' compensation category that you want to update, then click Edit. 6. Enter the revised information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Workers' Compensation Records. 7. Click OK.

Deleting Workers' Compensation Categories

You cannot delete a workers' compensation category that is associated with an employee record. To delete a workers' compensation category 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Worker's Compensation. 5. Select the worker's compensation category that you want to delete. 6. Click Delete. 7. Click Yes.

Entering Workers' Compensation Adjustments

You can use the Worker's Compensation Adjustments option to adjust workers' compensation totals whenever necessary. If you begin using the ACS Payroll module after the first of the year, use the Worker's Compensation Adjustment option to enter accumulated workers' compensation totals for each employee. For example, Employee A has earnings-to-date of $5,500 ($5000 of regular pay and $500 of overtime pay), and the workers' compensation percentage is 1%. The workers' compensation adjustment is entered as follows:

· · ·

Comp Gross = $5,500 (earnings-to-date) Comp Tax = $50 ($5000 x 1%) OT Tax = $5 ($500 x 1%)

27

ACS Version 10 - Payroll

To enter workers' compensation adjustments 1. Under Advanced Tools, click the Admin Utilities tab. 2. In the drop-down list, select Maintenance Utilities. 3. Click Go .

4. Click Workers Comp. Adjustments. 5. Under Transaction Information, enter the employee number. To select an employee in the Employee Lookup window, click Lookup . 6. Enter the workers' compensation code. To select a code in the dropdown list, click Lookup . 7. Under Adjustment Information, enter the gross amount of the compensation. 8. In the Comp Tax and OT Tax fields, enter the applicable taxes. 9. In the Effective Date field, press ENTER to accept the current date, or select a date in the calendar. 10. Click Apply.

28

Adjustments

Getting an Overview of the Adjustments Window

Adjustments are used to modify employees' gross pay by an addition to their pay or a deduction from their pay. The following is a list of the types of adjustments you can add in ACS:

·

Additions -- An amount or percentage added to an employee's pay such as a Christmas bonus. The amount is distributed to a Debit (Expense) account in the general ledger. Deductions -- An amount or percentage deducted from an employee's pay such as Health Insurance. The amount is distributed to a credit (Liability) account type in the general ledger. Contributions -- An amount or percentage that is neither added to nor deducted from an employee's pay such as an employer's tax deferred annuity. This is an employer contribution which is distributed to a debit type account and a credit type account in the general ledger because a contribution is an expense to the organization and a liability that must be paid. Group-Term Life Insurance -- An amount that is neither added to nor deducted from an employee's pay. However, the amount is included as wages in boxes 1 (Wages, tips, other compensation), 3 (Social Security wages), and 5 (Medicare wages and tips) on Form W-2. The amount is subject to social security, medicare, and state withholdings. State withholdings are dependent on the state in which the employee lives. The amount is not subject to federal withholdings. This adjustment is used to track the cost of life insurance coverage over $50,000 provided to an employee. The adjustment is not assigned an amount until it is associated with the employee record. It is not distributed to a general ledger account.

·

·

·

Important facts about adjustments

29

ACS Version 10 - Payroll

·

Each adjustment is coded for a particular pay period. The pay periods affected by the adjustment depend on how often an employee is paid (weekly, biweekly, semi-monthly, monthly) and whether or not the adjustment is applied to every pay period in which that employee is paid. Each adjustment is either calculated as a dollar amount or a percentage of pay; it is also applied per hour or per pay period. You cannot assign a per hour adjustment to a salaried employee. You can update an adjustment at any time and change any information for the adjustment. You cannot delete an adjustment if is assigned to an employee's record.

·

·

Adjustments and Applicable Taxes When entering an adjustment, you must indicate whether taxes and workers' compensation calculations apply to the adjustment. By default, the six tax fields and the workers' compensation field are all pre-selected. If the taxes are not applicable to an adjustment, you must clear the default settings when adding a new adjustment. Some examples include the following:

·

You are giving a Christmas bonus to your employees. This addition is taxable, but workers' compensation does not apply. Clear the workers' compensation check box in Add/Edit Adjustments. A tax deferred annuity to which employees contribute is only subject to FICA taxes unless the organization is required to pay FUTA taxes. Clear all check boxes under Tax Flags except FICA and FUTA. Some organizations make the entire contribution to a tax deferred annuity on behalf of a limited number of employees (such as the pastor and assistant pastor). If the organization is required to pay FUTA taxes, clear all check boxes under Tax Flags except FICA and FUTA.

·

·

Pay Periods For each adjustment, you select which period to apply the adjustment. There are up to six pay periods in any given month. Depending on your organization's pay schedule, each month can have as many as six pay periods. See the following table for the most commonly used pay schedules: If your organization pays... Weekly then... Five regular pay periods, plus a sixth period that is used for vacation pay, sick pay, or miscellaneous pay such as bonus pay. The fifth regular pay period occurs only four times per year. Three regular pay periods, plus a fourth period that is used for vacation, sick pay, or miscellaneous pay such as bonus pay. The third regular pay period occurs only twice

Biweekly

30

Adjustments

per year. Twice per month Two regular pay periods, plus a third period that is used for vacation, sick pay, or miscellaneous pay such as bonus pay.

Calculation Methods Each adjustment is calculated based on two different categories:

· ·

The adjustment is either a set dollar amount or a percentage of the employee's pay. The adjustment is either calculated per period or per hour.

You cannot apply an hourly adjustment to an employee on salary. However, you can apply the adjustments to each pay period for an hourly employee. Global Adjustment Options Global adjustments affect all occurrences of the adjustment and can save time when an adjustment applies to more than one employee. Instead of creating several identical individual adjustments, create one global adjustment and apply that adjustment code to a group of employees. If the adjustment is a temporary addition, deduction or contribution, set a global limit for the maximum amount or percentage. The adjustment becomes inactive when the limit is reached. If employees have a global adjustment associated with their record, the specified amount or percentage is the default unless you associate a non-global or individual adjustment with an employee record. Any amount or percentage entered on an employee's record overrides the global amount and global limit. If you do not want global adjustments to start over in the new year, remove them from the employee's record at the beginning of the year. Example: Twenty employees in your organization have decided to contribute $10.00 per pay period to a non-profit world hunger organization for 6 months. You create an adjustment where the global amount is $10.00 and set the global limit to $60.00. Then, you apply the adjustment to the records of participating employees. Prior to the pay period when the first deduction is taken, an employee decides to increase the amount of her donation from $10.00 to $20.00 per period. You update the employee's record on the Adjustments tab of Add/Edit Employees and create a $20.00 individual adjustment with a $120.00 individual limit. This overrides the $10.00 global adjustment for that particular employee (without affecting the nineteen employee records still using the global adjustment). If you need to apply several adjustments that are nearly identical, instead of creating multiple individual adjustments, create a global adjustment, apply it to each employee record and make minor modifications as needed. For example, all of your employees have health insurance with different premiums. Create a global adjustment for health insurance and set the amount to zero. Apply the adjustment to each employee's record and enter the amount as necessary. Adjustments Code -- Displays the unique identifier for the selected adjustment list item.

31

ACS Version 10 - Payroll

Category -- Displays the type of the selected adjustment list item. The available types are:

· · · ·

ADD -- Addition DED -- Deduction CON -- Contribution GTL -- Group Term Life Insurance

Description -- Displays the label or name of the selected adjustment list item. Status -- Displays the current status of the selected list item. The valid statuses are:

· ·

Blank -- The adjustment code is active. No -- The adjustment code is not active.

Understanding Add/Edit Adjustments

You can add as many adjustments as you want to meet the needs of your organization. You can add or update adjustments at any time; however, you must add or update the adjustment record before you add it to an employee's record. Use the Add/Edit Adjustments window to add or update adjustments. Add/Edit Adjustments Adjustment Code -- When adding a payroll adjustment, enter a unique identifier for the adjustment. The identifier is a three-character alphanumeric user-defined code. When updating an existing adjustment, enter the assigned code. Type -- When adding an adjustment, click in the list and select the adjustment type. When updating an existing adjustment, the assigned type displays. The valid types are:

·

Additions -- An amount or percentage added to an employee's pay such as a Christmas bonus. The amount is distributed to a debit account type in the general ledger. Deductions -- An amount or percentage deducted from an employee's pay such as health insurance. The amount is distributed to a credit account type in the general ledger. Contributions -- An amount or percentage that is neither added to nor deducted from an employee's pay such as an employer's tax deferred annuity. This is an employer contribution which is distributed to a debit type account and a credit type account in the general ledger because a contribution is an expense to the organization and a liability that you must pay. Group Term Life Insurance -- An amount that is neither added to nor deducted from an employee's pay. However, the amount is included as wages in boxes 1 (Wages, tips, other compensation), 3 (Social Security wages), and 5 (Medicare wages and tips) on Form W-2. The amount is subject to social security, medicare, and state

·

·

·

32

Adjustments

withholdings. State withholdings are dependent on the state in which the employ lives. The amount is not subject to federal withholdings. This adjustment is used to track the cost of life insurance coverage over $50,000 provided to an employee. It is not assigned an amount until it is associated with the employee record and is not distributed to a general ledger account. Description -- When adding, enter a label or name for the adjustment. When updating an existing adjustment, the assigned name displays. Debit Account -- When adding an addition or an employer contribution, enter the general ledger account number to which you want to charge the expense. When updating an existing adjustment, the general ledger account number displays. Credit Account -- When adding a deduction or an employer contribution, enter the general ledger account number to which you want to charge the liability. When updating an existing adjustment, the general ledger account number displays. For Period Select the pay periods to which the adjustment applies. The amount of the adjustment is applied to the employees' wages when you process the payroll for the selected pay period. To apply an adjustment to all pay periods, select the check box for each pay period. To apply the adjustment to only certain pay periods, select the check box for only the pay periods to which you want to apply the adjustment. Period 1 -- The adjustment is applied to the first pay period in the month. Period 2 -- The adjustment is applied to the second pay period in the month. Period 3 -- The adjustment is applied to the third pay period in the month. Period 4 -- The adjustment is applied to the fourth pay period in the month. Period 5 -- The adjustment is applied to the fifth pay period in the month. Period 6 -- The adjustment is applied to any special payrolls that you process, such as Christmas bonuses. Tax Flags When entering an adjustment, the six tax fields and the workers' compensation field are all selected by default. If a tax does not apply to an adjustment, clear the check box. Federal Taxable -- Adjustment is subject to federal taxes. FICA Taxable -- Adjustment is subject to social security and medicare taxes. State Taxable -- Adjustment is subject to state taxes. Local Taxable -- Adjustment is subject to local taxes.

33

ACS Version 10 - Payroll

FUTA Taxable -- Adjustment is subject to federal unemployment taxes. SUTA Taxable -- Adjustment is subject to state unemployment taxes. Workers' Comp -- Adjustment is subject to workers' compensation insurance. Calculation Details You can add each adjustment as a dollar amount or a percentage of the employee's pay. You can also select to calculate the adjustment as an amount or percentage on total wages per pay period, or on the amount the employee is paid per hour. You cannot assign a per hour adjustment to a salaried employee. You can assign one amount to all employees. You can also set a total amount that the employees cannot go over, either as an addition or a deduction. Amount -- A set dollar amount of the adjustment. Percentage -- A percentage amount of the employee's wages. Period -- The adjustment is calculated and applied in the pay period for which the adjustment is selected. Hour -- The adjustment is calculated and applied to each hour the employee is paid in the pay period for which the adjustment is selected. Global Amount -- An amount that is applied to all employees with this adjustment. Global Limit -- A total amount that each employee with this adjustment must reach. Once the employee reaches this amount, the adjustment is no longer applied for the current year.

Adding an Adjustment

Adjustments are used to modify employees' gross pay by an addition to, or a deduction from, their pay. Each adjustment is coded for a particular pay period. The pay periods affected by the adjustment depend upon how an employee is paid (weekly, b-iweekly, semi-monthly, monthly) and whether or not the adjustment is applied to every pay period in which that employee is paid. In addition, each adjustment is calculated as a dollar amount or a percentage of pay; it is applied per hour or per pay period. You cannot assign a per hour adjustment to a salaried employee. You can add adjustments and associate them with an employee's record at any time. To add an adjustment 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

34

Adjustments

4. Under Available Lists, select Adjustments. 5. Click Add. 6. Enter information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Adjustments. 7. Optional: Toadd another adjustment, click Add Another. 8. Click OK.

Entering Employee Adjustments

You can add adjustments to an employee's record when adding or editing an employee record. You can also view, edit, or delete an adjustment from the employee's record from the Adjustments tab. To create a new adjustment, see the topic entitled Adding Adjustments. To add employee adjustments 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Employees. 3. Click .

4. If adding a new employee, click Add and enter the employee data. If updating an existing employee, select the employee and click Edit. 5. Click the Adjustments tab. 6. Click Add. 7. Enter the adjustment number, or click Lookup adjustment number in drop-down the list. to select an

8. Under Amount, press ENTER to accept the Global option and adjustment amount for the employee. If you want to enter an amount, select the Individual option and enter an individual adjustment amount or percentage. You cannot change the adjustment calculation method (amount or percentage) on the employee adjustment window. To edit an adjustment, see the topic Updating an Adjustment.

Note

9. If there is an adjustment limit, in the Limitsection, press ENTER to accept the Global option and adjustment limit for the employee. If you want to enter an amount, select the Individual option and enter an individual adjustment limit. 10. Click OK.

35

ACS Version 10 - Payroll

Updating an Adjustment

You can update an adjustment category at any time. To update an adjustment 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Adjustments. 5. Select the adjustment that you want to change, then click Edit. 6. Enter the revised information in the appropriate fields. For more information on these fields, see Understanding Add/Edit Adjustments. 7. Click OK.

Deleting an Adjustment

You cannot delete an adjustment that is associated with an employee record. To delete an adjustment 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Under Available Lists, select Adjustments. 5. Select the adjustment that you want to delete and click Delete. 6. Click Yes.

Printing the Payroll Adjustment List

You can print an adjustment list at any time. When you choose to print the report, you can select any of the following options:

·

Include Detail -- For each adjustment, the adjustment code and description is printed. Other information that is included is the category and type of adjustment, the frequency, the global amount and limit, general ledger expense account and checking account numbers. The status of each type of taxable income is printed also. To include detail information for each adjustment, select the check box. Include Inactive Lists -- To include the adjustments that are not active in the list, select the check box.

·

To print the Adjustments List report 1. Under Advanced Tools, click the Define Lists tab. 2. In the drop-down list, select Payroll. 3. Click Go .

36

Adjustments

4. Under Available Lists, select Adjustments. 5. Click Print. 6. Optional: Select one or both of the following options:

· ·

Include Detail? Include Inactive List?

7. Click Preview or Print.

37

Employee Data

Entering Employee Data

Use the Profile tab to enter information for new employees, or to update information on existing employees. When adding an individual, check the person's name in your Global Name List. If the individual already has a record in the Global Name List, you want to add an additional record and update any existing information. If the individual is not in your Global Name List, you can add a new record which requires entering the name, address, phone and e-mail address information. For all new employees, you must complete the following fields for the employee's Form W-2:

· · ·

SSN Last Name State

To enter employee data 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Employees. 3. Click .

4. When adding an employee, click Add. When updating an existing employee, select the employee and click Edit. 5. Click the Profiletab. 6. When adding an employee, enter a unique employee number in the Code field. 7. Enter the information in the appropriate fields under Name Information. For more information on these fields, see Understanding Name Information.

39

ACS Version 10 - Payroll

8. If the employee is not an active employee at this time, clear the Active? check box. 9. On each tab, enter the information in the appropriate fields. For more information on the fields on each tab, see the following topics. After viewing a topic, click Back to return to this topic.

· · · · · · · · · · ·

Getting an Overview of the Employee Profile Tab Getting an Overview of the Addresses Tab Getting an Overview of the Phones/Email Tab Getting an Overview of the Pay Tab Getting an Overview of the Taxes Tab Getting an Overview of the Adjustments Tab Getting an Overview of the Personnel Tab Getting an Overview of the Comments Tab Getting an Overview of the Vacation/Sick Tab Getting an Overview of the Contacts Tab Getting an Overview of the Direct Deposit Tab

10. Click OK.

Updating an Employee Record

When you update an employee's pay information and the employee is part of a payroll batch, a message displays asking if you want to update the payroll batch too. To update an employee record 1. Under Manage Records, in the Enter Name field, enter the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the tab that contains the fields you want to change. 5. Enter the revised information in the appropriate fields. For information on the fields, click one of the following links. After viewing the information in the selected topic, click Back to return to this topic.

· · · · ·

Getting an Overview of the Employee Profile Tab Getting an Overview of the Addresses Tab Getting an Overview of the Phones/Email Tab Getting an Overview of the Pay Tab Getting an Overview of the Taxes Tab

40

Employee Data

· · · · · ·

Getting an Overview of the Adjustments Tab Getting an Overview of the Personnel Tab Getting an Overview of the Comments Tab Getting an Overview of the Vacation/Sick Tab Getting an Overview of the Contacts Tab Getting an Overview of the Direct Deposit Tab

6. Click OK.

Deleting an Employee Record

If no payroll entries exist in the current year for an employee, you can delete the employee and the detailed payroll information associated with the employee. When an employee leaves, ACS Technologies recommends that you make and file copies of each related Form W-2, then deactivate the employee record rather than delete it. For information on deactivating an employee, please see the topic Deactivating An Employee Record. To delete an employee record 1. Under Manage Records, in the Enter Name field, enter the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click Delete.

5.

Select one of the following options:

·

If no checks have been posted for this employee, the following message displays: "Are you sure you wish to delete this employee?" Click OK to delete the employee. If checks have been posted for this employee, a message displays, warning you that you are about to delete all payroll information for this employee. Click Yes to delete the employee.

·

Deactivating an Employee Record

As an alternative to deleting an employee, you can deactivate the employee. By default, inactive employees are not included on reports unless you select the option that prints inactive records on Payroll reports. To deactivate an employee record 1. Under Manage Records, in the Enter Name field, enter the individual's last name. 2. Press ENTER.

41

ACS Version 10 - Payroll

3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Under Name Information, clear the Active check box. 5. Click OK.

Entering a Group-Term Life Adjustment on an Employee's Record

The taxable cost per month of coverage is calculated by multiplying the number of thousands of dollars of insurance coverage (figured to the nearest tenth), less 50, by the cost from the group insurance table. For example, Total Coverage is 80,000 and your current age is 51. Your taxable cost per month would be (80 50) x .23 = 6.90. This amount is then multiplied by 12 and divided by the employee's pay frequency. This total is the Calculated cost per period. Formula: (Total Coverage - 50) x cost from table = Taxable cost per month (Taxable cost per month x 12) / pay frequency = Calculated cost per period To add a group-term life adjustment on an employee's record 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Employees. 3. Click Go 5. Click Edit. 6. Click the Adjustments tab. 7. Click Add. 8. Enter the adjustment number. Click Lookup number in the drop-down list. to select an adjustment .

4. Select the employee.

9. The employee's date of birthdisplays. If the Date of Birth field is blank, enter the employee's date of birth. Click the down arrow to select a date in the calendar. 10. Enter the total life insurance coverage amount and press ENTER. 11. Click OK.

Entering Employee Tax Information

If you select a tax table for California, Illinois, or Indiana, different tax rules apply that require you to enter additional information. The following links explain the additional required fields:

· ·

California Residents Illinois Residents

42

Employee Data

· ·

Indiana Residents Virginia Residents If entering pastoral tax information, special tax procedures may apply. See About Clergy Tax Information.

CAUTION

To enter employee tax information 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Employees. 3. Click .

4. When adding an employee, click Add and enter employee data. When updating an existing employee, click Edit. 5. Click the Taxes tab. 6. Under Withholding, enter the number of federal (Fed) and state exemptions on the employee's Form W-4 or other tax documentation. 7. Optional: In the Withholding area, enter any extra federal (Fed) and state withholding amount on the employee's Form W-4 or other tax documentation. 8. Under Tax Tables, enter all tax table codes for this employee. Click Lookup to select the appropriate codes in the tax table list. 9. Optional: In the Tax Exemptions area, select any or all of the following tax exemptions:

· · ·

FICA Exempt -- If the employee is FICA exempt, select this option. FUTA Exempt -- If the employee is FUTA exempt, select this option. SUTA Exempt -- If the employee is SUTA exempt, select this option.

10. Optional: Select any applicable W-2 Elections. 11. Click OK.

Printing an Employee List

To print an employee list 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Employees. 3. Click Go .

4. Optional: To include the employees marked as not active in the list, select the Show Inactive check box.

43

ACS Version 10 - Payroll

5. Click Print. 6. Click Print .

44

Entering and Posting Payroll

Enter/Post Payroll Outline

When performing the steps to enter and post payroll, you must perform each step in the correct order. In certain instances, you cannot access an option until you complete the appropriate tasks in the previous options. For example, you must print the checks before the Check Register is available for previewing or printing. When entering and posting payroll, complete the following steps in the order listed: 1. Enter Time Sheets 2. Print the Time Sheet Journal report 3. Process and print the Payroll Journal report 4. If necessary, Preview checks 5. If necessary, Issue checks 6. Print Payroll checks (and direct deposit stubs, if applicable) 7. If using the Direct Deposit feature, create an ACH File 8. If necessary, Reprint or Void checks. 9. Print the Check Register Journal report 10. Post Payroll to the general ledger

Entering Time Sheets Facts

There are four methods for entering time sheets in Payroll:

· ·

You can enter time sheets one employee at a time. You can recall a previously saved and named batch.

45

ACS Version 10 - Payroll

· ·

You can load a group of employees based on specific criteria. You can import time sheets that have been entered using a time clock software.

Loading time sheets or recalling a batch gives you access to the records of a group of employees that you want to pay at a particular time. When you load time sheets, you identify filter criteria each time. When you load a batch, the filter settings have been previously saved. The advantage of saving a batch is that you do not have to identify the filter criteria each time. When you save a batch with a name that has already been used, a Yes/No prompt is issued asking whether you wish to overwrite the existing file rather than create a second batch with the same name.

Note

Whether you choose to load time sheets or to create and load batches, the Payroll Module provides a large amount of flexibility with both of these features. For example, you have three groups of employees in your organization: salaried, full-time hourly, and part-time hourly. You want to pay only the fulltime hourly and part-time hourly employees at this time. If you are using batches, you can recall your full-time hourly batch and your part-time hourly batch. Loading one batch and then another does not overwrite the previously loaded batch. Likewise, if you prefer to load employees, you can load one group of employees and add another group. As long as the Keep Existing option is selected, the first group of employees is not overwritten.

Import Time

You can use Import Time to import time sheet information that has been tracked using a time clock software, such as TimeClock Plus. However, ACS does not offer support for time clock softwares. ACS Technologies recommends that you use the Import Time feature to import your hourly employees. If you import salaried employees and their cost center is missing from the import file, you must manually enter the cost center for all salaried employees into the import file. You can enter salaried employees on the Enter Time Sheets window by using the Load All option. The recommended file type for the import is ASCII. The recommended file format is a comma separated value (CSV) file. When creating a CSV file, the fields should appear exactly as they are in the table below. If additional fields are added or if field information is missing, the file is not accepted when you try to import. If the first record of the import file is a header record, you can select to omit the first record before you begin an import. If a record does not import properly, you can print an Import Error List that lists the transactions that ACS was unable to import. You must correct these records to complete a successful import. The following table lists the specifications for an import file. Field Length

46

Entering and Posting Payroll

Employee Number Pay Type Hours Rate Cost Center Revenue Type

6 characters (can be a combination of alpha and numeric characters) 3 characters (can be a combination of alpha and numeric characters) 8 digits (with 4 decimal places) 11 digits (with 4 decimal places) 6 characters (can be a combination of alpha and numeric characters) 1 character (can be any of the following characters: H-Hourly, OOvertime, T-Vacation Taken, LSick Leave, or S-Salary)

Importing Time

Before you import time into ACS, you must complete and save employee time information in your time clock software. To import time 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Enter Time Sheets. 5. If necessary, select a bank. 6. Click Import Time. 7. If necessary, select the Omit first record option to omit the header record. 8. Click Import. 9. Locate the file and click Open. 10. If you receive error messages, click Print Errors to print a listing of import errors.

Changing Time Sheet Entries

When you change time sheet entries, you interrupt the Enter/Post Payroll process. This means the Time Sheet Journal and Payroll Journal are no longer valid. You must reset payroll and reprint the reports. If a salaried or hourly employee works overtime hours, you must add a separate time sheet entry for the overtime hours. The employee still receives one payroll check. The distribution of Overtime and

Note

47

ACS Version 10 - Payroll

Regular hours and pay displays on the employee's check stub. For more information on adding an entry, see the topic Entering Time Sheets - Selecting Specific Employees. To change time sheet entries 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Enter Time Sheets. 5. Edit the time sheet fields. For example, if an employee's default wage entry changes and the employee works 30 hours instead of 35, type 30 in the Hours column for that employee. ACS calculates the new gross amount. 6. Optional: Click Add to add a new Time Sheet entry.

Printing The Time Sheet Journal

The Time Sheet Journal report displays a detailed account of each unposted time sheet that you entered. Use the journal to verify your time sheet entries. Your financial advisor or CPA may recommend that you print and file the time sheet journal as an audit trail. Employee records display on the journal in the order based on the Order By selection in the Enter Time Sheets window. You can select a different order using the Load All option in the Enter Time Sheets window. For more information, see the topic Understanding the Payroll Load Employees Window. To print the Time Sheet Journal report 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Enter Time Sheets. 5. Enter employees in the time sheet. For more information on entering employees in the time sheet, see Entering Time Sheets. 6. When all employees are entered, click Print Time. 7. Click Preview or Print.

48

Entering and Posting Payroll

Printing the Payroll Journal

After ACS processes the Payroll Journal, you can preview or print the journal report. ACS Technologies recommends that you print and file the report for audit purposes. To print the Payroll Journal report 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Process Payroll Journal. 5. Select the pay period with the adjustments that you want to process for the employees' checks. 6. Select the Period Start and Period End dates. Click the down arrow to select a date in the calendar. 7. Enter the date you want to print on the checks. Click the down arrow to select a date in the calendar. 8. Select the appropriate option to print the journal in summary or in detail. 9. Click OK. 10. Optional: Click Previewto preview the report. 11. ClickPrint.

Previewing Payroll Checks

In Preview Current Checks, you can view all checks that are not posted. You can edit unposted checks as well (see Editing Payroll Checks.) However, this option does not display any payroll checks until the Payroll Journal is processed. The Payroll Journal calculates all taxes, adjustments, and wages from the information entered in the time sheets. To preview payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Preview/Issue Checks. 5. Click Preview Current Checks. 6. Optional: Select Printed? to mark this check as a printed check. When this option is selected, the check does not print, but it does post to the general ledger. Make certain to enter the correct check number of the printed check in the Check No. field. 7. Click back checks. and forward to scroll through the available

49

ACS Version 10 - Payroll

8. Click the Details tab to view all the taxes, adjustments, and wage distributions for the selected payroll check. 9. Optional: Click Edit to modify fields on the selected payroll check. If the Printed? check box is selected, you must clear it to edit a check.

Editing Payroll Checks

After the Payroll Journal report is processed and checks are created, you can edit any information on the unposted checks using the Preview Current Checks option. When previewing a check, click Edit to access the Edit Checks option. After editing checks, you can print the Payroll Journal again so that the report totals reflect the changes you made. Note If you reset the Payroll, all changes made to checks in the current check run are overwritten.

To edit payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Preview/Issue Checks. 5. Click Preview Current Checks. 6. Select the employee whose check you want to edit. In the list below the check window, select the employee and double-click. You can also use and forward to scroll through the current checks to back locate the employee's check. To use the scroll method, you must click Edit. 7. Optional: Select the PRINTED? check box to enter a check number. The Edit button is unavailable if PRINTED? is selected. 8. If PRINTED? isselected, clear the check box to edit the check information. 9. Edit the necessary information. 10. Click OK. 11. Optional: Select the PRINTED? check box to indicate that the check is printed.

Issuing Checks

The Issue Checks option is used for the following situations:

·

You wrote a check by hand to an employee and want to enter the check into the Payroll module.

50

Entering and Posting Payroll

·

You begin to use the ACS Payroll module after the first of the year, and you want to enter detailed check information for each pay period.

When you issue payroll checks, you want to keep the following important facts in mind:

·

If you have already entered time sheets and processed the Payroll Journal from one bank account, any checks you issue must be issued from that same bank account. You cannot cross banks when processing a batch of time sheets. If you need to pay employees from more than one bank, you must complete the payroll process for one bank and then begin the process again for another bank. The selected pay period determines which adjustments default for this payroll check. However, you can add, edit, or delete adjustments on this check. After issuing checks with the following procedure, you can process the Payroll Journal. You must post all checks that you issue whether you print the checks or not. Without posting the checks, the employees' W-2 and the 941 do not get updated.

·

· ·

To issue payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Preview/Issue Checks. 5. Click Issue Checks. 6. In the Bank field, select the bank account from which you want to issue checks. 7. In the Empl No. (Employee Number) field, enter the employee number. Click Lookup to select an employee in the Add/Edit Employees window. If the employee number displays in red, the selected employee has a check in the current check run. 8. In the Pay Period field, select the pay period for the current check. Click the up and down arrows to select the correct pay period. 9. In the Chk. No. (Check Number) field, select one of the following options:

· ·

If you want to print a check for this entry, do not enter a check number. If you want to only post this entry to the general ledger without printing a check, enter a check number.

10. In the Check Date field, enter the date that you want to print on the check. If the check is printed, enter the date printed on the check. Click the down arrow to select a date in the calendar.

51

ACS Version 10 - Payroll

11. In the Prd Start (Period Start) and Prd End (Period End) fields, enter the pay period starting and ending dates. Click the down arrow to select a date in the calendar. 12. If you do not want vacation and sick time to accrue with this pay period, select the Do Not Accrue check box. 13. Under Wages, default wage amounts display for the selected employee. Add, edit, or delete wage amounts as necessary. 14. Under Adjustments, default adjustments display for the selected employee. Add, edit, or delete adjustment amounts as necessary. 15. Under Taxes, edit taxes if necessary. If the selected employee is exempt from a specific tax or no tax table is defined on the employee record, some tax fields may be unavailable. Edit tax amounts only after you define all wage and adjustment amounts. If you edit tax amounts first and then add or edit wage or adjustment amounts, the tax amounts revert back to the original values. 16. If you want to determine the amount of workers' compensation tax on the selected employee's earnings, select the Calculate Worker's Compensation check box. 17. Select the appropriate Tax Calculation method:

· ·

If you want to calculate taxes as normal on the current check, leave the Auto Calculate check box selected. If you want to recalculate taxes on the current check after making changes, clear the Auto Calculate check box and click the Recalculate button.

18. Click OK to save the current check. 19. If no check number is entered, a warning displays. Click Yes to continue. 20. Select another employee to issue a check, or click Cancel to exit the Issue Check window. 21. If you want to post the issued checks to the general ledger without printing a check, select the Printed? option on the Issue Checks window. 22. Enter the appropriate check number. 23. Repeat steps 21 and 22 for each issued check that you want to mark as printed. Use the scroll buttons to display the previous and next checks.

Issuing Multiple Checks to an Employee

All time sheet entries for an employee print on the same check. If you want to issue more than one pay check for an employee in the same check run, you must add the additional check entries through the Issue Checks option. Each additional check entry added through the Issue Checks option prints a separate check.

52

Entering and Posting Payroll

To issue multiple checks to an employee 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Preview/Issue Checks. 5. Click Issue Checks. 6. In the Empl No. (Employee Number) field, enter the employee's number. Click the Lookup to select an employee in the Add/Edit Employees window. If there is already a check waiting to print for the employee in ACS, the employee number displays in red. 7. If necessary, edit wage, adjustment, and tax information. 8. Click OK. 9. Click Yes to continue.

Printing Payroll Checks

When entering a beginning direct deposit reference number, always leave a wide variance between reference numbers and check numbers so that you will be able to readily distinguish between the two when they are grouped on reports. For example, if the next check number in the sequence is 1250, let 1 be your beginning direct deposit reference number. If you are printing checks and direct deposit stubs in the same check run, ACS displays a prompt instructing you to place checks in the printer first. Once all checks are printed, a second prompt displays instructing you to place stock paper in the printer to print the direct deposit check stubs. To print payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Print Payroll Checks. 5. Enter the first check number that you want to print. If you have printed checks for the selected bank account previously, the next number in the sequence displays. 6. If you use direct deposit, enter the first direct deposit reference number that you want to print. If you have generated direct deposit stubs previously, the next number in the sequence displays. 7. Optional: Select the Show Printer Dialog option. 8. Optional: Select the Group by Department option to select departments. The checks are grouped according to the departments. 9. Select a sort option.

53

ACS Version 10 - Payroll

10. Optional: Click Preview to view checks before printing. If direct deposit participants are included in the current payroll batch, direct deposit and non-direct deposit information display separately. 11. Optional: Click Sample to print a sample check. 12. Click Print. Checks print first, then direct deposit check stubs.

Creating an ACH Transmission File

The ACH (Automated Clearinghouse) Transmission File is the file your bank uses to electronically deposit payroll checks in the appropriate bank accounts of the various banks used by your employees. The information for only those employees participating in direct deposit is included in the ACH file. Create the ACH file after generating payroll checks and direct deposit stubs. Check with your banking institution for specific transmission requirements. Before sending your first ACH file, your bank may require you to send a prenotification file. The bank uses this file to verify that payroll data is being transmitted correctly. For more information, see Creating a Direct Deposit Prenotification File. To create an ACH file 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Create ACH File. 5. Select the ACH file Options. 6. Click Process. 7. Optional: Click Print to print an ACH Proof List. 8. Optional: Click Edit to edit an amount. 9. Optional: Click Delete to delete an ACH entry. 10. Click Create File to create the ACH file. 11. Enter the location to save the file, a file name, and click Save to save the file. 12. Click OK to complete the process.

Reprinting Posted Checks

To reprint posted payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Reprint/Void Checks.

54

Entering and Posting Payroll

5. Click Reprint Posted Checks. 6. Select a Bank. Click the down arrow to select a bank account in the drop-down list. 7. Select one of the following:

· · ·

Click MTD to display all month-to-date checks. Click YTD to display all year-to-date checks. Click All to display all checks. To select all checks in the check display, click Select All. To select individual checks, select the Print? check box.

8. Select one or more checks for reprinting:

· ·

9. To reprint the selected checks, click Print. 10. Click Yes. 11. Select print options. 12. Click Close.

Reprinting Unposted Checks

The bank and account number selected at the beginning of the check process display. These fields cannot be changed. To reprint unposted payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Reprint/Void Checks. 5. Click Reprint Payroll Checks. 6. Select which checks to display:

· · ·

Printed-- Click to display all printed checks. Unprinted-- Click to display all unprinted checks. All-- Click to display both printed and unprinted checks. To select all checks, click Select All. To select individual checks, select the Print? check box.

7. Select one or more checks for reprinting:

· ·

8. Click Ok. 9. Click Yes. 10. Select print options. 11. Click Close.

55

ACS Version 10 - Payroll

Resetting Payroll

The Reset Payroll option clears the current payroll process. If you select this option, you must then follow the steps outlined in the Enter/Post Payroll Outline. All existing time sheet entries remain in the system, but you must reprint reports in the correct order. Also, the following are overwritten:

· ·

Any changes made to Payroll checks using Preview/Issue Checks options. Any checks issued from the Issue Checks option.

To reset payroll 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Reset Payroll. 5. If there are checks in the system, a message displays. Click Yes to reset the payroll.

Voiding Payroll Checks

In the ACS Payroll module, you can only void checks that have been entered and posted in Payroll. To void payroll checks 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Reprint/Void Checks. 5. Click Void Posted Checks. Optional: Click Show Voided to display previously voided checks. 6. Select a bank. Click the down arrow to select the bank account from which the check was issued. The account number for the selected bank displays in the Account No. field. 7. Select one of the following:

· · ·

Click MTD to display month-to-date checks. Click YTD to display year-to-date checks. Click All to display all checks.

8. To select all displayed checks for voiding, click Select All. To select individual checks for voiding, select the check box in the Void column. 9. Optional: To clear all selected checks, click Unselect All. 10. Click Void.

56

Entering and Posting Payroll

11. A message displays, "Ok to void selected checks?" Click Yes to continue, or No to cancel. If any of the selected checks are reconciled in General Ledger, a message displays, "Check No: xxx Empl: xxxxx Check Amt: xxx.xx has been reconciled. Are you sure you want to void this check?" Click Yes to continue, or No to cancel.

Note

12. The Payroll - Void Posted Payroll Checks window displays. Choose the voided check options below. To void the check and post the void transaction to General Ledger and Payroll: 1. Select the correct General Ledger posting period. In the GL Post Month/Year field, the current General Ledger posting period is displayed. To change the posting period, click the up and down arrows in the Month and Year date boxes posting period. to select a different

2. Enter the correct Payroll void date. Click the down arrow to select a date in the calendar. 3. Optional: Enter an explanation in the Void Explanation field. 4. To void the selected checks and post the void transaction to the general ledger and Payroll, click Post Void.

Printing the Check Register Journal

When printing the check register journal, you can choose to list the checks on the report in the order you want. You do not have to list the checks in the same order that they printed. You can also choose to print separate check register journal for your checks and a separate journal for your direct deposit employees. Printing the Check Register Journal 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Check Register Journal. 5. Under Sort By, select a sort option for printing the checks. The sort options are:

· · ·

Employee Name-- select to list checks in order by employee last name. Employee Number-- select to list checks in order by employee number. Check Number-- select to list checks in check number order.

57

ACS Version 10 - Payroll

6. Under Print Options, select a print option. Valid selections are:

· · ·

Print All Checks-- select to list all checks. Print ACH Checks-- select to list direct deposit employees' checks only. Print Non-ACH Checks-- select to list regular checks only.

7. Optional: Click Preview to preview the report. 8. Click Print. 9. Repeat steps 2­6 for each Check Register Journal that you want to print.

Posting Payroll Checks

Posting checks to inactive accounts changes the status on those accounts to active in the general ledger. To post payroll checks to the general ledger 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Post Payroll Checks. 5. Select a transaction source. Click the down arrow to select a transaction source in the drop-down list. If you selected the Post Summary option in Payroll Setup, only sources with a source type of Check Credit are available. If you selected the Post Detail option in Payroll Setup, only sources with a source type of Check are available. 6. Select the posting period. Click the up and down arrows in the Month and Year date boxes period. to select the correct posting

7. Enter an explanationor description of the transaction. 8. Enter a posting date. Click the down arrow to select a date in the calendar. 9. Optional: Click Print to print a Payroll G/L Transaction List. 10. Click OK.

Creating a Customized Payroll Batch

You can set up a customized batch for situations which come to your attention throughout the year. At times you may find it necessary to perform a payroll check run that differs from the standard payroll. Rather than adding each employee separately, you can set up a custom batch that you can recall when necessary. For example, many employers pay holiday pay to full-time employees on recognized holidays. You can define a payroll batch that contains time sheet entries for full-time employees only.

58

Entering and Posting Payroll

To create a customized payroll batch 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Enter Time Sheets. 5. In the Select Bank field, enter the correct bank account, or select a bank account in the drop-down list. 6. Click Add. 7. Enter an employee number, or click Lookup in the Employee Lookup window. 8. If necessary, edit the pay information. 9. Repeats steps 5­8 until all employees are entered in the time sheet. 10. Click Save. 11. Enter a description. 12. Click OK. to select an employee

Creating a Standard Payroll Batch

You can create a batch of entries and then save these entries for future use. Batches reduce entry time by allowing you to recall a large group of time sheets at one time. Your standard payroll is a time sheet entry for each employee on your staff. To create a standard payroll batch 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Enter Time Sheets. 5. In the Select Bank field, select the correct bank account. Click the down arrow to select a bank account in the drop-down list. 6. Click Add. 7. Click Find to select an employee in the Employee Lookup window. 8. If necessary, edit Pay Types and other information. 9. Repeat steps 7 and 8 to enter time sheets for all employees. 10. Click Save. 11. Enter a Recurring Batch Description.(For example, Standard Payroll). 12. Click OK.

59

ACS Version 10 - Payroll

Recalling a Saved Batch

If you have deactivated any employees since creating this batch, the following message displays: Batch contains inactive employees! Do you want to delete inactive employees from the batch? Click Yes to delete inactive employees or click No to load all employees, including the inactive employees. To recall a saved batch 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Payroll Checks. 3. Click Go .

4. Click Enter Time Sheets. 5. Click Recall. 6. Select the batch you want to recall. 7. Click OK. If you have entered time sheets, the following message displays: Do you want to overwrite existing entries? Click Yes to overwrite existing entries, or click No to add the batch to existing entries. 8. Optional: Click Add to add additional time sheet entries.

60

Inquiry

Viewing Employee Payroll Information

You can view historical payroll information on a selected employee in the Inquiry window. Once the payroll process is complete and payroll is posted to the general ledger, the information is available to view in Inquiry. You can not edit payroll information in Inquiry. To view employee payroll information 1. Under Inquiry Type, select Employee Inquiry in the drop-down list. 2. Click Go .

3. In the Employee No. field, enter an employee number. Click Lookup to select an employee in the Add/Edit Employees window. 4. Select one of the following options:

· · ·

Select YTD to view year-to-date checks issued to the selected employee. Select LTD to view lifetime-to-date checks issued to the selected employee. Select Date Range to view checks issued to the selected employee during a specified date range. Enter the correct date range. Click the down arrow to select a date in the calendar.

5. Optional: Select Show Voided Checks to display voided checks for the specified period. 6. Select a check to view general Check Totals. 7. For detailed information on the selected check, click the following tabs:

·

Pay Type tab -- Displays hours for each pay type and the amount distributed for each pay type.

61

ACS Version 10 - Payroll

·

Withholdings tab -- Displays all taxes withheld from the selected check and year-to-date amounts withheld for the selected employee. Adjustments tab -- Displays all adjustments (including employer contributions) for the selected check and year-to-date amounts recorded for the selected employee.

·

8. Optional: Click Print to print a Payroll Inquiry report on the selected employee based on the current inquiry settings.

Printing the Payroll Inquiry Report

The Payroll Inquiry report displays the payroll information of a specified employee. You can display year-to-date (YTD) or lifetime-to-date (LTD) earnings, or you can indicate a range of dates. To print the Payroll Inquiry report 1. Under Inquiry Type, select Employee Inquiry in the drop-down list. 2. Click Go .

3. In the Employee No.field, enter an employee number. Click Lookup to select an employee in the Employee Lookup window. 4. To view employee earnings for a period, select one of the following:

· · ·

YTD-- displays payroll information for the current year to date. LTD-- displays payroll information from the time the selected employee was entered into the ACS Payroll module to date. Date Range-- enter a date range. Displays payroll information for the selected date range. Click the down arrow to select a date in the calendar.

5. Optional: To display voided checks for the specified period, select the Show Voided Checks option. 6. Click Print. 7. Click Print .

62

Period End Reports

Printing Forms W-2

You can print your Forms W-2 at any time. If you want to include the entire year of earnings on the Form W-2, print the forms after you process the last payroll for the year. ACS Technologies recommends that you print your forms on plain paper until you are certain that your totals are correct. You can also make sure that your forms are lined up correctly in your printer with plain paper before printing on the actual forms. By printing on plain paper, you save the expense of wasting forms that are incorrect. To print Forms W-2 1. Under Generate Reports, click the Period End Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. On the W-2 tab, select the report type. Click the down arrow and select a report type in the drop-down list. 5. Select the year. Click the up and downarrows to select the correct W-2 year. 6. Verify your organization's federal tax ID number and state tax ID number. If necessary, click in the fields and enter the tax ID numbers. 7. Optional: In the State field, enter the two-letter state postal code. Leave the field blank to print all states. 8. Under Copies, select the number of copies you want to print. The number of copies you select depends on the forms you purchased:

· ·

One-Wide Format (6 or 8 part form) Laser Forms

63

ACS Version 10 - Payroll

9. Optional: To increase or decrease the space between the first and second Form W-2 on a page, enter a number in the Adjust 2nd W-2 field. This option is available with both the 2-up Statement and the 4up Statement. 10. Optional: If you do not want to print a summary page, clear the Print Summary Page? check box. 11. Optional: If you want to filter employees by departments, select Department, and click Select. 12. Optional: Use the Employee and To fields to select a specific employee, start printing beginning with a specific employee, or print a range of employees.

· ·

To print for one employee, enter the employee's name in both the Employee field and the To field. To start printing forms beginning with a specific employee, enter the employee's name in the Employee field and leave the To field blank. To print for a range of employees, enter the beginning name in the Employee field and the ending name in the To field. To print for all employees, leave both the Employee field and the To field blank.

· ·

13. Click OK to continue. 14. Optional: Click Preview to preview the report prior to printing. 15. Click Print.

Common Errors in Preparing W-2 Forms

According to the Social Security Administration, the following is a list of common errors made when preparing W-2 forms. For each error, note the instructions for verifying your data in the Payroll module.

· ·

Incorrect Employee Name -- On the Add/Edit Employees Data tab, make sure the information in the name fields is correct. Using Titles with Employee Names -- On the Add/Edit Employees Data tab, make sure that you have not entered a title as part of an employee's name in any of the name fields. Incorrect Social Security Number -- On the Add/Edit Employees Data tab, make sure the correct Social Security Number is entered in the SSN field. Incorrect Address -- On the Add/Edit Employees Data tab, make sure you have entered the correct address. Check the Address, ZIP Code, and City/State fields. Nonstandard W-2/W-3 forms -- You can purchase standard forms directly from ACS Technologies. For a complete list of forms, visit the ACS Technologies Web site at

·

·

·

64

Period End Reports

www.acstechnologies.com/services/forms_supplies, or call 1-800-7367425. Press the extension for forms and supplies.

·

Federal Tax (EIN) and/or State Tax ID Omitted -- On the Utilities tab, click Select Data Set. View your organization setup information and verify that you entered a federal and a state tax ID number.

Printing the Form 941

You can print a Form 941 for the current quarter or any previous quarter. To print the Form 941 1. Under Generate Reports, click the Period End Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the 941 tab. 5. To launch the Form 941 Expert, click OK. The Form 941 Expert takes you through the steps for completing the 941. 6. Follow the windows to enter the Form 941 information. Use the Back and Next buttons to move between the windows. 7. When all of the necessary steps for the Form 941 are complete, you can Print Form 941, Print Form 941-V, Edit Schedule B, or Print Schedule B.

Printing the Form 941-A Report

The 941-A report shows quarterly gross pay, the taxable pay amount, and the difference between gross and taxable pay for all employees in a selected state (or states). To print the 941-A Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the 941 tab. 5. Select Print 941-A. 6. Click OK. 7. Under Report Quarter/Year, select the quarter and year you are reporting. Click the up and down arrows to select the correct quarter and year. 8. Under Sort by, select a sort option. Valid options are:

·

Employee Name-- if selecting to print detail, displays employees in last name order

65

ACS Version 10 - Payroll

·

Employee Number-- if selecting to print detail, displays employees in employee number order

9. Under Report Options, select the one or all of the options. The options include the following:

· · ·

Print Detail?-- displays all active employees with totals for each column on report Print only employees with accumulation?-- displays only those employees who received pay during the period selected Include Inactive Employees?-- includes the amounts for inactive employees in the totals on the report and also displays the inactive employees if printing detail

10. To only include employees from certain states, click Select States. 11. Optional: Click Preview to view the report prior to printing. 12. Click Print.

Creating a W-2 Extract File

A W-2 Extract Work File contains raw data extracted from your organization, as well as accumulated employee W-2 information. You can edit employer or employee information as necessary. The Payroll module automatically extracts every employee when it creates the work file. You cannot extract a range of employees or a single employee. The Social Security Administration offers free software that checks your extract file for errors. You can download the program and use it on your extract file before you submit the file. For more information, visit www.ssa.gov/employer/accuwage. To create a W-2 extract file 1. Under Generate Reports, click the Period End Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the W-2 Extract tab. 5. Select the year. 6. Optional: If you want to filter employees by departments, select Department, then click Select. 7. The Create Work File option is selected by default when you select the W-2 Extract tab. Click OK to create the work file.

Editing W-2 Extract Employee Information

The largest portion of a W-2 extract file contains all wage and tax information about each employee. The file contains the following areas of information about each employee:

66

Period End Reports

· · · ·

Employee name and address information Federal information State information Local information Changes made to W-2s through the W-2 Extract affect only the extract file. These changes are not reflected on printed W2s.

Note

To edit employee information 1. Under Generate Reports, click the Period End Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the W-2 Extract tab. 5. Select Edit employee information. 6. Click OK. 7. Click Find to select an employee. Click Nextand Previous to scroll through the entire list of employees. 8. Click Edit. 9. Select each tab and make the necessary changes. 10. Click OK. 11. Repeat steps 7 through 10 to edit extract information for additional employees.

Editing W-2 Extract Employer Information

A portion of the W-2 extract file you send to the Social Security Administration contains information pertaining to your organization. You must verify the following areas of the extract file to make sure the information is correct:

· · · ·

Company Info Submitter Info Contact Info Employer Info Changes made to W-2s through the W-2 Extract only affect the extract file. These changes are not reflected on printed W-2s.

Note

To edit W-2 extract file information 1. Under Generate Reports, click the Period End Reports tab.

67

ACS Version 10 - Payroll

2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the W-2 Extract tab. 5. Select Edit employer information. 6. Click OK. 7. Click each tab to verify the information. Click Edit to make any necessary changes. 8. After all information is verified, click Close.

Printing a W-2 Extract Work File

Before you edit your employer or employee information, you can print the W-2 Extract File Proof List. This report contains the same information that is in the work file. You can print the report so that:

· ·

You have a hard copy of the W-2 extract file you are sending to the Social Security Administration. You can verify that the information contained in the work file is correct.

Before You Print You must create a work file first. A W-2 Extract Work File contains pertinent raw data about your Organization as well as accumulated employee W-2 information. If you have not created a work file, see the topic Creating a W-2 Extract File. To print a W-2 Extract file 1. Under Generate Reports, click the Period End Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the W-2 Extract tab. 5. Select a Year. Click the up and down arrows to select the correct W-2 year. 6. Select Print Work File. 7. Click OK. 8. Optional: Use the preview tools to review the report prior to printing. 9. Click Print .

Sending the W-2 Extract File

Before you save your file, note the following:

·

The Social Security Administration accepts W-2 information electronically.

68

Period End Reports

·

Make sure that you use the default file name, W2REPORT. The Social Security Administration does not accept other file names. No compressed files are allowed.

·

To send a W-2 extract file 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. Click the W-2 Extract tab. 5. Select Create extract file. 6. Click OK. 7. On the W2 Extract Location window, enter the location where you want to save the extract file. 8. Click Open. 9. Click OK.

Printing the W-3

To print Form W-3 1. Under Generate Reports, click the Period End Reports tab. 2. In the drop-down list, select Payroll 941 and W2s. 3. Click Go .

4. On the W-2 tab, make the selections for correct W-2 year. Form W-3 calculations are based on these selections. 5. Click Print W3. 6. Enter any necessary information in the W3 Fields window. 7. Click OK. 8. Click Print.

69

Reports

Available Payroll Reports

With the Reports option, you can print reports that detail various aspects of the Payroll module. Payroll contains the following reports:

Report Liability Report Employee Detail Report Employee Summary Report Employee Labels Employee Transmittal Report Worker's Compensation Report

Description Displays the total liability for a selected period including: tax deductions, employer contributions, workers' compensation, wages, and adjustments. Displays all the information in the employee records. You can print the report for one or all employees. Displays the following fields: Employee Number, Employee Name, Address, Date Hired, Phone Number, Social Security Number, and comments about the employee. Customized labels are printed for selected employees. Blank forms are printed to allow the employer to manually record hours worked, overtime hours, other hours, sick hours, vacation hours, taxable pay, and nontaxable pay. Displays workers' compensation by employee.

71

ACS Version 10 - Payroll

Customized Payroll List

A completely user-defined employee payroll listing. The user selects the employees, columns, and fields that display. Displays pay, withholding, and adjustment information for one or more employees for a selected date range. The report also displays totals by employee with a summary total by cost center. Displays pay, withholding, and adjustment information for one or more employees for a selected date range. The report summarizes employee wages, taxes, and adjustments by cost center. Displays the employee name and number, check number, bank information, check and void dates, and check amounts for voided checks. Displays adjustments entered in Add/Edit W2 Totals. The adjustment information including the amount and the user who entered the adjustment displays. Displays the employee number and name, check number, check date, gross wages, additions, deductions, contributions, taxes, and net wages.

Accumulation Report

Wage Records Report

Void Check Report W2 Adjustment Report Check Register Report

Printing the Liability Report

Use the Liability Report to balance your Form 941. Make sure to print the Liability Report for the same quarter you are reporting on the Form 941. To print the Liability Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. In the Start Date and End Date fields, enter a date range for the report. Click the down arrow to select a date in the calendar. 7. To print for a particular state, enter the state's two-letter postal code. Click the down arrow to select a state in the drop-down list. 8. To print the report for all employees, leave the Employee field blank. To print the report for one employee, enter an employee number. Click Lookup to select an employee in the Add/Edit Employees window. .

4. Select Liability Report.

72

Reports

9. Optional: Click Select to print a specific department. You can also select multiple departments. 10. Optional: If you select multiple departments, select Group on Department? to print the report by department. 11. Under Report Type, select one of the following options:

· ·

All-- select to print all taxes and adjustments Taxes -- select to print taxes only. Three tax categories display (Federal, State, and Local). Select which taxes you want to print on the report. Other Adjustments-- select to print adjustments only. Two adjustment categories display (Deduction and Contribution). You can clear a category if you do not want to include it on the report. Detail-- Select this option to print all taxes or adjustments by employee. All payroll transactions also display on the report. Summary-- Select this option to print totals by employee only. Totals-- Select this option to print totals for each taxable category only (for example, one total for FICA wages, one total for Federal wages, and one total for state wages).

·

12. Under Report Style, select one of the following options:

· · ·

13. Click OK. 14. Optional: Click Preview to preview the report. 15. Click Print.

Printing the Employee Detail Report

To print the Employee Detail Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Select Employee Detail Report. 5. Optional: Select Include Inactive Employees. 6. Click OK. 7. To generate the report on a single employee, enter the employee number. Click Lookup to select an employee in the Employee Lookup window. To include all employees, leave the field blank. 8. Click OK. 9. Optional: Click Preview to preview the report before printing.

73

ACS Version 10 - Payroll

10. Click Print.

Printing the Employee Summary Report

To print the Employee Summary Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go .

4. Select Employee Summary Report. 5. Optional: Select Include Inactive Employees. 6. Click OK. 7. Optional: Click Preview to preview the report prior to printing. 8. Click Print.

Printing Employee Labels

You can print employee labels at any time. Make sure to place the labels in the printer correctly for printing. To print employee labels 1. Under Generate Reports, click the Labels tab. 2. In the drop-down list, select Employee Labels. 3. Click Go .

4. Click Customize. 5. Make any selections you want on the Options tab to meet your needs. For more information on these options, see Getting an Overview of the Options Tab. 6. Click Label Layout. 7. Select the field names that you want to print on each line of the label. For more information on the label layout, see Getting an Overview of the Label Layout Window. 8. Click OK. 9. Optional: Click Select Employees to perform an employee search. 10. Click OK. 11. Click Print .

74

Reports

Printing the Employee Transmittal Report

You can print the Employee Transmittal Report to manually record total hours for each employee for the pay period. Then, use the report to enter the hours in ACS Payroll. To print the Employee Transmittal Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. Under Sort by, select a sort option. Valid options are:

· ·

.

4. Select Employee Transmittal Report.

Employee Name-- list employees in last name order Employee Number-- list employees in employee number order

7. Optional: Select the Use Last Search optionto use the employee last search results. 8. Optional: Select the Group by Department option to group information by department. 9. Optional: Click in the Title text box and enter a report title of your choice. 10. Optional: Click Select Employees to perform an employee search. 11. Optional: Click Preview to view the report before printing. 12. Click Print.

Printing the Workers' Compensation Report

To print the Workers' Compensation Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. In the State field, enter the two-letter postal code for your state. 7. In the Beginning Date field, enter the beginning date of the report. Click the down arrow to select a date in the calendar. 8. In the Ending Date field, press ENTER to accept the current date as the ending date of the report, or enter the correct ending date. Click the down arrow to select a date in the calendar. .

4. Select Workers' Compensation Report.

75

ACS Version 10 - Payroll

9. Optional: To include employees with no earnings within the reporting period, select the Include employees with no accumulation? option. 10. Optional: Click Preview to preview the report. 11. Click Print.

Printing the Customized Payroll List Report -- Selecting Columns

The Report Layout shows the names of the all fields used in the report and the field sizes. ACS Technologies recommends that you print a Report Layout for all of your important custom reports. Although you can save the current report settings, those settings are overwritten the next time you create a new custom report and save the new setting. Printing Report Layouts provides you with the necessary information to quickly enter report settings. You can adjust the length of the fields, if necessary. When you adjust the length of a field, notice that the Total Inches Remaining field automatically adjusts to help you gauge the number of inches you have left to work with on the report. The default field sizes are averages and can be reasonably reduced (depending on the number of columns you have selected). However, when reducing field sizes, always preview the report before printing it to make sure that none of the column headers or data are truncated. To select columns 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. Click Select Columns. 7. Under Available Columns, select a field that you want displayed on the report. 8. Click the right arrow Print. to move your selection to Columns to .

4. Select Customized Payroll List Report.

9. Repeat Steps 2 and 3 until all the columns you want displayed on the report are selected. 10. Use the arrow buttons to add, remove, and arrange columns in the order you want them displayed on the report:

·

To move a single column from the list of Columns to Print and return it to the list of Available Columns, select the column name and click the left arrow .

76

Reports

·

To move all columns from the list of Columns to Print and return them to the list of Available Columns, click return all .

·

To move the order of a column further down, select the column and click the down arrow the column is placed as desired. . Continue clicking until

·

To move the order of a column up, select the column and click the up arrow as desired. . Continue clicking until the column is placed

11. Optional: To adjust the length of a field, select the field name and enter the desired length in the Adjusted field size field. 12. Adjust the field length of fields to space the columns on the report as desired. 13. Optional: Click Print Report Layout.

Printing the Void Check Report

To print the Void Check Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. Under Check Filter Options, select one of the following:

·

.

4. Select Void Check Report.

By Check Date-- enter a range of check dates. Click the down arrow to select a date in the calendar. Print the report for one date only, enter the same date in both the Start Date and End Date fields. By Void Date-- enter a range of void dates. Click the down arrow to select a date in the calendar. Print the report for one date only, enter the same date in both the Start Date and End Date fields. By Employee No:-- enter an employee number. Click Lookup to select an employee in the Employee Lookup window. By Bank: -- enter a bank account code. Click the down arrow to select a bank account in the drop-down list. Employee Name-- sorts checks by employees' last names

·

·

·

7. Under Employee Sort Order, select a sort order. Valid options are:

·

77

ACS Version 10 - Payroll

·

Employee Number-- sorts checks by employees' numbers

8. Optional: To include inactive employees on the report, select the Include Inactive Employeesoption. 9. Optional: Click Reset to clear your selections. 10. Optional: Click Preview to preview the report. 11. Click Print.

Printing the W2 Adjustment Report

To print the W2 Adjustment Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. Under Check Filter Options, select one of the following:

·

.

4. Select the W2 Adjustment Report.

By Effective Date-- enter the range of dates for which you want to display W-2 adjustment entries. To display one date only, enter the same date in the Start Date and End Date fields. Click the down arrow to select date in the calendar. By Employee No:-- enter an employee number. Click Lookup to select an employee in the Add/Edit Employees window.

·

7. Under Employee Sort Order, select a sort order. 8. Optional: To include non-active employees on the report, select the Include Inactive Employeesoption. 9. Optional: Click Reset to clear your selections. 10. Optional: Click Preview to preview the report. 11. Click Print.

Employee Accumulation Report

The Accumulation Report displays an accumulated total for employees based on your selections and the date range. You can use the information in the accumulation report in numerous ways. Some examples include using the report to prepare your budget for the next year, preparing reports for your fiduciary committee, or determining how much your organization is paying for health care per quarter. Use the Employee Accumulation Report window to select criteria for the report. Date Range -- Enter a date range for the report.

78

Reports

Sort by Employee Name -- Select to sort by employee name. Employee Number -- Select to sort by employee number. Report Options Print Totals Only -- Select to print only totals. Print only employees with accumulation -- Select to print only employees with accumulation. Group by Department? -- Click to print the report by department when you select multiple departments. You can select departments in the Select Employees option. Report Title -- Enter a title you want to print on the report. Date File Created -- Displays the last date the accumulation report file was created. Select Employees -- Click to set employee filter options. Create File -- Click to create the accumulation report file.

Printing the Accumulation Report

To print the Accumulation Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. Enter a date range. Click the down arrow to select a date in the calendar. 7. Under Sort by, select a sort option. 8. Optional: Under Report Options, select any or all of the report options. 9. Optional: Click Select Employees to define the employees selected to print on the report. If you do not define the employee selection criteria, all employees print on the report. 10. Optional: Click in the Report Title text box and enter a title of your choice. 11. Click Create File to generate the report. 12. Optional: Click Preview to view the report before printing. 13. Click Print. .

4. Select the Accumulation Report.

79

ACS Version 10 - Payroll

Wage Records Report

The Wage Records Report displays employee pay, withholding, and adjustment information by cost center for one or more employees for a selected date range. Use the Wage Records Report window to enter a date range, select sort options, and select report options. Date Range -- Enter a date range for the report. Click the down arrow to select a date in the calendar. Sort by Cost Center Name, Employee Name -- Select to sort by cost center name and employee name. Cost Center Name, Employee Number -- Select to sort by cost center name and employee number. Cost Center Number, Employee Name -- Select to sort by cost center number and employee name. Cost Center Number, Employee Number -- Select to sort by cost center number and employee number. Report Options Print Totals Only -- Select to print totals only. Print employees with accumulation -- Select to print only employees with accumulation. Group on Department? -- Select to print the report by department when you have multiple departments selected. Departments are selected in the Select Employees option. Report Title -- Enter the title you want to print on the report. Date File Created -- Displays the last date the wage record report file was created. Select Employees -- Click to set employee filter options. Create File -- Click to create the wage record report file. -- Click to display the Wage Records Information Key.

Printing the Wage Records Report

To print the Wage Records Report 1. Under Generate Reports, click the Reports tab. 2. In the drop-down list, select Payroll. 3. Click Go 5. Click OK. 6. Enter a date range. Click the down arrow to select a date in the calendar. .

4. Select Wage Records Report.

80

Reports

7. Under Sort by, select one of the following:

·

Cost Center Name, Employee Name-- displays information by employee last name within cost center names sorted alphabetically. Cost Center Name, Employee Number-- displays information by employee number within cost center names sorted alphabetically. Cost Center Number, Employee Name-- displays information by employee last name within cost centers sorted numerically. Cost Center Number, Employee Number-- displays information by employee number within cost centers sorted numerically.

·

·

·

8. Optional: Under Report Options, select any or all of the following report options:

· ·

Print Totals Only?-- displays only the total wages information for the selected date range Print only employees with accumulation?-- displays wages information for only those employees with accumulation in the selected date range Group by Department?-- groups all employees by department and displays totals for department

·

9. Optional: Click in the Report Title text box and enter a title of your choice to print on the report. 10. Click Create File to generate the report. 11. Optional: Click Preview to view the report. 12. ClickPrint.

Report Preview Options

You can preview any Payroll report on your computer's monitor before you print it. Report preview options are available for all reports. One of two report preview windows display, depending on the report you select. Available preview tools differ depending in the preview window that displays. Use the Preview tools described in the table below to view reports: Option Function Click either button, depending on it's availability as an option in the preview window, to print the report. Click this button to change printer setup options.

81

ACS Version 10 - Payroll

Click these buttons to scroll to the first or last page of the report. Click these buttons to scroll through the report one page at a time. Click these buttons to increase or decrease the magnification of the display. Click this button, depending on its availability as an option in the window, to exit without printing the report. Enter a page number and press ENTER to go directly to that page of the report.

82

Glossary

A

A/P Check Source: You may define a default check source for the Accounts Payable module. The system defaults to this source when you are ready to post checks to General Ledger. This is a default value only, if you need to select a different check source for a specific check or batch of checks, it may easily be changed from the Post Checks option. Account: A record of financial transactions for one specific portion of an organization, which shows inflow and outflow of dollar amounts. Account Code: A code assigned to an account used to locate, identify, and store data in the correct place within the General Ledger. Account numbers can be up to 20 characters and can be alphabetical or numerical. Account Inquiry: A way of attaining data, through display, of all financial transactions within an account, along with various other information that can provide a complete picture of an accounts current and past activity. Account Type: A description of the function of an account within the accounting system. In ACS for Windows General Ledger account types are called Major Headings. Accrual Source: You may define a default accrual source for the Accounts Payable module. The system defaults to this source. Accumulated Depreciation: Refers to the total, cumulative amount of depreciation expense that has been recorded since the fixed asset was acquired. The purpose is to show how much of the total cost a fixed asset has been depreciated over time. Acquired Date: The date the fixed asset was obtained by the organization. You can also track whether it was donated by an individual or group, or purchased outright by the organization. Addition: An adjustment which adds a certain amount or percentage to an employee's wages. Adjustments: A recording of the completed part of a continuous transaction that occurs over time. Adjustments (Payroll): A customized amount or percentage that modifies an employee's wages. The three types of adjustments are an Addition to an employee's wages, a Deduction to an employee's wages, a Contribution to specific General Ledger accounts (does not affect employee wages). Area 1: An area that can be used to group accounts together for reports even if the accounts are in different funds.

83

ACS Version 10 - Payroll

Area 2: An area that can be used to group accounts together for reports even if the accounts are in different funds. Asset: 1. An economic resource belonging to an organization. Assets can be cash, cash in the bank, savings, bonds, investments, equipment, land, etc. 2. A particular Major Heading (account type).

B

Backup: Preserves copies of files on a different drive, directory or media to protect against the destruction or loss of the original files in the event of hardware or system failure. Bank Accounts: Accounts your organization has established at a financial institution. Batch: A group of Time Sheet records that can be recalled and posted at any point in time. For example, you can set up a recurring batch named "Standard Payroll" that contains all your normal payroll information. Billing Address: The address to which payments are sent. Billing Code: A code used to define each type of billing. Bookkeeping Month: The calendar month for which you are entering financial transactions into the General Ledger. This month does not necessarily have to be the same as the current month. Budget (monthly): An amount belonging to an account that indicates the anticipated inflow and outflow of funds during a calendar month. Budget (yearly): An amount belonging to an account that indicates the anticipated annual inflow and outflow of funds.

C

Cash Journal Entry: A journal entry that described the effect of a cash transaction on the accounts of an entry. Chart of Accounts: A list showing all account descriptions, account codes, and Major Headings (account types) that exist in the General Ledger. Check Date: The date printed on the check. Check Entry: A transaction that is based on a check stub. Check Reconciliation: A comparison of a bank statement with the organization's general ledger conducted to identify errors and necessary adjustments Closed Transactions: Transactions which have been entered into the ledger and have been posted to the desired period, these cannot be changed. Closing Account: The account to which other accounts are closed into at the end of a period in order to reduce the account balances to zero Committees: An area to which accounts of a specific type are assigned so that they can be grouped together by reports, even if the accounts are in separate funds. Common Law Employees: An individual who performs a service for you, if you have control over how those services are performed. Condition: A user-defined element used to describe the actual physical condition of the asset (poor, fair, good, excellent, etc.). Contact: An individual to whom you can address questions or concerns. Continue Payments: This option is available for memorized invoices. Select this option of you wish to pay this invoice for an indeterminate time period. Contribution: An adjustment which is an employer contribution to specific General Ledger accounts. This adjustment does not affect employee wages. Cost Centers: A Cost Center is used to define which General Ledger accounts to debit and credit for each Time Sheet entry. You can associate Cost Centers with each employee's record in order to track wages and other compensation. Credit: A transaction amount that appears in the right hand column of an account record.

84

Glossary

Credit Memo: A credit adjustment applied to an invoice. Customer: An individual being provided goods or services.

D

Debit: A transaction amount that appears in the left hand column of an account record. Debit Memo: A debit adjustment applied to an invoice. Deduction: An adjustment which subtracts a certain amount or percentage from an employee's wages. Department: An area to which accounts of a specific type are assigned so that they can be grouped together by reports, even if the accounts belong to different sets of funds. Department (Fixed Assets): An area to which assets of a specific type or location are assigned. For example, departments can be Administration, Education, Maintenance, Accounting, or Music. Department (Payroll): An area to which employees are assigned. For example, departments can be Administration, Education, Maintenance, Accounting, or Music. Deposit: A transfer of funds from the originator into the bank account. Depreciable Basis: Refers to the dollar amount from which an asset's depreciation is calculated. This can be the original cost of a recently purchased item, or the estimated current value of a donated item. Depreciation Methods: The three most popular methods of calculating depreciation are, Straight Line Depreciation, Double Declining Balance Depreciation, and Sum of the Year's Digits Depreciation. Direct Deposit: A deposit which is made electronically. Direct Withdrawal: A payment or withdrawal made without a check. Disbursed: The amount of the invoice that is disbursed to the appropriate expense accounts. Discount: A discount is a percentage of the invoice that is deducted if the invoice is paid by a certain date. For example, you receive a discount of 2.5% if an invoice is paid within 15 days. Discount (Accounts Receivable): An amount deducted from the amount billed if the invoice is paid by the terms specified at the time of billing. This amount is entered when posting payments. Discount Date: The date by which the invoice must be paid in order to receive a discount. Discounts Taken: You have the option to track discounts taken, which disburses all discounts to an account which you designate.

E

Employee Record: The master file which contains all pertinent information regarding an employee. Enter (Transactions): The process of entering data regarding financial transactions. This is different from posting transactions. When transactions are entered into the computer they remain in a collective file and wait to be disbursed into the proper account during posting. Expense: A type of account that reflects the cost of operating such as Utilties, Salary or Postage. Expense Account: The default expense account that displays when adding an invoice for this vendor.

F

85

ACS Version 10 - Payroll

Fixed Assets: Anything of value owned by your organization, including but not limited to land, buildings, tools, furniture, machinery, and vehicles. Force Payment: An option which forces payment of an invoice the next time checks are printed. Form 1099: A form required by the Internal Revenue Service for vendors who meet certain requirements as specified by the United States Tax Code. Form 941 Worksheet: The 941 Worksheet aids an employer in calculating the required information in Form 941. Frequency: A recording of how often an asset will have its depreciation calculated. Fund Accounting: Fund Accounting is the use of funds as separate sets of books. Fund Code: A three character code used to separate accounts or different sets of financial books. Fund Principal Account: The resources of an organization (comparable to owner's equity in a business). The Fund Principal is equal to the difference between the Assets and Liabilities. All Revenue and Expense accounts are closed to a Fund Principal account at the end of a year. Although the Fund Principal heading is a Major Heading, it is also a Liability. In order for the balance sheet to print correctly, you must have your Fund Principal accounts located under the Fund Principal heading.

G

Global Amount: The default amount of the adjustment which affects all occurrences of the adjustment. Global Limit: The default maximum limit of the adjustment.

H

Headings: An account description that serves as a the main heading for an account type group. such as Assets and Liabilities. Historical Cost: This is the original value/price of the fixed asset at the time of its acquisition.

I

Inquiry: A method of viewing and printing accounts only, neither transactions nor accounts may be edited. Invoice Filter: Invoice filters are used to control which invoices display on the Add/Edit screen. For example, you may wish to view only posted invoices, only invoices entered for a particular vendor, or invoices with a range of discount dates.

J

Journal Entry: A transaction entry that is not from a check or a deposit. Corrections and adjustments are examples of Journal Entries.

L

Late Charges: Charges generated when an invoice goes unpaid for more than thirty days. Late charges can be generated from Add/Edit Invoices. The amount of the late charge is determined by the percentage stated in Setup. Liability: A type of account that reflects a debt owed, such as goods or services bought on credit or time. Life: This is the estimated time, expressed in years, that a fixed asset will hold useful value for your organization. After this period, the asset is usually retired and sold for its salvage value.

86

Glossary

List: 1. A form of report. 2. Areas of categorization used to cross-reference accounts.

M

Maintenance: Section where records of an asset's maintenance history is recorded. Important records, such as oil changes, tune ups, and repairs are logged here. Memorized Transaction: A transaction which is used frequently in your organization can be memorized so that it need not be entered multiple times.

O

One time Vendor: A vendor who is paid either one time only, or very infrequently. An invoice may be entered and posted for a one time vendor without storing the vendor record in the system. Open Transactions: An open transaction is a transaction which has been entered but not yet posted to the General Ledger. Other Expense: A type of account that reflects a cost of operating that is not a regular or expected expense, i.e. non-budgeted. Other Revenue: A type of account that reflects amounts received by an organization that are not part of the regular anticipated source of revenue or income, i.e. non-budgeted.

P

Partial Amount: An amount due on an invoice which is a fraction of the total disbursement of the invoice. For example, you may wish to suspend one or more disbursements of an invoice if the vendor's obligation has not been met. Pay Periods: The period of time for which an employee is paid for services rendered. Pay Through Date: The date the system uses to determine which invoices are paid. Invoices with a due date on or before the Pay Through Date are paid, unless payment has been suspended. Pay Types: Pay Types define a category of pay and taxes which are applicable to that category. The Pay Types are then associated with an employee's record to define amounts which are subject to various taxes. Payables: An amount that is owed to a provider of a good or service that is due sometime in the near future. Payees: Payees are individuals or companies to whom you owe a dollar amount in return for a purchased good or service. When you are entering Check transactions, you must specify the Payee for the check. Period End Procedures: Steps which you should perform at the end of each month and year in order to ensure the ledger is kept accurate and is in line with Generally Accepted Accounting Principles. Permanent Restricted: A restricted account, such as a donation in the form of a grant, that one can only use the interest on the principal, but cannot use the principal itself. Post (Transactions): The computer actions of placing all financial transactions that have been entered into the proper General Ledger accounts to provide an accurate record of the organizations financial business. This closes all open transactions. Posting Journal: A record of all posting activity for the desired period. Project: A three character code that allows you follow transactions that belong to a specific project and then report on the financial status of that project. For example, if your organization is renovating a building, you can attach Project Codes to all transactions (or parts of transactions) that deal with building renovations. Proof List: A list of open transactions, primarily used as a method of checking transactions to ensure accuracy.

87

ACS Version 10 - Payroll

R

Receivables: An amount that is due for goods or services rendered. Restricted Accounts: Accounts which are amounts designated for a single use only, i.e. renovations, flowers, community projects. Retire Date: The date on which a fixed asset's useful life has expired. Revenue: A type of account that reflects amounts received by an organization in the form of contributions and donations, which are the regular economic resources for that organization. Revenue Center: A code used to define each income account set up in General Ledger.

S

Salvage Value: The estimated dollar value an asset still holds after its useful life has expired. Separate Payments: An option which, if selected, results in a separate check for each invoice to a single vendor in a check run. If this is not selected, all invoices for this vendor, in the same check run, are paid with one check. Setup: The process of setting up the General Ledger by providing the system with items such as the date, account formats, transaction options, etc. Source (Transaction): A Source is the journal origin of a transaction entered into the General Ledger. These codes can be used to separate transactions for viewing and reporting purposes. Source Type: The Source Type of the transaction is the category of origination with which the Source is associated. There are 10 default sources, but the user can add additional sources at any time. However, the default Source Types cannot be changed. They are Adjustment, Check, Deposit, Direct Deposit, Direct Withdrawal, Bank Transfer, Bank Interest, Bank Charge. Statutory Employees: An individual who works for you, but is not covered under the common law definition. Statutory employees are considered employees for Social Security, Medicare, and FUTA taxes under certain conditions. Street Address: The physical address of the vendor. Sub Heading: You may define up to four levels of Sub Headings. Sub Headings are used to determine the placement of accounts on reports. Subtotal: Allows you to subtotal subheadings which groups those accounts into one total for the Detailed Analysis Reports. This allows you to print detail and summary information on one report. Suspending Payments: An option which, if selected, results in not paying the invoice until the option is deselected.

T

Tax Accounts: The General Ledger accounts to which taxes are disbursed for both employee and employer. Tax District: A user-defined field, used to separate asset and depreciation information for report purposes. Tax Tables: A complete set of applicable Federal and State taxes that affect your payroll operations. Additional tax tables may be added to reflect Local Taxes. Temporary Restricted: A restricted account, such as a gift designated for a certain purpose. Time Sheets: An accounting of the hours worked in a specific pay period, for a group of employees. Toolbar: A row of icons or buttons which serve as shortcuts to certain menu functions.

88

Glossary

V

Vendor: A vendor is a provider of the good or service which your organization purchases. Vendor Code: A unique code that is assigned to each vendor. Vendor Type: A 3 character code defined by the user to group types of vendors together, such as Utilities, Caterers and Florists.

W

W-2 Form: A form detailing wages and taxes for an employee for a given year. Worker's Compensation Category: A job type description that takes into account an individual's risk of injury while performing their duties. Worker's Compensation Code: A code that is either published by the state governing body and given to you by your insurance provider or a unique six character code that you define.

89

Index

91

A

About Common Errors in Preparing W-2 Forms................................................. 64 About ...................................................... 64 ACH.......................................................... 1 ACH File Creating ............................................. 54 ACH File ................................................. 54 Adding Accounts to General Ledger Chart of Accounts .............................................. 6 Employee Records Entering Employee Data ............... 39 Employee Records ............................ 39 Adding ...................................................... 6 Adding .................................................... 39 Adjustments Deleting.............................................. 36 Editing................................................ 36 Printing Adjustment Listing Report .... 36 Adjustments............................................ 36 Adjustments............................................ 36 Adjustments............................................ 36 Automated Clearinghouse........................ 1

Checks ................................................... 56 Checks ................................................... 58 Cost Centers Deleting.............................................. 19 Editing................................................ 19 Cost Centers .......................................... 19 Creating ACH File ............................................ 54 W-2 Extract File ................................. 66 Creating.................................................. 54 Creating.................................................. 66

D

Data Entering Employee ............................ 39 Data........................................................ 39 Defining Payroll Setup ....................................... 3 Defining .................................................... 3 Deleting Adjustments ....................................... 36 Cost Center........................................ 19 Employee Records ............................ 41 Pay Types.......................................... 22 Deleting .................................................. 22 Deleting .................................................. 36 Deleting .................................................. 41 Direct Deposit Creating an ACH File......................... 54 Defining Setup for .............................. 54 Direct Deposit Setup...................... 1, 54 Direct Deposit........................................... 1 Direct Deposit......................................... 54

B

Bank Transmission File Creating an ACH Transmission File .. 54 Bank Transmission File .......................... 54 Batches Creating Customized ......................... 58 Creating Standard Payroll.................. 59 Recalling a Saved.............................. 60 Batches .................................................. 58 Batches .................................................. 59 Batches .................................................. 60

E

Editing Adjustments ....................................... 36 Employee Records ............................ 40 Pay Types.......................................... 22 Payroll Checks................................... 50 Time Sheet Entries ............................ 47 W-2 Extract Employee Information .... 66 W-2 Extract Employer Information..... 67 Worker's Compensation Categories .. 27 Editing .................................................... 22 Editing .................................................... 27 Editing .................................................... 36 Editing .................................................... 40 Editing .................................................... 47 Editing .................................................... 50 Editing .................................................... 66 Editing .................................................... 67 employee................................................ 39 Employee Labels Printing............................................... 74 Employee Labels.................................... 74 Employee Records

C

Check History Entering Detailed Check History........ 50 Check History ......................................... 50 Checks Editing Payroll.................................... 50 Issuing ............................................... 50 Issuing Multiple Checks ..................... 52 Posting to General Ledger................. 58 Previewing ......................................... 49 Printing............................................... 53 Reprinting Payroll Checks ................. 54 Voiding............................................... 56 Checks ................................................... 49 Checks ................................................... 50 Checks ................................................... 50 Checks ................................................... 52 Checks ................................................... 53 Checks ................................................... 54

92

Index

Deleting.............................................. 41 Editing................................................ 40 Printing Employee Summary Report from Add/Edit Employees .................. 43 Printing Employee Summary Report from Reports Menu ............................ 74 Employee Records ................................. 40 Employee Records ................................. 41 Employee Records ................................. 43 Entering Worker's Compensation Adjustments 27 Entering Worker's Comp Adjustments ... 27 Extract file Sending a W-2 Extract File ................ 68 Extract file............................................... 68

P

Pay Types Deleting.............................................. 22 Editing................................................ 22 Pay Types .............................................. 22 Payroll Enter-Post Payroll Outline ................. 45 Printing the Payroll Journal................ 49 Resetting............................................ 56 Payroll .................................................... 45 Payroll .................................................... 49 Payroll .................................................... 56 Payroll Batches Creating Customized ......................... 58 Creating Standard.............................. 59 Payroll Batches ...................................... 58 Payroll Batches ...................................... 59 Payroll Checks Editing................................................ 50 Issuing ............................................... 50 Issuing Multiple Checks ..................... 52 Posting to General Ledger................. 58 Previewing ......................................... 49 Printing............................................... 53 Reprinting .......................................... 54 Voiding............................................... 56 Payroll Checks ....................................... 49 Payroll Checks ....................................... 50 Payroll Checks ....................................... 50 Payroll Checks ....................................... 52 Payroll Checks ....................................... 53 Payroll Checks ....................................... 54 Payroll Checks ....................................... 56 Payroll Checks ....................................... 58 Payroll Overview ...................................... 1 Payroll Procedures Procedures Outline .............................. 8 Startup Outline..................................... 2 Payroll Procedures................................... 2 Payroll Procedures................................... 8 Payroll Reports Descriptions ....................................... 71 Payroll Reports....................................... 71 Payroll run ................................................ 1 Payroll Setup Defining................................................ 3 Startup Outline..................................... 2 Payroll Setup............................................ 2 Payroll Setup............................................ 3 Period End Reports Printing Form 941 Worksheet............ 65 Printing W-2 Forms............................ 63 Period End Reports ................................ 63 Period End Reports ................................ 65 Posting Payroll Checks................................... 58

F

Form 941 Printing Form 941 Worksheet ............ 65 Form 941 ................................................ 65

G

General Ledger Adding an Account to Chart of Accounts ............................................................. 6 Posting Handwritten Checks to.......... 50 Posting Payroll Checks to.................. 58 General Ledger ........................................ 6 General Ledger ...................................... 50 General Ledger ...................................... 58

H

Handwritten Checks Posting to General Ledger................. 50 Handwritten Checks ............................... 50 History Entering Detailed Check History........ 50 History .................................................... 50

I

Inquiry, Payroll Printing the Payroll Inquiry Report ..... 62 Viewing Employee Payroll Information ........................................................... 61 Inquiry, Payroll........................................ 61 Inquiry, Payroll........................................ 62 Issuing Checks ............................................... 50 Multiple Checks to an Employee ....... 52 Issuing .................................................... 50 Issuing .................................................... 52

O

Outlines Enter-Post Payroll.............................. 45 Startup ................................................. 2 Outlines .................................................... 2 Outlines .................................................. 45

93

ACS Version 10 - Payroll

Posting ................................................... 58 Preparing W-2 Forms ......................................... 64 Preparing................................................ 64 Previewing Payroll Checks................................... 49 Reports .............................................. 81 Previewing.............................................. 49 Previewing.............................................. 81 Printing Adjustment Listing Report.................. 36 Customized Payroll List Report ......... 76 Employee Labels ............................... 74 Employee Summary Report from Add/Edit Employees .......................... 43 Employee Summary Report from Reports Menu .................................... 74 Employee Transmittal Report ............ 74 Form 941 Worksheet ......................... 65 Liability Report ................................... 72 Payroll Checks................................... 53 Payroll Journal ................................... 49 Printing the Payroll Inquiry Report ..... 62 Printing Worker's Compensation Report ........................................................... 75 Reprinting Payroll Checks ................. 54 Time Sheet Journal............................ 48 W-2 Extracts ...................................... 68 Printing ................................................... 36 Printing ................................................... 43 Printing ................................................... 48 Printing ................................................... 49 Printing ................................................... 53 Printing ................................................... 54 Printing ................................................... 62 Printing ................................................... 65 Printing ................................................... 68 Printing ................................................... 72 Printing ................................................... 74 Printing ................................................... 74 Printing ................................................... 75 Printing ................................................... 76

Printing the Customized Payroll List Report ................................................ 76 Printing the Payroll Inquiry Report ..... 62 Printing the Timesheet Journal .......... 48 Printing the Void Check Report ......... 77 Printing the W2 Adjustment Report ... 78 Printing the Wage Records Report.... 80 Printing the Worker's Compensation Report ................................................ 75 Printing W-2 Forms............................ 63 Report Descriptions ........................... 71 Sending W-2 Extract to Magnetic Media ........................................................... 68 Reports................................................... 36 Reports................................................... 43 Reports................................................... 48 Reports................................................... 49 Reports................................................... 62 Reports................................................... 63 Reports................................................... 65 Reports................................................... 66 Reports................................................... 66 Reports................................................... 68 Reports................................................... 71 Reports................................................... 72 Reports................................................... 74 Reports................................................... 74 Reports................................................... 75 Reports................................................... 76 Reports................................................... 81 Reprinting Payroll Checks...................... 54 Resetting Payroll .................................... 56

S

Setting Up Payroll.................................................. 3 Setting Up ................................................ 3 Setup ........................................................ 3 Social Security Administration List of Common Errors in Preparing W-2 Forms................................................. 64 Social Security Administration................ 64 Starting Payroll Mid-Year Entering Detailed Check History........ 50 Starting Payroll Mid-Year ....................... 50

R

Reports Creating a W-2 Extract File................ 66 Editing W-2 Extract Employee Information ......................................... 66 Period End ....................... 63, 65, 66, 68 Preview Options................................. 81 Printing Adjustment Listing Report .... 36 Printing Employee Labels .................. 74 Printing Employee Summary Report from Add/Edit Employees .................. 43 Printing Employee Summary Report from Reports Menu ............................ 74 Printing Employee Transmittal Report74 Printing Form 941 Worksheet ............ 65 Printing Liability Report...................... 72 Printing Payroll Journal ...................... 49

T

Time Sheet Entries Editing................................................ 47 Time Sheet Entries................................. 47 Time Sheets Entering Recalling a Saved Batch ............... 60 Entering ............................................. 60 Printing the Time Sheet Journal ........ 48 Time Sheets ........................................... 48

94

Index

Time Sheets ........................................... 60 Transmission File Creating an ACH File......................... 54 Transmission File ................................... 54

Printing............................................... 68 Sending to Magnetic Media ............... 68 W-2 Extracts........................................... 66 W-2 Extracts........................................... 66 W-2 Extracts........................................... 67 W-2 Extracts........................................... 68 W-2 Extracts........................................... 68 W-2 Forms Common Errors in Preparing ............. 64 Printing............................................... 63 W-2 Forms ............................................. 63 W-2 Forms ............................................. 64 Wage Records Report, Printing ............. 80 Worker's Compensation Categories Editing................................................ 27 Printing the Worker's Compensation Report ................................................ 75 Worker's Compensation Categories....... 27 Worker's Compensation Categories....... 75

V

Viewing Employee Payroll Information............ 61 Viewing................................................... 61 Void Check Report, Printing ................... 77 Voiding Payroll Checks................................... 56 Voiding ................................................... 56

W

W2 Adjustment Report, Printing ............. 78 W-2 Extracts Creating ............................................. 66 Editing Employee Information............ 66 Editing Employer Information............. 67

95

Information

ACS - Payroll

101 pages

Find more like this

Report File (DMCA)

Our content is added by our users. We aim to remove reported files within 1 working day. Please use this link to notify us:

Report this file as copyright or inappropriate

12056


You might also be interested in

BETA
2008 Publication 15
2009 Publication 15
2010 Publication 15
Microsoft Word - PeopleSoft Training v8-apr 2011.doc
ACS - Payroll