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How can I remove the Social Security Number (SSN) from check stubs?


To remove the SSN from the check stub, you must edit the check layout design.

 To remove SSN from check stubs
  1. Under Advanced Tools, click the Settings tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Click Check Layout Design.
  4. Select the appropriate Bank.
  5. Click Select Template and choose the template that needs to be edited.
  6. Click Design Check Layout.
  7. Select the SS# box by clicking on it.
  8. Right click on this box and select the Visible option.
  9. Select the box containing 000-00-000.
  10. Right-click on this box and select the Visible option.
  11. Repeat steps 7-10 on the bottom stub of the check.
  12. Close from the design check layout and click Yes to save the changes.

Tip

Changing the Payroll Check Template does not affect other module checks.

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How do I pay employees for vacation or sick time used?


How you pay an employee for vacation or sick time depends on whether they are hourly or salaried.

 To pay hourly employees vacation or sick time
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Enter Time Sheets.
  4. Click Add to add a blank Pay Line.
  5. Select the employee to pay, and enter the employee’s time worked in the first pay line.
  6. To add another pay line, click Add. Then, select the same employee as above. If a message asks you to replace existing time sheet entries, click No.
  7. Select Vacation or Sick in the RT column.
  8. Enter the total number of hours for vacation/sick time.
  9. Reduce the number of Hours in the original Pay Line by the number of vacation/sick time hours entered.

Tip

The total hours of the two Pay Lines together should match the total hours you are paying the employee. When you enter the vacation and/or sick time on the Time Sheet, the program automatically adjusts the hours remaining on the vacation/sick tab under Add/Edit Employees.

 To pay salaried employees vacation or sick time
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Enter Time Sheets.
  4. Click Add to add a pay line, then select the salaried employee.
  5. Enter the employee’s time worked, reducing the Gross amount in the pay line by the amount of sick/vacation leave taken.
  6. Click Add to add a blank Pay Line, then select the same employee. If a message asks you to replace existing time sheet entries, click No.
  7. Select the PT (Pay Type) for vacation or sick, and Cost Ctr.
  8. Select Vacation or Sick in the RT column.
  9. Enter the total number of hours for vacation/sick time.

Note

The total Gross amount of the two Pay Lines together should match the gross amount you are paying the employee.

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How do I print a Christmas Bonus check?


There are several ways to print a Christmas bonus check and several factors to consider. Do you want to charge the bonus to one account or to different expense accounts? Do you want to create a separate check just for the bonus amount or include it in a regular check? Do you plan to withhold taxes from the bonus?

Here are some of the ways to print bonus checks.

Option 1

 To add an adjustment for bonus checks
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Available Lists, select Adjustments and click Add.
  4. Enter the Adjustment Code and in the drop-down list, select Addition.
  5. Enter a description for the adjustment. Ex: Christmas Bonus.
  6. Enter or select the appropriate Debit Account.
  7. Under For Period, select Period 6 since this adjustment is used only once a year.
  8. Under Tax Flags, check the appropriate tax and workers compensation checkboxes.
  9. Select or enter the Calculation Details:
    • Amount - Select if the adjustment is a dollar amount.
    • Percentage - Select if the adjustment is a percentage.
    • Period - Select if the amount is adjusted from the employee's total wages.
    • Hour - Select if the amount is adjusted from the employee's hourly wages.
    • Global Amount - Enter an amount if it applies for everyone who receives the adjustment.
    • Global Limit - Enter a limit if it applies to everyone who receives the adjustment.
  10. Click OK.
 To print a separate bonus check
  1. Under Advanced Tools, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Preview/Issue Checks and Issue Checks.
  4. Select the Bank you want to issue the check from.
  5. In the Employee field, enter the employee's name or click Lookup .
  6. In the Pay Period list, select 6.
  7. To print for this entry, do not enter a check number in the Chk No. (Check Number) field. If you only want to post the entry to the General Ledger, enter the correct check number. Then select the appropriate Check Date.
  8. In the Prd Start (Period Start) and Prd End (Period End) fields, enter the pay period's starting and ending dates.
  9. In the Wages section, the default wage amounts display for the selected employee. Delete the wage amounts that you do not want to include with the Christmas Bonus by selecting the pay line and clicking Delete. This does not delete wages from records but deletes them from the pay run.
    • For exempt employees, double-click on the bonus Pay Type and enter the desired Christmas Bonus amount in the Wages section.
    • For hourly employees, double-click on the bonus Pay Type and enter 1 hour if the hourly amount displays the desired bonus amount.
  10. In the Adjustments section, default adjustments display for the selected employee. To delete the adjustments that you do not want to include, select the adjustment and click Delete.
  11. In the Taxes section, edit or delete taxes if desired by clicking into the desired tax field. Some tax fields may be unavailable if the selected employee is exempt from a specific tax or if no tax table is defined on the employee record. Do not edit these amounts until you have defined all wage and adjustment amounts.

    Note

    If you edit the FICA and Medicare tax on the Christmas Bonus check (or any other pay check), the calculations on the 941 will not match the ACS Liability report. The 941 (line 6 and 7) calculates the FICA and Medicare tax based on the FICA and Medicare taxable wage. On the 941, line 6 multiplies the FICA wage (box 3 on the W2) by 12.4% and line 7 multiplies the Medicare wage (box 5 on the W2) by 2.9%. If the FICA/Medicare taxes are changed on a pay check, then top portion of the 941 will calculate what should have been withheld, but the ACS Liability report shows what taxes were actually withheld.

  12. To save the current check, click OK. The Issue Check window displays again.
  13. To issue additional checks, click New, or click Close to close the Issue Check window and preview your checks.



Option 2

In Define Lists, add a new cost center and pay type for the bonus. Then attach them to your employee's records, and print the check as a part of your check run.

 To add a cost center for bonus checks
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Cost Centers and click Add.
  4. Enter a cost center Code and Description (For example, Christmas Bonus).
  5. Enter the Expense Account number or click Lookup to select an account. The Expense Account is the account to which bonuses are charged to in General Ledger.
  6. Enter the Checking Account number or click Lookup to select a checking account.
  7. On the Tax Accounts tab, accept the default account codes or change them to the correct codes. The system defaults to the last set of account codes entered.
  8. Click OK
 To add a bonus pay type
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Available Lists, select Pay Types, then click Add.
  4. Enter a pay type Code and Description (For example, Christmas Bonus). Pay Type descriptions print on employee check stubs.
  5. For each applicable tax field on the table, indicate whether or not each field is taxable or non-taxable. Enter Y for taxable or an N for non-taxable.
  6. When finished, click Close.
 To attach the cost center and pay type to the employee's record
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Select the employee's record and click Edit.
  4. On the Pay tab, click Add.
  5. In the Pay Type field, enter the pay type or click Lookup to select it.
  6. In the Cost Center field, enter the cost center or click Lookup to select it
  7. If the employee is salaried, then select Salaried and change the gross to zero. If the employee is hourly, select Hourly, enter the number of hours as 0 and enter the hourly rate to equal the Christmas Bonus amount.
  8. Click OK.
 To print a payroll check combined with the Christmas Bonus
  1. Enter Time Sheets.
  2. Print the Time Sheet Journal report.
  3. Process and print the Payroll Journal report.
  4. Preview checks, if desired.
  5. Print Payroll checks (and direct deposit stubs, if applicable).
  6. If using the Direct Deposit Feature, create an ACH File.
  7. Print the Check Register Journal report.
  8. Post Payroll to the General Ledger.

Note

If you want a separate check, you can go through Issue Checks and use just the Cost Center and Pay Type you setup for this.

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I have added a new bank account, what do I need to change in Payroll?


After adding a new bank account and checking account into your system, there are only two areas that you need to edit to move payroll over to the new account.

 To enter timesheets
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks, then click Go .
  3. Click Enter Time Sheets.
  4. In the Select Bank drop-down list, select the new bank.
 To associate a checking account with a cost center
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Cost Centers.
  4. Select the affected Cost Center and click Edit.
  5. On the Data tab, edit the Checking Account to match the new account.
  6. Click OK.

If the checking account needs to be changed on multiple cost centers, you can use the Mass Change Checking Account feature.

 To mass change checking accounts
  1. Under Manage Records, select the Chart of Accounts tab.
  2. In the drop-down list, select Add/Edit Chart of Accounts and click Go .
  3. Select Mass Change Checking Accounts.
  4. Select the accounts you want to change and the account associations that you want to connect with the new account.
  5. Click OK.

 

 

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How do I view a check without doing a payroll run?


There is a maintenance utility called the Payroll Tax Calculator that you can use to see how changes to an employee's rate, hours, adjustments, or taxes will affect their net pay.

Tip

Any changes made in the Payroll Tax Calculator do not affect the employee's record.

 To use the Payroll Tax Calculator
  1. Under Advanced tools, click Admin Utilities.
  2. In the drop-down list, select Maintenance Utilities and click Go .
  3. Click Payroll Tax Calculator.
  4. Select the appropriate Bank and Employee.
  5. Use the Add, Edit, or Del options in the Wages and Adjustments sections to change the employee's record. The Summary area to the right displays the Gross, EIC, Addition, Deduction, Tax, and Net amounts.

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What does Reset Payroll do?


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

Resetting payroll overwrites:

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

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My Payroll checks printed with the wrong date. What do I do? 


If the checks are not posted, reset the payroll, and then print and post as usual. To document the checks that have the wrong date, enter a Zero Check in General Ledger.

 To enter a zero check
  1. Under Manage Records, select the Transactions tab.
  2. In the drop-down list, select General Ledger Transactions and click Go .
  3. Click Add/Edit Transactions.
  4. Click Zero Check.
  5. In the Transaction Source drop-down list, select Check (CHK).
  6. Enter a checking account or click Lookup to select an account.
  7. Verify the post month and year are correct. Click the up and down arrows to change the posting period.
  8. If this check is reconciled, select Reconciled.
  9. Enter the check number.
  10. Enter the date or select it in the calendar.
  11. Enter or select a payee in the Pay to the Order of field.
  12. Enter a description in the Memo field.
  13. Click OK.
 To reset payroll
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks, then click Go .
  3. Click Reset Payroll.
  4. If there are checks in the system, a confirmation message displays. Click Yes.

If the checks are posted, void the payroll checks and reprint them.

 

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I printed payroll checks with the wrong check number. How do I fix this?


Reprint the posted payroll checks to change the check numbers.

 To reprint posted payroll checks
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Payroll Checks and click Go .
  3. Click Reprint/Void Checks, then click Reprint Posted Checks.
  4. In the drop-down list, select a Bank.
  5. 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.
  6. Select one or more checks for reprinting:
    • To select all checks in the check display, click Select All.
    • To select individual checks, select the Print? check box.
  7. To reprint the selected checks, click Print, then click Yes.
  8. When the Print Payroll Checks window displays, select the appropriate options.
    • To display the printer status box, select Show Printer Dialog.
    • To print a one-time check for employees who are normally paid by direct deposit, select Print one time check for ACH Employees.
    • To reprint an exact copy of a payroll check without changing the check number, select Keep Original Check Number.
  9. Optional: To preview checks before printing, click Preview. You can also click Sample to print a sample check.
  10. To reprint the checks, click Print.

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