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***************************************** * * * (tm) * * I N S T A - P A Y * * * * * ***************************************** By Cheque-Mate Multi-Company Version 2.90p Cheque-Mate International, INC. 890 Hampshire Road Suite W Westlake Village, CA 91361-2812 (805) 496-7846 (C) Copyright 1988-1996 Cheque-Mate International, INC. INSTA-PAY is a registered trademark of Cheque-Mate International. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM Table Of Contents THE CHEQUE-MATE PAYROLL SYSTEM An overview of the system........................... 1 How To Set Up the Cheque-Mate Payroll System........ 2 Using the Administration Routines................... 4 How to start the Cheque-Mate Payroll System......... 10 Payroll Processing Sequence......................... 11 Cheque-Mate Standard Commands....................... 12 PERSONNEL MAINTENANCE Add A New Employee.................................. 13 Modify An Existing Employee......................... 17 PAYROLL MAINTENANCE Pre-Pay Or Termination.............................. 18 Enter Payroll Data.................................. 19 Display/Modify Payroll Data......................... 24 PAYROLL PROCESSING Register/Checks/Posting............................. 25 Print Time Card Labels.............................. 29 Prepare Quarterly Reports........................... 30 Prepare Yearly Reports.............................. 31 Print W-2's Print 1099's Print W-3 Print DE-43 Print 940 SYSTEM UTILITIES QUIT TO DOS......................................... 32 Backup Files........................................ 33 Void A Check........................................ 34 Compute Gross From Net.............................. 36 Display Last Nets................................... 37 OPTIONAL REPORTS Miscellaneous Reports............................... 38 Print Anniversary List.............................. 40 Print Birthday List................................. 40 Print Employee List................................. 41 Miscellaneous Utilities............................. 42 Trouble-shooting.................................... 44 Misc Features-Frequent Questions-Bugs/Enhancements.. 46 INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM INSTA-PAY (TM) The CHEQUE-MATE PAYROLL SYSTEM An Overview This payroll is designed to give you the most complete reporting system on today's market. Our experience has made it possible to keep the operation of the system simple by narrowing it down to a few simple procedures. Below are a few of the basic guidelines for the operation of our system. We suggest that you read the manual for a more complete overview of the Insta-Pay system. Use these guidelines: 1. To select from our menu, use the space bar or the up and down arrow keys. Once at your desired selection, press the enter or return key. 2. To override any numerical calculation fields, enter either a numerical amount NNN.NN or a zero to stop the calculation. 3. There are NO quarter or year end closings using the Insta-Pay system. Also until the data is posted and updated, you can continue to make changes or corrections as many times as needed to get it right. 4. Function keys: F7. Saves and processes data. F4/ESC. Abandon screen without processing F2. Move from the ENTER PAYROLL DATA screen to the update employee master screen. Correct or change information on the ENTER PAYROLL DATA screen. F1. Help screens. 5. Most operating instructions are located at the bottom of the screen. For screens with no instructions, use the light bar to select the desired option. 6. The NET TO GROSS computation. This is used to compute bonuses. 7. Pre-paid/Terminations. Create pay entries in between payroll cycles. Once done they do not have to be reentered. They will be stored until the next payroll is generated. 8. Please proceed to HOW TO SETUP YOUR SYSTEM. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 1. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM SYSTEM SETUP You are now ready to install and setup the INSTA-PAY PROGRAM. The minimum system requirements are: DOS 2.1 or higher A hard disk drive with at least 3 megabytes of free space 512K RAM memory A printer with compressed mode capability or a wide carriage A narrow [or wide] carriage printer for checks An HP compatible / M.I.C.R. toner compatible printer IF you are going to M.I.C.R. encode checks. CONSIDERATIONS This section of the program must be set up properly. The information you enter determines what printer(s) and disk drive(s) the program will use and how it will interface with them. At any point you can press F7 to save the system configuration, or you can press F4 to abandon and return to the system prompt. This section of the program must be completed before any other part of the program is used. If you abandon before saving your configuration, it must be completed at another time. PROCESSING SEQUENCE STEP 1. Insert disk #1 into Drive A. STEP 2. At the DOS prompt (>) enter ------>A: (RETURN) ------>INSTALL C: (RETURN C: can be replaced with D:, E:, etc. depending on the location of your hard disk.) The payroll program installs and the System Configuration screen appears. STEP 3. Fill in your company name, address and telephone number. STEP 4. Choose which device your checks, registers, and labels will be printed on. If you are using a serial printer (COM1: or COM2:), you need to specify the baud rate, parity, word length and stop bits. For example if you are using a serial printer attached to COM1:, 9600 baud, no parity, 8 word length and 1 stop bit, you would enter COM1:9600,N,8,1. If you are using parallel port LPT1:, you would enter LPT1:. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 2. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 5. Data directory is where your client's datafiles are stored. You can precede the directory name with a drive identifier such as D:, E:, F:, etc. to use multiple disk drives. STEP 6. Index directory - same as above. STEP 7. Archive directory is the area where the payroll spool files are compressed and stored. You will need to backup and delete these files from time to time (refer to cp_arc in the miscellaneous commands section). STEP 8. Spool directory is a temporary hold area for payrolls processed each day. STEP 9. Default late payment charge - the default amount to charge each client when there is an outstanding amount due at month end. STEP 10. Default W2/1099 charge - the default charge for each W-2 processed. STEP 11. Default quarterly charge - the default amount to charge at quarter end. STEP 12. Default pre-pay charge - the default charge for pre-paid checks. STEP 13. Base chg for xxx checks = y.yy - the default charge for anyone processing less than or equal to xxx checks. For example, if xxx = 006 and y.yy = 6.00, then anyone processing 6 checks or less will be charged $6.00 STEP 14. Above base, charge = y.yy - the default charge per check for anyone processing more than xxx checks. STEP 15. Normal Print (10 CPI) - the decimal codes your printer accepts for 10 CPI printing. Enter "HP" in the first field if you are using an HP Laserjet. STEP 16. Compressed Print (17 CPI) - the decimal codes your printer accepts for 17 CPI printing. Enter "HP" in the first field if you are using an HP Laserjet. NOTE: Most of these defaults can be overriden for each company in the Enter Company Information screen. After you have processed this screen, the Set Master File Size screen will appear. This routine determines how many companies the program needs to allocate space for. This screen will appear again when you have used more than 80% of the allocated space. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 3. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ADMINISTRATION - SETUP A NEW COMPANY PURPOSE The purpose of this routine is to enter company name, address, sui rates, processing charges, etc. CONSIDERATIONS The fields that are self-explanatory have been omitted from this section. If you are running a multiple-user system, only one user should access the administration routines at a time. STEP 1. Account number - the computer automatically assigns the lowest account number available. This number can not be higher than the number of companies the you have previously allocated space for. STEP 2. Pay Freq - the default pay frequency for this company. This determines which tax tables the program will use. D = Daily W=Weekly B=Bi-weekly S=Semi-monthly M = Monthly A = Annually (1st/15th)(15th/31st) STEP 3. Press F6 for the voluntary deductions screen. Enter the voluntary deductions for this employee. The default is copied from 'Modify an existing company' for each new employee automatically. If there are no changes, you may skip this step. NOTE: 401(k) type deductions are exempt from state and federal withholding tax in Insta-Pay. 403 Section 125 deductions (typically insurance) are tax exempt in Insta-Pay. 403 TDA (tax deferred annuity) are exempt from state and federal withholding. If you have pay type #2 set to 'U' on the employee screen, one of the deduction's SPECIAL HANDLING type must also be set to UNION. Union dues generated by pay rate 2 will be deducted in the UNION deduction. STEP 4. Check/Stub Printing--Dot matrix, choose (C) for checks & stubs or (S) for stubs only. Laser choices are: (8) for stubs, (L) for checks & stubs or (M) for MICR printing. STEP 5. Press F7 to process and go to page 2. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 4. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ENTER COMPANY INFO - PAGE 2 STEP 1. (B)ill to - enter B to use a separate billing address. (S)hip to - enter S to use a separate ship-to address. (H)old - enter H to have the payroll held for pickup instead of being mailed. Any combination of these codes is acceptable. STEP 2. Reminder/Message lines - Use these to hold special reporting or handling information for each client. They will appear during the Select a Company mode from the Main Menu and on the Register/Checks/Posting screen. STEP 3. DE-3B type - enter 1 for employers declaring unemployment and disability wages. Enter 2 for employers declaring UI wages only (religious exempt, sole stockholder, public entities). Enter 3 for DI wages only (sole stockholder, elective coverage, domestic services). Enter 4 for UI and voluntary plan DI wages. STEP 4. FICA fractions - line 9 on the 941. Answer 'Y' if you want to have the difference from withheld tax & calculated tax shown as an adjustment on line 9 of the 941. STEP 5. Print 941 - Answer 'Y' if you want a blank form showing the client name, address and ID number. This can be used when there are no employees for the reporting quarter. STEP 6. Late charge - the amount to charge if there is any outstanding amount at month end. STEP 7. W-2 / 1099 charge - the amount to charge for each W-2 / 1099 printed. STEP 8. Quarterly charge - the amount to charge for quarterly reports. STEP 9. Pre-pay charge - the amount to charge for pre-paid checks. STEP 10. Handling charge - the amount to charge each month for handling. If this field is left blank it will default to $4.00 for weekly accounts, $2.00 for bi-weekly and semi-monthly accounts, and $1.00 for monthly accounts. STEP 11. Changeable description - this can be used for charges such as special reports or shipping. Each client can have a different description. It will reset after the billing is posted each month. STEP 12. xxx or less checks, charge = y.yy - the charge for anyone processing less than or equal to xxx checks. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 5. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 13. per check over xxx checks, charge = y.yy - the charge per check for anyone processing more than xxx checks. STEP 14. Use PTM Tax Svc - If you are setting up your client for direct payroll tax depositing answer 'Y'. This should be done after you have been assigned a processor number by PTM. Enter that number for every client that will use this option. Do not use the PTM field if this feature is not being used. It will default to 'N'. ENTER COMPANY INFO - PAGE 3 See the instruction sheets included with your "MICR Upgrade" for more information about Company Information - page 3. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 6. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ADMINISTRATION - MODIFY AN EXISTING COMPANY PURPOSE The purpose of this routine is to modify company name, address, sui rates, processing charges, etc. CONSIDERATIONS Refer to page 5 for explanations of the fields on this screen. ADMINISTRATION - REMOVE AN EXISTING COMPANY PURPOSE The purpose of this routine is to remove all of a company's information from the system. CONSIDERATIONS Be careful when using this routine it is non-reversible. ADMINISTRATION - ENTER PAYMENTS / ADJUSTMENTS PURPOSE The purpose of this routine is to enter payments. CONSIDERATIONS Enter payments as positive amounts to credit the clients account. Enter adjustments as negative amounts to credit the clients account. ADMINISTRATION - PRINT COMPANY LISTINGS PURPOSE The purpose of this routine is to print company listings. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 7. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ADMINISTRATION - BILLING PURPOSE The purpose of these routines is to process client billing at month end. CONSIDERATIONS If you are using a print spooler, be sure to wait until after all the bills are printed to post the billing in case the forms become misaligned. STEP 1. Print and check the billing register. Make any necessary adjustments. You can reprint the register as many times as you need to after making corrections. STEP 2. To align the bills, print a bill for the first account with an outstanding balance until the bills are properly aligned. Then print for all companies. STEP 3. When all the bills are printed, post the billing. ADMINISTRATION - MAILING LABELS PURPOSE The purpose of this routine is to print mailing labels for all payrolls and pre-paid checks processed. CONSIDERATIONS The label file should deleted at the end of each day by using the Archive Daily Spools routine. ADMINISTRATION - ARCHIVE DAILY SPOOLS PURPOSE The purpose of this routine is to compress and store the payroll spool files processed each day. CONSIDERATIONS This routine should be run at the end of the day after all payrolls have been processed. Be sure to do this it is VERY IMPORTANT! INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 8. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ADMINISTRATION - REPRINT PAYROLL MENU PURPOSE The purpose of this routine is to reprint previously processed payrolls. CONSIDERATIONS Be careful not to confuse the run date of the payroll with the check date. The run date can be found on the second to last page of the payroll register in the upper right corner. STEP 1. Enter the client's account number. STEP 2. Enter the sequence numbers for the register you want printed. For example, if you processed five payroll registers for a client on a given day and you want to reprint the last one you would enter 05 to 05. STEP 3. Enter the sequence numbers for the checks you want printed. This works the same as STEP 2. STEP 4. Enter a range of check numbers you want re-printed. If this field is left blank, all checks will be re-printed. If you want to re-print check 101, enter: 101-101. If you want to re-print checks 101 through 109, enter: 101-109. STEP 5. Enter the sequence numbers for the pre-paid checks you want printed. This works the same as STEP 2. STEP 6. If you have Archived the daily spools for the payroll to be re-printed, enter the date that the payroll was processed. STEP 7. If you have Archived the daily spools for the payroll to be re-printed, and you have moved the archive to a different drive, enter the drive letter where the Archive is located. ADMINISTRATION - COMPANY STATISTICS REPORT PURPOSE To report the number of employees on file, active employees, active companies, etc. CONSIDERATIONS Run this routine at quarter and year end to determine how many sets of W2's, 941's, DE-3B's, etc., you will need to order. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 9. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM HOW TO START THE CHEQUE-MATE PAYROLL PROGRAM PURPOSE The purpose of this routine is to start the Cheque-Mate Payroll System. CONSIDERATIONS If you have payroll from prior quarters, you must enter the gross wages, tips, meals, federal tax, state tax, etc. for each employee by quarter. Enter this information just as you would a normal payroll. It is not necessary to enter either the FICA or SDI, as they are calculated automatically by the system. When all of the information is entered for the desired quarter, Register/Checks/Posting, setting the check and period ending dates equal to the last date in the quarter. * NOTE: AFTER ENTERING BACK PAYROLL DATA YOU MUST USE THE REGISTER/CHECKS/POSTING OPTION TO UPDATE THE EARNINGS RECORDS. THE REGISTER AND CHECKS PRINTING CAN BE SKIPPED TO SPEED UP THIS OPERATION. PROCESSING SEQUENCE STEP 1. At the DOS prompt (>) enter the drive letter that the program resides on, followed by a colon (:). For example: if the program resides on Drive C, you would enter: >C: (Return or Enter) STEP 2. Change to the appropriate directory: >CD\SERVICE (Return or Enter) STEP 3. Enter the program name as follows: >1994PYRL (Return or Enter) * Change the payroll year on the command line to correspond to the correct year (1993pyrl-1994pyrl-etc.) The select a company screen displays and you're ready to proceed. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 10. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAYROLL PROCESSING SEQUENCE Eight easy steps are all that are required to process your payroll on the Cheque-Mate Payroll System. Here is the sequence you'll follow each time: STEP 1. Add new employees to the Employee Master File (see ADD A NEW EMPLOYEE). STEP 2. Modify existing employee records as needed. You can do this from the main menu by accessing the MODIFY AN EXISTING EMPLOYEE routine, or you can do it while you're entering payroll data (see ENTER PAYROLL DATA) by using F2 to travel to the Employee screen. STEP 3. Enter the payroll (see ENTER PAYROLL DATA). STEP 4. Verify your entry. You can do this by displaying the payroll on the terminal screen (see DISPLAY PAYROLL DATA) or printing a hard copy report (see REGISTER/CHECKS/POSTING). STEP 5. Make any needed corrections (see MODIFY PAYROLL DATA) and verify your entries. When everything is correct, you're ready to Register/Checks/Posting and print the checks. STEP 6. Print the payroll checks (see REGISTER/CHECKS/POSTING). STEP 7. At the end of the payroll quarter, print the Quarter End Reports (see PREPARE QUARTER END REPORTS). STEP 8. At the end of the payroll year, print the Year End Reports (see PREPARE YEAR END REPORTS). That's all there is to it. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 11. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM CHEQUE-MATE STANDARD COMMANDS We've added some short-cut features to the Cheque-Mate Payroll System to make your job even easier. By simply pressing a special key or set of keys you can perform a variety of tasks. The "F" keys are Function Keys You find them on your terminal keyboard labeled F1 through Fl0. The "CTRL" (Control) commands are executed by holding down the CTRL key as you press the associated letter key. F7 Think of this as the GO or PROCESS key. Press Function Key #7 to process any information you have entered on the screen. F4 Think of this as the OOPS key. Press Function Key #4 to abandon any screen without updating the record and return to the Main Menu. F2 Press Function Key #2 to go directly to the Employee screen (from the payroll entry screen only.) 0 (Zero) enter a zero (0) in any field to stop the action that would normally take place there. For example: in ENTER PAYROLL DATA, enter a zero (0) in the first voluntary deduction field and no deduction will be taken out for this payroll. Shortcut-Keys (From the Main Menu) (CTRL) D Press (CTRL) and the letter "D" to go directly to DISPLAY/MODIFY PAYROLL DATA. (CTRL) E Press (CTRL) and the letter "E" to go directly to ENTER PAYROLL DATA. (CTRL) G Press (CTRL) and the letter "G" to go directly to Compute a net to gross amount. (CTRL) N Press (CTRL) and the letter "N" to go directly to the DISPLAY LAST PAYROLL NET AMOUNTS screen. (CTRL) Q Press (CTRL) and the letter "Q" to exit from the Cheque-Mate payroll system and return to the dos prompt. (CTRL) R Press (CTRL) and the letter "R" to go directly to the Register/Checks/Posting the payroll routine. (CTRL) V Press (CTRL) and the letter "V" to go directly to the Void a check routine. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 12. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ADD A NEW EMPLOYEE PURPOSE The purpose of this routine is to add a new employee to the Employee Master File. CONSIDERATIONS When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you can choose to enter the decimal or not. For example: -----> Enter 400 for $400.00 -----> Enter 400.00 for $400.00 -----> Enter 123.45 for $123.45 If you want to leave a field blank, Just enter a (RETURN). You can mix weekly, biweekly, monthly, semimonthly, and annual payrolls together and process them all at the same time. Just enter the appropriate code at STEP 25. Enter F4 to abandon this screen without updating the record and return to the Main Menu. PROCESSING SEQUENCE A. Select ADD A NEW EMPLOYEE (under Personnel Maintenance) from the Main Menu. STEP 1. EMPLOYEE # - The system-assigned employee identification number displays at the top left of the screen. If you wish to assign your own employee number, use the up-arrow key to move to this field and enter the number you wish. DEPT - If you want to enter a department for this employee use the up-arrow key to move to this field and enter the department code. WORKER'S COMP CODE - This four digit field can contain both alpha and numeric. Enter the code assigned by your insurance carrier (State fund, etc.) STEP 2. EMPLOYEE NAME (L,F,MI) - These fields must not be left blank. The employee's full name is prompted in three stages: first, enter the last name and (RETURN); enter the first name and (RETURN); then enter the middle initial. STEP 3. ADDRESS - Enter the employee's address. STEP 4. CITY - Enter the employee's address city. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 13. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 5. STATE - Enter the two-character post office abbreviation for the employee's state. STEP 6. ZIP - Enter the zip code. STEP 7. SOCIAL SEC NO - Enter the employee's social security number (without the dashes.) STEP 8. FEDERAL EXEMPTION STATUS (M/S/H) - This field can not be left blank. Enter M (Married), S (Single), or H (Head of Household). FEDERAL NUMBER OF EXEMPTIONS - Enter the number of exemptions the employee wants to claim. STEP 9. STATE EXEMPTION STATUS (M/S/H) - This field can not be left blank. Enter M (Married), S (Single), or H (Head of Household). STATE NUMBER OF EXEMPTIONS - Enter the number of exemptions the employee wants to claim. STEP 10. PAY RATE #1 - Enter the employee's rate of pay. STEP 11. PAY RATE #2 - Enter the employee's second rate of pay if applicable. STEP 12. SALARIED OR HOURLY (S/H) This field can not be left blank. Enter S (Salaried) or H (Hourly). Pay rate #2 will accept and compute union dues and piece-work. To compute union dues, enter the union rate in pay rate #2 and place a U in the second pay type. The union dues will appear in deduction #4. To compute piece-work, place a P in the second pay type, put the minimum rate in pay rate #1 and the per-piece rate in pay rate #2. STEP 13. Press F6 for the voluntary deductions screen. Enter the voluntary deductions for this employee. The default is copied from 'Modify an existing company' for each new employee automatically. If there are no changes, you may skip this step. NOTE: 401(k) type deductions are exempt from state and federal withholding tax in Insta-Pay. 403 Section 125 deductions (typically insurance) are tax exempt in Insta-Pay. 403 TDA (tax deferred annuity) are exempt from state and federal withholding. If you have pay type #2 set to 'U' on the employee screen, one of the deduction's SPECIAL HANDLING type must also be set to UNION. Union dues generated by pay rate 2 will be deducted in the UNION deduction. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 14. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 14. 1099 (Y/N) - Enter Y (Yes) if this is a contract worker. No taxes are withheld from 1099 contractors. STEP 15. WITHHOLD FICA (Y/N) - Enter Y (Yes) for automatic FICA withholding; enter N (No) for none. STEP 16. WITHHOLD SDI (Y/N) - Enter Y (Yes) for automatic State Disability Insurance withholding; enter N (No) for none. STEP 17. AUTO-CHECK (Y/N) - Enter Y (Yes) to use the automatic check feature for salaried employees, N (No) to bypass it. STEP 18. HIRE DATE - Enter the date this employee was hired as MMDDYY. STEP 19. DATE OF LAST RAISE - Enter the date as MMDDYY. STEP 20. TERMINATION DATE - Enter the date as MMDDYY. STEP 21. DATE OF BIRTH - Enter the birthday as MMDDYY. STEP 22. SPOUSES BIRTH DATE - Enter the birthday as MMDDYY. STEP 23. ANNIVERSARY DATE - Enter the wedding date as MMDDYY. STEP 24. SPOUSES FIRST NAME - Enter the spouse's first name. STEP 25. PAY OVERRIDE (D/W/B/S/M/A) - Enter the pay period for this employee as follows: D = Daily; W = Weekly; B = Biweekly; S = Semimonthly; M = Monthly; or A = Annually. STEP 26. FEDERAL TAX OVERRIDE - Enter the dollar amount of federal tax to be withheld from the employee's check. An entry in this field indicates that the system is to bypass the standard tax table. STEP 27. STATE TAX OVERRIDE - Enter the dollar amount of state tax to be withheld from the employee's check. An entry in this field indicates that the system is to bypass the standard tax table. STEP 28. FEDERAL TAX TO ADD - Enter the amount of additional federal tax withholding. STEP 29. STATE TAX TO ADD - Enter the amount of additional state tax withholding. STEP 30. Look over the data you've entered. If you need to make a correction to any field, use the light bar to move to that field, then make the correction. If all of the data is correct, press F7 to process. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 15. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 31. TELEPHONE NUMBER - Enter the area code, prefix, and number. STEP 32. JOB TITLE - Enter the employee's official job title. STEP 33. VACATION ACCRUAL - Enter the rates at which you want to accrue vacation earnings. SICK LEAVE ACCURAL - Same as above. STEP 34. VACATION ACCRUED - Enter the hours or amount of vacation already accrued. SICK LEAVE ACCRUED - Same as above. AMOUNT or HOURS - Specify whether vacation/sick leave will be entered as hours or a dollar amount. STEP 35. VACATION TO ISSUE AT EFFECTIVE DATE - Enter the amount of vacation (hours or dollar amount as specified above) to be issued on the first payroll after the EFFECTIVE DATE (above). SICK LEAVE TO ISSUE AT EFFECTIVE DATE - Same as above. YEARLY (Y/N) - Enter Y (Yes) to have the vacation/sick leave amounts issued every year. STEP 36. Look over the data you've entered. If you need to make a correction to any field, use the light bar to move to that field, then make the correction. If all of the data is correct, press F7 to process. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 16. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MODIFY AN EMPLOYEE PURPOSE The purpose of this routine is to change existing employee records in the Employee Master File. CONSIDERATIONS You can also change employee records from the Payroll Processing function (see REGISTER/CHECKS/POSTING in this manual) When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you can choose to enter the decimal or not. For example: ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 If you want to leave a data field blank, just enter a (RETURN). Enter F4 to abandon this screen without updating the record and return to the Main Menu. PROCESSING SEQUENCE A. Select MODIFY AN EMPLOYEE (under Personnel Maintenance) from the Main Menu. STEP 1. EMPLOYEE # - Enter the number or last name of the employee record you want to modify. STEP 2. Use the light bar to move to the field or fields you want to modify, then make the correction. STEP 3. If all of the information is correct, press F7 to save the record. You are returned to the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 17. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRE-PAY OR TERMINATION PURPOSE The purpose of this routine is to enter a pre-pay or termination payroll check into the Cheque-Mate system without actually running a payroll. CONSIDERATIONS Information on this pre-pay or termination check will appear on the Prepaid Earnings Report in your next payroll processing. When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you can choose to enter the decimal or not. For example: ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 If you want to leave a data field blank, just press (RETURN). At any point in this routine you can go to the Employee screen by pressing F2. Press F4 to abandon this entry without updating the record and return to the Main Menu. You can go directly to the COMMISSION field by entering * (asterisk), or you can go directly to the GROSS PAY field by entering / (slash). Employee information displays on the lower portion of the screen. If the employee has any deductions, they will flash to call your attention to them. You can override any of these deductions by placing an amount in the corresponding deduction override field. PROCESSING SEQUENCE A. Select PRE-PAY OR TERMINATION (under Payroll Maintenance) from the Main Menu. STEP 1. SELECT EMPLOYEE - Enter the employee number or last name you want to process. This must be a valid number in the Employee File. When a valid number is entered, the entry screen displays along with selected information about the employee. From this point on you'll enter this pre-pay or termination check just as you would an ordinary one. The pre-pay screens look the same as the payroll entry screens, but internally the system processes each one differently. The pre-pay screen will produce a check immediately. The payroll entry screen will only produce a check after the payroll has been run. If you have any questions about any of these fields, look at the section titled ENTER PAYROLL DATA. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 18. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM ENTER PAYROLL DATA PURPOSE The purpose of this routine is to enter the data for the current payroll period. CONSIDERATIONS When you are entering dollars and cents amounts you must also enter the appropriate decimal. With whole dollars you can choose to enter the decimal or not For example: ------> Enter 400 for $400.00 ------> Enter 400.00 for $400.00 ------> Enter 123.45 for $123.45 Hours are entered in whole and hundredths of an hour. For example: Enter 8.75 for 8-3/4 hours. If you want to leave a data field blank, just enter a (RETURN). You can mix weekly, biweekly, monthly, semimonthly and annual payrolls together and process them all at the same time. At the end of payroll entry, you can process salaried employees with the Auto-Check feature of the Cheque-Mate Payroll System. At any point in this routine you can go to the Employee File by pressing F2. You can go directly to the COMMISSION field by entering * (asterisk). You can go directly to the GROSS PAY field by entering / (slash). Employee information displays on the lower portion of the screen. If the employee has any deductions they will flash to call your attention to them. The employee's rates of pay 1 and 2 are displayed at the bottom of the screen. Enter F4 to abandon this screen without updating the record and return to the Main Menu. PROCESSING SEQUENCE A. Select ENTER PAYROLL DATA (under Payroll Maintenance) from the Main Menu. STEP 1. SELECT AN EMPLOYEE - Enter the employee number you want to process. This must be a valid number in the Employee Master File. When a valid number is entered, the data entry screen displays along with selected information from the employee's master record. After you have entered all of the payroll data, enter F4 at this prompt and go to STEP 20. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 19. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 2. REG HOURS - Enter the number of regular hours in column 1 or 2 according to the appropriate pay rate. STEP 3. OT HOURS - Enter the number of overtime hours (time-and-a-half) in column 1 or 2 according to the appropriate pay rate. STEP 4. DT HOURS - Enter the number of double-time hours in column 1 or 2 according to the appropriate pay rate. STEP 5. TEMPORARY RATE CHANGE - Enter the pay rate to be used for this payroll only in the appropriate pay rate column. STEP 6. PERMANENT RATE CHANGE - Enter the new pay rate in the appropriate pay rate column. STEP 7. COMMISSION/BONUS PAY - Enter in the field is in two parts (percentage/amount). A. The percentage will always default to one hundred percent (100%). B. To pay a flat bonus, do not change the percent. To pay a percentage enter the percent. For example, enter 10.00 to compute ten percent of the amount you enter in the commission field. STEP 8. TIPS - Enter the amount of tips the employee is claiming. STEP 9. MEALS - Enter the amount meals that are being claimed as wages. STEP 10. ALTERNATE PAY FREQUENCY Enter the alternate pay frequency for this payroll entry, choices are: D = Daily; W = Weekly; B = Biweekly; S = Semimonthly; M = Monthly; or A = Annually. STEP 11. WORKER'S COMP CODE Enter a four digit alpha/numeric code for this check only. STEP 12. TERMINATION (Y/N) - Enter Y (Yes) if this is a termination check. NOTE: From this point on the fields are calculated by the system. However, you can override them if you wish. STEP 13. GROSS PAY (OVERRIDE) Enter the applicable gross pay. STEP 14. FEDERAL TAX (OVERRIDE) Enter the federal tax amount to be withheld from this entry. STEP 15. FICA (OVERRIDE) Enter the FICA amount to be withheld from this entry. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 20. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM STEP 16. STATE TAX (OVERRIDE) Enter the state tax amount to be withheld from this entry. STEP 17. DISABILITY (OVERRIDE) Enter the State Disability Insurance amount to be withheld from this entry. STEP 18. (DEDUCTIONS) Voluntary deductions set up for this employee display Enter the amount to be withheld for one or all of the deductions. STEP 19. VACATION & SICK LEAVE - Enter any vacation/sick leave amounts/hours to be paid on this check. * NOTE: The system will not allow you to create a payroll entry with a negative net amount. If your entry results in a negative net amount, an error message displays and you must correct the entry. To correct this situation you must delete voluntary deduction(s), and/or change withholding allowance overrides. Press F7 to process this entry. When you are through entering payroll data, press F4 to proceed to the Auto-Check routine, and then to the main menu. STEP 20 DO YOU WANT TO ADD ANY "AUTO-CHECK" EMPLOYEES TO THIS RUN (Y/N)? Enter Y (Yes if you want to process salaried employees with Cheque-Mate's Auto-Check feature. The system goes through the Employee Master File and creates a record for this payroll for each employee who has a Y (Yes) response in STEP 29. When the calculation is completed, you are returned to the Main Menu. Enter N (No) if you do not want to process Auto-Check employees. You are return to the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 21. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM USING THE AFTER THE FACT SCREEN PURPOSE The purpose of the After-the-Fact entry screen is to enter hand-computed payroll. There are many options here to verify that your data entries and computations are correct. CONSIDERATIONS The cursor will be on the CHECK DATE field when you go into the screen. It is very important to enter the check date and the check number at this time. PROCESSING SEQUENCE The following short cut keys can be used from here. 1. The asterisk key takes you to the GROSS field. 2. Pressing the slash key from the GROSS field moves you to REG EARN. REG EARN These are optional fields that can be used for workman's O/T EARN compensation reporting or to verify wage calculations. D/T EARN The GROSS field must always be blank when using these fields. HOURS ---- These fields are used for reporting purposes only. Special information regarding the use of voluntary deductions for 401(k) and Section 125 Cafeteria plans. 401(k) deductions are exempt from state and federal withholdings. If the type of deduction is 403 Section 125, it will be treated as section 125 insurance, cafeteria plan. 403 Section 125 deductions are tax exempt. 403 retirement or TDA [tax deferred annuity] are exempt from federal and state withholdings. If pay type 2 is set to 'U' on the employee master screen, one deduction's SPECIAL HANDLING type should be set to UNION. Any union dues deducted will appear in this field. IMPORTANT--Make sure the amounts in either one of these deduction fields are included in the GROSS pay entered. (continued on the next page) INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 22. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM AFTER THE FACT DATA ENTRY 1. Enter the gross through the taxes to record each entry. 2. FICA and SDI are checked automatically for accuracy. Leave these fields blank and the computer will fill them in for you. [To SKIP the checking routine press F5 at this time.] Press F7 to process data. 3. If an out of balance occurs, a display appears on the screen. It will show the amount that needs to be adjusted and will give you options to choose from to correct the entry. The right arrow key will move you to your selection. Press enter to process. 4. The year to date fields are keeping track of all entries made for each employee. You cannot enter or change data in these fields. 5. The gross field must be blank if you use the regular earnings field to enter data. This is also true for TIPS, MEALS, COMMISSION and VACATION/SICK PAY. 6. Use the F2 key to make changes to the employee master or after pressing F7 use F2 to modify your check entry. 7. Enter the net pay if you want to make sure the amount balances with the original check written. 8. To Register/Checks/Posting,return to the Main Menu. Go to the REGISTER/CHECKS/POSTING screen. Leave today's date as-is. The payroll will automatically run one pay date at a time. You may choose to print or not print the registers. The choice is yours. Unless stubs are needed, skip those too. 9. Make sure you press 'Y' to post and update. This is very important. Once the After-the-Fact routine is used with the first employee, it will continue in that mode until you return to an enter the payroll data screen using the F9 key. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 23. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM DISPLAY/MODIFY PAYROLL DATA Going to the DISPLAY/MODIFY screen after every payroll is entered will help you eliminate almost all data entry errors. Now you can verify that the payroll is correct before the register and checks are printed. This screen will show all entries made for the current payroll. You will be able to make changes or corrections to the data from this screen. The steps are as follows: 1. Select DISPLAY/MODIFY PAYROLL on the MAIN MENU. [shortcut-CONTROL D from MAIN MENU] 2. Use the light bar to move to the entry that needs to be changed or corrected. 3. Press enter to go to the ENTER PAYROLL DATA SCREEN. 4. Make the appropriate changes, press F7 and you will be returned to the DISPLAY/MODIFY screen. 5. Repeat steps 2-4 if there are more entries to be changed. 6. To delete an entry put in by mistake, highlight it and press the delete key. The entry will not disappear but it will not be part of the payroll. 7. Press F4/ESC to return to the MAIN MENU. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 24. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM REGISTER/CHECKS/POSTING PURPOSE The purpose of this routine is to compute the net earnings on the current payroll data, to produce a departmental register, deposit requirements page, and to print the checks. CONSIDERATIONS At the end of the payroll computation, you can press Y (YES) to print the actual checks, or press N (NO) to return to the main menu. Choose N (NO) if any entries on the payroll register need to be modified. Correct the entries and Register/Checks/Posting again. After the checks have been printed, press Y (YES) to verify that they have been printed properly and post the data or N (NO) to reprint them. You can modify your payroll entry up until the time you actually print the checks, Once checks are printed, the only way you can make corrections is to void the check through the VOID A CHECK function. Before selecting this routine, be sure that the proper paper or forms are loaded in the printer and that the printer is turned on. Press F4 to abandon this screen without updating any records and return to the Main Menu. PROCESSING SEQUENCE A. Select REGISTER/CHECKS/POSTING (under Payroll processing) from the Main Menu. STEP 1. ENTER CHECK DATE Enter the pay date you want printed on the check as MMDDYY. STEP 2. ENTER PERIOD ENDING DATE Enter the period ending date as MMDDYY. STEP 3. ENTER PERIOD BEGINNING DATE Enter the period ending date as MMDDYY. STEP 4. ENTER BEGINNING CHECK # - Enter the number of the first check you've loaded in the printer. Press F7 to proceed. STEP 5. DO YOU WANT TO PRINT CHECKS AT THIS TIME (Y/N)? - Press Y (Yes) if you want to print the checks now. If you need to align the checks, press any key and a test pattern will print. Repeat this procedure until the checks are properly aligned. Press P to print the checks. After the checks print, you are returned to the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 25. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM Enter N (No) if you do not want to print checks at this time. The PAYROLL REGISTER prints and you are returned to the Main Menu. HOW TO USE THE AUTOMATIC DEPOSIT CHECK ROUTINE STEP 1. The Register/Checks/Posting screen is used to setup each client to issue deposit checks for the first time. This should be done when you are ready to process a payroll. STEP 2. At the bottom of the screen are two processing keys (F5 and F6). Use these to enter the bank name and address and the EDD address from the mailing label in the white coupon book. Press F7 to accept. STEP 3. This procedure will only be required once per client unless there is a change in bank name or address. STEP 4. If the client is setup as a semi-weekly depositor status, the 941 question will default to "Y". The 940 will always require a "Y", "N", or "F" to process. STEP 5. If the client is setup as a monthly depositor, the 941 and 940 questions will default have to be answered each time a payroll is run. STEP 6. If a client wants a deposit check every time a payroll is processed, answer each question with an "F". This will force a check to be printed. The deposit check date will match the employee check date instead of the deposit due date. Remember, when you select "Y" for 941/state checks, a 941 or state check will only be printed when a deposit is due. When you select "Y" for 940 checks, a 940 check will only be printed when a 940 deposit is due. Remember, a 940 deposit is only due when the FUTA liability for the quarter reaches $100.00. HOW TO USE THE REMINDERS/MESSAGES FOR AUTOMATIC REPORT GENERATION Automatic reports can be generated after a payroll is posted using the Register/Checks/Posting function. Use either of the two Reminder/Message fields, and precede your report number with "REPT." For example, to print an employee list by last name, with terminations, enter "REPT.01" in either of the two Reminder/Message fields. The Reminder/Message fields can be setup on the Register/Checks/Posting screen, or on the "Modify An Existing Company - Page 2" screen. See the following list for report codes. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 26. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM AUTOMATIC REPORT VALUES 01 = Employee list by last name, with terminations (Type in REPT.01) 02 = Employee list by last name, no terminations (Type in REPT.02) 03 = Employee list by number, with terminations (Type in REPT.03) 04 = Employee list by number, no terminations (and so on...) 05 = Employee list by department, with terminations 06 = Employee list by department, no terminations 07 = Birthday list 08 = Anniversary list 09 = Time Sheet by last name (Type in REPT.09) Add .1 to include pay rates (Type in REPT.09.1) 10 = Time Sheet by number Add .1 to include pay rates (Type in REPT.10.1) 11 = Time Sheet by department Add .1 to include pay rates (Type in REPT.11.1) 12 = CA DE-34 Report. Will list employees with hire date between period beginning & ending dates on Register/Checks/Posting. 21 = Check register (Type in REPT.21) Add .001 to print for this pay-check date only. (Type in REPT.21.001) Omit .001 to print from this pay-check date to 12-31-next year. This is useful for showing tax deposit checks. 22 = Ind Pay Record (Type in REPT.22) Add .001 to print for this pay-check date only. Omit .001 to print from this pay-check date to 12-31-next year 23 = Worker's Comp report (Type in REPT.23) Add .001 to print for this pay-check date only. Omit .001 to print from this pay-check date to 12-31-next year (continued on next page) INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 27. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM 24 = Recap report Add .1 to sort by Dept (Type in REPT.24.1) Add .2 to sort by W/C Code (Type in REPT.24.2) Add .3 to sort by Emp Number (Type in REPT.24.3) Add .4 to sort by Check Number (Type in REPT.24.4) Add .?1 for All detail (? represents choice 1-4 from above) (Type in REPT.24.11) Add .?2 for Sub-totals only (? represents choice 1-4 from above) (Type in REPT.24.12) Add .?3 for Totals only (? represents choice 1-4 from above) (Type in REPT.24.13) Add .??1 to print for this pay-check date only (1st ? represents choice 1-4 from above. 2nd ? represents choice 1-3 from above.) Omit .??1 to print from this pay-check date to 12-31-next year 25 = Qtd, Ytd earnings report Add .1 to Include terminated employees (Type in REPT.25) Add .?1 to include zero wage employees (? represents choice 0-1 from above) (Type in REPT.25.01, REPT.25.11) 26 = Deduction register Add .1 for detail level: each check (Type in REPT.26.1) Add .11 to sort by employee name (Type in REPT.26.11) Add .12 to sort by employee number (Type in REPT.26.12) Add .13 to sort by employee SSN (Type in REPT.26.13) Add .2 for detail level: each pay date (Type in REPT.26.2) Add .3 for detail level: each deduction (Type in REPT.26.3) Add .??1 to print for this pay-check date only (1st ? represents choice 1 from above. 2nd ? represents choice 1-3 from above.) Omit .??1 to print from this pay-check date to 12-31-next year INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 28. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRINT TIME CARD LABELS PURPOSE The purpose of this routine is to print time card labels for all employees for the payroll period you specify. CONSIDERATIONS Before selecting this routine, be sure that the proper forms are loaded in the printer and that the printer is turned on. Press F4 to abandon this screen and return to the Main Menu. PROCESSING SEQUENCE A. Select TIME CARD LABELS (under Payroll Processing from the Main Menu. STEP 1. PERIOD BEGINNING - Enter the beginning date of the payroll period as MMDDYY. STEP 2. PERIOD ENDING Enter the period ending date as MMDDYY. STEP 3. Enter F7 to begin printing the labels. A sample label will print on the first label. Look at the alignment of the test line. Make whatever adjustment is necessary to align the labels. STEP 4. ALIGNMENT O.K. (Y/N)? - Enter Y (Yes) if the labels are aligned properly. The labels print and you are returned to the Main Menu. Enter N (NO) if the labels are not aligned. Another label will be printed. Continue to adjust the labels and respond Y (YES) when the labels are properly aligned. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 29. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PREPARE QUARTER END REPORTS PURPOSE The purpose of this routine is print 941, 941-B, DE-3DP, and DE-3B(s) quarterly filing reports. The 941, 941-B, and DE-3DP reports are printed on plain paper. If DE-3B's are required (when there are more than 7 active employees), they need to be printed on the actual DE-3B forms. CONSIDERATIONS These reports will be printed in facsimile form. If you want to print on the form, select the routines from the administration menu. You must select which quarter reports are to be printed for. Quarter 1 - Jan 1 thru Mar 31 Quarter 2 - Apr 1 thru Jun 30 Quarter 3 - Aug 1 thru Sep 30 Quarter 4 - Oct 1 thru Dec 31 Before selecting this routine be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PREPARE QUARTERLY REPORTS (under Payroll Processing) from the Main Menu. STEP 1. Select the appropriate quarter by pressing 1, 2, 3, or 4. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 30. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PREPARE YEAR END REPORTS PURPOSE The purpose of this routine is print W-2's, 1099's, W-3, DE-43, and 940 year end reports. The W-3, DE-43, and 940 reports print on plain paper. The W-2's and 1099's print on the actual government form. CONSIDERATIONS You can select the following reports to print: Print W-2's Print 1099's Print W-3 Print DE-43 Print 940 These reports will be printed in facsimile form. If you want to print on the form, select the routines from the administration menu. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PREPARE YEAR END REPORTS (under Payroll Processing) from the Main Menu. STEP 1. Select the report and print format you want with the light bar. The report prints and you are returned to the selection menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 31. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM QUIT TO DOS PURPOSE The purpose of this routine is to quit from the Cheque-Mate Payroll System for the day. CONSIDERATIONS Reminder: It's a good idea to back up your payroll system before you shutdown for the day. PROCESSING SEQUENCE A. Select QUIT TO DOS (under System Utilities) from the Main Menu. STEP 1. The Cheque-Mate Payroll System logs off and you are returned to the DOS prompt (A>, B>, C>, etc.) INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 32. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM BACKUP FILES PURPOSE The purpose of this routine is to make a backup copy of the Cheque-Mate payroll data and program files. CONSIDERATIONS Always, always, always backup your payroll system to ensure that all of the hard work you did today is safely copied. Be sure you have plenty of formatted floppy disks available before you select this routine. PROCESSING SEQUENCE A. Select BACKUP FILES (under System Utilities) from the Main Menu. STEP 1. Remove the disk in Drive A: and insert your formatted backup disk. Press any key when you are ready to begin the backup. When the backup is completed you are returned to the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 33. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM VOID A CHECK This routine enables you to void a check written in error or not issued--after a payroll has been posted and updated. The steps are as follows: 1. From the main menu select VIEW/VOID CHECKS. Press enter. [shortcut-CONTROL V from the MAIN MENU] 2. Move the light bar and find the check or checks to be voided. 3. Press the delete key at each one. A small box will appear to the right of the net. If you delete one by accident, go back and press the insert key. This will "undelete" the entry. It only applies if a payroll has not been run. Once posted and updated, a check voided in error must be reentered. 4. After deleting, return to the main menu. 5. You can stop here if no payroll updating is necessary. If a replacement check is needed, go to PRE-PAY on the MAIN MENU. Press enter. Put in the data and press F7 to process. You should be back to the MAIN Menu. The voids and replacements [if needed] will appear on the next payroll register. All employee and company totals [i.e. deposits] will be adjusted accordingly. 6. If a reigister needs to be run to update [i.e. end of the quarter or year end for W2 accuracy] select REGISTER/ CHECKS/POSTING under PAYROLL PROCESSING and press enter. 7. Put in the same check date and period ending date that appeared on the original pay check. That way the quarter involved will be adjusted correctly. THIS IS VERY IMPORTANT. 8. No check number is needed unless there is a replacement check, and you can answer yes to skip the register printing if you choose. Checks and stubs do not print on the void routine. Be sure to answer yes to post and update. When finished, you will be back on the MAIN MENU. 9. We suggest that you print a facsimile of the quarter end reports to make sure the information is correct. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 34. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM HOW TO VOID TAX DEPOSIT CHECKS 1. From the main menu go to VIEW/VOID CHECKS. Press enter. 2. Find the check or checks to be voided. 3. The highlight bar should be on the entry to be deleted. Press the delete key and a small box will appear next to the net amount. 4. When finished press ESC or F4 to return to the main menu. 5. Go to the REGISTER/CHECKS/POSTING screen. 6. Enter the date of the original check or checks. This is very important. 7. Make sure the 941 and the 940 questions are answered with an "N" 8. If a printout is not needed answer "Y" to skip register printing. 9. Press F7 to process. No check will be issued. Updating is all that is needed. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 35. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM COMPUTE GROSS FROM NET PURPOSE The purpose of this routine is to calculate what the gross earnings must be to obtain a specific net amount. CONSIDERATIONS You can use this routine to determine what gross income an employee needs to receive in order to take home a specified net amount each pay period. You can also use this routine to compute a net bonus check on an annual or monthly basis. Be sure to check FICA & SDI limits on employees for whom you are computing an annual bonus. PROCESSING SEQUENCE A. Select COMPUTE GROSS FROM NET (under System Utilities) from the Main Menu. STEP 1. NET AMOUNT Enter the net amount the employee wants to take home each pay period. STEP 2. MARITAL STATUS (M/S/H/E)? Enter the employee's marital status as follows: M = Married S = Single H = Head of Household E = Exempt (No federal or state taxes) STEP 3. NUMBER OF EXEMPTIONS Enter the number of exemptions the employee would claim. STEP 4. PAY FREQUENCY (D/W/B/S/M/A)? Enter the type of pay cycle on which the employee would be paid as follows: D = Daily W = Weekly B = Biweekly S = Semimonthly M = Monthly A = Annually Press F7. STEP 5. The gross pay calculation displays along with a breakdown of the withholding applicable to the information you entered. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 36. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM DISPLAY LAST NETS PURPOSE The purpose of this routine is to display the net earnings of all employees from the last payroll you've processed. PROCESSING SEQUENCE A. Select DISPLAY LAST NET (under System utilities) from the Main Menu. STEP 1. The net earnings of all employees from the most recent payroll display, pre-paid amounts flash. When you are through with this inquiry press F4 to return to the Master Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 37. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS REPORTS MENU PURPOSE The purpose of these routines is to produce a hard copy report of the gross earnings and withholding taxes for all employees on file. CONSIDERATIONS If the printer is turned off when you call up these reports, a message will inform you to turn the printer on then press any key to resume printing. Before selecting any of these reports, be sure that the proper paper is loaded in the printer and that the printer is turned on. CHECK REGISTER PURPOSE The purpose of this report is to produce a check register sorted by check number and totaled by month for any payroll period over the past two years. PROCESSING SEQUENCE A. Select check register (under Misc. Reports) from the master menu. INDIVIDUAL PAY RECORD PURPOSE The purpose of this report is to produce an individual pay record for each employee for any payroll period over the past two years. PROCESSING SEQUENCE A. Select individual pay record (under Misc. Reports) from the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 38. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM WORKER'S COMP REPORT PURPOSE The purpose of this report is to produce a worker's comp report sorted by worker's comp code and totaled by month for any payroll period over the past two years. PROCESSING SEQUENCE A. Select worker's comp report (under Misc. Reports) from the Main Menu. QUARTER AND YEAR-TO-DATE EARNINGS REGISER PURPOSE The purpose of this report is to produce a hard copy report of the gross earnings and withholding taxes for all employees on file. PROCESSING SEQUENCE A. Select Ytd earnings register (under Optional Reports) from the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 37. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRINT ANNIVERSARY LIST PURPOSE The purpose of this routine is print a report which lists all employees who have wedding anniversaries this month. CONSIDERATIONS If the printer is turned off when you call up this report, a message will inform you to turn the printer on then press any key to resume printing. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PRINT ANNIVERSARY LIST (under Optional Reports) from the Main Menu. PRINT BIRTHDAY LIST PURPOSE The purpose of this routine is print a report which lists all employees who have birthdays this month. CONSIDERATIONS if the printer is turned off when you call up this report, a message will inform you to turn the printer on then press any key to resume printing. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PRINT BIRTHDAY LIST (under Optional Reports) from the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 38. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PRINT EMPLOYEE LIST PURPOSE The purpose of this routine is to print a report which lists all employees in the Employee Master File. This report can be sorted by employee number or last name. CONSIDERATIONS If the printer is turned off when you call up this report, a message will inform you to turn the printer on then press any key to resume printing. Before selecting this routine, be sure that the proper paper is loaded in the printer and that the printer is turned on. PROCESSING SEQUENCE A. Select PRINT EMPLOYEE LIST (under Optional Reports) from the Main Menu. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 39. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS UTILITIES UTILS - PURPOSE The purpose of these utilities is to provide miscellaneous support for the Cheque-Mate payroll system. CONSIDERATIONS Read this section carefully to get a full understanding of how the system works. PROCESSING SEQUENCE A. Type: cd\service (or Service.89, Enter or Return) 1994pyrl Select 'Utilities Menu' from the main menu --------------------------------------------------------------------- ARC TO ZIP - PURPOSE This routine is used to copy Version 2.51 & earlier Daily Archive files from the ARC format to the ZIP format. BILLING HISTORY - PURPOSE This routine is used to report billing history codes to Cheque-Mate International, Inc. BILLING UTILITIES - PURPOSE These routines print past due notices, billing registers, and accounts receivable summaries. CHECKS/YTD checksum - PURPOSE Use this routine to compare the Year-to-Date file totals against the Check Register file totals. CONSIDERATIONS If you have had problems with your system, or think that your files may be corrupted, run this routine. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 40. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS UTILITIES (Continued) CLEAN SYSTEM - PURPOSE The purpose of this routine is to remove unneeded work areas from the data directories. CONSIDERATIONS When a client is accessed, a work area is created for net computations, etc. Run this routine to save time before running your daily backup. CLEAR COMPANY - PURPOSE The purpose of this routine is to fix the company data file. CONSIDERATIONS If the program restricts you from using an empty account number, run this routine. You will not normally have to run this routine unless the computer has been shut off during a company master update. COPY/COMBINE COMPANIES - PURPOSE Use this routine to combine a company's data to another existing company. Keep in mind that duplicate employee numbers are not corrected. This will produce erroneous "check-listing" type reports, such as the check register, individual pay register, etc. The most common use of this routine is to combine two companies for printing consolidated 941's, DE-3DP's, and W-2's. If you are using this routine for the second time (like the second quarter) for two companies, remember to delete any employee & Y-T-D data to avoid "doubling" the Y-T-D/employee data. COPY ARCHIVE - PURPOSE The purpose of this routine is to periodically move the payroll print files from the hard disk to floppy disks. This routine should be run monthly so that only one complete month of print files is left on the hard disk at a time. For example, if you begin to process payroll in May, remove the print files for May at the end of June. Remove the print files for June at the end of July, etc. CONSIDERATIONS Have plenty of formatted disks on hand before starting this routine. Use a label for the dates contained on each disk for easy retrieval. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 41. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS UTILITIES (Continued) DELETE YTD - PURPOSE The purpose of this routine is to delete all of the year-to-date information for a particular client. CONSIDERATIONS Be careful when using this routine. It is non-reversible. FIX KEYS - PURPOSE The purpose of this routine is to rebuild the company keys file. CONSIDERATIONS If the program restricts you from using an empty account number, run this routine. You will not normally have to run this routine unless the computer has been shut off during a company master update. GENERATE ALL - PURPOSE The purpose of this routine is to add labels for all companies to the label queue. CONSIDERATIONS To print the labels, run this routine; then run 1994pyrl and print mailing labels from the administration menu. MODIFY BILL - PURPOSE The purpose of this routine is to modify client billing information. MODIFY CHECK - PURPOSE The purpose of this routine is to modify check information. Use this routine to modify worker's comp codes, or regular/overtime/double-time hours and/or earnings on checks already issued. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 42. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS UTILITIES (Continued) MOVE SINGLE - PURPOSE The purpose of this routine is to copy/convert single company files to multi-company files. CONSIDERATIONS A company master file must be set up from the ADMINISTRATION menu in order to access the new data. RE-INDEX - PURPOSE The purpose of this routine is to rebuild the company master file index. CONSIDERATIONS If you are unable to locate an account by name selection, but are able to by account number selection, run this routine. You will not normally have to run this routine unless the computer has been shut off during a company master update. TIMECARD - PURPOSE The purpose of this routine is to calculate the total hours worked for time cards. Entering the employee number will transfer your data to the "Enter Payroll Data" section as well. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 43. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM TROUBLE-SHOOTING If you encounter a fatal error 52 or 75 when processing the payroll/printing checks or stubs, your config.sys file must be modified. Type the following: cd \ type config.sys If the file displays on the screen, note the contents. Anything other than buffers = xx or files = xx will need to be re-typed. Write these lines down. If the file does not exist you will see "File not found." copy con config.sys buffers = 20 files = 40 (add the lines that you wrote down earlier, if any). F6 (press fuction key #6) ENTER (press the enter or return key) Re-boot the computer by pressing Ctrl-Alt-Del. If you cannot re-print a payroll that you are sure was run on a certain date. Check to make sure you are running the daily shutdown routine. It may not have been run for the day in question, try re-printing from the following day. Check to make sure the files have not been moved to floppy disks. If they have, see the section on page 8 regarding payroll re-prints. If you cannot print out the quarterly reports, a ytd earnings register or the other misc reports after running payroll. Check to make sure you have printed the checks after running the payroll. The information is not posted in the qtd & ytd files until this step is completed. If you encounter a fatal error 75 or 76 when using a floppy disk for your data. Each disk must be prepared prior to use. Type the following to prepare a new client data disk: format a: mkdir a:\data mkdir a:\data\1994 The disk must be inserted in the drive prior to typing 1994pyrl. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 44. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM If you encounter a fatal error 61, the program cannot find any free disk storage space. Delete unneeded files or move the payroll files to a larger disk. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 45. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM MISCELLANEOUS FEATURE/RUSH ENHANCEMENTS (KLUDGES) These features have been provided on a rush basis. Therefore, they are not yet formalized in our manual. In some cases, they are not yet documented on the screens. 1099-MISC's Enter "M" in the 1099 (Y/N)? field to use the Medical Box on the 1099-MISC. Enter "R" in the 1099 (Y/N)? field to use the Rent Box on the 1099-MISC. Enter "6" in the 1099 (Y/N)? field to ignore $600 minimum for printing 1099's. F.U.T.A./F.I.C.A. subject/taxable/non-taxable FICA (Y/N/U/F)? field on the Add/Modify employee screen: Y = FICA & F.U.T.A. N = NO FICA & NO F.U.T.A. U = F.U.T.A. only. F = FICA only. SUI/SDI subject/taxable/non-taxable SDI (Y/N/U/S)? field on the Add/Modify employee screen: Y = SDI & SUI. N = NO SDI & NO SUI. U = SUI only. S = SDI only. MANUAL ALLOCATED TIPS Enter a negative amount on Page 1 of Company Information in the allocated tips rate field if you are manually allocating your tips. This will override Insta-Pay's allocated tips computation. When you Enter Payroll Data, any amounts entered into Gross Tip Sales will be printed directly on forms W-2 & W-3 in the allocated tips box without computation. APARTMENT MANAGERS In some cases, apartment manager's pay is taxed similar to meals. Try using meals for apartment manager's pay. Insta-Pay treats meals as exempt from all federal taxes and exempt from state withholding tax. QUARTER-END/YEAR-END SPOOL FILES Change the register printer to TMP. 941 & DE-3DP print-outs will appear as C:\Service\Tmp\xxxxxx.941, C:\Service\Tmp\xxxxxx.DE3, etc. xxxxxx represents your Insta-Pay client number. Use this only INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 46. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM if you are familiar with how to copy these files to diskettes, and/or your printer. There is no other technical support available for handling quarter/year-end spool files. 1994 & Later versions - DIRECT DEPOSIT The Cheque-Mate payroll service bureau is using a program called "Easy Money Mover" for direct deposit. Contact National Payment Corporation at (813) 222-0333 for additional information regarding direct deposit. If you enter "D-DEP" in the Spouse's name field, Insta-Pay will print "VOID" in large letters on the signature line of the check. This allows you to issue stubs to all pay-check & direct deposit employees at the same time. 3-Up Laser stubs on 8.5" x 11" paper Add /LSTUBS to your 1994pyrl command line. Example: 1994pyrl /LSTUBS If you are using a menu system, add /LSTUBS as a "command line option". Date/Amt line - laser check adjustment Add /LCHKADJ to your 1994pyrl command line. Example: 1994pyrl /LCHKADJ. If you are using a menu system, add /LCHKADJ as a "command line option". FICA/SDI Special Handling Enter FICA.N in the reminder/message field on Register/Checks/Posting, or Modify an existing company. This is for companies not subject to FICA/FUTA. Use SDI.N for companies not subject to SDI/SUI. Other combinations work as well (i.e. FICA.F, SDI.U, etc.) TO SORT PAY-CHECKS, EARNINGS REGISTER Under "Modify an existing company" or "Register/Checks/Posting", any of the Reminder/Message fields, enter: SORT.ALPHA to sort the employees by last name, -or- enter SORT.DEPT to sort the employees by department, and last name. If there is no message, the program will default to sorting by employee number. To show a different state on the W-2 form: Add /W2 XX to your 1995Pyrl command line. XX represents the W-2 state. Examples: CD\Service 1995Pyrl /W2 OH (For Ohio) CD\Service 1995Pyrl /W2 NJ (For New Jersey) and so on... INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 47. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM If you are using a menu system, windows, etc. add /W2 XX as a "command line option". to your menu system. To Accrue vacation/sick leave on rate1 hours only: Under "Modify an existing company" or "Register/Checks/Posting", any of the Reminder/Message fields, enter: VACSLV RATE1 to have vacation & sick leave accrued on hours worked for rate 1 only. Omit this and vacation & sick leave will accrue on hours worked for rates 1 and 2 combined. This option only affects accrual based on percetage of hours worked. It does not affect the other accrual methods. To Accrue vacation/sick leave: Flat amount on each payroll: Under "Modify an existing company" or "Register/Checks/Posting", any of the Reminder/Message fields, enter: VACSLV PERIODIC to have vacation & sick leave accrue a flat amount for each paycheck. In the VACATION TO ISSUE AT EFFECTIVE DATE field, enter the amount you would like to accrue with each check. In the YEARLY FIELD enter "N". This amount will be added to the VAC ACCRUED field for each pay check issued. The same applies to Sick Leave. INACTIVE CLIENTS Under "Modify an existing company" or "Register/Checks/Posting", any of the Reminder/Message fields, enter: INACTIVE to skip printing W-2's, 941's, etc. tax reports/forms for inactive clients INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 48. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM FREQUENTLY ASKED QUESTIONS 1 Q: Why didn't the version number change on the main menu after installing the update. A: The update did not successfully install. Try the alternate installation instructions on the reverse side of the update instructions page. Watch for any disk error/disk full messages. Please try these instructions before calling. 2 Q: Why is there a large negative or positive number on the 941 form, line 9? A: Go to 'Administration Menu' 'Modify an existing company'--Page 2, "Use Line 9 for FICA fractions" is set to YES. This option looks at withheld FICA/FWT, and the calculated LIABILITY then posts the difference to line 9 on the 941. Too little/much FICA withheld. Or an employee has been changed to FICA exempt, or to FICA taxable. 3 Q: Why do the check register numbers disagree with the Quarter & Y-T-D report numbers? A: This is normal. There are two records kept by Insta-Pay for employee earnings data. The first, check register is just that, a list of checks. The second, the QTD/YTD file is a totals file that hold each quarter's earnings & deductions. It is used to generate ALL of the quarterly and year-end reports. Reasons for difference between two files: Print check register & QTD/YTD earnings report for an employee for the WHOLE year. If the totals don't match, corrupted data--see common solutions guide-error #6 solution. If the totals match, earnings are in different quarters than you want. Example 1: Check issued 6-30-95, then VOIDed 7-1-95. Correction: Re-enter the check, post & update using 7-1-95 as the check date. VOID post & update using 6-30-95 as the check date. Example 2: Pre-pay issued 6-30-95, payroll run 7-1-95 Correction: Re-enter the check, post & update using a check date of 6-30-95, VOID the check, post & update using a check date of 7-1-95. 4 Q: Why do the check register numbers disagree with the 941, etc. forms? A: Same as above. 5 Q: Why is a pre-pay with a second quarter date showing on the 941 for the next quarter? A: Same as above 6 Q: Why is there a negative number on the DE-6 or 941 form? A: Same as above 7 Q: Why aren't the 941's, etc. printing for my 'Move Single' company? INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 49. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM A: No Depositor type. Correction: under Register/Checks/Posting: Select Y to Skip Register print, Y to Skip Check print. Enter 941/943, DE-6 type. Press F7, N to modify. 8 Q: Why didn't the check I just voided reduce the 941 or W-2 form? A: You must post the VOID. Post it by using Register/Checks/Posting option, and be sure to use the check's original check date. See also F1 Help on View/Void check screen. 9 Q: Why aren't the stub-only client's stubs printing properly on the laser printer? A: On 'Modify an existing company' enter 8 for 8 1/2 x 11 stubs. When starting Insta-Pay, type; 1995pyrl /LSTUBS. If you have a menu system, add /LSTUBS to it. 10 Q: Why doesn't the MICR check number increment automatically? A: The MICR check number is represented by the letter B for business (six digits) or P for personal (4 digits) on the MICR line-page three of company info. Many times, the actual check number of a sample check is entered. Instead of entering the check number, use the letter B or P. 11 Q: Why does the backup screen flash briefly, then return to the main menu? A: See the BACKUP PROBLEMS sheet that came with your Insta-Pay package (or request one by fax) 12 Q: Why can't I remove an employee that I paid in error? A: For AUDIT-INTEGRITY purposes, the system does not allow employees that have been paid to be removed. This applies even if all checks issued have been voided. 13 Q: How can I combine two companies for quarterly/year-end reporting? A: Under the utilities menu, choose: 'Combine Companies' Be sure to setup a third company as your 'bucket' company. If you combine one LIVE company into another LIVE company, the other company's data is unusable to further LIVE payroll. Remember to dump your 'bucket' company before doing the next quarter by selecting 'Delete YTD & Emp Info' from the Utilities Menu. 14 Q: Will combining two companies with same SSN employees combine the employees too? A: Yes 15 Q: Why are the checks from last year showing up on the View/Void checks screen? A: The checks are there so that you can print Worker's comp reports, and other check reports spanning multiple years. Last years' checks do not affect this years year-to-date earnings. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 50. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM 16 Q: Why are the W-2 forms from the Administration Menu wrapping around on my narrow carriage dot-matrix printer? A: The W-2 forms from the Administration Menu are designed for wide carriage printers. Try the W-2 option from the Main Menu (year-end reports). 17 Q: Why does the first W-2 form print properly, then all subsequent forms print up or down from where they should be printed? A: Top Of Form (TOF) has not been set properly. Align a W-2 form properly, then turn the printer OFF, then ON. If this does not work, check the printer's FORM LENGTH. It should be set to 11 inches. This is for dot-matrix (continuous forms) printers. 18 Q: Why didn't the version number change after I installed the update? A: The update was not installed successfully. See the reverse side of the update installation instructions for an alternate method. 19 Q: Why do all of the reports come out in large print, and/or overflow to the next page on my printer? A: Check your printer code settings under the 'Administration Menu', System Configuration. If you have a laser printer, the codes should be "HP" for normal print, and "HP" for compressed print. If you have a DOT-MATRIX epson compatible printer, the codes should be "018" for normal print, and "015" for compressed print. For other printers, see your printer manual, or call the manufacturer for assistance. 20 Q: Why doesn't a 943 print when I request one from the Administration Menu? A: Check depositor type under Register/Checks/Posting. 21 Q: Why doesn't a 941 print when I request one from the Administration Menu? A: Check depositor type under Register/Checks/Posting. 22 Q: Why doesn't a DE-6 print when I request one? A: Check depositor type under Register/Checks/Posting. 23 Q: How can I get a copy of a prior DE-88 payment coupon (facsimilie)? A: Use Register/Checks/Posting for the same payroll period. No payroll information has to be re-entered. 24 Q: How do I get one check for SUI/SWT/SDI (all state taxes) paid with the regular SWT/SDI payment? Enter "D" under the SUI Tax Checks question on the 'Register/Checks/Posting' screen. 25 Q: Why do the MICR checks print with % signs, not the special symbols? INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 51. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM A: Check page three of company info for the proper 'Shell Process to use before MICR printing" it should be "COPY SDI-MICR.BYT LPT1:/B" different printer/network configurations may have different settings--check with your computer adminstrator. 26 Q: Why can't I change an employee number? A: For AUDIT-INTEGRITY purposes, employee numbers cannot be changed. 27 Q: Can I change an employee to a 1099 mid-year? A: No, the system would treat them retroactively as 1099's which causes a problem for withheld taxes, etc. Add a new employee. 28 Q: Can I change a family member to an employee mid-year? A: No, the system would treat them retroactively as an employee which causes a problem for FICA liabilities, etc. Add a new employee. 29 Q: Can I skip "AUTO-PAYing" an employee/employees this pay period? A: Yes, after saying YES to AUTO PAY in the 'Enter Payroll' section, choose display payroll, and delete the employee/employees you are not paying. 30 Q: Why is the salary paid also when I only enter bonus/comm pay? A: Salary is an automatic calculation, to skip for one check, enter 0 in the temporary rate change on the 'Enter Payroll' screen. 31 Q: Why aren't my changes to an employee's department retroactive? A: Employee deparment changes are not retroactive to allow for ACTUAL changes in employment where an employee moves to a new department. 32 Q: Why is FICA/SDI calculating at the incorrect percentage/not stopping at the proper limit? A: Insta-Pay handles FICA/SDI as a year-to-date calculation. This means that if tax was over-withheld, Insta-Pay will compensate on future checks. 33 Q: Why don't GROSS TIP SALES show on the pay stub? A: The system has not been updated for this yet. 34 Q: How do I print another copy of the manual? A: (If you have a laserjet printer, set it to 66 lines/page) CD\SERVICE COPY MANUAL LPT1: 35 Q: How do you handle direct deposit employees pay-stubs? A: Enter D-DEP in the spouse's name field for all direct deposit employoees. 36 Q: What 1099's does the system produce? INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 52. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM A: The system produces ONLY the 1099-MISC form. In the 1099 (Y/N) field, you may enter Y for 1099-MISC nonemployee compensation, R for Rent, or M for medical. 37 Q: What are the new requirements for 1996? A: The California DE-6 & DE-7 must be used. The California DE-3DP, DE-3B, & DE-43 can no longer be used. 38 Q: Can I re-print just one check? A: Yes, under the 'Administration Menu' choosed 'Repring payroll/checks'. Enter the check number range you would like to reprint (one check i.e. 1001, enter 1001-1001). 39 Q: What is 'Archive Daily Spools'? A: 'Archive Daily Spools' is an option to compress your spool files into an ARCHIVE. This saves disk space, and makes retrieval of Current Earnings & Check prints easier. 40 Q: Why don't the tax payments I entered post correctly to the 941? A: The payroll check date and/or quarter designation may have bee entered incorrectly. Choose 'Enter Tax Payments' Press F5 for a printout. See also question #54. 41 Q: I produced tax checks or posted tax payments, why doesn't the 941 reflect those entries? A: They may be offset by incorrectly posted negatives (voids). They may be posted into the wrong quarter. Choose 'Enter Tax Payments' Press F5 for a printout. See also question #55. 42 Q: How do I generate tax-checks for a payroll that has already been posted? A: 'Register/Checks/Posting' with the same check date. No payroll information has to be re-entered. 43 Q: I entered history payroll totals for the quarter. How do I get the liability detail to show on the 941/941-B? A: Choose 'Utilities Menu', then 'Modify Liabilities'. 44 Q: How do I enter previous payroll history? A: Payroll history can be entered using the After-The-Fact payroll entry mode. Choose 'After the Fact Payroll' mode (press F9 on the 'Enter Payroll' input screen. Then enter the GROSS/FICA/ETC. one quarter at a time. Enter the check date for each quarter on the After-The-Fact screen. Choose 'Register/Checks/Posting'. Post all entries. 45 Q: How can I get earnings/employee reports to print automatically after the payroll? A: Choose 'Register/Checks/Posting' Press F1 for help on setting up "Auto Reports". INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 53. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM 46 Q: What is the DE-34 report? A: The DE-34 reports is a listing of new employees required by the State of California. You must report all new employees withing 30 days of hire to the State of California. 47 Q: How do I print a quarterly for a company with no wage activity? A: Under 'Modify an Existing Company', Page two, enter "YES" to 'Print 941, etc. even if no wage activity. Also remember, IRS & Calif. depositor types must be answered on Register/Check/Posting screen before printing reports. 48 Q: How do I stop printing a large report that was selected in error? A: Turn the printer off. If Insta-Pay displays an error message, press Q to Quit to DOS. Otherwise turn the printer back on, and let the report finish. 49 Q: On the employee screen, what do the Y/N/U/F options for Withhold FICA mean? A: Y is for Yes, withhold FICA, subject to FUTA. N is for NO, don't withhold FICA, not SUBJECT to FUTA. U is for subject to FUTA only. F is for withhold FICA only. 50 Q: On the employee screen, what do the Y/N/U/S options for Withhold SDI mean? A: Y is for Yes, withhold SDI, subject to SUI. N is for NO, don't withhold SDI, not subject to SUI. U is for subject to SUI only. S is for withhold SDI only. 51 Q: Why don't the 403 section 125 wages appear on the quarterlies or W-2's? A: Section 125 wages are not reported on these tax reports per IRS/State guidelines. 52 Q: Can I use Piece-work & hourly at the same time? A: Yes, setup two hourly rates. Rate 1 would be for hours worked. Rate 2 would be for pieces. 53 Q: What files are need to restore one client from a disk or tape backup? A: Any file that matches your client number. Client numbers are always six digits (i.e. #1 = 000001, #25 = 000025, #422 = 000422). This will restore all employees & earnings. Company information must be setup manually on the Adminstration Menu. 54 Q: Why are my deposit checks coming out with the amount for the whole quarter/year? A: The prior deposit history has not been entered, or entered correctly. Enter any deposits already made using 'Enter Tax Payments' on the main menu. This section is mainly used internally by Insta-Pay, and the entries have to be just right. To avoid any INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 54. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM problems, enter all deposit payment history using the first date of the quarter (i.e. quarter 1=1/1/95, quarter 2 = 4/1/95). Be sure to enter the payments for all quarters of the year. 55 Q: How do I re-print a current-earnings register, checks, or stubs? A: If the information has no been posted, choose register/checks/posting again. If the information HAS been posted, choose 'Administration Menu', 'Reprint Payroll/Checks'. If you are running the 'Archive Daily Spools' routine, the numbers '01 to 99' should be changed to '01 to 01' for the first batch of payroll, or '01 to 02' for the first two batched of payroll and so on... If you are not running the 'Archive Daily Spools' routine, the numbers '01 to 99' allow you to indicate which batch of payroll you would like to reprint since the last 'Archive Daily Spools' 56 Q: Why are my deposit checks different from the deposit coupons? A: Insta-Pay has not been enhanced yet to make the deposit coupons match the checks. If you are getting different amounts, then you are either paying taxes early or late. These features were added as 'extras'. To get the deposit coupons, and checks to match, choose 'Y'es to pay when taxes are due. Be sure to only pay on the last payroll of the month for monthly depositors. The "D" option for SUI is an exception, the coupon will match the check when paying SUI in advance with "D". 57 Q: How do I determine how many 941's, W-2's, etc. that I will be printing/need to order? A: 'Administration Menu', 'Company Statistics' ----- 12-12-95 ----- 58 Q: How do I void a tax payment check with a 1996 date? (applies to all deposit checks) A: On the View/Void checks screen, highlight the check, press the delete key. Read the instructions on screen. In summary, they say to go to register/checks/posting, and use the same PAYROLL check date. This is not the actual check date. For example, a monthly depositor with payroll checks dated 12-31-95 will have a deposit check dated 1-15-96. After voiding the tax payment check, use the same 12-31-95 PAYROLL date, NOT the 1-15-96 tax payment date. The same applies to Semi-Weekly depositors. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 55. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM SOFTWARE BUG CORRECTION & ENHANCEMENT LIST Version 2.90: 10 deductions per employee released 12/19/95 Flat deductions not copied in conversion 12/21/95 Version 2.90a: Void a check not voiding voluntary deductions 12/22/95 Version 2.90b: 1099 Gross not shown on current earnings register 12/26/95 0's appearing on Register/Checks/Posting screen 12/26/95 Program not automatically converting all clients 12/26/95 Reminder/Messages changed on Register/Checks/Posting screen garbled. Version 2.90c: Payroll entries generated from Timecard program calculate to 0 on all entries 12/28/95 Voluntary deductions not appearing on G/L posting 12/28/95 Check Tax Payments not showing FUTA/SUI payments 12/28/95 Pension box not checked on W-2 form 12/29/95 Version 2.90d: SWT/SDI appearing in NV/FL/TX/AK programs 01/02/96 Administration Menu not correct NV/FL/TX/AK progs 01/02/96 Remove an employee corrupts YTD files 01/02/96 (see error 6 corrupted YTD solution to correct) Version 2.90e: Remove an employee removes wrong employee 01/03/96 SUI Rates changed on currently selected company not taking effect until company re-selected 01/03/96 Versopn 2.90f: Main Menu 941 including 401/403/408 on line #2 01/04/96 96Ck2Cls, 96Class, 96Howell not including voluntary deductions 01/04/96 Checks/Ytd checksum on 'Utilities Menu' not correcting YTD for voluntary ded's 01/04/96 DE-43's printing for 'N'ew depositors (shouldn't) 01/04/96 % of gross, % of net deductions rounding fractional part of percent (i.e. 6.5% = 7%, 6.4% = 6%). 01/04/96 Version 2.90g: INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 56. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM 943 laser-drawn form finalized 01/08/96 Tax Payment By Modem FICA corrected 01/08/96 Deduction limits on c/e register dropping last part of cents 01/09/96 Columns misaligned on some voluntary deduction reports 01/09/96 Error #53 in NV/TX/FL programs 01/09/96 Version 2.90h: 1099 copy B laser-drawn form "1995" mis-aligned 01/10/96 CEP field out of position in NV program 01/11/96 Child care not shown on W-3 01/11/96 Version 2.90i: Checks/Ytd changed to check all YTD fields (was only doing GROSS/FWT/DED3/DED4, but correcting all amount if GROSS/FWT/DED3/DED4 out of balance) 01/16/96 940-EZ showing state tax incorrectly if Childcare/403(125) deductions taken 01/16/96 Right-hand W-2 4-up's adding instead of deducting 401(k) 01/15/96 W-3 not adding for 23+ if entered as negative deduction (reimbursement) 01/16/96 DE-3dp/3b Not deduction 403(125) from employee earnings 01/20/96 TX/NV/FL/AK FICA/SUI/FUTA rates for 95 programs using 96 rates 01/20/96 Version 2.90j: Right-hand W-2 2-up's adding instead of deducting 401(k)/403(b)/etc. 01/28/96 Version 2.90k: Possible error #6 cause changed in version L 02/01/96 Version 2.90L: Limit/Balance type deductions in deduction #2 not showing balance and/or limit 02/02/96 Check register/etc. not showing all deductions in totals section 02/02/96 Version 2.90m: Mag media did not include tips in medicare wages 02/23/96 Checks/Ytd for 'all clients' did not correct YTD voluntary deduction totals except for the selected company 02/16/96 STS tax payment by modem updated 02/20/96 Version 2.90n: INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 57. INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM After the fact entries clearing out flat amounts, percent of net, percent of gross in voluntary deductions 02/27/96 Version 2.90o: FUTA underreported for current payroll if employee going over $7000 limit with 403 sec. 125 insurance deduction Program automatically corrects in next payroll 02/28/96 Versopm 2.90p: Current version - no reported problems INSTA-PAY CHEQUE-MATE PAYROLL SYSTEM PAGE 58.