PR Enhancements

Table of Contents
PAYROLL THROUGH 10-31-01
Division:
W-2’s:
Employer Deduction:
PAYROLL THROUGH 12-31-02
Employee Paid Taxes:
W2’s:
Direct Deposit:
PAYROLL CHANGES THROUGH 12-31-04
Vacation Hours:
Reference Number:
W-2s
PAYROLL CHANGES THROUGH 12-31-05
PAYROLL CHANGES THROUGH 12-31-08:
Memo Lines:
PAYROLL ENHANCEMENTS THROUGH 9/30/10
Frequency Codes:
Skip Printing Deduction Reports:
G/L Interface:
Sub-Division:
PAYROLL ENHANCEMENTS THROUGH 2/05/13
Direct Deposit Service (DDS) Setup Notes
Background
Parameter Setup
Employee Information Setup
File generation
Check Numbers
Check and Direct Deposit Stub Printing
A/P Interface
Employee Check History
PAYROLL ENHANCEMENTS THROUGH 2/10/15
Direct Deposit
W-2s
Exporting
PAYROLL THROUGH 01/06/16
W-2s
PAYROLL THROUGH 05/03/17
Employee Hourly/Salary type Change Mid-month
PAYROLL THROUGH 01/13/18
W-2s Deduction Description Print Option

PAYROLL THROUGH 10-31-01

Division:

Division selection has been added to more of the tax and history reports.

Checking account has divisional capabilities.

W-2’s:

W-2’s now automatically page-feed after each alignment on Sheet-feed printers.

Employer Deduction:

There is an option to print employer deduction amounts on the standard payroll checks. Go to:

Payroll (Module 1)
- System Management Functions (Task 32)
  - Modify Parameter Files (Sub-task 22)
    - P/R – General (Option 1)

Look for the parameter: PAYCHECK'EMPLOYER'DED=

PAYROLL THROUGH 12-31-02

Employee Paid Taxes:

1. Fields for employee paid SDI or SUI are supported for printing on W2s. The fields are found in the Payroll Execution Parameters. Go to:

Payroll (Module 1)
- System Management Functions (Task 32)
  - Update Payroll Execution Parameters (Sub-task 4)

Field 29: SDI maxgrs – the Maximum gross dollar amount subject to tax for employee paid SDI.

Field 30: SDI pct – the Tax Rate percent for employee paid SDI.

Field 31: SDI max – the dollar maximum, per pay period, on employee paid SDI.

2. The same label can be used throughout all payroll records for EMPLOYEE paid tax, such as SDI or SUI. Go to:

Payroll (Module 1)
- System Management Functions (Task 32)
  - Modify Parameter Files (Sub-task 22)
    - P/R – General (Option 1)

Look for the parameter: PARM’DED . The “label” can be up to 8 characters. The “label” will change headings on the Payroll edit list, Paychecks, Update Payroll Execution Parameter (Sub-task 4 in Task 32), etc.

W2’s:

All government mandated changes to the W2 form-printing have been implemented.

Direct Deposit:

Employee payroll checks can be directly deposited into a financial institution. See the document titled: Direct Deposit for specific instructions on how to procuring this option and the setup involved. It supports one or two accounts (i.e. checking and savings) for each employee, allowing either a percent or a fixed dollar amount to be split between the 2 accounts. Fields 75 to 84 on the Employee Master (Task 17 in Payroll module) refer to Direct Deposit options.

PAYROLL CHANGES THROUGH 12-31-04

Vacation Hours:

A new report has been added to display employee vacation hours: the hours due; paid and remaining. The report can either include or exclude terminated employees. To find this report, go to:

Payroll (Module 1)
- Vacation Hours (Task 11)

Reference Number:

A new parameter was added to allow the printing of the company or division number next to the check number on a payroll check. Look for the parameter: PRINT’COM’ORDIV=

Options are: COMP for Company number; DIV for Division number; or NONE.

W-2s

“Additions to Pay’ (amounts that appear in box 14 on the W-2 form) will show as positive amounts where wages were recorded, such as 3^rd Party Sick Pay, etc., instead of as negative amounts.

PAYROLL CHANGES THROUGH 12-31-05

Attendance Entry & Editing (Task 1 in the Payroll module) has a new ‘direct’ file input capability for interfacing with time clock output files. This helps to improve the efficiency and accuracy of payroll processing.

Note: please contact us if you are interested in obtaining additional information on implementing a time clock that supports both ‘swipe card’ and ‘keypad’ input technology, along with PC browser based maintenance access. The data file output can be used to interface with Attendance Entry & Editing and other reporting.

PAYROLL CHANGES THROUGH 12-31-08:

Memo Lines:

There is a new option to print selected Employee memo lines/notes on pay stubs. Go to:

Ø Payroll (Module 1)

o System Management Functions (Task 32)

§ Modify System Parameters (Sub-task 22)

· P/R – General (Option 1)

Look for the parameter: STUB’MEMO’PREFIX=

The data in the Memo box following whatever is entered after the = will appear on the Employee payroll stub. I.e. if the parameter is set as:

STUB’MEMO’PREFIX=.STUB and then in field #75 on the Employee Master (Task 17) you enter: .STUB Sick Days are Paid at 6 Hours

The message “Sick Days are Paid at 6 Hours” will appear on the employee’s pay-stub. Any other messages/notes in the memo field will not appear on the pay-stub…only the lines that begin with the parameter setting (in the example: .STUB)

PAYROLL ENHANCEMENTS THROUGH 9/30/10

Frequency Codes:

The ‘Frequency Codes’ are used for recurring addition/deduction, they are found on field 11 - Deduct Freq in Task 20 -Employee Recurring Deductions. The table for the codes is found in:

Payroll (Module 1)
- System Management Functions (Task 32)
  - Modify Application Tables (Sub-task 17)
    - Deduction Frequency Codes (Selection 7)

Examples of frequency codes could be:

"1" , "HEALTH-SEC125

"2" , "401-K

"3" , "CHRISTMAS FUND

"4" , "COMMISSION

"5" , "TRAINIING

"6" , "EXPENSE-AUTO

"7" , "HOLIDAY

"8" , "MEDICAL ADJUSTMENT

"9" , "MISC.

It makes it easier to set which ‘Frequency Codes’ will be used for a particular payroll run. The Frequency Codes are set when you go into Task 1 (Attendance Entry & Editing), then Sub-task 5. (Set Pay Date/Division/Frequency). For example if, for this pay period, Health/Sec125 (#1), 401-K (#2) , Expense-Auto (#6) and Medical Adjustment (#8) will be used, enter 1268 and those will automatically appear. If the particular pay period included a Holiday, then 7 could be used, along with the other Frequency Codes (making it harder for the user to ‘forget’ about an employee’s addition/subtraction to their pay).

Skip Printing Deduction Reports:

A parameter will bypass / skip the printing of the “Deduction Summary” at the end of the “P/R Attendance Records” report when the payroll is calculated in Task 2. The parameter is: BYPASS'DED'SUMMARY= (it is located in the Payroll module, System Management Functions-Task 32; Modify Parameter Files-Sub-task 22; P/R General-Selection1)

Another parameter is available to bypass / skip printing the "Deductions List (DEDREG) report when the payroll is calculated in Task 2. This parameter is also found in 1/32/22/1. The name of the parameter is: BYPASS'DEDREG=

G/L Interface:

Options have been added to allow for consolidation or divisionalization on the Payroll to G/L Interface.

Sub-Division:

The Sub-division logic has been added to the Payroll module.

PAYROLL ENHANCEMENTS THROUGH 2/05/13

Extended YTD cap checking to include "Fixed" recurring deductions.

Added exporting of subtotals to the deduction history & dedicated reports with the CSV option.

Added printer keyword "FF+1" logic to pay check printing for wider laser support where FF=FF+LF settings are lacking in the printers.

Enhanced "Hourly" deduction/additions with another "special rate" option "A" to ask # hours and apply a fixed rate from the master file. The rate component is similar to the existing "C" option but "A" asks for operator input of hours rather than automatically calculating them from the regular/OT/special pay hours like "C".

Enhanced the automatic time conversions in two-week time card entry.

Direct Deposit Service (DDS) Setup Notes

*This feature is an “Add-On”. Please contact us at 800-344-8750 for information.

Background

This document describes the setup necessary for the Direct Deposit Service (DDS) feature in the Payroll Module of Profits Plus

Parameter Setup

The following Parameters need to be setup in the P/R “Electronic Data Interchange” parameter file before the Direct Deposit Service can be used, go to: Payroll (Module 1); System Management Functions (Task 32): Modify Parameter Files (Sub-task 22); Electronic Data Interchange (Option 2)

Parameter Name	Default Value	Comments and Explanation. Note:Much of the information is provided by your Financial Institution
COMP’DDS’FLG	OFF	Company wide Direct Deposit Service (DDS) flag. ON: The service is on OFF: The service is currently turned off
COMP’NAME		Your company name, 16 characters maximum
COMP’DIS’DATA		Discretionary company data (Optional company information) 20 characters maximum
COMP’ID’NUM		Company identification number (Tax ID or Bank assigned number) 9 digits
COMP’DFI’NUM		Originating DFI Identification 8 digits
IMM’ORG’CDE		Immediate Origin 9 digits
IMM’ORG’NAME		Immediate Origin Name 23 characters maximum
IMM’DST’CDE		Immediate Destination 9 digits
IMM’DST’NAME		Immediate Destination Name 23 characters maximum
STD’CLS’CDE	PPD	Standard Entry Class Code. Should be set to PPD
ENTRY’TYPE	PAYROLL	Entry description for receiver, e.g.
PRINT’LABEL’ON’DDS	N	Print field labels on DDS check stub/replacement, i.e. plain paper Y/N
POSTING’METHOD	ROLLUP	How is the DDS amount to appear in the Checking Account? ROLLUP : One EFT transaction SPLIT : One transaction per employee record
EMAIL’ADDRESS		Email address of payroll manager if the DDS download file is to be automatically sent. Leave blank if DDS file processing will be performed manually

Employee Information Setup

Once the system has been configured to support Direct Deposit Service, the records of each employee wishing to avail of this service has to be suitably modified.

The following direct deposit information will have to be setup in the Employee Master File. Go to Payroll (Module 1); Employee Master File (Task 17); fields 75 through 84. The employee can have their NET pay go to one or two accounts. It can be either one or two checking and/or saving accounts. This information is per NACHA requirements.

Field	Explanation
Direct Deposit – fields 75 & 79	Yes /No / Pre-notification (* Important: see note below boxed area regarding Pre-notification)
Account type – fields 76 & 80	S = Savings Account, C = Checking Account
Account Number – fields 77 & 81	Employees account number at their financial institution
Routing Number – fields 78 & 82	Routing number for the employee’s financial institution. Can be 8 or 9 digits
Allocation Type – field 83	$ = fixed dollar amount, % = percentage of NET pay
Allocation Amount – field 84	The dollar or percentage amount of NET pay that will go to Account B, remainder goes to Account A

*Important Note: set ALL employees with a P for Pre-notification when first implementing DDS or when adding an employee to use the DDS feature. In the pay period prior to actually implementing DDS, a physical check will still print for the employee at your site, however the bank is ‘notified’, with a zero check amount, to verify that everything flowed through properly. The bank then sends the employee a ‘pre-notification’ that their next paycheck will be automatically deposited. The system automatically changes the Pre-notification to a Yes on field 75, and if used, field 79.

File generation

A Direct Deposit file is generated during the payroll processing step. The file is saved in the payroll folder for the company processing the payroll and can also be setup to e-mail as an attachment to a specific e-mail address. The file can be transmitted to a PC for transmission to the bank a number of ways: copy via floppy disk, direct transfer via STEP software or e-mailed (all e-mail processes required optional server e-mail package). If the server is setup with Internet access the file could also be directly FTP’d to the bank, assuming the bank has that capability. This is controlled by the parameter: EMAIL’ADDRESS.

Check Numbers

The Direct Deposit process does not use regular check numbers. Instead each DD transfer is identified by a separate counter in the system. Set the value for the DD check number counter in: Payroll (Module 1); System Management Functions (Task 32); Set Values for Counters (Sub-task 28). Be sure the number set is outside the check numbers for printed payroll checks.

Check and Direct Deposit Stub Printing

The check printing process will remain largely unchanged. The system will maintain a separate setting for Direct Deposit stub printer. Stubs are designed so that they can be printed on either plain paper, such as to be printed on a laser printer, or on pre-printed Direct Deposit stub forms that are very similar to check forms but are not real checks.

If the Check printer and the Stub printer are the same, the system will first print all the checks, prompt the user to remove check stock and put in the stub stock and resume printing. Printer assignments are found in: Payroll (Module 1); System Management Functions (Task 32); Modify Application Tables (Sub-task 17); Printer Assignments (Option 6)

A/P Interface

The dollar value of the Electronic Funds Transfer (EFT) that makes up the direct deposit amount can be either split up into a single figure as an EFT in the checking account file, or as individual per employee transactions as it is done today. The choice should be based on the information on the statement provided by the bank.