Payroll
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Check Cycle
The heart of any good P/R system is its check writing process. Employee time card generation needs to be quick, easy and forgiving. Our system allows time card generation by several different parameters. Once generated the system will calculate all taxes and deductions and print an earnings list. Errors can be corrected before any checks are printed. Checks can be selected, printed, deleted and reprinted as many times as needed, no updating is done until post time. The system comes with two options for printing checks: a standard two-part pin feed check or a three-part laser check. Both are provided in the base package. CSS can customize the check layout to any design you need. We can also create a layout to print on blank check stock if desired. The system handles both system and manual checks as well as voiding checks.
Direct Deposit
Our payroll system comes with a fully functional direct deposit system that will allow you to have up to six direct deposit accounts for each employee. You may direct deposit any dollar or percentage of an employees wages. The system will create the standard direct deposit file that can be downloaded and sent to your bank for processing.
W2 Printing and Electronic Files
Once the last checks for the year have been printed and the year-end process has been completed, the system will save off the files needed to process the W2 information. You may run W2's anytime after the year-end has been ran. The system will print W2s on pin feed or laser forms. You may also generate the magnetic media file required by the SSA for larger companies. This file can then be downloaded and sent to the SSA.
Faxing, Emailing and Archiving
One of the best features of the payroll system is the ability to fully integrate with our other modules. Often times, important information such as payroll reports, check registers and other information need to be quickly distributed to employees or managers. By adding our faxing and email modules, you can get your information to the people that need it in a quick, efficient and secure manner. This integrated package provides the ability to email any payroll report generated by the system. It will be sent as a PDF attachment. You may also fax reports without leaving your desk. The archive system will allow you to automatically save reports to a folder on your iSeries that can be backed up in your nightly save routine.
Additional Features of the Payroll Module top
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Payroll System Requirement top
All CSS software is currently compatible with OS/400 V4R5M0 V6R1M0. As new releases are installed older ones will be replaced. CSS will always ensure that our software remains compatible with any OS/400 operating system IBM is shipping.
There are several features in our software that will not work on machines below V5R3M0. Some of these features include:
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Payroll System Compatibility top
While the Payroll system will work fine in a stand-alone environment, it was designed to be integrated with the other modules in our system. Clients wanting to interface this module with existing in-house systems such as general ledger can do so easily. Contact our office for more information.
The Payroll system will stand-alone.
Optional modules you may want to consider:
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Here is a summary of how this module interfaces with our other modules:
| General Ledger | The general ledger transaction file will be updated with entries made from several programs within the P/R system. The system will create records in the GLTRX file. |
| Cash Reconciliation | The P/R module will update our cash reconciliation system with the checks created or voided from this module. The system will create entries in the CSREQ file. |
| Human Resources | The P/R system feeds the H/R and is required if you purchase the H/R module. |
| Faxing System | CSS has integrated our interactive faxing software with the P/R module to allow faxing of any report generated by the system. The faxing system is for outbound faxing only. This option requires that you purchase the CSS faxing system and provide a phone line. |
| Email System | CSS has integrated our emailing software with the P/R module to allow emailing of any system-generated report. The document will be sent as a PDF attachment. This email system is for outbound emailing only. |
| Archiving System | Interfacing with this module will allow the ability to archive all P/R reports and postings to the iSeries IFS. |
Payroll Menu1 Summary top
The Payroll System has four menus. The first or main menu contains the most used programs. They include the time card generation and pay cycle along with the employee master maintenance and Inquiry. Also included on this menu are the company and department master maintenance programs. The following is a summary of each menu option available to the payroll user. You can find more detailed information for each option in our software users manuals.
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PAYMENU1 Payroll Main Menu Select one of the following: 1. Generate Employee Time Cards 13. Employee Master File Update 2. 14. Employee Master File Inquiry 3. Time Card Maintenance 15. Employee Master File List 4. Time Card List 16. 5. 17. Enter Company Information 6. Calculate and Print Earnings 18. Bank Account Maintenance 7. 19. Enter Department Master 8. Print P/R Checks 20. Print Department Master 9. Update and Close Cycle 21. 10. Close Direct Deposit File 22. Additional Payroll Options 11. 23. Section 125D Menu 12. Payroll System Parameter 24. End-of-Period Menu 30. Display P/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
P/R Menu 1 Option 1 Generate Employee Time Cards
This option allows for automated generation of default time cards for active employees. Time cards may be generated daily for each day of the pay period, or in summary as of the pay period ending date. When generating employee time cards, you will be allowed to select which company, classification, frequency, and pay group to include. Options available include the selection of one company or all companies, salary and/or hourly employees, weekly and/or biweekly and/or semi monthly and/or monthly pay frequencies. The time card date to be assigned to the time cards must be entered. Time cards previously generated for this date may be optionally removed.
P/R Menu 1 Option 3 Time Card Maintenance
After the generation of the time cards, changes may be made for selected employees. This may include; changing departments, work centers, hours worked and pay rates. Individual employee time cards may be deleted, or additional employee time cards added to the file. Other types of pay, such as commissions and bonuses, may also be added to timecards. Tax deduction calculations and voluntary deductions can be omitted or adjusted for selected employees.
P/R Menu 1 Option 4 Time Card List
A complete list of time cards can be printed after time cards are generated or updated. This list will show all pay cycle calculation data and will provide a worksheet for recording changes to be entered. After reviewing this list, additional maintenance can be performed and then listed again. Total hours and total gross pay for each employee's time card will be printed.
P/R Menu 1 Option 6 Calculate and Print Earnings
After generating and/or maintaining time cards the employee earnings must be calculated and printed. This step will calculate gross pay for each employee, along with tax deductions and voluntary deductions. A summary of total pay, tax deductions, voluntary deductions and net pay will be printed for each employee. After printing this earnings report, additional time card maintenance may be performed to make further corrections or additions. If additional time card maintenance is performed, this step must be selected again before continuing the pay cycle. This step performs no file updates, which allows this procedure to be run as often as necessary. Check numbers and check dates are assigned when this procedure runs. The beginning check number, check date, pay period ending date and pay cycle must be entered when this procedure is selected. These check parameters will be listed on the earnings report for verification.
P/R Menu 1 Option 8 Print P/R Checks
After calculating and printing employee earnings, the payroll checks may be printed. The earnings calculation must be requested immediately prior to printing checks. If additional time card maintenance is performed the calculate and print earnings option must be performed again, before the checks can be printed. Printing payroll checks does not update any files, therefore after the checks have been printed, the operator may perform additional time card maintenance to correct any errors or omissions, calculate earnings again, and then reprint payroll checks.
P/R Menu 1 Option 9 Update and Close Cycle
After the payroll checks have been successfully printed, the master files must be updated and the payroll cycle closed. This step must be performed prior to beginning a new payroll cycle. After closing the pay cycle, time card maintenance can no longer be maintained and the checks can no longer be reprinted. This step will update the employee year to date earnings, taxes and deductions. Several optional procedures can be selected to print a check register, deduction report, labor distribution and hours worked report. A general ledger transaction listing will be produced at the end of this procedure.
P/R Menu 1 Option 10 Close Direct Deposit File
The system is designed to allow multiple payroll cycles to be processed into a single direct deposit transaction file. Once all cycles have been completed and prior to transferring the direct deposit transaction file to the financial institution, this procedure should be ran.
P/R Menu 1 Option 12 Payroll System Parameters
The payroll system is controlled by parameters that are stored in the system control file. Once the parameters are set during installation, it usually is not necessary to maintain them.
P/R Menu 1 Option 13 Employee Master File Update
The system requires all employees to be added to the employee master file. All information pertaining to the employee is entered and updated using this procedure. Termination of employees is also performed using this procedure.
P/R Menu 1 Option 14 Employee Master File Inquiry
All information stored in the employee master file can be viewed by the payroll user. Employee name and address, pay rates, hours worked and voluntary deduction data is displayed. This program also displays year-to-date earnings and taxes.
P/R Menu 1 Option 15 Employee Master File List
Selecting this option can produce a current listing of all employees along with the payroll information. The user can select the company number and the type of information desired.
P/R Menu 1 Option 17 Enter Company Information
Before employees can be entered into the payroll system, all companies/divisions must be defined. Each company record contains the company name and address, employer identification numbers, shift differentials, tax rates and deduction information.
P/R Menu 1 Option 18 Bank Account Maintenance
This procedure will allow entry and maintenance to the bank account master file. This information will be used to create the direct deposit files and to print the bank information on blank check stock.
P/R Menu 1 Option 19 Enter Department Master
After entering all companies/divisions into the payroll system; the department master file must be created. The information in the department file includes workman's compensation rates and general ledger account numbers.
P/R Menu 1 Option 20 Print Department Master
The department master report lists each active department entered into the payroll system.
P/R Menu 1 Option 22 Additional Payroll Options
Additional processing programs and reports are available on this menu.
P/R Menu 1 Option 23 Section 125D Menu
Procedures relating to the processing of Section 125D activity are available on this menu.
P/R Menu 1 Option 24 End of Period Menu
Additional processing programs and reports are available on this menu.
Payroll Menu2 Summary top
This is the second Payroll menu. It contains the Payroll tax table, outstanding check register, manual check entry and several payroll report Listings. You may also generate and process year-end W2's from this menu.
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PAYMENU2 Payroll - End-of-Period Menu Select one of the following: 1. Enter P/R Tax Tables 13. Enter Manual Checks/Payoffs 2. Print P/R Tax Tables 14. Print Manual Checks/Payoffs 3. 15. Post Manual Checks/Payoffs 4. P/R Check Reconciliation 16. 5. Print Outstanding Check Reg 17. Print Quarterly Tax Reports 6. Purge Reconciled Checks 18. Bonus Participation Worksheet 7. 19. Payroll End-of-Year 8. Employee Recap Period-Hours 20. Print Employee YTD Analysis 9. Employee Recap Period-Wages 21. Print Employee W2 s 10. Employee Recap Period-Deduct 22. Print Employee W2 Register 11. Employee Recap Period-Taxes 23. Generate SSA W2 File 12. Employee Recap Period-401K 24. W2 File Maintenance 30. Display P/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
P/R Menu 2 Option 1 Enter P/R Tax Table
This option allows the user to enter tables for calculating federal income tax, state income tax and local income tax. All tables used by the system should be entered as annualized.
P/R Menu 2 Option 2 Print P/R Tax Table
The payroll tax tables can be printed for review and reference.
P/R Menu 2 Option 4 P/R Check Reconciliation
Check reconciliation can be performed for any payroll check after the check has been printed and the pay cycle closed. The check number or check amount may reconcile checks. After reconciliation, check registers, including outstanding and/or reconciled checks, may be printed.
P/R Menu 2 Option 5 - Print Outstanding Check Reg
At any time an outstanding check register can be printed. This report can optionally include all checks not reconciled, and/or all checks reconciled. The register shows check number, check date, check amount, reconciled amount, employee number and employee name.
P/R Menu 2 Option 6 - Purge Reconciled Checks
After successfully reconciling payroll checks, the reconciled checks should be purged from the system. When this option is selected, all checks that have been reconciled correctly will be removed from the payroll system and from the outstanding check file. Any check not reconciled for the correct amount will not be purged
P/R Menu 2 Option 8 - Employee Recap Period Hours
This optional report will print a recap for each employee showing number of hours worked. Any period of time can be selected for this recap. When this report is selected, the operator will be prompted for the beginning and ending dates. Optional selection for hours recapped by check date or pay period ending date is available.
P/R Menu 2 Option 9 Employee Recap Period Wages
This optional report will print a recap for each employee showing the amount of wages earned. Any period of time can be selected for this recap. When this report is selected, the operator will be prompted for the beginning and ending dates. Optional selection for wages recapped by check date or pay period ending date is available.
P/R Menu 2 Option 10 Employee Recap Period Deduct
This optional report will print a recap for each employee showing the amount of deductions. Any period of time can be selected for this recap. When this report is selected, the operator will be prompted for the beginning and ending dates. Optional selection for deductions recapped by check date or pay period ending date is available.
P/R Menu 2 Option 11 Employee Recap Period Taxes
This optional report will print a recap for each employee showing the amount of taxes. Any period of time can be selected for this recap. When this report is selected, the operator will be prompted for the beginning and ending dates. Optional selection for taxes recapped by check date or pay period ending date is available.
P/R Menu 2 Option 12 - Employee Recap Period-401K
This optional report will print a recap for each employee showing the amount of 401K contributions. Any period of time can be selected for this recap. When this report is selected, the operator will be prompted for the beginning and ending dates.
P/R Menu 2 Option 13 Enter Manual Checks/Payoffs
This option will allow entry of adjustments to employee's hours and wages. Adjustments may be in the form of manual checks or corrections to previous computer checks. On-line display of taxes and deductions is also available.
P/R Menu 2 Option 14 - Print Manual Checks/Payoffs
This option will print a list of all manual checks that have been entered. This report will allow the user to verify the information entered from the previous option, prior to posting.
P/R Menu 2 Option 15 - Post Manual Checks/Payoffs
This option will post the transactions entered through manual checks and payoffs above. All files will be updated with wages, hours and deductions when this option is selected. The general ledger transactions will also be created.
P/R Menu 2 Option 17 - Print Quarterly Tax Reports
This option will print a detailed register by employee and a summary by department and company showing taxable wages and taxes withheld during the selected quarter. The register will provide all information required for filing quarterly tax reports. When this report is requested, the operator will be prompted for the quarter number to be printed. Separate reports for state, federal and local taxes will be printed.
P/R Menu 2 Option 18 - Bonus Participation Worksheet
This option will allow the user to produce a worksheet used to distribute bonuses based on participation.
P/R Menu 2 Option 19 Payroll End of Year
This option is required at the end of each calendar year before the first pay cycle for the new year. When selected, the employee file will be prepared for the generation of the W2 forms and the current year to date totals will be reset for the new year. The current year ending date will be requested and will be verified to ensure that the end of year is not requested more than once for the same year.
P/R Menu 2 Option 20 Print Employee YTD Analysis
This procedure will print a report showing all W2 information.
P/R Menu 2 Option 21 Print Employee W2's
After the P/R End of Year, the W2 forms can be printed and reprinted as necessary. No file updates will occur and no additional parameters or options are required.
P/R Menu 2 Option 22 Print Employee W2 Register
After the P/R End of Year, this procedure can be ran to produce a report detailing much of the W2 type information. This report can be processed as often as desired.
P/R Menu 2 Option 23 Generate SSA W2 File
After the P/R End of Year, magnetic W-2's can be created to diskette to submit to the social security administration for processing.
P/R Menu 2 Option 24 - W2 File Maintenance
This program will allow maintenance to the W2 file.
Payroll Menu3 Summary top
This is the third Payroll menu. It contains the several inquires and other payroll reports. Here is an example of the menu followed by a summary of each menu option:
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PAYMENU3 Payroll - Additional Options Select one of the following: 1. Print Time Card Work Sheet 13. Labor Distribution - Hours 2. 14. Labor Distribution - Wages 3. Print Time Card Labels 15. 4. Print Vacation Work Sheet 16. Workers Comp Code Maintenance 5. 17. Workers Comp Worksheet 6. Check History Maintenance 18. Print Direct Deposit Bank Info 7. Print Payroll Check Register 19. Enter Direct Deposit Bank Info 8. 20. Terminated Employee Inquiry 9. Accrue Vac/Sick/Per Hours 21. Print Misc Employee Lists 10. Print Accrued Hours 22. Enter Voided Checks 11. Edit Accrued Hours 23. Print Voided Checks 12. Post Accrued Hours 24. Post Voided Checks 30. Display P/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
P/R Menu 3 Option 1 - Print Time Card Work Sheet
This option will print a work sheet suitable for recording employee time cards and additional deductions. Information required for time card entry will be provided.
P/R Menu 3 Option 3 - Print Time Card Labels
Pressure sensitive labels for time cards can be produced showing employee number, department and the current period ending date.
P/R Menu 3 Option 4 - Print Vacation Work Sheet
A work sheet suitable for recording employee vacation hours available may be printed showing hours earned, hours taken, and hours available. When selected, the hours given per hire date will be entered. The hours earned will then be calculated and included on this report.
P/R Menu 3 Option 6 - Check History Maintenance
A check history file is created containing all checks created by the system, including manual checks entered by the user. This procedure gives the user the ability to enter a record for missing checks due to voiding blank checks.
P/R Menu 3 Option 7 - Print Payroll Check Register
A check register for any period or month may be printed on demand. When selected, the beginning and ending date will be requested.
P/R Menu 3 Option 12 - Print Misc Employee Lists
This option will display several employee reports that can be selected. These include; Employee Action List, Employee Hire Date List, Employee Classification List, Employee Name and Address List, Employee Birthday List, Employee Rate History List, Employee Mailing Labels, Employee Census List, Employee Worksheet.
P/R Menu 3 Option 13 - Labor Distribution Hours
This option will print a labor distribution report for hours worked per department, for a selected period of time. When selected, the beginning and ending dates will be requested. Dates may be either time card dates or pay period dates. Distribution may be reported by department or work center. Time card detail or a summary by employee can be printed.
P/R Menu 3 Option 14 - Labor Distribution Wages
This option will print a labor distribution report for wages earned per department, for a selected period of time. When selected, the beginning and ending dates will be requested. Dates may be either time card dates or pay period dates. Distribution may be reported by department or work center. Time card detail or a summary by employee can be printed.
P/R Menu 3 Option 16 - Workers Comp Code Maintenance
This option will allow the user to enter the workers compensation codes and the rates associated with them.
P/R Menu 3 Option 17 Worker Comp Worksheet
This option will print a workman's compensation worksheet suitable for calculating the workman's compensation liability. When selected, the beginning and ending dates for the report will be requested. Either check date or period ending dates may be entered.
P/R Menu 3 Option 19 Enter Direct Deposit Bank Info
This option will allow the user to enter the bank numbers required for direct deposit. Each bank referenced in the direct deposit account information in the employee record, must first be entered here.
P/R Menu 3 Option 22 Enter Voided Checks
This option will allow the user to enter check numbers for the system to void.
P/R Menu 3 Option 23 Print Voided Checks
This option will print an earnings list for the checks that have been entered for voiding.
P/R Menu 3 Option 24- Post Voided Checks
After entering and printing the check numbers to void, the user should select this option to update the system. All files containing payment information will be updated.
Payroll Menu4 Summary top
This is the fourth and final Payroll menu. It contains the 125D options. Here is an example of the menu followed by a summary of each menu option:
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PAYMENU4 Payroll - 125D Menu Select one of the following: 1. 125D Deduction Maintenance 13. Enter Voided 125D Checks 2. 125D Deduction Inquiry 14. Print Voided 125D Checks 3. Select Standard Payments 15. Post Voided 125D Checks 4. Enter Override Payments 16. 5. Print Payment Listing 17. 125D Check Reconciliation 6. Print 125D Checks 18. 125D Outstanding Check Register 7. Post 125D Checks 19. 125D Purge Reconciled Checks 8. 20. 9. Print 125D Statements 21. 10. 22. 11. Period End for Section 125D 23. 12. 24. 30. Display P/R Documentation Selection or command 90. Signoff ===> ___________________________________________________ |
P/R Menu 4 Option 1 125 Deduction Maintenance
This option will allow the user to access the deduction pools defined and a 125D deduction. The user can add/change the beginning balance, current balance and frequencies of each deduction.
P/R Menu 4 Option 2 125D Deduction Inquiry
This option allows the user to view the same information as the previous menu option.
P/R Menu 4 Option 3 Select Standard Payments
This option allows the user to automatically include employees for 125D checks based on the frequency flags in the 125D deduction file.
P/R Menu 4 Option 4 - Enter Override Payments
This option allows the user to override the 125D payments. The user can remove standard payments or include additional payments to the work file.
P/R Menu 4 Option5 - Print Payment Listing
This option will print an edit listing of all 125D payments that are scheduled.
P/R Menu 4 Option 6 - Print 125D Checks
This option will print the actual 125D checks.
P/R Menu 4 Option 7 Post 125D Checks
This option will update the payroll files with the information that was used to print the 125D checks.
P/R Menu 4 Option 9 Print 125D Statements
This procedure should be ran at the end of the month after all payroll processing is complete. It will produce employee 125D statements reflecting all the months activity.
P/R Menu 4 Option 11 Period End for Section 125D
After printing 125D statements, this procedure should be ran to prepare the system for the next month.
P/R Menu 4 Option 13 - Enter Voided 125D Checks
This procedure will allow the user to enter any 125D checks that need to be voided. These are checks that have been created by the system and for some reason need to be voided.
P/R Menu 4 Option 14 - Print Voided 125D Checks
This option will produce a listing of checks to be voided as a result of entering them using the previous menu option. This procedure should be done prior to posting voided checks.
P/R Menu 4 Option 15 Post Voided 125D Checks
This option will update the payroll files with the voided 125D checks. Once completed, all payroll files as well as general ledger files will be updated to reflect the voided checks.
P/R Menu 4 Option 17 125D Check Reconciliation
This procedure will allow the user to enter into the system, all 125D checks that are returned in the bank statement.
P/R Menu 4 Option 18 - 125D Outstanding Check Register
This procedure will allow the user to produce an outstanding check register for all 125D checks.
P/R Menu 4 Option 19 -125D Purge Reconciled Checks
This procedure will allow the user to purge all reconciled 125D checks from the system. Once this procedure completes, the only checks remaining will be outstanding.