ProfitPress Mega CDROM2 Shareware Freeware (MSDOS)(1992)(Eng)

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PPPPPP CCCCC PPPPPP AAAA YY YY RRRRRR OOOOO LL LL PP PP CC CC PP PP AA AA YY YY RR RR OO OO LL LL PP PP CC PP PP AA AA YYYY RR RR OO OO LL LL PP PP CC PP PP AA AA YYYY RR RR OO OO LL LL PPPPPP CC #### PPPPPP AAAAAAAA YY RRRRRR OO OO LL LL PP CC PP AA AA YY RR RR OO OO LL LL PP CC CC PP AA AA YY RR RR OO OO LL LL PP CC CC PP AA AA YY RR RR OO OO LL LL PP CCCCC PP AA AA YY RR RR OOOOO LLLLLL LLLLLL Peninsula Software, Inc. P. O. Box 2010 Newport News, VA 23609-0010 Credit Card Orders only: 1-800-432-5532 SHAREWARE CONCEPT Shareware is distributed directly to users who try the program for free to take a test drive, look under the hood, kich the tires, and pass it along to others. Shareware is a distribution method, not a type of software. Users who like the software and continue using it are required to pay a fee directly to the author. PC-PAYROLL is distributed as Shareware. Distribution in this manner is not intended to provide "FREE" updates to users. The authors of PC-PAYROLL expect a reasonable return on the time required to develop, maintain, and support this payroll system. Therefore, it is expected that all users subscribe to PC-PAYROLL so support may be provided for all at a reasonable price. By accepting this copy of PC-PAYROLL, you are bound by the Shareware Concept and the License Agreement found below. The programs on this disk may not be used with other programs or applications. LICENSE AGREEMENT PC-PAYROLL was written by Peninsula Software, Inc. and is protected under the United States copyright laws. You must treat PC-PAYROLL like any other copyrighted material. You can, however, make copies for back up or archival purposes and transfer the program to hard disks. You cannot publish this PC-PAYROLL manual. WARRANTY Peninsula Software, Inc. warrants that all federal and state tax withholding formulas included in this software are current as of the distribution date. An updated program disk will be furnished to active subscribers on notification of any changes or updates from either the state, IRS or the subscriber. Peninsula Software, Inc. will poll the states periodically, based on historical changes, to determine if any new changes to the tax formulas are required. Peninsula Software, Inc. makes no warranty concerning the function or fitness of any program and/or subroutines reproduced on the disk and shall have no liability or responsibility to any recipient with respect to liability, loss or damage caused -- directly or indirectly -- by the use of the disk and the programs and/or subroutines, including but not limited to, any loss of business or other incidental or consequential damages. IBM is a registered trademark of International Business Machines Corporation. - page i - Table of Contents 1 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 1 SUBSCRIPTIONS . . . . . . . . . . . . . . . . . . . . . . . . 2 GENERAL INFORMATION . . . . . . . . . . . . . . . . . . . . . 2 2 GETTING STARTED. . . . . . . . . . . . . . . . . . . . . . . . . . 3 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 3 USING THE MANUAL. . . . . . . . . . . . . . . . . . . . . . . 3 CONVENTIONS . . . . . . . . . . . . . . . . . . . . . . . . . 3 INSTALLATION. . . . . . . . . . . . . . . . . . . . . . . . . 5 3 SETUP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 6 ADDING A COMPANY. . . . . . . . . . . . . . . . . . . . . . . 6 DELETING A COMPANY. . . . . . . . . . . . . . . . . . . . . . 7 COMPANY INFORMATION . . . . . . . . . . . . . . . . . . . . . 7 TAX RATES . . . . . . . . . . . . . . . . . . . . . . . . . . 7 FICA. . . . . . . . . . . . . . . . . . . . . . . . . . 7 State Disability Insurance. . . . . . . . . . . . . . . 8 Unemployment Tax. . . . . . . . . . . . . . . . . . . . 8 Overtime Rate . . . . . . . . . . . . . . . . . . . . . 8 Minimum Wage. . . . . . . . . . . . . . . . . . . . . . 8 OPTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Default Payroll Frequency . . . . . . . . . . . . . . . 8 Tax Computation State . . . . . . . . . . . . . . . . . 8 Color . . . . . . . . . . . . . . . . . . . . . . . . . 8 Printer Format. . . . . . . . . . . . . . . . . . . . . 9 Printer Codes . . . . . . . . . . . . . . . . . . . . . 9 Line Printer Port . . . . . . . . . . . . . . . . . . . 9 Password Protection . . . . . . . . . . . . . . . . . . 9 Changing Data Drives. . . . . . . . . . . . . . . . . . 10 401(K) Plan . . . . . . . . . . . . . . . . . . . . . . 10 Negative Net Pay. . . . . . . . . . . . . . . . . . . . 10 Rounding Taxes. . . . . . . . . . . . . . . . . . . . . 10 USER INCOME/DEDUCTIONS. . . . . . . . . . . . . . . . . . . . 11 Standard Deductions . . . . . . . . . . . . . . . . . . 11 Variable Deductions . . . . . . . . . . . . . . . . . . 11 User Defined Income . . . . . . . . . . . . . . . . . . 11 4 MAIN MENU. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 12 MENU SELECTIONS . . . . . . . . . . . . . . . . . . . . . . . 12 Date for Report Header. . . . . . . . . . . . . . . . . 12 Exiting the Program . . . . . . . . . . . . . . . . . . 12 - page ii - 5 EMPLOYEE INFORMATION . . . . . . . . . . . . . . . . . . . . . . . 13 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 13 UPDATE EMPLOYEE MENU. . . . . . . . . . . . . . . . . . . . . 13 Employee Data . . . . . . . . . . . . . . . . . . . . . 13 Select Employee. . . . . . . . . . . . . . . . . 14 Initial Entries. . . . . . . . . . . . . . . . . 14 Additional Tax Information . . . . . . . . . . . 15 6 PERIOD PROCEDURES. . . . . . . . . . . . . . . . . . . . . . . . . 17 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 17 COMPUTE PAYROLL . . . . . . . . . . . . . . . . . . . . . . . 17 Process Payroll . . . . . . . . . . . . . . . . . . . . 18 Modify Payroll. . . . . . . . . . . . . . . . . . . . . 20 Wages/Salary . . . . . . . . . . . . . . . . . . 20 Taxes/Deductions/Advances. . . . . . . . . . . . 21 Summary Information. . . . . . . . . . . . . . . 21 Other Information. . . . . . . . . . . . . . . . 21 Delete Payroll File . . . . . . . . . . . . . . . . . . 22 After-the-Fact Payrolls . . . . . . . . . . . . . . . . 23 7 THE PAYCHECK . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 24 SELECT A FORMAT . . . . . . . . . . . . . . . . . . . . . . . 24 PRINTING CHECKS OR CHECK STUBS. . . . . . . . . . . . . . . . 24 8 REPORTING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 26 REPORTS MENU. . . . . . . . . . . . . . . . . . . . . . . . . 26 PERIOD REPORTS. . . . . . . . . . . . . . . . . . . . . . . . 26 Dates - Payroll . . . . . . . . . . . . . . . . . . . . 26 Totals by Pay Period. . . . . . . . . . . . . . . . . . 26 Pay Period Detail . . . . . . . . . . . . . . . . . . . 27 List Employees. . . . . . . . . . . . . . . . . . . . . 27 Check Register. . . . . . . . . . . . . . . . . . . . . 27 All Payroll Records . . . . . . . . . . . . . . . . . . 27 TAX REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . 27 Quarterly Return. . . . . . . . . . . . . . . . . . . . 27 Wage and Tax Statement. . . . . . . . . . . . . . . . . 28 Employer Summary. . . . . . . . . . . . . . . . . . . . 28 FUTA Annual Return. . . . . . . . . . . . . . . . . . . 28 State Quarterly Return. . . . . . . . . . . . . . . . . 28 SUMMARY REPORTS . . . . . . . . . . . . . . . . . . . . . . . 29 Pay . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Hours . . . . . . . . . . . . . . . . . . . . . . . . . 29 Deduction . . . . . . . . . . . . . . . . . . . . . . . 29 Tax . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Miscellaneous . . . . . . . . . . . . . . . . . . . . . 29 Consolidated. . . . . . . . . . . . . . . . . . . . . . 29 Employee Detail . . . . . . . . . . . . . . . . . . . . 29 - page iii - MANAGEMENT REPORTS. . . . . . . . . . . . . . . . . . . . . . 30 Address List. . . . . . . . . . . . . . . . . . . . . . 30 Birthday Report . . . . . . . . . . . . . . . . . . . . 30 Education Report. . . . . . . . . . . . . . . . . . . . 30 Former Employees. . . . . . . . . . . . . . . . . . . . 30 Hire Date Report. . . . . . . . . . . . . . . . . . . . 30 Raise Report. . . . . . . . . . . . . . . . . . . . . . 30 Telephone List. . . . . . . . . . . . . . . . . . . . . 30 9 RECORDING TAX DEPOSITS. .. . . . . . . . . . . . . . . . . . . . . 31 OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 31 UPDATE TAX DEPOSITS . . . . . . . . . . . . . . . . . . . . . 31 DEPOSIT INFORMATION . . . . . . . . . . . . . . . . . . . . . 31 DEPOSIT REPORTS . . . . . . . . . . . . . . . . . . . . . . . 32 APPENDIX A . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 SPECIAL STATE INSTRUCTIONS. . . . . . . . . . . . . . . . . . 33 Alabama . . . . . . . . . . . . . . . . . . . . . . . . 33 Arizona . . . . . . . . . . . . . . . . . . . . . . . . 33 California. . . . . . . . . . . . . . . . . . . . . . . 33 Georgia . . . . . . . . . . . . . . . . . . . . . . . . 33 Illinois. . . . . . . . . . . . . . . . . . . . . . . . 33 Maryland. . . . . . . . . . . . . . . . . . . . . . . . 33 Mississippi . . . . . . . . . . . . . . . . . . . . . . 33 Missouri. . . . . . . . . . . . . . . . . . . . . . . . 33 New York City . . . . . . . . . . . . . . . . . . . . . 34 Oregon. . . . . . . . . . . . . . . . . . . . . . . . . 34 Washington. . . . . . . . . . . . . . . . . . . . . . . 34 APPENDIX B . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 USING EDITING SCREENS . . . . . . . . . . . . . . . . . . . . 35 Moving Around the Screen. . . . . . . . . . . . . . . . 35 Editing Your Data . . . . . . . . . . . . . . . . . . . 35 APPENDIX C . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 CUSTOMER SUPPORT. . . . . . . . . . . . . . . . . . . . . . . 37 PRODUCT IMPROVEMENT . . . . . . . . . . . . . . . . . . . . . 38 CHECK FORMATS . . . . . . . . . . . . . . . . . . . . . . . . 38 APPENDIX D . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 ERROR CODES . . . . . . . . . . . . . . . . . . . . . . . . . 39 - page 1 - INTRODUCTION 1 OVERVIEW PC-PAYROLL, an automated payroll system, is most effective when used with a payroll of 100 employees or less. The program handles a weekly payroll of over 200 employees on a hard drive or up to 10 full-time employees and one year of payroll data on one floppy disk. PC-PAYROLL provides: * Regular and overtime wages, salary, tips, piece rate and two user defined incomes. These can be combined or used separately. * Automatic federal and state tax computations from internal tax tables. * Automatic local and social security tax, federal and state unemployment and State Disability Insurance (SDI) computations. * Daily/miscellaneous, weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annual and annual payroll frequencies. * Up to ninety-nine company files for accountants, bookkeepers and payroll services. * User-defined deductions as well as deductions for 401(K) plans, cafeteria plans and advance wages and tips. * Fringe benefits. * Advanced Earned Income Credit (EIC) calculation and payment. * A variety of reports including federal and state reports, monthly, quarterly, and year-to-date reports, management reports and several standard payroll check formats. - page 2 - SUBSCRIPTIONS Subscriptions to PC-PAYROLL are on a calendar year basis. An invoice for the next calendar year will be mailed to all current subscribers in October. To receive the current version, subsequent updates and technical support, your subscription must be current. GENERAL INFORMATION PC-PAYROLL requires an IBM-PC, XT, AT, PS-2 or IBM-compatible computer with a hard disk or two double-sided disk drives. A hard disk is highly recommended. The program also requires a minimum of 384k memory, DOS 2.0 or greater and a printer. PC-PAYROLL is easy to use, with well-defined menu selections on each screen. You should, however, be familiar with the computer keyboard, the Disk Operating System (DOS), disk commands (such as FORMAT and COPY ) and the difference between system and non-system disks. Refer to your DOS manual for this information. - page 3 - GETTING STARTED 2 OVERVIEW Use the original PC-PAYROLL program diskettes ONLY to install your working copy. Write-protect tabs should be placed on the original copy to prevent accidental erasure. The disk you receive contains the program in a compressed format and must be installed before use. See Installation later. USING THE MANUAL This manual discusses all menus and screens, and the steps for each program process. The figures, in particular, will be of aid in entering the correct data for each prompt or field on a given screen. Many of the functions and screens are identified throughout the manual, as in the following example: Setup X (Screen X.3.0) Setup is the module selected from the menu, X is the key you need to press to access the module and Screen X.3.0 is the screen number. The screen number, Screen X.3.0 , is significant, as X indicates the program module, 3 represents the function selected (based on the order of selection from the menu) and 0 is the number of screens deep within the function. CONVENTIONS To select a menu item, press the appropriate highlighted letter or move the cursor to that item and press ENTER. To exit back to the previous menu or screen press ESC. The following terms will be used throughout this manual: Cursor Used to make a selection from the current screen. Movement is by use of the cursor control keys and appears as ╘══> on the screen. Date Throughout the program, you will be required to enter the payroll or work date. Dates are entered as MM/DD/YY or MM-DD-YY with or without leading zeros, i.e. 7/4/90 or 07-04-90. No other format is accepted. Defaults Several display screens contain default entries at the prompt. To accept the default entry press ENTER. To select the alternate entry press the appropriate key or type the data. ENTER The user is expected to press the ENTER key. This could also appear on the keyboard as Return or <══╛ - page 4 - ESC Used to exit the current function, this normally appears as an option at the bottom of the screen. Pressing ESC from a report or editing screen returns you to the previous screen or menu. Pressing ESC from the main menu allows you to exit to DOS. Printing Most reports are displayed on the screen first. You then have the option of printing the report to a standard printer or to create a text file. That file can then be imported by other software, such as word processors or spreadsheets. Output to the printer is through the LPT1 port by default. If you need to use another port, set the Line Printer Port in Setup Prompt Any request on the screen for user response. The user must take an action to continue. This may include anything from "Press any key to continue" to the editing field in a record or process which requires typing in specific information such as a name or address (Last Name:_________________ in Employee Data). Select With menu items, either press the highlighted letter or move the cursor to the desired item and press ENTER. On data entry screens, such as Employee Data, use the editing functions as described in Appendix C to enter the required information. Toggles These items contain specific predefined information, i.e. ON, OFF, etc. To change a toggle press the key indicated to switch to the next choice. If the toggle contains more than two choices, pressing the key again will display the next alternative. <F1>: The Employee Data screen provides help information in many of the fields. Press this key to open an information window. <F2>: Press this key in order to save entered data. <F3>: The Time Calculator , used in payroll and time card functions, is called up by pressing this key whenever the cursor is in the regular or overtime hours fields. <F9>: Most reports, after displaying on screen, have the option of saving that information on disk. Press this key and enter a standard DOS file name. The report will be saved on disk with that name and .PRN as the extention, i.e. REPORT.PRN. <F10>: Most reports, after displaying on screen, have the option to send the information to a printer by pressing this key. - page 5 - INSTALLATION To install the enclosed copy of PC-PAYROLL and any future updates on your computer, go to the DOS prompt and insert the disk into a floppy drive, typically this would be drive A. If you are installing the program on a hard drive, enter the following command: INSTALLH \subdirectory And follow the instructions that come up on the screen. If you have used PC-PAYROLL before, the subdirectory should be different from your payroll directory for the current year. For floppy disk systems use INSTALLF and specify the floppy drive where a new formatted program disk has been inserted. When installing updates for a new year, remember that the previous years data is required for the W-2s and 4th quarter returns. Never install a new edition over the previous year's edition. We recommend you use the year in the name of the payroll subdirectory, i.e. use a subdirectory named PAY92. Backup and delete a previous years system only after you complete your required reports. To run PC-PAYROLL, type PAY92 at the DOS prompt. - page 6 - SETUP 3 OVERVIEW The first step in using PC-PAYROLL is to configure the system for each company. This is done through Setup , accessed by pressing S from the MAIN MENU. Configuration assigns locations for data files and establishes working parameters for your company which are loaded into memory when you start the program. You can install up to 99 companies in PC-PAYROLL, each configured individually. When you are installing a new company, the system default values are automatically inserted. You should make any required changes to the default data for your company before adding any employee or payroll information. PC-PAYROLL is easier to use this year because of full screen editing functions in most of the input screens. At the bottom of each editing screen are the available command options. A complete description of these can be found in Appendix C. ADDING A COMPANY ( Screen X.1.0 ) The first time you use PC-PAYROLL, following the opening banner, the screen to add new companies will display. Enter the information for your first company at this time. After the first company has been established, you can then add up to 98 more companies at a later time by selecting Add Company File from the menu. Before continuing with any other part of the program, you must set up the company data for the first company by using the following steps. These steps also apply to adding other companies. 1. Enter a numeric code from 1 to 99 to add or modify a company (up to 99 different companies can be entered in the program). 2. Enter the company name. 3. Enter the state where your company is located using the two-letter postal abbreviation. 4. Enter the disk drive you want the company data located on (normally C for a hard drive or B for a dual floppy system). A hard disk is recommended. PC-PAYROLL loads the default information into memory and Screen X.0.0 is displayed. You can review the default data to ensure it satisfies your requirements. You can also add other companies, change the default information or press ESC to go to the MAIN MENU. - page 7 - Press the appropriate highlighted letter or move the cursor to the desired selection and press ENTER. Pressing TAB allows you to move the cursor from window to window, the active window having a double line border. The Payroll Files window can only display 10 companies at a time. With this box active, use the cursor control keys, PgUp/PgDn or the home and end keys to select the company. DELETING A COMPANY Use this to delete a company that you are no longer going to use. Only the company data will be deleted; the employee and payroll data files remain intact. You cannot delete the company you have highlighted. COMPANY INFORMATION ( Screen X.2.0 ) Enter the company information as indicated on the screen. This information is used for various government reports including forms W-2, 940 and 941. The company name is displayed on the Setup menu and is the same as the name you entered when setting up the company. The state is required for tax calculations and must reflect where the company is located. This is the state you entered when initiating the company file and while it may be changed, it cannot be left blank. If you don't already have federal and state employer identification numbers, you should apply for these as soon as possible and then enter them on this screen. They are a requirement for W-2's. TAX RATES ( Screen X.3.0 ) Enter the user-defined rates and cutoffs. Enter all percentage rates as: 7.1 for 7.1%, not .071. The federal rates default to the current amount as of the time of publication, however, you must add any state or company specific information. FICA Enter the current rates for the employer and employee. After entering the employee rate, enter the cutoff for the maximum wage for FICA withholding. This defaults to the rate current at the time of publication. State Disability Insurance Enter your state's SDI tax rate for employers and employees, if applicable, and then the cutoff. Residents of New York, Oregon and Washington state please refer to Appendix A. - page 8 - Unemployment Tax Enter the employer's and, if applicable, employee's state unemployment insurance rate (UI) and then the cutoff amount. Residents of California and Illinois please refer to Appendix A. Overtime Rate Enter overtime rate you pay employees; the default rate is 1.5 times the wages rate. Minimum Wage Initially defaults to the current rate of $4.25 per hour. This rate is used in payroll computations for employees who receive a lower rate per hour supple- mented by tips to warn the user that total pay does not meet the minimum requirements. OPTIONS ( Screen X.4.0 ) The options displayed on this screen affect various aspects of the operation of PC-PAYROLL from the computation of checks to report formats. Several items contain multiple alternatives. Toggle to the correct one for your business and computer system. Default Payroll Frequency Select the frequency of payroll computation. Toggle to one of nine different payroll frequencies: daily/miscellaneous, after-the-fact, weekly, bi-weekly, semi-monthly, monthly, quarterly, semi-annual, and annual. Tax Computation State Toggle for tax computation based on the state in which the employer's business is located or the state of the employee's home address. This function is of value if you have employees living in two or more states and reciprocal agreements for collection of state taxes exist between those states. Color Toggle between color and monochrome display. - page 9 - Printer Format Select the print format for your reports. * The 80 Column Format is suitable for any printer and provides greater detail than the compressed or 132-column formats below. Depending on the report, four to five records will be printed on each page. * The 132 Column Format requires a 132 column, wide carriage printer. This format and the compressed format below provide less detail, but print 20 or more records per page, saving paper. * The Compressed Format requires either a dot-matrix or laser printer and requires the correct printer codes as described in the next paragraph. Printer Codes These codes are sent to the printer to control the change from regular to compressed print and back again. Many dot matrix printers use a compress code of 15 and a decompress code of 18. Determine from your printer manual if those codes are different, and enter the appropriate values by selecting Enter Printer Codes and entering the correct codes in the edit window. Line Printer Port Toggle to select the parallel port number of the printer you wish to send your checks or reports to. Port numbers 1 through 3 are available. Password Protection If you want your records accessible to only certain people you can activate password protection by following these steps. 1. Select Change Password to produce the dot prompt. Enter your password. For example, if you want to use MINE , type MINE when the prompt appears and then press ENTER. PC-PAYROLL allows up to 10 characters to be entered. 2. Exit PC-PAYROLL. Your password is now active. 3. To re-enter PC-PAYROLL, at the C:> prompt, type PAY92 password. If you type PAY92 without the password, the C:> prompt appears again and PC-PAYROLL does not run. To deactivate password protection or change the password follow these steps: 1. Type PAY92 password to enter PC-PAYROLL, and then go to to the Setup Menu. 2. Select Change Password to produce the dot prompt. Press ENTER only to deactivate password protection or enter a new password and then press ENTER. - page 10 - Changing Data Drives If during mid-year you obtain a new disk drive and want to install PC-PAYROLL on it, ie. to use a hard drive rather than two floppies, follow the steps listed below: 1. Copy all PC-PAYROLL files, both program and data files to appropri- ate drive by typing-- COPY A:*.* C:\subdirectory A is the floppy drive with your disk being copied, C is your new drive and subdirectory is where your files will be located on that drive. 2. Enter PC-PAYROLL from the new drive. 3. At the Main Menu press X for Setup and O for the Options menu. 4. Select Change Active Drive and enter the drive letter where your data files are now located. 5. The program will restart and this company will have the new drive assigned to it. 401(K) Plan If you have this type of retirement plan for your employees and they will be contributing to it, you can determine at this point whether deductions are to be based on a flat dollar amount or a percentage of gross pay by toggling the selection. The amount itself, whether a dollar amount or percentage is entered in the employee's record. Negative Net Pay Under certain circumstances, an employee could have a negative pay amount. This selection determines whether or not to allow negative net pay. If not allowed, priority of deductions is first FICA, federal and state withholding taxes, fixed deductions and finally variable deductions. Rounding Taxes Rounding causes federal and/or state taxes to be computed to the nearest dollar amount. Toggle until you see the desired option. - page 11 - USER INCOME/DEDUCTIONS ( Screen X.5.0 ) If there are special pay types such as bonuses, or special deductions such as major medical insurance, identify them on this screen. Standard Deductions The descriptions entered here will appear on the Employee Data screen, where the amount of the deduction will be entered. After typing the description, press PgDn to toggle a dollar amount or a percentage deduction. Variable Deductions These two deductions can vary from pay period to pay period. On this screen you enter only the description. The amount will be entered during each payroll computation. User Defined Income These variable fields allow for additional periodic income. The description is entered here and the amounts are entered during payroll computation. - page 12 - MAIN MENU 4 OVERVIEW This is the normal starting point for all PC-PAYROLL functions. From here you can access employee and tax deposit information, enter time and compute and write pay checks. There are also a variety of report formats available, including federal and state tax reports. Refer to the appropriate chapter for information on the individual selections available from the menu. MENU SELECTIONS ( Screen M.0.0 ) Making a selection will take you to that sub-menu or function. The first eight selections on the main menu take you to sub-menus with additional options. Setup was discussed in chapter 2. The other selections will be discussed in succeeding chapters. Date for Report Header The date printed on your reports is normally the computer system date, as displayed on the Main Menu. If you set the date before running PC-PAYROLL, or have an internal clock/calendar, the date will be set correctly. If the date displayed is incorrect, this selection will allow you to change it. Exiting the Program When you have finished a session, press the escape key to exit the program. You'll be asked if your sure you want to quit. Are you sure? (Y/N) If so press Y to exit. Pressing N will return you to the main menu. If you are running PC-PAYROLL on a dual floppy system, you should insert a disk with a copy of COMMAND.COM before exiting. Beneath the selection box you will find the name of the current company displayed. As noted previously, you may set up as many as 99 companies. This is of particular value to accountants and payroll services. - page 13 - EMPLOYEE INFORMATION 5 OVERVIEW Updating the employee file, whether entering new employees or modifying existing ones, is the first step in processing payroll. This chapter discusses the information required in computing payroll as well as optional items and how these affect payroll computation. On a hard disk, you may enter up to 200 employees for each company you establish. Floppy disks systems will be limited to about 20 active employees. A hard drive is recommended. If you haven't already done so, examine Appendix C for information on the functions available in the full screen editing used throughout PC-PAYROLL. UPDATE EMPLOYEE MENU ( Screen E.0.0 ) Select Employee Data to enter new employee records or modify existing ones for payroll computation. Select Mailing Labels to print labels for payroll envelopes or other employee mailing. Select Time Card Labels to produce labels for time cards, including name, social security number, marital status, exemptions, and wage/salary informa- tion. Select Comments to enter notations about an individual employee, i.e. performance, attitude, etc. Employee Data Using the editing functions available in the 1992 edition of PC-PAYROLL, enter the information necessary to compute payroll for your employees. These fields, along with those providing supplemental information, will be discussed in the sections that follow. Help information is available for those fields with an asterisk at the end, i.e. getting help at a date field displays the proper format for entering a date. Press F1 with the cursor in the field where you need. The window will close after you enter the appropriate information and press ENTER or press one of the direction keys. - page 14 - Select Employee ( Screen E.1.0 ) Entering new employees and modify existing ones are done from the same editing screen based on your choice from the Select Employee menu. Select Add a record to add new employees to the current company. Select an employee from the displayed list to modify information. Employees are listed in alphabetical, last name order. When you exit back to this screen, the pointer will be set to the employee last selected. If there are more than 15 employees on file, select Next Page or <PgDn> to display the next group of employees. On reaching the end of the file, Last Item displays. This choice will return you to the beginning of the file. Initial Entries Employee's Name: This information is entered in three separate fields, Last Name (25), First (15) and MI , middle initial (1). The last name is required for indexing purposes. Titles, such as Sr., Jr., MD., etc., should be included at the end of the last name field. To delete an employee record, enter DELETED in the Last Name field. This employee will no longer show up on the selection list. Employees with payroll data cannot be deleted. Address: The employee's street address (25). City: The city of residence (25). New York residents refer to Appendix A for specific spellings for local tax computations. State: Your state's postal abbreviation (2). This entry is required in order to correctly compute state withholding tax. Zip Code: The employee's nine digit zip code (10). This is handled as two separate fields for editing purposes, i.e. pressing TAB from the first portion takes you to the second portion. The hyphen has already been entered. Social Security Number (SS#): The employee's social security number is stored in the standard format, 000-00-0000 (initial value). Each portion is handled as a separate field for editing purposes. The hyphens are already included. Federal and State Exemptions: The number of exemptions from the employee's Form W-4. For state exemptions use the figure from Form W-4 or your state's exemption form. Two-digit numbers are allowed from 0 to 99. For employees who are exempt from federal and/or state withholding, enter a number greater than 30 in the appropriate fields to disable withholding. Residents of Mississippi and Missouri should refer to Appendix A. - page 15 - Hourly Wages: The standard hourly rate for this employee. Overtime is this amount times the rate set in Setup. Piece Work Rate: The rate for employees who are paid by the number of pieces assembled or otherwise processed. Annual Salary: The annual salary this employee is to receive. For an individual payroll, this figure is divided by the number of pay periods in the year, according to the payroll frequency that has been set. If salary and hours are mixed, hours are computed at the hourly rate and added to that periods portion of the annual salary. Additional Federal and/or State Withholding: The dollar amount of additional withholding requested by the employee, over that computed by PC-PAYROLL. Cafeteria Plan: If your company has a cafeteria plan, enter the amount to be deducted each pay period. This amount is deducted prior to tax calculations. 401(K) Plan: Enter the employee's contribution as a dollar amount or a percentage of gross as set in Setup. This is deducted after FICA has been calculated and prior to any other tax calculations. Standard Deductions: The next four entries are deductions taken automati- cally each pay period and were defined in Setup. Enter the dollar amount or percentage. Deductions which have not been defined will display blank spaces. Local Tax Rate: Enter the percentage of local tax for the employee. Residents of New York and Maryland should refer to Appendix A. The remaining fields on this screen provide information for the management reports and are not required for payroll. These include birth, hire, raise and termination dates, home and emergency telephone numbers and job title. Additional Tax Information Press the page down key (<PgDn>) to open a window to set items affecting tax computations. FICA (social security): The default value is NOT EXEMPT. Toggle to EXEMPT to turn off calculations for FICA taxes. Employer Taxes: The default is NOT EXEMPT. Toggle to one of the three exempt options: EXEMPT - FEDERAL , EXEMPT - STATE , or EXEMPT - FEDERAL & STATE. These selections tags any income to this employee to be exempt from SDI, SUTA and/or FUTA taxes. Alternate Payroll Frequency: The default frequency is the one chosen in Setup. Toggle to another frequency if the current employee's frequency is different , i.e. paid monthly while most are paid weekly. When computing payroll, tax calculations will be based on this frequency. - page 16 - Marital Status - Federal and State: Take this information from the employee's Form W-4. Toggle to the appropriate value: Married or Single for federal plus Head of household or Other for the state. Residents of Alabama, Arizona and Georgia should see Appendix A. Active Employee: This toggles the employee's status to active or inactive. Inactive employees are not rolled over to the new year. Advanced Earned Income Credit (EIC): Eligible employees may choose to receive EIC in advance. Setting this to ON includes a portion of the credit with the regular payroll as Advanced EIC. To return to the main data screen press the page up (<PgUp>) key. Pressing page down (<PgDn>) opens another window where vacation, sick and personal leave can be maintained. - page 17 - PERIOD PROCEDURES 6 OVERVIEW Having set up the employee file, you may now pay your employees based on the payroll information that has been established. This chapter discusses how to compute and modify paychecks and print one plain paper copy of the check stub. For additional copies of check stubs or to print checks, see The Paycheck (Chapter 8). Tax rate withholding formulas are available in this module for all 50 states, plue the District of Columbia, Puerto Rico, and the Virgin Islands. State taxes are based either on your company's business address (State) or the employee's state of residence as determined by your selections in Setup. PC-PAYROLL differs from programs that require end of month and quarter or year-end processing. PC-PAYROLL retains all employee records each pay period for the entire year. This method uses precious disk space, however, any report can be run at any time without affecting the data base. In addition, you can easily modify a payroll record if you detect an error at a later time. However, a complete audit trail of transactions is not given, and as the year progresses, the length of time to process reports increases (especially on floppy drive systems). As you enter payroll data in PC-PAYROLL, a new record is added for each employee for each period. For example, an employer with 10 employees and a weekly payroll will have 520 (10 x 52) total payroll records for the year. COMPUTE PAYROLL ( Screen C.0.0 ) Each pay period you will Process Payroll , entering the required information to pay your employees. As you check your entries for accuracy, you may need to Modify Payroll previously entered. Several entries in the pay record have default information based on entries in Setup and Employee Data files. This information may be changed, if need be, depending on the payroll function chosen. New users may want try PC-PAYROLL test data first. Afterwards, select Delete Payroll File to delete the file containing the trial data. You would then be ready to start normal operations. Another option is to set up a separate company strictly for test purposes. Above the active portion of the screen, are the current employee's name, the payroll date and pay frequency. The center of the screen displays Federal & State (if applicable) tax tables date, the standard frequency, and the last payroll date for this company. The bottom window displays the company's name. - page 18 - Process Payroll (Screen C.1.2) After choosing to process a new payroll, you will be asked to enter a date (Screen C.1.0). This is the date the check is written, not the period ending date. All quarterly and annual reports are based on this date. Next, select the employee to be processed (Screen C.1.1) in the same manner as in Employee Data. Employees with a pay record for the current period will be highlighted on the list. It is possible to enter multiple pay records for an employee by simply selecting that employee again. A message will come up on the screen to press ESC to select another employee or any other key to continue with this one. Having selected the employee, you can now enter the appropriate payroll information. Enter Payroll ( Screen C.1.2 ) uses the full screen editing features of PC-PAYROLL. In Process Payroll those fields necessary to create pay records are accessible for data entry. These fields are highlighted on the screen. Computations are performed each time ENTER is pressed while the cursor is in the Wages/Salary section (upper left section). Afterwards, any highlighted field can then be adjusted. Regular/Over Time Hours: Total regular and overtime wage hours for the period, respectively. Press F3 while the cursor is in either of these fields to call up the Time Calculator. The calculator uses the standard editing functions. Enter the begin- ning time in hours and minutes, then the ending time. The amount of time worked during this period will display under Period and a running total of the accumulated time will appear under Cumulative. Press ENTER to begin entering a different work period. When you have entered all work periods for this payroll record, press ESC to exit the window and the cumulative hours will be entered into the field. Pieces: If your employees are paid all or part of their wages based on piece work then enter the number of pieces for the pay period here. Salary: The amount per period this employee earns regardless of hours worked. This is obtained by dividing the annual salary from the employee's record by his payroll frequency. User Defined Income: The two fields below Salary are defined in Setup by the user and the amounts are only entered on this screen. Tips: If your employees receive tips for services rendered enter the amount in this field. If the employee retains any tips enter the amount under the Advanced section. - page 19 - Non-Taxable: Enter tax exempt income. This often includes reimbursement for out of pocket expenses and other allowances. Fringe Benefits: Non-monetary benefits such as automobiles, reported to the IRS on Form W-2, but are not included in taxable wages. This figure will print on the check stub and taxes will be calculated on this amount, however, it is not included as part of gross or net pay. Meals Furnished: This field is provided for companies furnishing meals to their employees, most often through an in house cafeteria arrange- ment. This amount will not affect gross pay, net pay or tax amounts. Deductions: The upper right corner of the screen displays the four standard and two variable deductions, if defined. The two variable deductions, Purchases and Miscellaneous in our example, may be entered on this screen. Advanced Wages: If the employee receives wages ahead of time, enter the amount here and it will be deducted from the net pay amount after taxes and other deductions are taken. Advanced Tips: If an employee receives tips for services, that amount should be included in the first section along with regular wages. If the employee kept that tip income, enter the amount in this field. It will be treated the same as advanced wages. Check Number: If you aren't planning to print the checks on the computer and you already know the check number you will be using, enter it here or do so later in Modify Payroll. Delete Record: If the pay record is incorrect and you do not want to save it, move the cursor to the block located in the lower right corner of the screen and press ENTER , otherwise the record will remain in the system. Save the payroll record by pressing F2. Press ESC to exit without saving the current record. A message box will appear so that you may print a pay check stub on plain paper. When this step is finished you are returned to the Select Employee screen. If you do not allow negative net pay, PC-PAYROLL first reduces the deductions to zero, beginning with deduction 6, then 5 and so on. The taxes are then reduced beginning the UI, SDI, local tax, state tax, federal tax and FICA. Reductions stop when a positive net pay is reached. Since most computations of negative net pay are as a result of advanced wages and tips, these deductions are not reduced. - page 20 - Modify Payroll (Screen C.2.2) All fields directly affecting pay period totals can be changed from this screen, including taxes, deductions and benefit plans. After completing all entries, press F2 to save. Fields are explained by the section they are in. Wages/Salary In the upper left section, hours, rates, salaries and various other forms of incomes are entered. Included in this section are cafeteria and 401(K) deductions. These fields are grouped together as they directly affect tax computations. All computations are performed when ENTER is pressed while the cursor is in the Wages/Salary section. After making adjustments in other section of the screen, if you move back to the Wages/Salary section and press ENTER , all amounts are reset to their original amounts and calculations standard performed. Regular/Over Time Hours: Total regular and overtime wage hours. Pieces: The number of pieces for the pay period. Rates: The regular, over time or piece rate at which this employee is paid. Salary: The employee's per period earnings. User Defined Income1: Two income fields defined in Setup with amounts entered on this screen. Tips: Enter the amount received in this field. Non-Taxable: Enter tax exempt income. This often includes reimbursement for out of pocket expenses and other allowances. Fringe Benefits: Non-monetary benefits reported on Form W-2 but not included in taxable wages. Meals Furnished: For companies furnishing meals to their employees. Cafeteria Plan: Payments made to a qualified cafeteria plan. Any entry is a deduction from gross pay before any taxes are computed. 401(K) Plan: Payments made to a qualified 401(K) plan either in dollar amounts or a percentage of gross. The payment is deducted after FICA and before any other tax computations. - page 21 - Taxes/Deductions/Advances The upper right section contains the various deduction fields, including taxes and user defined fields such as insurance, savings, etc. One income field is also included here, Advanced Earned Income Credit (EIC). It is calculated automatically if the employee's record has been set accordingly. Taxes: In the center of the screen are the tax fields: Federal, employee's FICA, State, Local, and employee's SDI and UI contributions. The calculations for these fields are based on standard rates either built into the program or set in Setup. NOTE: Federal and state formulas never exactly match withholding tables. The withholding formulas that are used can be found in Circular E from IRS and your state employer's withholding guide. When comparing withholding compute by PC-PAYROLL with tax tables, expect a difference of up to $5.00. In most cases, PC-PAYROLL's figures are more accurate. All formulas are approved and furnished by the IRS or the states. Deductions: The upper right corner of the screen displays the four standard and two variable deductions, if defined. Fixed amount deductions are carried over as defined in the employee file. Percentage amounts are calculated after wage and salary information has been entered. The two variable deductions, Purchases and Miscellaneous in our example, are entered on this screen. Advanced Amounts Wages: Enter the amount of advances here. Tips: If the employee kept tip income, enter the amount in this field. Earned Income Credit (EIC): If the employee is entitled to the EIC and his record has been so marked, the program will compute the amount to be included, entering it here and adding it to net pay. Summary Information The summary section displays total wages, taxes and deductions as well as gross and net pay. These fields can only be altered by changing other fields in this function. Delete Record: If the pay record is incorrect and it is necessary to remove it from the system, move the cursor to the block located in the lower right corner of the screen and press ENTER. All of the highlighted fields can be modified at any time. However, after making changes, if you press ENTER while in the Wages/Salary section, all fields based on a calculation, such as the tax fields, will be recalculated. Any changes outside of this section are included strictly as flat amounts. - page 22 - Other Information The lower left portion of the screen displays four fields not normally changed but important to your payroll. Check Number: If you aren't planning to print the checks on the computer and you already know the check number you will be using, enter it here. Date: This is the pay date chosen when you entered the compute function. Changing this date effectively changes the pay period for this check. Weeks Worked: The number of weeks the employee worked during this pay period based on the frequency for this employee, i.e. 1 for weekly, 4.33 for monthly, etc. State: State tax computations are based on the state code entered. The default is either the state the business located in or the employee's state of residence (Setup). Exit this screen by pressing ESC. If any changes were made, a warning message appears. Remember that all fields will be recalculated if you choose to compute after making changes. Continuing from here, another message box appears to let you print a pay check stub on plain paper. When this step is finished you are returned to the Select Employee screen. Delete Payroll File (Screen C.3.0) This function deletes an existing payroll data file to prepare the program to accept a new data file. You will be warned that all data will be destroyed. Press F10 to delete or ENTER to return to the menu. This will delete the entire payroll file. This option is most often used to test PC-PAYROLL before actually putting it to use. You can enter all the practice data you want and when you are comfortable with the operation of the program, delete the payroll data file. The employee data file is NOT affected. - page 23 - After-the-Fact Payrolls It may be necessary to enter payroll data after payment has been made, i.e. accountants accumulating payroll for customers or new PC-PAYROLL subscribers who begin using the system mid-year. The process is essentially the same as discussed earlier in this chapter. Set the company's default pay frequency to After-the-Fact. This will be the default for all new employees. Existing employees can be switched to After-the-Fact in Employee Data. On selecting Process Payroll to enter a new record, all individual amount fields will be available. Enter hours, salaries, taxes, etc. precisely as calculated manually. As you enter the data, the totals in the summary section will increase or decrease accordingly. Once you have set all fields according to the original hand calculations, exit the record to save it. DO NOT press ENTER in the Wage/Salary section as this will trigger normal calculations, changing the values you entered. If you begin using PC-PAYROLL in mid-year, enter one payroll for each previously completed quarter or month, if starting mid-quarter. Entering your previous payroll as described above will insure that you accurately compute Forms W-2, W-3 and 940. - page 24 - THE PAYCHECK 7 OVERVIEW After computing a payroll, you will want to print either check stubs to go with hand written checks or print the check and stub information directly onto pre- printed forms. You can obtain pre-printed checks from New England Business Service, Inc. (NEBS) by calling 1-800-225-9550. When you order, refer to CODE 95150 and order check number 09025 to ensure you receive checks compatible with PC-PAYROLL. SELECT A FORMAT The first selection will print the stub information on plain paper, two employees per page. These can be separated to be given to each employee with the hand written check or a copy kept for the company file. The next selection is from checks distributed by NEBS. The number 9025 represents the actual form product number. Also, the last check number used in printing is displayed beneath the menu window. This helps you to avoid selecting a check number for the current run that has already been used and serve as the basis for the default check number on the next screen. PRINTING CHECKS OR CHECK STUBS Select the check format from the menu. Change the options as needed and press ENTER from any field to begin printing. See Alignment for an exception. Payroll Date The date the checks will be issued. The default is the last date payroll was computed. Period Ending Date The last work day of the pay period. The default is the Payroll Date. Beginning Check Number Enter the beginning number for this series of checks. The default will be one greater than the check number displayed on the menu screen. The last check number used becomes the Last check number. - page 25 - Print Check Numbers This determines whether to print check numbers on the check. The default is Y to print the number. Press N if the numbers have already been pre- printed on your checks. All or Individual Print all paychecks for this payroll period or selectively print individual checks. The default is A to print all checks in the order in which the information was originally entered. To print selected checks, choose I. The program will display the employee's name for each check record and ask if the check should be printed. Alignment Whenever you use a pre-printed form, its important to have it aligned correctly so all information prints in the right location. The default is N and, unless this is changed, no alignment will print. Select Y to align the form. A message box will appear with instructions. Once you are satisfied that the check is correctly aligned, select N and press ENTER to begin printing. - page 26 - REPORTING 8 OVERVIEW PC-PAYROLL contains a variety of reports for employee information by pay period, month, quarter or year-to-date. There are also several tax reports including quarterly 941s, state reports, annual 940 and W-2s. Most of the reports display the information on screen first. Then there are two options. One is to export the information to a disk file for use with other programs, such as a word processor. Press F9 and enter a standard DOS file name when prompted. The second option is to print the report on paper by pressing F10. Some reports only go to the printer and these will be noted. Pressing ESC will end any report immediately. All reports may be run as often as necessary. REPORTS MENU (Screen R.0.0 ) The Reports menu offers five main areas of reporting. The ones most useful to you depends on the specific features of PC-PAYROLL you use. After entering some payroll information, either through the compute module or time card entry, we suggest you try the different reports available and examine the results. PERIOD REPORTS These reports provide information specific to a given payroll period and most require that a date be entered. Press ENTER to use the suggested payroll date or manually enter any appropriate date. Dates - Payroll This report lists all payroll dates entered. Duplicate dates might occur, particularly if you enter payroll data out of sequence. Totals by Pay Period This report contains selected period totals for gross and net pay, withholdings and deductions. It consists of three parts. First, Pay Period Totals , totals the pay, withholding, and deduction amounts on the screen. The printed report also contains your payroll account deposit requirements. Second, Taxes to be Deposited , summarizes the tax deposits for each tax authority and informs you when a federal deposit is required. You must determine when to make a state tax deposit. Third, Tax Deposit Summary , summarizes, by quarter, payroll tax liability and deposits you entered in PC-PAYROLL. - page 27 - Pay Period Detail This report is intended to be printed; the screen listing provides only minimal information. It is printed in one of two formats: either an 80-column, detailed report with each employee's complete record including each deduction taken, or a 132-column report with slightly less detail. The format is determined by the printer format selected in Setup. List Employees This report lists all employees paid on a specific pay date and their gross pay. Check Register This report lists employees, their net pay and check numbers for the specified pay date. All Payroll Records This report displays all payroll records, starting at a beginning payroll record number. The display includes record number, employee's social security number, date and income amounts included in that record. Viewing this report will often show data problems that could not be detected otherwise. The record number can then be used to delete or modify the record. TAX REPORTS From this menu, the required federal, state and local tax information can be printed to prepare the required tax forms. For specific information on IRS requirements and the use of forms covered in this module, see Appendix B. Quarterly Return (Form 941) This report provides the federal tax liability and social security payment information to prepare quarterly returns. After making this selection and entering the desired quarter, a two page report will be displayed. To find the number of employees as of March 12th, print the Totals by Pay Period for the period covering that date. - page 28 - Wage and Tax Statement (Form W-2) This function allows you to view and print individual W-2 forms with subtotals printed on the 42nd form, according to IRS requirements. Press ESC to abort at any time and return to the menu. Press P to pause during printing, then press any key to continue. Each option displays a Select Employee window allowing you to print all employees or individual employee records. If you select either Continuous or IRS Sheet forms, you are first given the option to align them in the printer. If you will be using a laser printer you may select the starting row and column for printing W-2s. Simply move the cursor to that option and press ENTER until you have the correct number. The defaults are one row down and four columns over. For dot matrix printers we recommend using carbonless continuous form twin sets. One set consists of the copies required by the government and the other of the copies for the employee. This requires two printing passes but ensures clear, legible print on all copies. Since W-2s are usually printed once a year, you do not get the experience aligning them as with your paychecks. Before committing the W-2s to the printer, we suggest you take the time to experiment aligning the forms using plain paper (there are no restrictions to the number of times you print any report). After printing several W-2s , press ESC to abort, or print only selected employee records. Remove the paper and position it against the forms to check the alignment. This will indicate the proper position for the W-2 forms. Employer Summary (Form W-3) This report summarizes all employee pay and tax information. The form is filed with the federal copy of the W-2s and must match those totals. FUTA Annual Return (Form 940) This is an annual summary of federal unemployment taxes. State Quarterly Return This report is a generic state quarterly return may not match your particular state's return. Review this report before the end of the first quarter to become familiar with its contents and to compare it with your state's return. The SDI and UI tax rates and cutoffs are set in Setup. The amounts previously paid are entered in the tax deposit data file (Chapter 11). The second page lists each employee's social security number, name, total, taxable and exempt wages and the number of weeks worked for the quarter. Total wages are at the bottom of the listing. - page 29 - SUMMARY REPORTS The summary reports are useful management tools. All reports have the option to choose year-to-date, quarterly or monthly totals by employee. The default is year-to-date. To select month or quarter, after selecting the report, move the cursor to that position, enter the month or quarter desired and press ENTER. As with all screen reports, any of these may be directed to the printer (F10) or to a disk file (F9) to be imported into other programs except where noted. Pay All individual income amounts, including salary/wages, overtime, tips and any user defined income. Hours Regular, overtime and total hours. Deduction The four standard and two variable deductions. Tax Federal, FICA , state, local, SDI and UI taxes. Miscellaneous Net pay, non-taxable pay, cafeteria and 401(K) plan deductions, advances, fringe benefits and meals furnished. Consolidated Prints all pay and deduction information for each employee. This report can be printed in either 80 column or compressed formats. The 80 column contains more detail while the compressed form takes less paper. There is no screen display of data in this report. Employee Detail This extensive report is a complete listing of a specified employee's payroll records by quarter with quarterly totals. This report only goes to the printer, there is no screen display of data. The employee to be printed is selected in the same way as selection is made throughout PC-PAYROLL from a selection list displayed on screen. - page 30 - MANAGEMENT REPORTS These reports provide employee information. Address List The complete mailing address including the employee's name, address, city, state, and zip code. Birthday Report The employee's birth date, age and comments such as upcoming birthdays or underage employees (16 years). Education Report Lists the education level of employees. Former Employees Lists employees terminated along with the date of and reason for termination. Hire Date Report Lists the date the employee was hired, length of service and upcoming anniversaries for raises and awards. Raise Report The date employees last received a raise and the time since last raise. Telephone List The employee, the employee's spouse and home and emergency phone numbers. - page 31 - RECORDING TAX DEPOSITS 9 OVERVIEW Track payroll tax deposits made to your bank, the IRS, or state. As you enter coupon or quarterly 941 deposits, the report Totals by Pay Period displays when federal tax and FUTA deposits are due. State and local tax deposits are tracked and the unpaid balance is displayed, however, due dates are not displayed. In addition to the Pay Period Total report, deposit information is available on the various tax reports. These reports may be run as often as needed. UPDATE TAX DEPOSITS (Screen D.0.0) Enter and update tax deposit information and run year to date, quarterly and monthly deposit reports. DEPOSIT INFORMATION Select Enter Data to add new deposits or modify those previously entered. A selection screen will display all existing records. Similar to the Select Employee window you can either add a new record or select an existing record to modify. Date: Enter the date of the deposit. Check Number: Enter the payment check number. Payment Amount: Enter the amount of the deposit. Tax Code: Enter the appropriate tax deposit code, i.e. Federal, FUTA, State, etc, from the Tax Codes window. Tax Liability: Enter the tax liability month. The month defaults to the current system date. The quarter is automatically assigned based on the selected month. Payment Code: Enter the deposit code based on the method of payment, a coupon to the bank or with the 941 form itself. These codes are in the Payment Codes window to the right. The default is for payment with the 941 form. - page 32 - DEPOSIT REPORTS Select the time period you wish to be covered in the report, year-to date, quarterly or monthly. From the Select Tax Report screen choose the type of report to print. As with all other reports in the system, the information displays on the screen first, then you can choose to print it. - page 33 - APPENDIX A SPECIAL STATE INSTRUCTIONS Alabama uses the Other marital status for single employees claiming no exemptions. Arizona state withholding is a flat percentage of federal withholding. This feature is activated by pressing ENTER at the State Marital Status field to toggle the correct percentage. California has an Employee Training Tax (ETT) instead of Employee Unemployment Tax. No cutoff is requested. Georgia incorporates five categories of marital status in the employee data. Press ENTER at the State Marital Status to toggle the correct status based on Georgia Form G-4 . Illinois residents are prompted for Employer UI over $50,000 for wages greater than $50,000 per quarter. No cutoff is requested. Maryland state withholding exemptions are based on Form W-4. However, several counties and Baltimore have local taxes included in the state withholding amount. To use this feature, enter the appropriate percentage of local withholding for the employee's county/city of residence as a whole number, i.e. 20% = 20, 50% = 50, in the Local Tax Rate field to automatically compute the appropriate combined state and local withholding. Mississippi uses a dollar amount for state exemptions. You must take the dollar amount from the employee's Form 62-420, divide it by 1000 and round to the next lowest whole number. Enter this number in the State Withholding Exemption for the employee. The program does not handle the decimals that result when dividing the exemptions by 1000 resulting in minor differences in program calculations and state with- holding tables. Entering a number greater than thirty does not disable state tax withholding. Missouri uses a dollar amount for state tables based on Form MO W-4. Total exemptions to be entered are based on the total number of persons claimed in the entries for items 1, 2, and 4. - page 34 - New York City resident and nonresident local income taxes are included in this program. If your business is and/or the employee lives in New York City, enter the cities NEW YORK, BROOKLYN, QUEENS, BRONX, STATEN ISLAND, or YONKERS in ALL CAPITAL LETTERS in your company and employee data. If you do not enter this exactly, the local taxes will not compute. New York's SDI is computed with the maximum of $.60 per week. Residents must enter $31.20 as the cutoff. Oregon State Disability Insurance (SDI) is $.14 per day. This amount, based on an eight-hour day, is automatically computed for Oregon. SDI is based on a five-day week for salaried employees. Do not enter SDI information in Setup. Washington requires withholding of Industrial Insurance based on a dollar rate per hour rather than a percent of gross. Enter the rate into Employee Contribution to SDI in the Setup, i.e. .25 for 25 cents per hour. - page 35 - APPENDIX B USING EDITING SCREENS PC-PAYROLL, already the easiest to use and most complete payroll package, is even easier to use in `92 because of the editing functions available on most input screens throughout the program. A good example is the Employee Data screen. Each field can be edited using the function keys described below. Please read this carefully and try the functions. The characters that may be entered in any field are dependent on the type of data required. Moving Around the Screen Cursor Keys: The arrow keys, referred to as cursor control keys. The up and down arrow keys are used to move vertically from field to field. Page Keys: Page up (PgUp) and page down (PgDn) are used mainly with the record selection screens, i.e. Select Employee, Select Time Card Record. Page through the list of records to select the one required. Under Employee Data , these keys open other windows with additional information for the employee. In Modify Payroll , if the cursor is in the Regular Hours field, these keys move you sequentially through the payroll file, record by record. Tab Key: Tab moves the cursor from the current editing field to the next one in logical sequence. This will not necessarily include every field on the screen. Pressing Shift-Tab (shift and Tab together) moves to the field immediately to the left. Editing Your Data Cursor Keys: The arrow keys, referred to as cursor control keys. The left and right arrow keys are used to move horizontally within a field. Part of the data in a field may be changed without reentering the entire field. Home: Pressing Home will move you to the beginning of the currently selected field. End: Pressing End will move the cursor to the next position following the last character entered in the currently selected field. Pressing Ctrl-End (control and End together) will delete everything to the right of the cursor. Insert: Normally, when entering data within a field, any characters at the cursor position will be replaced by the newly entered data. This is referred to as overstrike or typeover. Pressing Ins changes the editor to insert mode, indicated by a change in the appearance of the cursor. While insert mode is active, existing data is moved to the right as new data is entered. Press Ins again to return to overstrike mode. - page 36 - Delete: At any time while editing a field, press Del to delete or remove the character at the cursor position. All characters to the right are moved left one position. Escape: Press Esc to return to the previous menu or selection. Enter: Press ENTER to accept the data entered and move to the next field. Function Keys: Some function keys (F1, F2...) perform specific functions within the program and will be noted in that section of the manual. - page 37 - APPENDIX C CUSTOMER SUPPORT Peninsula Software, Inc. provides technical support for its subscribers. If you are a subscriber and have questions relating to PC-PAYROLL call 804-874-7877. Our technical support hours are 9:00 am to 5:00 pm, eastern time, Monday through Friday. Orders may be placed through our toll free line, 800-432-5532, 24 hours a day. This line is for orders only. Our operators cannot answer technical questions. If you need assistance we will make every attempt to resolve your problem over the phone, however, we may need sample screens or reports to pinpoint the problem. In addition, we usually need to know the sequence of events leading to the problem to find the solution. Please have the following information available when you call: * The last name of the person who purchased the PC-PAYROLL subscription and the company zip code. * Do you use a hard drive? On what drive is your data located? * Have you added any hardware to your computer or changed the configuration? If so, what have you done? * Have you added any software, especially memory resident software? * Have you added any new employees, especially ones that may have unique requirements? * What have you done different from normal? * Have you had other software problems? * For form alignment problems, do you use a 24-pin printer or laser printer? Questions about normal computer use, not related to our software, i.e. a DOS problem, may be billed at the rate of $50.00 an hour with a half hour minimum. - page 38 - PRODUCT IMPROVEMENT We are always interested in improving PC-PAYROLL. If there is something you would like to see added, please do not call. We need to see your suggestions in writing with a complete description and why you believe it should be included. Send your suggestions to: Peninsula Software, Inc. P. O. Box 2010 Newport News, VA 23609-0010 CHECK FORMATS PC-PAYROLL supports the popular NEBS Form 09025. For more information see the enclosure from New England Business Service, Inc. (NEBS). When ordering, use reference code #95150. Write or call: NEBS Computer Forms 500 Main Street Groton, MA 01470-9811 1-800-388-3810 - page 39 - APPENDIX D ERROR CODES FOR PC-PAYROLL PC-PAYROLL can recover from most errors, therefore, most error codes are messages relating to the user. The most common codes are listed below. If an error message appears which is not listed, refer to the error codes in your BASIC Manual, or call Peninsula Software, Inc. for help. Error Code Message 0 Unknown Error - Contact Peninsula Software, Inc. for assistance. 6 Overflow - Calculation is too large for the function performed. 7 Out Of Memory - The program is too large for your system memory. 24 Device Timeout - Check your printer and disk drive. 25 Device Fault - Hardware error. 27 Out Of Paper - The printer is out of paper or it is not on. 52 File Not Found - Exit PC-PAYROLL, then begin again. Check Setup for accurate information. 57 Device I/O Error - Error during an I/O operation. Generally, the disk drive is unable to read the data. DOS cannot recover from the error. If this error occurs exit the program and backup your payroll data using DOS on a new formatted diskette. Do not use any other previous backup disks. Ensure the following files are copied: PCPE92.Dnn, PCPP92.Dnn, PCPT92.Dnn, PCPB92.Dnn where nn is the company number. If any of these files did not copy, and DOS gave you an error message, see your service technician or use a disk recovery utility to try to recover the file. You can also restore the data file from a previous backup. 61 Disk Full - The diskette is full. If you use a floppy system, check the data disk for extra files. All files on your data disk should have the extension Dnn where nn is the company number, i.e. 01, 02... 99. Any Bnn files are backup data and should be copied to another disk and then erased from this disk. In addition, there should be only one series of Dnn files on each disk, i.e. all D01 files, or D02, etc. 68 Device Unavailable - Check your printer or disk drive. 70 Disk Write Protect - The diskette you are using is write protected. Make sure you have the correct diskette and remove the write protect tab before using. - page 40 - 71 Disk Not Ready - The drive door is open or the disk is not in the drive. 72 Disk Media Error - The diskette is probably bad. Recover all the data you can by copying to a new diskette, and reformat the disk before reusing. 75 Path/File Access Error - DOS is unable to find the specified path.