Business Assistant/Business Assistant.iso/acctg/payr222/config.stx

Text File | 1990-03-05 | 21.3 KB | 421 lines

Screenfile CONFIG.SCN   Screen# 01

This is the Configuration Menu of PAYUSCNF.EXE .  The program is accessed as a
menu choice from the main PAYUSA menu. It comes with built in defaults and you
can customize them from here. You only need reselect this menu when something
changes.  Any alterations are effective immediately and apply to all employees.
You can select just the function you need, or you can do all functions.  In
this series of example we select "F2  DO ITEMS 3 THRU 7 OF THE FOLLOWING" and
do it all.

Screenfile CONFIG.SCN   Screen# 02

This is the sub menu for configuration of items relating to the computer.  When
you run PAYUSCNF.EXE for the first time the Disk Set Up and Copy Test Files
options will be forced on you without going through this menu.

Screenfile CONFIG.SCN   Screen# 03

The screen colors  option checks your computer first to see if you are using a
Mono or Color  Card, and if color whether color is enabled. You only get a
color  choice if your equipment is capable of it. If your computer doesn't have
color equipment, color is set to Bright White and Gray on Black. These color
choice example screen only show properly on a color  monitor. This screen has
eight swatches of color  for you to choose from to use as a background color
throughout the PAYROLL USA system.

Screenfile CONFIG.SCN   Screen# 04

Once you have selected a background color  we need a prompt color  and a
contrasting data color .  The upper part of the screen is changed to the chosen
background color  and a sample prompt is written on it in each of the available
colors  so you can see how it looks against the background.  Then you pick a
color  and we go on to the next screen to look at data colors .

Screenfile CONFIG.SCN   Screen# 05

We now have background and prompt colors  fixed so we write the screen in those
colors  then give you a sample of Data in each of the available colors  and ask
you to choose one.  This way you can get an idea of what the combination will
look like - it can always be redone though if not satisfactory.  In some screen
colors  will be dimmed when windows pop up so we write "Do not Choose" if not a
recommended combination.

Screenfile CONFIG.SCN   Screen# 06

The above is the screen for setting up Disk and Printer. You can use any disk
drive for data. A hard disk is faster to access than diskettes and is strongly
recommended. Because of the size of the programs you must have a hard disk to
store them so you may as well use it for data too, but you could use diskettes
for data if the data files will fit and if you had a particular reason to do
so.  The notes on the screen about why we keep two copies of the employee files
are self explanatory. There is a run control flag in the configuration file
which will cause you to be reminded if you appear to be using the wrong
employee file, and which will cause the copy to be automatically done for you
and a backup will be offered first.

Screenfile CONFIG.SCN   Screen# 07

We identified and provided named fields for most common pay and deduction items
but in an attempt to be all things to all men we also provided miscellaneous
fields.  You can change the prompts for these items to say whatever you want
them to say.  The DEDUCTIONS can either be a flat $ amount or can be a
percentage of pay, at your option. California Companies may want to use DEDUCT
OTHER 1 for SDI.  Also in this example NON TAX REIMBURSE 1 has been used as
ENTERTAINMENT EXPN., and NON TAX REIMBURSE 2 has been changed to BUSINESS
GAS/OIL EX. These NON TAX REIMBURSE items are unusual and are optional, the
intention is to save issuing seperate expense checks by combining expense
claims with the paycheck.

Screenfile CONFIG.SCN   Screen# 08

On this screen you can make the above deductions a percentage of pay by first
setting Take PCent to TRUE then specifying the calculation details. Calculation
details cannot be accessed if Take PCent is false. One use for this is in
calculating California S.D.I. as in this example.  You may find other uses for
this feature.  ACTUAL pay is the gross pay before adding any Fringe Benefits,
TAXABLE pay includes Fringe Benefits (such as the taxable value of personal use
of a company automobile).

Screenfile CONFIG.SCN   Screen# 09

This is the sub menu for setting up the basis on which your employees are paid.
Whatever you set up here will apply to all employees who are eligible for that
item.  As we will see later, the individual employee records have 'flags' in
them which modify what they are eligible for.  Let us take a tour through the
options on the above screen and explain in more detail as we go.

Screenfile CONFIG.SCN   Screen# 10

This is where we set up overtime.  We tried to be user friendly all through the
PAYROLL USA system so you will often find helpful on line notes such as those
on the above entry screen.  There is little we can add to this one.  The bright
bar over the 1950 is the cursor.  It can be moved around the screen with the
arrow keys or WordStar compatible Ctrl key combinations.

Screenfile CONFIG.SCN   Screen# 11

Shift premiums apply mainly to industrial workers.  The employee entry screens
provide space for entry of hours in each category.  If you don't pay shift
premiums then set everything on this screen to 0.00 just in case you make an
erroneous entry on a shift hours line when entering hours for hourly paid
employees. (The rates shown here are added to the regular hourly rate ).

We have had enquiries about employees who are not on shifts but who may be paid
at several different rates during the same pay period depending on what kind of
work they are doing.  If there is no shift pay then the shift pay could be
adapted to handle this multiple pay rate situation by making their regular
hourly pay rate equal to the lowest rated work they do, then using the shift
pay as the DIFFERENCE between the higher rated work and the lowest rated work.
Up to 4 higher rated jobs (one for each of DAY, AFT, NIGHT, GRAVE) plus the
lowest rated job could be handled, though the higher rated jobs would still
show as Shift Pay addition on the screens and pay check.

Screenfile CONFIG.SCN   Screen# 12

You don't have to use the Vacation Accrual feature if you don't want to.  Your
salaried people may not need it if they are paid as usual while on their
vacation.  Benefits of using it include easily knowing how much is due on
termination, and for accounting (because your business has a liability to pay
accumulated vacation to employees). This screen determines what types of pay
are to be included in the calculation.  The percentage of pay is specified in
the individual employee records.

Screenfile CONFIG.SCN   Screen# 13

At first sight you may think you are looking at the Vacation Accrual screen
again, but this is the Sick Leave Accrual screen.  It operates in exactly the
same way as for Vacation, and its use is also optional.

Screenfile CONFIG.SCN   Screen# 14

This is where you can enter the details about your Company.  Information from
here is used in printed reports.  Note that we have allowed for the newer long
zip code format.  You may also continue to use the older 5 digit zip code.  The
same zip code formats apply on the employee address entry screens.

Screenfile CONFIG.SCN   Screen# 15

PAYROLL USA optionally prints out a Journal Entry for each pay cycle.  On this
series of screens you can enter your own G.L. Account Numbers. Entry is
optional, but if entered, they will be printed right on the appropriate Journal
items to make it easier to maintain your Accounting System.

Screenfile CONFIG.SCN   Screen# 16

There are several screens for entry of Account Numbers, this is just one more
of them.

Screenfile CONFIG.SCN   Screen# 17

Another account number entry screen

Screenfile CONFIG.SCN   Screen# 18

And yet another account entry screen.

Screenfile CONFIG.SCN   Screen# 19

This screen is an explanation of the optional account numbers which can be
entered on the next screen.


Screenfile CONFIG.SCN   Screen# 20

The last of the account number entry screens.  A lot of screens but you may not
need everything from each screen.

Screenfile CONFIG.SCN   Screen# 21

This is the start of the State Tax Table set up and the above screen contains
information relevent to handling multiple states.

Screenfile CONFIG.SCN   Screen# 22

Here we enter the name of the State (for printing on W2 forms etc.).  Also,
different States have tables for different Marital Status.  Here you select
which are valid for your State.  The employee entry screens will be edited
according to your answer here.  You will also have to ensure, on the later
screens, that tax tables are correctly entered for the status selected.

Screenfile CONFIG.SCN   Screen# 23

Details about SUTA and SDI .  THE DEFAULT SUTA RATES ARE INCORRECT, be sure to
change them.  Most States are experience rated, and some require a contribution
from the Employee.  We have provided for that possibility.

Screenfile CONFIG.SCN   Screen# 24

PAYROLL USA had the choice of three different METHODS of calculating State
Taxes. The methods used in New York and in California (the two biggest States).
Most States use the NEW YORK method (which is actually very similar to
Federal), but there are a few who differ and they can be handled with the XX
(Custom) method.

Note that XX is intended for use only by those States that have unusual
deductions (example if Marital Allowance is a percentage of gross pay, or if
Federal Tax or FICA is a deduction for State Tax purposes, or if State Tax is a
percentage of Federal Tax, then use XX ).

Candidates for XX (based on a 1987 survey) are Alabama, Kansas, Kentucky,
Maine, Massachusettes, Maryland, Missouri, North Dakota, Rhode Island.  There
may be others.  Oklahoma has the strangest taxes we have ever seen - makes one
wonder if the genius who set that up thought about national computerized
payroll programs as the State is too small to justify special logic to handle
it. Give us a call if you have problems with Oklahoma as we have a work around
to make it fit into other State's standards.

Just because your State charges one flat rate with no marital allowance and no
exemption amount does not mean you need XX, instead select NY and set the
marital allowances and exemption amount to zero.

Whatever the formula, the RATES can be changed by the user who just needs to
follow the prompts carefully.

Screenfile CONFIG.SCN   Screen# 25

In this case the California Method has been selected and here we enter two of
the required tables.  All the tax entry screens have been designed to look as
close as possible to the printed State manual.  For all States you need to look
at the annual exact calculation section of the State's Tax Manual. These
particular tables apply only in California.  Had the New York Method been
selected a different (simpler) screen would appear here for entry of Marital
Deductions, similar to the California Table 3 on the next screen, and it would
have asked for the annual value of one State exemption.

Screenfile CONFIG.SCN   Screen# 26

Another two tables. These two are required only for the California Method.
Other States (example NY method) use a marital allowance table which is similar
to the California Table 3 above, and had we chosen the NY method we would also
be asked for the annual value of one State exemption.

Screenfile CONFIG.SCN   Screen# 27

Here you tell PAYROLL USA how many lines are to be entered / displayed for the
main State Tax Tables.  You need one entry for each different tax rate used in
any one schedule (Single, Married, etc.) by your State. Here we have shown 6
because California uses 6 tax rates per schedule. This is taken from the Annual
Exact Calculation Method. Be sure you are on the right page of the State
manual.  If you have a manual handy you may wish to refer to it to see if you
can follow in it how the next screen is built.  This and the remaining State
tax set up screens apply to ALL STATES.

Screenfile CONFIG.SCN   Screen# 28

This is the default 1990 SINGLE Table for California.  Maintaining State tax
tables is a user responsibility.  Before first using PAYROLL USA for live
employees you should access these screens and compare them to your State manual
to ensure they are correct or to change them if necessary.  The terminology
used by some States may be different but it is usually possible to accommodate
them if you understand how the tax table works.  Please take a few minutes to
review the following:

First the employee's taxable pay for the pay period is grossed up to an annual
figure by multiplying it by the number of pays in a year. Next the annual value
of any deductions (marital allowance, exemptions, etc.) are deducted to arrive
at the net annual amount to be taxed from the above table.

Example, Taxable Pay of $535.00 per week times 52 weeks = Annual Taxable Pay of
$27,820 less Marital Allowance of say $3,000 = $24,820 less 2 exemptions at say
$1,000 each = $22,820 net taxable

Then PAYROLL USA starts at the HIGH end of the table and only works down if it
needs to.

Example using the above table, we start at level 6 and the first test is if
22820 is equal to or greater than 26380.  It fails that test so PAYROLL USA
drops down to level 5 and tests if 22820 is equal to or greater than 20873.  It
passes that test so no further reduction in table level is needed. Now all we
have to do is calculate the annual tax.

Annual State Tax = $720.92 on 20873 + ((22820 - 20873) x 0.0800)
                 = 720.92 + (1947 x 0.0800)
                 = 720.92 + 155.76
                 = 876.68

The State Tax for the weekly pay period is $876.68 divided by 52 = $16.86

Note that the 8% rate (0.0800) is charged on the DIFFERENCE between net taxable
pay and the highest entry in the table that is less than net taxable pay. It
follows that if the tax on $20,873 is $720.92 then the $720.92 is actually the
SUM of ALL the preceding tax brackets.  In most States the figures in the "This
Amount" column will be specified in the State Tax Manual but if they are not
then you can calculate them as in this example.

The level 2 "This Amount" is the maximum level 1 tax of $4,020 x 1% = $40.20

The level 3 "This Amount" is the maximum level 2 tax of ($9,528 - $4,020) x 2%
= $5,508 x 2% = $110.16 PLUS the maximum level 1 tax of $40.20 = $150.36

The level 4 "This Amount" is the maximum level 3 tax of ($15,035 - $9,528) x 4%
= $5,507 x 4% = $220.28 PLUS the maximum level 2 tax of $150.36 = $370.64 and
so on to the end of the table.

An example of different terminology which means the same thing might be for the
State Manual to say charge 1% on the first $4,020, then 2% on the next $5,508
then 4% on the next $5,507 etc.

Be careful of taxes that are shown as a discount, example the State Manual
might say if pay is less than or equal to $12,000 charge 6%, but if greater
than $12,000 charge 7% on the whole amount and subtract $120.00 from the
result.  The $120 is the 1% difference in tax rate on the first $12,000 so this
means exactly the same thing as saying charge 6% on the first $12,000 and 7% on
any excess.  The PAYROLL USA set up for this would be:

NUMBER OF LINES IN STATE ANNUAL TAX RATE SCHEDULE  2_ (one for each rate)

|  1   |  0____     Ignore     |     0.00           0.0600           Ignore      |
|  2   |  12000     Ignore     |   720.00           0.0700           Ignore      |

The $720.00 level 2 "This Amount" is the maximum tax at the level 1 6% rate
($12,000 x .0600)

In some States there may be more tax rates in the Single Table than there are
in the Married table (or vice versa).  Set NUMBER OF LINES IN STATE ANNUAL TAX
RATE SCHEDULE  to the schedule that has the maximum number of rates (because it
applies to all schedules), then on the schedule that has fewer rates leave the
unused entries at the LOW end of the table and set them equal to zeroes.  If
the above example was for Married and the Single table had an additional higher
rate for people earning over $18,000 then the set up for the Married table
would become:

NUMBER OF LINES IN STATE ANNUAL TAX RATE SCHEDULE  3_ (maximum rates, Single)

|  1   |      0     Ignore     |     0.00           0.0000           Ignore      |
|  2   |  0____     Ignore     |     0.00           0.0600           Ignore      |
|  3   |  12000     Ignore     |   720.00           0.0700           Ignore      |

DO NOT LEAVE ANY UNUSED ENTRIES AT THE HIGH END OF THE TABLE, if level 3 were
set to zeroes no tax at all would be charged because any taxable pay would pass
the first test of being equal to or greater than the highest level (and if the
tax at the highest level is shown as zero that is what would be charged).

Screenfile CONFIG.SCN   Screen# 29

Tax rate set up for Married, works exactly the same as Single but in some
States different rates and/or different break points might be used.  If your
State does not differentiate between Single and Married then complete the
Married table exactly the same as the Single table.

Screenfile CONFIG.SCN   Screen# 30

Tax rate set up for Head of Household. You will only see this screen if you
selected MARITAL STATUS CODES = SMH on an earlier screen.  If SMHO was selected
there would be another similar screen for OTHER.  You must select SM (for
Federal) even if your State does not differentiate between Single and Married
(in which case complete the Married table exactly the same as the Single
table).  You only need to add H or O to your selection of MARITAL STATUS CODES
if your State has seperate rates or breakpoints for Head of Household or Other.

Screenfile CONFIG.SCN   Screen# 31

This is the first menu in the Local Tax setup screens.  Here we choose a method
of calculating Local Taxes. In the following screens we will illustrate choice
"F2 OR, Use Local Tax Tables".  Choice F1 has even easier screens than choice
F2.

Screenfile CONFIG.SCN   Screen# 32

This is the sub menu for configuring Local tax tables.  We used New York City
as the model for setting up these screens. NYC calculates local taxes in much
the same way as NY State. The value of the marital allowances and exemptions,
also the rates of tax and breakpoints, differ but the method of calculation is
the same as the State (which in turn is similar to the Federal).  Note that the
rates shown for NYC are not up to date - as with State Taxes it is the user
responsibility to maintain local taxes, if you use them check this area of the
Configuration program to ensure you have the correct information for your
locality entered. Each employee can be flagged as exempt (our default) if there
are no Local Taxes in your area.

Screenfile CONFIG.SCN   Screen# 33

This screen is very similar to the equivalent State set up.  The entry in
"NUMBER OF LINES IN LOCAL ANNUAL TAX RATE SCHEDULE " depends on how many tax
rates your locality has per schedule.  See notes on the State screens. Some
localities charge a different (lower) rate of tax for people who work in that
locality but do not live there.  If this situation exists we also need an entry
for "NUMBER OF LINES IN LOCAL NON RESIDENT ANNUAL TAX RATE SCHEDULE" The tax
setup screen for each individual employee record has a place where you can
indicate if that employee is a non resident for local tax purposes.

Screenfile CONFIG.SCN   Screen# 34

Here is the Single local tax table.  It is set up in exactly the same way as
the State tax screens and the notes on the State screens are applicable here
too.

Screenfile CONFIG.SCN   Screen# 35

Here is the Married local tax table.  It is set up in exactly the same way as
the State tax screens and the notes on the State screens are applicable here
too.

Screenfile CONFIG.SCN   Screen# 36

This LOCAL NON RESIDENT EARNINGS TAX table was set up for NYC some years ago
and may be changed at a future date to make it more flexible for other
localities.  Nobody has contacted us and said it is inadequate, but we have a
feeling that some localities may handle non resident taxes differently and so
we welcome any examples you may wish to mail in.  In NYC non resident there is
no distinction between married and single, there is no marital allowance or
exemption amount, and all levels of income are taxed at the same rate. In place
of an exemption amount is the ANNUALIZED EXCLUSION which reduces as the taxable
income increases.  There is also a minimum amount of income below which no tax
is charged.  The steps involved in the NYC calculation are:

First, annualize taxable income and compare to $4000, if income is greater then
tax is payable, else tax is zero and we exit the calculation. Example, if
annual taxable is $3,900 there is no tax payable, but if annual taxable is
$25,000 then tax is payable and the whole $25,000 is the basis for the
calculation.

Second, find the applicable line in the table. Example, if annual taxable is
$25,000 then we use level 3 ($20,001 to $30,000) to find the ANNUALIZED
EXCLUSION of $1000.

Third, subtract the ANNUALIZED EXCLUSION from the annual taxable and charge the
tax rate on the balance.  Example, $25000 - $1000 = $24000 x 0.00450 = annual
non resident tax of $108.00