Task 17 - Employees Master

There are three screens in the employee master.
NOTE: An Employee Number cannot be changed!

· If The Employee Number is wrong, delete the record (using Sub-task 3 - Delete) and then re-enter as a new record.

· Use Delete - Sub-task 3 only during initial entry of employees, before any historical data has been accumulated for that employee number.

CAUTION: Once historical data has been accumulated for an employee number, do NOT delete that employee record! Even if an employee has been terminated,

W2 information on the employee must be available at the end of the year.

Most companies find it advisable to retain historical data about employees

FIRST SCREEN: (in bold, is the field number, the field name and, in brackets, the number of characters allowed in the field

1. Employee #____(4) The employee number. Suggestion: use the last four digits of an employee's social security number.

2. Name (L/F/M):__________________(25) Alphanumeric.

This should be entered as last name (L), first name (F), middle initial (M), with a comma separating last name from first name. I.e. Smith, John C.
If entered as "John Smith", the name will be listed in the "J's" instead of in the "S's".

3. Address : ____________________(25) Alphanumeric.

4. City: ___________________(15) Alphanumeric.

5. State: __(2) 2‑digit abbreviation.

6. Zip code: ________(9) 9‑digit zip code, alphanumeric. No dashes, the system will automatically insert the dash after the first 5 characters.

7. Soc Sec #:_________(9) 9‑digit number. No dashes, the system will automatically format itself.

8. Phone #:_______(10) 10‑digit alphanumeric. No dashes, the system will automatically format itself. The area code may be entered or left out.

9. Birth date:______(6) Numeric. No slashes, the field will automatically format itself.

10. Type (H/S):_(1) Indicate if the employee is Hourly (H) or Salary (S).

11. Dept class:__(2) At this field, a table with the department codes will display automatically in a box on the right side of the screen. If the table does not appear, then it needs to be set up. Go to (also see document titled "Before Beginning Payroll"):

System Management Functions (Task 32 in Payroll module)
- Modify Application Table (Sub-task 17)
  - Department Definitions Table (Option 1)

12. Pay freq: __(2) Alpha. How often paychecks are issued, use codes that appear at the bottom of the screen. Options are:

WK ‑ Weekly
BI ‑ Every two weeks
SM ‑ Twice a month
MO ‑ Once a month

13. Start date: _____(6) Numeric. No slashes, the field will automatically format itself.

14. Term? (N/T):_(1) Defaults to N (not terminated). T = terminated.

Use this instead of deleting an employee record. The history remains, a W2 can be printed at year-end, but no paycheck information can be entered for the employee.

15. Term date:______(6) Numeric. If employee has been terminated, enter the date of termination. No slashes, the field will automatically format itself. Do not Delete an employee, instead put in a termination date. No check can be issued/printed for the employee, however all the information relating to the employee remains intact.

16. Hire Class:______(6) Informational field only. "Std" is a default.

17. Division #:__(2) The reporting division for the employee

18. Marital Stat:_(1) Marital status of the employee 1=Single, 2=Married

19. Pension?:_(1) Is the employee on a pension plan, enter "Y" for yes, or "N" for no. This will signal the W2 program to enter an X in the appropriate box.

20. Base hours:

21. Base pay: _______(7) Enter base pay for salary (type "S") employees.

Enter numbers for two‑decimal accuracy, but do not use decimal. Field will automatically format itself. Example: for a salary of $800.00 enter 80000.
For hourly‑paid employees, press Enter to bypass this field and it will automatically zero‑fill

22. Reg rate:______(6) Enter base hour rate for hourly & salary type employees.

Enter numbers for three‑decimal accuracy. Example: for 8.250 an hour, enter 8250.
If salaried people are ever to be paid by the hour, then assign them an hourly rate.

23. Ovt rate:______(6) Overtime rate.

Enter 1/2 of regular rate so Workmen's Compensation won't be paid on wage premium.
Enter numbers with three-decimal accuracy. Example: If the regular rate is 8.250 an hour, enter 4125.
The computer first calculates all hours worked multiplied by the regular rate, then adds to that the extra pay for any overtime hours worked.

24. Spec rate: ______(6) Special rate, such as working on a holiday or a show.

Defaults to the regular rate - field 21.
When added to the regular pay rate, this results in an effective pay rate equivalent of double‑time.
Enter numbers with three-decimal accuracy

25. Ovt rate: ______(6) Special overtime rate.

Overtime based on a special rate of pay, such as overtime on a holiday.
Normally, this would be 1/2 of the special rate, which would result in the pay rate being calculated as double-time-and-a-half (2.5 times regular pay)

26. St. Tx Code:__(2) A table will display on the screen with the available state codes.

If the state code does not appear in the table, then first enter the State in the State Code Table. See the Before Beginning Payroll document. The codes are setup in Option 3 of the Modify Application Tables (Sub-task 17 in Task 32 of the Payroll module)

27. Cty Tx Code:__(2) A table will display on the screen with the available city/county codes

If the city/county needed does not appear in the table, then first enter the city in the City Code Table. See Before Beginning Payroll document. The codes are setup in Option 4 of the Modify Application Tables (Sub-Task 17 in Task 32 of the Payroll module)
If local tax does not apply, leave blank.

28. FICA (0/1):_(1)

Enter 0 for regular deduction
1 for no deduction.
Do not confuse this with the number of exemptions claimed.

29. FWT exmpt: __(2) Enter number of exemptions. Enter 99 for no deductions (zero dollar withheld).

Please note: This program will allow up to 9 exemptions. To give 10, consult with the federal government. If the government has given permission to give an employee 10 or more exemptions, go to the tax tables and manually calculate the employee's percentage. Then enter that percentage here. When the program detects a number larger than 9 but less than 99, it is taken to be a percentage.

30. SWT exmpt:__(2) Enter number of exemptions claimed for state tax. Enter 99 for no deductions (zero dollar withheld).

31. CTY exmpt:__(2) Enter number of exemptions claimed for local tax. Enter 99 for no deductions (zero dollar withheld).

32. Add FWT $: ______(6) Used for additional federal tax deduction.

Enter dollar amount to withhold an addition to any calculated amount.
Enter numbers with two-decimal accuracy
If a flat rate is desired, instead of the calculated deduction, enter flat rate dollar amount here and enter 99 in field 28: "FWT exmpt".

33. Add SWT $:_____(6) Used for additional state tax.

· Enter dollar amount to withhold an addition to any calculated amount.

· If a flat rate is desired, instead of the calculated deduction, enter a flat rate dollar amount here and enter 99 in field 29: "SWT exmpt".

If your state has tax credit amounts used to reduce the amount of withholding tax AFTER performing tablized calculations, then enter the amount of credit here as a negative value. i.e., Gross pay, reduced by various exemptions/allowances, then tax calculated, then tax reduced by a fixed amount.
If the amount is based on a declared number of exemptions/allowances, then calculate that amount manually and enter here 1‑time, during setup.

34. Add CWT $_____(6): Used for additional city tax deduction.

Enter dollar amount to withhold in addition to any calculated amount.
If a flat rate is desired, instead of the calculated deduction, enter flat rate dollar amount here and enter 99 in field 30: "CWT exmpt".

35. Draw amt $:________(8) This is used for comparison of pay when using the draw account.

Enter the minimum gross pay. Enter numbers for two‑decimal‑place accuracy without the decimal. Field will format itself automatically.

When pay falls below this minimum, money from the draw account is added to the pay.
When pay is higher, excess is paid back to the draw account, if a balance is owed or a negative balance is allowed in field 35.
If draw is not used, then press Enter to bypass and zero‑fill the field automatically.

36. Draw bal $:________(8) Draw account balance owed by employee.

Enter numbers for two‑decimal‑place accuracy, without the decimal. Field will format itself automatically.
If negative balance is allowed, this would be a credit balance for the employee
If this is not used, then press Enter to bypass and zero‑fill the field automatically.

37. Draw pct_____(5): This is the percent of excess pay, over the draw amount, to withhold to pay back any balance owed.

SECOND SCREEN

38. Vac hrs due:_____(5) Enter the number of hours of vacation pay due. Enter numbers for two‑digit decimal accuracy, with no decimal point. The field will format itself automatically.

The cursor drops down to the bottom of the screen and prompts: "Please enter vacation code:________" The field allows up to six digits - alphanumeric.
Enter the vacation code setup in the Deduction/Addition Master File. See document titled: Codes for Deduction/Addition Master File - Task 22.
After the vacation code is entered at the bottom of the screen, the cursor will move back up to field 37.
The computer will update the vacation hours paid when the employee is given vacation pay during the processing of the payroll.

39. MTD ovt hrs: ________(8) Total month‑to‑date overtime hours. This amount will be updated automatically during processing of each payroll. Enter numbers for two‑digit decimal accuracy

THIS FIELD MUST BE CLEARED AT THE END OF THE MONTH! *

40. MTD ovt pay_______(8) This is the actual dollar amount of the total month‑to‑date overtime pay. This is updated during the processing of each payroll. . Enter numbers for two‑digit decimal accuracy

THIS FIELD MUST BE CLEARED AT THE END OF THE MONTH! *

41. QTD gross: _________(9) Total QUARTER‑to‑date gross pay. This dollar amount is the actual gross pay before any deductions were subtracted or added to pay.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

42‑43. QTD FICA/Medicare gross: ________(9) Total QUARTER‑to‑date adjusted FICA gross pay. See "QTD fed gross".

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

44. QTD fed gross: ________(9) Total QUARTER‑to‑date federal gross pay. This is the adjusted federal gross pay.

If an employee has a 401K plan, the deduction amount is subtracted from total gross, giving adjusted federal gross. Taxes are based on adjusted gross.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

45. QTD sta gross:________(9) Total QUARTER‑to‑date adjusted state gross pay. See "QTD fed gross" - field 43 for explanation.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

46. QTD cty gross:_______(9) Total QUARTER-to-date adjusted city gross pay. See "QTD fed gross" - field 43 for explanation.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

47-48 QTD FICA/Medicare:_______(8) Total QUARTER-to-date FICA amount withheld from pay.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

49-51. QTD fwt, swt & cwt:_______(8) Total QUARTER‑to‑date federal (state or city) amount withheld from pay.

THESE FIELDS MUST BE CLEARED AT THE END OF THE QUARTER! **

50. QTD swt:_______(8) Total QUARTER‑to‑date state amount withheld from pay.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

51. QTD cwt:_______(8) Total QUARTER‑to‑date city amount withheld from pay.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

52. QTD wrk cmp: ________(8) Total QUARTER‑to‑date workmens compensation amount.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

53. QTD wks wrk:_______(8) Total QUARTER‑to‑date weeks worked.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

54. QTD emp sui:_______(8) Total QUARTER‑to‑date employee state unemployment insurance amount withheld from pay.

THIS FIELD MUST BE CLEARED AT THE END OF THE QUARTER! **

55. Tot: ________: (8) Total of one deduction.

a. Cursor drops down and this prompt appears: "Please enter deduction total code: ________"
Enter the code for the deduction (see the document titled: Codes for Deduction/Addition Master - Task 22) that you would like to total for each employee.
The amount will increase each time that a deduction is taken in a pay period.

56. Vac hrs pd:____(5) These hours are the hours that have already been taken.

These hours are compared with the "Vac hrs due" (field 37) to determine how many hours are left, during attendance entry and editing.
Two decimal accuracy
No additional hours may be taken here.

57. YTD ovt hrs:________(8) Total year‑to‑date overtime hours.

This amount will be updated automatically during each payroll.
Two decimal accuracy