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NOTE: FIGURES ARE REMOVED FROM THIS MANUAL IMPORTANT NOTICE This disk copy of the PC-PAYROLL Manual will not have important page numbers, figures or notes incorporated in the text. The absence is not to restrict the use of the program, but is a function of the this file being unable to handle the necessary graphics. This manual will enable you to use PC-PAYROLL, and when you subscribe to receive updates, you will be furnished a complete printed manual. The PC-PAYROLL program, furnished on a separate disk is a complete program as of the stated date. You cannot use the PC-PAYROLL program except in the year stated on the program. LICENSE AGREEMENT PC-PAYROLL was written by Peninsula Sotware, Inc. and is protected under the United States copyright laws. You must treat PC-PAYROLL like any other copyrighted material. You can, however, make copies for back up or archival purposes and transfer the program to hard disks. You cannot copy this printed PC-PAYROLL Reference Manual. WARRANTY The accompanying PC-PAYROLL disk(s) contain programs and/or subroutines published by Peninsula Software, Inc. and is prepared as a service to subscribers of PC-PAYROLL and Personnel Management. In the event that a disk is defective, return it within 30 days of receipt to: Peninsula Software, Inc. Department SW1 P.O. Box 2010 Newport News, VA 23609-0010 Peninsula Software, Inc. warrants that all federal and state tax withholding formulas included in this software are current as of the distribution date. An updated program disk will be furnished to all active subscribers upon notification of any changes/updates from either the state, IRS or the subscriber. Peninsula Software, Inc. will poll the states periodically, based on historical changes, to determine if any new changes to the tax formulas are required. Peninsula Software, Inc. makes no warranty concerning the function or fitness of any program and/or subroutines reproduced on the disk and shall have no liability or responsibility to any recipient with respect to liability, loss or damage caused--directly or indirectly--by the use of the disk and the programs and/or subroutines, including but not limited to, any loss of business or other incidental or consequential damages. (c) copyright Peninsula Software, Inc. - 1990 TABLE OF CONTENTS Page Chapter 1 INTRODUCTION 1-1 Overview 1-1 Subscriptions 1-1 General Information 1-2 Chapter 2 GETTING STARTED 2-1 Overview 2-2 Using the Manual 2-2 Using PC-PAYROLL 2-2 Dot Prompts 2-2 Date Prompts 2-2 Toggles 2-2 Default Prompts 2-3 Printing 2-3 Installing PC-PAYROLL 2-4 On a Hard Drive 2-4 On Floppy Disks 2-5 Chapter 3 SYSTEM CONFIGURATION 3-1 Overview 3-1 Setting Up the Company Data File 3-2 Using Password Protection 3-8 Changing Data Drives 3-9 Chapter 4 MAIN MENU 4-1 Overview 4-1 Update Employee Data 4-2 Add Employee Data 4-2 Modify Employee Data 4-5 Rollover 1989 - 1990 4-6 Housekeeping 4-8 Delete Payroll File 4-8 Date for Report Header 4-8 Backup Data 4-8 Using PC-PAYROLL 4-8 Alternate Backup Method 4-9 Restoring Data Using PC-PAYROLL 4-10 Sorting Payroll Data 4-10 Chapter 5 COMPUTE PAYROLL MODULE 5-1 Overview 5-1 PC-PAYROLL Method 5-2 Compute Paychecks 5-3 Displaying the Paycheck Stub 5-7 Modify Previous Pay Stubs 5-9 Overview 5-9 Change Defaults 5-11 Overview 5-11 After-the-Fact Payroll 5-11 Accountants 5-11 Year-to-date Adjustments 5-11 Common Procedure 5-12 Chapter 6 SUMMARY AND FEDERAL REPORTS MODULE 6-1 Overview 6-1 Federal Tax Reports 6-2 Quarterly Returns 6-2 Forms W-2 6-3 What W-2s To Purchase 6-5 Tips On Printing W-2s 6-5 Forms W-3 6-6 FUTA Form 940 6-6 Summary Reports 6-7 Chapter 7 PERIOD REPORTS MODULE 7-1 Overview 7-1 Available Reports 7-2 List Employees on File 7-2 List Payroll Dates 7-2 Totals by Pay Period 7-3 Payroll Detail by Pay Period 7-3 List Employees by Pay Period 7-4 Payroll Detail by Employee 7-4 Check Register 7-4 List Records 7-5 Chapter 8 STATE QUARTERLY REPORTS MODULE 8-1 Overview 8-1 Chapter 9 LOCAL TAX MODULE 9-1 Overview 9-1 Chapter 10 WRITE CHECKS/CHECK STUBS MODULE 10-1 Overview 10-1 Printing Checks or Check Stubs 10-3 Custom Check Formats 10-3 Chapter 11 TAX DEPOSIT MODULE 11-1 Overview 11-1 Available Functions 11-2 Add New Data 11-2 Modify Data 11-3 Sort File by Date 11-3 List ALL Records 11-4 List Records for Quarter 11-4 List Records for Month 11-4 Chapter 12 PC-GENERAL LEDGER Interface 12-1 Overview 12-1 Instructions 12-2 Appendix A Special State Instructions A-1 Appendix B Internal Revenue Service Requirements B-1 Appendix C Customer Support C-1 Problems C-1 Check Formats C-2 Appendix D Error Codes D-1 Glossary Glossary-1 1 INTRODUCTION OVERVIEW PC-PAYROLL, an automated payroll system, is most effective when used with a payroll of 100 employees or less. The program handles a weekly payroll of up to 40 full-time employees and one year of payroll data on one floppy disk or approximately 200 employees on a hard drive. PC-PAYROLL provides-- . Two user-defined incomes and wages, overtime, salary and tips. You can combine or use separately. . Automatic federal, state, local and social security tax computations from internal tax tables. . Automatic federal and state unemployment and State Disability Insurance (SDI) computations. . Weekly, bi-weekly, semi-monthly and monthly payroll frequencies. . You can also select after-the-fact payroll. . Thirty company files for accountants, bookkeepers and payroll services. . User-defined deductions, both fixed and variable, as well as deductions for 401(K) plans, cafeteria plans and advance wages. . Fringe benefits. . Federal, state, period, monthly, quarterly, and year-to-date reports and standard check formats. SUBSCRIPTIONS Subscriptions to PC-PAYROLL are for one year and must be paid annually by the anniversary date of the subscription. An invoice will be mailed to all subscribers two months before expiration of the subscription. In order to receive updates and/or support, please keep your subscription current. GENERAL INFORMATION PC-PAYROLL requires an IBM-PC, XT, AT, PS-2 or any one of most IBM-compatible computers with two double-sided disk drives or one hard disk. The program also requires a memory of 384K, DOS of 2.0 or greater and a printer. PC-PAYROLL is easy to use, with well-defined menu selections on each screen. You should, however, be familiar with the computer keyboard, the Disk Operating System (DOS) and disk commands (such as FORMAT and COPY) and the difference between system and non-system disks. Refer to your DOS manual for this information. 2 GETTING STARTED OVERVIEW Use the original PC-PAYROLL program diskettes ONLY to copy your working diskette. Write-protect tabs are normally placed on the original copy to prevent accidental erasure and to prohibit configuration data files on the original disk. Instructions on how to make copies of PC-PAYROLL for your own personal use follow in Installing PC-PAYROLL. USING THE MANUAL Manual Design. The PC-PAYROLL Manual is designed for easy use. The manual discusses all menus and screens, with steps given for each program process. The tables, in particular, will either aid you in entering the correct data for each prompt on a given screen and will give you the purpose for each function key on a screen. Many of the functions and screens are identified throughout the manual, as in the following example: System Configuration (X) (Screen X.3.0) System Configuration is the menu selection, X is the key you need to press to access the System Configuration and Screen X.3.0 is the screen number. The screen number, Screen X.3.0, is significant, as X indicates the program module, 3 represents the function selected (function key 3 on the module menu) and 0 is the number of screens deep within the function. USING PC-PAYROLL To select a menu item, press either the function key, letter associated with another module, or Esc. It is not necessary to press the RETURN/ENTER key (hereafter called RETURN) for PC-PAYROLL to take action. Module menu selections are found at the bottom of each module menu. All selections are active although they may not appear in the menu. Select, for instance, the System Configuration Menu by pressing X from any module menu, even though it is not displayed. Select from the following: X System Configuration C Compute Payroll Y Summary and Federal Reports R Period Reports S State Quarterly Reports W Write Checks/Check Stubs D Tax Deposit (available only from Main Menu) G PC-GENERAL LEDGER Interface (available on request) Dot Prompts. Within each function there are dot prompts, which when selected, provide you with a description of the expected entry followed by one or more dots (.....). These dots are expecting you to enter data by typing over the dots, after which you must press the RETURN key. Most dot prompts will only accept appropriate information, ie., if a number is required, you will not be able to enter a letter. The number of dots represent the length of the data element. Date Prompts. The Date prompt will not have the dots displayed, but will require entry of the date in the proper format followed by pressing the RETURN key. Refer to the Glossary for the proper date format. Toggles. There are several prompts called Toggles. Toggles contain specific predefined information such as selecting one of two local tax rates, plus OFF. To operate a toggle press the key indicated. Pressing the key will change the data element to the next assigned. If the toggle contains more than tow elements, pressing the key again will display the next selection. Default Prompts. Several reports contain default entries at a prompt. To select the default entry press RETURN. To select the alternate entry press the appropriate key. Printing. Many reports can be displayed on the screen as well as printed. The menu at the bottom of the displayed reports provide you with ability to print the report or create a disk file that can be imported by other software, such as word processors or spreadsheets. The federal reports also contain the ability to print directly on the tax form. Select the option by pressing the appropriate key. Print most reports by press the F10 key when the report is displayed. Other reports may be defaulted to the printer without displaying on the screen. The federal reports have the option to print directly on the form. Except for the W-2's, press F8 to print on the tax form when the report is displayed on the screen. INSTALLING PC-PAYROLL On a Hard Drive. Install the enclosed copy of PC-PAYROLL and any future updates on your hard drive, using the listed steps. . Type MD\PAYxx and press RETURN to make a payroll subdirectory. (xx is the last two digits of the current calendar year, ie., 90.) Perform the first step above only when you first install PC-PAYROLL. You will perform all other steps below whenever you install updates. When installing updates for a new year, remember that the previous years data is required for the W-2s and 4the quarter returns. Never install a new edition over the previous years edition. We recommend you use the year in the name of the payroll subdirectory. Backup and delete a previous years system after you complete your required reports. . Type CD\PAYxx and press RETURN to change to the payroll subdirectory. . Insert the original PC-PAYROLL diskette in your floppy drive (usually drive A). . Type C:COPY a:*.*c: and press RETURN to copy all files to your hard disk (a: is your floppy disk; c: is your hard drive). * After your files have been copied the message "10 files copied" will display (the number of files may vary). . At the C> prompt, type PAY and press RETURN. On Floppy Disks. The original PC-PAYROLL diskette does not have the Disk Operating System (DOS) installed, nor will the working disk have room for the disk operating system, making it a bootable disk. Use your DOS system diskette, 2.0 or greater, to set up your copy of PC-PAYROLL and to prepare it for use. Follow these steps: . Format at least two blank disks WITHOUT THE SYSTEM (refer to your DOS manual for information on formatting diskettes). You will need additional disks for backups. . Label one formatted disk PROGRAM and the remainder label DATA. You will perform the first two steps above ONLY the first time you install PC-PAYROLL. You will perform all other steps below whenever you install updates. . Place the original copy of PC-PAYROLL in drive A, and place the PROGRAM disk in drive B. . At the A> prompt, type A>COPY *.EXE B: and press RETURN. * All program files will copy to your working disk. . Remove the original disk (drive A) and store it in a safe place. . Remove the PROGRAM disk from drive B and place it in drive A. . Insert the DATA disk in drive B. . At the A> prompt, type PAY and press RETURN. * Make additional DATA disks for periodic back up. In order to use PC-PAYROLL, you must first boot your computer using your DOS disk. When you exit PC-PAYROLL you must then insert your DOS disk when prompted. 3 SYSTEM CONFIGURATION OVERVIEW To use the functions available in PC-PAYROLL, you must first use the System Configuration (X) to configure PC-PAYROLL for your company. You can access the System Configuration Menu at any module menu by pressing X. The System Configuration assigns locations for data files and company information and loads it into memory when you start PC-PAYROLL. The System Configuration contains company-unique data. You can install up to 30 companies on PC-PAYROLL. Each company must be configured individually. The System Configuration consists of a series of menus that you can select from a central menu by pressing the appropriate function key for each selection. When you first install a new company, the system default values are automatically inserted. Change the default data for your company before adding any employee or payroll information. Data files PCPBxx.Dxx and PCPCxx.DAT contain the System Configuration data. In the filenames, the "xx" in "PCPBxx" indicates the year (such as 90) and the "xx" in "Dxx" indicates a number from 01 to 30 that relates to the code for the company. Figure 3-1 illustrates the System Configuration Menu. GRAPHICS FIGURE REMOVED figure 3-1 SETTING UP THE COMPANY DATA FILE (PCPBxx.Dxx) The first time you use PC-PAYROLL, after the opening banner, the System Configuration Menu will display. Before continuing with any other part of the program, you must use the System Configuration to set up the company data file by using the following steps. . Enter a code from 1 to 30 to add or modify a company (up to 30 different companies can be entered into one copy of the program). . Enter the company name. . Enter the state where your company is located using the two-letter postal abbreviation. . Enter the disk drive you want the company data located on (normally C for a hard drive or B for two floppies). * PC-PAYROLL now loads default information into memory and Screen X.0.0 displays with defaults. You can now review the default data to ensure it satisfies your needs. At Screen X.0.0, you can also add or delete companies or Esc to the previous menu. Code: .. Company Name: Your State: Data Drive: figure 3-2 . To go to the Main Menu, press Esc. . To enter your company data or add additional companies in PC-PAYROLL, press the appropriate function keys. . Select the function key from the System Configuration central menu for each menu or action you want to review and update. * F1 Add/Modify Company File - use to add another company or modify a company name (When you modify, the previous company data file is destroyed and new defaults are inserted. The employee and payroll data files remain intact.). * F2 Delete Company File - use to delete a company file (only the company data will be deleted; the employee and payroll data files remain intact.). You cannot delete a company you have highlighted. PC-PAYROLL will only delete the company and payroll data files. If it is necessary, use DOS to delete the employee and tax files (PCPE.Dxx and PCPTxx.Dxx). * Use the cursor up-down keys or the home and end keys to select a different company data file after you have used F1 to set up two or more companies. * F4 Company Information (Screen X.4.0)- enter the following company information, used for Forms W-2 addresses, city, county, state (this entry is required for state calculations and must reflect the state where the company is located), zip code, federal employer identification number and state employer identification number. Select the appropriate function key to enter the required data. * F5 User Defined Tax Rates (Screen X.5.0) - enter the following user-defined rates and cutoffs. Enter all percentage rates as follows: 7.1 for 7.1%, NOT .071. Standard rates for FICA and UI default for the current year. - F1 and F2 Local Tax Rate 1 and 2 - displays up to two unique local tax rates. Enter actual amounts using Add Employee Data. See Chapter 4 (Main Menu), Table 4-1 for detailed instructions on entering data. - F3 Employer Contribution to FICA - enter the current rate. - F4 Employee Contribution to FICA - enter the current rate and then the maximum wage cutoff for FICA to be withheld. - F5 SDI Employer Contributions - enter your state's SDI tax rate for employers, if applicable, and then the cutoff. (See the Glossary for a discussion of SDI cutoffs.) - F6 SDI Employee Contributions - enter your state's SDI tax rate for employees, if applicable, and then the cutoff. (See the Glossary the State of Washington.) - F7 Employer Unemployment Tax (UI) - enter your UI rate (employer tax) and then the cutoff for your state. - F8 Employee Unemployment Tax (UI) - enter the employee's UI rate and then the cutoff for employee withholding for state UI. For California, this prompt displays as Employee Training Tax (EET). No cutoff is requested. For Illinois, this prompt will request the Employer Unemployment Tax for wages more than $50,000 per quarter. No cutoff is requested. - F9 Current Minimum Wage - enter current minimum wage amount. - F10 Overtime Rate - enter overtime rate you pay employees; the default rate is 1.5 times the wages rate. * F6 User Selected Options (Screen X.6.0) - use to choose the user-selected options to activate or deactivate prompts used in computing paychecks. Activating only the prompts you will use will speed data entry. The bright (or starred items) on the screen are active. (Stars are used for monochrome monitors that do not show bright.). The user defined incomes and variable deductions contain multiple selections. Toggle to the correct selection to meet your needs. See Chapter 5, Table 5-1 for instructions of the prompts and on entering data. A short description of the prompts is provided below. - To activate/deactivate, toggle by pressing the F-key or shifted function key indicated on the screen as Sft (press the F-key while holding down the shift key.) -- F1 Regular Hours -- F2 Overtime Hours -- F3 Salary Override - overrides default salary -- F4 Tips - reported tips -- F5 (User-defined Income) -- F6 (User-defined Income) -- F7 Nontaxable -- F8 Fringe Benefits - for W-2s -- F9 Cafeteria Plan Payments -- F10 401(K) Plan Deduction -- Sft F1 SDI Override -- Sft F2 (Variable Deduction) -- Sft F3 Advance Wages -- Sft F4 Advance Tips -- Sft F5 Meals Furnished - for SDI calculations -- Sft F6 Payroll Check Numbers -- Sft F7 Negative Net Pay - Allowed/Disallowed. -- Sft F8 Round Federal Taxes - On/Off -- Sft F9 Round State Taxes - On/Off -- Sft F10 (Personnel Management) - access to Personnel Management. This prompt must be OFF if Personnel Management is not installed. * F7 User Defined Income/Deductions (Screen X.7.0) - use to identify user-defined income and deduction descriptions. Descriptions are used on all reports and should not be modified or deleted during the year. Additional descriptions can be added. Enter actual amounts to be deducted in Add Employee Data. See Chapter 4, Table 4-1 for detailed instructions. * F8 Payroll Frequency (Screen X.8.0) - use to select the payroll frequency and to select the computation of taxes based on the employer's business location or the employee's home address. - F1 - toggle to set the default of the payroll frequency in the employee data. Press F1 to select one of eight different payroll frequencies, including weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annually, annually and after-the-fact. - F2 - toggle for tax computation based on the employer's business location (state) or the employee's home address (state). This function is used primarily when an employer has employees living in two or more states and reciprocal agreements for collection of state taxes exist between those states. * F9 Select Color or Printer Format (Screen X.9.0) - use to select the color option or to select a printer format. - F1 - Toggle Color On/Off. Turns color on. - F2 - 80 column format (for any printer). This report format provides greater detail than the compressed or 132-column formats below. Four to five records are printed per page depending on the report. - F3 - 132-column format (requires 132-column printer). This format, as well as the compressed format below, provides less detail, but prints 20 or more records per page. - F4 - Compressed format (requires dot-matrix or laser printer). - F5 - Printer compress code: 15 - F6 - Printer compress code: 18 Most dot matrix printers use a compress code of 15 and an uncompress code of 18. PC-PAYROLL defaults to those values. Determine from your printer manual if those codes are different, and make the appropriate changes if necessary, by selecting the F-key and entering the correct numeric code. USING PASSWORD PROTECTION If you want your records accessible to only certain employees you can activate password protection by following these steps. From the System Configuration Menu (Screen X.0.0). . Press $ (Shift 4). . Enter your password. For example, if you want to use DOG, type DOG when the dots display and then press RETURN. . Exit PC-PAYROLL. * Your password is now activated. . To re-enter PC-PAYROLL, at the C:> prompt, type C:> PAY DOG * If you type PAY, the C:> prompt appears again and PC-PAYROLL does not run. . To inactivate or change password protection-- * Type PAY DOG to enter PC-PAYROLL, and then return to the System Configuration Menu. * Press $ (Shift 4). * Press RETURN at the password prompt (make no entry). CHANGING DATA DRIVES If during mid-year you obtain a new disk drive and want to install PC-PAYROLL on a new drive (ie., use a hard drive rather than two floppies, follow the steps listed below: . Copy all PC-PAYROLL files, both program and data files to your new drive by typing-- COPY *.* c: (c is your new drive) * Read INSTALLING PC-PAYROLL in Chapter 2. . At your new drive prompt type PAY to run PC-PAYROLL. . At the Main Menu press X for System Configuration. . Press the % key (Shifted 5). . Enter the new drive when prompted. 4 MAIN MENU OVERVIEW The Main Menu (Screen M.0.0) consists of two submenus-- Employee Data and Housekeeping and contains information concerning the capacity and free space on the data disk. You can use the functions in Employee Data to keep your files up to date by adding and modifying employee data. Through Housekeeping you can delete payroll data and back up data. Figure 4-1 illustrates the Main Menu. The box to the right of screen contains information about the data disk in use, such as total capacity, available free space and the sizes of the current payroll data files for the active company. If you back up the file to this disk, determine if enough disk space remains. Ensure at least as much free space as the largest data file is available. Data files over 320K cannot be backed up to a floppy disk, therefore, it is important that you check this box before backing up you data. GRAPHICS FIGURE REMOVED figure 4-1 UPDATE EMPLOYEE DATA (Screen M.0.0) Add Employee Data (F1) (Screen M.1.0). By selecting F1 from the Main Menu you can enter approximately 200 employees into your payroll system, though floppy disks may be limited to 40 active employees. The program assigns the first vacant Employee # to the employee you enter. Respond to all prompts (see Table 4-1) and enter all data before you return to the Main Menu. To correct errors or update at a later date, use the modify mode (see Modify Employee Data). NOTE: PC-PAYROLL standardizes as many state income taxes as possible. Modifications have been made to the program for those states with unusual withholding formulas, for correct entries in Exemptions and Marital Status. See Appendix A for variations in the basic program. Table 4-1. ADD EMPLOYEE DATA PROMPT ENTER Employee's Name Employee's first name, middle (required entry) initial and last name up to 20 characters. Press RETURN for the Main Menu. Street Address Up to 20 characters. City Up to 15 characters (see Appendix A for specific spellings for local tax computations. State Your state's two-letter postal (required entry) abbreviation. Zip Code 10 characters. Social Security # Social security number in given (required entry) 11-character format: ###-##-####. Hyphens are automatically included as you enter the number. Hourly Rate Hourly rate if employee is on wages and is subject to overtime. Annual Salary Salary for personnel paid at fixed rate regardless of hours worked. If annual salary and hours are mixed in a payroll, hours are computed at the hourly rate and added to the annual salary. Table 4-1. ADD EMPLOYEE DATA (CONTINUED) PROMPT ENTER Additional Federal Amount, in dollars and cents, of Withholding additional federal withholding requested by the employee, over that required by IRS from employee's Form W-4. NOTE: Your employee can use the W-4 Module, available through Peninsula Software, Inc., to compute additional withholding. Additional State Same as federal. Withholding User-defined Fixed dollar amount, in dollar and Deductions cents, for each of the first four deductions you defined in the System Configuration (Screen X.7.0). Deductions which have not been defined will display blank spaces to the left of the dot prompt. Exempt from FICA Default is NO. Press any key to (social security) toggle in Add Employee Data and press RETURN to save. In Modify Employee Data press the Ctrl + F1 key to toggle. Toggling to YES will exempt employee wages from FICA taxes. Exempt from Default is NOT EXEMPT. Toggle one Employer Taxes of three additional exempt options (exempt from state employer taxes, exempt from federal employer taxes, and exempt from both federal and state employer taxes) by pressing the Ctrl + F2 keys as a toggle in Modify Employee Data. Toggling to exempt tags any income to this employee to be exempt from SDI, unemployment and FUTA taxes. This function is not available in Add Employee Data. Local Tax Rate Press any key to toggle and the RETURN to save. The choices are one of two defined rates or OFF. In Modify Employee Data, press Ctrl + F3 keys to toggle. Table 4-1. ADD EMPLOYEE DATA (CONTINUED) PROMPT ENTER Alternate Payroll Default frequency chosen in System Frequency Configuration automatically displays. Toggle to other frequencies by pressing any key. Press RETURN to save. In Modify Employee Data press the Ctrl + F4 keys to toggle. Marital Status, From employee's Form W-4. Toggle Federal and State M-married or S-single for federal plus H-head of household or O-other for the state (see Appendix A for additional selections for Georgia and Arizonia. Toggle Ctrl + F5 (federal) or Ctrl + F6 (state) in Modify Employee Data. Active Employee Press Ctrl + F7 in Modify Employee Data to toggle active/inactive employees. Inactive employees are deleted at the year's end using Rollover Employee Data (F5) under Housekeeping. Federal Exemptions Number of exemptions from employee's Form W-4. Two-digit numbers are allowed from 0 to 99. To disable withholding for the employee, enter number greater than 30. State Exemptions Number of exemptions from employee's W-4 or state withholding exemption form. Two-digit numbers are allowed. If no withholding, enter number greater than 30 to force zero taxes. See Appendix A. Modify Employee Data (F2) (Screen M.2.0). Use this function to review, modify and delete employee data. You can update and review the employee data file any time without affecting payroll history. To select-- . Press F2 (Modify Employee Data) at the Main Menu. . Enter the Employee number to display all data you entered in Add Employee Data (see Table 4-1). . Scroll through the employee data file by pressing N for the next record, P for the previous record, A for another employee, or M or Esc for the menu. . To make changes, press the function key, Shift + F-key or Ctrl + F-key for the items you want to modify. See Table 4-1 for descriptions. . To delete an employee from Modify Employee Data, use the following steps. * Press D to delete. You will be asked: Are you sure? Type YES to delete. Press RETURN if you do NOT want to delete the employee displayed. -- If no payroll records are present, the employee is deleted and the screen returns to the Employee # prompt. -- You will be notified if payroll records exist, and deleting will NOT proceed. Press RETURN for Employee # prompt. * Tag the employee for future delete by toggling the Ctrl + F7 keys to Employee Inactive. Inactive employees will be deleted at the beginning of the year using the Rollover Employee Data procedure. Deleting a record adversely affects the printing of all year-to-date, federal and state reports; thus, you CANNOT delete an employee with payroll data. When a record number becomes vacant through your use of this function, the next employee added is assigned the lowest vacant record number. Deleted employees are denoted by the word DELETED displayed in the first seven characters of the employee name and a social security number of 000-00-0000. It is normal for the remainder of the employee information may remain in the file until another new employee is added. HOUSEKEEPING Delete Payroll File (F7) (Screen M.7.0). Select key F7 from the Main Menu to delete any existing payroll data file and to prepare the program to accept a new data file. Use this process only to set up the data file before entering new data for the year. You will be warned that all data will be destroyed. Press key F10 to delete records or press RETURN to return to the menu. This option is most often used when a new user is practicing with PC-PAYROLL before actually putting it to use. You can enter all the practice data you want and when you are comfortable with the operation of the program, you can delete the payroll data file. The employee data file is NOT affected. Date for Report Header (F8) (Screen M.0.0). The date printed on printed reports is normally the computer system date, which is displayed on the Main Menu. If you set the time before running PC-PAYROLL, or have an internal clock, the date will be set correctly. If the date displayed is incorrect, press F8 on the Main Menu to set the date. Backup Data (F9) (Screen M.9.0). Use the Backup Data Module (F9 on the Main Menu) to backup and to restore employee, payroll and tax deposit data and to sort payroll data by date. This function does NOT backup the company data file. Backup files are created with the extension .Bxx and cannot be used without restoring the files before use. NOTE: Use a SEPARATE floppy disk to backup EACH payroll you maintain. DO NOT backup on the same floppy or hard drive you use for your primary data. A hard disk crash or destruction of the floppy will destroy all of your valuable data. Backing Up Data Using PC-PAYROLL. You should make backups after completing each payroll. Use any method that works best for you to control backup disks. It is recommended that you use two different backup disks for each payroll account and that you alternate between the disks when backing up (sometimes called the son-father-grandfather method). Many computer users have lost many hours of time and valuable data by not making adequate backups. NOTE: DO NOT use this method to backup data files in excess of 360K on a floppy disk. Use a tape backup, the DOS BACKUP utility, or another commercially available program. Refer to the Data Disk Information on the Main Menu to check the data file size. To backup data use the following-- . Press F9 from the Main Menu. . On Screen M.9.0 press the function key for the data to be backed up. F1 Backup Employee Data F2 Backup Payroll Data F3 Backup Tax Deposit Data . Enter the target drive (the drive you want the data stored on) when prompted. * Ensure the original data disk is in its normal drive. * To backup from drive B to drive A when using floppies, remove the program disk temporarily and insert the backup disk, but replace the program before you return to the previous menu or an error message will display. . Press Esc to return to the Backup Data Menu. NOTE: You will be informed if there is not sufficient disk space on the target drive. Alternate Backup Method. If you are familiar with DOS, you can use the DOS commands COPY and RENAME to backup or restore payroll files. To backup using DOS, ensure you are in the correct subdirectory and at the C> prompt type-- COPY *.D01 A: This copies all Company #1 data files from drive C to drive A. Continue with your other companies by entering D02, D03, etc.. Restoring Data Using PC-PAYROLL. When you restore data files, the original data file is written over and destroyed; therefore, if you must restore a file, ensure you use the latest backup file. To restore data, use the following steps. . Press F9 from the Main Menu. . Press the function key for the data to be restored: F4 Restore Backup Employee Data F5 Restore Backup Payroll Data F6 Restore Backup Tax Deposit Data . Enter the source drive (the drive containing the backup data) when prompted. * To restore from drive A (source) to drive B (normal data drive), remove the program disk temporarily while restoring data, but replace it before you return to the previous menu or an error message will display. Sorting Payroll Data. This function sorts the payroll data file by payroll date. Though sorting this file isn't necessary, doing so can be advantageous, especially if you add payroll data for a previous payroll or enter current data. Sorting this file eliminates duplicate dates listed on the List Payroll Date report and correctly displays records in Payroll Details by Employee. To use this function, press F9 from the Main Menu, any then press F7 from the Backup Menu. Ensure you have a backup before you sort. A power failure at this time WILL destroy the file if it occurs during a sort. 5 COMPUTE PAYROLL MODULE OVERVIEW Use this module to compute paychecks, print one copy of each check stub (on plain paper) and modify previously computed payrolls. To obtain additional copies of check stubs, enter Write Checks/Check Stubs (W) and use the batch mode. Figure 5-1 illustrates the Compute Payroll Menu. NOTE: Tax rate withholding formulas are available in this module for all 50 states, plus the District of Columbia, and are base on either the state you enter for your company address or your employee state of residence, based on your selections in the System Configuration. If the state has a state tax, the active state 9for the company) will display on the menu. Ensure the correct state is showing. If not, you can change the state in the System Configuration. GRAPHICS FIGURE REMOVED figure 5-1 PC-PAYROLL METHOD PC-PAYROLL differs from other programs that require end of month and quarter or year-end processing. In several payroll systems, the normal computing process entails summarizing employee records for the period, writing the records to a data file made for summaries and reports and then deleting individual records. PC-PAYROLL, on the other hand, retains all employee records for each pay period in the data file for the entire year. This method, of course, uses precious disk space; however, it has the advantage in allowing more flexibility in obtaining reports, ie., you can run any report any time without affecting the data base. In addition, you can easily modify a payroll record if you make a mistake. The disadvantage is a complete audit trail of transactions is not given, and as the year progresses, the length of time to process reports increase (especially using floppy drives.) As you enter payroll data into PC-PAYROLL, a new record is added for each employee for each period. Record numbers begin with 1 and continue throughout the year. For example, an employer with 10 employees and a weekly payroll will have 520 (10 x 52) total payroll records for the year. The records will be numbered 1 through 520. Remember this concept when you modify a payroll. You will need to enter a record number (which will be displayed on the screen). See Modify Previous Paychecks. COMPUTE PAYCHECKS (F1) (Screen C.1.0) Entering the Data. Compute paychecks with PC-PAYROLL using the following steps. See After-the-Fact later. . Press F1 Compute Paychecks. . When prompted for the date (Screen C.1.1), enter the date of the paycheck and press RETURN to continue. NOTE: The date required is the PAYROLL DATE, which is the date you write the paycheck, NOT the payroll ending date. The IRS is concerned when you pay your employees. As an example, if your payroll ending date is December 31, and you write the check on January 1, you must report that payroll in the new year, not when they worked. . When prompted for the Employee #, you can-- * Press F1 to access the Change Default Menu. * Press RETURN to exit. Exit only before you select an employee. Once an employee is selected you must compute that payroll record before you exit. * Enter the Employee # to complete that employee's paycheck. Ensure you also select and compute employees with salary. A list of active employees is displayed, with an * beside each number that a payroll has been completed for this period. NOTE: PC-PAYROLL checks for employee records already entered for this date, notifies your if one is found, and gives you a chance to reselect an Employee # by pressing the Esc key. You can, however, add more than one payroll record for a pay date. NOTE: PC-PAYROLL also check for employees codes as Inactive in the employee data file and will not allow a payroll to be computed for the inactive employee. -- If you enter an invalid Employee #, the Employee # prompt displays again. . After selecting an employee, make the appropriate entries given in Table 5-1 (Screen C.1.3). You select the active prompts in the System Configuration using the Prompt Selection/Options (F6). NOTE: If you are using the After-the Fact payroll frequency, refer to that section later. . Make your entry and press RETURN. For a zero, press RETURN. To speed entry do not enter trailing zeroes. PC-PAYROLL automatically provides the correct dollar-and-cent format. . If you make errors on previous prompts, press the semicolon key (;) and RETURN to back up to the previous prompt. Table 5-1. COMPUTE PAYCHECKS PROMPT ENTER Check Number If you already know the check number for this record, assign it now, otherwise, enter the check number when writing checks. Regular Hours Worked TOTAL of regular WAGE hours worked the previous pay period. Press RETURN for zero. DO NOT include salary hours or overtime hours for hourly-wage employees when you enter a wage amount in the employee data file. Overtime Hours Worked TOTAL overtime hours worked. DO NOT compute overtime for salaried employees unless they receive both wages and salary. To compute overtime, you must enter an amount in Wages in the employee data file. Table 5-1. COMPUTE PAYCHECKS (CONTINUED) The following prompts require dollar entries. PROMPT ENTER Salary Override Press RETURN for the default salary, enter a negative number to force a zero or enter a positive number to override the default salary. The screen displays the default. Tips TOTAL the employee earns and reports to the employer. (Tips the employee retains must be entered in the Advance Tips Paid.) User-defined Income Two taxable income amounts you can label in the System Configuration (Screen X.7.0) as commissions, bonuses, etc. Advance Wages Paid Taxable pay advances given to employee, to be included in gross income and treated as a deduction from gross pay before net pay is computed. See Table 5-2, NOTE on negative net pay. Advance Tips Paid Taxable tips the employee reports is treated as a deduction from gross pay. Taxes and FICA are computed based on TOTAL tips. If an employee keeps all tips when received, the tips and advance tips paid MUST be equal. See Table 5-2. Variable Deduction Deduction labeled in the System Configuration (Screen X.7.0) which may be used for deductions which vary each payroll, ie., meals purchased. Non-taxable Non-taxable income the employee receives. Taxes are not computed on this amount. The total is added to the net and included in the check. Table 5-1. COMPUTE PAYCHECKS (CONTINUED) PROMPT ENTER Cafeteria Plan Payments to qualified cafeteria plan. A positive entry is a non- taxable deduction from gross pay before all taxes are computed. Use Non-Taxable to show cafeteria plan payments reimbursed directly to the employee. 401(K) Plan Payments (in dollar amount) to a qualified 401(K) Plan, as a deduction from gross pay after FICA taxes are computed. Fringe Benefits Benefits (automobiles, health insurance, etc.) requiring reporting to IRS in block 10 of the Form W-2 as fringe benefits and otherwise not included in taxable wages. Use Non-taxable for payments actually made to the employee. This amount prints on check stubs, but is not added to gross pay for tax or net pay computations. SDI Override Overrides the computed SDI when active. Displaying the Paycheck Stub. Once data entry is complete, the employee's paycheck stub displays for your review. The paycheck stub contains all of the computed gross pay, deductions, and withholdings. Ensure that you review the paycheck stub for accuracy. You can then-- . Press F10 to print. * Several paycheck stubs can be printed at this time or later, in batch mode, at the Write Checks/Check Stubs Menu. . Press RETURN to save the record and return to the Employee # prompt. . Press Esc to save the record and return to the menu. . Press F7, if you make an error in data entry, to delete the data from memory and return to the Employee # prompt without saving. Table 5-2 shows the formulas used to compute the payroll. NOTE: Federal and state computer formulas never exactly match the withholding tables. When comparing PC-PAYROLL computed withholding and the tables, expect a difference of up to $5.00 on federal and state taxes. The withholding formulas used in PC-PAYROLL are found in IRS Circular E and your state's Employer's Withholding Guide. In must cases, PC-PAYROLL calculates the taxes more accurately. Table 5-2. Formulas Used to Compute Paycheck Stubs hours X wage + ot hours X ot pay + salary + other pay ________________________ GROSS PAY gross pay - cafeteria plan ________________________ FICA TAXABLE PAY FICA taxable pay - 401(K) plan ________________________ INCOME TAXABLE PAY income taxable pay + nontaxable - taxes - deductions ______________________________ NET PAY NOTE: If you do not allow negative net pay, PC-PAYROLL first reduces the deductions to zero, beginning with deduction 4, 3, etc.; then reduces the taxes, beginning with SDI, local tax, state tax, federal tax and FICA. Reductions stop when positive net pay is reached. Since most computations of negative net pay are as a result of advance wages or tips, these deductions are not reduced. MODIFY PREVIOUS PAY STUBS (F2) (Screen C.2.0) Overview. Use this function to change the employee's payroll data or to delete the record. You can save the data as you enter it or you can compute the new taxes based on the changes to wages. To modify records, follow the steps listed below: . Press F2 Modify Previous Paychecks. . When the date prompt displays (Screen C.2.0) enter the Payroll Date. * Press RETURN to return to the Compute Payroll Menu. . Select the record number (Screen C.2.1) from the box on the screen's left and press RETURN for more records or to exit if the last record is displayed. You can enter a record number not displayed in the box. (See PC-PAYROLL Method). . Select the number keys (Screen C.2.2) that correspond to the items you want to modify and press RETURN. * The display consists of all fields that you can update in the record. * Changes are not computed or saved until all changes are made. . To move quickly from record to record-- * Press N for the next record. * Press P for the previous record. * Press RETURN to exit without saving. . To save changed records at any time, press S and then press RETURN. * The stub will display. * Press F10 to print or RETURN to save. NOTE: Saving the payroll using the values displayed omits any default values and saves only the values actually entered or displayed on the screen. . To compute taxes based on tax formulas-- * Press C and then press RETURN. * Review and then press S to save. NOTE: Computing the payroll using the employee default values are based on the data entered in the employee data file, federal and state withholding formulas, hours worked, tips, and other compensation. If you change salary, wages, tips or other income, you must adjust the FICA withheld to the rate times the TOTAL gross pay. If you neglect to do so, Form 941, W-2s and W-3s will be out of balance at the end of the year. . To delete a record-- * Press D and then press RETURN. * Press S to save. NOTE: The date 13-13-90 now appears. The date is significant because it is invalid, can be easily trapped toexclude when computing totals, and it cannot be entered by the user EXCEPT when you are deleting a record. The record is not actually removed from the system, but coded as inactive by the date. When you delete the record, you will notice all fields now contain zeros, except the employee number is converted to #1. This does not affect employee #1 totals and prevents error messages when processing reports. CHANGE DEFAULTS (F3) (Screen C.3.0) Overview. Use this feature to temporarily override the defaults for SDI, payroll frequency, overtime rate, federal tax, FICA and state tax and to run year-to-date adjustments. As changes are temporary, the overrides will revert to the defaults when you exit the Compute Paycheck Module. These values, however, remain when you compute the payroll for subsequent employees during the current session, unless you change them. If you make a change for one employee be sure to doublecheck for correct values before continuing to the next employee. Screen C.1.0 displays a reminder of the payroll frequency. AFTER-THE-FACT PAYROLLS PC-PAYROLL offers the capability to enter payrolls after the fact for accountants use or to begin using this payroll system mid-year. Differences between the accountants use and year-to-date adjustments are discussed, then the functions which are common to both areas. Accountants. Select the After-the-Fact in the System Configuration (Screen X.8.0) before entering employee data, or toggle all after the fact employee's payroll frequency to "After-the-Fact" in the employee data file (Main Menu). Year-to-date Adjustments. To begin using PC-PAYROLL in mid-year or to update your year-to-date payroll to accurately compute Forms W-2, W-3 and 940, enter your previous payroll using the after-the-fact option. With this short cut, you can enter the quarterly totals without entering all previous payrolls. Instead of entering the period totals, enter the quarterly totals for each employee. Follow the steps listed below: . From the Compute Payroll Menu, press F3 to access the Change Default Menu (Screen C.3.0). . Press F2 to change the payroll frequency to after-the-fact payroll. . Press Esc to return to the Compute Paycheck Menu. * Note that the Compute Paycheck Menu displays after- the-fact payroll. This remains only until you exit the module. Common Procedure. Compute payrolls as described in Compute Paychecks in this chapter, pressing F1 Compute Paychecks, entering the date and selecting the employee number. The prompts differ slightly from those described in Table 5-1. All wages are lumped into one category. Tips, taxes and deductions are requested without computation. . Press F1 Compute Paychecks. . Enter the date for the last day of the quarter or month, if desired on Screen C.1.1. . Enter Employee # (Screen C.1.2) * Prompts for hours, wages, taxes and deductions will display in order. Enter quarterly totals for Year-to-Date adjustments. (Screen C.1.3a). . A screen will then display with all entered data (Screen C.1.4a). * Doublecheck all entries and make necessary changes on the after-the-fact payroll screen. . Press C if you want the taxes automatically computed. . Press S and then RETURN to display the paycheck stub (Screen C.1.5a). * The stub displays and you can now doublecheck your information again. . Press RETURN to save the data. . Repeat the process for the next employee. . When completed, exit the Compute Payroll Menu by pressing RETURN at the Employee # prompt. . Review Summary and Federal Reports to ensure you entered all data correctly and that it matches the reports you submitted in previous quarters (see Chapter 6). . Make necessary changes in Modify Paychecks. 6 SUMMARY AND FEDERAL REPORTS MODULE OVERVIEW The Summary and Federal Reports (Y) (Screen Y.0.0) provides the required federal tax reports and year-to-date, quarterly and monthly summaries. Figure 6-1 illustrates the Summary and Federal Reports Menu. For specific information on IRS requirements and the use of forms covered in this module, see Appendix B. With all reports, you have the option to either export report data to a disk file or other programs (spreadsheets, word processors, etc.) or print the report on paper. To export report data to a print file, press F9. When you select this function and are prompted, enter a file name up to eight characters. All data your export with a user-defined file name will have the extension ".PRN" and will be written to an ASCII data file on the data drive. You must transfer this file to the other application program. Refer to Importing Data in your other software. For a printed report, press F10. Your printer must be on. You may print the FEDERAL reports directly on the form by pressing F8. There will be instructions on the screen for an alignment test. This function may not work with all printers. GRAPHICS FIGURE REMOVED figure 6-1 FEDERAL TAX REPORTS (Screen Y.0.0) Quarterly Returns (F1). This function computes the federal tax liability and social security payments that you report to the IRS on Form 941 (Employer's Quarterly Return). All of the data you need to prepare quarterly returns is computed and displayed, except for Total Employees Employed during the pay period covering March 12 and any adjustments you might need due to changes in your payroll that affect quarterly returns. Figure 6-2 illustrates the information provided on quarterly returns. NOTE: Substitute reports are not IRS approved. You must transfer the information to the actual form. To use Quarterly Returns (F1), follow the steps listed below: . Press Y from any module menu to access Summary and Federal Reports Menu. . Press F1 from the Summary and Federal Reports Menu. . When prompted to select the quarter (Screen Y.1.0), press 1, 2, 3 or 4, relating to quarters beginning January 1, April 1, July 1 and October 1. . A two page report, a substitute Form 941, is displayed and may be printed at Screens Y.1.3 and Y.1.4. . To obtain the number of employees employed March 12 (for the first quarter return)-- * Press R from any module menu to access Period Reports Menu. * Press F3 from the Period Reports Menu for the Totals by Pay Period reports. * You can transfer the number of employees working that pay period to the Form 941. NOTE: The number of employees working on March 12 must be added regardless which method is used to print Form 941. Form W-2 (F2) (Screen Y.2.1). This function allows you to view and print Forms W-2 with flexibility. PC-PAYROLL also prints subtotals on the 42nd Form W-2, according to IRS requirements. Figure 6-2 illustrates the W-2 Menu and figure 6-3 illustrates Form W-2. Press Esc to abort any report and return to the W-2 Menu. Press P to pause during printing, then press any key to continue. From the W-2 Menu, you can-- . Press F1 to display W-2s on the screen so you can review each employee's Form W-2 individually. . Press F2 to print continuous Forms W-2. * Align the first W-2 using the alignment test. . Press F3 to print IRS sheet Forms W-2. * Align the first W-2 using the alignment test. * The program pauses every three W-2s so you can change forms. . Press F4 to print substitute Forms W-2. . Press F5 to toggle to print in two different IRS W-2 formats. * Toggle for alternate format. You must reset toggle for Alternate each pass. * PC-PAYROLL uses the standard 7-inch wide IRS format for IRS furnished and continuous forms. Laser Printers. You may select the starting row and column for printing W-2s by pressing F6 and F7. The defaults are shown on the screen. To print W-2s with the laser printer, select F8. GRAPHICS FIGURE REMOVED figure 6-2 GRAPHICS FIGURE REMOVED figure 6-3 What W-2s To Purchase PC-PAYROLL uses two of the IRS approved formats. The standard format in PC-PAYROLL is the Form W-2 which the IRS furnishes and the format IRS used several years ago, called the alternate format (The boxes for the local taxes are different.). The standard format is recommended. Dot matrix printers do not handle six or eight-part Forms W-2 because of the paper's thickness. We recommend using carbonless continuous W-2 Twin Sets, designed especially for dot matrix printers. Twin Sets are two sets of W-2s, one set consisting of the copies required for the government and the other set consisting of all forms to be given to the employee. You make two printing passes using PC-PAYROLL. Twin Sets ensure clear, legible printing and a quality image on all copies. Where To Purchase W-2s Many companies specialize in printing and selling tax forms, however, they may use different terms in describing their W-2s. Before purchasing, most will send you sample copies. Print sample W-2s as described in Tips On Printing W-2s to determine which forms to purchase. If you must use another W-2 format, and we must customize PC-PAYROLL, we will do so for $50. This will be an annual charge for customizing. The custom version will be shipped usually within 3 weeks of receipt. We cannot guarantee delivery if ordered after December 1. Tips On Printing W-2s W-2s are usually printed once a year, therefore, you do not get the experience in aligning the W-2s that you do with your paychecks. Before committing the W-2s to the printer, we suggest you take the time to experiment aligning the forms using plain paper (there are no restrictions to the number of times you print any report). After printing several W-2s, press Esc to abort, remove the paper, hold the paper against the forms and check the alignment. This will indicate the proper position for the final forms. Form W-3 (F3) (Screen Y.3.0). The Form W-3 (Figure 6-4) summarizes all Forms W-2. You can print a replica of the Form W-3 or print directly on the Form W-3. To use this function-- . Press Y from any module menu to access Summary and Federal Reports Menu. . Press F3 from the Summary and Federal Reports Menu. GRAPHICS FIGURE REMOVED figure 6-4 FUTA Form 940 (F4) (Screen Y.4.0). Federal Form 940 is an annual report that summarizes Unemployment Insurance taxes. The form is computed based on the information available in the data. For any adjustments, payments, etc., use the totals provided. To use this function-- . Press Y from any module menu to access Summary and Federal Reports. . Press F4 from the Summary and Federal Reports Menu. * The complete report (Screen Y.4.1) is not on the screen. Print the report to obtain all the required information for Form 940. SUMMARY REPORTS The summary reports available in this module are a useful management tool. Choose from several reports to obtain year-to-date, quarterly or monthly totals by employee. The summary reports include-- . Pay Summary (F5) (Screen Y.5.1) - displays employee name and salary/wages, overtime, tips and total. . Hours Summary (F6) (Screen Y.6.1) - displays employee name and regular, overtime and total hours. . Deduction Summary (F7) (Screen Y.7.1) - displays employee name and all five user defined deductions. . Tax Summary (F8) (Screen Y.8.0) - displays employee's name, federal, FICA, state, local, SDI and UI taxes. . Miscellaneous Summary (F9) (Y.9.0) - displays employee name and net pay, non-taxable, cafeteria plan, 401(K) plan, fringe benefits and meals. . Consolidated Summary (F10) (Y.10.0) - displays the employee's name, social security number, salary/wages, overtime, tips, total pay, federal, FICA, state, local, SDI, UI withholding, user defined deductions, salary advances, 401(K) plan and cafeteria plan. To use these functions-- . Year-to-date reports are default. Press the up or down cursor keys to select monthly or quarterly reports. * When you have already requested quarterly or monthly reports and you desire a different quarter or month, press the up or down cursor again to reselect the period. . Press the appropriate function key (F5 through F10) for the report desired. . If you chose monthly or quarterly reports, you will now be prompted to enter a number corresponding to the month (1-12) or quarter (1-4) and to press RETURN. 7 PERIOD REPORTS MODULE OVERVIEW The Period Reports Module (R) (Screen R.0.0) contains various reports that provide information on employees, payroll dates, pay period totals and payroll details. This data will aid you in determining upcoming deposit and tax requirements and will provide you detailed employee data. All reports require standard paper. One report is available in alternate formats using a 132 column printer or condensed print. Since several of the reports require you to enter the payroll date, PC-PAYROLL remembers the last payroll date. To select the displayed payroll date, press F10 when prompted, then press RETURN to continue. With all reports you can either export report data to a disk file or other programs or print the report on paper. Refer to the discussion on exporting reports to a print file in Chapter 6. To print the report on paper, press F10. GRAPHICS FIGURE REMOVED figure 7-1 AVAILABLE REPORTS List Employees on File (F1) (Screen R.1.0). This function lists all employees by employee number, name, social security number and marital status. . Press F1 from the Period Reports Menu. . Press F8 to print labels for active employees. Labels are suitable for placing on time cards and include employee number, name, social security number, marital status, exemptions and blanks for notes on wages, salary, tips, other, regular hours and overtime hours. . Press RETURN to continue to next page, or if the last page is displayed, return to the menu. . Press Esc to return to Period Reports Menu from any page. List Payroll Dates (F2) (Screen R.2.0). This function lists all payroll dates in sequence. Duplicate dates might occur, particularly if you use after-the-fact payroll or compute payroll data out of sequence. To eliminate duplicates, sort the data using the Backup Data Menu, F7 (Sort). This report is useful in reviewing payroll dates already entered. For this report-- . Press F2 from the Period Reports Menu. . To display the report, press RETURN. For a printed report, press F10. Totals by Pay Period (F3) (Screen R.3.0). This report contains the period totals for pay, withholdings and deductions for the pay period you select. This report entails three parts. The first part gives payroll totals and on the printed report, your payroll account deposit (Screen R.3.1) requirements. The second part summarizes the tax deposits (Screen R.3.2) for each tax authority and informs you when a deposit is required. The third part summarizes payroll tax deposits (Screen R.3.3) by quarter. To obtain these reports-- . Press F3 from the Period Reports Menu. . Enter the appropriate date when prompted or press F10 for the last payroll date. . As each report displays, press RETURN to continue for the next report, press F10 to print the report or press Esc to return to the Period Reports Menu. Payroll Detail by Pay Period (F4) (Screen R.4.0). Using this function, you can obtain either an 80-column format, detailed report that gives an employee's complete history or a 132-column format report that gives gross pay, taxes, and each employee's deductions. This report is directed to the printer only; therefore, before you begin make sure your printer is on and has paper. Select either the 80-column or 132-column format from the System Configuration's Color/Printer Option (F9) (see Chapter 3, Setting Up the Company Data File). For this report-- . Press F4 from the Period Reports Menu. . When prompted for the Date, enter the date for the pay period you want and press RETURN, or if you want the last payroll date, press F10. . Press RETURN to continue. . Press Esc to abort the calculations or printing and return to the Period Reports Menu. List Employees by Specified Pay Period (F5) (Screen R.5.0). This function lists all employees that worked in a specific pay period. To obtain this report-- . Press F5 from the Period Reports Menu. . When prompted, enter the payroll date. . When the report displays, press RETURN to continue with the next page, F10 to print the report, or press Esc to return to the Period Reports Menu. Payroll Detail by Employee (F6) (Screen R.6.0). This printed report lists an employee's payroll records by quarter with quarterly totals. The report displays an employee's name, address, social security number, marital status, exemptions, gross pay, tips, federal tax, FICA, state/local tax, UI, SDI, total deductions, non-taxable and net pay. For this report-- . Press F6 from the Period Reports Menu. . When prompted, enter the Employee #. * If you do not know the Employee #, press F10 for a list of employees to attain the number. * Report is directed to the printer. . Press RETURN for the Period Reports Menu. Check Register (F7) (Screen R.7.0). This function provides a list of employees, their net pays and their check numbers for the date you choose. As the report is directed to the printer, ensure your printer is loaded with paper and turned on before you begin. For this report-- . Press F7 from the Period Reports Menu. . When prompted, enter the date, or press F10 for the last payroll date. . Press RETURN for the Period Reports Menu. List Records (F8) (Screen R.8.0). This function provides a display of all payroll records, including the payroll record number, employee number, the date, the gross salary or wages, overtime wages, tips, bonuses and commissions. List Records allows you to review payroll records. If you are looking for defective records, be sure to note the record # in the left column. This number will be needed to modify data. See Modify Paychecks in Chapter 5. To use this function-- . Press F8 from the Period Reports Menu. . When prompted, enter the record number you want to begin with or press RETURN to begin with the first record. . Press RETURN for the next screen of records. . Press Esc to abort and return to the menu. . When you reach the last page press RETURN for the menu. 8 STATE QUARTERLY REPORTS MODULE OVERVIEW The State Quarterly Reports Module (S) (Screen S.0.0) is used to prepare state quarterly returns. The report is a typical state quarterly return, but it might not match your particular state's return exactly; thus, you should review the computer-generated report before the end of the first quarter to become familiar with its contents. The SDI and Unemployment Insurance (UI) tax rates and cutoffs are taken from the System Configuration. The Personal Income Tax (PIT) (State Income Tax) previously paid is taken from the Tax Deposit data file (see Chapter 11 (Tax Deposit Module). (The Employee Training Tax (ETT) for California is substituted for employee UI on this report.) The report's second page lists each employee's social security number, wages and tips. Total wages and tips are at the bottom. To obtain this report-- . Press S at any module menu for State Quarterly Reports. . Press 1, 2, 3 or 4 to select the quarter then when the report displays, press F10 to print. GRAPHICS FIGURE REMOVED figure 8-1 9 LOCAL TAX MODULE OVERVIEW The Local Tax Module (L) (L.0.0) which is available from the Summary and Federal Reports Menu (Screen Y.0.0), contains monthly, quarterly, and annual summary reports for local taxes. Use this report for preparing local tax returns when you have two local tax rates. The report breaks down the taxes by rate, giving the number of employees and the gross wages for each. This report was primarily designed for Pennsylvania employers. To obtain this report-- . Press Y (Summary and Federal Reports Menu) . Press L (Local Tax Summary) . Select report desired by pressing F1 - F3. Print the report if desired. . Press Esc to return to the previous menu. GRAPHICS FIGURE REMOVED figure 9-1 10 WRITE CHECKS/CHECK STUBS MODULE OVERVIEW The Write Checks/Check Stubs Module (W) enables you to print check stubs for a given date and to print checks using one of the four NEBS forms available. Figure 10-1 illustrates the Write Checks/Check Stubs Menu. All checks are directed to the printer. You can obtain NEBS computer forms by calling NEBS at 1-800-225-9550. When you order, refer to CODE 95150 to ensure you receive checks compatible with PC-PAYROLL. The active formats are in figure 10-2. GRAPHICS FIGURE REMOVED figure 10-1 PRINTING CHECKS OR CHECK STUBS To print check stubs or checks-- . Press F1 (Write Check Stubs) to print check stubs for all employees for the date you select or press F2, F3, F4 or F5 to select a particular format for preprinted checks, then complete each step * Check stubs print two to a page on plain paper. * Year-to-date totals appear on each check stub. * Press Esc while printing to abort the report. . Enter the date when prompted, or press F10 for the payroll date. . Enter the payroll ending date when prompted, or press RETURN if you want to use the payroll date. . Enter the beginning check number when prompted. . Press Y (Yes) or N (No) to write or not write numbers on the checks. . Press Y (Yes) or N (No) to print or not print employees' addresses on checks. (Checks only) . Press A (All) or I (Individual) to print all checks or individual checks. . Press Y (Yes) or N (No) to choose or not choose an alignment test. (Checks only) CUSTOM CHECK FORMATS We have included the four most popular check formats for your use in PC-PAYROLL. This is three more check formats than most other software companies offer. We cannot add additional formats to our normal distribution disk because of limited disk space and future software enhancements. If you must use a custom check, a supplemental disk with additional check formats is available at $25 additional per year to cover special handling. If a custom format is not in our library, a one time customizing fee of $50 is required in addition to the annual fee. A hard disk is required to use the supplemental disk. 11 TAX DEPOSIT MODULE OVERVIEW Use the Tax Deposit Module (D) (Screen D.0.0) to enter payroll tax deposits to your bank, to the IRS, or with your state quarterly returns. If you enter coupon or quarterly return deposits, the Pay Period Totals report (Chapter 7) informs you when your next federal tax and FUTA deposits are due. State and local tax deposits are tracked and the unpaid balance displays; however, you are not informed as to when the next state and local deposits are due because of the many state variations. Figure 11-1 illustrates the Tax Deposit Menu. You can obtain information on the actual deposit you should make from several reports: . Pay Period Totals . Form 941 . Form 940 . State Quarterly Reports . Local Tax (PA residents) GRAPHICS FIGURE REMOVED figure 11-1 AVAILABLE FUNCTIONS Add New Data (F1) (Screen D.1.0). This function allows you to update your deposit data. To use this function-- . Press D from the Main Menu. . Press F1 from the Tax Deposit Menu. . Enter the date of the deposit (in the correct format) when prompted. * Press RETURN here without entering the date to return to the menu. . Enter the check number when prompted. . Enter the deposit amount when prompted. . Enter one of the following deposit codes at the prompt by pressing the appropriate number key: 1 - Federal Tax Deposits 2 - FUTA Tax Deposits 3 - State (1) Tax Deposits 4 - RESERVED 5 - Local (1) Tax Deposits 6 - RESERVED 7 - SDI Deposits 8 - Unemployment Taxes . Press the appropriate number keys (1 - 12) for the Month for Tax Liability, or press RETURN to enter the quarter. * If you don't enter a month, you must enter a quarter. The month is assigned as the third month in the quarter. . Press the appropriate number key (1 - 4) for the Quarter for Tax Liability. * If you enter a month, the quarter associated with that month is automatically assigned and the quarter prompt is skipped. . Enter one of the following payment codes, for record purposes only, at the prompt by pressing the appropriate number key. Modify Data (F2). This function enables you to change a record and contains all of the selections given in Add New Data (F1). To use this function-- . Press F2 from the Tax Deposit Menu. . Enter the Record # when prompted from the left column of the records listed or press RETURN for the next page of records. * Press RETURN after the last record to return to the Tax Deposit Menu. . Press the appropriate function key to select the item you want to change: F1 Date F2 Check Number F3 Amount of Deposit F4 Deposit Code F5 Month for Tax Liability F6 Quarter for Tax Liability F7 Payment Code . Press A for another record, P for the previous record, or N for the next record to view the records. . Press D (Delete) to delete the record. . Press M (Menu) to return to the Tax Deposit Menu. Sort File by Date (F3) (Screen D.0.0). This function sorts files by the deposit date. To use this function-- . Press F3 (Sort File by Date). * The data file is then sorted and the message SORTING displays. NOTE: The default deposit for the following reports is "federal tax". To toggle other taxes, press S at the Tax Deposit Menu. List ALL Records (F5) (Screen D.5.0). This function will list all records for the tax you selected, displaying the record number, date, deposit, month and quarterly totals. To use this function-- . Press F5 (List All Records) . Enter the beginning record number when prompted. * Press RETURN to begin at the first matching deposit. . Enter the ending record number when prompted. * Press RETURN to end at the last deposit. . Print the report by pressing F10 or press RETURN to continue to next page. . Press Esc to return to the Tax Deposit Menu. List Records for Quarter (F6) (Screen D.6.0). This function allows you to list all records for a quarter for the tax you selected, displaying the record number, date, department, month and quarter of deposit. To use this function-- . Press F6 (List Records for Quarter). . Enter 1, 2, 3 or 4 for the quarter. . Press F10 to print the report or press RETURN to continue to next page. . Press Esc to return to the Tax Deposit Menu. List Records for Month (F7) (Screen D.7.0). This function allows you to list all records for a month, displaying the record number, date, department, month and quarter of deposit. To use this function-- . Press F7 (List Records for Month). . Enter a number between 1 through 12 for the month, when prompted. . Press F10 to print the report or press RETURN to continue to next page. . Press Esc to return to the Tax Deposit Menu. 12 PC-PAYROLL/PC-GENERAL LEDGER INTERFACE OVERVIEW PC-PAYROLL now interfaces with Charter Software's PC-GENERAL LEDGER--a complete general ledger system for small businesses, nonprofit organizations and personal use. A hard disk is required for the interface to work. The single company version of PC-GENERAL LEDGER is $75 plus $3 for shipping and handling. If for any reason you are not satisfied, or cannot use PC-GENERAL LEDGER, the author, Gerry Fricke, offers a money-back guarantee on his software. He will refund your money immediately and you can keep the program, no questions asked. To obtain PC-GENERAL LEDGER contact: Charter Software P.O. Box 70 Monticello, IL 61858 Tel 212-762-7143 or 303-279-2060 Be sure to specify you want the PC-PAYROLL version. Peninsula Software, Inc. offers its portion of the interface module at no extra charge to requesters. The interface is not on the distribution disk, therefore, you must write us for our portion of the interface. *********************************************************** * * * Each product is supported by their respective companies.* * * *********************************************************** INSTRUCTIONS The PC-PAYROLL/PC-GENERAL LEDGER Interface is contained in PC-PAYROLL Version 3.02b and later releases. The interface PCPG.EXE is on disk #2 of PC-PAYROLL and is available upon request. You must install PC-PAYROLL and PC-GENERAL LEDGER (special PC-PAYROLL version) in the SAME subdirectory to operate correctly. A hard disk is required. To copy both disks to your hard drive, type-- C>cd\(your PC-GENERAL LEDGER subdirectory) C>copy a:*.exe c: To access the interface from PC-PAYROLL-- . Press G at any PC-PAYROLL module menu for the PC-GENERAL LEDGER Interface Menu (referred to as Menu from now on). . Press F1 (Add/Modify Account Codes) at the Menu. To enter account codes-- . Press the function key (F-key) (or Shift + F-key or Ctrl + F-key) to select the account. . Enter a valid PC-GENERAL LEDGER account code. . When complete, press Esc to return to the Menu. NOTE: You must have valid PC-GENERAL LEDGER account codes listed in PC-PAYROLL before creating the file. To create the file used for data transferred from PC-PAYROLL to PC-GENERAL LEDGER-- . Press F2 (Create PC-GENERAL LEDGER Interface File). . Enter the Payroll Date. . Review account data on the screen and print the report by pressing F10, if desired. . Press F9 to create the PC-GENERAL LEDGER interface file PCPGL.FIL (which is used to transfer the data). * A file is created and you will return to the Menu. * To exit from the Menu press Esc. To run PC-GENERAL LEDGER from PC-PAYROLL-- . Press F3 (Exit PC-PAYROLL and Run PC-GENERAL LEDGER) (You cannot return to PC-PAYROLL from PC-GENERAL LEDGER, but must exit PC-GENERAL LEDGER and type PAY. NOTE: If you don't immediately import the data inot PC-GENERAL LEDGER, and you compute another payroll, the new data will be appended to the previous PCPGL.FIL file. Once PC-GENERAL LEDGER imports the data from PC-PAYROLL, PCPGL.FIL will be deleted. DO NOT use the interface with a second company before importing the data into PC-GENERAL LEDGER. If you do, the second companies data will append to the first data file. Appendix A SPECIAL STATE INSTRUCTIONS ALABAMA uses the 0 marital status for single employees claiming no exemptions. ARIZONA state withholding requires a flat 10%, 17%, 22%, or 25% of federal withholding. This feature is incorporated by using the State Marital Status and entering the appropriate letter from the following chart: A = 10% withholding B = 17% withholding C = 22% withholding D = 25% withholding GEORGIA requires using the State Marital Status to incorporate five categories of marital status in the employee data. Make your entries based on Georgia Form G-4. Enter A, B, C, D or E from Form G-4. Definitions display in PC-PAYROLL when you select Georgia and are also in the state Employer Withholding Guide. MARYLAND uses the Form W-4 for the state withholding exemptions. Several counties and Baltimore have local taxes included in the state withholding. To incorporate this feature, enter the appropriate percentage of state withholding for the employee's county of residence as a whole number (for example, 20% = 20, 50% = 50) in the State Withholding Exemption Allowance. This automatically computes the appropriate state withholding. DO NOT ENTER the flat local tax rate in the System Configuration. Entering a number greater than 30 does NOT disable state tax withholding. Refer to Maryland Income Tax Employer Withholding Guide. MISSISSIPPI uses a dollar amount for state exemptions. You must take the dollar amount from the employee's Form 62-420, divide the amount by 1000 and round to the next lowest whole number. Enter this number in the State Withholding Exemption for the Employee in the employee data section of the program. The program does not handle the decimals that result when dividing the exemptions by 1000. The result of rounding will be minor differences in program calculations and state withholding tables. Entering a number greater than 30 does NOT disable state tax withholding. Refer to Mississippi Income Tax Employer Withholding Guide. NEW YORK CITY resident and nonresident local income taxes are included in this program. DO NOT enter a local tax rate for New York in the System Configuration. If your business is and/or the employee lives in New York City, enter the cities NEW YORK, BROOKLYN, QUEENS, BRONX, STATEN ISLAND, or YONKERS in ALL CAPITAL LETTERS in your company and employee data. If you do not enter this exactly, the local taxes will not compute. For a discussion on State Disability Insurance for New York, see the Glossary. NORTH CAROLINA uses a dollar amount for state exemptions. You must take the dollar amount from the employee's Form NC-4, divide the amount by 100, and round to the nearest whole number. Enter this number in the State Withholding Exemption for the Employee in the employee data section of the program. If no exemption is entered, the program will default to an exemption of $1100. An error message is displayed if no exemptions are entered or if exemptions exceed $8500. Entering a number greater than 30 does NOT disable state tax withholding. Refer to NC State Withholding Guide for the allowable deductions. Entering a number greater than 30 does NOT disable state tax withholding. Refer to North Carolina Income Tax Employer Withholding Guide. OREGON State Disability Insurance (SDI) is $.14 per day. This amount, based on an eight-hour day, is automatically computed for Oregon. SDI is based on a five-day week for salaried employees. It is suggested you activate the SDI override and let PC-PAYROLL estimate SDI. WASHINGTON requires withholding of industrial insurance, which is based on RATE x HOURS, where the rate is a dollar amount. Enter the SDI rate in the System Configuration. Appendix B INTERNAL REVENUE SERVICE REQUIREMENTS The Internal Revenue Service (IRS) requires employers to provide certain information on their employees and to make payments periodically. The list of various forms that follows is meant to enlighten a novice employer of certain requirements; however, it is not an interpretation of the law or court decisions. You will find more detailed information in the publications listed. FORMS Form 940 Must file annually, no later than Employer's Annual January 31. You must provide data Federal Unemployment on total payments to employees, (FUTA) Tax Return exempt payments and payments in excess of $7000 for each employee and you must calculate your FUTA taxes. You must provide information on state unemployment contributions, if required, in one or more states. You must pay any FUTA tax due when you file Form 940, which should be $100 or less. If your FUTA liability exceeds $100 during a quarter, deposit that amount by the 15th of the month, following the end of that quarter. Form 941 Must file quarterly, no later than Employer's Quarterly the end of the month following the Federal Tax Return end of a quarter (for example, April 30 for the first quarter). You must provide data on total wages subject to withholding, income tax withheld, taxable tips reported and social security taxes. If your federal tax liability (the sum of federal tax withholding, FICA withheld from employees and the employer portion of FICA) exceeds $500, you must also complete a record showing your liability based on the date the wages are paid. The balance due is payable with the Form 941 and should be less than $500 (if over $500, you should make deposits during the quarter). Form 8109-B Must file at authorized Federal Tax Deposit depositaries with your payment, Coupon based on the following criteria: Rule 1 - If you owe less than $500 at the end of the quarter, pay your taxes with Form 941. Form 8109-B is not required. Rule 2 - If you owe less than $500 at the end of any month, you do not have to make a deposit, as you can carry the taxes over to the following month within the quarter. Rule 3 - If you owe $500 or more, but less than $3000, at the end of the month, deposit with Form 8109-B within 15 days after the end of the month. Circular E carries an exception to this rule. Rule 4 - If you owe $3000 or more at the end of an eight-month period, divide each month into eight deposit periods (about every three days). If at the end of any eight-month period your undeposited taxes exceed $3000, deposit the taxes due within three banking days after the end of that eight-month period. Circular E carries an exception to this rule. Form W-4 The employee completes this form and Withholding Allowance gives it to the employer to show the Certificate number of withholding allowances the employee is claiming. It should be completed the first day of work. If the employee does not furnish the employer a W-4, the employer must withhold tax as if the employee is single with no withholding allowances. PUBLICATIONS Circular E Discusses the various federal Employer's Tax Guide taxes an employer and employee are subject to and provides withholding formulas and tax tables. It also provides discussions on employees; taxable wages; fringe benefits; tips; withholding allowances; social security taxes (FICA); deposit requirements; Federal Unemployment Taxes (FUTA); quarterly returns (Forms 941); Forms W-2, W-3, and W-4; Earned Income Credit (EIC) and tables on special classes of employment. All employees and payroll clerks should read this. Publication 539 Discusses independent contractors; Employment Taxes common laws, statutory, household, and part-time employees; general rules for withholding; family members; withholding; noncash fringe benefits; W-4 withholding allowances; employee tips; deposit requirements; FUTA taxes; Form 941 (Employer's Quarterly Federal Tax Return); Form 940 (Employer's Annual Federal Unemployment Tax Return (FUTA)); Earned Income Credit (EIC); and recordkeeping requirements. Appendix C CUSTOMER SUPPORT Peninsula Software, Inc. provides telephonic support for its subscribers. If you have questions relating to PC-PAYROLL call 804-874-7877 (ask for Department SW1). Office hours are from 9:00 AM to 5:00 PM (Eastern Time) Monday through Friday. If a telephone message system is active when you call, leave your name, state, day and telephone number, the best time to reach you and a description of your problem. You will be contacted as soon as possible. PROBLEMS If you need assistance with a particular problem, you will probably need to send us a sample printout of the screen or the report that indicates the nature of the problem. In addition, we usually need to know the sequence of events that led up to the problem. These events will normally lead us to the solution. Please answer the following questions before you call-- . The last name of the person who purchased the PC-PAYROLL subscription and zip code. . Do you use a hard drive? On what drive is your data located? . Have you added any hardware to your computer or changed the configuration? If so, what have you done? . Have you added any software, especially memory resident software? . Have you added any new employee's, especially ones that may have unique requirements? . What have you done which may be different from normal? . Have you had other software problems? . For form alignment problems, do you use a 24-pin printer or laser printer? Questions that concern normal computer use and are not related to our software--covered in a DOS manual--are billed at the rate of $50.00 an hour, 1/2 hour minimum. PRODUCT IMPROVEMENT We are always interested in improving PC-PAYROLL, however, we are now somewhat limited to available disk space. If there is something you would like to see added, please do not call. We need to see your suggestions in writing with a complete descriptions and why you believe it should be added to PC-PAYROLL (or Personnel Management). CHECK FORMATS Because of the limited disk space, additional check formats will not be added. We have included the four most popular formats, which are three more than most other software offer. If you use a custom check, please discontinue its use as soon as possible and select one of the standard formats. Custom formats may be eliminated without notice. See Chapter 10 concerning custom check formats. Appendix D ERROR CODES FOR PC-PAYROLL PC-PAYROLL can recover from most errors, therefore, most error codes are messages relating to the user. The most common codes are listed below. If an error message appears which is not listed, refer to the error codes in your BASIC Manual, or call Peninsula Software, Inc. for help. Error Code Message 0 UNKNOWN ERROR - Contact Peninsula Software, Inc. for assistance. Usually it is a STRING error relating to memory. 7 OUT OF MEMORY - The program is too large for your system. See your dealer to add more memory before using PC-PAYROLL. 24 DEVICE TIMEOUT - Check your printer and disk drive before continuing. 25 DEVICE FAULT - Hardware error. 27 OUT OF PAPER - The printer is out of paper or it is not on. Correct and continue with the program. 52 FILE NOT FOUND - Exit PC-PAYROLL, then begin again. Check the System Configuration to make sure all information is accurate. 57 DEVICE I/O ERROR - An error occurred on a device I/O operation. DOS cannot recover from the error. Check your disk drive and diskette for problems. 61 DISK FULL - The diskette is full. If you are using a floppy system, check the data disk for extra files. All the files on your data disk should have the extension Dxx (example: PCPE.D01), on the disk. xx is a number from 01 to 30. Any Bxx files are backup data and should be copied to another disk and then erased from this disk. In addition, there should be only one series of Dxx files on the disk, that is, all D01 files, or D02,.... 68 DEVICE UNAVAILABLE - Check your printer or disk drive before continuing. 70 DISK WRITE PROTECT - The diskette you are using is write-protected. Make sure you have the correct diskette and remove the write-protect tab before using. 71 DISK NOT READY - The drive door is open or the disk is not in the drive. Correct and continue with the program. 72 DISK MEDIA ERROR - The diskette has probably gone bad. Recover all the data you can by copying to a new diskette, and reformat the disk before reusing. Glossary Compress code Printer codes used to format printer output. The codes can vary among printers, but the majority of printers use code (or character) 15 to set the compress mode and code 18 to reset the printer. Check your printer manual for the proper code. Dates Throughout the program you are asked to enter dates, which you must enter in a specific format. The proper format of MM-DD-YY, for entering a date, follows: 2/27/89 or 2-27-89. If the month or the day are only single digits, you need not enter proceeding zeros (0). No other date format is accepted. Esc Used to exit the current report, screen, or menu. Pressing Esc from a report or screen returns you to the module menu. Pressing Esc from the Employment Data Menu exits Personnel Management. FUTA The FUTA is .8% and is automatically included in Personnel Management and PC-PAYROLL. Press a key Prompt displayed at the bottom of the menu. To make a choice, press the key and the computer will advance to the next menu, give you instructions, or make the computations and furnish the reports requested. Printed report Press F10 for printed reports, when prompted. The printer MUST BE ON and the paper aligned, and a report will print immediately. Prompt A request for the user to select a particular action by pressing a key or by entering a request for information and pressing ENTER/RETURN. RETURN Press the ENTER/RETURN key. State Disability Can be paid by employee/employer, Insurance (SDI) depending on the individual state requirements. Contact your SDI office for details for your state. The SDI defaults to 0. The typical SDI is handled as the FICA (the rate is entered then the wage cutoff is entered). In California, for example, the wage cutoff is $21,900; the dollar amount actually withheld (approximately $197.10) isn't entered. New York is SDI is computed with the maximum of $.60 per week (1989 rate), New York residents must enter $31.20 as the cutoff. Washington state (Industrial Insurance) is computed based on a dollar rate per hour rather than a percent of gross. Enter 25 cents per hour as .25. Toggle Press the function key and the menu selection will change to the next preassigned default setting. Continue to press the key until your selection appears. Unemployment Can be paid by employee/employer, Insurance (UI) depending on the individual state requirements. Contact your state unemployment office for further information for your state. The UI defaults to 3.4%, with a cutoff of $7000. Order Form 1990 Please send my 1990 subscription to PC-PAYROLL. I have enclosed a check for $95, which entitles me to the printed manual, support, and all updates for one year. Mail to: Peninsula Software, Inc. Department SW1 P.O. Box 2010 Newport News, VA 23609 For your convience, we will now ship COD. For COD orders, call toll free 1-800-432-5532 (ask for Department SW1). Give the answering service (or answering machine) your name, company name, shipping address (US Postal Service), city, state, zip code, telephone number, the time date of your call (spell any names or addresses which may be confusing). Please indicate that you wish to have PC-PAYROLL shipped COD. A $4.00 COD fee will be charged on COD orders. Virginia residents must add 4 1/2% state sales tax. Add $5.00 for shipping and handling to all orders. We're sorry, but we do not accept credit cards. Enclosed is my check for $100 ($95.00 plus $5.00 for shipping) (Virginia residents $104.50). Please send to: Name (primary user):______________________________________ Company:__________________________________________________ Address:__________________________________________________ City:_______________________ State:_____ Zip:_____________ Telephone:________________________________________________ Where did you get this copy of PC-PAYROLL?________________ __________________________________________________________