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How do I set up 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 accrue automatically each time you process the payroll journal. No matter which method you use, the employee's remaining balance for both vacation and sick time prints on the check stub each pay period.

If your employees are allowed to 'carry over' accrued time, you must enter the remaining balance in ACS. When you enter the number of vacation and sick hours taken, time used is first subtracted from the hours carried over. When all carried over hours are used, vacation or sick time taken is then subtracted from the current year's accrued time.

Vacation and sick time balances display on the Time Off tab. The balances always display in hours.

 To add sick leave
  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 the individual has multiple records, select the correct record type in the list, then click OK.
  4. Click on the Time Off tab.
  5. To enter accrual information:
    • In the Time Off Totals grid, select Accrual Rates and click Add.
    • In the Time Off Type drop-down list, select Sick.
    • Enter the Start Date, Rate, Unit, and Period, then click OK.
  6. To enter sick leave already taken:
    • In the Time Off Totals grid, select Time Taken, then click Add.
    • In the Time Off Type drop-down list, select Sick.
    • Enter the Start Date, Rate, and Unit, then click OK.
 To add vacation time
  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 the individual has multiple records, select the correct record type in the list, then click OK.
  4. Click on the Time Off tab.
  5. To enter accrual information:
    • In the Time Off Totals grid, select Accrual Rates and click Add.
    • In the Time Off Type drop-down list, select Vacation.
    • Enter the Start Date, Rate, Unit, and Period, then click OK.
  6. To enter vacation leave already taken:
    • In the Time Off Totals grid, select Time Taken, then click Add.
    • In the Time Off Type drop-down list, select Vacation.
    • Enter the Start Date, Rate, and Unit, then click OK.

In order for the program to begin accruing vacation and sick time, you must have these options marked on the pay types.

If you want to allow employees to to carry over time, there's an option you can use so you don't have to manually adjust any remaining vacation or sick time at the end of the year.

Select Reset remaining to accrued plus carry over to roll over the set annual time-off amount to the new year while resetting the Remaining amount. This way, no remaining time is carried over.

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What is a Third-Party ID?


The Third-Party ID is a code used to interface Payroll with the third-party software product TimeClock Plus, which imports time from HeadMaster. The Third-Party ID must match the code in the third-party software product on the employee's record and each cost center.

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How do I set up seasonal employees?


You may have some employees, such as teachers, who are not employed for the full 12 months of the year.

Warning

Do not change the number of Pay Periods on the Pay tab. The pre-set periods are used in the tax calculations, and changing them affects the employee's taxes.

 To set up seasonal employees
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees and click Go .
  3. Add or Edit the appropriate employee.
  4. After entering the information need on the Profile tab, select the Pay tab.
  5. Under Payroll Options, select the appropriate options.

    Option

    Description

    Salaried

    Select for employees that are paid on a salaried basis.

    Hourly

    Option used for employees that are paid on an hourly basis.

    Monthly

    Select for employees that are paid once a month (12 times a year for yearly employees).

    Weekly

    Select for employees that are paid once a week (52 times a year for yearly employees).

    Semi-Weekly

    Select for employees that are paid twice a month. Example: 1st and 15th of every month.

    Bi-Weekly

    Select for employees that are paid every other week.

  6. To the left, enter the appropriate information, remembering NOT to change the Pay Prds. If the individual is salaried but is not going to be employed for the entire year, enter the appropriate annual amount. The amount that the individual will actually be paid goes below this in a Pay Line.
  7. In the Payroll section, click Add.
  8. Select the appropriate Pay Type and Cost Center.
  9. If the employee is salaried, the Gross amount automatically displays from the Period amount under Payroll Options. Change this to what the employee should receive as gross each pay period. If the employee is hourly, the Hours, Rate, and Gross should automatically display and be correct. Make any necessary adjustments.
  10. Click OK.

Tip

You can add Pay Lines for holiday, vacation, or overtime pay. This saves time with time sheet data entry.

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What is a Statutory Employee?


A statutory employee is a worker who is treated as an employee for FICA (Social Security) and Medicare tax purposes, but as self-employed for income tax purposes.

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What are FICA, FUTA, and SUTA taxes?


FICA ---- FICA is the acronym for the Federal Insurance Contributions Act. This act mandates that an employer withhold a set percentage of an employee's salary each pay period. FICA also requires that the employer match the amount and contribute the money to a government account known as the Social Security Trust Fund. This fund provides retirement income, as well as disability insurance, Medicare, and benefits for survivors.

If an employee is FICA exempt, be sure to mark this on his record as well as the pay type on his wages, otherwise negative FICA wages display. 

FUTA — The Federal Unemployment Tax Act (FUTA), authorizes the Internal Revenue Service to collect a federal employer tax used to fund state workforce agencies. An employer may have to pay FUTA for their employees unless the employer is FUTA exempt. Contact your tax advisor for further information on how this affects you as an employer. 

SUTA — The State Unemployment Tax is a tax that states require to fund unemployment benefits. An employer may have to pay SUTA for their employees unless the employer is SUTA exempt. Contact your tax advisor for further information on how this affects you as an employer. 

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Can I use the same Adjustment, Pay Type, and Cost Center for multiple employees?


Adjustment — Whether or not you can use the same adjustment for multiple employees depends on the accounts that you use. If you do not use separate accounts to track the adjustment amount for each employee, you can use the same adjustment. However, if you have different accounts for each employee, you must separate adjustments.

Pay Type — As long as the employees are taxed the same, you can use the same pay type for multiple employees. However, if you want a different description to print on the pay checks, use different pay types. The pay type description prints on the pay stub for each employee.

Cost Center — As with adjustments, this depends on the accounts used. If you track each employee's pay separately, use a different cost center for each employee. However, if you track payroll as one expense account, you can use the same cost center for each employee.

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How do I set up a wage garnishment?


Setting up a wage garnishment involves:

  1. Adding a liability account to hold the withheld money.
  2. Adding an adjustment for the wage garnishment.
  3. Applying the adjustment to the employee's record.
 To add a liability account to hold the withheld money
  1. Under Manage Records, click the Chart of Accounts tab.
  2. In the drop-down list, select Add Account and click Go .
  3. Enter an Account Code and Account Name.
  4. Click Lookup to select the appropriate Liabilities account heading under which you want the account to display.

    Note

    Verify the heading you want to add to an account before clicking Add Account. After you post a transaction to the account, you cannot move that account to a heading associated with a different account type.

  5. Select Funds, Departments, Committees, and Areas as necessary.
  6. If necessary, click Comment to enter any comments about this account.
  7. Click OK.
 To add an adjustment for the wage garnishment
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Select Adjustments, then click Add.
  4. Enter a three digit alpha-numeric Code.
  5. Select Deduction.
  6. Enter a Description that will print on the employees pay check.
  7. Enter the Liability account as the Credit Account.
  8. Select the appropriate For Period.
  9. Select the appropriate Tax Flags.
  10. Under Calculation Details select either Amount or Percentage.
    • Amount — Select either Period or Hour to calculate the amount. Period deducts the entered amount each pay period. Hour deducts that amount for each hour entered on the time sheet.
    • Percentage — Select either Period or Hour to calculate the amount. Period calculates the percentage based on the gross amount for the period. Hour calculates the percentage based on the number of hours entered. Example: If the individual worked 10 hours at $10/hour and the percentage is 10%: by hour=$1.00; by period=$10.00.
  11. Under Global Amount, enter the amount to deduct (either period or per hour).
  12. Enter a Global Limit if the garnishment is to stop after a specific dollar amount is met. This tells Payroll to stop deducting the amount once it has reached the Global Limit.
 To apply the adjustment to the employee's record
  1. Under Manage Records, click the Records tab.
  2. In the drop-down list, select Add/Edit Employees, then click Go .
  3. Edit the appropriate employee.
  4. Select the Adjustments tab, then click Add.
  5. Select the new adjustment added and click OK.

 

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When adding an adjustment, what tax flags should I use?


The Tax Flags on the Add/Edit Adjustments window determine what portion of an empoyee's adjustments are considered taxable income. The way that it affects the paycheck and the W-2 depends on the type of adjustment.

Payroll Adjustment Flags

Deduction

Flagged

Deduction taken after taxes. Does not reduce taxable income.

Deductions

Not Flagged

Deduction taken before taxes. Reduces taxable income.

Addition

Flagged

Addition added before taxes are calculated. Increases the taxable income.

Addition

Not Flagged

Addition added after taxes are calculated. Does not affect taxable income.

Employer Contribution

Flagged

Increases the taxable income.

Employer Contribution

Not Flagged

Does not affect the taxable income.

Group Term Life

Flagged (by default)

Increases taxable income.

For additional information, see the Defining Payroll Adjustments help topic.

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How can I get my payroll to display a lump sum or separate checks in General Ledger?


The option that determines how Payroll is posted to the General Ledger is found under Payroll Setup.

Under Payroll Option you can choose either:

  • Post Summary to GL — Select to post summary information to the general ledger. When you post summary information to the general ledger, one transaction posts for all checks.
  • Post Detail to GL — Select to post detail information to the general ledger. When you post detail information to the general ledger, each individual check posts.

For additional information, see the Setting Up Payroll Posting Options help topic.

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How do I add a new employee to a saved batch?


After adding a new employee into the program, you may notice that they have not been included in a saved batch. You can add a new employee to a current batch.

 To add a new employee to a saved batch
  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 Recall and select the appropriate batch to save the new employee to.
  5. Click Add and enter the new employee in the blank Pay Line.
  6. Click Save.
  7. Enter the name of the recalled batch in the Recurring Batch Description.
  8. Click OK. The message "A batch already exists with that name. Select Yes to overwrite. Select No to enter a new batch name." displays.
  9. Click Yes. The new employee is now added to the batch and displays each time the batch is recalled.

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