Summary

The Payroll module must be set up before generating checks.

You should place a high security level on this window because any unexpected changes will influence all payroll functions.

Step by Step

1     Open the Setup window in the Payroll module (PR> Utilities> Setup).

• The Setup window will default to the General tab when it is opened. The General tab is used to define the general settings of the Payroll module, such as the modules that will interface with the Payroll module.
• Enter a fund number in the Primary Fund field. The primary section 1 fund is the fund where the payroll liabilities will reside until the checks are committed in the Accounts Payable module and the Clearing House file is committed.
  • Leave this field blank if you are using multi-bank checking or the reimbursement process.
• Enter a fund number in the Clearing Fund field. This field will only be active if you are set up to use interfund transfers.
  • When using interfund transfers, this is the interfund transfers cash account fund. All cash entries will be written to an account comprised of this fund and the bank account specified on the transaction.
• The Split Period Liability field is used to enter the GL account that will be used to balance the journal entry created by a Computer Checks batch that spans more than one fiscal period.
• Enter a default bank account or click the Bank Account field label to select one from a list.
  • This is the default bank account where Computer Checks and Manual Checks will be drawn. This is only the default. When Computer Checks are generated, you will be able to select a bank account used to pay the checks in the batch during the Generate step (PR> Computer Checks> Generate> Bank Account field). When you are creating Manual Checks, the bank account the manual checks were drawn from is defined during the Settings step (PR> Manual Checks> Settings> Bank Account field).
  • The bank account code determines the bank account number and general ledger cash account used when payroll checks are committed.
  • Bank accounts are created and maintained using the Bank Account Maintenance window (SS> Maintenance> Bank Account).
• The Default Type Code field is used to select a default Project Management module type code that will display on Payroll module timecards.
  • This default value can be overridden on the individual timecard and will only automatically populate if no PM type code is specified on the timecard.
• The value in the W2 State Account field will be included on the W2 export file (PR> W2> Export) generated by the W2 process. Some states require that you include a state identifier on the W2 export file.
• The UI Account Number field is used to enter the unemployment insurance account number. This account number will be included on the export file generated on some state reporting unemployment insurance reports (for example, the Wisconsin Unemployment Export in PR> Wisconsin Reports> Unemployment).
• The Retirement Number field is used to enter the employer retirement number. This number will display on some state specific retirement reports.
• The Mode drop-down menu is used to select how checks will be processed in the Payroll module.
  • Select Standard if you do not want to use interfund transfers.
  • Select Interfund Transfers to use interfund transfers. This will make the Due To and Due From general ledger accounts set up on the SS Setup window (SS> Utilities> System Setup> Accounts section) work in conjunction with the primary fund in the Payroll module. The aggregate of gross and benefits will hit the Due To and transfer to the primary accounts Due From account. 
    • If an employee’s payroll hours are in the primary fund then the due to and due from accounts will not be used.
• The Default Work Period field is used to assign a work period to every new employee created in the PR module. This default period can be overridden at the employee level.
  • Work periods can be the standard seven day work week or a more flexible, user defined range of days between seven and 28 days long. Work periods are created and maintained on the Work Period Maintenance window (PR> Maintenance> Work Period). 
  • Work periods are attached to employees on the Employee Maintenance window (PR> Maintenance> Employee> Overtime tab> Work Period field). 
• Check the Enable Accounts Payable Interface toggle to interface the Payroll module with the Accounts Payable module. This allows you to automatically generate invoices in the Accounts Payable module for the payroll checks in a Computer Checks or Manual Checks batch.
  • When checks are committed in the Computer Checks (PR> Computer Checks> Commit) or Manual Checks (PR> Manual Checks> Commit) process you can select an Accounts Payable Invoices batch. An Accounts Payable invoice will be generated for each payroll check in the batch.
• Check the Enable Clearing House Interface toggle to interface the Payroll module with the Clearing House module. The Clearing House module is used to generate direct deposits.
  • When checks are committed in the Computer Checks or Manual Checks process you can select a Clearing House module Direct Deposits batch. This will generate a direct deposit for each payroll check in the Payroll batch for employees with direct deposit information set up on their employee record (PR> Maintenance> Employee).
  • Checking the Enable Clearing House Interface toggle will add a Print ACH Checks and ACH register step to the computer check process.
• Check the Enable Department Services Interface toggle to interface the Payroll module with the Departmental Services module.
  • The Departmental Services module is used to enter time cards and then import them into the Payroll module.
• Check the Enable Timesheets IC Interface toggle to interface the IC module with PR timesheets.
  • This will allow you to associate timesheet line items with Inventory Control module materials codes.
• Check the Enable Project Management Interface toggle to interface the Payroll module with the Project Management module. Payroll information (for example, timecard line items attached to Project Management task and type codes) will post to the Project Management module. This will also add a Project Management Distribution step to the Computer Checks process so you can view the PM module distribution generated by the batch.
• Check the Use default WC code for salaried employees toggle (General tab) if you want workers' compensation to calculate using the default workers' compensation code attached to the employee record regardless of the workers' compensation codes attached to the pay code or rate code on the time card line item. The default workers' compensation code is set up in the Employee Maintenance window (PR> Maintenance> Employee> Financial tab). This option could create workers' compensation premiums that would be unacceptable or inappropriate for state reporting.
• The Create amounts only with salary ($) button toggle affects the functionality of the Salary button when entering time cards in the Computer Checks process (PR> Computer Checks> Time Cards). When entering time cards, the Salary button is used to balance out the amounts on the time card to the salary on the employee record. If you check the Create Amounts Only With Salary button toggle the Salary button will adjust the dollars on the time card but not the hours. This is generally used if you want to record actual hours but want the salary to remain constant.
• Check the Use positive pay toggle if you would like to use the positive pay feature on the Computer Checks process (PR> Computer Checks> Positive Pay) and the Retro Pay process (PR> Retro Pay). The Positive Pay feature creates an export file that contains a list of the payroll checks generated in the batch. This file is sent to your bank, and as checks are cashed, the bank verifies that the cashed checks match the checks on the file. Since the format of the Positive Pay import file varies with each bank, the creation of the window that generates the export file is generally a custom programming job.
  • When the Use Positive Pay toggle is checked, a Positive Pay option will be added to the Computer Checks and Retro Pay processes. The Positive Pay option added to the palette will be an optional step, so if you do not want to generate a positive pay file for a certain batch, you will be able to skip the Positive Pay step and commit the batch without generating the positive pay file.
• Check the Use direct deposit account to offset distribution rounding toggle to use the direct deposit account to store any residue rounding if a primary account is not set up in the Primary Account field on the General tab of the Setup Payroll window (PR> Utilities> Setup Payroll). This toggle will have no effect if the primary account has been set up.
  • If this toggle is checked and no primary account is specified, residual rounding from the Distribution List step (PR> Computer Checks> Distribution List) will be handled by the direct deposit accounts. If this toggle is not checked the direct deposit accounts will not handle distribution rounding residuals.
• Check the Apply overtime to WO and PM toggle if any overtime triggered by a timecard line item that is attached to a WO module work order or PM module task/type code should be billed to that work order or task/type code.
• Check the Apply retro pay to WO toggle to apply the value of any retro pay adjustments to the work orders associated with the adjusted line items.
• Check the Require functions to view employee records toggle to require that each user or position must be associated with a role that includes the PR Employee Access function in order to access PR employee records.
  • Users and positions are assigned to roles and roles are associated with functions on the Role Maintenance window (SS> Security> Role). 
• Check the Hide Closed Timesheet Periods toggle to only display open timesheet periods in the Timesheets and Timesheets Approval processes.

2     The Checks tab is used to set up the checks or vouchers created by the Payroll module.

• The Check Type drop-down menu is used to select the type of check stub that will generate in the Payroll module.
  • Select Standard if you would like the Payroll module to generate standard checks and check stubs.
    • The Standard check format will display up to 18 detail line items on the check stub.
  • Select Long Check Stub if you would like to use long check stubs. The long check stub format will also affect how ACH check stubs are printed out.
    • The Long Check Stub format will display up to 30 detail line items on the check stub.
  • Select Long Check Stub 2 if you would like to use longer check stubs.
    • The Long Check Stub 2 format will display up to 42 detail line items on the check stub.
  • Select Configurable if you would like to use a customizable check and check stub based on the standard check format.
    • Configurable checks can be customized using the Report Layout Maintenance window (SS> Maintenance> Report Layout).
    • The Configurable format will display up to 25 detail line items on the check stub. The number of stub lines displayed is determined by the Stub Lines field below.
  • Select Configurable Long Stub if you would like to use a customizable check and check stub based on the long check stub format.
    • The same configuration options apply to this check type as those outlined above.
    • The Configurable Long Stub format will display up to 50 detail line items on the check stub. The number of stub lines displayed is determined by the Stub Lines field below.
  • Select Configurable Z-Fold if you would like to use a customizable check and check stub that is formatted specifically for VersaSeal Z-Fold checks that do not require an envelope.
    • The same configuration options apply to this check type as those outlined above.
• The Computer Check Sort drop-down menu is used to select the order checks will print in the Computer Checks process (PR> Computer Checks> Print Checks). Checks are not generated in the Manual Checks process (PR> Manual Checks), so the selection in this field will not affect the Manual Checks process.
  • Select Department/Employee No if you would like the checks to print by department number and then by employee number. If there is more than one employee in a single department, the employee with the lower employee number will print first.
    • You can view the department attached to an employee using the Employee Maintenance window (PR> Maintenance> Employee> General Information tab> Department field).
  • Select Department/Last Name if you would like the checks to print by department number and then by employee last name.
  • Select Department/Location/Last Name if you would like the checks to print by department number, location and then by employee last name.
    • You can view the location attached to an employee using the Employee Maintenance window (PR> Maintenance> Employee> General Information tab> Location field).
  • Select Employee No/Department if you would like the checks to print by employee number and then by department number.
    • You can view the employee number on the Employee Maintenance window (PR> Maintenance> Employee> General Information tab> Employee Number field).
  • Select Location/Last Name if you would like the checks to print by location and then by employee last name.
• Click the Check Signature field label to add an automated signature to the payroll checks. Only one electronic signature file can be attached at a time.
  • Click the Check Signature field label to open the Attachment Selection window.
  • Click the Create icon to open the Attachments Maintenance window. From this window, you will be able to browse to your electronic signature file.
    • Click the Original File Name field label and browse to the electronic signature file.
    • The File Name and File Type fields will automatically populate with the file information.
    • The Destination Folder field will automatically populate with the path to the archive folder created when the application was installed.
    • Enter an optional Description for the signature file. This field can be up to 500 characters.
    • The Location Reference and Tracking Number fields are optional fields that can be used to keep track of your electronic signatures.
    • Click the Save icon to return the electronic signature file to the Attachments Selection window.
  • Click the Attachment Action icon drop-down menu and select Save Locally to save a copy of the file to your workstation or select View Attachment to open the attached file.
  • The new electronic signature file has now been attached to the PR module.
• The Check offset field is used to set the top margin on the checks generated in the Payroll module. Increase the value in the Check offset field to print the checks lower on the page. Decrease the value in the Check offset field to print the checks higher on the page.
• The Void Check Message field is used to enter a void check message on checks generated in the Computer Checks process.
  • This field is limited to 16 characters. For example, " Void Aft 90 Days".
  • The void message will display below the Date and Amount field on the check. Leave this field blank if you do not want to include a void message on the check or if a void message already displays on your check stock.
• The Stub Lines field is used to select the number of stub lines you would like to display on your configurable check.
  • This field will only be active if Configurable or Configurable Long Stub is selected from the Check Type field above.
  • Configurable check types are limited to 25 stub lines while Configurable Long Stub check types are limited to 50 stub lines.
• The YTD Hours Used field is used to select a specific accrual type that will display the YTD hours used value on the employee check stub. If no accrual type is specified for this field, the YTD Hours Used field will not display on the check stub.
• Check the Use blank check stock toggle if you are using multi-bank checking or you would like the MICR numbers (bank account and routing number) and check numbers to be printed on the Payroll checks during the Computer Checks process.
  • If you use this option, your check stock still needs to contain the organization logo and city information in the top left corner because this information will not be printed on the check. The logo and city information must fit with a 1" X 4" section in the top left corner of the check stock.
  • There is a toggle similar to this in the Setup window in the Accounts Payable module (AP> Utilities> Setup> Checks tab).
• Check the Show direct deposit information toggle to print the employee’s bank account information on the check stubs.
• Check the Show inactive deductions and benefits toggle if deductions and benefits that are set up as inactive on the employee record (PR> Maintenance> Employee> Deductions or Benefits tab> Status drop-down menu> Select Suspend) should display on the employee's check stubs (PR> Computer Checks> Checks). Only long check stubs generated through the Computer Checks process will display inactive deductions and benefits. Inactive deductions and benefits will not display on standard check stubs or checks generated through the Manual Checks process. If you do not check this toggle, deductions and benefits that are set up as inactive on the employee record, even if there is a YTD balance on those deductions and benefits, will not display on the employee's check stub.
  • This toggle will only add deductions and benefits with activity during the current calendar year. If the deduction or benefit does not have any activity during the current calendar year, it will not display on the employee's long check stub even when this toggle is checked. For example, if a deduction is set up as suspended and has activity during calendar year 2020, this deduction will not display on a check stub in a Computer Checks batch with batch number XXXXX.01.2021. It will display in a Computer Checks batch with a batch number of XXXXX.12.2020.
  • Deductions and benefits that are set up as inactive on the employee record will not affect the paycheck generated in the Computer Checks process.
  • If you check this toggle and you are using long check stubs but the inactive deduction or benefit is not displaying on the check stub, make sure the deduction or benefit is set up to display on check stubs (PR> Maintenance> Deduction/Benefits> General tab> Print on Stub toggle).
• Check the Warn when timesheet has lines before period toggle to prevent a timesheets batch with incorrectly formatted periods from creating an error when committed.
• Check the Create detail direct deposit records in BR toggle to create a Bank Reconciliation record for each direct deposit included in a computer checks batch.
  • When this toggle is unchecked, the system will create a lump sum direct deposit record for the entire computer checks batch in BR.
• Check the Print amount/date headings on check toggle if your preprinted check stock does not include the Date, Amount, Pay and Pay to the Order of field labels. This will add a date, amount, pay and Pay to the order of headings to checks generated in the Payroll module.
• Check the Summarize pay types on check stub toggle so that all the same pay types will be summarized into one line on the check stub. Rather than showing multiple lines for one pay type from time card entry, there will be only one line.
• Check the Send net zero checks to Clearing House toggle to put an employee deferring their entire net pay to a deduction into the ACH checks rather than printing a zero dollar check on check stock.
• Check the Show Location in Return Address toggle to include location data on the second line of the return address when generating z-fold configurable checks.

3     The Deductions tab is used to set up the default start date on the deductions attached to an employee record.

• The Default Start Date drop-down menu is used to set the default start date of new deductions/benefits when they are added to an employee record using the Employee Maintenance window (PR> Maintenance> Employee Maintenance> Create icon> Deductions and Benefits tabs). The start date of a deduction/benefit displays in the Start Date field (PR> Maintenance> Employee Maintenance> Deductions and Benefits tab). This only sets the default value. You will be able to modify the start date of the deduction/benefit if the default value does not apply.
  • Select Current Date if you would like the start date to default to the current date when a new deduction/benefit it added to an employee record.
  • Select Hire Date if you would like the start date of the deductions to default to the hire date (PR> Maintenance> Employee Maintenance> Create a new employee> General Information tab> Job Detail section> Hire Date field) of the employee.
• The Deduction and benefits follow task toggle is used to affect the journal entry created by the Computer Checks process when a time card line item is attached to a Project Management module task code.
  • When a Project Management module task code is attached to a time card line item, the GL account attached to the PM task code will populate on the time card line item. When the Deduction and benefits follow task toggle is checked and a time card line item is attached to a PM module task code, the GL account on the time card line item will override the debit GL account on the benefit and will be used on the journal entry to record the benefit. The debit GL account on the time card line item will also be used to record the deduction.
    • A GL account is attached to a Project Management module task code using the Task Code Maintenance window (PM> Maintenance> Task> General tab> GL Account field).
  • If you do not check this toggle, the debit account attached to benefits will be pulled from the benefit record (PR> Maintenance> Deduction/Benefit> Open the benefit> Accounts tab> Debit Account field). The debit account to record the deductions will still be pulled from the GL account attached to the time card line item.

4     The Accruals tab is used to define how accruals will be expensed.

• Check the Use General Ledger distribution of accruals toggle to expense accruals when they are earned rather then used. The amount of the expense is the hourly rate on the employee record (PR> Maintenance> Employee> Financial tab> hourly rate of the applicable revision) multiplied by the number of hours accrued on the accrual. When this toggle is checked, the Account tab on the Accrual Maintenance window (PR> Maintenance> Accrual) is enabled so you can attach GL accounts to the accruals.
  • When a Computer Checks or Manual Checks batch is created, a journal entry will be created for the amount of each accrual. The journal entry will debit the debit GL accounts on the accruals and credit the credit GL accounts.
  • If you leave the debit GL account blank on the accrual record, the debit account will be pulled from the bank account selected during the Settings step (PR> Manual Checks> Settings) or the Generate step (PR> Computer Checks> Generate). If you leave both the debit and credit fields blank, no journal entry line item will be generated for the accrual amount.
• The Do not cap rolled hours, Do not cap additional hours and Split accruals for capping toggles were created to be used in conjunction in the special case that you accrue hours using one accrual and maintain the balance of the accrual using another accrual. For example, if time off hours are accrued using one accrual and then rolled to another accrual to be used, these toggles may apply.
• Check the Do not cap rolled hours toggle if the accruals rolled over to an accrual should not be capped. For example, when accrued hours are rolled from one accrual to another, the annual and lifetime cap set up on the accrual that is receiving the balance will not apply.
• Check the Do not cap additional hours toggle if the additional accrual hours entered on paychecks should be applied directly to the ending balance of an accrual. This means a period or annual cap will not be applied to the additional hours. For example, if an accrual titled TIMEOFF has a period cap of 5 hours per pay period, any additional TIMEOFF accrual hours entered on a paycheck will not be capped using the period cap. But once the paycheck has been committed, the additional hours will be added to the balance of the accrual. This means that the next time a paycheck is generated, the cap will be applied to the balance.
  • When this toggle is used in conjunction with the Split Accruals for Capping toggle, any additional accrual hours added to a timecard will go straight to the ending balance.
  • When this toggle is not checked but the Split Accruals for Capping toggle is, any additional hours added to the paycheck will be added to the pre-capped amount. For example, if an accrual has an annual cap of 09/15/2020, and a Computer Checks batch has a pay period of 10/02/2020 to 10/31/2020 any additional hours added to the capped accrual will be added to the balance prior to the cap on 09/15/2020.
• The Split Accruals for Capping toggle is used to split a pay period if there is an annual cap during that pay period. This feature can be used in conjunction with the Prorate Accruals toggle on the Employee Maintenance window (PR> Maintenance> Employee> Financial tab> Prorate Accruals toggle).
  • Example of using an accrual - Assume an accrual has an annual cap on 09/15/2020 and you have a Computer Checks batch with a pay period of 10/02/2020 to 10/31/2020. When the Split Accruals for Capping toggle is checked, any accrual hours used before the annual cap date of 09/15/12020 will reduce the pre-cap amount, and any accrued hours used after the cap date will reduce the post-cap amount. For example, a timecard with a timecard date of 09/14/2020 will reduce the pre-cap amount and a timecard with a timecard date of 09/25/2020 will reduce the post-cap amount. If you do not check the Split Accruals for Capping toggle, any timecards during the period that reduce the accrued amount will reduce the pre-cap amount. In the example above, a timecard with a timecard date of 09/25/2020 will reduce the pre-cap amount rather than the post-cap amount.
  • Example of accruing hours - Assume an accrual accrues at 5 hours per pay period, has an annual cap on 09/15/2020, and is set up to roll over to another accrual.
    • If the Prorate Accruals toggle is checked on the employee record (PR> Maintenance> Employee> Financial tab> Prorate Accruals toggle), the employee will accrue hours based on the timecard date of the timecard line items, the number of hours on those line items, and the total number of hours the employee works during the pay period.
    • If the Prorate Accruals toggle is not checked, all of the hours accrued during the period will be included in the split before the cap on 09/15/2020.

5     The Workers' Compensation tab is used to set up how workers' compensation rates will be calculated.

• The Workers' Compensation Calculation Per field is used in conjunction with the workers' compensation table (PR> Maintenance> Workers' Compensation).
• Use the Workers' Compensation Calculation Per drop-down menu to select how you would like to calculate workers' compensation. Your state may require you to calculate workers' compensation based on the hours worked or the wages of the employee.
  • The selection in the Workers' Compensation Calculation Per drop-down will affect the functionality of the Per field on the Workers' Compensation Maintenance window (PR> Maintenance> Workers' Compensation). The Per field is used to define the basic workers' compensation unit and affects how the workers' compensation is calculated. For example, if the employee should pay $3.75 for every $100.00 dollars of wages, enter $100 in the Per field and select Dollars in the Workers' Compensation Calculation Per drop-down menu.
• The LI Hours field is a state specific field and only applies to organizations that use the Industrial Insurance palette (for example, this field applies to organizations in the state of Washington). Select 160 if only 160 total hours should be included on the Labor and Industries Report (PR> Industrial Insurance> Edit).
• The State Discount, Miscellaneous Discount and Experience Modifier fields can be used to include additional value modifiers to the workers' compensation calculation. Contact your workers' compensation carrier for specific modifier information.

6     The State Reports tab is used to activate more than one set of state specific reports on an employee record.

• Check the Additional States toggles for each of the states you would like to be able to associate with an employee.
• Click the Save icon when the setup is complete.

7     Track any changes made to the PR Setup window.

• Click the Audit Trail icon to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit trail.
• The Audit Trail History section will provide details about any changes made to the setup window including the date of the change, type of change made, user that made the change, and data table that was edited.