EMPMNT Help - Elliott Business Software



Maintenance

Employee File Maintenance

Application Overview

 

The Employee File Maintenance application is used to maintain the basic data connected with all your employees.  There are essentially three types of data stored in the Employee File, corresponding to the four entry screens in this application:

 

‑   data identifying and defining the employee, such as employee number, name, address, birth date, pay rates, federal, state and city tax calculation information, etc.

 

‑   data on the employee's regular deductions.

 

‑   the accumulated period‑to‑date, quarter‑to‑date and year‑to‑date hours and dollar amounts for the employee.

Wage Account

 

The General Ledger account number entered for the employee's wage account is the default account for all wage distributions that the user does not distribute manually (on the distribution screen of Time Transaction Processing or Manual Transaction Processing).  This wage account will be used specifically in the following cases:

 

‑   If the Payroll Setup indicates that wages are never distributed;

 

‑   If the individual employee is flagged for no distribution (field 52 on the first screen in entry field descriptions of this section).

 

‑   As the default account for all types of pay (except vacation, holiday and sick pay), on the distribution screen of the Time Transaction Processing and Manual Transaction Processing applications, when the user presses the return key;

 

-   As the default account for vacation, holiday, and sick pay if the respective accounts have been entered as all 9's in Payroll Setup.

 

‑   Whenever an expense account is specified (in Payroll Setup, the State/City Tax Code File or the Deduction/Earning Code File), which is only the first portion (main account number) of the account number, the second and third portions (profit center, and department number) are taken from the second and third portions of the wage account respectively.  (Note that if the G/L account number format is such that the profit center and/or department numbers are not used, as specified in the Company file, then the current remark does not apply.)

 

State and City Withholding Tax Data

 

This Payroll package uses a generally utilized scheme for calculating state and city withholding taxes.  Most of the data defining these tax calcu­lations is kept on the State/City Tax Code File.  However, there are several pieces of information concerning these calculations that are stored directly in the Employee and the Employee Tax Code Files.  The data in these three files, State/City Tax Code File, the Employee File and the Employee Tax Code File, are used by the Calculate Payroll application to determine the employee's withholding tax.

 

Worker's Compensation

 

The calculation method and parameters for worker's compensation are defined on a state‑by‑state basis in the State/City Tax Code File.  All of the worker's compensation data specific to each employee is included in the Employee File and the Employee Tax Code File.  During the posting of payroll checks, and the posting of manual payroll transactions, the data in these three files, State/City Tax Code File, the Employee File and the Employee Tax Code File, is used to calcu­late each employee's eligible wages or hours, which is accumulated into the Worker's Compensation Accumulation field in the Employee record.  The worker's compensation premium due is also calculated at this time, for each employee, and is posted to the Payroll Distribution File (if the Worker's Compensation Expense Account in the State/City Tax Code File is not zero).

 

For states, which demand both an employee and employer worker's compensation liability, refer to the sections of this manual detailing the capabilities of the labor and industry code method of withholding and reporting.

 

NOTE:  If additional state tax codes are used then the worker's compensation accumulation for these codes are in the Employee Tax Code File. Manual payroll transaction processing does not use the tax codes in the Employee Tax Code File.

 

Employee Notes

 

By selecting Notes from the Employee File Maintenance menu bar, you can define any additional requirements for each employee record on file. The benefit of this feature is apparent when you need special information that isn't present in any other file maintenance application. The Notes function displays a window that enables entry of the employee's number.  You can enter up to 5 lines 30 characters each of additional comments plus one date and 1 amount field.  This option must be entered in the PR Setup in the Util_setup pull down window before you can access this application.

 

Numeric List

 

You may print a listing of the employee-by-employee number order with the employee comment lines.

 

Alpha List

 

You may print a listing of the employee file by employee name order.


Run Insturctions

 

Select Employee File from the pull down PR Maintenance window.  The following screen will then be displayed:

 

 

Employee File Maintenance Entry Screen

 

 

 

 The following options are available:

 

*  Select the desired mode from the Employee File menu bar

*  Enter the data requested on the screen

 

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

 

Entry Field Descriptions

 

First Screen

 

Name

Type and Description

1.  Emp No

4 numeric digits (9999).

 

The employee number may not be zero.  This is the key used throughout the package when referencing a specific employee.

 

In change or delete mode only, press the F7 key for employee search by number or press the F8 key for employee search by name.

2.  Name

28 alphanumeric characters.

 

The employee name may be entered in the format First, Middle, Last or Last, First, Middle.  If the latter format is used, the check printing program and the W‑2 forms program will print the name in the format First, Middle, Last anyway, provided that there is a comma after the last name and before the first.  But if the former format is used, the Alphabetical Employee printout will print in alphabetical order by the first name, not last.  For this reason the latter format is recommended.

3.  Street

28 alphanumeric characters.

4.  City 

20 alphanumeric characters.

5.  State

2 alphanumeric characters.

 

This should be the usual postal code for the employee's state.  It is recommended that this also be used for the State Tax code in field 23 below.

6.  Zip Cd

10 alphanumeric characters.

7.  Soc Sec No

9 numeric digits (999‑99‑9999).

 

Enter the social security number as digits only.  The system will insert the hyphens in the appropriate places.

 

The social security number may not be all zeros.  If the employee currently has no social security number, enter a dummy number, such as all 9's, and change this as soon as the employee receives a valid number.

 

8.  Birth Dt

A date in the standard date format. 

9.  Marital

1 alphabetic character.

 

Valid values are:

 

S   =  Single

M   =  Married

H   =  Head‑of‑Household

 

This field determines which Federal Tax Table to use in calcu­lating Federal Withholding Tax during the Calculate Payroll applica­tion.  See Calculate Payroll application for details.

10.  Hire Dt

A date in the standard date format.

 

This is the date that the employee was originally hired.

11.  Lst Raise

A date in the standard date format.

 

This is the date of the employee's last raise.

12.  Review Dt

A date in the standard date format.

 

This is the date of the employee's last review.

13.  Term Dt

A date in the standard date format.

 

The package will consider the employee terminated if and only if this date is non‑zero.

14.  Emp Type

1 alphabetic character.

 

Valid values are:

 

H   =  Hourly

S   =  Salaried

N   =  Non‑Employee

 

An hourly employee is always paid at an hourly rate.  The regular pay for a salaried employee is taken to be his salary. 

 

Emp Type (continued)

If the employee is marked as a non‑employee, the package will not allow a regular payroll transaction to be entered for him or her. Remuneration for a non‑employee may only be entered through the Manual Transaction Processing application.  The package will not print a check for this individual and no taxes will be calculated for him or her.  The Non‑Employee Compensation Report may be printed on request showing all remuneration paid year‑to‑date for all non‑employees.

15.  Pay Freq

1 alphabetic character.

 

The Payroll package will handle the following pay frequencies:

 

D   =  Daily (also called Miscellaneous by the IRS)

W  =  Weekly

B   =  Bi‑weekly

S   =  Semi‑monthly

M   =  Monthly

Q   =  Quarterly

 

During the Time Transaction Processing application you will be asked for which employee pay fre­quencies you wish to enter transactions.  You may request any combination of the allowed fre­quencies at this time.

16.  Home Dept

4 alphanumeric characters.

 

The employee's home department number must be entered.  It cannot be blank.  It is used as a key in various payroll reports to give a breakdown of wages and deductions, etc. by department.  Changes to the department number are not allowed if time transactions are on file for the employee.

17.  W Acct

An account number in the standard account number format.

 

The employee's wage account number must have previously been entered via the PR Account File Maintenance application.  It cannot be all zeros.  It is used as a default account number by the Time Transaction Processing application and the Manual Transaction Processing application when distributing pay for an employee.  The second and third portions or subaccount number of this wage account will be used for the subaccount number whenever an expense account number is specified from any of the control files.

 

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

 

18. Emp Stat

1 alphabetic character.

 

Valid entries are:

 

A   =  Active

I    =  Inactive

H   =  Hold

 

During time entry, the system will check the status of the employee.  If this field is I or H, a message will be displayed on the screen and the question "Pay this employee? Y or N will be asked.

 

The system also only allows "A" status employees to have a time record automatically created during the Generate Standard Payroll application.

19.  Emp Sex

1 alphabetic character.

 

This is a reference field only.

 

M   =  Male

F   =  Female

20.  Salary

8 numeric digits with 2 decimal places (999,999.99).

 

If the employee is not type S (salaried), this field will be bypassed. Otherwise, the employee's regular hourly rate is calculated and using this, the overtime-hourly rate and special hourly rate are calculated.   The salary amount should be the salary for the employee's pay frequency.

21.  Reg Hrs

5 numeric digits with 2 decimal places (999.99).

 

This is the number of hours in this employee's regular pay period.  It defaults to the number of hours in the period as specified on Payroll Setup, but may be overridden by a manual entry (if the employee is part‑time, for example).

22.  Reg Rate

6 numeric digits with 3 decimal places (999.999).

 

This will need to be the hourly rate for the employee.  If the employee is salaried, the regular hourly rate will default to the employee's salary divided by the number of regular hours for the employee.

 

23.  Ovt Rate

6 numeric digits with 3 decimal places (999.999).

 

The employee's overtime hourly rate will default to the regular hourly rate times the overtime factor as given in Payroll Setup.

24.  Spec Rate

6 numeric digits with 3 decimal places (999.999).

 

The employee's special hourly rate defaults to the regular hourly rate times the special pay factor as given in Payroll Setup.

25.  St Tax Cd

2 alphanumeric characters.

 

The State Tax code must have already been entered via the State/City Tax Code File application.

 

Press The F7 key to search for code.

26.  St Table

1 alphabetic character.

 

This identifies the particular table for the State Tax code in 25 above that is used for this employee.  It must already have been entered via the State/City Tax Code File application.  Leave this blank if you will not use a table to calculate SWT for the employee. 

 

You will be prompted by the system as to the available tax tables on file for this state tax code.

27.  Swt Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

 

The screen description changes, by pressing the F1 key, to SWT $ EXM, and back again by pressing the F1 key a second time.  You may enter either the number of exemptions for SWT for this employee when the SWT NO EXM description is displayed, or the flat dollar amount of the annual exemption, when the SWT $ EXM appears.

 

This allows flexi­bility in calculating the state withholding tax for various states.  See the Package Overview section entitled State and City Tax Calculations for more information.

 

Swt Exm (continued)

Values of 98 or 99 in this field have a special significance, in connection with the Added Withholding Tax fields for the employee.  If the number of exemptions is entered as 98, no withholding calculations will be done, but the added tax amounts will be treated as percentages, and the amount of tax withheld will be equal to the added tax amount (percent) times the employee's taxable gross pay.  (This applies to city and federal withholding also.)   If the number of exemptions entered is 99, then the SWT will be equal to the added SWT field. (field 41, screen 1)

28.  St Tx Crd

7 numeric digits with 2 decimal places (99,999.99).

 

There are two ways of calculating any state tax credit allowed for an employee.  One is to multiply the state tax credit figure on the State Tax Code Table record by the employee's SWT number of exemptions.  If that is the way you wish to do it, do not enter anything in this field.  Otherwise, you may enter the exact amount of this employee's (annual) state tax credit here.

29.  City Tx Cd

2 alphanumeric characters.

 

The City Tax code must have already been entered via the State/City Tax Code File application.

 

Press The F7 key to search for code.

30.  Cty Table

1 alphanumeric character.

 

This is the counterpart of field 29 above, for the city.  This Table ID must already have been entered via the State/City Tax Code File application.  Leave this blank if you will not use a table to calculate city withholding tax for this employee.

        

You will be prompted by the system as to the available tax tables on file for this state tax code.

31.  Cwt Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

 

This is the counterpart of field 27 above, for the city.  See the description for field 27.

 

32.  Cty Tx Crd

6 numeric digits with 2 decimal places (9,999.99).

 

This is the counterpart of field 28 above, for the city.  See the description of field 28.

33.  No Eic Crts

1 numeric digit (9).

 

The number of EIC certificates (W‑5 forms) may be only 0, 1 or 2, depending upon whether the employee alone has filed a W‑5 form, or both he and his spouse have filed them (or none were filed).  This number is used in the payroll calculation to determine what, if any, earned income credit should be paid to the employee.  One certificate means that the employee is single or married and the spouse has not filed a certificate.  Two means the employee is married and both spouses have filed a certificate.

 

This number is used in conjunction with the EIC tables previously entered via Payroll Setup application.

34.  Ins Prem

6 numeric digits with 2 decimal places (9,999.99).

 

The premium for term insurance in excess of $50,000 given to the employee by the employer.  The term insurance premium entered here prints in the appropriate box  on the year‑end W‑2 form,  and will be included in the wages, tips, and other compensation on that form.

35.  Fwt Exm

2 numeric digits (99).

 

This is the number of exemptions claimed by the employee on his W‑4 form.  The values 98 and 99 have special significance as described for field 27 above.

36.  Ost Exm

2 numeric digits (99).

 

This is the number of exemptions claimed by the employee for other state tax.  The Payroll package as received from NETcellent System, Incorporated performs no calculations using this field.  If it is required by the employee's OST state calculation method, coding modifications must be made.

 

37.  Fica Exm?

Y or N

 

Defaults to N.

 

If the employee is marked as exempt from FICA, the payroll tax calculation will withhold no FICA for the employee, nor will any employer FICA liability be calculated for this employee.

38.  Fui Exm ?

Y or N.

 

Defaults to N.

 

FUI and SUI liability are shown on the Quarterly Payroll Report and the PR Distribution to G/L Report.  The percentage and cut‑off values for Federal are given in Payroll Setup, while for State they are given on the State/City Tax Code record that corresponds to the Employee's State Tax code.

 

If an employee is exempt from either of these, the employer's FUI and SUI liability for this employee will be zero.

39.  Sui Exm ?

Y or N

 

Defaults to N.

 

See the comments for field 38 above.

40.  Add Fwt

6 numeric digits with 2 decimal places (9,999.99).

 

The added withholding tax amount will be added to the calculated withholding tax amounts by the payroll calculation program, to arrive at the final amount of tax to be withheld for the employee.

 

The added withholding tax amount has a special significance if the corresponding number of exemptions for that tax is either 98 or 99.  See the comments for field 27 above.

41.  Add Swt

6 numeric digits with 2 decimal places (9,999.99).

 

See the comments for field 40 above.

 

42.  Add Cwt

5 numeric digits with 2 decimal places (999.99).

 

See the comments for field 40 above.

43.  Wk Cmp Cd

5 alphanumeric characters.

 

This is the worker's compensation code for this employee.  The system will track the worker's compensation expense for a group of employees if you associate the same code for them.

44. Wk Cmp Rt

6 numeric digits with 4 decimal places (99.9999).

 

This is the rate at which the worker's compensation premium is calculated for this employee.  It will be an amount per hour (for all hours worked) or a percent of wages (for all taxable wages received), depending on the Worker's Compensation Calculation Method recorded on the State Tax Code record for this employee's state.

45.  Wk Cmp Ex

Y or N

 

Defaults to N.

 

Ex stands for executive.  This field indicates whether or not this employee's wages (or hours) are subject to the maximum amount field recorded on the State Tax Code record for this employee's state.  (See the Package Overview section entitled Worker's Compensation for more information on this.)

46.  Vac Ac Cd

1 alphabetic character.

 

Valid values are:  A, B, C, D, E, F.

 

This is the Vacation Hours Accrual code for the employee.  It must correspond to one of the codes recorded on Payroll Setup.  If this field is left blank, no accruing of vacation hours will be done for this employee, and any desired vacation hours due must be entered manually.

47.  Sck Ac Cd

1 alphabetic character.

 

Valid values are:  A, B, C, D.

 

This is the Sick Hours Accrual Code, which must correspond to one of the codes recorded in Payroll Setup

 

Sck Ac Cd (continued)

As for the Vacation Accrual code above, if this field is left blank, no sick hours will be automatically accrued for this employee.

48.  Vac Hr Du

5 numeric digits with 2 decimal places (999.99).

 

This is the number of vacation hours currently due to this employee, not including any hours that have already been taken.

49.  Vac Hr Pd

5 numeric digits with 2 decimal places (999.99).

 

This is the number of vacation hours that have already been taken by this employee for the current calendar year only.

50.  Sck Hr Du

5 numeric digits with 2 decimal places (999.99).

 

This is the number of sick hours currently due to this employee, not including any sick hours already taken.

51.  Pension ?

Y or N

 

Defaults to N.

 

Whether or not the employee is part of a pension plan is indi­cated in the appropriate box on the year‑end W‑2 form, according to the response to this question.

52.  Distrib ?

Y, N or S.

 

If you have indicated N (never distribute) as the response to the Distribute Pay? question in the Payroll Setup application, this field will automatically default to N.  If, however, your response to the Distribute Pay? question was A (always distribute) or S (selectively distribute), you may enter either a Y, N or S) to distribute with Shift code) in this field.

 

Y   =  Pay distribution to G/L

N   =  No pay distribution to G/L

S   =  Pay distributed to G/L with shift differential

 

Distrib ? (continued)

For more information on shift differential, refer to the Shift Code File Maintenance section of this manual.

 

Note:  In the Generate Standard Payroll function, in the Time Transaction Processing submenu, a standard payroll tran­saction will only be generated for those employees that have an N response in this field when the Payroll Setup Distribute flag is set to S (selectively distribute).  Payroll transactions for employees that use detailed distribution to General Ledger must be entered individually.

53.  Lst Ck Dt

This is the last date that a payroll check was issued to this employee.  This field will be updated automatically during the Post Payroll Checks application.

54.  Tip Cr ?

Y or N

 

Defaults to N.

 

This indicates whether or not the employee is eligible for tip credit.

 

Note:  A response to this question is only requested if the employer has been indicated as a restaurant in Payroll Setup.  If the employer is not a restaurant, this field will not be displayed.

 

Second Screen

 

Name

Type and Description

1.  Savings Bond Ded

6 numeric digits with 2 decimal places (9,999.99).

 

This is the savings bond deduction, if any, taken for this employee.

2.  Frequency

1 alphabetic character.

 

Valid values are:

 

D   =  Daily

W  =  Weekly

B   =  Bi‑Weekly

M   =  Monthly

S   =  Semi‑Monthly

Q   =  Quarterly

 

Frequency (continued)

The frequency for taking of the deductions, or adding in a permanent earning, must be one of the valid pay frequencies.  The default is the employee's regular pay frequency (field 15 on screen 1).

 

If the deduction/earning frequency is specified as more frequent than the employee's pay frequency, the deduction/earning will still only be taken when the employee is paid.  So, effectively, the deduction/earning frequency cannot really be more frequent than the employee's pay frequency.

 

Note that if the amount for a particular deduction is skipped (or entered as zero), then the other screen items related to that deduction will be bypassed during entry.

3.  Bond Size

6 numeric digits with 2 decimal places (9,999.99).

 

The savings bond size should not be the face value of the bond, but its purchase price.  If, during a particular payroll run, the sav­ings bond deduction when added to the savings bond balance held becomes equal to or greater than the savings bond size, the Savings Bond Register (which is printed automatically after payroll checks are printed) will show a bond is due for this employee, and the savings bond balance held will be reduced by the savings bond size when the payroll check is posted.

4.  Balance

6 numeric digits with 2 decimal places and an optional minus sign (9,999.99‑).

 

This is the balance already accumulated by the employee for purchase of a savings bond.

5.  Union Deduction

6 numeric digits with 3 decimal places (999.999) or 2 decimal places (9,999.99).

 

There are three types of union deductions allowed by the Payroll package: 

 

1.  a dollar amount per hour of work reported (for regular hours, overtime hours and special hours;

 

2.  a percentage of gross wages (regular pay + overtime pay + Special             pay); or,

 

3.  a fixed amount per pay period.

 

Union Deduction (continued)

On entry, the program first expects the per hour amount to be entered.  To enter the percentage type union deduction, press the F1 key once.  To enter the fixed type, press the F1 key again.  If the F1 key is pressed a third time, the program again expects the per hour amount to be entered, and so on.

 

The format for entry is 99.999 for the amount per hour and percentage types, but changes to 999.999 for the fixed amount type.

6.  Frequency

1 alphabetic character.

 

See the comments for field 2 above. 

7.  Union Account No

An account number in the standard account number format.

 

The Union Deduction General Ledger account must already have been entered into the PR Account File through the G/L Account File Maintenance application.

 

A Union Deductions Report is available on request via the Employee Reports application, which summarizes union deductions by union deduction G/L account number.

 

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

8.  Loan Deduction

6 numeric digits with 2 decimal places (9,999.99).

 

Enter the amount of the loan deduction, or press RETURN to skip this field.

9.  Frequency

1 alphabetic character.

 

See the comments for field 2 above. 

10.  Balance Due

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

The loan balance due and the garnish balance due are automatically adjusted for any loan or garnish deductions taken, by both the Print Payroll Checks application and the Manual Transaction Processing application.

 

11.  Garnish Ded

6 numeric digits with 2 decimal places (9,999.99) or 3 decimal places (999.999)

 

The garnish deduction to be taken can be a fixed amount or a per­cent of gross pay or net pay. To have the deductions be a percentage, press the F1 key when the cursor is positioned for entry of the gar­nish deductions amount.  You may press the F1 key again to return to entry of a fixed amount for the garnish.

 

By answering Garnish By % Of Net Pay? Payroll Setup file "Y", the percentage deduction will be taken from net pay.

12.  Frequency

1 alphabetic character.

 

See the comments for field 2 above.

13.  Balance Due

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

See the comment for field 10 above. 

 

Fields 14‑37

 

Eight additional deductions or earnings (or combination of both) may be entered for each employee.  The Deduction/Earning code entered must correspond to a deduction or earning that has already been entered into the Deduction/Earning Code file through the Deduction/Earning Code file application.

 

These deductions and earnings are considered as permanent in that they will automatically be taken or given in each applicable pay period (according to the deduction/earning frequency) either by a fixed amount entered as deduction/earning amount, or as a percentage of regular wages for earnings or as a percentage of gross wages for deductions.  Any deduction or earning amount or percentage that varies from pay period to pay period should be entered using the Temporary Deduction/Earnings fields provided by the Time Transaction Processing application.

 

Enter the code, and if this code exists on the Deduction/Earning Code file, its description will be automatically displayed.

 

For a restaurant, a T (tips) or M (meals) type earning may not be entered as one of these permanent earnings.  Both must be entered as Temporary earnings during the Time Transaction Processing applica­tion.

 

 

Name

Type and Description

14, 17, 20, 23, 26, 29, 32, 35 D/E Code 1 ‑ 8

2 alphabetic characters.

 

This is the deduction/earning code and must already exist as a valid code on the Deduction/Earning Code file.

                                     

Pressing the F7 key will allow you to do a search for the Deduction/Earning codes on file.

15, 18, 21, 24, 27, 30, 33, 36 Amount

6 numeric digits with 2 decimal places (9,999.99) or 3 decimal places (999.999). 

 

This is the amount of the deduction/earning to be taken, or the percentage deduction/earning to be taken.

 

Pressing the F1 key will allow the entry of the percentage of gross pay.

16, 19, 22, 25, 28, 31, 34, 37 Frequency

1 alphabetic character.

 

See the comments for field 2 above.

 

Third Screen

 

All Period‑to‑Date (Ptd) and Quarter‑to‑Date (Qtd) fields appearing on the third entry screen for the employee are auto­matically updated by the payroll check posting program, and the manual payroll transactions posting program.  These fields may be cleared to zero at the end of a month or quarter, by running the Clear Employee Totals application and selecting which fields you wish to clear (Ptd, Qtd or Ytd).

 

Once these fields have been initially entered, change mode of this application will not allow you to change them (except by pressing the F6 key if the change protected fields flag in Payroll Setup is Y).  This is considered to be the sensitive payroll data and the Payroll package provides a full audit trail of changes to these fields during its normal operation, via various registers.  If a change is made in change mode of this application, there will be a record written to the if the Employee Audit Trail flag is set to Y in Payroll Setup. 

 

If this flag is set to N then there will be no audit trail of that change.

 

It is therefore recommended that once the employee data is entered and verified to be correct, the F6 key feature allowing changes to these fields should be disabled by changing the change protected fields flag to N. Changes may then be entered via the Manual Transaction Processing application.

 

Gross wages include all regular, overtime, special, holiday, sick, vacation, temporary and permanent earnings, both taxable and non‑taxable.

 

Note:  Upon the initial set up of an employee, the F10 key will default all of these values to zero.

 

Name

Type and Description

1.  Ptd Rg Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of regular hours worked for the period.

2.  Ptd Ot Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of overtime hours worked for the period.

3.  Ptd Sp Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of special hours worked for the period.

4.  Ptd Sk Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of sick hours taken for the period.

5.  Ptd Sk Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of sick pay paid for the period.

6.  Ptd Ot Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑)

 

This is the total over time wages paid for the period.

7.  Ptd Excess Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the total excess pay paid by the employer to meet federal minimum wage requirements for the period.

 

Note:  A response to this question is only requested if the employer has been indicated as a restaurant in Payroll Setup.  If the employer is not a restaurant, this field is bypassed.

8.  Qtd Gross

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the total wages plus earnings paid for the quarter so far.

9.  Qtd Ot Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total overtime wages paid for the quarter.

10.  Qtd Fica Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total taxable FICA wages paid for the quarter.

11.  Qtd Fwt Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for federal withholding taxes for the quarter.

12.  Qtd Swt Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for state withholding taxes for the quarter.

13.  Qtd Cwt Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for city withholding taxes for the quarter.

 

14.  Qtd Fui Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for federal unemployment taxes for the quarter.

15.  Qtd Sui Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for state unemployment taxes for the quarter.

16.  Qtd Ost Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for other state tax withholding taxes for the quarter.

17.  Qtd Fica

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of FICA withheld for the quarter to date.

18.  Qtd Fwt

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of federal tax withheld for the quarter to date.

19.  Qtd Eic

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all earned income credit payments made to the employee for the quarter to date.

20.  Qtd Swt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of regular state tax withheld for the quarter to date. 

21.  Qtd Ost

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of other state tax withheld for the quarter to date.

22.  Qtd Cwt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of city tax withheld for the quarter to date.

 

23.  Qtd Rg Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of regular hours worked for the quarter to date.

24.  Qtd Ot Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of overtime hours worked for the quarter to date.

25.  Qtd Sp Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of special hours worked for the quarter to date.

26.  Qtd Sk Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of sick hours taken for the quarter to date.

27.  Qtd Sk Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of sick pay paid to the employee for the quar­ter to date.

28.  Qtd Wk Wrk

4 numeric digits with 2 decimal places and an optional minus sign (99.99‑).

 

This is the number of weeks worked for the quarter to date.

29.  Qtd Emplr Fica

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of the employer taxable gross pay for FICA taxes for the quarter to date.

 

Fields 30‑33

 

The screen items for quarter‑to‑date meals, tips and tip credit will only be displayed if the employer is a restaurant (as indicated in Payroll Setup).

 

Name

Type and Description

30.  Qtd Meals

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the value of all meals given to the employee for the quarter to date.

 

31.  Qtd Tips

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the value of all tips reported for the employee for the quarter to date.

32.  Qtd Tp Cr

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all tip credit to the employee for the quarter to date.

33.  Qtd Excess Pay

8  numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total excess pay paid by the employer to meet federal minimum wage requirements for the quarter to date.

 

Fourth Screen

 

All Year‑To‑Date (Ytd) fields appearing on the fourth entry screen for the employee are auto­matically updated by the payroll check posting program and the manual payroll transactions posting program.  These fields may be cleared to zero at the end of the year, by running the Clear Employee Totals application and selecting which fields you wish to clear (Ptd, Qtd, or Ytd).

 

The only possible exception to this is the Worker's Compensation Accum­ulation field.  If the accumulation period indicated on the State Tax Code record is A for anniversary year, this field may only be cleared after the last Worker's Compensation Report before the anniversary date is printed.  This is done at the same time that the Worker's Compensa­tion Report is printed.

 

 

Note:  Upon the initial set up of an employee, the F10 key will default all of these values to zero.

 

Name

Type and Description

1.  Ytd Gross

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the total wages plus earnings paid for the year to date.

 

2.  Ytd Ot Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total overtime wages paid for the year to date.

3.  Ytd Fica Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the total taxable FICA wages paid for the year to date.

4.  Ytd Fwt Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for federal withholding taxes for the year to date.

5.  Ytd Swt Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for state withholding taxes for the year to date.

6.  Ytd Cwt Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for city withholding taxes for the year to date.

7.  Ytd Fui Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for federal unemployment taxes for the year to date.

8.  Ytd Sui Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for state unemployment taxes for the year to date.

9.  Ytd Ost Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for other state tax withholding taxes for the year to date.

 

10.  Ytd Fica

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of FICA with­held for the year to date.

11.  Ytd Fwt

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of federal tax withheld for the year to date.

12.  Ytd Eic

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all earned income credits paid to the employee for the year to date.

13.  Ytd Swt

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of regular state tax withheld for the year to date.

14.  Ytd Ost

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of other state tax withheld for the year to date.

15.  Ytd Cwt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99).

 

This is the amount of city tax withheld for the year to date.

16.  Ytd Rg Hrs

6 numeric digits with 2 decimal places and an optional minus sign (9,999.99‑).

 

This is the number of regular hours worked for the year to date.

17.  Ytd Ot Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of overtime hours worked for the year to date.

18.  Ytd Sp Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of special hours worked for the year to date.

19.  Ytd Sk Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of sick hours taken for the year to date.

 

20.  Ytd Sk Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of sick pay paid for the year to date.

21.  Ytd Wk Wrk

4 numeric digits with 2 decimal places and an optional minus sign (99.99).

 

This is the number of weeks worked for the year to date.

22.  Ytd Sv Bnd

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of sav­ings bond deduction taken for the year to date.

23.  Ytd Union

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of union deduction taken for the year to date.

24.  Ytd Loan 

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of loan deduction taken for the year to date.

25.  Ytd Garn

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of garnish deduction taken for the year to date.

26.‑ 33. Ytd D/E‑1 to Ytd D/E-8

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑). 

Each of these fields is the total amount of the corresponding permanent deduction or earning defined by fields 14‑37 on the second screen.  Note that the accumu­la­tion is done on a corresponding basis. That is, deduction/earning 1 is accumulated into the Ytd D/E1 field, etc.  If one of these de­ductions or earnings is changed during the course of the year, the new deduction or earning will accumulate into the same Year‑to‑Date field as the old one.

 

There­fore, if you change such a de­duc­tion or earning, you should record manually the accumulated value for the old deduction and then manually set the Accumulation field to zero.

 

Fields 34‑36

 

The temporary Year‑to‑Date Deductions and Earnings fields include all temporary amounts entered during the Time Transaction Processing and Manual Transaction Processing applications.

 

If the employer is a restaurant, meals and reported tips will not be included in these amounts.  Even though they may be entered as temporary earnings, they will be included only in the Year‑to‑Date fields specifically designated for them.

 

Name

Type and Description

34.  Ytd T/D

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the accumulated amount of all temporary deductions taken for the year to date.

35.  Ytd T/Te

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of all temporary taxable earnings paid for the year to date.

36.  Ytd T/Nte

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of all temporary non‑taxable earnings paid for the year to date.

37.  Wc Accum

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the accumulated eligible wages or hours for calculating the worker's compensation premium due for the employee.  The length of time for accumulation is also defined in the State Tax Code record.

 

It represents hours or wages, depending on the calculation method indicated for workers compensation on the State Tax Code record for the employee's state.

 

See the Package Overview section entitled Worker's Compensation for more details on this.

38.  Ytd Emplr Fica

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the amount of the employer taxable gross pay for FICA taxes for the year to date.

 

Fields 39‑42

 

The screen items for year‑to‑date meals, tips and tip credit will only be displayed if the employer is a restaurant (as indicated in Payroll Setup).

 

Name

Type and Description

39.  Ytd Meals

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the value of all meals given to the employee for the year to date.

40.  Ytd Tips

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the value of all tips reported for the employee for the year to date.

41.  Ytd Tp Cr

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all tip credit credited to the employee

42.  Ytd Excess Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the total excess pay paid by the employer to meet federal minimum wage requirements for the year to date.

 

Employee Notes

 

Name

Type and Description

Employee No

4 alphanumeric digits (9999)

 

Enter the employee number that notes will be added to. Press the F7 key to search by employee name or F8 to search by employee number.

Note 1-5

5 lines of 30 alphanumeric characters.

 

You may enter up to 5 lines of notes. Each can be up to 30 alphanumeric characters for every line that was defined in PR Setup.

 

Date

A date in the standard date format.

 

Enter the date relative to this employee note entry that was defined in PR Setup.

Amount

9 numeric digits with 2 decimal places.

 

Enter an amount relative to this employee note entry that was defined in PR Setup.

 

Numeric List

 

Name

Type and Description

Starting Employee No

4 numeric characters.

 

Enter the starting employee number to specify a range of employees to print on the report.

 

If you press RETURN for the entry of the starting employee number the field will default to All employees, and the entry of the ending employee number will be skipped.

Ending Employee No

4 numeric characters.

 

If you press RETURN for the entry of the ending employee number the field will default to the same value as entered for the starting employee number.

Summary/Detail?

S or D

 

Enter S for summary or D or a detail listing.

Include Terminated

Employees?

Y or N.

 

Defaults to N.

 

If terminated employees are selected to be printed, a total is kept and the termination date is included on the list.

 

 
Alphabetical List

 

Name

Type and Description

Starting Employee Name

28 alphanumeric characters.

 

The starting and ending employee name fields will take into account upper and lower case letters in the name and will print names containing lower case letters after ones with all upper case. 

 

Press RETURN to default to All employees.

Ending Employee Name

28 alphanumeric characters.

 

Press RETURN to default to the same as the starting employee name.

 

See the comments for the previous field.

Summary/Detail?

S or D.

 

Enter S for a summary or D to indicate a detailed listing.

 

This field defaults to D.

Include Terminated Employee?

Y or N.

 

Defaults to N.

 

If terminated employees are selected to be printed, a total is kept and the termination date is included on the list.

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 PAGE 2 of 9

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 ** SCREEN 1 cont'd **

 

 23.  Ovt Rate          _ _ _ . _ _ _

 

 24.  Spec Rate         _ _ _ . _ _ _

 

 25.  St Tx Cd          _ _

 

 26.  St Table          _

 

 27.  Swt Exm           _ _

 

      Swt Exm Amt       _ _ , _ _ _ . _ _

 

 28.  St Tx Crd         _ _ , _ _ _ . _ _

 

 29.  Cty Tx Crd        _ _

 

 30.  Cty Table         _

 

 31.  Cwt Exm           _ _

 

      Cwt Exm Amt       _ _ , _ _ _ . _ _

 

 32.  Cty Tx Crd        _ , _ _ _ . _ _

 

 33.  No Eic Crt        _  0, 1, or 2

 

 34.  Ins Prem          _ , _ _ _ . _ _

 

 35.  Fwt Exm           _ _

 

 36.  Ost Exm           _ _

 

 37.  Fica Exm?         _  Y = Yes, N = No

 

 38.  Fui Exempt ?      _  Y = Yes, N = No

 

 39.  Sui Exempt?       _  Y = Yes, N = No

 

 40.  Add Fwt           _ , _ _ _ . _ _

 

 41.  Add Swt           _ , _ _ _ . _ _

 

 42.  Add Cwt           _ _ _ . _ _

 

 43.  Wk Cmp Cd         _ _ _ _ _

 

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 PAGE 3 of 9

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 ** SCREEN 1 cont'd **

 

 44.  Wk Cmp Rt         _ _ . _ _ _ _

 

 45.  Wk Cmp Ex

                        _  Y = Yes, N = No

 

 46.  Vac Ac Cd         _

 

 47.  Sck Ac Code       _

 

 48.  Vac Hr Du         _ _ _ . _ _

 

 49.  Vac Hr Pd         _ _ _ . _ _

 

 50.  Sck Hr Du         _ _ _ . _ _

 

 51.  Pension?          _  Y = Yes, N = No

 

 52.  Distrib?          _  Y = Yes, N = No

 

 53.  Last Ck Dt        _ _ / _ _ / _ _

 

 54.  Tip Cr?           _  Y = Yes, N = No

 

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 Page 4 of 9

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 ** SCREEN 2 **

 

  1.  Savings Bond Ded                _ , _ _ _ . _ _

 

  2.  Frequency                       _  D = Daily W = Weekly

                                         B = Bi‑weekly M = Monthly

                                         S = Semi‑monthly Q = Quarterly

 

  3.  Bond Size                       _ , _ _ _ . _ _

 

  4.  Balance                         _ , _ _ _ . _ _

 

  5.  Union Deduction                 _ , _ _ _ . _ _

 

      Union Ded %                     _ _ _ . _ _ _

 

  6.  Frequency                       _

 

  7.  Union Account No                _ _ _ _ _ _ _ _ ‑ _ _ _ _ _ _ _ _ -

                                      _ _ _ _ _ _ _ _

 

  8.  Loan Deduction                  _ , _ _ _ . _ _

 

  9.  Frequency                       _

 

 10.  Balance Due                     _ _ , _ _ _ . _ _

 

 11.  Garnish Ded                     _ , _ _ _ . _

 

      Garnish Ded %                   _ _ _ . _ _ _

 

 12.  Frequency                       _

 

 13.  Balance Due                     _ _ , _ _ _ . _ _

 

 14.  D/E Code‑1                      _ _

 

 15.  Amount                          _ , _ _ _ . _ _

 

      Percentage                      _ _ _ . _ _ _

 

 16.  Frequency                       _

 

 17.  D/E Code‑2                      _ _

 

 18.  Amount                          _ , _ _ _ . _ _

 

      Percentage                      _ _ _ . _ _ _

 

 19.  Frequency                       _

 

 

 

 

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 Page 5 of 9

 

 ** SCREEN 2 cont'd **

 

 20.  D/E Code‑3                 _ _

 

 21.  Amount                     _ , _ _ _ . _ _

 

      Percentage                 _ _ _ . _ _ _

 

 22.  Frequency                  _

 

 23.  D/E Code‑4                 _ _

 

      Percentage                 _ _ _ . _ _ _

 

 25.  Frequency                  _

 

 26.  D/E Code‑5                 _ _

 

 27.  Amount                     _ , _ _ _ . _ _

 

      Percentage                 _ _ _ . _ _ _

 

 28.  Frequency                  _

 

 29.  D/E Code‑6                 _ _

 

 30.  Amount                     _ , _ _ _ . _ _

 

      Percentage                 _ _ _ . _ _ _

 

 31.  Frequency                  _

 

 32.  D/E Code‑7                 _ _

 

 33.  Amount                     _ , _ _ _ . _ _

 

      Percentage                 _ _ _ . _ _ _

 

 34.  Frequency                  _

 

 35.  D/E Code‑8                 _ _

 

 36.  Amount                     _ , _ _ _ . _ _

 

      Percentage                 _ _ _ . _ _ _

 

 37.  Frequency                  _

 

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 Page 6 of 9

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 ** SCREEN 3 **

 

  1.  Ptd Rg Hrs                      _ _ _ . _ _

 

  2.  Ptd Ot Hrs                      _ _ _ . _ _

 

  3.  Ptd Sp Hrs                      _ _ _ . _ _

 

  4.  Ptd Sk Hrs                      _ _ _ . _ _

 

  5.  Ptd Sk Pay                      _ _ , _ _ _ . _ _

 

  6.  Ptd Ot Pay                      _ _ , _ _ _ . _ _     

 

  7.  Ptd Excess Pay                 _ _ _ , _ _ _ . _ _

 

  8.  Qtd Gross                      _ _ _ , _ _ _ . _ _

 

  9.  Qtd Ot                         _ _ _ , _ _ _ . _ _

 

 10.  Qtd Fica Tx Gross              _ _ _ , _ _ _ . _ _

 

 11.  Qtd Fwt Tx Grs                 _ _ _ , _ _ _ . _ _

 

 12.  Qtd Swt Tx Grs                 _ _ _ , _ _ _ . _ _

 

 13.  Qtd Cwt Tx Grs                 _ _ _ , _ _ _ . _ _

 

 14.  Qtd Fui Tx Grs                 _ _ _ , _ _ _ . _ _

 

 15.  Qtd Sui Tx Grs                 _ _ _ , _ _ _ . _ _

 

 16.  Qtd Ost Tx Grs                 _ _ _ , _ _ _ . _ _

 

 17.  Qtd Fica                         _ _ , _ _ _ . _ _

 

 18.  Qtd Fwt                        _ _ _ , _ _ _ . _ _

 

 19.  Qtd Eic                          _ _ , _ _ _ . _ _

 

 20.  Qtd Swt                         _ _ , _ _ _ . _ _

 

 21.  Qtd Ost                         _ _ , _ _ _ . _ _

 

 22.  Qtd Cwt                         _ _ , _ _ _ . _ _

 

 23.  Qtd Rg Hrs                      _ _ _ . _ _

 

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 Page 7 of 9

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 ** SCREEN 3 cont'd **

 

 24.  Qtd Ot Hrs                      _ _ _ . _ _

 

 25.  Qtd Sp Hrs                      _ _ _ . _ _

 

 26.  Qtd Sk Hrs                      _ _ _. _ _ _

 

 27.  Qtd Sk Pay                      _ _ , _ _ _ . _ _

 

 28.  Qtd Wk Worked                   _ _ . _ _

 

 29.  Qtd Emplr Fica                  _ _ _ , _ _ _ . _ _

 

 30.  Qtd Meals                       _ _ , _ _ _ . _ _

 

 31.  Qtd Tips                        _ _ , _ _ _ . _ _

 

 32.  Qtd Tp Cr                       _ _ , _ _ _ . _ _

 

 33.  Qtd Excess Pay                  _ _ _ , _ _ _ . _ _

 

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 Page 8 of 9

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 ** SCREEN 4 **

 

  1.  Ytd Gross Wages                 _ , _ _ _ , _ _ _ . _ _

 

  2.  Ytd Ot Pay                      _ _ _ , _ _ _ . _ _

 

  3.  Ytd Fica Tx Gross               _ , _ _ _ , _ _ _ . _ _

 

  4.  Ytd Fwt Tx Gross                _ , _ _ _ , _ _ _ . _ _

 

  5.  Ytd Swt Tx Gross                _ , _ _ _ , _ _ _ . _ _

 

  6.  Ytd Cwt Tx Gross                _ , _ _ _ , _ _ _ . _ _

 

  7.  Ytd Fui Tx Gross                _ , _ _ _ , _ _ _ . _ _

 

  8.  Ytd Sui Tx Gross                _ , _ _ _ , _ _ _ . _ _

 

  9.  Ytd Ost Tx Gross                _ , _ _ _ , _ _ _ . _ _

 

 10.  Ytd Fica                        _ _ , _ _ _ . _ _

 

 11.  Ytd Fwt                         _ _ _ , _ _ _ . _ _

 

 12.  Ytd Eic                         _ _ , _ _ _ . _ _

 

 13.  Ytd Swt                         _ _ _ , _ _ _ . _ _

 

 14.  Ytd Ost                         _ _ , _ _ _ . _ _

 

 15.  Ytd Cwt                         _ _ , _ _ _ . _ _

 

 16.  Ytd Rg Hrs                      _ , _ _ _ . _ _

 

 17.  Ytd Ot Hrs                      _ _ _ . _ _

 

 18.  Ytd Sp Hrs                      _ _ _ . _ _

 

 19.  Ytd Sk Hrs                      _ _ _ . _ _

 

 20.  Ytd Sk Hrs                      _ _ , _ _ _ . _ _

 

 21.  Ytd Wk Wrk                      _ _ . _ _

 

 22.  Ytd Sv Bnd                      _ _ , _ _ _ . _ _

 

 23.  Ytd Union                       _ _ , _ _ _ . _ _

 

 

 

 

 

Date Filled Out __________ by ___________      ADD     CHANGE   DELETE

 Page 9 of 9

 

                      EMPLOYEE FILE MAINTENANCE LOAD SHEET

 

 ** SCREEN 4 cont'd **

 

 24.  Ytd Loan                        _ _ , _ _ _ . _ _

 

 25.  Ytd Garnish                     _ _ , _ _ _ . _ _

 

 26.  Ytd D/E Code‑1                  _ _ , _ _ _ . _ _

 

 27.  Ytd D/E Code‑2                  _ _ , _ _ _ . _ _

 

 28.  Ytd D/E Code‑3                  _ _ , _ _ _ . _ _

 

 29.  Ytd D/E Code‑4                  _ _ , _ _ _ . _ _

 

 30.  Ytd D/E Code‑5                  _ _ , _ _ _ . _ _

 

 31.  Ytd D/E Code‑6                  _ _ , _ _ _ . _ _

 

 32.  Ytd D/E Code‑7                  _ _ , _ _ _ . _ _

 

 33.  Ytd D/E Code‑8                  _ _ , _ _ _ . _ _

 

 34.  Ytd T/D                         _ _ , _ _ _ . _ _

 

 35.  Ytd T/Te                        _ _ , _ _ _ . _ _

 

 36.  Ytd T/Nte                       _ _ , _ _ _ . _ _

 

 37.  Wc Accum               

                                      _ _ _ , _ _ _ . _ _

 

 38.  Ytd Emplr Fica                  _ , _ _ _ , _ _ _ . _ _

 

 39.  Ytd Meals                       _ _ , _ _ _ . _ _

 

 40.  Ytd Tips                        _ _ _ , _ _ _ . _ _

 

 41.  Ytd Tp Cr                       _ _ , _ _ _ . _ _

 

 42.  Ytd Excess Pay                  _ _ _ , _ _ _ . _ _

 

 

 

 

 

Employee File Maintenance (Employee Search By Number)

 

 

 

 

Employee File Maintenance (Screen #1)

 

 

 

 

Employee File Maintenance (Screen #2)

 

 

 

 

Employee File Maintenance (Screen #3)

 

 

 

 

Employee File Maintenance (Screen #4)

 

 

 

 

Employee Notes

 

 


 

Numeric Employee List

 

 

 

 

Alphabetic Employee List

 

 

 

 

 

 

                                           E M P L O Y E E   F I L E   P R I N T ‑ O U T

 

For All Employees

Marital Status:    S = Single   M = Married   H = Head Of Household   Employee Status: A = Active  I = Inactive  H = Hold

Employee Types:    H = Hourly   S = Salary    N = Non‑Employee   Employee Sex:  M = Male   F = Female

Pay/Deduct Freq:   D = Daily    W = Weekly    B = Bi‑Weekly   S = Semi‑Monthly   M = Monthly   Q = Quarterly

Terminated Employees Not Included

 

Employee:    1  Jones, James S.

                123 Ohio Street

                Columbus             OH 43215‑8910   Sex: M   Status: A

 

  Soc Sec No  989‑03‑9231        Savings Bond Ded    25.00          Ptd Rg Hrs         80.00      Ytd Gross       2,369.60

  Birth Date  07/22/53           Frequency         W                Ptd Ot Hrs           .00      Ytd Emp Fica    2,513.60

  Marital     S                  Bond Size          187.50          Ptd Sp Hrs           .00      Ytd Ot Pay           .00

                                 Balance            113.00          Ptd Sk Hrs           .00      Ytd Tx Cwt      2,513.60

  Hire Date   05/01/82                                              Ptd Sk Pay           .00      Ytd Tx Swt      2,513.60

  Last Check  04/30/92           Union Deduction        .500 /Hr    Ptd Ot Pay           .00      Ytd Tx Fica     2,513.60

  Last Raise  01/01/92           Frequency        W                                               Ytd Tx Fwt      2,513.60

  Review Dte  01/01/92           Union Account No 02200‑00000‑00000 Qtd Gross       1,023.20      Ytd Tx Ost           .00

  Term Date                                                         Qtd Emp Fica    1,071.20      Ytd Tx Fui      2,513.60

  Emp Type    H                  Loan Deduction      10.00          Qtd Ot Pay           .00      Ytd Tx Sui      2,513.60

  Pay Freq    W                  Frequency        W                 Qtd Tx Cwt      1,071.20      Ytd Fica          192.29

  Home Dept   A                  Balance Due         720.00         Qtd Tx Swt      1,071.20      Ytd Fwt           322.05

  Wage Acct   05025‑00000‑00000                                     Qtd Tx Fica     1,071.20      Ytd Eic              .00

  Salary                         Garnish Ded        5.000     %     Qtd Tx Fwt      1,071.20      Ytd Swt            47.04

                                 Frequency        W                 Qtd Tx Ost           .00      Ytd Ost              .00

REPORTS

                                           A L P H A B E T I C A L   E M P L O Y E E   L I S T

 

Ranges: All Employees

        Terminated Employees Not Included

 

Emp   Name                         Street                        City                 St Zip         Soc‑Sec‑No  Emp  Pay

 No                                                                                                              Type Freq

 

 400  Bill SaintClaire             5601 All Saints Lane          Charlotte            NC 28226       282‑26‑7045  H    B

 

   5  Cook, Brad M                 778 Sandrige Ave.             Los Angeles          CA 43329‑9921  008‑39‑3931  H    W

 

 100  Cooney, Jerry III            143 Appleton Ave.             Westmont             OH 43333       332‑12‑2345  H    W

 

 200  Jones, Allen II              W. Peach Ave.                 Norfolk              VA 23456       333‑02‑0101  H    W

 

   1  Jones, James S.              123 Ohio Street               Columbus             OH 43215‑8910  989‑03‑9231  H    W

 

   4  Meddles, Shari B             221 Rolling Hills Drive       Los Angeles          CA 43329‑9910  673‑09‑2882  H    W

 

   3  Salary, Fred F.              98 Buckeye Street             Columbus             OH 43215‑9912  555‑44‑5252  S    W

 

   2  Smith, Sally                 123 Third Street              Columbus             OH 43214‑9211  323‑46‑7373  H    W

 

 300  Smith, Sally                 100 E. Benchmark Pl.          Morrow               OH 45445       435‑54‑3435  H    W

 

 

 

 

 

 

 

 

 

 

 

 

 


Inquiry

Employee File Inquiry

Application Overview

 

The Employee File Inquiry application enables you to examine the information, and notes that were previously entered into the Employee File.  This is an inquiry only function.

 

Run Insturctions

 

Select Employee File from the pull down PR Inquiry window.  The following screen will then be displayed:

              

 

Employee File Inquiry Entry Screen

 

 

 

The following option is available:

 

*  View, without the ability to change, basic employee information such as address, Social Security number, tax codes, PTD and YTD figures and notes.

 

To return to the menu bar, press the ESC or F10 key.  To leave this application, press X for EXIT when positioned at the menu bar.


Entry Field Descriptions

First Screen

This application provides an Inquiry function only. It you want to add, change or delete any of these fields, use Employee File Maintenance in the Maintenance pull down window.

 

 

Name

Type and Description

1.  Emp No

4 numeric digits (9999).

 

The employee number may not be zero.  This is the key used throughout the package when referencing a specific employee.

2.  Name

28 alphanumeric characters.

 

The employee name is displayed in the format First, Middle, Last or Last, First, Middle. 

3.  Street

28 alphanumeric characters.

4.  City 

20 alphanumeric characters.

5.  State

2 alphanumeric characters.

 

This displays the usual postal code for the employee's state. 

6.  Zip Code

10 alphanumeric characters.

7.  Soc Sec No

9 numeric digits (999‑99‑9999).

 

Displays the employee's Social Security Number.

8.  Birth Date

A date in the standard date format. 

 

Displays the employee's date of birth.

9.  Marital

1 alphabetic character.

 

Valid values are:

 

S   =  Single

M   =  Married

H   =  Head‑of‑Household

 

This field determines which Federal Tax Table is used in calcu­lating Federal Withholding Tax during the Calculate Payroll applica­tion.  See Calculate Payroll application for details.

10.  Hire Dt

A date in the standard date format.

11.  Last Raise

A date in the standard date format.

 

This is the date of the employee's last raise.

12.  Review Dte

A date in the standard date format.

13.  Term Date

A date in the standard date format.

 

The package will consider the employee terminated if and only if this date is non‑zero.

14.  Emp Type

1 alphabetic character.

 

Valid values are:

 

H   =  Hourly

S   =  Salaried

N   =  Non‑Employee

 

An hourly employee is always paid at an hourly rate.  The regular pay for a salaried employee is taken to be his salary.  If the employee is marked as a non‑employee, the package will not allow a regular payroll transaction to be entered for him or her.

15.  Pay Freq

1 alphabetic character.

 

One of the following frequencies is displayed.

 

D   =  Daily (also called Miscellaneous by the IRS)

W  =  Weekly

B   =  Bi‑weekly

S   =  Semi‑monthly

M   =  Monthly

Q   =  Quarterly

16.  Home Dept

4 alphanumeric characters.

 

Displays the employee's home department number.  This information is used as a key in various payroll reports to give a breakdown of wages and deductions, etc. by department.  Changes to the department number are not allowed if time transactions are on file for the employee.

17.  W Acct

An account number in the standard account number format.

 

Displays the employee's wage account number. This is entered via the P/R Account File application. This is used as a default account number by the Time Transaction Processing application and the Manual Transaction Processing application when distributing pay for an employee.  The second and third portions or subaccount numbers of this wage account is used as the subaccount number whenever an expense account number is specified from any of the control files.

18.  Emp Stat

1 alphabetic character.

 

Displays one of the following entries.

 

A   =  Active

I    =  Inactive

H   =  Hold

 

During time entry, the system checks the status of the employee.

19.  Emp Sex

1 alphabetic character.

 

This is a reference field only.

 

M   =  Male     

F   =  Female

20.  Salary

8 numeric digits with 2 decimal places (999,999.99).

 

If the employee is not type S (salaried), this field will be empty. Otherwise, the employee's regular hourly rate is calculated providing a basis for the overtime and special hourly rate calculations.  The salary amount should be the salary for the employee's pay frequency.

21.  Reg Hrs

5 numeric digits with 2 decimal places (999.99).

 

This is the number of hours in this employee's regular pay period.  It defaults to the number of hours in the period as specified on Payroll Setup, but may be overridden by a manual entry (if the employee is part‑time, for example).

22.  Reg Rate

6 numeric digits with 3 decimal places (999.999).

 

This field displays the hourly rate for the employee.  If the employee is salaried, the regular hourly rate will default to the employee's salary divided by the number of regular hours for the employee.

23.  Ovt Rate

6 numeric digits with 3 decimal places (999.999).

 

Displays the employee's overtime-hourly rate. It references the regular hourly rate times the overtime factor as given in Payroll Setup.

24.  Spec Rate

6 numeric digits with 3 decimal places (999.999).

 

Displays the employee's special hourly rate. It references the regular hourly rate times the special pay factor as given in Payroll Setup.

25.  St Tax Code

2 alphanumeric characters.

 

This field displays the State Tax code entered via the State/City Tax Code File application.

26.  St Table

1 alphabetic character.

 

This identifies the particular table for the State Tax code in 25 above that is used for this employee.  It must already have been entered via the State/City Tax Code File application. 

27.  Swt Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

 

This field displays either the number of exemptions for SWT for this employee when the SWT No Exm description is displayed, or the flat dollar amount of the annual exemption, when the Swt $ EXM appears. This allows flexi­bility in calculating the state withholding tax for various states.  See the Package Overview section entitled State and City Tax Calculations for more information.

 

Values of 98 or 99 in this field have a special significance, in connection with the Added Withholding Tax fields for the employee.  If the number of exemptions is entered as 98, no withholding calculations will be done, but the added tax amounts will be treated as percentages, and the amount of tax withheld will be equal to the added tax amount (percent) times the employee's taxable gross pay.  (This applies to city and federal withholding also.)   If the number of exemptions entered is 99, then the SWT will be equal to the added SWT field. (field 41, screen 1)

28.  St Tx Crd

7 numeric digits with 2 decimal places (99,999.99).

 

Displays the exact amount of this employee's (annual) state tax credit here.

29.  City Tx Cd

2 alphanumeric characters.

 

Displays the City Tax code applicable for this employee.

30.  City Table

1 alphanumeric character.

 

This is the counterpart of field 29 above, for the city.  It displays the City Table ID applicable for this employee.

31.  Cwt Exm

2 numeric digits with no decimal places (99), or 7 numeric digits with 2 decimal places (99,999.99).

 

This is the counterpart of field 27 above, for the city.  See the description for field 27.

32.  City Tx Crd

6 numeric digits with 2 decimal places (9,999.99).

 

This is the counterpart of field 28 above, for the city.  See the description of field 28.

33.  No Eic Crts

1 numeric digit (9).

 

The number of EIC certificates (W‑5 forms) may be only 0, 1 or 2, depending upon whether the employee alone has filed a W‑5 form, or both he and his spouse have filed them (or none were filed).  This number is used in the payroll calculation to determine what, if any, earned income credit should be paid to the employee.  One certificate means that the employee is single or married and the spouse has not filed a certificate.  Two means the employee is married and both spouses have filed a certificate.

 

This number is used in conjunction with the EIC tables previously entered via the Payroll Setup application.

34.  Ins Prem

6 numeric digits with 2 decimal places (9,999.99).

 

The premium for term insurance in excess of $50,000 given to the employee by the employer.  The term insurance premium displayed here prints in the appropriate box on the year‑end W‑2 form, and will be included in the wages, tips, and other compensation on that form.

35.  Fwt No Exm

2 numeric digits (99).

 

This is the number of exemptions claimed by the employee on his W‑4 form.  The values 98 and 99 have special significance as described for field 27 above.

36.  Ost No Exm

2 numeric digits (99).

 

This is the number of exemptions claimed by the employee for other state tax.  The Payroll package as received from NETcellent System, Incorporated performs no calculations using this field.  If it is required by the employee's OST state calculation method, coding modifications must be made.

37.  Fica Exm ?

Y or N

 

If the employee is marked as exempt from FICA, the payroll tax calculation will withhold no FICA for the employee, nor will any employer FICA liability be calculated for this employee.

38.  Fui Exm ?

Y or N.

 

Defaults to N.

 

FUI and SUI liability are shown on the Quarterly Payroll Report and the PR Distribution to G/L Report.  The percentage and cut‑off values for Federal are given in Payroll Setup, while for State they are given on the State/City Tax Code record that corresponds to the Employee's State Tax code.

 

If an employee is exempt from either of these, the employer's FUI and SUI liability for this employee will be zero.

39.  Sui Exm ?

Y or N

 

Defaults to N.

 

See the comments for field 38 above.

40.  Added Fwt

6 numeric digits with 2 decimal places (9,999.99).

 

The added withholding tax amount will be added to the calculated withholding tax amounts by the payroll calculation program, to arrive at the final amount of tax to be withheld for the employee.

 

The added withholding tax amount has a special significance if the corresponding number of exemptions for that tax is either 98 or 99.  See the comments for field 27 above.

41.  Added Swt

6 numeric digits with 2 decimal places (9,999.99).

 

See the comments for field 40 above.

42.  Added Cwt

5 numeric digits with 2 decimal places (999.99).

 

See the comments for field 40 above.

43.  Wrk Cmp Cd

5 alphanumeric characters.

 

This is the Worker's compensation code for this employee.  The system will track the worker's compensation expense for a group of employees if you associate the same code for them.

44. Wrk Cmp Rt

6 numeric digits with 4 decimal places (99.9999).

 

This is the rate at which the worker's compensation premium is calculated for this employee.  It will be an amount per hour (for all hours worked) or a percent of wages (for all taxable wages received), depending on the Worker's Compensation Calculation Method recorded on the State Tax Code record for this employee's state.

45.  Wrk Cmp Ex

Y or N

 

Ex stands for executive.  This field indicates whether or not this employee's wages (or hours) are subject to the maximum Amount field recorded on the State Tax Code record for this employee's state.  (See the Package Overview section entitled Worker's Compensation for more information on this.)

46.  Vac Ac Cd

1 alphabetic character.

 

Valid values are:  A, B, C, D, E, F.

 

This is the Vacation Hours Accrual code for the employee.  It must correspond to one of the codes recorded in Payroll Setup.  If this field is left blank, no accruing of vacation hours will be done for this employee, and any desired vacation hours due must be entered manually.

47.  Sck Ac Cd

1 alphabetic character.

 

Valid values are:  A, B, C, D.

 

This is the Sick Hours Accrual Code, which must correspond to one of the codes recorded in Payroll Setup.  As for the Vacation Accrual code above, if this field is left blank, no sick hours will be automatically accrued for this employee.

48.  Vac Hr Du

5 numeric digits with 2 decimal places (999.99).

 

This is the number of vacation hours currently due to this employee, not including any hours that have already been taken.

49.  Vac Hr Pd

5 numeric digits with 2 decimal places (999.99).

 

This is the number of vacation hours that have already been taken by this employee for the current calendar year only.

50.  Sck Hr Du

5 numeric digits with 2 decimal places (999.99).

 

This is the number of sick hours currently due to this employee, not including any sick hours already taken.

51.  Pension ?

Y or N

 

Whether or not the employee is part of a pension plan is indi­cated in the appropriate box on the year‑end W‑2 form, according to the response to this question.

52.  Distrib

Y, N or S.

 

If you have indicated N (never distribute) as the response to the Distribute Pay? question in the Payroll Setup application, this field will automatically default to N.  If, however, your response to the Distribute Pay? question was A (always distribute) or S (selectively distribute), you may enter either a Y, N or S) to distribute with Shift code) in this field.

 

Y   =  Pay distribution to G/L

N   =  No pay distribution to G/L

S   =  Pay distributed to G/L with shift differential

 

Distrib (continued)

For more information on shift differential, refer to the Shift Code File Maintenance section of this manual.

 

Note:  In the Generate Standard Payroll function, in the Time Transaction Processing submenu, a standard payroll tran­saction will only be generated for those employees that have an N response in this field when the Payroll Setup Distribute flag is set to S (selectively distribute).  Payroll transactions for employees that use detailed distribution to General Ledger must be entered individually.

53.  Lst Ck Dt

This is the last date that a payroll check was issued to this employee.  This field will be updated automatically during the Post Payroll Checks application.

54.  Tip Cr ?

Y or N

 

Defaults to N.

 

This indicates whether or not the employee is eligible for tip credit.

 

Note:  A response to this question is only requested if the employer has been indicated as a restaurant in Payroll Setup.  If the employer is not a restaurant, this field will not be displayed.

 

Second Screen

 

Name

Type and Description

1.   Savings Bond Ded

6 numeric digits with 2 decimal places (9,999.99).

 

This is the savings bond deduction, if any, taken for this employee.

2.   Frequency

1 alphabetic character.

 

Valid values are:

 

D   =  Daily

W  =  Weekly

B   =  Bi‑Weekly

M   =  Monthly

S   =  Semi‑Monthly

Q   =  Quarterly

Frequency  (continued)

The frequency for taking of the deductions, or adding in a permanent earning, must be one of the valid pay frequencies.  The default is the employee's regular pay frequency (field 15 on screen 1).

 

If the deduction/earning frequency is specified as more frequent than the employee's pay frequency, the deduction/earning will still only be taken when the employee is paid.  So, effectively, the deduction/earning frequency cannot really be more frequent than the employee's pay frequency.

 

Note that if the amount for a particular deduction is skipped (or entered as zero), then the other screen items related to that deduction will be bypassed during entry.

3.   Bond Size

6 numeric digits with 2 decimal places (9,999.99).

 

The savings bond size should not be the face value of the bond, but its purchase price.  If, during a particular payroll run, the sav­ings bond deduction when added to the savings bond balance held becomes equal to or greater than the savings bond size, the Savings Bond Register (which is printed automatically after payroll checks are printed) will show a bond is due for this employee, and the savings bond balance held will be reduced by the savings bond size when the payroll check is posted.

4.   Balance

6 numeric digits with 2 decimal places and an optional minus sign (9,999.99‑).

 

This is the balance already accumulated by the employee for purchase of a savings bond.

5.   Union Deduction

6 numeric digits with 3 decimal places (999.999) or 2 decimal places (9,999.99).

 

There are three types of union deductions allowed by the Payroll package: 

 

1.   a dollar amount per hour of work reported (for regular hours, overtime hours and special hours);

 

2.   a percentage of gross wages (regular pay + overtime pay + Special pay); or,

 

3.   a fixed amount per pay period.

 

6.   Frequency

1 alphabetic character.

 

See the comments for field 2 above. 

7.   Union Account No

An account number in the standard account number format.

 

The Union Deduction General Ledger account must already have been entered into the G/L Account File through the PR Account File application.

 

A Union Deductions Report is available on request via the Employee Report application, which summarizes union deductions by union deduction G/L account number.

8.   Loan Deduction

6 numeric digits with 2 decimal places (9,999.99).

 

This field displays the amount of the loan deduction.

9.   Frequency

1 alphabetic character.

 

See the comments for field 2 above. 

10.  Balance Due

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

The loan balance due and the garnish balance due are automatically adjusted for any loan or garnish deductions taken, by both the Print Payroll Checks application and the Manual Transaction Processing applications.

11.  Garnish Ded

6 numeric digits with 2 decimal places (9,999.99) or 3 decimal places (999.999).

 

This field displays a garnish deduction as a fixed amount or a per­cent of gross pay or net pay.

12.  Frequency

1 alphabetic character.

 

See the comments for field 2 above.

13.  Balance Due

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

See the comment for field 10 above. 

 

 

Fields 14‑37

 

Name

Type and Description

14, 17, 20, 23, 26, 29, 32, 35 D/E Code 1 ‑ 8

2 alphabetic characters.

 

This is the deduction/earning code and must already exist as a valid code on the Deduction/Earning Code File.

15, 18, 21, 24, 27, 30, 33, 36 Amount

6 numeric digits with 2 decimal places (9,999.99) or 3 decimal places (999.999).

 

This is the amount of the deduction/earning to be taken, or the percentage deduction/earning to be taken.

16, 19, 22, 25, 28, 31, 34, 37  Frequency

1 alphabetic character.

 

See the comments for field 2 above.

 

Third Screen

 

Name

Type and Description

1.  Ptd Rg Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of regular hours worked for the period.

2.  Ptd Ot Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of overtime hours worked for the period.

3.  Ptd Sp Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of special hours worked for the period.

4.  Ptd Sk Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of sick hours taken for the period.

5.  Ptd Sk Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of sick pay paid for the period.

 

6.  Ptd Ot Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑)

 

This is the total over time wages paid for the period.

7.  Ptd Excess Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the total excess pay paid by the employer to meet federal minimum wage requirements for the period.

8.  Qtd Gross

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the total wages plus earnings paid for the quarter so far.

9.  Qtd Ot Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total overtime wages paid for the quarter.

10.  Qtd Fica Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total taxable FICA wages paid for the quarter.

11.  Qtd Fwt Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for federal withholding taxes for the quarter.

12.  Qtd Swt Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for state withholding taxes for the quarter.

13.  Qtd Cwt Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for city withholding taxes for the quarter.

 

14.  Qtd Fui Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for federal unemployment taxes for the quarter.

15.  Qtd Sui Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for state unemployment taxes for the quarter.

16.  Qtd Ost Tx Grs

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the taxable wages for other state tax withholding taxes for the quarter.

17.  Qtd Fica

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of FICA withheld for the quarter to date.

18.  Qtd Fwt

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of federal tax withheld for the quarter to date.

19.  Qtd Eic

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all earned income credit payments made to the employee for the quarter to date.

20.  Qtd Swt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of regular state tax withheld for the quarter to date. 

21.  Qtd Ost

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of other state tax withheld for the quarter to date.

22.  Qtd Cwt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of city tax withheld for the quarter to date.

 

23.  Qtd Rg Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of regular hours worked for the quarter to date.

24.  Qtd Ot Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of overtime hours worked for the quarter to date.

25.  Qtd Sp Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of special hours worked for the quarter to date.

26.  Qtd Sk Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of sick hours taken for the quarter to date.

27.  Qtd Sk Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of sick pay paid to the employee for the quar­ter to date.

28.  Qtd Wk Wrk

4 numeric digits with 2 decimal places and an optional minus sign (99.99‑).

 

This is the number of weeks worked for the quarter to date.

29.  Qtd Emplr Fica

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of the employer taxable gross pay for FICA taxes for the quarter to date.

 

 

Fields 30‑33

 

The screen items for quarter‑to‑date meals, tips and tip credit will only be displayed if the employer is a restaurant (as indicated in Payroll Setup).

 

Name

Type and Description

30.  Qtd Meals

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the value of all meals given to the employee for the quarter to date.

 

31.  Qtd Tips

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the value of all tips reported for the employee for the quarter to date.

32.  Qtd Tp Cr

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all tip credit to the employee for the quarter to date.

33.  Qtd Excess Pay

8  numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total excess pay paid by the employer to meet federal minimum wage requirements for the quarter to date.

 

Fourth Screen

 

Name

Type and Description

1.  Ytd Gross

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the total wages plus earnings paid for the year to date.

2.  Ytd Ot Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the total overtime wages paid for the year to date.

3.  Ytd Fica Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the total taxable FICA wages paid for the year to date.

4.  Ytd Fwt Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for federal withholding taxes for the year to date.

 

5.  Ytd Swt Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for state withholding taxes for the year to date.

6.  Ytd Cwt Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for city withholding taxes for the year to date.

7.  Ytd Fui Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for federal unemployment taxes for the year to date.

8.  Ytd Sui Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for state unemployment taxes for the year to date.

9.  Ytd Ost Tx Grs

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the taxable wages for other state tax withholding taxes for the year to date.

10.  Ytd Fica

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of FICA with­held for the year to date.

11.  Ytd Fwt

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of federal tax withheld for the year to date.

12.  Ytd Eic

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all earned income credits paid to the employee for the year‑to‑date.

 

13.  Ytd Swt

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the amount of regular state tax withheld for the year to date.

14.  Ytd Ost

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of other state tax withheld for the year‑to‑date.

15.  Ytd Cwt

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99).

 

This is the amount of city tax withheld for the year to date.

16.  Ytd Rg Hrs

6 numeric digits with 2 decimal places and an optional minus sign (9,999.99‑).

 

This is the number of regular hours worked for the year to date.

17.  Ytd Ot Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of overtime hours worked for the year to date.

18.  Ytd Sp Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of special hours worked for the year to date.

19.  Ytd Sk Hrs

5 numeric digits with 2 decimal places and an optional minus sign (999.99‑).

 

This is the number of sick hours taken for the year to date.

20.  Ytd Sk Pay

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of sick pay paid for the year to date.

21.  Ytd Wk Wrk

4 numeric digits with 2 decimal places and an optional minus sign (99.99).

 

This is the number of weeks worked for the year to date.

22.  Ytd Sv Bnd

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of sav­ings bond deduction taken for the year to date.

 

23.  Ytd Union

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of union deduction taken for the year to date.

24.  Ytd Loan 

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of loan deduction taken for the year to date.

25.  Ytd Garn

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of garnish deduction taken for the year to date.

26. ‑ 33. Ytd D/E‑1 Ytd D/E‑8     

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

Ytd D/E‑1 Ytd D/E‑8 (continued)

 

Each of these fields is the total amount of the corresponding permanent deduction or earning defined by fields 14‑37 on the second screen.  Note that the accumu­la­tion is done on a corresponding basis. That is, deduction/earning 1 is accumulated into the YTD D/E1 field, etc.  If one of these de­ductions or earnings is changed during the course of the year, the new deduction or earning will accumulate into the same Year‑to‑Date field as the old one.  There­fore, if you change such a de­duc­tion or earning, you should record manually the accumulated value for the old deduction and then manually set the accumulation field to zero.

 

 

Fields 34‑36

 

The temporary Year‑to‑Date Deductions and Earnings fields include all temporary amounts entered during the Time Transaction Processing and Manual Transaction Processing applications.

 

If the employer is a restaurant, meals and reported tips will not be included in these amounts.  Even though they may be entered as temporary earnings, they will be included only in the Year‑to‑Date fields specifically designated for them.

 

Name

Type and Description

34.  Ytd T/D

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the accumulated amount of all temporary deductions taken for the year to date.

 

35.  Ytd T/Te

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of all temporary taxable earnings paid for the year to date.

36.  Ytd T/Nte

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the total amount of all temporary non‑taxable earnings paid for the year to date.

37.  Wc Accum

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the accumulated eligible wages or hours for calculating the worker's compensation premium due for the employee.  The length of time for accumulation is also defined in the State Tax Code record.  It represents hours or wages, depending on the calculation method indicated for workers compensation on the State Tax Code record for the employee's state.

 

See the Package Overview section entitled Worker's Compensation for more details on this.

38.  Ytd Emplr Fica

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This is the amount of the employer taxable gross pay for FICA taxes for the year to date.

 

 

Fields 39‑42

 

The screen items for year‑to‑date meals, tips and tip credit will only be displayed if the employer is a restaurant (as indicated in Payroll Setup).

 

Name

Type and Description

39.  Ytd Meals

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the value of all meals given to the employee for the year to date.

 

40.  Ytd Tips

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).

 

This is the value of all tips reported for the employee for the year to date.

41.  Ytd Tp Cr

7 numeric digits with 2 decimal places and an optional minus sign (99,999.99‑).

 

This is the amount of all tip credit credited to the employee

42.  Ytd Excess Pay

8 numeric digits with 2 decimal places and an optional minus sign (999,999.99‑).  

 

This is the total excess pay paid by the employer to meet federal minimum wage requirements for the year to date.

 

Employee Notes

 

Name

Type and Description

Employee No

4 alphanumeric digits (9999).

 

Enter the employee number that is the subject of your inquiry. Press the F7 key to search by employee name or F8 to search by employee number.

Note

5 lines of 30 alphanumeric characters.

 

These fields display notes that were previously entered into the Employee File.

Date

A date in the standard date format.

 

Displays the date relative to this employee note entry.

Amount

9 numeric digits with 2 decimal places.

 

Displays the amount relative to this employee note entry.

 

 

Screens

Employee File Inquiry (Screen # 1)

 

 

 

 

Employee File Inquiry (Screen #2)

 

 

 

Screens

 

Employee File Inquiry (Screen # 3)

 

 

 

 

Employee File Inquiry (Screen # 4)

 

 

 

 

Employee Notes

 

 



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