Chapter 1 Setting Up Your CTAS Version 8 System
Contents
1. a ag Paro yee Tyo x gt hes eis I oe wy wm o Tax Tatin Ad he X N Tax Yor to koot 5 Peat fon OSA Yin root ion hie ax Y v E v v 2 65 w bh En beste Office of the State Auditor CTAS User Manual si Setting Up Your CTAS System Payroll System continued Payroll Tax Tables continued Enter tax year for the Tax Tables being entered oe lt LLL LT i d Arceueting Payre rvesteents indebtedhess Seperts deen gut ss aa Employee Payro Tax Tables Tan Tabios 27 N oni au Tas Tabie Add Tax Takko Tax Yeo 2015 Annual Federal lax Ranges Anewel State ax Ranges Sngle sng er ened Mate Single me Marnec Deia Dl FICA Fifa Madane Aa Ameza Employee 1 000 Empkrpen li Employer on Exapkerpor io Enter the information into the appropriate fields from the tax table information obtained from the Office of the State Auditor s website at http www auditor state mn us default aspx page ctas A sample of the tax table information from the Office of the State Auditor is shown on the next page Office of the State Auditor CTAS User Manual Setting Up Your CTAS System Payroll System continued Payroll Tax Tables continued CTAS Version 8 2015 Tax Tables 2 300 00 8 600 00 i 11 525 00 27 050 00 0 150 39 750 00 83 500 00 0 250 93 050 00 159 800 00 0 280 413 800 00 420 100 00 191 600 00 239 050 00 Po 415 500 00 473 450 00 Withholding 1 845 00 2 300 00 8 6002. 00 2z s7000 45 250 00 0 0705 83660 00 158 220 00 0 0785 Withholding 1 341 25 1 960 78 Po ICA Medicare Employee 0062 0 0145 Employer 0 062 0 0145 P E R A Rates P Employee Employer Employer Employer Rate Rate Additional Total Coordinated 1 00 75 2 68 11 78 Police amp Fire 10 80 16 20 n a 16 20 Defined Contribution Plan Elected Officials 5 00 5 00 n a Defined Contribution Plan City Managers Administrators 6 50 6 50 n a Revised 12 19 2014 3 5 00 Office of the State Auditor 1 23
3. Reports Admin Help Exit Employee Payroll Tax Tables ponon ax ssa pu Payroll Pernod List Add Payroll Search by Date 01 01 2014 v To 09 04 2014 v a Payroll Ending Y Description Y Check Date Y Posted Y a Date Posted Yu 25 01 01 2014 September Month Payroll 2014 01 10 2014 Jan 10 Payroll 01 10 2014 Y 7 21 2014 01 24 2014 Jan 24th Pay period 01 24 2014 Y 7 21 2014 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 03 07 2014 March 7th Payroll 03 07 2014 Y 07 22 2014 03 21 2014 March 21st Payroll 03 21 2014 Y 7 22 2014 04 04 2014 April 4th Payroll 04 04 2014 Y 7 22 2014 4a 04 18 2014 April 18th Payroll 04 18 2014 Y 07 22 2014 05 02 2014 May 2nd Payroll 05 02 2014 07 22 2014 05 16 2014 May 16th Payroll 05 16 2014 Y 7 22 2014 05 30 2014 May 30th Payroll 05 30 2014 Y 07 22 2014 06 13 2014 June 13th Payroll 06 13 2014 Y 07 22 2014 4a 06 27 2014 June 27th Payroll 06 27 2014 Y 7 22 2014 07 11 2014 July 11th Payroll 07 11 2014 Y 07 22 2014 2 View Edit Delete 4 Export to CSV Before doing payroll there are two steps that must be completed entering the employee records and entering the information for the tax tables Office of the State Auditor CTAS User Manual si Setting Up Your CTAS System Payroll System continued Entering Employee Information in the Demographics and Job Tab F3 To add an e
4. Sick and Vacation benefits information by clicking on the Sick and Vacation Tab F7 Users are not required to complete the Sick and Vacation tab This tab is provided as an option for the cities or towns that provide these benefits Next click on the Official Role Tab F8 Office of the State Auditor CTAS User Manual sid Setting Up Your CTAS System Payroll System continued Entering Information in the Official Role Tab F8 Employee 4 9 16 AM Chai a 1 1 1 1 Select the role that pertains to the employee Multiple roles can be Selected for an employee Each entity must have one primary contact and one City Council Town Board or Town Supervisor selected If a rolefor an employee is not listed s amp lect the Other box One role must be selected for an employee 7 When all mandatory tabs are completed select the Save button Office of the State Auditor CTAS UserManual sid Setting Up Your CTAS System Payroll System continued Payroll Tax Tables Once you ve entered the employee records the second component that needs to be completed is the entering of the tax tables Click on the Tax Tables icon to open the Tax Tables section _ u _ _ _ _ _ _ _ _ _ _ a _ _ _ s _ f _ Accounting Payroll Investments Ingebiedrress Reports Admin Help Exit _ T _ Employee Payroll Tax Tables Tax Tables WY A 4 59 PM Tax Table Add Tax Table 4 Tax Yearto I
5. TH Amount TH Void TH Cleared TH Deposit DatellD TH Occurrence Date TH x 2 View Edit Void YM A Delete 5 Export to CSV 6 Prit The system automatically defaults to the Receipts Menu screen found in the Accounting Module Users can navigate to any other section of CTAS from this screen by clicking on the appropriate icon To change to the Payroll Investments Indebtedness Reports or Admin modules select a tab from the Task Bar Once you are in the appropriate module you can move to another screen within the module by clicking on the corresponding icon Office of the State Auditor 1 3 CTAS User Manual Setting Up Your CTAS System Administration Information Entering the Information for Your Entity The screen where you enter your entity information in is the Administration section To access the Administration module click on the Admin tab in the Task Bar then select the L a BE a gt L e amp 2 75 a L Accounting Payroll Investments Indebtedness Reports Admin Help Exit AA M Adm Admin 3 26 PM Year end Processing F5 Utilities F6 Error Log F7 Upgrade F8 System Infomation F3 Edit System Information F4 I New Township I Institution I Address 50 Main Street I I Newtown MN 59414 Phone Eg I Fax o Email CurrentFiscalYear 2014 Federal ID Number State ID Number OSA Code I I I To beg n entering the information
6. e If an employee is paying in PERA enter the Type of Plan in the Retirement Type field The Retirement Type is used to indicate which PERA plan the employee participates in DCP Coordinated etc e Enter the percentage to be withheld The percentage should be entered as a decimal For example to withhold 5 enter 0 05 in the Percentage field e Enter the Union Dues or any Other Deductions required to be withheld from an employee s pay e Enter the employer s share of any benefits If the employee is paying into PERA enter the percentage for the employer s share of the retirement When this tab is completed click on the Acct Dist tab F6 Office of the State Auditor CTAS User Manual 1 16 Setting Up Your CTAS System Payroll System continued Entering information in Acct Dist Tab F6 Remarwrs Percertage to ttute 0 000 The fourth tab is for the Account Distribution screen On this screen 1 00 is equivalent to 100 All employee distribution records must equal 100 This allows an employee s wages to be split among several categories The percentages should be entered as a decimal The breakdown that is likely to occur the most often should be entered The account distribution breakdown can be adjusted when entering the employee hours for the payroll period Note At least one Fund Number Account Number Object Code and percentage must be entered for each employee When this tab is completed users can enter
7. 7 L L 7 7 L L L 7 7 gt ee Office of the State Auditor CTAS User Manual Setting Up Your CTAS System Cash Control continued After clicking the Edit button the Fund tab will open WE en CIAS s caha Accounting Payroll Investments Indebtedness Rep A Admin Help Exit Receipts Claims Disbursements Budget Gas Thart of Vendors Accounts Cash VO 4 46 PM Cash List 100 X Kund Number 100 Beginning Balance ae Fiscal Year Fun Sn General Funds BEN 20 000 00 ME Fund Creation Date 89 03 2014 Account Numbe Sn A hy count Number 10100 7 1 Current Balance N T 161765 00 Po va Se N 4 ER A N 4 N X 7 7 N Sn N 4 By s sf 4 S 1 s X a S s 4 Ex 2 N 2 1 s s N 4 7 S 4 s x 7 5 Ne 52 7 Daa v N 1 o N 4 Ae N x i 4 ee 4 xy EEE NK 7 IN gee Ze With the fund tab open complete the following steps v g ae f N e e r 7 N e Select the Fiscal Year for the beginning balance S 1 e Enter the Fund s beginning balance N i 7 N e Click the Save button 7 N e To enter the beginning balance for another fund click on the Cash List tab highlight the fund in the Cash List tab and click the Edit button Repeat steps above for each fund beginning balance needed Office of the State Auditor CTAS User Manual 1 9 Setting Up Your CTAS System Vendors To access the Vendors section from within the Accountin
8. Chapter 1 Setting Up Your CTAS Version 8 System This Page Left Blank Intentionally CTAS User Manual M Setting Up Your CTASv8 System Entering the Program Once you ve installed CTASv8 moving forward called CTAS onto your computer double click on the CTAS icon using the left mouse button 5s CTASv8 The Welcome screen will appear Welcome to CIAJN m My x Wr ng gt pplication Version Number 8 0 0 Copyright 2004 2014 Office of the State Auditor All Rights Reserved Restore Database N N l N N l N The Restore Database buttons are found only on the Welcome screen The Restore Dat base button copies the data from a backup file made by the CTAS system I 1 Efter User ID in Text box The recommended User ID is your first initial and last name Enter your User ID and cl ck on the Login button Office of the State Auditor CTAS User Manual 2 Setting Up Your CTAS System Entering the Program continued After clicking the Continue button the Receipts Menu screen will appear Task Bar yii CTAS Dhe ai gt Accounting Payroll Investments Indebtedness Reports Adnin Help 5 Icons Receipts Claims Disbursements Budget Cash Chartof Vendors nn Accounts Receipts gt 2 54 PM Receipts List Add Receipt 7 Search By Search by Receipt Date Receipt Date 2 08114 2014 To 09042014 el o List Box BE ni Date FH Receipt No TH Remitter TH Description
9. TAS UserManual 1 13 Setting Up Your CTAS System Payroll System continued Entering Employee Information in the Demographics and Job Tab F3 continued e Click on the appropriate Employee Type radio button Note Town Board members are part time employees e Enter the Pay Type and Pay Rate For example a board member councilperson could have Regular Rate 1 as the meeting rate Regular Rate 2 as an hourly rate and Regular Rate 3 as a salary rate The overtime rates are not calculated as time and a half the overtime rate needs to be calculated and then entered e Select the pay frequency by clicking on the down arrow and then highlighting your choice e Click the Hourly or Salary radio button When this tab is completed click on the Tax and Insurance F4 tab Office of the State Auditor CTAS User Manual sid Setting Up Your CTAS System Payroll System continued Entering Information in Tax and Insurance Tab F4 e Click the Calculate Tax box to calculate the Federal and State Income Tax Withholding amount e Click the Withhold FICA and or Withhold Medicare boxes if applicable e Select the Tax Status Single or Married e Enter the number of federal exemptions claimed on the W 4 in the Federal Deduction field e Enter the Tax State for Minnesota enter MN e Enter the number of state exemptions claimed on the W 4 in the State Deductions field e Enter the appropriate information in the Deferred Income Cafe
10. d and may be entered at any time Office of the State Auditor CTAS User Manual 1 5 Setting Up Your CTAS System Chart of Accounts To access the Chart of Accounts section click on the Accounting tab in the Task Bar then select the Chart of Accounts icon For a more detailed explanation of the Chart of l F 7 a Accounts see Chapter 8 of this manuak _ _ _ _ _ _ Pr ws _ Y ete Sema Gal i A S13 Payroll Investments Winsebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Accounting Chart of Accounts 7 a zz gt 3 30 PM Funds F3 _ Account Numbers F4 Object Codes F5 Program Codes F6 lt Neni Eind M ee Oe Ss ru ME AAEE A E Number wv me Sd Destripten e To YH Active yr um m i TE 100 General Funds 200 x Special Revenue Fund yy Zul v 201 N Road and Bridge SSS gt T T a 202 x Federal Community Development Block Grants me 211 gt x Librarytest 4a 212 N Municipal State Aid Street Maintenance Optional Tabs 4 213 S Public Housing Optional u 220 N Ambulance Fund p 224 x Shade Tree Disease Control Optional aa N x z 4a 225 Community Development 7 250 N Community Center Fund 275 EM FUND 300 Debt schweigen 400 Capital Projects Fund 7 a 401 General Capital Prgjagts 402 Municipal State Aid Streets Con
11. for your local government click on the Edit System Information tab F4 of the Administration screen The Edit System Information screen will appear see next page Office of the State Auditor CTAS User Manual Setting Up Your CTAS System Administration Information continued 1 4 Accounting Payroll Investments Indebtedness Reports Admin Help Exit System Infomation F3 Edit System Information F4 Year end Processing F5 Utilities F6 Error Log F7 Upgrade F8 Institution Name New Township Address Line1 50 Main Street Address Line2 City Newtown State MN Zip 55414 Phone er Fax _ Email Federal ID Number Current Fiscal Year 2014 State ID Number OSA Code Save Cancel 3 29 PM When the Updating System Information screen appears complete the following steps e lt Enter the name of your town or city in the Institution Name field e Enter the mailing address of the town or city in the Address fields e Enter the Federal Employer ID number in the Federal ID field t begins with 41 e Type the State ID number if you have one in the State ID field e Enter the OSA Code received from the Office of the State Auditor e Click on the up or down arrow in the Current Fiscal Year box to change the fiscal year e Click on the Save button You will receive the message System Information updated successfully Click OK Note The Federal ID and State ID are not require
12. g Module of CTAS click on the Vendors icon The Vendors screen as shown below will appear re ewe CTA ee U ee Accounting Payroll Inve tmagts Indebtedness Reports Admin Help Exit BEE SEBS Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts vendo Vy N ao Vendors List Add Vendors Vendor N J Active Vendors Search Vendor YH Federall WHR Yagress Lin YH Address Lin WH City Ya State WH ZipCod Y ContactNa Y PhoneNo M Y Phone No Y Phone No F VW Email Addre 74 Require10 Y Active YH EFF Credit Uni 65 Th sre Street a Diamond 569874125 56 HereMvenue Up North MN 55287 Harvy Harrison 555 555 8974 45 harwy harrison gt Y Y a Don s Gar 25 78 There A t Down South MN 23659 Rick James 555 555 9874 rick james yah_ Y hi Northern 65 Dare Deg Closeby MN 45874 N Y a Post Mast 25 Main N Here MN 55554 N Y 4a Telephon 45 Main St x Upton MN 55526 N Y a WE Ener 652 7th Avenue N St Paul MN 55103 N Y N N N N N N N N N N N N N 1 View Edit 2 Delete 3 Exportito CSV Rn N N N To enter a vendor s information click on the Add Vendors tab of the Vendors screen After the Add Vendors tab is selected you will have the ability to enter the information for the vendor An example of the Add Vendors tab is shown on the next page Office of the State Auditor CTAS User Manual 1 10 Setting Up Yo
13. mployee s information to the system click the Add Employees tab The Add Employees screen with six tabs will appear as shown on pagg T 24 This screen allows you to enter information for an employee ae 7 7 7 Notes on entering the Employee Record information a Enter the appropriate information oD the five tabs for each employee b The tabs Demographics and Job Tax and Insurance Acct Dist and Official Role must be completed before clicking the Save button to record the new employee Fields in blue a are required The tabs Other and Employer and Sick and Vacation may orafiay not be necessary depending on your entity s benefits The first tab 1s for the Employee s Demographics and Position Information Pd a L a SS WA OO ee LUSIAN Bayt Investments Inderneggele Br aan damn gait L I a ss ag me 7 e yee Payo Tax 7 a Tables 7 7 a 7 7 a Employee K Be 9 35 AM m Add Employ aA Pay Frequency Month e Enter the employee s name address and Social Security number The name must be entered as it reads on the employee s Social Security card This information will be printed on the W 2 e Assign and enter an Employee number using a method of your choosing e Enter the Effective Date This is the date the pay rates became effective e Inthe Job Information box enter the Department name This can be Supervisor Council Member Clerk Treasurer Street Department etc Office of the State Auditor C
14. mport 2000 Import from OSA Website Import from file Tax Year Y FICA EE Y FICA ER Y Medicare EE WH Medicare ER yu pa 2014 0 062 0 062 0 0145 0 0145 Edit Delete There are three methods for adding tax tables Two will be demonstrated in this section the third will be shown in the Payroll Chapter Office of the State Auditor CTAS UserManual 119 Setting Up Your CTAS System Payroll System continued Payroll Tax Tables continued Option One Import Tax Table from Office of the State Auditor website at www auditor state mn us computer must be connected to the Internet With the Tax Table icon selected select the Tax Table tab Enter the year of the tax table to be imported then click the Import from OSA Website __ 7 _ 7 _ gt The data has been imported successfully from the O5A web site Office of the State Auditor CTAS User Manual 1 20 Setting Up Your CTAS System Payroll System continued Payroll Tax Tables continued Confirm the Tax Table for the year imported s present Office of the State Auditor H OCCORSO CTAS User Manual 2 Setting Up Your CTAS System Payroll System continued Payroll Tax Tables continued Option Two Manually enter Tax Table information Once in the Tax Table icon select the Add Tax Table tab wa a gt _ r a Accounting Eare Inwesmments Indetrecress Beperts aamin Euit aa gt 4
15. r Ya Fund Name Y Beg Balance 2014 TYH Account Number Yur Cash Processing 0 General Funds 20 000 00 10100 a 200 Special Revenue Fund 0 00 10100 Deposits in Ti it 201 Road and Bridge 10 000 00 10100 a 225 Community Development 5 000 00 10100 Outstanding Checks 400 Capital Projects Fund 0 00 10100 a 500 Permanent Funds 0 00 10100 a 600 Enterprise Fund 0 00 10100 601 Water 35 000 00 10100 700 Internal Service Fund 0 00 10100 Edit Office of the State Auditor CTAS User Manual 7 Setting Up Your CTAS System Cash Control continued To enter beginning balances highlight the fund and click the Edit button 7 L 7 7 e Tas ae 7 Accounting Payroll Investments Indebtedness Reports Admin Hef Exit L 7 L L ass u AAG S Receipts Claims Disbursements Budget Cash Chartof Vendors 1 Accounts 7 P 7 z 4 Sa 4 4 yp lt en 7 Cash List 7 L i FundNumber Ya Fund Name 4 Y Beg Balance 2014 L z Ya Account Number Yu Cash Processing 0 General Funds 20 000 00 10100 200 Special Revenue Fund Z 0 00 10100 Dencsite in Iraneik 201 Road and Bridge L 10 000 00 10100 u 225 Community Development L 5 000 00 10100 Outstandi Chadi 400 Capital Projects Fund 2 z 0 00 10100 eR 500 Permanent Funds L 0 00 10100 600 Enterprise Fund L 0 00 10100 601 Water ad 35 000 00 10100 700 Internal Service Fund L 0 00 10100 7 7 L L 7 L 7 L L L 7 7 L L L 7
16. struction p 403 Open Spaces Acquisition OptiSnal p 404 Park Acquisition and Development Ostional 405 Tax Increment Financing Projects 406 Cap Proj Assist Livings eS x 4 407 2009 Utility Imp Prog Find N x 500 Permanent Funds N 7 a 501 Perpetual Care x 600 Enterprise Fund N Iv lal N 601 Water x iv S see z goui zi ze 1 View Edit 2 Delete 3 Export to CSV r 4 Active 5 in Active a l N f A eu 2 SS o XN N N x x To modify the Chart of Accounts click on the appropriate tab to add or delete Fund Numbers Account Numbers Object Codes and Program Codes as needed Use bottom buttons to modify existing numbers The Program Codes are optional See Chapter 8 for more information on Program Codes Note Fund Numbers Account Numbers and Object Codes should only be added edited or deleted after consulting the CTAS Chart of Accounts issued by the Office of the State Auditor Deviating from the Chart of Accounts will result in inaccurate results when printing or submitting reports Office of the State Auditor CTAS User Manual id Setting Up Your CTAS System Cash Control Entering the Beginning Balances To access the Cash Control section from within the ey Module of CTAS click on Accounting ae ea Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts v casn A wee Cash List FundNumbe
17. teria Plan and Insurance Information areas These are the amounts to be withheld from the employee s pay The Deferred Income and Cafeteria Plan amounts are deducted before Federal and State income taxes are calculated The Payroll Period fields indicate from which paychecks the deduction should be withheld The Ist of the month through the 14th of the month is the first pay period The 15th of the month through the 28th of the month is the second pay period and the 29th of the month through the 31st of the month is the third pay period When this tab is completed click on the Other and Employer Tab F5 Office of the State Auditor CTAS User Manual sid Setting Up Your CTAS System Payroll System continued Entering Information in Other and Employer Tab F5 we ia ey Ageourting Payre rvestements indettecress Seperts aamin Eu Employee Payro Tax Tables Employee 4 9 37 AM Segloyees Ls Add Employers yee Mirim Nana on Doe Mine Other Deduccions Impkoyer s Share Retiremert Type Health heures Percertage RN Payot Peros Urson Dues Amount 00 Dostal insurance Far Fond X Payrol Penrod Other Dedurttons ae Lite Insurance Amcart WP Pma Panat Amari B Papel Patai Retiremera Regular 0000S Addons Q000 TOTAL 2 Type Hied WS for Eamed Income Credit Letra Spouse Parot Peros adado Narre Feyproll treed Ari 3 Fp je 7 5 00 This tab is for the employee s Other Deductions and the Employer s Share of deductions
18. ur CTAS System Vendors continued gt L CTASZ gt H cl Accounting Payroll Investments Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Vendors nnssneonsnessenesn Federal ID Number Vendor Name Address Contact Name Phone Fax Email Address Accounts 4 51 PM v Form 1099 Required J Active Cancel When the Add Vendors tab s selected complete the following steps For vendors that require a 1099 enter their Federal ID Number Enter the name of the vendor Enter the address of the vendor The first two lines are the street address The third line is the city state and zip code Enter the name of the person that is your contact with the vendor Enter the telephone number for the contact Enter the contact s telephone extension if appropriate Enter the fax number for the vendor Enter the vendor s e mail address If the vendor will need a 1099 printed at the end of the year check the Form 1099 Required box Check the Active box You will then be able to select this vendor when entering transactions Click the Save button to add the vendor s information Office of the State Auditor CTAS User Manual AL Setting Up Your CTAS System Payroll System To select the Payroll Module click on the Payroll tab of the Task Bar s oa Tu Ga l Accounting Payroll ee tsMents Indebtedness
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