P A Y R O L L
Payroll Overview
The Payroll module provides selections for:
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Payroll 9-1 |
ProBooks Payroll handles both after-the-fact payroll and automatic payroll
calculation and check-printing. Daily, weekly, bi-weekly, semi-monthly,
and monthly pay periods are supported.
Each paycheck can include an unlimited number of hours entries. Each hours entry can have its own:
Paychecks are modifiable and can be printed on tractor, preprinted laser
or plain-stock laser forms.
Reports include 940, 941’s, W-2’s, federal and state unemployment insurance and state disability insurance reports, as well as a complete earnings history for each employee.
Tax tables can be updated by users and federal and state tax table updates are available annually from PC Accountant.
Before running the first payroll of the new calendar year.
Before running the first payroll of a new calendar year you must complete
the following steps.
Select, Payroll, Setup/Utilities, Close Payroll Year. This process copies current year payroll data to the prior year payroll file and empties the current year payroll file.
You can continue to run any payroll report from your prior year payroll file at any time during the new year. To run reports from your prior year payroll file select [P]rior year when running reports.
Update Federal & State tax tables. This process loads the latest Federal and State withholding tax tables from PC Accountant tax update file.
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9-2 Payroll |
State and Federal Income tax withholding tables
The file ATAX95.PCA which is installed during updating contains the latest Federal and State Tax tables as of the date your program or update was shipped.
If your locality has a local withholding tax, you must update these tables
manually from the information provided by your local taxing authority.
For details please see the section Payroll Tables in this chapter.
To Update Tax Tables
To Update Tax Tables select [Payroll Tables], then [Update]. This process updates only Federal and State tax tables and does not change any Local Tax table entries.
If you have multiple sets of books in your system, Tax Tables must be updated
for EACH set of books in your system.
You can use the [Import] option in Payroll Tables to import the tax tables from one set of books to another.
Always compare the rates in the tables with the tables provided by your
state government.
Manual changes to the tables can also be made, when necessary, to adjust for more recent changes in federal or state tax tables.
ProBooks uses annualized formulas for computing withholding taxes. The
amounts calculated may vary slightly from the amounts shown in daily, weekly,
or monthly tables in your state withholding tax guide.
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Payroll 9-3 |
EMPLOYEES
Entering Employee Information
Before you can enter payroll you will need to enter basic information about each employee into the employee file. To access your Employee cards select Employees from the Payroll menu.
Employee cards store information on your employee. When you select [Employees] from the Payroll menu the first employee in your file will be displayed.
Using Card Files
You can find a more detailed description of how ProBooks Card Files work, and the various features available in all card files, in the Using ProBooks chapter of your manual.
Lookup mode and Edit Mode
Card files have two modes, lookup mode and edit mode.
When the first employee card is displayed, you will initially be in lookup mode.
When you want to add a new card or change an existing card, activate Add or Edit mode by selecting [Add], [Edit], or clicking on one of the fields in the card screen.
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Finding the card you want
Think of your ProBooks card files as rotating card files.
UpArrow/DownArrow
You can flip through the cards by using the [UpArrow]/[DownArrow] keys on your keyboard, or selecting one of the arrow buttons on the control panel, much like turning the wheel on a rotating card file.
You can also lookup up a particular Employee in several other ways:
Lookup Buttons
To lookup an Employee by Employee number or Employee name, select the appropriate button in the Employee card.
Home/End
You can quickly skip to the first or last card by pressing [Home] or [End] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down until the first or last record is found.
PgUp/PgDn
You can skip through several cards at a time by pressing [PgUp] or [PgDn] on your keyboard, or by double-clicking on one of the arrow buttons on the control panel and holding it down.
Find
Select [Find] to locate an Employee on additional fields in the Employee record.
Filter
Select [=Filter] to select an Employee or Employees using an expression or search string.
Multi-screen cards
Some cards files keep more information than will fit in one screen. The files use tabbed multi-screen cards to provide several screens for each record in the card file.
To access the hidden screens click on the tabs for each screen, or select [Screen].
Adding New Employees
Select [Add] to create a blank file card to add a new employee.
Changing Employee Information
Select [E]dit or click on one of the fields in the card screen to activate Edit mode.
When you’re in edit mode pressing [Tab]/[Shift]+[Tab] will move the cursor through the various fields and buttons in the card screen.
Enter the appropriate changes in the desired field or fields.
To save or cancel the changes you’ve made and return to lookup mode, select [Edit] again, or press [Esc], [PgDn] or [Ctrl]+[W].
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Payroll 9-5 |
Deleting Employee Records
Normally you should not delete employee records. You will need information
on past employees to print payroll forms, and for future reference. If
an employee is no longer active, enter a date in the Date Left field.
Select [Delete] to delete an employee.
When you confirm deletion of an employee card, the card will be marked deleted and ‘Deleted’ will appear at the bottom of the control panel. Deleted cards are not removed from the employee file until you select [Done].
FIELD DEFINITIONS
EmpNmbr
A three digit alphanumeric employee ID number.
Name
The employee’s name.
Position
The job title or type of job which this employee holds in your organization.
Date Hired
The date when the employee began work.
Last Raise
The date of the most recent raise given to this employee.
Date Left
The date of the last day worked. If this field has a date, you won’t be able to enter hours or pay checks for this employee. If an employee is rehired, use the space bar to blank the field.
Pay Basis
The basis on which the employee is paid. Select:
Pay Period
The pay period Select:
Reg Hrs/Period
The default number of regular time hours per pay period.
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9-6 Payroll |
OT Hrs/Period
The default number of overtime time hours per pay period.
PT Hrs/Period
The default number of premium time hours per pay period.
PayCode
If a Paycode is entered for an employee, rates and SDI code setup for the
paycode will override pay rates and SDI codes in the employee record.
The paycode for this employee corresponding to a paycode setup in your payroll tables.
Group
A group code, from group codes you’ve designated to identify workgroups. The group code can be used when loading payroll hours, and in user defined reporting.
Job
An optional default Job number for the employee. When a job number is entered in hours entries or pay checks, the job cost files are updated with payroll information when pay checks are posted.
Employees Screen 2
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Payroll 9-7 |
Earnings
Reg Rate
If a Paycode has been entered for an employee, rates and SDI code setup
for the paycode will override pay rates and SDI codes in the employee record.
The rate will depend on what the Basis for this employee is.
If the pay basis is hourly (H), enter the rate per hour.
If the pay basis is salaried, enter the rate per pay period.
For example, if you have an employee who is paid $24,000 per year, and the pay period is S (Semi-Monthly - 24 pay periods), enter 1000.00. If the employee is paid $24,000 per year and the pay period is monthly, enter 2000.00.
If there is a fixed commission rate per pay period, enter the amount in the Other Pay field.
OT Rate
If an employee is hourly, enter the default Overtime rate for the employee.
PT Rate
If an employee is hourly enter the default Premium rate for the employee.
Other Pay
If an employee receives a fixed other pay amount each pay period, enter the amount of other pay per pay period.
Other Type
If an employee receives a fixed other pay amount each pay period, enter a code that’s been designated for the type of other pay.
Other Payments
Allowance
If an employee receives a fixed allowance each pay period, enter the amount of allowance per pay period.
Expenses
If an employee receives a fixed amount for expenses each pay period, enter the amount per pay period.
AdvEIC
If an employee receives a fixed advanced earned income credit (AdvEIC) payment each pay period, enter the amount per pay period.
Dep Care
If an employee receives a fixed dependent care allowance each pay period, enter the amount per pay period.
Sick Plan
If an employee receives a fixed sickness plan payment each pay period, enter the amount per pay period.
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9-8 Payroll |
Taxes
Status
These status categories are used to calculate payroll tax deductions.
ProBooks maintains tables for Single, Married and Head of Household.
Some states have different tables for Married persons filing separately and Married filing jointly.
Status N and O are used for married persons from these states. Married persons filing separately from these states should select N or O depending on which table, Single or Head of Household is used for the state.
Fed. Exempt
The number of Federal Exemptions which the employee is claiming. The default is 0.
FWT Adj.
An amount up to $9999 which is withheld for federal income tax in addition to the amount calculated by the program.
Tax State
The tax state for state income withholding taxes.
Dollar Exemp
An amount up to $9999 which some states use instead of, or in addition to, a number of exemptions. How you will use this field will depend on which state you live in.
State Exempt
This is the number of State Exemptions which the employee is claiming. The default is zero.
SWT Adj.
An amount up to $9999 which is withheld for state income tax in addition to the amount calculated by the program.
Locality
If you have a local withholding tax, assign a two digit code to each employee who is to be taxed by the locality. The tax tables use this code to locate the correct table to use for the locality.
SDI Code
The Workman’s Compensation/State Disability Insurance (SDI) code.
If a Paycode is entered for this employee, the SDI Codes entered in the
PayCodes table for the selected paycode will override the SDI code entered
in the employee record.
Union
If the employee belongs to a union, enter a code for the union which corresponds to a union code in your payroll tables.
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Payroll 9-9 |
SDI Exempt
If an employee is exempt from state disability insurance (SDI) enter [T]rue, otherwise enter [F]alse.
SUT Exempt
If an employee is exempt from state unemployment tax (SUT) enter [T]rue, otherwise enter [F]alse.
FUT Exempt
If an employee is exempt from federal unemployment tax (FUTA) enter [T]rue, otherwise enter [F]alse.
Misc1-Misc6
ProBooks provides six general purpose miscellaneous deduction fields. An amount can be entered here which will be deducted every time a payroll is run.
You can set up Names for your Miscellaneous fields which will appear in
most screens, on checks, and in reports.
Names for Miscellaneous fields
are set up in Company Setup in the Payroll defaults screen.
Insurance
A flat rate deduction for insurance. This field may be used for employee paid insurance, or for any user designated miscellaneous deduction if desired.
DCPlan1-2 are used for Deferred Compensation Plan deductions like 401K plans, or Cafeteria plans, or SEP’s.
DCPlan1 Type
If the DCPlan1 deduction is a flat amount enter [$]. If the deduction is a percentage of gross pay, enter [%].
DCPlan1 Rate
If the DCPlan1 deduction is a flat amount enter the amount of the deduction. If the deduction is a percentage of gross pay, enter the percentage of gross pay to be deducted.
DCPlan1 Limit
The annual limit for the DCPlan1 deduction.
DCPlan2 Type
If the DCPlan2 deduction is a flat amount enter [$]. If the deduction is a percentage of gross pay, enter [%].
DCPlan2 Rate
If the DCPlan2 deduction is a flat amount enter the amount of the deduction. If the deduction is a percentage of gross pay, enter the percentage of gross pay to be deducted.
DCPlan2 Limit
The annual limit for the DCPlan2 deduction.
Garnish
An amount to be deducted for garnishment each pay period.
GarnAcct
The account to which garnishment deductions are to be posted. A different garnishment account can be set up for each employee if desired.
Advance
This field provides a means to set up an automatic installment deduction. Enter the total amount to be deducted from each pay check for payment against the advance balance.
When pay checks are posted, the amount of the advance deduction will be deducted from the amount in the advance Balance field.
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9-10 Payroll |
When the amount in the advance Balance field is 0.00 the amount in the Advance field will be changed zero.
Balance
The amount of the advance balance. When an amount is entered for advance payment on a paycheck, the amount in the advance balance field will be increase when pay checks are posted.
Advance Account
The account to which advance payments and deductions are to be posted. A different advance account can be set up for each employee if desired.
Employees Screen 3
VacRate
The number of Vacations Hours to be accumulated for each hour worked.
VacHrs Accumulated
The number of Vacation Hours accumulated.
VacHrs Paid Ytd
The number of Vacation Hours paid this year.
SickRate
The number of Sick Hours to be accumulated for each hour worked.
The number of Sick Hours accumulated.
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Payroll 9-11 |
SickHrs Paid Ytd
The number of Sick Hours paid this year.
Spouse and Emergency Information
Name and address information on spouse and an emergency contact.
Employees Screen 4
User Defined Fields
User1 - User6
These fields are user defined memo type fields you can use for whatever you choose. Each field can hold an unlimited amount of information.
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Entering Payroll Hours
The first step in preparing pay checks is to enter your payroll hours. Hours can be entered on an ongoing basis during the pay period, or when you’re ready to prepare pay checks.
You can enter hours individually or in groups. It’s also possible to import a payroll hours file you’ve created using ProBooks or a custom application.
Hours can only be entered for employees who have not previously been terminated. You can make as many entries as are needed for each employee. Each entry can have a different paycode, workstate and job.
From the Payroll Hours screen, select [A]dd to add an hours entry.
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Payroll 9-13 |
Date
The work date for these hours. If you enter hours only once per pay period this would normally be the last day of the pay period. If you enter hours by day or by job, enter the date the work was performed.
PayCode
The Paycode for these hours.
If a paycode is entered, the rate per hour, SDI code and cost account will be taken from information for this paycode set up in your payroll tables.
If no paycode is entered, rate per hour and SDI code will be taken from the employee record, and the default payroll expense account from your company setup file will be used.
Reg. Hours
Next, enter the actual hours worked (or in the case of piece goods, the number of pieces), accept or change the default rate and the overtime hours.
OT Hours
The number of overtime hours.
If a paycode is entered, the rate per hour will be taken from information for this paycode set up in your payroll tables.
If no paycode is entered, rate per hour from the employee record will be used.
PT Hours
The number of premium time hours.
If a paycode is entered, the rate per hour will be taken from information for this paycode set up in your payroll tables.
If no paycode is entered, rate per hour from the employee record will be used..
Other Pay
Enter the amount of other pay, if any. For example, commissions.
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OtherPay Code
The optional code you have designated for this other pay category.
Job
The optional Job number for these hours. If a Job number is entered, job cost files will be updated when pay checks are posted.
Select [Edit] to highlight the hours entries list, locate the entry to edit using the arrow keys and press [Enter]. Or double-click on the entry you want to edit with the mouse.
The same screen is used for both adding and editing.
Clear
Select [Clear] to clear all hours entries from the payroll hours list.
Report
Select [Report] to print a payroll hours register.
Always print an hours register and review your hours entries for accuracy
before calculating pay checks.
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Payroll 9-15 |
Loading Hours for a Group of Employees
From the Payroll Hours screen select [Load] to quickly load hours for a group of employees.
Load hours for employees paid
Select the pay period for the employees you want to load hours for.
Whose pay basis is
Select the pay basis’ to be included.
For the period ending
Select the pay period ending date to be recorded on these hours entries. When you Load hours, the work date for these hour entries will be the same as the period ending date.
Select hours for
Paycode
If you enter a paycode, only hours for employees with the selected paycode will be loaded.
Group
If you enter a group code, only hours for employees with the selected group code will be loaded.
Job
If you enter a Job number, only hours for employees with the selected default Job number will be loaded.
Load default hours
If Load default hours is checked, the default number of hours in each employee record will be loaded.
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9-16 Payroll |
Select [Load] to load hours entries for the selected group of employees
Select [Done] when you’re finished loading hours.
PAY CHECKS
If this is the first pay date in the calendar year, remember to close the
payroll file for the calendar year BEFORE running pay checks.
You can continue
to run payroll reports for the prior calendar year by specifying (P)rior
Year when running reports.
Preparing to Print Pay Checks
After payroll hours have been entered, select Pay Checks from the Payroll menu.
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Payroll 9-17 |
Calculating Payroll Checks
Select [Calc]ulate to calculate earnings, payments, taxes and deductions for a selected group of hours entries.
Calculate payroll for employees paid
Select Employees who are paid
Select the pay period for which pay checks are to be calculated.
Whose pay basis is
Select the pay basis for which pay checks are to be calculated.
For pay period ending
Select the period ending date for which pay checks are to be calculated.
Calculate these deductions
Uncheck [ ] Taxes if you don’t want taxes to be calculated.
Uncheck [ ] Deductions if you don’t want default deductions from the employee records to be loaded.
Calculate
If there are already Pay Checks in the Pay Checks list, these entries will be overwritten when you calculate pay checks for a new group.
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If you don’t want these pay checks entries to be overwritten, select [Print/Post] to print paychecks and post payroll, before calculating pay checks for a new group.
If there are hours entries for the group you’ve selected, ProBooks will calculate a pay check for each employee in the selected group. When calculations are complete, the pay check entries will appear in the pay checks list.
Report
Print the pay checks register and check each pay check for accuracy.
Pay Check
Editing Pay Check Entries
Select [Edit] to highlight the pay checks list, locate the pay check to edit using the arrow keys and press [Enter]. Or double-click on the entry you want to edit with the mouse.
Clear
Select [Clear] to clear all pay checks from the pay checks list.
Report
Select [Report] to print a pay checks register.
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Payroll 9-19 |
Always print a pay checks register and review your pay checks entries for
accuracy before printing pay checks.
If hours entries from which these pay checks were calculated are changed,
pay checks must be recalculated. When payroll is recalculated, any changes
you made to the deductions fields will be overwritten.
After calculating, edit individual pay checks if required.
After you’ve printed your pay checks register and verified the accuracy of your entries, select [Print/Post] to print pay checks and post payroll information.
When you’ve reviewed your pay check entries for accuracy and you’re ready to print pay checks select [Print/Post]
Post Wages & Salaries to
Select the period payroll expense is to be posted to.
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9-20 Payroll |
Post Pay Checks to
Select the period paychecks are to be posted to.
If both payroll period and pay checks period are the same, all entries will be posted to the same period.
If the period paychecks are posted to is greater than the period payroll expense is posted to, entries increasing payroll expense and Accrued Payroll will be made in the payroll expense period. Entries reducing cash and Accrued Payroll, and increasing tax liabilities and expenses, will be posted to the pay checks period.
Cash Account
Select the account number on which pay checks are drawn.
Division/Dept
Salaries and Wages will be posted to the division/dept specified by the account number set up for each paycode. Other amounts will be posted to division/dept 000 unless you select a different division/department here.
Don’t Update Ledger
If you are posting prior pay check entries when you setup ProBooks, or paychecks which are being entered to make adjustments to the payroll file, without affecting the general ledger, check [X] Don’t Update Ledger.
OK/Cancel
When the options in the Posting Payroll dialog are correct, select [OK]. If you don’t want to continue with printing checks and posting payroll, select [XCancel].
Printing Pay Checks
Beginning Check Number
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Payroll 9-21 |
The next check number in the selected bank account will be displayed. If checks have been written that have not yet been entered into ProBooks, this may not be the correct check number. Check the number on the next check, and correct the number that’s displayed if necessary.
Check Date
Enter the check date that is to appear on these pay checks. The check date must be a date that’s within the period selected for Pay Checks in the Post Payroll dialog.
Form Name
Select the pay check form name for the type of checks you will be printing.
ProBooks provides for these standard pay check forms:
You can select a default pay check form name in the Company Setup, Forms & Numbers screen. Select Forms & Numbers from the Payroll, Setup & Utilities menu to access the Company Setup, Forms & Numbers screen.
Reprint
Check [X] Reprint if you have already printed these checks, then canceled before posting.
Align
Select Align to print a test check to test the alignment of your tractor feed checks. Once you’ve determined the correct positioning of your tractor feed checks in the printer, mark the printer, or make a note describing how to position the checks in the printer for proper alignment.
Modify
You can modify the selected check form, but if you do, be sure you select [Align] to print a test check before proceeding.
You shouldn’t try to modify the check forms unless you’re familiar with
using the report form designer, and with the special requirements for modifying
payables check forms. For more information see topic Modify Check Forms
in the section Setup & Utilities in this chapter.
OK/Cancel
Select [OK] if you’re ready to print your checks. Select [XCancel] if you don’t want to continue.
Did These Checks Print Properly?
Wait until all checks have printed before continuing. If your checks don’t print properly, select [No]. You can correct the printer or problem, and restart the Print/Post procedure.
If all of your checks printed properly, select [Yes].
When the ‘Print Report/Post’ dialog appears, put plain paper in your printer, or select an alternate printer to print your pay check register on, and select [Print].
A pay checks register and posting register will be printed, and your files will be updated.
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Save these reports with your permanent records.
What happens when payroll checks are printed
Voiding a Payroll Check
Please refer to topic Void Payroll Check in the Setup & Utilities section of this chapter.
MANUAL CHECKS
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Payroll 9-23 |
This function allows you to enter manual payroll checks, or ‘after the fact’ payroll. Entering a manual check is a three step process. First, the information is entered into a temporary file and a printout of the entry is made. Next, if there are any errors, the temporary file can be changed. Finally, the entry is posted to the payroll file and the Ledger.
Enter or look up an Employee code
PayCode
The Paycode for this employee.
If a paycode is entered, the rate per hour, SDI code and cost account will be taken from information for this paycode set up in your payroll tables.
If no paycode is entered, rate per hour and SDI code will be taken from the employee record, and the default payroll expense account from your company setup file will be used.
Pay Period
The last day of the pay period for this payroll check.
Check Date
Enter the actual date of payment. Pay period and paydate will not necessarily be the same.
Check No
The check number that was issued for this paycheck.
Job
Optional job number. You can:
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9-24 Payroll |
State
Next, you will either accept the default state (from the employee file) or enter a new state (in case these hours were worked in a different state).
Sick/Vacation
If this check was for sick or vacation hours, check the appropriate box.
Earnings & Payments
Reg Hours
Next, enter the actual hours worked (or in the case of piece goods, the number of pieces), accept or change the default rate and the overtime hours.
OT Hours
The number of overtime hours.
If a paycode is entered, the rate per hour will be taken from information for this paycode set up in your payroll tables.
If no paycode is entered, rate per hour from the employee record.
PT Hours
The number of premium time hours.
If a paycode is entered, the rate per hour will be taken from information for this paycode set up in your payroll tables.
If no paycode is entered, rate per hour from the employee record.
Reg Pay
Regular pay is the calculated result of regular hours x regular rate.
OT Pay
Over time pay is the calculated result of OT hours x OT rate.
PT Pay
Premium pay is the calculated result of PT hours x PT rate.
Other Pay
Enter the amount of other pay, if any. For example, commissions or tips.
Other Payments
Allowance
If an employee receives an allowance, enter the amount of allowance this pay period.
Expenses
Enter the amount of expenses reimbursed this period.
AdvEIC
If an employee receives an advanced earned income credit (AdvEIC) payment, enter the amount for this pay period.
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Payroll 9-25 |
Dep Care
If an employee receives a dependent care allowance, enter the amount for this pay period.
Sick Plan
If an employee receives a sickness plan payment each pay period, enter the amount for this pay period.
DCPlan1
Payment from deferred compensation plan 1.
DCPlan2
Payment from deferred compensation plan 2.
Advance
If this check included an employee advance, enter that amount here.
Taxes
Taxes can either be entered manually, or calculated by Probooks.
See Calculating
manual checks in this chapter.
Deductions
If automatic deductions have been set up in the employee file, they will be displayed in the manual check entry, accept or change as necessary.
You can set up Names for your Miscellaneous fields which will appear in
most screens, on checks, and in reports.
Insurance
If an insurance deduction has been set up in the employee file, it will be shown here, accept or change as necessary.
Garnish
If a garnishment has been set up in the employee file, it will be shown here, accept or change as necessary.
Advance
Enter the amount to be deducted from this pay check for payment against the advance balance.
Balance
The remaining amount of the advance balance.
When you are finished with your entries, print a Report and check your entries for accuracy prior to posting.
The report shows the hours, deductions, pay amounts and a Summary Distribution.
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Pay Check Tax Calculations
Calculating Manual Checks
Select [Calc] to calculate this manual check. If you have manually calculated this check, Probooks will show you the amounts you entered and the amounts the program has calculated. Select whether to save manual amounts or calculated amounts.
Editing Manual Pay Check Entries
After manual entries are made and placed in a temporary database, they can be changed before posting them to the permanent records. The same screen is used as in entering manual checks. Refer to the preceding section for details.
When you are finished with your entries, print a Report and check your entries for accuracy prior to posting.
The report shows the hours, deductions, pay amounts and a Summary Distribution.
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Payroll 9-27 |
Posting Manual Pay Check Entries
When you have checked your entries for accuracy, select [Print/Post] to post your entries.
Enter the dates and periods for this payroll. During posting, a payroll register will be printed, as well as a summary distribution report.
What happens when payroll checks are posted
Please refer to topic Void Payroll Check in the Setup & Utilities section of this chapter.
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Employee
Select an employee or leave the employee field blank to include all employees.
Brief/Summary/Detail
A detail report will list every entry for the employee, as well as Period-to-date and Year-to-date totals. The summary report will show only subtotals and totals.
Current/Prior Year
Select whether the report is to be compiled from the current or prior year payroll file.
From/To
Enter the beginning and ending dates for the report.
Form
Select Form to access the report writer setup for this report. The report writer has provisions for reporting using additional options, and for modifying the report format. Please refer to the Report Writer chapter of your manual for more information.
Select Print to print the report with the selected options.
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Payroll 9-29 |
PAYROLL REPORTS
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Employee List loads a basic Report Writer setup for printing Employee lists.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
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Payroll 9-31 |
Employee Labels
Employee Labels loads a basic Report Writer setup for printing Employee labels.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
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Employee Inserts
Employee Inserts loads a basic Report Writer setup for printing Employee address inserts. An address insert is simply an address printed on a plain sheet of paper so that when it’s folded it can be used to address a window envelope.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
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Payroll 9-33 |
Vacation Status
Vacation Status report loads a basic Report Writer setup for printing Employee vacation status.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
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Sick Status
Sick Status Report loads a basic Report Writer setup for printing Employee sick pay status.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
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Payroll Tables
Payroll tables report loads a basic Report Writer setup for printing a list of the payroll tables.
You can request the table for a particular state, all states or FE for the federal table. If you have more than one locality for a given state, you will receive a printout of each of the localities.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
|
9-36 Payroll |
Paycodes
Paycodes report loads a basic Report Writer setup for printing a list of paycodes.
You can use the features of ProBooks report writer to:
For more information on modifying user defined report and label forms,
and other Report Writer options, please refer to the Report Writer chapter
in your manual.
|
Payroll 9-37 |
PAYROLL TAX FORMS
Most of these payroll tax forms can be printed from either current or prior year payroll information.
Many of ProBooks payroll tax forms utilize user modifiable report forms which can be updated by users if necessary, or to conform to specialized reporting requirements of your state or locality.
Annual payroll tax table and forms updates are available from PC Accountant.
Contact PC Accountant Customer Support for information.
|
9-38 Payroll |
941 FWH/FICA/Medi
Reporting Period
Select whether the report should be run from the current or prior year payroll file, and for which quarter.
Enter the appropriate amounts in the following fields.
Semi Monthly Report
Check [X] Semi Monthly Report if you report semi-monthly, and need the second page of the 941 report.
Plain Paper Form
Check [X] Plain paper form if you want to print amounts only.
|
Payroll 9-39 |
940 FUTA
The form 940 report calculates the wages taxable for FUTA and amounts used on the form 940 federal unemployment tax return.
|
9-40 Payroll |
W-2 forms for a single employee or all employees can be printed any time during the year.
Employees
All employees will be selected unless you select a beginning and ending employee.
Current/Prior year.
You can print W-2’s from the current or prior year payroll file. Select current year or prior year.
Recalculate totals
If [X] Recalculate totals is checked, YTD totals will be recalculated before printing. If you are printing multiple copies, or printing for selected employees, it is not necessary to recalculate YTD totals before printing each copy or employee.
Edit totals before printing
If [X] Edit totals before printing is checked, you will have the opportunity to edit the amounts ProBooks calculated before printing.
ProBooks standard W-2 formats provide for tractor feed or Laser W-2’s which print one across, two forms per page.
ProBooks for Windows also has forms for printing W-2’s on plain paper.
W-2 report forms are modifiable, allowing you to update the forms if the
format changes, or change the information that prints in various boxes
in the form.
Optional W-2 formats may be available from PC Accountant.
Annual
Federal and State Tax table and tax form updates are also available from
PC Accountant.
Contact PC Accountant Customer Support for information.
|
Payroll 9-41 |
SUT Unemployment
The state unemployment report is a generic report that includes information used in most state unemployment returns.
The first page of the report provides summary information. Subsequent pages will list the employees, their social security numbers and their gross wages and hours.
A subtotal is provided for each page, as well as a place for your signature. Check with your state to see if you can use these forms as alternate forms. If you cannot, transfer the information to the state required form.
|
9-42 Payroll |
These reports provide information which may be required for preparing state or local withholding tax reports or state disability insurance (SDI) reports.
The options allow you to report summary or detailed information on any or all employees for a specified time period. The report will provide subtotals by state, locality or insurance category (WCCode), depending on the selected options.
|
Payroll 9-43 |
The Generic DE3 style report prints state tax information in a generic format modeled on the California DE3 report. In addition, the listing of employees reports SDI and SUT taxable amounts for each employee, as required in some states.
The report is printed using user modifiable forms allowing for customization of the report format to conform with reporting formats used in other states.
The sample report form includes information on weeks worked, and taxable SDI and SUT wages for each employee.
|
9-44 Payroll |
The State Taxes report for California produces a report modeled on the California DE3 report.
A DE3B is printed when there are more than seven employees in the report period.
The program uses the Percentage field in the SDI Payroll Table for California for the default Training Tax percentage used in the report.
|
Payroll 9-45 |
PAYROLL TABLES
The Payroll Tables are used to maintain information on tax rates, paycodes, pay rates, account, tax status, and other information for payroll income and deduction items.
Proper calculation of payroll and payroll taxes is dependent upon proper
set up and maintenance of the Payroll Tables.
Federal and State tax tables supplied were up-to-date at the time your program was shipped, however, tax rates may have changed between the time your program was shipped, and the time you begin using ProBooks for your payroll.
You should compare the amounts calculated by ProBooks to the amounts shown
in your Federal, State, and Local tax guides.
Because ProBooks uses annualized tables, small variations between the withholding
calculated by ProBooks and the amounts shown in the tables is normal. Generally,
these variations will be insignificant on an annual basis.
|
9-46 Payroll |
Federal, State, and Local tax Tables are user maintainable. When adjustments are necessary, you can enter these changes yourself.
Annual Federal and State income tax table updates are also available annually from PC Accountant.
Call PC Accountant Customer Support for information.
Local income tax tables must be entered and maintained by the user.
Tax Table Update
|
Payroll 9-47 |
You must close the payroll file for the calendar year before entering payroll
for the new calendar year. The current year payroll file will become the
prior year payroll file. You will be advised that all YTD payroll figures
will be reset to zero. You can continue to run payroll reports for the
prior calendar year by specifying (P)rior Year when running reports.
Annual Federal and State income tax table updates are available from PC Accountant.
When you update your tax tables, a backup of your existing payroll table file will be made in a file named ATAX.BAK in your data files directory, and Federal and State withholding tax tables in your payroll tables file will be updated with information from the tax table update file.
If you have multiple companies/sets of books in your system, you must update
tax tables for each client in your system.
You will need to update any local withholding tax tables from information obtained from your local taxing authority.
Importing Payroll Tables from another Set of Books
If you have more than one company/set of books, you can import the payroll table from one set of books to another.
This can eliminate the need to update the payroll tables for each set of books individually.
Select [*Import] to import the payroll tables from another set of books. Next, select the company/set of books from which payroll tables are to be imported.
ProBooks will load the payroll tables from the selected company into the payroll tables for the active company.
|
9-48 Payroll |
Payroll Table Header
Field
The payroll field which this table controls.
Description
The long name for the table.
Account Number
The general ledger account number to be updated with amounts for this table when payroll is posted.
For tables that have a Company and Employee component:
For example:
For Employee SUT you would enter the account number for State
Unemployment Tax Payable.
For Company SUT you would enter the account number for State Unemployment Tax Expense.
Payable Vendor
A payable item can be created for liabilities created when payroll is posted.
|
Payroll 9-49 |
This allows you to use Payables Checks to issue checks in payment of your payroll taxes, like Federal Income Tax, SUT, SDI, etc.
If a Vendor is selected, a payable will be created for the selected vendor.
Your Payables Aging will report payables grouped by general ledger account number.
While the payables created during posting of payroll will appear in your Accounts Payable Aging report, they will appear in the general ledger in the specified account. For example, Federal Withholding Tax payable, and not in the Accounts Payable account.
For tables that have an Employee and a Company component:
For example:
For Employee SUT you would enter the Vendor code for your state’s
unemployment tax authority.
For Company SUT you would leave vendor code blank, as this is an expense item.
Our Payer ID
Your Payer ID number, if applicable, for this taxing authority or vendor.
Locality Name
For Local Withholding tax tables, this field is used for the locality name.
For Washington State SDI (state industrial insurance) this field is used
for the Industrial Insurance category number.
Exempt
These fields are set to [T]rue or [F]alse to designate the taxable status of income and deduction items with relation to various taxes.
For example, a 401K plan deduction may be non-taxable for Federal Income tax purposes, but taxable for FICA and Medicare taxes.
In this case, FEDWH should be set to [F], FICA to [T] and Medi to [T].
Formula, Allowance, Deduction, Credit, Percent, Min, Max
These fields are used primarily for various state income tax withholding tables.
The fields are used differently depending on the formula used to calculate income tax in various states.
The usage of these fields in ProBooks can seem confusing.
That is because many states have devised formulas for calculating income tax that are incredibly complex and confusing, for reasons that defy explanation by mere mortals.
For an explanation of why your state’s tax formula is so complex and confusing, please consult your state legislators.
Details on how these fields are used for each state are provided in the State Income Tax Formulas section, later in this chapter.
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9-50 Payroll |
Don’t guess about the use of a particular field. Refer to the examples
and explanations.
When in doubt, refer to the sample payroll tables in the
ProBooks Model company.
Payroll Table Detail
Setup
Select [Setup] to activate the Payroll Table Header for this payroll table.
Rates
Select [Rates] to enter the rates for this table in a Browse list.
Add
Select [Add] to add a new line to this table.
Edit
To edit any line in this table, select [Edit] to activate the items list, then highlight the line you want to edit using the arrow keys, then press [Enter]. Or double-click on the line you want to edit using the mouse.
XDelete
Select [XDelete] to delete a line from the table.
Report
Select [Report] to load a report writer setup to print this payroll table.
|
Payroll 9-51 |
Payroll Table Item
Over
The lower end of the range to which this rate applies.
Not Over
The upper end of the range to which this rate applies.
Tax or Deduction
A flat amount for this range. This amount could be 0.00, depending upon the type of table.
Plus
A percentage of the amount over the lower end amount for this range, which is normally added to the flat amount specified in Tax or Deduction.
|
9-52 Payroll |
Paycode Tables
Payroll is calculated based on the Paycode for each hours entry.
You can assign your employees a default Paycode, and you can override the default paycode for any hours entry.
An employee can have unlimited hours entries in any pay period, each with a different paycode.
Paycode Table Detail
ID/Description
Each Paycode is identified by a Paycode code or number, and by a longer paycode description.
SDI Code
For Washington State, or other states that have multiple SDI categories, enter the SDI code for this pay code.
Formula
Enter [H] for Hourly, [S] for Salaried.
Other formulas may be implemented over time. When other formulas are implemented, information on using these formulas will be made available in updates to ProBooks Help, and in update notes that accompany program updates.
Account
The general ledger account number for payroll expense for this paycode.
|
Payroll 9-53 |
Regular Rate
The regular rate for this paycode. For example, $10.00 per hour. Or $2000 per month.
Overtime Rate
The overtime rate for this paycode.
Premium Rate
The premium rate for this paycode.
Rates
Select [Rates] to enter the rates for this table in a Browse list.
The [H]ourly and [S]alaried formulas do not currently make use of the table list.
Other formulas may be implemented over time which make use of the table list. When other formulas are implemented, information on using these formulas will be made available in updates to ProBooks Help, and in update notes that accompany program updates.
Add
Select [Add] to add a new line to this table.
Edit
To edit any line in this table, select [Edit] to activate the items list, then highlight the line you want to edit using the arrow keys, then press [Enter]. Or double-click on the line you want to edit using the mouse.
XDelete
Select [XDelete] to delete a line from the table.
Report
Select [Report] to load a report writer setup to print this payroll table.
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9-54 Payroll |
Adding a new Paycode Table
Paycode
To add a new paycode select [Add] from the Payroll Tables window, then select Paycode from the payroll fields list.
Enter the code to be used to identify this paycode.
Formula
Enter [H] for Hourly, [S] for Salaried.
Other formulas may be implemented over time. When other formulas are implemented, information on using these formulas will be made available in updates to ProBooks Help, and in update notes that accompany program updates.
SDI Code
For Washington State, or other states that have multiple SDI categories, enter the SDI code for this pay code.
Description
You can give each paycode a description. This might be something, like Warehouse, Office, President, etc, or simply Paycode 1, Paycode 2, Paycode 3, etc.
|
Payroll 9-55 |
Adding a new Payroll Table
The following are general descriptions of the uses of the fields in the New Payroll Table screen.
More detailed instructions for adding various table types are found in the topics that follow.
Field
The payroll field this payroll table controls.
State
If the field is for a federal, state or local tax table, the two letter code for the state, or ‘FE’ for federal tables.
Local Code
If the field is for a local tax table, a code to identify the locality.
Local Name/SDI Code
If the field is for a local tax table, the locality name.
If the table is for a Washington state SDI table, or for a state that has multiple SDI rates, the SDI code for this table.
Status
If the table is for income tax withholding, the status for this table.
If the table is for a field other than income tax withholding, that has both an Employee and Company component, select Company for the Company component of the table, Employee for the Employee component of the table.
For example, FICA has an employee component, deducted from employee earnings, and a Company component, paid by the company.
Description
ProBooks will assign the description for this table automatically, based on the options you select.
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9-56 Payroll |
Adding a Federal Income Tax Table
There is one federal income tax table for each marital status.
Starting
from Payroll Tables, select [Add].
Select [FEDWH] from the fields list.
Enter FE in the State field and select the status, Single, Married, or Head of Household.
Then select [Save].
|
Payroll 9-57 |
Adding a State Income Tax Table
In states which have only one category for income tax, only the Head of Household table is required.
In states which have different tax rates depending on status, there is
one state income tax table for each status.
Starting from Payroll Tables,
select [Add].
Select [STATEWH] from the fields list.
Enter the two letter state code for the state in the State field.
Select the status, Single, Married or Head of Household.
In localities which have only one category for income tax, select Head of Household.
Then select [Save].
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9-58 Payroll |
Adding a Local Income Tax Table
In localities which have only one category for income tax, only the Head of Household table is required.
In localities which have different tax rates depending on status, there is one local income tax table for each status.
Starting from Payroll Tables, select [Add].
Select [LOCALWH] from the fields list.
Enter the two letter state code for the state in the State field.
Enter a code you assign to identify the locality in the Local Code field.
Enter the name of the locality in the Locality Name field.
Select the status, Single, Married or Head of Household.
In localities which have only one category for income tax, select Head of Household.
Then select [Save].
|
Payroll 9-59 |
Adding a State SUT Table
SUT tables have two components for each state, an Employee component and a Company component.
Company SUT
Starting from Payroll Tables, select [Add].
Select [SUT] from the fields list.
Enter the two letter state code for the state in the State field.
Select Company.
Then select [Save].
In the Payroll Table Header for Company SUT -[this state], enter the expense account for Company SUT expense.
In the Payroll Table Detail for Company SUT - [this state], add one line to the list.
In Over enter 0.00.
In Not Over enter the annual limit on which SUT taxes are levied.
Leave the Tax or Deduction field at 0.00.
In the Plus field enter the rate, for example 2.90000, if the rate is 2.9 percent.
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9-60 Payroll |
Employee SUT
Starting from Payroll Tables, select [Add].
Select [SUT] from the fields list.
Enter the two letter state code for the state in the State field.
Select Employee.
Then select [Save].
In the Payroll Table Header for Employee SUT -[this state], enter the liability account for Company SUT payable.
If you want ProBooks to create a payable item each time you post payroll, enter the vendor code for your state unemployment authority in Vendor.
In the Payroll Table Detail for Company SUT - [this state], add one line to the list.
In Over enter 0.00.
In Not Over enter the annual limit on which SUT taxes are levied.
The amount in Not Over must be the same in both the Company and Employee
components of the table, even if there is an expense or deduction for only
the Company, or only the Employee.
Leave the Tax or Deduction field at 0.00.
In the Plus field enter the rate, for example 2.90000, if the rate is 2.9 percent.
|
Payroll 9-61 |
Adding a State SDI Table
SDI tables have two components for each state, an Employee component and a Company component.
Company SDI
Starting from Payroll Tables, select [Add].
Select [SDI] from the fields list.
Enter the two letter state code for the state in the State field.
For State of Washington SDI tables, enter the SDI code for this table in
Locality/Name
Select Company.
Then select [Save].
In the Payroll Table Header for Company SDI -[this state], enter the expense account for Company SDI expense.
For State of Washington SDI tables, enter WA in Formula.
|
9-62 Payroll |
In the Payroll Table Detail for Company SDI - [this state], add one line to the list.
In Over enter 0.00.
In Not Over enter the annual limit on which SDI taxes are levied.
Leave the Tax or Deduction field at 0.00.
In the Plus field enter the rate, for example 2.90000, if the rate is 2.9 percent.
For example, if SDI is paid by the employer at 1.0 percent on the first 20000 of earnings, the Company SDI table should have one line:
Over Not Over Amount Percent
0.00 20000.00 0.00 1.0000
Washington State SDI
Washington State SDI rates are based cents per hour on all hours worked. For example, if the employer rate for the SDI code is .0432 (4.32 cents per hour), the table should have one line:
Over Not Over Amount Percent
0.00 99999999 0.00 0.0432
Employee SDI
Starting from Payroll Tables, select [Add].
Select [SDI] from the fields list.
Enter the two letter state code for the state in the State field.
For State of Washington SDI tables enter the SDI code for this table in
Locality/Name
Select Employee.
Then select [Save].
In the Payroll Table Header for Employee SDI -[this state], enter the liability account for Company SDI payable.
If you want ProBooks to create a payable item each time you post payroll, enter the vendor code for your state unemployment authority in Vendor.
For State of Washington SDI tables enter WA in Formula.
In the Payroll Table Detail for Company SDI - [this state], add one line to the list.
In Over enter 0.00.
|
Payroll 9-63 |
In Not Over enter the annual limit on which SDI taxes are levied.
The amount in Not Over must be the same in both the Company and Employee
components of the table, even if there is an expense or deduction for only
the Company, or only the Employee.
Leave the Tax or Deduction field at 0.00.
In the Plus field enter the rate, for example 0.00000, if the rate is 0.0 percent.
For example, if SDI is paid by the employer at 1.0 percent on the first 20000 of earnings, and there is no employee deduction for SDI, the Employee SDI table should have one line:
Over Not Over Amount Percent
0.00 20000.00 0.00 0.0000
Washington State SDI
Washington State SDI rates are based cents per hour on all hours worked. For example, if the employee rate for the SDI code is .0100 (1.00 cents per hour), the table should have one line:
Over Not Over Amount Percent
0.00 99999999 0.00 0.0100
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9-64 Payroll |
Adding a Deferred Compensation Plan Table
Deferred Compensation plans include 401K’s, SEP’s and Cafeteria plans, among others.
ProBooks has two fields, DCPlan1 and DCPlan2, specifically intended for use for these types of deductions.
Company DCPlan1
Starting from Payroll Tables, select [Add].
Select [DCPLAN1] from the fields list.
Select Company.
Then select [Save].
In the Payroll Table Header for Company DCPLAN1, enter the expense account for Company DCPLAN1 expense.
Set Exempt to [T]rue for any taxes from which this plan is exempt.
Employee DCPlan1
Starting from Payroll Tables, select [Add].
Select [DCPLAN1] from the fields list.
Select Employee.
Then select [Save].
In the Payroll Table Header for Employee DCPLAN1, enter the liability account for Company DCPLAN1 liability.
If you want ProBooks to create a payable item each time you post payroll, enter the vendor code for the appropriate vendor.
Set Exempt to [T]rue for any taxes from which this plan is exempt.
Federal Income Tax Withholding
The amount of each exemption is entered in the Exemption field in the Payroll Table Header.
To account for the Standard Deduction, the first line of each table is set up for amounts from 0.00, to the amount of the standard deduction, and the rate for this line of the table is set to 0.00.
|
Payroll 9-65 |
FICA
There are two components to the FICA tables. One table for Employee FICA and one table for Company FICA.
The expense account for FICA insurance is stored in the table header for Company FICA. The liability account for FICA payable is stored in the header for Employee FICA.
FICA tables are set up with one table line for amounts from 0.00 to the amount of the FICA limit. Amount is set to 0.00, and Rate is set to the the amount of the FICA tax.
For example, if FICA is taxed at 6.2 percent on the first 60600 of earnings, the table should have one line:
Over Not Over Amount Percent
0.00 60600.00 0.00 6.2000
Medicare
There are two components to the Medicare tables. One table for Employee Medicare and one table for Company Medicare.
The expense account for Medicare insurance is stored in the table header for Company Medicare. The liability account for Medicare payable is stored in the header for Employee Medicare.
Medicare tables are set up with one table line for amounts from 0.00 to the amount of the Medicare limit. Rate is set to 0.00, and plus is set to the amount of the FICA tax.
For example, if Medicare is taxed at 1.45 percent on the all earnings, the table should have one line:
Over Not Over Amount Percent
0.00 999999999 0.00 1.4500
Healthcare
As ProBooks was being developed measures were being discussed in Congress, and in many state legislatures, to adopt various forms of federal and state healthcare insurance.
ProBooks has a Healthcare field, and Healthcare insurance tables can be added to be used in much the same manner as the FICA and Medicare tables.
If the Healthcare field is not required for a national or state healthcare plan, it might be used for other deductions that work in much the same way as FICA and Medicare.
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9-66 Payroll |
FUTA
There are two components to the FUTA tables. One table for Employee FICA and one table for Company FICA.
The expense account for FUTA insurance is stored in the table header for Company FUTA. The liability account for FUTA payable is stored in the header for Employee FUTA.
FUTA tables are set up with one table line for amounts from 0.00 to the amount of the FUTA limit. Amount is set to 0.00, and Rate is set to the the amount of the FUTA tax.
For example, if FUTA is taxed at 6.2 percent on the first 7000 of earnings, the table should have one line:
Over Not Over Amount Percent
0.00 7000.00 0.00 6.2000
Formulas used to calculate state income tax
Some states use unique and even bizarre formulas for calculating state
withholding taxes.
ProBooks maintains various formulas for calculating
withholding taxes, to accommodate the whims of these state’s legislatures.
As
long as your state keeps the same formula, you can update your state income
tax tables yourself.
If the formula used by your state changes
If your state changes its basic formula for calculating state income tax
withholding, and the new formula is the same as a formula already used
for another state, you can change the Formula field in the payroll table
header, and make the appropriate changes in the table.
Formulas used by
the different states are explained in the following section.
|
Payroll 9-67 |
If your state adopts a new formula different from any of those currently
used in ProBooks, it will be necessary to obtain a program update, unless
one of the existing formulas can be adapted to provide acceptable results.
States that tax all taxpayers at the same rate regardless of status
Some states have one formula which applies to all taxpayers regardless
of status... Head of Household, Married and Single.
For these states only
the Head of Household Table is required. You can DELETE the tables for
Married and Single, if they have been set up, and are not currently used.
State Income Withholding Tax Formulas
The factors used in the following formulas use various fields from the Employees file [E] and from the State Tax Table [T].
Some of the fields are Calculated [C] from user input through Enter Hours or Calculate Payroll.
The fields used in calculating state withholding and their abbreviations follow. All amounts are annualized. That means the amount used, is the amount for the current pay period, times the number of pay periods in a year.
Source Short name Long name
C GrossYTD Gross Annualized Earnings
C FedWH Federal
Income Tax Withholding
C FICATax FICA Tax Withholding
E STExemp State Exemptions
E Exempt Dollars Exempt From State Tax
T Exemption Exemption
T StdDed Standard
Deduction
T Min Minimum
T Max Maximum
T Pct Percentage
C StTaxable State Taxable
Income
T Credit Exemptions Credit
E AddSW Additional State Withholding
Formulas
for calculating state income taxes differ among the states. We have grouped
together states that use similar formulas for calculating taxable income
and income tax withholding wherever possible.
|
9-68 Payroll |
FORMULA STATES
Formula 0
Formula 0 AK FL NV NH SD TN TX WA WY
No State Income tax
Formula 1
Formula 1 CA CO CT DC DE GA HI ID IL IN KS
The formula for calculating state sales tax for Type 1 states follows: (not all states make use of all the fields)
GrossYTD
-STExemp x Exemption
-StdDed
-$Exemp
—————
=StTaxable
Calculated tax
from the table for employee’s state and status
-STExemp x Credit
-AddSW
—————
=State
Withholding
Formula1 Notes
Notes for Formula 1 States
CA
Married claiming 2 or more exemptions use Status Type [N] to use Head
of Household table for state tax calculation.
California low income credit
thresholds are set in the state record as:
MIN = low income limit for single
taxpayers
MAX = low income limit for married taxpayers
DE
Married filing separately use Status Type [N] to use Head of Household tables for state tax calculation.
MS 1
The Standard Deduction fields combine the personal exemption and the standard deduction.
Formula 7
Formula 7 IA LA
If IA
If State Exemptions < 2, StdDed=StdDedH
If State Exemptions
>=2, StdDed=StdDedM
IF LA
If State Exemptions = 0, StdDed=0
If State Exemptions
=1, StdDed=StdDedH
If State Exemptions >=2, StdDed=StdDedM
Gross YTD
-FedWH
-StdDed
-$Exemp
—————————
=Taxable
Income
Calculated Tax from table
+AddSW
-StExemptions x Credit
—————————-
=State
Withholding
|
Payroll 9-69 |
Formula 8
Formula 8 KY MO OR
The formula for calculating state sales tax for Type 8 states follows:
(not all states make use of all the fields)
GrossYTD
-FedWh (If OR, only
the amount of FedWh
up to MAX is allowed)
-STExemp x Exemption
-$Exemp
—————
=StTaxable
Calculated
tax from table for employee’s state and status
-STExemp x Credit
+AddSW
—————
=State
Withholding
Formula 9
Formula 9 ND VT
The formula for calculating state sales tax for Type 9
states follows: (not all states make use of all the fields)
GrossYTD
-FICAtax
-STExemp x Exemption
-StdDed
-$Exemp
—————
=StTaxable
Calc ulated
tax from table for employee’s state and status
-STExemp x Credit
+AddSW
—————
=State
Withholding
|
9-70 Payroll |
States With Unique Formulas
The following states all use unique formulas. While the tables for these states can be maintained by users, a program update may be required if the state substantially changes the formula they use to calculate withholding.
Formula AL
Formula AL AL
Gross Deduction=Gross x Pct
If Gross x Pct is greater than
Max (if status is ‘M’), or Min
(if status is ‘S’ or ‘H’, or STExemp=0),
GrossDeduction=Maximum, or Minimum, respectively.
GrossYTD
-GrossDeduction
-FedWH
-STExemp x Exemption
-StdDed
-$Exemp
—————
=Taxable Income
Calculated
tax from table
-StExemp x Credit
+AddSW
—————
=State Withholding
Formula AR
Formula AR AR
GrossDeduction=Gross x Pct
If Gross x Pct is greater than
Max (if status is ‘M’), or Min
(if status is ‘S’ or ‘H’, or STExemp=0),
GrossDeduction=Maximum, or Minimum, respectively.
GrossYTD
-GrossDeduction
-FedWH
-STExemp x Exemption
-StdDed
-$Exemp
—————
=Taxable Income
Calculated
tax from table
-StExemp x Credit
-1 x Exemption (single)/2 x Exemption(married
filing jointly)
+AddSW
—————
=State Withholding
|
Payroll 9-71 |
Formula AZ
Formula AZ AZ
Enter the percentage of Gross Income to be deducted for state withholding in the Employee file $Exempt field for each individual employee, according to the rate chosen by the employee.
Formula for calculating state withholding for Arizona:
Gross x ($Exempt x .01)
+AddSW
—————
=State Withholding
Formula MA
Formula MA MA
Enter the blind exemption in $exempt
FICAdeduction=FICA up
to 2000 annually
GrossYTD
-FICAdeduction
-State Exemptions x Exemption
-$Exemption
(for blind exemption)
———————————-
=Taxable Income
Calculated tax from tax
table
-AddSW
————————————
=State Withholding
Formula MD
Formula MD MD
StandardDeduction=Gross x Pct
If less than Min or greater than
Max adjust to Min or Max accordingly
GrossYTD
-StandardDeduction
-State Exemptions
x Exemption
—————————————
=Taxable Income
Calculated Tax from tax table
-Add
SW
—————————————-
=State Withholding
|
9-72 Payroll |
Formula OK
Formula OK OK
Deduction = (GrossYTD x .84) x Pct
If Deduction < Min, Deduction
= Min
If Deduction > Max, Deduction = Max
GrossYTD x .84
-Deduction
-State
Exemptions x Exemption
-$Exemp
————————-
=Taxable Income
Calculated Tax from table
+(GrossYTD - 20160) x .06
+AddSW
-StExemptions x
Credit
—————————
=State Withholding
Formula SC
Formula SC SC
Deduction=Gross x Pct
If deductionsded
gross=sded(HMS)
GrossYTD
-Deduction
-State
Exemptions x Exemption
——————————————-
=Taxable Income
Calculated tax from
table
-AddSW
————————————————-
=State Withholding
Local Income Withholding Tax Tables
Local Income tax withholding is calculated using the same formula as State Income tax formula 1.
The formula used for calculating local income tax withholding is as follows:
|
Payroll 9-73 |
GrossYTD
-STExemp x Exemption
-StdDed
-$Exemp
—————
=Local Taxable
Calculated
tax from the table for employee’s locality and status
-STExemp x Credit
-AddSW
—————
=Local
Withholding
SETUP & UTILITIES
|
9-74 Payroll |
Forms & Numbers
Payroll checks use report forms you can modify with the FoxPro report form designer (see topic Modify Check Forms).
Preconfigured Check forms are provided for three types of checks with both DOS and Windows versions of each:
Check type Form name
The form name entered in the PR Check field will appear by default when you print payroll checks.
You can enter one of these names in the PR Check field, or you can enter a different form name, if you have customized a check form and saved it with a new name.
|
Payroll 9-75 |
Modify Checks Form
There are sample check forms provided for tractor, laser and plain stock
checks for both payables and payroll.
The default form names for these checks are:
Payables Payroll
You can set the name of the default check form to use in the Company Setup Forms screen in the fields PRCHECK and APCHECK.
(Select System, Setup Company, Setup Company, Forms)
If the PR Check field in Company Setup is blank ProBooks will default to the tractor check form name PRCHECK.
|
9-76 Payroll |
Modifying Payroll Checks
You shouldn’t try to modify the check forms unless you’ve familiarized
yourself with using the report form designer, and with the special requirements
for modifying payables check forms.
Both Payables and Payroll Checks forms have special requirements. Please note that different techniques are used to print the Payables and Payroll checks.
Special Requirements for Payroll checks forms
ProBooks currently supports printing a laser check with a center check
and top and bottom stub, or a tractor check with a blank stub on top and
the check on the bottom.
The entire check is laid out in the Page Header
area of the form.
|
Payroll 9-77 |
Form Layout for Laser Checks
In Windows, select the Letter Size Paper Size
IN DOS, set the number of
lines per page in Report, Layout to 63.
Form Layout for Tractor Checks
In Windows, select the User Defined Paper Size.
In Windows Control Panel,
set the User Defined Paper Size for the print you use for printing tractor
checks to 850 x 750 (.001 inches)
IN DOS, set the number of lines per page in Report, Layout to 48.
After making changes to your user defined forms TEST THEM using the PC Accountant Model client before using them with your live data.
Plain stock checks or Preprinted laser checks
Unless you print very large volumes of checks we recommend using pre-printed
laser checks instead of plain stock checks.
Printing on plain check stock requires:
While setting up plain stock checks takes a little time and care, for users who print large numbers of checks, the savings can be significant. Plain laser check stock can cost about half the cost of preprinted laser check stock.
See Also: Laser Checks, Modifying Sales Forms, Modifying Purchase Forms, Modifying Payables Checks, Modifying Report and Label forms, Report Writer
|
9-78 Payroll |
Change Employee Number
Sometimes it will be desirable to change an employee number.
Change Employee
Number creates a copy of an existing employee record with a new employee
number, and updates all historical records for the original employee number
with the new employee number.
What Happens When You Change an Employee Number
|
Payroll 9-79 |
Global Updating
Global updating provides a way to update a specific field in the active file for all records, or for records selected according to the criteria specified in the selection screen.
Always backup your data files before using Global Updating. You might make
unintentional or accidental changes and want to restore from your backup.
|
9-80 Payroll |
Prepare Payroll Database For A New Year
Closing Payroll at the End of a Calendar Year
The payroll file must be closed for the calendar year BEFORE entering payroll
for the new calendar year.
During closing the current year payroll file
will become the prior year payroll file and any ytd amounts in employee
records will be reset to zero.
You can continue to run payroll reports
for the prior calendar year by specifying (P)rior Year when running reports.
|
Payroll 9-81 |
Void Pay Check
Voiding a Pay Check
Add
Select [Add] to select a pay check to be voided.
Post
Select [Post] to post voided pay checks.
Cancel
Select [XCancel] to cancel voiding of selected pay checks.
What happens when payroll checks are voided
|
9-82 Payroll |
When setting up ProBooks, you must enter prior current year pay check records,
if you want any of the payroll reports (including year-to-date totals on
the pay-check stub) to be accurate and/or complete.
When you first begin using ProBooks you will probably have prior current year pay checks you will want to have in the payroll file in order to print complete payroll tax forms.
Follow these steps to enter these pay checks into ProBooks:
Posting Prior Payroll Records
Select the Period you posted, or will post, your beginning general ledger balances to.
Check the check box for [X] Don’t’ Update Ledger, then select [OK] and continue with posting.
|
Payroll 9-83 |
When the Don’t Update Ledger check box is checked, payroll records will be added to the current year payroll file, but other updating that would normally occur during posting of pay checks will be skipped.
The total of the pay checks you entered, should equal the amount you enter as Beginning Balance for your wages & salaries, and various other payroll related accounts in the general ledger.
Prepare Payroll Database For A New Year
Closing Payroll at the End of a Calendar Year
The payroll file must be closed for the calendar year BEFORE entering payroll
for the new calendar year.
During closing the current year payroll file
will become the prior year payroll file and any ytd amounts in employee
records will be reset to zero.
You can continue to run payroll reports
for the prior calendar year by specifying (P)rior Year when running reports.
|
9-84 Payroll |
