Chapter 12 Payroll Periods - Office of the State Auditor
Contents
1. Post Net Pay to Disbursements Edt Check AT T K When the View Payroll Register button has been clicked the CTAS Payroll Register screen will appear GE Register This report can be displayed in either Landscape or Portrait display formate Select the format e If you click the Preview button the print preview Report Viewer screen will show the payroll register based on the radio button option selection Landscape or Portrait format A sample of the Landscape format can be found on page 12 13 A sample of the Portrait format can be found on page 12 14 Office of the State Auditor CTAS User Manual 12 12 Payroll Periods Processing a Payroll continued Viewing a Payroll Register continued After reviewing the Payroll Register close the Report Viewer window by clicking the red X i Rep ort m m amp amp amp HO 1 gt Y R Maa Main Report _ New Township Payroll Period Ending 08 27 2014 25 00 25 00 EIC 7 AndersonPete Q TOTALS oe k Total Page No 1 Office of the State Auditor CTAS User Manual 12 13 Payroll Periods Processing a Payroll continued Sample Payroll Register Landscape New Township Payroll Register Landscape _ Payroll Period Ending 08 27 2014 Hours Regula Overtime Wages FICA Medicae 0 00 0 00 I I U 525 00 50 00 0 00 0 00 525 00 0 00 State WH Tax Life Net Pay Anderson Pete Q2. Payroll Period List Add Payroll wh17 01 01 2014 x S F the Beginning Balances checkbox is selected then this payroll period will be setup to store employee begining balances forthe selected year Payroll Period Ending Date yee Description September 25th 2014 ee Beginning Balances Select Year N 2014 2 f Check Date Posting Date Not Posted PERAH 4 Last Name First amp Middle Name SRN Employee p Barker RD NA OOA Create Update Payroll Roster Office of the State Auditor CTAS User Manual 12 54 Payroll Periods Changing the Payroll Check Date To change the payroll check date highlight the payroll period and click the eye button on the Payroll Period List screen 4 Y Accounting Payroll Investments Indebtedness Reports me Admin Help Exit r e 4 Employee Payroll Tax Tables Fi Pera 01 01 2014 7 eg a Payroll Ending ipti J Y Date Posted gt TUE 01 10 2014 Jan 10 Payroll 03 02014 07 21 2014 01 24 2014 Jan 24th Pay period 72 1242014 ay 07 21 2014 02 07 2014 Feb 7th Payroll 02 21 2014 07 22 2014 02 21 2014 Feb 21st Payroll 02 21 2014 07 22 2014 03 07 2014 March 7th Payroll 03 07 2014 K 34l 07 22 2014 03 21 2014 March 21st Payroll 7 03 21 2014 7 07 22 2014 or ae Parl 7 T ii 05 02 2014 May 29 Payroll 07 22 2014 eee Wy Tah Pal _ SS ew a 05 30 2014 7 May 30th Payro
3. Office of the State Auditor CTAS User Manual 12 7 Payroll Periods Processing a Payroll continued Creating a List of Employees Roster To create a list of employees to be paid click on the Create Update Payroll Roster button in the Payroll Processing column k 1 L S aa aaa Employee Payroll Tax Tabie Payroll Period List Add Payroll 15 08 272014 X Payroll Period Ending Date 09 27 2014 i August 27th Payroll W Payroll i Create Update Payroll Roster ctbenttordbenbavebbradbeetboedbenttes ies tien TTT TTT Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks eo SS DIT annee npes troan naan re restren perte renne kalli des esnpes TTT renne vates annees anen peanrea nanes trte bonny Enter Payroll Check Numbers n J Pint Payroll EEEE e N h i Net Pay Account Distribution Report aatilieiie thats TT Post Net Pay to Disbursements reatet eetrent eet tead i ennont Office of the State Auditor CTAS User Manual 12 8 Payroll Periods Processing a Payroll continued Creating a Roster continued After clicking the Create Update Payroll Roster button the Payroll Roster screen will appear Payroll Roster Unselected Employees Employees on Payroll Roster First amp Middle Name First amp Middle Name Employee Pete Q Walter U To select the employees who will be paid e Select the names of e
4. Add Payroll 15 08 27 2014 x d m Payroll Period Ending Date 08 27 2014 T the Beginning Balances checkbox is selected then this payroll period will be setup to store employee for the ed year s Description August 27th Payroll E E Beginni Haas Entered the Payroll Information T Beginning Balantss S Select Year Check Date E Posting Date Not Posted Last Name First amp Middle Name Employee SSN PERA Payroll_ID Payroll Processing i View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report Post Net Pay to Disbursements When you click on the Enter Hours Edit Payroll Check button the Payroll Check Information screen will appear Payroll Check Information avy Name Pete G Anderson Gross Pay F3 Taxes F4 Employee Deduction F5 U Employer s Share F6 Acct Dist F7 Select an Employee Payroll Period Ending 08 27 2014 Check Number Last Name First amp Middle Name Employee Z Pay Frequency Gross Pay Sick Balance Sick Accrue Vacation Balance Vacation Accrue _ Anderson Pete Q N Weekly 24 00 4 00 24 00 4 00 Gross Pay Summary Sick 0 00 Name Sick Hrs Vac Hrs Amount Overtime Gross Pay Tips z Balance Highway i i 0 00 Regular Pay 0 00 orano Py es 0 00 0 00 Gross Earings L N oai 0 00 Total Deductions 00 B sry Balance EIC
5. Chapter Payroll Perio This Page Left Blank In nally CTAS User Manual 12 1 Payroll Periods Introduction The Payroll Periods section of the Payroll Module is used to pay the employee wages When an employee is added an employee payroll record for the employee is created The employee payroll record is where the wages earned are recorded and changes to the employee information specific to this payroll period are made Once an employee payroll record is created any changes made in the Employee Information section will not be shown in the payroll record Accessing the Payroll Periods To access the Payroll Periods section from within the Payroll Module of CTAS click on the Payroll icon The Payroll Period tabs will appear gt LZ Li a S fe ee ee Mli AS gt Accounting P yroll Investments Indebtedness Reports Admin Help Exit a i Aa ga Employee Payroll Tax Tables Payroll HS K l 3 10 PM Payroll Period List Add Payroll Search by Date K X 01 01 2014 ix To 12 31 2014 E Z Sh i U sa Payroll Ending V Description V Check Date YH Posted V Date Posted val p a 01 10 2014 Jan 10 Payroll 01 10 2014 U U U 01 24 2014 Jan 24th Pay period 01 24 2014 Y 07 21 2014 4 02 07 2014 Feb 7th Payroll 02 21 2014 Y 07 22 2014 02 21 2014 Feb 21st Payroll 02 21 2014 Y 07 22 2014 4 03 07 2014 March 7th Payroll 03 07 2014 Y 07 2
6. After reviewing the preview click on the Printer icon to begin the n of the Payroll Register m E m _ m m m m m m m weer m E m m _ m m m m m m Payroll Register Landscape Current Page Noo L Office of the State Auditor CTAS User Manual 12 24 Payroll Periods Processing a Payroll continued Print Payroll Register continued After clicking on the Printer icon the Print screen appears Send To OneNote 2010 Microsoft XPS Document Writer PDF Complete 4 b Status Ready Location Comment Page Range A Selection Fages Apply By clicking the Pages radio button you can choose to print only certain pages Click on the Print button to begin printing the Payroll Register The following page hasa sample of the Payroll Register To close the printing of the Payroll Register e Click the red X icon on the Report Viewer screen e Click the Close button on the CTAS Payroll Register screen Office of the State Auditor CTAS User Manual 12 25 Payroll Periods Processing a Payroll continued Print Payroll Register continued Payroll Register Landscape 4 pr 89 699 ee Office of the State Auditor CTAS User Manual 12 26 Payroll Periods Processing a Payroll continued Net Pay Distribution Report The Net Pay Account Distribution Report may be used to report the payroll information to the town board or city council To print the Net Pay Accou
7. Disbursements _ a On the Payroll details screen you can add or edit notes concerning this payroll period change the Payroll Period Ending Date change the payroll Check Date or do the payroll processing Instructions on using these features can be found later in this chapter Office of the State Auditor CTAS User Manual 12 4 Payroll Periods Adding Notes to a Payroll Period When you are creating page 12 2 or changing page 12 49 a payroll you can insert comments concerning this payroll in the Notes field 7 2 r vsa E gt ad e CTAS a n Accounting Payroll Investments Indebtedness Reports Mn Help Exit s Pa 2 662 E r Employee Payroll Tax Pi Tables pei r r sai Panon To N al Payroll Period List Add Payroll 15 08 27 2014 3 g f the Beginning Balances checkbox is selected then this payroll period will be setup to store employee begining balances Payroll Period Endi 127120 z ayroll Period Ending Date A r for the selected year Reece Os Z Payrol a r Beginning Balances N ma the Payroll Information Check Date Select Year Posting Date Not Posted Payroll Processing 4 SSN PERA Payroll_ID Last Name First amp Middle Name Employee Z Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Reg
8. Distribution By Employee 08 27 2014 For the payroll period ending 08 27 2014 Employee Name Employee Number Account Hum ber Allocation Amount Check Number Anderson Pete Q 7 201 43121 101 S40 00 201 43122 101 40 00 Net Pay 30 00 100 41110100 Unallocated due to rounding 0 00 Total For Period 530 00 Abe K Hanson Town Supervisor Mike Johnson City Council Town Board Office of the State Auditor CTAS User Manual 12 31 Payroll Periods Processing a Payroll continued Net Pay Distribution Report continued Sample Net Pay Distribution Report by Account New Township Net Pay Account Distribution 08 27 2014 For the payroll period ending 08 27 2014 2 ACCOUNT Employee Employee Name Am ount 2 201 43121 101 7 Anderson Pete 0 40 00 Account Total 40 00 201 43122 101 7 Anderson Pete O 40 00 l Account Total 40 00 100 41110 100 Unallocated due to rounding 0 00 Total For Period 530 00 i Abe K Hanson Town Supervisor Mike Johnson City Council Town Board Office of the State Auditor CTAS User Manual 12 32 Payroll Periods Processing a Payroll continued Post Net Pay to Disbursements CTAS is a cash basis system In a cash basis system only the net pay is posted for payroll The withholding amounts will be recorded when the checks are written to pay the withholding amounts The amounts posted in the account distribution in disbursements are fr
9. March 7th Payroll 0307 2014 AM Y Pan 07 22 2014 7 03 21 2014 March 21st Payroll 03 21 2014 2 Y A 07 22 2014 04 04 2014 April 4th Payroll 04 04 2014 Y aaa 07 22 2014 04 18 2014 April 18th Payroll 04 18 2014 N o P A 07 22 2014 05 02 2014 May 2nd Payroll 05 02 2014 a S 07 22 2014 05 16 2014 May 16th Payroll ON162014 8 gf 07 22 2014 05 30 2014 May 30th Payroll 05 30 2014 07 22 2014 06 13 2014 June 13th Payroll 06 13 2014 aa I 07 22 2014 06 27 2014 June 27th Payroll C 06 27 2014 3 07 22 2014 a 07 11 2014 July 11th Payroll 07 11 2014 07 22 2014 2 View Edit os os oll Period Ending Date 08 27 2014 Petit ea te tk i aa Descripti e Z Beginning Balances Select Year 2014 2 Last Name 7 First amp Middle Name Employee SSN a PERA Payroll_ID a Payroll Processing Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report Post Net Pay to Disbursements i b i t Office of the State Auditor CTAS User Manual 12 3 Payroll Periods Creating a Payroll Period continued When the Add Payroll tab opens complete the following steps e Enter the payroll period end date in the Payroll Period Ending Date field or use the down arrow to choose a date e Enter a descrip
10. tab e After the Delete option is selected the Confirm Payroll Delete screen will appear see below left e Click on the Yes button to delete the payroll period e You will then yeceive a screen message see below right that indicates the payroll period was deleted Click the OK button to complete the process Note If the payroll period had been posted you will also need to delete the disbursements associated with this payroll period Office of the State Auditor CTAS User Manual 12 57 Payroll Periods Printing Reports There are seven reports that you can create and print from the Payroll Tax Filing icon They are the Information for Form 941 941E Information for Form 944 MN Annual Tax Information MW 3 MN Unemployment Insurance MN Withholding Return MW 1 W 2 Wage and Tax Statements and W 3 Transmittal of Wage and Tax Statements To select a report you want to create click on the We tab in the Task Bar e x y Accounting Payroll Investments Indebtedness Reports Admin Help Exit 4 K Receipts Claims Disbursements Budget Cash Chartof Vendors Tax Payroll Year Investments Indebtedness Accounts Reports Filing To Date Accounting Employee vad Tdebtedness Tax Filing 4 F i 7 27 PM Report Name Information for Form 941 941E Information for Form 944 MN Annual Tax Information MW 3 MN Unemployment Insurance MN Withholding Return MW 1 W 2 Wage and Tax Statements W 3 Tra
11. 1 2014 E Payroll Ending PS 01 01 2014 4a 01 10 2014 4a 01 24 2014 4a 02 07 2014 4a 02 21 2014 4a 03 07 2014 4a 03 21 2014 04 04 2014 04 18 2014 4a 05 02 2014 05 16 2014 4a 05 30 2014 4a 06 13 2014 4a 06 27 2014 07 11 2014 4a 08 27 2014 4a 08 27 2014 2 View Edit Office of the State Auditor September 29th 2014 Jan 10 Payroll Jan 24th Pay period Feb 7th Payroll Feb 21st Payroll March 7th Payroll March 21st Payroll April 4th Payroll April 18th Payroll May 2nd Payroll May 16th Payroll May 30th Payroll June 13th Payroll June 27th Payroll 7 y Accounting Payroll Investments Indebtedness Reports Admin Help Exit ro 1 7 I 7 d U 7 Employee Payroll Tax A pA YB Check Date YB Posted 01 10 2014 01 24 2014 02 21 2014 02 21 2014 03 07 2014 Aes matn lt lt YB Date Posted 07 21 2014 07 21 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 08 27 2014 12 53 CTAS User Manual Payroll Periods Changing the Payroll Period Date continued After the Edit option is selected the Payroll details screen will appear Click and edit the Payroll Period Ending Date then select the Save button P Ch L ae l i Accounting Payroll Investments Indebtedness I 1 I I I I I Reports Admin Help Exit Employee Payroll Tax Tables I L I Payrol ee
12. 10 00 270 00 TOTALS 10 00 80 00 Office of the State Auditor CTAS User Manual 12 14 Payroll Periods Processing a Payroll continued Sample Payroll Register Portrait _ New Township Payroll Register 08 27 2014 Payroll Period Ending 08 27 2014 2 7 Anderson Pete Q 0 00 0 00 Highway 0 00 Regular Earnings 0 00 Overtime Eamings 0 00 Tips 0 00 Total Gross Earnings 0 00 PERA 0 00 Deferred Income 25 00 Cafeteria Plan 0 00 Taxable Wages 25 00 Federal Withholding 10 00 FICA 0 00 Medicare 0 00 State Withholding 10 00 Health Insurance 15 00 Dental Insurance 10 00 Life Insurance 0 00 Union Dues 0 00 Others 1 0 00 Others2 5 00 Others3 5 00 Net Pay 170 00 Earned Income Credit 90 00 Net Pay amp Earmed Income Credit 60 00 Check Number Office of the State Auditor CTAS User Manual 12 15 Payroll Periods Processing a Payroll continued Printing Checks Print Payroll Checks is an option provided for those who would like to print checks using the computer To print a check click the Print Payroll Checks button in the Payroll Processing column on the Payroll details screen d wa ai E xX R s Accounting Payroll Investments Indebtedness Reports Admin Help Exit N 2 6G Employee Payroll Tax Tables N Payroll Payroll Period List Add Payroll 15 08 27 2014 x Payroll Period Ending Date 08 27 2014 le er 27th Payroll s
13. 2 2014 a 03 21 2014 t March 21st Payroll 03 21 2014 Y 07 22 2014 p 04 04 2014 April 4th Payroll 04 04 2014 Y 07 22 2014 04 19 2014 g April 18th Payroll 04 18 2014 Y 07 22 2014 05 02 2014 May 2nd Payroll 05 02 2014 y 07 22 2014 05 16 2014 ia May 16th Payroll 05 16 2014 Y 07 22 2014 4 05 30 2014 May 30th Payroll 05 30 2014 Y 07 22 2014 4 06 13 2014 June 13th Payroll 06 13 2014 Y 7 22 2014 06 27 2014 June 27th Payroll 06 27 2014 Y 07 22 2014 07 11 2014 S July 11th Payroll 07 11 2014 Y 07 22 2014 2 View Edt 4 Delete 5 Export to CSV i y 4 T N y NI You can Add Payroll View Edit Delete or Export to CSV export listed data from the search of the Payroll Period List tab into a spread sheet format a payroll period from the Payroll Periods List tab Instructions on how to create reports can be found later in this chapter Office of the State Auditor CTAS User Manual Payroll Periods Creating a Payroll Period e CTAS 7 01 01 2014 12 31 2014 12 2 To begin entering a payroll period click on the Add Payroll tab on the Payroll screen 4 Date Posted Acer eee Ceo Yh Payroll Ending YH Description YH Check Date gt H l ar ayro 01 24 2014 Jan 24th Pay period 01 24 2014 Y 07 21 2014 02 07 2014 Feb 7th Payroll 02 21 2014 og Y 07 22 2014 02 21 2014 Feb 21st Payroll 02 21 2014 ee Y N 07 22 2014 4 03 07 2014
14. 4 05 02 2014 0516 2014 05 30 2014 06 13 2014 06 27 2014 07 11 2014 lt lt lt A lt lt gt Se T lt 07 21 2014 07 21 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 08 27 2014 CTAS User Manual 12 50 Payroll Periods Changing the Payroll Information continued After the View Edit button has been clicked the Payroll details screen will appear To change the information for an employee highlight the employee s information and click the Edit Check button c Ea 7 7 r wN ry l E lt ae 7 7 Accounting Payroll Investments Indebtedness Reports Admin Help Exit a Employee Payroll Tax Tables Payroll Payroll Period List Add Payroll 17 01 01 2014 x G Fthe U Balances checkbox is selected then this payroll period will be setup to store employee begining balances fortherselected year L Check Date Posting Date Not Fosted Create Update Payroll Roster Enter Hours Edit Payrall Check View Payrall Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report Payroll P S Post Net Pay to Disbursements Office of the State Auditor CTAS User Manual 12 51 Payroll Periods Changing the Payroll Information continued After clicking Edit Check button the Payroll Check Information screen will appear You can t
15. Amount S 0 00 Net Pay EIC aa Highway SIS Sil Office of the State Auditor CTAS User Manual 12 10 Payroll Periods Processing a Payroll continued Entering the Employee Hours continued Payroll Check Information Employee 7 Name Pete G Anderson Gross Pay F3 Taxes Fa Employee Deduction ES Employer s Share F6 Acct Dist F7 Select an Employee Payroll Period Ending 08 27 2014 Check Number Last Mame First amp Middle Name Employee Pay Frequency Gross Pay Weekly i Payroll details Saved successfully is pre Sick RegHrs SickHrs Vac T Balance ok fo a so gp Total Deductions Net Pay EIC 10 00 Vacation When the Payroll Check Information screen appears complete the following steps e Enter the number of hours for each pay rate When the pay rate is a meeting rate enter the number of meetings attended in the Reg Hours field e Once the hours have been entered for an employee click the Save button then OK on the Payroll box then select another employee to enter the hours worked e When the hours have been entered for all of the employees click the Save button then the Close button in the Payroll Check Information box e Information on the Taxes F4 Employee Deduction F5 Employer s Share F6 and Acct Dist F7 tabs can be updated by clicking on the appropriate tab For more information on these tabs see Chapter 11 of this manual Employee In
16. Chack I ey View Payroll Register erem ere Enter Payroll Check Numbelp Post Net Pay to Disbursements When the Print Payroll Register button has been clicked the CTAS Payroll Register screen will appear CTAS Payroll Register This report can be displayed in either Landscape or Portrait display formate Select the format Landscape Portrait e If you want the print preview to show the Payroll Register in the radio button option to select Landscape or Portrait format click Preview Office of the State Auditor CTAS User Manual 12 45 Payroll Periods Entering Payroll Beginning Balances continued Printing a Beginning Balances Payroll Register continued e After reviewing the preview click the Printer icon to begin printing the report mraz x SAP CRYSTAL REPORTS Payroll Period Ending 01 01 2014 ID Name Regula Overtime 0 00 0 00 I i i SC o0 20 00 0 00 S K 0 20 00 WH Tax n i i i EC 0 00 I 0 x I 100 00 0 00 0 00 100 00 Total Page No 1 Zoom Factor 100 Office of the State Auditor CTAS User Manual 12 46 Payroll Periods Entering Payroll Beginning Balances continued Printing a Beginning Balances Payroll Register continued e After clicking on the Printer icon the Print screen appears S Send To OneNote 2010 Microsoft XPS Document Writer i POF Complete 4 Silly I Ready Comment Page Range DA Selection F
17. Help D ec i N BB e Employee Payroll Tax ee conor Payroll Dean 5 53 PM Search by Date 01 01 2014 08 27 2014 YH Check Date YH Date Posted 01 10 2014 Payroll Ending gt DE X B Description Jan 10 Payroll 01 24 2014 02 07 2014 02 21 2014 03 07 2014 03 21 2014 04 04 2014 04 18 2014 05 02 2014 05 16 2014 05 30 2014 06 13 2014 06 27 2014 07 11 2014 08 27 2014 Jan 24th Pay period Feb 7th Payroll Feb 21st Payroll March 7th Payroll March 21st Payroll April 4th Payroll April 18th Payroll May 2nd Payroll May 16th Payroll May 30th Payroll June 13th Payroll June 27th Payroll July 11th Payroll August 27th Payroll Office of the State Auditor 01 24 2014 02 21 2014 02 21 2014 03 07 2014 03 21 2014 04 04 2014 04 18 2014 05 02 2014 05 16 2014 05 30 2014 06 13 2014 06 27 2014 07 11 2014 lt xx lt x lt x lt lt lt lt lt 07 21 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 07 22 2014 08 27 2014 CTAS User Manual 12 35 Payroll Periods Entering Payroll Beginning Balances continued After the Add Payroll tab is selected the Add Payroll tab will open gt HII ye sm ro Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Payroll Payroll Period List Add Payroll Pa
18. ages 1 lt 1 1 By clicking the Pages radio button you can choose to print only certain pages of the report The Number of copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report A sample can be seen on the next page To return the Payroll details screen e Click the red X icon on the Report Viewer screen e Click the Close button on the Payroll Register screen Office of the State Auditor CTAS User Manual 12 47 Payroll Periods Entering Payroll Beginning Balances continued Sample Payroll Register Landscape New Township Payroll Register Landscape Payroll Period Ending 01 01 2014 L Employee Hours Name Regula Overtime Regular FICA Medicae Barker Kate G 0 00 0 00 0 00 U I 20 00 1 0 00 TOTALS 0 00 0 00 0 00 20 00 0 00 Employee State Insurance Name WH Tax Health Denta Barker Kate G 0 00 0 00 0 00 TOTALS 0 00 0 00 0 00 Office of the State Auditor CTAS User Manual 12 48 Payroll Periods Using the Search Feature In the Payroll Period List section you can search for payroll periods by date The default date search is from the January 1 to today of the current year aia a 7 Accounting Payroll Investments Indebtedness Report
19. d MN 32154 Cafeteria Plan Federa Social Security Total Wages Health Employes Dental Employee Life Employee Union Dues A Pete Anderson Highway Gross Pay Overtime Cafeteria Plan Federd Social Security Total Wages Health Employee Dental Employee Life Employee Union Dues Total Deductions Dental Employer Net Pay Federal Tax Office of the State Auditor Payroll Period Ending GrossPay Regular Retirement Contribution Deferred Income State Medicare Taxable Wages Health Dependant Dental Dependant Life Dependant Other Deductions Health Employer Life Employer Check Date State Tx 0 00 000 0 0 10 0 ki 515 10 9 N C 5 170 10 Payroll Period Ending GrossPay Regular Retirement Contribution Deferred Income State Medicare Taxable Wages Health Dependant Dental Dependant Life Dependant Other Deductions Health Employer Life Employer Check Date State Tax BPE SSE aad aA T Total Page No 1 Dollars And No Cents 08 27 2014 Hkk 80 00 08 27 2014 0 00 50 50 25 10 vyesspessse CTAS User Manual 12 18 Payroll Periods Processing a Payroll continued Printing Checks continued e After clicking on the Printer icon the Print screen appears S Send To OneNote 2010 Lo Microsoft XPS Document Writer PDF Complete Z j part Comment Page Range Al Selection E Page Fages By clicking the Pages radio button yo
20. debtedness Reports Admin Help Exit Employee Payroll Tax Tables Payroll Penod List Add Payroll Search by Date 01 01 2014 lt To 10 30 2014 Payroll Ending Ya Description Y a Check Date Y Posted VY Date Posted vr 01 10 2014 Jan 10 Payroll 01 10 2014 L 07 21 2014 01 24 2014 Jan 24th Pay period 01 24 2014 Y 07 21 2014 01 30 2014 September 29th 2014 08 26 2014 N 02 07 2014 Feb 7th Payroll 02 21 2014 Y 07 22 2014 02 21 2014 Feb 21st Payroll 02 21 2014 t 07 22 2014 03 07 2014 March 7th Payroll 03 07 2014 F 07 22 2014 03 21 2014 March 21st Payroll 03 21 2014 i 07 22 2014 04 04 2014 April 4th Payroll 04 04 2014 Y 07 22 2014 4 04 18 2014 April 18th Payroll 04 18 2014 af 07 22 2014 05 02 2014 May 2nd Payroll 05 02 2014 Y 07 22 2014 05 16 2014 May 16th Payroll 05 16 2014 07 22 2014 05 30 2014 May 30th Payroll 05 30 2014 Y 07 22 2014 06 13 2014 June 13th Payroll 06 13 2014 x 07 22 2014 06 27 2014 June 27th Payroll 06 27 2014 Y 07 22 2014 07 11 2014 July 11th Payroll 07 91 2014 Y 07 22 2014 p 08 27 2014 August 27th Payroll Y 08 27 2014 08 27 2014 October 30th Payroll 2 View Edit 4 Delete MEET ma ma ra a a _ a a a button on the Payroll Period List
21. ditor CTAS User Manual 12 38 Payroll Periods Entering Payroll Beginning Balances continued Creating a Roster continued Payroll Roster a First amp Middle Name Last Name First amp Middle Name Employee Pete Q Walter U To select employees with Beginning Balances e Select the names of employees to be paid from the Unselected Employees box and move the names to the Employees on Payroll Roster box The gt gt button will move all employees names listed in the Unselected Employees box to the Employees on Payroll Roster box The gt button will move the highlighted name s from the Unselected Employees box to the Employees on Payroll Roster box You can also move an individual name by double clicking on that name e The lt button will remove highlighted employee name s from the Employees on Payroll Roster box to the Unselected Employees box The lt lt button will remove all names from the Employees on Payroll Roster box to the Unselected Employees box e Click the Save button and the employee Beginning Balances records will be created Office of the State Auditor CTAS User Manual 12 39 Payroll Periods Entering Payroll Beginning Balances continued Entering the Beginning Balances After the Beginning Balances Roster has been created a list of the employees will appear on the Payroll details screen To enter the Beginning Balances click the Enter Hours Edit Payroll Check button
22. e 91 01 2014 September Zn 2014 Beginning Balances Notes Check Date Posting Date Not Posted First amp Middle Name Print Payroll Register Net Pay Account Distribution Report Post Net Pay to Disbursements Office of the State Auditor CTAS User Manual 12 37 Payroll Periods Entering Payroll Beginning Balances continued Creating a Roster To create the list of employees with Beginning Balances click on the Create Update I Payroll Roster button in the Payroll Processing column i E Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Payroll Payroll Period List Add Payroll 17 08 27 2014 x Payroll Period Ending Date 01101 2014 S f the Beginning Balances checkbox is selected then this payroll period will be getup to store employee begining balances J Horthe selected year Descrction September 25th 2014 Beginning Balances ETIE Check Date l l l I l Notes 1 I I l l 1 l Posting Date Mot Posted 4 1 Payroll Processing First amp Middle Name Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report e ae KS L L After clicking the Create Update Payroll Roster button the Payroll Roster screen will appear as shown on the next page Office of the State Au
23. e calendar by clicking on the down arrow at the end of the field e After choosing the date range click the Search button 7 e Payroll periods meeting the date criteria will be displayed Office of the State Auditor CTAS User Manual Payroll Periods Changing the Payroll Information To change edit the information for a payroll period highlight the payroll period you wish to change and click the View Edit button on the Payroll Period List screen 12 49 7 aa _ Accounting Payroll Investments Indebtedness Reports Admin Help Exit Q ihe 1 FC amp 6G Employee Payroll Tax i Tables Search by Date 01 01 2014 410302014 1 1 Payroll Ending Y Description YH Check Date YH Posted Y Date Posted 01 01 2014 aa 01 10 2014 a 01 24 2014 a 02 07 2014 a 02 21 2014 a 03 07 2014 a 09 21 2014 2 04 04 2014 a 04 18 2014 05 02 2014 a 05 16 2014 05 30 2014 a 06 13 2014 a 06 27 2014 a 07 11 2014 42 08 27 2014 08 27 2014 September 29th 2014 Jan 10 Payroll Jan 24th Pay period Feb 7th Payroll Feb 21st Payroll March 7th Payroll March 21st Payroll April 4th Payroll April 18th Payroll May 2nd Payroll May 16th Payroll May 30th Payroll June 13th Payroll June 27th Payroll July 11th Payroll August 27th Payroll October 30th Payroll Office of the State Auditor 01 10 2014 01 24 2014 02 21 2014 02 21 2014 03 07 2014 03 21 2014 04 04 2014 04 19 201
24. eis a Payroll Information Check Date Posting Date Not Posted Last Name 4 First amp Middle Name SSN H Employee PERA BY Payroll Processing gt eean ee eee ae ee Create Update Payroll Roster View Payroll Register Enter Payroll Check Numbers After clicking the Print Payroll Checks button the Select Date screen will appear see next page Office of the State Auditor CTAS User Manual 12 16 Payroll Periods Processing a Payroll continued Printing Checks continued Select Date Select Date 94 31 2019 A Vertical Adj No adjustment J Preview Close When the Select Date screen appears complete the following steps e Enter the date of the checks in the Select Date box e Click the Preview button and a print preview of the checks will be displayed see next page Office of the State Auditor CTAS User Manual Payroll Periods Processing a Payroll continued Printing Checks continued 12 17 e When the print preview Report Viewer screen appears insert the checks into the printer e After reviewing the preview click on the Printer icon tosprepare printing the checks _ _ _ E P _ _ _ _ _ _ m oo a Report Viewe R WR Y am SAP CRYSTAL REPORTS gt Main Report i g ross Pay Overtime Pete Anderson Pete Anderson 991 2 Avenue West Aroun
25. ependent Amount field of the Dental Plan area Enter the total employee amount withheld for life insurance in the Employee Amount field of the Life Plan area Enter the total dependent amount withheld for life insurance in the Dependent Amount field of the Life Plan area In the Other Deductions column enter the total amount withheld for retirement in the Total Amount field under Retirement Type Enter the total amount withheld for union dues in the Union Dues Amount field Enter the total amount for any other deductions and the type of those deductions in the Other Deductions area Click the Employer s Share F6 tab at the top of the screen to enter the employer s share of any deductions Office of the State Auditor 12 42 CTAS User Manual 12 43 Payroll Periods Entering Payroll Beginning Balances continued Entering the Beginning Balances continued Payroll Check Information Employee 5 Name Kate G Barker Gross Pay F3 Taxes F4 Employee Deduction F5 Dental Insurance Amount Health Insurance Amount Life Insurance Amount Deduction Name Employer Share b Deferred Income Cafeteria S Delete Retirement Rate Regular Percentage Additional Percentage TOTAL When the Employer s Share screen appears e Enter the total amount of the employer s share of health insurance in the Health Insurance Amount field e Enter the total amount of the employer s share of dental insurance in the Denta
26. ferred income in the Deductions area Enter the total amount of FICA withheld in the Total FICA field Enter the total amount of Medicare withheld in the Total Medicare field Check the appropriate boxes if a W5 has been filed Enter the total amount withheld for a cafeteria plan in the Deductions area When the information has been entered click the Employee Deductions F5 tab at the top of the screen to enter employee deductions Office of the State Auditor CTAS User Manual Payroll Periods Entering Payroll Beginning Balances continued Entering the Beginning Balances continued Employee 5 Life Plan Payroll Check Information Health Plan Employee Amount Dependent Amount Amount Dental Plan Employee Amount Employee Amount Name Kate G Barker Gross Pay F3 Taxes F4 Insurance Deductions Other Deductions Retirement Type Percentage Total Amount Dependent Amount Dependent Amount When the Employee Deductions screen appears In the Insurance Deductions column enter the total employee amount withheld for health insurance in the Employee Amount field of the Health Plan area Enter the total dependent amount withheld for health insurance in the Dependent Amount field of the Health Plan area Enter the total employee amount withheld for dental insurance in the Employee Amount field of the Dental Plan area Enter the total dependent amount withheld for dental insurance in the D
27. formation Note Changes made to the employee payroll period record will not change any information in the Employee Information record Office of the State Auditor CTAS User Manual 12 11 Payroll Periods Processing a Payroll continued View a Payroll Register The next step is to view a Payroll Register The Payroll Register can be viewed in either a Landscape or Portrait format To view the Payroll Register click on the View Payroll Register button in the Payroll Processing column on the Payroll details screen i Admin Help Exit counting Payroll Investments Indebtedness Reports 4 a Employee Payroll Tax Tables S z Payroll Payroll Period List Add Payroll 15 08 27 2014 x T the Beginning Balances checkbox is selected then this payroll period will be setup to store employee begining balances for the selected year I Payroll Period Ending Date 03 27 2014 im 27th Payroll Description Notes Entered the Payroll Information Check Date Posting Date Not Posted SSN 4 Employee 4 PEHA Z 4 E Beginning Balances Select Year Payroll Processing I I I I I I I I I I Create Update Payroll Roster First amp Middle Name Last Name gt Enter Hours Edit Payroll Chi View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report
28. hen make any changes to the payroll until the payroll has been posted Once a payroll has been posted the only changes you can make are to remove an employee from the payroll roster or change the check date Payroll Check Information Employee 5 Name Kate G Barker Gross Pay F3 Taxes F4 Employee Deduction F5 Employer s Share FR Select an Employee Payroll Period Ending 01 01 2014 i Check Number Last Name First amp Middle Name Employee Pay Frequency Gross Pay Sick Balance Sick Accrue Vacaton Balance Vacation Accrue Barker Kate G Monthly Gross Pay Summary Name Reg Hrs Sick Hrs Vae Hra Amount Overtime Gross Pay Tips Meeting 0 00 75 00 0 00 Regular Pay Treas Duties 0 00 70 00 0 00 Extra Meeting 0 00 100 00 0 00 0 00 0 00 0 00 Gross Eamings 0 00 20 00 0 00 Total Deductions 0 00 0 00 0 00 Overtime Pay gag ENA Net Pay EIC Amount Net Pay EIC Sick Balance Vacation Balance Instructions on entering payroll information on each tab can be found in Chapter 11 of this manual Employee Information After entering the information click the Save button Office of the State Auditor CTAS User Manual Payroll Periods Changing the Payroll Period Date To change the Payroll Period Ending Date highlight the payroll period you wish to 12 52 change and click the View Edit button i Tables Perr 01 0
29. in the Payroll Processing column on the Payroll details screen K Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Payroll Payroll Period List Add Payroll 17 OB 27 0014 X Payroll Period Ending Date A III September 2h 2014 Beginning Balances T Check Date 7 Posting Date Not Posted S Gees H PERA Payroll Processing Create Update Payroll Roster T First amp Middle Name SSN Employee bud u Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payrall Check Numbers Print Payroll Register Net Pay Account Distribution Report Post Net Pay to Disbursements Office of the State Auditor CTAS User Manual 12 40 Payroll Periods Entering Payroll Beginning Balances continued Entering the Beginning Balances continued When you click on the Enter Hours Edit Payroll Check button the Payroll Check Information screen will appear Payroll Check Information Name Kate G Barker Employer s Share EE Select an Employee Patol Period Ending 01 01 2014 Check Number I First amp Middle Name Employee Pay Frequency Gross Pay Sick Balances Sick Accrue Vacation Balance Vacation Accrue Weekly 0 00 Summary Sick K 0 00 Sick Hrs Vac Hrs Amount hOvertime Gross Pay TPS 5 Balance 75 00 A Regular Pay Rn G Overtime Fay Ke
30. ister Net Pay Account Distribution Report Post Net Pay to Disbursements LW 4 l You can enter up to 255 characters in the Notes field Enter your comments and then click the Save button to save the information regarding this payroll Office of the State Auditor CTAS User Manual 12 5 Payroll Periods Editing Notes to a Payroll Period You can also change edit the comments information entered in the Notes field If a comment has been entered for a payroll the Payroll details screen allows you to edit notes in the text box aa E E m CTAS shead Accounting Payroll Investments Indebtedness Reports Admin Help Exit Dan _ _ lt xz e Employee Payroll Tax E Tables oe Payroll Period List Add Payroll 15 08 272014 Xe 7 FN hg a Payroll Period Ending Date 08 27 2014 ess Descripti August 27th Payroll 7 an e e ae the Payroll Information Check Date lt Posting Date Not Posted Last Name First amp Middle Name Employee SSN a PERA a Payroll_ID H Payroll Processing Office of the State Auditor CTAS User Manual 12 6 Payroll Periods Processing a Payroll The Payroll Processing column on the right side of the Payroll details screen contains buttons designed to assist in the preparation of the payroll L Payroll Period Ending Date 08 27 2014 m Ie Desorption RS 2h Payrol
31. l Insurance Amount field e Enter the total amount of the employer s share of life insurance in the Life Insurance Amount field e Enter the total amount of the employer s share of a cafeteria plan in the Cafeteria plan field e Enter any changes to the employer s percentage rate for retirement in the Retirement Rate area e Click the Save button then the OK button Select the next employee Click the Save button then the OK button when the Beginning Balances information has been entered for all of the employees Then close the Payroll Check Information screen Office of the State Auditor CTAS User Manual 19 44 Payroll Periods Entering Payroll Beginning Balances continued Printing a Beginning Balances Payroll Register The next step is to print a Payroll Register The Payroll Register can be printed in either Landscape or Portrait format To print the Payroll Register click on the Print Payroll Register button in the Payroll Processing column on the Payroll details screen s T Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Payroll Payroll Period List Add Payroll 17 08 27 2014 x I l l I I l Tables I l 1 I Payroll Period Ending Date 01 01 2014 Check Date Posting Date Not Posted Last Name 4 First amp Middle Name Employee PERAS t me e T mma aac Y A Create Update Payroll Enter Hours Edit Payroll
32. ll 07 22 2014 06 13 2014 June 13th Payroll l 07 22 2014 a 06 27 2014 June 27th Payroll 06 07 22 2014 07 11 2014 July 11th Payroll HID 07 22 2014 Ce l T apan 08 27 2014 October 30th Payroll can a Office of the State Auditor CTAS User Manual 12 55 Payroll Periods Changing the Payroll Check Date continued After the View Edit tab 1s selected the Payroll details screen will appear Edit the payroll check date then select the Save button U i 7 Accounting Payroll Investments Indebtedness Rep s Admin Help Exit 1 1 Employee Payroll 1Tax Tables 1 Payroll 7 Payroll Period List Add fend 17 01 29 0014 x F the Beginning Balances checkbox is selected then this payroll period will be setup to store employee begining balances for the selected year Y Z Begining Balances Notes i v Check Date 08282014 Posting Date Not Posted Payroll Period Ending Date 0 25 2014 First amp Middle Name Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Pint Payrol Register Net Fay Account Distibution Repor i Post Net Pay to Disbursements Office of the State Auditor CTAS User Manual 12 56 Payroll Periods Deleting a Payroll Period The need to delete a payroll period could occur if errors were made when the payroll was entered Accounting Payroll Investments In
33. mployees to be paid from the Unselected Employees box and move the names to the Employees on Payroll Roster box The gt gt button will move all employees names listed in the Unselected Employees box to the Employees on Payroll Roster box The gt button will move the highlighted name s from the Unselected Employees box to the Employees on Payroll Roster box You can also move an individual name by double clicking on that name e The lt button will move highlighted employees names from the Employees on Payroll Roster box to the Unselected Employees box The lt lt button will move all employees names from the Employees on Payroll Roster box to the Unselected Employees box e Once all necessary employees are moved to the Employees on Payroll Roster box click the Save button and employee payroll records will be created Office of the State Auditor CTAS User Manual 12 9 Payroll Periods Processing a Payroll continued Entering the Employee Hours After the Payroll Roster has been created a list of the employees on that roster will appear on the Payroll Details screen To enter the number of hours worked click the Enter Hours Edit Payroll Check button in the Payroll Processing column x a az s S cmas i Accounting Payroll Investments Indebtedness Reports Admin s Help Exit S 2 a B N E ag s s s Employee Payroll Tax mie Tables s ponon 7 d eee Payroll Period List
34. n TEI 30 00 2 L Gross Eamings 30 Total Deductions EIC Amount 0 00 Net Pay EIC Vacation When the Payroll Check Information screen appears enter the number of hours for each pay rate The Gross Pay should equal the total paid for the year When the pay rate is a meeting rate enter the number of meetings attended in the Reg Hrs field Then click the Taxes F4 tab to enter the federal and state withholdings The Tax and Pretax Benefit Deductions screen will appear see next page Office of the State Auditor CTAS User Manual 12 41 Payroll Periods Entering Payroll Beginning Balances continued Entering the Beginning Balances continued Payroll Check Information Employee 5 Name Kate G Barker Employee Deduction ES _ Employer s Share F l Tax and Pretax Benifit Deductions Calculate Tax Withhold FICA Tax Status Single FICA Federal Deductions Total FICA Federal Withholding Withhold Medicare Total Federal Tax Tax State MN Total Medicare State Deductions Aled W5 for Eamed Income State Withholding Total State Tax Employee E Deductions Deduction Name Employee Share Spouse Deferred Income 20 00 Cafeteria 50 00 When the Tax and Pretax Benefit Deductions screen appears Enter the total amount of federal tax withheld in the Total Federal Tax field Enter the total amount of the state tax withheld in the Total State Tax field Enter the total amount of de
35. nsmittal of Wage and Tax Statements Office of the State Auditor CTAS User Manual 12 58 Payroll Periods Printing Reports continued A Reports screen will appear listing the several sub menu reports sections segmented into categories of reports Select the Tax Filing icon The list of seven reports will be appear To rain a report highlight the report and click the Run button Information on how to create and print each report can be found in Chapter 13 Tax Filing of this manual Accounting Payroll Investments Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Tax Payroll Year Investments Accounts Reports Filing To Date Accounting Employee ee P SIIT Tax Filing F 4 gt 7 37 PM Report Name Information for Form 941 941E Information for Form 944 MN Annual Tax Information MW 3 MN Unemployment Insurance MN Withholding Return MW 1 W 2 Wage and Tax Statements W 3 Transmittal of Wage and Tax Statements Office of the State Auditor
36. nt Distribution Report click on the Net Pay Account Distribution Report button in the Payroll Processing column on the N Payroll details screen S N N S a orr E rie Accounting Payroll Investments Indebtedness Reports Admin Help Exit c E TOON N N N Employee Payroll Tax x Tables N Payroll N Payroll Period List Add Payroll 15 08 27 2014 x Payroll Period Ending Date 08 27 2014 Description 27th Payroll Notes ou the Payroll Information Check Date Posting Date Not Posted First amp Middle Name Payroll Processing Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks a a Print Payroll Register Net Pay Account Distribution Report l Post Net Pay to Disbursements After clicking onthe Net Pay Account Distribution Report button the Payroll Report Data screen will be displayed see next page Office of the State Auditor CTAS User Manual 12 27 Payroll Periods Processing a Payroll continued Net Pay Distribution Report continued Payroll Report Date Unallocated Due to Rounding Account Fund Account Number Object Code j 100 General Funds 9 41110 Council Town Board N 100 Wages and Salaries There are two options for organizing the Net Pay Distribution Report The By Account option is the default selection With this opti
37. oard I Click the By Employee radio button e Click the Preview button The print preview Report Viewer screen will appear see below e After reviewing the preview click on the Printer icon to begin the printing of the report _ lt _ _ _ Net Pay Account Distribution 08 27 2014 Cierto Natit Anderson Pete 0 Account Total Anderton Pete 0 Account Total Total 8 ar Period Terra Supervisor Date Current Page Mos 1 Tatal Page Mos 1 Doom Factor 100 Office of the State Auditor CTAS User Manual 12 29 Payroll Periods Processing a Payroll continued Net Pay Distribution Report continued e After clicking on the Printer icon the Print screen appears Send To OneNote 2010 Microsoft APS Document Writer PDF Complete L b Ready Comment Page Range Al Selection By clicking the Pages radio button you can choose to print only certain pages of the report The Number of copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report The following pages have samples of the report Office of the State Auditor CTAS User Manual 12 30 Payroll Periods Processing a Payroll continued Net Pay Distribution Report continued Sample Net Pay Distribution Report by Employee New Township Net Pay Account
38. ocessing column on the Payroll details screen K N N N N N l m CTAS ro B ZS m Accounting Payroll Investments Indebtedness Eeports Admin Help Exit l S N N N N N Employee Payroll Tax Tables s Payroll ST 4 50 PM Payroll Period List Add Payroll 15 08 27 2014 x Payroll Period Ending Date 99 27 2014 Check Date Posting Date Not Posted First amp Middle Name Payroll Processing Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Tass Print Payroll Checks Print Payroll Register Net Pay Account Distribution Report Post Net Pay to Disbursements After clicking the Enter Payroll Check Numbers button the Payroll Check Numbers screen will appear see next page Office of the State Auditor CTAS User Manual 12 21 Payroll Periods Processing a Payroll continued Entering Check Numbers continued Payroll Check Numbers Check Date 08 27 2014 l 4 First amp Middle Name Check Number I I When the Payroll Check Numbers screen appears I e Enter the date of the checks in the Check Date box This is the date that will be posted to disbursements as the date of the check In addition this is the date CTAS will use to calculate the withholding for each quarter for the Form 941 report and this is the date requested when printing the Account Distribution rep
39. om the account distribution recorded in the employee payroll record To post the net pay to disbursements click on the Post Net Pay to Disbursements button in the Payroll Processing column on the Payroll details screen F CTAS Gel LS xX T 2 Accounting Payroll Investments Indebtedness Reports Admin Help Exit 1 1 1 Employee Payroll Tax Tables i 1 1 1 1 Payroll Payroll Period List Add Payroll 15 08 27 2014 x a oe Eces checkbox is selected then The payroll period will be setup to store employee begining balances eee pe 27th Payroll R Entered the Payroll Information Check Date L l p Payroll Period Ending Date 99 27 2014 Posting Date Not Posted Payroll Processing L Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks U 1 1 1 1 Enter Payroll Check Numbers gom o Print Payroll Register Post Net Pay to Disbursements After clicking on the Post Net Pay to Disbursements button the Post Net Pay screen will be displayed as shown on the next page Office of the State Auditor CTAS User Manual 12 33 Payroll Periods Processing a Payroll continued Post Net Pay to Disbursements continued Post Net Pay Payroll Period Ending Date 08 27 2014 Description Augu
40. on the report will be organized by account number to show how the net pay will be distributed when the net pay is posted to the disbursements Instructions for using the By Employee option are shown on the next page i I I When the By Account option is selected the Unallocated Due to Rounding Account box appears immediately below it There are times when the account distribution for an employee does not match the total net pay for the employee due to the percentage allocation in the account distribution The Unallocated Due to Rounding Account is used to account for this difference A sample of the Net Pay Distribution Report by Account can be seen on page 12 31 To use the By Account option to print the report Click the By Account radio button if it is not already filled in In the Unallocated Due to Rounding Account box enter the Fund Number in the Fund held Then enter the Account Number and the Object Code in the adjacent fields e Click the Preview button Office of the State Auditor CTAS User Manual 12 28 Payroll Periods Processing a Payroll continued Net Pay Distribution Report continued The second option By Employee will print the report alphabetically by employee A sample of the Net Pay Distribution Report by Employee can be seen on page 12 30 To use the By Employee option to print the report Unallocated Due to Rounding Account Fund i Account Number 100 General Funds N 41110 Council Town B
41. orts e Enter the Check Number for each payroll check You can press the enter key after entering the Check Number to move to the next employee e Click the Save button then the OK button then close the Payroll Check Numbers screen Office of the State Auditor CTAS User Manual 12 22 Payroll Periods Processing a Payroll continued Print Payroll Register Select the Print Payroll Register button from the Payroll Processing column Payroll Paving Liat Ahi Payroll 4s NINAS x S 4 L 4 l _ C 5 l i i Fem Ped Enang Dag 05795 CE1 tte Masa pr d pand wi Ee psiu 19 dome ampiri bared Se O KRE nn k E s ns EI Bearers Batances Select Yas 0 k K vs N N Danca a 52a 8 Emploves f u PEPZ a s N Payroll Pirexonssiney M Teme Update Payr Poster s STL LT k k Yee Per Phage er XN x Peri Fapa Check 2 gt s Enter Pagi Drech Humbe Eda Paci When the Print Payroll Register button has been clicked the CTAS Payroll Register screen will appear CTAS Payroll Register This report can be displayed in either Landscape or Portrait display formate Select the format O Landscape Portrait If you click the Preview button the print preview Report Viewer screen will show the payroll register based on the radio button option selection Landscape or Portrait format Office of the State Auditor CTAS User Manual 12 23 Payroll Periods Processing a Payroll continued Print Payroll Register continued
42. s Admin Help Exit Employee Payroll Tay Tables Payroll Payroll Period List Add Payroll Search by Date 01 01 2014 To 10 30 2014 Payroll Ending b TYH Description l Y Check Date Y Posted Y Date Posted gt a A September 29th 2014 N 01 10 2014 Jan 10 Payroll 01 10 2014 i 07 21 2014 01 24 2014 G Jan 24th Pay period 01 24 2014 Y 07 21 2014 02 07 2014 G Feb 7th Payroll 02 21 2014 iY 07 22 2014 02 21 2014 Feb 21st Payroll 1 02 21 2014 Y 07 22 2014 03 07 2014 March 7th Payroll 03 07 2014 Y 07 22 2014 03 21 2014 G March 21st Payroll i 03 21 2014 Y 07 22 2014 04 04 2014 0 April 4th Payroll i 04 04 2014 iY 07 22 2014 04 18 2014 April 18th Payroll 04 18 2014 Y 07 22 2014 05 02 2014 May 2nd Payroll I 05 02 2014 Y 07 22 2014 05 16 2014 G May 16th Payroll i 05 16 2014 Y 07 22 2014 05 30 2014 C May 30th Payroll 05 30 2014 Y 07222014 06 13 2014 June 13th Payroll 06 13 2014 T 07 22 2014 06 27 2014 June 27th Payroll 4 06 27 2014 H 07 22 2004 07 11 2014 G July 11th Payroll i 07441 2014 Y 939014 08 27 2014 S August 27 Payroll Y 08 27 2014 08 27 2014 i October 30thPayroll 1 N f ae i 7 4 t To select a range of search dates w m mm mm m m m e Click on the first dale field and enter a new date or use the calendar by clicking on the down arrow at the end of the field e Click on the second date field and enter a new date or chbose a date from th
43. st 27th Payroll All unallocated amounts Rounding Eros will be posted to the following account Fund Number Account Number Object Code 41110 Council Town Board 100 Wages and Salaries Post Cancel To post the net pay Enter the Fund Number in the Fund Number field Enter the Account Number in the Account Number field Enter the Object Code in the Object Code field Click the Post button To ensure data privacy the posted payroll will display the payroll period ending date rather than the employee s name CTAS will post an amount to this Fund Account Number and Object Code only when the net pay account distributions do not equal the net pay The amount is only a few cents and occurs because of the distribution by percentage After clicking the Post button when the net pay has been posted the following screen will appear Click the OK button to return to the Payroll details screen Office of the State Auditor CTAS User Manual Payroll Periods Entering Payroll Beginning Balances If you begin using the Payroll Module during the year CTAS provides an option to enter the balances for the wages and withholdings By entering the balances you can skip entering each individual payroll that has been previously paid 12 34 To enter the payroll balances for January to date click on the Add Payroll tab an 7 gt CTAS X Accounting Payroll Investments Indebtedness Reports Admin
44. tion of the payroll period in the Description field e Enter a Check Date e Only check the Beginning Balances box if starting the Payroll Module of CTAS in the middle of a fiscal year having already issued payrolls in that year See page 12 39 e Click the Save button to create the payroll period Payroll Periods Payroll Period Details Screen After saving the payroll period information the Payroll details tab will be displayed eo a os a so CAS lt q y S x Accounting Payroll Investments Indebtedness Reports Admin Help BE ake S i os S 2 5 a7 ta as Lc tg 1 ro A e Employee Payroll Tay oc Tables ae a 5 e oe a mnn Payroll roe i i i 3 23 PM Payroll Period List Add Payroll 15 08 27 2014 x Payroll Period Ending Date 09 27 2014 5 ff the Beginning Balances checkbox is selected then this payroll period will be setup to store employee begining balances for the selected year 27th Payroll Description ta lia Beginning Balances Select Year Notes dP W A Check Date Posting Date Not Posted l Save Cancel Last Name 8 First amp Middle Name Employee SSN R PEHAR Payroll_ID Payroll Processing Create Update Payroll Roster Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report Post Net Pay to
45. u can choose to print only certain checks Click on the Print button to begin printing the checks The following page has a sample of the check To close the printing of the checks e Click the red X icon on the Report Viewer screen e Click the Close button on the Select Date screen Office of the State Auditor CTAS User Manual 12 19 Payroll Periods Processing a Payroll continued Printing Checks continued Sample Check Pete Anderson Pete Anderson 99 1 2 Avenue West Around MN 32154 Pete Anderson Highway Gross Pay Overtime Cafeteria Plan Federal Social Security Total Wages Health Employee Dental Employee Life Employee Union Dues Total Deductions Dental Employer Net Pay Federal Tax Office of the State Auditor Payroll Period Ending Gross Pay Regular Retirement Contribution Deferred Income State Medicare Taxable Wages Health Dependant Dental Dependant Life Dependant Other Deductions Health Employer Life Employer Check Date State Tax 08 27 2014 noon X i oo Dollars And No Cents 08 27 2014 0 00 50 50 25 10 8 27 2014 10 CTAS User Manual 12 20 Payroll Periods Processing a Payroll continued Entering Check Numbers After the checks have been printed you can enter the check numbers Once a check number has been entered you cannot print a check To enter the check numbers click the Enter Payroll Check Numbers button in the Payroll Pr
46. yroll Period Ending Date 91 01 2014 E aaia Check Date Posting Date lt Not Posted gt Payroll Processing Create Update Payroll Roster H First amp Middle Name Enter Hours Edit Payroll Check View Payroll Register Print Payroll Checks Enter Payroll Check Numbers Print Payroll Register Net Pay Account Distribution Report Post Net Pay to Disbursements To enter the beginning balances ee w Saa I I e Place a check mark in the Beginning Balances box When the Beginning Balances box is checked the Payroll Period Ending Date is automatically filled in i Click the up ordown arrow to select the fiscal year for the Beginning Balances J e Enter 3 Description e No check date will be entered Checks have already been issued J Click the Save button Office of the State Auditor CTAS User Manual 12 36 Payroll Periods Entering Payroll Beginning Balances continued After clicking the Save button the Payroll details screen appears with a Beginning Balances checkbox selected stating it 1s the Beginning Balances ail Accounting Payroll Investments Indebtedness Reports Admin Help Exit Employee Payroll Tax Tables Payroll Payroll Period List Add Payroll 17 08 27 2014 X F the Beginning Balances checkbox is selected then this payroll period will be setup to store employee begining balances for the selected year Payroll Period Ending Dat
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