N This procedure adds up the initial YTD figures keyed in on conversion from anA existing payroll system (computer or manual) to our Payroll USA.L No changes will be made to the PAYUSA.DTA employee file which is read only.O The totals will be printed on your system printer. Have it switched on and the" paper lined up before proceeding.M Run this procedure before the first Payroll USA pay cycle so that if you areL out of balance then you can still fix it. This procedure may be run as manyO times as needed. The Payroll USA employee YTD screens will be locked after theO first pay cycle as they are normally maintained by the system for integrity ofN the W-2's etc., so be sure everything balances to your existing system beforeN doing that first pay. More information will be printed in the report heading.J Be sure printer is switched on and paper lined up for 2 page report, thenU
E PAYROLL USA - INITIAL TOTAL OF TRANSFERRED YTD FIGURESE ======================================================
Printed
From File J For use on mid year start up when balances are transferred from an9 existing payroll system - computerised or manual.F The figures shown below should balance to your existing systemE BEFORE running the 1st pay cycle on PAYROLL USA. Required forI accuracy of W-2 forms and for accurate calculation of items whichH have upper limits (FICA, FUTA, SUTA ) - for this purpose also beK sure that the FUTA Wage, SUTA Wage, and various applicable 941 WageH items towards the end of the next page are correct. Include thisJ year's terminated employees (but show Employee Status = T ) if you2 wish W-2 forms to be printed for them too.H If out of balance, find which employee is wrong then change thatI employee's YTD figures in PAYROLL USA through the employee updateJ function. You may do this at any time BEFORE the first pay cycle -H after that the YTD screens will be locked. Run this procedure asJ often as required to get in balance. It is just a simple addition,F like running an adding machine tape, it changes nothing on the
employee file.
5 Deductions, etc., continued on Next Page ....I PAYROLL USA - INITIAL TOTAL OF TRANSFERRED YTD FIGURES - PAGE 2
There are presently
employees on this fileU
8#RP1
Employees Processed =
Employee File D is missing. You have to key in some employees before you can total= their YTD. Try again, but do it before the first pay cycle.U
hQRSP
8#RSP
F This procedure is for PAYROLL USA Special Pay Cycles where only a fewM employees are to be paid. The last pay cycle should have been made permanentO and a backup done first before running this procedure. This procedure will askI you to verify your intentions if this has not been done. Press the PrintL Screen key (Shift PrtSc on older computers) after each screen if you want aO permanent copy of these instructions. You will be given an opportunity to exit% this procedure with no changes made.
The steps to follow are:J 1. Select the INACTIVE option. This will make everybody's EMPLOYEE STATUSK CODE invalid before the special pay cycle by turning on the high bit ofF the Status Code. The status code will then look strange (a graphicM character probably) but is easily later restored to its original value by7 turning the high bit back off again (Step 5 below).G 2. The required employees should then be made ACTIVE by changing theirK EMPLOYEE STATUS CODE to A using the regular Payroll USA Employee Update: procedure. Also key in hours etc. for the special pay.H 3. Run the pay cycle as normal, but make the pay date different (e.g. aK day earlier or later) than normal so that a seperate backup can be doneE as the backup filename is based on pay date. Only those employeesH manually made ACTIVE will be paid. Ignore any messages about InvalidI Status Codes. Print Cheques, Current Payroll Register, and Journal as
normal.E 4. If everything looks good make the special pay cycle permanent andI create a backup as normal. If it was absolutely necessary to make theK special pay date the same as a regular pay date be sure that a seperateL diskette is used for this special pay backup else the regular pay backupH will be overwritten. (Because Backup Filename is based on pay date).D 5. Run this procedure again and select the ACTIVE option which willL restore the original EMPLOYEE STATUS CODES for everyone by switching off$ the high bit of the Status Code.I 6. If the people who participated in the special pay no longer should beF active, change their EMPLOYEE STATUS using the regular Payroll USA
Employee Update procedure.% PRESS A KEY TO INDICATE YOUR CHOICE:$ -----------------------------------E 1 = Make all employees INACTIVE prior to set up of Special Pay CycleD 2 = Restore regular (ACTIVE) Status Codes after a Special Pay Cycle3 3 = OOPS! - EXIT THIS PROGRAM WITH NO CHANGES MADE
D You wish to make all employees inactive, yet the last pay cycle hasE not yet been made permanent. You should only proceed if the results@ of the last pay cycle were erroneous and are to be thrown away.C If the last pay cycle is made permanent AFTER running this programE the results of this program will be overwritten. If you are in factB re-running the last pay cycle then be sure you indicate that whenD prompted by the Payroll USA Employee Update and Pay Cycle programs.F If the last pay cycle was a good one then exit this program now, makeA the last pay cycle permanent by running the Payroll USA Employee5 Update program, then re-run this ACTIVE.EXE program.I You wish to restore the original Employee Status Codes, presumably afterC doing a special pay cycle where most employees were made inactive.F However, the results of that special pay cycle have not yet been madeB permanent. If you proceed then later make that special pay cycleC permanent the results of this program will be overwritten and most" employees will still be inactive.F You should proceed only if for some reason you have changed your mindF and no longer wish to do a special pay cycle, or if one has just been7 done and you no longer wish to keep the results of it.I If the special pay cycle was a good one then exit this program now, makeD the special pay cycle permanent by running the Payroll USA Employee' Do you wish to proceed (Reply Y or N),! ( Press N if you wish to EXIT )
C Employee File not found, nothing to process. Press any Key to Exit
Missing File is
Employee's Processed =
PAYUSA.TMP
PAYUSA.INXU
0 Hmmm... Probably Something Not Quite Right Here
>XQ-u
>UQ-u
M This is a PAYROLL USA Utility procedure which allows changes to the EmployeeI Number and Employee Social Security Number (SSN). Once these numbers areO entered when an employee is first added the cursor will not go to these fieldsF on the Employee Update screens. The reason for this is because SSN inL combination with Employee Number (if used) is the key to the records on theM file. Each employee has several records and they are linked together by thisO key. Therefore if the key is changed it has to be changed everywhere it occurs. in the file, and the index has to be rebuilt.J Originally we never anticipated a need to change the SSN, but in practiceL there are some new employees who do not yet have a SSN, and mistakes in SSNL are sometimes made when adding an employee. For those who are waiting for aJ SSN to be issued use 000-00-0000 to pay them. That will remind you that aO change is needed. As long as they have different employee numbers several suchF employees can exist on the file. When the real SSN is issued use thisO procedure to change the 000-00-0000 to the real number. This should be done asK soon as possible and must be done before year end if the correct SSN is toA appear on the W2's (else you will have to change them manually).M This simple procedure can change only one such employee each time it is run.H There must be enough free space on the disk for the procedure to make a2 temporary copy of the employee file (PAYUSA.DTA).1 Do you wish to change a key ? ( Reply Y or N )
FIND EXISTING KEY
-----------------
SOCIAL SECURITY NUMBER
EMPLOYEE NUMBER
CHANGE IT TO NEW KEY
--------------------U
'New Key is same as Old Key - Try Again
+ Employee File not found, missing file is
ANY KEY TO EXIT
PAYUSA.TMP
@ New Key already exists. ANY KEY TO ABORT with no changes made.$ Key has been changed as requested.? Existing Key not found. ANY KEY TO EXIT with no changes made.U
D You have NOT made the results of the last pay cycle permanent yet.L Unless you are going to re-run the last pay cycle the changes made by thisK program will be erased when you do make the results of the last pay cycleK permanent. If they are so erased, be prepared to run this program again.
ANY KEY TO CONTINUEU
M This procedure will restore files backed up full size by the routines in ourH PAYROLL USA system. It is designed to handle files that will fit on oneN diskette and that diskette will contain one or more directories named for theG pay date, example 910315IN. If your employee files will not fit on oneM diskette then see our documentation file BACKUP.TXT for alternative backup /
restore methods.O This procedure will not restore files backed up with the DOS Backup procedure,I nor will it restore files backed up by other proprietory systems such asB Fastback, nor will it restore compressed .ARC or .ZIP etc. files.K In most cases this procedure will be able to automatically determine whichI directory the files were backed up from and it will restore them to thatF directory. If it cannot determine where the files belong it will ask.K Diskettes can have internal labels and with the 1990 and later versions weH will be writing and checking those labels on backup diskettes where theM procedures detect that multiple employee files exist (e.g. Accountants doingL payroll for several seperate clients). This is to help ensure that seperateH diskettes are used for each of the multiple employee files and that theJ correct diskette is inserted (to reduce the possibility of multiple files
being mixed up).K Note that the restored files will replace your existing files on the inputH directory only. In order to re-create the output directory (for checks,L reports, future pay cycles etc.) you also need to re-run the pay cycle thatH these restored files were input to. Hours etc. will already be entered.J Assuming taxes have not changed then all you need do is run the pay cycleN giving current and next pay dates equal to the original dates. If the messageG about re-running the pay cycle appears when doing this then reply "Y".L Before restoring files you should ensure you have a backup of your existingK files in case the restore does not fix your problem and the existing filesN need to be put back. Backups are normally done as part of making the last payK cycle permanent, or see documentation file BACKUP.TXT for alternate backup methods.U
# WHICH DISK DRIVE TO RESTORE FROM ?
(Press A, B, C, etc. )
) Insert correct backup diskette in Drive + then press Y, or press N to abort restore
)!8#0
PAYUSA.CNF
:\KCannot access backup drive, no files copied. Fix drive and restart program.
PRESS ANY KEY
\! Copying backed up data files to
PAYUSA.CNFO Do you wish to also restore the Configuration File that was in use at the timeN the backup was made. This will restore all options and defaults the way theyM were, but it will overwrite your existing Configuration file and any changes3 made in it since the backup was made will be lost." Press Y to Restore Configuration,
-OR-1 Press N to leave existing Configuration in placeN Restore of input directory is Complete. Hours etc. should already be enteredN but you may make changes if necessary. Remember to Run a Pay Cycle using theM original dates to create the output directory before printing any reports orL before re-running any pay cycles that are later than the pay date this file
was input to.I Be extra careful with the messages about re-running pay cycles or makingL changes prior to re-running pay cycles. Until the output directory for theM restored input files has been created you are actually re-running the backedK up pay cycle so reply Y. If you run any other pay cycles after that firstE one, they are not re-runs but new pay cycles (at least as far as the
programs are concerned).D Example, monthly pay for December is wrong, you find this is due toG something that went wrong in October so you restore the October files.G You fix the error (a change prior to re-running October, so reply Y ),@ you run the October pay cycle (a re-run, so reply Y ), then youI re-enter November hours (not a re-run, reply N to make October permanentJ first), etc. Nothing from this point on is a re-run as far as the programD is concerned because it lost all trace of the original November andD December figures when October was restored. Press Print Screen (orM Shift and PrtSc on older keyboards) if you wish to print this for reference.
ANY KEY TO EXIT U
# Press Y to Continue, or N to Exit
:\- That drive is invalid. Any key to try again.
The available files are: ??????IN.N Select a file that is named for a pay date ( YYMMDDIN, example 891215IN ) andM enter its name or just press Enter if no files are listed or if the file you
want is not listed." Enter File Name to Restore From :; Press Y to try another backup diskette or press N to Exit @ That file not found. Check your spelling. Any key to try again.
Cannot find
PAYUSA.CNF- Configuration file to determine which targetN directory to restore these files to. Enter full DOS path name of your normal= input data directory for these employees (example C:\PAYIN )K Please do not guess as that may result in the loss of data. If you are notI sure then enter something that is definately invalid (example C:\XCVBD )L then you will be given an opportunity to exit. If this program was startedE directly from the DOS prompt try restarting it as a menu choice from
PAYUSA" and your troubles should be over.
Enter Target Path Name :: That path not found. Press Y to try again, or N to Exit. U
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GOVERNMENT REPORTSFThere is a seperate procedure which prints the Quarterly 941 (Fed. TaxIReturn) and the Quarterly State Unemployment Reports, also the Annual 940H(Federal Unemployment) and Annual W-2 (Employee Wage and Tax Statement).BInformation for those reports can be obtained from the YTD PayrollGRegister by printing the YTD at the end of each quarter and subtractingIthe prior quarter YTD totals, but it is far easier to have the program doEit for you. We want you to Register (or we do not make any money) soGGovernment Reports are available ONLY TO REGISTERED USERS. If you haveInot yet Registered (paid Anthistle Systems for PAYROLL USA) you should doDso as soon as you are finished evaluating PAYROLL USA. A new set ofFdisks will be sent to you when you Register and they will include that@procedure. It can be run from the MAIN PAY MENU by selecting theBsub-choice "F4 = PRINT GOVERNMENT REPORTS (REGISTERED USERS ONLY)"U
PAYUSYTD.DTA
(PAYROLL REGISTER Page
================! PROCESSED ON U
( U
YES
NOU
( U
GRAND TOTAL
PAY PERIOD
*************
SUB-TOTAL
G.L. ACCOUNT
AND BRANCH /
DEPARTMENT
CODE BREAK
*************
8#RSP
8#RSP
Payroll USA Pay Register
Using
File for this Payroll Register
This file contains the
PAYUSYTD.DTA
YTD figures!CURRENT (most recent pay) figuresGWe strongly recommend that you print a YTD Payroll Register at least atJthe end of each Quarter (each Month is better). A CURRENT Payroll RegisterIshould be printed after each pay cycle as a permanent record of that pay.F Be sure printer is on and paper is lined up. Press a Key to Continue
DUMMY DISTR KEY" READING ACCOUNT EXTRACT FILE FOR
YEAR TO DATE FIGURES
CURRENT PAY PERIOD FIGURES
RECORD NUMBER
8#RSP
PRINTED:
Page
/SUMMARY JOURNAL ENTRIES FROM PAYROLL USA SYSTEM
FOR YEAR TO DATE
FOR PAY DATE U
8#<Bw
ACCOUNT>DESCRIPTION NUMBER DR. CR.>----------- ------ --- ---
Gross Pay Debit split by
GL/Branch/Dept./Project:
ADJUST(ROUND)
----------- -----------
TO RECORD EMPLOYEE PAY
=========== ===========O * YOUR ACCOUNT NUMBERS CAN BE PRINTED IF ENTERED FROM THE CONFIGURATION MENU *) (Select F5 - Your Company Information)U
8#RSP
8#RSP
FUTA less St.Cr.
COMPANY SUTA
COMPANY FICA
----------- -----------
TO RECORD ADDL. EMPLOYEE EXP.
=========== ===========U
8#RSP
8#RSP
8#RSP
8#RSP
8#RSP
8#RSP
, BE SURE PRINTER IS ON AND PAPER IS LINED UP
ANY KEY TO CONTINUE
8#<Bw
Payroll USA Summary Journal
PAYUSYTD.DTA
ACCOUNTING SYSTEMJThis procedure creates Journal entries which are usable with any doubleJentry accounting system (even a manual one). Your G.L. A/c Numbers can beEentered at the Configuration Menu and will be printed on the Journal.) ALL DONE - ANY KEY TO RETURN TO THE MENUU
/CR/CR
/CRRU
/CR/CR
/CRRU
Payroll USA NewViews & Translating to NewViews Pop Up Format Input: Output:
NVPAYMNT.POPK The Output File NVPAYMNT.POP is an Expense Debit entry which will be readyH to Block Import into your NewViews Accounting system. See the suppliedC file \PAYPGMS\NEWVIEWS.DOC for complete instructions, and the file? \PAYPGMS\NVPCHART.POP for the initial NewViews account set up.KNOTE that when this NewViews interface was first set up in mid 1987 KNewViews did not have a payroll module of its own and we were hoping to Kcome to an agreement with the NewViews authors for Payroll USA to be the Kofficial NewViews payroll. Because NewViews then developed its own payrollKwe have not made any changes to our interface since 1987. We do not have aKcurrent copy of NewViews and therefore cannot guarantee the interface stillKworks ! As at 3/1991 we do not know if we actually have anybody still Kusing this interface and are considering deleting it. IF YOU HAVE A USE KFOR IT PLEASE LET US KNOW OR IT MAY BE GONE IN THE NEXT RELEASE.
FICA (Soc Sec.) COCONFICA
FUTA COCONFUTA
SUTA COCONSUTA
FUTA State Credit
FUTACREDIT
Advance EIC Credit EICCREDIT/ ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
8#RSP
>i} u
>m} u
8#RSPU
8#RSPU
8#RSPU
8#RSPU
)!8#0
Payroll USA Print Empl. Labels I Ready to print Employee Name and Address Labels. This Routine prints onI standard 3 1/2" x 15/16" Continuous Form Labels (One Across, Pin Feed).J It is all or nothing. You cannot select which employees will be printed.9 Need not be run each pay, just whenever you need labels.! Want to Continue (Reply Y or N)
PAYUSA.DTA
PAYUSA.DTA is missing
Press Any Key to Exit
Skip Terminated Employees
Print ALL, incl. Terminated
POP= Please ensure printer is on and sufficient labels are loaded
then press any key.= Did the first label line up OK ? Adjust printer and Press N9 to print it again, OR Press Y to print remaining labels / ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
>.NYu
>.NNu
>,RTt
!EMPLOYEE INFORMATION PRINTED ON
===============================
SSN EMPL NUM
PREV EMPL NUM
SURNAME
FIRST NAME
STREET
PHONE
TOWN
STATE ZIP CODE
MARRIED
YR BORN
MO BORN DAY BORN
OCCUPATION
EMPLOYEE TYPE
EMPLOYEE STATUS
YR LAST REVIEW
MO LAST REVIEW
DAY LAST REVIEW
YR NEXT REVIEW
MO NEXT REVIEW
DAY NEXT REVIEW
PAY METHOD
SALARY TERRITORY
SALARY LEVEL
SALARY PERFORMANCE
ANNUAL SALARY
HOURLY RATE
PAY FREQ
OVERTIME PERMITTED
VACATION ACCRUAL P'CENT
VACATION ALLOW
VACATION TAKEN
SICK ACCRUAL P'CENT
SICK ALLOW
SICK TAKEN
START YEAR START MO
START DAY END YEAR
END MO
END DAY
REASON TERMINATED
EMPLOYEE'S BANK ROUTING CODE
BANK ACCOUNT NUMBER
EXEMPT FED TAX
VOL FED ADDTNL WHOLDG
NUM OF FED EXEMPTIONS
EIC W5 FILED
EIC W5 SPOUSE FILED +EXEMPT SOCIAL SECURITY AND EXEMPT MEDICARE /FEDERAL OR STATE EMPLOYEE PAYING MEDICARE ONLY
EXEMPT FUTA
EXEMPT STATE TAX
VOL STATE ADDTNL WHOLDG
NUM OF REG. STATE EXEMPTIONS
NUM OF ADDL. STATE EXEMPTIONS
EXEMPT SUTA
EXEMPT LOCAL TAX
NUM OF LOCAL EXEMPTIONS
NON RESIDENT FOR LOCAL U
8#RP1
8#RP1
8#RP1
8#RP1
Payroll USA Print Empl. Info K Ready to Print Employee Basic Information. This routine prints the firstK three screens of each Employee Record. It need not be run every pay, justK whenever you need a fresh set of listings for your Personnel Files. It isK all or nothing, you cannot select which employees - use Shift PrtSc from0 the employee screens if only 1 or 2 are needed.! Want to Continue (Reply Y or N)
PAYUSA.DTA
PAYUSA.DTA is missing
Press Any Key to Exit
Skip Terminated Employees
Print ALL, incl. Terminated
Please ensure printer is on* and paper is lined up then press any key./ ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
>.NYu
>,RTt
6*** ERROR - VOID CHEQUE, AMOUNT ZERO OR NEGATIVE ***
Hundred
Thousand
and Zero and
/100 U
** ERROR **
REPORT PRINTED:
PAGE:
E PLEASE DELIVER THIS REPORT TO YOUR BANK. FAX DELIVERY MAY BE O.K. ATF THE BANK'S OPTION IF THE BANK KNOW YOUR SIGNING OFFICER AND CAN PHONE6 BACK TO CONFIRM THE TRANSFER IS O.K.F =====================================================================
Telephone:
Extn ______!Contact _________________________!Department ______________________)EMPLOYEE PAYROLL - BANK TRANSFER OF FUNDS)=========================================
TRANSFER FROM:
-------------
Bank Routing Code
Bank Account
Total Transfer:
Employees
Total Transfer: $GPlease transfer funds from our account identified above to the accountsDof the employees listed below and on any attached sheets bearing the
same timestamp (*Funds must reach destination accounts by: ISignature of Authorised Signing Officer _________________________________
Bank Account @ =========================================================3ROUTING CODE ACCOUNT# AMOUNT EMPLOYEE NAMEU
8#RP1
FThis report printed from the PAYROLL USA payroll system for the IBM PC2 Authors: Anthistle Systems & Programming Ltd. /
-----------
TOTAL TRANSFER $
(for
Employees)
===========
8#RP1
8#RSP
PAYROLL USA BANK TRANSFER I This procedure will print a list of bank account numbers and amounts forI transfer of employee pay directly from your bank account to the employeeI bank account. This requires that the necessary bank account numbers andG routing codes have been entered in the individual employee records (onH the second of the two employee basic information screens) and that yourC own bank account information has been entered in the ConfigurationF section of this program (Configuration Menu Choice "F5 = Your Company
Information" )H The employee needs a statement of pay. If you have not already done soF you can print that from the previous menu with choice "F2 = Print Pay# Slips" when this procedure is done, Be sure printer is on and paper is lined up
PRESS ANY KEY when ready
PAYUSCUR.DTA
J There are no employees who were paid in the last pay cycle. Are you sureG the last pay cycle was a good one ? In any event, there is nothing to
print.! ALL DONE - PRESS ANY KEY TO EXITU
8#RSP
: TOO MANY EDIT ENTRIES TO FIT ON SCREEN - ANY KEY TO EXIT
Use Arrow Keys then EnterU
PRINTED:
Page
"INDIVIDUAL PAYROLL ITEM REPORT ON
FOR YEAR TO DATE
FOR PAY DATE L Note: If report contains sub totals they are based on sort keys entered onK Employee Hours Entry Screen for most recent Pay Period. If these are YTDK figures any sub totals are based only on the most recent pay's sort keys.3SSN EMPLOYEE# FIRST AND LAST NAMES U
8#<Bw
SUB TOTAL
GRAND TOTALFThis Report Printed from the PAYROLL USA payroll system for the IBM PC3( Authors: Anthistle Systems & Programming Ltd. /
GL =
/BRANCH = /DEPT =
/PROJECT =
, BE SURE PRINTER IS ON AND PAPER IS LINED UP
ANY KEY TO CONTINUE
8#<Bw
Payroll USA Reports
PAYUSYTD.DTAI This procedure allows you to print a report on your choice of individualI payroll items. On the next screen you can select any one item to reportG on by moving the cursor with the Arrow Keys to the item of your choiceH and then pressing Enter. The cursor will move up, down, left or right,E so it can quickly be moved around the screen. If you need more thanG one item let the first item finish then select this procedure again to
do the next item.I The report will print a list of those people who have that selected itemJ together with totals. Useful for providing lists of what has been earnedG or contributed by whom. Example, your health care carrier will need a' list of health care premiums deducted.G The report can be printed for the current pay, or for the year to date
pay. You have selected:
YEAR TO DATE FIGURES
CURRENT PAY PERIOD FIGURES' ANY KEY TO SELECT AN ITEM TO REPORT ON
REPORTING ON
FROM
RECORD NUMBER
D The file is empty, there is nothing to print. Either no employeesD were paid (perhaps no hours were entered) or the last pay cycle wasD aborted before it was finished. Try re-running the pay cycle before= printing reports. Press ANY KEY to Terminate Report Printing
) ALL DONE - ANY KEY TO RETURN TO THE MENUU
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6*** ERROR - VOID CHEQUE, AMOUNT ZERO OR NEGATIVE ***
Hundred
Thousand
and Zero and
/100 U
** ERROR **
E*** ERROR - Employee has too many Pay Detail Entries to fit on Check
(
F PAYROLL CHECK REGISTER Page
2 =======================! PROCESSED ON H Check Check Employee Name Check H Number Date (Payee) AmountI ------ ---- ------------- -------U
CURR. & YTD PAY
, Empl# U
K This is a special line up routine for LASER PRINTERS. Since we cannot moveI the paper in the printer we have to move the image on the paper. We areJ NOT going to change the printer's ORIGIN or TOP MARGIN settings from thisK routine. If the adjustments from this routine do not do the trick you mayH have to change the ORIGIN and/or TOP MARGIN manually from the printer'sL Front Panel and try again. Be sure the rightmost characters are not pushedF off the check and that the pay details are not pushed below the paperH perforations. If the image cannot be moved high enough up the paper try( changing the printer's TOP MARGIN to 0.I This routine will allow you to move the image down the paper by printingG empty lines at the top of each check, and across the paper by printingG blank characters at the start of each line. You will need to find theH setting for your printer by trial and error, but once found keep a noteI of it so you can reduce the line up forms wastage for future check runs.
1 Enter Numeric Digits Only, in the range 0 to 42 = NUMBER OF EMPTY LINES TO INSERT AT TOP OF CHECK =======>
1 Enter Numeric Digits Only, in the range 0 to 10 = NUMBER OF BLANK CHARACTERS TO INSERT IN LEFT MARGIN ===> H To line up the FIRST Check we will print a dummy Check repeatedly untilL it is lined up (you can re-set the empty lines and blank characters between< each line up) then we will start with the first real Check.J Please be sure there are sufficient single sheet laser check forms in theE paper cassette to process all checks for this run then PRESS ANY KEY
PRESS ANY KEY
= Is the dummy Check lined up ? (If not, we will do it again)
Reply Y or N H Please Enter the Check Number of the Check we are about to Print. NoteG this is the first good Check, do not enter the number from any spoiled
line up Checks" Use a Maximum of 8 Numeric Digits> Please Enter the FIRST Check Number ORIGINALLY PRINTED before
the printer problem.GWe are going to find the start position, be sure spelling and text caseJentered in response to the following First Name / Surname prompts is EXACT&Enter First Name from last Good Check #Enter Surname from last Good Check
#** Sorry No Match found - TRY AGAINU
Print REGULAR Pin Feed Checks
Print LASER Checks
PRINTING PAYROLL USA LASER PAY CHECKS
ANY KEY TO CONTINUE
A Multi-Purpose Check forms for LASER printers are available from:N DELUXE BUSNS. FORMS, 1275 Red Fox Rd., P.O. Box 64181, St.Paul, MN 55164-9635OFor Ordering Information or FREE samples, Call DELUXE Toll Free, 1-800-328-0304L You need check form 091193. Optional matching window envelope form 091500.K Approx. check prices: 500 $54.95, 1000 $74.95, 2000 $129.95, 3000 $174.95M IMPORTANT - for fastest service please mention keycode CO5778 when placing6 forms orders with DELUXE. (Letters CO, Numbers 5778)O
M The check is on the TOP part of the form, the bottom is a plain stub. If youI have existing checks that are reversed, stub on top check on bottom, tryN line up 1/3 way down so top stub is not used & pay details print below check.O
PRINTING PAYROLL USA PAY CHECKS
ANY KEY TO CONTINUE
M Multi-Purpose Check forms are available in 1, 2, or 3 part (depends how many< copies you want to keep) in quantities of 250 and up, from:L You need check form 091004. Optional matching window envelope form 091534.J Alternative Forms Suppliers: This is a widely available check form, mayL also be used for Accounts Payable. Size 9.5 x 7 inches (8.5 x 7 detached).G The check is on the TOP half of the form, the bottom is a plain stub.; Company Check Envel. Toll Free= Moore Business Products 7030 39H15149 1-800-323-6230= NEBS 9025 775 1-800-225-6380OIf you have existing checks that are reversed, stub on top check on bottom, tryPline up 1/2 way down so first stub is not used and stub prints on next check set
PAYUSCUR.DTAK There are no checks to print from the last pay cycle. Either no employeesL were paid (perhaps no hours were entered) or the last pay cycle was abortedM before it was finished. Try re-running the pay cycle before printing checks.* Press ANY KEY to Terminate Check Printing
Print ALL Checks)Printer problem, restart part way through
PAYUSytd.DTA
H Please remove check forms from printer and replace with plain paper forI the Check Register Print. Note that any extra lines and columns used to= position the image on the check form will no longer be used.H If, in addition, you manually changed the printer ORIGIN or TOP OF FORMJ settings for the check printing put them back to their normal values now.@ Please Remove Checks from the Printer, then Insert and Line Up* Plain Paper for the Check Register Print
PRESS ANY KEY when Ready @ Total Checks Issued U
paydb3.dbf
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PAYDB3.DBF
Payroll USA dBASE III 0 Translating to dBASE III / dBASE IV .DBF Format Input: Output:
PAYDB3.DBFG The Output File PAYDB3.DBF will be ready to use (i.e. needs no furtherE translation) with your dBASE III or dBASE IV system. (And with otherF popular productivity programs, such as Quattro, which can import .DBF
files.)
Record No.
/ ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
PAYBASIC.DBF
>i} u
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PAYINCOM.DBF
>0N2u
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>0N2u
PAYDEDCT.DBF
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PAYNETGV.DBF
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Payroll USA dBASE II D NOTE: dBASE II is now obsolete. It has long since been replaced byE dBASE III and then by dBASE IV. As at 3/1991 we plan to delete thisH translation utility in the next release. PLEASE ADVISE US IF YOU STILL) HAVE ANY USE FOR IT OR IT WILL BE GONE !
ANY KEY TO CONTINUE
Translating
File to dBASE IIH Because dBASE II has a maximum of 32 fields per database 4 Output FilesH are necessary. These files will be ready to process with your dBASE II3 System (i.e. no further translation is necessary).; Creating PAYBASIC.DBF - Basic Name / Address / Hours Info.
Record No.
. Creating PAYINCOM.DBF - Employee Income Items, Creating PAYDEDCT.DBF - Employee Deductions9 Creating PAYNETGV.DBF - Employee Net Pay / 941 Liability/ ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
"YES"
"NO"U
PAYLOTUS.DIF
TABLE
VECTORS
TUPLES
>0N_u
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>0N_u
Payroll USA LOTUS DIF
Translating to .DIF Format Input: Output:
PAYLOTUS.DIFK The Output File, PAYLOTUS.DIF, can be translated to a Lotus 123 .WKS /.WK1K file or a Symphony .WRK /.WR1 file by running the Lotus Translate Program.I Select .DIF input to the Lotus Translate. We suggest you translate itH Row Wise then after translation set the default column width to 15. ItJ may also be readable by the .DIF translate utilities of other spreadsheetG programs. If you are a Quattro user select the Payroll USA dBASE IIII translation instead of using this routine as some versions of Quattro do3 not process .DIF files but can process .DBF files.
Record No.
/ ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
H*** ERROR - Employee has too many Pay Detail Entries to fit on Pay Slip
(
F PAYROLL CHECK REGISTER Page
2 =======================! PROCESSED ON H Check Check Employee Name Check H Number Date (Payee) AmountI ------ ---- ------------- -------U
_________
(
- EMPLOYEE PAY STATEMENT FOR
Employee Number
Social Security No.
Branch Code
Dept. Code
CURRENT AND YTD FIGURES:U
Payroll USA Pay Slip Print
PAYUSytd.DTA
PAYUSCUR.DTAK This procedure assumes you are manually writing the Pay Checks . There isK an alternative procedure to print the Checks with the Pay Slips on the
tear off check stub., Be sure printer is on and paper is lined up
PRESS ANY KEY when ready
Print ALL Pay Slips)Printer problem, restart part way through
POPGWe are going to find the start position, be sure spelling and text caseJentered in response to the following First Name / Surname prompts is EXACT)Enter First Name from last Good Pay Slip &Enter Surname from last Good Pay Slip
#** Sorry No Match found - TRY AGAIN@ Total Checks Issued U
8#RP1
"YES"
"NO"U
PAYPCFIN.DIF
TABLE
VECTORS
TUPLES
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PAYPCFDD.DIF
TABLE
VECTORS
TUPLES
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PAYPCFGV.DIF
TABLE
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PAYPCFIN.HDR
PAYPCFDD.HDR
PAYPCFGV.HDR
Payroll USA PC-FILE
Translating K to .DIF suitable for Importing into a PC-File Database. Select Utilities,K Import, DIF from your PC-File Menu. The necessary PC-File Database/ definitions (.HDR files) will also be created.K This routine originally written for a version of PC-File popular in 1985K when maximum was 42 fields per Database, so 3 sets of files were needed.K PC-File+ released in 1987 has up to 70 fields per Database providing theyK are small enough to fit on the screen which these are not, so we will stay" with the older 3 file format.L NOTE: The version of PC-File this .DIF file format translation was written L for is probably now obsolete. Later versions of PC-File use dBASE III L .DBF file formats (seperate choice from the prior menu). As at 3/1991 we L are planning to delete this PC-File .DIF translation with our next release.L IF YOU HAVE ANY USE FOR IT PLEASE ADVISE US OR IT WILL BE GONE !
PRESS ANY KEY TO CONTINUE
PAYPCFIN.DTA
PAYPCFIN.INX
PAYPCFDD.DTA
PAYPCFDD.INX
PAYPCFGV.DTA
PAYPCFGV.INX0 Creating PAYPCFIN.HDR File - Income Definitions
Creating PAYPCFDD.DIF File2 Creating PAYPCFGV.HDR File - 941 Etc. Definitions
Creating PAYPCFGV.DIF File/ ALL DONE - PRESS ANY KEY TO RETURN TO THE MENUU
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I ** Too little memory for in memory sort of PAYUSCUR.DTA and PAYUSYTD.DTAG So, please be patient while we do an external sort of these 2 files ** Sorting Current PAYUSCUR.DTA
PAYUSCUR.DTA
PAYUSCUR.SRT
Record No.
** Sorting YTD PAYUSYTD.DTA
PAYUSYTD.DTA
PAYUSYTD.SRTU
6All employees on the input file, currently defined as:
PAYUSA.DTALmust be subject to tax in the same State (and if individual employee recordsLare flagged as being subject to Local Taxes, those employees so flagged mustLall be subject to tax in the same Locality). State and Local jurisdictionsHand tax rates are defined in the PAYUSA.CNF file and you can modify themGfrom the Configuration Menu. Employees whose records are not flagged asH"Active" will not have a pay generated, therefore if this is a personsFlast pay leave them "Active" until after the pay cycle then change the Employee Status to "Terminated".LIn the event that entry errors are found, the pay cycle can be re run at anyLtime before the output (updated) employee file has been copied over the topJof the input file. That is why we keep two versions of the employee file.J PAY DATE FOR | PAY DATE FOR SET UP OF BLANK EMPLOYEEF THIS PAY CYCLE | RECORDS FOR THE NEXT PAY CYCLE# |B YEAR MONTH DAY | YEAR MONTH DAY
LPRESS N TO ABORT PAY CYCLE IF YOU GOT HERE IN ERROR, OR PRESS Y TO CONTINUE U
N ** PLEASE READ THE FOLLOWING MESSAGE VERY CAREFULLY ** N An incorrect reply can make it impossible to re-run the last pay cycle AND N may result in the figures from it not being included in the Employee YTD N (file PAYUSA.DTA) and the IRS 941 accumulations (file PAYUS941.DTA). M PAYROLL USA keeps its data files on two seperate directories (normallyM \PAYIN and \PAYOUT ) so that the pay cycle can easily be re-run if errorsM are found (because the input on \PAYIN is not changed by the pay cycle).M Example, before you issue the pay checks you find you paid somebody for 750B hours instead of 75 hours - you may want to re-run the pay cycle.M If there are no pay cycle errors then the files PAYUSA.DTA, PAYUSA.INX andM PAYUS941.DTA output by the pay cycle have to be copied from \PAYOUT toM \PAYIN before updates for the next pay cycle are done. This copying isM controlled by the programs and will be done (or not done) based on your
answers to this message.
PRESS ANY KEY TO CONTINUEM The run control flag in the PAYUSA.CNF file indicates that you have notM copied the output files from the last pay cycle to the input directory,G therefore we will be re-processing the same files as were input to theM last pay cycle (in effect throwing away the results of the last pay cycle).C This is appropriate ONLY IF you are RE-RUNNING the last pay cycle.(Is this what you intended (reply Y or N)? ( Normal Reply, NOT RE-RUNNING last pay, is N ) ? ( In other words, N means make the last pay cycle permanent )
EDo You NOW Want to Copy the Previous Output to the Input DirectoryEand process it unchanged through another pay cycle (Only appropriateEif all employees are salaried, have no overtime, and nothing changed)
Normal Reply is Y to Copy, , else N to Re-Run changes to last pay cycle I Proceeding without doing a copy will destroy the results of the last payI cycle and YTD will not be updated for the last pay cycle. Press Y if OK3 to proceed, - OR - Press N to ABORT THE PAY CYCLE + COPYING FILES TO THE INPUT DIRECTORY FROM:
PAYUS941.DTAM PAYUSA.DTA File Not Found - CANNOT COPY, this is O.K. ONLY IF pay cyclesM have been run on test data and the output directory has just been erasedM prior to running the first real pay cycle on live data. If you have run1 previous real pay cycles you may have a problem.B Press Y to run a pay cycle on whatever is in the input directory.# OR Press N to ABORT THE PAY CYCLE U
>.NNt
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; *** YEAR END - SPECIAL PROCESSING ***
N This must be the LAST PAY for this year, therefore the YTD figures from theN Employee File, PAYUSA.DTA, as updated for this pay, will be written out onN the W-2 File, PAYW2.DTA . The output PAYUSA.DTA Employee YTD figures will beN zeroed (except for vacation and sick accruals) and Terminated Employees will% be purged from the output PAYUSA.DTAN Keep the PAYW2.DTA file on your output data directory for later W-2N production. The W-2's can be printed anytime before the legal deadline. IfN you are not already a Registered User of PAYROLL USA you must register if youO you want the program to print W-2's with (and next years Federal tax updates).N We strongly recommend that AFTER this pay cycle you also print a YTD PayrollN Register so you have complete printed YTD figures for each employee. It mayN come in handy if manual changes are needed to the W-2 to cover specialN situations. Also, if you are not in the habit of using the backup feature,N we strongly recommend you take a backup of the INPUT data directory afterO this pay cycle. Press Print Screen if you want to print a copy of this screen.O NOTE: IF YOU HAVE MULTIPLE PAY FREQUENCIES ON ONE FILE THE YEAR END WILL APPLYO TO ALL PAY FREQUENCIES. IF YOU STILL HAVE ANOTHER PAY THIS YEAR ABORT AND O RE-START - DO NOT ENTER NEXT PAY DATE AS NEXT YEAR UNTIL THE VERY LAST PAY M PRESS N TO ABORT PAY CYCLE IF YOU GOT HERE IN ERROR, OR PRESS Y TO CONTINUE U
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) THE FOLLOWING EMPLOYEES ARE STATUS "
" AND PAY METHOD "
Processing
SSN
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+ Cleaning up temporary work file from disk
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WE NEED AT LEAST & BYTES OF DISK SPACE FOR THE PAY CYCLE
OUTPUT FILES
YOU HAVE ONLY
BYTES FREE ON DRIVE L IF THIS PROGRAM ABORTS WITH A DISK WRITE ERROR YOU WILL NEED TO DELETE SOMEI INACTIVE FILES FROM THE DISK AND REDO THE PAY CYCLE. IT DOES NOT MATTERH WHICH DIRECTORIES THE FILES ARE DELETED FROM - JUST BE SURE THEY ARE NO
LONGER NEEDED.5 YOU ARE SKATING ON THIN ICE BUT YOU MIGHT BE LUCKY !
ANY KEY TO CONTINUEU
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)!8#0
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PAYROLL USA Pay Cycle @Above input Employee File Not Found - Press any Key to return to
the Main Menu5 Be sure Printer is switched on and paper is lined up
then press any key to continue
Re-indexing PAYUSA.DTA Sorting
PAYUSCUR.DTA
PAYUSYTD.DTA PAYW2.DTA
Processing
and Creating on
PAYUSA.DTA
PAYUSCUR.DTA
PAYUSYTD.DTA
PAYUS941.DTA
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EMPLOYEES PROCESSED =
PAYW2
PAYUSA
Creating Index for New
PAYUSA.INX
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N ** PLEASE READ THE FOLLOWING MESSAGE VERY CAREFULLY ** N An incorrect reply can make it impossible to re-run the last pay cycle AND N may result in the figures from it not being included in the Employee YTD N (file PAYUSA.DTA) and the IRS 941 accumulations (file PAYUS941.DTA). M PAYROLL USA keeps its data files on two seperate directories (normallyM \PAYIN and \PAYOUT ) so that the pay cycle can easily be re-run if errorsM are found (because the input on \PAYIN is not changed by the pay cycle).M Example, before you issue the pay checks you find you paid somebody for 750B hours instead of 75 hours - you may want to re-run the pay cycle.M If there are no pay cycle errors then the files PAYUSA.DTA, PAYUSA.INX andM PAYUS941.DTA output by the pay cycle have to be copied from \PAYOUT toM \PAYIN before updates for the next pay cycle are done. This copying isM controlled by the programs and will be done (or not done) based on your
answers to this message.
PRESS ANY KEYM The run control flag in the PAYUSA.CNF file indicates that you have notM copied the output files from the last pay cycle to the input directory,M therefore we will be reading or updating the same files as were input to theM last pay cycle (in effect throwing away the results of the last pay cycle).M This is appropriate ONLY IF you are fixing errors prior to RE-RUNNING the
last pay cycle.)Is this what you intended (reply Y or N) B (If last Pay Cycle all complete, figures correct, then reply N ) B ( In other words, N means make the last pay cycle permanent )
CDo You NOW Want to Copy the Pay Cycle Output to the Input Directory-so you can update it for the NEXT Pay Cycle ?
Normal Reply is Y to Copy,
else N to access the OLD file *COPYING FILES TO THE INPUT DIRECTORY FROM:
PAYUS941.DTAM PAYUSA.DTA File Not Found - CANNOT COPY, this is O.K. ONLY IF pay cyclesM have been run on test data and the output directory has just been erasedM prior to running the first real pay cycle on live data. If you have run1 previous real pay cycles you may have a problem.; PRESS ANY KEY TO ACCESS WHATEVER IS IN THE INPUT DIRECTORYU
NOTES:
From any Empl.
Screen:
Home Returns to
this Menu
End Releases
Employee Recs.
Pg Up / Pg Dn
Pages back
and forth
F1 Editor Help
From Current $
Screens F8 Calc.>Select Where you wish to start reading this Employee's Records
Basic Employee Information
Employee Tax Info/Exemptions
Employee Comments Screen
Employee Y.T.D. Hours/Initl.
Employee Y.T.D. Figures
Employee Current Hours
Employee Current Figures
Employee Last 10 Pays Summary
Calc Not Applicable# This Employee's Status is not A so# Calculation Mode is not applicable
OK TO WRITE CHANGES ?( You have Updated the Copy of the Employee Records kept in Memory( Press Y to Overwrite the Originals on the Disk( End or Esc will throw away your Updates( Any other key Retains your Updates in( Memory and returns you to the Menu( Screen for the Current Employee without$ changing the Original Disk Records.
Possible match for :
SSN
Empl. No. Surname First * Do you want to accept it (Press Enter) ? ' Ctrl Y (or NO) & Enter looks for more.* Press Esc if you wish to EXIT the Search
Enter SIN ==>
Enter Empl.Num ==>
Enter Surname ==>
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Find Employee from SSN"Find Employee from Employee Number
Find Employee from Surname"Find All Active NOT SALARIED Empl.
Find All Active SALARIED Empl."Find ALL NOT TERMINATED Employees.
Find ALL TERMINATED Employees
# Sorry, No Potential Matches Found U
OK to Continue Entry ? C To be certain nothing is overlooked, ALL screens must be displayedB when adding an employee. The new employee is only written to diskD when the last screen has been displayed. You can cancel the add at+ any screen by replying "N" at this window.A Prior to 3/91 the screens only progressed in a forward directionA when adding employees. No big problem as you can finish the add? then immediately access the new employee in update mode if youC forgot something. From 3/91 you may also now move backwards during? the add by ending any screen from any field with the PgUp key.. However, all screens still must be displayed.
Press Y to Continue + -OR- Press N to Cancel New Employee Entry
N to Cancel Entry ? + Your Reply indicated you wish to to CANCEL' entry of this employee. ARE YOU SURE ?+ Press Y to Store Updated Screen -OR- Press N to Cancel New Employee Entry
Quicker Entry ) IF there is nothing to enter on the NEXT) screen you may press Pg Dn (followed by) Y when the window pops up) to skip entry# For now, any key to continue .....
ALL DONE ! ) This is the LAST ENTRY SCREEN. Press any' key to save this new employee to disk.
+YOU DO NOT HAVE ENOUGH DISK SPACE ON DRIVE
TO ADD EMPLOYEES
There are only
bytes still available !!EYou need to either delete some inactive files or use a different disk
Size of Drive
bytes
PRESS ANY KEY
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O On new employee do not skip fields with arrow keys. Take cursor to EACH FIELD O on first 2 screens so pop up edit windows can help you when entry is required.U
L NOTE: IF YOU ARRIVED AT THIS SCREEN IN ERROR AND WANT OUT WITHOUT ENTERINGK A NEW EMPLOYEE then enter a SSN (a dummy number such as 000-00-0000) thenM immediately press End or Esc before going on to any other fields. A pop upL window will appear. Press N. Another pop up window will appear. Press N
again and you are out.
Calc Not Applicable# This Employee's Status is not A so# Calculation Mode is not applicable
PAYUSA.TMP
I The Anthistle Systems Test Employees are now gone but your 941 quarterlyN figures will still include their pay. Individual employees are not identifiedM in the quarterly figures so it is all or nothing. We cannot delete selectedJ employees from the quarterly, but we can delete the entire quarterly fileN (it will then be rebuilt containing ONLY data from the next pay onwards - all; quarterly history will be gone). Which do you want to do:L 1. Erase complete 941 file and lose all quarterly history. Best choice ifL you have only recently started using Payroll USA for real employees (as+ you do not have much history to lose).J 2. Keep the existing 941 file and live with the fact that some quarterlyL figures (for those quarters where the test employees were paid) will beM out by the amount of test pays. (Manual adjustment may then be necessaryE for the affected quarters and for this year's annual 940 FederalK Unemployment Report). Choose ONLY if you have been using Payroll USAN for a long time and have built up a lot of history that you wish to keep.% YOUR CHOICE (Reply 1 or 2) =======>
J The last pay cycle was not made permanent before starting this procedure.J It would be pointless making it permanent now as that would overwrite theI changes just made. Therefore, the run control flag has been re-set. IfF the last pay cycle was not a test pay cycle but a real pay cycle thenJ run it again. The hours you entered, etc., for that pay cycle will stillI be there for the remaining employees, you would just need to escape back2 to the main menu and select the pay cycle choice.
PRESS ANY KEYU
L Your Employee File has at least one of the Anthistle Systems Test EmployeesM on it. You can add additional employees to this test file, but we recommendK you only do so if those additional employees are meant to be used for testM purposes rather than for a real (permanent) payroll. The reason being that,K even if terminated, the Anthistle Test Employees would be included in yourF YTD and Quarterly figures and would have W-2's issued for them at theO end of the year. Fine for testing, but not so good if those are real reports.> You have 3 choices, Enter a number to indicate which you wantM 1. Leave existing employees alone. Continue with the Add of a new employee.F (Select this choice only if you are still testing out the system)F 2. Erase All Employee Data in the Input Directory (Starts a completeJ new Employee File). ALL employees (including any you have previouslyG added) will be gone. Best choice if your existing employee file is7 JUST a test file and you are now finished with it.I 3. Erase only the Anthistle Systems Test Employees. All other employeesH (including any of your own test employees) will remain on the file.I Best choice if you have already processed any real payrolls that you! wish to keep the results of.* YOUR CHOICE (Reply 1 or 2 or 3) =======>
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EMPL NUM
PREV EMPL NUM
SURNAME
FIRST NAME
STREET
PHONE
STATE
ZIP CODE
MARRIED
YR BORN
MO BORN
DAY BORN
OCCUPATION
EMPLOYEE TYPE
EMPLOYEE STATUS
YR LAST REVIEW
MO LAST REVIEW
DAY LAST REVIEW
YR NEXT REVIEW
MO NEXT REVIEW
DAY NEXT REVIEWU
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PAY METHOD
SALARY TERRITORY
SALARY LEVEL
SALARY PERFORMANCE
ANNUAL SALARY
HOURLY RATE
PAY FREQ
OVERTIME PERMITTED
VACATION ACCRUAL P'CENT
VACATION ALLOW
VACATION TAKEN
SICK ACCRUAL P'CENT
SICK ALLOW
SICK TAKEN
START YEAR
START MO START DAY
END YEAR
END MO
END DAY
REASON TERMINATEDCPress F8 for information on when you need to enter Bank A/c numbers
EMPLOYEE'S BANK ROUTING CODE
BANK ACCOUNT NUMBERU
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EXEMPT FED TAX
VOL FED ADDTNL WHOLDG
NUM OF FED EXEMPTIONS
EIC W5 FILED
EIC W5 SPOUSE FILED*EXEMPT SOCIAL SECURITY AND EXEMPT MEDICARE.FEDERAL OR STATE EMPLOYEE PAYING MEDICARE ONLY
EXEMPT FUTA
EXEMPT STATE TAX
VOL STATE ADDTNL WHOLDG
NUM OF REG. STATE EXEMPTIONS
NUM OF ADDL. STATE EXEMPTIONS
EXEMPT SUTA
EXEMPT LOCAL TAX
NUM OF LOCAL EXEMPTIONS
NON RESIDENT FOR LOCALU
M = Male
F = Female
S = Single
= Married
= Head of House.
= Other Marital
STA = Statutory Employee
DEC = Deceased
LEG = Legal Rep.
942 = 942 Employee
REG = Regular (not Above)
A = Active - Normal Pay
V = On Vacation - Stop Pay
L = Laid Off - Stop Pay
T = Terminated - Stop PayU
N Instead of issuing Pay Checks, most banks will accept a list showing how muchN is to be transferred from your account to each individual employee's account.O You still need to issue a statement of pay to each employee to show how it wasN calculated. The bank list and the pay statement can be printed from the MainM Menu choice for "PRINT CHECKS & INTERNAL REPORTS / EXPORT FILES" after a payN cycle. If you prefer to use this method you need to set it up with your bankL manager and get the agreement of ALL your employees (as you do not want theF headaches of mixing cash or checks with bank deposits). Your own bankM information can be entered in the Configuration Section of Payroll USA (take? the Configuration Menu choice for "Your Company Information").L We need information here on this EMPLOYEE'S bank account. The employee bankN account number is needed in all cases. The employee does not need to bank atN your bank (though your bank may try to persuade you otherwise to increase newJ business, and because there may be some delay for the transfer to anotherM bank). If the employee banks elsewhere then the employee's bank routing codeN is also needed. This information can be obtained from the MICR coding on oneK of the employee's personal checks. The routing code is normally a 9 digitM number, and the account number is normally up to 7 digits. These numbers may! have additional embedded spaces.J If you are not using bank deposits of payroll then skip these two fields.
ANY KEY TO RETURNU
E PAY RATE CHANGED - DO VACATION AND SICK ACCRUALS NEED ADJUSTING ?I Vacation and Sick Accruals are dollar values accumulated as a percentageH of earnings. However, when the employee takes Sick or Vacation time itJ is entered as hours which are converted to dollars at the current rate ofJ pay and subtracted from the accrual. When you increase pay rate the timeH value of the unchanged dollar accrual will therefore decrease. Example:I $100.00 accrual is worth 10 hours off if accumulated at $10.00 per hour,H but if the pay rate is increased to $20.00 per hour the same $100.00 isC now only worth 5 hours off. This can be avoided by increasing theG dollar accrual so it is still worth the same amount of time at the new
rate. B As pay rate went down you should not reduce the dollar accruals. A FOR THIS EMPLOYEE EXISTING IF CHANGED DIFFERENCE
SICK ACCRUAL $
VACATION ACCRUAL $
EQUIVALENT SICK HRS. NOW
, IF NOT CHANGED WILL BE
EQUIVALENT VAC. HRS. NOW E IS PAYUSA TO MAKE THE ABOVE ACCRUAL CHANGE IN THE NEXT PAY (Y OR N)
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push$Information Only - Any Key Continues. If this employee is to be paid we need either0 an ANNUAL SALARY or an HOURLY RATE depending on1 the PAY METHOD code. The cursor will only go to- where the pay method indicates. If entering1 salary be sure to use the annual figure (not the/ figure per pay period) as salary is divided by, the PAY FREQ (pays per year) in the payroll
calculations.
S = Salaried
H = Hourly Pay
C = Commission
A = Salary And Commission
P = Hourly Plus Commission
52 = Weekly
26 = Biweekly
24 = Semimonthly
12 = Monthly
4 = Quarterly
See More Choices
2 = Semiannually
1 = Annually
260 = Daily
10 = 10 Pay Teachers
13 = Every 4 Weeks
22 = 22 Pays ea. Year
A = Shortage of Work
B = Strike or Lockout
C = Return to School
D = Illness or Injury
E = Quit
F = Pregnancy
G = Retired
H = Work Sharing
J = Apprentice Training K = Other - Note on Comment Scn.U
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push$Information Only - Any Key Continues> If this is not a normal pay period you may wish to adjust the? tax calculations. The intention is to avoid over deduction of> tax when for example a weekly paid employee takes say 2 weeks@ vacation plus the regular week's pay = 3 weeks total pay in one> check. This can be done by setting "P.P.EXCEPTION" on the top< right of this screen to the number of working days pay this; total pay check represents (15 days in the above example).
U
KOption on Hours Entry: 35:45 and 35.75 are BOTH 35 3/4 hours. The colon (:)Kdenotes hours:minutes - OR - the decimal (.) denotes entry is hours.decimalU
8THERE ARE 3 YEAR TO DATE SCREENS WHICH ARE MIRROR IMAGES;OF THE 3 EQUIVALENT CURRENT PAY PERIOD SCREENS, EXCEPT THAT<THEY SHOW THE ACCUMULATED TOTALS (UP TO THE LAST PAY CYCLE).
Y.T.D. PAGE 1 OF 3U
pushO If you are starting to use PAYROLL USA part way through the year and thisO Employee has already had earnings/deductions for this year from YOUR previousO payroll system then they can be transferred to the YTD figures now. Do notO transfer earnings etc. from some other employer. You may transfer or changeH the YTD at any time before PAYROLL USA processes the first pay for thisL Employee, after that you will be unable to modify the YTD figures withoutN contacting Anthistle Systems & Programming Ltd. as they are locked by the Pay0 Cycle and system maintained for Audit purposes.O When first starting to use PAYROLL USA part way through the year you will wantO to enter YTD for ALL employees, then when ALL are entered, but before theE first pay cycle, exit back to the main PAYUSA menu. Take Choice F5 =N "CONFIGURATION & OTHER UTILITIES" then take the sub choice for "CHECK INITIALO YTD TOTALS TRANSFERED INTO PAY USA". This will add all YTD entries togetherN and print a simple total YTD report like an adding machine tape so you canL check the overall balance is the same as your previous payroll system. ThisF will not change any of the figures you entered, if you have aJ balancing error locate and correct the error then rerun the check toJ verify that everything now balances. Repeat as often as necessary beforeM running the first Pay Cycle. YTD is needed for W-2's, and to determine when+ FICA, FUTA, and SUTA maximums are reached.K DO YOU NOW WISH TO TRANSFER YTD FIGURES FOR THIS EMPLOYEE ? REPLY Y or N
Entry of YTD FiguresB When transferring YTD figures you can total the screen at any> time by pressing the F8 key. Whether or not you use F8 theA screen will be totalled by PAYROLL USA after you finish withB it to ensure internal balancing. For this reason the cursorB will not go to the total lines. So, transfer the detail lines,> use F8 to calculate the totals, then be sure they balance to
your totals.= If the employee has YTD earnings your YTD FICA / FUTA / SUTA< entries will also be checked. Pay attention to the figures@ including employer contributions on the last YTD screen as they@ are used in the Government Reports and to determine when annual@ maximums are reached. If you are adding an employee and are not@ able to immediately go back to the screen those figures are on,A then complete the employee entry and after the employee is addedB to the file (but before the YTD is locked by the first Pay Cycle)@ you will be able to find and update the record as with existing
employees.
PRESS ANY KEY TO CONTINUE
PAY YR
PAY MO
PAY DAY
P.P.EXCEPTION
GL ACCNT
BRANCH CODE DEPT CODE
CHARGE PROJECT
COMPUTER CALC PAY
COMPUTER CALC TAX
PAY ALL VACN. ACCRL.U
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push$Information Only - Any Key ContinuesK You have indicated that this is NOT a normal pay period for this employee.
Examples:K 1. It is SHORTER than normal because the employee is terminating part wayI through a pay period, or was absent (unpaid) for part of the pay period.K 2. It is LONGER than normal because the employee is taking time off work= for vacation and is being paid in advance for that vacation.K The figure inserted here should be the WHOLE number of working DAYS thisK pay represents. It will be used instead of the regular pay frequency toK calculate ALL Government deductions. Taxable Fringe Benefits and VoluntaryK Deductions may need adjustment. IF there is a Tax Saving Employee BenefitK Plan, the FICA / FUTA / SUTA adjustments on this employee's tax set up- continuation screen may also need attention.
Warning Only - Any Key ContinuesH TRUE will cause any YTD Vacation Accrual plus any Accrual from this payH to be included as Vacation in this pay. Accruals are only calculated ifH % shown on Basic Employee Info. Screen 2. Use TRUE for annual vacationI and set back to false after this pay, or use on termination, or leave it- set True each pay if vacation paid each pay.
U
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OPay + Fringes <> Taxable because other tax affecting items selected in Config. U
NOTE
NOTE THAT THE FUTA / SUTA AND
SOCIAL SECURITY FIGURES IN THE
RIGHT HAND COLUMN INCLUDE THE
EMPLOYER CONTRIBUTION. THE
FUTA PAYABLE IS THE DIFFERENCE
BETWEEN "FUTA LIAB" AND
"FUTA STATE CREDIT AVAIL"U
1991 SOC SEC"SOC SEC AND MEDICARE WAGES AND AMT#EXCLUDE TIPS. TIPS INCLUDE BOTH SOC!SEC AND MEDICARE. IF SOC SEC THEN"TOTAL WAGE EXCLUDES MEDICARE WAGE."FOR COMPATIBILITY EARLIER VERS. OF"PROGRAM. WILL BE SPLIT ON 941 FORMU
Y.T.D. PAGE 2 OF 3U
Y.T.D. PAGE 3 OF 3U
& F8 WILL PRE-CALCULATE PAY (OPTIONAL) U
& F8 WILL PRE-CALCULATE PAY (OPTIONAL) U
O SUMMARY OF LAST 10 PAY PERIODS ( 32767.99 indicates actual amount was greater)N Pay YMD Tot Hrs Tot Pay Taxable Tot Ded Net Pay Check FUTA Wage
G HISTORICAL INFORMATION WHICH MAY BE USEFUL FOR STATE UNEMPLOYMENTNYear, 1/4 Actual Pay Taxable Pay Suta Wage Suta Liab (Incl. Employee Paid)
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M Information relevant to the calculation of STATE TAXES is entered here.H Note that PAYROLL USA is designed to handle only one State per set ofL employee files. If you have employees in several States you need to groupO them into separate input and output data directories, one State in each set ofO directories. Example \STATENME\PAYIN\ and \STATENME\PAYOUT\ (where STATENME isJ an abbreviation for your State, anything that is meaningful to you with aL maximum of 8 characters). On the program directory (example \PAYPGMS\ ) theM PAYUSA.CNF configuration file contains the State Taxes and tells PAYROLL USAM where the data directories are. You therefore also need separate versions of$ the PAYUSA.CNF file for each State.J This is best handled by setting up separate data directories for eachL State and using a single program directory. Run PAYUSA to create the firstM PAYUSA.CNF file for the first State. Exit PAYUSA.EXE and immediately RENAMEK PAYUSA.CNF STATENME.CNF then run PAYUSA again, set up the next State'sN PAYUSA.CNF. Providing they are all on the program directory PAYROLL USA willN automatically recognize multiple configuration files and give you a choice of+ which one to use when you start up PAYUSA.H The above principles also apply to Accountants doing client payroll forO multiple companies, except there the difference is the Company rather than theI State - it still requires multiple configuration files and separate data. directories. Substitute COMPANY for STATENME.
ANY KEY TO CONTINUE U
STATE NAMECCODES: S = Single, M = Married, H = Head of Household, O = Other
L Please enter below all codes for which your State has Withholding TablesL eg. SM or SMH or SMHO . The ones selected are the only ones you willL have access to, and will be the only valid Employee Marital Status Codes.L These codes are ALSO used for Federal Tax so you must use at least SM, ifL your State only has one table for all status's then set it up twice, once- for Single, again (Same Rates) for Married
MARITAL STATUS CODES
)!8#0
CAK You appear to be using California State Income Taxes. Would you like thisM program to ensure you are using the California Taxes that were effective for
January 1,
?6 Reply Y to set State Income Tax to Calfornia January
- OR -1 Reply N to leave State Income Tax as it is now
SMH4 State Income Tax has been set to Calfornia January
. ONLY State IncomeM Tax has just been updated, remember to also check (and adjust if necessary):+ 1. State Unemployment (on the next screen)/ 2. SDI rate and maximum deduction, as follows:2 a) Escape back to the Main Configuration Menu7 b) Take Choice F3 = Colors, Disk, Printer, Prompts6 c) Take Sub Choice F4 = Customize "OTHER" Prompts= d) Press PgDn untill you arrive at Percentage DeductionsA e) SDI will usually be one of the Percentage Deduction Items
ANY KEY TO CONTINUE U
State Unemployment9 SUTA EMPLOYER RATE (0.037 = 3.7% ETC.)
SUTA MAX WAGEI In most States SUTA is paid entirely by the employer. However,I if employees contribute to SUTA in your State enter the rate onI their earnings on the next line, else use Ctrl Y to set it to zero.
SUTA EMPLOYEE RATE
SDI (DISABILITY) TAXJ If applicable to your State, use one of the four DEDUCT OTHER lines.J See the Configuration "OTHER" Menu which allows input of Rate and
Maximum Annual Deduction.U
M METHOD (FORMULA) FOR CALCULATING STATE TAXES (Actual Rates can be varied)
"NEW YORK METHOD"
-----------------N Similar to Federal. Taxable Earnings are reduced by the amount of deductionN allowance appropriate to the Marital Status, then further reduced by theN amount of one exemption multiplied by the number of exemptions claimed., State Tax is calculated on the remainder. !** MOST STATES USE THIS METHOD **
"CALIFORNIA METHOD"
-------------------N If Taxable Earnings are less than a certain amount the State Tax is zero,N else we have to calculate it as follows : The total federal exemptions fromN the W4 are split into "regular" and "additional" (for estimated deductions).N If any additional exemptions then Taxable Earnings are reduced according toN a Table. Taxable Earnings are further reduced by a Standard DeductionN Table, and State Tax is calculated on the remainder. Finally State Tax isN reduced by an amount taken from a Tax Credit Table (dependent on the number
of "regular" W4 exemptions). .** ONLY CALIFORNIA SEEMS TO USE THIS METHOD **
"CUSTOM STATE TAX FACTORS"
-------------------------
If your State follows
NEITHER of the above
, choose XX to customize4CHOOSE A METHOD, ENTER NY OR CA OR XX, AS APPLICABLE
)!8#0
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K In your State Withholding Tax Tables, Exact Calculation Method, how manyK lines are in the Annual Tax Rate Schedule. Count the line that typicallyK starts "$0 to $4020" as line 1, the line that typically starts "$52760 and8 over" as the highest line number. Maximum is 16 lines.
G IF your State has ONE FLAT RATE for ALL income levels then reply 1 and1 fill in the table on the next screen as follows:E | IF ANNUAL WAGES OF | THE ANNUALIZED TAX IS THE SUM OF>Line | At But Less | This This OfH No. | Least Than | Amount Plus Rate Excess OverJ------|-----------------------|-------------------------------------------I 1 | 0.0 Ignore | 0.0 0.05 Ignore6 ^6 Enter your flat rate here, e.g.__|L IF your State has NO STATE TAX then follow the above example but substituteJ 0.0 for the rate (where we have used 0.05 (5%)) or you can skip State TaxE calculation by setting "EXEMPT STATE TAX" to TRUE on each individual/ employee's tax set up screen (in PAYUSEDT.EXE)2 NUMBER OF LINES IN STATE ANNUAL TAX RATE SCHEDULE# ( Must be at least 1 )
RATES< - ANNUAL STATE TAX RATE SCHEDULE - EXACT CALCULATION METHODI (Note the State Table may show percentages - convert these to decimalsE e.g. 2% = 0.02, 3% = 0.03, 9.5% = 0.095, 11% = 0.11 etc. etc.)E | IF ANNUAL WAGES OF | THE ANNUALIZED TAX IS THE SUM OF>Line | At But Less | This This OfH No. | Least Than | Amount Plus Rate Excess OverJ------|-----------------------|-------------------------------------------
Ignore
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4 STATE TAXES - "NEW YORK METHOD"L Please consult your State Withholding Tax Tables and Methods Booklet andL use the ANNUAL figures given for the EXACT CALCULATION METHOD. The "HEADL OF HOUSEHOLD" and "OTHER" Category are for use only in those States whichG have those Statuses (e.g. if you selected "SMHO" as a valid Status).#Table A - Deduction Allowance TableG SINGLE MARRIED HEAD OF HOUSEHOLD OTHER#Table B - Exemption Allowance Table% AMOUNT OF ONE STATE EXEMPTIONU
6 STATE TAXES - "CALIFORNIA METHOD"L Please consult your State Personal Income Tax Withholding Guide BookletL and use the ANNUAL figures given for the EXACT CALCULATION METHOD. TheL Table 1 and 3 "OTHER" Category is for use only in those States which haveJ another Marital Status (e.g. if you selected "SMHO" as a valid Status).$Table 1 - Low Income Exemption Table= MARRIED - W4 ALLOWANCES UNMARRIED HEADJ SINGLE 0 OR 1 2 OR MORE OF HOUSEHOLD OTHER
= STATE TAXES - "CALIFORNIA METHOD" - Continued"Table 3 - Standard Deduction Table= MARRIED - W4 ALLOWANCES UNMARRIED HEADJ SINGLE 0 OR 1 2 OR MORE OF HOUSEHOLD OTHER
8 CUSTOMIZE STATE TAX FACTORS - Page 1A1. DEDUCTION ALLOWANCE TABLE (reduces income for marital status)= Marital Deductions are a % of gross income (true or false)& IF true, % is (0.00 to 100.00)C SINGLE MARRIED(JOINT) HEAD OF HOUSEHOLD OTHERE IF true, MINIMUM Annual Dollar Value is (use 0.00 if no min.)H IF true, MAXIMUM Annual Dollar Value is (use 9999999 if no max.)9 IF FALSE, Annual Dollar Value of Marital Deductions is= SINGLE MARRIED(JOINT) HEAD OF HOUSEHOLD OTHERU
8 CUSTOMIZE STATE TAX FACTORS - Page 2
C2. EXEMPTION ALLOWANCE TABLE (reduces income for dependents, etc.)
Value of One Exemption/3. FEDERAL ALLOWANCES (not used in most States); % of Federal Tax allowed as a deduction (0.00 to 100.00)8 Maximum Annual Dollar Value (use 99999.99 if no max.)3 % of Federal Social Security (FICA) allowed as a deduction (0.00 to 100.00)7 Maximum Annual Dollar Value (use 9999.99 if no max.)
4. TAX RATE TABLE &(answer false to input regular tables)B State Tax is straight % of Federal Tax Withheld (True or False)0 IF true, % of Federal Tax is (0.00 to 100.00)U
8 CUSTOMIZE STATE TAX FACTORS - Page 3
M5. EXEMPTION TAX CREDIT TABLE (reduces TAX otherwise payable, for dependentsL etc. NOTE this is an AFTER TAX CALCULATION reduction, not used in mostI States, where it is used it is normally instead of tables 1 and/or 2L and/or 3 above which should therefore be set to all 0.00 as applicable)7 Exemption tax credit table is used (true or false)% IF true, whole dollar amount is:G EXEMPTIONS 0 1 2 3 4 5 6 7 8 9 10
SINGLE
OTHER
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MInformation relevent to the calculation of Local Taxes is entered below.MNote that PAYROLL USA is designed to handle only one Locality at a time. IfMyou have employees in several Localities you need to group them into seperateMPAYUSA.DTA files, one Locality in each file, you also need seperate versionsMof the PAYUSA.CNF file for each Locality, and seperate Pay Cycle runs. SeeMthe Configure State Tax screens for how to use .BAT files to solve this. NoteNthat local tax is charged only if the default in the employee rec. is changed.
LOCAL NAMEU
SINGLE LOCAL DEDUCTION
MARRIED LOCAL DEDUCTION
ONE LOCAL EXEMPTIONJIn your Local Withholding Tax Tables, Exact Calculation Method, how manyJlines are in the Annual Tax Rate Schedule. Count the line that typicallyJstarts "$0 to $1000" as line 1, the line that typically starts "$25000 andKup" as the highest line number. Follow examples given on State Tax screens.1NUMBER OF LINES IN LOCAL ANNUAL TAX RATE SCHEDULE
GIf your Locality has a Non Resident Earnings Tax Enter below the numberGof lines in the Local Non Resident Annual Tax Rate Schedule (from theDAnnualized Tax Method pages), else enter 1 then set tax rate to 0.0.>NUMBER OF LINES IN LOCAL NON RESIDENT ANNUAL TAX RATE SCHEDULEU
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J SINGLE RATES - ANNUAL LOCAL TAX RATE SCHEDULE - EXACT CALCULATION METHODI (Note the Local Table may show percentages - convert these to decimalsB e.g. 0.9% = 0.009, 2.5% = 0.025, 4.3% = 0.043 etc. etc.)E | IF ANNUAL WAGES OF | THE ANNUALIZED TAX IS THE SUM OF>Line | At But Less | This This OfH No. | Least Than | Amount Plus Rate Excess OverJ------|-----------------------|-------------------------------------------
Ignore
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J MARRIED RATES - ANNUAL LOCAL TAX RATE SCHEDULE - EXACT CALCULATION METHODI (Note the Local Table may show percentages - convert these to decimalsB e.g. 0.9% = 0.009, 2.5% = 0.025, 4.3% = 0.043 etc. etc.)E | IF ANNUAL WAGES OF | THE ANNUALIZED TAX IS THE SUM OF>Line | At But Less | This This OfH No. | Least Than | Amount Plus Rate Excess OverJ------|-----------------------|-------------------------------------------
Ignore
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= LOCAL NON RESIDENT EARNINGS TAX - ANNUALIZED TAX METHODF(Note the Local Table may show percentages - convert these to decimalsGe.g. 0.45% = 0.0045, 1% = 0.01 etc. IF NO NON RESIDENT TAX, RATE = 0.0); | IF ANNUALIZED PAY IS | THE ANNUALIZED | THE TAX;Line | But Not | EXCLUSION IS | RATE IS2 No. | Over Over | |=------|-----------------------|------------------|-----------
Ignore
Same0NO TAX IS WITHELD ON ANNUAL PAY LESS THAN OR = $U
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FFor Local Residents the percentage of State Tax to charge as Local Tax
is (0.00 to 100.00)JFor Local NON RESIDENTS the percentage of State Tax to charge as Local Tax
PAYUSA LOCAL TAX TABLES
Basic Local Tax Info.
Local Tax Schedule Single
Local Tax Schedule Married
Local Tax Schedule Non Resident
DO ALL OF THE ABOVE
Return to Configuration Menu
PAYUSA LOCAL TAX CONFIG. AFor any employees whose "Exempt Local Tax" field is set to False,! the Current Setting in Use is
Flat % of State Tax for Local
Local Tax TablesJ Most States have NO local taxes therefore the default is not to use them.D If you need them, choose a method from here and supply the requiredG information. Also on the Employee Tax Info/Exemptions screens of eachH individual employee change the "Exempt Local Tax" from the default True
to False.!Use Flat % of State Tax for Local
OR, Use Local Tax Tables
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push&Check your Input - Any Key to Continue0 Hmmm... Probably Something Not Quite Right Here
JIn case SALARIED people work overtime we need a base hourly rate for them.IThis can be calculated by dividing their salary by the number of hours inIa working year. Each individual employee can be authorised (or not) forIovertime pay. If authorised, the appropriate overtime multiplier will?then be applied to this base rate (as with hourly paid people).K (e.g. 7 1/2 hours per day times 5 days a week times 52 weeks = 1950 hours)JNB: Even if no salaried employees are paid overtime a realistic entry must
be made here.
HOURS PER YEARHUp to 3 overtime rates may be paid. They are multipliers applied to the
employees base hourly rate.%OVERTIME RATE #1 IS HOURLY RATE TIMES%OVERTIME RATE #2 IS HOURLY RATE TIMES%OVERTIME RATE #3 IS HOURLY RATE TIMESU
IThese are the additional hourly $ rates paid to shift workers. There canIbe up to 4 shifts in a day. The hours in each shift may also be paid atI4 different rates depending on if the employee is working at the regularIhourly rate or at one of the 3 overtime rates ( abbreviated to REG / O1 /
O2 / O3 below).
REG DAY SHIFT PRM RATE
REG AFT SHIFT PRM RATE
REG NIGHT SHIFT PRM RATE
REG GRAVE SHIFT PRM RATE
O1 DAY SHIFT PRM RATE
O1 AFT SHIFT PRM RATE
O1 NIGHT SHIFT PRM RATE
O1 GRAVE SHIFT PRM RATE
O2 DAY SHIFT PRM RATE
O2 AFT SHIFT PRM RATE
O2 NIGHT SHIFT PRM RATE
O2 GRAVE SHIFT PRM RATE
O3 DAY SHIFT PRM RATE
O3 AFT SHIFT PRM RATE
O3 NIGHT SHIFT PRM RATE
O3 GRAVE SHIFT PRM RATEU
FIf an employee's record so specifies, a percentage of that persons payFis added to a vacation accrual fund and when vacations are taken thatFpersons vacation pay is taken from that fund. Note that the employee3pay is not reduced by the amount added to the fund.FHere we determine what kind of pay is eligible to be included in that5percentage calculation. Use Ctrl Y to clear fields.
OTIME 1 AMT COUNTS FOR VAC
OTIME 2 AMT COUNTS FOR VAC
OTIME 3 AMT COUNTS FOR VAC
SHIFT PREMIUM COUNTS FOR VAC
SICK PAY COUNTS FOR VAC
LEGAL HOLS COUNTS FOR VAC
PRODUCTION BONUS COUNTS FOR VAC
ANNUAL BONUS COUNTS FOR VAC
COMMISSION COUNTS FOR VAC
OTHER PAY 1 COUNTS FOR VAC
OTHER PAY 2 COUNTS FOR VAC
OTHER PAY 3 COUNTS FOR VACU
FIf an employee's record so specifies, a percentage of that persons payFis added to a sick accrual fund and when sick leave is taken thatFpersons sick pay is taken from that fund. Note that the employee pay/is not reduced by the amount added to the fund.FHere we determine what kind of pay is eligible to be included in that5percentage calculation. Use Ctrl Y to clear fields.
OTIME 1 AMT COUNTS FOR SICK
OTIME 2 AMT COUNTS FOR SICK
OTIME 3 AMT COUNTS FOR SICK
SHIFT PREMIUM COUNTS FOR SICK
SICK PAY COUNTS FOR SICK
LEGAL HOLS COUNTS FOR SICK PRODUCTION BONUS COUNTS FOR SICK
ANNUAL BONUS COUNTS FOR SICK
COMMISSION COUNTS FOR SICK
OTHER PAY 1 COUNTS FOR SICK
OTHER PAY 2 COUNTS FOR SICK
OTHER PAY 3 COUNTS FOR SICKU
7 You have changed the Regular Shift Differential Rates.6 If Overtime Shift Differentials are the Regular times4 the overtime multipliers (and assuming you have the3 correct values in the overtime multipliers) we can4 calculate the Overtime Shift Differentials for you.5 You will still be able to change the results of this6 calculation if it is wrong but it might save you some* entry time if it is likely to be correct.6 Do you want Overtime Shift Differentials Calculated ?
Reply Y or N
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PAYUSA EMPLOYEE CONFIG.
DO ALL OF THE FOLLOWING Set Up Hours/Year & Overtime
Set Up Shift Differentials
Vacation Accrual Items
Sick Leave Accrual Items
Screen Colors E You appear to have a Monochrome Display, Colors are not applicable.E Setting to default Grey and White on Black. Any key to continue.
D You appear to have Color Disabled (DOS MODE). Color is being setD to default Grey and White on Black. Press Any key to continue.
< Please Pick a Background Color for the Screen (0 though 7)
Do not choose
This is color ? Please Pick a Text Color for the Screen Prompts (0 though 15)
This is a Prompt
Do not choose
This is a Prompt
Data - Color B Please Pick Data Color (1 through 15) - best different to PromptU
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DISK DRIVE FOR EMPLOYEE FILESFThere will be two versions of the Employee Files, one is the InputFto the Pay Cycle, the other is the Output. They are kept seperateFso you can easily re-run the pay cycle in case of input errors. OnceFyou are satisfied with the results the output is copied over to theFinput directory replacing the original input. We need two Directories
to keep the files seperated.
DIRECTORY PATH TO USE FOR INPUT DIRECTORY PATH TO USE FOR OUTPUT*PRINTER CAN HANDLE ASCII 12 FORM FEED CODEU
LWe will be copying the test PAYUSA.DTA (and, if it exists, PAYUSA.INX ) fromLthe supplied diskette to the input directory you defined when setting up the8disk configuration. That target is currently defined asLIf PAYUSA.DTA or PAYUSA.INX already exist on the above target directory theyLwill be overwritten by the test files. If that is not your intention then
do not proceed.LIf the target disk drive does not exist then do not proceed. If the driveLexists but the directory path does not exist then the directory path will be%created by this special copy program.LIf they are not correct, the target drive and directory path can be changedLby selecting the "Set Up Disk / Printer" option from the Equipment Config.
Menu."OK to Proceed with Copy (Y or N) ?
PAYUSA.DTA
push EXISTING FILES WILL BE DESTROYED) There is an Employee File already on the+ target directory. You have indicated that% you wish to overwrite that file with# Anthistle System's TEST employees.
ARE YOU SURE ???& Press Y to Confirm Copy of Test Data.
Press N to Abort the Copy.
=Which Disk Drive: [ \directory\ ] are the test files now on ?G( If on a diskette, and no directories used, leave directory set to \ )
Drive
Directory
PAYUSA.INX
PAYUS941.DTA
PAYUSA.DTA not found,8 *** No files copied - try again, or reply N to quit ***U
KOn a prompt by prompt basis, if the description has already been changed doKnot change it a second time unless you are absolutely certain that item hasJnever been used for any employee in this calendar year, otherwise you willJcause yourself confusion for sure. Note that database fieldnames in filesMexported to other systems (dBASE, PCFILE, TGS, etc.) will remain at AnthistleNSystems original names to be consistent with user programs written for earlier versions.OORIGINAL MEANING SCREEN PROMPT PRINT ON CHECKS/REPORTS
INOTES ABOUT THE NEXT SCREEN (Press PRINT SCREEN key if you want to print)NIf TAKE P'CENT is false you can enter whatever amount you want in that item onKthe employee entry screens and (except for pay items which are zeroed afterGeach pay) it will stay set to that amount each pay until you change it.NWhatever is in PAY BASE, RATE, and ANNUAL MAXIMUM does not matter as they will
be ignored by the programs.JIf TAKE P'CENT is true the cursor will skip over that item on the employeeJentry screens and it will be automatically calculated for you according toHwhat you enter on the next screen. In that case PAY BASE must be set toNeither R (Regular Wage or Salary only, ignores other pay items), or A (All PayNItems, excluding Fringes), or T (Taxable pay - includes Fringe Benefits etc.),Nand ANNUAL MAXIMUM must contain an amount (if there is no maximum leave it set
to 9999999.99)JIn California (and any other State where the employee pays a percentage ofLearnings for State Disability Insurance) use "DEDUCT OTHER 1" for S.D.I. andCset its TAKE P'CENT = TRUE. S.D.I. PAY BASE should probably be T
ANY KEY TO CONTINUEO
A
PAY BASE TO USE
K
R = BASIC PAY ONLY
RATE
ANNUALK
TAKE
A = ALL PAY ITEMS
E.G. 1% = 0.01
MAXIMUMH ITEM
P'CENT
T = TAXABLE PAY
10% = 0.10 ETC.
$O
A
MOn Pay Items only PAY BASE code R (base = Regular Wage or Salary) is valid asHthe A and T code bases would change with a re-calculation of a Pay Item.JOn Fringe Benefits only PAY BASE code R (base = Regular Wage or Salary) orKcode A (All Pay Items, total before tax) are valid as the T code base would1change with a re-calculation of a Fringe Benefit.#
BTHE TAX + - 0 SCREEN (Press PRINT SCREEN key if you want to print)NHere you indicate how you want tax calculations to be affected by these items,Menter + or - or 0 ( + increases income for tax calculation, - reduces incomeKfor tax calculation, 0 has no effect on taxable income). All + and - itemsNaffect tax calculations and will affect W-2 Box 12 (Soc.Sec. Wage) and FederalLand State Unemployment Wage as you indicate. Reporting wages for income taxNis handled differently as that is key to preparing the 1040 Income Tax Return.HAll + items are added into W-2 Box 10 (Federal Wages), W-2 Box 25 (StateNWages) and W-2 Box 28 (Local Wages), as you indicate, but - items reduce theseKboxes ONLY if that item is also selected (choice 4 on the previous menu) toIprint in W-2 Box 17 with an IRS code of D or E or F or G or H (indicatingLelective contibutions and deferrals to a plan containing a qualified cash or#deferred compensation arrangement).MThe entries on this screen apply to ALL employee's so be sure not to minus anKitem for income tax if that item is already included in your employee's W-4KWithholding Allowance Certificate. Be careful of IRA Deductions and AlimonyJPaid as these MAY already have been claimed on the W-4. Do not minus itemsKwhich are claimable only if the employee's use ITEMIZED DEDUCTIONS on theirLtax return (Medical Expenses, Charitable Contributions, Union Dues, etc.) asLthe STANDARD DEDUCTION is already allowed for in the tax calculation and theKemployee cannot have both, any excess for Itemized over Standard DeductionsLis usually calculated on the W-4 and handled by extra withholding allowances2(exemptions) claimed on the W-4 Certificate.
ANY KEY TO CONTINUEHThis gives you maximum flexibility, but the cost is that you become 100%Kresponsible for the affects of these items on the tax calculations. If youMare not sure ask your Accountant BEFORE making an entry as it is difficult toLchange pays already processed. Anthistle Systems & Programming Ltd. are notNqualified to give tax advice, we just provide you with the tools to handle it.HNote that these customizable items can come from 4 separate areas of theNpayroll entry screens and the direct affect each item has on the employees payLcheck depends on the area of the entry screen, not on the choices made here.J(Here you are deciding how taxes are calculated ONLY). Also be careful ofMstandard math rules for signed arithmetic if any negative amounts are enteredGon the employee entry screens (normally they are all positive amounts).KIndicate how you want tax calculations to be affected by these items, enterK+ or - or 0 ( + increases income for tax calculation, - reduces income for4tax calculation, 0 has no effect on taxable income).D
FEDERAL
STATE
LOCAL
D
Inc. FICA FUTA
Inc. SUTA
Inc.
D ITEM
Tax
Soc Sec
Unempl.
Tax
Unempl.
Tax
D
MNOTE: The first item was originally for CREDIT CARD TIP PAYMENT (tips chargedLby the customer, collected by the company, then passed on to the employee byGadding it to the paycheck after Net Pay). If it is still used for thisLpurpose there should be 0 (zeroes) all across that line. Show tax liabilityKfor these and ALL reported tips (example, from IRS Form 4070) on the FringeMBenefit Item "TXBLE4070 REPRTD.TIPS" on the employee entry screens. AllocatedMtips (example, to make up minimum 8% of sales) are not subject to withholdingDso are not processed on PAYROLL USA - add them to the W-2 (in Box 7)#
IIf any of these items are to be printed in W-2 boxes 14 through 18 pleaseMenter details below. For boxes 16 and 18, up to 5 characters description canKbe printed on the W-2 along with the amount, but if the item is reported inHBox 17 then only one character is allowed which must be a valid IRS codeJA through L. IRS W-2 instructions give full description of Boxes 14 to 18
BOX/CODE/USED FOR
% 0 in Box means omit from W-2 14/18'
W-2
'
Report in
' ITEM
Description
'
)!8#0
O NOTE: Once in the data entry screens you can move the cursor up or down the O screen quicker with the up or down arrows but to move across a line press the O enter or tab keys. Pressing Esc, End, Home, PgUp, or PgDn will exit the O entry screen from anywhere on the screen and return you to this menu (you do O not have to move to the bottom of the screen to exit). L1 = Change the descriptions of these items on the employee entry screens andI on the printed reports (including paycheck stubs and pay statements).I2 = Assign automatic calculation of these items as a percentage of eitherL TOT ACTUAL PAY or TAXABLE PAY or (if overtime and other pay items are toM be excluded from the calculation base) SALARY or REG WAGES (regular hoursM times basic rate). A maximum annual dollar amount can also be specified.J (Example, California S.D.I. is a percentage of earnings with a maximumL annual deduction - so you could select DEDUCT OTHER 1 and customize it).K3 = Change the way these items are to affect the calculation of any type of
of tax.K4 = Specify if (and how) these items are to shown in boxes 14 through 18 of' the employee's annual IRS W-2 FORM.
5 = EXIT FROM THIS MENU1PRESS A NUMBER KEY TO INDICATE YOUR REQUIREMENTS
1 CUSTOMIZABLE PROMPTSI SOME PROMPTS AND PRINT LINES MAY BE REDEFINED TO SUIT YOUR OPERATIONKEarlier versions of PAYROLL USA allowed customization of several prompts inKeach of 4 categories, and in the Deductions category calculation capabilityMcould be attached to 4 items. Starting with the 1991 version we have allowedKfor several more items to be redefined and we have extended the calculationLcapability to other categories. We have also provided additional options forLwhere redefined items are to be reported on the Annual IRS W-2 form and whatCaffect they are to have on various Federal, State, and Local Taxes.HSIGNED ARITHMETIC: Note that amounts entered on the employee screens areNusually positive amounts (unsigned implies positive). It is possible to enterNnegative amounts, but if you do please be extra careful you get the result youNexpect both on the paycheck and on the tax calculations - use the on-screen F8Gcalculation to check. The program will have no problem, it will followFstandard math rules for signed arithmetic, it is people who may not beLfamiliar with those rules who will sometimes have a problem. Note also thatKgovernment formulas will not calculate a tax that is less than zero (if theIresult is negative it is changed to zero) - if you need a negative tax toNreverse a previous tax overdeduction turn off the tax calculation and enter it manually.
ANY KEY TO CONTINUEK1 = PAY ITEMS (items before TOT ACTUAL PAY) are added to TOT ACTUAL PAY and will increase the pay check.N2 = FRINGE BENEFITS (items between TOT ACTUAL PAY and TAXABLE PAY) are for taxM adjustment purposes only and have no direct affect on the pay check other2 than from the changes they can cause in taxes.J3 = DEDUCTIONS (items between TAXABLE PAY and NET PAY) are subtracted from3 TOTAL ACTUAL PAY and will reduce the pay check.K4 = REIMBURSEMENTS (items between NET PAY and ISSUE CHECK FOR) are added to, NET PAY and will increase the pay check.
5 = EXIT FROM THIS MENUAPRESS A NUMBER KEY TO INDICATE WHICH CATEGORY YOU WISH TO REVIEW
MANYCNFU.DATU
>cVUt
PAYUSA.CNF
MANYCNFU.DAT
PAYUSA EQUIP. CONFIG. )DO ALL OF ITEMS 2 THRU 4 OF THE FOLLOWING
Customize Screen Colors
Set Up Disk / Printer. Customize Prompts, Auto Calc, Taxable, W-2 Copy Test Files into Directories
: INTERFACING PAYROLL USA TO YOUR ACCOUNTING SYSTEM: =================================================DPayroll USA will print Summary Journal Entries which can beDposted to ANY double entry Accounting System, whether it be aDcomputer or a manual system. If you provide the account numbers onDthe next few screens they will be printed on the Journal Entry for
ease of posting.
PRESS ANY KEY U
*ENTER YOUR ACCOUNTING SYSTEM NUMBERS FOR :(----------------------------------------&BANK ACCOUNT that Pay will come out of
Credit ASSET A/c Num.:GROSS PAY (i.e. Salary, Wages, etc. BEFORE any deductions)
Debit EXPENSE A/c Num.4COMPANY'S OWN CONTRIBUTION TO FICA (SOCIAL SECURITY)
Credit LIABILITY A/c Num.@COMPANY'S OWN CONTRIBUTION TO FUTA (FED. UNEMPLOYMENT INSURANCE)ACOMPANY'S OWN CONTRIBUTION TO SUTA (STATE UNEMPLOYMENT INSURANCE)-PAYMENT OF EIC (ADVANCE EARNED INCOME CREDIT)
Debit LIABILITY A/c Num.D(usually same A/c# as Fed. Inc. Tax or FICA for offset of taxes due)9MISCELLANEOUS ACCOUNT FOR ANY UNEXPECTED BALANCING ERRORS,
DLIABILITY ACCOUNTS TO HOLD DEDUCTIONS WITHELD FROM EMPLOYEES UNTIL,THEY ARE REMITTED TO THEIR FINAL DESTINATIOND--------------------------------------------------------------------BYou should at least have accounts for Government Deductions, other=accounts are optional depending on if you use that deduction.! CREDIT LIABILITY
ACCOUNT ACCOUNT
NAME NUMBER
Continued on next screen...
,2. OPTIONAL - Continued from previous screen= (NEED LIABILITY ACCOUNTS ONLY IF DEDUCTIONS WILL BE TAKEN)U
DOPTIONAL EXPENSE ACCOUNTS FOR WHEN EMPLOYEES CAN CLAIM OUT OF POCKETDEXPENSES AND YOU ARE USING PAYROLL USA'S OPTION OF COMBININGAEXPENSE PAYMENTS AND NET PAY INTO ONE CHECK (Also Allocated Tips)D--------------------------------------------------------------------! DEBIT EXPENSE
ACCOUNT ACCOUNT
NAME NUMBER
DFOR THE REMAINDER OF THIS SECTION, ACCOUNTS ARE NEEDED ONLY IF THAT.PARTICULAR ITEM IS RELEVANT TO YOUR OPERATION.DIf you do not enter BOTH Expense and Liability account numbers forDan item then that item will be omitted from your Journal entries asDit is assumed you do not wish to post it from the payroll system.C===================================================================
OTHER EMPLOYMENT EXPENSES:DThese are all additional Employee Costs for which Expense accountsDMAY be needed, but if used they also need corresponding LiabilityDaccount numbers as the cost of Taxable Benefits will usually be paidCto somebody somewhere, but is not paid directly in the pay check,Dand Sick and Vacation Accruals should be carried as a liabilityDuntil they are eventually adjusted by Payroll USA for theDinevitable payment to the employee. Sick and Vacation Accruals areDonly calculated if the corresponding percentage on the second-employee basic information screen is NOT 0.00,PRESS ANY KEY FOR LIST OF REMAINING ACCOUNTS' DEBIT CREDIT' EXPENSE LIABILITY'ACCOUNT ACCOUNT ACCOUNT'NAME NUMBER NUMBER
GHere we keep some information about your Company. This will be used on.printed reports. Use Ctrl Y to clear fields.
COMPANY NAME
STREET
STATE
ZIP CODE
PHONE
FEDERAL EMPLOYER ID NUMBER
STATE EMPLOYER ID NUMBERKIf you wish to pay the employee's by transferring funds directly into theirLbank accounts instead of issuing Pay Checks then please supply the followingNinformation (From your bank or from the MICR coding on one of your Pay Checks)
(.txt)