Set Up Employees Quick Reference Card

Transcription

1 Quick Reference Card Getting Started Before you begin setting up an employee, have the following documents available: W-4. This document is used to find Federal, State, and Local tax information such as withholding status, allowances, exemptions, and additional withholdings, if applicable. Form I-9. This document is used to find Federal, State, and Local tax information such as withholding status, allowances, exemptions, and additional withholdings, if applicable. Voided Check/Savings Account Information. These documents are used to find the employee s bank name, account type (checking or savings), routing/transit number, and account number. Payroll Records. These documents are used to set up employee s prior balances and to enter the employee s earnings, taxes, and deductions. They include: - Company payroll-by-payroll detail registers. - Quarterly earnings records. - Ledger cards. - Payroll spreadsheets. Note. Go to for additional information on federal forms and publications. Set Up Employees 1. Click the Add Employee link under Employees tab on the Home Screen. Figure 1. Payroll Home Page

2 2. The Employee Info page displays. Enter the employee s personal information. The name and address should be the employee s legal name and address as it displays on the W-2. Notes. Fields marked with an arrow are required. Figure 2. Employee Information Page Employee Access to Payroll Information 3. Enter employee personal or work address and Check the Allow Access to Employee Access box. A system generated message will be sent to the employee with registration and login details. Figure 2a. Employee Information Page Employee Access

3 4. Click Next to continue. The Employment Info page displays. Enter the employee s hiring and termination information. - If the employee is eligible for a company paid pension or is a statutory employee, select Yes so the appropriate W-2 box is checked. Figure 3. Employment Information Page

4 5. Click Next to continue. The Tax Info page displays. Figure 4. Tax Information Page You must add Federal Tax information and one State Tax jurisdiction to continue the setup process. The next two sections, Add Federal Tax and Add State Tax explain how to do this. Add Federal Tax 1. From the Tax Info page, click Add Federal. The Federal Tax page displays. Enter the employee s Federal Tax information. Note. To view additional information in a field, roll your cursor over the icon. Figure 5. Federal Tax Page 2. Click Save to return to the Tax Info page.

5 Add State Tax 1. From the Tax Info page, click Add State to continue. 2. Enter the employee s State tax information. Figure 6. State Tax Page 3. Click Save to return to the Tax Info page. Figure 7. Tax Information Page - Click Add Local, if applicable. Proceed to Add Local Tax. - Click Next to continue. Proceed to Enter Employee Payroll Information.

6 Add Local Tax 1. Enter the employee s local tax information. 2. (Optional) Select a state to perform a search. Enter the first character of the jurisdiction, a full/partial name or select the local jurisdiction from the drop down list, and then click Find. To view all jurisdictions set up on the company level for the state, leave it blank and click Find. 3. Click Save to return to the Tax Info page. 4. Click Next to continue. Figure 8. Tax Information Page (Federal, State, and Local Taxes Added)

7 Enter Employee Payroll Information 1. Enter the employee s payroll information. 2. Select a pay frequency if there is more than one. 3. Enter a value in the standard hours per pay period field. Standard hours are the regular number of hours the employee works each pay period. Figure 9. Payroll Information Page 4. Select the worker s compensation class and type of insurance coverage (status) that is required for the employee 5. Click Next to continue.

8 Configure Earnings and Deductions 1. To update an earnings or deductions field, click the Edit link next to an earnings field. Note. If you do not want to update an earnings or deductions field, click Next and go to Configure Direct Deposits. Figure 10. Earnings and Deductions Page 2. The earnings detail displays. Enter an amount for the earning. Figure 11. Earnings Detail 3. Click Save to continue.

9 Configure Deductions Note. This page will not display if deductions were not selected at the company level. 1. Click the Edit link next to a deductions field. Figure 12. Earnings and Deductions page 2. The deduction detail page displays. Enter an amount to be deducted each pay period. The goal amount is the maximum dollar amount that can be taken for a deduction. The deduction stops when this amount is reached. Figure 13. Deduction Info page 3. Click Save to continue. 4. Choose to update another earning or deduction by clicking the Exit link next to the field, or click Next to continue.

10 Configure Garnishments 1. Click the Edit link next to an eligible Garnishment field. 2. Enter Garnishment Details including the Case ID 3. Click Save to continue 4. Choose to update another garnishment by clicking the Edit link next to the field, or click Next to continue. Figure 14 Deduction Info page

11 Configure Direct Deposits Note. This page will not display if the direct deposit option was not selected at the company level. 1. Enter the employee s direct deposit information, if applicable. Net pay can be split amongst four accounts. There are three direct deposit options: - Enter all of the net pay on one line. - Enter deposit amounts on up to three lines, and the remaining net pay on the last line. - Enter deposit amounts on up to four lines, and the remaining net pay into a paper check. Figure 15. Direct Deposit Page Note. For proper processing, make sure of the following: a blank check is used for the information and NOT a deposit slip. Confirm the 9 Digit Routing Number and Account numbers match the check. Error s will DELAY payment. 2. Click Next.

12 Configure Paid Time Off Note. This page will not display if Paid Time Off (PTO) was not set up at the company level. 1. Enter the employee s PTO hours for each earning that is tracked. - Accrual Period- Chose either Hire Date or Calendar Date - Available Hours is the number of hours an employee is entitled for a specific PTO plan. - Taken Hours is the number of hours an employee has taken to date. Figure 16. Paid Time Off Page 2. Click Next to continue.

13 Configure Enter the Employee s Retirement Miscellaneous Information. 1. Enter information that is included in the Retirement Contributions Download report, which you can customize and send to your 401(k) provider. Figure 17. Employee Retirement Misc. Page 2. Click Next to continue.

14 Complete Employee Payroll Setup 1. This page displays when the employee setup is successfully completed. Figure 18 Employee Setup Completion Summary 2. Click Close. 3. Repeat to add the next employee, if applicable.