1. Employee Set UP (employee set up, employee set up)
a. To add a new employee
i. Click on the arrow with the asterisk
ii. Hit the new button at the bottom of the screen
iii. You will now be looking at a template which you will need to fill in the blanks
1. Items of importance include SS #, wage, allocation, State in which taxes should be applied to.
iv. When you are finished with inputting the employee information, you can hit create at the bottom of the screen, if you have more than one ee to enter you can hit new, fill in the information for the next ee, when you have entered all new employees then hit create.
v. After creating new employees it will bring you to the employee set up screen and you will see your employees listed in the column on the left.
b. Employee tab shows address, ss#, telephone, etc.
c. HR Set Up tab shows length of employment, supervisor, termination information
d. HR information will record any time you make a pay rate change on an employee
e. Allocation tab is where you assign the employee’s department, location, etc.
f. Notes tab is where you can make notes on an employee, and the employee pop up screen. EE pop up screen is where you can type a message and every time you click on that employee the message will pop up
g. Direct deposit tab, is where you enable an employee’s direct deposit (see attached specific instruction)
h. Pay Item history, lists all checks issued for that employee, you can click your mouse on the gray area to the left of the line and click view check at the bottom to view and print a copy of a previously issued check
i. Taxes tab shows you the list of taxes set up on the employee, which will be deducted from that employee’s paycheck when paid. To set up an extra withholding place the amount in the extra withholding space, all taxes that are applicable to this ee should be listed, if one is missing use the star with asterisk to add the tax
j. ER liability tab are the employer taxes that should be paid every time this employee is paid, if one is missing, use the star with asterisk key to add the tax that is missing
k. Pay tab this lists the different pay types that this employee can be paid, again if one is missing, use the star with asterisk to add the pay type. This is also where you would change an employee’s pay rate. Please note the grid at the bottom of the screen, this indicates what you will see at the enter pay data screen
l. Deduction tab & Benefit tab please see below.
m. To add deductions and benefits to an employee
i. All deductions and benefits are set up on the company level at the bureau. You can then choose any deduction or benefit and add it to the employee
ii. To add a deduction go to the deduction tab
iii. Click on the star button with the asterisk
iv. From the drop down at deduction type add the deduction you would like to add to the ee and click ok
v. Under general you will want to make sure the deduction frequency is set properly such as every run or monthly
vi. Under deduction type you will want to select fixed amount or % from the drop down
vii. For fixed amount place the amount in the fixed amount area, if it is a % you will want to go to the rates tab and put the % amount in
2. Payroll processing (payroll processing, process payroll)
a. Before processing your payroll you will have to pick up the most current file from the service bureau. If you are transmitting data via modem please follow the following: from the main menu go to payroll processing, transfer server file, transfer, the PC will indicate when you have the information. If you are transmitting via email, please see Manual File Handing Instructions.
b. Now go to payroll processing, process payroll
c. Selected included pay types, please make sure each pay group you are paying for this payroll says yes beside it, to change a yes to a no and vice versa double click on it
d. Please check the to and from date as well as your check date, if any are incorrect use the magnifying glass to select the correct date
e. Enter pay data
i. Each employee will be listed, go through each employee by using the arrows or drop down and enter their hours
ii. If you are giving a bonus or changing a pay just one time place the amount in the override column
iii. If you are issuing multiple checks put a 2 in the check column on those lines that you want the amounts on the second check
iv. If you want to hold deductions or benefits on the second check, click on the holds button at the bottom of the screen, this will bring you to a hold screen, select the check that you want to hold items on in the upper right hand corner, and then highlight anything you want to hold, you must click SAVE when you are finished, and then close
v. If you want to allot certain hours to a different department scroll to the right until you see the department column, you will want to select the other department for that line
vi. When you are finished entering all employees hours, hit the close button and that will bring you to the main process payroll screen.
f. Calculate / recalculate
i. Now click on calculate / recalculate, this will calculate your data or recalculate any data you may have changed
g. Calc Report
i. Upon calculating or recalculating, press calc report, this will bring up the register prior to processing
ii. Print this out and review it thoroughly, if there are any edits that need to be done, close the screen and go back to enter pay data
iii. After making changes, recalculate, pull up the calc report, print report, and review
iv. Once register prior looks good, sign the last page and fax it to us at 617-698-6825
h. Create server file
i. Click now ( if you are transmitting via modem)
1. Go back to the main screen of the program
2. Go to transfer server file button, and hit transfer now.
ii. Click Manually ( if you are transmitting via email)
1. At manual file handling screen, choose export a file to send to the service bureau.
2. The file will appear in the window.
3. In the path field, use the magnifying glass to direct the file to save to your desk top.
4. Click process.
5. It will indicate when file is processed, you will them send an email to us and attach the file you saved to your desk top to the email. To request our email address click here.
3. Reports
